Generic Risk Assessments - AISC Field Trips. People. Risk Mitigation Action Emergency Procedures

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1 Generic Risk Assessments - AISC Field Trips People Student(s) becomes separated from the group. Ensure one trip leader is at the front of the group and one at the back of the group when moving from one place to the next. Perform a headcount every time the group stops. Perform a headcount before leaving a location and before transport moves from current location. Stop and wait for group when going around areas with low visibility (eg around corners or through long hallways). Stipulate buddy system. At every new location, create a meeting point that everyone agrees upon. When students have free time for shopping, students must stay in groups of no less than 4 students and they must return to the meeting point at the specified time. Search the immediate area for the lost student(s). If the student(s) cannot be found, alert the respective Principal immediately. Do not wait to see if the student turns up first. Respective Principal to alert the VFKRRO. Return to the pre determined meeting point and see if the student(s) turn(s) up there. Await further instructions from the respective Principal and local police. Loss of passport Trip Leaders to retain passports at all times (except when transiting Immigration) Passport photocopies to be kept in separate file from original passports. Alert the respective Principal and that the passport has been lost. Use backup copies of passports to obtain new ones from the Embassy in the trip location. Passports to be locked in hotel safes at all other times if possible. 1

2 Students getting into trouble at the hotel Students are not allowed to leave the hotel without the rest of the group and the trip leaders. Trip leaders to meet with the hotel management and make sure they stay alert for students who try to leave after hours. Hotel management to empty the mini bar of all alcoholic beverages. If a student is not in their room at a pre determined time, check all other rooms for the student. Notify hotel management to help in the search of the student. If the student still missing, follow emergency procedures from risk entitled Student(s) becomes separated from the group. 2

3 Unfavorable interactions with local population Show all students where the trip leaders rooms are located. Students are not allowed out of the rooms after lights out. Trip leaders to check rooms 30 minutes before lights out and then check a second time at lights out. If students have free time at the hotel (go to the pool, work out, etc), they must return to the room by a pre determined time and they are not allowed to leave the hotel. Students research the local culture prior to going on the trip. This allows them to know the customs and show the proper respect when necessary Trip Leaders to ask local guides for a briefing on local customs and social moors upon arrival Remove the group from any unfavorable situations and use local guides to help with any altercations Minor Injuries All Trip Leaders are First Aid / CPR trained by a qualified American Red Cross trainer Every group will have a first aid kit equipped with essential supplies that have been packed by the school nurse. They include AISC Emergency Phone Numbers All groups are encouraged to bring WKH insect repellent All groups have a list of the most appropriate hospitals in the area Dial the respective Principal and Trip Leaders to use their discretion and take advice of the respective Principal. All groups have the local phone number for the AISC CC room. Trip Leaders will take students individual medical information along with them. Local guides should be alerted of any major medical concerns upon arrival Hospitalization Every group will have a first aid kit equipped with essential supplies that have been packed by the school nurse. They include AISC Emergency Phone Numbers 3

4 All groups have a list of the most appropriate hospitals in the area All groups have the local phone number for the AISC CC room. Trip Leaders will take students individual medical information along with them. Local guides should be alerted of any major medical concerns upon arrival Respective Principal has all student medical data and will assist in translating and make recommendations about local hospitals One trip leader encouraged to stay with group and one trip leader to go with student to the hospital. At least one other student should also accompany them to the hospital Trip Leaders to use their discretion and take advice of the respective Principal Equipment Vehicle Accident Ensure driver is alert. Check vehicle for any possible maintenance issues (eg low tire pressure, faulty or stuttering engine meaning possible breakdown, all lights and directional signals working). Speak up if driver is driving in an unsafe manner or exceeding the speed limit. Ensure everyone is buckled in their seatbelts (if provided) or that everyone is seated while the vehicle is moving. If possible, stay in the vehicle and do not let anyone on the vehicle never move the victim Number( / back in Chennai) authorities. Safety Equipment malfunction during activity Ensure equipment has been checked by trip provider before activity commences (ask trip provider for documentation of checks being performed). Perform a visual check before proceeding (eg make sure there are no frayed ropes, make sure harnesses are secure, check cables for frays or loose connections. never move the victim 4

5 Ensure all students and trip leaders have been briefed about how to use the equipment. Number ( /) back in Chennai). authorities Environment Group stranded because of natural disaster (eg typhoon, flood, earthquake, etc.) Trip leaders and students to have dried snacks and water with them in case of emergency. Call the respective Principal for help and the contact the person in charge back at AISC and the help will be dispatched to the area. Students struck by traffic Group crosses roads together Group to use designated crossing points where available; no jaywalking Trip Leader to be at the front of a group of students crossing the road and another to be at the back of the group Group to watch out for other modes of transportation (eg bikes, motorbikes, pedestrians, buses, tuk tuks, etc.) Trip Leaders wait at crossing points until everyone gathers Ensure students do not walk in the streets if possible. Stay on the sidewalks if present. If there are no sidewalks, stay far to the edge of the street and away from traffic never move the victim. Otherwise, it is probably safer to move them out of harm s way Number ( / back in Chennai) authorities. Students exposed to inclimate or harsh weather conditions Brief students about the dangers of traffic and on all procedures above High factor sunscreen is always advisable even on cloudy days in countries not usually associated with sunburn A hat is always advisable as are sunglasses Waterproof clothing is usually light to carry but very useful to have with you never move the victim 5

6 Ask students to bring all of the above. If possible, Trip Leaders to bring extra supplies Trip Leaders to brief students about the hazards of sun exposure Number ( / back in Chennai). authorities. Trip Leaders to brief students about the need for regular hydration Boat trips to be cancelled if inclimate weather over sea If lightning occurs, Trip Leaders are to follow the 30 minute rule used at AISC (If thunder is heard or lightning is seen, the group must go to a safe place and stay out of the elements for 30 minutes from the last sound of thunder or sight of lightning) In the event of a storm/torrential rain it is important that all activities stop and the group reaches high/safe ground. This will depend on the location at the time. If travelling, find a suitable place to stop preferably a hotel, filling station or town/village where the group can take refuge Loss of communication Trip Leaders to bring their hand phones on the trip Trip Leaders to ensure data is turned off on their phones so that the batter\ lasts longer If bad phone coverage, attempt to locate a land line in case of emergency or ask local guides to use a more reliable phone Trip Leaders will be given a calling card prior to leaving for the trip Political Unrest or Military Coup All trip itineraries sent to the US Embassy Regional Security Officer s Office prior to trips leaving. 6

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