Utilising Information Technology In Outoor Education Administration

Using Information Technology In The Administration and Delivery Of Outdoor Education Programs

Ian Boyle

Outdoor Education Association of Queensland Conference

July 2008

Session Overview Research on Accidents: What do the stats say? Trip Reconnoitring: Knowing hazards & risks Mapping & Video Technology: Aiding the Reccie

Process Student Hike Briefings: Using PowerPoint, photos,

video Documenting Trip Procedures: Trip Notes Using Web Based Technology To Manage Trip

Procedural Information: Policies, SOG. Staff Trip Briefings

Pre-Trip Check Lists: Are you ready for take off? Risk Assessment Forms

Communications: New Possibilities. Weather Monitoring: Using the BOM to its full

potential Emergency Readiness: Assume the worst will happen Liaising with Emergency Services Post Trip Evaluations: Dynamic & evolving. Emerging Technologies: Future Possibilities.

The Glengarry Campus

My House

1999 Glengarry Accident

Resulted in our organisation searching for ways to improve our risk management and administrative practices.

What follows is an illustration of some of the areas that we have developed.

A major focus of the presentation will look at how we are using technology based software tools to help in the admin and delivery of our outdoor program.

The Challenges We Face?• A major increase in

Administration:

• Accreditation• Policy, procedures, risk

management, trip notes, moderation of standards, OHS, etc, then managing this information and keeping it current.

• I have wondered if others have found the administration of programs increasingly challenging to manage in their organisation?

• What challenges has your organisation been facing?

Research On Fatalities During Outdoor Education Trips

Andrew Brookes (2002) surveyed over 100 outdoor accidents in Australia that led to injury or death.

A common theme emerged: A significant number of accidents occurred with

adolescent males who were unsupervised in terrain that had cliffs or unmarked cliffs, or required the negotiation of moving water.

These findings had major implications for participants & leadership of our client group.

I wanted a means of addressing this so that students and leaders are as informed as they can be about hazards before they leave on a trip.

Statistics Informing Practice

If you conduct trips that have not had a reccie by your leaders which deliberately looks at hazard Identification. EG: Cliffs, tree fall at camp, river crossing & flood potential

etc

If you have casual staff that lead trips that are not familiar with the terrain you hike in.

If you conduct student expeditions, with teenage males and you are not leading from the front with them in hazardous terrain.

It might be time to re-evaluate your systems and protocols.

Overview of Presentation

For the first part of this presentation I am going to share the process and IT tools that we at Glengarry use in preparation for a trip to Apple Tree Flats on the Shoalhaven River near Kangaroo Valley.

Trip Reckie: ID Potential Hazards

Start

Cliff line safety

River crossings

Our

Hike

RouteOff track hiking

Unmarked Cliff lines

Group Management: With a partner next to you, introduce yourself and then look at the map with a vision of extracting key hazards that you might need to apply your safety systems/ management strategies to, in order to ensure leadership is optimised to manage your group effectively?

Cliff Line Safety

Off Track Walking

Passage through Unmarked cliff lines

River crossing safety/high water alternatives

Trip Reconnoitring: Knowing What The Hazards & Risks Are

All staff in a leadership role must have reconnoitred the trip they’re leading.

During this reconnoitre: Familiarisation with route, terrain and resulting

teaching opportunities. Hazards are identified Risk reduction management plans are discussed. Staff leadership roles can be clarified Digital photos can be taken to prepare student

briefing Need to inform parents of trip & hazards Student trip briefing needs to occur.

Parent Info

GoogleReccie

Pre-Trip Briefing For Participants: Addresses Issues Raised in RAMS FORM

Increasing Awareness Prior To Trip Commencement

Prior knowledge of hazards Prior knowledge of how to manage these hazards

PowerPoint can take your group on the trip and identify key danger spots before actually getting there. It address directly many of the issues raised in a risk analysis of hazards.

ATF Briefing

MemorySware

Unpacking The Support Infrastructure That

Supports This Apple Tree Flat Trip

Trip Documentation & Utilising Simple IT Tools To Manage Information ????

Trip documentation can help ensure: Teaching progressions are followed Teaching is moderated across all groups

even though led by different leaders Safety protocols are clearly stated, and

therefore need to be followed. Eliminates ambiguity or interpretation. [what if clause]

Organising this information to aid leaders can make their preparation easier. Can prepare from home via the internet!

Is documentation important in OE Programming? In the 20 years I have been involved in OE requirements have changed immensely. Dept Ed, Accreditation etc.

Administrative Benefits Leaders or Students can review trip

information any time at their leisure. Staff and students can be briefed with

IT assistance. Saves hours of photocopying;

Interactive, video, photos, multimedia, engaging, environmentally friendly.

Any changes can be made instantly, thus the document always remains current.

Making Trip Information User Friendly: IT Aiding The Risk Management Process.

Follow up West side

of River

Go to GG Intranet

Computer Based Leader Hike Briefing Trip Notes

Online Policies Camp routine Weather Equipment

Standard Operating Guidelines

Administrative Systems: Pre-Trip Check List

Pre-Trip Check Lists Airline pilots use them to

ensure all aspects of safety readiness are covered before take off.

Outdoor Ed leaders can utilise them too in order to make sure all areas of planning and preparation are covered before a trip commences.

ATF Pre-Trip List

Administrative Systems:Risk Analysis Management System [RAMS] Identify major hazards

that may cause injury or loss to the group

Document how these hazards will be managed

Knowing the hazard and level of risk, & weighing this against the skill & experience of the group helps determine the best management strategy.

Balancing Risk V’s Group

Accident Potential

Environmental Dangers

Human Dangers

Acc

iden

t Pot

enti

al

When humans begin to interact with environmental dangers and their awareness level is low, the potential for an accident increases. Being aware of this increased potential is a critically important skill for leaders.

RAMS Form Completion Staff at Glengarry meet

for a pre-trip review of safety issues and RAMS form.

Each staff member signs off stating that they understand the major hazards and the agreed management strategy for these hazards.

ATF RAMS

Safety Officer Ready for the worst. Organisations should

be operating under the assumption that if something goes wrong everything is in place to respond effectively and in an efficient time frame.

When groups are in the field someone needs to be observing conditions. Are they changing? Is this increasing the accident potential?

Utilising the BOM to its full potential.

Emergency Planning Is About

There is field staff readiness, then there are systems to support them.

Having systems in place to reduce the likelihood of accidents occurring.

Being Prepared For When Things Go Wrong.

Weather Impacts On Safety

Clear Operating Guidelines Helps With Safety Decision Making

Live Storm & Rain Tracking

Linking BOM Data to Video For River Level Identification

Emergency Action Plan: Are you prepared when/if things go wrong?

Despite the best planning and intentions things can go wrong.

What systems can be in place to ensure timely and professional response?

An emergency action plan is a must for any organisation. It must be rehearsed and role played so staff know how it works. Following are some things we have instigated

at Glengarry that maybe of interest to others.Emergency Action Plan

Emergency Readiness Safety Officer: 24-7 monitoring weather, comms & phones Highly reliable comms. No radio shadows in operations

area. 3 mandatory radio scheds per day. Weather updated Emergency Vehicle packed and loaded for immediate

departure with: Rescue Packs, Rescue Box, Stretcher, Oxy-Viva Resuscitation

kit: Nursing sister on ten minute call.

Journey Intention Route plans with Police, Ambulance & National Parks

Dialogue and regular visits by emergency services to our facility.

Emergency scenario training with full staff. Independent audit of our emergency readiness every three years

Have in place Systematic check lists to guide emergency response

Communications

Base Station with safety officer by radio any time trips are in the field.

Mobile repeater can be deployed to improve comms in isolated places.

Satellite phone used as an emergency back up.

Base

Reliable Communications When/if things go wrong

contacting help is instantaneous.

Any student led trip without staff supervision MUST have reliable comms. Examples…

All these items can be purchased or hired.

Companies like Karera Communications will go to your hike area & set up a repeater and provide handsets.

Ph: Andrew Bradfield: 9477 5999 

Emerging Technologies

Emerging Technologies

Post Trip Program Evaluation

“Ensuring Learning Is Not Lost” Much learning often

occurs among a leadership team on a hike. Unless this information is captured it gets lost, and learning does not get shared with other leaders.

Therefore similar mistakes could be made in the future.

Post Hike Program Evaluation

That was a near miss, I must share

that learning with the rest of the team!

RiskMeeting

EmailForm

Google Earth Geo Tagging Photos

Labeling Google Earth Routes

Adding Video To Your Maps

http://www.teachertube.com/groups_home.php?urlkey=outdooreducation

?Discussion, Questions, Comments?

[email protected] more Info:

Student Led Rogaining: All groups have radiosIf we can’t find our way soon we will radio staff

station 1 for help