Campus Recreation

Risk Management

POLICY STATEMENT
COMPONENTS
RISK CONTROL GUIDELINES
     Administrative
     Insurance
     Training
     Equipment
     Facilities
     Club Travel
     Reports
EMERGENCY ACTION PLAN

POLICY STATEMENT

Risk management planning is an essential element in the Club Sports Program of the Department of Campus Recreation. A sound risk management plan that is effectively administered minimizes the likelihood of injury and reduces chances of negligence, thereby helping to ensure a quality program in a safe environment. The Risk Management Plan for Club Sports gives attention to reducing negligence liability in the areas of facilities and equipment, supervision and training, and administrative policies and procedures. Risk management in Club Sports is the mutual responsibility of staff, club leaders, and club members.

COMPONENTS

The following are the components of Risk Management:
1. Promotion of risk control and safety guidelines should be followed by all sport clubs in conducting their programs and activities.
2. Appointment of a risk control/safety officer by each club.
3. Appointment of a risk management advisory committee by the Club Sports Director.
4. Development of activity rules and regulations by each club for promoting safe  participation in club activities.
5. Provision of education and training in risk management/safety.
a. Officers will be instructed in the Risk Management Plan and their responsibilities for administration of the plan at the club level.
b. Club members should receive verbal and written information regarding club purpose, club activities, equipment needed/provided, risks associated with participation and possible injuries, rules and regulations for promoting safe participation, emergency procedures, expectations of club members, and the responsibilities to be assumed by club members for their own safety and the safety of others.
c. Club members should receive safety training specific to the activities in which they will be engaged. All training should be documented in a written record that includes the type of training, date(s) of training, the names of participants, and any certifications issued.
6. Use of release and waiver of liability forms. A Release and Waiver of  Liability/Informed Consent is to be signed by each club member prior to his/her  participation in any club activities.
7. Regular inspection of club facilities, fields and equipment to identify and eliminate  hazardous conditions.
8. Communication of emergency procedures that can be adapted by each club for its  activities
9. Use of a standard report form for reporting accidents/incidents that result in injury to  participants.
10. Review and evaluation of the Risk Management Plan on an annual basis.

RISK CONTROL GUIDELINES

Risk control /safety guidelines have been established for the Club Sports program to help minimize the risk of injury and maximize safety. They include the following:

Administrative
Each club should have an officer and/or committee with the assigned responsibility of reviewing safety policies and procedures and monitoring adherence to the Risk Control Guidelines.
• Club members should be provided verbal and written information regarding club purpose, club activities, equipment needed/provided, risks of injury, rules and regulations for promoting safe participation, emergency procedures, expectations of club members, and the responsibilities club members assume for their own safety and the safety of others.
• A Release and Waiver of Liability/Informed Consent and a Club Sports Code of Conduct must be signed by each club member each academic year and turned in to the Club Sports Office prior to his/her participation in club activities.

Insurance
• Members of all clubs are required to have accident/medical insurance that will cover them in the event of injury or illness
• Please see the Health & Safety section for more information regarding insurance.

Training
• Each club should have an ongoing training program that includes safety education.
• A swimming test should be administered to all new members of clubs whose activities take place in or on water.
• Each club should maintain a record of the type and dates of training, the names of participants, and any certifications issued.

Equipment
• Club equipment must meet all standards as established by the Club Sports program, leagues, conferences, and/or other state, regional, or national organizations in which the club is affiliated.
• Club equipment should be inspected routinely for safe operation with the date of inspection and any noted deficiencies noted. Documentation of inspections and/or maintenance/reconditioning of equipment as required or recommended by the Club Sports office, leagues, conferences, and/or other state, regional, or national organizations must be provided the Club Sports Office. Corrective actions as needed should be coordinated through the Club Sports Office.
• Each club should develop and follow a preventative maintenance plan for equipment.
• Obsolete, broken, or unsafe equipment should be properly disposed of and replaced as necessary.
• Each club should have a written policy covering the use of equipment, including procedures for equipment check-out and return.
• Club members should be instructed and tested in the proper use of equipment before being granted check-out privileges.
• Equipment should be stored in a secure location with access limited to the equipment manager, club advisor, and other officers as designated by the club.
• Safety equipment should be required for activities that have known hazards.

Facilities
• Facilities and activity areas used by clubs should be inspected routinely for safety and documentation made of any hazardous conditions. Corrective actions should be coordinated through the Club Sports Office.
• Flammables and combustibles maintained on-site are to be stored in an approved safety cabinet.
• “No Smoking’ signs should be posted at all sites where flammables and combustibles are used or stored.

Club Travel
• The owners of personal vehicles taken on trips should be properly licensed and have insurance that provides personal injury protection coverage on passengers, bodily injury and property damage liability coverage, and uninsured motorists coverage.
• A trip leader should be appointed for each trip. He/she should become familiar with the Checklist for Club Travel and other information and forms related to club travel.
• The Club Sports Office is to be informed of scheduled trips through completion and submission of a Trip Planning Form to the Club Sports Office at least one week in advance.
• A Travel Roster listing the names of all club members making a trip is to be prepared and submitted to the Club Sports Office at least three (3) working day prior to departure.
• A listing of emergency contact numbers and accident-medical insurance information (company and policy number) on club members should be carried on all trips. Clubs that use the Membership Application Form for sport clubs should make copies for a ring notebook to be carried on trips.
• All vehicles should travel in caravan.
• If at all possible, clubs should not travel after 12:00 am.
• For more information on club travel, please refer to the Travel section.

Reports
• Injuries requiring medical attention are to be reported to the Club Sports Office as soon as possible. An Accident/Incident Report Form is to be completed and turned in to the Club Sports Office within 24 hours of the occurrence of an injury (if on a trip, within 24 hours of returning to campus).
• The Club Sports Office should be notified of damage to or loss of equipment within 24 hours of the occurrence of an accident (if on a trip, within 24 hours of returning to campus).

EMERGENCY ACTION PLAN

Each club should have an Emergency Action Plan to be used in the event of a medical emergency. Clubs hosting special events should be familiar with emergency information and procedures.

• A properly supplied first aid kit should be maintained on site at all outdoor activities and events. At least one person trained to respond to emergencies (First Aid /CPR training or American Red Cross Sport Safety Training) should be present at club activities and events. For clubs in which physical contact is an inherent element of the sport, a trainer, assistant student trainer, or EMT (as determined by the Club Sports administration) should be on site at club events.
• A cell phone to be used for emergency communications should be available at all outdoor activities and events.
• At the first sign of lightning or the issuance of a tornado warning, all outdoor activities are to cease immediately and participants instructed to seek shelter. When weather conditions are questionable, contact the Front Desk at FIKE Recreation Center (656-2315) for a weather update
• The appointed risk control officer and/or committee from each club should monitor implementation of the Risk Management Plan for Club Sports.

An Emergency Action Plan is a written plan that every club should have to prepare for potential emergencies. Such a plan should define the responsibility of everyone who may be involved, and it should cover the following areas (based on the plan outlined in the Sport Safety Training Handbook published by the American Red Cross):

1. Layout
• EMS personnel access and entry/exit routes
• Location of rescue and first aid equipment
• Location of emergency equipment (flashlights, fire extinguisher, etc.)
• Location of telephones and emergency numbers
• Location of exits and evacuation routes

2. Support Personnel (provide telephone numbers)
• Club Sports Director
• Facility administrators and supervisors
• EMS personnel
• Police
• Hospitals

3. Club Responsibilities
• Person to contact and meet EMS personnel
• Person(s) to provide care
• Person(s) to control bystanders and supervise other participants
• Person(s) to transport injured participant when appropriate

4. Communication
• How and when to contact EMS personnel
• Other persons to be informed (for a serious injury or illness):
• Club Sports Director (Work: 864-656-7848) or if they are not available, one of the other professional staff in Campus Recreation (864-656-7616) or (864-656-2315).
• Parent/Guardian (To be contacted by the Club Sports Director or one of the other professional staff in Campus Recreation. If unavailable, contact may be made by a coach, club officer, or trip leader. In case of a death, the coroner must notify the next of kin prior to contacts being made by Clemson University personnel. There will be follow-up communication from the Club Sports Office or the Office of the Vice President for Student Affairs.)
• How to deal with the media (Inquiries from the media should be referred to the Club Sports Office.)

5. Follow-up
• Complete appropriate documentation (Accident/Incident Report Form).
• Replace first aid supplies as necessary.
• Emergency Action Plan Evaluation
• Critical Incident Stress Debriefing (if necessary)
• Check on condition of injured participant.