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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

Ver. 4.0 endorsed August 2013 (review August 2015) Page 2 of 26

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.


http://www.legislation.nsw.gov.au/maintop/view/inforce/act+10+2011+cd+0+N

http://www.legislation.nsw.gov.au/maintop/view/inforce/subordleg+674+2011+cd+0+N

http://jjintranet/index.php/human-resources/safety/work-health-and-safety?id=591

http://www.workcover.nsw.gov.au/lawpolicy/codes-of-practice/Pages/default.aspx

http://www.workcover.nsw.gov.au/lawpolicy/codes-of-practice/Pages/default.aspx

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

Ver. 4.0 endorsed August 2013 (review August 2015)

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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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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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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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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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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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Juvenile Justice

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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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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Juvenile Justice

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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Juvenile Justice

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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Juvenile Justice

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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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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Juvenile Justice

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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Juvenile Justice

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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Juvenile Justice

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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Juvenile Justice

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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http://jjintranet/index.php/human-resources/safety/work-health-and-safety?id=591


Juvenile Justice

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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http://jjintranet/index.php/administration/records-management?id=89


Juvenile Justice

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


Page 23 of 26


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.


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


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


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