All clubs have a duty of care toward members, visitors and attendees of their sporting club as a legislative requirement and as part of good club governance. All clubs must have risk management in place for all their events or activities. Each sport or recreational activity has its own risks. Providing a safe environment for sport and recreational pursuits is part of the process that includes identifying potential risks and acting to reduce, eliminate or avoid them.
Risk management and Workplace Health and Safety laws require sport clubs to comply with the WHS Act and WHS Codes and regulations if they have an employee and are classified as a PCBU. Other clubs, that have no employees – are required by common law to have ‘reasonably practicable’ items in place – which is to follow good governance and safety requirements under the WHS Act as best practice.
This following information is provided to assist clubs to incorporate risk management and WHS into their club operations and understand and comply with WHS laws. Most clubs and associations already have safety policies and practices in place, however under the WHS laws, some clubs may need to undertake new actions to comply with the WHS Act and Codes of practice and regulations (for example ensuring that abuse, bullying, harassment preventatives and risks are identified with actions to reduce, eliminate or avoid).
Did you know? We all have a duty of care (moral responsibility) to take reasonable care not to cause foreseeable harm (physical, emotional, financial) to other people or their property.
Risk management consists of having a risk assessment that:
Did you know? Risk is the likelihood of something bad happening – loss of property, physical or emotional trauma, damage to reputation, etc. if exposed to a hazard.
Duty of care
As the host and organiser each club owes a duty of care, and in some cases so does UQ Sport, to warn participants of the risk of injury. To ensure that both parties are covered a membership waiver is requested along with membership forms to inform participants that the sporting activity may have associated dangers, and that participation is at their own risk.
Risk assessment
Risk assessments are part of a club’s safety management process (for an example, see Annual Risk Assessment Form in the UQ Sport Affiliated Clubs website or via WorkSafe template). Associations or national sporting associations may have their own risk assessment templates which can also be used, however for consistency our preference is that clubs use the provided template where possible.
UQ Sport clubs are required to submit a copy of their annual risk assessment to UQ Sport via [email protected] that covers the clubs planned calendar of events or activities for the coming year for the UQ insurance company.
One off events
We recommend that when a club holds a one-off function, trip, or even a risk assessment and the UQ Sport Affiliated Clubs Trip or Event Activity Plan is sent direct to UQ insurance and copied into UQ Sport no later than two weeks prior to the activity taking place.
The duty of care and the planning for these events remain the responsibility of the club to ensure the management of these events. Should a club hold an event at a new or remote location (e.g. rowing on a different lake, climbing a new mountain, or cycling a new route), the club must submit an initial Affiliated Sporting Club Activity Risk Assessment per the above requirements and update this risk assessment as required upon arrival at the destination.
This identifies potential risks that only a site visit can uncover and helps gather relevant information for the next time that site is used. Updated documentation must be lodged to the insurance company with UQ Sport copied in via: [email protected].; within two weeks of the activity taking place to finalise the assessment i.e. the Affiliated Sporting Club Activity Risk Assessment, and the UQ Sport Affiliated Clubs Trip or Event Activity Plan. All the required forms can be found in the appendices section of the UQ Sport Affiliated Clubs Handbook.
Did you know? A ‘club activity’ is defined as any function, event or trip being run, organised or promoted (i.e. advertised via online platforms or printed material) by a club. Club activities that go ahead without submission of the relevant documents to the insurance company (with UQ Sport copied in) at least two weeks prior, are non-sanctioned activities and therefore participants, club members, volunteers and leaders will not be covered by insurance in the event of an incident.
Incident Report Forms
Incident report forms are completed any time a near miss (an incident that could have resulted in an injury or illness to people, danger to health, and/or damage to property or the environment) or incident occurs. Incident report forms are required to be kept for seven years.
Please fill out a copy of the digital incident report form within 24 hours especially if your club is on UQ Sport managed facilities. You can use the UQ Sport electronic (digital) incident form via the QR Code.
Reporting hazards, incidents and near misses
Incidents and near misses must be dealt with promptly and addressed where there may be an ongoing safety concern (e.g. by blocking off the hazard). Hazards are reported through the Digital Incident Report Form and should be as detailed as possible. If the hazard needs to be escalated follow the Club Critical Incident Procedure below.
In the case of a serious injury, fatality, or dangerous occurrence, the sport club process is to immediately phone 000 then UQ Security.
For off-campus incidents, call 000.
Then call UQ Sport (during working hours) and request to speak to the Workplace Health and Safety Advisor.
To notify UQ Sport of a critical incident or fatality outside normal business hours contact Chief Executive Officer or the Facilities Manager.
Club Critical Incident Procedure
Did you know? A critical incident is an occurrence where a member or members of a club are involved in a traumatic event or situation, or the threat of such, which causes or is likely to cause a fatality, severe physical injury, fear, harm, or severe emotional distress.
In the event of a critical incident, the following steps should be followed by the club’s activity leader, instructor, coach, or team manager:
Media Procedure
If approached or contacted by a media outlet regarding a critical incident, do not engage in any questioning or comment on the matter. Immediately notify UQ Sport’s media team ([email protected]), who will coordinate a response.
Swimming Competency Certificate
When a club participates in a water-based activity, the club is responsible for ensuring that all participants demonstrate an appropriate level of swimming competency. It is recommended that all club members should complete a UQ Sport Swimming Competency Assessment at the UQ Sport Aquatic Centre prior to participating in the water-based activity to ensure that the club is meeting their duty of care. See the UQ Sport Affiliated Clubs Handbook for details.
UQ Sport reinvests all profits into services, facilities, and programs, and is supported by funding from the Student Services and Amenities Fee (SSAF) to benefit UQ students.
UQ Sport Ltd is a division of UQ Holdings.
