OP-POL-014 – Working in intense weather (Policy and Procedure)
| Effective Date: | July 2024 | Review Date: | As Required |
| Document Status: | PUBLISHED | Original Version: | 2024.1 |
| Authorised by: | Chief Executive Officer | Document Owner: | Alexander Mueller |
WARNING! – UNCONTROLLED WHEN PRINTED! – THE ORIGINAL/LATEST/CURRENT VERSION OF THIS DOCUMENT IS KEPT IN THE I.T.S POLICY AND PROCEDURES MANUAL LOCATED IN THE STAFF PORTAL.
01. OBJECTIVE
This policy outlines the procedures and guidelines for Intelligent Training Solutions (I.T.S) staff working at the administration office in Riddells Creek, Reservoir, and for trainers and assessors working on-site or in-vehicles with I.T.S students during intense weather conditions, including extreme heat, fire danger, and strong winds.
02. SCOPE
This policy applies to all employees of I.T.S, including full-time, part-time, and contract staff.
03. DEFINITIONS
| I.T.S | Intelligent Training Solutions |
GENERAL INFORMATION
- Where possible and safe to do so, staff must communicate with the I.T.S management team to discuss the best course of action in accordance with these policy recommendations. If members of the management team are unavailable or uncontactable, staff are encouraged to make decisions based on the guidelines within this policy, prioritising their personal safety above all. Staff should ensure they make contact with a member of the management team as soon as possible to ensure all staff are accounted for.
- Staff monitoring seeking to monitor weather situations are encouraged to use the CFA (cfa.vic.gov.au) and BOM (http://www.bom.gov.au/vic/forecasts) websites daily to determine the fire danger and wind rating for the area they are required to work in. Staff are also required encouraged to tune in to Emergency Radio broadcasts such as ABC Melbourne 774AM.
- In the event of a power failure (no phones or internet), a battery-operated transistor radio should be used if available.
WIND RATINGS
Intelligent Training Solutions recommends the implementation of the following wind ratings system:
| CLASSIFICATION | KM/H | EFFECT ON LAND |
| LIGHT | < 1km/h | – Smoke rises vertically |
| 2km/h to 5km/h | – Smoke drift indicates wind direction | |
| 6km/h to 10km/h | – Leaves rustle; wind felt on face | |
| 11km/h to 19km/h | – Leaves and twigs constantly moving | |
| MODERATE | 20km/h to 25km/h | – Dust and loose paper become airborne. Leaves on branches move. |
| 26km/h to 33km/h | – Small branches may move, small tress with leaves begin to sway | |
| STRONG | 34km/h to 40km/h | – Larger tree branches moving, phone lines may whistle, empty plastic bins (220ltr) can blow over, garden furniture or trampoline blow over. |
| EXTREME | 41km/h to 74km/h | – Whole trees or large branches moving, wind difficult to walk against. Branches break off trees, construction signs and barricades blow over |
| 75KM/H to > 100km/h | – Minor damage to buildings, trees uprooted, considerable structural damage to buildings, widespread damage |
04. ADMINISTRATION OFFICE (RIDDELLS CREEK/RESERVOIR)
4.1 BACKGROUND
The administration office of I.T.S is situated in a rural area in Mount Macedon, Victoria, surrounded by local Gum Trees and bush land. The primary weather-related hazards are falling tree branches, falling trees, and the risk of bush or grass fires.
4.1 PROCEDURE
- Where possible and safe to do so, staff must communicate with the I.T.S management team to discuss the best course of action in accordance with these policy recommendations. If members of the management team are unavailable or uncontactable, staff are encouraged to make decisions based on the guidelines within this policy, prioritising their personal safety above all. Staff should ensure they make contact with a member of the management team as soon as possible to ensure all staff are accounted for.
- Staff monitoring seeking to monitor weather situations are encouraged to use the CFA (cfa.vic.gov.au) and BOM (http://www.bom.gov.au/vic/forecasts) websites daily to determine the fire danger and wind rating for the area they are required to work in. Staff are also required encouraged to tune in to Emergency Radio broadcasts such as ABC Melbourne 774AM.
- In the event of a power failure (no phones or internet), a battery-operated transistor radio should be used if available.
4.2.1 EXTREME HEAT AND FIRE DANGER RATINGS
- Staff must monitor the CFA (cfa.vic.gov.au) and BOM (http://www.bom.gov.au/vic/forecasts) websites daily to determine the fire danger and wind rating for the ‘CENTRAL’ area, specifically the Macedon Ranges.
- On CATASTROPHIC fire danger days in CENTRAL VICTORIA, all staff are to work remotely.
- On EXTREME fire danger days in CENTRAL VICTORIA, staff who must travel through bushfire risk areas, and who have no alternative travel route are to work remotely.
- On days with fire danger ratings under Extreme, staff attend work as normal.
4.2.2 STRONG & POTENTIALLY DAMAGING WINDS
- On days when the wind rating in Riddells Creek is anticipated to reach or exceed STRONG winds, staff at the administrative office are required to monitor wind conditions hourly and collectively determine whether to evacuate the office, opting instead to work remotely either in the main building on the property or at an off-site location.
REASON: Given that wind conditions can be unpredictable and may not always align with forecasts from the CFA or BOM websites or apps, it is crucial for staff to vigilantly monitor the situation. Prioritising safety, staff should use their discretion to decide when to evacuate the administrative building. The Management Team of Intelligent Training Solutions will fully support the team’s decision to work remotely if safety is at risk. Additionally, the organisation will respect and support the decision of an individual staff member, even if it differs from the collective decision, emphasising our commitment to individual safety and judgment.
05. ON-SITE TRAINING (CLIENT’S PREMISES)
5.1 EXTREME HEAT AND FIRE DANGER RATINGS
- On days classified as EXTREME or higher in fire danger ratings Intelligent Training Solutions will either cancel the course or seek to relocate it to an area with a fire danger rating lower than EXTREME.
- If trainers and assessors are required to travel through areas with an EXTREME fire danger rating and no safer alternative routes are available, Intelligent Training Solutions will either cancel the course or endeavor to relocate it to a location with a fire danger rating lower than EXTREME..NOTE: In instances where a course is cancelled due to fire weather conditions, ITS trainers are required to offer clients the option to complete theoretical components of the course through remote learning and arrange for the practical activities to be rescheduled at a future date.
- On days when the fire danger rating is classified as anything under Extreme, staff are to attend work as normal.
5.2 STRONG & POTENTIALLY DAMAGING WINDS
- On days with wind ratings classified as STRONG or higher, trainers and assessors are advised to plan accordingly and avoid conducting classes outdoors, with courses like ‘Working at Heights’ being moved indoors or postponed to prevent risk of injury to staff, students, or the public.
5.3 STAFF TRAVEL IN STRONG, POTENTIALLY DAMAGING WINDS, HEAVY DOWNPOURS, HAILSTORMS, AND FLOODS
- Trainers and assessors are encouraged to meticulously plan their travel to and from sites and training locations, keeping in mind that adverse weather conditions, especially higher wind speeds, heavier rainfall, hailstorms, floods, and lower humidity, have been associated with an increased risk of severe crashes and driving hazards.**Sourced from the NSRPP
- Intelligent Training Solutions advises that staff travel only during periods with MODERATE or lower wind ratings, and in instances of strong winds, staff are required to conduct a thorough risk analysis of their intended route to identify potential dangers to themselves, their vehicles, or the public, with the expectation to seek alternative routes or delay travel if significant risks are identified.Example 1: When traveling on rural roads surrounded by trees, a STRONG wind rating significantly increases the risk of injury to staff, students, or the general public; thus, staff members should either seek an alternative travel route or find a safe location to wait until the strong wind conditions subside before resuming their journey.
Example 2: When traveling on well-structured roads or freeways clear of bushland or trees, such as the Monash Freeway, a STRONG wind rating presents a lower risk of injury to staff, students, and the general public; therefore, travel is permissible under these conditions, provided that staff continuously monitor their surroundings and are ready to find a safe location to wait if strong winds escalate and safety becomes a concern.
- In the event of a forecasted extreme weather event such as hailstorms, floods, or heavy rain, staff are required to monitor the weather throughout the previous day and on the morning of work. During hailstorms or heavy rain, staff should delay travel and wait for the weather to improve before proceeding. If encountering floods or flooded roads, staff should seek alternative routes. If no safe alternative route is available, staff must contact their manager to arrange an alternative plan or postpone the course.The safety of our staff is paramount, so always prioritise personal safety and exercise caution during severe weather conditions.
- If encountering floods or flooded roads during the working day, staff should seek alternative routes of travel. If no safe alternative route is available, staff must contact their manager to arrange an alternative plan or postpone the course.
06. IN-VEHICLE TRAINING (ON-ROAD)
6.1 EXTREME HEAT AND FIRE DANGER RATINGS
- For all in-vehicle training days, including BUS, Driving Instruction, and Heavy Vehicle Training, on days where the fire danger rating is classified as EXTREME or higher trainers should either cancel the practical driving event or, if it is safe, limit the training to low-risk environments such as suburban streets and locations where the fire danger risk is considerably lower.
- Intelligent Training Solutions will cancel practical training sessions if trainers are required to travel through an area classified as EXTREME or higher in fire danger particularly when no safer alternative travel routes are available.
6.2 STAFF TRAVEL IN STRONG, POTENTIALLY DAMAGING WINDS, HEAVY DOWNPOURS, HAILSTORMS, AND FLOODS
- Trainers and assessors are encouraged to meticulously plan their training sessions on-road, keeping in mind that adverse weather conditions, especially higher wind speeds, heavier rainfall, and lower humidity, have been associated with an increased risk of severe crashes and driving hazards.*
*Sourced from the NSRPP
- Intelligent Training Solutions advises that staff travel on-road only during periods with MODERATE or lower wind ratings, and in instances of STRONG winds, staff are required to conduct a thorough risk analysis of their intended route to identify potential dangers to themselves, their vehicles, or the public, with the expectation to seek alternative routes or delay travel if significant risks are identified.
Example 1: When traveling on rural roads surrounded by trees, a STRONG wind rating significantly increases the risk of injury to staff, students, or the general public; thus, staff members should either seek an alternative travel route or find a safe location to wait until the strong wind conditions subside before resuming their journey.
Example 2: When traveling on well-structured roads or freeways clear of bushland or trees, such as the Monash Freeway, a STRONG wind rating presents a lower risk of injury to staff, students, and the general public; therefore, travel is permissible under these conditions, provided that staff continuously monitor their surroundings and are ready to find a safe location to wait if strong winds escalate and safety becomes a concern.
- In the event of a forecasted extreme weather event such as hailstorms, floods, or heavy rain, staff are required to monitor the weather throughout the previous day and on the morning of work. During hailstorms or heavy rain, staff should delay travel/training and wait for the weather to improve before proceeding. If encountering floods or flooded roads, staff should seek alternative routes. If no safe alternative route is available, staff must contact their manager to arrange an alternative plan or postpone the course.
The safety of our staff and students is paramount, so always prioritise personal safety and exercise caution during severe weather conditions.
- If encountering floods or flooded roads during the working day, staff should seek alternative routes of travel. If no safe alternative route is available, staff must contact their manager to arrange an alternative plan or postpone the course.
07. RESPONSIBILITY
- All staff are responsible for adhering to this policy.
- All staff are responsible for the review and contribution of this policy. If at any time, there are concerns regarding this policy or procedure, a consultation safety meeting must be held within 7 days of the concern being raised.
- The Management Team will support decisions made for safety.
08. NON-COMPLIANCE WITH THIS POLICY
- Non-compliance with this policy may result in disciplinary action.
09. PROCEDURE NOTES AND EXPLANATIONS
Nil
10. POLICY APPROVAL AND PUBLICATION
This policy has been approved for publication by the Chief Executive Officer, Alexander Mueller.
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SIGNATURE | DATE: 23/07/2024
REVISION HISTORY
POLICY DOCUMENTATION REGISTER
| ION | DATE | DOCUMENT VERSION | DESCRIPTION OF MODIFICATION |
| 1 | February 2024 | 2024.DRAFT |
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| 2 | July 2024 | 2024.1 |
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| 3 | July 2024 | 2024.2 |
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END POLICY & PROCEDURE