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Operation Wallacea BS8848 Compliance Document Malawi 2019 Contents 1. Introduction ........................................................................................................................ 3 2. Structure of the expeditions ................................................................................................. 3 3. The Venture ........................................................................................................................ 3 3.1 The venture provider ...................................................................................................................... 3 3.2 Purpose for the venture .................................................................................................................. 3 3.3 Planning the venture ...................................................................................................................... 4 3.4 Permissions ................................................................................................................................... 5 3.5 Finance .......................................................................................................................................... 5 3.6 Venture continuity .......................................................................................................................... 6 3.7 Contingency, incident and emergency planning ............................................................................. 6 3.8 Communication ............................................................................................................................. 8 3.9 Insurance ..................................................................................................................................... 10 4. Risk management ......................................................................................................... 11 4.1 Safety policy ................................................................................................................................ 11 4.2 Risk assessment and management system ................................................................................... 12 4.3 Risk management in the venture planning .................................................................................... 13 4.4 Risk management during a venture .............................................................................................. 14 4.5 The participants’ role in risk management .................................................................................... 14 5. People ............................................................................................................................. 15 5.1 Venture leader, leadership team and support personnel ............................................................... 15 5.2 Identification of potential participants ........................................................................................... 18 5.3 Stakeholders ................................................................................................................................ 19 5.4 Supervision and staffing ratios ..................................................................................................... 20 5.5 Induction and training .................................................................................................................. 23 5.6 Information to participants to enable informed consent ................................................................ 25 5.7 Legal framework and contracts ..................................................................................................... 26 6. Venture elements .............................................................................................................. 29 6.1 Overall accountability ................................................................................................................... 29 6.2 Third party provider ...................................................................................................................... 29 6.3 Travel ........................................................................................................................................... 30 Last updated: 12 February 2019 Opwall BS8848 Compliance Document Malawi 2019 1 6.4 Accommodation ........................................................................................................................... 31 6.5 Environment: physical and cultural ............................................................................................... 31 6.6 Venture activities .......................................................................................................................... 32 6.7 Medical ........................................................................................................................................ 32 6.8 Equipment ................................................................................................................................... 36 7. Review ............................................................................................................................. 37 7.1 Venture reviews ............................................................................................................................ 37 7.2 Management system reviews ....................................................................................................... 37 8. Claim of conformity by the venture provider ....................................................................... 38 Last updated: 12 February 2019 Opwall BS8848 Compliance Document Malawi 2019 2 1. Introduction This document identifies how the Operation Wallacea expeditions to Malawi meet the requirements of BS8848 – specification for the provision of visits, fieldwork, expeditions and adventurous activities, outside the United Kingdom. This standard was published by the British Standards Institute in 2007 and updated in 2014 and allows for self-certification to the standard by preparation of reports such as this one. This document goes through the BS8848 specification clause by clause and describes how the standards required are met and in many cases exceeded by the expedition management. The first two sections of the Standard cover scope and definitions, so this compliance document starts with section 3 and includes all the remaining clauses. The BS8848 clauses are reproduced in italics. Section 2 of this document describes the structure of the 2019 expeditions. 2. Structure of the expeditions See web site pages on Malawi (www.opwall.com, navigate the high schools/ locations/ Malawi) and in particular the schools’ booklet for details of the itinerary and activities being completed by the schools. 3. The Venture 3.1 The venture provider Each venture shall have one venture provider who shall be accountable for all elements of the venture. Operation Wallacea, Wallace House, Old Bolingbroke, Spilsby, Lincolnshire, UK are the venture provider. 3.2 Purpose for the venture The venture provider shall: a. ensure that the purpose, aim and objectives of the venture are clearly defined; See schools booklet for a description of the survey objectives b. ensure that all venture activities are identified and support the overall purpose of the venture; See schools booklet for a description of the survey objectives c. in advance of the venture, agree the aim and objectives with, or communicate them to, the leadership team, potential participants and any stakeholders (as identified in accordance with 5.3); Each school will be emailed by the Opwall Malawi County Manager, around February/March 2019 with a link to a training portal which contains web pages and videos describing exactly what the group will be doing, the facilities at each site, the transport around the expedition sites, the leadership team, kit list, vaccinations, health and safety issues etc. The lead teacher will be asked to forward the link to all the group members and their parents or if they so wish the Opwall Country Manager will do this on their behalf. The idea is that all the group members and their parents can watch the training material at their leisure so all are briefed. There is a feedback mechanism within Last updated: 12 February 2019 Opwall BS8848 Compliance Document Malawi 2019 3 the Opwall portal that enables the Country Manager to see which members of the group have logged onto the training material so those who have not watched it can be chased with a reminder to do so. d. in the pre-venture literature, present the nature of the venture activities, the amenities and the facilities to be used during the venture in a clear, accurate and accessible format to the leadership team and all participants (and other stakeholders on request). Details given in the brochure and during initial joining presentation. Additional information available on the web site (www.opwall.com) and from the training portal. e. Provide the name of venture provider and contact details Operation Wallacea, Wallace House, Old Bolingbroke, Lincolnshire, PE23 4EX, England Tel: +44 1790 763194 Fax: +44 1790 763825 Email: [email protected] 3.3 Planning the venture 3.3.1 Planning shall be carried out by the venture provider to ensure compatibility with the purpose of the venture, the abilities of the leadership team and participants, and the activities that are to be undertaken during the venture. Budgets and operations plans will be prepared in detail January 2019 and updated every month prior
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