ACA Basic Camp Director Course handout #1



Risk Exposure Chart

|Human Exposures or Liabilities : |

|Check all that apply to your camp |

|Standard of Care Liabilities |Examples or Types of Illness/ Injury or Damage |Sample Techniques to Reduce, Prevent, or Control |Identify Risk-Control Methods and Technique(s) and |

|(Tort or Third-Party Liabilities) |Caused by: |Loss |Steps Taken |

|? General duty of care |Damage to others caused by negligence. (Many |Good general liability insurance in addition to | |

| |are described in specific areas below.) |any exclusions or additional coverage described | |

| | |below. Umbrella liability insurance for | |

| | |catastrophic accidents. | |

|? Directors and officers |Decisions made by directors, boards, |Informed decision makers establish policies | |

| |committees or lack of policies or procedures |consistent with common practice or standards of | |

| | |the field, | |

| | |D and O insurance. | |

|? Property of others |Equipment not owned by the camp |Regulations for possession and use | |

|? Employer/employee relationship |Inappropriate actions, including criminal |Staff-hiring policies, personnel policies, | |

|(harassment, slander, |behavior, by employer or other staff, wrongful |training process, policy on search and seizure, | |

|discrimination) |dismissal, invasion of privacy, discrimination |bona fide occupational qualification, sexual abuse| |

| |based on age, race, religion, sex or |liability insurance, employment practices | |

| |disability, etc. |liability insurance (BFOQ), etc. | |

|? Food service |Unsafe water, hazardous foods containing |Procedures for storage, handling potentially | |

| |infectious or toxic microorganisms, (e.g., |hazardous foods and sanitation, controlled access,| |

| |e-coli, salmonella, etc.) |etc. | |

|? Environmental impairment and pollution |Sewage, toxic materials, leaks of underground |Garbage storage capacity, leak proof, | |

| |tanks, insect/weed control, use of chemicals, |environmental impact plan, etc. | |

| |etc. | | |

|? Maintenance |Broken equipment, bunk-beds rails, rotted |Workers’ compensation insurance, maintenance plan,| |

| |stairs, unsafe electrical or gas lines, shower |identified cutoff points, trained personnel, | |

| |water temperatures, vehicle mechanical failure,|emergency exits, annual fire equipment and | |

| |damaged program equipment, etc. |electrical evaluation, etc. | |

|? Attractive nuisances |Failure to control access or unauthorized use |Fences, signs, security system, etc. | |

| |of ropes course, lake, pool, firearms, etc. | | |

|Standard of Care Liabilities |Examples or Types of Illness/ Injury or Damage |Sample Techniques to Reduce, Prevent, or Control |Identify Risk-Control Methods and Technique(s) and |

|(Tort or Third-Party Liabilities) |Caused by: |Loss |Steps Taken |

|? Staff selection/training |Lack of screening or training, unqualified |Driver training, training for late hires, | |

|(volunteer or paid) |staff, etc. Violation of child labor laws and |in-service training, work permits and proof of age| |

| |discrimination laws. |procedures, knowledge of laws. | |

|? Staff supervision/behavior |Failure to supervise staff, drunkenness or |Supervision training, guidelines for appropriate | |

|(volunteer or paid) |drug use by staff, etc. |and inappropriate behavior | |

|? Participant supervision |Failure to supervise adequately, not |Procedures for transporting persons, procedures | |

| |maintaining appropriate camper to staff ratio, |for prevention of child abuse, appropriate camper | |

| |camper to camper child abuse, release of camper|behavior techniques, regular analysis of | |

| |to unauthorized person, etc. |incidents, required documentation, etc. Child | |

| | |abduction liability insurance. | |

|? Health services |Failure to provide appropriate first-aid or |Health-care plan, qualified health-care staff, | |

| |emergency care, failure to meet special medical|user group information, etc. | |

| |needs or dispense medications properly, |Exposure Control Plan (OSHA). | |

| |exposure to bloodborne pathogens, bioterrorism,| | |

| |diseases carried by insects or animals, etc. | | |

|? Program activities |Inadequate safety regulations and emergency |Safe and appropriate equipment, signed permissions| |

| |procedures, failure to provide qualified |for participation, supplementary insurance, | |

| |leadership, inform parents of risk, etc |certifications, etc. All specialized activity | |

| | |standards. | |

|? Personal injury from: |Inappropriate actions, including criminal |Written safety regulations, personnel policies, | |

|-abuse |behavior, by staff or other campers, lack of |implementation of ADA requirements and privacy | |

|-assault |protection in public places or from intruders, |rule, guidelines for release of personal | |

|-invasion of privacy |camper or staff recruitment practices, misuse |information etc. Criminal records checks. | |

|-discrimination |of camper photos, inappropriate disclosure of | | |

|-search and seizure |health information, technological security, | | |

| |etc. | | |

|Standard of Care Liabilities |Examples or Types of Illness/ Injury or Damage |Sample Techniques to Reduce, Prevent, or Control |Identify Risk-Control Methods and Technique(s) and |

|(Tort or Third-Party Liabilities) |Caused by: |Loss |Steps Taken |

|? Defective or tampered products |Contaminated food, defective program, or safety|Credible food and equipment source, controlled | |

| |equipment, etc. |access, crisis-management plan , etc. | |

|? False advertising |Misleading or incomplete information on |Brochures, videos, and written material that | |

| |facilities, activities or personnel, etc. |correctly describes facilities, staff, program, | |

| | |etc. | |

|? Health-care malpractice |Inappropriate actions by health-care staff |Knowledge of individuals malpractice insurance or | |

| | |coverage with supplementary or general liability | |

| | |insurance, licensed to practice in state where | |

| | |camp is located | |

|? Vehicle operation |Passengers exceed capacity, lack of seat belts,|Insurance, safety regulations, credible vehicle | |

| |driver not qualified., improper loading or |provider, safety checks, maintaining safety | |

| |unloading, poor selection of commercial |reports, etc. | |

| |provider, noncompliance with regulations | | |

| |regarding passenger vans and CDL driver drug | | |

| |and alcohol testing , etc | | |

|? Sponsorship |Lending endorsement to an activity not in your |Appropriate insurance, board review of | |

| |control; the image of co-sponsors |endorsements/sponsorships | |

|Loss to Human Resources (Campers, Staff, and |Considerations or Effects of Human Loss on: |Sample Techniques to Control, Reduce, or Prevent |Identify Risk-Control Methods and Technique(s) and |

|Volunteers) | |Loss |Steps Taken |

|? Injury from accident |loss of income if activity cannot be offered |Arrangements with crisis intervention | |

|? Illness preventing participation |staffing for rental group/contracted services |services/psychological support | |

|? Disability (long or short term) |public credibility |Insurance for loss of income | |

|? Death |campers and staff due to stress of incidents or|Legal support | |

|? Disease |results of accidents |PR procedures | |

|? Psychological impairment |closing camp due to epidemic/ illness, |Back-up staff | |

|? _______________________ |terrorism |Procedures to deal with crises, appoint | |

| | |spokespersons, crisis-communication plan | |

| | |Plan for handling complaints | |

| | |Plan for contacting parents | |

|Financial Exposures or Liabilities: |

|Check all that apply to your camp |

|Operational Financial Liabilities |Financial Damage Caused by: |Sample Techniques to Control, Reduce, or Prevent |Identify Risk-Control Methods and Technique(s) and|

| | |Loss |Steps Taken |

|? Petty cash |Poor or no procedures/policies to prevent: |Crime insurance | |

|? Cash receipts |Theft |Policies/procedures that specify who has authority | |

|? Cash disbursements |Embezzlement |to control access to funds and records. Use of | |

|? Reimbursements |Inadequate records |professional accounting services | |

|? Authority to purchase |Financial commitments beyond budget or |Policies on staff reimbursement | |

|? Authority to pay |ability to pay |External audit or review | |

|? Authority to enter into contracts |Bankruptcy |Regular training for persons responsible for | |

|? Inventory control | |finance | |

|? Bank reconciliations | |Use of Generally Accepted Accountings Principles | |

| | |(GAAP) | |

| | |Bonding employees handling money | |

|? Vacation accrual |Allowing vacation or payroll to accrue beyond |Personnel policies specifying use of vacation time,| |

| |ability to pay or to replace staff in a timely |current knowledge and compliance with federal and | |

| |manner. |state employment laws, etc. | |

|? Payroll accrual |Obligation or commitment to pay for time | | |

| |worked. | | |

|? Computer system |Perils or events that affect computer system, |Risk-control policies on use, anti-virus software | |

| |(e.g., viruses, vandalism, lightning). Losses |and system firewalls, insurance, training, etc. | |

| |from electronic business transactions, |Compliance with Children’s Online Privacy | |

| |security, data loss, infringement of copyright |Protection Act (COPPA) | |

| |, etc. | | |

|? Government regulations and tax liabilities |Failure to meet government reporting criteria |FLSA and OSHA compliance audits, current knowledge | |

| |(tax requirements, fines by government |and compliance with FICA and FUTA, minimum wage | |

| |regulatory bodies) |requirements and other regulations and | |

| | |requirements, etc | |

|? Business interruption |Terrorism, destruction due to natural disaster |Business interruption and extra-expense insurance, | |

| |or catastrophic weather event, illness related |policies regarding refunds, contracts | |

| |to contamination, sexual abuse, etc | | |

|? | | | |

|Contract Liabilities |Examples or Type |Sample Techniques to Reduce, Prevent, or Control |Identify Risk-Control Methods and Technique(s) and|

| | |Loss |Steps Taken |

|? Lease/rental |Contracts with guest/user groups |Agreement specifies what to transfer/ what to | |

| | |retain. Reviewed with lawyer. | |

|? Employment agreements |Agreements with staff | Personnel policies: address at-will status | |

|? Refunds |Camper fees, rental cancellations |Written policy for parents/groups | |

|? Grants |Obligations to fulfill grant stipulations |Time line and stipulations reviewed regularly | |

|? Sales or purchase orders |Limits and authority of buyers to purchase, |Guidelines specifying limits, procedures and | |

| |methods of documenting orders |authority to bind the corporation | |

|? Notes, mortgage, loans |Limits/authority to sign for camp/ corporation.|Policy/controls on binding camp/corporation. | |

|? Insurance coverage |Desired coverages, limits, exceptions, |Regular review of coverage, including the general | |

| |deductibles |liability and umbrella liability insurance coverage| |

|? Contracts for service |Food service, construction, etc. |Agreements specify what to transfer/ | |

| | |what to retain. Reviewed by lawyer. | |

|? Program activity contracts |Horse leasing or public stable use, rafting, |Agreement specifies what to transfer/ | |

| |community swim pool, permits for access, etc. |what to retain and conditions of use. Reviewed by | |

| | |lawyer. | |

|? Participant/user-group registration |Agreement to provide services |Waivers, releases, permission to participate, | |

| | |permission to treat, etc. | |

|? | | | |

| | | | |

|Property Exposures or Liabilities: |

|Check all that apply to your camp |

|Property, Buildings and Equipment |Considerations Affecting Losses in This |Sample Techniques to Reduce, Control, or Prevent |Risk-Control Methods and Technique(s) and Steps |

| |Category: |Loss |Taken |

|? Fire/smoke |Area of the country and known risks |Establish emergency plans for natural disasters | |

|? Theft |Severity of damage to your property |Purchase property insurance | |

|? Land movement/earthquake |Is the building worth insuring? |determine acceptable deductible | |

|? Collapse |Value of items in buildings |determine acceptable ceiling | |

|? Blizzard, ice, hail |Distance from emergency services |determine what is feasible to retain (without | |

|? Flood |Seasons of site use |insurance) | |

|? Wind, tornado, hurricane |Availability of backup power |Purchase of safety, rescue, or other equipment | |

|? Sewer backup |Cost and availability of safety equipment on |Supervision of site when not in full use | |

|? Lighting |site |Inventories of equipment and supplies | |

|? Falling objects |Cost and availability of insurance |Annual safety examinations | |

|? Vandalism |Aging property or equipment |Assessable descriptions of electrical lines and | |

|? Breakdown of machinery |Backup systems for computerized records and |cutoff points | |

|? Collision |documents |Train staff and participants in roles in emergency| |

|? Explosion |OSHA requirements |plan | |

|? Contamination |-maintenance log |Establish long-term maintenance plan | |

|? Loss of utilities |-lockout/tagout |Hazard Communication Plan (OSHA) Determine | |

|? Poor maintenance |-material safety data sheets |appropriate storage and handling of equipment, | |

|? Loss of personal property |Laws, codes, permits, regulations, affecting |hazardous materials, and records | |

| |operation |Relationship with local fire and law enforcement | |

| | |officials | |

|? | | | |

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