Pastor Training International
Safety, Health and Security
Management
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February 2013
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System Overview
SCOPE AND OBJECTIVES
This System covers safety, health and security matters associated with all training
activities undertaken by UK personnel representing Pastor Training International (PTI)
outside the UK. It is broadly divided into two parts:
 Risk Management covering those activities and procedures necessary to reduce
the likelihood of any illness, incident or adverse situation occurring while trainers are
undertaking their training conference assignments.
 Crisis Management for those situations when, despite all steps taken to minimise
and prevent adverse exposures to PTI personnel and operations, a crisis* arises
and procedures and corrective actions are needed to mitigate the consequences.
* Crisis is defined as an event that significantly disrupts normal operations, has caused or
is likely to cause severe distress or have severe consequences for individual
staff/volunteers of our organisation, and requires out of ordinary measures to restore order
and normality, thus demanding immediate action from senior management. Crises will
include events threatening the safety and security of PTI staff/volunteers, as well as those
affecting the reputation and assets of PTI.
ROLES, RESPONSIBILITIES AND PROCEDURES
The PTI Executive Chairman is the owner of the PTI Safety, Health and Security
Management System and is responsible for ensuring it is kept current and aligned
throughout the PTI organisation.
The PTI Coordinator is responsible for maintaining and updating the PTI Safety, Health
and Security Management System and communicating its procedures and processes to
all those who represent PTI both in the UK and abroad.
Risk Management
PTI aims to risk manage the activities of the trainers and associates sent overseas to
ensure that they remain in good health and have a heightened awareness of security
issues thus reducing the possibility of incidents involving their own personal safety such as
vehicle motor accident, assault, abduction, etc.
The Lead Trainer and his associates accompanying him, have the prime responsibility
for their own personal safety and wellness and should always follow sensible
precautions to reduce their exposure to harm and illness while undertaking PTI training
conference assignments.
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Management
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System Overview
Pre-Travel Procedures
The Lead Trainer and his associates accompanying him are responsible for
familiarising themselves with this document - PTI Safety, Health and Security
Management System.
The Lead Trainer and PTI Coordinator are responsible for monitoring the Foreign and
Commonwealth Office (FCO) Travel Advisory Status of the country being visited prior
to the training conference to determine whether the visit should continue to go ahead.
The PTI Coordinator should also monitor the status during the training conference in
case there is a need to curtail the visit or reschedule the itinerary.
The Lead Trainer and his associates accompanying him are responsible for registering
with the FCO using LOCATE. This is a free service provided by the FCO for British
nationals travelling to or living outside of the United Kingdom. The LOCATE Contact
Details
will help British Embassy and crisis staff abroad contact the trainers and
provide them with better assistance in an emergency, such as a natural or man-made
disaster or civil disturbance.
The Lead Trainer and his associates accompanying him are responsible for providing
the PTI Coordinator with copies of the contact details submitted into LOCATE, as well
as basic health information, i.e., blood type, any chronic illnesses, allergies,
medications, etc.
The PTI Coordinator is responsible for deciding whether or not a more formalised risk
assessment of the upcoming Training Conference trip should be undertaken with the
Lead Trainer using the Risk Management Template
. This may be appropriate
when it is felt that additional preventative and mitigating measures over and above the
normal safety, health and security procedures undertaken are necessary, or when:
a new venue not previously used for past conferences is being used
a new country is being visited
a new Lead Trainer is leading the conference
The findings from this risk assessment should be shared with any associates
accompanying the Lead Trainer.
The Lead Trainer and his associates accompanying him are responsible for
familiarising themselves with Personal Security Awareness for PTI Trainers in the Field
. This advice and guidance is designed to raise awareness about how personal
security measures can be increased and vulnerability reduced when travelling
overseas, and in particular to remote parts of underdeveloped countries. It is intended
to stimulate thought about how to conduct oneself safely in an unfamiliar environment.
In addition trainers should refer to the FCO Travel Checklist aimed at helping to ensure
travellers plan their trips appropriately and stay safe while abroad.
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Management
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System Overview
Health Checks and Medical Insurance
All first-time trainers(1) are responsible for arranging their own necessary medical
examinations with InterHealth(2), and obtaining their own Medical Travel Kits
from
InterHealth. In some cases this may require return medicals after arrival back in the
UK. Details regarding necessary actions needed by first-time trainers prior to travel
can be found in Medical Arrangements for Trainers
.
The PTI Coordinator is responsible for ensuring all first-time trainers have completed
the required InterHealth medical examinations and that all trainers have been provided
with Medical Travel Kits before leaving for the overseas conference.
The PTI Coordinator is responsible for providing all trainers with their Medical
Emergency Plastic Card
, and an In-Country Team Travel Kit Checklist
,
including relevant maps(3) and in-country guides, before leaving for the overseas
conference.
The Lead Trainer and his associates accompanying him are responsible for
familiarising themselves with the Travel Health Pocket Guide
, provided by
InterHealth in the Medical Travel Kit, and in particular with the section on Survival
When Away.
The Lead Trainer and his associates accompanying him are responsible for taking
sensible precautions when eating abroad – In-Country Trainer Diet
provides further
information on how illnesses from food can be avoided.
The Lead Trainer and his associates accompanying him are responsible for
familiarising themselves with the procedures for obtaining medical assistance while
abroad. These are described in Travel and Medical Insurance for PTI Trainers
.
Notes:
1
First-time trainers are those trainers and associates travelling from the UK to a particular
country for the first time.
2
InterHealth is a Christian medical organisation, specialising in assisting Mission Agencies.
Information on InterHealth’s Travelwell plan, the package to which PTI has subscribed,
can be found here
.
3
Further information regarding Stanfords, the provider of maps for PTI, can be found here
.
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Management
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Emergency Contacts
The Lead Trainer and his associates accompanying him should be familiar with contact
details for the local British High Commission and InterHealth out-of-hours medical line
prior to travel.
Agreed Communications Schedules
The Lead Trainer and his associates accompanying him should agree a calling/texting
schedule, preferably daily, with their next of kin. In addition, a fallback schedule
should be agreed in the event of a missed call/text.
The PTI Coordinator is responsible for nominating a PTI contact (normally himself) in
the UK who can be contacted 24 hours a day during the period the trainers are out of
the UK. The PTI contact should be a member of the Crisis Management Team – see
later.
The Lead Trainer and his associates should ensure their next of kin inform the
nominated PTI contact if they fail to make the agreed contact schedules.
The PTI Coordinator is responsible for deciding whether it is appropriate for a satellite
phone to be taken by the Lead Trainer prior to deployment in rural up-country areas in
addition to the mobile phones carried by each team member. This may be decided
during the initial risk assessment.
When it has been deemed appropriate for the Team to take a satellite phone upcountry, the Lead Trainer and his associates accompanying him are responsible for
ensuring they are trained in its use preferably prior to departure from the UK, but
always prior to deployment up-country.
Crisis Management
In the event a crisis does occur despite all the above risk management procedures
taking place, PTI has a Crisis Management Plan, found here
, to initiate procedures
and corrective actions to mitigate the consequences.
The main objectives of the Crisis Management Plan are to:
-
Prevent (further) harm and ensure the health and / or safety of victim(s) and other
staff / volunteers affected by the crisis
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Management
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System Overview
-
Maintain communications and liaison with trainers’ families and ensure they receive
all necessary support
-
Maintain communications and liaison with in-country officials and agencies to
alleviate crisis
Incident Reporting and Initiation of PTI Crisis Management Plan
The Lead Trainer has the responsibility to report any incident involving PTI staff and
volunteers back to the PTI Coordinator by telephone call or text. Information
transmitted should be clear and succinct and include time and location of incident and
current location of the Lead Trainer and his associates.
Besides injuries and illnesses incident reporting should also include any
vehicle/pedestrian accidents and successful or otherwise robberies, assaults and
abductions. In addition any significant changes to planned itineraries or means of
transport should also be reported back to the PTI Coordinator.
Where the Lead Trainer is not available the associate trainer should report the incident
to the PTI Coordinator.
Based on the nature of the incident the PTI Coordinator in discussion with the PTI
Executive Chairman will decide whether or not to initiate the Crisis Management Plan.
Based on the pre-arranged calling / texting schedule of the trainers to next of kin,
should no contact be made on two successive occasions, the PTI Coordinator in
discussion with the PTI Executive Chairman and next of kin will decide whether or not
to initiate the Crisis Management Plan.
Functionality of the Crisis Management Plan
The PTI Executive Members, as members of the Crisis Management Team, are
responsible for familiarising themselves with their roles and responsibilities in the Crisis
Management Plan.
The PTI Coordinator is responsible for maintaining and updating all contact information
within the Crisis Management Plan.
The PTI Executive Chairman is responsible for ensuring the Crisis Management Plan is
periodically tested, for example every 4 years, with a simulated exercise. The PTI
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Management
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System Overview
Coordinator is responsible for incorporating any lessons learned from the simulated
exercise into the revised Crisis Management Plan.
Post Crisis Follow-up
As soon as the crisis has been resolved, the PTI Executive Chairman should ensure an
investigation into the root causes of the crisis is initiated.
The investigation should focus on how Risk Management procedures could be
improved to reduce the probability of a recurrence.
In addition the investigation should evaluate the effectiveness and functionality of the
Crisis Management Plan and actions taken by the Crisis Management Team in
managing the crisis, and so identify any improvements in mitigating the effects of such
a crisis in the future.
The PTI Executive Chairman should review the investigation report findings with the PTI
Board Chairman.
Before PTI activities involving other trainers working overseas are resumed, the PTI
Executive Chairman should ensure that all recommendations from the crisis
investigation have been implemented and that the risk assessments for the planned
activities are revisited.
SYSTEM VERIFICATION
The PTI Coordinator is responsible for periodically, e.g., once a year, verifying that all
the required Risk Management procedures documented in this document - PTI Safety,
Health and Security Management System - were completed for at least two
conferences.
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Safety, Health and Security
Management
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System Overview
SYSTEM FEEDBACK AND CONTINUOUS IMPROVEMENT
Following a training conference, the Lead Trainer and his associates accompanying him
are responsible for feeding back to the PTI Coordinator any suggested improvements
related to the procedures included in this document - PTI Safety, Health and Security
Management System.
The PTI Coordinator is responsible for incorporating all learnings from investigations of
near-misses, incidents and crises involving trainers and their associates into the
relevant Risk Management procedures in order to reduce the probability of a recurrence
of the event.
Similarly the PTI Coordinator is responsible for including lessons related to the
management of the crisis into the Crisis Management Plan in order to mitigate the
effects of such a crisis in the future.
The periodic testing of the Crisis Management Plan also affords an opportunity to
improve the plan by incorporating any lessons learned from the simulated exercise.