Introduction to Risk Management for Touch Football Touch Football Australia Introduction to Risk Management for Touch Football Page 1 of 41

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1 Insert Photo Cover here Introduction to Risk Management for Touch Football Introduction to Risk Management for Touch Football Page 1 of 41

2 COPYRIGHT 2013 This document is protected by International and National Copyright Laws. No part may be copied or reproduced by any means, electronic or hard copy, without written permission from Touch Football Australia, who will secure clearances from prospective authors. Introduction to Risk Management for Touch Football Page 2 of 41

3 0 Version Control Register Material Title: Risk Management Manual Material Type: Manual Material Developed by (Author): Emmanuel Conde, Community Engagement Coordinator - Lauren Atkinson, Affiliation Services Coordinator Marianne Maguire, General Manager Sport Operations - Workplace for Use: TFA National Office, State Councils and Members (Regions, Affiliates and Individuals). Version Number Date Amendments made (brief notes) Authorised by Version 1 December 2013 Version 1 released Marianne Maguire Introduction to Risk Management for Touch Football Page 3 of 41

4 Important This Introduction to Risk Management for Touch Football contains general advice only and does not take into account individual objectives, situations, finances or specific requirements. Before acting on this advice, assess whether it is appropriate to your specific situations. While all care and consideration has been taken in the preparation of this publication, no responsibility is accepted by for any errors, omissions or inaccuracies. This publication is of a general nature only and is not intended to be relied upon, nor used as a substitute for, professional advice. No responsibility can or will be accepted by for loss occasioned to any person doing anything as a result of any material in this publication or any person relying on any material in this publication. The following points should be considered at all times: 1. is the national sporting organisation and all affiliated clubs/associations are insured under the National Insurance Scheme. 2. It is essential that you comply with all relevant laws, by-laws and regulations. You and your affiliate must take all due and reasonable precautions to prevent or mitigate losses. Failure to do so may prejudice your rights and entitlements under our insurance policy. Please do not hesitate to contact should any assistance be required. 3. The preparation of this document is in no way a commitment from to provide funds or make any other contribution now or in the future. 4. policies and procedures are dynamic documents which reflect progress in administrative requirements and industry standards. As such, to maintain currency, policy and procedures are periodically reviewed and updated. It is important readers ensure they are reading and using the most up-to-date version. To confirm the current version, please contact at 5. also welcomes suggestions or improvements to our policies and procedures. Introduction to Risk Management for Touch Football Page 4 of 41

5 INTRODUCTION: MANAGING RISK IN TOUCH FOOTBALL... 7 The TFA Risk Management Checklist... 7 TERMINOLOGY AND INTERPRETATION... 9 SECTION 1: RISK MANAGEMENT FRAMEWORK TFA Leadership and Guidance Risk Management as an Affiliate Responsibility Risk Management Values Risk Management Perspective SECTION 2: IMPLEMENTING RISK MANAGEMENT Risk Management Objectives Risk Management Principles Work Health and Safety Legislation The Risk Management Process Step 1 Identify Hazards Step 2 Assess Risks Step 3 Control Risks Step 4 Review Control Measures TFA Policies The TFA National Insurance Scheme SECTION 3: RISK MANAGEMENT AREAS OF FOCUS Risk Assessment of Touch Football (2 pages) Responsibilities and Liabilities TFA Risk Management Module RMAF 1: Governance and Operational Management Incorporation Certificates of Currency Committee and Committee Members Roles and Responsibilities Financial Management Fraud Record Keeping Equipment Inventory and Asset Registration Computer and IT Systems Data and Personal Information Social Media Content & Engagement Service Agreements and Contracts Sales of Services and Products Crisis and Emergency RMAF 2: Sport Activities, Events and Competitions Management Sport Organisations Responsibility Duty of Care Staff and Volunteers Safety Facility, Fields and Equipment Participant Safety Accidents and Injuries Weather Officials Accreditation Self-organised Training and Activities Junior Activities, Events and Competitions Introduction to Risk Management for Touch Football Page 5 of 41

6 RMAF 3: Travelling and Touring Planning Supervision Medical Accommodation Transport International Travels and Tours Alcohol and Drugs RMAF 4: Working with Schools Persons Working with Children Delivery of Clinics and Technical Assistance Support of School Organised Events Events Involving School Teams Introduction to Risk Management for Touch Football Page 6 of 41

7 Introduction: Managing Risk in Touch Football Risk management has become an important role of sport associations: it responds to the legislative requirement to secure the health and safety of workers and workplaces, which includes individual members, volunteers and participants, sport facilities and venues 1. As an insurance requirement under the TFA National Insurance Scheme, TFA members, clubs and affiliates should demonstrate that risk management strategies have been put in place 2. To assist TFA members, clubs and affiliates to develop or improve risk management strategies, TFA has produced several resources available for all administrators, staff, volunteers and participants. The objective is to minimise risks associated with Touch Football, and to promote a risk management culture across the sport. The following information is available within: The TFA Introduction to Risk Management in Touch Football is a handbook that explains what risk management is, and how to develop risk management strategies within the sport. It also provides an outline of specific hazards and risks associated in Touch Football. It is divided into three sections: Section 1: Risk Management Framework Section 2: Implementing Risk Management Section 3: Risk Management Areas of Focus The TFA Risk Management Module is part of the TFA Affiliate Management Resources Initiative (AMRI). It s a compilation of information containing advice, guidelines, templates and operational solutions to assist TFA members, clubs and affiliates to develop effective risk management strategies. It is divided into four identified Risk Management Areas of Focus (RMAF) for Touch Football: RMAF 1: Governance and Operational Management RMAF 2: Sport Activities, Events and Competitions Management RMAF 3: Travelling and Touring RMAF 4: Working with Schools The TFA Risk Management Checklist The table following outlines for each RMAF a list of potential hazards identified by TFA. For each hazard: A green light means you are fully aware of risks associated and you have specific risk management strategies in place. An orange light means you are not sure of your related risk management strategy. The TFA Introduction to Risk Management provides more information on each particular hazard, and how to develop risk management strategies. You need to check if there are any risks associated in your particular situation. If needed, refer to the TFA Risk Management Module to assist you in developing a specific risk management strategy. A red light means you are aware of the hazard but haven t developed any risk management strategy yet. You will find valuable information in the TFA Introduction to Risk Management 1 From The Australian Government Health and Safety Act 2011, No 137, This document is available on line. Click on the link or visit for more information. 2 Information on TFA National Insurance Scheme is available online. Click on the link or visit for more information. Introduction to Risk Management for Touch Football Page 7 of 41

8 and the TFA Risk Management Module. Do not hesitate to contact your National, State or Regional Office for assistance. The TFA Risk Management Checklist (hyperlinks available below if using an electronic copy) Risk Management Areas of Focus RMAF 1: Governance and Operational Management (pages 22-27) RMAF 2: Sport Activities, Events and Competitions Management (pages 28-32) RMAF 3: Travelling and Touring (pages 33-36) RMAF 4: Working with Schools (pages 37-39) Activities Exposed to Risk Green Orange Red 1.1 Incorporation 1.2 Certificates of Currency 1.3 Committee s Roles and Responsibilities 1.4 Financial Management 1.5 Fraud 1.6 Record Keeping 1.7 Equipment Inventory and Asset Registration 1.8 Computer and IT Systems 1.9 Data and Personal Information 1.10 Social Media Content & Engagement 1.11 Service Agreements and Contracts 1.12 Sales of Services and Products 1.13 Crisis and Emergency 2.1 Sport Organisations Responsibility 2.2 Duty of Care 2.3 Staff and Volunteers Safety 2.4 Facility, Fields and Equipment 2.5 Participants Safety 2.6 Accidents and Injuries 2.7 Weather 2.8 Officials Accreditation 2.9 Self-organised Training and Activities 2.10 Junior Activities, Events and Competitions 3.1 Planning 3.2 Supervision 3.3 Medical 3.4 Accommodation 3.5 Transport 3.6 International Travels and Tours 3.7 Alcohol and Drugs 4.1 Persons Working with Children 4.2 Delivery of Clinics and Technical Assistance 4.3 Support of School Organised Events 4.4 Events Involving School Teams Introduction to Risk Management for Touch Football Page 8 of 41

9 Terminology and Interpretation The TFA Introduction to Risk Management uses the following terminology and definitions 3. Affiliate means a local entity that conducts and/or administers Touch Football competitions, and which is a member of TFA, as described under clauses 12 and 15 of the TFA Constitution. Community means the TFA community, regrouping participants and members as defined below. Individual Member means a natural person who is a registered financial member of TFA, New South Wales Touch Association (NSWTA), Queensland Touch Association (QTA) and/or an affiliate, and includes participants. Member means a member of TFA under clause 12 of the TFA Constitution. Participant means a person who participates, including but not only as officials, coaches, players or referees, in a Touch Football competition organised, controlled or sanctioned by TFA, an affiliate, NSWTA or QTA. Risk is the effect of uncertainty or chance of something happening that will have impact upon objectives. Risk Management is the evaluation of hazards and risks associated, and identification of controls and procedures to avoid or minimize impact upon objectives. State Council means a body established and recognised by TFA under clause 11 of the Constitution which may also be for a Territory as stated in State interpretation. TFA IRM (Introduction to Risk Management) is a handbook outlining the philosophy, concepts and policies linked to risk management, as well as an overview of RMAF (risk management areas of focus) in Touch Football. TFA RMAF (Risk Management Areas of Focus) are the four area defined by TFA where Touch Football and related activities are particularly exposed to risk. TFA RMM (Risk Management Module) is part of the AMRI, available for TFA state councils and members on the secured Club House online section of the TFA website 4. The TFA Risk Management Module provides specific guidelines, templates and recommends actions to address hazards and associated risks inherent in Touch Football and related activities. Touch Football (or Touch) means the sport or game played under the rules determined or adapted from time to time by TFA. 3 Definitions are extracts from the TFA Constitution; the Work Health and Safety Act 2011; and the As/NZS 2009, Risk Management - Principles and Guidelines. 4 The TFA Clubhouse is available on line; click on the link or visit Introduction to Risk Management for Touch Football Page 9 of 41

10 Section 1: Risk Management Framework Section 1 presents the core principles supporting risk management in Touch Football. It is divided into four subsections: TFA Leadership and Guidance Risk Management as an Affiliate Responsibility Risk Management Values Risk Management Perspective TFA Leadership and Guidance TFA is the governing body for the sport throughout Australia and as such, has a number of responsibilities and key roles that it performs in relation with NSWTA, QTA, state offices and affiliates, for the entire community. Risk management in Touch Football is part of the TFA strategic priority in corporate leadership, as defined in the TFA Strategic Plan 5. According to the TFA mission - to lead Touch Football and develop our dynamic sport to the position of Australia s leading community sport 6 - the TFA Introduction to Risk Management and Risk Management Module aim to provide leadership and guidance on three core aspects: to improve risk management awareness and develop a culture of risk management across the entire community; to proactively communicate areas where extra caution is needed and improve risk identification; and to make general knowledge and operational solutions available at all levels to anticipate, reduce and resolve hazards and risks associated. The objective is to assist the implementation of risk management strategies by the affiliate network, for risk management to be part of all Touch Football activities. Risk Management as an Affiliate Responsibility Risk management in Touch Football implies involvement and compliance at all levels of the sport. Affiliate board members and persons in charge are responsible for identifying hazards and implementing risk management strategies in their club, or association. Procedures and controls at the local level protect workers, key volunteers and participants, as well as structures, assets, finances and resources. Whilst the capability of volunteers should never be underestimated, it must be recognised that there are limitations that present challenges for such a priority area. That is why TFA national and state offices (including NSWTA and QTA), provide support and guidance to assist affiliates to implement risk management strategies. 5 The TFA Strategic Plan is available online for your reference; click on the link or visit 6 Our Mission, TFA Strategic Plan , page 2. Introduction to Risk Management for Touch Football Page 10 of 41

11 Risk Management Values Risk management in Touch Football is embedded in core values defined in the TFA Strategic Plan: leadership and professionalism providing guidance and support to affiliates and participants; integrity and diversity enriching an open and inclusive community; and excellence strive to provide the best possible experience to all. Those values are shared between all within the sport; and abiding by those values is the first step for everyone to help manage risks associated in Touch Football and related activities. Risk Management Perspective Touch Football is a low injury sport presenting minor risk as a physical activity; however, hazards are present in Touch Football and its related activities as it is in any social activity. Touch Football is also a participation sport that strongly relies on human volunteer resources. It is imperative that participants, officials, volunteers and staff are protected against hazards and associated risks through the systematic implementation of adequate risk management strategies. Ultimately, the sport will develop awareness and understanding on risk management, which leads to positive behaviours and attitudes across the entire community. Introduction to Risk Management for Touch Football Page 11 of 41

12 Section 2: Implementing Risk Management Section 2 provides general information to assist affiliates to develop risk management strategies. It is divided into six subsections: Risk Management Objectives Risk Management Principles Work and Safety Legislation The Risk Management Process TFA Policies The TFA National Insurance Scheme Risk Management Objectives It is a collective objective shared within the sport to protect participants and entities through effective risk management strategies. This commitment ensures that the mission to develop and service the sport for the enjoyment of all occurs at all levels. Moreover and linked to the TFA National Insurance Scheme, affiliates must take all due and reasonable precautions to prevent or mitigate losses; otherwise insurance cannot be guaranteed. In consequence, risk management aims to achieve several objectives: a culture of risk management exists across the community; suitable procedures are in place to identify, assess, minimise and deal with risks; maintain the highest possible integrity of services; and safeguard the community and all participants, TFA national and state offices, NSWTA, QTA and affiliates assets, financial property, intellectual protected resources and technologies. Risk Management Principles Below are basic principles for risk management to be effective 7. Risk management: takes human and cultural factors into account; is an integral part of all processes; is based on the best available information; is tailored to the context and specific environments; aims to create and protect value; and facilitates continual improvement of the organisation. These principles should be respected in all risk management initiatives. 7 Extracts from the AS/NZS ISO 31000:2009, Risk Management - Principles and Guidelines. Introduction to Risk Management for Touch Football Page 12 of 41

13 Work Health and Safety Legislation The current Work Health and Safety Legislation 8 states that a duty imposed on a person to ensure health and safety requires the person: to eliminate risks to health and safety, so far as is reasonably practicable; and if it is not reasonably practicable to eliminate risks to health and safety, to minimise those risks so far as is reasonably practicable. The Risk Management Process 9 Risk management is a very subjective process, and we need to be mindful that everyone involved comes to the process with different life, education and work experiences, different values and attitudes and thus the process needs to be moderated. All these factors influence individuals in different ways and we all develop a risk tolerance zone. While one person may find standing near a cliff edge extremely frightening, another individual who is an experienced rock climber may think nothing of it. Where possible, always do the risk management process as a group to ensure subjectivity is mitigate and controls developed for the most likely outcome while acknowledging the extremes. The risk management process is shown in the matrix below: 8 The Australian Government Work Health and Safety Act 2011, No 137, 2011 is available on line. Click on the link or visit for more information. 9 This section contains information from Safe Work Australia, How to Manage Work Health and Safety Risks - Code of Practice, December This doc is available on line. Click on the link, or visit Introduction to Risk Management for Touch Football Page 13 of 41

14 Step 1: Identify Hazards Hazard identification is the first step in implementing a risk management strategy. Affiliates need to conduct hazard identification, or audit, aiming at identifying hazards and generating an extensive list of them. This identification process needs fluidity and should be continually reviewed, thereby being able to add any new risk identified at a later stage. You should use tools and techniques that are suited to your objectives and capabilities. Relevant and up to date information is essential. Step 2: Assess Risks After listing potential hazards, there is a need to develop an understanding of those hazards and their potential consequences, that is to say associated risks: you need to consider what could happen if someone or your organisation is exposed to a hazard, and the likelihood of it happening. Various tools are available to assist in the evaluation of risk. Below is the TFA Risk Assessment Matrix. Before using it, it is important to start by adopting a common vocabulary: TFA Risk Assessment Matrix - Definition of Terms Consequence Likelihood Risk rating 1. = Catastrophic: extreme pollution, death or permanent disability, loss over $500, = Major: severe pollution, long term illness or serious injury, loss between $50,000 and $500, = Moderate: significant pollution, medical attention and off work, loss between $10,000 and 50,000$ 4. = Minor: low level pollution, first aid treatment, loss between $1,000 and $10, = Insignificant: minimal pollution, no injuries, loss < $1,000 A. = Almost Certain: expected to occur B. = Likely: will probably occur C. = Possible: might occur at sometime D. = Unlikely: not likely to occur E. = Rare: exceptional circumstances EXTREME HIGH MODERATE LOW Then, you need to determine the consequences of the hazard and the probability or likelihood of those consequences occurring; from this you read across then down the columns to determine the level of risk as on the matrix below This level gives you the immediacy of action to implement controls from the hierarchy of controls to where possible eliminates or reduces this level of risk. Introduction to Risk Management for Touch Football Page 14 of 41

15 TFA Risk Assessment Matrix Consequence (consider first) Almost Certain Likelihood (consider second) Likely Possible Unlikely Rare Catastrophic Extreme Extreme Extreme Extreme High Major Extreme Extreme Extreme High High Moderate Extreme High High Moderate Moderate Minor High High Moderate Low Low Insignificant High Moderate Low Low Low The Risk Assessment Matrix leads to the Risk Treatment Key. TFA Risk Treatment Key Extreme Risk Level Immediate action required High Risk Level Risk must be reduced immediately and further action required Moderate Risk Level Risk must be reduced so far as is practicable Low Risk Level Monitor and further reduce where practicable There is no easy solution to determining acceptable risk. Inevitably, decisions will have to be made based on the best information and knowledge available at a particular time. However, risk assessment will assist you to anticipate and implement control measures, and ultimately manage risks accordingly and appropriately. Step 3: Control Risks Once the level of risk has been determined, control measures must be implemented to either eliminate the hazard, or where this is not possible, reduce the likelihood of the hazard occurring (eliminate or reduce the level of risk). Below is an illustration of the different levels of controls to consider. Introduction to Risk Management for Touch Football Page 15 of 41

16 The hierarchy of controls ensures we look for controls at level one first and where this is not achievable then we consider other lesser controls (level two and three). Using lesser controls normally requires multiple controls to be implemented in combination to achieve a suitable level of mitigation. Doing nothing is not an option. Once controls are determined ask the question: have any controls introduced any new hazards? If so, these hazards must now be subjected to the risk management process to ensure we have suitable controls in place for their management. Step 4: Review Control Measures Reviewing and monitoring your control measures and your risk management process ensures your risk management strategies evolve as new or emerging hazards and their associated risks become known. Below is a template example for reviewing and updating risk management processes: Risk Management Areas of Focus Updates Total Review Responsibility Governance and Operational Management Minor updates throughout year at formal meetings. After an Annual Meeting, with a newly elected Committee and any paid administrative staff. Introduction to Risk Management for Touch Football Page 16 of 41

17 Risk Assessment and Control Measures Template The table below is a general template to assist you in assessing risks within your organisation. Hazards and elements to consider (what has the potential to cause harm?) Risks associated consequences Risks associated likelihood Risks associated rating Control Measures [list of identified hazards] [as per TFA Risk Assessment Matrix] [measures to be implemented] As a specific example for the sport, TFA risk assessment of Touch Football is provide in Section 3, page 21. Hazards and Risks Assessments Register To ensure due diligence and good record management, affiliates should raise and maintain a hazard register, and linked to this should be a risk assessment register. This becomes vital when or if an incident occurs and evidence is required to demonstrate that risk management processes outlined in this document have been followed. It also supports the review process as it allows a regular review to take place to ensure our risk assessments are both accurate and current. These registers will also reduce duplication of effort through the repetitive requirement to conduct or commence risk assessments from scratch. Below is a generic example: Hazards and elements to consider (what has the potential to cause harm?) IT Systems Control Measures - Implementation Date (Updates) Inventory, data saved and systems checked - 05/05/2012 Person in Charge Bob Smith - Risk Management Supervisor Introduction to Risk Management for Touch Football Page 17 of 41

18 TFA Policies TFA has implemented policies in regards to several areas linked to risk management. They form either obligations or guidelines for members of the community, and assist affiliates managing their risks in their day to day operations. Those policies are outlined in the table below, with full documents available via the Rules and Policies page on Policy Anti-Doping Policy Member Protection Policy Membership and Participant Declaration Disciplinary Regulations Privacy Policy Disclaimer Description TFA Anti-Doping Policy refers to policies set by the Australian Sports Anti- Doping Authority, and how this relates to Touch Football players and officials. TFA National Member Protection Policy works towards maintaining ethical and informed decision-making and responsible behaviours within the sport. The policy attachments outline the procedures that support TFA s commitment to eliminating discrimination, harassment, child abuse and other forms of inappropriate behaviour from the sport. TFA Membership and Participant Declaration are the national Terms and Conditions that apply to Participants. The TFA Disciplinary Regulations is a document for TFA national and state offices (including NSWTA and QTA), and affiliates relating to judiciary matters within the sport. TFA is bound by the Privacy Act 1988 and has developed a specific Privacy Policy to ensure compliance with the National Privacy Principles. Specific Disclaimer for TFA administrators electronic communications. The TFA National Insurance Scheme In protecting the culture and values of all affiliated members within Australia, TFA manages, negotiates, and controls annually the National Insurance Scheme. The TFA National Insurance Scheme requires that affiliated members are diligent in the process of risk management. To apply, it is important that risk management controls, policies and procedures are in place. The National Insurance Scheme evens out the insurance claims for both Personal Accident and Public Liability for all affiliates across Australia. Therefore if one affiliate has a large jump in claims or a major Workers Compensation Public Liability claim, it is absorbed by an affiliate that has little to no claims in the course of their activities for that season or competition. TFA s buying power balances out these variables and maintains a consistency that would be unachievable as an individual affiliate, thus ensuring that affiliates can be assured of the costs for insurance every season. TFA, through the scheme, supports sustainability and financial viability of its affiliates. Introduction to Risk Management for Touch Football Page 18 of 41

19 The TFA National Insurance Scheme is one of the single largest insurance accounts in the Australian sports industry. Affiliates are protected through the configuration of the united affiliated structure of national, state and regional bodies. The structure, when something goes wrong, is the most valuable asset an affiliate has on its side. Affiliation and insurance work in unison. The National Insurance Scheme requires that TFA affiliates have risk management strategies in place. In addition, for any major contracting (major building or lighting works) or major leasing agreements (either as a lease or leaser), advice from TFA is recommended. Finally, early notification of pending legal action or potential legal action is notified to TFA. Detailed information is available on in the Membership section, where you can find the TFA National Insurance Scheme Manual for a complete overview. Introduction to Risk Management for Touch Football Page 19 of 41

20 Section 3: Risk Management Areas of Focus TFA in consultation with the community identified four Risk Management Areas of Focus (RMAF), with several hazards and risks associated. This general list of hazards is provided in the table below (similar to the one you found on page 8). It can be used as a starting point by affiliates; however, it is not an exhaustive list, as each entity will face specific risks depending on particular situations and environments. Risk Assessment - Touch Football (2pgs) Risk Management Areas of Focus Activities Exposed to Risk Consequences Likelihood Rating Additional Comments RMAF 1: Governance and Operational Management (pages 23-27) 1.1 Incorporation 1.2 Certificate of currency 1.3 Committee s roles and responsibilities 1.4 Financial management 1.5 Fraud 1.6 Record keeping 1.7 Equipment inventory and asset registration 1.8 Computers and IT systems 1.9 Data and Personal Information 1.10 Social Media Content & Engagement 1.11 Service Agreements and Contracts 1.12 Sales of service and products 1.13 Crisis and emergency Catastrophic Almost Certain Extreme chance of occurring Those who hold official positions should ensure that they are fully aware of their duties and accountabilities, and operate within the parameters set. Good corporate governance is paramount to effective risk management. Education and support in the areas of Governance and Operational Management need to be clearly communicated and consulted by state offices in their support to affiliates. This area poses the most risk to the volunteers at affiliate level from a personal context, which can involve a loss of assets and personal exposure. Protection needs to involve affiliates being incorporated. RMAF 2: Sport Activities, Events and Competitions Management (pages 28-34) 2.1 Sport organisations responsibility 2.2 Duty of care 2.3 Staff and volunteers safety 2.4 Facility, field and equipment 2.5 Participants safety 2.6 Accidents and injuries 2.7 Weather 2.8 Officials accreditation 2.9 Self-organised Training and Activities 2.10 Junior events and competitions Catastrophic Almost Certain Extreme chance of occurring At all Touch Football s events and competitions, the importance of environmental health and safety for all participants cannot be underestimated. Education and support in these areas is available from state and region offices in their support to affiliates. Events and Competitions Management is an area highly exposed to risks. Introduction to Risk Management for Touch Football Page 20 of 41

21 Risk Management Areas of Focus Activities Exposed to Risk Consequences Likelihood Rating Additional Comments RMAF 3: Travelling and Touring (pages 35-39) 3.1 Planning 3.2 Supervision 3.3 Medical 3.4 Accommodation 3.5 Transport 3.6 International travels and tours 3.7 Alcohol and drugs Catastrophic Possible Extreme chance of occurring Persons in charge (Tour Manager) as well as all participants must be aware of their duties and responsibilities. Education and support in this area need to be clearly communicated and consulted by state offices in their support to affiliates. This area poses a full range of risks to all participants, especially when vehicles and alcohol could be involved. RMAF 4: Working with Schools (pages 40-42) 4.1 Persons Working with children 4.2 Delivery of clinics and technical assistance 4.3 Support of school organised events 4.4 Events involving schools teams Catastrophic Almost Certain Extreme chance of occurring Schools events and competitions must affiliate with TFA to be covered by the National Insurance Scheme. TFA s National Insurance Scheme is available on This area poses the most risk to the volunteers at affiliate level if affiliation and financial obligations to TFA are not met in the required timeframe. The table above is a generic example for the sport. TFA members, clubs and affiliates need to undertake specific hazard identification and risk assessment relevant to their particular situation, applying tools and techniques that are suited to their objectives and capabilities. Responsibilities and Liabilities The TFA national body is responsible for providing leadership to state offices and affiliates, as well as sustainability for the sport. State and regional offices are responsible for developing the sport at their level, and state staff are tasked with assisting affiliates in their governance structure and operational management. Affiliates are responsible for actions they undertake, systems they do or do not implement, and the overall structure they set to conduct their activities. While it is for affiliates to take the initiative to implement risk management procedures and processes, information, materials, resources, programs and policies are available to them. Guidance and support is also available from Touch Football national, state, or regional offices. Introduction to Risk Management for Touch Football Page 21 of 41

22 TFA Risk Management Module Subsequent to TFA risk assessment of Touch Football and related activities, TFA has developed and provides operational guidelines for TFA affiliated members to systematically cope with hazards and associated risks. These guidelines are presented in the TFA Risk Management Module, available on within the TFA Clubhouse section. The section below introduces the TFA Risk Management Module and outlines each Risk Management Area of Focus (RMAF) with hazards and risks associated: RMAF 1: Governance and Operational Management RMAF 2: Sport Activities, Events and Competitions Management RMAF 3: Travelling and Touring RMAF 4: Working with Schools Introduction to Risk Management for Touch Football Page 22 of 41

23 RMAF 1: Governance and Operational Management RMAF 1 lists hazards and associated risks in the context of Governance and Operational Management. It provides an understanding of hazards and associated risks on the following areas: Incorporation Certificates of Currency Committee and Committee Members Roles and Responsibilities Financial Management Fraud Record Keeping Equipment Inventory and Asset Registration Computer and IT Systems Data and Personal Information Social Media Content & Engagement Sales of Services and Products Crisis and Emergency 1.1 Incorporation Incorporation is a legal barrier: the law only recognises the legal existence of clubs or associations who have been through the process of incorporation, and has met its legal naming obligations through being incorporated by law. This means that the individuals within the organisation are protected, provided that they operate within acceptable business and community standards. If an affiliate is not incorporated, all the people involved in its activities are responsible as individuals. Incoporation is the first step allowing business continuity. 1.2 Certificates of Currency A Certificate of Currency is a document acknowledging your connection with a third party. TFA provides Certificate of Currency to affiliates under TFA Affiliation Regulations and the TFA National Insurance Scheme. The Certificate of Currency is a valuable document, as it allows you to operate and undertake essential activities such as contracting with third parties, or hiring fields. It also provides evidence that you can satisfy the obligations, and have insurance coverage for: providing protection for loss and damage to your property arising out of negligence; and liability to third parties arising out of its negligence. 1.3 Committee and Committee Members Roles and Responsibilities As financial and administration responsibilities of volunteers are important, it is essential to take time to reflect, establish and communicate the roles and responsibilities of the committee and committee members, as well as establishing delegations when applicable. Each action undertaken by an affiliate s member involves individual liability and liability of the association. Therefore, it is important that the association makes sure its members understand their own liability, as well as the way in which they engage the liability of the affiliate. Introduction to Risk Management for Touch Football Page 23 of 41

24 Ultimately, committee members are responsible for the affiliate activities and engagements. In the case that your affiliate or one of your members is being sued in regards to Touch Football activities, assistance can be provided by. Information and Training Having the right skills and knowledge is paramount for risk management to be efficient. This is an element for affiliates to consider, as processes for education and training should exist for committee members, key volunteers and staff. 1.4 Financial Management Finance is an area particularly exposed to risk, and it is essential to make sure that basic financial management is observed and efficient procedures are implemented. In particular, affiliates need: to implement procedures to cover accounts receivable, accounts payable, asset management, dealing with conflicts of interest and meeting legislative requirements. Those procedures need to explain checks and controls of the day to day financial activities; to ensure the treasurer is aware of his / her responsibilities and undertake all necessary actions to prevent and reduce risk associated within the portfolios; to draft the annual budget in conjunction with the annual planning process to ensure there are adequate funds to meet the aims and objectives expressed in the annual plan; to manage cash flow diligently; to have specific procedures for cheques above a determined amount to be written (board or committee approval); to implement financial reporting systems and monitor actual financial performance against the budget; to report a monthly summary of income and expenditure to the affiliate s committee; and to present the audited end of year accounts, namely the Statement of Receipts and Payments and the Statement of Assets and Liabilities, as well as the treasurer s Annual Financial Report at Annual General Meetings. 1.5 Fraud Fraud is a crime perpetrated by a motivated offender taking advantage of an opportunity. Fraud is one of the many business risks and, like other risks, can hardly ever be completely eliminated. However, it can be managed to minimise potential loss. Importantly, any indication of fraud or scams within the organisation should be reported to police immediately. Staff or volunteers should seek support form senior personnel if the above matter is happening or believed to be happening within the organisation. 1.6 Record Keeping Records are a safety net for all organisations as they provide written evidence of actions and activitites that have occured. Defining and recording essential information is an important responsibility, as accurate records are key assets and essential evidences in the event of litigation. Introduction to Risk Management for Touch Football Page 24 of 41

25 1.7 Equipment Inventory and Asset Registration In the case of a catastrophe, it is imperative to be able to quickly and accurately determine properties damaged or lost. Therefore, it is important to maintain an asset and equipment registration and inventory, by recording acquisitions. Also, accurate information on past equipment purchases helps forecasting and budgeting future acquisitions. An asset register allows an affiliate to keep track of assets and provides a fair estimate of their worth. It meets incorporated associations taxation, statutory and sale-of-business obligations. Asset disposal also needs to be registered. 1.8 Computer and IT Systems The risk of techology items not working anymore is hard to overcome. The loss of data can lead an organisation to collapse. Basic principles have to be observed, and ultimately a data management/ technology recovery plan covering files, programs and data should be implemented. Antivirus software implementation and updates, and regular data back-ups are essential measures to have in place. 1.9 Data and Personal Information Providing personal information is an act of trust, and individuals have a right to control their data and personal information. Subsequently, affiliates must take reasonable steps to ensure risks associated with collection, use, disclosure, quality, security and access to data and personal information are managed appropriately. Collecting Personal Information Affiliates should not collect personal information unless the information is necessary for one or more of its functions or activities; the main one being for the National Insurance Scheme to be effective. It is also important to collect personal information by lawful and fair means, not in an unreasonably intrusive way. Use and Disclosure of Information Affiliates will only use personal data for its primary purpose, which is insurance of every player under the National Insurance Scheme. Exceptions to that rule must be identified and communicated to individuals before collecting their data. Clear rules for information disclosure must be communicated to individuals before collecting their data, with specific rules for trans-borders data flow. Data Quality and Security Affiliates should take reasonable steps: to make sure that the personal information collected, used or disclosed is accurate, complete and up-to-date; to protect personal information from misuse and loss, and from unauthorised access, modification or disclosure; and to destroy or permanently de-identify personal information that is no longer required. Introduction to Risk Management for Touch Football Page 25 of 41

26 Access to Data and Correction Affiliates must be able to provide individuals access to their personal information on request by the individual. Period of validity and exceptions to that rule must be identified and communicated to individuals before collecting their data. Reasonable charges for providing access to personal information can be requested. Complaints, Further Information and Future Changes It is important to provide procedures for individuals to make complaints in relation to their personal information Social Media Content & Engagement Social mediums such as Facebook or Twitter have more and more resonance in contemporary society. Affiliates content on social media should be in line with the values of the sport as described in the TFA Strategic Plan; and individual members should be aware of their liability around legal defamation for any content they choose to express or show online Service Agreements and Contracts When dealing with contracts, it is essential to know and understand what your contractual liabilities and obligations are, what exposures are created under a contract, what to do when a contract dispute arises and whether or not an insurance policy responds to events arising from the performance of the contract Sales of Services and Products When interacting with customers, several risks need to be managed appropriately. Food Handling Food can be potentialy very dangerous if it s not handled, prepared and stored correctly, as bacteria can multiply and cause illness. Food handling training should be considered. Children and the aged are particularly vulnerable. Alcohol Sport and recreation orgnisations selling alcohol on their premises must apply for a liquor license. Licences have to be in accordance with the legislation known as Liquor Licensing Acts, and are not identical in each State or Territory. Workers who operate in bars or sell alcohol should be qualified in the Responsible Service of Alcohol (RSA). Cash Handling All businesses handling cash, and particularly those which employ a lone attendant at night, should consider safety rules and procedures to prevent associated risks. When sales operations occur regularly, it is appropriate to train the person in charge and to establish cash register procedures. Cheque Precautions need to be taken when accepting cheque payments: only accept cheques if you can verify the identity of the payee; check the cheque and ensure all information on it is correct; follow up with the bank and communicate any doubts; and Introduction to Risk Management for Touch Football Page 26 of 41

27 educate all staff conducting sales transactions on your behalf. Merchandise Merchandising requires a thorough understanding of retailing in order to be successful. Many organisations will subcontract the events souvenir merchandising to professionals in the retail field, establishing the requirements for authorised selling activities conducted at the event. Merchandising agreements should be compiled well in advance to ensure appropriate expectations and limitations are contractually specified, and the brand integrity is protected Crisis and Emergency Crisis / emergency management plans describe procedures and responsibilities to provide prompt and effective emergency responses to exceptional situations / circumstances. They reduce accidental loss and ensure the continuity of activities in the case of a natural or manmade disaster arising. A crisis management plan example is provided in the TFA Risk Management Module 1, available on To assist you with implementing operational strategies and procedures to deal with hazards and associated risks outlined above, please refer to the TFA Risk Management Module - Risk Management Area of Focus 1: Governance and Operational Management. This information is available within the Affilite Management Resource Initiative (AMRI), available through a secure section online. Please contact TFA if you need assistance in accessing this resource. Introduction to Risk Management for Touch Football Page 27 of 41

28 RMAF 2: Sport Activities, Events and Competitions Management In the delivery of events and competitions, risk is present in different situations and major incidents can occur. RMAF 2 raises awareness of hazards and associated risks in the context of sport activities, events and competitions management. It provides general information on the following areas: Sport Organisations Responsibility Duty of Care Staff and Volunteers Safety Facility, Fields and Equipment Participant Safety Accidents and Injuries Weather Officials Accreditation Self-organised Training and Activities Junior Activities, Events and Competitions 2.1 Sport Organisations Responsibility Sporting associations offer their members and the public a service. Like any organisation in the service industry, the law imposes upon sporting associations a duty of care (see subsection below) for the safety of people within their scope of responsibility. This involves the organisation s responsibility for hazard identification and the risks inherent in its activities, particularly when organising events and competitions. Importantly, volunteers and staff working under the association s management must be looked after to ensure they work in a safe and healthy environment. 2.2 Duty of Care The Work Health and Safety Act 2011 provides a precise understanding of what duty of care is. Below is an abstract of the Act: A person conducting a business or undertaking must ensure, so far as is reasonably practicable: the health and safety of workers, including volunteers; that the health and safety of other persons is not put at risk from work carried out as part of the conduct of the business or undertaking; the provision and maintenance of a work environment without risks to health and safety; the provision of adequate facilities for the welfare at work of workers in carrying out work for the business or undertaking, including ensuring access to those facilities; the provision of any information, training, instruction or supervision that is necessary to protect all persons from risks to their health and safety arising from work carried out as part of the conduct of the business or undertaking; and that the health of workers and the conditions at the workplace are monitored for the purpose of preventing illness or injury of workers arising from the conduct of the business or undertaking. Introduction to Risk Management for Touch Football Page 28 of 41

29 2.3 Staff and Volunteers Safety All persons involved in sports activities, events and competitions management must have a clear understanding of their duties and responsibilities. Their awareness in hazard identification and risk management is essential as they are the ones actually implementing controls including policies and procedures to manage risks associated with the specific event or competition. Specific information and the provision of basic training are necessary for risk management to be effective. Duties of Workers Staff and volunteers are deemed to be workers under the Work Health and Safety legislation; therefore, they have the following duty of care and while at work, must: take reasonable care for his or her own health and safety; take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons; comply, so far as the worker is reasonably able, with any reasonable instruction that is given by the person conducting the business or undertaking to allow the person to comply with this Act; and co-operate with any reasonable policy or procedure of the person conducting the business or undertaking relating to health or safety at the workplace that has been notified to workers. 2.4 Facility, Fields and Equipment Each competition venue presents specific risks. It s important to identify and prevent them with appropriate measures. Leasing and Rental Agreement with Local Councils Agreement with local councils stipulates the legal relationship, responsibilities of each party and how to deal with any issue that may arise. Within each agreement will be varying degrees of responsibility for the council and the association. It can be helpful to nominate a person in charge of liaising with the council, to proactively ensure responsibilities are clearly understood. Playing Surface and Field Boundaries The playing surface needs to be maintained in a condition that is safe for participants and attendees. Reasonable steps to ensure safety is assessed and maintained must be undertaken. Changes caused by the weather need to be taken into consideration before each game, event or competition. As a guideline field boundaries should be a minimum of five metres away from any obstacles, hard items, structures and safety padding, or specific protection implemented to deal with perceived risks. The playing surface surroundings must be free of items that can interfere with participant safety. Regular Inspections It is important to assess fields, equipment and facilities on a regular basis. Maintenance and inspection reports provide written confirmation of continuing efforts to maintain a reasonable level of safety and function that is required for legal standard of care. Communicating those reports to the local council or the organisation responsible for the maintenance of the field ensure you transfer the responsibility associated with potential risks indicated in your report. Introduction to Risk Management for Touch Football Page 29 of 41