RISK ASSESSMENT & RISK MANAGEMENT PLAN
This document considers the complete Risk Assessment & Risk Management package for the
event referred to as the:
School Sport Australia Sport Name International Tour
Venue (Country)
Dates
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RISK ASSESSMENT & RISK MANAGEMENT PLAN
This document considers the complete Risk Assessment & Risk Management package for the
event referred to as the:
School Sport Australia Sport Name International Tour
Venue (Country)
Dates
C:\Users\Michael Grant\Desktop\IPS Meeting\One Drive - International Tour Attachments (Current)\One Drive - International Tour Attachments (Current)\Att A1 - SSA International Tour Risk Assessment Template.docx
(i)
Change History
Version Date Description Prepared by
1 Initial draft
Table of Contents
1. INTRODUCTION ................................................................................... 1
1.1 Context and Background to School Sport Australia .............................. 1
1.2 Policy Statement ............................................................................ 2
2. SSA RISK CATEGORIES ........................................................................ 2
3. ESTABLISHMENT OF A RISK MANAGEMENT PLAN ...................................... 4
3.1 Establish the Context and Risk Identification/Description ..................... 4
3.2 Risk Analysis ................................................................................. 5
3.3 Risk Response Planning / Establishing a Risk Register ......................... 6
3.4 Risk Plan Implementation ................................................................ 7
3.5 Risk Tracking, Review, Monitoring & Control....................................... 7
4. ASSESSING THE LEVEL OF RISK ............................................................ 7
5. RISK REGISTER / RISK MANAGEMENT .................................................... 8
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13. Promoting and publicising the range of sporting activities conducted in schools
to the wider community
1.2 Policy Statement
SSA coordinates and conducts a broad range of school sporting programs for all students
commensurate with their age and ability in an educational environment through its
management structure. SSA is committed to providing a sporting environment that is safe
for all users; including:
- Participants – students, athletes and their coaches/team managers;
- Referees, umpires and officials;
- Organisational and operational staff; and
- The wider community.
Additionally, a sporting environment that is free of any form of harassment or
discrimination, and in which risks to persons or property are minimised through
identification and proactive management.
In general terms this will be achieved by:
- Providing services which meet SSA member body needs including the
management of a broad range of sporting activities.
- Identifying SSA member body sporting needs and expectations, while
promoting a positive image for SSA.
- Focusing on professional, safe student focussed work ethic.
- Providing sporting activities in a viable and safe manner.
- Enhancing sporting accessibility for the diverse needs of the broad schools
community.
- Providing cost effective, value for money services, which operate at minimal
cost to the user schools.
- Ensuring staff employed are suitably qualified and experienced so that those
participating in the individual sporting events can do so with adequate
supervision and in a safe environment.
- Managing SSA in accordance with the practices as determined by the NRSSC.
- Making relevant and applicable sections of the SSA program available for use
by persons with disabilities and without disabilities wishing to participate in
sporting activities.
- Managing the risk associated with and specific to each sporting event.
School Sport Australia accepts risk management as a prime responsibility within the total
educational and sporting environment within which it exists. This includes the legal and
economic environment in which NRSSC currently operates and the legal exposures that
can result from the activities which SSA conduct.
2. SSA RISK CATEGORIES
Risks to SSA can be grouped under five primary headings:
Competition - risk associated with organisational considerations for competition such as
teams arriving late or withdrawing, venue inaccessible.
Environment - include risk factors such as DFAT assessments, climatic (weather
conditions eg. thunder and lightning) and the physical environment (eg. Playing or event
surface), damage to property and equipment.
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Finance/Legal – risk associated with financial loss for hosting a championship and /or
sending teams overseas and legal obligations.
Medical - risk associated with pre-existing medical conditions and disease transmission,
injury or damage to persons involved.
Participants – risk associated with the wellbeing (including fear, trauma or psychological
injury) of;
- Student athletes and their coaches/team managers.
- Referees, umpires and officials.
Examples of risk exposure to SSA could include:
- Discrimination or harassment
- Injury or illness to students / teachers / volunteers / staff / officials /
spectators
- Equipment failure
- Loss of property / equipment, including financial loss
- Negative publicity
- Potential exposure to litigation
- Damage to community partnerships (e.g. via links to community facilities)
- Natural events, including inclement weather.
The strategic context within which risks must be managed includes:
- Recognition that risk management is an integral function of effective service
delivery and not an isolated activity.
- The risk profile in the wider community (i.e. how might the sporting
program/SSA/organisational personnel be seen in the community as the result
of an unsafe practice)
- Legislative framework that defines the SSA’s obligations and through which
powers to manage risks are derived
- Recognition that managing risks requires cooperation with the community and
other government agencies
- Recognition that risk management involves a wide range of strategies that
must be implemented across traditional departmental boundaries.
- The need to foster local management of risks (all event officials and convenors
taking responsibility for risk management).
- The recognition that risk management is a dynamic process with new risks
constantly identified and current risks changing due to altering circumstances.
Table 1: Primary Risk Category - The primary risk is the most immediate or likely
risk (recorded in column 2 of the Risk Register).
Risks may technically fall under several categories eg. A student competing in a Diving
event may suffer a physical injury by coming in contact with the diving board. A cut head
or concussion could result (Primary risk Category - Medical), however there may be legal
action at some point in the future (Secondary risk – Finance/legal).
Primary Risk Category Brief Risk Description
Competition Risk associated with organisational considerations for
competition such as;
Teams arriving late
Withdrawing
Venue inaccessible
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- Finances
- Health and safety – including manual handling and psychological injury.
- Facilities and equipment
- Location and environment – physical and climactic
- Community involvement eg. recreational use of the same facility.
- Criminal activity eg. theft or criminal action in change rooms.
- Legal risk and exposure
- Disease transmission
- Education and training
Identifying:
- The source of the risk
- What or who is at risk
- What could be the outcome
3.2 Risk Analysis
Having identified/described the risk this stage involves utilising the accompanying tables to
categorizing risks, assess the level of risk, risk likelihood, impact/consequence analysis and
establish a risk priority.
Table 2: Likelihood Matrix –How frequently the risk or event described in column 3 of
the Risk Register ( Risk Description ) is likely to occur (Recorded in column 4 of the Risk
Register).
Descriptor More Detail
Almost certain Is likely to occur frequently or on a regular basis
Likely The event will probably occur more than once
Possible The event might occur at some time
Unlikely The event is not expected to occur
Rare The event may occur only in highly exceptional circumstances
Table 3: Consequence Matrix – Relates to the most probable/likely outcome. eg. A
slip/fall on a wet floor from sweat whilst moving around the pool concourse is most likely
to result in no or minimal injury and therefore be rated as insignificant/minor (Recorded in
column 5 of the Risk Register).
Extreme = Intolerable
(without Executive
Oversight)
Immediately consider whether this activity should cease.
Any decision to continue exposure to this level of risk would
be made at Executive Officer level, would be subject to
comprehensive analysis to generate a detailed risk
treatment plan and be the subject of on-going oversight and
high level review.
High = Tolerable
(with continual
Management review)
Consider whether this activity should continue. This decision
would normally be made at senior levels, would be based on
analysis to generate a risk treatment plan and be the subject
to on-going review to ensure treatments remain effective
and the benefits balance the risk.
Medium = Tolerable
(with frequent risk
owner review)
Exposure to the risk may continue provided it is reasonably
assessed, has been mitigated to As Low as Reasonably
Practical (ALARP) and is subject to frequent review to ensure
the risk analysis and treatment remain valid. Permanent /
long term actions to reduce the risk should be considered.
Low = Acceptable Exposure to this risk is acceptable but subject to periodic
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(with periodic review) review to ensure the risk does not increase and evolving
treatments or accepted standards do not vary.
Table 4: Level of Risk – Consideration of both likelihood and consequence prior to the
implementation of risk management control measures and strategies (recorded in column
6 of the Risk Register).
Risk Rating Matrix
Consequence
Insignificant Minor Moderate Major Severe
Likelihood
Almost Certain Medium High Extreme Extreme Extreme
Likely Medium Medium High Extreme Extreme
Possible Low Medium Medium High Extreme
Unlikely Low Low Medium Medium High
Rare Low Low Low Medium Medium
Important Note: Following the identification and implementation of risk
management control measures it is assumed that all Risk Descriptions will be
reconsidered as having a “low risk” factor. If the re-assessed level of risk
remains at “Extreme” or “High” following implementation of control measures
Table 5: Risk Priority – (recorded in column 8 of the Risk Register). An indication of
how quickly/frequently an identified risk needs to be addressed and/or monitored.
Rating Description
Low Priority Risk impact may be minimal. Monitor and review risk management
strategies as required. (minimum-annually)
Medium
Priority
Risk impact may be moderate. Closely monitor and review risk
management strategies as required. (minimum-annually)
High Priority Requires immediate action to redress risk. Additionally risk should be
closely monitored to ensure management strategies to reduce risk are
effective.
Important note: The assessment and identification of Risk Priority should not be solely
based upon the likelihood or frequency of an event occurring, but more a consideration of
a number of factors, including: frequency, likelihood, consequences (particularly the
possibility of serious personal injury or death) and risk of litigation or legal exposure. A
student competing in a bicycle tour event on a semi-controlled public road is very unlikely
to be involved in a collision with a motor vehicle; however the consequences may well be
most serious, with the possibility of a serious injury and possible legal exposure. Therefore
a Risk Priority rating of High should be applied, with appropriate risk management such as
additional advanced event signage, vehicle speed restrictions, a police presence, in
addition to being closely monitored throughout the event.
This information is recorded on the Risk Register Template.
3.3 Risk Response Planning / Establishing a Risk Register
Next, plan strategies and actions to manage and reduce risk, act as contingency activities,
and review and add to the risk action plans as part of the: Establishment of a Risk
Register.
Important note: This includes identification of existing and new control measures to
reduce risk to an acceptable level. The “acceptable risk level” for all risks identified,
following planning and management, will usually be considered as “Low” , as it is generally
considered impossible to completely eliminate risk, even with effective management.
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5. RISK REGISTER / RISK MANAGEMENT
Function/Activity: Sport Name International Tour Month, Year
Compiled by: National Secretary’s Name and Title
Reviewed by: SSA International Programs Sub Committee
The following is an example of the information required. This example is from the 2017 Netball International Tour to Suva, Fiji
Activity Description: The International Schoolgirls Championships is an annual event for female students aged 18 years and under
as at the 1st^ January each year who are enrolled in government and non-government schools affiliated with their respective State and
Territory school sporting organisations within Australia. The 2017 All Australian team to represent SSA were selected at the SSA 15
and Under Netball Championships conducted in Adelaide, SA in July/August 2016.
At a post Championships meeting held at the end of the Championships in 2004 it was agreed that the event would rotate between
Australia and New Zealand unless one of the other countries were in a position to host. In 2017 the Championships are to be hosted
by Netball Fiji who expressed interest in hosting at the 2016 International Schoolgirls Netball Championships. The Championships is to
be conducted at Vodafone Arena in Laucala Bay, Suva from the 13 – 20 May 2017. All games will be played in accordance with INF
rules.
Netball Fiji is responsible for the conduct of the competition and recommending suitable accommodation, transport companies and
food venues.
All teams are responsible for arranging their own travel to and from their country or origin, funding accommodation, transport and
meals.
General Safety Consideration: All teams will be accompanied by team officials who are appointed by School Sport Australia after an
application process and panel selection. On appointment, team officials must also sign a letter of acceptance and be endorsed by a
member of their state or territory Department of Education.
All student participants and accompanying officials will be documented on an official team list (to be published in the championship
program booklet). Competing students are required to have a bona-fide certificate signed by their current Principal or delegate
(confirming current enrolment and release by their school).
Parental approval, medical forms and consent for participation (including permission for photographs to be taken) will be completed for
each competitor.
The Tour Leader will ensure that all officials and student participants receive the School Sport Australia Tour Handbook on selection.
The Championship Committee and all key organisational officials will be aware of the emergency procedure and protocols appropriate
to the venue and manage such emergencies as required. All team officials will be made aware of these arrangements on arrival in the
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host country. An extensive event program and updated bulletins with all championship rules and guidelines will be forwarded to all
teams in the weeks/months preceding the event, in addition to a compulsory team officials’ meeting/briefing immediately prior to the
commencement of the championships.
The risk assessment for Vodafone Arena, Suva, Fiji will be requested by the tour Leader prior to or upon arrival in Fiji.
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8 Participants Venue have not provided risk management policy and protocols
Unlikely Moderate Medium Contact organising committee prior to departure to view risk management plans. Ensure provision, viewing and approval of risk management plan from venues is available on arrival at the Championships. All public venues must have public liability and a risk assessment- request copies. On arrival, conduct a safety check with all tour officials and create a written document to reflect procedures if needed.
Low Tour Leader
9 Participants Team meals are not acceptable e.g. Food handling issues or easily accessible
Unlikely Moderate Medium Correspond with organisers and book a caterer for evening meals prior to departure. Request accommodation with meal options-e.g. breakfast provided. Check airline procedures-pack suitable snacks and options for at least the first day of travel. Locate alternative meal venues with assistance of the Championship Organisers.
Low Tour Leader
10 Medical Minor injury, illness, fatigue or exhaustion to player or official
Possible Minor Medium The health and wellbeing of team members is the responsibility of all team officials. Notwithstanding this, the Championship organisers will ensure that teams have access to or knowledge of first aid and/or medical centres. All completed medical forms and emergency contact information will be kept by the Tour Leader in the folder labelled ‘Student Information’. This is located within the Manager Bag-kept with the Tour Leader at all times. Officials will be shown this at the culmination of travel. Medical information will also be provided to the tour physiotherapist along with the requested physio information- current injury, medication etc-this is sent out within two weeks of travel. Family details including accommodation, phone contact and travel dates will be collected by the Tour Leader prior to departure for emergency contact procedures whilst overseas. Families are contacted by the Tour Leader in the event of minor injury or illness. SSA accident/incident forms will be completed and returned to SSA at the culmination of the tour. Tour Leader will investigate availability of medical centres and country processes prior to travel. Students must only be treated with a team official or parent in attendance. A list of medical emergency centres and phone numbers is to be displayed during the Championship; be readily available from the Championship venue; and printed in the Championships Information. All medical information is provided to SSA prior to travel.
Medium Tour Leader and physiotherapist
11 Medical Serious injury to student participant or official
Unlikely Moderate Medium The wellbeing of team members is the responsibility of the team officials. Notwithstanding this, the Championship organisers will
Medium Tour Leader and physiotherapist
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ensure that teams have access to first aid & / or medical centres. Students must only be treated with a team official or parent in attendance. Tour Leader will investigate availability of medical centres and country processes prior to travel. Families are contacted by the Tour Leader in the event of any injury. A list of medical emergency centres and phone numbers is to be displayed during the Championship; be readily available from the Championship venue; and printed in the Championships Information. Prior to departure, provide a contact list of team officials and parent contacts is provided prior to departure to SSA. 12 Finance / Legal
Risk of financial loss to SSA from participation at the Championships
Possible Moderate Medium Budgets are approved by the SSA Board and teams are invoiced accordingly. Tour Leader works with SSA Business Manager to ensure all monies are paid prior to departure. Emergency requirements are made within the budget-usually $ per athlete.
Low School Sport Australia
13 Participants High Risk Behaviour by first aid official/ sports trainer
Unlikely Moderate Medium Only qualified Sports Trainers that have a current Working with Vulnerable People accreditation have been appointed. Students must only be treated with a team official and/or parent in attendance. All appointed tour officials are endorsed by their State or Territory body, school principals and have current and relevant qualifications.
Medium Tour officials and School Sport Australia
14 Medical Inappropriate diagnosis / advice by first aid official / sports trainer
Unlikely Moderate Medium Only qualified Sports Trainers that have a current Working with Vulnerable People accreditation have been appointed. Students must only be treated with a team official and/or parent in attendance. All appointed tour officials are endorsed by their State or Territory body, school principals and have current and relevant qualifications. Both physiotherapist and one other official have current first aid qualifications.
Medium Tour officials and School Sport Australia
15 Medical Inappropriate treatment by first aid official
Unlikely Moderate Medium Only qualified Sports Trainers that have a current Working with Vulnerable People accreditation have been appointed. Students must only be treated with a team official and/or parent in attendance. All appointed tour officials are endorsed by their State or Territory body, school principals and have current and relevant qualifications. Both physiotherapist and one other official have current first aid qualifications.
Medium Tour officials and School Sport Australia
16 Medical Trainers or supplies not available at the venue
Possible Major High Supplies (e.g. ice) are identified by the Championships Organisers and to be arranged prior to the event.
High Tour Leader and physiotherapist
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26 Competition Airport transfer transport unavailable
Unlikely Moderate Medium Airport transfers are booked prior to travel. Liaise with MTA travel agent to seek alternate transport or use emergency funds to organise alternate arrangements-may be taxi or other public transport. All students travel with an official.
Low Tour Leader
27 Competition Daily transport unavailable Unlikely Moderate Medium Liaise with MTA travel agent to seek alternate transport or investigate other suitable and safe options.
Low Tour Leader
28 Medical Risk of injury when participants are being transported
Rare Severe Medium MTA travel agent recommendation of authorised travel companies. Insurance and current drivers licence is required for any official who is responsible for driving participants. Travel insurance for all officials and students booked and confirmed at least four weeks before travel (this ensures payment if any injury occurs 28 days prior to departure)
Medium Tour officials
29 Environment Inadequate Parking (including drop off and pickup) at venue
Unlikely Minor Low Championships Organisers will ensure appropriate pick up/drop off points for teams. Tour Leader will investigate alternate options for drop off and pick up of participants-eliminating fatigue.
Low Championships Organisers, Tour Leader
30 Medical Poor ambulance access at venue
Unlikely Severe High The selection criteria for a Championship venue includes ambulance access as a non-negotiable item.
Medium Championships Organisers 31 Participants Catering and water facilities not being available or inadequate at venue or within country
Rare Insignificant Low The selection criteria for a Championship venue includes adequate and appropriate food providers, canteen and water facilities as highly desirable items. If this is not possible then Team Officials will ensure that adequate bottled water and snacks are supplied. Tour Leader investigates if bottled water is a necessity and makes adjustments to the budget to supply this.
Low Championships Organisers and Tour Leader
32 Participants Disabled access unavailable / inappropriate at venue
Unlikely Minor Low The selection criteria for a Championship venue include adequate and appropriate disabled access as a non-negotiable item.
Low Championships Organisers 33 Environment Electrical and communication cabling incorrectly or inappropriately laid out
Rare Insignificant Low If necessary, the venue is to arrange appropriate carpeting / covers for any cables.
Low Championships Organisers
34 Environment Equipment / Materials being unavailable / inappropriate
Rare Moderate Low Competition venues are to be selected from those that meet Championship standards with respect to equipment and competition materials. Tour leader will ensure that training equipment, first aid supplies and communication tools i.e. working phone is supplied.
Low Championships Organisers, Tour Leader
35 Finance / Legal
Inadequate public liability of host
Rare Insignificant Low The selection criteria for a Championship venue include adequate and appropriate public liability as a non-negotiable item.
Low Championships Organisers 36 Competition Training venue unavailable Possible Minor Medium Tour Leader will organise and confirm practice matches and training venues prior to departure. If organised venue is unavailable on arrival then alternative community venues and/or schools will be contacted to source another venue.
Low Championships Organisers and Tour Leader
37 Environment Tripping and slipping hazards Possible Moderate Medium The selection criteria for a Championship venue includes a checklist to ensure tripping and slipping hazards are not accessible by the public during competition. If a hazard appears
Low Championships Organisers / Venue
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during the Championship then this is to be brought to the immediate attention of venue management.
Management
38 Environment Venue change rooms and toilets not clean upon arrival and not cleaned daily
Unlikely Minor Low The selection criteria for a Championship venue includes a non- negotiable item to ensure daily cleaning of the venue is included in an agreement with the venue. If cleaning is not sufficient during the Championship then this is to be brought to the immediate attention of venue management. Tour Leader will ensure participants are not exposed to unsanitary environments.
Low Championships Organisers / Venue Management, Tour Leader
39 Finance / Legal
Venue does not have or has inadequate (Emergency) Evacuation plan
Unlikely Severe High The selection criteria for a Championship venue include a non- negotiable item that the venue must have an (Emergency) Evacuation plan.
Medium Championships Organisers / Venue Management 40 Environment Venue has hazardous substances
Possible Major High The selection criteria for a Championship venue include a checklist to ensure hazardous substances are away from the public during competition. If an issue occurs during the Championship then the venue must have an emergency procedures plan.
Medium Championships Organisers / Venue Management
41 Competition Venue unavailable during competition
Possible Major High If the venue does become unavailable then alternative community venues and schools are to be contacted to attempt to find another venue or competition may be delayed for up to a day. If there is no solution and Championships cannot continue, Tour Leader will consult with SSA to take decisive action about the outcome of the Tour.
Medium Championships Organisers, Tour Leader, SSA
42 Participants Team officials not following Risk Management procedures
Possible Moderate Medium Tour Leader will provide all team officials with the Risk Management Analysis and Plan prior to travel. All officials will be required to sign that they have read the document.
Medium Tour Leader, Tour officials
43 Participants Act of Terrorism / Acts of God Unlikely Severe Extreme Cooperate with Championships Organisers and Local Authorities and obey all lawful instructions to ensure the safety of all team members. Liaise with Australian Embassy/Consulate and School Sport Australia as soon as possible to arrange travel away from locality and back to Australia
Championships organisers, Local Authorities, Australian Embassy Staff, School Sport Australia, Tour Leader, Team Officials 44 Participants Learning outcomes not met Possible Major High Ensure that educational outcomes form the basis for all school based sporting programs/activities Identify and further develop the links between netball and relevant learning areas
High SSA National Secretary Tour Leader 45 Participants Activities not relevant or age appropriate
Possible Major High Operate within a framework of accepted national/international policies, frameworks and guidelines for the development and conduct of a touring team. Rules, safety guidelines and personal equipment are
High SSA National Secretary Tour Leader