Risk Management Policy
I.Trip Policies and Procedures
The Head-Royce Policy on trips defines the purposes and types of the various trips that are taken each year. A separate Outdoor Education Policy describes the purpose and types of outdoor experiential education trips undertaken each year. For these trips, and any overnight trips, a Trip Application and a Risk Management and Emergency Action Plan must be submitted to the appropriate Division Head for review and approval. The policy specifies roles and responsibilities of faculty, trip leaders and outfitters with respect to risk management. The policy also establishes training and certification requirements for trip leaders and faculty. All illnesses or injuries are to be documented in an Incident /Accident Report and submitted to the administration for review. Student medical information must be submitted in advance of the trip.
II.Trip Application
A Trip Application must be completed by the trip leader and submitted to the Division Head for review and approval at least one month prior to the trip. The application includes a Trip Information Packet for participants, a Trip Risk Management Plan and Emergency Action Plan specific for each trip, and standard forms such as the Incident/Accident Reports, Medication Logs, Medical Information and ConsentForms and Post-Trip Evaluation Forms. Where applicable, the application includes a Vendor/Outfitter Review to regulate subcontracting for service by describing the selection criteria for subcontractors for risk activities (e.g. white water rafting, rock climbing, mountaineering, etc.) and establishing that the School is named as insured on subcontractor’s policy with adequate limits when possible. The application also details the assumption of risk by participants and is addressed by the Risk Acknowledgment Form. Promotional efforts should not guarantee safety. There must be an option not to participate.
III.Trip Risk Management Plan
This plan identifies the risks that might be anticipated on each trip. Each Trip Application must address the overall safety objectives, anticipated risks due to the nature of the terrain, and any known risks such as poison oak, snakes, possible weather and snow conditions, supervision ratios (student/faculty =10-12:1), student training, the program’s daily activities (listed with applicable precautions taken to avoid sun burn, dehydration, altitude headaches, nausea, and environmental concerns such as altitude, heat or cold). Emergency and communications procedures are described.
IV.Emergency Action Plan
The Emergency Action Plan ensures proper incident reporting on the Incident Report Form, with encouragement of timely compilation and reporting of data, summaries of significant incidents, and follow up analysis by staff and supervisors. This plan details the following information: location of the closest emergency medical and ambulance services and hospital facilities, emergency telephone numbers for the above, trip leader cellular phone numbers, and School emergency contact numbers. The plan also addresses communications. Next-of-kin communication provides for notification by the School, assistance with travel, and/or medical needs, involvement in follow up investigation and response, and communication with families of other participants. Regarding media communication, the School coordinates with subcontractors, issues press releases and identifies the School’s spokesperson. The School’s procedures describe how parents, in the event of a true family emergency, are able to contact a school official (during or after school hours), who will contact trip leaders in the field.
V.Approval Of New and Ongoing Trips And Outdoor Programs
Risk assessment and management is undertaken for any program involving the School in new activities, new operational areas, or work with different types of participants, as well as ongoing trips. The administration must approve all trips.
VI.Governance of the Risk Management Plan
The administration - Division Heads, Director of Operations and School Head - must review and approve all School trips. Trip leaders are required to prepare a pre-trip presentation for review and approval by the administration. The final version of the trip plan, as approved, becomes a permanent record. The trip leaders are responsible for ensuring that the trip does not deviate significantly from the written pre-trip presentation as approved. As further described below, post-trip reporting procedures must be completed for review. Division Heads provide supervision to staff who lead programs. Core qualifications for any program run by the School itself are established and the hiring process for these staff members is developed by the administration covering areas such as: selection of appropriate activities; selection, screening, and training of participants and staff; search and rescue procedures and equipment; and provision of appropriate equipment to participants. Overall policy is developed by the administration subject to review by the Board. The administration reviews the School’s insurance to provide for such aspects as: general liability for adventure activities; death benefit; unreimbursed medical expenses; auto, private and carpools; and workers compensation.
VII.Program Reviews
The administration and grade deans ensure that periodic reviews are preformed to ensure operations conform with current standards of similar programs. The procedure includes: internal and, external expert reviews, and the regular school accreditation process. The administration reviews pre-trip presentations, post-trip reports, and Incident/Accident Report Forms. The completed forms are submitted to Division Heads for review and further action which might include modification of procedures, education of faculty and/or students on specific areas, communication with parents or guardians on medical or other issues, and other such actions as the administration deems appropriate or necessary. The Division Heads submit a summary of reports to the Director of Operations, who maintains a record of incident reports and safety reviews.