Summer Transportation Institutes

1. Summer Transportation Institutes RISK MANAGEMENT SEMINAR Larrie B. Butler - Facilitator

2. SOUTH CAROLINA STATE UNIVERSITYJames E. Clyburn University Transportation Center RISK MANAGEMENT SEMINAR For Summer Transportation Institutes Presented At The Southern Transportation Civil Rights Executive Training Symposium August 18, 2009 Larrie B. Butler – Facilitator

3. RISK MANAGEMENT SEMINARForSummer Transportation Institutes The Steps of Risk Management Event:What could happen? Probability:How likely is it to happen? Impact:How bad will it be if it happens? Mitigation:How can you reduce the Probability? Contingency:How can you reduce the Impact ?

4. Risk Management Sensible Risk Management is NOT.. • Creating a totally risk free society • Generating useless paperwork mountains • Scaring people by exaggerating or publicizing trivial risks • Stopping important recreational and learning activities for individuals where the risks are managed

5. Management Responsibility 1. Host Site Selection 2. Selection of competent STI Director 3. Training of STI Director 4. Collaboration with STI Director 5. Establish Programmatic Standards 6. Assessments / Evaluations

6. The purpose of these guidelines is to provide a formalized method of communicating the policies, procedures, practices, and other pertinent information pertaining to Risk Assessment and Management of Summer Transportation Institutes. While these Guidelines are provided for use by all STI’s, they are not designed to supersede or replace the Risk ManagementPolicies and Procedures of the college or university.

7. It is in the best interest of the STI Host Site to use RISK AVOIDANCE, RISK CONTROL, and RISK TRANSFER as much as possible to reduce the cost of any and all liability associated with risks.

8. Risk Management is the process of identifying, measuring and treating property, liability, and personnel exposures to loss.

9. Risk Management includes all Polices and Practices designed to Reduce or Eliminate losses that may be experienced by the STI and/or its participants. It also includes an ON-GOING process whereby the STI Director, and staff Continuously Identify Risks, Evaluate Risk Potential, and select Means and Methods to Mitigate or Manage RISK without destroying the continuity of the STI.

10. The Project Director, with the assistance of all STI staff insures the preservation of the assets of the college or universities and protects the physical well-being of STI participants, and staff while involved in ON and OFF Campus STI Activities.

11. The STI Director shall have the responsibility for providing advice, information, and coordination leading to the full performance of risk management functions. This is accomplished through Staff Training during Staff Orientation preceding the start of STI and frequently at STAFF MEETINGS.

12. The Risk Management process shall be accomplished through a process of **Anticipation, **Identification, **Evaluation and **Control. Review campus housing policies Evaluate and assess all student residential facilities

13. GENERAL SAFETY • The safety and well-being • of ALL STI Participants, • Staff and allied personnel • is the HIGHEST PRIORITY • for the STI. • These guidelines are also • intended to provide a SAFE • and wholesome environment • to conduct ALL STI activities

14. These guidelines are also intended to provide a User Friendly Environment for STI activities

15. INVESTIGATE Accidents, Near Misses and Safety Hazards. ▪REVIEW campus public safety issues.

16. Know the campus facilities policies. When in doubt, ASK SOMEBODY.

17. NEVER NEVER EVER ALLOW HOOK-UPS LIKE THIS

18. BAD FIRE, BAD FIRE WHATA GONNA DO, WHATA GONNA DO WHEN WE BURN NEAR YOU? Fire Prevention Deserves Your ATTENTION

19. ALWAYS KNOW WHERE THE FIRE EXTINGUISHER IS LOCATED

20. ALWAYS KNOW HOW “TO USE” THE FIRE EXTINGUISHER OR “LEARN” BEFORE YOU NEED ONE

21. Emergency Evacuation Education and awareness are essential components of evaluating and planning a Risk Management program.

22. The Project Director provides appropriate orientation to the staff to familiarize them with the plans, safety measures, facilities, and evacuation routes to be used for Emergency Evacuation.

23. Identify all on-campus emergency shelter facilities, hospitals, and infirmaries. Identify local hospitals, their telephone numbers, and route to their location.

24. Staff Alert System: During the STI the Project Director insures that at least one staff person knows First Aid and CPR . The Institute is REQUIRED to provide medical and liability insurance coverage for ALL STI participants

25. Tools and Equipment Select and use appropriate equipment and tools for all activities and provide appropriate safety instructions for their use.

26. Review all allegations of INAPPROPRIATE treatment of students, faculty, staff and visitors.

27. The Project Director • assures that the following are addressed during the • PLANNING PHASE • of ALL Field Trips:

28. Appropriate clothing requirements • Weather conditions • Medication for participants • Handicapped/special needs • Food and water

29. Field Trips Transportation: Select appropriate transportation to be used for all field trips. Participant Management: Develop a plan for management and oversight of participants while on field trips; including an Itinerary and an assigned Field Trip Coordinator.

30. The STI Director shall have the responsibility for promoting and demonstrating a positive attitude for all staff and participants. Positive attitudes reduce RISK.

31. RISK MANAGEMENT MEASURES TO CONSIDER • Get first hand information about your participants through INTERVIEWS • Communicate all STI RULES AND REGULATIONS at the orientation, and at weekly meetings with staff and participants. • The STI Director MUST KNOW the hired personnel’s Qualifications, Limitations, and Background. • STI RULES – REGULATIONS – POLICIES, ENFORCE THEM 100% (Consistency is Critical)

32. OTHER MEASURES TO CONSIDER • Parents must always be notified if a accident or problem occurs regarding their child • Always distribute EMERGENCY TELEPHONE NUMBERS to parents and staff (Leave a copy with someone at the college /university also). • Residential check-in and Check out procedures for participants MUST BE strictly enforced. • ROOM CHECKS on and off campus (before and after occupancy) is essential for population reduction. (Participants must be reminded frequently)

33. James E. Clyburn University Transportation Center