ADMINISTRATION GUIDELINES 2013 The VACSWIM administration Guidelines are in the process of being updated to a more user friendly version. We understand this is a difficult document and have sought to make a version that will be easier to use. This is not completely finished so we are unable to publish this version to the web at this stage, although we hope to have it up within the next week or so. The version attached is a copy of the 2012 Administration guidelines rebadged. If you find any references to 2012 program you will understand why. We have not made changes to the administration or class ratios/sizes, staffing or breaks in the new version, so this remains unchanged. All emergency protocols still apply. You will receive an administration guideline in hard copy format prior to the program commencement. Please read the front section in full to page 15 and then refer to areas that need more clarification. We will refer to this document in our teleconference. Any questions, please contact the VACSWIM office as soon as possible. Noreen Gaudry

ADMINISTRATION GUIDELINES VACSWIM 2013

Prepared by YMCA of South Australia

8200 2525

UPDATED: November 2011

Page i

1. INTRODUCTION AND OVERVIEW ........................................................................................................................ 5

2. AIMS AND OBJECTIVES OF VACSWIM ................................................................................................................ 15

2.1 AIM ...................................................................................................................................................................... 15 2.2 OUTCOMES .......................................................................................................................................................... 15

3. PLANNING CONSIDERATIONS ............................................................................................................................ 15

3.1 PARTICIPANTS ...................................................................................................................................................... 15 3.2 LOCATIONS .......................................................................................................................................................... 15 3.3 PROGRAM DATES .................................................................................................................................................. 15 3.4 PROGRAM FEES .................................................................................................................................................... 16 3.5 PROGRAM CONTENT.............................................................................................................................................. 16 3.6 CLASS TIMES AND DURATION .................................................................................................................................. 17 3.7 STAFFING ............................................................................................................................................................ 18

4. PROGRAM MANAGEMENT ................................................................................................................................ 18

4.1 YMCA OF SOUTH AUSTRALIA .................................................................................................................................. 18 4.2 ROLE OF VACSWIM OFFICE................................................................................................................................... 18 4.3 ROLE OF ADVISERS/REGIONAL COORDINATORS ........................................................................................................... 18 4.4 ROLE OF INSTRUCTORS IN CHARGE ........................................................................................................................... 19 4.5 COMMUNICATIONS AND SUPPORT ............................................................................................................................ 19 4.6 ADMINISTRATIVE SUPPORT FOR INSTRUCTORS IN CHARGE ............................................................................................. 19 4.7 COMMUNICATION WITH LOCATION AUTHORITIES ........................................................................................................ 19 4.8 SCHOOL POOL LOCATIONS ...................................................................................................................................... 19 4.9 MEETING OF INSTRUCTORS ..................................................................................................................................... 20 4.10 MEETING AGENDA ................................................................................................................................................ 20

5. ENROLMENT ..................................................................................................................................................... 20

5.1 ENROLMENT NUMBERS .......................................................................................................................................... 20 5.2 ENROLMENT BOOKLETS .......................................................................................................................................... 20 5.3 ENROLLING CHILDREN ............................................................................................................................................ 21 5.4 ON-LINE AND POSTAL ENROLMENTS ......................................................................................................................... 21 5.5 POSTAL ENROLMENT PROCEDURE ............................................................................................................................ 21 5.6 ENROLMENT AT THE LOCATIONS BY VACSWIM STAFF ON DESIGNATED DATES AND TIMES ................................................ 22 5.7 LATE ENROLMENTS ................................................................................................................................................ 22 5.8 PREPARATION FOR ENROLMENT DAYS AT THE LOCATION .............................................................................................. 23 5.9 PROCEDURE FOR ENROLLING PARTICIPANTS AT THE LOCATION ....................................................................................... 24 5.10 ONGOING ENROLMENTS AT PUBLIC / COMMUNITY SWIMMING POOLS ........................................................................... 25 5.11 ACCEPTING ENROLMENTS BEFORE ADVERTISED ENROLMENT DATES ............................................................................... 25 5.12 COLLECTION AND BANKING OF ENROLMENT AND OTHER FEES ....................................................................................... 26 5.13 LOST, STOLEN, UNRECONCILED MONIES .................................................................................................................... 27 5.14 REFUNDS ............................................................................................................................................................. 27 5.15 TRANSFER OF PARTICIPANTS BETWEEN LOCATIONS ...................................................................................................... 27 5.16 CHILDREN WITH A DISABILITY .................................................................................................................................. 28 5.17 COLLECTION OF MONEY BY VOLUNTEERS ................................................................................................................... 29

6. INSTRUCTION OF PARTICIPANTS ....................................................................................................................... 29

6.1 INTRODUCTION ..................................................................................................................................................... 29 6.2 PROFICIENCY OF STAFF ........................................................................................................................................... 29 6.3 PRE-TEST PARTICIPANTS ON THE FIRST DAY ................................................................................................................ 29 6.4 PREPARATION OF ATTENDANCE ROLLS ...................................................................................................................... 30 6.5 USE OF MEDICAL INFORMATION .............................................................................................................................. 31 6.6 ASTHMA MANAGEMENT PLAN ................................................................................................................................ 31 6.7 INSTRUCTION OFFERED AT LOCATIONS ...................................................................................................................... 31 6.8 RLSSA SWIM AND SURVIVE .................................................................................................................................... 32 6.9 SLSSA AWARDS ................................................................................................................................................... 32 6.10 LEVELS OF INSTRUCTION ......................................................................................................................................... 33 6.11 INSTRUCTING CLASSES............................................................................................................................................ 33 6.12 USE OF ASSISTANT INSTRUCTORS ............................................................................................................................. 33 6.13 STAFFING RATIOS .................................................................................................................................................. 34

Page ii

6.14 POOL SPACE......................................................................................................................................................... 35 6.15 SHALLOW WATER .................................................................................................................................................. 35 6.16 INSTRUCTION OF BEGINNERS ................................................................................................................................... 35 6.17 INSTRUCTION OF BEGINNERS ON COLD DAYS OR IN COLD WATER ................................................................................... 35 6.18 REST PERIODS ...................................................................................................................................................... 36 6.19 RESPONSIBILITY TO START ON TIME .......................................................................................................................... 36 6.20 INSTRUCTOR ATTIRE .............................................................................................................................................. 36

7. STAFFING .......................................................................................................................................................... 36

7.1 STAFFING ALLOCATION ........................................................................................................................................... 36 7.2 ADDITIONAL INSTRUCTORS ...................................................................................................................................... 37 7.3 OVER STAFFED LOCATIONS ..................................................................................................................................... 38 7.4 EQUITY ............................................................................................................................................................... 38 7.5 ATTENDANCE OF INSTRUCTORS ................................................................................................................................ 38 7.6 VOLUNTEERS ........................................................................................................................................................ 39

8. EQUIPMENT ...................................................................................................................................................... 39

8.1 AQUATIC EQUIPMENT ............................................................................................................................................ 39 8.2 SAFETY EQUIPMENT ............................................................................................................................................... 39 8.3 SHORTAGE OF EQUIPMENT ...................................................................................................................................... 40 8.4 HIRE OF EQUIPMENT ............................................................................................................................................... 40 8.5 IMPROVISING WITH EQUIPMENT .............................................................................................................................. 40 8.6 LOST, STOLEN OR DAMAGED EQUIPMENT .................................................................................................................. 40 8.7 PARTICIPANTS USING THEIR OWN EQUIPMENT ........................................................................................................... 40

9. CONDITIONS OF EMPLOYMENT & DUTIES ......................................................................................................... 40

9.1 INTRODUCTION ..................................................................................................................................................... 40 9.2 ADVISERS/REGIONAL COORDINATORS ....................................................................................................................... 41 9.3 INSTRUCTORS IN CHARGE........................................................................................................................................ 41 9.4 INSTRUCTORS ....................................................................................................................................................... 43 9.5 ASSISTANT INSTRUCTORS ........................................................................................................................................ 43 9.6 PRIVACY POLICY .................................................................................................................................................... 43

10. EMPLOYMENT QUALIFICATIONS ................................................................................................................... 44

10.1 REQUIRED BY ALL PERSONS INSTRUCTING RLSSA SWIM AND SURVIVE ............................................................................. 44 10.2 REQUIRED BY ALL PERSONS INSTRUCTING SLSSA AWARDS ............................................................................................. 45

11. HEALTH AND SAFETY ..................................................................................................................................... 45

11.1 INTRODUCTION ..................................................................................................................................................... 45 11.2 HEALTH ............................................................................................................................................................... 45 11.3 SICKNESS AND ACCIDENT ........................................................................................................................................ 46 11.4 WORKERS COMPENSATION ..................................................................................................................................... 46 11.5 SUN SMART / HOT WEATHER POLICY ....................................................................................................................... 47 11.6 DEEP / SHALLOW WATER ....................................................................................................................................... 47 11.7 SAFETY ................................................................................................................................................................ 48 11.8 CANCELLATION OF CLASSES ..................................................................................................................................... 49 11.9 BEACHES ............................................................................................................................................................. 49 11.10 LOCATIONS OPERATING MORE THAN ONE SITE ...................................................................................................... 50 11.11 DIVING ........................................................................................................................................................... 50 11.12 JETTY JUMPING ................................................................................................................................................. 50 11.13 BEGINNERS ...................................................................................................................................................... 50 11.14 PRECAUTIONS IN FIRST AID AND RESUSCITATION ..................................................................................................... 50 11.15 RISK MANAGEMENT / SAFETY ............................................................................................................................. 51

12. BEHAVIOUR PROTOCOL ................................................................................................................................. 51

12.1 CODE OF BEHAVIOUR - PARTICIPANTS ....................................................................................................................... 51 12.2 CODE OF BEHAVIOUR – STAFF ................................................................................................................................. 52

13. PROBLEMS AND ISSUES ................................................................................................................................. 52

13.1 DEALING WITH PROBLEMS ...................................................................................................................................... 52 13.2 GRIEVANCE PROCEDURES ....................................................................................................................................... 53

14. EMERGENCIES ............................................................................................................................................... 53

Page iii

14.1 INTRODUCTION ..................................................................................................................................................... 53 14.2 EMERGENCY PROCEDURES AND INFORMATION ........................................................................................................... 53 14.3 CHECKLIST OF PROCEDURES .................................................................................................................................... 54 14.4 EMERGENCY INFORMATION FORM ........................................................................................................................... 55 14.5 EMERGENCY PROCEDURES FORM ............................................................................................................................. 56 14.6 EMERGENCY PROCEDURES CHECKLIST FORM .............................................................................................................. 57

15. ACCIDENT / INCIDENT PROCEDURES ............................................................................................................. 58

15.1 INTRODUCTION ..................................................................................................................................................... 58 15.2 MINOR ACCIDENTS / INCIDENTS .............................................................................................................................. 58 15.3 SERIOUS ACCIDENTS / INCIDENTS ............................................................................................................................. 58 15.4 EMERGENCY PROCEDURES ...................................................................................................................................... 58 15.5 DEALING WITH PARENTS ......................................................................................................................................... 58 15.6 REPORTING THE INCIDENT ....................................................................................................................................... 58 15.7 DEALING WITH THE MEDIA ..................................................................................................................................... 59 15.8 STAFF ASSISTANCE, SUPPORT AND COUNSELLING ........................................................................................................ 59

16. MARKETING .................................................................................................................................................. 60

16.1 GENERAL MARKETING ............................................................................................................................................ 60 16.2 ADVERTISING ....................................................................................................................................................... 61 16.3 RESPONDING TO THE MEDIA ................................................................................................................................... 61 16.4 SERVICE AWARDS .................................................................................................................................................. 62

17. CUSTOMER SERVICE ...................................................................................................................................... 62

17.1 PRIOR TO THE PROGRAM ........................................................................................................................................ 62 17.2 DURING THE PROGRAM .......................................................................................................................................... 62 17.3 HEALTH AND SAFETY REQUIREMENTS ........................................................................................................................ 62 17.4 CONCLUSION OF THE PROGRAM ............................................................................................................................... 62

18. EVALUATION OF VACSWIM ........................................................................................................................... 63

18.1 INTRODUCTION ..................................................................................................................................................... 63 18.2 EVALUATION REPORTS ON INSTRUCTORS ................................................................................................................... 63 18.3 EVALUATION REPORT ON INSTRUCTOR IN CHARGE ....................................................................................................... 63 18.4 EVALUATION BY FAMILIES ....................................................................................................................................... 63 18.5 EVALUATION BY VACSWIM LOCATION MANAGERS AND AUTHORITIES ........................................................................... 63 18.6 COLLECTION OF EVALUATION INFORMATION .............................................................................................................. 63

19. PREPARATION OF PAY CLAIMS ...................................................................................................................... 64

19.1 INTRODUCTION ..................................................................................................................................................... 64 19.2 PAYMENT OF STAFF ............................................................................................................................................... 64 19.3 PROCESSING OF PAY CLAIM FORMS .......................................................................................................................... 64 19.4 ADDITIONAL ADMINISTRATION COSTS ....................................................................................................................... 65 19.5 PAYMENTS TO STAFF ............................................................................................................................................. 65

20. THE LAST DAY ................................................................................................................................................ 65

20.1 INSTRUCTION AS USUAL ......................................................................................................................................... 65 20.2 PARTIES AND OTHER ACTIVITIES ............................................................................................................................... 65 20.3 INSTRUCTOR IN CHARGE ......................................................................................................................................... 65 20.4 INSTRUCTORS ....................................................................................................................................................... 66 20.5 ASSISTANT INSTRUCTORS ........................................................................................................................................ 66 20.6 FINAL RETURNS – IC FINAL RETURN BOOKLET ...................................................................................................... 66 20.7 RLSSA-SA AND SLSSA MATERIALS ........................................................................................................................ 67 20.8 SPONSOR / VACSWIM SIGNAGE ............................................................................................................................ 67

21. ROYAL LIFE SAVING SOCIETY SOUTH AUSTRALIA (RLSSA) .............................................................................. 67

21.1 PROCEDURES........................................................................................................................................................ 67 21.2 MANUALS ........................................................................................................................................................... 67 21.3 AWARDS ............................................................................................................................................................. 67 21.4 CLAIMING LOWER AWARDS .................................................................................................................................... 68 21.5 FEES FOR AWARDS ................................................................................................................................................ 68 21.6 SUITABILITY OF VENUE ........................................................................................................................................... 69 21.7 ASSESSMENT – EXAMINING ..................................................................................................................................... 69 21.8 BRONZE AWARDS ................................................................................................................................................. 69

Page iv

21.9 HIGHER AWARDS .................................................................................................................................................. 69 21.10 EXAMINATION SUMMARY SHEETS ........................................................................................................................ 71 21.11 EXAMINATION THEORY PAPERS............................................................................................................................ 71 21.12 EQUIPMENT PROVIDED ...................................................................................................................................... 71 21.13 RLSSA CLASSES - AWARD NOT COMPLETED .......................................................................................................... 71 21.14 EXTENSION SWIMMING CLASSES .......................................................................................................................... 71 21.15 FURTHER ENQUIRIES .......................................................................................................................................... 72 21.16 SWIM AND SURVIVE “ACTIVE” LEVELS 1-7 ............................................................................................................. 72

22. SURF LIFE SAVING SA (SLSSA) ........................................................................................................................ 77

22.1 VACATION SURF AND SURVIVE INSTRUCTOR WORKBOOK .............................................................................................. 77

23. SWIMMINGSA ............................................................................................................................................... 89

23.1 WHAT IS SWIMMINGSA ......................................................................................................................................... 89 23.2 SWIMMING CLUB CONTACTS ................................................................................................................................... 90

24. SUN PROTECTION GUIDELINES ...................................................................................................................... 91

24.1 TIPS FOR INSTRUCTORS .......................................................................................................................................... 91

25. POLICY STATEMENT BUSHFIRE SAFETY .......................................................................................................... 92

25.1 BACKGROUND .................................................................................................................................................. 92 25.2 BUSHFIRE SAFER PLACES .................................................................................................................................. 92 25.3 HIERARCHY OF BUSHFIRE SAFER PLACES IN SA ............................................................................................................ 93 25.4 POLICY STATEMENT.......................................................................................................................................... 93 25.5 ARRANGEMENTS: .................................................................................................................................................. 94 25.6 IC INFORMATION SUMMARY ........................................................................................................................... 94 25.7 EMERGENCY SERVICES UPDATE ................................................................................................................................ 95

LOCATIONS AND INSTRUCTOR/PARTICIPANT NUMBERS AT EACH SITE .................................................................... 95

25.8 FIRE DANGER RATINGS ................................................................................................................................... 100 25.9 EMERGENCY BROADCAST PARTNERS ............................................................................................................. 102

26. USE OF VOLUNTEERS IN VACSWIM 2013 & REGISTER OF VOLUNTEERS ............................................................ 103

26.1 YMCA OF SOUTH AUSTRALIA VOLUNTEERS POSITION STATEMENT ............................................................................... 104 26.2 VOLUNTEER REGISTER/DECLARATION ..................................................................................................................... 105

Page 5

Definitions In these Administrative Guidelines the following definitions apply: • “Location” means the location or locations where the Minister has approved the contractor to provide

Services. • “Participant” means a person aged between 5 years and eighteen years as of the first day of VACSWIM

2013 or such other persons or class of person as the Minister approves. • “Minister” means the Minister for Recreation and Sport, its successors and assigns. • “VACSWIM 2013” or “VACSWIM” means the school holiday water safety and swimming program for

Participants. • “Services” means those services the Contractor must provide. • “ORS” means Office for Recreation and Sport. • “VACSWIM Office” means the office and staff established by YMCA of SA to manage the delivery of the

VACSWIM 2013 program. • “Coordinators” – see reference to regional coordinators below. • “Enrolment Booklet” means the booklet containing all the information about VACSWIM 2013 including the

Enrolment Information, Payment calculation and the VACSWIM Enrolment Form. • “Enrolment Package” means the form which includes information on enrolling participants, payment details

and release information that parents are required to acknowledge by signing the enrolment form. • “VACSWIM Enrolment Form” means the form, which includes the details of each participant enrolled in the

program including medical information and details of level and lesson times, and release signatures • “Program Fees” means the Enrolment Fee plus any Other Fees to be paid per child collected by VACSWIM. • “Enrolment Fee” means the amount collected per child to participate in the program. • “Daily Entry Fee” means the fees collected per child associated with a specific location and paid at the

location. • “SLSSA” means Surf Life Saving South Australia. • “RLSSA-SA” means Royal Life Saving Society Australia – SA Branch. • “Regional Coordinators” means key field staff involved in the delivery of the program at a regional level:

these personal will be referred to as “coordinators” for the purpose of program delivery. • YMCA of South Australia means the Young Mens Christian Association of South Australia.

1. Introduction and Overview

Page 6

Introduction and Overview continued VACSWIM is a South Australian Government subsidised program providing participants with opportunities to develop a range of skills and positive experiences in the areas of water safety, confidence and competence in the water, personal survival activities, emergency procedures and basic swimming stroke improvement. The SA Water VACSWIM program is conducted by qualified instructors in a controlled environment, located at school pools, public and private pools, beaches and lakes throughout South Australia. The YMCA of South Australia will manage VACSWIM 2013. The Administrative Guidelines in this booklet contain the approved policies and management guidelines for VACSWIM, and will inform Instructors in Charge of the administration, legal and safety aspects of the program, as well as provide information to assist with the organisation of classes and conduct of the program. Instructors in Charge should encourage all instructors under their control to read the Administration Guidelines to enable them to understand their respective roles and responsibilities in the delivery of VACSWIM. The Administration Guidelines are also available from the VACSWIM web site www.vacswimsa.com – Enter specific password issued. Specific management issues unable to be resolved by Instructors in Charge must be referred to:

Denise Power

Administration/Event Manager VACSWIM

YMCA of South Australia 338 Tapleys Hill Rd

Seaton SA 5023

Phone: (08) 8200 2525 Mob: 0408 019 267 Fax: (08) 8353 0384

Free call for Instructors: 1300 010 508 Email: vacswimsa@ymca.org.au

http://www.vacswimsa.com/

Page 7

Summary of Guidelines Pages 7 to 15 inclusive

Planning Considerations

• The SA Water VACSWIM 2013 Program will operate at most locations 4th – 12th January. 3.3

• Enrolment fee is $22.00 per child. Fifth and subsequent children from one family are not required to pay an enrolment fee. 3.4

• Parents must present their Medicare card (or photocopy thereof) when enrolling more than four

participants as proof they are from the same family. 3.4

• SA Water VACSWIM 2013 will use RLSSA Swim and Survive and Senior & Advanced Awards and SLSSA Surf and Survive Awards.

• Instructors in Charge should at all times be aware of the difference between a Water Safety Program and

a “Learn to Swim” program. SA Water VACSWIM is classified as a Water Safety Program. 3.5

• Instructors in Charge should ensure that at all times SA Water VACSWIM classes are structured so that the emphasis is placed on Water Safety activity.

• Participant classes are composed of daily classes of 45 minutes duration on each day for the seven days

of the program. 3.6

• RLSSA-SA Bronze Star classes are of 45 minutes duration only.

• Advanced RLSSA Bronze Medallion and other higher awards and advanced SLSSA classes will be for 1 hour and 45 minutes.

Program Management

• Role of Regional Coordinators / Advisers: 4.3 o Provide assistance to Instructors in Charge with:

Staffing. Enrolments. Class sizes. Provision of equipment. Safety issues. Site visitation during the program. The delivery of specialist instruction.

• Role of Instructors in Charge (IC’s): 4.4

o The Instructor in Charge is responsible for: Management of site and staff. Enrolments. Allocation of Instructors to classes. Liaison with pool management / authorities. Instruction.

• Communications: 4.5

o It is compulsory for IC’s to: Participate in a pre-program meeting or teleconference conducted by the Vacswim Office. Refer management or administrative issues directly to the Vacswim Office.

• Administrative Support for IC’s: 4.6

o Each Vacswim location will be provided with an allocation of administration hours for staff (excluding the IC).

o The allocation of administration hours is the maximum time to be paid at each location. o Administration hours are not paid to IC’s.

Page 8

• Communication with Local Authorities: 4.7

o IC’s must contact the owner / manager of the Location once they have accepted their appointment, to resolve all management issues prior to the program commencing.

• School Pool Locations: 4.8 o IC’s must contact the School Principal once they have accepted their appointment, to arrange:

Collection of Keys. Emergency Procedures. First aid and equipment availability. Cleaning of toilet and shower areas. Pool Plant Operator (PPO) contact details.

• Instructors Orientation Meeting: 4.9

o Instructors must attend a meeting conducted by the IC prior to commencement of the program (approx. 1 hour) to clarify administrative, emergency, risk management and safety procedures.

Enrolment

*Important – READ ENTIRE SECTION 5

Section 5 contains important information that is mandatory for all employees to understand

The following serves as a summary of section 5 only. • Enrolment Numbers: 5.1

o Each location will be provided with an enrolment target. o Management Fees are based on enrolment targets and will be adjusted. o Every paid participant who seeks enrolment in Vacswim must be accommodated.

• Enrolling Children: 5.3

o Parents will be able to enrol On-Line (to be launched in September 2011 and closing 2nd December 2011) or enrol by Postal Enrolment (closing 28th October 2011).

o The On-Line and Postal enrolment package will reach all IC’s prior to the pre-Christmas enrolment date of 10th December 2011.

• IC’s will be required to: 5.4 – 5.5 o Allocate On-Line and Postal Enrolment participants into appropriate lesson times and classes. o Where possible, place all family members into the same time slot or consecutive time slots. o Make note of any children with a disability or special medical conditions and ensure Instructors

are briefed. o Keep all VACSWIM Enrolment Forms in a safe / secure place. For ready reference in case of

emergency.

• Enrolment at the Locations by Vacswim Staff: 5.6 o IC’s must advertise and promote locally if there are changes to enrolment dates and times. o Enrolment – Larger Locations: Saturday 10th December 2011 10am – 12 noon and

Saturday 31st December 2011 10am – 12 noon o Enrolment – all other locations: Saturday 31st December 2011 10am – 12 noon. o LARGER LOCATIONS: Enrolments at larger locations on 31st December will incur an additional

$1.00 Administration Fee; o ALL LOCATIONS: Enrolments taken after 31st December will also incur an additional $1.00

Administration Fee.

• Late Enrolments: 5.7 o Enrolments can be taken on the first day but MUST NOT interfere with classes already in

progress.

• Preparation for Enrolment Days on location: 5.8 o IC’s must confirm dates and times with the Location owner/manager/authority. o Check enrolment pack for fee charges. All Equipment and location fees are collected on the day. o Put out posters to advertise locally before the first day of the program. o Prepare and put up, all program information signs, including directional signs, before enrolment

begins. o Set up under cover where possible.

Page 9

o Ensure that there is adequate staffing available to ensure customers are not waiting too long. o Ensure all VACSWIM Enrolment forms are filled out correctly. o Fill classes before offering new time slots. o Each family is to be issued with a Fire booklet when receipting.

• Enrolment Fee Reconciliations: 5.8

o Reconcile all monies received using the Enrolment Day Fees Running Sheet – IC’s will not be paid until the VACSWIM Office is in receipt of the Enrolment Day Fees Running Sheet and all monies.

o All cheques must be made payable to the YMCA of South Australia. o Do NOT bank cheques or money orders – send these back to the VACSWIM Office. o Unless participant is fully paid, do not enter into classes. o Enrolment Day Fees Running Sheets must be completed on enrolment day.

• Transfer of Participants between locations: 5.8

o IC’s to retain original enrolment details – provide parents with a Certificate of Participation & ensure they still have their receipt.

o Parent/Guardian to present at new venue with receipt & certificate and to complete a new VACSWIM Enrolment form.

o These are to be marked as Transfers in.

• Procedure for Enrolling Participants at the Location: 5.9 o Under NO circumstances can a child attend if the release form is not signed by the parents or

guardians.

• Collection and Banking: 5.12 o Enrolment Day Fees Running Sheet to be filled out on enrolment day as Participants are

registered and receipts are provided. o Banking is to reconcile to the Enrolment Day Fees Running Sheet along with the Payment

Summary Sheet. o You are responsible for all collected money and must deposit as soon as practical (within 24

Hours) using deposit books provided. o DO NOT BANK Cheques or Money orders. Send direct to VACSWIM Office.

• Refunds: 5.14

o Refund is payable when the location has been cancelled. o Medical grounds require a written request to be submitted along with a medical certificate; And

only applicable where the Participant has not attended for more than 2 days. o No refunds can be provided on Equipment and Locations Fees.

• Children with a Disability: 5.16

o Enrolment of children with a Disability is to be done in consultation with the parent/guardian. Notification must be given to the VACSWIM Office or a VACSWIM Coordinator.

* Read and sign acknowledgement form provided in the IC Pack.

• Collection of Money by Volunteers: o Volunteers are NOT permitted to collect program fees or other fees.

Instruction of Participants

• Introduction: 6.1

o IC’s providing Surf Instruction are required to adhere to the procedures and methods outlined within the Surf Life Saving Australia (SLSA) Training Manual.

o IC’s providing Royal Life Instruction are required to adhere to the procedures and methods outlined by the RLSSA guidelines.

o IC’s must notify and consult with a Regional Coordinator/Adviser if significant alterations occur due to an increase or decrease in enrolments.

• Proficiency of Staff: 6.2 o IC’S should be confident of the skills and abilities of all Instructors and Assistant Instructors at the

location.

Page 10

• Pre-Test of Participants: 6.3

o IC’S should be ready to conduct pre-test of participants on the first day of the program – with the following forms: VACSWIM Enrolment; Children with a Disability and Medical Details forms.

o Attendance rolls to be completed after pre-testing. o All pre-testing initially in shallow water. o Pre-testing duration is 10 minutes.

• Emergency Procedures: 6.3

o Participants must be given information on Emergency Procedures prior to pre-testing.

• Enrolment Numbers:6.4 o Classes that are more than 25% below the recommended maximum enrolment numbers will

require approval from the VACSWIM Office. Fill ALL planned classes before adding new lesson times.

o Attendance rolls must be completed at ALL classes. o Level/Stage 1 and Level/Stage 2 classes cannot be combined.

• Auditing: 6.4

o Payment forms and VACSWIM Enrolment forms are to be returned to the VACSWIM Office at the completion of the program. IC’s must NOT retain any documentation for privacy reasons.

• VACSWIM Enrolment & Medical Details forms: 6.5 - 6.6 o Participants are not permitted to enter the water and participate in the program until a VACSWIM

Enrolment Form has been completed and signed. o Asthma Management Plans must be provided to IC.

• RLSSA Swim and Survive: 6.8

o Instructors in charge should ensure instructors instructing higher awards are competent with the RLSSA-SA standards.

*Important – READ ENTIRE SECTION 6.13

Section 6.13 contains important information that is mandatory for all employees to understand

The following serves as a summary of section 6.13 only.

• Staffing Ratios: 6.13 o Classes over the maximum recommended ratio size are NOT permitted; See section 6.13 for

alternatives including allocation of addition Instructors in Charge approval consideration by VACSWIM.

• Classes over the maximum recommended ratio size: 6.13

o If class sizes decrease due to unforeseen circumstances the assistant instructor is to be removed from the class. Assistant instructors are made aware of this condition in their employment contract and Instructors in Charge should also make it clear to them at the commencement of the program.

• Instruction to Beginners: 6.16

o Instructors and Assistant Instructors MUST BE IN THE WATER when instructing. Instructing beginners from the side of the pool is not acceptable.

• Rest Periods: 6.18

o Instructors in Charge and Instructors must not work for extended periods without a break.

• Responsibility to start on time: 6.19 o Instructor in Charge is required to be present at the location no less than 30 minutes prior to the

first lesson on the first day of the program; and no less than 15 minutes prior to the first lesson on all subsequent days.

• Instructor Attire: 6.20

o All employees are required to wear the uniforms provided by VACSWIM; in addition to taking appropriate sun care precautions.

Page 11

Staffing • Staffing Allocation: 7.1

o All staff employed MUST be appointed & qualifications checked by the VACSWIM Office. o Staffing ratios listed are a guideline only and will be determined on enrolments.

• Additional Instructors: 7.2

o A reserve list of qualified personnel will be maintained by the VACSWIM Office in the event of staff absences.

• Over Staffed Locations: 7.3 o Instructional hours for Instructors and Assistant Instructors are not guaranteed. o Actual Instructional hours MUST be consistent with appropriate class sizes. o The VACSWIM Office must be advised if there are allocated instructors over and above what is

actually required at any location; e.g. Enrolment numbers do not meet the targets set.

• Equity: 7.4 o IC’s must ensure the allocation of lessons is equally distributed between all employees at the

location. o IC’S must offer each employee the opportunity to participate in the administration of the program.

• Attendance of Instructors: 7.5

o All employees engaged to instruct classes are required to be available for the entire program. o IC’s should take the class of an instructor who is temporarily absent, if possible. VACSWIM office

must be notified.

• Volunteers: 7.6 o IC’S may utilise the service of volunteers. o Names of all volunteers must be registered on the appropriate form.

Equipment

• Safety Equipment: 8.1 – 8.2 o Ensure that appropriate Safety Equipment is available at pool, lake and beach sites. o If additional equipment is required contact the VACSWIM office immediately.

• Lost, Stolen or Damaged Equipment: 8.6

o IC”s must provide the VACSWIM Office with details of any lost, stolen or damaged equipment.

• Participants Using Their Own Equipment: 8.7 o The use of flippers, snorkels and facemasks are not permitted during the SA Water VACSWIM

program.

Conditions of Employment & Duties • Duties: 9.2

o Ensure the Administrative Guidelines have been read and understood and that the program at the location is managed in accordance with the policies and aims of VACSWIM.

o Open and check the contents of the Instructor in Charge packs and inform the VACSWIM Office if any of the listed items are missing.

o Make contact with the pool or school authority as soon as possible after having accepted the Instructor in Charge position.

o Ensure that an induction session is held with the location staff prior to the commencement of the program and that all support staff are aware of their duties and responsibilities. This forms part of their employment and as such is not paid. This meeting should be organised and be no longer than 40 minutes duration.

o Ensure all safety precautions are understood and practiced by instruction staff at the location including emergency procedures.

o Ensure the effective implementation of emergency procedures and demonstrate this before the end of the first lesson and that they are practiced and reinforced from time to time during the program, as outlined in the ‘Emergencies’ section of the Administrative Guidelines.

Page 12

Health and Safety • Health/Medical:11.2

o All medical information and instructions must be noted on attendance rolls. o Any participant who is medically unfit must be excluded from classes – please refer to the

VACSWIM Office if uncertain. o Parent to remain on site if medication is required to be administered.

• Staff: 11.2

o An Instructor who is medically unfit must not be permitted to instruct classes. o Sickness and Accident: 11.3 o All accidents and incidents, which involve removing any person (Includes participant, staff and/or

parent/s) from a VACSWIM location to obtain medical assistance, must be advised immediately to the Program Manager, VACSWIM.

• Workers Compensation: 11.4

o Completed WorkCover forms, along with a Medical Certificate, giving details of any accident or injuries suffered by an employee, should be forwarded to the VACSWIM office immediately after an accident.

• Sun Smart / Hot Weather Policy: 11.5 o IC’s must ensure that they take appropriate action in conjunction with location managers and their

staff to ensure that the requirements of sun protection are able to be achieved.

• Deep / shallow water: 11.6 o Ensure that deep / shallow water is marked with a lane rope or similar. o Instructors must always place themselves in a teaching position where they have full vision of all

participants. o Ensure participants are instructed about change of water depth.

• Beaches and lakes: 11.6

o Ensure that the water environments, at beaches and/or lakes are assessed by the IC on a daily basis to ensure conditions are safe for all participants.

o Instructors must always place themselves in a teaching position where they have full vision of all participants.

• Safety; Cancellation of classes: 11.7 – 11.8 o Please read all safety information carefully.

• Diving: 11.11

o Check the venue to ensure that the water is deep enough to perform diving tasks. o Swim and Survive Levels 1, 2, and 3 require chest deep water with a non-slip bottom. o Levels 4, 5, 6 and 7 require deep water, which is suitable for the height of the participants.

• Jetty Jumping: 11.12

o Jumping from jetties is NOT permitted. Entry to the water for all activities at beach jetty locations is to be via the jetty steps or from the beach.

• Precaution in First Aid Resuscitation: 11.14

o Review The AUSTRALIAN NATIONAL COUNCIL ON AIDS (ANCA) bulletin No. 15. May 1992. In effect this bulletin states:

‘There is no reason to withhold first aid and resuscitation from someone who needs it.’ o Risk minimisation is an integral aspect of first aid training and consequently all instructors should be

familiar with appropriate protocols through their recent attainment of first aid and resuscitation qualifications, particularly in regard to infection control.

• Risk management / Safety: 11.15

o IC’s are to do everything possible (within their control) to ensure a safe teaching/learning environment for VACSWIM staff and Participants and in order to manage the risks associated with the conduct of the program at pools, lakes and beaches.

o SAFETY MUST BE STRESSED REGULARLY DURING ALL SESSIONS. o In inclement or dangerous conditions, participants are to be removed from water and supervised

by Instructors until the parent or guardian arrives to collect.

Page 13

Behaviour Protocol • Behaviour Management: 12.1

o If a Participant/s displays disruptive behaviour which places them, other participants or staff members at risk, the Behaviour Management Guidelines should be adhered to.

• Code of Behaviour – Staff: 12.2 o All VACSWIM staff members are expected to ensure that they conduct themselves in a proper

and orderly manner and do not engage in any illegal or offensive behaviour.

Problems and Issues

*Important – READ ENTIRE SECTION 13 Section 13 contains important information that is mandatory for all employees to understand

The following serves as a guide only to section 13

• Conflict Resolution: 13

o Follow the Guidelines for Dealing with Problems, or Grievance Procedures.

Emergencies

*Important – READ ENTIRE SECTION 14 Contains important information that is mandatory for all employees to understand

Forms attached to be completed • Emergency Procedures and Information: 14.1 – 14.2

o Emergency procedures must be established for each Location for the efficient management of accidents / incidents or other emergencies, i.e. Availability of phones, ambulance, first aid kit, etc.

o All emergency procedures and information must be discussed with location managers/authorities and staff, and understood by all persons involved in the program.

o All information must be displayed in a prominent position where all persons can easily access the information.

o All Instructors in Charge must wear a whistle at all times throughout the program. o In the event of a serious accident/ incident the following is required:

The VACSWIM Office must be notified as soon as possible. Parent/Guardian is to be notified.

o SAFETY MUST BE STRESSED REGULARLY DURING ALL SESSIONS. • Checklist of Procedures: 14.3

o A completed copy of the Emergency Procedures, Emergency Information and the Emergency Procedures Checklist must be returned to the VACSWIM Office before day two of the program either by free fax for IC’s only or in the reply paid envelope provided.

Accident/Incident Procedures

• Serious Accidents / Incidents:15.1 - 15.6

o All serious accidents or incidents must be reported to the VACSWIM Manager. o Refer to the Emergency Procedures section in the Administrative Guidelines. o An Accident / Incident form must be completed as soon as possible. o FOLLOW ALL PROCEDURES AS DETAILED BELOW.

• Dealing with the Media:15.7

o IC’s or other VACSWIM pass must not make any comment to the media at all about any accident or incident.

o IC’s or other VACSWIM staff must provide the Manager VACSWIM with vital information as early as possible.

• Staff Assistance, Support and Counselling: 15.8 o The Program Manager or other appropriate personnel will ensure there is assistance and support

(including counselling) for VACSWIM Staff in the event of a serious accident or incident.

Page 14

Marketing • The major sponsor of The VACSWIM SA 2013 program is SA Water. This section covers our employee’s

responsibilities around advertising and responding to the media. • Advertising: 16.2

o All Advertising material by be prepared by the VACSWIM Office. o The importance of local advertising in schools, shopping centres and print cannot be understated,

particularly in regional areas. • Responding to the Media: 16.3

o IC’s or staff must refrain from making any comment to the media about the conduct and management of the program.

Customer Service

• Ensure that you and your staff understand their obligations to provide excellent customer service to the

families and the individual participants that are involved with the SA Water VACSWIM program, with a view to achieving the aims of the SA Water VACSWIM Program: o To develop water safety knowledge in, on and around water. o Confidence and competence in and around aquatic environments. o Personal survival skills. o Emergency procedures, safe self-rescue and the rescue of others, and o Swimming strokes and skills.

Preparation of Pay Claims

*Important – Instructors in Charge READ ENTIRE SECTION 19

Contains important information that is mandatory for Instructor in Charge to understand • Instructors in Charge have an obligation to ensure that all staff are paid correctly: 19.1

The Last Day • Instruction as Usual: 20.1

o The last day is NOT to be used as a fun day, activities such as parties etc. should not be organised. The program is designed for 7, 45 minute instruction allowances.

• Instructors in Charge: 20.3 o Must ensure that all participants achieve an outcome from their experience in the program which

develops their competence and confidence in swimming strokes, develops their awareness around water and develops their skills.

o Distribute evaluation forms to staff. o Ensure details are complete on attendance rolls. o Organise VACSWIM Enrolment Forms and Payment Forms for return to the VACSWIM Office. o Complete pay claim forms - payment may be delayed if claims are incomplete in any detail. o Complete appraisal of each staff member on back of pay claim. o Ensure Instructors sign pay claim and appraisal. o Complete final return. o Include VACSWIM Enrolment Forms for Participants with a disability. o Ensure accident or work cover reports are enclosed (if applicable). o Collect evaluation forms on the Instructor in Charge from instructors and assistant instructors. o Reconcile all enrolment fees with the Enrolment Day Fees Running Sheet. o Complete and return Fee Summary sheet, Running Sheet and VACSWIM bank deposit book. o Complete the SA Water VACSWIM program evaluation forms.

Summary of Guidelines End

Page 15

2.1 Aim

The aim for VACSWIM 2013 is to provide opportunities for Participants to be involved in activities that will develop: • Water safety knowledge in, on and around water; • Confidence and competence in and around aquatic environments; • Personal survival skills; • Emergency procedures, safe self-rescue and the rescue of others; and • Swimming strokes and skills.

2.2 Outcomes

The following key outcomes are required: • Provide opportunities for participants to enjoy the recreational aspect of involvement in water related

activities. • Provide participants with an opportunity to experience, and develop skills in, a variety of water safety,

swimming and aquatic based activities. • Provide instruction for participants to develop skills in accepted swimming strokes. • Provide instruction and training to enable skills to be developed to ensure for personal safety and the safety

of others in aquatic environments. • Provide a minimum of 300 minutes instruction time annually for each participant. • Encourage participants with a disability to use water as a form of recreation and therapy.

3.1 Participants Participants 5 years of age and over as at the first day of the program are eligible to be enrolled in VACSWIM. Under no circumstances will any Participant under the age of 5 years on the commencement date, be admitted to the program and proof of age may be requested from parents. YMCA of South Australia accepts no liability for any child illegally or falsely presented as being a five-year-old when not five years or more at the time of enrolment. Adults are not to be enrolled in VACSWIM. Lessons for adults and under 5’s must be arranged privately, and CANNOT be paid for by YMCA of South Australia, nor will any legal responsibility be taken by YMCA of South Australia if they are included in the program. For the purpose of this program, all information supplied about Participants is totally at the responsibility of the person who signs the Enrolment Form, be that person a parent, guardian, court appointed or otherwise titled person, who for the purposes of this document shall be referred to as the “parent”.

3.2 Locations VACSWIM will operate at school pools, public and private pools, beaches and lakes in South Australia suitable for the SA Water VACSWIM program. A complete list of Locations will be included in enrolment booklets to be distributed to schools, pools and other outlets in September 2011.

3.3 Program Dates

Locations will operate between 4th and 12th January 2013 (excluding 7th and 8th January). There may be variations on these dates at some locations as agreed to by various parties. If the program dates are to be different from those indicated above, they MUST be authorised by the VACSWIM Office and the Instructor in Charge must do all that is possible to communicate the change of dates to the local community.

2. Aims and Objectives of VACSWIM

3. Planning Considerations

Page 16

3.4 Program Fees

Program Fees are made up of two components: • Enrolment Fees. • Other Fees per child (Applicable and appropriate to some locations). Enrolment Fees The following Enrolment fees will apply for 2013: • First, second, third and fourth child - $22.00 / child (exempt of GST). • Additional children from the same family – no Enrolment Fee. Other Fees per child At some Locations the following costs (paid once only at enrolment) may also apply: • A school pool entry fee. • An equipment fee. • A SLSSA fee. These costs are included in the ‘Equipment and Location Fee’ advertised on the Enrolment Package Information Booklet. At some locations parents are also given the option to purchase a RLSSA ‘Swim and Survive’ logbook. It should however be made clear that there is no obligation upon any parent/family to purchase the logbook as a precondition of their participation in VACSWIM. IMPORTANT: Parents must present their Medicare Card (or photocopy, thereof) when enrolling more than four participants as proof they are from the same family. The need to sight the Medicare Card is the most appropriate method of having evidence that participants are members of the same family. Public / Community / Private Swimming Pool Entry Fees • Public / Community / Private Swimming Pool entry fees are collected separately by Pool Management.

These fees are shown as ‘Daily Entry $’ on the Enrolment Package Information Booklet.

3.5 Program Content

VACSWIM 2013 will use, RLSSA-SA Swim and Survive and Senior & Advanced Awards and SLSSA Surf and Survive Awards, which provide Participants with opportunities to develop a range of skills in water safety, confidence and competence in water, personal survival activities, emergency procedures and improvement of swimming strokes. The actual content of classes offered at each Location may vary as determined by each Instructor in Charge dependent on the physical nature of the location and qualifications of the staff appointed to the Location.1 Instructors in Charge should at all times be aware of the difference between a Water Safety program and a “Learn to Swim” program and that VACSWIM is classified as a Water Safety program. Therefore the emphasis of the program at all times must be on developing personal aquatic survival skills, that lets a person survive or be safe in the water. Personal aquatic survival skills include: sculling treading water floating safe entry and exit from the water clothed swimming survival techniques using devices to assist rescue, and basic swimming skills Basic swimming skills prevent them from drowning or enable them to move away from a dangerous situation in the water – for example, to move away from a burning vessel. It is considered that people have acquired all necessary basic swimming skills when they have completed a swimming and water safety program consistent with the National Swimming and Water Safety Framework.

1 This should be avoided as far as possible to ensure consistency at all locations.

Page 17

NWSP 2004-07 Water Safety Education Competency Framework SCHOOL LEVEL COMPETENCY

FRAMEWORK MINIMUM DEMONSTRATION OF COMPETENCIES

SUCCESS RATES % target population

(II) PRIMARY SCHOOL Personal Aquatic Survival section of the National Swimming and Water Safety Framework • Competencies to

be achieved by the completion of Primary School education

• Equivalent to Swim and Survive Level 4 (and Surf Ed where available) • Level 5 Swim and Survive (and Surf Ed where available) • Level 6 Swim and Survive (and Surf Ed where available)

100% 75% 50%

(III) SECONDARY SCHOOL Life Saving section of the National Water Safety Framework – including exposure to Basic First Aid & exposure to Basic First Aid & Resuscitation Training. • Competencies to

be achieved by the completion of Year 10

• Equivalent to RLSSA Bronze Star Dry Rescue, including Resuscitation (and SLSSA Surf Survival where available) • RLSSA Bronze Star (and SLSSA Surf Survival where available) • RLSSA/SLSA Bronze Medallion

100% 75% 50%

SA Water VACSWIM program content should in the first instance focus on the achievement and attainment of these competencies. A Water Safety program therefore is a program that teaches mainly personal aquatic survival skills: enables a student survive in the water, or improves a student’s ability to survive in the water Instructors in Charge should be aware that a class where the majority of the time is spent on the following types of activity: aerobic endurance training and physical conditioning one or more competitive swimming strokes refining racing turns and race starting interval/cycle training combinations of wet and dry land training, and race strategies and psychological training, are not considered to be a water safety class. These are considered to be swimming lessons. Instructors in Charge should ensure that at all times VACSWIM classes are structured so that the emphasis is placed on water safety activity.

3.6 Class Times and Duration

Times for conducting the classes at Locations are determined through prior approval from pool managers, councils or school principals, and from previous reports of classes conducted at the Locations. Class times will be finalised as soon as possible to facilitate enrolments. Class times may be changed to suit local conditions if deemed necessary. This should be done before enrolments are taken, and should meet the general approval of local families. The VACSWIM Office must be notified of all changes proposed to local programs. Participants enrolled in VACSWIM will be provided with a total of 315 minutes instruction time. In general this will be made up of daily classes of 45 minutes duration on each day for the seven days of the program, however at some locations this can be negotiated with the VACSWIM office to more suitably fit with local requirements.

Page 18

RLSSA-SA Bronze Star classes are of 45 minutes duration only. Advanced RLSSA-SA Bronze Medallion and other higher awards and advanced SLSSA classes will be for 1 hour 45 minutes. Special notation on pay claims from instructors should reflect these longer classes.

3.7 Staffing

Locations will be staffed to satisfy the requirements of enrolled Participants and will be funded on the understanding Participants receive a maximum of 7 instruction sessions during the seven day program. An Instructor in Charge, instructors and assistant instructors (where required) will be appointed to each Location by the VACSWIM Office from applications received. Instructors in Charge will be responsible for the management of the Location using the guidelines in this booklet. This includes responsibility for observation of the work of other instructors.

4.1 YMCA of South Australia

• YMCA of South Australia will manage SA Water VACSWIM 2013. • YMCA of South Australia has appointed personnel who will assist with the operational delivery of the SA

Water VACSWIM 2013 Program. • VACSWIM office is located at:

338 Tapleys Hill Rd Seaton SA 5023 Phone: 8200 2525 Free call: 1300 010 508

4.2 Role of VACSWIM Office

The role of VACSWIM Office includes: • Selection of VACSWIM Locations;

• Recruitment and placement of field staff;

• Recruitment and placement of volunteers;

• Marketing and promotion of VACSWIM;

• Customer service;

• Providing resources and administrative support to Instructors in Charge to ensure successful delivery of the

program;

• Collection and banking of enrolment and other VACSWIM monies;

• Payment of wages and expenses incurred at VACSWIM Locations;

• Collate and record program statistics;

• Provide a final report and recommendations to the Minister.

4.3 Role of Advisers/Regional Coordinators

The YMCA of South Australia will contract specialist advisers/coordinators to assist with the management of VACSWIM. Advisers/coordinators will provide assistance and support for VACSWIM 2013. Advisers/coordinators will be the first point of contact for issues and concerns regarding the delivery of SLSSA stages or RLSSA-SA Levels 1 – 7 and/or Senior & Advanced Awards. An Adviser/coordinator role includes providing assistance to Instructors in Charge with: • Staffing

• Enrolments

• Class sizes

• Provision of equipment

• Safety issues

4. Program Management

Page 19

• Site visitation during the program

• The delivery of specialist areas of instruction

• Promotion of VACSWIM in defined areas.

4.4 Role of Instructors in Charge

The Instructor in Charge of each Location is responsible for administrating the program at each location. The Instructor in Charge will be responsible for: • Enrolments;

• Allocation of instructors to classes;

• Liaison with pool management / owners or authorities, within the scope of these guidelines, and subject to

advice provided by VACSWIM Office or an adviser.

• Instruction.

Instructor in Charge information packages containing all relevant material to administer the program will be sent by YMCA of South Australia prior to the commencement of VACSWIM 2013.

4.5 Communications and Support

It is compulsory for all Instructors in Charge to participate in a pre-program meeting or teleconference conducted by the YMCA of South Australia. Dates and times of meetings and teleconferences are included in the IC Return Booklet. The YMCA of South Australia will provide Instructors in Charge with a Free-call 1-300 number. The contact number will be staffed between 9.00am and 5.00pm weekdays leading up to, and after the program, with the dates to be confirmed. Extended VACSWIM Office hours will be available on enrolment days (9.00am to 2.00pm) and during the program (8.00am to 6.00pm). An answering machine will take messages if the VACSWIM office is unattended. Advisers/coordinators can be contacted during the program on telephone numbers provided by the YMCA of South Australia. Management issues which arise during the conduct of VACSWIM which require either clarification or a decision having administrative implications (e.g. budget or staffing) or serious complaints from members of the public, must be referred to the VACSWIM Office for assistance immediately.

4.6 Administrative Support for Instructors in Charge

Each VACSWIM Location will be provided with an allocation of hours for the administration of the program by staff employed at the Location, excluding the Instructor in Charge. (The contract for the Instructor in Charge includes remuneration for administration of the program). The Instructor in Charge may allocate these hours to staff that are required to assist with planning, administering and supervising the program at the Location under their direction. The allocation of administrative hours is the maximum time to be paid at the appropriate rate for program administration at each Location, and is in addition to actual instruction time required to deliver the program.

4.7 Communication with Location Authorities

VACSWIM Office will confirm the use of Locations and liaise with location owner / manager. Instructor in Charge contact details, once appointed, will be forwarded onto the Location. It is the responsibility of the Instructors in Charge to contact the owner / manager of the Location, once they have accepted their appointment, to ensure all management matters have been resolved prior to the program commencing. Location details will be made available in the Instructor in Charge Information Package.

4.8 School Pool Locations

Instructors in Charge at school Locations are to contact the School Principal after having accepted their appointment and received the Instructor in Charge package, to arrange:

Page 20

• Collection of keys • Determine the emergency procedures • Confirm the availability of first aid material and aquatic equipment. A copy of the “Use of School Premises” agreement will be included in the Instructor in Charge package. Pool surrounds must be left clean and tidy at the end of each day. If toilets and shower areas need to be open during the program they should be checked for cleanliness each day. In most cases the schools pool plant operator (PPO) and cleaner will take care of water quality and cleaning of change rooms. In some cases however the VACSWIM Office will engage a PPO/cleaner for the duration of the program.

4.9 Meeting of Instructors

Instructors at each location are to attend a short orientation meeting of approximately 1 hour in length conducted by the Instructor in Charge prior to the commencement of the program to: • Clarify and resolve administrative and programming matters, • Emergency procedures and • Risk management/safety at the Location. The meeting should be held either prior to or after the enrolment day but must be before the commencement of VACSWIM 2013. Attendance to this meeting is a condition of employment – like a job interview. Risk management /safety issues must be discussed and resolved prior to the commencement of classes. All staff must be aware of all risk management / safety issues at the Location.

4.10 Meeting Agenda

Date/Time Attendees / Absences Lesson Plans Medical / First Aid Emergency Procedures Assembly Locations Fire Risk Uniform Start / Finish times

5.1 Enrolment Numbers

Each Location will be provided with an enrolment target corresponding to the staffing level provided to deliver the program. The target may be exceeded provided additional enrolments can be accommodated at the Location without influencing the quality of the instruction provided i.e. overcrowding. Instructors in Charge should provide classes for the number of Participants enrolled at the Location consistent with the staffing ratios provided in the guidelines; Some Locations have site limits which must be observed. Every practical effort should be made to include every participant who wishes to attend.

5.2 Enrolment Booklets

Enrolment Booklets will be distributed to most families who enrolled participants in the previous VACSWIM programs, all schools, Out of School Hours Care and Vacation care centres, pool venues, local councils, and other outlets in September 2011. Instructors in Charge will also be provided with a supply of Enrolment Booklets. Enrolment Booklets will include a list of all VACSWIM Locations, instruction levels offered, enrolment dates and times, the enrolment area for each Location, Program Fees and other information about the program. It will also include an Enrolment Information section, Payment calculations and release information. The VACSWIM Enrolment Form is a separate form in triplicate.

5. Enrolment

Page 21

5.3 Enrolling Children

Parents will have the following options: • Enrol on line – to be launched in September 2011 and closing on Friday 2nd December 2011. • Enrol by Postal Enrolment – closing on Friday 28th October 2011. • Enrol at the Location on designated enrolment dates and times:

- Saturday 10 December 2011 10am – 12 noon (Large locations only) Enrolments at large locations on the 31st December 2011 will incur a $1.00 Administration Fee per child

- Saturday 31 December 2011 10am -12 noon (all other locations) • Ongoing enrolment at some public / community pools: Enrolments are accepted by the pool management at some locations in consultation with the Instructor in Charge i.e. at these locations parents can enrol Participants from November through to December 25th.

5.4 On-Line and Postal Enrolments

In September 2011, Enrolment Booklets will be distributed to families who participated in previous VACSWIM programs. Parents will be able to enrol on-line directly, or complete the Payment Form / VACSWIM Enrolment Form and post it to the VACSWIM Office. They will also be able to pay the Program Fees applicable to the location by credit card, money order or cheque. Entry fees to public / community / private pools are collected separately by the pool management.

5.5 Postal Enrolment Procedure

A Postal Enrolment a VACSWIM Enrolment Form and Medicare details (if applicable) received by the VACSWIM Office along with the appropriate Program Fees. Persons wishing to enrol by post will have to:- • Complete the VACSWIM Enrolment Form(s) and payment section. • Return the VACSWIM Enrolment Form(s) together with payment of Program Fees to the VACSWIM Office

no later than 28th October 2011. Parents will still be required to pay the Public / Community / Private Swimming pool entry fee separately.

The VACSWIM Office will process the financial aspects of the Postal Enrolment and bank the Program Fees. VACSWIM Office will: - • Complete all payment details on the Payment Form receipt and sign it and return to IC for completion of

lesson times.

VACSWIM Office staff will not complete the lesson time and level. This will be completed by the Instructor in Charge. At scheduled intervals from the beginning of October, if sufficient numbers of on-line and postal enrolments have been submitted, the VACSWIM Office will forward (by Express Post or Next Day Courier) the following Postal Enrolment package to Instructors in Charge. • All On-Line and Postal Enrolment documentation received i.e. all VACSWIM Enrolment forms for each

family.

• Addressed, stamped envelopes for every family Enrolment received for IC’s to advise of class times.

• A list of all Postal Enrolments received.

• A “Confirmation Advice Slip” for each Family. This will continue until Friday the 2nd December when all online enrolments received in the VACSWIM Office will be sent to Instructors in Charge. At locations for which no Postal Enrolments are received the VACSWIM Office will inform the Instructor in Charge by mail, e-mail or phone that no Postal Enrolments were received.

Page 22

The On-Line and Postal Enrolment package will reach all Instructors in Charge prior to the Pre-Christmas enrolment date of Saturday 10th December 2011. Not all locations will conduct enrolments on 10th December, however for those Instructors in Charge that do, having the On-Line and Postal Enrolments will be necessary to ensure class numbers are not exceeded. Instructors in Charge will need to do the following; • Allocate On-Line and Postal Enrolment Participants into appropriate lesson times and classes on a Master

Lesson Sheet (before the enrolment date if applicable). • Where possible Instructors in Charge should do all that is possible to place Participants from the same

family into the same lesson time. If this is not possible every effort should be made to place them into consecutive lesson times.

• Complete the lesson times and levels for each family member on the family payment form /confirmation

advice slip. • Make note of any children with a disability or special medical conditions on a Master Lesson Sheet. (A

sample Master Lesson Sheet will be provided). It is up to the Instructor in Charge to make sure the instructors of these children are briefed / made aware of the disability or special medical conditions before the pre-test on the first day.

• Return the Participant/s Receipt to the parent / guardian. • Complete the Participants Enrolled by On-Line and Post List. • Post all receipts and class time confirmations to parents no later than Wednesday 7th December 2011. • Keep all VACSWIM Enrolment Forms in alphabetical order by surname for each class. • Keep all VACSWIM Enrolment Forms in a safe / secure place. • Keep all Payment Forms in alphabetical order by surname; these will be used to reconcile your enrolment

money at the end of the program. See IC Pack for information on keeping records, called the ‘Enrolment Package Checklist’

5.6 Enrolment at the Locations by VACSWIM Staff on Designated Dates and Times

The following formal enrolment dates for VACSWIM will be advertised to the public; • Enrolment Day for VACSWIM at Large Locations (as indicated in 2013 Enrolment Package – Information

Booklet): Saturday 10 December 2011, between 10.00am and 12 noon

At public, community and school Locations. Beach Locations excluded. • Secondary Enrolment Day for other VACSWIM Locations:

Saturday 31st December 2011 between 10.00am and 12 noon Unless otherwise arranged with the VACSWIM Office.

Secondary Enrolments at Large Locations that have previously held an enrolment day, are available on

Saturday 31st December 2011 between 10am and 12 noon; however will incur an additional $1.00 Administration Fee per child.

5.7 Late Enrolments

Participants being enrolled after Saturday 31st December 2011, are deemed to be “late enrolments” and will also incur an additional $1.00 Administration Fee per child. Instructors in Charge must advertise enrolment times at the Location and ensure the families seeking to enrol Participants in VACSWIM are aware of procedures for late enrolments. Enrolments may be taken on the first day of the program at the discretion of the Instructor in Charge/Regional Coordinator. However, all enquiries about enrolments on the first day must be deferred until the completion of

Page 23

lessons, on 1st day of the program (unless local circumstances allow otherwise). This requirement must be followed to ensure high-level customer service to Participants already enrolled in VACSWIM. The penalty for late enrolments is non-participation in the first lesson; this can be varied by the local coordinator at his/her discretion. Late enrolments should not disrupt or disadvantage classes already in progress i.e. Instructors in Charge must ensure that VACSWIM is effectively running on day one. Late enrolments at the Location should only be accepted if: • there are vacancies in existing classes or • the number of late enrolments make the formation of another class viable or • there is time available to conduct an extra class(s) If the Instructor in Charge having explored all options for enrolling the Participant at the Location decides it is not possible to accommodate the Participant at the Location then the Instructor in Charge will need to provide the parent with the details of other Locations. At Locations where the above enrolment dates and times are inconvenient the Instructor in Charge must inform VACSWIM Office of alternative enrolment dates and/or times and also make every effort to inform the local community of the revised arrangements.

5.8 Preparation for Enrolment Days at the Location

Instructors in Charge must confirm the date, times and venue for enrolment session(s), and instruction and class times with the Location owner/ manager / authority. Instructors in Charge must consult with the Location manager or authority to ensure that adequate space is available at the Location for receipt of enrolments from parents and families. The Location must be well prepared and organised to ensure smooth enrolment procedures for all applicants. All attempts should b