Risk Management Policies and Procedures

Safe Cycling Thunder Bay

Summary: The policies and procedures described below are designed to reduce the likelihood of cycling related incidents and to properly respond to incidents when they occur during Safe Cycling sponsored classes and events.

Safe Cycling runs the following course types: Instructor training, Intermediate Adult Course, Kids’ Bike Rodeo (beginner), Learn to ride (beginner) and Discovery ride (beginner). Courses have a 1:7 or better instructor:student ratio. Adult courses have a maximum of 20 participants. Kids’ courses have a maximum of 35 participants.

Insurance and Waivers

Policy

All participants (or parents/guardians as appropriate) participating in Safe Cycling Thunder Bay eventswill sign waivers provided by Cycling Canada and the City of Thunder Bay prior to starting the cycling event.

EcoSuperior will provide insurance coverage for participants in Safe Cycling activities.

Instructor Training

Policy

EcoSuperior, in managing the Safe Cycling Program, will, at a minimum, follow Cycling Canada’s requirements for qualified cycling instructors to provide training and supervise cycling events.

Procedures and Requirements

The following procedures and requirements will be maintained:

  • Instructors are required to pass the CAN-BIKE training course with curriculum developed by Cycling Canada. Successful completion of the course will earn the instructor one of Cycling Canada’s CAN-BIKE instructor certifications. Instructors will only teach courses for which they are certified.
  • Instructors are required to pass Cycling Canada’s annual refresher test.
  • Instructors are required tomaintain membership with the Ontario Cycling Association (membership benefits include personal and third party liability insurance).
  • Instructors are required to obtain first aid training, with a minimum of Emergency First Aid from a certified provider. Instructors will keep their training current.
  • EcoSuperior will maintain records documenting the certification status of each instructor.
  • EcoSuperior’s Safe Cycling Coordinator will review the status of each instructor’s certifications in advance of the start of cycling programs.

Concussions and Incidents

Policy

EcoSuperior recognizes that concussions and other cycling related incidents may result from the lack of proper protective equipment, the use of inadequate or defective protective equipment, and the use of bicycles that are not in proper working condition. EcoSuperior will require all practicable steps be taken by the Safe Cycling Coordinator and cycling instructors to reduce the likelihood of concussions and injuries, and to respond when incidents occur. EcoSuperior will also require that the Safe Cycling program Coordinator and instructors implement Cycling Canada’s risk management strategies any time a participant falls off a bike or an injury, including a concussion, occurs.

Procedures

The following risk management strategies will be observed and implemented, as appropriate,to mitigate the risk and to properly respond to the injuries, including possible concussions, during Safe Cycling related activities:

  • First Aid kitswill be present at all riding events.
  • Participants are required to wear helmets and to utilize a bicycle in good working condition.
  • Instructors will observe and make determinations regarding the safety worthiness of each rider’s equipment (bicycle and helmet). Equipment safety checks will take place before Safe Cycling events. Participants will not be allowed to take part in riding events if their equipment has defects that the instructor determines compromise its ability to perform properly.
  • Instructors and participants may make minor adjustments to bicycles during a course or event to make the bicycle more comfortable or safe. Instructors are trained and may repair flat tires and may also adjust seat height and inflate tires. Some instructors may make additional repairs, at their discretion, within their level of training.
  • Instructors are responsible for identifying students whose abilities are not sufficient for an on-road ride; these students will not be allowed on group rides.
  • Parking lot skills are practiced only in traffic-free environments. In addition, they will be on surfaces that are either grass or asphalt/concrete that have been swept and are free of potholes and other identifiable hazards. The following five skills may only be practiced on dry pavement: threshold braking, rock dodge, slalom, figure 8, and quick turns.
  • Classes have a 1:7 or better instructor to student ratio. Adult classes have a maximum of 20 participants. Kids’ classes have a maximum of 35 participants.

Incident Reporting and Tracking

Policy

EcoSuperior recognizes the need to properly document and track the occurrence of incidents (injuries and “near miss” events). All incidents will be documented on “Incident Report” forms and “Near Miss Report” forms and reviewed by the Safe Cycling Coordinator and EcoSuperior management. Adjustments to training and equipment examinations will be considered based on the results of these reviews.

Safe Cycling will follow Cycling Canada’s risk management strategies following the occurrence of an incident or near miss event.

Procedures

Incident Report forms will be present at all parking lot sessions and group rides. The form is to be completedwhenever an incident or near miss event occurs, including falling off a bike. If medical assistance is required beyond the capability of the instructor, the Incident Report Form must be filled out at the scene.

Incident Report forms will include information about the address or location of the incident, areas of the body affected and a description of injury, the effect of the fall on the rider (disoriented, unconscious, in shock, etc.), and type of ground surface impacted. For head injuries, a more exact and precise description of the location of impact must be included. The Incident Report form will be submitted to the Safe Cycling Coordinator and to the cycling participant. The Coordinator will review the form with EcoSuperior management.

The instructor will follow procedures presented in their First Aid Course to determine whether follow up care, such as a hospital visit, is required. If required the Instructor will remain with the cyclist until they are being attended to by the follow-up care provider.

Following the near miss or incident event, the Instructor will determine whether the cyclist and/or cycling event may continue. The Instructor is encouraged to phone the student that night or later in the week to find out how theyare doing.

Following the incident, if the participant anticipates continuing with the cycling event, the instructor will inspect the bicycle and helmet prior to confirm they are in satisfactory condition.

Equitable Access

Policy

EcoSuperior realizes that to reach the goal of helping individuals develop the skills and knowledge to ride for commuting and for recreation in a safe way, Safe Cycling Program events should be accessible to those who might not otherwise have the opportunity to participate. EcoSuperior will strive to keep the Safe Cycling Program open to diverse groups of riders and attempt, through a variety of means, to open new avenues of participation.

Procedures

Specific courses will be designed and offered to groups such as women and older adults.

To facilitate participation by those who may not have access to equipment in adequate condition, a limited number of loaner bicycles and helmets may be provided to upon request and availability. It will be the responsibility of the Safe Cycling Coordinator to ensure the equipment is maintained in adequate condition.

The Safe Cycling Coordinator will annually review participation and provide, where appropriate, recommendations to broaden access to Safe Cycling Program activities.

Quality Assurance

Policy

Safe Cycling will maintain an effective quality assurance process to ensure that quality improvement is an integral part of the program and to help students and participants achieve increasingly high levels of effectiveness and enjoyment from Safe Cycling programs.

Procedure

Post-course questionnaires are used to evaluate curricula and instructors for 4-hour minimum courses and children’s courses. Questionnaires take approximately 15 minutes to complete. Following a review of the completed surveys by the class instructor and Safe Cycling Coordinator, a summary is prepared and made available to the program funders.

Verbal feedback is solicited from participants in shorter courses, Discovery Rides, and Lunch and Learns. These programs are reviewed regularly to determine the appropriateness of using formal surveys. Statistics are also collected that track the number of individuals taking Instructor training classes against the number of those completing the class.

Courses lasting a minimum of 4 hours: a standardized evaluation form is used to evaluate the course curriculum and instructor. The evaluation form is distributed to all course participants.

Children’s courses: a questionnaire is underdevelopment for use in year 2016 and future classes. The questionnaire is being designed to use as evaluation tool for the course curriculum and instructor. The questionnaire will be distributed to the classroom teacher who will assist in obtaining feedback from students and then forward the completed forms to the Safe Cycling Coordinator.

Background checks

Policy

All cycling instructors and other individuals working with the Safe Cycling program will adhere to EcoSuperior’s “Background Checks” policy.

Code of Conduct

Policy

All cycling instructors and other individuals working with the Safe Cycling program will adhere to EcoSuperior’s “Code of Conduct” policy.

Workplace Harassment

Policy

All cycling instructors and other individuals working with the Safe Cycling program will adhere to

EcoSuperior’s “Workplace Harassment” policy.

Conflict of Interest

Policy

All cycling instructors and other individuals working with the Safe Cycling program will adhere to EcoSuperior’s “Conflict of Interest” policy.

Ethical Responsibilities

Policy

All cycling instructors and other individuals working with the Safe Cycling program will adhere to EcoSuperior’s “Code of Conduct”” policy.

APPROVED March 18, 2016

REVISED

REVIEW