Risk Management in Scouting

Colonial District National Capital Area Council

What do scout leaders need to know about risk management?

• Why is risk management important? • What risk factors should be considered?• How is risk evaluated?• How can scout leaders deal with risk?• What are the consequences of bad risk

management?

What is risk management?

• the legal and moral responsibility of an adult leader . . .

• to maintain as low level of risk as reasonably possible . . .

• from the standpoint of the well-being of the participants . . .

• while still enabling the participants to gain something from the experience!

Baden-Powell summarized risk management in

Scouting for Boys (1908)

“What accident is likely to occur here”,

and,

“What is my duty if it occurs?”

Why should scout leaders care about risk management?

Because . . . “We [adult leaders] have a duty of care to keep youth members safe and protect

them from physical and emotional harm. In adventurous activities, this duty is exercised

through sensible risk management.”

Scouts Canada Standard Operating Procedures, Section 7000BSA Aquatics Supervision manual (Chapter 3, pages 25-29)

What is the “duty of care” owed to scouts?

“Duty of care means the responsibility one person owes to another to take reasonable care to avoid foreseeable harm to that other person through the person’s act or omissions.”

Dickson, Risk Management in the Outdoors

Why is Scouting involved in risk taking?

• Scouting is learning by doing;

• Risk taking is part of the learning process; and

• Risks are inherent in everything we do.

Scouts Australia risk management training

How do we assess risk?

(1) determine if the activity is risky . . .(2) assess the magnitude of risk associated with the

activity based on the various risk factors that are present, and then . . . (3) determine if the risk can be tolerated, minimized,

or avoided (do we proceed with the event, modify the event to change the

degree of risk, or avoid the event?)

The magnitude of risk may be determined arithmetically

the frequency of the possible harm to be encountered x the severity of the possible harm to be encountered =

magnitude of risk

That is, the maximum amount of harm is determined, as well as how many of the participants are potentially susceptible to the effect of such harm.

An example of how “magnitude of risk” is determined . . .

Is the whole hiking crew going to suffer from cold weather effects due to the fact that it is ill-equipped for possible adverse conditions, and how likely are those conditions to occur?

We can use a “risk analysis matrix” to assist decision-making

Let’s see an example of one . . .

\ Acceptable Caution Caution Avoid Avoid Avoid

Acceptable Caution Caution Avoid Avoid Avoid

Acceptable Acceptable Caution Caution Avoid Avoid

Good Acceptable Acceptable Caution Avoid Avoid

Good Good Acceptable Caution Caution Caution

Best Good Acceptable Caution Caution Caution

Severity of Risk

Fre

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en

cy o

f H

arm

Risk Analysis Matrix Example

The leader’s decision-making process is dependent on where the activity is on

the risk analysis matrix

AVOID: immediate action by leader is required

CAUTION: adult leader attention is required

BEST, GOOD, ACCEPTABLE: the activity is managed by routine procedures, while constantly monitoring the situation for change

An alternative BSA interpretation

BSA’s SAFETY PAUSE program (instituted May, 2013)

PAUSE before you start, ASSESS possible hazards, UNDERSTAND how to proceed safely, SHARE your plan with others, and EXECUTE the plan safely.

Risk analysis must be on-going!

Where your outdoor activity falls within the

risk analysis matrix is ever-changing due topossible changes in frequency of harm andseverity of the risk!

The activity requires constant monitoring!

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

For example . . .

Is “Plan A” failing? Why?

Are outside influences making “Plan A” inoperative?

Also . . .

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

Oops!

Do we have a plan in placeto prevent total collapse of “Plan A”?

Do we have a plan in place to keep the foreseeable risk factors under control?

What do we do now?

And finally . . . do we have a “Plan B” in place to keep the activity intact?

Yes, we have a “Plan B”! We don’t have to depart early!

It is important to distinguish actual risk from perceived risk

“Actual risk” is the risk attendant to the activity, which will

be dealt with differently as to each participant based on age, experience, skill level, maturity, etc.

“Perceived risk” is that risk believed to exist by the

participant (which may be reduced by training or experience).

Each may be an impediment to participation. Why?

Some examples of actual risk vs. perceived risk . . .

• An experienced kayaker on rough water may experience less actual and perceived risk than an inexperienced kayaker on the same water. Why?

• A youth climbing a tree may experience less perceived risk than would his parent watching from the kitchen window. Why?

What factors potentially affect risk in the outdoors?

Can we name some likely suspects?

We can identify some risk factors by asking the following question “Are we:

at the right place at the right time

with the right people with the right equipment?”

Scouts Canada risk management training

Common causes of accidents in the outdoors • objective hazards (moving/cold water, illness, weather, lightning, unsafe

area, improper or lack of proper equipment, inadequate clothing),

• behavioral subjective hazards (erratic behavior, assumptions, fatigue, poor communication, poor conflict resolution skills, poor behavior, stress),

• unsafe conditions (insufficient screening of participants, poorly trained leaders, no emergency response plan),

• unsafe acts (leader inaction re problem, unrealistic expectations of participants, inadequate supervision, food/drink/medications, haste, instruction),

• errors in judgment (lack of training, failure to pay attention to red flags, failure to deal with behavioral issues, adhering to schedule, new or unexpected situation). (Sky Gray, Roberts, Gray & Assocs. 2004)

Here are some risk factors to consider

Participating ScoutsTransportation

Participating adults Gear

The venue Size of the group

The weatherFatigue

The type of activity Parents

. . . some we can control, some we can’t

(1) Participating Scouts (who are they?)

Is the age/experience/maturity level appropriate for the activity?

Are there behavioral or medical issues that might be a factor?

Scouts are the risk takers!

(2) Participating adults (who are they?)

What is their level of outdoor experience? What is the level of technical expertise for the event? What is their ability to exercise good judgment in a youth-

based group? How well do they know the Scout participants? What is their level of BSA and safety training?

(3) The venue (do we know the terrain/campsite/river, etc.?)

Is the terrain hazardous? Is there an acceptable water source? Does the venue match the experience level of the group? If a river venue, are the flow rate and water temperature appropriate

for the planned activity? Is the terrain accessible in an emergency?

(4) The weather (will weather be a factor?)

Can heat, cold, precipitation or hazardous weather issues be successfully addressed by the participants?

(5) The type of activity (can it be done safely?)

Is the activity age appropriate? Is the activity skill level appropriate? Will fatigue become an issue? Is it the right time for the activity? Can you complete the activity in the allotted time?

(6) Transportation (can we travel safely?)

• If driving, can the adults drive safely there and back (distance, weather conditions, fatigue)?

Do we have enough drivers without overburdening any driver?

Are the vehicles safe?

(7) Gear and supplies (do we have the proper

gear?)

• Does everyone have proper personal gear? Does the troop have appropriate crew gear? Is the required event-specific gear available? Is vendor-provided gear acceptable? Does everyone know how to use the gear? Will there be adequate food and water?

  (8) Size of Group (is it activity-group appropriate?)

Is the group manageable? Is the adult leader/scout ratio acceptable? Is the group an appropriate size for the activity? Is the group an appropriate size for the venue?

(9) Fatigue (will safety be compromised by fatigue?)

• Are we monitoring age-related and event-related fatigue?• Are the participants getting enough sleep in preparation for and during

the event?• Have the participants pushed the fatigue envelope?

(10) Parents (are parents a “help” or a “hindrance”?)

• Do they provide the proper gear for their son?• Do they provide time for training opportunities for their son?• Do they enable their son to participate regularly?• Are they being honest about their son’s risk issues?• Do they deliver their son at the departure point with all required gear?

Adult leaders need to know their own limitations!

Watch out for the “Super Leader”! (to be discussed later)

“If you are working on the edge of your own skills, you are endangering the young people in your charge.”

Scouts Canada Standard Operating Procedures, Section 7001

Adult leaders need to know the youth for whom they are responsible!

“By knowing each individual young

person, you’ll be in a better position to

anticipate how the youth may react in various situations.”

Scouts Canada Standard Operating Procedures, Section 7001

So what is actually “at risk” when things “go badly” during an activity?

The possibility of serious injury to scouts or adult leaders (our primary concern),

The destruction of the goodwill of BSA, the chartering organization, the troop and its leaders in the public eye (which may render re-chartering a moot question), and

The possibility of liability on the part of the unit’s adult leaders, the chartering organization, council and BSA.

How can adult leaders attempt to deal with risk management issues?

training, training, training – and

experience, experience, experience

Experience Counts . . . Get some! and then get some more!

“There is a knack to looking for danger and anticipating nasty combinations of circumstances, and you don’t gain this self-preserving doubt overnight . . .” McDonald, “Ease of Long Practice”, 1998

Good decisions are based on appropriate experience!

“People who have not experienced new and challenging events may not have the knowledge or skills to manage within changing and unfamiliar environment models. . . and thus decisions, based on past experience, have limited value . . .”

Dickson, Risk Management in the Outdoors

Here are some decision-making “traps” that hinder good judgment in the outdoors . . .

• Familiarity (lulled into complacency because you’ve done this activity several times before without incident);

• Commitment (you have made a commitment to finish the activity no matter what);

• Scarcity (this event will not be repeated for some time in the future, so we have to do it now);

• One size fits all (what worked previously will work again);

• False belief (believing something to be true when it is not);

• Running the stop sign (ignoring obvious red flags);

• Super leader (the need by a leader to project invincibility);

• Meeting the train (the need to finish by a certain time deadline);

• Assumption of unanimity (false assumption that all leaders are in agreement); and

• Priscilla Syndrome (adult leaders feel safe with an activity, while participants are uncomfortable due to high degree of perceived risk in relation to actual risk).

More decision-making “traps” . . .

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

Scouting’s Sweet 16 – use them! Qualified Supervision Weather check

Physical Fitness Planning

Buddy System Communications

Safe area or course Permits

Equipment selection First aid resources

Personal Safety equipment CPR resources

Safety procedures Applicable laws

Skill levels Discipline

What is “qualified supervision”? An outdoor leader exercising

“qualified supervision” is “I’m here to help!”

preferably one who:

• has the technical skills, communication skills, and ability . . .• to exercise good judgment to deal effectively with the demands

placed on the leader . . . • by the attendees, by the event, and by the environment . . .• during a youth-based activity. . . • consistent with BSA guidelines and procedures.

Is BSA training sufficient from the standpoint of risk management?

Not without answering the following question:

Where do adults stand when it comes to outdoor program activities which require knowledge of specific technical skills such as camping, climbing, canoeing, kayaking, swimming, land navigation, backcountry hygiene, crew leadership skills, backpacking, appreciation of the consequences of the weather, etc.?

How do we select which adults participate in an outdoor activity?

(1) the competence, experience, and training of the available leaders,

(2) the competence, experience, and age of the participants,

(3) the fitness level, age and maturity of the adult leader,

(4) any medical issues of the adult leader, or the participants,

(5) the first aid skills of the adult leader,

(6) the knowledge and familiarity of the adult leader with the participants.

What about medical care?

• Every mile you drive from home is a mile further from medical care with which you are familiar.

• Be prepared to be able to deal with medical emergencies. Have a plan!

• Parents have a basic expectation of the standard of medical care their child should receive . . . irrespective of the location. Treat them as your own!

A BSA reminder about medical care

Thanks – I needed the first aid practice!

“An injury that doesn’t happen needs no treatment.

An emergency that doesn’t occur requires no response.

An illness that doesn’t develop demands no remedy.”

BSA Fieldbook (4th ed. 2004)

“Of course, the steps that led to poorly dressed travelers shivering in the rain can be traced back to decisions that might easily have prevented that dangerous situation from occurring at all.” BSA Fieldbook (4th ed. 2004)

Don’t help the medical “risk dominos” start to fall!

More things to keep in mind . . . • Maintain situational awareness, be “mindful”, not “mindless”!

• Anticipate . . . anticipate . . . anticipate . . . and keep anticipating.

• What is “Plan B”? You will need one, and maybe sometimes a “Plan C”.

• Remember that every activity has a unique combination of adults and scouts who have different skills, judgment (or lack thereof), experience levels, and personal needs

• Have insurance/contact information on hand for each participant sufficient to gain admission to the local hospital.

• Your cell phone may not always have access to a network . . . don’t plan on the cell phone always being “Plan B”. Deal with the issue.

• Use weather “trigger points” to your advantage for “Plan B” (Dickson, Risk Management in the Outdoors)

Lastly, what is “severe weather”??

We cannot rely on the weather rock!

“Weather means different things to different people conducting different programs, with differing objectives, in different locations . . . Perhaps it is best to consider severe weather as weather with the potential to have a severe impact on the participants of specific outdoor programs and activities”. (Dickson, Risk Management in the Outdoors)

Can an adult leader be liable if the duty of care is breached? Yes! Adult leaders, the chartering organization, the local council, and the national council are allpotential defendants in a legal action by an injured party based, for instance, (1) on the failure to provide a safe environment, (2) taking improper action, or (3) failing to take any action when the prudent course of action would have been to act in a manner consistent with the leader’s duty of care.

(BSA Aquatics Supervision Manual)

BSA provides liability coverage for its volunteers

• BSA provides liability insurance for its

registered volunteer leaders and chartering organizations.

• Liability coverage for automobile usage is only on an excess basis (the automobile owner must carry the primary coverage).

• Liability coverage does not cover those who commit intentional or criminal acts.

Closing thoughts . . .  

• If you need to know why risk management is important, do a web search – type

in “Boy Scout” and one of “injured”,

“missing”, or “death”.

• Make the conscious decision to be proactive, review resource materials, and acquire the necessary skills and experience to properly carry out your responsibilities.

Safe Scouting to all!

We want to know if you have any questions!