ࡱ> cebc (bjbjʉʉ *Lff p p 845\[5lll4444444$8:p5lllll55bbblF4bl4bb24pJ3v~34+50[53+;+;44+;4blll55blll[5llll+;lllllllllp {: RISK MANAGEMENT MATRIX Use of the Risk Management Matrix is intended to assist faculty, staff and students with applying risk management principles to proposed activities held on or off campus. Use of the matrix will assist with: Identifying major risks Assessing the probability and severity of that risk Mitigating the risk to the lowest possible level of probability and severity Determining cost versus the benefit of the risk Evaluating and analyzing the outcome of the proposed risks Ultimately reaching a decision to either accept or reject the risk RISK. Risk is defined as the effect of uncertainty on objectives. The effect may be positive, negative or a deviation from the expected. Risk is often defined by an event, a change in circumstances, or a consequence. PURPOSE. The purpose of the Fort Lewis College Risk Management Matrix is to provide a framework that can identify, assess, and develop strategies to mitigate risks on campus to ensure that the Fort Lewis College community is protected from inherent danger related to personal health and safety. OBJECTIVES. To confirm and communicate the Colleges commitment to risk management and to assist in achieving its strategic and operational goals and objectives. To establish a consistent approach to managing risk for all Fort Lewis College activities. The key objective of utilizing the risk matrix is to ensure the College has a consistent basis for measuring, controlling, monitoring and reporting risk across the College at all levels. STUDENT AND FACULTY RESPONSIBILITIES. All members of the College community (faculty, staff and students) have a responsibility to create and maintain a safe environment at events and gatherings on and off campus. Students are responsible for understanding the Colleges definition of risk, a basic understanding of risk management philosophies as described in this document, the importance of risk at is applies to the FLC community. Students are responsible for identifying potential risks and proposing alternative activities or mitigation strategies to reduce or eliminate specific risks to an acceptable level. Faculty and Advisors must be informed about the risks their students propose and are expected to analyze the nature and degree of the risk based on their professional and life experiences. It is suggested that faculty members and advisors attend meetings on a regular basis and insure there is frequent communication and consultation with the student organization. The advisor should be familiar with the risk management `policies of the college, the Student Organization Handbook and the Student Handbook. The advisor should provide direct assistance in the planning and evaluation process of the overall program. The advisor should have knowledge of the legal context of risk management, knowledge in identifying potential risks, the ability to work effectively with students to manage risk from the event planning process to post-event evaluations, knowledge of institutional policies and knowledge of who to contact regarding risk management concerns. Students and advisors are responsible for filling out a risk matrix prior to an event, and for having the matrix reviewed by their Department Director, or submit the matrix for review by a member of Environmental Health & Safety / Risk Management Department. If hazards on the matrix are not or cannot be reduced to an acceptable level of risk, then the students and advisor must meet with their Department Director and evaluate alternative mitigation strategies. If the risk cannot be mitigated to an acceptable level then the event will not be approved. RISK MANAGEMENT PRINCIPLES. There are specific core principles in regards to risk management. When looking to perform a risk assessment, the following items should be evaluated: The process should create value It should be an integral part of the organizational process It should factor into the overall decision making process It must explicitly address uncertainty It should be systematic and structured It should be based on the best available information It should be tailored to the project It should take into account human factors It should be transparent and all inclusive It should be dynamic and adaptable to change It should be continuously monitored and improved upon as the project moves forward FRAMEWORK. In order to achieve the best results possible, a commitment must be made to risk management and the Colleges risk management framework. When evaluating our risk management framework it is important to keep certain question in mind, such as: What is the policy? What are the objectives, responsibilities, resources and benefits? PROCEDURES Create a flow chart of what it is you want to accomplish Using the risk matrix in the next section, identify potential areas of concern or possible risks for each activity Assess the possible impact of these individual risks Identify various mitigation actions that can address, reduce or eliminate the individual concerns Review the risk matrix mitigation plan with the Department Director and reach a consensus on mitigation actions Implement and monitor the plan of action Sample Risk Matrix Severity/ConsequenceLikelihood/probabilityNegligibleMarginalCriticalCatastrophicFrequentHighProbableOccasionalMediumRemoteImprobableLow Risk Level Likelihood/Probability Severity/Consequences High - Red Frequent- Likely to occur often Catastrophic- Results in fatality/fatalities and/or loss of system Medium - Yellow Probable- Will occur several times Critical- Severe injury and/or major system damage Low - Green Occasional- Likely to occur sometime Marginal- Minor injury and/or minor system damage. Remote- Unlikely to occur, but possible Negligible- Less than minor injury/or less than minor damage Improbable- It can be assumed it will not occur SAMPLE RISK MITIGATION WORKSHEET Types of hazardous to consider for inclusion in the worksheet (not a complete list): Weather Time of day or night Time of year Indoors or outdoors Number of participants Type of event Venue Outside performers Number of days Need for law enforcement Need for paramedics Fire Department concerns Cost of event New or established event New sponsor Location on/off campus Certificate of Insurance Transportation Authorized Drivers Authorized Volunteers ADA perspective Equipment Machinery Pedestrians Spectators Noise/Sound levels Alcohol-related Community partners Local or regional event Advertising NIMS/ICS considerations Length of event Admission cost Media coverage Nature of event Charitable aspect Animals or pets Competitive event Food concessions Speaking engagement Political rallies Festivals Region or state events National event Town-gown event Bicycle races Skateboarding Triathlons X. AFTER-ACTION MEETING & REPORT Evaluate the results of the action plan via an after-action meeting and written documentation. The meeting is a no-fault get-together where facts, and not faults are volunteered. The purpose is to support team members and to evaluate the event by asking the following questions: 1) What went right? 2) What did we forget? 3) What can we do better next time? Notes from the after-action meeting should be published and distributed to all meeting members within two weeks following the after-action meeting. Continuous improvement of the event is the goal for the meeting and report. XI. INSURANCE CONSIDERATIONS The majority of events proposed by departments and students are covered by the Colleges insurance company. Please note that some event are not allowed on campus due to risk analysis and losses experienced by insurance companies. Other events may be allowed if the sponsoring department or Registered Student Organization (RSO) is willing to pay for a separate insurance policy specifically related to the event. The Risk Management office must be contacted well before the event in order to research the cost of this type of event. The College requires that both insurance can be purchased, and that the Risk Management office supports the event.     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