SV7 - Management of the Supervision Plan

Purpose

To ensure that a Supervision Plan is a living document that is supported and managed on an ongoing basis.

Description

The Supervision Plan should be incorporated into the organisations risk management system to ensure its continued effectiveness. The risk management system should include measures to promote awareness and understanding of the plan (such as training and education), control measures (such as record keeping), and evaluation measures (such as regular monitoring and review).

Work plan

The Supervision Plan should include or be supported by a Work plan. The Work plan should coincide with organisational planning and budget timelines and should clearly state and address the following:

• the performance indicators and the extent to which they will be measured and reported on (i.e. Number of preventative actions)
• the aquatic facilities strategies for improving supervision at the aquatic location and how they are aligned to the overall organisational objectives
• meetings and a calendar of events and a roster for Lifeguards, Learn to Swim Instructors, Coaches and other staff and volunteers
• the budget and resources for supervision at the aquatic facility
• the plan for developing the capabilities of those who are responsible for supervision at the aquatic facility
• the plan for professional development of supervision practices, resources and initiatives
• the program for testing and reviewing the supervision plans

Training and Professional Development

All aquatic facility staff should be provided with induction, education and ongoing training to ensure they have an understanding of the Supervision Plan and the capability to successfully undertake their roles and responsibilities.

Training and professional development programs should be based on trainees' identified needs and should be modified on the basis of their evaluations of the training provided. Areas to be covered should include:

• General duties, roles and responsibilities under the plan
• Emergency functions of the organisational structure
• Supervision procedures
• Rescue, First Aid and Safety Equipment

Information, knowledge and skills

The system should provide access to user-friendly information to assist in supervising the Aquatic Facility. This information should include:

• safety information on equipment, their location and pre and post operational checks
• estimates of the consequences and impacts from an aquatic risk assessment
• supervision maps and plans
• public education information
• information on safety systems and equipment
• Lifeguard call signs and contact details
• Staff Rosters

Developing knowledge and skills

The system should identify how the aquatic facility will develop the appropriate levels of knowledge and skills to be acquired by facility personnel assuming specified responsibilities. Training and education should be provided to enable people to achieve these levels.

It is important that key people at the facility understand the aquatic risks associated with the facility and the Supervision Plan. This understanding will provide the basis for informed decisions to be made in planning for adequate supervision.

Further information regarding the training and skill development for Aquatic Supervision can be located in the remainder of the Guideline.

Investigations following an Incident

Policies should be developed in relation to the investigation of emergencies in order to communicate the lessons learned specific to Supervision. The role, responsibilities and duties of personnel in relation to investigating incidents should be defined.

• official investigations (e.g. by the Police, Fire Services, Regulator or Coroner)
• the preservation of evidence for the investigation
• consultation, including debriefings, with facility personnel, the community, emergency services, agencies and groups
• legal responsibilities to notify the authorities under relevant regulatory requirements
• communicating the findings to stakeholders
• the investigation should focus on identifying opportunities to improve the effectiveness of the Supervision Plan. It should include details of:
  • an analysis of the causes of and contributing factors to the incident
  • the steps taken to mitigate the impacts
  • the provisions made to prevent a recurrence of the incident
  • the effectiveness of existing emergency procedures and lessons learnt
  • all available data useful for assessing possible long-term impacts on facility personnel, the community and the environment.

N.B. The Guidelines for Safe Pool Operations – Incident Management provides additional supporting information for owners and operators of aquatic facilities in how incidents should be managed.

Testing the Supervision Plan

The testing of the Supervision Plan is the process of ensuring that the system functions effectively according to the intentions of design and implementation. Effective testing of the Supervision Plan depends on a commitment to providing sufficient time and resources to ensure that the system is workable, simple and flexible, and meets its aims and objectives.

During testing, the systems as well as the personnel involved should be evaluated to detect problems (such as lack of direction, oversimplifications, poor understanding of the issues, inappropriate assumptions, etc.) that may affect the effectiveness of the Supervision Plan and to identify methods for improving the efficiency of Lifeguards and other staff. A practical exercise, or mock incident, involving Lifeguards is an effective way of testing all or part of the Supervision Plan.

Testing of the Supervision Plan should ensure that:

• all procedures are validated as safe and personnel are not exposed to an unacceptable risk while undertaking defined tasks and other activities
• supervision, emergency resources and safety equipment are sufficient for the task
• supervision, emergency resources and safety equipment are clearly identified, accessible, available, serviceable and ready for use
• communications methods and equipment are satisfactory
• response times for the facility and the emergency services are tested, known and found to be realistic
• suitable supporting information is provided and accessible
• emergency service vehicles have access to the relevant parts of the facility
• supervision staff including swimming and water safety teachers, aquatic program instructors and duty managers are suitably identified and appropriately trained
• the plan satisfies the expectations of stakeholders
• the plan can be updated easily and the information communicated as appropriate
• information about the quantities, locations and properties of hazardous materials is accessible, and the potential impacts of these materials are known and understood by key personnel
• there is a clear understanding of the roles of the different agencies forming the local emergency services, especially fire and rescue authorities.

Monitoring and review

The Supervision Plan should be reviewed at regular intervals to ensure its continued suitability and effectiveness.

Reviews could also be initiated by:

• changes in legislation, regulations or the Guidelines for Safe Pool Operations
• advances in technology and equipment
• changes to the development of the facility
• changes in organisational direction
• changes in products and activities
• lessons from incidents
• findings of audits, reporting and communication.

It is essential to ensure that the “Management of Change” system in the organisation prompts the need for the review of the Supervision Plan. Reviews would include an evaluation of the appropriateness of the objectives, targets and performance measures of the plan.

Auditing

Audits of the Supervision Plan should be conducted on a periodic basis to determine whether the system conforms to the stated aims and objectives and has been properly implemented and managed. The frequency of audits should be guided by the nature of the facility and the results of previous audits.

Updating of the plan

The plan should be tested and reviewed regularly, and revised as necessary. It should be updated when:

• testing of the plan identifies shortcomings or omissions
• modifications or alterations occur at the facility
• the type and quantities of aquatic environment change
• an incident or near miss indicates the need to do so
• changes occur that will impact on the execution of the plan, such as resources, safety systems, personnel and contact numbers.

Temporary modifications to the plan should be considered when undertaking non-routine activities at the facility, such as maintenance, construction, and start-up or shut-down.

The potential for incidents increases during such activities, which often involve extra personnel. Each of these activities introduces potential initiating events not present during normal operation.

During start-up and shut-down procedures, there is a higher potential for human error as personnel are undertaking less familiar activities.

By constant monitoring, review and auditing, the plan will remain a dynamic document, alert to the needs of all stakeholders and responsive to changing circumstances.

References

• Lifeguarding, 5th Edition – Royal Life Saving Society Australia
• SISCAQU013 Coordinate lifeguard service at an aquatic facility