Risk management

1
Risk management
2
CISV Risk Management

• Nothing is risk free.
• That does not mean we have to be afraid of these
  risks.
• It does mean that
• We have to be aware of potential risks
• We have to be able to plan and act in such a way
  as to minimise these risks
• We must be prepared to act responsibly should a
  crisis occur
• This is Risk Management

3
CISVs approach to RM

• Pro-active
• Established procedures to follow if necessary
• Inform ourselves about and observe regulations
  (CISV Rules Local Laws)

4
Who is responsible for RM?

• CISV International
• International Risk Manager
• National Risk Manager
• Branch Risk Manager
• Staff
• Leader / JCs
• Parents
• Participants
• EVERYONE

5
Where are all these rules then?

• CISV Guides
• General Guide
• Individual Programme Guides
• Info File
• R-7 Behaviour and Cultural Sensitivity
• R-15 Sending Someone Home
• R-6 Selection of Persons with Programme
  Responsibility
• C-3 Programme and Activities Basic Rules
• Local Laws
• staff

6
Infofile R-7 Behaviour and Cultural Sensitivity

• Standards Forbidden
• Sent home, loss of membership
• Guidelines Unacceptable
• Temporary exclusion or loss of membership
• Recommendations Inappropriate
• Restricted participation or ban on being
  leader/staff

7
Problem 1

• The kids have gone to bed after a very
  successful Japanese national night. In the
  leaders room the Japanese leader produces
  several bottles of sake which the staff, leaders
  and JCs begin to share. By 1am some of the
  leaders have said goodnight and gone to bed but
  the JCs, staff and some of the leaders stay up
  for several more hours. Chad, the American JC
  asks one of the staff if he can borrow his room
  for the night and shortly afterwards he leaves
  with Heidi, the German JC. Finally everyone else
  drifts off to bed.

8
Problem 1

• Alcohol
• Who is responsible for the children?
• Abuse of alcohol especially in situations
  where youth are present in an educational context
  UNACCEPTABLE BEHAVIOUR (Infofile R-7)
• Legal age actions contrary to the law of the
  host NA can result in someone being sent home
  (Infofile R-15)
• Driving at least one car must be available
  during the whole time of the camp and at least
  one Staff member must be able to and insured to
  drive (General Guide)

9
Problem 1

• Sexual Intimacy or the appearance of sexual
  intimacy in programme activities or between
  consenting adults, while off duty or between
  youth participants while taking part in an
  official CISV program or activity
• UNACCEPTABLE BEHAVIOUR (Infofile R-7)
• Lack of Sleep keeping mentally and phsyically
  fit to be able to function and perform necessary
  tasks in the village (Village Guide)

10
Problem 2

• It is the shopping day on your village and you
  have gone into the centre of Copenhagen. The
  Jean-Paul, the Belgian leader, wants to do some
  shopping and asks Sven, the Swedish leader to
  watch his delegation for an hour. Sven says OK
  because he has Maria, the Brasilian JC, with him
  to help watch the kids. After about 40 minutes
  Sven and Maria realise that two of the Swedish
  boys have wandered off in one of the large
  department stores. Sven waits by the main
  entrance with the kids while Maria searches the
  store but by the time Jean-Paul comes back to
  meet them the boys have not turned up.

11
Problem 2

• Adult Supervision there should never be more
  than 6 youth for each adult (age 21) at any
  given time (General Guide)
• Contact Information make sure, before a group
  leaves the campsite for an excursion, that every
  participant has the site address and an emergency
  phone number in case someone becomes separated
  from the group (General Guide)

12
Problem 3

• During the family weekend of the Costa Rican
  village Amy, one of GB girls, realises she has
  left her Ventolin inhaler at the site.
  Unfortunately she is 6 hours away at the familys
  beach house on the Pacific coast.

13
Problem 3

• Distance from leader for Interchange the adult
  leader must always be within 3 hours drive of the
  delegates (General Guide)
• Health Forms for homestays, the original copy
  should be given to the host family to be returned
  at the end of the stay (General Guide)
• Contact Numbers

14
Problem 4

• During the shopping day some of the seminar
  participants visit several coffee shops in the
  red-light district and bring back some souvenirs
  to share with the other participants (after being
  reliably informed that cannabis is legal in this
  country). There are no activities planned for
  the evening and so after dinner some of the group
  relax by the pool and share a few joints. The
  staff stay inside for a meeting and then all
  decide to get an early night. A few hours and a
  couple of beers later people begin to get thrown
  into the pool and within a short time everyone
  has joined in. Rather than pop back to their
  rooms to change into swimming costumes, some of
  the participants decide to go without and before
  long most of the people in the pool are
  skinny-dipping.

15
Problem 4

• Use of narcotic / hallucinogenic drugs or
  chemicals (whether locally legal or not)
• FORBIDDEN (Infofile R-7)
• nudity within CISV programmes or activities
  (games, swimming etc.) or within CISVs coomunity
  living arrangements which violates concepts of
  privacy or modesty, whether defined by cultural
  norms of the host or guest
• UNACCEPTABLE (Infofile R-7)
• Swimming unaccompanied stoned/drunk

16
Problem 5

• Your Summer Camp delegation decide they want to
  play some pranks on the other participants while
  they are asleep. You overhear your delegation
  planning the pranks and decide that they are
  fairly harmless and so say nothing. The next
  morning the participants wake up to find that
  everybodys national costume has been moved from
  their bag and put into someone elses, but nobody
  knows who did it. Later in the day one of the
  Australian boys complains that his mini-disc
  player has gone missing and accuses whoever had
  gong through is bag during the night. The
  Australian leader demands that the police are
  called.

17
Problem 5

• Practical Jokes the rule should always be to
  never do anything in a Village that would
  purposely embarrass or hurt the feelings of
  another participant, destroy personal property,
  soil linens, or create a hardship on the hosting
  chapter (Village Guide)
• Failure to respect the privacy of
  participants.(including their personal luggage
  or effects), except in the cases of suspected
  illegal activity
• INAPPROPRIATE (Infofile R-7)
• What not to bring toys, computer games,
  walkman, expensive things. (Summer Camp Guide)

18
Problem 6

• While playing Chaos on a Youth Meeting one of the
  participants falls and cuts her head on a rusty
  can. Although the cut is not serious it is
  bleeding a lot and she requires first aid. You
  ask the other leaders where the first aid kit is
  but no-one is sure. Luckily you brought some
  plasters with you and are able to stop the
  bleeding. The following morning you are worried
  that the cut is becoming infected and ask the
  staff to take her to see a doctor. The staff do
  not have a car but they arrange for someone from
  the local chapter to come and give you a lift to
  the clinic. Unfortunately you forgot to bring
  your delegations health forms and the doctor is
  unwilling to treat her without it.

19
Problem 6

• First Aid at least one member of staff must
  have First Aid training and First Aid supplies
  must be available at the site (General Guide)
• If first aid is administered, have a second
  adult present and/or keep the door open if
  possible (General Guide) see Problem 7
• Health Forms responsibility of Leaders and
  Staff to check (ALL Guides)
• original goes to staff
• 1 copy stays at home
• 1 copy stays with leader
• Access to car - see Problem 1

20
Problem 7

• On a Summer Camp one of the girls in your
  delegation tells you that a male leader came into
  her bedroom whilst she was alone and getting
  undressed. She does not say anything else but
  appears upset and asks that you dont mention it
  to anyone. Although she does not tell you who it
  was you remember seeing Paul, the Canadian
  leader, in the girls corridor several times.

21
Problem 7

• Adult-Youth Time for the protection of youth
  and adult participants, it is recommended that
  staff/leaders do no spend extended time alone
  with any one youth or group of youths. Any
  meetings should take place in an area which is
  visible to others and/or with the door open if
  appropriate (General Guide)
• Failure to respect privacy of participants
• INAPPROPRIATE (Infofile R-7)
• Child Protection Policy coming soon

22
Problem 8

• During the family weekend one of the boys from
  your delegation calls home and becomes extremely
  homesick. He shuts himself in his room and wont
  speak to anyone except to say that he wants to go
  home. The parents of the host family try to
  contact you but you are away in the mountains for
  the leaders weekend.

23
Problem 8

• Role of host families - .Discourage guest from
  phoning home (General Guide)
• Distance from delegates (see Problem 3)
• Contact Numbers Host family must have..the
  number where the Leader can be reached (General
  Guide)

24
Problem 9

• Your child has gone on a Summer Camp to Mexico
  City and you and your husband decide to take
  advantage of this and go on a weeks holiday to
  Barcelona. While you are there you see on the
  news that there has been a large earthquake near
  Mexico City with many casualties. You do not
  have the contact details of the camp with you and
  you have not given the leader the details of your
  hotel. You are fraught with worry but unable to
  get any information.

25
Problem 9

• The following contact details should be
  accessible in the camp office and by the Chapter
• emergency services
• on-callcontacts in the Chapter
• national CISV officials
• every NA and international CISV officials
• parents of participants
• participants insurance emergency centres
• (General Guide)

26
Problem 9

• In the case of an internationally publicised
  disaster please keep in mind that parents will be
  very worried. The host Chapter should ensure
  that the sending Chapter/NA and parents are
  contact to let them know the situation. (General
  Guide)
• Contact details (for parents/ local Chapter)

27
Problem 10

• The whole village have gone on an excursion to
  Lake Balaton for the day and you decide to go
  swimming. Most of the leaders stay in a café
  near the shore and watch the childrens bags
  while you, two other leaders and two JCs take all
  12 delegations swimming. One of the JCs is not a
  strong swimmer and so both of them decide to stay
  in the shallow water. A couple of the boys who
  are strong swimmers want to swim out to a
  platform which is a few hundred metres from the
  shore and when they ask if they are allowed the
  two other leaders offer to accompany them. While
  they are gone you do a head count which is only
  41, but you think this is OK because some of the
  children have already gone back to the café.
  When you get out 30 minutes later the Israeli
  leader cant find her two boys.

28
Problem 10

• If there is access to water (pool, lake, etc.)
  there must be a Lifeguard present (General
  Guide)
• Adult supervision 61 (see Problem 2)

29
What to do if there is a problem

• Seek advice
• Staff / other leaders
• Parents
• Home chapter
• National officials
• International officials
• Keep a record
• Make notes immediately
• Complete Incident Report Form (IRF)
• Notify authorities if necessary
• Notify insurance company if necessary

30
Incident Report Form (IRF)

• Completed by Director or Leader for each
  incident, e.g.
• Requiring professional medical (incl.
  psychological) attention
• Involving criminal behaviour
• Violations of CISV Guidelines (R-7) where
  guideline have been imposed
• Sent to NA/Chapter Risk Manager
• Copy to Secretary General _at_ IO

31
How to prevent problems

• Be prepared!
• Collect all important information
• Health forms
• Contact details
• Insurance documents
• Travel documents
• Check others have copies
• Staff
• Host families
• Home chapter
• Always think about RM when planning