Cascades Adventures

Risk ManagementPlan

DRAFT

Revised: Jeffrey Myers10/26/2018 10:38 AM

Risk Management Philosophy:

Cascades Adventures (CA)manages the inherent risk of outdoor adventure activities through policies, trip leader assessments, trainings & workshops, and the selection of appropriate and enriching experiences for trip leaders and participants.

It is the intent of the Cascades Adventures Coordinator and the department of student development to provide Cascades Adventures trip leaders with the necessary tools and resources that will enable them to carry out programs in accordance to CA’s mission, purpose, & policies.

The intention of managing risk is to provide adventurous and enriching experiences in the outdoors. A sense of adventure embraces the potential for unknown outcomes in an experience of acceptable risks. Beneficial outcomes may include the enhancement of community, a connection with the natural world, development of practical skills, and emerging feelings of esteem and efficacy.

Recreation in the outdoors engages certain and specific inherent risks which can be known and managed or unknown and misunderstood. Cascades Adventures presents a proactive approach to confronting the potential risks that routinely occur in the outdoors. Appropriate and qualified trip leaders, highly regarded standards of practice, and an open and disclosing attitude toward safety are present in every aspect of Cascades Adventures.

Role of Risk Management Outline

This risk management outline is intended to offer an overview of the program’smanagement policies and procedures, leader training and selection, incident reviews, gear usage and maintenance, and activity selection. This is not a detailed report on the specific polices of each activity. Rather, this outline covers how specific areas of risk management are addressed in Cascades Adventures. In most cases this outline will refer to another detailed document that further entails specific policies.Covered in this plan is a set of policies that specifically address risk issues in the various programs Cascades Adventures offers.

Within Cascades Adventures and OSU-Cascades, this outline is designed to serve as a guiding template in determining appropriate and acceptable programs for the campus community. While presenting an explicit approach of risk management, this outline will explain the purpose and intention of Cascades Adventures general practice as an organization within the Cascades campus community.

Forms and Documents

The following forms and documents are devised to provide an accurate method of recording information as well as providing outline and policies for planning and executing programs. Each document description provides an overview of that document as well as locations it can be found.

Mission, Goals, Objectives

The mission, goals, and objectives of Cascades Adventures provide a focus of allthe programs offered. Located in Coordinator’s files, included on webpages, trip leader’s manual, and policies manual.The Cascades Adventures’ mission is:

Offering outdoor and adventurous challengesin a positive & sharing community.

Licenses & Permits

As of February 21, 2006 Cascades Adventures is not required to possess a commercial/special use permit for activities conducted in:

  • Deschutes National Forest
  • Mt. Hood National Forest
  • Crater Lake National Park
  • Ochoco National Forest
  • Crooked River National Grassland
  • Any Oregon State land regulated for commercial useby the Oregon Marine Board
  • Smith Rock State Park

Participant Information

Activity Waivers provide a toolfor conveying the inherent risks of an activity to participants. Cascades Adventures requires all participants to acknowledge that they have been informed and are accepting of the known risks during a program. Completed waivers are kept in a secure file drawer, under the name of the participant. During an outing, copies of medical forms are with the trip leaders, while copies of the waivers should be left for the emergency contact.

Emergency Response Plan

A specific plan for a response to an emergency has been developed and is kept along with this Risk Management document in the policy manual. All members of the emergency response team possess their own copy, as well as each trip leader. Trip leaders receive a Trip Leaders Manual, which contains an updated copy of the Emergency Action Plan. The trip plan packet distributed to the emergency contact for an outing contains the most updated version of the emergency action plan.

Policies/Protocols

A master copy is kept in the Cascades Adventures coordinators office.

Equipment Inventory/Logs

For each outing, trip leaders a required to provide a gear request form, which is checked and signed by another trip leader or the coordinator. This form includes a check-in column, plus a comments column that is intended for describing any damage or atypical use. In the instances where no damage or atypical use occurs, trip leaders may mark the comments as “normal use”. The equipment log is kept in the Cascades Adventures Coordinator’s office.

Medical Forms

Medical History forms provide pertinent information concerning any conditions or illnesses a participant may have that should be known by the trip leader, who provides medical care on an outing. Medical histories are updated each year, or upon the development of a new condition. Completed medical histories are stored in the Coordinator’s office in a locked cabinet. All medical histories are reviewed by the coordinator, for the purpose of confidentiality and trip screening. Trip leaders are made aware of relevant information.

Medical History forms are kept for one year in the Cascades Adventures’ coordinator’s office in a locked file cabinet, stored in the participants file. Trip Leaders are required to be aware of any pertinent conditions that may be present with participants.

First Aid Supplies List

A first aid kit is kept up to date by the coordinator. An inventory list of necessary supplies is kept in the gear log.

Incident Report Form

Trip leaders receive a blank incident report form with each trip folder. Blank forms are kept on file and in the ‘N’ drive. Trip leaders and participants may acquire an incident report form from the coordinator.

All completed incident report forms are kept in a locked file cabinet in the coordinator’s office.

Next of Kin information (for staff & participants)

All next of kin (NOK) information is contained by the college administration office. Cascades Adventures waivers contain emergency notification information, which is stored in the participant’s file after completion of the outing for one year. The emergency notification information is not necessarily the NOK. Only appropriate University administration officials will have access and responsibility to notifyNOK.

Activities

Cascades Adventures regularly engages in the following activities:

Canoeing (Flat water, moving water, white water); rock climbing; backcountry snow riding; backcountry travel (hiking, backpacking, snowshoeing); mountaineering;

Activities are selected for Cascades Adventures outings based on the season and climate considerations of Central Oregon, the access to necessary gear, and the limits of policies set forth by governing agencies.

Activity Specific Considerations:

Following are lists of hazards which may be present for a specific activity. In developing their trip plans, trip leaders consider these potential hazards and risks that may result in an emergency. They are presented here as a resource for the CAEC and Administration Representative to make aware of any potential problems that could occur toa group in an emergency situation.

Backcountry Snowriding

  • hypothermia – a lowering of the core internal body temperature
  • falls – loss of balance (objects in train, uneven terrain, etc.)
  • strains/ sprains – ligament fibers or muscles stretched or torn from overuse, overexertion, or twisting of bodyduring/causing a fall.
  • inclement weather – adverse weather conditions, which may subject participant to cold and wet conditions
  • forces of nature – including wind, water flow, and snow flow (avalanche)
  • travel – to and from the program area
  • physical/ mental exertion/ exhaustion
  • equipment failure

Backcountry Travel

  • hypothermia – a lowering of the core internal body temperature
  • falls – loss of balance (objects in train, uneven terrain, etc.)
  • strains/ sprains – ligament fibers or muscles stretched or torn from overuse or overexertion
  • inclement weather – adverse weather conditions
  • forces of nature
  • travel – to and from the program area
  • physical/ mental exertion/ exhaustion
  • equipment failure

Mountain Biking

  • hypothermia – a lowering of the core internal body temperature
  • Falls – loss of balance (objects in trail, uneven terrain, etc.)
  • strains/ sprains – ligament fibers or muscles stretched or torn from overuse or overexertion
  • inclement weather – adverse weather conditions
  • forces of nature
  • travel – to and from the program area
  • physical/ mental exertion/ exhaustion
  • equipment failure

Mountaineering

  • hypothermia – a lowering of the core internal body temperature
  • falling rock – rocks may become dislodged and fall
  • Falls – loss of balance (objects in train, uneven terrain, etc.)
  • strains/ sprains – ligament fibers or muscles stretched or torn from overuse or overexertion
  • inclement weather – adverse weather conditions
  • forces of nature
  • travel – to and from the program area
  • physical/ mental exertion/ exhaustion

Rock Climbing

  • hypothermia – a lowering of the core internal body temperature
  • falling rock – rocks may become dislodged and fall
  • Falls – loss of balance (objects in train, uneven terrain, etc.)
  • strains/ sprains – ligament fibers or muscles stretched or torn from overuse or overexertion
  • inclement weather – adverse weather conditions
  • forces of nature
  • travel – to and from the program area
  • physical/ mental exertion/ exhaustion

Canoeing/Rafting

  • hypothermia – a lowering of the core internal body temperature
  • water hazards – an obstacle or condition that is capable of harming a boater
  • Water immersion – being immersed in water (whether you choose to or not).
  • inclement weather – adverse weather conditions
  • forces of nature
  • travel – to and from the program area
  • physical/ mental exertion/ exhaustion

Written Activity Policies

Cascades Adventures has a “living” manual of activity policies. This “living” policy manual is continually being revised according to input and feedback from participants & trip leaders.

Polices are written according to the specific activity and are organized in a policy manual according to the specific activity. All trip leaders receive the specific activity polices for which theyare qualified to lead. Trip leaders are expected to know and understand the policies for the specific activities they lead, and do not lead any outings until proven qualified through a thorough assessment (See “Trip Leader Qualifications”).

All activity policies are kept in the policy manual. As a matter of risk management, trip leaders must review the activity policies and document their intention to follow these policies during an outing. The master policy manual is kept in the coordinator’s office. Cascades Adventures participants will be notified of updates to any of the portions of the policy manual.

Trip Leader Qualifications

Application

Any OSU-Cascades or COCC student is eligible to apply for a position as Cascades Adventures trip leader. The process of application is lengthy and involves several aspects. Applicants begin by providing: a) a current resume that highlights their recent work history, b) a reference by a colleague, supervisor, instructor, professor, etc that attests to the applicant’s work ethic, reliability, and attitude, c) a leader experience evaluation, which showcases significant experiences within a specific activity. The experience evaluation is a living document that consolidates all pertinent outdoor experience, whether formal, professional, or personal into a concise presentation, d) the needed employment documents and e) a passing score on the OSU drivers test and documented certification

Evaluation

Upon submission of these documents, a subjective evaluation is conducted, which considers the documented experience of the applicant and gauges the relevancy of those experiences to leading activity based outings for Cascades Adventures. The evaluation provides the applicant with feedback about their experience and its relevancy to leading/teaching/facilitating trips. For activities that the applicant may prove to be inexperienced, the evaluation will provide direct feedback about pertinent skills that should be considered for development. In the case where adequate and appropriate experience is demonstrated, the evaluation will recommend the applicant conduct specific assessments.

Assessments

The assessments for specific activities highlight actual and pertinent skills for leading outings in those areas. A rubric based assessment is conducted to evaluate those relevant skills in each trip leader applicant.

Reviews

The review of a trip leader’s skills and experience is not necessary should they consistently participate in workshops & trainings and lead frequent outings of varied activities. For trip leaders who do not meet an adequate participation, a re-assessment may be assigned, according to the coordinator’s discretion.

Planning Process

  1. Offer / Accept Trip Proposal

Trip proposals may be offered by anyone, regardless of their ability to lead or not. Included are activity, location, date(s), skill level of participants, and necessary gear. Trip leaders may be assigned by Cascades Adventures coordinator, depending upon type, intent, and needs of the trip.

  1. Develop Trip Plan

Along with the co/asst. leader, trip leaders develop a trip plan, completing each section as thoroughly as possible. The trip plan will be reviewed and approved, should everything be properly addressed.

  1. Set Pre-Trip Meeting

This meeting will be for anyone who has signed up to participate or for anyone interested in attending. The pre-trip meeting is mandatory for all participants. During the meeting, space which is available may be passed along to interested people in attendance. Pre-trip meetings are an excellent time to go over waiver forms, explaining to participants all the possible risks involved with the activity.

  1. Pre-Trip Info

During the pre-trip meeting, each participant should fill out a Pre-Trip info sheet as information is dispensed, in order to assure an understanding of the plan and expectations. Participants should also complete medical history forms and waivers during the meeting.

  1. The Outing

For the outing, be sure to arrive 15 minutes ahead of the scheduled time and have with you the trip plan, medical histories, and waivers. All these forms will have been handed to you upon approval of the trip plan, prior to the pre-trip meeting, as a packet. It is imperative that these documents remain with you during the outing.

  1. Post-Outing

Please ask the participants to fill out an evaluation and return them to you. You and the co/asst. leader should complete a final trip report. When these are completed and assembled, return the entire trip leader outing packet to the coordinator, who will review it and schedule a debrief.

  1. Debrief

Conducted with the coordinator, the debrief will be a facilitated discussion concerning the outing, beginning with the planning stages, through the evaluations. It is intended to offer feedback for each trip leader, concerning their performance, as well as, offering feedback to Cascade Adventures.

Medical Screenings

All trip leaders and participants must complete a medical history form for each academic year (September-August). Participants and trip leaders are encouraged to add any updated pertinent information at their discretion.

Disclosure of Risks

All trip leaders conduct a risk analysis during the process of planning their outings. This includes listing out any expected risks that may be present during the outing and outlining a means of mitigating that risk. During any pre-trip meeting, trip leaders will explicitly outline these risks to the participants, as well as the CA coordinator. This process must include the distribution of waivers and the disclosure of the risks outlined on those forms.

Risk Management Trainings

A series of trainings designed for leadership development are included in the regular Cascades Adventures schedule. These trainings focus on specific skills required of trip leaders. Trainings include first aid reviews, emergency response, trip planning, group management & facilitation, teaching/instructing.

Medical Protocols

To ensure that the highest standard of care is performed universally throughout the Cascades Adventures program the addition of protocols has been identified as a requisite step. Protocols are the industry standard in identifying the level of care that a professional responder may provide to a person who has been injured regardless of the setting. The Cascades Adventures protocols specifically address the challenges of backcountry illnesses and injuries when patients are in excess of 2 hours from definitive care. In situations where patients are more than 2 hours from definitive care, issues of extended care, delayed transport, prolonged exposure, and limited equipment are likely to arise. The practice of medical treatment and first aid in these situations requires specifically different protocols, practiced by trained and qualified personnel. The Wilderness Medicine Protocols will provide responders with assessment and treatment guidelines which determine the care that is provided in the field to injured participants.

These protocols are reviewed by the Medical Director and provide offline medical direction.

Equipment Use(under revision)

  • Equipment Purchase & History Log
  • Equipment Inventory List
  • Request & Use Form
  • Total Use (# of times/duration) Log
  • Rope (# of times/duration) Log
  • Equipment Maintenance Log

Safety/Quality Review

Review of policies, programs, and evaluations

Cascades Adventures will utilize the expertise of professionals in the fields of outdoor and adventure education to provide a reflective committee that will review the living documents of the program.

Purpose of Reviews

This review serves to update polices, gear, mission with the evolving landscape of the college campus and the field of outdoor and adventure education. A periodic review will be conducted biannually covering the following:

  • Policy manual
  • Emergency Action Plan
  • Risk Management Plan
  • Waiver forms
  • Medical History Forms
  • Medical Protocols

Committee