Extreme Weather and Catastrophic Events Policy

Extreme Weather and Catastrophic Events Policy

This policy sets out the requirements for providing safe participation in School Sport Victoria (SSV) events during extreme weather and/or catastrophic events.

Detail

School Sport Victoria (SSV) is responsible for the organisation and administration of school sport for members schools at the Primary and Secondary level. SSV currently conducts Championships and Team Vic trials in a number of sports at both Primary and Secondary levels.

Related Policies

• 1. Safe Participation in Sport
• 2. DE Risk Management for schools
• 3. DE Heat Health
• 4. DE Excursions

Guidance

Part A - Ultraviolet Exposure and Heat Illness

Sport and physical activity are high-risk settings for heat illness and sunburn, especially amongst adolescents. Sunburn during adolescence increases the risk of skin cancer later in life; and heat illness can progress to heat stroke, which is potentially life threatening. With climate change, the risk of UV overexposure and heat illness is likely to increase. When UV levels reach 3 and above sun protection is required. At this level UV can damage skin and eyes and lead to skin cancer. The risk of heat illness increases with increasing temperature and humidity. From September to April the UV Index forecast for the day is usually 3 or above. SSV events may be conducted during high-risk times and at locations where overexposure to UV and heat illness can occur.

When high-risk conditions are identified please consider the following:

1. Rule modifications

• Limit duration and intensity of warm-up activities and playing time.
• Increase rest breaks and opportunities to seek shade and re-hydrate.
• Use player and official interchange and substitution more frequently than usual.
• Activities start earlier in the morning or later in the evening, where practical.
• Officials, coaches and senior members act as role models by wearing sun-protective clothing and hats, applying sunscreen and seeking shade wherever possible.

2. Shade

• Undertake an assessment of existing shade at commonly used outdoor venues.
• Encourage participants to rest in shaded areas when not actively playing (e.g. for player interchange, marshalling, presentations, spectator areas) or between individual events.
• Participants and officials rotate to cooler, shaded areas.
• Where there is insufficient shade at sports venues, schools are notified to bring their own temporary shade (e.g. marquees or umbrellas).

3. Air Flow

• Open doors and windows to maximise airflow at indoor venues.
• Make spaces with air-conditioning or fans available to high-risk participants.

4. Clothing

• Sports uniforms should be made from UPF (UV protection factor) 50+ materials and have long sleeves and a collar.
• Wide-brimmed or legionnaire-style hats should be included as part of the on-and off-field uniform.
• Caps and visors do not provide adequate sun protection to the face and neck.
• It is advised that Australian standard wraparound sunglasses be worn (ASNZS 1067:2003).
• Staff and officials should act as role models by wearing sun-protective clothing.

5. Sunscreen

• SPF 50 broad-spectrum, water resistant sunscreen should be available.
• Sunscreen is stored below 30c and replaced once it is past it's use by date.
• Participants are encouraged to apply a generous amount of sunscreen (the equivalent of one teaspoon per limb) 20 minutes before going outside and to reapply every two hours or immediately after swimming or towelling dry.

6. Hydration

• All participants (including officials and coaches) are encouraged to bring their own clearly labelled drink bottle.
• Ensure cool drinking water is available at venues.
• Encourage all participants to be well hydrated before participating.
• Provide flexible drink breaks.
• Individuals are permitted to drink between breaks at their own discretion.

7. Education and information

• Be aware of local UV levels and the times sun protection is required.
• Where possible, event programs and announcements include UV protection and heat illness prevention messages.

8. First aid

• Includes a supply of SPF 30 or higher broad spectrum, water resistant sunscreen.
• Trained first aid personnel should be present at training and events.
• Participants feeling discomfort or distress are monitored and evaluated.
• Ice, fans and water spray bottles are available as cooling aids.

9. Individual risk factors

• Information on participants' medical conditions and medical history are held by the team's supervising teacher.
• A record of injuries (including heat illness is held).
• To ensure safe participation consider participants' age, fitness, skin characteristics, acclimatisation, gender and medical conditions.
• If in doubt, an individual is advised to see a medical professional for clearance to participate.

10. Modification and Cancellation of Competitions

Where extreme weather conditions affect SSV activities that can vary from extreme heat to extreme cold. The SSV event convenor will give consideration to:

• the extreme weather policy provided by the government recognised peak sporting body for that sport (ie State and National Sporting Organisations)
• the health & safety of participants: and
• DE Heat Health Policy

For a comprehensive guide to UV exposure and heat illness or for more information about providing safe environments for physical activity visit www.sunsmart.com.au or www.smartplay.com.au.

Part B - Catastrophic Events

A catastrophic event may be categorised by:

• Extreme weather eg bushfires, floods, extreme heat.
• Accident eg involving multiple vehicle.
• Public health eg epidemic or worldwide pandemic.

SSV may, during these events, may find it necessary to:

• Change venues
• Postponement
• Cancellation

Any or all of the above may happen due to:

• A local council or community venue is no longer suitable for play due to water inundation, the effects of drought or loss due to bushfires.
• Advice from DE Emergency Management.
• Advice from IRIS alerts.
• Advice from EPA Air Watch.
• Advice from Police and/or Emergency Services.
• Advice from Department of Health and Victorian Chief Health Officer.

When high-risk conditions and/or catastrophic events are identified, the following may happen:

1. Change of Venue

• State Programs Officer and/or Region School Sport Officers will notify schools if a change of venue is required.
• National Programs Manager will notify individuals involved in Team Vic trials if a change of venue is required.
• All attempts will be made to notify schools as soon as SSV has been advised by the relevant Local Council or community venue.
• Change of venue will be posted on the SSV website, and schools notified via email, text or phone calls.

2. Postponement

In the event of a thunderstorm occurring before or during an event outdoors, the 30/30 rule will apply ie:

Thunderstorm Safety Process (30/30 Rule)

1. Lightning Detection: If there is 30 seconds or less between the sighting of lightning and hearing the thunder, the field of play must be cleared immediately.
2. Waiting Period: Remain clear of the field for 30 minutes.
3. Assessment: The situation will be assessed by the Convener after 30 minutes.
4. Extension: If there are subsequent episodes of lightning and thunder of 30 seconds or less within that time, a further 30 minutes will be added to the postponement time.

National Programs Manager, State Programs Office and/or Region School Sport Officers may be required to postpone events due to:

• Very wet and/or electrical storms.
• Code RED IRIS alert.
• Advice from DE Emergency Management.
• Advice from EPA Air Watch indicating the air quality is 'Very Poor' or 'Hazardous'.
• Advice from Department of Health and Victorian Chief Health Officer.

If advice is received before the SSV competition or Team Vic trials, SSV will make every effort to advise schools involved as soon as possible through alerts on the SSV website, email, texts and phone calls. If a competition or trial is required to be postponed once started, the decision to postpone will be made in consultation with the Convener, umpires, referees, teachers and SSV office. Conveners, umpires, teachers and students must comply with any directions given by police and emergency services personnel. SSV must be notified immediately in these circumstances. SSV will make every effort to re-schedule the event that suits the schools involved. A re-scheduled date will be posted on the SSV website, and schools notified via email, text or phone calls.

3. Cancellation

• Cancellation will only occur in extreme circumstances, or where the sport cannot be played in a reasonable and safe environment.
• Every effort will be made to re-schedule a competition rather than cancelling it.
• National Programs Manager, State Programs Office and/or Region School Sport Officers may be required to cancel events, at very short notice, due to:
• Very wet and/or electrical storms.
• Code RED IRIS alert.
• Advice from DE Emergency Management.
• Advice from EPA Air Watch indicating the air quality is Very Poor' or 'Hazardous'.
• Advice from Department of Health and Victorian Chief Health Officer.

If advice is received before the SSV competition or Team Vic trials, SSV will make every effort to advise schools involved as soon as possible through alerts on the SSV website, email, texts and phone calls. If a competition is required to be cancelled once started, the decision to cancel will be made in consultation with the Convener, umpires, referees, teachers and SSV office. Refer to the Rules of the sport to determine is a winner can be decided. Conveners, umpires, teachers and students must comply with any directions given by police and emergency services personnel. SSV must be notified immediately in these circumstances.

This policy applies to all SSV Levels of Competition (District, Division, Region and State).