Risk Management for Outdoor Programs: Risk Domains

Instructions:


The purpose of this document is to guide organizations in reviewing their risk management procedures and practices, specific to eight risk domains as well as several general categories. Organizations undergoing this self-assessment are expected to better be able to understand, anticipate, manage and respond to risks encountered by their program.

This self-assessment is one of four self-assessments designed to be used together to complete the self-assessment process. The other two self-assessments cover risk management instruments and COVID-19 considerations.

The self-assessment is intended to be used by outdoor education, outdoor recreation, adventure based, travel, and experiential education programs, and organizations operating in rural and remote locations.

The criteria listed here emphasize outdoor activities. Other experiential programming, such as home stays and urban cultural explorations, are covered in less substantial detail.

No taxonomical model perfectly fits its subject, and these outdoor risk management criteria are no exception. Other valid criteria sets exist. Regardless of the model used: good judgment, critical thinking, and appropriate modifications for the unique circumstances of any organization using the criteria should always be employed.

This document is fundamentally a checklist. Users, however, should avoid “checklist culture” that defers independent thinking to rotely following lists; appropriate risk management involves staying alert and proactive, using creativity, anticipating the unexpected, and recognizing that risk managers cannot be aware of or control all factors leading to incidents, and so should act accordingly.

The criteria noted here do not prescribe specific methods for meeting those criteria. Those methods may vary based on a number of parameters, including activities, locations, and populations. However, the intent of the assessment criteria is to outline focus areas for the organization.

Further information and context regarding the criteria enumerated here are available through training, risk management review (safety audit) or similar consultations, and additional written materials, and should be sought out as needed.

Meeting the criteria documented in this self-assessment does not eliminate all risks. The selfassessment tools are not to be relied upon as a sole source of best practice information.



Acknowledgements, Limitations, and Disclaimer


The development of the assessment criteria outlined here has been informed by leaders in the outdoor education and standards-setting fields, including the Adventure Activities Licensing Authority, the British Standards Institution, the Association for Experiential Education, the Boojum Institute, Outward Bound, SETLA, and the Association for Challenge Course Technology. Viristar thanks these and other organizations for their leadership in the ongoing development of quality outdoor programs.

IMPORTANT: Disclaimer of Liability
Persons who use this document and the assessment criteria therein do so at their own risk. Misuse or improper interpretation of this document and the incorporated criteria can result in serious injury, property damage, or death. Accidents may occur even if the criteria are met. Viristar LLC denies any legal responsibility to any persons or entities for personal injury, death, or property loss in any way related to the use of, or failure to use, such criteria, including a claim arising out of a deficiency in their establishment or promulgation or publication, or a failure to articulate other criteria. In documenting and distributing these criteria, Viristar LLC does not intend to create legal duties, for itself or for those who would use the criteria, which would otherwise not exist.

Assessment Criteria: Risk Management Domains

Name:


Organisation:

1

Organizational Culture

1.1

The organization’s corporate culture appropriately balances safety with other important organizational priorities such as financial performance and program quality.

 

Status:

 

Notes:

1.2

The organization’s culture, to the greatest extent practicable, affirmatively supports the psychological and physical safety of persons in groups previously or currently experiencing inequity or exclusion due to sex, sexual orientation, race, gender, gender identity including gender expression, age, ethnicity, disability, religion, skin color, national origin, nationality, or socioeconomic status.

 

Status:

 

Notes:

1.3

Staff, participants and other organizational stakeholders take psychological ownership of their responsibility for risk management, and take initiative to identify and mitigate risks.

 

Status:

 

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1.4

Staff, participants and other organizational stakeholders are regularly encouraged to report safety incidents, rather than being penalized for doing so.

 

Status:

 

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1.5

The organization's top leadership spends as much time considering safety as it does financial performance.

 

Status:

 

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1.6

Employees and volunteers at all levels of the organization are actively engaged, through a formalized process, in analyzing safety information and formulating safety policy and procedures.

 

Status:

 

Notes:

2

Activities and Program Areas

2.1

The organization deliberately selects areas and activities with the lowest risk that still meet program objectives.

 

Status:

 

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2.2

The organization uses perceived risk and emotional risk in appropriate ways that permit the organization to achieve programmatic outcomes with reduced physical risk.

 

Status:

 

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2.3

Policies and procedures for activities are documented and appropriately accessible.

 

Status:

 

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2.4

Prior to commencing new activities, a plan for new programming is developed and approved.

 

Status:

 

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2.5

Participant to qualified staff ratios are established and employed for activities.

 

Status:

 

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2.6

Appropriately enhanced safety procedures are in place when only one activity leader is present.

 

Status:

 

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2.7

Procedures for times when participants are outside the organization's jurisdiction are in place.

 

Status:

 

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2.8

The organization has the appropriate permits and other permissions for use of activity areas.

 

Status:

 

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2.9

Hazards and risks are appropriately considered in activity area selection.

 

Status:

 

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2.10

Policies & procedures for specific activities are documented and appropriately accessible.

 

Status:

 

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2.11

Participants receive appropriate training for program activities.

 

Status:

 

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2.12

Participants are appropriately supervised during program activities.

 

Status:

 

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2.13

Activities are conducted in accordance with industry best practices.

 

Status:

 

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2.14

Participants receive safety briefings prior to commencing activities.

 

Status:

 

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2.15

Risks are assessed and responded to while activities are occurring.

 

Status:

 

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2.16

Following completion of activities or programs, risk management evaluations engaging both participants and staff are conducted, and comprehensive, effective follow-up on the results is systematically made.

 

Status:

 

Notes:

2.17

Considerations with low-resource communities:

2.17.1

Staff and participants are aware of and address hazards and risks specific to their areas of operation in low-resource communities.

 

Status:

 

Notes:

2.17.2

Emergency action/situation response plans, including evacuation and repatriation, specific to the low-resource community context, are available.

 

Status:

 

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2.17.3

The organization, staff and participants have insurance coverage appropriate for the context of the low-resource community.

 

Status:

 

Notes:

2.18

Hiking, Camping, Backpacking:

2.18.1

Water crossings are conducted appropriately.

 

Status:

 

Notes:

2.19

Climbing

2.19.1

Participants are assessed for readiness prior to lead climbing.

 

Status:

 

Notes:

2.20

Manufactured Climbing Structures:

2.20.1

The climbing structure meets relevant structural and operational safety standards.

 

Status:

 

Notes:

2.20.2

The climbing structure and associated equipment is inspected and determined to be in appropriate condition before use.

 

Status:

 

Notes:

2.21

Horseback riding, dog sledding & pack animal use:

2.21.1

Animal facilities are appropriately constructed, inspected, repaired and maintained.

 

Status:

 

Notes:

2.21.2

Animal health is maintained.

 

Status:

 

Notes:

2.22

Avalanche terrain:

2.22.1

Staff have the training and experience necessary for leading others in or near avalanche terrain.

 

Status:

 

Notes:

2.22.2

Staff and participants have appropriate avalanche search/rescue equipment and training in their use.

 

Status:

 

Notes:

2.23

Challenge Course:

2.23.1

Challenge course construction and operation meet challenge course industry standards.

 

Status:

 

Notes:

2.23.2

The challenge course undergoes regular inspections, and findings are appropriately responded to.

 

Status:

 

Notes:

2.24

Tree Climbing:

2.24.1

Program operations meet tree climbing industry standards.

 

Status:

 

Notes:

2.25

Canoeing, Kayaking, Rafting:

2.25.1

PFDs are available and used appropriately; staff and participants are appropriately trained in their use.

 

Status:

 

Notes:

2.25.2

Watercraft have adequate flotation.

 

Status:

 

Notes:

2.26

Sailing:

2.26.1

Watercraft are suitable for the program environment and are seaworthy (where applicable, according to Coast Guard or equivalent standards).

 

Status:

 

Notes:

2.26.2

Watercraft are inspected prior to use and appropriate action is taken.

 

Status:

 

Notes:

2.26.3

PFDs are available and used appropriately; staff and participants are appropriately trained in their use.

 

Status:

 

Notes:

2.27

Unaccompanied activity:

2.27.1

Policies and procedures for unaccompanied activities are in place.

 

Status:

 

Notes:

3

Staff

Note that “staff” indicates persons doing paid or unpaid work for an organization. Staff can include employees, volunteers, interns, assistants, apprentices, directors, and independent contractors.

3.1

A system for both routine and emergency communications between activity leaders and others is in place.

 

Status:

 

Notes:

3.2

Qualifications for field and management staff are communicated and adhered to.

 

Status:

 

Notes:

3.3

Each staff member is aware of their risk management responsibilities; accountability for risk management outcomes is clear.

 

Status:

 

Notes:

3.4

Staff hold appropriate emergency medical training certifications; certifications are on file.

 

Status:

 

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3.5

Staff have appropriate knowledge of program areas, including risks and emergency response.

 

Status:

 

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3.6

Staff are appropriately trained for the activities and participant populations; documentation of training is on file.

 

Status:

 

Notes:

3.7

A system for appropriately assessing and supervising staff is in place.

 

Status:

 

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3.8

Staff are appropriately rested and refreshed prior to work, especially regarding long programs and times of heavy workloads.

 

Status:

 

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3.9

Staff are apprised of changes to policies, procedures and other expectations.

 

Status:

 

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3.10

The knowledge, skills, abilities, and values required of staff are established and documented in position announcements and job descriptions.

 

Status:

 

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3.11

Staff hired verifiably meet baseline capacities for hire with respect to necessary knowledge, skills, abilities and values.

 

Status:

 

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3.12

Staff are supervised and supported to maintain necessary risk management capacities.

 

Status:

 

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3.13

Steps to mitigate human factors in incident causation are taken, which may include training, debriefing, just culture, rules use, social nudges, group dynamic management, and external viewpoints.

 

Status:

 

Notes:

3.14

Attention is paid to the influence of brain development on risk management when making personnel decisions such as hiring.

 

Status:

 

Notes:

4

Equipment

Note that the term “equipment” refers to outdoor gear, supplies, vehicles, and facilities and their contents.

4.1

Emergency supplies including appropriate first aid and rescue equipment are usable and available at activity locations.

 

Status:

 

Notes:

4.2

Equipment selected for purchase is sourced from reputable providers, avoiding counterfeits.

 

Status:

 

Notes:

4.3

Equipment is used in accordance with original equipment manufacturer recommendations and generally accepted industry standards.

 

Status:

 

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4.4

Equipment maintenance is performed to original equipment manufacturer recommendations and generally accepted industry standards by qualified persons.

 

Status:

 

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4.5

Equipment repair is performed to original equipment manufacturer recommendations and generally accepted industry standards by qualified persons.

 

Status:

 

Notes:

4.6

Equipment is inspected as appropriate upon acquisition, prior to use, during use, after use, and periodically, by qualified inspectors.

 

Status:

 

Notes:

4.7

Equipment is securely stored and appropriately accessible when needed.

 

Status:

 

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4.8

Equipment to be retired is retired permanently and prevented from returning to service.

 

Status:

 

Notes:

4.9

Appropriate documentation is kept for equipment purchase, use, maintenance, inspection, inventory control, repair and retirement, particularly for life-safety items such as vertical/technical equipment and motor vehicles.

 

Status:

 

Notes:

4.10

Staff are provided the appropriate resources, such as funding, time, training, supplies and facilities, for proper equipment management.

 

Status:

 

Notes:

4.11

Participants are provided appropriate information prior to the program regarding personal equipment selection and acquisition.

 

Status:

 

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4.12

Participants are provided suitable training on equipment use during the program.

 

Status:

 

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4.13

Participants are appropriately supervised while using equipment.

 

Status:

 

Notes:

5

Participants

5.1

Program participants are informed of requirements and expectations (such as physical conditioning).

 

Status:

 

Notes:

5.2

Participants (and parents/guardians as appropriate) are informed of and accept the risks of program activities, well before the program begins.

 

Status:

 

Notes:

5.3

Participants receive appropriate safety and first aid training.

 

Status:

 

Notes:

5.4

Persons and groups of persons considered for acceptance as participants are well matched to the organization's capacities to provide effective programming and risk management; the organization avoids serving those it is not suitably prepared to serve.

 

Status:

 

Notes:

6

Subcontractors

6.1

Subcontractor suitability is assessed prior to engagement, including with regard to insurance, safety record, and risk management procedures.

 

Status:

 

Notes:

6.2

Subcontractor performance is assessed during the performance period, as practicable.

 

Status:

 

Notes:

6.3

Subcontractor performance is evaluated after the performance period, with results informing decisions regarding future engagement.

 

Status:

 

Notes:

7

Transportation

7.1

Only individuals meeting established eligibility requirements serve as vehicle operators.

 

Status:

 

Notes:

7.2

Vehicle operators receive adequate vehicle operator training.

 

Status:

 

Notes:

7.3

Vehicle operation policies and procedures are established and adhered to.

 

Status:

 

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7.4

Vehicle occupants are aware of and comply with established safety policies and procedures.

 

Status:

 

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7.5

Vehicles have appropriate licenses, registrations, inspections, and any similar requirements.

 

Status:

 

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7.6

Vehicles have appropriate insurance.

 

Status:

 

Notes:

7.7

Vehicles are appropriately maintained and repaired.

 

Status:

 

Notes:

7.8

Vehicle operators appropriately inspect vehicles before use.

 

Status:

 

Notes:

7.9

Vehicle loading standards and weight ratings are adhered to.

 

Status:

 

Notes:

7.10

Vehicle trailers, if used, are used appropriately and by qualified staff.

 

Status:

 

Notes:

7.11

Vehicles are stocked with appropriate emergency supplies.

 

Status:

 

Notes:

7.12

Appropriate risk management practices for use of personally owned vehicles for program purposes are established and maintained.

 

Status:

 

Notes:

8

Business Administration

8.1

The organization employs appropriate practices to guard against business risks including fraud, theft, breach of confidentiality, workplace safety concerns, and employee misconduct.

 

Status:

 

Notes:

8.2

The organization considers enterprise or strategic risks such as climate change, the regulatory environment, and geopolitical concerns, in its business strategy.

 

Status:

 

Notes:

9

Underlying Risk Domains

9.1

The organization addresses, to the extent practicable, underlying or indirect risks arising from governmental, societal, outdoor industry, or corporate factors, such as regarding the regulatory environment, risk tolerance, or societal values.

 

Status:

 

Notes: