Logistics and Risk Assessments
Short Course Location
Deciding where to host a short course is an important decision, and there are a number of things to consider. For example:
UWC presence - hosting a short course in city or country with strong UWC presence such as an alumni network, school or college or national committee could mean you are able to partner and work closely with these entities when building your course. They may be able to offer space and/or serve as facilitators or guest speakers during your course.
Course theme/objective - some short courses are hosted in areas of political, economic, ethnic or environmental tension. Such locations have proven to be an asset to courses since the setting can provide a real life aspect to the course themes (such as conflict resolution/management or environmental issues) which further enhances understanding. In addition, a course exploring the effects of economic growth on the environment, for instance, might choose a location that allows easy access to natural spaces.
Cost - some locations are more cost efficient than others and you may want to take your budget into consideration when deciding on where to host the course. For example, can you form a mutually beneficial and efficient partnership to make use of a local school's facilities (not necessarily a UWC school or college) during the summer months when the school is not being used.
Participants - depending on your target participants, location can be key. For instance, our short course in Mexico 2018, Catalyst, was held in the Latin American region as the course focused on the effects of the war on drugs on youth across the Americas.
UWC values - it's important to maintain consistency between UWC values and the messages of your short course with the venue and location. If your course theme is environmental sustainability, your venue needs to offer sustainable alternatives to single use plastics, and a conscious menu which is heavy in local produce, for example.
UWC Short Courses can be hosted in any geographic region as long as there is a suitable location and a working partnership with a local organising body.
Short Course Venue
Along with the location, the venue can have a high impact on the success of your short course. An inspiring space, where participants are free and safe to roam within the parameters, and which instils confidence in the participants' parents and guardians that their needs will be met, can have a great effect. With this in mind, before booking a space for your course, a number of things to think about are:
Whether the maximum capacity of the venue is suitable
Whether the rooms and washing facilities suit the gender split of your course
Whether the location has been risk assessed and whether you can review this documentation
Whether the venue is insured to host educational groups
Easy accessibility to the participants - in terms of transportation links, and whether grounds are suitable for participants with access and mobility needs
Cost - some locations are more cost efficient than others and you may want to take your budget into consideration when deciding on where to host the course. For example, you could form a mutually beneficial and efficient partnership to make use of a local school's facilities (not necessarily a UWC school or college) during the summer months when the school is not being used.
UWC values - it's important to maintain consistency between UWC values and the messages of your short course with the venue and location. If your course theme is environmental sustainability, your venue should offer sustainable alternatives to single use plastics, and/or a conscious menu which is heavy in local produce, for example.
Safety procedures (such as evacuation maps) are clear all around the facility
Evidence that electrical ports have been inspected and signed off in line with the local regulation
Efficient lighting to ensure participant, facilitator and organising team comfort, health and safety
Adequate ventilation to ensure participant, facilitator and organising team comfort, health and safety
Appropriate work space for indoor and outdoor learning - are there quiet areas, common rooms sports pitches, a swimming pool etc. If you plan on hosting much of your curriculum in outdoor spaces, your venue needs to facilitate this.
Proximity to health care facilities (hospital, pharmacy etc.)
Whether there are public transport connections and how reliable this is
Adequate electrical outlets, strategically located, to accommodate electric/electronic equipment (i.e. projector) to aid facilitation
Sufficient supply of cool, potable drinking water for participants and facilitators
Food catering which allows for all dietary requirements
Housekeeping provision
Ask for references from their previous customers, or do some research into them via the internet
Prices - do they offer a discount to non-governmental organisations? Weigh up price vs. quality of different venues, caterers etc.
Later on in this platform, we will recommend that you connect with the main disability foundation in the country of your short course and open your applications to candidates with disabilities. If this is something you plan to do, the following site provides an accessibility guide for you to have in mind at this stage when thinking about logisics and venues, and later marketing.
Short Course Dates
Whilst your dates may be dependent on when your desired venue is free, there are also other important factors to consider. Your course date needs to allow for plenty of time to go through the UWC endorsement process. UWC International suggests that you get in contact with UWC International, and thus gain access to this resource platform, a year before you plan to run your course.
The key thing to note when choosing dates for your course is the demographic of your participants. If your course is for young people who are still in school, you will most likely want to consider the school holiday when choosing an appropriate date . If your course is for young people of university age, then likewise you would want to align your course dates with their vacations and exam revision periods in mind, so as to not compromise their academic studies.
Safety and Risk Management
Possibly the key element which will determine whether your endorsement application will be successful or not is the consideration which you give to safety and risk management at your short course. Safety and risk management should considered throughout these stages.
The document below features guidelines and prompts for assessing all types of risk, from terrain to the communication of a serious incident, should it occur.
Risk Management Plan
Once you've read and learnt about safety and risk management at UWC short courses, you're ready to compile your risk management plan. To help you, we have developed templates (below). These 6 include 5 partially filled out templates for the most common, and most risky short course elements (city excursion, day hike, emotionally triggering activities, venue/classroom and water activities), and a blank one (general) where you should log all risks which are present but not covered by either of the 5 specialised risk assessments.
For each template which you intend to use, please make a copy and save to your drive, fill it out, and return it to UWC International as part of your endorsement proposal.
These assessments, especially the general one, should be working documents and updated as necessary throughout the lead-up to and the duration of your short course. Each risk assessment needs to be shared with all team members prior to the short course starting, so that all responsible adults are aware of the plans to minimise and manage risks at your short course.
City Excursion
UWC Short Course Risk Assessment: CITY EXCURSIONEmotionally Triggering Activities
UWC Short Course Risk Assessment: EMOTIONALLY TRIGGERING ACTIVITIESVenue/Classroom
UWC Short Course Risk Assessment: VENUE/CLASSROOMFinally, you can view an example risk assessment submitted by a previous short course, with personal information removed, below.
Risk assessment.pdf“All information and opinions provided by UWC in relation to the “Endorsement Process”, which is delivered, disclosed or furnished by or on behalf of UWC whether before or after the date hereof, regardless of the manner in which it is delivered, disclosed or furnished shall be referred to as the “Endorsement Process Information”.
The Endorsement Process Information has been provided by UWC and has not been independently verified as to its accuracy. No representation or warranty, express or implied, is given by UWC or any of their respective directors, partners, officers, employees, advisers or agents (and any warranty expressed or implied by statute is hereby excluded) as to the adequacy, reliability, accuracy or completeness of the contents of the Endorsement Process Information or as to the achievement of or reasonableness of any information, estimate or statement relating to the Endorsement Process or any other document or information supplied, or which may be supplied at any time or any opinions expressed herein or therein, nor is UWC under any obligation to update the Endorsement Process Information or correct any inaccuracies or omissions in it which may exist or become apparent and to provide you with access to any additional information.
No responsibility or liability is accepted for any loss or damage or liability howsoever arising (including without limitation liability arising out of negligence or misrepresentation) that you may suffer as a result of the Endorsement Process Information or any other additional information which may be provided as part of the Endorsement Process and any and all such responsibility and liability is expressly disclaimed by UWC or any of them or any of their respective directors, partners, officers, employees, advisers or agents.”