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Safe Operating Procedure Field Work Safety
Community Services
Juvenile Justice Field Work Safety Procedure
Document Control Register
Version: 4.0 (AS/NZS 4801 ref : 4.4.6.4[11])
Document: D12/08204 File: 12/04547
Issued: August 2013
Date for Review: August 2015
History:
Version Date of Issue Status and change
1.0 January 2012 First Draft
2.0 August 2012 Second Draft
2.0 November 2012 Final
3.0 January 2013 Updated with Risk Management Procedure risk matrix
3.1 August 2013 Final
4.0 July 2014 Final (Logo change only)
Custodian: Manager, Safety
Approving Authority: Chief Executive
Approving for Issue: Signature on file Valda Rusis Chief Executive Date 14 August 2013
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Juvenile Justice Field Work Safety Procedure
Document References:
No. References
1. Work Health and Safety Act (NSW) 2011
2. Work Health and Safety Regulation (NSW) 2011
3. Juvenile Justice Safety Procedure Risk Management
4. Juvenile Justice Policies & Procedures
5. Risk Management Toolkit for the NSW Public Sector (TPP12-03)
6. How to Manage Work Health and Safety Risks: Code of Practice. WorkCover
NSW
7.
8.
9.
10.
11.
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Field Work Safety Procedure
Juvenile Justice
Table of Contents
Document Control Register ...................................................................................................... 2
1.0 Scope .............................................................................................................................. 5
2.0 Definitions ....................................................................................................................... 6
3.0 Introduction / Background ............................................................................................... 8
4.0 Accountabilities ............................................................................................................. 10
5.0 Managing the safety risks of field work ......................................................................... 11
5.1 Field Work Safety Standards ............................................................................... 16
5.2 General Risk Management Guidelines ................................................................ 17
5.3 Higher Level Risk Controls .................................................................................. 20
5.4 Reporting and Review ......................................................................................... 21
5.5 Incident Management / Emergency Response ................................................... 21
6.0 Field Work Flow Chart .................................................................................................. 25
7.0 Protective Behaviours for Field Work ........................................................................... 26
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Field Work Safety Procedure
Juvenile Justice
1.0 Scope
This safe operating procedure Field Work Safety Community Services consists of a set of
principles that provides guidance on best practice for Juvenile Justice operational
workers and others such as convenors and sessional supervisors to safely undertake
field work / home visits as part of case management for Juvenile Justice. This procedure
also applies to Young Persons who are undertaking work in the community.
The aim of this procedure is to assist workers to manage the potential health and safety
risks associated with field work / home visits by eliminating, where reasonably
practicably, those hazards arising from working in uncontrolled environments or if that is
not possible, minimizing the risks so far is reasonably practicable. This procedure applies
to all community based workers who organise and / or undertake field work / home visits
and is to be covered in induction training for all community based workers.
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Field Work Safety Procedure
Juvenile Justice
2.0 Definitions
CIMS Client Information Management System
Client A Young Person who is a client of Juvenile Justice
Client & Other
Initiated Violence
Both threats of harm and actual physical harm including but not limited to:
• verbal abuse, shouting and swearing, in person or over the telephone, of either a
personal or general nature
• written abuse of either a personal or general nature • threatening or offensive behaviour
• harassment and intimidation • physical violence against any person or property
Convenor Youth Justice Conference (YJC) Convenors are statutory appointees, appointed to the function
of Conference Convenor under the Young Offenders Act 1997
Designated
person
Juvenile Justice staff member or other person designated to monitor and contact workers during
field work/home visit using a field work tracking record. This person will also report to the
manager/supervisor, and if necessary the police, any concerning variation in the tracking record
such as the worker not checking in at the prescribed time. The designated person may also be
required to initiate the incident management & emergency response where authorised to do so.
Refer to 5.5 of this procedure. Designated persons for Convenors may be a significant other
Field work Work that takes place in an environment that is not a Juvenile Justice premises such as in a
community location or client or victim home
Field work
tracking record
A record, that may be hard or soft copy or recorded on a white board that tracks key information
about the worker and the field work to enable tracking of workers to ensure their safety and/or
mitigate the risks of incidents. This information may include details of (or how/where to access
details of) worker/s name, mobile number, date, time of expected return, clients/locations
involved or being visited, vehicle make, model and registration number as well as any other
relevant details such as emergency code words. This record is to be made available to the
designated person
Home Visits Work related activities that are undertaken in the home of clients or others (eg victims)
JJO Juvenile Justice Officer working in the community
Other May be the young person’s family members, support person, other agency workers or members
of the public
Reasonably
practicable
That which is, or was at a particular time, reasonably able to be done in relation to ensuring
health and safety, taking into account and weighing up all relevant matters
Sessional
Supervisor
Sessional Supervisors and Mentors supervise clients working under supervised order/s in the
community under the intervention programs
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Field Work Safety Procedure
Juvenile Justice
Workers In regard to work health and safety, a worker is any person who carries out work in any capacity
for a person conducting a business or undertaking, including but not limited to employees,
contractors, labour hire, apprentice, volunteer or student undertaking work experience. The
following categories of workers have been identified in relation to this procedure:
• Employee workers – JJCS staff members, managers, supervisors, JJOs Counsellors,
sessional supervisors & Programs staff undertaking work related to the Juvenile
Justice’s client case management
• Convenor workers – convenors ‘engaged’ by Juvenile Justice to undertake youth
justice conferencing in the community
• Young Person workers – young persons who are clients of Juvenile Justice and
perform work in the community
Young Person Client of Juvenile Justice
Key Risk Management Terms
Event An occurrence or change of a particular set of circumstances
Hazard A situation or thing that has the potential to harm a person
Incident
An unplanned occurrence or event that causes or may have caused, personal injury, illness or
damage to property or the environment, including near-misses
Level of risk
The magnitude of a risk or combination of risks, expressed as a combination of consequences
and their likelihoods
Risk The effect of uncertainty on objectives, where an effect is the deviation from what is expected
Risk acceptance An informed decision to take on a particular risk
Risk control
A measure (including a process, policy, device, practice or other action) that is modifying risk; an
action taken to eliminate health and safety risks so far as reasonably practicable and if that is not
possible, minimising the risks so far as reasonably practicable
Risk management
Coordinated activities to direct and control an organisation with regard to risk
Risk register A record of information about identified risks
Risk tolerance
An organisation or stakeholder’s readiness to bear the risk after the risk has been treated, to
achieve the organisation’s or stakeholder’s objectives
Risk treatment A process to modify risk
Residual risk The risk remaining after risk treatment
Safety Risk The possibility that harm (death, injury or illness) might occur when exposed to a hazard
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Field Work Safety Procedure
Juvenile Justice
3.0 Introduction / Background
The development of a procedure for field work safety stems from Juvenile Justice’s
commitment to providing a safe and healthy environment in which workers are able to
meet the objectives of Juvenile Justice. This field work procedure has been developed
from Juvenile Justice’s previous Safe Operating Procedure: Safe Home Visits,
Community Services.
Field work / home visits make up part of the case management activities for Juvenile
Justice Clients in the community and are linked to the Juvenile Justice’s Statement of
Purpose and organisational vision. Field work includes supervising Young Persons on
community service orders, counselling, program activities, home visits and youth justice
conferencing activities at community venues or in client or victim homes. Also included is
the work undertaken by Young Persons working on community service orders or
undertaking work as part of an outcome plan.
Home Visits
Home visits are a type of field work and are widely acknowledged to be potentially a high
safety risk given the client base, the circumstances under which the visit is arranged and
the fact that these environments are not under the control of Juvenile Justice and are also
subject to change without notice. Whilst most home visits may be described as routine,
non-threatening experiences, there is always a possibility that a difficult or confrontational
situation may arise.
As with all field work proactive, active and reactive risk management strategies are to be
implemented to eliminate and / or mitigate these risks. Relocating visits with a young
person and / or their family, from the home to another field location is often used as a risk
control measure to reduce the risk for both the workers and the young person.
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Field Work Safety Procedure
Juvenile Justice
Field Work
Field work includes work undertaken in any environment not a Juvenile Justice premise
and includes, but is not limited to:
• Client homes
• Cafés
• Courts
• Non-government agency locations
• Parks and gardens
• Public spaces
• Schools This procedure acts as a principals-based strategy for guiding the management of safety
risks associated with field work / home visits. It prescribes some minimum standards of safe practice that must be adhered to and also provides general guidance which
may be used in addition to the standards to manage the safety risks of field work.
It is expected that each area / site / program undertaking field work will have more
specific operational procedures for undertaking field work / home visits safely. These
may also include local safety procedures, local risk registers, documentation and
reporting requirements.
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Juvenile Justice
4.0 Accountabilities
The following table describes each Juvenile Justice position holder’s accountability in
ensuring the effective implementation and operation of this procedure:
Position Accountability/s
Chief Executive Provide the necessary resources to ensure that the Field Work Safety
Procedure can be adhered to by all employees
Deputy Chief
Executive
(Operations)
Ensure that effective safe field work/home visits arrangements are in
place in each region and central office
Regional Directors Ensure that effective field work / home visits practices are in place at a
local level. Undertake assurance activities to confirm these practices are
being undertaken
Managers
Ensure workers are aware of and adhere to the standards of this Field
Work Safety procedure
Ensure all field workers are provided with adequate instruction and
training in this procedure and any local procedures, risk registers,
documents, tools and forms
Ensure all field workers are provided with adequate resources including
appropriate equipment to implement the requirements of this procedure
Ensure that a designated worker is assigned to monitor field workers
movements during all working hours and initiate incident management
and emergency response where required
Manager, Safety Provide technical support and advice; and
Audit compliance to the Field Work Safety procedure as part of the
internal audit function of the safety management system
Workers Participate in training and comply with relevant policy, procedure and
safe work instructions
Comply with the Field Work Safety Standards as well as local specific
operational procedures for undertaking field work/home visits including
local safety strategies
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5.0 Managing safety risks of field work
The four steps of safety risk management are:
1. Identify hazards
2. Assess risks if necessary – measured by consequence and likelihood
3. Control risks
4. Review the risk controls Many hazards and their associated risks are well known and have well established and
accepted control measures. In these situations the known effective control/s may be
simply implemented.
Identify hazards
The hazards associated with field work / home visits are varied and may originate from
factors such as the environment, vehicle & traffic, information and communication,
behavioural and human factors, animals, equipment or work processes encountered in
the field.
Workers frequently work alone in the community and this may increase both the
likelihood and consequence of hazards and risks associated with field work. Working
alone may also impede an effective emergency response following an incident, thereby
reducing the ability to mitigate harm.
Cultural implications may also impact safety. When determining hazards and risks, it is
essential to ensure that risk controls implemented for one type of risk do not create
additional health and safety hazards and risks. For example, sending two workers on a
home visit may have a negative impact in an indigenous community if one or both of
those workers is not known to the community.
Young People (JJ Clients) are considered workers (under current Work, Health and
Safety legislation) when undertaking work - for example, when removing graffiti. Young
people are entitled to risk information that is relevant to their health and safety however
this information is to be provided without compromising confidentiality and security
requirements. Young persons are to be closely supervised, by the appropriate
supervisor, to ensure they work safely.
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Field Work Safety Procedure
Juvenile Justice
Hazard and risk related information for field work / home visits may be sourced from
various areas such as, but not limited to:
• CIMS
• Risk registers
• Referral sources
• Intelligence
• Policy & procedure
• Through consultation with other workers, organisations, clients & others
• Inspections / observations
• Safe Work Method Statements (SWMS)
• Risk assessments
• Venue risk assessments
• Site checklists
• SAP hazard & incident reports
A comprehensive list of foreseeable hazards, risks and risk control measures for field
work are to be documented in a local field work risk register. The field work risk register
is intended to be continuously updated as more risk information becomes available. As
such it is a key resource for managing health and safety with specific field work for each
area / site / program. A risk register template has been developed and is to be completed
with risk information relevant to each area / site / program.
Assess risks
The local field work risk register is to list the known foreseeable hazards and risks for that
area / site / program. The risks will be assessed as extreme, moderate or low using a
risk matrix developed from the Risk Management Toolkit for the NSW Public Sector
(TPP12-03).
Table 4: Risk action and escalation describes the required action to be taken depending
on the risk rating. If a hazard is rated as extreme, the field work / home visit is not to
proceed until further information and risk controls are in place and the risk based decision
determines the risk is now moderate or low.
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Table 1 Consequences What could go wrong?
Level How severely could it hurt someone or how ill could it make someone
K Kill or cause permanent disability or ill health
SI Long term illness or serious illness
MA Medical attention and several days off work
FA First aid needed
Table 2 Likelihood
Level Descriptor Description of threatening event
VL Very Likely Could happen any time
L Likely Could happen sometime
U Unlikely Could happen, but very rarely
VU Very Unlikely
Could happen, but probably never will
Table 3 Risk Prioritising Table
Consequences
K SI MA FA
Like
lihoo
d
VL 1 1 2 3
L 1 2 3 4
UL 2 3 4 5
VU 3 4 5 6
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Risk Control
The most important step in managing safety risks involves eliminating them so far as
reasonably practicable or if that is not possible, minimising the risks so far as reasonably
practicable. Risk based decisions will need to be made by workers before, during and
after field work / home visits.
Various risk controls should be considered. The controls that most effectively eliminates
the hazard or minimises the risk should be chosen. This may involve a single control or a
combination of controls that together provide the highest level of protection that is
reasonably practicable.
The ways of controlling risks are ranked from the highest level of protection and reliability
to the lowest. This ranking is known as the hierarchy of risk control. The WHS
Regulations require workers to work through this hierarchy when managing safety risks.
The hierarchy of safety risk controls is as follows:
1. Eliminate the hazards
2. Substitute the hazard with something safer
3. Isolate the hazard from people
4. Engineering controls (mechanical device or process)
5. Administrative controls (policy, procedure, training, signage)
6. Personal protective equipment
Table 4: Risk action and escalation table
Risk Rating Action Escalation Record/Follow Up
1-2 HIGH
Action required: extreme risk that cannot be tolerated and require further risk
treatment Field work needs to be postponed until additional higher level risk controls are
in place
Escalate to manager and executive
Develop risk control strategy and closely monitor by manager and executive
Record any hazards or incidents in SAP OHS module
and CIMS
Communicate to all relevant staff
3-4 Medium
Potential action: moderate risks may well be tolerated as long as the harm
does not outweigh the benefits Risk is treated and after treatment the
risk is As Low As Reasonably Practicable
(ALARP) The field work may go ahead with
normal operational risk controls in place
Escalate to relevant manager.
Manage and monitor at an area/site/program level
5-6 Low
No action: acceptable risks requiring no further risk treatment. Monitoring within
area/site/program
No escalation required
Monitor within area/site/program
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Field Work Safety Procedure
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To ensure field work is undertaken safely workers will be required to make risk based
decisions to reduce uncertainty and increase the likelihood that field work case
management objectives are achieved safely. Risk related information and risk controls
may be sourced from:
• Field Work Safety Standards
• Protective Behaviours
• General Risk Management Guidelines
• Higher Level Risk Controls (these are actions that are outside the standard
operational procedure/process)
• Standard Operational Processes
• Through consultation with other workers, organisations, clients & others Review Risk Controls
Field work risk related information and risk controls should be regularly reviewed to
ensure they are effective. This risk related information must be made available to and
regularly reviewed by the workers performing field work and home visits.
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Field Work Safety Procedure
Juvenile Justice
5.1 Field Work Safety Standards
These Field Work Safety Standards describe the minimum standard of safety practice for workers who arrange and / or undertake field work and must be undertaken
where reasonably practicable.
No. Field Work Safety Standard
1 Workers must exercise their work health and safety duty by taking reasonable care of their own health and safety and taking
reasonable care that while undertaking their work they do not adversely affect the health and safety of others
2
Workers must also comply, where reasonably practicable, with all relevant Juvenile Justice policies, procedures and
reasonable instructions such as, but not limited to; Executive Memos, the Code of Conduct, Corporate Dress Policy, Motor
Vehicle Fleet Policy and Safe Operating Procedures such as Safe Driving
3
Workers must review all available risk related information prior to the initial field work / home visit to assist in identifying
potential and actual hazards and risks associated with the field work they are to undertake, as well as, the appropriate
instructions and strategies to eliminate or mitigate those risks prior to the field work being undertaken. The frequency with
which the risk related information is reviewed for subsequent field work / home visits will be determined through risk based
decision making by the managers of each area / site / program and through consultation with workers. The way this
information is sourced and shared may also vary for each type of “worker”
4
Workers must complete a field work tracking record, prior to conducting field work / home visit, with all relevant details of the
proposed field work / home visit(s) and lodge it with the designated person or significant other for convenors. Workers are to
follow through with planned checks and close out the record at the end of each work day. Details should include at minimum
• Name and mobile phone number of the worker
• Name (Client ID Number), address and, if possible, telephone number of the client/s (confidentiality is to be maintained)
• Car rego, type and colour
• Approximate time of appointments and sequence (approximately length of field work / home visits)
• Who else (if anyone) will be accompanying the worker and their contact details
• Details of times workers will contact the appropriate designated person or significant person to check in and clarify they
are safe
The appointment may also be entered in CIMS Client Diary by employee workers
5 A designated person must be assigned to monitor field work tracking record/s
6 Workers are never to attend a home visit (inside the home) with a young person when the young person is home alone.
7
Workers must report all incidents to the appropriate manager / supervisor immediately, or as soon as safe to do so, so
alternative control measures can be implemented to ensure the health and safety of all going forward. All incidents are to be
reported into SAP OHS Module and where the incident involves a young person, must also be reported into CIMS
8 Workers are to practice the appropriate protective behaviours whilst undertaking field visits. Refer to the Protective
Behaviours for Field Work at 7.0 of this procedure
9
Managers and supervisors are to ensure the supply to employee workers of communication equipment (eg mobile phone
and the required accessories). Managers of convenors are to have in place assurance that these workers are also
contactable in the field
10 Workers are to carry and have the communication equipment switched on and on their person during field work where there
is potential risk. Relevant and emergency contact numbers are to be readily available for easy access
11
Managers and supervisors of field workers are to ensure the immediate communication, where reasonably practicable, of
any new and relevant information that may indicate an escalation in the level of risk for any workers in the field at that time.
For example: “The client’s parent has just rung the office and has threatened to harm Juvenile Justice workers if they turn
up at the house”
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5.2 General Risk Management Guidelines
The known and foreseeable health and safety risks associated with field work
documented in the local field work risk register are to be eliminated or controlled where
reasonably practicable, using the normal operational risk control measures and where
required, additional higher level risk control measures are to be implemented and
documented.
Some methods for guiding the risk management process for field work / home visits and
are listed below. Not all of these methods will be appropriate for all field work / home
visits and as such are listed here as guidance to enhance the risk management process.
Different worker groups may have specific risk management activities required by their
program’s standard operational processes. For example, convenors are to complete
venue risk assessment as part of their risk management activities. These program
specific requirements are to continue being used.
These general risk management guidelines are not a compliance standard, but
instead provide principle-based guidance on best practice.
Proactive
Review CIMS for any known client history.
Review all available client history from the referral source and other agencies to identify
all potential hazards and risks. This history may include but is not limited to:
• Medical history particularly a history of mental illness
• Psychological assessments
• Information from the Juvenile Justice Security and Intelligence Unit
• Information from other involved agencies – such as Police, Courts, Legal Aid,
Housing, DoCS , Community Elders
Make all risk information available to the relevant workers (including convenors &
sessional supervisors) where appropriate.
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When making initial contact with the client and / or host venue, ask questions to identify
any further hazards. For example:
• Ask for directions and for information about parking
• Ask about the location and what other businesses etc are in the vicinity
• Ask about any obstructions to accessing or egressing the building (broken gates,
overgrown grass, building security etc)
• Ask if there are any pets at the location and request they are restrained during the
field work / home visit
• Ask if it is likely that there will be anyone else at the location during the field work /
home visit
• Ask if the young person or any other person at the location likely to under the
influence of substances
• Discuss and arrange a time for the visit
Record and report any client related issues or concerns and additional safety controls
implemented. This information is to be reported in CIMS and an ALERT logged on CIMS
if any high level risks or concerns about clients have been identified.
Additional safety controls that are not related to a client are to be recorded in the
appropriate documentation, such as a work plan, a personal safety plan, a local risk
assessment, venue risk assessment, CIMS or a Safe Work Method Statement. The local
field work risk register should also be regularly updated to include all newly identified
hazards, risks and additional controls.
Where non employee workers identify additional hazards, risk and controls, they are to
record the risk information in the appropriate record and / or are to report any risk related
information to the appropriate Juvenile Justice worker to ensure it is recorded in the local
field work risk register.
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Prior to conducting field work / home visit complete the field work tracking record and
lodge it with the appropriate designated person / manager / supervisor or significant other
for convenors.
All Juvenile Justice motor vehicles are to be adequately maintained in safe working order.
Workers must ensure vehicles used by them are in good working order, with adequately
fuel, oil and water and operated in accordance with Juvenile Justice policy and
procedures.
Active
If no previous client contact has taken place, workers must identify the existence of
factors that may impact upon the potential for client initiated violence or other safety risks,
before conducting a field visit. It is desirable that the first contact with a young person or
victim occur in a more structured and controlled environment such as a Juvenile Justice
community office or neutral public location.
If this process indicates that the client does not present a risk of initiating violence, the
field work / home visit may proceed in accordance with standard operational processes.
On the day of the field work / home visit:
• Call the client/ host (where possible) prior to leaving the office.
• Listen for any verbal clues regarding the current emotional and physical state of
the client or others.
• Listen for other background sounds that may indicate hazards which had
previously not been identified.
• Ask if there will be anyone else at the location during the visit.
• Ask if the client or any other person at the location is currently under the influence
of substances such as alcohol.
Workers are to ensure the field work tracking record contains the details of the proposed
field work / home visit(s) and is lodged with the designated person or appropriate
manager / supervisor or significant person.
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Workers are to practice the appropriate Protective Behaviours for Field Work.
Should an incident be imminent or underway and the worker feels their health and safety
is at risk at any time during field work / home visit, workers must make risk based
decisions and take immediate measures to reduce the risk up to and including removing
themselves from the situation. Workers should not hesitate to summon the police or any
other assistance should the situation warrant it. For example, if firearms are seen at the
premises. Refer to Incident Management section in this procedure (4.4.3.3).
Record any additional identified hazards and risks on the local field work risk register and
ensure the risk control measures implemented.
On completion
Workers are to contact / notify the designated person to check in as per the agreed
details recorded on the field work tracking record. Workers conducting out of hours field
work / home visits must contact the designated person following safe completion of the
visit. If no contact is received the designated person must follow the incident
management / emergency response guidelines in this procedure at section 5.5.
5.3 Higher Level Risk Controls
Higher Level Risk Controls are risk control actions that are over and above the standard
operational procedure / process and are to be implemented, where reasonably
practicable, where an extreme hazard has been identified. These higher level risk
controls are usually a one-off action taken in addition to standard operational procedures
to reduce the risk to moderate or low. Examples of higher level risk controls may be, but
are not limited to:
• Increasing the frequency of check-ins with the designated person
• Using alternative safe locations
• Taking another staff member
• Taking a police escort
• Seeking further intelligence
• Cancelling field work / home visit
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5.4 Reporting and Review
In the event that additional hazards and risks are identified during the field visit, these are
to be recorded in CIMS and the field work risk register as a minimum but may also be
included in other appropriate records such as a local risk assessment, work plan or venue
assessment.
All associated information systems, documents, tools and forms are to be maintained in
accordance with Juvenile Justice Records Management Policy.
Communicate all risk related information about hazards, risks and control methods with
workers and others coordinating and undertaking field work / home visits. This can be
done through case notes, CIMS Alerts, case conferences, workers meetings, procedure
review committee meetings, induction and training.
Managers are to exercise due diligence by reviewing the implementation of this
procedure through regular verification activities such as quality reviews and safety audits.
5.5 Incident Management / Emergency Response Incident Management Incidents that may occur during field work / home visits may include but are not limited to:
• Workers not arriving at intended destination
• Workers not calling to check-in with the designated person as recorded on the
field work tracking record
• Workers are not contactable by the designated person or appropriate manager /
supervisor
• Motor vehicle accident
• Motor vehicle breakdown
• Communication equipment breakdown, loss or theft
• Trip & fall
• Assault, detainment
• Medical emergency
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All incidents are to be reported to the appropriate manager / supervisor as soon as safe
to do so. The incident must also be entered in SAP OHS module and if related to a client
must be entered into CIMS as soon as possible after the event.
The designated person and / or manager / supervisor is to initiate the appropriate
response when they become aware of an incident has occurred or been reported.
Assistance may include but is not limited to:
• Sending other workers to assist
• Providing first aid
• Calling police and / or emergency services, fire, ambulance to provide assistance
In the event of a motor vehicle breakdown during field work / home visits workers should
contact the roadside service provider and inform the Designated Person. Workers should
pull off to the side of the road where possible and remain with the vehicle while waiting for
assistance, if safe to do so.
Emergency Response – Managers and Supervisors
Where an incident has occurred and is known to be, or suspected to be, an emergency or
a potentially very high risk and imminent event, the manager / supervisor is to respond
appropriately. The manager / supervisor is to refer to the current field work tracking
record for details on the worker’s location, contact details and agreed check-in times.
For serious injury or illness the manager / supervisor is to organise an ambulance and
other emergency services as required. Senior management are also to be notified.
For serious security incidents the manager / supervisor is to also contact police for
assistance. When it has been identified that workers in the field require assistance, police
should be contacted immediately. The reporting person should identify to the police:
• The identity of the workers member requiring assistance
• The last known location and client details
• Details of the vehicle used by workers member
• The nature of the crisis
• The assistance required
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Juvenile Justice
When a worker has failed to phone and / or check-in as per the agreed arrangements
recorded on the current field work tracking record the designated person and / or
manager / supervisor is to attempt to contact the worker via the communication
equipment (eg mobile phone).
If there is no contact:
• Where possible, make contact with each of the venues to be visited by the worker,
in the order that they were to be visited. Enquire, as to whether they have been
visited by the worker and the time of their departure. If they are still at the location
called, ask to speak to the worker
If there is still no contact:
• Where the worker’s safety and location is not determined by these enquiries the
police are to be contacted immediately for assistance, giving any known details of
the missing worker/s including name and appearance, the vehicle identification
(registration, model, colour) and the worker’s last known location
Emergency Response - Workers
Workers are to implement and practice protective behaviours whilst working in the field
and in particular when they find themselves in a high risk and / or emergency situation. If
at any time workers feel that they or others are at risk of harm whilst undertaking field
work / home visit the workers should leave the situation immediately. After leaving the
situation, if there is concern for the welfare of the client or others, police assistance
should be requested.
All incidents are to be:
• Reported to management immediately or as soon as safe to do so
• Documented in client case notes and the CIMS Alert system where relevant
• Documented on the SAP OHS system
Ver. 4.0 endorsed August 2013 (review August 2015)
Page 23 of 26
Field Work Safety Procedure
Juvenile Justice
Debrief
All involved workers, designated persons and managers / supervisors are to participate in
post incident debriefing and where necessary access the Employee Assistance Program.
Debriefing following an incident will provide an opportunity for all affected workers to
process the incident and assist them to manage any health, safety and welfare impacts.
Debrief will also provide the organisation with an opportunity for continuous improvement
through incident investigation and analysis, and establishing methods to prevent the
situation from re-occurring and / or to mitigate the harm in the future.
Ver. 4.0 endorsed August 2013 (review August 2015)
Page 24 of 26
Field Work Safety Procedure Juvenile Justice
Field Work Flow Chart Fie
ld W
ork F
low C
hart
6.0 Field Work Flow Chart START
NO
Review all risk related information* CIMS* Field Work Risk Register* Intelligence* Policy & Procedures* Inspections* Observations* SWMS* Risk Assessments* Venue Risk Assessments* Site Checklist* Incident Reports
Implement Normal Operational Risk Controls* Field Work Safety Standards* Relevant General risk Controls* Protective Behaviours
Can Higher Level Risk Controls be implemented? EG* Alternative Location* Take 2 or more workers* Take Police Escort* Increase Tracking* Seek further Intelligence
No further higher level risk controls accessible or available
CancelField Work
OBJECTIVE
Field Work Achieved
Field Work Tracking Record
Make risked based decisionStandard operational risk controls in are in
place
Is the RISK TOLERABLE?
Incident Management / Emergency Response
Inves
tigate
Re
port
Rec
ord
Com
munic
ation
De
brief
Co
nsult
Le
arn
Con
tinuo
usly
Impr
ove
Up
date
& Sh
are R
isk R
elated
Info
rmati
on
YES
NO YES
YES
NO
YES
NO
Field
Work
Incident
Ver. 4.0 endorsed August 2013 (review August 2015) Page 25 of 26
Field Work Safety Procedure Juvenile Justice
7.0 Protective Behaviours for Field Work
• Remove yourself immediately from the site when you
identify risk factors not previously considered in the risk assessment
• Discontinue the field work until those risk factors are properly assessed and risk control are implemented
• Contact your manager/supervisor or designated person to consult over the newly identified risks and risk controls
• Enter a business establishment where possible, if you suspect you are being followed
• Drive to the nearest police, fire or petrol station and request assistance if you suspect you are being followed while driving
• Confirm the attendance and/or presence of other parties at the premises
• Conduct home visits in the living room, avoid kitchen areas if possible and do not enter bedrooms
• Position yourself close to exits and between the client and the exit
• Asses the appropriateness of any actions that may possibly assist in alerting others or escaping from the situation where you are being held under duress or believe an incident is imminent
• Practice and implement behaviour intervention strategies such as;
* active listening * empathic discussion * diversionary tactics * de-escalation techniques * interpersonal dynamic skills * conflict resolution and * negotiation
Active Protective Behaviours
• Always fully complete the field work tracking record prior to leaving the
office and lodge it with the designated person • Carry your identification • Ensure mobile phones are pre-programmed with the contact number for
the designated person and/or manager/supervisor as well as numbers for emergency services (000)
• Where there is no mobile coverage arrangements are to be made to use a public phone or local agency landline
• Keep car keys and mobile phone (switched on) on your person • Do not enter areas of unrest or where there appears to be trouble in the
neighbourhood • Park close to the premises on the street • Park the vehicle so that it is readily accessible from the client’s dwelling
and departure is not impeded • Do not park in driveways that may allow your vehicle to be blocked in • Upon arrival and prior to exiting the vehicle check there are no persons
affected by AOD or behaving aggressively • Place car keys in an easily accessible place on your person and NOT in a
bag • Take in the big picture view before entering the premises or approaching
someone. Take note of other cars, people, noise or anything going on in the vicinity
• Avoid walking in deserted places and do not take shortcuts through secluded alleys or vacant lots
• Evaluate the need to enter a premises and avoid entry where there is a risk of client initiated violence or other health and safety risks - talk to the person at the door or on the verandah
• Rattle the gate or make some noise when entering a yard to determine if there is a dog nearby
• Check the ease of operation of gate latches and doors when entering premises– broken gates etc. may impede egress in an emergency or may cause injury to the worker
• Stand to the side of doors (not in front) when seeking entry and listen carefully before knocking
• Do not enter premises unless the client physically opens the door. (Unless information is known that that person has a disability and is unable to answer the door)
• Introduce yourself and explain where you are from and the purpose of the visit. Show identification.
Reactive Protective Behaviours • Practice and implement behaviour intervention
strategies such as; * active listening * empathic discussion * diversionary tactics * de-escalation techniques * interpersonal dynamic skills * conflict resolution and * negotiation • Inform the perpetrator of the need to report in to the
office and that emergency procedures will be implemented if no contact is made
• Call the designated person or manager/supervisor
where able. Implement the use of code words to notify of an emergency situation if this has been previously arranged
• Immediately implement the incident management
and emergency response procedure if you are the designated person or manager/supervisor receiving a distress call
• Remove yourself from the situation as soon as the
opportunity arises, seek assistance from emergency services and contact your designation person and/or manager/supervisor as soon as safe to do so
Proactive Protective Behaviours
Ver. 4.0 endorsed August 2013 (review August 2015) Page 26 of 26