au sport risk management information guidelines doc

8/16/2019 Au Sport Risk Management Information Guidelines Doc

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RISK MANAGEMENTINFORMATIONGUIDELINES

Developed by AU Sport and approved by the AU Sport Board April !"#


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$ontent%

1. Introduction: What is Risk1.

2. Identification 2.Step 1: Identify general risksStep 2: Identify specific risksStep 3: Audit Check List

3. Assessent !.Step ": #$aluate the risk

- Risk priority atri%- &a'le 1: Likelihood of risk occurring- &a'le 2: Conse(uence of risk occurring

Step ): *rioritise the risk

". &reating the Risk +.Step !: &reating the Risk

- Action plan teplate- Additional Resource

). ,e$elop risk anageent policy and plan 11.

!. Counication 12.

Appendi%

Risk *riority -atri% &a'les 1".

&his docuent and supporting teplates ere de$eloped 'y using

inforation pro$ided 'y:G&ide to developin' Ri%( Mana'e)ent *lan% +or Sport and A,tive Re,reation $l&b% /0ic Sporthttp:.$icsport.asn.auAssetsilesSport24and24Recreation245rganisations246uide24to24,e$eloping24Risk24-anageent24*lans.pdf

S)art *lay Sa+ety G&ideline% +or Sportin' $l&b%- A%%o,iation% and Fa,ilitie%Sports -edicine Australian 7SA 8 0ic 9ranches/ 2444http:.sartplay.co.auIageLi'raryAssetsResources;ationalpolicy


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". INTRODU$TION

In line ith the A> Sport Risk -anageent *olicy/ e recognise that it is $italto ha$e good Risk -anageent practices in place at 'oth the Clu' and Association le$el. &here is also an acknoledgeent hoe$er/ that no single

plan and odel ill fit all of the A> Sport Clu's. or any A> Sport clu's/?Risk -anageent@ can 'e seen as a cople% and o$erheling issue/especially those undertaking high risk acti$ities.

&his docuent ais to pro$ide 'asic 'ackground inforation on hat is riskanageent and should 'e used in conunction ith the ?A> Sport Risk-anageent *olicy@ and the ?A> Sport Risk -anageent *lan &eplate@. Itidentifies the steps in$ol$ed hen a clu' is re$ieing their risks and riskanageent plan needs to 'e created. >ser


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Step "/ Identi+y ha0ard%

Is there a regulation/ ad$isorystandard or Code of *ractice

regarding the haDardB

;oEes

Step / A%%e%% ri%(

Risk -atri%

Coply .iththe

Regulations Step 1/ De,ide on $ontrol Mea%&re%

Step #/ I)ple)ent $ontrol Mea%&re%

Step 2/ Monitor and Revie3

AU Sport: Risk Management Information Guidelines Page 2Version 1, Approved May !1" #ate Printed: May !1"

Step "/ Identi+y

Step 1/ Treat)ent o+ Ri%(

Step / A%%e%%


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. IDENTIFI$ATION

Step ": Identify general risks areas

$%e key to developing a &ompre%ensive risk management poli&y and

plan lies in &learly identifying all t%e risks t%at may arise from t%e&ondu&t of your a&tivities and mem'ers( $o make t%is task easier, itis re&ommended you 'reak do)n t%e total risk management planinto a num'er of general risk areas, )%i&% AU Sport %as done on'e%alf of all &lu's(

Governan&e*inan&e+randMem'er Servi&esSports ompetition-A&tivitiesSo&ial .vents*a&ilities

Step 2: Identify specic risks

$%is is t%e most &omple/ and time0&onsuming part of t%e pro&ess( ou must no) sit do)n and attempt to identify every individual riskyou &an t%ink of t%at e/ists for your &lu'(

AU Sport &lu's )ill need to 'uild on t%e list t%at AU Sport %as

developed in t%e 2AU Sport Risk Management Audit %e&k 3ist4 toolto ensure t%at it &overs all of t%eir a&tivities( $%ose &lu's t%atundertake %ig%er risk a&tivities )ill espe&ially need to look &losely att%ose a&tivities(



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Step 3: AUDIT CHECK LISTS

GOVERNANCE

Yes

Don’tkno

w

No

1. !n"#$ent#%s

Is your organisation incorporated?

Does your club have an up-to-date constitution? (reviewed no morethan 3 years ago)

Is an AGM held in accordance with the constitution?

Is the Annual eport circulated to all members?

Is your organisation a!!iliated with relevant bodies (i"e" #tate #porting$ody% A& #port)

&. 'o%()*

Are your rules% by-laws and practices non-discriminatory?Do you adhere to all policies and processes that are imposed on theclub by organisations that you are a!!iliated with?

Are these policies communicated to all a!!ected?

Are club !iles and documents 'ept in a central location (eitherphysically or electronically)?

3. +#n#,e$entDoes your organisation have any policies or procedures to guide itsdecision ma'ing? (ode o! conduct !or the $oard ommittee%on!lict o! interest policy% etc")

Do you have position descriptions !or all o!!ice bearerssta!!?

Does your boardcommittee meet regularly and document alldecisions and actions?

-. '%#nn(n,

Do you have a clear plan !or the !uture that describes what you wantto do and how you are going to do it?

Do you have a succession plan?

Are people encouraged to ta'e up leadership roles?

INANCEYes

Don’tknow

No

1. 'o%()*Do you have good !inancial policies and practices documented?

Is all e*penditure authorised through an identi!ied process?

&. +#n#,e$entAre all !inancial transactions accurately recorded (receipted ban'ing)?

Do you present regular !inancial reports that identi!y how you aretravelling against your budget?

Do you have a (realistic) budget?

Is an annual audit conducted o! your !inancial records?



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RANDYes

Don’tknow

No

1. 'o%()*

Are mar'eting brand plans and guidelines in place and !ollowed?&. +#n#,e$ent

Are technology tools (website +aceboo' online databases etc)maintained and secure?

Are media activities reports monitored and appropriately addressed?

Are social media outlets (+aceboo'% ,witter% in'ed In) monitored andguidelines in place?

Is the website updated regularly?

+E+ER SERVICESYes

Don’t

know

No

1. 'o%()*

Do you have a member protection policy?

Do you have a volunteer sta!! management policy in place?

Do you have a hild #a!e .nvironments policy and o!!icer?

&. +#n#,e$entAre procedures in place to ensure the security o! membershipin!ormation and compliance with privacy legislation?

Does your organisation communicate regularly and e!!ectively with itsmembers?

Do you have a procedure !or dealing with complaints?

Do you provide volunteers sta!! with inductions in!ormation?3. D!t* o/ C#0e

Do members understand the e*tent o! their /duty o! care0?

1as everyone (sta!!% volunteers and participants) agreed to a code o!behaviour or conduct?

Do you re2uire participants to sign a waiver or release !orm prior toparticipating?

Are medical details emergency contacts accessible to those whomay need to access them?

S'ORTS CO+'ETITION ACTIVITIESYes

Don’tknow

No

1. 'o%()*It there a general event management policy guideline?

Are there policies and guidelines !or individual events?

Do you have an 145# policy and procedures in place? .g4eather policy% alcohol and drugs% Asthma% In!ectious disease%6regnancy

&. +#n#,e$entAre you competing in a well-managed competition?

Do you ensure the recommended rules o! play and protocols are!ollowed !or your activity?



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Are contingency plans in place?

Are details policies o! the activity communicated to those involved?

Are e2uipment guidelines on use replacement storage in place?

3. D!t* o/ C#0eAre you insured !or all activities?

Do you conduct ris' assessments on all programs% activities andevents? (especially !or high ris' activities)

Are ris' assessments documented?

Is there a clear procedure !or reporting accidentsin7uries?

Are regular sa!ety inspections made o! buildings% grounds ande2uipment?

Do you have an ade2uate !irst aid at all activities (sports trainer !irstaid o!!icers !irst aid 'it)

Are those involved (players coaches o!!icials) aware o! their roles responsibilities duty o! care?

Do all coachesinstructorsleaders have appropriate% currentaccreditation? (police chec's accredited training etc) Do you promote education and training opportunities?

Do those underta'ing high ris' activities have the s'ills e*perience 'nowledge to do so or are they supported by someone who is?

SOCIAL EVENTSYes

Don’tknow

No

1. 'o%()*It there a general event management policy guideline?

Are there policies and guidelines !or individual events?Do you have an 145# policy and procedures in place?

&. +#n#,e$ent

Are events promoted via di!!erent means?

Are there guidelines on what is an o!!icial club association event andinvolvement?

3. D!t* o/ C#0e

Are all events covered by the correct insurance?

Are events appropriately sta!!ed?

Is there a is' Management assessment or chec' list completed !or

each event?-. A%)o2o%

Do you promote a positive drug and alcohol responsibility (Good#ports&niversity policy)?

Are there guidelines on use and sale o! Alcohol?

ACILITIESYes

Don’tknow

No

1. 'o%()*

Are guidelines o! use in place?

&. +#n#,e$entAre boo'ing process in place?



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Are !acilities regularly cleaned and maintained?

3. D!t* o/ C#0e

Are damages and potential ha8ards appropriately reported?

Are ade2uate storages in place !or the sa!e 'eeping o! e2uipment andother goods?

Are medical .mergency and evacuation plans visible and up to date?

Spe)(/() R(sksYes

Don’tknow

No

Add details here o! any speci!ic ris's that your club !aces

or all of those that you tick as a No or don4t (no3- please e$aluate the risk

in ters of the likelihood and priority. If you tick a 5e%/ 'ut still feel that itneeds addressing/ please e$aluate the risk as ell.



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3. ASSESSME!

Step 4: E"al#ate t$e risks

$%e risk evaluation pro&ess gives ea&% identi5ed risk a priority

rating 'ased on t%e likeli%ood of t%e risk o&&urring and t%e&onse6uen&e to t%e &lu' if it does o&&ur( $%is &an 'e done using a%isk &ri'rity Matri(( 7ig% priority risks )ill 'e t%ose %aving a %ig%impa&t on t%e organisation and-or a %ig% pro'a'ility of o&&urring,)%ile lo) priority risks )ill 'e t%ose %aving little &%an&e of o&&urringand-or little impa&t on t%e &lu' if t%ey do o&&ur(

%isk &ri'rity Matri(

$%e Risk Priority Matri/ allo)s you to determine t%e level of risk for

ea&% parti&ular in&ident t%at %as 'een identi5ed in t%e 2RiskManagement Audit %e&k 3ist4, s%ould it o&&ur(

$%e Risk Priority Matri/ gives ea&% identi5ed risk a priority rating,from e/treme to minor, 'y &om'ining t%e fa&tors of t%e likeli%ood of o&&urren&e )it% t%e &onse6uen&es s%ould t%e risk arise( $o use t%erisk priority matri/, refer to $a'le 1 to rate t%e 3ikeli%ood of ea&%identi5ed risk and t%en $a'le to rate t%e onse6uen&es s%ouldt%at risk arise( As risks )ill vary 'et)een &lu's, it is up to you todetermine t%e likeli%ood and t%e &onse6uen&es of ea&% risk arising( $%ere are no rig%t or )rong ans)ers %ere, 8ust aim to measure ea&%

risk as a&&urately as you &an( onsultation )it% AU Sport at t%isstage may assist in t%e pro&ess(

9n&e developed, your priority listing )ill %elp you to &learly see)%i&% of your risks s%ould 'e treated as a matter of urgen&y, ast%ey %ave a %ig% pro'a'ility of o&&urring and-or serious&onse6uen&es s%ould t%ey o&&ur(

!a)le 1: *ikeli$''d 'f Identied %isk +cc#rring

R#t(n, *ikeli$''d 'f identied risk 'cc#rring in t$e c'#rse'f a year

A A*M+S! ,E%!AI: )ill pro'a'ly o&&ur, &ould o&&ur severaltimes per year

$ *I-E* : %ig% pro'a'ility, likely to arise on&e per year &+SSI/*E: reasona'le likeli%ood t%at it may arise over a

5ve0year periodD 0*I-E*: plausi'le, &ould o&&ur over a 5ve to ten year

period. %A%E: very unlikely 'ut not impossi'le unlikely over a ten

year period

AU Sport: Risk Management Information Guidelines Page Version 1, Approved May !1" #ate Printed: May !1"


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!a)le 2: ,'nse#ence 'f Identied %isk +cc#rring

%ating

&'tential Ipact In ters 'f t$e ')ecti"es 'f t$e'rganisati'n

A E!%EME: any o'ecti$es ill not 'e achie$edF or se$eralse$erely affected/ e%tensi$e inuries/ hospitalisation/ e$ent re(uiringin$estigation and outside assistance 7eg/ire Ser$ice/ *olice

+ MA+%: most o'8e&tives t%reatened or one severelya;e&ted

M+8E%A!E: some o'8e&tives a;e&ted, &onsidera'le e;ortsto re&tify

# MI+%: easily remedied, )it% some e;ort t%e o'8e&tives&an 'e a&%ieved

. E9*I9I/*E: very small impa&t re&ti5ed 'y normalpro&esses

9n&e you %ave given ea&% risk an A0+00#0. rating for )'t$ likeli%ood and &onse6uen&e, you t%en simply identify t%e level ofrisk on t%e risk priority matri/


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-. TREATING THE RISK

Step 6: !reat t$e risk

9n&e a risk %as 'een identi5ed and prioritised, it must eit%er 'e

a&&epted or treated( Some risks are a&&epta'le simply 'e&ause t%elevel of risk is so lo) it does not 8ustify any furt%er a&tion( As ane/ample, minor in8uries in &onta&t sports, su&% as 'ruising, are&onsidered 2part of t%e game4( 9t%er risks must 'e a&&epted simply'e&ause t%ere is not%ing you &an do a'out t%em, su&% as t%e for&esof nature( Most risks &an 'e treated or managed in some )ay( Someof t%e more &ommon )ays to manage risks in&lude:

A"'id > &an&elling or postponing an a&tivity &onsidered to 'e %ig%risk, su&% as a surf &ompetition in dangerous )eat%er or a fun run ine/treme %eat(

%ed#ce > taking proa&tive measures to redu&e t%e likeli%ood of arisk o&&urring or t%e &onse6uen&es s%ould an event o&&ur( Modifyingor &%anging t%e rules of a game, using prote&tive e6uipment or'a&king up ele&troni& data are e/amples of risk redu&tion(

!ransfer > e/amples of transfer in&lude taking out insuran&e orusing )aiver or indemnity releases to transfer t%e )%ole or part oft%e responsi'ility for t%e risk to anot%er party( It is important to notet%at taking out insuran&e or using )aivers or indemnity releases

does not limit t%e risk of t%e in&ident itself, it simply %elps to prote&tt%e organisation if an in&ident does o&&ur( AU Sport and its &lu's still%ave a responsi'ility to limit, in every )ay possi'le, t%e &%an&es ofan in&ident o&&urring( Insuran&e is not an e/&use for negligen&e(

Accept > a &lu' &an &%oose to a&&ept t%e risk of an in&idento&&urring and to &arry t%e &onse6uen&es s%ould su&% an in&identarise( As an e/ample, your &lu' may &%oose not to insure your'uilding and &ontents against 5re or t%eft as t%ese events rarelyo&&ur( ?%en &%oosing to a&&ept a risk and its out&omes, t%eorganisation must 'e fully a)are of t%e &onse6uen&es of

a&&eptan&e( In t%e &ase of a 5re &ausing e/tensive damage to anorganisation4s administration %ead6uarters, t%e organisation )%o&%oose to a&&ept and &arry t%e &osts of su&% an in&ident o&&urring)ill 'e fa&ed )it% &overing t%e &osts of repla&ing 'ot% t%e 'uildingand any &ontents damaged 'y t%e 5re( It is re&ommended your &lu'&arefully )eig% up t%e 'ene5ts, versus t%e &osts of &%oosing toa&&ept and &arry t%e &onse6uen&es for a risk( ?%ile unlikely eventsrarely o&&ur, t%ey &an still %appen and, s%ould su&% an event o&&ur)it%out appropriate support in pla&e to &over t%e out&omes, t%e&onse6uen&es &an 'e e/treme( ?%en setting out to manage risks,

you must ensure treatment is e;e&tive(

AU Sport: Risk Management Information Guidelines Page 1;Version 1, Approved May !1" #ate Printed: May !1"


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?%en planning to manage a risk you must determine:@ 7o) )ill t%e risk 'e managed@ ?%at resour&es )ill 'e re6uired@ ?%o )ill 'e responsi'le for managing t%e risk@ ?%en )ill t%e task 'e &ompleted

@ ?%en )ill t%e risk and t%e management plan 'e revie)ed



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S!$$#0* A)t(on '%#n

'OTENTIALRISK ID

D#te ID

*I-E*I0E,E +=%IS-

%IS-&%I+%I!

CONSEUENCE ORISK

ACTION(4hat is to be done)

RESOURCESre2uired

RES'ONSIILITY TI+ELINE(when is itto becompleted)

CO++UNICATION RISKTREATED

DATEREVIE4ED

R(sk A0e#: 5(.e. Go6e0n#n)e7 (n#n)e7 0#n"7 +e$8e0 Se06()es7 Spo0ts Co$pet(t(on7 So)(#% E6ents7 #)(%(t(es9

R(sk N!$8e0: S!8 He#"(n, 5(.e. 'o%()*7 +#n#,e$ent7 D!t* o/ C#0e9Identi!iedis'94hat is theris'

Date9Identi!ied

utcome9A$D.

utcome9A$D.

is'6riorityMatri*utcome9.*tremeMa7orMediumMinor

Identi!ied what/could0 happen i!the ris' is notaddressed"

6rior to an incident9#teps ta'en be!ore theris' occurs

6ost incident99#teps ta'en a!ter theris' occurs

4hat isneeded

6rior to anincident94ho

6ost incident94ho

Date 1ow will youcommunicatethe process tothose who needto 'now

Date

Identi!iedis'9

Date9

Identi!iedis'9

Date9

&his Action plan ill assist you in the process of addressing those risks that you ha$e identified in the steps a'o$e and recordingho has the responsi'ility to address the risk.

AU Sport: Risk Management Information Guidelines Page 12 of 2;Version 1, Approved May !1" #ate Printed: May !1"


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Additi'nal %es'#rce: %isk Acti'n &lan

*or t%ose &lu's or risks )%ere more detail to address t%e risk needsto 'e provided(

RISK $ATEGOR5/ DATE/

IDENTIFIED 7A8ARD/%IS- &%I+%I!:

*I-E*I0E,E += %IS-:

Re%pon%ible A'en,ie%/

*re


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5. 8E?E*+& A %IS- MAA9EME! &+*I, A8 &*A

*rom t%e )ork &ompleted in t%e previous steps, you %ave identi5edrisks, measured t%eir potential impa&t and made a de&ision on %o)to treat t%at risk(

#eveloping a user friendly 'ut &ompre%ensive Risk ManagementPoli&y is t%e key to managing risk and ensuring t%e safety of your&lu', your mem'ers and AU Sport( It sets rules and guidelines on%o) your &lu' and its mem'ers )ill manage risks( lu's are a'le toadopt 2AU Sport Risk Management Poli&y4 in its &urrent form or t%eymay )is% to develop t%eir o)n( If a &lu' &%ooses to &reate a riskmanagement poli&y t%at is spe&i5& to t%eir &lu', it must still 'e inline )it% t%e AU Sport Risk Management Poli&y(

A lu'4s Risk Management Plan )ill form part of AU Sport4s overall

Risk Management Poli&y( 9n&e you %ave identi5ed, prioritised andde&ided %o) you are going to address a risk, a Risk ManagementPlan is a )ay to &ommuni&ate )%at steps need to 'e &arried out toprevent-redu&e t%e risk and )%at steps need to 'e taken if anin&ident due to t%e risk o&&urs( Many of t%e steps undertaken %ereand t%e templates provided )ill form t%e ma8ority of a &lu's RiskManagement Plan(

$%e &ontents of a Risk Management Plan s%ould in&lude:1. Intr'd#cti'n./plains )%o is undertaking t%e plan, )%at is to 'e assessed and

)%y it is important

2. 8eniti'nsProvides de5nitions for a''reviations

3. Identicati'nInvolves &lassifying risks into di;erent areas, )%i&% AU Sport %asdone( It also in&ludes t%e pro&ess of identifying t%e risks usingt%e A0 Sp'rt A#dit ,$eck *ist(

4. Assessent

./plains t%e Risk Assessment pro&ess and %o) risks areprioritised using t%e %isk &ri'rity Matri(.

5. !reating t$e %isk #e5nes %o) t%e &lu' &an address a risk

6. %isk Acti'n &lanUse t%e A0 Sp'rt S#ary Acti'n &lan or t%e A0 Sp'rtAdditi'nal %es'#rces to do&ument t%e steps needed toaddress t%e risk 'efore an in&ident o&&urs and )%at a&tions need

to 'e taken if an in&ident o&&urs(



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7. ,'#nicati'n./plains %o) t%is plan and its out&omes )ill 'e &ommuni&ated tomem'ers

. %e"ie@

Provides a date for )%en t%e &lu' )ill revie) its risk managementpro&esses and plan

A template: 2AU Sport lu' Risk Management Plan4 &an 'edo)nloaded from t$e)lacks.c'.a#

6. ,+MM0I,A!I+

ommuni&ation is t%e most important fa&tor in su&&essfulimplementation of any Risk Management Poli&y and Plan( $%e 'estpoli&y in t%e )orld is of no use if it is not utilised on a daily 'asis(Pay parti&ular attention to edu&ating t%e ommittee and mem'ersa'out your Risk Management Poli&y and Plan, its purpose ando'8e&tives and t%eir spe&i5& responsi'ilities in ensuring t%e plan isfully implemented and ad%ered to(

ou may like to &onsider t%e follo)ing )ays to &ommuni&ate t%eplan:

• In&lude it and ot%er relevant do&umentation in a &ommitteemem'er manual and %anding it to ne) &ommittee mem'ers

• .nsure Risk Management is an agenda point for &ommittee

meetings• .nsure t%at all &lu' poli&ies are a&&essi'le 'y t%e mem'ers via

t%e &lu' )e'site

• In&lude risk management information in t%e &lu' ne)sletter orin regular *a&e'ook updates



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Appendi:/ %isk &ri'rity Matri( !a)les

!a)le 1: *ikeli$''d 'f Identied %isk +cc#rring

R#t(n, *ikeli$''d 'f identied risk 'cc#rring in t$e c'#rse'f a year

A A*M+S! ,E%!AI: )ill pro'a'ly o&&ur, &ould o&&ur severaltimes per year

$ *I-E* : %ig% pro'a'ility, likely to arise on&e per year &+SSI/*E: reasona'le likeli%ood t%at it may arise over a

5ve0year periodD 0*I-E*: plausi'le, &ould o&&ur over a 5ve to ten year

period. %A%E: very unlikely 'ut not impossi'le, unlikely over a ten

year period

!a)le 2: ,'nse#ence 'f Identied %isk +cc#rring

%ating

&'tential Ipact In ters 'f t$e ')ecti"es 'f t$e'rganisati'n

A E!%EME: any o'ecti$es ill not 'e achie$ed/ or se$eralse$erely affected/ e%tensi$e inuries/ hospitalisation/ e$ent re(uiringin$estigation and outside assistance 7eg/ire Ser$ice/ *olice

+ MA+%: most o'8e&tives t%reatened or one severely

a;e&ted M+8E%A!E: some o'8e&tives a;e&ted, &onsidera'le e;orts

to re&tify# MI+%: easily remedied, )it% some e;ort t%e o'8e&tives

&an 'e a&%ieved. E9*I9I/*E: very small impa&t, re&ti5ed 'y normal

pro&esses

%isk &ri'rity Matri(

AU Sport: Risk Management Information Guidelines Page 16

$on%e &en,e

L i ( e l y

h o o d

A + # .A ./treme ./treme Ma8or Ma8or Medium+ ./treme ./treme Ma8or Medium Minor ./treme Ma8or Ma8or Medium Minor# Ma8or Ma8or Medium Minor Minor. Medium Medium Minor Minor Minor

au sport risk management information guidelines doc

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