Checklist for Club approved overnight stays and/or away from Club activities
Activity Name:
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Activity Location
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Activity Date
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SENIOR PERSON / SUPERVISOR RESPONSIBILITIES
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Is the activity approved by the Board and/or have approval under a special event application?
Have you screened all leaders and chaperones to evaluate their suitability for working with children and youth? Do all hold the relevant and valid blue card or exemption notice?
Do you have parental non-consent forms for all participants, if applicable?
Have you conducted an induction with all parties involved in the activity?
Do you have up to date medical information on each participant?
Have you given parents/ guardians all relevant information regarding the overnight stay/ activity, and do they have emergency contacts for event organiser/s?
Have you given a copy of the code of conduct to all involved?
ENVIRONMENT
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Have you properly inspected a venue for potential hazards?
Have you communicated any mitigation strategies to avoid hazards and/ or areas to monitor to all leaders and chaperones?
Are the facilities you are using appropriate for young people?
Do you have adequate sleeping arrangements whereby, leaders and chaperones are separated from participants - yet still in earshot in case needed in an emergency?
HEALTH AND SAFETY
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Is there a regularly stocked and maintained first-aid kit at all activities?
Is someone qualified in first aid at all activities? Does everyone know who that person is?
Do you have emergency contact numbers for doctors, ambulance and services such as poisons information?
Is a list of those numbers clearly posted where staff and volunteers can see it? Do they know it’s there?
Do you have medical details, including past medical complaints and any allergies to medicines, and contact details for all participants, volunteers, and staff in case of emergency?
Do you know if any children suffer from food allergies and allergies to anything else (e.g.: bee stings)?
Do you have a process in place in case a child suffers an adverse reaction?
Do you cater for children with allergies to common foods, such as sugar and milk?
Do you comply with relevant food handling regulations?
Do leaders and children wash their hands when they arrive at your premises, before and after using toilet facilities, before and after handling food and at other times such as when using first-aid equipment?
POLICIES - Refer to Chaperoning and Supervision of Minors Policy
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Do you have enough staff or leaders for the number of young people involved?
If girls are involved in your activities, do you have female leaders?
If boys are involved in your activities, do you have a male leaders?
Do you have rules about the use of alcohol and drugs by young people? Are they enforced?
Do you have rules preventing unsuitable items being taken to camps?
Do you have rules about who can drive to activities (including enforcing an anti-drink driving message)?
Do you have a curfew for campers at night? Is it enforced?
Are young people supervised during activities and at other times?
Are lines of communication kept open for young people to discuss problems with leaders or your chaperones?
Do you have an open atmosphere in which young people feel free to talk about any problems and there are avenues for complaints?
Have you discussed Social Media interactions and expectations of all involved whist involved in the club activity?
RESPONSIBILITIES OF CHAPERONES
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Has a room check been undertaken to ensure no alcohol is stored in or consumed in a room where under 18’s is staying (staying refers to the room or apartment they are allocated to).
Is the Chaperone aware of their responsibility to take fair, reasonable and practical actions to ensure U18’s are not consuming alcohol, or unprescribed drugs.
Is the Chaperone aware they may not supply or give alcohol or provide unprescribed drugs to minors.
Is the Chaperone aware that in the event a U18 is injured or requiring medical treatment, the Chaperone is to as soon as practical contact parent/guardian. In the event contact cannot be made, the Chaperone is to initiate medical treatment and continue to attempt to contact parent/guardian. In this instance the Chaperone is to always accompany the member.
Is the Chaperone aware in the instance whereby the Chaperone needs to be separated from their allocated members in their care, the Senior Person / Supervisor / Chaperone is to appoint a temporary Chaperone to resume responsibility for those in care.
Have the Chaperones been provided a copy of signed parent consent forms in their possession, or available for the period members are in their care.
Is the Chaperone aware in the event there is an incident of breach of policy that involves U18 member in their care, the parent/guardian are to be notified at the earliest convenient time. The Chaperone is to immediately inform the Senior person/Supervisor and relative Director is also to be notified.
Name
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First Name
Last Name
Signature
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Date
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