Risk Management in Scouting Colonial District National Capital Area Council

1. Risk Management in Scouting • Colonial District • National Capital Area Council

2. What do scout leaders need to know about risk management? • Why is risk management important? • What risk factors should be considered? • How is risk evaluated? • How can scout leaders deal with risk? • What are the consequences of bad risk management?

3. What is risk management? • the legal and moral responsibility of an adult leader . . . • to maintain as low level of risk as reasonably possible . . . • from the standpoint of the well-being of the participants . . . • while still enabling the participants to gain something from the experience!

4. Baden-Powell summarized risk management in Scouting for Boys (1908) “What accident is likely to occur here”, and, “What is my duty if it occurs?”

5. Why should scout leaders care about risk management? Because . . . “We [adult leaders] have a duty of care to keep youth members safe and protect them from physical and emotional harm. In adventurous activities, this duty is exercised through sensible risk management.” Scouts Canada Standard Operating Procedures, Section 7000 BSA Aquatics Supervision manual (Chapter 3, pages 25-29)

6. What is the “duty of care” owed to scouts? “Duty of care means the responsibility one person owes to another to take reasonable care to avoid foreseeable harm to that other person through the person’s act or omissions.” Dickson, Risk Management in the Outdoors

7. Why is Scouting involved • in risk taking? • Scouting is learning by doing; • Risk taking is part of the learning process; and • Risks are inherent in everything we do. • Scouts Australia risk management training

8. How do we assess risk? • (1)determine if the activity is risky . . . • (2) assess the magnitude of risk associated with the activity based on the various risk factors that are present, and then . . . • determine if the risk can be tolerated, minimized, or avoided (do we proceed with the event, modifythe eventto change the degree of risk, or avoidthe event?)

9. The magnitude of risk may be determined arithmetically the frequency of the possible harm to be encountered x the severity of the possible harm to be encountered = magnitude of risk That is, the maximum amount of harm is determined, as well as how many of the participants are potentially susceptible to the effect of such harm.

10. An example of how • “magnitude of risk” • is determined . . . • Is the whole hiking crew going to suffer from cold weather effectsdue to the fact that it is ill-equipped for possible adverse conditions, and how likely are those conditions to occur?

11. We can use a “risk analysis matrix” to assist decision-making Let’s see an example of one . . .

12. Risk Analysis Matrix Example \ FrequencyofHarm Severity of Risk

13. The leader’s decision-making process is dependent on where the activity is on the risk analysis matrix AVOID:immediate action by leader is required CAUTION:adult leader attention is required BEST, GOOD,ACCEPTABLE:the activity is managed by routine procedures, while constantly monitoring the situation for change

14. An alternative BSA interpretation BSA’sSAFETY PAUSEprogram (instituted May, 2013) PAUSEbefore you start, ASSESSpossible hazards,UNDERSTANDhow to proceed safely, SHAREyour plan with others, and EXECUTEthe plan safely.

15. Risk analysis must be on-going! Where your outdoor activity falls within the risk analysis matrix is ever-changing due to possible changes in frequency of harm and severity of the risk! The activity requires constant monitoring!

16. For example . . . Does the leader recognize that the “risk” dominos are starting to fall, and either modify or change the activity plan in response?

17. Also . . . Is “Plan A” failing? Why? Are outside influences making “Plan A” inoperative?

18. Oops! Did someone in your own group become a big risk factor which makes “Plan A” inoperative?

19. What do we do now? Do we have a plan in place to prevent total collapse of “Plan A”? Do we have a plan in place to keep the foreseeable risk factors under control?

20. And finally . . . do we have a “Plan B” in place to keep the activity intact? Yes, we have a “Plan B”! We don’t have to depart early!

21. It is important to distinguish actual riskfrom perceived risk “Actual risk” is the risk attendant to the activity, which will be dealt with differently as to each participant based on age, experience, skill level, maturity, etc. “Perceived risk” is that risk believed to exist by the participant (which may be reduced by training or experience). Each may be an impediment to participation. Why?

22. Some examples of actual risk vs. perceived risk . . . • An experienced kayaker on rough water may experience less actual and perceived risk than an inexperienced kayaker on the same water. Why? • A youth climbing a tree may experience less perceived risk than would his parent watching from the kitchen window. Why?

23. What factors potentially affect risk in the outdoors? Can we name some likely suspects?

24. We can identify some risk factors by asking the following question “Are we: at the right place at the right time with the right people with theright equipment?” Scouts Canada risk management training

25. Common causes of accidents in the outdoors • objective hazards(moving/cold water, illness, weather, lightning, unsafe area, improper or lack of proper equipment, inadequate clothing), • behavioral subjective hazards(erratic behavior, assumptions, fatigue, poor communication, poor conflict resolution skills, poor behavior, stress), • unsafe conditions(insufficient screening of participants, poorly trained leaders, no emergency response plan), • unsafe acts(leader inaction re problem, unrealistic expectations of participants, inadequate supervision, food/drink/medications, haste, instruction), • errors in judgment(lack of training, failure to pay attention to red flags, failure to deal with behavioral issues, adhering to schedule, new or unexpected situation). (Sky Gray, Roberts, Gray & Assocs. 2004)

26. Here are some risk factors to consider Participating Scouts Transportation Participating adults Gear The venue Size of the group The weather Fatigue The type of activity Parents . . . some we can control, some we can’t

27. (1) Participating Scouts(who are they?) • Is the age/experience/maturity level appropriate for the activity? • Are there behavioral or medical issues that might be a factor? • Scouts are the risk takers! • (2) Participating adults(who are they?) • What is their level of outdoor experience? • What is the level of technical expertise for the event? • What is their ability to exercise good judgment in a youth-based group? • How well do they know the Scout participants? • What is their level of BSA and safety training?

28. (3) The venue(do we know the terrain/campsite/river, etc.?) • Is the terrain hazardous? • Is there an acceptable water source? • Does the venue match the experience level of the group? • If a river venue, are the flow rate and water temperature appropriate for the planned activity? • Is the terrain accessible in an emergency? • (4) The weather(will weather be a factor?) • Can heat, cold, precipitation or hazardous weather issues be successfully addressed by the participants?

29. (5) The type of activity(can it be done safely?) • Is the activity age appropriate? • Is the activity skill level appropriate? • Will fatigue become an issue? • Is it the right time for the activity? • Can you complete the activity in the allotted time? • (6) Transportation(can we travel safely?) • If driving, can the adults drive safely there and back (distance, weather conditions, fatigue)? • Do we have enough drivers without overburdening any driver? • Are the vehicles safe?

30. (7) Gear and supplies(do we have the proper gear?) • Does everyone have proper personal gear? • Does the troop have appropriate crew gear? • Is the required event-specific gear available? • Is vendor-provided gear acceptable? • Does everyone know how to use the gear? • Will there be adequate food and water? • (8) Size of Group(is it activity-group appropriate?) • Is the group manageable? • Is the adult leader/scout ratio acceptable? • Is the group an appropriate size for the activity? • Is the group an appropriate size for the venue?

31. (9) Fatigue(will safety be compromised by fatigue?) • Are we monitoring age-related and event-related fatigue? • Are the participants getting enough sleep in preparation for and during the event? • Have the participants pushed the fatigue envelope? • (10) Parents(are parents a “help” or a “hindrance”?) • Do they provide the proper gear for their son? • Do they provide time for training opportunities for their son? • Do they enable their son to participate regularly? • Are they being honest about their son’s risk issues? • Do they deliver their son at the departure point with all required gear?

32. Adult leaders need to know their own limitations! Watch out for the “Super Leader”! (to be discussed later) “If you are working on the edge of your own skills, you are endangering the young people in your charge.” Scouts Canada Standard Operating Procedures, Section 7001

33. Adult leaders need to know the youth for whom they are responsible! “By knowing each individual young person, you’ll be in a better position to anticipate how the youth may react in various situations.” Scouts Canada Standard Operating Procedures, Section 7001

34. So what is actually “at risk” when things “go badly” during an activity? • The possibility of serious injury to scouts or adult leaders (our primary concern), • The destruction of the goodwillof BSA, the chartering organization, the troop and its leaders in the public eye (which may render re-chartering a moot question), and • The possibility of liability on the part of the unit’s adult leaders, the chartering organization, council and BSA.

35. How can adult leaders attempt to deal with risk management issues? • training, training, training – and • experience, experience, experience

36. Experience Counts . . . Get some! and then get some more! “There is a knack to looking for danger and anticipating nasty combinations of circumstances, and you don’t gain this self-preserving doubt overnight . . .” McDonald, “Ease of Long Practice”, 1998

37. Good decisions are based on appropriate experience! “People who have not experienced new and challenging events may not have the knowledge or skills to manage within changing and unfamiliar environment models. . . and thus decisions, based on past experience, have limited value . . .” Dickson, Risk Management in the Outdoors

38. Here are some decision-making “traps” that hinder good judgment in the outdoors . . . • Familiarity (lulled into complacency because you’ve done this activity several times before without incident); • Commitment(you have made a commitment to finish the activity no matter what); • Scarcity(this event will not be repeated for some time in the future, so we have to do it now); • One size fits all(what worked previously will work again); • False belief (believing something to be true when it is not);

39. Moredecision-making “traps” . . . • Running the stop sign (ignoring obvious red flags); • Super leader (the need by a leader to project invincibility); • Meeting the train (the need to finish by a certain time deadline); • Assumption of unanimity (false assumption that all leaders are in agreement); and • Priscilla Syndrome (adult leaders feel safe with an activity, while participants are uncomfortable due to high degree of perceived risk in relation to actual risk).

40. What BSA training resources are available? • Scouting’s Sweet 16 safety rules • The Guide to Safe Scouting • Safe Swim Defense • Safety Afloat • Caving Safety • Climb on Safely • Hazardous Weather • Youth Protection training • Trek safely • BSLST and IOLS • Aquatics Supervision training • The “safety sandwich” • Advanced skills training (BCOLS)

41. Scouting’s Sweet 16 – use them! Qualified Supervision Weather check Physical Fitness Planning Buddy System Communications Safe area or course Permits Equipment selection First aid resources Personal Safety equipment CPR resources Safety procedures Applicable laws Skill levels Discipline

43. What is “qualified supervision”? • An outdoor leader exercising • “qualified supervision” is “I’m here to help!” • preferably one who: • has the technical skills, communication skills, and ability . . . • to exercise good judgment to deal effectively with the demands placed on the leader . . . • by the attendees, by the event, and by the environment . . . • during a youth-based activity. . . • consistent with BSA guidelines and procedures.

44. Is BSA training sufficient from the standpoint of risk management? Not without answering the following question: Where do adults stand when it comes to outdoor program activities which require knowledge of specific technical skills such as camping, climbing, canoeing, kayaking, swimming, land navigation, backcountry hygiene, crew leadership skills, backpacking, appreciation of the consequences of the weather, etc.?

45. How do we select which adults participate in an outdoor activity? the competence, experience, and training of the available leaders, (2) the competence, experience, and age of the participants, (3) the fitness level, age and maturity of the adult leader, (4)any medical issues of the adult leader, or the participants, (5) the first aid skills of the adult leader, (6) the knowledge and familiarity of the adult leader with the participants.

46. What about medical care? • Every mile you drive from home is a mile further from medical care with which you are familiar. • Be prepared to be able to deal with medical emergencies. Have a plan! • Parents have a basic expectation of the standard of medical care their child should receive . . . irrespective of the location. Treat them as your own!

47. A BSA reminder about medical care Thanks – I needed the first aid practice! “An injury that doesn’t happen needs no treatment. An emergency that doesn’t occur requires no response. An illness that doesn’t develop demands no remedy.” BSA Fieldbook (4th ed. 2004)

48. Don’t help the medical “risk dominos” start to fall! “Of course, the steps that led to poorly dressed travelers shivering in the rain can be traced back to decisions that might easily have prevented that dangerous situation from occurring at all.” BSA Fieldbook (4th ed. 2004)

49. More things to keep in mind . . . • Maintain situational awareness, be “mindful”, not “mindless”! • Anticipate. . . anticipate . . . anticipate . . . and keep anticipating. • What is “Plan B”? You will need one, and maybe sometimes a “Plan C”. • Remember that every activity has a unique combination of adults and scouts who have different skills, judgment (or lack thereof), experience levels, and personal needs • Have insurance/contact information on hand for each participant sufficient to gain admission to the local hospital. • Your cell phone may not always have access to a network . . . don’t plan on the cell phone always being “Plan B”. Deal with the issue. • Use weather “trigger points” to your advantage for “Plan B”(Dickson, Risk Management in the Outdoors)

50. Lastly, what is • “severe weather”?? • We cannot rely on • the weather rock! • “Weather means different things to different people conducting different programs, with differing objectives, in different locations . . . Perhaps it is best to consider severe weather as weather with the potential to have a severe impact on the participants of specific outdoor programs and activities”. (Dickson, Risk Management in the Outdoors)