Document History

Date Issue Description of revision
December 2011 1 New Policy Accepted by Committee
June 2015 2 Committee Review
 October 2015  3  Hospital name changed



As a community-based, not-for-profit sporting organisation the Woden Valley Gymnastics Club Inc (WVGC) collects information about its participants that can be classified as sensitive. Further, as a sporting organisation which teaches children to do difficult and sometimes dangerous skills, it has a responsibility to ensure that it operates in a safe environment but that it manages injuries properly if, and when, they occur.

This document details why the Club requires information that may appear sensitive, how that information is to be managed and what procedures will be used if a participant is injured.


When commencing with the Club, parents are required to complete an Enrolment Form. This Form asks for details of any actions that the Club may need to undertake (where possible) relating to medical, physical or intellectual conditions that may have a bearing on a child’s ability, safety or behavior in a class situation.

Required Medical Information Reason
Are there any medical, physical or intellectual conditions (eg, asthma, specific disability) that may have a bearing on your child’s attention span, performance, safety or behaviour in class?

The Club tries to provide the best learning environment for all gymnasts and if we know that there is a condition that could affect a child in a class, then:

  • the program may be modified to help them; or
  • they can be placed in a more appropriate class; or
  • staff can be made aware of any actions that they need to take to look after your child.
Is your child on any medication (e.g. for asthma) or does your child suffer from any allergies (e.g. to bee stings, peanuts, etc.) about which the Club should be aware? The Club needs to know what immediate actions are necessary so that First Aid Officers can render appropriate aid to a child, if necessary. If immediate medication is required then it must be available here in the Club.
I give permission for my child/self to receive first aid, medical or ambulance assistance in the case of an accident and agree to pay any costs incurred. Because accidents occasionally occur, the Club First Aid Officers need to be able to apply immediate first aid or to summon assistance as soon as possible should it be deemed to be necessary.

Use of Medical Information

The medical information that is collected by the Club is only used so that:

  • gymnasts can be placed in classes appropriate to their ability;
  • gymnasts can be given additional coach support, if necessary;
  • classes or programs can be modified to give the best tuition possible;
  • coaches are made aware of potential issues that may arise in their classes;
  • the Club First Aid Officers have knowledge of potential issues that may arise in the gym; and
  • the Club First Aid Officers can provide appropriate immediate care to any gymnast who requires it.

Once the completed Enrollment Form is received, the Business Manager will make a notation on the Class Roll to indicate that there is an existing condition. When the roll is marked by the Gym Supervisor the fact that there is a notation for a student in a class will be observed. The Supervisor and the coach of the relevant class will then be briefed by the Business Manager on the nature of the condition and are told what actions are required to be undertaken if the child requires it. Should medication be required they will be told where it has been placed and how it is to be used.

The Club Privacy Policy (Document 22) directs all Club staff to abide by the statutes of the Federal Privacy Act 1988 when managing any medical information that is collected about a gymnast’s medical, physical or intellectual condition.

First Aid Officers

All senior coaches at the Club with an Intermediate or above accreditation have a current First Aid qualification. This is a requirement of their annual registration with Gymnastics Australia (GA). Their First Aid qualification is renewed every three years as required by legislation. Both GA and the Club maintain records of all First Aid qualifications.

First aid Procedures

Details of the procedures to be undertaken when a gymnast is injured are detailed the WVGC Work Health and Safety Policy (Document 32).

If a gymnast is injured while involved in a sanctioned gymnastics program, the following steps will be followed:

  • the coach will assess the injury to the gymnast;
  • in the case of a minor injury, first aid is to be provided at the scene by the coach or a qualified First Aid Officer.
  • basic first aid – Rest, Ice, Compression, and Elevation – will be commenced;
  • if the injury appears to be more severe, the coach will call a qualified First Aid Officer to examine the child and administer on-going first aid;
  • if the First Aid Officer assesses the injury as being serious, the ACT ambulance is to be called immediately while on-going first aid is administered;
  • parents or guardians are to be notified by telephone if the injury is relatively serious or the gymnast is distressed;
  • the gymnast may be transported to The Canberra Hospital by ambulance if the injury is considered to be serious; and
  • an Injury Report Form (Document 21) is to be completed and handed to the Club’s Business Manager.

Any claims for transportation, medical treatment, physiotherapy or loss of income are to be made against the GA Insurance Policy held by the Club. Forms on which to make claims can be obtained from the Business Manager. The Club and its coaches are not liable for injury caused by accident.

In the case of a suspected neck or spinal injury, the gymnast is NOT to be moved nor allowed to move before the ambulance arrives. Ambulance staff are to manage all care thereafter.

Where the gymnast is moved to hospital or taken to a medical practitioner, the case is to be treated as a Notifiable Incident and the matter reported to Work Safe ACT within 48 hours of the injury.

Injury Report Forms

An Injury Report Form (Document 21), previously called Accident Report Form, is to be completed by the coach who is responsible for the gymnast who was injured in a Club sanctioned outing, event, competition or training. The Injury Report Form is an official document and is to be completed correctly. It requires information about the injured gymnast, the coach of the injured gymnast, the First Aid Officer who treated the injured gymnast, any witnesses to the incident and basic details of the injury.

The completed Injury Report Form is to be handed to the Club’s Business Manager. The form is to be filed and securely stored until such time as the injured gymnast turns 25 years of age.

Details of the injury are to be recorded in the Annual Summary of Accidents (Document 64). The Summary is to be reviewed by the Club Management Committee in the beginning of each calendar year. Should there be a requirement to change policies or procedures they are to be made at the time by the Committee.

Storage of Sensitive Information

All sensitive information about the participants and families of participants that is collected by the Club is stored in a secure container as required by legislation. This container is only to be accessed by the Club’s Business Manager.

Emergency Medication

If emergency medication is required by a child (for example, use of an EpiPen in response to potential anaphylactic shock brought on by a severe allergic reaction or use of a Ventolin Puffer in response to an asthma attack) then the correct dose of that medication must be given to the Business Manager by the parent or guardian, either at the start of the child’s class or the required dosage is to be left in the nominated container in the Office, especially when the child does not travel to the gym with a parent or guardian. The parent or guardian is responsible for ensuring the dosage is correct and that the use-by date is always current. The gymnast’s coach and all senior coaches will be briefed on the requirements of how to treat children for whom medication is supplied.

If there is a requirement for emergency first aid then details of the immediate actions are also to be noted in a folder, with the gymnast’s name clearly marked, and it is to be placed in the nominated holder in the Office

If emergency first aid medication is required, it will only be administered in accordance with instructions given by the parent or guardian. An ambulance may be called and the gymnast will be transported directly to The Canberra Hospital. The parent or guardian will be called and notified that the child has been moved to hospital.

This document supersedes WVGC Use of Medical Information and First Aid Procedures (Document 39).

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