1. Best Practices in Recreation Risk Management Risk Management Best Practices Ian McGregor, Ph.D.President, SportRisk George Brown, Ph.D.Exec. Director Univ. Recreation University of Alabama

2. Best Practices: Background  Project started in 2012 in Canada  Reasons: a) need for a better risk assessment benchmarking tool b) need ability to do comparisons between schools  ‘Best Practices’ vs. ‘Standards’ approach

3. Best Practices: Background Best Practices developed in 16 areas: Programs:Sport Clubs; Intramurals; Youth Camps; Instruction; Outdoor. Facilities:Weight Room; Aquatics; Arena; Fields; Fitness Centre; Climbing Wall; Facilities. General:Risk Management Committee; Travel; Waivers; Emergency Response.

4. Best Practices: Background For Programs & Facilities: 6 categories Staffing Supervision & Instruction Training Facilities & Equipment Documentation Emergency Response Plan

5. Best Practices: Background For ‘General’ Surveys:  All categories are unique ----------------------------------------------------------------------------------------- ‘Demographics’ Survey:  Key information on each school e.g. school size; state; %male/female

6. Best Practices: Background Surveys developed by experts in each Best Practice area (Canada and the US) Surveys consist of statements e.g.  Weight Room is supervised at all times.  Youth Camps program has ‘missing camper’ procedures in place.

7. Best Practices: Background Statements and weightings for each Best Practice statement were  Developed and vetted by experts/ seasoned professionals in the field.

8. Best Practices: Background For each statement, respondents asked if 2They were currently doing the BP 1 Planning on doing it 0  Not planning on doing it

9. Best Practices: Background Each statement is weighted to reflect relative importance: 3Critical 2Very Important 1Important

10. Best Practices: Background Scoring system developed by multiplying Response x Weight Factor ‘Currently doing’ (2) a Best Practice with a 3 ‘weighting’ gives a total of 2x3 = 6 ‘Planning to do’ (1) a Best Practice with a 2 ‘weighting’ gives a total of 1x2 = 2 ‘Not planning on doing’ (0) a Best Practice with a 3 ‘weighting’ gives a total of 0x3 = 0

11. Best Practices: Background A Category Score (e.g. staffing) is calculated for each category within a survey. A Total Score for each Best Practice area is obtained by adding all the categories within a survey.

12. Best Practices: Implementation Surveys administered through SurveyMonkey Then downloaded to Access (creating a database) Surveys piloted at 5 NIRSA schools - then modified In 2015, surveys implemented at 35 NIRSA member schools and 40 Canadian schools Report, comparison graph sent to each school

13. Best Practices: Implementation Surveys administered through SurveyMonkey Then downloaded to Access (creating a database) Surveys piloted at 5 NIRSA schools - then modified In Fall 2015, surveys implemented at 35 NIRSA member schools Report, comparison graph sent to each school

15. Results Recreation Director (& Risk Manager) from each school receives: A Report focusing on ‘action recommendations’ A Graph for all 16 Best Practice areas showing comparisons with all schools

18. Analysis of Report Suggested process: 1.Each area reviews, responds to the results (using ‘Institutional Response’ column) 2.Risk Management Committee and Institutional Risk Manager review all responses. 3. Action plan is created.

19. The University of Alabama Institutional Information –37,100 enrollment (77% increase over 12 years) –Comprehensive programs and services offered –Three indoor facilities operated –35 acre outdoor fields complex, seasonal outdoor pool, tennis courts –Challenge course, bike Operations, additional satellite recreation site in planning/design

20. Utilization Over 80% of student body participates in a program, service or facility Daily traffic within facilities is 87% student Wide array of membership categories available Participation in all indoor facilities is up 15-20% Health and wellness collaborations with employees Third-party contractual relationship for AT/PT service

21. Risk Management Process Risk Management by all. No defined point person for department. Responsibility becomes shared. Risk management is a standing topic of all staff meetings AT/PT leadership attends and reports at staff meetings UREC Risk Management Advisory Committee meets quarterly. Chaired by UA Director of RM. Many staff maintain SportRisk training updates Relationship with UA Risk Management/Office of Counsel

22. Use of Best Practices UREC staff responded to surveys Results submitted to McGregor & Associates Compiled reports reviewed by staff and discussed RMAC reports shared. Comments and guidance. UREC staffed begin analysis of potential gaps and areas to address Review Process (steps) enacted

23. Review Process Step 1: Identify variance in priorities (“A” Level Recommendations) Step 2: Review initial response (Don’t plan to or Plan to) Step 3: Discuss feasibility of steps to adopt the recommendations Step 4: Determine what processes, costs, staffing, timelines are necessary Step 5: Create program, service and facility priorities Step 6: Implementation Step 7: Evaluate effectiveness

24. Database Applications 1.Benchmarking Results Conference (SEC) Peer Institutions (SUG) By Region (NIRSA or State) 2. By Specific Query of Program/Facility “ What % of institutions w/in SEC have a concussion protocol for Intramural Sports?” “ What % of public institutions implement active shooter emergency training”?

25. Takeaways Know your department Avoid blame but anticipate defensive postures Realistic (SMART GOALS) should be applied ALL staff own the process (UA is big on the process!) RMAC serves to assist, advise and maintain accountability Recognize incremental changes are good PATIENCE IS A VIRTUE!

26. What’s Next? Lots of possibilities!

27. 3 Levels of Involvement Level 1 Report with Action Recommendations - Based on gaps uncovered by surveys Graph showing how you compare with - Other schools in all 16 Best Practice areas

28. 3 Levels of Involvement Level 2: Breakdown by state/province; school size etc. Breakdown of original Graph into components  staffing, supervision, training, facilities & equipment, documentation, emergency response  16 unique graphs

31. 3 Levels of Involvement Level 2: Breakdown by state/province; school size etc. Breakdown of original Graph into components  staffing, supervision, training, facilities & equipment, documentation, emergency response  16 unique graphs New ‘Global’ Best Practices survey Assesses business-related risks in your department: > Financial; Data; HR; Facility Security; Reputational

33. 3 Levels of Involvement Level 3: Graphs by component e.g. Training comparison across all 16 Best Practices areas Allows you to address consistency issues across department

34. 3 Levels of Involvement Level 3: Graphs by component e.g. training comparison across all 16 Best Practices areas Tools and resources to address gaps  policies, checklists, training resources  developed by Campus Recreation experts

36. 3 Levels of Involvement Level 3: Graphs by component e.g. training comparison across all 16 Best Practices areas Tools and resources to address gaps  policies, checklists, training resources  developed by Campus Recreation experts Custom Queries

37. Examples: What % of schools have a RMC - in California, and across N. America? What % schools our size, in our athletic conference, have a concussion protocol in place? % schools in state with a missing camper protocol? What do you want to know?

40. NIRSA Conference Special! Register for LEVEL 1 Special Conference Rate: $400 email mcgregor@sportrisk.com by April 30mcgregor@sportrisk.com Indicate your school wants to participate in ‘NIRSA Conference Special’

41. Best Practices Program For more information on Best Practices program http://www.sportrisk.com/best-practices

42. www.SportRisk.com