Outdoor Activities and Working Outdoors

Policy

This policy outlines the requirements for schools to prevent and manage the risks and hazards associated with school staff engaging in outdoor activities or working outdoors on school grounds.

Summary

• Principals or their delegate must identify, assess and manage hazards associated with outdoor activities and working outdoors on school grounds.
• School staff must report hazards, risks and incidents associated with outdoor activities and working outdoors on school grounds.
• Conducting regular workplace inspections as per the Workplace Safety Inspections policy can assist in managing the risks and hazards associated with outdoor activities and working outdoors on school grounds.
• Principals or their delegates should identify staff in roles that are required to regularly work outdoors and consult with them on potential risk management strategies on an individual basis.
• This policy provides broader health and safety advice to ensure the safety of staff working outdoors, however related policies may also provide targeted risk management guidance for specific activities, such as the operation of amusement rides.
• This policy does not apply to school-organised activities that take place outside of school grounds. For guidance on these activities, schools must follow the Excursions policy.

Details

The intent of this policy is to provide general guidance on managing risks and hazards related to activities and work conducted outdoors on school grounds by school staff. This may include, but is not limited to, maintenance work, teaching physical education or sports coaching, taking outdoor lessons and supervision of student breaks and activities. These activities may expose school staff, volunteers and contractors to a range of hazards, which may include traffic and vehicle movements, adverse weather conditions and natural disasters such as storms, bushfires and floods.

This policy provides broader health and safety advice to ensure the safety of staff working outdoors. Other policies provide targeted risk management guidance for specific activities. For activities which require targeted guidance, such as working at heights when conducting maintenance, please see the Identifying hazards and assessing the risks related to outdoor activities and working outdoors step in the Procedure tab.

Exposure to ultraviolet (UV) radiation and heat is a significant risk factor associated with outdoor activities. For guidance and advice on how to manage these risks, please refer to the Sun and UV Protection and Heat Health policies.

Roles and responsibilities in managing working outdoors and outdoor activities

Department roles and responsibilities

The department must maintain, so far as is reasonably practicable, a safe and healthy working environment for staff to prevent risks and injuries related to outdoor activities and working outdoors on school grounds.

Principal or delegate roles and responsibilities

The principal or their delegate, in consultation with the health and safety representative (HSR) (where elected) and school staff who are or are likely to be affected must identify, assess and control the risks that are associated with outdoor activities and working outdoors on school grounds.

School staff roles and responsibilities

School staff must take reasonable care for their own health and safety and the safety of others who may be affected by their actions or omissions while at work, which includes assisting principals or their delegate to prevent, identify and manage hazards and risks associated with outdoor activities and working outdoors on school grounds.

Key requirements for schools to prevent injuries and reduce hazard and risks related to outdoor activities in the workplace

Schools must:

• identify, assess and manage hazards associated with outdoor activities and working outdoors, in consultation with affected school staff and HSRs (where elected)
• report hazards, risks and incidents associated with outdoor activities and working outdoors.

Department supports for schools

Central and regional offices provide a range of supports and services to assist principals and employees to be safe and well, including access to the OHS Support Service and regional OHS support officers who can provide free advice in relation to managing risks associated with working outdoors and outdoor activities.

Using eduSafe Plus to report and manage hazards identified allows OHS support officers to provide assistance and advice. Guidance for reporting and managing hazards on eduSafe Plus is located in the Reporting a workplace hazard guide on the knowledge base in eduSafe Plus.

Related policies

• Air Quality – Impact of Smoke on Health
• Amusement Rides, Attractions and Fireworks
• Buildings and Grounds Maintenance and Compliance
• Bushfire and Grassfire Preparedness
• Excursions
• First Aid for Students and Staff
• Fundraising Activities (including fetes)
• Heat Health
• Hot Work
• Managing and Reporting School Incidents (Including Emergencies)
• Mosquito Risk Management
• OHS Consultation and Communication
• OHS Risk Planning and Management
• Outdoor Education Schools
• Prevention of Falls when Working at Heights
• Records Management – School Records
• Shelter-in-Place Buildings
• Slips, Trips and Falls Prevention
• Sun and UV Protection
• Traffic Management
• Workplace Safety Inspections.

Relevant legislation, compliance codes, standards

Occupational Health and Safety Act 2004 (Vic).

Outdoor activities and working outdoors procedure

This Outdoor activities and working outdoors procedure sets out the practical step-by-step instructions that must be followed to implement the Outdoor Activities and Working Outdoors policy. This procedure should be implemented in consultation with the health and safety representative/s (where elected), school staff who are or are likely to be affected, and your health and safety committee (if established).

It contains the following steps:

1. Ongoing management of outdoor activities and working outdoors
2. Identifying hazards and assessing the risks related to outdoor activities and working outdoors
3. Controlling the risks
4. Hazard, incident and near miss reporting

Ongoing management of outdoor activities and working outdoors

The Outdoor Activities and Working Outdoors policy and procedure are part of the broader approach to managing health, safety and wellbeing in schools.

Actions for principals or delegates

To effectively manage risks and incidents arising from outdoor activities and working outdoors as part of an ongoing health, safety and wellbeing management approach, principals or their delegates must do the following.

Consult

Principals or their delegates must consult with health and safety representatives (HSRs) or affected staff on outdoor activities and working outdoors risks and controls, in accordance with the OHS Consultation and Communication policy, to ensure effective systems are in place, including regular communication forums.

Document, monitor and review

Principals or their delegates must regularly monitor and review the risks and controls associated with outdoor activities and working outdoors by implementing the OHS Risk Planning and Management policy including activities in the OHS activities calendar (or equivalent), workplace inspections, risk assessments and maintenance of the OHS risk register. These documents must be retained in accordance with the Records Management – School Records policy.

Manage hazards and incidents

Principals or their delegates must manage hazards and incidents associated with outdoor activities and working outdoors by implementing the Managing and Reporting School Incidents (Including Emergencies) policy.

Actions for all school staff

All staff must support ongoing management of risks and hazards related to outdoor activities and working outdoors through:

• taking reasonable care for their own health and safety when working outdoors
• the reporting of hazards, risks and incidents.

Identifying hazards and assessing the risks related to outdoor activities and working outdoors

Some school staff, such as maintenance workers, gardeners and PE teachers, may be required to work outdoors on school grounds for extended periods of time, exposing them to further risks.

The principal or their delegate must work with relevant staff or health and safety representatives (where elected) to identify hazards and mitigate these risks.

Some common outdoor activities undertaken by school staff in which hazards may be identified can include, but are not limited to:

• when supervising students during scheduled breaks (for example, lunchtime or recess)
• when conducting outdoor lessons (for example, PE or science)
• when conducting outdoor sports and games
• during school fetes, sports carnivals or other events
• during working bees and general maintenance and gardening.

Hazards associated with outdoor activities can include, but are not limited to:

• traffic and pedestrian movements
• ultraviolet (UV) radiation exposure
• adverse weather conditions (for example, lightning, rain, strong winds, ice, temperature extremes)
• falling from height
• natural disasters (for example, storms, fire, floods, earthquakes)
• animals and insects (for example mosquito-borne diseases)
• noxious plants
• general environment (for example, sharp objects, trip hazards, terrain)
• work-related violence.

Further consultation with staff who have reported pre-existing medical conditions may be required, as these may be exacerbated by undertaking activities or work outdoors.

Conducting regular workplace inspections may assist with identifying hazards associated with outdoor activities and working outdoors. For advice and guidance on how to conduct workplace inspections, please refer to the Workplace Safety Inspections policy.

The risk assessment template (DOCX) may be used to assess hazards that have been newly identified at the school (that is, not currently covered in the school OHS risk register), or where there is unknown information about the hazard that requires further assessment.

There are also dedicated policies for activities or environments which may pose further risks to staff beyond those identified in this policy and procedure:

• Air Quality – Impact of Smoke on Health
• Amusement Rides, Attractions and Fireworks
• Bushfire and Grassfire Preparedness
• Excursions
• Heat Health
• Hot Work
• Mosquito Risk Management
• Prevention of Falls when Working at Heights
• Traffic Management

Controlling the risks

Once hazards have been identified, the principal or their delegate, in consultation with the health and safety representative (HSR) (where elected) or relevant school staff, must ensure that the level of risk associated with the activity is eliminated or reduced so far as is reasonably practicable.

Some examples of controls include:

• developing local policies or procedures as required (for example, Sun Protection policy) – refer to the School Policy Templates Portal (staff login required)
• identifying staff in roles that are required to regularly work outdoors for extended periods of time and consult with them on potential risk management strategies based on their individual needs. This could include providing staff in roles that have been identified as requiring to work outdoors with information and training related to the hazards they will be exposed to
• ensuring the school’s existing Emergency Management Plan addresses site specific outdoor hazards that could lead to an emergency or a critical incident
• ensuring all staff understand the school’s Emergency Management Plan response procedures, including evacuation routes and assembly points
• nominating a building (Shelter-in-Place building) to provide last resort temporary sheltering option if at risk of bush fire, in accordance with the Shelter-in-Place Buildings policy
• monitoring weather reports and enhancing control measures when weather warnings are issued
• checking the SunSmart UV Alert to see forecast daily UV levels and the times sun protection is required and implement appropriate control measures to minimise the risks of those exposed – refer to the Sun and UV Protection policy for further guidance
• supporting school staff to use appropriate personal protective equipment (for example, broad-brimmed hats, AS1067 sunglasses, SPF 30+ sunscreen (minimum), long, loose-fitting clothing or mosquito nets)
• ensuring school staff are aware of first aid procedures and have access to adequate first aid facilities – refer to the First Aid for Students and Staff policy
• ensuring natural or built shade is available
• reviewing traffic management plans – refer to the Traffic Management policy
• ensuring school grounds are regularly inspected and maintained – refer to the Buildings and Grounds Maintenance and Compliance policy.

Hazard, incident and near miss reporting

In the event of an emergency or critical incident, schools must follow their Emergency Management Plan and the department’s policy on Managing and Reporting School Incidents (Including Emergencies). All hazards, incidents and near misses must be reported. School staff are encouraged to report hazards, incidents and near misses in eduSafe Plus. eduSafe Plus can help with allocation of tasks and management of hazards.

Notifiable incidents must also be reported to WorkSafe on 13 23 60.

Resources

Templates and forms

Risk assessment template (DOCX) – may be completed to gain further information when assessing hazards.

Useful websites

• Skin cancer – protecting outdoor workers (Better Health)
• Health Risks of outdoor work in areas impacted by bushfire smoke (WorkSafe Victoria)
• Sun protection (WorkSafe Victoria)
• Victoria Weather and Warnings (Bureau of Meteorology)