Risk Registry
The Canadian Sport Risk Registry contains a number of common risks and is updated following each Risk Management Workshop. The risks and solutions are presented generically and anonymously, to provide insight for sport leaders to think differently about the risks that are ‘keeping them up at night’.
Challenges to compliance
The Risk:
Inadequate staff capacity or expertise to ensure that organization is compliant with all requirements.
Solutions:
- Consult with like organizations to determine how they maintain compliance.
- Seek board members with subject expertise.
Conflict resolution management
The Risk:
That a complaint, scandal, dispute, controversy or other incident between or among members will not be effectively handled and will escalate into a crisis.
Solutions:
- Establish a sound policy framework to deal with dispute resolution (code of conduct, discipline policy, appeals policy, independent and professional dispute management).
- Have a crisis communication plan.
- Have ready access to external advisors (legal, harassment, risk management).
- Clarify jurisdictional issues (national, provincial, club, event) to ensure there is clarity around jurisdiction and authority.
- Establish good media relations in both official languages.
- Have a strategy in place to deal with issue and assign a trained spokesperson.
- Provide coaches and other key personnel with conflict resolution training and media training.
- Make it mandatory that national coaches are members of Coaches of Canada (thus binding them to a national code of ethics and disciplinary mechanism).
- Publish a comprehensive team manual containing all relevant policies and information for athletes and coaches.
- Prepare a briefing book for each major event and major team.
- Establish clear terms of reference and job descriptions for team leaders.
- Ensure proper internal communications with athletes.
- Establish and clarify the role of team captain (athlete) and provide greater education and training for this role.
- Offer media training to athletes, coaches, administrators, team personnel.
- Communicate with insurance provider to ensure appropriate coverage exists for these types of risks.
- Declare as a True Sport organization to promote a positive image.
- Conduct a debriefing with executive team or senior management following any incident and document learnings, and adjust policies as needed.
- Develop and communicate clear team selection and appeal processes.
Lack of inclusion
The Risk:
Risk that all who want to participate in a sport activity do not feel safe or welcome.
Solutions:
- Develop and implement policies for gender (e.g., girls on boys’ teams), transgender, and LGBTQ2S inclusion.
- Connect with CAAWS to see what resources could be used to educate coaches and athletes on this issue.
- Explore a campaign to sensitize coaches about the power of language and acceptable conduct.
- Have effective code of conduct in place, and ability to implement disciplinary measures in a professional manner.
- Be clear that the organization does not discriminate and welcomes of diversity.
- Explore funding opportunities for athletes with financial challenges.
Lack of inclusion
The Risk:
Risk that all who want to participate in a sport activity do not feel safe or welcome.
Solutions:
- Develop and implement policies for gender (e.g., girls on boys’ teams), transgender, and LGBTQ2S inclusion.
- Connect with CAAWS to see what resources could be used to educate coaches and athletes on this issue.
- Explore a campaign to sensitize coaches about the power of language and acceptable conduct.
- Have effective code of conduct in place, and ability to implement disciplinary measures in a professional manner.
- Be clear that the organization does not discriminate and welcomes of diversity.
- Explore funding opportunities for athletes with financial challenges.
Lack of inclusion
The Risk:
Risk that all who want to participate in a sport activity do not feel safe or welcome.
Solutions:
- Develop and implement policies for gender (e.g., girls on boys’ teams), transgender, and LGBTQ2S inclusion.
- Connect with CAAWS to see what resources could be used to educate coaches and athletes on this issue.
- Explore a campaign to sensitize coaches about the power of language and acceptable conduct.
- Have effective code of conduct in place, and ability to implement disciplinary measures in a professional manner.
- Be clear that the organization does not discriminate and welcomes of diversity.
- Explore funding opportunities for athletes with financial challenges.
Lack of inclusion
The Risk:
Risk that all who want to participate in a sport activity do not feel safe or welcome.
Solutions:
- Develop and implement policies for gender (e.g., girls on boys’ teams), transgender, and LGBTQ2S inclusion.
- Connect with CAAWS to see what resources could be used to educate coaches and athletes on this issue.
- Explore a campaign to sensitize coaches about the power of language and acceptable conduct.
- Have effective code of conduct in place, and ability to implement disciplinary measures in a professional manner.
- Be clear that the organization does not discriminate and welcomes of diversity.
- Explore funding opportunities for athletes with financial challenges.
Lack of internal processes
The Risk:
Operational procedures are not fully developed, consistent or do not meet minimum legal requirements.
Solutions:
- Schedule a regular review of all internal processes.
- Create a task force with assistance from an external consultant.
- Create a staff Standard Operating Procedures (SOP) manual.
- Develop a protocol and policy to manage intellectual property.
- Integrate Imagine Canada standards.
- Conduct risk assessment when stepping outside standard operations or procedures.
- Use organizational values when making decisions.
- Create clear job descriptions and organizational chart to ensure confidence.
- Perform cost benefit analysis between hiring and re-organizing.
- Ensure all organizational information is secure and is regularly backed-up.
- Host regular all-staff meetings to share updates and answer questions.
- Have access to passwords in case of emergency.
- Have an elected staff member as a representative for compliance regulations.
Lack of safety procedures
The Risk:
NSO lacks appropriate policies and enforcement mechanisms to promote a safe environment for all participants. Organizational culture also works against a safe and secure environment.
Solutions:
- Review Code of Safety on a regular basis and update as required.
- Assign a liaison to all hosted events to oversee implementation of standards.
- Consider using insurance levers to promote compliance with national standards (e.g. if standards not met, insurance coverage does not apply to the event).
- Emphasize safety issues in all coach educational materials.
- Use national team athlete profiles to promote safety message.
- Ensure national coaches employment contracts include language pertaining to compliance with Code of Safety.
- Have effective code of conduct in place, and ability to implement disciplinary mechanisms in a professional manner.
- Focus on key messages re: risks of underage drinking.Link this to messages around sport excellence and professionalization of coaching.
- Bring NSO leaders together for a facilitated retreat to discuss risks and to refine strategies to change the culture within the sport.
- Recognize that organizational culture does not change overnight - it might take until the next generation of athletes to see desired changes.
- Ensure thorough compliance with applicable Occupational Health and Safety (OHS) Regulations.
- Refer to “Conflict resolution management” section regarding crisis management planning, and apply to safety scenarios as appropriate.
Lack of sport participation
The Risk:
Risk of sport not being included in major games due to lack of influence / knowledge on selection criteria, capacity to develop the sport and increase participation.
Solutions:
- Educate membership on selection criteria for major games.
- Make changes to strategic plans which align with provincial selection criteria.
- Look for diversified funding and partnership / collaborative opportunities.
- Work collaboratively with membership in building tools and activities for development.
- Strike committees to plan and evaluate high-performance path, drawing on previous experience.
- Aim to develop high-performance talent outside of traditional talent pool areas.
- Provide coach development and mentoring opportunities.
Lack of strategic planning
The Risk:
Failure to use strategic plan to its full advantage.
Solutions:
- Develop a communications plan for board of directors and general membership.
- Integrate priority strategic items into operations plan.
- Use strategic plan as a guide when assessing the feasibility of new projects.
- Undertake regular environmental scan to monitor and plan for risk.
Liability issues with hosted events
The Risk:
Liability risks associated with hosted events.
Solutions:
- Supply written guide for organizers containing standards to be met.
- Use signed hosting contract (NSO-PTSO-Host committee) setting out contractual commitments.
- Have risk management and insurance committee driven by staff.
- Standardized use of waiver forms.
- Build proactive and collaborative relationship with insurer.
- Enhance role clarity for event organizers – who has jurisdiction for what aspects of the event.
- Offer training to PTSO technical staff to help them deliver well-organized, safe events.
- Clearly identified financial signing authority for both host and NSO / MSO.
- Explore national insurance program (to cover all members and partners of hosted events).
- Develop a financial management policy, budget and reporting templates for use by host. Make the use of these templates a condition of hosting the event.
- Negotiate performance audits in critical areas to maintain hosting standards.
- Work with PTSO's to create hosting agreement and realistic financial model.
- Create an emergency action plan.
- To optimize attendance at the event, communicate / promote past successes.
- Establish what the key legacy pieces are for your event.
- Develop a communications plan clarifying how / who with / when / what information is shared.
- If few organizations have the capacity to host a national event, develop a business plan to address growth.
Managing competing priorities
The Risk:
Not being able to determine or decide which projects or programs to prioritize, and which to decline or discontinue.
Solutions:
- Use part-time staff, temporary staff, or contractors when appropriate.
- Explore partnership opportunities with PTSOs to complete projects.
- Invest only in programs that further the organization’s mission and vision.
- Review strategic plan to reconcile which current priorities are
Managing stakeholder expectations
The Risk:
Risk that services delivered to stakeholders will not be up to standard.
Solutions:
- Adjust the size of deliverables to reflect current capacity to deliver.
- Be sure to match the budget to the deliverables.
- Clarify stakeholder expectations by communicating clear standards of delivery.
- Hold a stakeholder consultation or outreach through survey or interview to build understanding and shared outcomes.
Participant Health and Safety
The Risk:
That the inherent nature of the sport has potential for an unsafe environment: youth of participants, coach-athlete power dynamic, body-image issues, coaches from other cultures, parental attitudes, long training hours, strong emphasis on performance not balanced with safety measures.
Solutions:
- Institute Respect in Sport program with all coaches, and encourage board members and staff to take it as well.
- Provide educational programs and resources to members on coaching ethics.
- Include ethics module in NCCP training programs.
- Have adequate policies to deal with ethics and discipline issues.
- Institute minimum requirements for coach certification.
- Provide clubs with risk management policies, education and resources.
- Develop an issues management protocol to establish guidelines for communications and media management, in the event of an incident or other crisis.
- Provide clubs, organizers and events with appropriate medical protocols and guidelines.
- Develop and implement a coaches code of conduct.
- Develop written agreements with delivery groups in which they agree to share risks and fulfill responsibilities
- Explore other best practices (e.g., sport, recreation, education, health).
- Establish a safety committee which does annual safety inspections at all training facilities.
- Ensure all facility staff have adequate medical training.
- Have HP athletes undergo a yearly health screening.
- Ensure orientation and training of staff and volunteers as required (e.g. OHS, Violence in the workplace).
- Offer training in ethical decision making
- Pursue Club Excellence certification for all clubs
- Take steps to use True Sport brand more intentionally.
- Review relevant documents with regularity to ensure they are up to date (e.g., discipline policy and procedures, reporting procedure, coach and athlete agreements, codes of conduct).
- Compare safety policies and procedures with those of other NSOs.
- Use Coaching Association of Canada and Respect in Sport resources.
- Develop education and communication strategies to share safety information.
- Provide athletes with useful information about lifestyle balance, nutrition, anti-doping, etc.
Risk of athlete injury
The Risk:
Risk that an athlete injury will end their career or have long-lasting effects.
Solutions:
- Educate athletes and coaches about preventative measures to reduce likelihood of injury.
- Be a champion for research and safety developments for injuries predominant in your sport.
- Consult with other sports who deal with similar types of injuries.
Risk of athlete injury
The Risk:
Risk that an athlete injury will end their career or have long-lasting effects.
Solutions:
- Educate athletes and coaches about preventative measures to reduce likelihood of injury.
- Be a champion for research and safety developments for injuries predominant in your sport.
- Consult with other sports who deal with similar types of injuries.
Risks to sport membership
The Risk:
Risk that current membership model is not appropriate.
Solutions:
- Use a committee or poll current members on various membership structures and options.
- For membership fees, develop a formula that is customized to member needs.
- Where low membership is a threat to funding, consider a national database or other membership tracking system.
- Communicate the consequences of low registration to membership.
- Provide education on the benefits of registration, such as club support, access to coaching, insurance, and event planning.
- Consider recruitment strategies.
- Explore possible explanations for declining membership. May need to work with PTSOs or regions to find solutions.
- Identify problematic regions and develop a strategy to invigorate sport participation.
- Develop an outreach program that PTSOs can use to attract members.
Weak communications
The Risk:
That internal and external communications are ineffective and do not support the effectiveness of the NSO.
Solutions:
- Hold a full staff retreat annually (at minimum).
- Increase the frequency of management staff meetings.
- Have all national coaches meet face-to-face twice per year to improve communication and information sharing.
- Prepare a communications plan - if required, adapt for different stakeholders / partners, and various media.
- Pursue a social media strategy – outsource for expertise.
- Do regular telephone calls with PTSO leaders, to keep them updated.
- Prepare minutes of all meetings (e.g. Board, Committees) quickly and post on the web site.
- Do member satisfaction surveys on a regular basis using technology like Survey Monkey.
- Provide orientation materials to all new committee volunteers.
- Use web site intranet to improve internal communications.
- Consider conducting committee and Board business more regularly on Skype.
- Issue regular communiqués to the membership – electronic newsletter or email blast.
- Plan communications activities around upcoming hosted events.
- Centralized member database to target consistent messaging to appropriate demographic.
- Include high profile athletes in communications strategy.
- Provide media training for relevant volunteers / staff / athletes.
- For events involving multiple parties, create a multi-party agreement (with guidelines) on communication protocol
- Cost share with PTSO's or other NSO's for translation services.
- Have a board member spokesperson.
- Develop clear stakeholder communications so their expectations are aligned with the organization’s mission.
- Develop orientation programs for all relevant scenarios including pre-Games, employment, coaches, etc. Consider using e-learning tools.
- Ensure branding is consistent across platforms and levels.
- Find opportunities to piggyback on events as a means to increase profile.
- Capitalize on resources for athletes provided by third parties.
Weak governance and board operations
The Risk:
The risk of a weak governance structure at the board level.
Solutions:
- Create a formalized process of board member training and evaluation.
- Review sub-board committee structure to ensure alignment to strategic plan.
- Identify a process of board selection that reflects the organization's vision, mission and values.
- Identify possible leaders with targeted skills and expertise for board members.
- Undertake regular environmental scan or SWOT analysis (Strength/Weakness/Opportunity/Threat) to monitor and plan for risk.
- Create a governance manual which outlines current policies and procedures, as well as relevant job descriptions which carry executive authority.
- Develop a succession plan for board, senior staff and key volunteers.
- Develop a communications plan to clearly show how the board makes decisions.
- Use organizational core values to enhance decision making (Management by Values approach).
Weak organizational structure
The Risk:
Organization is not structured to optimize resource use and stakeholder services.
Solutions:
- Review and update policies and procedures with regularity.
- Strike staff or board committee, or sub-committee, to provide guidance and research current structure recommendations.
- Publish current policies to ensure stakeholders have access.
- Procure expertise (e.g., legal) to ensure updated policies are aligned.
- Consider Club Excellence program.
- Establish a set of corporate values and guidance principles.
- Examine the actions of the international federation for successes and challenges.
- Ensure athlete opinions and concerns are considered in decision making and strategic planning.