Just thinking about a risk assessment isn’t enough. It needs to be recorded (documented usually on paper in a structured format but can be saved to a mobile device or notepad and audio recordings would be acceptable if members are not able to record their risk assessment in writing, the key is that the method allows for it to be shared with others) and shared with the other adults and young people involved (communicated). Documenting it helps you think it through and is easier to review when you next do a similar activity. It also makes sure that what you’ve decided to do is clear and well communicated.
Think about:
- How do you involve others (adults and young people) in the doing and documenting the risk assessment?
- How will you inform them about the risks identified and the controls in place to keep them safe?
How and when to risk assess
There are lots of options for this which we’ll work through now.
- Executive Committees must make sure that risk assessments are documented for all premises which they own or operate. Leaders need to make sure that they have access to these premises’ risk assessments, whether that’s your weekly meeting place or the activity centre you’re staying at for the weekend, because they’ll include things which will help with the development of your activity risk assessments.
- There are lots of activities in your programme that you do all the time: it could be the arrival, start, end and departure of your meeting or the standard way you run cooking or crafts activities with your section. Once you have risk assessed these, documenting your assessment and control measures and communicated them to all involved, you don’t need to reassess or review them every time you repeat the activities. However, you do need to watch out for changes which might require a review and update. Also, you will need to remind everyone as often as necessary as otherwise they will soon forget. Ensure new people know what is expected before they take part.
As you’re doing these activities each week or on a regular basis you should be aware of the hazards, risks and controls from your risk assessment. This means you won’t need to get the actual document out each time. Simply work through the usual controls and think through what you are doing. If you need to change things, take the risks involved into account before you do and make sure you communicate any changes to all involved. If you need to do that on the spot it’s called a dynamic risk assessment. Afterwards, consider whether your documented risk assessment needs updating and update it if required.
- There will also be bigger or more adventurous activities or those you do less often. You’ll need to make sure a risk assessment is done before the activity takes place and that it’s documented. This is likely to include nights away activities, trips and outings but that’s not to say that you will have to start from scratch, using previous event risk assessments as a starting point to build on is always a handy tip.
Ways of recording a risk assessment
There are lots of ways of recording your risk assessments: We have an online template but you could also try annotating your activity instructions sheet, making notes on a phone, using an online risk assessment tool, or an audio recordings would be acceptable if members are not able to record their risk assessment in writing. It’s all about finding something that works for you and your leadership team. Just be sure that you can show you’ve been through the five steps and have communicated it with others. If you manage your programme through Online Scout Manager you can record your risk assessments there and these will be available to other leaders. There are some example risk assessment templates and tools available here. Whichever method you choose, make sure you date your risk assessment, and show who was involved in it and when this will be reviewed.
Communication and explain to others
Don’t just keep this information to yourself; it’s important to tell others about what you’ve done and what measures are in place to keep activities safe. For nights away events you will need to share your risk assessment with your Commissioner or their designate.
We’ve talked about sharing risk assessments with young people. Involving young people in keeping activities safe is really important. We know young people learn by doing activities that teach them #SkillsForLife. Regardless of who’s involved, everyone should feel that they can stop an activity if they feel it’s unsafe. For example, an adult could raise their concerns with another adult, or young people in an archery session could be taught to shout ‘Stop!’ if they see anyone breaking the rules.
Briefing young people about the risks will help them to stay safe and to learn. With younger members, it can be as simple as explaining not to run with scissors and why, and how to hold them correctly and safely. Helping all others to understand the risks of an activity, and what makes them a risk, will be more beneficial to all than simply saying ‘don’t!’
If your plans change at the last minute, make sure you discuss them with all others involved so they understand what’s changed to make the activity safe.
Ideas for ways of sharing your risks and controls
- Team planning meeting – discuss at leader meeting, helping you to put the assessment and controls together by those taking part. Increases understanding and ownership.
- Team Briefing – for all adults at the start of a camp. Includes those who may not be regular members of the team and parents helping for the first time. Cover off the controls and reasons behind them.
- Camp Rules – time planned to explain rules (and reasons behind them) at the start of a camp to young people with leaders present.
- Examples such as advising Scouts to be careful near the wood pile and reminding them to wear strong boots and gloves to avoid injury, explaining to them about the nails and splinters. Any control measure should be simple to communicate.
Watch our video explaining 'Record and communicate'