RISK MANAGEMENT IS FOR EVERYONE. Be Prepared

Transcription

1 RISK MANAGEMENT IS FOR EVERYONE Be Prepared

2 SO JUST WHAT DOES RISK MANAGEMENT MEAN?

3 What is Risk? Risk is the uncertainty about a future event that threatens an organization s ability to accomplish its mission. The unexpected things that can happen to the participants, spectators, the properties and reputation of University of Maryland Extension 4-H Youth Development.

4 Risk Management is the process used to protect assets by minimizing the potential for negative outcomes. Practicing good risk management allows us to focus on achieving our mission.

5 What is Risk Management? It means the 4-H club, group or planning committee anticipates potential risks as the activity is planned and decides ways to manage these risks.

6 RECOGNITION OF RISKS Type of activity Level of danger: obvious, unknown Possible risks Tools, animals, location, plants, insects

7 Risk Management Process Phase 3: Risk Review Monitor and Evaluate Risk Plans Phase 1: Risk Analysis Risk Identification Evaluation & Measurement Phase 2: Risk Response Risk Control Financing & Communication

8 SAFETY FIRST All appropriate safety equipment Special attention to high risk activities Training in use of tools and equipment Safety procedures and rules

9 ESTABLISH RULES explain rules at beginning of program remember Code of Conduce Establish/follow discipline system

10 MEETING PLACES Know location of : telephones fire extinguishers exits system of attendance emergency evacuation procedure

11 PLANNING YOUR ACTIVITIES THINGS TO CONSIDER Age Location Time Special needs of audience Rest rooms Electrical needs Supplies needed Cost Transportation Number of helpers needed

12 LEADERSHIP & SUPERVISION OF 4-H YOUTH BY ADULTS Must be UME Volunteers Each club should have at least 2 UME Volunteers in Leadership positions Parents/Guardians encouraged to become volunteers Non-volunteers are limited to general tasks like setting up & cleaning up after meetings. Not covered by tort or insurance

13 TRANSPORTATION encourage parents to bring own child or make arrangements for transportation do not ask other volunteers or parents to transport youth

14 When parents/volunteers are transporting, remind them: Do so at your own risk Proper insurance and license-covered under your own personal Auto Insurance Policy Seat belts Written permission to transport Emergency contact information

15 PERMISSION SLIPS should contain: Information forms food/medicine allergies emergency contacts special medical concerns permission to transport arrangements for pick up system to communicate change of plans

16 OVERNIGHT 4-H EVENTS Must get approval from the 4-H Educator Special rules, requirements and paperwork apply Liability release forms Health forms Insurance

17 HEALTH FORMS Use for high risk activities Overnights When parents are not present for any extended period of time Can include permission for otc meds

18 MEDICAL ISSUES Medicines Do not administer Locked box Know allergies Emergencies: know acceptable otc meds (in writing)

19 EMERGENCIES Be prepared Know proper procedures Do not transport a child for medical care Know where to find the closest emergency facility Have children do as much as possible for themselves, such as cleaning up blood. Maintain a basic First Aid kit Have current, accurate emergency contact information Be aware of any medical conditions or special needs Identify anyone adults in your group with a medical or emergency training Always inform a parent or guardian of any medical treatment administered Have 4-H Staff contact information & notify them ASAP if anything arises

20 PROTECT YOURSELF Do not be alone with a child Child s right to privacy Bathing suit rule Sleeping arrangements Do not leave a child alone Carry a cell phone or whistle for emergencies Accident Insurance

21 ADULT TO YOUTH RATIOS Avoid being alone with a youth not your own Should be 2 adults to 2 children in all situations Ratio of adults to children 4-Hers 1 to 10 Clovers 1 to 6

22 Have a Risk Management Plan! The risk management checklist on the 4-H Youth Development website is a helpful tool. Involve adults and youth in developing the risk management plan so everyone is thinking about safety.

23 Risk Management Checklist Facilities Transportation Participant Health Related Requirements Unexpected Situations Supervision Participant & Parent/Guardian Awareness Overnight Programming

24 Accident/Incident Reporting When?

25 When? An Accident is defined as: any personal injury that requires more than minimal medical attention. Minor medial attention such as the dispensing of medication and the cleaning and dressing of small wounds, do not require this level of documentation. In these instances, the documentation of treatment in the Healthcare Log/Medication Log is sufficient.

26 An Incident is defined as: any activity that results in the temporary removal of a participant from an activity, or the dismissal of an individual for the duration of the event or that may result in other disciplinary action. An incident may or may not also involve an accident.

27 Accident/Incident Reporting Process?

28 Process? Accidents Does not require EMS Insure that the individual(s) are receiving appropriate medical attention. Immediately attempt to notify the parent/legal guardian of the accident. Completely fill out a Maryland 4-H Accident/Incident Report Form. Within 24 hours contact the individual(s) 4-H Extension Educator and submit completed Accident/Incident Report Form.

29 Process? Accidents Require EMS or involves a threat/attempt of suicide or self-multilation Insure that the individual(s) are receiving appropriate medical attention. Immediately attempt to notify the parent/legal guardian of the accident. Completely fill out a Maryland 4-H Accident/Incident Report Form. As soon as the situation is under control, contact the individual(s) 4-H Extension Educator and the County Extension Director to notify them of the accident. Do not respond to requests from the media.

30 Incidents Isolate the individual(s) involved and locate the designated Event Manager/Camp Director. Immediately attempt to notify the parent/legal guardian of the incident, and keep the individual(s) under MCE volunteer or employee supervision until the parent/guardian arrives/is located. Completely fill out a Maryland 4-H Accident/Incident Report Form. As soon as the situation is under control, contact the individual(s) 4-H Extension Educator to notify them of the incident. Within 24 hours or as soon as possible, forward one copy of the completed Maryland 4-H Accident/Incident Report Form to the 4- H Extension Educator.

31 Incidents If, in accordance with the established Maryland 4-H Disciplinary Policy and Procedures, an incident warrants the immediate dismissal of an individual(s) from the event, within 2 days or as soon as possible upon the completion of the event, notify the parents/legal guardians in writing of the deviation from the Maryland 4-H Behavioral Expectations. Send a copy of this correspondence to the State 4-H Leader. Refer to the Maryland 4-H Disciplinary Policy and Procedures for follow up actions. With regard to any further disciplinary action (i.e., Sanctions), copies of ANY correspondence should immediately be forwarded to the State 4-H Leader.

32 Incidents involving the 4-H Name or Emblem Immediately contact the Extension Educator.

33 When We Pay Attention to Risk Management Issues It becomes an important educational component of our programs, focusing on safety and prevention. Participants can focus on learning in a safe, comfortable environment. Faculty & Volunteers limit their liability exposure.

34 Ten Crisis Communications Essentials Have an established Crisis Communication Plan Utilize Initial Holding Statements Lock down communications Designate one spokesperson Do not speculate or give information off the record Share the message with participants/parents Be proactive with the public including the media Partner with experts Keep track of all media inquires Translate lessons learned into action

35 "By failing to prepare, you are preparing to fail." -- Benjamin Franklin

36 LIABILITY INSURANCE If 4-H paid staff are present and managing the event covered under the State of Maryland Liability Self Insurance. All other 4-H activities/events liability insurance is covered under the private insurance policy through Erie Insurance. Presently this policy is paid by proceeds from the 4-H Benefit Auction.

37 SUPPLEMENTAL HEALTH INSURANCE POLICY Cecil County 4-H also carries a supplement Health Insurance Policy through American Income Life for enrolled members and UME volunteers. It does not replace health insurance but helps to cover deductibles and other expenses not covered by private insurance. Presently this policy is paid by proceeds from the 4-H Benefit Auction.

38 THE FORMS

39 LIABILITY RELEASE AND INFORMED CONSENT

40 PERMISSION FOR TRAVEL

41 EVENT HEALTH FORM

42 PUBLICITY RELEASE FORM

43 YOUTH CODE OF CONDUCT FOR YOUTH AND VOLUNTEERS

44 ACCIDENT INCIDENT FORM

45 KNOW THE DIFFERENCE BETWEEN CAUTION AND PARANOIA REMEMBER THAT OLD ADAGE: An ounce of prevention is worth a pound of cure. Let your good common sense prevail.