A CASE STUDY OF MERCER UNIVERSITY'S INTRAMURAL

AND RECREATIONAL SPORTS PROGRAM TO ASSESS

THE INHERENT AND POTENTIAL RISKS FOR

IMPLEMENTATION OF A RISK

MANAGEMENT PROGRAM

by

Vickie A. Van Kleeck

Thesis submitted to the faculty of the

Virginia Polytechnic Institute and State University

in partial fulfillment of the requirements for the degree

of

APPROVED:

MASTER OF SCIENCE IN EDUCATION

in

Health and Physical Education

Marg.a-ret L. Driscoll, Chair Ric~ard K. Stratton

Charles E. Espinosa

May, 1986

Blacksburg, Virginia

A CASE STUDY OF MERCER UNIVERSITY'S INTRAMURAL

AND RECREATIONAL SPORTS PROGRAM TO ASSESS

THE INHERENT AND POTENTIAL RISKS FOR

IMPLEMENTATION OF A RISK

MANAGEMENT PROGRAM

by

Vickie Ann Van Kleeck

Committee Chairperson: Margaret L. Driscoll

Physical Education

ABSTRACT

This case study involved a safety and maintenance

audit of Mercer University's intramural and

recreational sports program. The purpose of the audit

was to expose potentially hazardous conditions in the

area of supervision, conduct of activities, facilities

and equipment. A method of risk reduction in the form

of a risk management strategy was implemented to

control for potential injury producing conditions to

participants. Regular safety inspections, the hiring

and training of program supervisors, upgrading of

facilities and equipment and a closer relationship

between the intramural program and other campus

departments were some of the remedial steps taken at

Mercer to provide a relatively safe environment.

ACKNOWLEDGEMENTS

I would like to extend my sincere thanks to Dr.

Margaret L. Driscoll, my academic advisor, mentor

and friend. Her constant support during my

tenure at Virginia Tech and during the writing of

this thesis while I was at Mercer University is

greatly appreciated. The long distance relationship

that brought this paper to a successful conclusion is

the result of a friendship and respect forged during

the 1984-85 academic year at Tech. Despite the miles

that separated us, she gently and lovingly encouraged

me in the completion of my degree.

I wish to thank Dr. Richard K. Stratton for the

knowledge I gained from him in the area of youth sports

and sport psychology. Along with Mr. Charles Espinosa,

a personal and professional friend, they both added

much expertise to my committee.

A special thank-you goes to Mable Edmiston, my

typist and an administrative secretary in the Sociology

Department at Mercer University. Her competence,

patience, and quality work are an integral part of the

success of this paper.

Many friends supported me in my decision to return

to graduate school to pursue a new career. To these

people, especially Cricket Call and Lindy Hatch, I owe

iii

a great debt of gratitude. To Kathy Eddleman, a fellow

graduate student, I owe not only a large thanks for her

friendship and love, but also for her "technical"

advice so often sought over the long distance phone

lines.

A special appreciation goes to my friend, Patricia

Hinneburg. Her constant, gentle nudgings and

ever-encouraging words saw me through some very

difficult moments in the completion of this paper.

I look forward to our continued friendship.

Lastly, I would like to thank my family. At

a time when they did not always understand-why I

was doing what I was doing, they stood by me and

loved me. To my Mom and Dad, my sisters Kathy and

Gina, my brothers Bob and Mark, my brothers in-law,

Mike and John, my nieces and nephews, Jennifer,

Suzanne, Jason, Joey and Steven, and my grandmother,

Ninnie, I owe the largest debt of love and

understanding.

I dedicate this work to all my family and friends.

Without their love and support none of this would

have been possible.

iv

TABLE OF CONTENTS

ACKNOWLEDGEMENTS iii

I. NATURE AND SCOPE OF THE STUDY............. 1 Introduction............................ 1 Research Questions...................... 5 Subsidiary Questions.................... 5 Terms • • • • • • • . • • • . • • • • • . • • . . . • • . • • • • • . • • . 6 summary. . . . . . . • . . . . • . . . . . . . . • . . . . . . . . . . . 8

II. REVIEW OF THE LITERATURE.................. 9 Written Policies........................ 9 Methods of Managing Risk................ 10 Implementation of Risk Management Program................................ 13

Legal Basis for Risk Management .......... 15 Legal Cases.............................. 16

Adequate Supervision .......•........... 16 Conduct of Activity .•.................. 18 Safe Facilities and Equipment •......... 19

summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

III. METHODOLOGY ................................ 22 Design. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Procedure................................ 23 Areas of Concentration .......•........... 25

Adequate Supervision .......•........... 25 Conduct of the Activity ................ 26 Safe Environment Including Facilities

and Equipment......................... 26 Emergency Procedures................... 27

Facilities............................... 28 Penfield Gymnasium ..................... 28 Porter Gymnasium ....................... 28 Men's Health Club ...................... 29 Women's Health Club ......•............. 30 Tennis Courts.......................... 30 Racquetball Courts ........•............ 31 Intramural Field .............•......... 31 Swimming Pool.......................... 32

s urnrna r y . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 4

IV. RESULTS OF SAFETY AUDITS ................... 36

V

Penfield Gymnasium. Porter Gymnasium .. . Men's Health Club .. . Women's Health Club .. Tennis courts ..... . Racquetball Courts ...... . Intramural Field .. Swimming Pool. Summary ....... .

V. IMPLEMENTATION OF RISK MANAGEMENT PROGRAM • ••••••••••••••• Adequate Supervision ......... .

Free Play .................. . Intramural Events ...••. Health Clubs .•...•. Swimming Pool .....

Conduct of Activities ...... . Intramural Events .. Health Clubs .. Swimming Pool.

Equipment .•••.•.. Facilities •......

Penfield Gymnasium •.•.••• Porter Gymnasium .. Free Play ............. .

Safety Audits .... . Emergency Procedures. summary . ................•.

REFERENCES ............ .

PENDIX A:

APPENDIX B:

APPENDIX C:

APPENDIX D:

FIGURE 1 ...

Safety Audit Checklist.

Intramural Eligibility Rules.

Mercer Rules

University summary Pool and Regulations ......•.

Emergency Procedures ...

36 38 39 40 41 41 43 44 46

48 49 49 51 52 53 53 53 56 57 57 59 59 59 60 61 63 65

68

74

83

87

90

33

VITA ....................................•........ 91

vi

CHAPTER I

Nature and Scope of the Study

Introduction

In most situations in life, a person is rarely 100

percent sure of what a given outcome will be. A

variation of outcomes is possible depending on the

different variables that may be associated with the

event. Of course, if there is one and only one

possible outcome for each and every event, life would

be predictable.

The uncertainty about the outcome of a situation

or an event is defined as risk (Elliot & vaugha~,

1972). Besides being associated with uncertainty, risk

also deals with the chance or probability that some

sort of loss could occur.

Risk, as the chance of loss, is most related to

Webster's (1979) definition: •risk is a possibility or

likelihood of something happening.• Inherent in this

definition is the fact that the degree of risk and the

probability of it happening are the same (Elliott et.

al., 1972). If the chance of risk is certain at 100

percent, there is no risk involved then because the

loss is also a certainty.

1

2

Risk, defined as a probability of loss, is

expressed as a percentage or fraction. If the

probability of risk is between zero and one, the

implication is that the outcome is in question. There

is a possibility that a loss will occur (Elliot et.

al., 1972).

Within an organization, risks can be associated

with property, assets, or loss of income for the

individual (Williams & Heins, 1981). For the purpose

of this study individual income loss relates to a loss

of income by student officials if injured during

refereeing contests, a possible loss of future income

if participants or officials are seriously injured or

loss on the part of the director for future earnings if

found guilty in a liability case. It is these

property, liability and personnel losses that will be

the focus of this paper. A risk management strategy

attempts to identify and control the situations in

which there is a chance or probability that these

losses will occur (Dougherty, 1983).

Specifically for the sports manager, the chance

and possibility of loss exists due to the nature of

physical activity. "Injuries have always been an

unavoidable part of athletics" (Protect the Children,

3

1986, p. 12). Most forms of physical activity can be

potentially dangerous to participants because of the

uncertainty of the outcome if the skill is not

performed properly or if not performed in a safe

environment (Adams & Bayless, 1982). Not only is

correct instruction in the skill necessary, but the

conditions under which it is performed must be made as

safe as possible. It is these concerns that form the

nucleus of the risk management program for the sports

manager: proper supervision, instruction and a safe

environment.

Under the doctrine of •assumed risk• participants

in sports and recreational activities assume the risk

of injury resulting from these activities• (Creating A

Safety Zone,• 1986). The inherent risk in activity

involves •the individual's recognition that a danger

exists .•. and his implied consent to assume any risk

of injury due to the danger• (Penman, 1981, p. 32).

This is the primary assumption of risk. Secondary

assumption of risk involves an administrator/director

negigently creating a dangerous situation that exposes

other persons to the potential for injury (Penman,

1981).

4

It is no longer adequate to assume that risk is

inherent within a college or university sports program.

For the continued growth and function of the operation,

a risk management program must be implemented. This

program estimates the inherent and actual risks

associated with each facet of the sports program:

supervision, equipment, conduct, judgment and insurance

(Appenzeller, 1984b; Dougherty, 1985; Monaghan,

1985).

By examining each of these elements and

controlling for hazardous situations that could result,

a sports administrator can assume better control over

undesirable outcomes. This is basically a preventive

measurement, that of assessing the conditions prior to

the activity and controlling for unwanted outcomes. If

a field or court is checked prior to being played on,

it is highly probable that dangerous conditions could

be discovered and corrected.

The scope of risk management strategy is very

broad; the factors to be assessed within each element

are very specific. There is a relationship between the

implementation of a risk management program and the

overall safety that results (Dougherty, 1985). By

looking at areas that are vital to activity programs

and controlling for potentially dangerous outcomes,

5

less injuries and overall safety for the participants

can be achieved.

Research Questions

The purpose of this study is to determine the

risks within the intramural and recreational sports

program at Mercer University and to implement a risk

management program to minimize potential hazards. This

purpose can be stated in three major questions:

1) Are there inherent and/or potential risks

evident in Mercer University's intramural and

recreational sports program?

2) If risks are discovered, will identifying and

controlling potential risks in facilities, equipment

and supervision minimize the potential for injury?

3) Will implementation of a risk management

program at Mercer University result in a safer

environment for the intramural and recreational sports

program?

Subsidiary Questions

Four subsidiary questions provide information

necessary to answer the major research questions:

1) What exactly is risk and risk management?

2) What are the primary ingredients of risk in an

intramural and recreational sports program?

6

3) What liability factors are evident in Mercer's

sports programs and how can these risk factors be

managed, reduced or eliminated?

4) What recommendations can be made specific to

supervision, personnel, equipment, facilties and

insurance that can facilitate the development of a risk

management program at Mercer University?

Terms

Risk is the chance that the probability of an

outcome is different than the one expected. It also

involves a lack of knowledge about the outcomes of

future events.

Hazard is an environmental condition that

increases the chance of risk; qualities and

characteristics that can be harmful; a condition with

the potential for injury.

Risk management is a systematic program that

identifies those situations in which accidents are most

apt to happen and controls to minimize their

occurrence.

Constructive notice is the process of routine

safety inspections (Dougherty 1981, 1985).

7

Actual notice is the process by which another

person points out a potentially hazardous condition

(Dougherty, 1981, 1985).

General supervision involves being immediately

accessible to a group of participants and alert for any

riskful situations.

Specific supervision is the direct interaction

with one or a small group of participants who do not

fully understand the risks of the activity they are

participating in.

Transfer is managing risk through liability or

medical insurance.

Avoidance of risk involves not participating in

sports.

Acceptance is the retention of risk through

budgeting and planning.

Reduction is the process of controlling risk

through safety audits and control of personnel,

supervision, equipment and facilities.

High risk activities are those which have a

constant danger of physical injury.

Low risk activities are those with a mild degree

of danger or physical injury.

8

Summary

This chapter included an introduction to the

principles of risk and how potential hazards can be

controlled and managed. A distinction was made between

primary and secondary assumption of risk as they relate

to recreational activities. Supervision, equipment,

conduct of activities and facilities were targeted as

areas of the intramural program to assess and control

for risks.

The purpose was then translated into a major

research question with four subsidiary questions.

Terms to be used throughout the study were also

defined.

CHAPTER II

Review of the Literature

One of the foremost advocates of implementing a

risk management program for athletics and physical

education is Herb Appenzeller of Guilford College in

Greensboro, North Carolina. His books on legal issues

in sports and physical education and his involvement

with Sports and the Courts indicate quite clearly his

position on the relationship between minimizing the

potential for injury and developing a safer sports

program.

Even though many of his articles deal with the

resulting legal implications of unsafe conditions,

Appenzeller (1984a,b) does offer sports managers a

basic framework for developing a risk management

strategy for their program. The basis for the strategy

is a safety audit designed to inspect all physical and

environmental facilities and equipment. It is during

this inspection that potentially hazardous conditions

can be discovered and either corrected or eliminated.

Written Policies

Written policies are vital to the overall success

of the risk management program (Appenzeller, 1984b).

Policies are needed on the use of equipment and

9

10

facilites, recordkeeping, competent supervision,

inspection and maintenance, inservice training and

transportation. All of these fall under the domain of

the sports manager. Not only do these policies

establish procedures for preventive action, they also

serve as concrete evidence that due care was exercised

in the event of litigation (Appenzeller, 1984a).

Methods of Managing Risk

C. Thomas Ross has worked closely with

Appenzeller on developing risk management strategies

for col~ege and university sports programs. Both Ross

(1984a) and Appenzeller (1984b) advocate four methods

for managing risk: transfer, avoidance, retention and

reduction. Transfer is the process of securing

insurance to cover liability and medical costs.

Avoidance is just that, avoiding the inherent risks by

not playing sports at all. Retention is the acceptance

that risk does exist in physical activities. It is

necessary to plan for this risk and budget for possible

damages that may occur.

Appenzeller and Ross' most recommended way to

minimize risk is through reduction. Reducing risk is

achieved by the proper training of supervisors, the

systematic inspection of equipment and facilities,

11

recordkeeping and a good public relations approach to

the program.

The third procedure in the risk management program

is the actual handling of the risks. Four methods are

available: avoidance, reduction, retention and

transfer. The reduction method is the method that will

be focused on in this study. This is the risk

management program: removing or reducing hazards or

compensating for those risks which cannot be removed.

The final, yet ongoing, step in the risk reduction

program is a continuous reassessment and constant

evaluation of the program. As conditions and

activities change, so may the methods of reducing the

risks.

Ross (1984b) cites Appenzeller's factors that

influence liability in sports programs. Ignorance of

or ignoring the law, failing to act or warn and failing

to budget can lead to liability proceedings against a

sports program.

Ross (1984a) stresses safety audits with forms and

checklists, proper supervision of activities, adequate

administration of staff and backing all this up with a

risk management committee to stimulate action. Ross

questions how sports managers can afford not to spend

12

both the time and the money to ensure the safety of

their programs and their participants.

Most of the other sources go into depth on the

specifics of reducing risk. Neil Dougherty (1983,

1985) favors implementation of a risk management

program to reduce accidents. His guidelines deal with

many of Ross' and Appenzeller's: supervision, conduct

of the activity, environmental conditions and judgment.

Judgment, according to Dougherty, relates to written

policies and procedures, up-to-date training for staff,

recordkeeping, especially for accidents, and matching

participants by skill level.

Dougherty also states that liability insurance is

essential to the sports program manager. He makes

recommendations for personal or institutional liability

insurance programs and ways to keep this insurance

economical for both parties.

He urges sports managers to be professional when

it comes to dealing with risk and injuries. Effective

implementation of a risk management program can reduce

the likelihood of participant injury, and, for those

accidents that do occur, reaffirm their unpreventable

nature.

13

The importance of risk management in the athletic

realm can be attested to by the presence of an entire

chapter in Larry Horine's (1985) text, ~Qministration

of Physical Education and Sports Programs. His risk

management program is a multi-faceted one that also

does more than attempt to prevent accidents. The

proactive elements of Horine's strategy include an

analysis of how accidents happen, how hazardous

conditions can be controlled and an active accident

investigation follow-up.

Horine relates his risk management strategy to

specific needs for the sports manager: transportation

of teams, insurance, emergency care and safety. He

offers the sports manager detailed recommendations for

reducing and controlling risk in each of these areas.

Implementation of a Risk Management Program

Ross (1984a, 1984b) and Dougherty (1981, 1985)

along with Loft (1981) and Nilson and Edginton (1982)

are in agreement on the steps in implementing a risk

management program. First, all risks must be

identified. Checklists, inspections, policy reviews

and recordkeeping are methods suggested to expose

uncertainties participants may encounter.

14

Next an evaluation of the identified risks must be

made to assess the severity and frequency of each.

What is the probability that a risk will occur and what

are the financial repercussions? The

director/administrator must then decide whether •the

value of a program far outweighs whatever minimal

chances of injury are present" (Dougherty, 1985, p.

18). Or as Dougherty (1985) states: •The wise

administrator will want to be sure that the potential

frequency and severity of those injuries which cannot

be prevented have been carefully weighed against the

value of the activity• (p. 49).

A comprehensive risk management system has been

developed at the University of South Carolina (1983)

for use with their sports club program. This system

consists of waiver forms, health monitoring, safety

regulations and insurance requirements. They have

recognized that their activities are of a high-risk

nature and try to manage this risk by offering the best

possible liability protection.

The waiver form informs participants and their

parents about the potential and inherent risks that may

require additional medical coverage. The health

monitoring system offers a computerized comparison of

15

the individual's health to the physical demands of each

sport or activity.

Each club must submit a written list of safety

regulations for their activities and is responsible for

each member's understanding of the activities. The

Sports Club office offers a comprehensive medical and

liability insurance package designed to be economical

and reasonable for the needs of the participants.

Legal Basis for Risk Management

Risk management pertains to any risk a participant

may encounter, the resulting injuries, and the threat

of legal action. There is always the risk of being

sued (Dougherty, 1981). There is a legal basis for

implementation of a sound risk management strategy.

Three areas have been the focus of liability suits

involving athletic or recreational pursuits. Legal

cases have focused on the adequate supervision of

facilities and activities, how the activity was

conducted and the safe environment of facilities. Each

of these areas will be discussed in reference to cases

brought before the courts.

16

~~1a1 Cases

~~~~ua~~~pervision. wLack of supervision is

considered one of the primary causes for accidents

which give rise to liability suitsw (Stotlar and

Stewart, 1985). The presence of supervisors and the

assurance that they will stop potentially dangerous

play will help prevent accidents and avoid lawsuits.

In the case of Dailey v. Los Angeles Unified

School District (1970), the school district was found

negligent in failing to provide adequate supervision

during free play periods. This case also resulted in

the ruling that general supervision could not be

provided from an office with no window or view of the

supervised area.

In Bauer v. Board of Education of the City of New

York (1955), a boy was injured playing basketball in a

physical education class. Eight basketball courts

arranged in an area 43 feet by 80 feet had 48 students

playing simultaneously. The court supported the need

for general supervision of activities to anticipate

problems when it held the defendant liable for "failure

to reasonably anticipate the condition of danger in

17

such a vigorous activity in overcrowded conditions•

(Stotlar, et al., 1985).

The need for competent supervision was

demonstrated in the court's decision rendered in Niles

v. San Rafael (1974). This case involved a softball

game sponsored and supervised by the city recreation

department. A Niles boy suffered a skull fracture

after being hit on the head with a bat during an

argument. The boy was paralyzed from the neck down and

mute. The supervisor was not at the game at the time

of the fight and was held negligent for failing to stop

the fight.

Another case involving a supervisor not being

within a reasonable distance to supervise was Oganda v.

Carquinez School District (1938). During open

recreation, a girl's arm went through a window glass on

a door and hemorrhaged profusely. There was no

supervisor on duty nor a teacher in the vicinity of the

court. By the time the school nurse was found, the

girl died as a result of massive blood loss. The court

ruled that lack of supervision was the probable cause

of death. If a supervisor had been present, first aid

could have been applied and may have helped save the

girl's life.

18

conduct of activity. This area is closely related

to adequate supervision during an actual contest.

Whoever is in charge of a game, match or meet, be it an

official, referee or intramural director, must take

steps to assure that rules are being followed and that

players perform within these guidelines.

In Nabozny v. Barnhill (Protect the Children,

1986), a youth soccer goalie fell on the ball in a

non-contact zone. An opposing player aiming for the

ball kicked the goalie in the head. The court ruled

that all players had a responsibility to observe the

safety rule prohibiting contact in a specified area.

This willful and deliberate disregard of the rules

constituted negligence in this case.

The courts have ruled that no one assumes a risk

that they are not aware of; it is the duty of the

supervisor to make participants aware of risks inherent

in the activity (Dougherty, 1981). The decison in

Stevens v. Central School District (1966) is an

example of this ruling. An adult basketball player,

playing in a gymnasium he had played in many times

before, severely lacerated his arm on a driving layup.

He braced himself for impact against a gymnasium door

as he was pushed out of bounds and his arm went through

19

a pane of unreinforced glass. The court ruled that

negligence was present due to the player's exposure to

a risk of which he was unaware.

A $6.3-million judgment against the Seattle School

District was based on negligence found in two areas:

failure to properly instruct and failure to warn

sufficiently (Adams, 1982). The player was paralyzed

as a result of a tackle. The court ruled that the high

school football coaches had not instructed players in

proper techniques nor had they warned them of the risks

associated with improper tackling.

Safe facilities and equipment. There are four

reasons why participants can be injured in sports

facilities: 1) the facility is inadequately

maintained; 2) the facility is improperly designed;

3) a product within the facility is defective; or 4)

there is an inherent risk of injury while participating

in any sports facility• (Penman, 1981).

In Morrow v. Smith (1981), a tennis player was

injured when he collided with a fence 9 feet, 9 inches

to the side of the court at the baseline. A stone wall

on the far side of the fence did not allow the fence to

"give• as the player hit it, causing injury.

20

A high school basketball player was injured when

he slipped on a wet floor during a game. Moisture had

condensed on the floor due to high humidity. The

courts stated that "an owner or lessor of lands or

facilities ... must warn them of any hidden conditions in

the premises and inspect them for any possible

dangerous conditions of which he does not know• (Nunex

v. Isidore Newman High School, 1975).

In Scaduto v. State (1982) involving collegiate

intramural competition the question of assumption of

risk was raised. Scaduto tried to catch a fly ball in

foul territory during an intramural softball game. The

player injured his foot as he stepped into a drainage

ditch 15 feet from third base line. The Claims Court

ruled in favor of Scaduto claiming the State of New

York breached its duty to provide reasonable care to

the students.

An interesting statement came out of the appeal of

this case to the Supreme Court, Appellate Division,

which reversed the lower court's decision. The higher

court claimed the State acted reasonably in providing a

field of play adequate for the intended purposes. The

Court stated that: "Intramural sporting activities

involve inherent dangers to participants. This

21

claimant, in electing to play, assumed the dangers of

the game. This included the possibility of falling

while in pursuit of the ball" (Scaduto v. State,

1982).

summary

All of the available research supports the

implementation of a risk management program for sports

and athletics. The only negative aspects of such a

program are the money needed to begin it and the time

required to carry it out. The benefits of such a

risk-reduction strategy far outweigh the disadvantages.

The principle of risk management outlined in this

literature review will be used to assess the intramural

and recreational sports program at Mercer University in

Macon, Georgia. If risks are found to be evident in

this program, a risk management strategy will be

designed to control or reduce the potential for risk at

Mercer.

CHAPTER III

Methodology

This chapter will concentrate on the overall

safety audit of Mercer's intramural program. The

actual procedure used and the areas investigated are

described in detail in the following sections. A copy

of the checklist can be found under Appendix A.

Within each facility four components were

analyzed. These were adequate supervision, how the

activity was conducted, the safety of the overall

environment including equipment, and emergency

procedures in effect.

A detailed description of all facilities used or

supervised by the intramural and recreational sports

department conclude this chapter. Dimensions,

equipment and a general layout of each facility are

presented.

Design

The purpose of this paper was to conduct a case

study of Mercer University in Macon, Georgia to

determine the risk problems within the intramural and

recreational sports program. The second half of the

task was to design and implement a risk management

program specific to Mercer's situation that would

22

23

control and minimize the occurrence of these risks. It

is anticipated that this risk management strategy would

result in an overall safer intramural and recreational

sports program with fewer injuries and accidents.

Procedure

The current situation in Mercer's intramural and

recreational sports program was evaluated by the

director of this program along with the aid of student

assistants working in the program. The director

conducted the inspections of each facility. Two

student intramural assistants who would be doing the

periodic safety audits in the future and the student

managers of the men's and women's health clubs and the

swimming pool were present for their specific

facility's review. The purpose of the audit was not

only to assess each facility for potential problems,

but also to train those students in the correct

procedures for assessing risks.

The director, as well as each student, had a copy

of the safety checklist. Checklists for each facility

were filled out independently by each student and the

director. Each person's results were then compared and

discussed to determine why some items had been

overlooked or why some were checked on one person's

24

list and not the other. These comparisons and

discussions allowed the director the opportunity to

educate student assistants and managers on what

specifically to look for in a safety inspection and

why.

The students were then instructed on how to fill

out work orders for defective equipment or areas in

need of repair. These forms would then be turned in to

the intramural director and forwarded to the physical

plant staff. Upon completion of the required

maintenance of equipment or facilities both the

students and the intramur~l director approved the

repairs.

The safety audit checklist (Appendix A) used in

this study is a compilation of different sources:

university and college checklists and recommendations

from several journal articles (Anderson, 1984; Griner,

1983; Olson, 1985; Parsley, 1984; Virginia Tech

Equipment Inspection form, 1984). The checklist was

used to make the initial assessment of risks and was

also incorporated into the risk management strategy to

make weekly and monthly safety inspections.

Results of the initial safety audit are discussed

and these results were used to make the justification

25

for implementing a risk management strategy at Mercer

University. Since the turrent intramural and

recreational sports director is the first in this

position, no records or data were available from

previous years on accidents and injuries. The

assessment was based solely on the safety audit

provided by the checklists. Implementation was based

on the results of this safety audit.

Areas of Concentration

This study concentrated on four specific areas of

Mercer University's intramural and recreational sports

program. These four components became the focus of the

safety audits and the risk management program.

1. Adequate supervision. The following factors

were considered: (a) adequate supervision for

activities or free play sessions, (b) posted and

enforced rules and regulations with disciplinary action

for nonconformance, (c) proper training of supervisors

in knowledge of rules, regulations, and supervisory

duties, and (d) training in emergency procedures to be

followed including location of closest telephone,

numbers to call, procedures for fire, injury, etc. and

use of accident report forms (Daniels, 1985;

26

Dougherty, 1985; Nygaard & Boone, 1985; Stotlar &

Stewart, 1985).

2. Conduct of the Activity: The following

factors were considered: (a) participation based on

skill and competitiveness, (b) enforced safety and

conduct rules, (c) modification of playing rules to fit

age and skill level, (d) proper attire and footwear

necessary to compete, (e) recommended protective

equipment, (f) oral and written communication of risks

involved in the activity, (g) proper supervision and

monitoring of events (Adams, et al., 1982; Daniels,

1985; Dougherty, 1983, 1985; Nygaard et al., 1985),

and (h) supervision during free play sessions by

students knowledgeable on the policies and procedures

of the gymnasium.

3. Safe environment including facilites and

equipment. The following factors were considered: (a)

follow municipal and state building codes for lighting,

ventilation, etc., (b} all exits clearly marked, (c)

floors kept clean and free from debris, moisture or

dust, (d) regularly scheduled safety and maintenance

inspections, and documentation of findings and any

repairs, (e) hazards eliminated or signs posted as to

their existence, (f) posted and enforced facility

27

usage rules, (g) posted emergency procedures

(Christiansen, 1986; Daniels, 1985; Dougherty, 1985;

Nygaard, et al., 1985; Penman, 1981; and Wyness &

Long, 1985), (h) used quality equipment that met or

exceeded safety standards, (i) encouraged use of

individual safety equipment, (j) modified equipment

based on the skill and ability level of participants,

(k) scheduled regular inspection of equipment, and (1)

aware of changing equipment standards (Arnold, 1978;

Daniels, 1985; Dougherty, 1985; Nygaard et al., 1985;

wPutting Safety in Your Sports Program,w 1984; Wyness

et al., 1985).

4. Emergency Procedures. The following factors

were considered: (a) basic training for supervisors

and officials in first aid ana CPR, (b) emergency phone

numbers posted in conspicuous spot (c) first aid kit on

site, (d) use of accident report forms, (e)

documentation and follow-up on all injuries and (f)

copy of emergency procedures and areas of concern to

campus police and infirmary (Adams, 1982; Daniels,

1985; Doran, 1985; Lamke, 1985; Nygaard et al.,

1985; Ross, 1984b; Wyness, 1984).

28

Facilities

Penfield Gymnasium: Built in 1900 and originally

used as a dining hall, this building has a floor area

of 107'2" long by 54' wide. The basketball court is

79'2" long by 36' wide with a free space area of 35'10"

long by 54' wide at the far end. There are eight

columns on, six on each side bordering right on the

sidelines of the basketball/volleyball court. Ornate

eaves running to the ceiling from these columns

protrude 3.5' into the space directly above the court.

There are small combination shower/bathroom areas for

both men and women with the shower areas presently not

in operation.

There are three exit doors with offices off the

left and right. Both offices are used to store

equipment: one for the physical education department,

the other for the intramural and recreational sports

program.

Porter Gymnasium: Built in the 1930's this

gymnasium is directly controlled by the athletic

department. It is the site of most intercollegiate

indoor sporting events. The intramural program does,

however, utilize the basketball/volleyball court area

for its leagues. This area is 200' long by 75' wide.

29

There are bleachers on each side of the court and two

fold up side basketball goals.

Men's Health Club: Located in the bottom floor of

New Men's Dormitory, this club is operated on a

membership basis for student, staff and faculty. The

room is 38' long by 20'wide. Equipment in the club

includes: one Universal Centurion, one seated calf

machine, one incline bench, two flat benches, two plate

racks, one pair squat racks, one dumbbell rack, one dip

bar, one set of scales, 3 York Olympic bars, one York

Olympic curl bar, one York Standard curl bar, one

Wieder Olympic curl bar, 10 sets of dumbbells ranging

from 15 to 60 pounds each; 52 York plates ranging from

2.5 to 100 pounds each, eight Job barbells with 2.5, 5

and 10 pound plates, twelve Billiard barbells with 2.5,

5 and 10 pound plates, two jump ropes, four weight

belts, and one weight belt with chain. The floor is

covered with a gray low pile carpet.

Entrance is gained from the inside dorm hall or

from the outside courtyard area of the dorm. There is

an entry check-in desk by the inside entrance. A phone

is located on the west wall of the room.

30

Women's Health Club: This club, also run on a

membership basis, is located in the bottom floor of the

women's Plunkett Dormitory. The room is 38 feet by 20

feet with one entrance from the kitchen/laundry room

area of the dorm. A check-in desk sits to the left of

the entrance and a desk phone is located there also.

The equipment in this club includes: one Sears

stationary bicycle, two Monarch stationary bicycles,

one Universal treadmill, one bench press, two flat

benches, one incline bench, one Universal machine fly,

one quad cable machine, one leg extension/curl machine,

one Universal twist-a-way, two incline sit up benches,

one abdominal chair, one weight scale, two life line

jump ropes, one seated calf machine, two 20 pound

barbell bars, thirty-two barbell plates ranging from

2.5 to 5 to 10 to 25 pounds each, nine pairs of

dumbbells in weights of 3, 5, 8, 10, 12, 15, 20, 25 and

30 pounds. The room is covered with low pile grey

carpet.

Tennis Courts: Eight lighted tennis courts each

78' long by 36' wide. There are four courts on each

side separated by a 9'4" high chain link fence. The

entire court area is fenced in. There is 8'1" between

each court and 21'7" between the end of the court and

31

the fence. There are no trash cans or benches on the

court area.

Racquetball Courts: Four outdoor racquetball

courts are located between the intramural field and the

intercollegiate baseball field. These are four-sided

courts with the ceiling being a net type material.

Each court has a door which can be locked by hand from

the inside and by key from the outside. There is a

timed lighting system for the courts. Each court is

40' long by 20•3• wide with concrete flooring and

cinder block walls.

Intramural Field: A 1060' long x 560' wide field

area used for outdoor intramural events. A fenced

softball area sits at the north end of the field and is

used for women's intercollegiate softball and

intramural softball. The fencing on this field is

permanent. The remainder of the space is used for flag

football, soccer, and softball. This area is

approximately 700' long by 560' wide and can

accommodate two 100 by 50 foot football fields with a

25 foot area between the fields. There is an area

32

beyond the left field intercollegiate fence that is

200' long by 40' wide which is used for warmups or a

smaller soccer field. The entire area of the

intramural field is lighted (Figure 1).

There is a smaller softball/warmup field area

across the sidewalk area. This location has a small

backstop. It is located off the left field line of the

intercollegiate baseball area. This area is not

usually used for intramural competition and is not

lighted.

Swimming Pool: An outdoor 25 meter pool is

located behind Plunkett Dormitory. The depth of the

pool is from 3 to 13 feet. There are two diving

boards, a one meter low and a three meter high dive.

The pool is entirely fenced in on three sides and the

fourth side is the back of the lobby entrance of

Plunkett Dorm. There is a combination bath/guardhouse

with a men's and women's locker and shower room area, a

check-in area for members and guests, and a basket

rental area. The pool is free for student use and on a

membership basis for faculty, staff, and Law and

Medical students. The pool is open from April to

October.

33

v v v \

t> \ TN TKl4MUIIAi SOFT4AU fiE1.11

) I

[> / 5AG Foor8Au fiF~ <J / ...... -

I> <]

[> 1Nrc~co1./E(IAT'E' "" 7/ff,fAMU~Ai.

S'on-sAu fiEi.~

<]

<J <J

Figure 1. Intramural Field

34

There is an underground area located on the street

entrance to the pool which houses the pumps and filters

and has a storage area for chemicals and supplies.

This allows for easy delivery of supplies and easy

access for pool repair service.

summary

This chapter included the actual design and

procedures to be used in the case study of Mercer

University. A safety checklist (Appendix A) was

formulated to assess risk problems within the

intramural and recreational sports program. The focus

of this audit was the supervision within each facility

or during each activity, how the activities were

conducted, the condition of the facilities and the

equipment, and the existence and appropriateness of

emergency procedures. A description of each facility

was included.

The actual procedure used in performing the

maintenance inspections was described. Both the

intramural director and student assistants and managers

participated in the safety audits. The initial

assessments were also used to train the students to

perform future inspections.

35

The following chapters will discuss the actual

results of the safety audits and the implementation of

the risk management program at Mercer University.

Potential hazards found within each facility will be

described as well as how these risks were managed

through the strategy that was initiated.

CHAPTER IV

Results of Safety Audits

A system of regular safety and maintenance

inspections was initiated in August, 1985. Safety

checklists (Appendix A) were designed for each area

that the Intramural and Recreational Sports Department

controlled: Penfield Gym, the men's and women's health

clubs, racquetball courts, tennis courts, intramural

fields and the swimming pool.

Penfield Gymnasium: The floor area of the

gymnasium was clean and free of debris. The wood

flooring itself was in very poor condition. Several of

the boards were warped giving a very uneven surface to

the basketball/volleyball court and the free space

area.

There is only 26" of space at one end between the

edge of the basketball court and the wall. The wall is

not covered with padded mats to protect someone hitting

the wall on a driving layup.

There are twelve columns, six on each side of the

court. These columns are positioned on the sideline of

the basketball court making for a very dangerous

playing situation. The columns are placed 12 feet

apart from each other. The only safe feature of these

36

37

columns is that they are padded from the base to 10

feet up the column staff.

In addition, the main entrance four step landing

is only 3 feet from the sideline of the basketball

court area. The landing is 7.5 feet long and has steel

railings on each side.

There are no bleachers in this gymnasium, but

there is only 9 feet of space from the edge of the

court to the walls in which spectators can sit on the

sideline areas. The free space area at the end begins

directly under the basket and extends 35 1 10• back to a

wall of 12 foot high glass windows. These windows are

far enough away not to be of immediate danger to

players on the court, but can easily be broken by

overthrown basketballs or volleyballs.

The backboards are made of wood and there are no

breakaway or flex rims. The sides, bottom and top of

the backboards are not padded. There were no rules

posted prohibiting hanging on the rims. Both nets were

in desperate need of replacement.

A pile of old gymnastic mats is located on one of

the sideline areas as were several chairs and classroom

desk/chair combinations. An older parallel bar

apparatus was also on the sideline area.

38

There are no marked exit signs, no "no smoking•

signs, and no fire extinguishers in the building.

There is a phone in the locked office that serves as a

storage area for intramural equipment. All lights and

fans are in working order.

Porter Gymnasium: Porter Gymnasium was in much

better condition because it is used for intercollegiate

events. The floor was clean, well-cared for, and free

of debris. The flooring was in good repair.

There was adequate safety space between the

bleachers and edge of the court (10') between the

endline of the court and the wall (5'). There was

matting on each end of the court underneath the

backboards.

There were glass backboards with all sides, bottom

and top padded. Each backboard had breakaway rims. No

signs were posted prohibiting hanging on the rims.

Both nets were in good condition.

Exit signs were clearly marked and lit over each

doorway. Control boxes for lights, fans and heat were

in a separate locked recessed box. There are two fire

extinguishers near the main entrances. Phones are

located in the second floor athletic offices. No

39

smoking signs are posted in the foyers, but not in the

gymnasium itself.

Men's Health Club: The floor was covered with a

low pile carpet with many tears and runs. The carpet

did not make for a nonslip surface nor was it

considered a shock absorbing material. There was a

large area of the carpet by the inside entrance which

was extremely wet. An air conditioning unit positioned

over the entrance was leaking water excessively. This

dampness and the fact that the air conditioner was not

functioning made for a very humid, musty air in the

health club.

Weight plates, bars, dumbbells, and other

equipment were lying in varied areas over the floor and

only a few were placed in the racks. The equipmen~

appeared to be rusty and basically uncared for: cables

were worn, several cog wheels and pulleys needed to be

cleaned and lubricated, and the incline board on the

Universal was cracked. Several of the benches needed

to be padded and recovered with new mildew-resistant

vinyl. Some of the bolts and braces needed to be

tightened or replaced. The nonslip material on four of

the foot pedals needed to be replaced. There were no

cracks in welded spots.

40

The telephone was in working order, but the box in

which it was located was locked and no key was

immediately available. No emergency phone numbers were

posted anywhere in the health club. No emergency

procedures were posted. The check-in desk was dirty

and in poor condition. No first aid kit was available.

Women's Health Club: This area was considerably

cleaner and in better order than the men's club. The

floor was covered with a low pile carpeting which was

neither nonslip nor shock absorbing. All equipment was

neatly arranged and any loose pieces such as dumbbells

or weight plates were stacked in their appropriate

areas of the room.

Some of the cables needed to be replaced. The

equipment did not appear to be rusty but cables and cog

wheels were in need of lubrication. All benches were

firmly braced to the floor and did not need to be

repadded or recovered. There were no cracks in welded

areas. The stationary bicycles needed to be

lubricated. The tension controls on these machines

worked well.

The check-in desk was in good condition and the

phone was working. This phone was not in a locked box,

and did not have a lock to insert during closed hours.

41

There were no emergency numbers posted near the phone

and no emergency procedures posted on the desk or

bulletin board. There were no first aid kit or fire

extinguisher in the room.

Tennis Courts: This area appeared to be in the

best condition of any facility inspected. The surface

was smooth, nonslip and free of debris. It was level

and did not have depressions, cracks or uneven joints.

The distance between each court (8 1 1•) and between

the baselines and the fence (9 1 4•) was within the

prescribed safety margins. There were no benches,

trash cans, or drinking fountains on the court area.

The nets were in good condition and tight. There

were no holes in the nets. The lights were working and

provided proper illumination in the evening hours.

The nearest phone is in the library situated up a

small incline and directly next to the tennis courts.

The Mercer Police Office is located across the street

from these courts.

Racquetball Courts: The playing surface of these

courts was not clean and free of debris. The net

covering over the courts allowed for dirt, leaves, and

debris to drop down on the floor. After a rain, water

collected in puddles on all four courts. This moisture

42

made the courts excessively slick and dangerous. The

lines on the surface needed to be painted as they were

almost nondiscernable. The doors were in very poor

repair. Only one out of four doors worked. The hinges

on the other three were all broken and could not be

locked from the inside or outside. No keys could be

located for the outside locks. Several of the

plexiglass windows on the door were broken or totally

removed.

The timer lights worked and provided proper

illumination during the evening hours. During

daylight, particularly bright sunshine, the light beige

color of the walls and the slick floor surface

reflected the sun too brightly to be able to see the

ball bounce off the walls.

Two glass backboards on the side of the east end

of the building could not be used. One had been

totally shattered and the glass fragments covered the

area beneath the backboard. There was only a grass

area under the backboards. Neither backboard had flex

rims or nets.

The racquetball courts are located near the

baseball field. It is possible that a baseball could

be hit from the field into the area of the racquetball

43

courts. Security in this area is also very lax since

these courts sit in an unpatrolled area of the campus.

An additional hazard exists because there is no phone

in the immediate area. The closest phone is at a

fraternity lodge across the street or in student

housing approximately 500 yards behind the courts.

Intramural Field: The grass was well groomed

although thin in several areas from flag football and

soccer. There were a few holes and depressions that

needed to be filled. There were several fire ant hills

in various spots on the field. The far west end of the

field was soggy from a leaking water pipe.

The softball backstops were in good condition,

especially the intercollegiate field which was just

built. There was adequate space to serve as a buffer

zone between flag football, soccer or softball fields.

All the light poles worked and provided adequate

illumination for night play. There were two control

boxes for either end of the field. The boxes are

locked controlling access to the light on/off switches.

Softball bases, home plates and pitching plates

are all removed during the off season for that sport.

This keeps the flag football and soccer fields free of

inground impediments.

44

There is one water spigot on the field for use by

the intramural teams. There are no other water sources

or drinking fountains on the field.

The closest telephone to the intramural field is

in the ROTC complex about 500 yards from the field or

in the fraternity houses directly across on the other

side of the field. Either one of these locations are

used to make emergency phone calls.

The field has two entrances where emergency

vehicles could drive directly onto the field. One of

these driveways often becomes blocked by cars parked

there during intramural events. No signs are posted

not to park in this driveway.

Swimming Pool: Access to the pool area is very

secure. Gates on the street control access to an

entrance with a locked iron gate. The only problem was

that the lock on one of the gates is a common one used

in several areas of the campus.

The pool deck was clean and free of debris. Trash

cans were all emptied. There were no defective tiles

on the edge of the deck area. Depth markings were

clearly marked on the edge of the pool. There was no

float line divider, however, in the pool itself

separating the swimming area from the diving well.

45

The diving boards were in good shape except that

the low dive needed a cotter pin on the turning device

that controlled the bounce of the board. The ladder on

the high dive and the ladders in the diving well had no

loose rungs and were well secured.

Benches along the deck were well secured into the

brick wall. The wood on these benches was in good

condition and did not need to be revarnished. Trash

cans were situated in several locations around the

deck.

There were no signs posted anywhere on the deck

area indicating pool rules and regulations. A copy was

posted at the check-in area but was not readable from

the pool deck.

The lights in the pool were working and provided

adequate illumination to the bottom of the pool. Two

out of the three lights on the brick walls of the deck

needed to have new bulbs.

The three guard chairs were in good condition and

provided clear, unobstructed view of the pool. There

was only one 12' reaching pole at the far end of the

pool. Two are recommended for safety. The 20" ring

buoy with 50' rope will be adequate until the Spring

1986 season.

46

There was a telephone in the check-in/guardhouse

area but emergency telephone numbers or emergency

procedures were not posted in that vicinity. A first

aid kit was located at this desk also, but needed to be

restocked.

All chemicals were safely stored in the locked

area beneath the pool. This area is secured by double

metal doors and access can be gained only from a street

entrance. There was a disadvantage to this area in

that the entrance was not visible to any of the pool

staff on duty.

The locker room/shower areas were clean anc in

good condition. The only secure area for pool users to

leave their personal items is an area of small baskets

behind the guard/check-in desk.

Summary

This chapter included the results of the

implementation of the safety audit checklist. A number

of deficiencies and potentially hazardous situations

were found in a majority of the areas.

The women's health club, tennis courts,

racquetball courts, intramural field and swimming pool

were basically free of riskful conditions with the

exception of posted emergency procedures and telephone

47

numbers. The tennis courts, racguetall courts and

intramural field also lacked a telephone within close

proximity.

Penfield Gymnasium and the men's health club were

rated extremely low on the safety audit checklist.

Penfield's overall design and layout does not make it

conducive for intramural events or free play activity.

The columns directly on the edge of the court, in

addition to the very small court size, make it a

potentially hazardous area for participants.

The torn carpeting on the floor of the men's

health club and the weight plates and other pieces of

equipment scattered about the floor weree dangerous to

club members. The leaking air conditioning unit made

the floor area extremely hazardous for those lifting in

that area.

The following chapter will deal with the

implementation of the risk management program as a

direct result of the safety audit of the intramural and

recreational sports facilities.

CHAPTER V

Implementation of Risk Management Program

After a concise analysis of the results of the

safety audit, the decision was made to implement a risk

management program for Mercer University's intramural

and recreational sports program. These safety and

maintenance inspections revealed potential safety

hazards in many of the facilities under use. The

director of the program recognized that participants

had a greater chance for injury given the current

condition of facilities, equipment, supervision and

conduct of activities. Each of these areas required

many changes and upgradings to assure a safe

environment for all participants.

This chapter details each risk reduction technique

implemented at Mercer University. These techniques

have been in effect since September 1985. A successful

risk management program involves continuous

reevaluation of methods. Many of these procedures will

remain in effect; several will change as conditions

and activities within the intramural and recreational

sports program change.

48

49

Adequate Supervision

Free Play

Results of the safety audit revealed that no

general supervision had been offered during free play

sessions in Penfield Gymnasium nor was specific

supervision available during scheduled intramural

activities. Students organized and planned the

program, but no one made arrangements for any type of

supervision.

No rules or procedures existed for use of Penfield

Gymnasium, hours of operation, or requirement for

student supervisors. Rules and procedures were written

by the program director that included available hours

of use, scheduled practice times for intramural teams,

safe play procedures, I.D. check-in procedures and

general safety rules. These newly written regulations

were written, posted in the gymnasium and featured in

an article in the student newspaper.

Six student supervisors were hired and thoroughly

trained to work in Penfield Gymnasium. They were

instructed that no one would be admitted without a

staff, faculty or student identification card. Anyone

without such an I.D. would not be allowed to use the

facilities. If this person or persons did not agree to

50

leave, the student supervisor was instructed to go to

the Mercer Police office directly across the street to

seek assistance from an officer. Gymnasium supervisors

were instructed not to have a confrontation with any

person in the gymnasium.

The Mercer Police chief was informed of the new

policies in force at Penfield Gymnasium by the

intramural director. Penfield Gymnasium had become a

recreational haven for the neighborhood men over the

last several years. The Mercer Police agreed to make

an hourly check of Penfield Gymnasium to assure that

the student supervisors were not in need of assistance.

This working relationship between the student gymnasium

supervisors and the police force has greatly increased

having Penfield as a student facility.

Gymnasium supervisors were also instructed on

emergency procedures to perform in the event of

accidents, injuries, fires, or tornadoes. Initially,

these supervisors were not required to have CPR or

first aid training. As of winter quarter 1986 all

gymnasium supervisors must be first aid and CPR

certified to work in Penfield Gymnasium.

51

Intramural Events

Specific supervision for intramural events held in

Penfield and Porter Gymnasium and on the intramural

fields was also found to be lacking or nonexistent. To

correct this situation, student workers were hired to

serve as field or gymnasium supervisors during

scheduled intramural events. These supervisors were

first aid and CPR certified, instructed in emergency

procedures to use for injuries, accidents, fire or

weather problems, and trained in proper disciplinary

steps to enforce for fighting or unruly behavior.

It was their responsibility to open the

gymnasiums, set out all necessary equipment, supervise

the timers, scorers and officials, and make sure the

events ran smoothly and on time. At the end of the

scheduled events they secured all buildings and locked

up all equipment.

A notebook for intramural supervisors was compiled

that included schedules of activities, schedules for

timers, scorers and officials, rules for that event,

emergency phone numbers, emergency procedures, and

accident report forms. The intramural director went

over all of these with the supervisors to assure

understanding and compliance. Any disciplinary

52

problem, accidents, injuries or unusual situations were

reported to the intramural director as soon as

possible. Supervisors were instructed to contact the

intramural director at work or home in the event of any

of these occurring.

Health Clubs

Managers and health club assistants were hired by

the intramural director. Applicants had to be

experienced in weight lifting and fitness procedures.

An experienced health club manager from a local

gymnasium held a clinic for all health club employees

and interested members. He instructed them in proper

lifting techniques, correct spotting procedures,

teaching methods for beginners, safety concepts and

general care of the equipment. Health club workers

were instructed to offer specific rather than just

general supervision to club members. They, too, were

instructed in proper emergency procedures to use and

these procedures were posted for everyone's

information.

A more precise check-in method for health club

members was instituted. Press-on stickers were put on

the back of faculty, student or staff I.D.'s to

53

indicate membership in the health club. No one was

admitted to the clubs without their marked I.D. 's.

Swimming Pool

Supervision at the pool was generally good. Life

guards were required to show evidence of current

advanced life saving certification and were first aid

and CPR trained. New supervision instruction included

that for private parties, swim team practices and

intramural pool events.

They were instructed in the policies and

procedures for pool members and were urged to strictly

enforce them. Policies were loosely enforced in the

past because of the student relationship between guards

and members. Emergency procedures were explained to

the guards, as well as being posted in the guard house.

Each guard received a copy of a newly written job

description.

Conduct of Activities

Intramural Events

Intramural leagues were divided into those for

fraternities, men's independent, and women. Fraternity

teams were better skilled than most independent teams

and were also more highly competitive than the

54

non-Greek teams. One fraternity which was particularly

weak in athletics was placed in the men's independent

league because they did not match the other fraternity

teams in either skill or competitiveness.

ROTC staff were allowed to play on the ROTC

student teams. It did not appear that they excelled in

skill and competitiveness over the ROTC or other

students.

Women's teams averaged approximately the same

skill and competition levels. The women's intramural

program was poorly organized and run when the present

intramural director arrived at Mercer. The program was

run by male students with primary emphasis placed on

men's intramurals. No effort was made to solicit

women's teams for each sport.

Rules for the conduct of each sport were not found

in the records. The intramural director used the

National Association for Intramural-Recreational Sports

(NIRSA} rule publications for each sport. Rule

modifications were made to accommodate certain aspects

of the intramural program, but, for the most part,

NIRSA rules were followed.

Rules for safe conduct, above and beyond those

written by NIRSA, were also formulated. Specific

55

disciplinary actions for fighting or unruly behavior

were instituted. Excessive penalties or technical

fouls resulted in one's removal from the contest. As

part of the intramural point system, a sportsmanship

category was inserted to encourage fair and clean play.

Pre-season clinics were held with both coaches and

officials to promote a better understanding of the

rules. Each official was required to pass a written

NIRSA exam for the particular sport and to pass an

on-the-court or on-the-field evaluation by the

intramural director.· Officials who did not control the

contests or who repeatedly did not show up to officiate

were removed from the staff.

Coaches, players and officials were warned of the

inherent risks associated with each sport during a

pre-season meeting conducted by the intramural

director. Teams were advised to purchase the necessary

safety equipment for players for that particular sport.

Recommendations for proper attire and footwear were

made to players. Protective equipment for officials

was required; proper shoes were mandatory. Teams and

officials were advised which local sporting goods

stores carried the necessary equipment.

56

Pre-season training and fitness was encouraged for

players and officials. A basic exercise program for

pre-season and a detailed warmup set of exercises were

presented to players and officials. A member of the

Physical Education faculty was on hand to advise

players and officials on conditioning.

Each team and official was given a copy of the

newly written rules for each sport and for intramural

eligibility (Appendix B). Participation was limited to

enrolled students, faculty and staff. Students were

encouraged to have health insurance although

participation was not denied if the student was

uninsured. Officials, while encouraged to have their

own personal health insurance, were also covered by

Georgia's workmen's compensation laws in the event of

accident or injury.

The discussion on adequate supervision presented

earlier was intended to make for a safer conduct of

each intramural activity. Areas other than actual

sporting contests were also conducted in a safer

manner.

Health Clubs

Members at the health clubs were now instructed in

the proper lifting and spotting techniques before being

57

allowed to use the equipment. Aerobics classes offered

through the women's health club were offered on a

beginner, intermediate and advanced basis.

Swimming Pool

Swimming classes were taught by certified water

safety instructors and were also offered on beginner,

intermediate and advanced levels. Children under the

age of ten could not be admitted to the pool for free

swim without their parents unless they could pass a

swimming test. This test consisted of swimming the

length of the pool and executing a dive or jump from

the high dive and swimming to the ladder.

Newly written and enforced pool policies (Appendix

C) offered a safer environment for members of the pool.

Previous rules were lax about running, swimming in the

diving well, and permitting small children to be at the

pool alone.

Equipment

There was virtually no equipment left over from

previous intramural programs. Therefore, in purchasing

new equipment, the director purchased quality items

that met safety standards. The only restriction was a

very low equipment budget, but additional equipment was

58

purchased with funds made available by the Dean of

Students.

Individual safety equipment was not purchased for

participants, but they were informed during pre-season

meetings of the availability of such items at local

sporting goods distributors and encouraged to use it

during competition. Officials were advised which

equipment would offer the best protection: court or

coaching shoes for running, not running shoes which

offer no lateral support; and umpire masks for

softball (supplied by the department). All officials

were issued whistles, lanyards, stopwatches and

ball/strike indicators for the various sports.

A decision was made in the fall to purchase flag

football belts. The director switched from touch to

flag football in an effort to reduce contact. Touching

a player to down him or her can lead to rough play as

individuals are pushed and shoved rather than touchec.

Two-flag velcro football belts were purchased and teams

were allowed to practice with them prior to the start

of the season.

Field and gymnasium supervisors were responsible

for checking all equipment after each contest and

reporting any damaged or missing equipment to the

59

director. Equipment is not loaned out for individual

student use because of the shortage of items and the

need to keep it functional for intramural events.

Facilities

An assessment has not been made to determine if

Mercer's facilities meet local and state building codes

for lighting and ventilation. It is assumed that

Penfield Gymnasium would not meet these codes due to

the age of the structure.

Penfield Gymnasium

In the past Penfield Gymnasium has been used

strictly for free play sessions and for all women's

indoor intramural events. The director ruled that this

facility presented too many hazards to participants.

The columns on the edge of the basketball court, the

eaves protruding out of the court area, the lack of

space between the edge of the court and the walls or

stairway, and the lack of padding on the wall 26w from

the basket offered too much risk to players and

spectators alike.

Porter Gymnasium

Women's intramural events were scheduled in Porter

Gymnasium as often as possible. Five basketball games

60

and six volleyball games were held in Penfield

Gymnasium due to a simple lack of facility space.

Porter was made available for intramural games only

when the men's and women's intercollegiate basketball

teams were not practicing or playing. With the limited

time and the high number of basketball teams (41) in

the intramural league, Penfield had to be used despite

its potential for injury.

Free Play

Signs have been posted in Penfield advising

faculty, staff and students that they use this

gymnasium at their own risk. ME!'htion is made o= the

columns, the closeness of the backboard to the wall anc

of the limited sideline area. This gymnasium is still

used extensively for student recreation. The problem

with closing it down altogether is that students would

then have no facility for free play.

The director's concerns were expressed in a memo

to the Dean of Students and copied to the Provost.

They were advised that facility usage time needed to be

increased for indoor intramural events, especially

during winter quarter. If this could not be done, the

director suggested that the option of renting

additional gymnasium space be explored.

61

Safey Audits

The student workers in the intramural program

along with the director perform regular safety and

maintenance inspections on all facilities. For many of

the areas, the intramural director performs minor

repairs herself with the assistance of students.

Arrangements were made with the Physical Plant

staff to care for Penfield Gym, the health clubs and

the swimming pool. They will be responsible for

cleaning the floors, bathrooms, and showers on a weekly

basis. Additional maintenance repairs will be

requested by the intramural director as needed. This

request is made on a carbon form with one copy going to

the Physical Plant and the other kept in the intramural

office. As work is completed, the Physical Plant

returns their carbon copy to the director as

verification that the work was completed.

Pool staff members are responsible for the upkeep

of the pool. Guards are assigned regular times for

vacuuming and cleaning the pool. Mechanical repairs

are made by a local swimming pool service business.

All outdoor intramural fields are cared for by the

Physical Plant staff. The intramural director notifies

them when the grass needs to be cut or other cosmetic

62

changes must be made. All lining of the fields is

performed by the intramural director and staff on an as

needed basis.

In the men's health club the torn carpet was

repaired with a carpet mending tape. The Physical

Plant was called in to repair the leaking and

malfunctioning air conditioner. Equipment in the room

was rearranged to facilitate workouts and weight plates

and dumbbells were neatly stored on racks. Estimates

were made for interlocking rubber matting to serve as a

shock absorbing, nonslip surface for both the men's and

women's health club. Budgetary restric~ions prevented

purchase of the floor covering this year.

A work order was issued to the Physical Plant to

remove the shattered glass from the side area of the

racquetball courts. A budget line item was added to

the 1986-87 budget for pavement of this area for a

basketball court and replacement on the backboard.

For security purposes locks on the outer gates of

the swimming pool were changed to a master lock system

available only to pool personnel, police, physical

staff and the intramural director. This system

eliminated the common locks being used on the pool and

63

ensured that entrance could be gained by necessary

personnel in the event of an emergency.

If hazards do exist on facilities, signs have been

posted to indicate such hazards. Notices posted at the

racquetball courts warn players not to play if the

courts are wet since the surface becomes very slick.

Pool rules and regulations were posted at several

conspicuous areas on the pool deck for all members to

see. Each member was issued a pool policy sheet when

their identification cards were issued.

Fire extinguishers were placed in all indoor

facilities that did not previously have one. First aid

kits were issued to the men's and women's health club

and the pool guardhouse. These kits were also placed

in the equipment bags for indoor and outdoor intramural

events.

Emergency Procedures

No emergency procedures were written or posted for

any area of the intramural and recreational sports

program. These were written by the intramural director

after consulting with the police, infirmary staff, and

the Dean of Students (Appendix D).

Student workers serving as gymnasium or intramural

supervisors were instructed in the proper emergency

64

procedures to follow. Stabilizing the person or the

situation was felt to be the most important aspect of

these procedures. Yet students were advised not to

force a confrontation with unruly individuals. In

these instances, the student should go directly to the

Mercer Police office or call them on the phone

immediately if one is available.

Emergency phone numbers were posted in every

location where a phone was available. Intramural

supervisors• procedures manual contained a list of

emergency contacts and phone numbers. The intramural

director's home and office phone numbers was listed in

the front of each sport scorebook, was posted on the

bulletin board in the health clubs, pool, and Penfield

Gymnasium and was given to the Mercer Police. She was

contacted immediately when an emergency situation

arose.

Fire extinguishers were installed in all indoor

facilities, as were first aid kits. These kits also

became standard equipment at all intramural events.

Exits have been marked with lighted signs where

previously there were none.

The use of accident forms was begun for all

injuries requiring medical attention. The intramural

65

supervisor or director filled out the forms after the

accident and then did a follow-up on the injury until

the patient was released from a doctor's care.

Complete documentation of all injuries and accidents

resulting from organized activities or free play

situations was kept on file in the intramural office.

In cases of injury to sports officials the intramural

director processed the necessary paperwork with the

personnel and police offices for the workmen's

compensation claims to be filed.

summary

The implementation of the risk management program

at Mercer University has been a difficult task at best.

The most challenging task has been to make students,

faculty, staff, and administration sensitive to the

purposes of the program. The philosophy at Mercer has

been that if it's not broken, don't fix it. Mercer has

not been sued for accidents or injuries that have

occurred within the scope of the intramural and

recreational sports program to date. No one has

complained about the layout of Penfield Gymnasium, the

slick surface on the racquetball courts, or the lack of

safety rules at the pool.

66

Rather than waiting for someone to come forward

and challenge Mercer on one of these issues, this risk

reduction strategy was designed to remove hazardous

situations or control those that are part of the

program. Education of intramural participants and

facility users is the most important aspect facing the

director. This can be accomplished through student

newspaper articles on the risk management program,

warning signs posted in facilities with inherent risks,

communication of risks involved with certain

activities, and the general education of the Mercer

community on the goals of this program.

The changes hoped for in the intramural anc

recreational sports program will not occur immediately.

The process is centered on the development of a new

operating system and it will take time for individuals

to become familiar with and accept the new system. At

this time, many students do not see the steps being

taken as in their own best interests. They indicate

that the director is being overly protective or

cautious without reason. Constant education and

explanation that focus on the concrete reasons why they

need this program can change their attitudes.

67

In addition, close communication between the

director and the police, infirmary and administration

must continue. These areas must have direct input into

the implementation of this program and offer feedback

on the system. Future plans call for the development

of a risk management committee composed of faculty,

students and staff to assist the intramural and

recreational sports program with the strategy set forth

in these early months.

As the program progresses through the years,

statistics can offer information on the number of

injuries and accidents that occur curing events or

facility usages. It may be only then that the Mercer

community will view those accidents or injuries that

have occurred as inherent to the activity itself,

rather than as a direct result of a risk=ul situation

that was not controlled. This is the goal of the risk

management program at Mercer University.

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Appenzeller, H. (1984b). Risk assessment and risk

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Arnold, D. E. (1978). Sports product liability.

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Blucker, J. A., & Pell, S. W. (1968). Legal and

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Dougherty, N. (1981). Are you an effective risk

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Co.

APPENDIX A

Safety Audit Checklists

PENFIELD GYMNASIUM COMMENTS

Floor Area Clean & free of debris

Backboards

Playing Area

Safety

_Flooring smooth & secure

No moisture on floor

Padding on walls close - to backboards in

good condition

Backboard sides and bottom padded and in good condition

_Nets in good condition

_Breakaway or flex rims

Adequate space between - court & bleachers

Thermostats, fire - extinguishers, etc.

recessed into wall area

No glass doors or windows - near playing area

No unnecessary equipment - on floor

Fire extinguisher in - working condition

Exit signs posted and - lighted

No smoking signs posted

74

75

No hanging on rims signs - posted

Telephone in building - with emergency numbers

posted on receiver

Emergency procedures - posted

_Lights working

_Fans working

All door locks working

MEN'S AND WOMEN'S {Use red ink for women's & HEALTH CLUBS blue ink for men's club)

Floor Area

Lighting &

Ventilation

Safety

Clean & free of debris

_Nonslip surface

_Shock absorbing material

_No personal items on floor

_Unused weights in rack

No moisture on floor surface

_Lights working

Air conditioning - working

_Telephone in room with emergency numbers posted on receiver

COMMENTS

Benches

Weight

Machines

76

Emergency procedures - posted

Fire extinguisher in - working condition

First aid kit present and stocked

Braced firmly

Bolts, nuts threads not - stripped

Clean

No tears in vinyl

Padding adequate & in - good condition

Cables not frayed

Cables lubricated

Cable pulleys & - attachment points

in good condition

Securely anchored to - floor

Corrosion free

No cracks in welded areas

_Safety stops not bent

Cotter pins through stops

No cracks in welded stops

COMMENTS

RACQUETBALL COURTS

Sur::ace

Doors

77

Cog wheels & pulleys - lubricated and

corrosion free

Nonslip material on foot - pedals in good condition

Plates, bars & collars - stored on racks

Corrosion free

Hardware & threads not worn

Sleeves not bent at ends

Clean & free of debris

No moisture on surface

No cracks on surface

Nonskid surface

Court lines painted & visible

No holes in ceiling nets

Doors working-inside & - outside locks working

Door brackets & hinges working and lubricated

Door windows not cracked or missing

COMMENTS

Lights

TENNIS COURTS

Surface

Nets

Lights

Playing

Area

INTRAMURAL FIELD

Surface

78

Light switch timer - mechanism working

All lights working

Clean & free of debris

_Smooth & nonslip

No moisture accumulated on courts

_Level, no holes, cracks uneven joints or depressions

No holes in nets

_Nets tight

_All lights working

_Light switch working

Court lines painted and visible

Adequate distance between courts

Adequate distance - between baseline

and fence

_No trash cans, benches etc. on courts

_Grass neatly mowed

No fire ant hills

COMMENTS

Lights

Backstops

Water

SWIMMING POOL

Deck Area

79

No holes or depressions

No areas of extremely wet, soggy grass

Bases, home plates & - pitching plates

removed for flag football & soccer

Adequate space between - fields

Field lines chalked and visible

_Lights working

Switches working

Locks on switch boxes secure

No holes in fences

Water spigot working with no leaks

Free of debris & garbage

_Trash cans empty

No obstacles near exits

_Exits clearly marked

Pool rules posted at - several locations

on deck area

COMMENTS

Diving

Boards

Lights

Guard House

Guard House

Pool

80

Depth markings clearly marked on edge of deck

No loose ladder rungs

Adjustment mechanisms - in good condition

& lubricated

All lights working in pool

Adequate penetration - to bottom of pool

_All deck lights working

_Light switches grounded

Liohts workino in guard - & bath hous~s

No loose ladder rungs

Chairs secured to base

Unobstructed view of pool

_Telephone at desk with emergency numbers posted on receiver

Emergency procedures posted - on bulletin board

First aid kit present & fully equipped

Safety line between deep - & shallow end with

colored floats

COMMENTS

Storage Area

Bath Houses

81

_No debris in pool

Chemical level meets safe standards

12' reaching poles on - each side of pool &

in good condition

20" diameter ring buoy with 50' rope at side of pool & in good condition

Door locks working

_All lights working

Chemicals stored in far end of room

No chemical leakage on floor

No odor of chemicals in room

No leakage from pipes

No leakage from pumps

No leakage from pool filter

Clean & free of debris

No excessive moisture on floors

No mildew on walls or showers

Showers clean

Toilets clean

COMMENTS

82

Sinks clean

No leaking from toilets

No leaking from sinks

COMMENTS

APPENDIX B

Intramural Eligibility Rules

1. All students registered as undergraduates (10 hours or two courses) at Mercer University shall be eligible to participate in intramural sports sponsored by the Student Aciivities Office except as noted herein: (Graduate students can participate in independent leagues only.)

A. Members of varsity sport squads may not compete in that particular intramural sport (i.e., a basketball squad member cannot play intramural basketball). The active squad rosters on the date of the first varsity contest in a sport shall be used to determine intramural eligibility. Any student who works out with a sauad and/or retains his/her locker and squad equipment after the date of the first varsity contest shall be considered ineligible for the entire intramural season in that particular sport.

B. varsity letter or award winners at this or any other four-year collegiate institution are ineligible to compete in the sport in which he/she won the award. current redshirts or academically ineligibles can't participate. Former varsity athletes at Mercer must nave not participated for 1 year.

c. Any student receiving athletic grant-in-aid assistance shall be ineligible to compete in intramurals in the sport or sports responsible for such assistance.

D. Any student who has been declared a professional in a sport may not

83

84

compete in that same sport in the intramural program.

E. In league or championship playoffs, teams cannot use players who have not played in at least ONE regular season contest for that team.

F. An individual who uses an assumed name, or plays under the name of another student, shall forfeit his/her right to participate further in the intramural program.

G. Teams guilty of repeated forfeitures in a tournament will not be permitted to enter subsequent tournaments. ·

2. A team shall forfeit any contest in which an ineligible player participated. Highly exceptional circumstances may justify some modification of this provision, but such instances will be rare.

3. Each player and team captain is responsible for their eligibility. Any doubt about a player's eligibility should -be referred to the intramural director for a ruling. Each participant assumes his/her own personal liability while participating. Participants are strongly encouraged to have their own medical insurance.

4. If an individual competes for more than one organization, he or she will be barred from competition for the remainder of that sport. Students belonging to more than one organization must declare their loyalty at the beginning of each sports season.

5. Active members and legally processed pledges are eligible to participate in the fraternity and sorority divisions. Two social affiliates per fraternity may participate--must have this status for at least 1 quarter before playing.

6. Players may not switch teams unless the switch is approved by the intramural director regardless

85

of the number of teams representing a particular organization.

7. If any individual participates on two teams in the same sport, the games of the second team in which this person participated will be forfeited. However, they will be forfeited only upon action resulting from a written protest filed by the opponents of the second team within 24 hours following the game.

8. A team violating an eligibility or conduct rule TWICE in one activity will be suspended from intramurals for the remainder of the season.

9. Repeated violations by organizations will result in indefinite suspension from the intramural program.

10. Reinstatement in the program will be made when the student or organization can show a willingness to support the basic principles of the program.

11. No scheduled contest shall be postponed without the consent of the intramural director. Postponements are rarely possible in team sports.

12. A contest is considered forfeited if the individual or required number of team players is not present, suited and ready to participate by the forfeit time.

13. In contests in which improper conduct on the part of a participant has been displayed, it is the duty of the officials to rule on a possible forfeiture against the team of which said participant is a member.

14. A forfeiture results in loss of league points and possibly the right to participate further in the particular sport involved.

86

15. Ineligible player protests must be registered with the officials or sports supervisor and captains of each team at the site of the infraction during the contest.

16. Protests against judgment calls of officials will not be honored. Only rule interpretations are subject to protest.

17. Protests are to be typewritten and submitted to the Intramural Office within 24 hours after the contest.

18. The Intramural Director will review all protests and settle them.

19. All rosters are due on or before the entry date for the respective sport.

20. In the event of inclement weather, team captains should contact the Intramural Office on game day.for confirmation of scheduled play.

21. If inclement weather occurs during a contest, the decision to stop or continue the games rests with the head official or intramural staff.

22. Any individual guilty of flagrant misconduct or intimidating opponents, use of profanity or acting in an unsportsmanlike manner is automatically suspended from further intramural sports participation for the remainder of the school year. Following two violations of this rule by the same team, the entire team will be suspended for the remainder of the year.

23. Any participant guilty of striking an official or opponent will be suspended from the intramural program for one school year.

APPENDIX C

Mercer University Swimming Pool

Rules and Regulations

1. Admittance by I.D. only - student or pool membership.

2. No one under 10 years old or 4 feet tall allowed on high dive.

3. One person at a time on board.

4. One bounce on diving board.

5. No swimming or playing unde,r diving area.

6. Jump straight out from diving board, not towards wall.

7. No rafts.

8. Children who require flotation devices must be attended at all times.

9. No frisbees or balls of any kind allowed in pool or diving area.

10. No diving in shallow end.

11. No hanging on diving board.

12. No running in pool area.

13. No sitting on the wall.

14. No pushing, pulling or other kinds of •horse play."

15. Smoking in designated areas only.

16. No alcoholic beverages allowed.

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88

17. No glass or other breakables allowed: can/cup drinks only.

18. No swimming around or near the drain.

19. Any person issued a valid Mercer student or pool membership I.D. eligible for use of the pool.

20. Any guest will be charged $1.00 per day and must be accompanied by an I.D. holder.

21. No cut-off jeans.

22. Put trash in receptacles.

23. No children under 10 years old allowed in pool area witnout parents or someone over 18 years of age. Children under 10 years of age can take a swim test consisting of swimming the length of the pool and jumping o=f the high dive and swimming to the diving well ladder. If they pass this test, they can be put on a list to come unaccompanied to the pool.

24. Lao swim onlv from 5-6 p.m. each day. . ---25. Anyone violating these rules will be required

to sit out of the pool for a 15-minute period. Repeated violations or failure to adhere to life guards warnings could result in your removal from the pool for that day or possible cancellation of your pool membership.

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Emergency ~rocedures

In the event of an emergency, either in the pool

or on deck, the lifeguard who notices the situation

should:

1. Blow whistle 3 times.

2. Take whatever action is necessary.

3. Other guard on deck clears pool immediately.

4. Rover assists 1st guard with rescue or first

aid procedure.

5. Desk guard calls necessary medical personnel.

6. In any emergency situation, always

contact Mercer Police at 744-2970.

7. Call Vickie Van Kleeck at or at home

APPENDIX D

Emergency Procedures

In the event of an emergency, stabilize the situation

and/or victim.

If a phone is close at hand, call Mercer Police at

2970 and request their assistance.

If a phone is not available, send another person to

the closest phone or to the Mercer Police Office.

Call Vickie Van Kleeck at 744-2874 (Mercer Office)

or 953-3725 (home phone) as soon as possible.

Emergency Phone Numbers

Mercer Police 744-2970

Vicki van Kleeck or

Student Activities 744-2868

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