Outings Program

Risk Management

Risks are present in every situation and in everyday life. For our purposes, “risk” will be used to describe the chance that something serious could happen to a participant or leader, including injury or death. While school trips are generally fairly low on a scale of risky activities, there are some things that we do that have a non-zero potential for serious injury. On most trips, the most risky thing we do is step into a van and drive off campus. We go into all those situations cognizant of the challenges and managing those risks.

Managing risk is always the primary concern of the Outings Program leader. On school trips students are frequently introduced to activities and settings in which they may know very little about the risks involved. It is the job of the leader to understand the true risks involved in the activity and take precautions to prevent incidents. The responsibility includes not just restricting activities deemed risky but also monitoring the group, the environment, and everyone’s technical skills and training, and making proactive decisions.

Fundamentals of Risk Management

Effectively managing risk means the following:

Maintaining critical thinking throughout a trip. Asking “What if?”

Knowing when risks may be encountered and managing those as they arrive.
Maintaining flexible planning; not allowing plans or desired outcomes to outweigh safety concerns.
Preparing participants with technical training, evaluating their physical fitness, and mental awareness to deal appropriately with risks.
Maintaining a “safe space” for students and leaders emotionally and psychologically.
Staying well within personal abilities as a leader and maintaining considerable reserve of skill, mental resources, and physical energy.
Always having an emergency preparedness plan that includes the eventuality of evacuation or rescue.
Being prepared to change the itinerary if needed.

Risk assessment can be broken down into three categories:

1. Generic Risk Assessment
This applies to any activity wherever and whenever it takes place. Travelling by vehicle always entails a level of risk. Control measures for this activity might include adequate rest stops for the driver, making sure that passengers are wearing seat belts and have adequate supervision.

2. Site or Activity Risk Assessment
This applies to any situation where a change in environmental conditions, medical needs or group management comes into play. Control measures for these situations may include:

Obtaining information on current weather conditions including tides and flash flood areas. Are you carrying equipment and clothing that meets the needs for the range of conditions you could encounter?
Ascertaining the medical needs of your students. Does anyone in the group have allergies or other medical conditions that would put them or the group at risk?
Group management would include any situation where you wanted to exercise control over the group. For example, travelling by air you would want to group your students in adjacent seats or while staying at a hotel you would want everyone on the same floor and grouped in adjacent rooms.

3. Ongoing Risk Assessment
Ongoing risk assessment takes place throughout the trip. Changing weather or tiredness or illness within the group will often dictate a change to the schedule.

It is good practice to have briefings each night to take stock and assess the circumstances for the next day, and to spend time early the next morning explaining arrangements to the students.
Check the local weather forecast:
To inform decisions on appropriate clothing
To be aware of whether water activities might be in areas prone to flash floods, high winds etc.
To be aware of whether trekking or climbing at altitude might be subject to dramatic changes of weather; potential for fallen trees, avalanches etc.

Seek local knowledge of potential hazards for the area. E.g.: tides, rivers/streams prone to sudden increases in flow, difficult terrain, crossing points for road, rail or water, unstable cliffs, etc.

Contingency Measures or “Plan B”
Good planning will always include alternative activities if an itinerary has to be changed. A flexible itinerary can allow activities to be switched from later in the trip to earlier. A comprehensive plan should answer the following questions:
Is it safe to switch activities? Have we done a risk assessment?
Can we switch activities without adversely affecting the trip?

Please note that if your contingency plan requires a change in your itinerary, you must contact the Dean of Students as soon as possible.

Crisis Management

Unforeseen circumstances can occur while on trips, and a level of contingency planning is in order. There are two overarching responsibilities that trip coordinators must assume:

Attending to the safety and welfare of those on the trip.
Communicating with the school.

The Trip Leader should always know the whereabouts and general activities of all trip participants. In a crisis, it may be necessary to convene the group. After attending to the safety of the group, the Trip Leader is expected to provide timely and factual information to the School.

If an emergency situation occurs the Trip Leader should immediately:

Determine the nature and extent of the emergency.
Ensure that the group is safe.
Find out who was involved in the emergency, and if necessary, get them medical attention
A chaperone should accompany any injured students to the hospital. Ensure that they have any relevant medical information.
Notify the authorities if necessary.
Contact the Dean of Students, Lynne Hansen.

Office: (415) 482-3249
Home: (415) 453-4862
Cell: (415) 726-1286

Be ready to pass on details of the emergency including:

The nature of the emergency
Date and time of the incident
Location of the incident
Names of those involved and details of any injuries
Action taken and by whom
A phone number where you can be contacted

Keep a written account of all events, times and contacts
Complete an accident report as soon as possible
No one in the group should talk to the media. All information should originate from the School’s designated person on the Emergency Response Team.
No one in the group should discuss or sign anything relating to legal liability with a third party without direction from the School.

Keep all receipts for any incurred costs; insurance companies will require them.