HSE-PRO-021 Children in the Workplace and Study Environment JCU Research Station Procedure

Policy Procedures HSE Procedures Children in the Workplace and Study Environment JCU Research Station Procedure

HSE-PRO-021 Children in the Workplace and Study Environment JCU Research Station Procedure


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Intent

To describe the process by which James Cook University (JCU) staff, students, affiliates and visitors, request permission for children to be allowed to accompany them to a JCU Research Station.

Scope

This procedure applies to all JCU staff, students and affiliates and visitors.

Definitions

Except as otherwise specified in this procedure, the meaning of terms used in this procedure are as per the Policy Glossary and the governing Children in the Workplace and Study Environment Policy.

Procedure

The University understands that at times there may be circumstances where a Staff member, Student, Affiliate or Visitor may wish to have a Child or Children accompany them to a JCU Research Station.

Requirements

  1. JCU Staff, Students, Affiliates and Visitors who wish to have a Child accompany them to a Research Station must seek permission from the Research Station Manager and the Dean of Research.
  2. Requests should be undertaken each and every time it is proposed a Child accompany a Carer to a Research Station, as circumstances may have changed from the last visit.
  3. The Carer should make informal enquiries of the Research Station Manager as to whether it might be possible to have a Child accompany the Carer to the Research Station.
  4. The Research Station Manager is required to let the Carer know of their response in two working days outlining why the Child is unable to attend in writing.
  5. If the Research Station Manager endorses the attendance of the Child to accompany the Carer:
    1. The Carer is required to complete a risk assessment for the trip, specifically addressing the presence and care management of the Child.
    2. The Carer must clearly demonstrate how the Child will be cared for while at the Research Station, this may include an additional adult at the Research Station specifically to care for the Child.
    3. If a Carer is attending to the Child while at the Research Station they will need to be included in the risk assessment.
    4. Consideration of all activities and potential hazards must be taken into account.
    5. Appropriate equipment required to ensure the safety of the child must be identified in the risk assessment.
    6. The risk assessment is submitted to the Research Station Manager, whereby it must be formally endorsed in writing within a given timeframe.
  6. The Carer must sign and complete Parent/Guardian Acknowledgement, Consent and Release form.
  7. The Carer must then submit the Parent/Guardian Acknowledgement, Consent and Release form to the Dean of Research.
  8. The Dean of Research may approve, in writing, the application and risk assessment for the Child to accompany the Carer to the Research Station within 5 working days.
  9. When assessing the application, the Dean of Research may:
    1. Impose any reasonable conditions on the approval, and
    2. Impose further questions to the Carer or request  amendments to the risk assessment.
  10. The Carer and/or the Research Station Manager will respond to the Dean of Research providing that further information or agreeing the conditions imposed, prior to the Child’s visit to the Research Station.
  11. The application is then forwarded to the Dean of Research to approve.
  12. The Child or other persons in attendance for the welfare of the Child are to be included in the Research Station safety induction or specifically instructed in safety requirements by the Carer.
  13. It is the duty of the Carer to ensure that the Child does not cause disruption and or inconvenience to others at the Research Station.
  14. It is the duty of the Carer to ensure that the care management identified in the risk assessment, is actually adhered to while at the Research Station.
  15. The Research Station Manager has absolute discretion to evaluate the conditions to determine if the risk assessment holds valid or if actual conditions have changed to the extent that another risk assessment is required.
  16. The Research Station Manager has the absolute discretion to remove the Child and Carer from the Research Station if circumstances change, that alter the potential environmental, physical and health management considerations of the original Risk Assessment.
  17. The Research Station Manager has the absolute discretion to remove the Child and Carer from the Research Station if the child is being disruptive and the potential risks are not being adequately assessed and managed.

Related Policy Instruments

Related policy instruments include but are not limited to the following documents. Further related instruments can be found in the Policy Library.

Children in the Workplace and Study Environment Policy

HSE-PRO-020 Children in the Workplace and Study Environment Procedure

HSE-PRO-022 Children in the Workplace and Study Environment Field Trip Procedure

Administration

Approval Details

Policy Sponsor/s

Deputy Vice Chancellor, Services and Resources

Date for next review

26/06/2021

Revision History

Version

Approval date

Implementation date

Details

Author

18-1

26/06/2018

27/06/2018

Procedure established

Executive Officer, Division of Services and Resources