Outdoor Activities and Working Outdoors

Policy

This policy outlines the Occupational Health and Safety requirements for outdoor activities that are organised or managed by schools.

Summary

• The Occupational Health and Safety (OHS) Act 2004 (the Act) requires the department, so far as is reasonably practicable, to provide and maintain for employees a working environment that is safe and without risk to health, including in relation to outdoor activities or working outdoors.
• The principal and/or their delegate (as the local management representative) must ensure that all risks relating to outdoor activities or working outdoors are managed according to the Hierarchy of Controls.
• Under the Act, employees while at work must take reasonable care for their own health and safety and the safety of others who may be affected by their actions or omissions.
• 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 Occupational Health and Safety Advisory Service and local regional officers who can provide free advice on the risk to health when working outdoors or participating in outdoor activities.
• The Outdoor Activities and Working Outdoors Procedure (under the Procedure tab) must be followed, and sets out the practical step-by-step instructions for implementing this policy when employees are working outdoors.
• This policy forms part of the department’s Occupational Health and Safety Management System, refer to OHS Management System (OHSMS) Overview for further information.

Details

The principal and/or their delegate, in consultation with the Health and Safety Representatives (HSR) and employees must ensure that:

• hazards associated with outdoor activities are identified and recorded in the ‘Hazard Description’ column of the Occupational Health and Safety (OHS) Risk Register and their risks, where applicable, are assessed
• assess the level of risk using the Hierarchy of Controls and implement and review OHS risk controls in the OHS Risk Register or equivalent as per the OHS Risk Management Policy

Definitions

Hazard
Anything with the potential to cause harm, injury, illness or loss.

Hierarchy of Controls
There are a number of ways that risks associated with hazards can be reduced however, the effectiveness of each method may vary. The prioritising of approaches in managing the risks associated with a hazard is called the Hierarchy of Controls and indicates the decreasing level of effectiveness of various approaches. The Hierarchy of Controls are:

• eliminating the hazard at the source
• substituting the hazard with something else that poses a lesser risk
• isolating the hazard with an engineering control
• implementing administrative controls and changing the way work is done
• providing Personal Protective Equipment (PPE)

Often a number of different approaches are used in conjunction with each other to provide a more effective risk control.

Related policies

• Mosquito Risk Management
• OHS Management System (OHSMS) Overview
• OHS Risk Management

Relevant legislation

Occupational Health and Safety Act 2004 (Vic)

Outdoor Activities and Working Outdoors Procedure

The Outdoor Activities and Working Outdoors Procedure must be followed, and sets out the practical step-by-step instructions for implementing this policy when employees are working outdoors.

It contains the following chapters:

1. Identification of hazards
2. Assess the risks
3. Implement controls
4. Record risk controls
5. Monitor and review controls
6. Legislation, codes of practice, standards and guidance

1 Identification of hazards

Relevant parties in schools may be required to work outdoors for extended periods of time (for example, maintenance workers, gardeners or Physical Education (PE) teachers). The principal and/or their delegate, in consultation with the Health and Safety Representatives (HSR) and employees must identify hazards.

Hazards associated with outdoor activities could occur in the following situations:

• scheduled breaks (for example, lunchtime or recess)
• outdoor lessons (for example, PE or Science)
• during student supervision (for example, at recess)
• excursions to other schools, workplaces or public areas
• camping trips
• outdoor sports and games
• school fetes or other fundraisers
• working bees and general maintenance
• general play
• social outings
• work placements
• visiting clients

The types of activities being performed outdoors and the environment in which they are conducted can present a range of hazards to a person’s health and wellbeing. Hazards associated with outdoor activities may include but are not limited to:

• traffic and pedestrian management
• ultraviolet (UV) radiation exposure
• adverse weather conditions (for example, rain, wind, ice, temperature extremes)
• natural disasters (for example, storms, fire, floods)
• animals and insects
• noxious plants
• general environment (for example, sharp objects, trip hazards, terrain)
• participants with pre-existing medical conditions
• injuries and accidents
• uncontrolled environments (for example, public places, strangers)
• workplace bullying and occupational violence

2 Assess the risks

The principal and/or their delegate, in consultation with the Health and Safety Representatives (HSR) and employees must ensure that once hazards associated with outdoor activities have been identified they are:

• recorded in the ‘Hazard Description’ column of the OHS Risk Register
• risk-assessed using the Risk Assessment Template or equivalent template using the risk management methodology as outlined in the Risk Management Procedure

3 Implement controls

Once hazards have been identified and risk assessed, the principal and/or their delegate, in consultation with the Health and Safety Representatives (HSR) and employees must ensure a control strategy to either eliminate or control the risk is developed and implemented. Examples include:

• develop internal policies or procedures as required (for example, wet day timetables, SunSmart UV policy or extreme weather conditions procedure)
• review traffic and pedestrian management plans
• identify employees who are required to work outdoors for extended periods of time (for example, maintenance workers, gardeners or Physical Education teachers)
• implement appropriate control measures to minimise the risks of those exposed to weather extremes or UV radiation for extended periods of time
• take note of weather reports and enhance control measures when weather warnings are issued
• check the SunSmart UV Alert to see forecast daily UV levels and the times sun protection is required
• provide information and training to employees who may be exposed to:
  • extreme hot or cold temperatures (for example, SunSmart posters)
  • UV (for example, Sunsmart)
  • animal or insect bites
  • noxious plants
  • adverse weather (lightning, rain, wind)
• ensure all employees are aware of the emergency plan including evacuation points and procedures that may be required:
  • at the workplace
  • at other workplaces
  • during a severe weather event
• ensure those with pre-existing medical conditions are appropriately managing their health and relevant medication, and that equipment is available for the duration of the outdoor activity
• ensure engineering controls are in place (for example, provision of natural or built shade)
• ensure appropriate personal protective equipment is available to employees and students (for example, broad-brimmed hats, AS1067 sunglasses, SPF 30+ sunscreen or mosquito nets)

4 Record risk controls

The principal and/or their delegate, in consultation with the Health and Safety Representatives (HSR) and employees, must record identified and implemented risk controls to manage outdoor activities on the OHS Risk Register.

5 Monitor and review controls

The principal and/or their delegate, in consultation with the Health and Safety Representatives (HSR) and employees must review the controls implemented to ensure their effectiveness in managing the risk, and incorporate any changes to controls on the OHS Risk Register.

6 Legislation, codes of practice, standards and guidance

• Occupational Health and Safety Act 2004 (Vic)

Resources

Templates relevant to this policy and procedure

• Occupational Health and Safety (OHS) Risk Register (XLSX) – for identifying and recording risks associated with outdoor activities
• Risk Assessment Template (DOCX) – for risk assessment of hazards associated with outdoor activities

WorkSafe guidance on land-borne inflatable amusement devices (for example jumping castles, zorb balls)

• WorkSafe Victoria: Land-borne inflatable amusement devices guidance
• WorkSafe Victoria: Amusement ride hire checklists