Risk Management for Learn to Scull Coaches
Effective risk management is essential to providing a safe and positive learning environment in the Learn to Scull program. This guide outlines the process for identifying, assessing, and mitigating risks in our program.
Risk Management Framework
1. Risk Identification
The first step in managing risk is to identify potential hazards across all aspects of the program:
Environmental Risks
- Weather conditions (wind, rain, lightning, temperature)
- Water conditions (current, depth, temperature, obstacles)
- Traffic patterns (other water users, bridges, narrow channels)
- Wildlife encounters (geese, swans, fish)
- Shore conditions (dock access, entry/exit points)
Participant-Related Risks
- Skill level and experience
- Physical fitness and health conditions
- Swimming ability
- Psychological factors (fear, overconfidence)
- Age and developmental considerations
Equipment Risks
- Boat condition and maintenance
- Launch functionality and readiness
- Safety equipment availability and condition
- Boathouse and facility hazards
Programmatic Risks
- Coaching qualifications and ratios
- Communication systems
- Emergency response capabilities
- Transportation logistics
- Scheduling considerations (early morning, evening sessions)
2. Risk Assessment
Once identified, assess each risk based on:
| Risk Level | Likelihood | Severity | Action Required |
|---|---|---|---|
| Low | Unlikely to occur | Minor impact, easily addressed | Monitor and apply standard procedures |
| Medium | May occur | Moderate impact, requires attention | Implement specific controls and precautions |
| High | Likely to occur | Significant impact, potential injuries | Detailed mitigation plan required or activity modification |
| Extreme | Highly likely | Severe impact, serious injury potential | Activity should not proceed until risk is reduced |
Use the risk matrix below to categorize risks:
3. Risk Mitigation Strategies
Environmental Risk Controls
- Weather Monitoring: Check forecasts before each session and establish thresholds for cancellation
- Water Assessment: Regular checks of water conditions and known hazards
- Traffic Management: Clearly communicate and enforce traffic patterns
- Protected Areas: Identify and use protected water areas for novice instruction
Participant Risk Controls
- Screening: Health questionnaires and swimming ability verification
- Skill Progression: Structured skill development with appropriate challenges
- Supervision Ratios: Maintain 1:3 coach-to-participant ratio on water
- Buddy System: Pair participants for mutual support and monitoring
Equipment Risk Controls
- Regular Maintenance: Scheduled checks of all boats and equipment
- Pre-Session Inspection: Daily checks of boats, launches, and safety gear
- Equipment Selection: Match boat types to participant abilities and conditions
- Safety Equipment: Ensure proper PFDs, first aid kits, communication devices
Program Risk Controls
- Coach Certification: Ensure all coaches have proper qualifications
- Clear Protocols: Written procedures for standard operations and emergencies
- Documentation: Maintain records of incidents, near-misses, and responses
- Communication Plans: Establish reliable communication systems for all conditions
4. Implementation and Monitoring
Pre-Program Planning
- Conduct seasonal risk assessment
- Review and update risk management protocols
- Train coaches on risk management procedures
- Prepare and stock emergency equipment
Daily Implementation
- Use the Daily Safety Checklist
- Conduct pre-session risk assessment
- Brief participants on specific daily risks
- Assign specific risk monitoring duties to coaching team
Continuous Monitoring
- Maintain ongoing awareness of changing conditions
- Evaluate effectiveness of risk controls
- Document incidents and near-misses
- Make real-time adjustments as needed
5. Review and Improvement
Post-Incident Review
- Thoroughly document any incidents
- Analyze root causes and contributing factors
- Review effectiveness of response
- Implement improvements to prevent recurrence
Program Review
- End-of-season risk management audit
- Participant and coach feedback analysis
- Review of all incident reports and near-misses
- Update risk management plan for subsequent programs
Specific Risk Management Tools
Decision-Making Frameworks
Weather Decision Matrix
| Condition | Low Risk | Medium Risk | High Risk | Extreme Risk |
|---|---|---|---|---|
| Wind | <8 mph | 8-12 mph | 12-15 mph | >15 mph |
| Temperature (air) | >60°F | 50-60°F | 40-50°F | <40°F |
| Temperature (water) | >60°F | 50-60°F | 40-50°F | <40°F |
| Visibility | >500m | 200-500m | 100-200m | <100m |
| Lightning | None in forecast | Possible in area | Present >10 miles | Present <10 miles |
| Precipitation | None-Light | Moderate | Heavy | Severe/Thunderstorm |
Combined Risk Assessment
- Identify the risk level for each factor
- If any factor is “Extreme Risk,” cancel on-water activities
- If two or more factors are “High Risk,” consider cancellation or significant modification
- If majority of factors are “Medium Risk,” implement specific modifications and precautions
Risk Management Checklists
Pre-Season Risk Management Checklist
- Review and update emergency action plans
- Verify coach certifications and qualifications
- Inspect all equipment and facilities
- Update participant screening procedures
- Review insurance coverage and requirements
- Update emergency contact information
Daily Risk Management Protocol
- Weather and water condition assessment
- Equipment safety checks
- Participant readiness evaluation
- Emergency equipment verification
- Communication systems check
- Hazard communication briefing
Risk Management Responsibilities
Program Coordinator
- Oversee overall risk management program
- Ensure coach compliance with safety protocols
- Maintain program-level risk documentation
- Coordinate with club safety officer
Lead Coach
- Implement daily risk assessment
- Make go/no-go decisions for sessions
- Assign risk management duties to assistant coaches
- Document incidents and responses
Assistant Coaches
- Monitor assigned participants and areas
- Report hazards and concerns promptly
- Implement risk controls as directed
- Provide input on risk observations
Participants
- Follow all safety instructions
- Report equipment issues or concerns
- Monitor personal condition and limitations
- Support fellow participants and safety culture
Effective risk management is an ongoing process that requires vigilance, communication, and continuous improvement. By systematically identifying and addressing risks, we create an environment where participants can safely learn and enjoy the sport of rowing.