Gateway Risk Assessment - support.tg.esf.edu.hksupport.tg.esf.edu.hk/wp-content/uploads/2017/03/Risk-assessment_… · Gateway risk assessment module 15 eNoice integrate with the

Gateway Risk Assessment

User Guide August 2017

Gateway risk assessment module

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Table of Contents

Workflow ....................................................................................................................... 3

User Roles ...................................................................................................................... 3

Activity Settings ............................................................................................................. 4

Risk Assessment Functions ........................................................................................... 4

Trip Details..................................................................................................................... 5 Purpose and aims ............................................................................................................................................... 5 Other staff and cover ......................................................................................................................................... 5 Level of risk ........................................................................................................................................................... 6 Supporting documents ..................................................................................................................................... 6 Approve Trip Details ......................................................................................................................................... 7

Risk Assessment ............................................................................................................ 8 Risks.......................................................................................................................................................................... 8 Control measures and action plan............................................................................................................... 9 Add and delete risks .......................................................................................................................................... 9 Briefings.................................................................................................................................................................. 9 Submit....................................................................................................................................................................10

Checklist ....................................................................................................................... 11 Confirm..................................................................................................................................................................12 Supporting documents ...................................................................................................................................12 Complete...............................................................................................................................................................12 Proposal............................................................................................................................................................13

Export Student, Medical Report and eNotice ............................................................ 14

Evaluation .................................................................................................................... 16

Approvers .................................................................................................................... 16


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Workflow

Phase 1 development: yellow process – First Term 12/13

Phase 2 development : green process – First term 13/14

User Roles

Activity Creator, CAS Coordinator: staff who manage the activity categories and activities on Gateway, the Activity Creator or Activity Management user role is needed.

Risk Assessment Approver: staff who approve the risk assessment process, the Activity RA Approver user role is needed. An RA approver could also be assigned as activity/CAS coordinator, it is based on the role and responsibility setup in schools.

Trip leader: staff who lead the activity, e.g. a teacher. It is assigned in the Activity screen by Activity Coordinator, each activity could have more than one trip leader.


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Activity Settings Activity Coordinator or Activity Creator may create activity on Gateway. In the settings of the activity, select Online Risk Assessment as Yes to turn on the risk assessment process on Gateway.

Risk Assessment Functions For activities marked as needing risk assessment, the trip leader must complete the first

stage of the risk assessment process before enrolment can take place

Clicks on the Risk Assessment under Activities, trip leader/ involved staff will see the activity list organised by them.

On the Risk Assessment list, it shows the Overall RA Status, and status of the four stages. Trip Details Risk Assessment Checklist Evaluation

Initially you will see not ready in the column labelled Trip Details. Click on this. Basic details of the trip have already been entered and you can remind yourself of

these by clicking on show activity details.


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Trip Details

You may also use the quick navigation bar to open Activity Setting screen.

Click on [Show activity details] to get an extend view of more information about the activity.

Purpose and aims Enter more details about the purpose of the trip and the activities to be carried out.

Other staff and cover You can add more staff.

Quick navigation bar


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Staff with a tick in the receiving RA email alert box will be on the mailing list regarding this activity and will be able to carry out the risk assessment procedure if necessary.

If the trip will require any of the trip staff to have cover you can add the details in the staff needing cover section.

Level of risk You need to estimate the level of risk. This will have a bearing on the Checklist

process of the RA process but can be changed later if necessary.

Supporting documents You may wish to attach supporting documents to justify the trip or to give

reassurance to the trip approver.

Completing the form

The last two sections are for the approver’s use. They give the current status of the trip details plus viewing any feedback the approver may give.

There are a number of buttons at the bottom of the page. o Save – save what you have done so far but do not submit. o Submit – save changes and submit to approver for approval. o Reset – clear all changes since the last time you saved.

When you have entered all the information and are ready to seek approval from the approver you should click on submit.


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It gives you option to alert AR approver, i f you tick the box to send email alert to RA approver when you click submit an email will be sent to tell the approver they need to check what you have done.

When you have done this you will return to the risk assessment list page and the trip details status will change to waiting for approval.

You may continue to make changes to the trip details at any time until the trip is approved.

Approve Trip Details RA approver (need to be assigned the Gateway role Activity RA Approver, contact

your school Gateway Manager) logins to view the trip details, you can change any information plus give comment in Coordinator Feedback.

There are a number of buttons at the bottom of the page. o Update – save what you have done so far but do not Approve o Approve – save updates and approve the trip details o Not Approve – save update and not giving approval to the trip details o Reset – clear all changes since the last time you saved

When you click Approve or Not Approve, It gives you option to alert activity leader and staff involved.

Once the Trip details is approved, students will be able to register the activity

For some reasons, you may Reverse Approval after approval given


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Risk Assessment Once the approver has approved the trip details:

o Students will be able to enrol for the trip, assuming enrolment is open. o You can go onto the next stage of the risk assessment process. o More items on the quick navigation bar will be enabled.

Two forms need to be filled in to complete the process: o Risk assessment o Checklist o Please note that both the risk assessment form and the checklist may be

filled in at the same time, it is not necessary to wait for approval to be given for one before starting the other.

You will see your activity now has approved in the trip details column and not ready in the risk assessment column.

Click on not ready and you will be taken to the risk assessment page. Notice that you can now access all the items apart from evaluation on the quick navigation bar.

Risks You need to specify the risks involved and indicate the likelihood of the risk

occurring.

If a risk has been selected a value must be selected in both Likelihood and Outcome fields. And these two factors will be added up as a Score on right hand side.

o Likelihood 1 = Extremely rare 2 = Uncommon 3 = Quite common

o Outcome 1 = Minor – irritation easily dealt with by group


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2 = Moderate – could affect group itinerary 3 = Serious – involves external agency

If a risk has been selected it should be a requirement that a value must be selected from at least one of the three categories. You may select multiple items for each category. If the value is not in the list, please select Other to input details.

Control measures and action plan For each risk you need to enter details of how you will avoid the risks and your

action plan should an emergency arise.

Add and delete risks It is likely that there will be more than one risk. Underneath the action plan box is a

link to add a new risk.

If you wish to delete a risk click on the link at the top left.

Briefings Once you have entered all the risks outline the points you will make at staff and

student briefings.


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Submit At the bottom of the page you will find the same options as before with an area for

approver feedback and buttons to allow you to save, submit and reset.

This returns you to the risk assessment start page and will show waiting for approval in the risk assessment column.


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Checklist This can be filled in while the Trip form is completed. The list of items to be completed will depend on the level of risk defined in Trip

Details. o Low Risk

o Medium Risk

For proof letter to parent and collection permission form, you may do it via the eNotice on the quick link. Please see later section of this docuent.


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o High Risk

Confirm To confirm that each item has been carried out click in the box and choose a date

from the date picker. It does not allow inputting a future date.

For non applicable item, please tick NA

Supporting documents You may need to upload one or more documents such as an itinerary. Use the

supporting documents section to do this.

Complete When you have finished click on the Submit button at the bottom of the page.


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Proposal

Change costing to Costing (attach document) Change communication plan to General communication plan (attach document)

Change communication plan for emergencies to Emergency contact plan

Change check medical details to Parent sign off of medical details Replace complete button with submit button.

Change logic so that checklist requires approval from the approver.

Prevent future dates from being entered. Block items should according to when they would be required.

Correct list of items on checklist.

Detailed research (at least 2 months ahead)

Undertake site visit (H/M) Insurance (H)

Undertake Risk assessment (H/M/L)

Confirm qualifications of any external experts (H)

Travel arrangements/visas (H) Staffing (H/M/L)

Costing (attach document) (H/M/L)

Assess staff training requirements, if any. (H/M)

Communication and preparation (at least 1 month ahead)

Recruit students, collect passport numbers/copies (H/M/L)

Assemble appropriate first aid kits (H/M)

Finalise itinerary (H/M/L)

Schedule an information evening if needed (H)

Proof read letter to parents (including detailed itinerary, travel details, staffing, contact numbers, inoculations, equipment list) (H/M/L)

Organise Staff training (H)

Collect permission forms (H/M/L) All accompanying adults fully briefed (H/M)

Analyse medical information and follow-up if necessary (H/M)

Register trip details (at least 10 days ahead)

Full communication details left in school with person i/c trips (H/M/L)

HK Police advised on local trips (H)

Final risk assessment (2 days ahead)

Weather/signals checked prior to departure (H/M/L)

Final review of risks (H/M)


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Export Student, Medical Report and eNotice

You need to produce a list of students taking part. The Export Student brings you to the student demographics report page with some fields preselected. You may choose other fields if you wish.

Click Go to download the CSV report.

The Medical Report will print the medial report of the involved students with photo


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eNoice integrate with the eNotice modules to provide a quick access for activity

coordinator/trip leader to manage the communication with parents whose children

enrolled the activity/trip, e.g. for parent’s consent. This eNotice link is available for

schools that have opened the eNotice module only.

Click New to create eNotice for parents, by default it will include the parents whose children enrolled the activity/trip. A standard template and reply slip for consent form purpose will be created, and it allows user change the content for other purpose. The eNotice provide an online reply slip for parents and status tracking for parent submission. For more details about eNotice module, please refer to the eNotice Setup Guide for Administrator http://support.tg.esf.edu.hk/user-guides.

http://support.tg.esf.edu.hk/user-guides


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Evaluation Once the trip is over there is an online evaluation form to complete. Some of the information from the trip details and the evaluation will be made

available the following year to inform trip leaders and to reduce the amount of work that may need to repeated.

User may put multiple incidents for in an evaluation report by the Add Incident button, and delete Incident from the report.

o Type: drop down box to select incident type: medical/serious incident o Level: drop down box to select level of incident: serious incident / incident

that could affect future planning / minor incident worthy of note o Risk: drop down box with a list of risks listed for the trip. o Provide one text area for description of the incident. o Report: check box to show if the incident has been reported.

Text area to record unanticipated risks/near misses in planning stage

And four text boxes to capture success, areas for improvement, points to note and recommendation for future.

Click Complete button to complete the evaluation form. There is an option to notify the RA Approver but there is no need for the Approver to approve anything.

Approvers Each school requires to identify one or more approvers to check trips.

When the approver clicks on the risk assessment under Activities, they will see all activities that have been set to require risk assessment.


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Should the list become too long it can be filtered by school year, term and year group.

Click on any column to open up an activity.

The approver can make changes to the information should they wish.

Documents

Gateway Risk Assessment - support.tg.esf.edu.hksupport.tg.esf.edu.hk/wp-content/uploads/2017/03/Risk-assessment_… · Gateway risk assessment module 15 eNoice integrate with the