Risk Assessment- Protecting Your Organization and Volunteers
1. RISK ASSESSMENT
INTRODUCTION & OVERVIEW
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2. Connect with us on facebook
Volunteer Centers of Michigan Michigan Community Service
Commission
Provides resources to The state’s lead agency on
volunteer centers across the volunteerism working to
state in their efforts to build a culture of service
address key community by providing vision and
issues. resources to strength
communities through
www.mivolunteers.org volunteerism
www.mnaonline.org www.michigan.gov/mcsc
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3. Clear, Consistent
Volunteer Management Policies &
Procedures
Are the first and most important steps in risk
reduction.
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4. What is risk assessment?
The identification, assessment and prioritization of
risk followed by an action to minimize, monitor or
control the effects.
To utilize pre-set plans or procedures to control
situations that may be potentially harmful to your
organization, program, volunteers or clients.
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6. What’s at Risk?
Volunteer
liability
Areas
Organizational Organizational
Liability TO Liability Due to
Volunteers volunteer
activity
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7. Risk Management Process
Establish the
context
Monitor and Acknowledge
update the and Identify
program the Risk
Implement risk Evaluate and
management prioritize the
techniques risk
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8. Principals of Risk Management
1. Establish the context
Review the environment in which your organization
works.
2. Acknowledge the Risk
Specify all risks that you can identify.
Goodwill
People
Income
Property
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9. Next. . .
3. Risk Response—Evaluate & Prioritize
Classify the risks in one or more of the following
categories
The risk must be prevented.
The risk can be prevented or controlled.
The risk is acceptable.
The risk requires insurance to limit exposure
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10. Finally. . .
4. Control Risks—Implement risk
management
Create a plan for controlling risks.
Avoid the risk situation by not engaging in the
activity.
Eliminate the risk by modifying the activity.
Minimize the risk by modifying the activity.
Transfer financial liability through contract or
insurance.
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11. Risk Management Strategies
•Use common sense
•Involve your volunteers
•Provide & implement clear policies and procedures
•Be willing to release volunteers who present a risk
•Partner with care
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12. Finally, Implement the Plan
Appropriate equipment
Changes to the environment
Adequate supervision
Relevant forms
Policies and procedures
TRAINED STAFF
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13. Policies and Procedures
Screening to include: application, background
checks, interview, reference checks
Risk evaluation of project sites and projects
Supervision
Orientation
Training
Waiver forms
Liability Release/Informed Risk
Confidentiality Agreement
Picture/Media Release Form
Acceptable Use Forms (computer/internet)
Others as appropriate for position
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14. POLL
Which of the following risk management
policies and procedures does your
organization use?
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15. What’s More Risky?
Lower Risk Higher Risk
Painting, gardening 1-1 Mentoring/tutoring
Event planning and Home visiting
assistance Transportation
Office/admin. support Survivor/victim
Speaker’s bureau assistance
Sorting/distributing Meal delivery
food, clothing Construction
Board membership
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17. Required background check
Vulnerable Populations + Fingerprinting
Adult Foster Care Homes &
Elderly Homes for the Aged
Child Care and Day Care
Centers
Minors Driver Training Schools and
Driver Testing Organizations
Educational Institutions
, Schools, and Training
Disabled Facilities
Home Health Agencies
Hospices
Hospitals
Intermediate Care
(Rehabilitation) Facilities
Nursing Homes
17 Psychiatric Facilities
18. POLL
FIRST—Raise your hand--
Does your organization do background checks
routinely, for all volunteers?
• How are background checks run?
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19. REVIEW—Important Points
1. There are inherent risks in running a volunteer
program.
2. Volunteer positions do not all have the same level
of risk and therefore will have differing risk
management strategies associated with them.
3. Once the risk factors are identified in a volunteer
position, preventive strategies should be
incorporated into the position
description, screening, orientation, training and
supervision of that position.
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20. Key Questions To Consider. . .
What do our volunteers do? (Or what new activities
do we want them to do)
What could go wrong?
How probable is it that it will go wrong? How serious
an issue would it be?
How can we diminish the probability or protect
ourselves?
Can we still ask a volunteer to do this?
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21. Youth Volunteers
Many Benefits
Engaging Youthin Lifelong Service reported that adults who engaged in volunteering in
their youth give more money and volunteer more time than adults who began their
philanthropy later in life. (Independentsector.org)
Special Considerations
Many resources
Nonprofit Risk Management Center—”Fact Sheet”
http://www.nonprofitrisk.org/tools/workplace-
safety/nonprofit/c6/youth.htm
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22. A Few Examples—Youth Policies
Youth Waivers
Two-Deep Supervision
Knowledge of state workplace laws
Under 18 cannot operate power
equipment
Under 15 have additional limitations—
chemical exposure, use of ladders, etc.
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23. Contact the experts
Insurance Agent—check liability coverage
Lawyer—review policies, procedures, and forms
Identify special issues related to vulnerable
populations, use of power tools, youth
engagement, etc.
Work with the organization’s Human Resources
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24. YOUR INSURANCE AGENT—
ASK ABOUT VOLUNTEER COVERAGE
Payment of Medical Expenses in the case of injury
Commercial General Liability Insurance
Volunteer Accident Policy
Workers’ Compensation Policy
Defense of Liability Claims against nonprofits
Commercial General Liability
Volunteers identified as “additional insurds”
Directors’ and Offices Liability
Automobile Liability
Volunteer Liability Policies (purchased with Volunteer
Accident Liability)
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25. Note:
There are few overarching legal requirements when
a group of people get together to do good work
as long as appropriate steps are taken to:
Identify Potential Risks
Inform individuals involved of those risks
Take steps to minimize risk i.e. provide
appropriate equipment, tools, and
training, conduct appropriate volunteer screening.
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26. VOLUNTEER LIABILITY
The Volunteer Protection Act of 1997 provides
immunity for volunteers serving nonprofits or
government for harm caused by their acts or
omissions if:
Acting within the scope of responsibilities
Volunteer was appropriately and properly licensed, certified or
authorized to act.
Harm was not caused by willful, criminal, or reckless
misconduct, gross negligence or a conscious, flagrant
indifference to the rights or safety of the individual harmed.
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27. Michigan Laws
Provide some protected status to volunteers acting
on behalf of governmental agencies. Some
examples include:
Volunteer disaster worker
Public school volunteers
Medical Good Samaritan
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28. SUMMARY—Appropriate Roles
A volunteer position must:
Meet the needs of the organization.
Have an associated risk management strategy
that the organization is comfortable with.
Require a reasonable amount of training.
Allow for adequate supervision and direction
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31. Summary
Questions, Feedback
Please complete the evaluation that will be emailed to
you. Your input is appreciated.
Follow-up questions can be emailed to Sandra Miller
saltzmiller@gmail.com
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Editor's Notes
People—accidents/injury, discrimination. Property—damage, loss, theft. Income—law suits, theft, lost revenue, costs. Goodwill—public perception, consistency with mission.
Volunteer liability—mitigaged by the volunteer protection act and Good Samaritan Act, Organization’s liability—breach of confidentiality, fraud, exploitation, creation of unsafe environment, discrimination, harassment, etc. Volunteer liability—unsafe working conditions, discriminatory practices,
Phase 1: Identify the potential areas of risk Evaluate and rank the top 2 to 5 areas to work with Phase 2: Risk Control: Reduce, Avoid, Transfer or Assume Consider the financing issues including time, money and other resources Communicate the information to those who need to know Phase 3: Monitor your plan, evaluate and make changes to reduce future risks
Note: Forms are no guarantee or even certain protection against litigation. Waiver Forms may include Informed Risk or Liability (example provided in resource packet), Confidentiality form, Acceptable Use Policies, Press Release forms, Acceptable Use Policies (internet), Youth Parent Permission Slips, Criminal Background Release Form, etc. See Volunteer Background Checks Fact Sheet.
Discuss appropriate policies and procedures. In example, mentors should have training regarding confidentiality and appropriate vs. inappropriate behaviors such as hugging, time alone, etc. Even painting lower risks such as painting should discuss ladder safety, good ventilation, etc.
Provide examples as appropriate for your community and participants. Some examples may include: The volunteer leading & teaching a summer camp sessionVolunteers painting a mural at a schoolVolunteers doing home repairs for senior citizensVolunteers serving at a park clean up as a part of a National Day of Service
Additional benefits to youth such as the connections that are made between learning and real life, increased sense of community, etc. As a rule, the greater the degree of control you maintain over the activities of young people, the greater your duty to protect them from harm. This duty encompasses your need to provide a safe environment and safe materials. You must also select the correct tasks, conduct proper training, and designate adequate and appropriate adult supervisory personnel. The Fact Sheet provides a number of other resources for information and tips.
Often individuals are worried about their potential liability. Laws such as the Good Samaritan Act, the Volunteer protection Act of 1997, and individual state laws provide protection to those individuals.
When assessing potential volunteer positions, there are 4 major considerations with risk management being one. However, others apply to other liability issues even if just goodwill.