Through this page you will find the downloadable accident report forms, risk assessment template, and incident procedure flowchart. There are also details around what you need to do when planning a trip or tour. 

Accident report forms - to be filled out and sent to the department when an accident or incident occurs during a student group activity. Please submit these to the department 48 hours after the incident. 

Risk assessment 

Risk Assessments should be reviewed by your health and safety officer yearly and uploaded to the student group web page by the department. You must also complete a risk assessment for any new activity undertaken by your student group. These must be shared with your members for each activity you undertake.

Incident procedure flowchart - details what your student group needs to do in case of an accident or emergency. 

Your student group must fill out an accident report form for every accident/incident that occurs during your sessions. We require an accident report form for the following activity:

• Training sessions
• Matches
• Trips
• Tours
• Student group activity

We do not need accident report forms from socials, night's outs, parties etc. It is only required for formal club and society activity. 

These must be filled out and submitted to sport@su.plymouth.ac.uk or societies@su.plymouth.ac.uk within 48 hours of the incident. You will need to review your risk assessment to see if any new procedures need to be put in place to prevent similar incidents and also submit this to the department for review.

Please download the documents here

Here you will find a blank generic risk assessment template for your student group to download. These must be filled out if you are planning a new activity, which is not currently covered by your general student group risk assessment. If you are unsure if an activity requires a new risk assessment, please contact sport@su.plymouth.ac.uk or societies@su.plymouth.ac.uk.

Your current student group risk assessment can be found on your individual web pages, by clicking on the "more" button at the top of the page. 

If at any point throughout the year you need to update your risk assessment, please send a copy to the relevant department to review. They will then upload the document for you once approved. 

When organising an event that involves food, it is important to consider how you are preparing, handling and serving the food. If your student group is hosting an activity that involves food, you need to think about the risks. This needs to be part of the risk assessment that is produced and submitted to the Student Communities Team via the Activities Portal. 

If you are preparing and serving food that you have made, then every individual involved in the preparation or handling of food must have a valid Level 2 food hygiene certificate or be supervised by someone who has this qualification. There are lots of food hygiene courses that can be found online e.g. https://food-safety.org.uk/courses/. Please email certificates of completion to your relevant coordinator prior to the event. For events with an external caterer, please submit the food hygiene rating and a copy of the caterer’s public liability insurance in the other documents section of the Activities Portal.  

This is what is required for each type of food preparation, handling and serving food: 

*Q External catering (food provided by a business or restaurant): 

*A Please submit evidence about the provider(s) via the Activities Portal: 

*L Caterers' public liability insurance certificate that is in date. 

*L The food hygiene rating of the business. 

*L Relevant risk assessment 

*Q Self-catering (events where committee members or club/ society members prepare or serve food e.g. bake sales or pot-lucks): 

*A Please submit the required documents via the Activities Portal: 

*L Level 2 food hygiene certificates for each person preparing or serving Food. 

*L Allergen information should be accurate and clearly displayed. Find the core 14 Alergens List at this link.

*L Relevant risk assessment 

*Q  Shop-bought, pre-packaged goods: 

*A Please submit evidence via the Activities Portal: 

*L Packaging should be left out and accessible for attendees to check ingredient lists. 

*L Allergen information should be accurate and clearly displayed. 

*L Relevant risk assessment 

 

*Q We want to do a BBQ with our society, do I need to do a risk assessment?

*A Yes, you will need to submit a risk assessment along with an activity on the activity portal for any club or society BBQ! You need to submit your emergency contacts too for all attending the event. You need to complete a risk assessment if serving food at any club or society activity.

*Q We are changing location for our weekly sessions, do we need to update our risk assessment?

*A Yes, any changes to venue/location must be written into the risk assessment and resubmitted.  

*Q Do I need to do a risk assessment for a social/bar crawl?

*A No, as this would not be advertised as an official student group activity through the UPSU website.