EXAMPLE TEAM MANAGEMENT RISK POLICY Prepared by Dave Dwyer from UNSW Sports Association
RISK MANAGEMENT Incidents assault sexual (spiked drinks a problem) & physical property damage death theft misconduct AUS (cheating), pranks major injury (hospitalisation) terrorism drunk and disorderly (police) motor accident expulsion from accommodation emergency monies drugs OD international incidents extreme weather/natural disasters suicide Contacts for Sport Association (SA) staff, victims & perpetrators (remember privacy of individuals) police/ambulance/fire event organiser victim perpetrator witnesses workers comp. SA manager overall team manager/s team manager/s risk management. University registrar University director of sport and recreation president of the SA other universities involved counseling services equity and diversity unit PAD/media unit legal office help lines rape crises, suicide, etc international office property owners
Forms/Other witness/perpetrator different forms for different incidents incident procedure staff/team manager committee list assault, sexual assault, etc. contact forms overall managers, team managers, participants(incl. room number) emergency contact details - overall managers, team managers, participants AUS forms cheques/ credit cards Remember gender equity with staff, committees, etc. Services counseling medical/hospital legal transportation communication finance/money emergency telephone rape crisis line, etc. Booklets or Folders? Generic Form (tick the box and follow the prompt to booklet/folder).
CATEGORY A Incidents - Sexual Assault Physical Assault Death Terrorism International Incidents Suicide Drugs Overdose Major Injury - Hospitalisation Motor Accident Extreme Weather/Natural Disasters Theft AUS Misconduct Individual Misconduct Drunk and Disorderly Expulsion from Hotel Emergency Monies CATEGORY B CATEGORY C
Emergency Contact Numbers Police 000 Fire Brigade 000 Ambulance 000 Event Orgnaniser Manager of University Sports Association University Team Manager University Assistant Team Manager University Risk Management Office University Registrar and Deputy Principal Director of Sport President of University Sports Association University Counseling Service University Equity and Diversity Unit University Public Affairs and Development Office University Legal Office Help Lines University International Office Property Owners Athlete Emergency Contact Numbers Workers Compensation Appropriate Forms See appendixes -
Action Plans CATEGORY A (Please tick when each step has been completed) Sexual Assault The University Team Manager to contact and inform University Sports Association Manager of incident. The University Team Manager to inform event organiser and Australian University of Sport of incident. The University Team Manager to contact police. The University Sports Association Manager to contact student athlete(s) emergency contacts. The University Sports Association to inform Director of Sport, Registrar and Deputy Principal, University Public Affairs and Development, University Media Unit, University Legal office and University Risk Management Unit. The University Team Manager to complete University Sports Association Incident Report Form. Physical Assault The University Team Manager to contact and inform University Sports Association Manager of incident. The University Team Manager to inform event organiser and Australian University of Sport of incident. The University Team Manager to contact police. The University Sports Association Manager to contact student athlete(s) emergency contacts. The University Sports Association to inform Director of Sport, Registrar and Deputy Principal, University Public Affairs and Development, University Media Unit, University Legal office and University Risk Management Unit. The University Team Manager to complete University Sports Association Incident Report Form. Death The University Team Manager to contact and inform University Sports Association Manager of incident. The University Team Manager to inform event organiser and Australian University of Sport of incident. The University Team Manager to contact police. The University Sports Association Manager to contact student athlete(s) emergency contacts. The University Sports Association to inform Director of Sport, Registrar and Deputy Principal, University Public Affairs and Development, University Media Unit, University Legal office and University Risk Management Unit and Insurance office. The University Team Manager to complete University Sports Association Incident Report Form.
Terrorism The University Team Manager to contact and inform University Sports Association Manager of incident. The University Team Manager to inform event organiser and Australian University of Sport of incident. The University Team Manager to contact police. The University Sports Association Manager to contact student athlete(s) emergency contacts. The University Sports Association to inform Director of Sport, Registrar and Deputy Principal, University Public Affairs and Development, University Media Unit, University Legal office and University Risk Management Unit. The University Team Manager to complete University Sports Association Incident Report Form. International Incidents The University Team Manager to contact and inform University Sports Association Manager of incident. The University Team Manager to inform event organiser and Australian University of Sport of incident. The University Team Manager to contact police. The University Sports Association Manager to contact student athlete(s) emergency contacts The University Sports Association to inform Director of Sport, Registrar and Deputy Principal, University Public Affairs and Development, University Media Unit, University Legal office and University Risk Management Unit. The University Team Manager to complete University Sports Association Incident Report Form. Suicide The University Team Manager to contact and inform University Sports Association Manager of incident. The University Team Manager to inform event organiser and Australian University of Sport of incident. The University Team Manager to contact police. The University Sports Association Manager to contact student athlete(s) emergency contacts. The University Sports Association to inform Director of Sport, Registrar and Deputy Principal, University Public Affairs and Development, University Media Unit, University Legal office and University Risk Management Unit. The University Team Manager to complete University Sports Association Incident Report Form.
Drugs Overdose The University Team Manager to contact and inform University Sports Association Manager of incident. The University Team Manager to inform event organiser and Australian University of Sport of incident. The University Team Manager to contact police. The University Sports Association Manager to contact student athlete(s) emergency contacts. The University Sports Association to inform Director of Sport, Registrar and Deputy Principal, University Public Affairs and Development, University Media Unit, University Legal office and University Risk Management Unit. The University Team Manager to complete University Sports Association Incident Report Form.
CATEGORY B (Please tick when each step has been completed) Major Injury Hospitalisation - University Team Manager informed of major injury by student or event organizers. University Team Manager to contact University Sports Association Manager and inform them of incident. University Team Manager to accompany student to hospital and co-ordinate hospital requirements. University Team Manager to inform student athlete s emergency contacts and coordinate any necessary travel requirements for these people. University team Manager to inform Director of Sport, Registrar and Deputy Principal, University Risk Management Office, University Legal Unit and University Insurance Office. University Team Manager to complete Injury Form and send to University Sports Association. Motor Accident University Team Manager informed of accident. University Team Manager to contact University Sports Association Manager and inform them of accident and to make recommendations on further action based on number of injuries and fatalities. University Sports Association to contact Director of Sport, University Registrar and Deputy Principal, University Public Affairs and Development, University media Unit, University Legal Unit. University Sports Association Manager to commence contacting student athlete(s) emergency contact lists. University Team Manager to co-ordinate on scene medical, emergency services, accommodation and transport requirements, and to check student list. Extreme Weather/Natural Disasters - University Team Manager informed by event organizer of extreme weather/natural disaster warning. University Team Manager to contact University Sports Association Manager of extreme weather/natural disaster warning and to make recommendations based on those of the event organizers. University Team Manager to hold immediate meeting with University Sport Managers to inform them of the processes to be followed. University Sports Association Manager to contact University Director of Sport, University Registrar and Deputy Principal, University Public Affairs and Development, University Media Unit, University Legal Unit, University Insurance Unit and University Risk Management Unit. University Sports Association to co-ordinate contact with student athlete(s) emergency contacts. CATEGORY C
(Please tick when each step has been completed) Theft Theft reported to University Team Manager. University Team Manager to advise student to make official report on XXXX form to University Team Manager, and also official report with accommodation, sporting venue and also with event organizers. If the item stolen is quite valuable, the student athlete should be advised to make a report with the local police. Recommend that student athlete contact s their own personal insurance company. Report incident to University Sports Association Manager and ask that they speak to University Insurance Unit. Recommend that student athlete checks each day with each of the above mentioned groups/people to see if the item has been returned. AUS Misconduct and Individual Misconduct Misconduct has been reported to University Team Manager by University student athlete/sport manager. University Team Manager to speak to University student(s)/team(s) involved and make report on XXXX form. University Team Manager to lodge official report to event organizers on official forms provided by event organizers. University Team Manager to report to University Sports Association Manager and make recommendations. Misconduct has been reported to University Team Manager by event organizer. University Team Manager to discuss report with University team/individual involved to collaborate report. If possible, let event organizers know that University has its own Code of Conduct policy and that it is willing to deal with the allegations internally. University Team Manager to report this to University Sports Association Manager. Drunk and Disorderly University Team Manager notified that student athlete has been booked/charged by police on Drunk and Disorderly charge. University Team Manager to attend local police station to organize for release of student. University Team Manager to notify University Sports Association Manager of situation and to make recommendations. University Sports Association Manager to contact University Director of Sport of situation. University Sports Association to contact University Legal Office and to determine what assistance they can provide. University Sports Association Code of Conduct process to be initiated. Expulsion from Hotel University Team Manager informed by hotel of student athlete(s)/team(s) expulsion. University Team Manager to discuss the matter with accommodation, and offer recommendations.
University Team Manager to discuss the matter with student athlete(s)/team(s) and file report on University Sports Association Incident Report form. University Sports Association Code of Conduct process to be initiated. University Sports Association Manager to be informed of decision. University Team Manager to make all preparations for student athlete(s)/team(s) to be sent home, and for parents/guardians to be informed. University Team Manager to call student athlete(s)/team(s) to confirm their safe arrival. Emergency Monies University Team Manager to be informed by individual of need for emergency monies. If for a small amount, University Team Manager to authorize allocation of money, with a repayment plan to be agreed upon and record this repayment plan on the University Sports Association Incident Report Form. If for a large amount, University Team Manager to inform University Sports Association Manager of situation and make recommendations. University Sports Association Manager to inform University Team Manager of decision. University Sports Association Manager to inform University Sports Association Finance Officer of situation and authorization of transfer of monies. University Team Manager and student athletes(s)/team(s) to contact parents/guardians of decision and of repayment plan. Appendixes 1. Incident Report Form 2. Initial Report Form Staff 3. Interview Form - Staff 4. Timeline Form Staff
University Sports Association University Games Incident Report Form Name: Contact number: Describe in your own words all that took place - include the where, when, and what happened (attach extra page/s if necessary): Where did the incident take place: When did the incident take place: In your own words, what happened: Who witnessed the incident: Sign and date:
University Sports Association University Games Initial Report Form - Staff Date: Time: Person reporting incident: Contact number: Person/s involved in incident: Condition and whereabouts of person/s involved in incident: Time and location of incident: Witnesses: Staff:
University Sports Association University Games Interview Form - Staff Date of interview: Time of interview: Those present at interview: Incident Report include where, when, what, witness/es (attach extra page/s if necessary): Where did the incident take place: When did the incident take place: In your own words, what happened: Who witnessed the event: Staff:
University Sports Association University Games Timeline Form - Staff Date: Time & action taken: Time & action taken: Time & action taken: Time & action taken: Time & action taken: Time & action taken: Time & action taken: