Sun Protection Policy and Procedures
Background
A balance of ultraviolet radiation (UV) exposure is important for health. Too much of the sun’s UV can
cause sunburn, skin and eye damage and skin cancer. Exposure to the sun’s UV during childhood
and adolescence is associated with an increased risk of skin cancer in later life. Too little UV from the
sun can lead to low vitamin D levels. Vitamin D is essential for healthy bones and muscles, and for
general health.
The Sun Protection Policy has been developed to balance these requirements, and provide a health
and safe environment to all children and staff. The Policy incorporates:
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Guidelines and recommendations outlined by the Cancer Council
Requirements stipulated under the Education and Care Services National Regulations (2011).
Information for parents / guardians, educators, volunteers and children attending YMCA
Whittlesea’s Children’s Services Programs regarding a healthy balance of UV radiation
exposure.
Policy
All YMCA Whittlesea programs and services will use a combination of sun protection measures for all
outdoor activities from September to the end of April, and whenever UV levels reach 3 and above
(the level that can damage skin and eyes).
Commitment
YMCA Whittlesea is committed to the following:
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Ensuring all children, educators and staff have some UV exposure for vitamin D, and
encourage safe UV exposure whenever UV Index levels are below 3.
Ensuring all children, educators and staff are well protected from too much UV exposure by
using a combination of sun protection measures whenever UV levels reach 3 and above.
Ensuring the outdoor environment is sun safe and provides shade for children, educators and
staff.
Ensuring children are encouraged and supported to develop independent sun protection skills.
Supporting duty of care and regulatory requirements.
Supporting appropriate OHS strategies to minimize UV risk and associated harms for
educators, staff and visitors.
Ensuring that participants, visitors, families, volunteers and staff are informed of the Sun
Protection Policy.
Ensuring that curriculum planning will minimize exposure to the sun and also promote an
awareness of sun protection and sun safe strategies.
This policy shall apply from the beginning of September until the end of April each year. During
this period a combination of sun protection measures are to be used for all outdoor activities.
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Procedures for all YMCA Whittlesea programs and services
The following five guidelines will be implemented for all YMCA Whittlesea programs and services
under the conditions of the policy and commitment described above.
1. Seek shade
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A shade audit is conducted regularly to determine the current availability and quality of shade.
Management makes sure there is a sufficient number of shelters and trees providing shade in
the outdoor area.
The availability of shade is considered when planning all outdoor activities and excursions.
Children are encouraged to choose and use available areas of shade when outside.
Children who do not have appropriate hats or outdoor clothing are asked to choose a shady
play space or a suitable area protected from the sun.
2. Slip on sun protective clothing
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When outside, children are required to wear loose fitting clothing that covers as much skin as
possible. If a child is not wearing sun-safe clothing (e.g. a singlet top or shoestring dress) they
will be required to choose a t-shirt/shirt to wear over the top before going outdoors. Refer also
to Clothing Policy.
3. Slap on a hat
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All children are required to wear hats that protect their face, neck and ears – i.e. legionnaire,
broad-brimmed or bucket hats are strongly recommended. Baseball or peak caps are not
considered a suitable alternative.
4. Slop on sunscreen
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SPF 30 or higher broad spectrum, water resistant sunscreen is supplied by the service and/or
families.
Sunscreen is applied at least 20 minutes before going outdoors and reapplied every TWO
hours if outdoors.
To help develop independent skills, children from 3 years of age are given opportunities and
encouraged to apply their own sunscreen under supervision of staff.
5. Slide on sunglasses
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Where practical, children are encouraged to wear close fitting, wrap-around sunglasses that
meet the Australian Standard 1067 and cover as much of the eye area as possible.
Staff and Role Modelling
As part of OHS UV risk controls and role-modelling, when the UV level is 3 and above staff will:
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Wear sun protective hats, clothing and sunglasses when outside.
Apply SPF 30+ broad spectrum, water resistant sunscreen.
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Seek shade whenever possible.
Discuss sun safety with children and other participants, and implement appropriate measures
to protect children from overexposure to ultraviolet radiation.
Families, parents and visitors are requested to use a combination of sun protection measures (sun
protective clothing and hats, shade, sunglasses and sunscreen) when attending a YMCA Whittlesea
service or program.
In addition, all staff are educated in First Aid including heat exhaustion/exposure and how to actively
care and educate participants to prevent heat related illness from occurring.
Planned experiences
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Learning about Sun Protection and the importance of vitamin D are incorporated into planned
programs.
The Sun Protection policy is reinforced through staff and children's activities and displays.
Staff and families are provided with information on sun protection and vitamin D through
newsletters, noticeboards and the service’s website.
Communication
All YMCA Whittlesea services will:
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Display the Sun Protection policy for parents / carers, and discuss it with the participants.
Regularly reinforce Sun Protection behaviour through correspondence with families via the
notice board and displays, and through planned children and educator activities
Ensure information about the Sun Protection policy is included in parent handbooks, enrolment
forms and other important documentation sent to participants and their families.
Acknowledge the significant contribution from parents and guardians in ensuring policy
compliance and actively collaborate with families to ensure the provision of Sun Smart
clothing, hats, sunglasses (optional) and sunscreen for children is suitable and meets both the
service and family needs.
From May to August
When average UV Index levels are below 3:
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Sun Protection measures are not used from May until August unless the UV Index level
reaches 3 and above. This is to help maintain winter vitamin D levels.
Sun protection measures are only required when in alpine regions, near highly reflective
surfaces such as snow or outside for extended periods.
The Nominated Supervisor and/or delegate will check the daily UV alert and ensure the Sun
Protection policy is implemented for days above UV alert 3.
Enrolment Process
When enrolling, parents will be:
 Informed of the Sun Protection Policy.
 Asked to provide a hat for outdoor play.
 Required to give authorisation to staff to administer sunscreen.
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Encouraged to apply sunscreen in the morning so it is absorbed into skin.
The Nominated Supervisor is responsible for:
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Parents / guardians are informed of the Sun Protection Policy on enrolment, including the
need to provide an appropriate sunhat and clothing for sun protection for their child when
attending the service
Obtaining a parents / guardians authority for educators to apply sunscreen prior to their child
commencing at the service and storing this with each child’s enrolment record.
Providing a supply of sunscreen for use on all persons to whom this policy applies.
Ensuring children wear appropriate sunhats, clothing for sun protection and sunscreen when
attending the service.
Ensuring program curriculum includes the application of a combination of sun protection
measures for outdoor activities during the times specified in the scope of the policy.
Ensuring the Sun Smart UV alert on the Sun Smart website is accessed to check the daily
local sun protection times to assist with the implementation of this policy.
Ensuring information on sun protection is incorporated into the educational program (refer to
the Sun Smart website).
Reinforcing this policy by providing information on sun protection (available on the Sun Smart
website) to service users via newsletters, noticeboards, meetings and websites etc.
Ensuring that the availability of shade is considered in a risk assessment prior to conducting
excursions and other outdoor events (Regulations 100,101).
Ensuring educators are aware that all babies under 12 months need particular care and should
be well protected from direct sun.
All Educators are responsible for:
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Accessing the Sun Smart UV Alert on the Sun Smart website to check the daily local sun
protection times to assist with the implementation of this policy.
Wearing sunhats, clothing for sun protection and sunglasses (optional) when outside, applying
sunscreen and seeking shade during the times specified in the scope of this policy.
Ensuring each child, and any other participant at the service, wears an appropriate sunhat,
clothing for sun protection and sunscreen for all outdoor activities during the times specific in
the scope of this policy.
Checking that all sunhats brought to the service meet the Sun Smart recommendation for
adequate protection, are named and stored individually.
Applying sunscreen to children’s exposed skin, except in cases where parents / guardians
have not given authority. Where possible this should be done 20 minutes before going
outdoors. Children, where appropriate, will be encouraged to apply sunscreen with the
assistance of an educator (sunscreen is to be applied every 2 hours).
Storing sunscreen in a cool place and monitoring expiry date, including for sunscreen supplied
by parents/guardians.
Ensuring that children without appropriate sunhats for sun protection play in the shade or in a
suitable area protected from the sun.
Encouraging children to seek shade when playing outside and utilise shaded areas for outdoor
equipment that is not fixed during the times specified in the Sun Smart Policy.
Encouraging children to wear sunhats when travelling to and from the service.
Ensuring that sun protection strategies are a priority when planning excursions.
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Co-operating with their employer with respect to any action taken by the employer to comply
with the Occupational Health and Safety Act 2004.
Ensuring babies under 12 months are well protected from the sun.
Parents / Guardians are responsible for:
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Providing a named, Sun Smart-approved sunhat.
Applying sunscreen to their child before the commencement of each session.
Providing written authority for educators to apply sunscreen to their child. If parents for cultural
or medical reasons do not want sunscreen applied to their child, a letter from the parent and
medical explanation form the doctor should be given to the service.
Providing, at their own expense, an alternative sunscreen to be left at the service if their child
has a particular sensitivity to the sunscreen provided by the service.
Wearing a sunhat, clothing for sun protection and sunglasses (optional) when outside at the
service, applying sunscreen and seeking shade during the times specified in the scope of this
policy.
Definitions
Clothing for sun protection:
Clothing that is loose fitting, made from cool, densely woven fabric and covers as much as possible ,
tops with elbow length sleeves and, if possible, collars and knee length or longer style shorts and
skirts. Singlet tops and shoestring tops/dresses do not provide adequate protection in the sun.
Shade:
An area sheltered from direct or indirect sun, such as a large tree, canopy or artificial cover. As
recommended by Cancer Council Victoria, where possible, shade will provide a minimum of 94%
protection against UV radiation.
Sun Smart:
The name of the program conducted by Cancer Council Victoria to promote an awareness of the
need to provide sun protection: www.sunsmart.com.au
Sunglasses:
Sunglasses are optional, if worn it is recommended that sunglasses are a close, fitting, wrap around
style that meet The Australian Standard 1067 and cover as much of the eye as possible.
Sunscreen:
SPF 30+, broad spectrum, water resistant sunscreen. Sunscreen should be reapplied every 2 hours,
even when labelled 4 hours water resistant. Monitor the expiry date and store in a cool dry place.
Sun Hat:
To protect the neck, ears, temples, face and nose, Sun Smart recommends broad-brimmed,
legionnaire or bucket style hat. Baseball caps and visors offer very little protection to the cheek ears
and neck and are not recommended.
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Legislation and Standards
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Occupational Health and Safety Act 2004
Children's Services Act 1996
Children's Services Regulations 2009
Child Wellbeing and Safety Act 2005 (Vic) (Part 2: Principles for children)
Education and Care Services National Law Act 2010
This Policy also meets the following Standards:
 Department of Human Services Standards (DHSS)
 Community Care Common Standards (CCCS)
 ISO 9001
 National Quality Standards
 National Regulations
Associated Documents
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Excursion Policy and Procedures
Clothing Policy and Procedures
Document Review, Document Control and Records Maintenance
Review
This document will be reviewed annually.
Retention
Keep until updated
Storage
Hard Copy Original: YMCA Whittlesea Policies and Procedures Folder
Hard Copies: At each Children’s and Disability Services program; Whittlesea
Outdoor Pool; Mill Park Leisure.
Soft Copy Original: U:\taryn.nelson\Documents\Children’s Services
Soft Copies: G:\Documents - Master\Children’s Services
Protection
Not Required
Archive/Disposal
Hard Copy: General Waste Removal
Soft Copy: G:\Documents - Master\ARCHIVES
Version: 7
Created: 01/03/2001
Reviewed: 04/10/2016
Next Review Date: 14/10/2017
Reviewed by: Sandra Marson
Position: HR & Systems Manager
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