NUS SAFETY MANAGEMENT PLAN
FOR EVENTS & ACTIVITIES / OVERSEAS TRIPS
GENERAL INFORMATION
1. Name of Event & Activity
:
2. Date & Time
:
3. Estimated Total Duration
:
4. Location
:
5. Estimated Number of Participants
:
6. Organiser’s Attire
:
7. Participants’ Attire
:
COMMAND & CONTROL
8. Organiser: ________________________________________
9. Supervising Officer / Advisor: _______________________
(Staff who oversees or supervises the organizer)
Contact No:
Off: ____________________ H/P: ___________________
10. Project Director:
Contact No:
Off: ____________________ H/P: ___________________
11. Deputy Project Director: _____________________________
Contact No:
Off: ____________________ H/P: ___________________
12. Safety Officer: _____________________________________
Contact No:
Off: ____________________ H/P: ___________________
DESCRIPTION OF EVENT / ACTIVITY
13. Objective
14. Description of Activity
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(Review all safety consideration for each phase of your event & activities,
Preparation, Execution and Recovery phase. Refer to:
Annex A – Factors of Safety Considerations for Events & Activities Planning;
Annex B – NUS Overseas Trip Safety Guidelines (For Overseas Events / Research Trips)
namely:
PREPARATION
(All Safety Consideration indicated in each phase serves as a guideline for your consideration
during planning; they are not exhaustive, may or may not be relevant to your activities. Take a
systematic approach to review safety considerations in each stage of your activities. Delete/insert
safety consideration as necessary for ease of presentation).
15. Command, Control & Communication
a. Organisation & structure of organising committee / team
b. Executing team on site (local / overseas)
c. Supervising & support team supporting / monitoring from Singapore
d. External agencies involve / support on site (local / overseas)
16. Administration & Regulation
a. Suitable Use of Place / Venue & Route
b. Sales of Food
c. Participants’ Particulars & Special Heath Condition
d. Insurance coverage for Group or Individual
e. Indemnity
f. Notice to Participants’ Families
17. Logistics
a. Transportation
b. Material Handling
c. Electrical Work
d. Structural Work (no structure work in NUS Campuses)
e. Sales & Provision of Food (comply to existing directive)
f. Hydration Plan
18. Traffic Control
19. Medical Coverage & Evacuation (for light injury, sudden sickness & critical emergency)
20. Safety Measures in relation to Weather & its effects
21. Safety Measures in Conduct of Preparation
22. Special Safety Arrangement / Instruction
a. Sufficient/Special Training Required
b. Special Identification/Marking of Participants
c. Potential dangerous or high risk areas to be avoided venturing into
23. Contingency Plan
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EXECUTION
24. Command, Control & Communication
a. Organisation & structure of organising committee/team
b. Executing team on site (local / overseas)
c. Supervising & support team supporting / monitoring from Singapore
d. External agencies involve / support on site (local / overseas)
25. Administration & Regulation
a. Suitable Use of Place / Venue & Route
b. Sales of Food
c. Participants’ Particulars & Special Heath Condition
d. Insurance coverage for Group or Individual
e. Indemnity
f. Notice to Participants’ Families
26. Logistics
a. Transportation
b. Material Handling
c. Electrical Work
d. Structural Work
e. Sales & Provision of Food
f. Hydration Plan
27. Medical Coverage & Evacuation (for light injury, sudden sickness & critical emergency)
28. Safety Measures in relation to Weather
29. Safety Measures in Conduct of Execution
30. Special Safety Arrangement / Instruction
a. Sufficient/Special Training Required
b. Special Identification/Marking of Participants
c. Potential dangerous or high risk areas to be avoided venturing into
31. Contingency Plan
RECOVERY
32. Command, Control & Communication
33. Administration & Regulation
a. Suitable Use of Place / Venue & Route
b. Participants’ Particulars & Special Heath Condition
c. Release of Organiser’s responsibility towards Participants
34. Logistics
a. Transportation
b. Material Handling
c. Electrical Work
d. Structural Work
e. Hydration Plan
35. Medical Coverage & Evacuation (for light injury, sudden sickness & critical emergency)
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36. Safety Measures in relation to Weather
37. Safety Measures in Conduct of Recovery
38. Special Safety Arrangement / Instruction
a. Special Identification/Marking of Participants
b. Potential dangerous or high risk areas to be avoided venturing into
39. Contingency Plan
SAFETY BRIEFING NOTES
40. For Organisers, helpers / volunteers
a. Preparation
b. Execution
c. Recovery
41. For Participants
a. Preparation
b. Execution
c. Recovery
CONCLUSION
42.
KEY CONTACT LIST:
On Site / Overseas - Location
NAME
DID
H/P
EMAIL
Project
Directors / Team
/ Group Leader
Team / Group
Safety Officer
XXXXX Pte Ltd
(Travel Agency)
Representative
Singapore
Embassy / High
Commission /
Trade Office
Partner
University in
which the
Team/Group is
going to
Local medical
facilities
Local
emergency
responders
Any other useful
local contacts
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In Singapore (applicable for overseas trips)
NAME
Supervisor /
Advisor
Representatives
of Organising
Committee or
Organisation
XXXXX Pte Ltd
(Travel Agency)
Representative
NUS Campus
Security Hotline
(24/7)
Emergency
Management
Division, OSHE
DID
H/P
EMAIL
Campus Security Duty
Officer
68741616 /
65161616
NA
NA
Mr. Yam Guan Shyh
Mr. Ravindran S/O
Sockalingam
Ms. Cathy Tan Lay Choo
65161290
65161501
90095312
91810423 /
93860432
81639353
oshygs@nus.edu.sg
65164341
oshrs@nus.edu.sg
oshctlc@nus.edu.sg
Prepared by (Project Director/Team Leader/Safety Officer):
_________________________
Name
:
Appointment :
Date
:
Vetted by (if any):
_________________________
Name
:
Appointment :
Date
:
Approved by (Supervising Officer / Advisor):
__________________________
Name
:
Appointment :
Date
:
Distribution:
As necessary to relevant stakeholders like OSA, Dean’s/ Master’s Office, OFM, OCA, OCS, etc….
and to Mr. Ravi (oshrs@nus.edu.sg) or Ms. Cathy (oshctlc@nus.edu.sg), Emergency Management
Division, OSHE
Copy to: As necessary
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ANNEX A
FACTORS OF SAFETY CONSIDERATONS
FOR PLANNING AND MANAGEMENT OF EVENTS & ACTIVITIES
1. Suitable use of Place/Venue, Sea &/or Land Route
a. Recce the place/venue, sea &/or land routes to be used during planning
b. Time of recce take into consideration actual event time
c. Confirm any use of public road or places, sea lane/channel
d. Obtain relevant authorities’ official approval or you may need to keep them informed
for advisory, e.g. Traffic Police, National Parks, MPA….
e. Note & mark the hazard & risky areas due to terrain, vehicular & human traffic
f. Light condition, illumination required of the venue / stretches of route
g. Safe areas for arrival & dispersal of vehicles
h. Large area for mass assembly. Safe area for starting and finishing points, off-road/off
access way designated rest areas and pit-stop along the route.
i. Ease of mass evacuation & quick dispersal of crowd
j. Available covers/shelters for taking refuge from lightning & thunderstorm
k. Availability of ambulance access & casualty pick-up areas/points
l. Re-confirm the safety aspect of the place/route 2 hours before execution or just
before the commencement of the activities
2. Transportation
a. Proper & correct vehicle to be used
b. Licensed driver & driving experience, driver must have sufficient rest
c. Familiarisation of route & danger areas
d. Proper & suitable location for loading & unloading
e. Park the vehicles safely. Ensure brakes and wheel-choke are applied, especially
parking on slopes
f. Carrying of load & people within allowable limits in compliance to Traffic Police Act
g. Proper securing of load & bulky objects
h. Deployment of traffic cones & marshals
i. Use of Vehicular Rear Anti-Collision Devise / Cushion while working along public
road
j. Proper safety distance between vehicles traveling in convoy / group
k. Command, Control & Communication in dispatching, control & monitoring of vehicle
convey
3. Material Handling
a. Handling of heavy load, allocation of manpower & equipment
b. Use of Material Handling Equipment (MHE) i.e. crane, scissor lift, etc… & licensed
operator
c. Limitations on height & load bearing
d. Cordon & warning of MHE working area
e. Each individual must know correct technique of lifting heavy equipment or carrying
items in a safe manner
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4. Electrical Work
a. Danger of overloading of electrical power source
b. Employment of licensed commercial electricity generator, its area of deployment,
preventive cordoning & fire preventive measures
c. Additional fire extinguisher to be placed onsite for the generator and ensure the
generator is earthed to the ground
d. Safe laying, tapping down & covering of wires to prevent trip hazards
e. All electrical items used must bear the Singapore safety mark
5. Structural Work & Hot Work ( hot works are not allowed in NUS for students and
staff events & activities)
a. All structural & hot works are to be carried out externally at a vendors workshop
b. For learning purpose pointer to look for structural and hot works, as follows:
i.
Overall load bearing on the platform or structure
ii.
Use suitable material for construction
iii.
Securing of the platform & its stability
iv.
Engage licensed contractor & Professional Engineer certification
v.
Use of proper power tools with proper license, training, proficiency & safety
measures in place
vi.
Use of hot work e.g. soldering, welding, etc… with proper license, training,
proficiency & safety measures in place
vii.
Ensure work place is clean, safe, free of obstacles, dangerous materials,
flammable materials & gases
viii.
Obtain relevant authorities’ official approval, if required
6. Sales or Provision of Food & Drinks
a. Subject to OSHE Directives on the sales of food & Drinks which essentially only
allows pre-packed food
b. For learning purpose pointers for consideration are:
(a) Comply with NEA guidelines for trade fair / fun fare permit application for
sales of food
(a) Engage qualified & certified food caterer/vendor
(a) Obtain relevant authorities’ official approval, if required
(a) Proper hygiene measures & practices in preparing food & drinks
(a) Length of time between food preparation & consumption
(a) Proper & appropriate storage of food & drinks pending consumption
(a) Comply and take care of fire safety requirements when heating elements are
used
7. Traffic Control
a. Closure of road/area
b. Employment & deployment of Safety Barricades
c. Sufficient Traffic Marshals to man the hazards & risky areas along the route
d. Traffic Marshals to wear bright colour / reflective clothing
e. Use of Safety Vests, traffic control batons & light sticks
f. Proper training and safety briefings for traffic marshals before deployment
g. Deploy Traffic Marshals at brightly lit, easily observed from oncoming traffic & safe
location to manage the risky areas
h. Deployment of mobile patrol (using bicycle or motor-vehicle)
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i.
j.
Command, Control & Communication
Obtain relevant authorities’ official approval
8. Medical Coverage & Evacuation
a. Command, Control & Communication
b. Locations & contact numbers of Medical Facilities (hospital, polyclinic, private clinic)
to be used in time of emergency
c. Location of medical post
d. Availability of medical doctor
e. Sufficient number of current & qualified medics &/or lifeguards
f. Identify & employ those organisers & participants who have knowledge on First-Aid,
CPR & AED
g. Availability of medical equipment & supplies (including AED & Resuscitator)
h. Availability of safety vehicle &/or boat
i. Licensed driver & driving experience
j. Availability of Vehicle Commander/Assigned Personnel to accompany
casualty/victim/patient to the medical facility e.g. hospital, clinic, etc.
k. Recce & familiarisation of casualty pick-up point
l. Recce & familiarisation of evacuation route to medical facilities
9. Weather & Its Effects
a. Lightning risk
b. Thunderstorm risk
c. Risk of strong wind & gust of wind
d. Risk of flash flood, risk near river, streams…
e. Risk of potential dead fall in vegetated/forested area
f. Wet weather effect on road conditions for walking, jogging, climbing, competitive
running, cycling & vehicular movement
g. Wild fire & fire prevention during dry spell/session
h. Command, Control, Monitoring & Communication
10. Hydration Plan
a. Participants’ hydration before events & activities
b. Number & location of water points
c. Supply & re-supply of water or other drinkable fluid for mass
11. Special Safety Arrangement / Instructions
a. Accounting of personnel before, during & after conduct of activities
b. Health check & declaration of participants before & after activities
c. Assign buddy system for participants before the start of the event
d. Risk of snake bite, hornet, wasps & wild animal attack
e. Risk of sudden drop in water depth (seaside & riverside)
f. Potential dangerous & high risk areas to be avoided venturing into, especially high
areas and slippery terrain
g. Risk of flash flood risk near river, stream
h. Risk of potential dead fall in vegetated/forested area
12. Sufficient/Special Training Required
a. Participants to receive sufficient or special training on risky activity, performance,
sports e.g. mid-air flip & free fall in human pyramid
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b. Enforce minimum requirement of participants’
proficiency in risky activities
c. Availability of Qualified Trainer
d. Compliance to the code of practice, established rules & regulations of Professional
Bodies in Singapore
e. Compliance to NUS Sports safety guidelines, e.g. cheerleading…
13. Attire & Footwear
a. Proper & appropriate attire & footwear for the safe participation
14. Special Identification/Marking of Participants
a. Identification of less proficient / weaker / higher risk participants in potentially risky
event, e.g., swimming, cycling, etc.
b. Night marking for individuals
15. Participants’ particulars
a. Essential particulars, NOK’s contact
b. Blood Group, special medical condition & any allergy
c. Photocopy of participants’ passports or travel documents (for organized overseas
trip) for safe keeping by organizer on site & in office
16. Conduct of Briefing on the Conduct of Activities & Safety Plan
a. Briefing to cover Preparation, Execution & Recovery phases
b. Detail briefing to Organisers, helpers & Workers
c. Detail briefing to Participants
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Annex
B
NATIONAL UNIVERSITY OF SINGAPORE
STUDENT/STAFF OFFICIAL OVERSEAS TRIP SAFETY GUIDELINES
Besides the normal administrative briefing covering travel information & precautions (health
condition, weather, traffic & driving, accommodation, food & water, money, culture & customs, social
& political situation, security hot spots / high risk areas to avoid), information of the overseas
university / college & office, etc… It is very important to ensure that the following information are
noted and appropriate preparations done for the trip overseas:
Before Going Overseas
1.
Vaccination required (general or specific) according to the personal need, or local regulation or
the health situation of the place of visit.
2.
Purchase full travel and medical insurance to cover illness, injury and loss of money, baggage,
tickets, etc...(with appropriate and sufficient coverage). There can be grave implications of
having insufficient coverage or no coverage at all.
3.
Student / Staff to sign the indemnity form for the event / overseas trip.
4.
Ensure that your passport has at least 6 months validity.
5.
Check visa requirements of the countries that you will be visiting and transiting.
6.
Ensure that you have valid onward/return tickets, if applicable.
7.
Bring adequate funds for the duration and purpose of your stay.
8.
Apply for an Exit Permit (applicable to male Singapore citizen on National Service).
9.
Find out more about the country you intend to visit, particularly if there are any cultural
sensitivities.
10.
Bring your doctor's prescription if you have to carry medication or drugs. You may need to
show this at the customs checkpoint.
11.
Make photocopies of Personal Travel Document (Passport data page, VISA, credit cards,
etc…) and safe keep at separate places (1 copy with traveler, 1 copy with the trip organizer /
team leader, 1 copy with the faculty / department / office in Singapore).
12.
Local sponsor’s contact number(s).
13.
Local emergency contact number(s), addresses and / or email (University, college, office,
emergency services (police & hospital), Singapore Embassy / High Commission / Trade
Office, etc…).
14.
NUS Campus Security Hotline: +65 68741616.
15.
Faculty / Department / Office telephone number & Duty Officers’ number (if any).
16.
Faculty / Department / Country Manager’s contact number(s), i.e. office, mobile & home
numbers.
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17.
Register with Ministry of Foreign Affairs (MFA) via online
eRegister system before traveling overseas. The link to eRegister for Single or Group
Registration: https://eregister.mfa.gov.sg/ . Your registration can help MFA and their
Overseas Missions contact you to render the necessary consular assistance during an
emergency or crisis (e.g. natural disasters, civil unrest, etc…)
a. The MFA eRegister system is a voluntary and free service provided by the MFA to all
Singapore citizens who travel or reside overseas. Regardless of whether you are
travelling abroad for study, work or leisure, the eRegister system allows you to record
information about your travel itinerary abroad. The information you provide will allow MFA
to contact you in order to make sure that you are safe and, if need be, assist you should an
emergency (e.g. natural disasters, civil unrest, etc…). This eRegister is not applicable to
foreign student / staff. NUS foreign student / staff are advised to register with their
respective Ministry of Foreign Affairs for their travel, if applicable.
b. Once registered, traveler is to monitor his/her hand phone and email for updates and
advices sent by MFA regarding the situation in the city / country.
18.
Inform the NOK / family by individual or Faculty / Department (It is undesirable for NUS if the
NOK / family only first time knowing their love one is on NUS official overseas assignment / trip
when the person is involved in emergency / accident, etc… overseas). Leave a copy of your
itinerary with your family / friends as well.
19.
Obtain contact details of the nearest Singapore Mission.
When In Overseas
20.
Obey the laws and respect the local customs of the country you are visiting.
21.
Always keep your identification document on you (passport, a card stating your particulars,
local and Singapore emergency contacts, emergency call numbers, etc…). Take special care
of your passport and other documents of identification and keep them in a safe place,
preferably separate from the rest of your luggage.
22.
Do not carry too much cash or other valuables.
23.
Never leave your belongings unattended.
24.
Always take care of personal safety and security.
25.
Never carry packages through customs on behalf of other people.
26.
Student / Staff to update Faculty / Department office / manager of the following:
a. Person’s contact number(s) and address when in overseas.
b. Any change of location & contact no(s) e.g. change of place of stay; change of overseas
office due to official move; go on holiday trip in other places/countries.
27.
When in overseas, find out from the locals where are the dangerous and high crime rate
areas, and security hot spots that should be avoided and not to venture into.
28.
Beware of the food and drinks you consume in areas where hygiene standards are low.
29.
Check out the customs regulations concerning import and export of items.
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30.
If you drive, make sure that you have an International
Driving Permit. Familiar yourself with the local traffic conditions and practise road safety,
especially if you are driving in foreign country conscientiously. Make sure you know the local
rules of the road. Ensure that you, your passengers and the vehicle are covered by insurance.
Read the fine print before signing car hire agreements.
31.
Always maintain your situation awareness. Beware of the situation in the country / region / city
and surrounding area, especially social and political turbulences and unrests, natural and
man-made disasters. Examples are strikes, protests, high crime rate, terrorist attack, large
scale industrial accident/disaster, typhoon/hurricane, flood, volcanic incidents, epidemic and
pandemic, etc.
32.
When the situation stated in S/No 27 is known or happens, find out from the locals where the
safe areas are (examples are emergency assembly area, emergency shelter, reporting centre,
aid station, etc…).
33.
Student / staff are to monitor his / her hand phone and email for updates and advices sent by
MFA regarding the situation in the city / country.
34.
As far as possible, make known your itinerary (scheduled activities for the day, day trip, short
visit, over-the-weekend trip, etc…) to your family, or office, or friends, or your group / travel
partner via any means possible. Leave a printed schedule, or written note of your intended
trip, in the hotel room before setting off for the visit. Stay in touch with your family in Singapore
and inform them of any change in your itinerary or contact details.
35.
Avoid moving about or visiting unfamiliar areas and at night alone. As far as possible, move in
a group of minimum two persons.
36.
If encounter threatening or unsafe situation in the street or in public area:
a. Get away from the incident site immediately if possible.
b. Move immediately and quickly into the crowded area if you are being stalked or threaten.
c. Approach any police officer in sight, or go to any police post/station in the immediate
vicinity.
d. Seek help from the locals.
e. If unable to get away from the incident site, hide yourself at a safe place.
f.
Call the local police for help as soon as possible whenever there is an opportunity.
g. Contact the local sponsor/office/supervisor for help.
h. If all fails, call Campus Security Hotline, or NUS faculty/department/ office, or your
supervisor.
37.
When in a tight or life threatening situation, personal safety and survival is upmost important,
money and property can be forgone to secure your safety.
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