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Conducting sports and other activities inherently involves exposure to a variety of risks to the participants, volunteers and the organization. Some of these risks could negatively impact the people, assets, and/or reputation of Special Olympics and our partners. Effective risk management practices allow you to minimize the chance of risk to all participants so everyone can enjoy a safe and healthy environment when at Special Olympics. It can also help minimize or avoid incidents that could hinder your ability to operate, or otherwise damage the organization.
General Risk Management Guidance
Local Programs are advised to be familiar with the following topics and documents and educate Local Program leadership and constituents on an ongoing basis, about the protocols, policies and resources that support effective risk management.
All Local Program leaders – which equates to Class A volunteer leadership – are required to take safeguarding training (Protective Behaviors) PRIOR to beginning any Class A volunteer duties.
Inclement Weather Policies
Inclement Weather Policies
Rain
Decisions on field closures are made as late as possible in order to give the best possible chance for the game to be played.
Winter Weather
Players are more susceptible to injuries during cold weather, particularly from pulled or torn muscles. Players should be encouraged to wear appropriate clothing to aid body heat retention, yet afford adequate movement without creating a safety hazard. As a general rule, training programs should consider following their High School Activities Association policies for cancellations.
Hot Weather
The risk of heat-related illness from vigorous sports activity increases with the temperature. The body generates heat, which cannot be dissipated readily when the ambient temperature exceeds 85ºF / 29ºC, depending upon the humidity. Hot weather is considered at any point where the heat index reaches or exceeds 90ºF / 32ºC. As a general rule, proceeding with training or competition should be carefully considered if the heat index at the start of training is projected to be above 95ºF / 35ºF. Coaches should exercise caution and provide additional water breaks.
Thunder & Lightning
If inclement weather is forecasted, an individual should be designated to monitor the weather forecast and radar during the competition. If the facility being used for competition has a lightning detection system, and a facilities policy in place that is more stringent than described below, the facilities policy will supersede the Special Olympics policy.
Example: If lightning is detected within five kilometers / eight miles of practice or competition, all coaches, players, referees, and spectators are to withdraw from the field and seek proper shelter. No place outside is safe near thunderstorms. The best shelter is a large, fully enclosed, substantially constructed building. A vehicle with a solid metal roof and metal sides is a reasonable second choice.
30-minute Rule: Wait at least 30 minutes after the last sound of thunder or the last lightning flash before giving the “all clear” signal and resuming normal activity. If thunder is heard or lightning is seen again within that 30-minute time frame, the event will continue to be postponed or officials may deem to cancel the event.
Air Quality
EPA Guidelines for Air Quality and Schools
EPA Guidelines for Air Quality: Particle Pollution
EPA Guidelines for Air Quality: Ozone Pollution
Medical Emergencies
Medical Emergencies
Medical Emergency Considerations
Ideally, a physician, an athletic trainer, or a physical therapist knowledgeable in the triage and treatment of athletic injuries should cover practices and games.
The primary coach for a team must maintain a copy of all athletes’ medical forms during practices and games and make forms and any special instructions available to medical personnel if needed.
The coaching staff should be educated and skilled in immediate management designed to contain the extent of the illness/injury until appropriate medical personnel are available, including but not limited to certification in cardiopulmonary resuscitation (CPR) and first aid.
The primary coach responsible for a team is responsible for activating the emergency management plan or protocol. This plan can be adapted from an existing plan (for schools or agencies, for example) to fit your Local Program’s needs, and should also align with the policies and procedures of SOND.
Insurance
Insurance
Insurance
SOND can provide you with information regarding insurance coverage, and the process for requesting / providing insurance documentation and guidance.
It is strongly recommended to consult SOND when any of the following apply to your Local Program:
Requesting and supplying Certificates of Insurance, to practice facilities or other vendors requiring proof of insurance
Rental of vehicles, such as buses or vans, for transportation of Local Program participants.
Crisis Communication
Crisis Communication
Crisis Communication Plan
A crisis is a situation that demands immediate attention and response from Special Olympics.
A crisis could be operational in nature, stemming from an issue or incident that causes harm to a participant, disrupts events, or causes damage to a physical location.
A crisis can also put the reputation of Special Olympics at risk, causing people to perceive the organization poorly.
Local Programs are advised to be familiar with crisis communication plans issued by SOND. In general, the following guidance is offered for crisis situations:
For Medical, Fire, or Police Emergencies: call 911 first, then immediately call SOND President & CEO.
For a crisis not requiring immediate attention from local authorities, begin by contacting SOND President & CEO.
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