RISK MANAGEMENT IS FOR EVERYONE Be Prepared Karol Dyson Denise Frebertshauser

SO JUST WHAT DOES RISK MANAGEMENT MEAN ?

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.

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.

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.

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

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

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

ESTABLISH RULES explain rules at beginning of program remember Behavioral Expectations Establish/follow discipline system

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

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

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

When parents/volunteers are transporting, remind them: Proper insurance and license Seat belts Written permission to transport Emergency contact information

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

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

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

EMERGENCIES –Know proper procedures –Do not transport a child for medical care –Know where to find the closest EMT, nurse or doctor (within 20 minutes if possible) –Have children do as much as possible for themselves, such as cleaning up blood. –Maintain a basic First Aid kit –Always inform a parent or guardian of any medical treatment administered

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

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.

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

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

Accident/Incident Reporting – When?

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.

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.

Accident/Incident Reporting Process?

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.

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.

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.

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.

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

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

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.

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

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

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.