COC Baseline Risk Management

Item

Description

Executive Committee

Safety Committee

Volunteer Coordinator

Event Coordinator

Attendee

Registered Society

Carrying registered society status protects club members being sued by other club members.

Executive Committee is responsible for:

·         Maintaining the club’s registered society status

 

 

 

 

Board Insurance

Carrying insurance provides board members financial aid to pay for litigation support.

Executive Committee is responsible for:

·         Determining the need for board insurance

·         Keeping the board insurance current as long as it is deemed needed

 

 

 

 

Online Waiver

The COC has a liability waiver which is accepted online at the time of registration for an event

Executive Committee is responsible for:

·         Ensuring the waiver is comprehensive and available

 

 

Event Coordinator is responsible for:

Ensuring that all event attendees are club members who have accepted the liability waiver at the time of event registration

Attendee is responsible for:

·         Accepting the liability waiver at the time of event registration

Members-Only

At this time, the COC does not allow guest attendance.  This is because our protections are effective within the context of attendees being club members:

·         The waiver is accepted by a member upon event registration.  Guests cannot accept our online waiver and the club is not equipped to manage and monitor paper waivers collected.

·         Registered society status protects members from  being sued by other members

Executive Committee is responsible for:

·         Modifications to attendance restrictions (e.g., member-only) and ensuring that the protections in place are sufficient for the allowed attendance type(s).

 

 

Event Coordinator is responsible for:

·         Ensuring that all event attendees are club members who have accepted the liability waiver at the time of event registration

Attendee is responsible for:

·         Being a member of the COC

New Volunteer Referrals

Prior to being considered as a club volunteer, members must provide at least two referrals from current club volunteers.

 

 

Volunteer Coordinator is responsible for:

·         Receiving referrals from club volunteers for potential volunteers

·         Assessing the suitability of a potential volunteer based on referrals

Event Coordinator (club volunteer) is responsible for:

·         Providing honest, relevant and valid feedback regarding the suitability of a potential volunteer

 

New Volunteer Attendance

Prior to being considered as a club volunteer, members must have attended a minimum of 5 outdoor events with the COC.  This is important to ensure that the potential volunteer not only understands the activities they would coordinate, but also that they understand our culture and are willing to operate within that culture.

 

 

Volunteer Coordinator is responsible for:

·         Assessing the suitability of a potential volunteer based on their attendance with, and knowledge of, the club

Event Coordinator is responsible for:

·         Keeping accurate attendance records for their events (i.e., to ensure that members do not appear to have experience with the club that they do not, in fact, have)

 

New Volunteer Training

Prior to being allowed to post their own events, a new volunteer must complete at least three probationary events under the tutelage of a current club volunteer.

 

 

Volunteer Coordinator is responsible for:

·         Ensuring that potential volunteers complete at least three probationary events satisfactorily

(Potential) Event Coordinator is responsible for:

·         Completing at least three probationary events

·         Learning how to effectively use the COC website for managing events

·         Learning, and following, the club’s procedures and policies for coordinating events

 

Coordinator Refresher

If a coordinator hasn’t done an event in a while (> 1 year), they need a commandment/procedure refresher from the VC, and should have an experienced co-coordinator along on their next event.

 

 

Volunteer Coordinator is responsible for:

·         Ensuring that any volunteer who hasn’t coordinated in over a year gets the appropriate assistance for their next event

 

 

Coordinator Commandments

The COC has a list of “Commandments” which Event Coordinators are expected to understand and follow.

 

Executive Committee is responsible for:

·         Determining and documenting what to include on the Commandments list (Commandments cover safety, but also other policy-related items)

 

Volunteer Coordinator is responsible for:

·         Ensuring that event coordinators understand and follow the Commandments

 

Event Coordinator is responsible for:

·         Understanding and following the Commandments

·         Leading by example and following ALL items in the Safety Policy

 

Safety Policy

COC has a Safety Policy posted online for event coordinators.

 

Safety Committee is responsible for ensuring the Safety Policy is complete, accurate, and up-to-date.

 

Coordinator is responsible for:

·         Understanding and following all aspects of the Safety Policy.

·         Communicating to attendees what the safety policy requirements are for attendee participation

Attendee is responsible for: understanding and following the coordinator’s direction with regards to the safety policy.

New Event Review

When a new event is posted to the COC calendar, an e-mail notification is automatically sent to the Volunteer Coordinator, Safety Committee and Executive Committee.

 

Safety Committee is responsible for:

·         Reviewing new events posted according to Event Type and Difficulty – members of the Safety Committee are assigned to review certain Event Types and Difficulties based on their knowledge and expertise in that area.

·         Ensuring that Elevated Risk Mitigation Plan is followed, as needed.

Volunteer Coordinator is responsible for:

·         Reviewing each new event posted, ensuring that:

o   The appropriate Event Type and Difficulty is selected for the activity

o   The Baseline Risk Mitigation Plan is followed

·         Escalating to the Safety Committee if required

 

 

Event Reminder

Coordinators are expected to send out a customized event reminder to event attendees approximately two days prior to the event.

Executive Committee is responsible for:

·         Providing input into what content should be included in the event reminder template

·         Ensuring that the event reminder template is kept up-to-date with the appropriate content

Safety Committee is responsible for:

·         Providing input into what content should be included in the event reminder template

Volunteer Committee is responsible for:

·         Providing input into what content should be included in the event reminder template

Event Coordinator is responsible for:

·         Sending out a reminder e-mail prior to each event

·         Inserting relevant information into the reminder e-mail (for example, weather, and other safety considerations)

Attendee is responsible for:

·         Reading and understanding the event reminder

·         Following guidances described in the event reminder

Incident Reports

Accidents and incidents which occur on COC events are to be properly documented, assessed and resolved

Executive Committee is responsible for:

·         Providing input into what content an accident report should include

·         Assessing accident reports and working with the safety committee to determine if risk mitigation activities should be modified to mitigate future, similar incidents.

Safety Committee is responsible for:

·         Managing the accident report template

·         Collecting and cataloging accident reports

·         Assessing accident reports and working with the executive committee to determine if risk mitigation activities should be modified to mitigate future, similar incidents

 

Event Coordinator is responsible for:

·         Documenting and incidents which occur on their events

·         Submitting incident reports to the Executive and Safety Committees in a timely manner

 

Safety Monitoring

Safety Committee monitors that safety policy is followed by coordinators.

 

Any violation of Safety Policy (i.e., extending trips into avalanche terrain, not wearing helmets on bike trips or scrambles, not wearing PFDs, allowing others to participate without required equipment) results in a written warning.

 

A second violation of the Safety Policy results in a probationary period wherein the coordinator cannot coordinate all/certain types of events.  Probationary terms and conditions are determined by the Executive, Volunteer Coordinator and Safety Office on a case-by-case basis.

 

To coordinate a trip, the coordinator must be recently experienced in that type of trip.

 

If a participant creates a risk scenario by not listening to the coordinator, the coordinator is encouraged to report the behavior so the participant can be issued a warning by the Executive, and, hopefully, prevent the participant causing similar problems for other coordinators.