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Frequently Asked Questions Relating to Risk Management
Answers to these questions are in order below
What is risk management?
Risk management is a method for identifying risks and developing and implementing programs to protect the organization and prevent loss. An effective risk management program consists of four basic steps that are part of a continuing process. As you engage in new activities and plan different events, continue to use these four steps to help protect against the new exposures that arise:
- Assess — identify, analyze and prioritize potential risks
- Select methods to prevent loss
- Implement the best methods
- Monitor the results and revise as necessary
What risk management responsibilities do I have as a coach?
As a leader within the Special Olympics organization, you must take the steps necessary to protect yourself and your Program. Your goals should be:
- To maximize safety of athletes, volunteers and spectators
- To protect assets and reputation
- To transfer risk of financial loss through contracts and a quality insurance program
- To proactively manage claims to achieve fair settlement
What risk management issues do I need to be aware of concerning the field of play (FOP)?
Using the four basic risk management steps, you should:
- Assess the FOP to determine whether it provides a safe environment conducive to accomplishing Special Olympics objectives and allows for an appropriate response to an emergency.
- Once exposures are identified, select alternatives that will remove the exposure. There may be several different ways to accomplish the same goal.
- Implement the best method that will most effectively minimize the exposure.
- Continuously monitor and revise the situation as sometimes new exposures are created.
How do I assess the field of play?
Many tools are available to you. Use checklists provided in the Special Olympics Risk Management Manual or at the end of this section to determine the suitability of the FOP. Draw upon the experience of veteran Special Olympics personnel. Identify potential risks by inspecting the area well before the competition starts.
As an example — considerations for outdoor playing surfaces:
- Look for and address such hazards as rocks, glass, uneven surfaces, uncovered drains, holes, above ground sockets and excessive wet spots.
- If a baseball or softball field is enclosed by an outfield fence, it is preferable that the field contain a warning area that is both visible and clearly identifiable adjacent to the fence.
- Examine the areas immediately adjacent to the playing field for hazards (e.g., light posts, guy wires, and holes) that might be encountered by a player whose momentum carries him/her out of bounds.
- Be sure there is adequate separation (e.g., distance, fencing and netting) between the spectators and the playing field.
Considerations for indoor playing surfaces:
- Ensure that all clocks, lights and windows are properly guarded and there is adequate lighting.
- There needs to be sufficient space between the boundary of an activity or playing surface and the location of team benches, bleachers, walls, dividers, other activities and objects.
- With regard to basketball courts, make sure that there are no unprotected glass doors, windows or unpadded walls directly behind the basketball backboard.
- If temporary 24/45-second clocks have to be stationed at each end of the court, an effort should be made to place them as far away from the playing area as possible, while still permitting easy visibility to the players.
- Make sure the playing surface is even, with no boards or nails protruding.
Which loss prevention methods do I select to protect against the exposures I have identified?
Many options may exist — choose the method that will maximize the safety of athletes, volunteers and spectators. Work with your local Special Olympics coordinator to determine which choices might be better than others. Additional resources are the Sport Specific Competition Guides, which contain sport specific information.
Am I done with risk management after I implement the best method?
No way! It's a continuous process. Keep monitoring the FOP and make necessary revisions to minimize exposures.
What risk management issues do I need to be aware of concerning traveling?
Some of the most devastating losses for nonprofit organizations involve motor vehicle accidents. To protect against the risks associated with driving while you are volunteering as a Special Olympics coach, become very familiar with the following topics that are discussed in the Special Olympics Risk Management Manual (Section L).
- Safety Policy
- Driving Responsibilities
- Guidelines for Vehicle Use
- Driver Selection, Training and Supervision
- Safe Condition of Vehicle
- Accident Procedures
- Guidelines for Borrowing a Vehicle
- Guidelines for Renting a Vehicle
- Selection of a Transportation Company
- Insurance (for Non-owned, Hired and Owned Vehicles)
How does a coach conduct a sports program safely?
Preventing injuries to participants and spectators is a primary risk management objective. The participants and spectators at a Special Olympics event expect that the activity will be conducted in a reasonable and prudent manner. The Special Olympics Risk Management Manual (Section C) provides guidelines to assist you in developing programs and techniques to reduce the risk of injury to athletes. Areas covered include:
- Preparation — Providing proper planning for each step of training and competition.
- Environment — Selecting an appropriate venue and using proper equipment.
- Instruction and Competition — Ensuring appropriate sport skills instruction for practice and competition.
- Athlete Group Composition — Matching according to strength, size and ability.
- Athlete Assessment — Continually assessing each athlete for participation in appropriate activities within his/her ability.
- Supervision — Ensuring acceptable supervision and maintaining an adequate volunteer-to-athlete ratio.
- Inherent Dangers — Informing athletes of inherent risks associated with a specific sport.
- Emergency Action Plan — Establishing and using an emergency action plan that includes procedures for emergency medical support, postponements, cancellation, communication and incident and accident reporting.
- Medical Assistance — Medical support is to be provided at all times. The greater the risk within an activity, the higher the level of medical support required.
As a coach, what supervisory planning am I responsible for?
Each coach should create a supervisory plan that includes assignments for assistant coaches and chaperones. The head coach should review each plan and provide clarification of responsibilities as needed.
Some of the responsibilities of a coach include:
- Providing appropriate training time, instruction, conditioning and competition experiences
- Being familiar with trends in the sport
- Ensuring an appropriate venue: walk through the venue to become familiar with the medical support, rules compliance, etc.
- Familiarizing athletes with the venue surroundings and features
- Understanding athletes' specific and unique health issues such as medications, illnesses, sensitivities or intolerances
- Coordinating transportation to and from training or competition
- Securing an on-site clothing change area that separates men and women
- Monitoring the physical and emotional condition of athletes
- Assisting with life skills for overnight situations
- Monitoring weather conditions that may affect athlete training, competition and travel to and from events
- Chaperoning special events such as dances and Opening or Closing Ceremonies
- Understanding Special Olympics and international governing bodies sport-specific rules
What can I do to help prevent injuries?There are two factors in preventing injuries that you should be aware of: providing a safe environment for athletes and spectators, and creating a safe work environment. The Risk Management Manual provides extremely useful information to help you attain these goals.
In addition to providing a safe environment for the athletes you train, you also must do your part to provide volunteers and workers with an appropriate and safe environment in which to contribute. One aspect of a safe workplace is to train personnel in proper work techniques, such as lifting, workspace ergonomics, use of tools and machinery and defensive driving. Personnel need to become aware of workplace dangers and strive to minimize the risks, either through safe work practices or the prompt correction of hazardous situations.
What do I need to know about crisis and emergency management?
A crisis management plan is vital to ensuring that Special Olympics Program staff and volunteers know what to do and how to properly communicate during a crisis. This plan is absolutely necessary because incidents involving athletes and volunteers may occur during Special Olympics events. Prior planning is often the only difference between a properly handled incident and a disorganized, rapidly escalating crisis. Each Special Olympics Program must be prepared to handle any type of emergency situation.
How can I develop an emergency action plan?
Though this Coach's Guide is not designed to provide you with a Crisis Management Plan, you should be aware that four steps are critical to creating an effective crisis communication plan:
- Establish a chain-of-command
- Identify a media spokesperson
- Prepare a statement to/for the media
- Follow emergency action plan procedures
Details on how to develop a crisis management or emergency action plan can be found in the Special Olympics Risk Management Manual (Section E). Additionally, various Special Olympics Programs have created very effective and comprehensive plans that can be adapted to other groups.
What about a crisis communication plan?
It is absolutely critical to plan ahead when developing a crisis communication plan. Special Olympics has included a chapter on crisis management communication in the Special Olympics Public Relations Handbook, which is available through the headquarters' communications department or online on the Special Olympics Knowledge Management System (KMS). If you are involved with Special Olympics and would like to set up a user name and password, complete this KMS User Account Request.
What is medical emergency preparedness, and how do I prepare?
Answer the questions on the next page to assess your preparedness for emergency medical response. The answer to all questions should be "yes." If an answer is "no" you should take steps to address the situation.
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