Activity Operating Procedures

Activity Operating Procedures

Introduction. The Centre is a South Tyneside Council maintained Services for Young People provision which provides a range of outdoor and adventurous activities both land & water based including residential experiences. We are responsible for the Simonside Centre (NE34 9SD), Water Centre (NE33 1LH) & Akenshawburn cottages in Kielder Forest (NY 609897). Our staff include 4 full time, 7 part time and 15 volunteers. We hold 2 Adventurous Acitvity Licencing Service (AALS) licences; the first of which, (L7474/R0815) covers all of our local authority provision and the second is a licence which is specific to the Water Activity Centre (L8259/R0457) The following information covers our normal working practices and procedures and is to be used in conjunction for our policy document entitled Policies Procedures and Guidelines for Undertaking Educational Visits. This is available in an electronic format and can be downloaded from www.simonsideoutdooradventure.com Responsible Officers Director of Children & Families Helen Watson 0191 427 1717 Head of Service Steve Rutland 0191 427 1717 Services for Young People Area Manager Alex D Ambrosie 0191 424 6341 Youth Support Lead Outdoor Education - Martin Simpson 0191 424 0118 Land Based Activities All staff delivering activities will hold the relevant National Governing Body qualification and will work within the remit of their award. Our land based activities include; Single Pitch Rock Climbing Indoor Rock Climbing/Mobile Climbing Wall Hillwalking & Mountaineering Orienteering Gorge Walking Mountain Biking/Off-Road Cycling First Aid courses Duke of Edinburgh Award Expeditions Problem Solving/Team Buiding Activities 2

Water Based Activities The Water Centre has its own set of operating procedures specific to the location and the sports that we offer. A greater depth of information pertaining to the water centre s normal practices can be found at www.simonsideoutdooradventure.com All staff delivering activities will hold the relevant National Governing Body qualification and will work within the remit of their award. Our water based activities include; Sailing Powerboating Personal Watercraft Windsurfing Kayaking Open Canoeing RLSS Bronze Medallion RLSS National Water Safety Management Programme Emergency Procedures Despite good planning and organisation and with the establishment and maintenance of health and safety procedures there may be incidents or emergencies which require an immediate response by a member of staff. These cannot be comprehensibly defined but may range from temporarily lost students or minor injury to more serious injury or fatality. A recommended framework of procedures to be followed in the event of an incident resulting in serious fatal injury is set out below. When using centres that are not South Tyneisde Council provision then group leaders must ensure that the location has operating procedures in place and work within that framework. Recommended Actions. Establish the nature and extent of the emergency; Make sure all other people involved are accounted for and safe; If there are injuries, immediately establish their extent so far as possible, and administer appropriate first aid, all permanent members of the Simonside Outdoor Team should be qualified first aiders and have a first aid kit available; Establish the name(s) of the of the injured and call 999 and ask for the Police who will organise whichever emergency services are required; 3

When the incident is in the river or harbour Tyne VTS must be informed; Advise the most senior person available of the incident and that emergency procedures are in operation, this person should then contact the Director of Childrens Services and the responsible officer; Ensure that a member of staff accompanies casualties to hospital; Where the incident happens away from the centre ensure that any other students involved are adequately supervised throughout and arrangements are made for their early return to the centre; Arrange for one member of staff to remain at the incident site to liaise with the emergency services until the incident is over and all students are accounted for; Control access to telephones until contact is made with the Director of Childrens Services, their representative, the Head Teacher(s) of the school(s)/centres involved, emergency contact point or designated senior member of staff has had time to contact with those directly involved. give full details of the incident. (name, nature, date and time of incident, location of incident, names, telephone numbers of schools/centres involved, action taken so far, alternative telephone numbers for future communication). For serious incidents where the media may be involved, try to identify alternative numbers at an at home and off site base as other lines will quickly become jammed. It is not for the leader in charge or other staff or students to discuss matters with the media; procedures for this are given below. Under no circumstances should the name of any casualties be divulged to the media & all questions need to be directed to The Director of Childrens Services The Director of Childrens Services or designated senior staff member may identify further actions or help required (which may include financial assistance). Alternative and additional telephone lines may need to be identified at an early stage; The Director of Childrens should arrange to contact parents/carers of those involved. For a serious incident away from the Borough the Director of Childrens Services should contact parents of all party members and act as a link with parents; If it is necessary to talk with the media, the Director Childrens Services will take the lead. A designated person should then act as the ongoing point of contact with the media to whom all involved should direct questions and requests. This person will need to liaise with the emergency services, perhaps at a location away from the centre; The leader involved should write down as soon as practicable all relevant details while they are still fresh in the memory. Other people involved might also be 4

asked to do so. A record should be kept of names and addresses of any witnesses, and any associated equipment should be kept in its original condition; Legal liability should not be discussed or admitted; All accident forms should be completed and insurers and the Health and Safety Executive or local authority inspector should be contacted if appropriate; Mobile phones or VHF radios carried by accompanying staff could save valuable time in the event of an emergency, but should not be used in hospitals or on an aeroplane at any time. Normal Working Practice & Health and Safety Guidance. Risk assessment have been carried out by the Simonside Outdoor Adventure and are not contained within this document. All activities have been documented and all hazards identified. General guidance and advice of the precautions and training required by staff when carrying out their duties are contained in the following document. Main Venues. Location Activity/ies Water Centre Listed previously on pg. 2 Kielder Water Sailing Simonside Centre Indoor Climbing Local Parks Orienteering Various crags in Northumberland Single Pitch Rock Climbing Local Area/Northumberland/N. Yorkshire Hillwalking Local Area/Northumberland/N. Yorkshire Mountain Biking South Tyneside Mobile climbing Wall These are our main delivery locations for activities. Due to the nature of our work we may visit other areas and use other locations which suit the needs of our groups. The Accident book is located in the main reception office at Simonside Centre & Water Centre. For activities that take place away from these venues then upon return, these must be filled in. The Incident/near miss book is located in the main reception office at Simonside Centre & Water Centre. For activities that take place away from these venues then upon return, these must be filled in. First Aid Kits are located in the main reception office at Simonside Centre & Water Centre. For activities that take place away from these venues, then the group leader/instructor will carry a first aid kit with them. 5

All staff including voluntary will have had a full induction and been given the centre s induction pack, including this document and risk assessments. The will have an enhanced CRB check and evidenced this as well as providing a current first aid certificate and their qualifications for the activities that they are assessed to deliver. The instructional team will hold weekly meetings on a Monday morning prior to the weeks activities taking place. Daily or sessional briefings will take place prior to each session and these will be led by either the Chief Instructor or by the lead instructor for the session. All briefings must include staff roles, working areas and lesson plan. The activity board at the water activity centre or in the outdoor education office at Simonside must be completed by instructor prior to activity taking place ensurring all sections are completed and a weather report is gained including sea/river conditions. Climbing Activities Simonside Outdoor Adventure recognises that rock climbing, like any other outdoor activities, involves a definite element of risk and must be properly organised. Reasonable precautions will be taken at all times to ensure that safe working procedures are in place without detracting from the spirit of adventure that is associated with climbing both on natural crags and artificial walls. Climbing must only take place on approved artificial climbing structures and recognised single pitch crags, with which the instructor is familiar. There must be a qualified person responsible for the group at all times, the ratio of instructors to group members may not exceed 1:12 on artificial walls and 1:4 outdoors. The group leader will carry; a first aid kit appropriate instructor equipment leader rack (outdoors) bivi bag & group shelter rope/s whistle map and compass a method of providing hot drinks (when working outside South Tyneside). all leaders must hold a full first aid certificate. Students must have; helmet (outdoors) harness 6

The hazards associated with the above activity and the precautions to be taken are covered in our Risk Assessments. Orienteering Simonside Outdoor Adventure recognises that orienteering, like any other outdoor activities involve a definite element of risk and must be properly organised. Reasonable precautions will be taken at all times to ensure that safe working procedures are in place without detracting from the spirit of adventure that is associated with working in an outdoor environment. Orienteering mainly takes place in local South Tyneside parks and other Tyne & Wear Country Parks There must be a qualified person responsible for the group at all times, the ratio of Staff to group members may not exceed 1:15. The group leader will carry; a first aid kit a method of providing hot drinks (when working outside South Tyneside). a mobile telephone All leaders must hold a relevant first aid certificate. Students must have an appropriate map and if appropriate a compass and whistle. The hazards associated with the above activity and the precautions to be taken are covered in our Risk Assessments. Mountain Biking/Off-Road Cycling Simonside Outdoor Adventure recognises that mountain biking, like any other outdoor activities, involves a definite element of risk and must be properly organised. Reasonable precautions will be taken at all times to ensure that safe working procedures are in place without detracting from the spirit of adventure that is associated with off road cycling The ratio for instructor to student are 1:8 maximum dependant on group ability and nature & location of intended route. The group leader will carry; a first aid kit a group shelter survival bag bike trail repair kit 2 x spare inner tubes 7

a method of providing hot drinks (when working outside South Tyneside). a mobile telephone All leaders must hold a relevant first aid certificate. Students must wear an approved cycle helmet with chin strap fitted. The hazards associated with the above activity and the precautions to be taken are covered in our Risk Assessments. Canoeing/Kayaking Simonside Outdoor Adventure recognises that canoeing, like any other water borne activity, involves a definite element of risk and must be properly organised. Reasonable precautions will be taken at all times to ensure that safe working procedures are in place without detracting from the spirit of adventure that is associated with the handling of a small craft. Canoeing activities are carried out from the Water Activities Centre located at The Groyne, South Shields. Canoeing is carried out in the harbour, the open sea and the Marine Park lake. For other venues, then a site specific risk assessment will be carried out prior to the activity taking place. Normal Working Area See appendix III Sessions will take place in any of the pictured locations dependant on ability of group and conditions on the day. For groups that wish to paddle upstream, this can only be done on the South side of River Tyne. Any crossing of the shipping channel will take place once Tyne Harbour VTS channel 12 is monitored from river traffic and at its most practical point covering the shortest distance. Pupils will be under direct supervision at all times they are on the water. A ratio of one instructor to ten students (1:10) will be used on running or tidal waters and one to twelve 1:12) on the Marine Park Lake or similar placid water. Canoeists will be issued with the necessary equipment required for the activity, including a lifejacket or a buoyancy aid, a wetsuit, a wind proof jacket which is essential to ensure warmth and protection from the elements, and a helmet if required. When working from the WAC staff must complete the activities board (main office) entering the details and number of students and staff in the group, the area they intend working and an ETA On every expedition the group leader will carry; 8

a first aid kit a VHF Radio distress flares for open and sea waters spare paddles and spray deck an exposure bag a method of providing hot drinks (when based away from the centre) Whistle Compass Knife All leaders must hold an appropriate first aid certificate, and must know how to recognise and treat hypothermia. The hazards associated with the above activity and the precautions to be taken are covered in our Risk Assessments. Working Area The normal working area is depicted in appendix III Area 1: Littlehaven Beach to South Pier wall with the Groyne light to Herd Sands Port channel mark. Area 2: Starboard 1 channel mark to North Pier wall to North pier light. Other areas within the Harbour are accetptable depending on conditions present on the day. It is up to the Instructor present to carry out a thorough risk assessement based on those conditions prior to the session taking place and an ongoing dynamic risk assesssment taking into account the changing conditions of the weather, tide and sea state in particular. Areas outside the River Tyne Harbour You can work outside the Harbour if the Beaufort scale is force 4 or below. When working outside the Harbour area an ongoing assessment of conditions needs to be made by the instructor for the session. If sea state and weather present or forecast provides an element of doubt then the decision to return to the harbour needs to be made. Options to work at Sea are shown on OS Explorer sheets 316/317 at the rear of the document in the appendices. Heading North care should be taken in particular when entering Cullorcoats harbour, ensuring the use of the leading lights, approach bearing of.when heading South, ensure that you travel around North & South Range marks off Whitburn. Instructors must ask Chief Instructor s advice and permission before leaving the harbour on each occaision. 9

Group Numbers The following table gives the numbers in each activity and the minimum number of instructors that will be allocated. Activity Group Number Instructors Canoeing (marine park) 12 1 Kayaking 10 1 Powerboating 8 1 Personal Watercraft 9 2 Sailing 6/10 2/3 Windsurfing 6 2 Stand Up Paddleboarding 6 1 Coasteering 6 2 Powerboating, Sailing Windsurfing and Personal Watercraft The use of powerboats, sailing dinghies, windsurf s and personal watercraft, involves a definite element of risk and must be properly organised. Reasonable precautions will be taken at all times to ensure that safe working procedures are in place without detracting from the spirit of adventure that is associated with the handling of a small craft. Persons using the boats must have available necessary equipment required for the activity, including a lifejacket or a buoyancy aid, a wetsuit, a wind proof jacket or dry suit which is essential to ensure warmth and protection from the elements. If a group is late off the water and has made no contact to to extend their time afloat then the flowchart in appendix II gives the process which must be followed. It is the responsibilty of all staff to carry this out. If working alone, then it is up to the instructor to contact a designated member of staff to say that they are off the water at a pre determined time. If no contact is made then the designated person must follow flowchat actions as quickly as possible. The RIB s must carry the minimum equipment before going afloat whether it is used as a training vessel or as a safety boat for other activities. Each RIB will carry; fuel & spare fuel compass a first aid kit a VHF Radio distress flares for open and sea waters throw lines tow line a means of reefing sails spare paddles or oars 10

anchor an exposure bag a method of providing hot drinks (when based away from the centre) Carry offshore BDH if working outside piers and mobile phone Knife tool kit air pump Bailer or bucket Spare kill cord Fire Extinguisher At all times boats must observe Port of Tyne Authority speed limit (recommended 10 knots seaward of the Groyne Light & 6 knots in the river, mandatory). The leader of the group will also carry a whistle. All leaders must hold a full first aid certificate, and must know how to recognise and treat hypothermia and cold water shock. The hazards associated with the above activity and the precautions to be taken are covered in our Risk Assessments. Powerboating Powerboats may be used in the following roles; Acting as a safety boat escorting either sailing boats or kayaks As a means of transport to study the local environment To provide training in powerboat skills. To give an experience of powerboating When teaching any RYA courses the instructor to pupil ratio should not exceed 1:3. At no times must the number of persons in the boat exceed 10. The Spirit of South Tyneisde (10), Humber 1(10) & Avon (3) must not have their CE Plated limits exceeded for carraige of passengers. During instruction, helm s are to be supervised closely by staff, with staff using 2 nd training kill cord for those under 12 years and be in a position to control throttle if necessary. Minimum qualification to helm the boat is RYA level 2 powerboat. Personal Water Craft (PWC) Students must be under supervision of a PWC instructor at all times they are on the water. The maximum number of students on the PWC at any time is 2. A safety boat must always be on the water when the PWC is being used. Students may helm the PWC under the direct (on craft) or indirect (from safety boat) supervision of a PWC instructor after appropriate skill levels have been demonstrated. 11

PWC instructors must be aware of the impact they have on the environment and other water users and should plan sessions and operating areas accordingly Sailing Sailing activities are carried out from the Water Activities Centre located at The Groyne, South Shields and at Kielder Water, Northumberland. Sailing takes place in the harbour and on the open sea in South Shields and within the sailing area in Kielder. Sessions must be covered by a RYA Senior Instructor with accompanying Dinghy Instructors if necessary. Students boats will be under direct supervision at all times when they are on the water. The maximum number of persons on each of the following is Wayfarer/Omega 4, Comet/420/ 3, Pico 2, Fun Boat 3 Catamaran 4 and the Devon Longboat 6. A safety boat must always be on the water when sailing is taking place. Minimum qualification to helm the boat is RYA Safety Boat. Windsurfing Pupils will be under direct supervision at all times they are on the water. A ratio of one instructor to six students (1:6) will be adhered too. This will be an RYA senior instructor and RYA windsurfing instructors if necessary. A safety boat must always be on the water when sailing is taking place. Minimum qualification to helm the boat is RYA Safety Boat. Unless conditions dictate otherwise if a saftey boat is in close proximity to the windsurfer in the water the the engines must be switched off. With novice windsurfer crews or during conditions of adverse tides or light winds, the safety boat must not hesitate to tow Windsurf boards between the wave trap and the lower south harbour to reduce time boats are in the shipping channel. Refueling of RIB s/pwc/tractor The centre boats and PWC use unleaded petrol. The fuel for these are kept in an approved fuel store, which must be kept locked when not in use, (the store must not be opened unless the alarms have been unset). The centre tractor uses gas oil or diesel All fuel containers must be of an approved type and be clearly marked. Labelled on jerry can and within fuel store. Refueling must take place in a well ventilated area. Refueling may only be under taken by an adult. Only those persons approved by the head of centre may have access to the fuel store 12

Reasonable precautions will be taken at all times to ensure that safe working procedures are in place. The hazards associated with the above activity and the precautions to be taken are covered in our Risk Assessments. Tractor Driving The tractor at the Water Centre is used for launching & recovering boats from the wave trap slipway and moving equipment trailers around the WAC compounds. The vehicle is not taxed for use on the public roads and must not be taken beyond the ramp car park. Reasonable precautions will be taken at all times to ensure that safe working procedures are in place. Only those persons approved by the head of centre may drive the vehicle. When launching boats the tractor must not be immersed in the water any deeper than half way up the front wheel The hazards associated with the above activity and the precautions to be taken are covered in our Risk Assessments. Reviewed, August 2012. Simonside Outdoor Adventure Date of next review, end July 2013 13

Please sign below to say that you have read & understand the above procedures. Name Date 14

Appendices I. Beaufort Wind Scale II. Group late off water a flowchart III. Picture of Harbour and working area IV. Equipment & Clothing checklist frequency 15

Appendix I Beaufort Scale and Probable Wave Height Beaufort number Description term Wind speeds Wave height (m) Wind Wave knots m/s probable maximum 0 Calm - < 1 0-0.2 - - 1 Light air Ripples 1-3 0.3-1.5 0.1 0.1 2 Light breeze Small wavelets 4-6 1.6-3.3 0.2 0.3 3 Gentle breeze Large wavelets 7-10 3.4-5.4 0.6 1.0 4 Moderate breeze 5 Fresh breeze Moderate waves 17-21 6 Strong breeze Large waves 22-27 7 Near gale Large waves 28-33 8 Gale Small waves 11-16 5.5-7.9 1.0 1.5 Moderately high waves 34-40 9 Strong gale High waves 41-47 10 Storm Very high waves 48-55 11 Violent storm 12 Hurricane 13 Hurricane 14 Hurricane 15 Hurricane 16 Hurricane 17 Hurricane Exceptionally high waves Exceptionally high waves Exceptionally high waves Exceptionally high waves Exceptionally high waves Exceptionally high waves Exceptionally high waves 56-63 64-71 72-80 81-89 90-99 100-109 109-118 8.0-10.7 10.8-13.8 13.9-17.1 17.2-20.7 20.8-24.4 24.5-28.4 28.5-32.6 32.7-36.9 37.0-41.4 41.5-46.1 46.2-50.9 51.0-56.0 56.1-61.2 2.0 2.5 3.0 4.0 4.0 5.5 6.0 7.5 7.0 10.0 9.0 12.5 11.5 16.0 14.0 > 16 > 14 > 16 > 14 > 16 > 14 > 16 > 14 > 16 > 14 > 16 16

Centre Manager Martin Simpson 07951 961196 Chief Instructor Graeme Rowe 07828060618

RIVER TYNE HARBOUR ENTRANCE TYNEMOUTH BEACH NORTH SHIELDS PIER Area 2 BLACK MIDDENS No.1 No.2 HS SOUTH SHIELDS PIER WAVE TRAP GL Area 1 LOWER HARBOUR SOUTH WAC LITTLE HAVEN BEACH HS HERD SANDS CHANNEL BOUY. No1 No1 STARBOARD CHANNEL BOUY. No2 No2 STARBOARD CHANNEL BOUY, GL GROYNE LIGHT TYNE HARBOUR RADIO - CHANNEL 12. WAC CHANNEL 72 CALL SIGN WATER ACTIVITY CENTRE 18

Appendix IV Equipment Checks Frequency Activity Frequency What Buoyancy Aids Windsurfing Stand up Paddleboard Kayak Canoe Powerboat PWC Trailers Clothing Twice annually Pre season Pre season Pre season Pre season Pre season Pre season Annually Pre Season