Sport Club

Management Series

Risk Management, Waivers, IEPs, Emergency Protocols, Spot Checks &

Safety Officers

What is Risk Management?

What is Risk Management?

Risk – a concept that denotes a potential

negative impact to an asset that may arise

from some present or future event

Risk is often used synonymously with the

probability of a known loss

A structured approach to managing

uncertainty

What is Risk Management?

Risk is not something that you can avoid

completely, but it is something that can be

managed. Risk management can be

described as a set of practices that help keep

individuals from harm and protect

organizations from liability claims. (McGregor

and Associates – webpage, 2007)

Crisis Management and developing an

Emergency Action Plan

The Risk Matrix

S

everity

Frequency Low High

High

1

low risk

low frequency

4

high risk

high frequency

2

moderate risk

moderate-high

frequency

3

low risk

moderate-high

severity

Potential Risk Treatments

Once risks have been identified and

assessed, all techniques to manage the risk

fall into one or more of these four major

categories: (Dorfman, 1997)

Avoidance (aka elimination)

Reduction (aka mitigation)

Retention

Transfer (aka buying insurance)

Steps

Risk Assessment - involves identifying sources of

potential harm, assessing the likelihood that harm will

occur and the consequences if harm does occur.

Risk Management - evaluates which risks identified in

the risk assessment process require management and

selects and implements the plans or actions that are

required to ensure that those risks are controlled.

Risk Communication - involves an interactive dialogue

between stakeholders and risk assessors and risk

managers which actively informs the other processes

Waivers

Club members must complete a Waiver and

their Emergency Contact Information EVERY

YEAR!

Each club has their own sport-specific waiver,

so individuals who participate on more than

one club will need to complete more than one

waiver (one for EACH club).

Why do clubs need an

Individualized Emergency Plans?

To help the club plan for the best course of action when dealing with Emergencies

Ensure that the best possible action is taken

CPR/First Aid

Ensure proper documentation, follow-up and potential support is available

Critical Incident Stress referrals

Ensure compliance with local, state and federal laws

OSHA

Individualized Emergency

Plans (IEPs)

This policy has to do with how many first aid

or CPR certified individuals needs to be at a

club practice or activity.

These policies may be revised from year-to-

year based upon industry trends and

research.

Be sure to contact the Sport Club Office to

obtain the most recent version of your club’s

IEP.

Emergency Protocols

Be sure to have Appendix E (Emergency

Protocols) with you at all times:

Tryouts

Practice

Competitions & Events

Home

Away

See handout

Spot Checks

During the semester, the Sport Club Office

staff will each make periodic checks on the

clubs at their practices and events.

These are designed to be friendly and

helpful visits that allow us to get a better

pulse on what’s going on with the clubs.

Plus, it’s a great way for us to get to know

you better.

Spot Checks

We are looking for:

Whether your club is using the space as scheduled

Does your club have the required number of safety

officers present and can they easily identify those

individuals?

Is your club’s first aid kit on hand?

Does your club have a copy of our Emergency

Protocols on hand? (should be in the first aid kit)

Does your club have any questions or need anything

from the Sport Club Office?

Safety Officers

William and Mary Sport

Club

Safety

Stepping up to be one of your club’s

Safety Officers is an admirable act.

Safety Officers play a critical role in

your club’s ability to participate and

function

Please take your time going through

these slides to acknowledge your

responsibilities and learn the guidelines Safety Officers will

uphold.

Club Safety Officer

Requirements

•Each club has a different level of risk

•Therefore, each club has different

Safety Officer requirements.

•Be sure you have reviewed your club’s

specific requirements on the Sport Club

website.

Safety Officer Criteria

To be a club Safety Officer, you

must:

•Be certified in First Aid and/or CPR

•Know your club’s specific Safety Officer

requirements

•Complete this online training

•Register online to be added to the Safety Officer

Blackboard course

•Take and pass the Safety Officer Quiz

Safety Officer’s

Responsibilities

1. Restock the First Aid Kits

• First Aid supplies can be found in the Equipment Room at the Rec Center

• Check with the staff member on-duty in the Equipment Room to make sure it is okay to stock your First Aid Kit

2. Cancel Practice when:

• There are unsafe weather conditions

• Seek shelter indoors

• Allow 30 minutes to pass after thunder and lightning

• Avoid excessive high winds

• There are an inadequate number of Safety Officers

Safety Officer’s

Responsibilities (continued)

3. ALWAYS Contact Rec Sports if:

• An ambulance/EMT is summoned to your practice or event to check on an injured participant (even if the injured person is from another school)

• An injured participant is taken to the hospital (even if injured person is from another school).

• Your club is involved in an automobile accident.

4. Complete an Injury Report Form

• Any time there is an injury during a club event, the Safety Officer MUST fill out and submit to Recreational Sports an Injury Report Form (Appendix I)

• Tips on reporting injuries are on the next 3 slides

Injury Reports (Appendix I)

When reporting on an injury report form:

NEVER diagnose the

club member’s injury

Be as DETAILED as

possible

File a report IMMEDIATELY

Contact the appropriate Rec Sports Employee if necessary

Reporting Injuries

Injuries that REQUIRE an Injury report

• Impact injuries that result in missed practiced time

• Broken appendages (bones, nose, fingers etc)

• Concussions/Head trauma

• Acute Joint Injuries (Sprains that are not from an overuse injury)

• Acute Muscle Injuries (Strains that are not from an overuse injury)

• Anything requiring the use of ice for treatment

Reporting Injuries

Injuries that DO NOT require an Injury report

• Scrapes and simple Band-Aid use

• Common bumps and bruises

• Overuse injuries (injuries that come on over time and are not necessarily related to club activity)

Emergency Protocol

Whenever there is a life threatening injury, CALL 9-1-1 first!

• Call the Associate Director of Recreational Sports or the Sports Club Graduate Assistant; use the chain of- command

• Administer care if possible

• Fill out an Injury Report Form: Appendix I

For a non-Life threatening injury

• Administer care

• If 911 is called, notify the appropriate Rec Sports person

• Fill out an Injury Report Form: Appendix I

Contact Recreational Sports If…

1) …an ambulance or EMT is called to attend to an injured player/participant at your practice or event (regardless of whether you are home or away)

2)…an injured player/participant is taken to the hospital for further care

3)…there is a motor vehicle accident involving any sport club members

Additional Safety Protocols

Follow additional safety protocols

if:

• …additional protocols have been set up by coaches, instructors or your sport’s governing body

• …your club activity regularly occurs in non-traditional settings (see below)

Non-traditional settings include:

• Climbing a mountain (Rock Climbing, Outdoors)

• Cycling rides (Cycling, Triathlon)

• Lengthy running routes (Running, Triathlon)

• Out of open water (Sailing, Rowing)

• On a Golf Course (Golf)

Your club may have additional protocols

if…

Registration Time! Register online ONLY if you are currently certified in First

Aid or CPR!

Within 2 business days of registering, you will be added to a Safety Officer Blackboard course.

Once registered in the Blackboard Course, you will be required to take and pass a Safety Officer Quiz.

Once you pass the quiz, you will be officially registered as a club Safety Officer.

Register online now

Questions?