High Life Highland Outdoor Activities Equipment
Normal Operating Procedures
Normal Operating Procedures (NOPs)
Outdoor Activity Equipment Management
Introduction
1.1. These NOPs govern the management of all adventurous outdoor activity resources under the
governance of The Highland Council (THC) and High Life Highland (HLH). The overall
management of aforementioned resources are the responsibility of the HLH Outdoor Activities
staff and are subject to the requirements of the HSE via an Adventure Activity Licences [for THC
and HLH] issued by the Adventure Activity Licensing Service. Individual facilities are
responsible for following these procedures and those of the AALA.
1.2. The procedures contained within this document are to be applied with wholly and with due
diligence and will ensure, so far as is reasonably practicable, that resources are well maintained,
serviceable, of a high quality and above all are safe for use and storage.
1.3. Expectation from AALS for equipment maintenance see AALS guidance L77 and Appendices.
1.4. Check guide - for a well-managed and used resource;
Serial
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Page | 1
Quality indicators
Staff are competent to manage such equipment - evidenced
Staff have access to appropriate equipment for planned adventure activities
Staff / volunteers using their own equipment can demonstrate it is fit for use, in line with
manufactures and this guidance
All equipment has been purchased from a reputable source, dates are recorded
The outdoor resources have a named responsible person
The resources are documented in an electronic or paper record
Items of PPE, safety equipment and or craft (canoes/bikes, RIBs etc) are all recorded
individually as ‘Trackable Items’
All trackable items are within the manufactures and or good practice life span and
expected physical conditions
Trackable items have an appropriate recorded thorough check routine by a competent
person – evidenced
All non-trackable items recorded accurately (clothing, rucksacs etc.)
Resources are stored and secured appropriately given their use
Resources are clean and fit for use
Issuing staff are aware of and competent to carry out suitable pre-use checks
A process for identifying and managing damaged, quarantined for repair and disposal of
equipment no longer fit for use is in place and is documented
A review by management is carried out annually and recorded
A process for managing and recording equipment loaned, hired out and safe return is
documented
The equipment has been used in the last 12 months – otherwise consider disposal
Initialled and
dated
High Life Highland Outdoor Activities Equipment
Normal Operating Procedures
2. Outdoor Education Resources Facility
2.1. The HLH Outdoor Activities main equipment resource base is located in the HLH stores facility in
Aviemore. There are additional HLH resource locations distributed in Highland detailed in the
Outdoor Resources Database (ORD).
2.2. Many THC establishments also possess outdoor activity resources which are stored in their own
facilities. These facilities are to be managed and operated by the establishments in line with
these procedures, manufacturer’s guidance and with support available from HLH on request.
3. Staff
3.1. Staff Competence – Staff involved in procurement, managing, loaning, issuing and inspecting
must be competent to carry out these tasks. Different levels of competence may be needed for
different tasks. Staff must hold a relevant activity qualification or specific evidenced training
competence where inspecting activity and safety related equipment
3.2. Staff Training – staff must be trained to manage and inspect equipment. ‘In house’ staff
training is appropriate for those staff with responsibilities although at least one member of HLH
Outdoor Activities staff must have received formal training from an equipment management body
(consultant, manufacturer etc).
3.3. Staff Equipment – HLH Outdoor Activities make a suitable amount of equipment available for
staff use. Where staffs (full time, volunteer and freelance) wish to use their own personal
equipment it is expected that it has been stored, checked and kept in line with manufactures
guidance and the equipment management section of this policy point 5. THC and HLH staff
responsible for activities reserve the right to monitor and inspect freelance and or staff
equipment on a periodic basis. For full time staff that are required as part of their role to either
monitor or lead activities a budget is available on request to purchase equipment not available
within the HLH stores.
3.4. Branding - All HLH staff are expected, as part of their work, to be identifiable as an HLH
employee when engaging with stakeholders and or clients. A number of branded clothing items
are available to both full time and freelance staff on request.
3.5. School Staff / Volunteer staff that have their own personal outdoor resources are expected to
also conform to the above 3.1-3.4 points. Monitoring of these resources where known will be
carried out on an ‘as required’ basis or where a query has been raised.
4. Procurement
4.1. The procurement of all equipment must adhere to THC and HLH procurement guidance. In
general however, staff are expected to seek the best possible price for the equipment that is
both suitable and sustainable for the purpose. This should take into account expected working
life due to use and recommended working life due to manufacturers recommended product life
span.
Page | 2
High Life Highland Outdoor Activities Equipment
Normal Operating Procedures
4.2. Equipment should only be purchased when there is a forecast for use, rather than a speculative
use. Capital should not be expended unnecessarily and where possible looking at the wider
resources held across HLH and THC services should be considered. Contact HLH Outdoor
Education Officers for further information.
5. Equipment Management and Accountability
This section applies to both HLH directly held resources and those held/managed remotely by THC/HLH
establishments / services. Any further guidance on how to administer this should be sort from the
Outdoor Education Officers.
5.1. The accountable party is the party and or person who has overall line management of those
resources where they are stored / based i.e. HLH Outdoor Activities Manager for the HLH Outdoor
Activities equipment and the Head of Establishment for equipment kept and maintained onsite.
These responsibilities may be delegated as required to a named party within that management
structure.
5.2. Inventory’s should be reviewed and updated at least annually on the Outdoor Resources Database
(ORD) or sent into to HLH Outdoor Education officers annually within an electronic means (Word,
spreadsheet, database). This will enable effective equipment oversight, resource sharing and
equipment procurement. Local management of equipment must include equipment that is loaned /
hired out with records.
5.3. An inventory and or ORD can manage the following information:
 Quantity / Sizes available
 Items description
 Track-able and non-track-able items
 Date of purchase equipment lifespan – see point 5.5.
 Recorded Thorough Examination date and by who
 Actions
5.4. If equipment remains serviceable, is within the manufactures recommended life span and will portray
a professional image it can be continued to be used. Equally, equipment that is deemed to be
unserviceable, unsafe, or has become particularly uncomfortable and/or unsightly should be replaced
before the end of its recommended lifespan.
5.5. Safety chain or Personal Protective Equipment (PPE) will generally have a manufactures’ lifespan by
which time equipment must be removed from service – evidence of this life span must be recorded
on the inventory / ORD. In the rare occasion where the manufacturer’s recommended lifespan is not
given then the lifespan will be defined by competent staff having done appropriate checks and
inspections. The manufacturer’s lifespan must be balanced with the equipment usage and condition,
removing equipment they deem no longer fit for use regardless of age. Reasons for this may include:
 It fails to pass inspection (inspection before and during use and the periodic in-depth
 Inspection)
 It has been subjected to a major fall or load
 No full usage history
Page | 3
High Life Highland Outdoor Activities Equipment
Normal Operating Procedures


It has reached the manufactured recommended lifespan
There is doubt as to its integrity (if in any doubt, remove it and seek advice from
Outdoor Education Officers)
5.6. Trackable PPE and safety chain equipment should be marked in a manner / location that does
not affect the structural safety or load bearing provision of that item i.e. on the label or
manufactures stickers– Advice on appropriate marking can be sought from the manufacturer,
tech advisors of other competent persons.
5.7. All equipment and the instruction in it used should be in line with manufactures guidance and or
current excepted industry practice / training given. Any equipment used for a provision outside of
this should be discussed with the Outdoor Education Officers first.
6. Storage of Equipment
6.1. General All equipment should be stored in a suitable environment given the nature (material) of
that equipment and any manufacturers’ / good practice storage guidance. This will generally be
in a clean, dry and well ventilated room outside of direct sunlight.
6.2. Security: It is expected that equipment is stored in a secure location and can only be accessed
by approved and competent individuals and or under supervision. This is to avoid interference
and unauthorised usage by third parties.
6.3. Boats (canoe, kayak, etc.) can be stored in a secure sheltered location outside, but would be
better stored indoors away from UV light, which can cause degradation to plastics over time.
6.4. Drying wet equipment can present a challenge for many establishments however to prolong the
life and functionality, care should be taken to ensure that items are washed / rinsed and dried
thoroughly before being stored. Care should be taken if items are dried in a drying room or on
direct heat, not to adversely damage the materials (anything over 40 degrees) or reduce the
effective life span.
6.5. Contaminates All equipment potential ‘contaminates’ should be stored away from general
equipment and in some cases in a secure container / alternative store (depending on quantities /
nature). Contaminates include:





Page | 4
Sun cream
Insect repellents
Cleaning and sterilising materials
Fuels
Lubricants
High Life Highland Outdoor Activities Equipment
Normal Operating Procedures
7. Equipment Care and Cleaning
7.1. While it is understood that certain roles within this procedure require specific technical
competence, it is positively encouraged that participants and clients should where possible take
a full and active role in the equipment care, storage, pre-use checks (under supervision) to gain
a greater understanding and appreciation of what is required.
7.2. For any general washing of equipment manufactures’ specific cleaning guidance should be
followed (if unsure use neutral soap flakes). Where disinfecting on a regular basis is required
then a diluted sterilising solution (such as those used for baby bottles) should be considered. If
unsure refer back to manufactures guidance.
7.3. Where an item has been used and needs replenishing such as a first aid kit it should be put into
quarantine with a note until restocked – to avoid it being issued incomplete. Items of equipment
used outside of normal operating practice i.e. in an unplanned rescue should be quarantined
until checked thoroughly by a competent person.
7.4. Checks will be in line with manufactures’ and governing body guidance
7.5. Contaminates such as sun cream, meth’s and midge repellant should ideally not be used around
any item of safety chain equipment and PPE, particularly textiles and plastics as they can
damage equipment very easily. It is advised that when applying items such as these where
possible safety equipment should be removed. This should be communicated by staff to all
clients.
8. Inspections, Records and Checks
8.1. Inspection – All equipment should be checked for serviceability. Safety critical equipment must
be subject to pre-use checks and recorded thorough examinations. This will vary according to
the item in question, and also to the use it is subject to. Thus, ropes and harnesses which are
being used daily may be inspected (visual + manual) on a weekly basis. In the case of buoyancy
aids, they are often stored throughout the winter with no use. There would thus be no
requirement to inspect them during this period.
8.2. Training - If advice is required on appropriate checks and or training it should be sought from
the HLH Outdoor Education Officers, manufacturers and or governing bodies.
8.3. The frequency of Recorded Thorough Examinations (as opposed to the pre-use checks
made by instructors issuing and fitting equipment) should be dictated by the use. Most centres
have established inspection regimes of weekly, monthly or annual checks, with managers
determining the inspection regime, based on their competence or advice gained from a
competent person. As a minimum all safety critical equipment should have a ‘Recorded
Thorough Examination’ at least every 6 months and or if seasonal use, annually.
Page | 5
High Life Highland Outdoor Activities Equipment
Normal Operating Procedures
8.4. Recorded checks should be recorded in a local means or via the ORD and will be monitored by
HLH as appropriate.
8.5. Loaned or hired equipment: Will need a pre-use check and depending on use a recorded
thought examination to be done prior to it being issued again to other parties
8.6. Inspection Types
Pre-use checks
These are checks that are visual and tactile and check for identifiable obvious faults due to day
to day wear and tear, failure or damage of all equipment. This is to ensure the equipment is fit
for purpose. All activity leaders are expected to carry out these as part of their professional
practice.
Pre-use checks need not be recorded although if any item is removed for any reason it should
be recorded. These checks should be carried out by qualified competent staff in that activity
area.
When using equipment loaned or hired from a service provider or HLH, the same diligence
should be applied in terms of pre-use checks by staff to ensure it is fit for use.
For more detail refer to the equipment manufactures’ guidance and / or relevant supporting
bodies e.g. British Mountaineer Council / British Canoeing or seek advice from a competent
person and / or HLH Outdoor Education Officers. See links at the end of this document for
guidance on checks.
Recorded Thorough Examination
To comply with L77 this ‘thorough examination’ should be carried out by a competent person
who has the practical, theoretical knowledge and experience to enable them to detect defects or
weakness and assess their importance in relation to safety and continued use. In most instances
a qualified activity leader would be appropriate for this however where in doubt or for further
guidance please contact HLH Outdoor Education Officers.
Periodic Unscheduled Inspections
If at any stage an unexpected or abnormal use has occurred or is suspected of occurring, an
additional recorded thorough examination should be carried out. Examples of this could include,
a storage issue (with a contaminant), miss-use, a fall, association with other damaged
equipment, exceptional use over and above the norm such as a charity abseil or interim damage
and concerns raised as part of the pre-use checks.
If in doubt remove the item from use and mark for further checks by a competent person.
Records of a thorough examination / inspection checks must be kept for all ‘Trackable’ ‘Safety Chain
Equipment’ and PPE as well as for larger items of group equipment which have a role to play in the safe
operation of an activity. If in doubt, seek guidance.
Page | 6
High Life Highland Outdoor Activities Equipment
Normal Operating Procedures
9. Repairs, Quarantine and Disposal
Repairs / Quarantine - Any equipment that needs repair or during the pre-use check has been raised as
a concern, should be removed from the main stores area, marked appropriately and stored separately
(quarantine) until repaired or inspected by a competent person. All items that are deemed to require
further checks, actions and or repair should have be clearly marked as such – red tape and or clear
signage is the standard approach.
Disposal - Equipment should only be disposed of by a technically competent member of staff (HLH
Outdoor Activities equipment can only be ‘written off’ by HLH Outdoors staff). Safety critical equipment
beyond repair or unsafe for use, should be disposed of in a manner that means that it cannot be re-used
by anybody.
Secondary Use (items down-graded) - if equipment is used for a secondary purpose such as ropes for
team building activities, it must be clearly labelled to avoid misuse – this should be red tape and in the
case of ropes / slings cut down to short lengths and have split ends. Any equipment disposed of must
be marked in the inventory as being disposed of with justification.
10. Remote Facility Inspection and Reporting
10.1.
Equipment located in THC and HLH establishments must be detailed on either a local
electronic means or the ORD. Local arrangements must adhere to these procedures and / or
manufactures guidance.
10.2.
Monitor visits will be carried out by HLH Outdoors staff who will use the para 1.4 quality
indicators
10.3.
Staff will complete an HLH Outdoor Activities Monitoring Report on the inspection of the
equipment store. This should highlight any deficiencies and must involve the rescheduling of a
further inspection / supply of evidence of compliance. This will be bought to the attention of the
establishment SMT. Where compliance is not achieved the establishment management will be
advised.
11. External Equipment Issues and Loans
11.1.
Recording – needs to be proportional to the item and person loaning or hiring. E.g. if it is
for internal students from a school stores borrowing DofE equipment then a simple sign out
sheet would be appropriate. If equipment is being loaned / hired to a third party / more formal
hire Booking Terms and Conditions (BTCs) may be considered.
11.2.
Loan to External HLH / THC Establishment – Contact HLH Outdoor Activities for
guidance on loans and BTCs. The booking form / BTCs should be signed before leaving with
any equipment. HLH does not operate an equipment loan store; however equipment (if in
sufficient quantities) can be loaned by arrangement.
11.3.
Technical Equipment - Any equipment considered of a technical nature and or hired for
group use can only be done so by someone considered to have suitable experience,
competence and / or qualification to be an activity leader/instructor. This will need to be
evidenced prior to equipment release and in some instances the hirer may be required to state
Page | 7
High Life Highland Outdoor Activities Equipment
Normal Operating Procedures
this in writing. For example canoeing equipment can only be hired by a competent canoe coach
of for instruction by one.
11.4.
Pre-use checks – Should be outlined in BTCs.
11.5.
Payment / invoicing – Local arrangements apply. HLH equipment loans require
payment terms with invoice paid 14 days from receipt of invoice.
11.6.
Return – Item must be returned to a store in good condition i.e. clean. Charges should
apply where excessive cleaning is required and or damage is inconsistent with appropriate use.
Page | 8
High Life Highland Outdoor Activities Equipment
Normal Operating Procedures
Appendix
Equipment Checks
Links to further equipment care guidance:
AALS Guidance note’s http://webcommunities.hse.gov.uk/connect.ti/adventureactivitiesnetwork/view?objectId=206000
British Mountaineering Council - https://www.thebmc.co.uk/bmc-technical-advice-booklets?s=4
British Canoeing - http://www.canoe-england.org.uk/coaching/safety-advice/
Marine and Coastguard agency - https://www.gov.uk/government/organisations/maritime-andcoastguard-agency/services-information
Royal Yachting Association - http://www.rya.org.uk/infoadvice/safetyinfo/Pages/default.aspx
British Cycling – https://www.britishcycling.org.uk/knowledge/bike-kit
Blowkarts - http://www.blokart.com/howto/2bk23.pdf
Page | 9