Issue 7

Document History


Date Issue Description of revision
September 2002 1 Initial Draft
October 2002 2 Final Draft for Committee Approval
August 2005 3 Insertion of Procedures
August 2008 4 Update
July 2011 5 Revision
March 2014 6 Revision to Work Health, Safety Policy
October 2015 7 Committee Revision



The Woden Valley Canberra Gymnastics Club Incorporated (WVGC) is committed to ensuring that all employees, gymnasts and visitors are safe from injury and risks to health while they are in the training gymnasium.


This procedure is in accordance with the Work Health and Safety Act 2011.

3     POLICY

3.1  Objectives

The objectives of this policy are to have an Work Health and Safety (WHS) Management System in place that meets the highest standards in providing: 

•   a safe and healthy working environment within the WVGC gymnasium;

•   detailed procedures governing the environment of the WVGC gymnasium;

•   a safe training and competition equipment for the sport of gymnastics;

•   a safe office environment; and

•   information, instruction, training and supervision as is necessary to insure that employees, gymnasts and visitors are safe from injury and risk to health.

3.2   Strategies

WVGC will adopt a preventative approach to the management of WHS by:

•   ensuring that the Club Committee, Office Manager, Head Coach and Program Managers are committed to improving WHS within the environment of the gymnasium. 

•   ensuring that the Office Manager, Head Coach and Program Managers are responsible and accountable for the WHS of their staff, gymnasts and visitors within the gymnasium. 

•   ensuring that the Club Committee effectively consult and liaise with staff. 

•   providing an effective worker’s compensation and rehabilitation management system to achieve the earliest possible safe return to work of any injured employees. 

•   providing a systematic approach to reporting, recording and investigating all incidents and hazards to prevent injury and illness.

A representative of the Club is to complete a WHS check of the office environs, equipment and apparatus once every School Term. The nominated person is to use the Checklist contained in WVGC Document Number 37 to do the check and is to complete and file the Summary at the end of the Document. There is no requirement to file the completed Checklist. 

The checklist has been designed to guide the inspection process by:

•   identifying areas where hazards are most likely to occur;

•   drawing attention to potentially hazardous situations; and

•   acting as a prompt in seeking information from employees. 

A copy is to be forwarded to the Secretary (within 48 hours of inspection). 

Before commencing the next inspection check previous actions to be taken to ensure they have been completed.


4.1  Club Committee 

The Club Committee is elected from Club members. It is responsible for the successful day-to-day running of the Club and is the principal forum for discussion on the issues concerning WHS.

The WHS responsibilities of the Club Committee are to: 

•   co-ordinate the development and review of WHS policies, practices and procedures for implementation in the WVGC gymnasium environment; 

•   consider any proposal for new, or changes to existing policies, work practices or procedures that may affect WHS within the WVGC gymnasium environment;

•   consider any proposal for new equipment, or changes to the existing equipment layout that may affect WHS within the WVGC gymnasium environment;

•   promote the importance of a high level of awareness of the health and safety among coaches, gymnasts and visitors;

•   promote general acceptance of health and safety responsibilities;

•   assist in the resolution of WHS disputes; and

•   monitor the Club facilities and work practices to ensure there is no discrimination against people with disabilities.

4.2  Head Coach and Program Managers 

The Head Coach and ProgramManagers are appointed by the Club Committee to manage specific technical areas, for example, General Gymnastics (GG) Men’s Gymnastics (MG), Women’s Gymnastics (WG), Sports Acrobatics (Acro), School’s Program, etc. They have a delegated responsibility to ensure: 

•   WHS policies and procedures are implemented; 

•   all reported incidents and hazards are properly investigated and evaluated, and that control measures are implemented in consultation with the Club Committee, the Office Manager, coaches and any other employees; 

•   coaches and other employees are informed about relevant WHS issues, including:

º any proposal for, or changes to the equipment, gymnasium set-up, substances, work practices or procedures that may affect WHS; and 

º  the identification, evaluation and control of hazards.

•   make representation to the Club Committee and report back to coaches and gymnasts on any matter relating to WHS;

•   liaise with coaches and gymnasts on any proposals or matters that may affect WHS; and

•   promote the appropriate use of accident and incident reports

4.3  Health and Safety Representatives 

Because of the small nature of the Club, there are no elected Health and Safety Representatives to represent particular groups of employees. As a result, the responsibility for WHS is delegated directly to Head Coach and Program Managers.

4.4  Coaches and Other Employees

Our coaches and any other employees have a legal duty to take care to protect their own health and safety and to avoid adversely affecting the health and safety of any other person, specifically our gymnasts and visitors to the gymnasium. 

The legislation spells out a number of specific duties for employers that relate to the general duty of ensuring that employees are safe from injuries and risks to health while at work, including: 

•   reporting WHS matters concerning the building structure to the Club Committee who are to advise the Property Manager in the Department of Territory and Municipal Services about building-related 0HS&W matters. 

•   liaising with the Head Coach, Program Managers, the Office Manager and coaches on any proposals or matter relating to the state of the equipment or its layout within the gym itself that may affect their WHS conditions. 

•   participating in the identification, evaluation and control of hazards within the gymnasium and its immediate environs; and

•   promoting the appropriate use of accident and incident reports.

•   reporting back to the group (other coaches, classes or parents) in accordance with agreed procedures.


5.1  General Principles

As a general rule the gymnasium and the area immediately by the front door is:

•   A No Smoking Area; and

•   A Peanut Free Area.

The area is to be sign posted accordingly.

5.2  Accident/Incident Procedures

Where a member of the Club is in a Club sanctioned outing, competition or event and is involved in a “near miss” or an accident and/or sustains an injury, the matter is to be recorded and reported in the following manner:

•   In the case of minor injury:

i.    immediate first aid treatment is to be provided by the coach and/or qualified first aid officer at the scene:

ii.    the matter is to be recorded on an Injury Report Form which is fully completed by the coach and any witness to the incident;

iii.    the completed Injury Report Form is to be given to the Office Manager for filing and is to be kept for the mandatory period.

•   In the case of major injury, classified as one which requires transportation to hospital, either via ambulance, parents or coach, or one which requires subsequent medical treatment by a medical practitioner or other medical person, the injury becomes a Notifiable Incident:

i.    immediate first aid treatment is to be provided by the coach and/or qualified first aid officer at the scene:

ii.    the matter is to be recorded on an Injury Report Form which is fully completed by the coach and any witnesses to the incident;

iii.    the completed Injury Report Form is to be given to the Office Manager for filing and is to be kept for the mandatory period;

iv.    the Club is required to report the incident to Work Safe ACT immediately as a Notifiable Incident .

•   In the case of an accident/injury after immediate first aid treatment is to be provided by the coach and/or qualified first aid officer, it is obvious that further medical treatment is required, the parents or guardians of the person injured are to be notified immediately of the nature of the injury and where the person is. Details of these procedures are contained in Document 12, ‘How the Club Operates’, and Document 39, ‘Use of Medical Information’.

•   The coach or person involved is to complete an ‘Injury Report’, Document 21, and report the “near miss”, accident or injury to the Office Manager and their Program Manager as soon as practicable after the incident.

•   If the injury is relatively serious, for example, a broken bone, the Program Manager is to notify the Office Manager, ensure that the ‘Injury Report’ is complete and the Notifiable Incident Report is completed and submitted. Copies of both forms are to be filed and the details added to the Club’s ‘Accident Report Summary’, Document 62.

•   The relevant Program Manager, coach (where practicable) and the President are to:

o   investigate the incident site and identify any hazard(s) that caused the accident;

o   assess the risks associated with each hazard and assign a Risk Rating (LOW, MEDIUM or HIGH) to each hazard, in accordance with the Club’s Risk Management Procedure;

o   take corrective action to rectify the hazard(s) or make recommendations for corrective action (including timeframes for action); and

o   complete an ‘Incident Report Form’, Document 23.

The Program Manager is to forward the completed Incident Report Form to the Office Manager and the Office Manager is to:

•   Report details of the incident to the Club Committee (maintaining confidentiality where required).

•   Notify the relevant Government Agencies in the manner and form specified.

•   Follow up on any issues and/or reports back to the Head Coach, Program Manager and coach.

•   Retain the original Incident Report Form on file.

The Club Committee is to review the incident and any corrective strategy taken/recommended at the next scheduled meeting.

5.3  Hazard Reporting

Hazard reporting helps to prevent accidents by identifying the causes of potential danger and can assist in putting in place a lasting corrective measure.

•   If any member of staff identifies a potential health hazard, this must be immediately reported to the senior coach or committee member.

•   The senior coach or committee member will conduct a risk assessment of the hazard.

•   Any hazards with a high level of risk will be acted upon immediately.

•   Where necessary, hazards identified will be incorporated into the Workplace WHS Checklist.

5.4 Remove and Rectify

The individual reporting the hazard is to immediately take steps to remove the hazard or, if this is not possible, barricade off the area, for example, clean up wet floor, shut down unsafe equipment.

6     Work Cover Guidelines for CLUB Staff

If you have been injured at work, this information is important.

6.1  Report the injury

As the employer, the Club must be made aware of ANY workplace injury (or even a “near miss”). Under the Act, you must notify employer, that is, the Office Manager or the Club President, of any injury within 24 hours or as soon as practicable.

6.2  Seek proper treatment for your injury

It is vital you seek appropriate treatment for any work injury. If you feel you have hurt yourself, it is much better getting the right treatment up-front rather than delaying the treatment or ignoring a possible injury.

6.3  Attend a Doctor or Medical Centre

Obtain a Medical Certificate.

If your injury prevents you from performing your normal duties, you must obtain a Work Cover Medical Certificate and provide this to the Office Manager at WVGC.

Complete a Work Cover Claim Form and an Insurance Claim Form.

If your injury requires medical treatment or time off from work, you must complete these forms within six months from sustaining the injury. These forms are available by contacting the Office Manager. To assist the insurer in processing the claim, please ensure that ALL questions are answered accurately.

NOTE: You are responsible for all medical bills if you fail to submit a claim with WVGC.

6.4  Participate Actively in a Return to Work Program

If you are unable to return immediately to your usual duties, you do have an obligation to perform any identified suitable duties within your workplace.

Your insurance cover through your Gymnastics Australia (GA) registration will help you with your successful return to work. However we expect that you actively participate in the process and remember, please discuss with members of the Club Committee any problems/concerns you may have.

6.5  Submit all Medical Accounts to the GA Insurer

Any accounts relating to your work injury must be sent to the GA Insurer. Please note that WVGC is not responsible for the account if you forget to complete a Claim Form. All medical accounts must relate to reasonable treatment. Therefore if you are unsure whether the treatment will be covered under your claim, contact the GA Insurer to discuss before going ahead.

6.6  Seek a Second Opinion

If you are dissatisfied with the medical treatment you are receiving, contact WVGC to discuss. In most cases, you have the right to obtain an opinion from another doctor.

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