Code Of Practice

SUMMARY OF BAHA CODE OF PRACTICE

All BAHA members voluntarily accept and agree to abide by the BAHA Code of Practice.   Independent inspectors visit BAHA centres on a regular basis to ensure compliance.   The main features of the Code of Practice are set out below. These standards are subject to ongoing review and amendment. New alterations are indicated by (*NEW 2009). Members have a season in which to incorporate these new standards into their operating procedures. For full details of the Code of Practice and Inspection Scheme please click here.

Staffing Guidelines

I. The overall staffing level of programmes should reflect current good practice and legislation in

The Children Act 1989 and any subsequent amendments. Any staff/participant ratio promises should relate to contact staff and should not therefore include any maintenance, domestic, catering and administrative staff who are not directly involved with participants for the majority of each day.

II. For unaccompanied children or participants on holiday, i.e. not as part of a pre -organised group with accompanying adults, there may be a requirement or option for providers to sign up on one of two registers (*NEW 2009):

The Early Years Register for children aged up to 5 years (until the 31 August following their fifth birthday).   Providers must register unless they are looking after children of this age for less than 4 hours per day.

The Childcare Register has two parts:   one compulsory and one voluntary.   Providers looking after children aged from 6 years of age (i.e. from 01 September following their fifth birthday) up until 8 are normally required to register but, depending on their programme, BAHA members may be exempt.   However, even exempt members catering for children from six to fourteen years can apply to join the register on a voluntary basis.   They must then meet Ofsted’s stipulated requirements (see www.ofsted.gov.uk/deliveringservices/commoncore/) and can accept childcare vouchers in payment once successfully registered.

III. It is essential that members have evidence of the competence of Senior Employees, either via internal employment records or verification following interview.   External applicants should be interviewed where possible. Evidence must be available that at least two references have been taken up for all on-site staff.

IV. All Employees must declare criminal offences which are not covered by the 1974 Rehabilitation of Offenders Act (eg. on their employment application form).

V. All UKstaff in contact with children, or resident on site, should have their criminal history checked at enhanced level with the ‘Criminal Records Bureau’ (CRB) to ensure suitability to work with children.     Further details are available from the CRB at http://www.crb.gov.uk. Wherever possible, similar checks should be carried out on non-UK staff.   Some countries issue a ‘letter of good conduct’ that indicates a clean record.As CRB checks aren’t instantly available, BAHA has advised members how to register for List 99 checks that can be made immediately by computer.   List 99 indicates persons who have been barred from future work with children by the DfES, Department of Health or are on the Protection of Children Act (POCA) list.   Staff should be treated as on probation and monitored by seniors until CRB clearance is received.

VI. It is essential that there is someone aged 21 years or over in the management team who is on

call on site. It is essential that activity sessions are led by a group instructor who is aged 18 years or over and it is preferable that all instructors are aged 18 years or over. In exceptional cases, though, 16 or 17 years olds can be employed as assistant instructors, provided they hold the full relevant NGB award and have been assessed as sufficiently mature and competent for the role by the centre manager.

VII. There must be at least one residential member of staff or supervising adult (e.g. party leader) of the same sex as participants sleeping in the close proximity of those participants.

Induction/Training/Competence

I. All Staff must take part in an ‘Induction Process’ that conforms with the BAHA Introductory Training Standards for Centre Staff.   Members must provide BAHA inspectors with full details of their induction, training and monitoring processes.

II. Members must maintain a written record of the induction, training and monitoring of each member of staff.   These records should be available on site, and in cases where staff are redeployed to other sites the records should be transferred at the same time as the staff member.

III. This BAHA Code of Practice incorporates the principles used by the Adventure Activities

Licensing Authority (AALA) in determining staff competence.   It also comments on the rigour required of members’ in-house training.

Fire Prevention(*NEW 2009)

Under the Regulatory Reform (Fire Safety) Order 2005, the responsible person is required to:

• Carry out or nominate someone to carry out a fire risk assessment, identifying the risks and hazards in any premises.
• Consider who may be especially at risk
• Eliminate or reduce the risk from fire as far as is reasonably practical and provide general fire precautions to deal with any residual risk.
• Take additional measures to ensure fire safety where flammable or explosive materials are used or stored.
• Create a plan to deal with any emergency and document your findings
• Review the findings as necessary
• Online Compliance Self Assessment https://www.fire.gov.uk/workplace+safety/RROpageForForm.htm
• Carry out full fire drills or explanatory walk-throughs with each group at the earliest opportunity.

Catering (*NEW 2009)

BAHA promotes safe food handling and principles. Members can find further information at www.food.gov.uk/foodindustry/regulation/hygleg/hyglegresources/sfbb/ Where there is no evidence of a visit by an Environmental Health Officer or similar check on the kitchen in the last 24 months, the inspector will sample three of the following areas:

• Training Records
• Cleaning Schedules
• Temperature Checks on food
• Risk Assessments
• Delivery Records (Temperature controlled)
• Pest Control Procedures

Activity Equipment

There must be a secure store for all archery and air rifle/pistol equipment and any other potential hazardous items.   Such equipment must be kept in the store at all times when it is not supervised by a member of staff.  

Centre Vehicles / Local Transport

I. All vehicles used by Members for transporting participants on public highways must be in

roadworthy condition and meet the requirements of the law. They must be taxed and insured, have a current MOT certificate, service record and maintenance log book. All other vehicles must be safe, fully maintained and fit for the purpose intended.   Drivers must have valid licences for the vehicle category they are driving.

II. Vehicles should carry a fire extinguisher and correctly stocked first aid kit.

III. Where vehicles have more than 8 but fewer than 18 seats, including the driver, it is a legal

requirement that a Passenger Carrying Vehicle (PCV) Operator's Licence is held if the vehicle is being used "for hire or reward". For schools and charitable organisations, the requirement is for a Small Bus Permit.

IV. The HSE recommends that where participants are being transported by vehicle, a particular risk assessment should be conducted. This should take account of participant supervision when, in particular, only one supervising adult is present as the driver of the vehicle. For guidance, several organisations will provide driver training, eg. Social Services, Local Authority Education Departments.

First Aid

I. It is essential that site staff have full knowledge of how to contact the local doctor/hospital in an emergency.

II. There must be a correctly stocked First Aid Box on-site and with any group going off site, containing a checklist of contents appropriate to the activities concerned and replacement procedure for items used.  

III. It is recommended that there is a First Aid Treatment Area with running mains water of suitable quality. It is essential that there are also First Aid facilities available at every off-site location and on vehicles, again appropriate to the activities taking place.

IV. Comprehensive accident and incident records must be kept.  

V. Appropriate procedures must be in place to ensure that all accident and incident reports made at the centre are reviewed by the centre management and that that appropriate action is taken.

VI. At all times, whether on or off-site, participants must have access to staff who have undertaken at least a 4 hour emergency first aid course.

VII .   The use of drugs, creams or other products not listed within the first aid contents should not form part of first aid procedures.

VIII The administering of any drugs (prescribed or otherwise) or creams, lotions etc. must only be undertaken with the written consent of the participant or their next of kin / guardians if under 18 and be undertaken by a designated member of staff and written records kept.

Special Medical Needs

I. The DCSF and DoH specify that there should be clear policies and procedures for supporting participants with special medical needs.   In some cases individual procedures may be necessary and arrangements for additional support, if available, must be clarified.  

II. For detailed guidance, the HSE recommends that the following Circular should be consulted: "Supporting Pupils with Medical Needs: A Good Practice Guide". However, some relevant points are outlined below.

III. The Medicines Act 1968 restricts the administration of medical products, but subject to

members being in "loco parentis" and providing a duty of care, there is no legal obligation to administer or supervise the administering of medicine. This is a voluntary role.

IV. Any drugs and other medication brought on to centre should be kept in secure storage.    Relevant staff should be trained in safety procedures for storage, handling and disposal.

V. It is likely that some medication must be readily available in an emergency and not be locked away. Relevant staff and the participant should know where this medication is kept.

Insurance

It is essential that there is written evidence available for inspection that a member has Public and Employers’ Liability Insurance cover of at least FIVE MILLION POUNDS  and that the premium is paid.   (*NEW 2009)

Health & Safety

I. The HSE recommends the use of its publication "Essentials of Health & Safety at Work" (ISBN 0-7176-0176-X) as the basis for a health and safety assessment.

II. It is a legal requirement of the Health & Safety at Work Act 1974 (Section2 (3)) that there is a written Company and Centre Safety Policy Statement for each site, with respect to the organisation and the arrangements for the time of enforcement to ensure safety. When drafting a safety policy the HSE recommends that it:

a) states the organisation's general policy on health safety;

b) describes the organisation and arrangements for carrying out the policy;

and that the organisation:

c) brings the policy to the notice of all employees;

d) revises the policy whenever appropriate, bringing each revision to their employees' attention.

III. The HSE has produced specific guidance for preparing a safety policy statement:

“Our health and safety policy statement" HSE 1990 ISBN 0717604241

"Writing a safety policy statement advice for employers" leaflet HSC6

IV. The Health & Safety (Information for Employees) Regulations 1989 require members to either display the poster entitled "Health & Safety Law, what you should know" (ISBN 0-11-701424) or provide each employee with a leaflet of the same title (ISBN 0-716-0818-2).

V. It is a legal requirement for all employers to make an assessment of any risks to workers and any others who may be affected by their undertaking. For employers with five or more employees records must be kept of significant findings. Note that this applies to every aspect of members' operations, not just activities.

VI. For every activity provided at their sites, members must make a risk assessment. From this risk assessment, members’ local operating procedures must be produced for each activity. They must meet the requirements of the Adventure Activities Licensing Regulations 1996, if in scope, or comply with or exceed the minimum BAHA activity guidelines.  

VII. Members should also conduct a risk assessment for informal activities that may take place, for example evening activities or day time filler activities between scheduled sessions. A particular example mentioned by the HSE is " organised water fights".

VIII. If building or similar work is taking place on site when guests are present, risks must be assessed and appropriate control measures implemented.  

IX. For information on conducting a risk assessment, members should consult the HSE publication "Adventure activities centres: five steps to risk assessment" ISBN 0-7176-2463-3.

X. Members should give due regard to the security of guests on the sites they use and must clearly explain arrangements where sites are shared with the public.  

XI. An Accident and Incident log book system must be maintained. The Accident Log should show the following information: date, time, name of person injured or ill, general description of injury/illness, description of treatment (if administered), name of person evaluating or treating. The Incident log should show the following information: date, time, description of near miss, action taken to prevent a recurrence, name of person making log entry.

XII. The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (1995) (RIDDOR) requires members to report accidents and ill health to their local authority's environmental health department or direct to the Incident Contact Centre.   ( see details at XV).   Records of such incidence must be kept for three years after occurrence.

XIII. Summary of reportable injuries

Reporting by the quickest possible means ( ie telephone) followed up by full report on the appropriate forms within 10 days:

- Death or major injury (definitions on the HSE RIDDOR web site) to an employee

- Death or hospital visit by a non-employee

Reporting within 10 days

-A three day injury ( ie an injury that prevent an employee from working or carrying out their full range of duties for more than 3 days)

XIV. Summary of reportable Diseases

If a doctor informs you that your employee suffers from a reportable work-related disease then you must report it to the enforcing authority.   Reportable diseases include:

• Certain poisonings
• Some skin diseases
• Lung diseases
• Infections such as leptospirosis, hepatitis, tuberculosis, anthrax, legionellosis and tetanus
• Other conditions such as occupational cancer, certain musculoskeletal disorders, decompression illness and hand-arm vibration syndrome.

XV. Summary of reportable dangerous occurrences

If something happens that does not result in a reportable injury, but which clearly could have done, then it may be a dangerous occurrence that should be reported immediately by telephone or the web site.

XVI. Methods of reporting.   The HSE has put in place a facility to report RIDDOR-reportable incidents to a single point, the Incident Contact Centre (ICC) based at Caerphilly.

Reports can be sent by post, fax, e-mail, Internet and telephone as follows:

By post:            

The Incident Contact Centre
Caerphilly Business Park
Caerphilly
CF83 3GG

By fax (charged at local call rate): 0845 300 9923

By e-mail: riddor@natbrit.com

There is also an option to provide Internet reports via www.riddor.gov.uk or alternatively by a link via the HSE website: www.hse.gov.uk.

Reports can also be made by telephone using the Incident Contact Centre telephone service on 0845 300 9923, available from Monday to Friday from 8.30 am to 5.00 pm and charged at local call rate. If preferred, reports can be provided direct to the appropriate enforcing authority, ie the local HSE office or local authority (by telephone and then on forms F2508 or F2508A).

RIDDOR leaflet available from the HSE website at   http://www.hse.gov.uk/pubns/hse31.pdf

XVII. BAHA requires members to submit a summary of RIDDOR reportable and potential reportable cases to the Secretary on an annual basis on renewal of membership.

The summary should include the following details for each case:

Name: ___________ (Guest/Staff/Visitor/Contractor)

Scale:   __________ (Potentially dangerous/3 day/Major/Death)

Type:   __________  (Dislocation/Electric shock/ Fracture/ Amputation/ Sight Loss)

Location / Activity: _________(Canoeing/Climbing/Accommodation/ Free time)

Centre Inspections (*NEW 2009)

I. BAHA Members are required to submit their centres and procedures to independent inspection as detailed below, in order to retain their membership of the Association.

II. The type of inspection required depends upon the category of membership and the accreditation sought.   Please see details that follow.

III. Daycamp Member

The member provides a programme of sports, games and activities on a non-residential basis only and, at any single site, offers no more than two of the activities from the list of Adventurous Activities below.

Daycamp members cannot be recommended for Adventuremark or the LOtC Quality Badge. The Head Office will be inspected annually, along with 25% of the sites operating in the current season.   Site inspection will be based on the new Daycamp checklist.   Some of the inspections will be unannounced spot-checks.   Failure at one site puts the member’s accreditation on hold pending resolution.

IV. Adventure Activity Centre / Residential Centre Member

The member provides:

• overnight accommodation for guests at one or more of its sites and / or
• at one or more of its sites, a programme including three or more activities from the list of Adventurous Activities shown below.

A member in this category can be recommended for Adventuremark and / or the LOtC Quality Badge following accreditation by BAHA.

UK Adventure Activity Residential Centres (Not AALA Licensed)

A single centre member with no activities in scope of AALA Licensing must submit to inspection every two years and complete and submit a self-assessment form for checking in the interim year.

A multi-centre member must submit 50% of its centres for inspection per year.   Some of the inspections will be unannounced spot-checks.   It may also be necessary to inspect the Head Office of multi-centre operators.   The remaining 50% of centres must complete and submit a self-assessment form for checking.   Failure at one centre puts the member’s accreditation on hold pending resolution.

Members can choose to have the standard BAHA inspection (suitable for Adventuremark) or the extended LOtC inspection, which includes the standard BAHA checklist and the additional LOtC checks (suitable for the LOtC Quality Badge).

AALA Licensed Centres

Members requiring a licence at any site / centre because of the activities offered must of course comply with the regulations.   See further details at www.aals.org.uk

Members also seeking the LOtC Quality Badge, through BAHA, must submit to a BAHA inspection every two years and complete a paper self-assessment for checking in the interim year.

Overseas Adventure Activity Centres

The same policies apply to overseas centres as to UK centres, apart from AALA Licensing, which is only UK Law.   Inspections are more expensive because of the exchange rate, and the greater travelling distances for inspectors.  

V. Certification

BAHA issues Daycamp or BAHA certificates to members as appropriate free of charge.   BAHA-accredited Adventure Activity Centres can register for Adventuremark and / or the LOtC Quality Badge on presentation of their BAHA centre accreditation certificate and payment of the required fee per site / centre per year to AAIAC.

VI. Adventurous Activities

Please note:   This list is not exhaustive and it is subject to alteration at the request of the Adventure Activities Industry Advisory Committee

 

Abseiling	Improvised Rafting	Sailboarding
Archery	Kayaking	Sailing
Artificial Wall Climbing	Kite Flying	Sand yachting
Bell-boating	Low Ropes Courses	Sea Level Traversing
Canoeing	Mine Exploration	Surfing
Caving	Quad Biking	Sledging
Coasteering	Mountaineering	Snorkel & Aqualung Activities
Dog Sledging	Mountain Biking	Snowsports
Dragon Boating	Mountain Boarding	Wave Skiing
Ghyll Scrambling	Orienteering	Wild Camping
Gorge Walking	Pony Trekking	White-water Rafting
High Ropes Courses	Pot-Holing	Windsurfing
Hill Walking	Powered Safety / Rescue Craft	Yachting (Coastal & Off-Shore)
Horse Riding	Rock Climbing	Zip Wires
Ice Climbing	Rowing

 

Disclaimer

I. BAHA does not warrant, guarantee or insure that compliance with these standards will prevent any or all injury or loss that may be caused by or associated with any person’s use of facilities, equipment, or other items or activities that are the subject of these standards; nor does BAHA assume any responsibility or liability for any such injury or loss.

II. BAHA expressly disclaims any responsibility, liability or duty to members, members’ personnel and to members’ customers and their families, or any such liability arising out of injury or loss to any person by the failure of members or members’ personnel to adhere to these standards.

To view our Code of Practice, including information on Staffing, Training, Activity Standards, First Aid, Special Needs, Insurance and Health & Safety, please click here