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Policy: Injury and Incidents

Purpose

The purpose of this policy is to ensure the safety and well-being of all participants and staff at Dragonfly Dance Studio by providing a clear framework for managing injuries and incidents.

Scope

This policy applies to all team members, clients, and visitors within the premises of Dragonfly Dance Studio and at any events held by Dragonfly Dance in other locations.

Definitions

Injury

Any physical harm or damage sustained by an individual during Dragonfly Dance activities or activities at the studio.

Incident

An event that may or may not results in injury but requires documentation and review.

First Aid

Immediate assistance given to any person suffering from either a minor or serious illness or injury.

Near Miss

An event that could have resulted in injury or damage but did not, either by chance or through timely intervention.

Responsibilities

The work health and safety (WHS) of participants or students in class, rehearsal and performance is a shared responsibility involving teachers/leaders, visitors, business owners, venues and contractors. Anyone teaching dance must make sure that, as much as possible, their activities and equipment are not likely to result in damage, either physical or psychological, to themselves, to others or to their working environment.

Studio Management (Studio Owner)

The studio owner has overall responsibility to:

Ensure all team members hold a current senior first aid certification and are trained in emergency procedures.
Maintain an up-to-date first aid kit and ensure it is accessibile.
Review incidents and update policies as necessary.
Conduct regular risk assessments to identify and mitigate hazards.
Communicate policy updates to all team members and clients.
Facilitate WHS inductions for all team members and volunteers.
Review incidents and update policies as necessary.
Communicate policy updates to all team members and clients.
Be aware of the legal obligations of WHS at all times.
Ensure that suitably qualified and competent team members are able to take care of the class, rehearsal or event, that they are aware of their responsibilities and willing to comply with all relevant legislation.
Ensure an emergency and evacuation plan is in place and clear to all.

Team

The support team has responsibility to:

Adhere to safe dance practices in all classes and activities.
Administer first aid if trained and necessary.
Follow the injury and incident procedure, ensuring all documentation is collected.
Complete incident reports accurately and promptly.
Participate in safety training and adhere to studio safety protocols.
Maintain a current senior first aid qualification.
Follow Dragonfly Dance's WHS policies and procedures.
Report and address hazards in the studio or performance space.
Report any injuries or incidents to Studio Management promptly.
Use all equipment correctly, including first aid supplies.
Ensure personal safety and the safety of others in the dance environment.

Clients

Clients have responsibility to:

Follow all safety instructions provided by teachers and team members.
Report any hazards, unsafe conditions, or near misses to team members.
Inform team members of any pre-existing medical conditions that may affect participation.
Ensure their emergency contact details are up to date in the Dragonfly Dance online booking system.
Ensure that any medication that may be needed is accessible and that a Dragonfly Dance team member (reception or teacher) knows where to locate their medication in an emergency.

Policy details

Immediate response

Assess the situation and ensure safety.
Administer first aid if appropriate.
Call emergency services if required.

Documentation and reporting

In the event of an accident, injury, or illness during a class, rehearsal, performance, or event, the following actions must be taken:

Complete an Incident Report Form for all injuries, incidents, and near misses (a form must be completed by both the injured party and a Dragonfly Dance team member.
Collect witness statements when applicable.
File information and update the Injury and Incident Register.
Notify studio owner.
If there is any dispute or problem, report the incident to the WHS committee or representative. If unresolved, or in the absence of a WHS committee or representative, refer to the relevant statutory authority such as WorkCover organisation for your state; for employers—MEAA; for employees—Live Performance Australia.

Follow-up

Ensure injured individuals receive appropriate medical care.
Conduct a review of the incident to identify preventative measures.
Follow up with injured individuals after the incident to show care and determine outcomes.

Communication

Inform all relevant parties of the incident and any policy changes.
Maintain confidentiality regarding personal details of those involved.

Prevention

Conduct regular safety training for team members.
Perform routine checks of the studio environment to identify hazards.

Review, amendments, and related documents

Review

This policy will be reviewed annually or after any significant incident to ensure its effectiveness and relevance.

Amendments

Any changes to this policy will be communicated to all team members and clients promptly. Amendments will be documented and stored with related policy documents.