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Health & Safety Policy

Information for Parents & Caregivers

Keeping Children Safe at RASCALS

At RASCALS, the health, safety, and wellbeing of tamariki is a top priority. We provide a safe, supervised environment where children can play, relax, and participate in activities after school with confidence.

How we keep children safe

  • Children are actively supervised at all times
  • Staff follow clear safety procedures and ratios
  • Hazards are identified and managed promptly
  • First aid trained staff are on duty every session
  • We work closely with Raglan Area School to maintain consistent safety standards

If something goes wrong

  • Children receive immediate care
  • Whānau are informed promptly
  • Incidents are recorded and reviewed
  • We work with the school and relevant agencies when required

The full Health & Safety Policy begins below.

Full Health & Safety Policy

1. Purpose

RASCALS is committed to providing a safe and healthy environment for tamariki, staff, whānau, contractors, and visitors.

This policy outlines how RASCALS identifies, manages, and monitors health and safety risks in alignment with:

  • Raglan Area School’s Health & Safety Framework
  • The Health and Safety at Work Act 2015
  • Ministry of Education guidelines

2. Partnership with Raglan Area School

RASCALS operates on the Raglan Area School site and therefore:

  • Follows Raglan Area School health and safety expectations
  • Uses Raglan Area School hazard and maintenance systems where relevant
  • Complies with school emergency procedures
  • Reports site hazards to school leadership or the site caretaker
  • Adopts shared expectations for playground, field, and classroom use
  • Cooperates with the school on incident reporting when required

RASCALS maintains its own procedures in addition to school-wide systems.

3. Premises and Building Compliance

RASCALS operates from premises owned and maintained by Raglan Area School.

Where required under the Building Act, programme spaces are covered by a current Building Warrant of Fitness (BWoF), which remains the responsibility of the building owner.

RASCALS:

  • Confirms that a current BWoF is in place
  • Retains confirmation as part of health and safety records
  • Reports any building-related safety concerns promptly to Raglan Area School leadership or the site caretaker

4. Scope

This policy applies to:

  • All RASCALS staff
  • Volunteers
  • Tamariki attending the programme
  • Contractors
  • Visitors

It covers all approved programme spaces, including classrooms, playgrounds, fields, and designated indoor areas.

5. Guiding Principles

  • Tamariki wellbeing is the highest priority
  • Safe supervision and environments are maintained at all times
  • Hazards are identified, communicated, and controlled promptly
  • Health and safety is a shared responsibility
  • RASCALS works collaboratively with Raglan Area School to maintain consistent standards

6. Health and Safety Responsibilities

6.1 All RASCALS Staff

  • Follow safety procedures and supervision plans
  • Remain alert to hazards across all programme spaces
  • Remove or minimise hazards where possible
  • Report hazards immediately to the Supervisor
  • Complete incident and near-miss reports
  • Maintain safe ratios and visibility
  • Support safe play through positive behaviour guidance
  • Know emergency procedures and assembly points

6.2 RASCALS Supervisor (On Duty)

  • Lead daily safety checks
  • Manage hazards arising during sessions
  • Ensure staff are positioned for effective supervision
  • Coordinate incident responses
  • Communicate with Raglan Area School leadership as required
  • Maintain first aid supplies and accident registers

6.3 Programme Director / Manager

  • Oversee health and safety implementation
  • Maintain documentation, training, and records
  • Liaise with the school’s Principal or delegated H&S leader
  • Ensure staff hold required first aid training
  • Lead post-incident reviews
  • Update this policy following significant change or review

7. Hazard Identification and Management

RASCALS identifies and manages risks through:

  • Daily safety checks
  • Active supervision
  • Ongoing hazard awareness during programme delivery

Hazards are assessed using Raglan Area School risk categories:

  • High risk – immediate action required
  • Medium risk – minimised and closely monitored
  • Low risk – managed through routine supervision

Common hazards may include:

  • Playground or sports equipment
  • Wet or uneven surfaces
  • Loose objects or furniture
  • Allergies and medical needs
  • Weather conditions
  • Unauthorised visitors
  • Behaviour impacting safety
  • Mobility and accessibility risks

Hazards and maintenance issues are recorded using the Hazard and Maintenance Reporting Form. Issues relating to school facilities are reported through Raglan Area School systems and followed up until resolved.

8. Daily Safety Procedures

8.1 Opening Checks

Staff ensure:

  • Spaces are tidy and free from hazards
  • Equipment is safe and appropriate
  • Bathrooms are accessible
  • First aid kits are stocked
  • Emergency phone is charged
  • Roll lists are ready

8.2 During Programme

  • Maintain active supervision
  • Operate within minimum ratios (1:10), increasing supervision for higher-risk activities
  • Position staff to ensure visibility across spaces
  • Isolate or report hazards immediately
  • Record serious hazards as required

8.3 End-of-Day Checks

  • Clear equipment and spaces
  • Secure doors and gates as designated
  • Update the Supervisor on hazards or incidents

Documented opening and closing checks confirm that spaces, exits, supervision, and safety equipment are ready for use.

9. Emergency Exits and Accessibility

  • All exits are clearly marked, accessible, and unobstructed
  • Evacuation routes align with Raglan Area School procedures
  • Exit access is checked as part of routine safety inspections

RASCALS provides an inclusive environment and reasonable support for children with additional access needs. Where full access is limited, alternative arrangements are documented and communicated with the school.

10. Supervision Standards

  • Tamariki remain visible and within earshot at all times
  • High-risk areas require increased adult presence
  • No child is left alone indoors or outdoors
  • Staff position themselves to cover blind spots
  • Children must seek permission before moving between areas

10.1 Activity Planning and Ratios

Activities are planned in advance, with supervision and ratios adjusted based on risk, age, and ability. Higher-risk activities require increased supervision and are documented using the Activity Planning and Supervision Template.

11. First Aid and Medical Needs

  • At least one first aid trained staff member is on duty at all times
  • Medication is stored securely and administered only as authorised
  • Medical alerts and allergy information are accessible to staff
  • Serious incidents require calling 111, followed by notifying whānau and the school

Injuries, illnesses, medication administration, and first aid provided are recorded in the medical register.

12. Incident and Near-Miss Reporting

Staff must:

  • Ensure immediate care is provided
  • Complete an Incident Form
  • Notify the Supervisor
  • Inform parents or caregivers promptly
  • Notify Raglan Area School leadership where relevant

Near misses are recorded to support continuous improvement.

12.1 Staff Debrief and Support

Following significant incidents, staff are offered a supported debrief focused on wellbeing, learning, and improvement. Debriefs are documented where appropriate, and staff may be supported to access external assistance if required.

13. Notifiable Events and External Reporting

RASCALS meets statutory reporting obligations under the Health and Safety at Work Act 2015.

Where required:

  • Notifiable events are reported to WorkSafe New Zealand
  • Relevant purchasing agencies are informed
  • Criminal events are reported to New Zealand Police

Adverse events are recorded, reviewed, and used to strengthen risk management and service delivery.

14. Behaviour as a Safety Tool

Behaviour impacting physical or emotional safety is addressed promptly:

  • Clear expectations are reinforced
  • Increased supervision is applied where required
  • Safety plans may be developed with whānau
  • Physical restraint is used only to prevent immediate harm and follows Ministry of Education guidelines

15. Hygiene, Illness, and Food Safety

  • Children with contagious symptoms are collected promptly
  • Hand hygiene is encouraged
  • Cleaning supplies are stored safely
  • Food safety and allergen expectations are followed
  • Food sharing is monitored to reduce allergy risks

16. Emergency Procedures

RASCALS follows Raglan Area School emergency procedures, including:

  • Fire evacuation
  • Lockdown
  • Earthquake
  • Medical emergency
  • Missing child
  • Site hazard response

Further detail is contained in the Emergency Procedures Policy.

17. Training and Induction

Staff receive training in:

  • Health and safety expectations
  • Hazard identification and reporting
  • Emergency procedures
  • First aid (where applicable)
  • Behaviour support and reporting

Training occurs at induction and at least annually.

18. Policy Review

This policy is reviewed annually or earlier if:

  • Raglan Area School updates its H&S framework

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