Version control: Original 1990 / Updated 2003 / Update 2015
Introduction
You must refer to the Requirements for All Sport and Physical Activity (PDF 466KB) to understand your overall compliance responsibilities.
Parents or caregivers must be fully informed of details of the nature of the event, required clothing and supervision to be provided when seeking their written permission.
Students are to be instructed to wear comfortable footwear and clothing and to use adequate sun protection, eg. an SPF50+ broad spectrum, water resistant sunscreen reapplied regularly and a hat.
Supervision
Principals are to ensure that precautions are taken concerning the safety and welfare of students and that supervision will be adequate in relation to the number, gender, age, maturity, special needs and anticipated behaviour of students and the nature and location of the activities planned.
There must be frequent check points established which are controlled by teaching staff to monitor the performance of students, direct them along the route and deal with any hazardous situations that may arise.
Marshals using vehicles should be available to supervise all participants in the event, i.e. rounding up stragglers and transporting those who require medical attention.
An appropriate number of teachers must be appointed to accompany particular groups or classes for the duration of the event or, alternatively, patrol between particular check points.
Teachers must be stationed at cross streets and traffic lights to assist students in a safe and orderly crossing and at forks in the road/route to ensure students do not go the wrong way.
Planning the Route
In planning the duration or distance of the event and the route, organisers must consider the age, number of students taking part, their physical capabilities and the supervision to be provided. Organisers should also consider:
- The type of surface and terrain to be covered.
- Avoiding or minimising crossing of roads.
- Availability of off-road areas or footpaths.
- Potential dangers of obstacles.
- Areas of possible congestion along the course.
- Areas where shade is available for rest purposes. Schools may consider erecting shade structures at strategic points along the route or at check points.
The route nor the nature of the activity must not be so onerous as to place the participants under physical duress. The activity could be planned as a culminating event where students have had prior planned opportunities to prepare physically for the event. Students must be instructed to proceed at their own pace to avoid over exertion.
When necessary the local police and other relevant local and state authorities should be contacted for planning advice and permission.
Safety
Prior to the event, all participants and supervising personnel must be fully informed of the conditions under which the activity is to take place. These conditions would include all rules and regulations established by the event organisers, supervision responsibilities and safety provisions and procedures.
Prevailing and anticipated environmental conditions must be considered when scheduling the activity and at the time of the activity. If necessary, the event should be postponed.
Dehydration can be a major problem. Students must be encouraged to consume fluids prior to, during and on completion of the course. Water must be available at the start and finish areas with drink stations established at regular intervals. Participants should also be encouraged to carry their own water containers.
Participants should be despatched from the starting area at suitable intervals and in appropriately sized groups to avoid any congestion and assist staff in supervision and control. Should the activity allow, consideration should be given to starting the more earnest participants first.
Course officials, particularly those located at course extremities should have access to a communication link. A mobile phone is desirable at check points in case of an emergency, but should not be relied on as the sole method of communication in case of failure.
Several well-equipped medical kits must be readily available and placed at strategic points along the route. Asthma medication should be carried by participants as required.