SAMPLE: Risk Analysis and Management System (Generic form)
School
Activity
School group field trip to Rotoroa Island
Instructors:
Location:
Group:
Date:
Risks (significant potential losses)
Accident, injury or other form of loss (emotional suffering, physical suffering, major injury).
1. Bus, road, ferry or sea emergency
4. Falling, slipping on slippery terrain
2. Illness, medical emergency (major injury, broken bone,
anaphylasxis)
5. Chill/ heat stroke, hyperthermia, hypothermia
3. Falling overboard or off jetty, possible drowning
6. Falls, bumps, knocks, cuts, sprains, concussion
7. Person lost of missing
Causal Factors (Hazards, dangers)
Risk reduction strategies
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People
Skills, attitudes, age, fitness, ratios, experience, health etc.
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Driver distracted, inexperienced or
tired
Participants unfamiliar with
surroundings
Person gets motion sickness on
boat
Person is unwell on day of the trip
Youthful exuberance, excitement
and curiosity
Lack of clear instructions
Inadequate safety briefing
Failure to listen to and follow
instructions
Inadequate supervision for trip
Inadequate supervision if
swimming or water activities are
part of the trip
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Employ experienced bus driver.
Students remain in seats and do not address driver.
Travel with reputable ferry company.
Clear instructions given about what to expect and how to behave on the
bus, at the downtown pier, on the ferry and on Rotoroa Island. Stay with
your group at all times.
Ensure students listen to and follow instructions at all times.
Check how students are feeling before boarding the ferry and throughout
the day (after lunch is a good time).
Inform students to let an adult know if they are not feeling well, need rest,
water, shelter, toilets or have hurt themselves in any way.
Read and ensure students follow instructions on health and safety signs
on the vessel e.g. ‘Onboard Safety’ and ‘Do not lean over the rails’
School staff and supervisors to monitor open areas on the ferry to
minimise risk of students falling overboard. Students must stay seated on
lower deck of the ferry in the allocated area for their class group, move
slowly if needing to move to toilets, hold on to a secure part of the vessel
and avoid leaning over the rails. Students may go out to the back of the
boat in small supervised groups for viewing and to use the toilet.
On the ferry, all passengers must follow 360 Discovery Cruises safety
guidelines, listen to and follow instructions of the boat master and crew
and be aware of risks associated with sudden movement of the boat. No
leaning over the rails. Remain seated or hold on to secure part of vessel
(e.g. handrail) whenever it is moving.
Take care stepping on and off the ferry. Wait patiently, one person to get
on and off the ferry at a time.
Wait until boat is secured to wharf/pontoon before getting on or off vessel.
Students counted on and off the bus and ferry – group to be last on and
last off ferry to count numbers.
Appropriate ratio of adults to students. Schools must ensure supervision
requirements meet school policy.
For example: Primary age students – 1:6,
Intermediate = 1:8, Secondary school – 1:10
If students are to be swimming, they only swim when supervised by ratio of
1 adult to 5 students. Schools must ensure supervision requirements meet
school policy for any water activities.
Students do not swim except under adult supervision.
Students stay within boundaries set by teachers, parents and educators.
Equipment
Clothing, shelter, transport, activity, specific gear,
safety gear etc
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Environment
Weather, terrain, water, season etc.
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Poorly maintained vehicle
Personal medical equipment
forgotten
Inappropriate footwear
No warm/ waterproof clothing,
sunscreen, hats, sunglasses
No spare dry clothes
Insufficient fluids
Insufficient First Aid supplies
Insufficient safety equipment e.g.
gloves, safety glasses
Lack of shelter
Personal gear lost or damaged
Programme equipment lost or
damaged
Vehicles/ machinery in operation
around the island
Busy road (Quay street)
Unfamiliar environment/ site
Gap between wharf and ferry,
slippery wharf steps
Wharf edge drop off to water/
pontoon area.
Rough ground, slippery underfoot
with loose gravel or wet grassy
tracks
Slippery or muddy ground on
slopes
Cold, windy, wet weather
Very hot weather, UV rays
Lack of shelter
Steep slopes and cliffs
Narrow grass path and steep cliffs
either side at Southern Tower end
of Rotoroa Island
Steep grassy track towards
Northern end of Rotoroa Island
Water dams on island
Rough seas, rips
Sharp pacific oyster shells on
rocky shores
Wasps (paper wasps) and bees
present on Rotoroa during the
summer months
Pestoff 20R Brodifacoum based
poison bait present in environment
- pellets may be remaining on the
surface of the ground and inside
bait stations.
Weed control spraying may be in
operation at the time of your visit –
agrichemicals (mainly Roundup)
Off-target drift of agrichemical on
ground or near walking tracks/
roads
Allergens in the environment
including but not limited to: Bees,
wasps, biting insects, bait, peanut
butter, eggs, pollen, grasses
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Use vehicles from reputable bus and ferry companies.
Mobile phones on each bus and numbers known between buses for
communication.
Provide Zoo educators with mobile phone numbers.
Teacher in charge must carry a list of all participants (students and adult
supervisors), contact details and important medical information.
Ensure students have remembered personal medications, food and drink
(water bottle to refill, not coke etc.), are wearing closed footwear, and
carrying warm/waterproof clothing with a spare set of clothing inside a
plastic bag, inside day pack.
No jandals
Brief students about the importance of sunscreen, sunglasses, sun hat and
fluids (water). Bring a rain jacket with a hood.
Ensure school first aid kit carried at all times.
Ensure students have access to sunscreen and drinking water and shelter.
Ensure appropriate safety equipment is used where necessary.
Do not carry out any activity if safety equipment required is not available.
Provide instructions for safe/ appropriate use of equipment.
School is responsible for school or personal equipment brought on the trip.
Follow the signals and cross the road at the pedestrian crossings only.
Teacher in charge to ascertain a safe area to wait for the ferry with class
group.
Health and safety and island introduction briefing provided at the beginning
of the day to all members of the group by zoo educators and island
rangers.
Venues familiar to at least one member of the group.
Clear briefings about hazards, health and safety for all activities, all areas
and what to expect at every stage.
Provide groups with a map of Rotoroa Island
Students under adult supervision according to school ratio requirements at
all times.
Read and follow safety signs on Rotoroa Island.
For example:
‘Please take care near the wharf edge’
‘CAUTION Steps may be slippery’
‘DANGER Do not jump from the wharf’
‘CAUTION Loose gravel under foot’
‘No Entry’
Student access to beaches and wharf area permitted only under adult
supervision.
Student access to South Tower and sculpture permitted only under adult
supervision.
Shelter/ shade utilised where possible.
Building for shelter available for use by school group.
Postpone trip if weather is too unfavourable.
Clearly identify any children with allergies and medical conditions. Ensure
any medications/ equipment is carried with the student.
Inform all participants and show them what the bait looks like (small greenblue coloured pellets). Do not touch bait. Wash your hands well in the
bathrooms onsite before eating or touching your food.
All parties will be informed prior to any weed control work occurring on
Rotoroa Island and visiting groups will be kept separated from areas where
weed control is occurring. Signage will be present where weed spraying is
occurring and sprayed areas marked by blue dye.
Instruct all participants to stay away from weed control areas, vehicles and
equipment and conduct activities in sites away from any weed control
operations.
CRISIS MANAGEMENT PLAN
Student / adult missing or lost
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Stop the group and stay put
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Establish when the person/s was
last seen and state of mind/body
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Priority to look after rest of group
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Carry out search of immediate
area they were last seen with clear
control of group
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Alert Island manager, zoo
educator and teacher in charge.
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If unsuccessful, seek assistance
from Emergency Services
(Emergency Police 111)
Injury/ illness
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Stop the group
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Assess the situation
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Apply First Aid – R.I.C.E. (Rest, Ice,
Circulation, Elevation)
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Control bleeding
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Get patient to walk, if possible (assisted
if necessary) to shelter or road end or
make comfortable and someone stay
with the patient.
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Activate “Emergency procedures”
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Depending on the nature of the
emergency, transport off the island will
either be by Rotoroa Island boat or
Westpac Helicopter.
Fatality
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Look after the group – shelter,
fluids, food
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Cover the body and create a “nogo” zone
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Advise Emergency Dept.
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Emergency Police 111
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Activate “Emergency procedures”
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Allow for grieving
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Abandon the activity
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Refer “Traumatic Incident involving
death or severe injury” policy for
your school.
Information needed:
Map
Local knowledge
Information about lost person/s
Emergency equipment
NO STUDENTS ARE ALLOWED CELL PHONE OR TABLET ACTIVITY DURING CRISIS
Critical incident management
Emergency procedures to manage each identified risk
Emergency gear required
1. Bus breakdown
Mobile phones on each bus. Notify school of bus breakdown
so parents can be informed.
Mobile phones on buses. All adults with mobile phone access to
have number of the teacher in charge.
2. Bus accident
Notify school of bus breakdown so parents can be
informed. Notify school of any accidents or injuries.
At least one person in the group with a current First Aid
certificate. School First Aid kit. Mobile phone present for calling
emergency numbers.
Document with all student contact details.
3. Participant/ student missing
Mobile phone on all buses used.
Contact school and parents. All adults with mobile phone access
to have number of the teacher in charge.
4. Ferry breakdown
Mobile phones available. Notify school of breakdown so
parents can be informed.
360 Discovery to organise alternative ferry transport.
Carry mobile phones on ferry. All adults with mobile phones
access to have number of the teacher in charge. Contact details
for parents if pick up times are delayed.
5. Ferry accident
Notify school of breakdown so parents can be
informed. Notify school of any accidents or injuries.
Follow the instructions of the boat master and crew.
At least one person in the group with a current First Aid
certificate. First aid kit. Mobile phone present for calling
emergency numbers.
Document with all student contact details.
Life jackets on board ferry.
6. Student ill on the bus, ferry or on Rotoroa Island
Mobiles phones carried on bus, ferry and around Rotoroa
Island (mobile coverage is excellent).
First aid kits available. Notify school of any medical incidents.
Sick bags available. First aid kits available. Folder with TIC
containing student medical information. Mobile phone for calling
parents/ school/ nurse/ Doctor.
Starship Helpline: 307 4902
Adult A&E: 367 0000
7. Student gets wet
Take all steps practicable to dry off student/ keep warm.
8. Student falls into sea
Take all possible steps to assist student back to safety.
Administer first aid as required. Call emergency services
111. Provide address details: Rotoroa Island, Hauraki gulf,
off the eastern end of Waiheke Island, between Pakatoa and
Ponui islands.
Warm clothes, jacket.
Towels available.
Emergency blankets available.
Adult present who can swim and rescue.
An adult with life saving skills.
Call emergency services 111.
9. Serious incident/ injury
Stay calm. Do not move the injured person unless there are
other dangers. Remove the rest of the group to a safe
location with adult supervision. Initiate/ arrange first aid or
other assistance as applicable.
Stabilise person(s) and administer first aid. DIAL 111.
Provide address details: Rotoroa Island, Hauraki gulf, off the
eastern end of Waiheke Island, between Pakatoa and Ponui
islands. Notify: Teacher in charge, zoo educator in charge,
island manager, school.
At least one person in the group with a current First Aid
certificate. First aid kit. Mobile phone present for calling
emergency numbers.
Document with all student contact details and school contact
details.
10. Fire or emergency situation
If you discover a fire raise the alarm. Ensure fire service
is notified. Dial 111. Clearly state the nature of the
emergency. Notify island manager.
Mobile phone present for receiving emergency warning from
Island managers and/ or calling emergency numbers.
Move people to safe area. DIAL 111.
Assembly point area outside the jailhouse building at Home Bay.
Relevant Industry Standards Applicable
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One competent adult per 6 students.
At least one person in the group with current First Aid certificate.
First Aid kit to be carried by the group at all times in the field.
Qualified experienced drivers and fully licensed vehicles.
Policies and guidelines recommended (activity specific)
Health and Safety in Employment Act 1992 requires that all hazards to clients (employees, contractors, and people in the vicinity)
be eliminated, isolated or minimised.
Minimum skills required by activity leaders/assistants
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Knowledgeable, sensible, cautious
Experience in trip planning and organisation
Current First Aid/ CPR
USEFUL EMERGENCY NUMBERS
Date:
Name
Phone number
Event location:
Emergency contacts
Starship Helpline: 307 4902
Adult A&E: 367 0000
Fire, ambulance, police
Principal
School nurse
Deputy principal
Dean
School phone (reception)
EOTC co-ordinator
Emergency services: 111
Provide address details:
Rotoroa Island (spell this out to avoid mix
up with Rotorua)
Hauraki Gulf
Off the eastern end of Waiheke Island
Situated between Pakatoa and Ponui
islands.
Venue
Mobile
Staff emergency contacts
TIC emergency contact
Bus company
Final Approval
021 914 384
Rotoroa Island Duty Caretaker
Accept
Reject
Comments:
A list of all staff, students and parents/ adult supervisors participating in the outing should be attached to the trip
RAMS form.
Teacher in charge of the trip must have a mobile phone contact list of all staff and adult supervisors participating
in the outing.
Teacher in charge of the trip must have a printed summary of students’ health details and emergency contact
numbers.