Risk Management Plan

Outdoor Adventures
Bike Rental

By: Kathryn Haley and Gordon Ambros

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 University of Utah
Outdoor Adventures

Table of Contents

1. Title Page.........................................................................................................1
2. Table of Contents............................................................................................2
3. Philosophy/Policy............................................................................................3
4. Needs Assessment..........................................................................................4
5. Goals and Objectives......................................................................................5
6. Site and Facility Development.........................................................................6
7. Program Development..................................................................................11
8. Supervision....................................................................................................26
9. Establishment of Rules, Regulations, Procedures.........................................29
10. Safety Inspections and Investigations..........................................................37
11. Accident Reporting and Analysis.................................................................39
12. Emergency Procedures................................................................................41
13. Releases, Waivers, Agreements to Participate............................................45
14. Methods of Insuring Against Risk................................................................49
15. In-Service Training.......................................................................................50
16. Public Relations............................................................................................51
17. Outside Specialists, Legal/Insurance............................................................52
18. Periodic Review............................................................................................53
1. Philosophy/Policy Statement
The senior management of Outdoor Adventures, Rob Jones and Case Turner has formed a risk
management program to pursue our risk management philosophy. The policies and philosophy
that we have come up with are:

1. Avoiding exposure to accidental loss by not undertaking functions, contracts, programs

or activities where the potential loss is greater than the potential benefit to be derived
from these undertakings.
2. Preventing loss by identifying loss exposures and implementing policies and procedures
to reduce the risk of these losses occurring.
3. Controlling losses that do occur by:
a. Assisting and supporting injured parties
b. Developing contingency plans for possible loss scenarios
c. Proper documentation and investigation of losses
4. Determining the most cost effective balance of different risk financing tools.
5. Raising the awareness of all senior managers, employees, volunteers and residents
concerning risk management within.
our organization. These goals and objectives will be accomplished by:

a. Establishing a Risk Management Committee with representatives from each

department, whose responsibilities will be to implement,
monitor, evaluate and revise plans to achieve our goals and objectives

b. Electing a Risk Management Coordinator to serve as the head of the Risk

Management Committee and report to the council

c. Including risk management as an item for discussion at every staff meeting

Cooperation is needed, and expected, from all management and employees. Only by working as
a team with common goals and objectives can we ensure the success of this risk management
program.
2. Needs Assessment
Preliminary Sixteen-Step Checklist
Presently Identified Written Documentation Need Improvement Will be completed by ( ) Actually Completed by ( )
Yes No Yes No Yes No Date Date
1. Philosophy/Policy X X X 4/15/16 4/21/16
2. Needs Assessment X X X 4/15/16 4/21/16
3. Goals and Objective X X X 4/15/16 4/22/16
4. Site and Facility
X X X
Development 4/15/16 4/22/16
5. Program Development X X X 4/19/16 4/23/16
6. Supervision X X X 4/19/16 4/23/16
7. Establishment of Rules,
X X X
Regulations, Procedures 4/19/16 4/23/16
8. Saftey Inspections and
X X X
Investigations 4/19/16 4/24/16
9. Accident Reporting and
X X X
Analysis 4/22/16 4/24/16
10. Emergency Procedures X X X 4/22/16 4/24/16
11. Releases, Waivers,
X X X
Agreements to Particpate 4/22/16 4/24/16
12. Methods of Insuring
X X X
Against Risk 4/22/16 4/25/16
13. In-service Training X X X 4/26/16 4/25/16
14. Public Relations X X X 4/26/16 4/26/16
15. Outside Specialist,
X X X
Legal/Insurance 4/26/16 4/27/16
16. Periodic Review X X X 4/26/16 4/27/16
3. Goals and Objectives
Goal:
To develop a comprehensive risk-management plan that will encompass all
departmental operations.
Objective:
1. By April, secure policy direction from the Outdoor Adventures facility at the
University of Utah.
2. To create a comprehensive and detailed plan that will reduce risk for employees,
users, the organization, and the facility.
3. By April 10, 2016 all potential facility and property hazards will be identified.
4. By April 10, 2016 the bike program will be identified and added to the risk
management plan.
5. By April 12, 2016, we will develop a plan of supervision that meets a reasonable
standard of care for our organization.
6. By April 14, 2016, all safety rules and procedures will be established and identified to
regulate facility operations, maintenance, and programs.
7. By April 16, 2016, we will develop a routine, systematic method for safety
inspections and investigations.
8. By April 18, 2016, we will develop a system to report and appraise accidents.
9. By April 20, 2016 we will develop a procedure for handling emergencies and adopt it
to all settings.
10. By April 22, 2016 we will select and develop waivers, releases, and agreements to
participate that are appropriate to the programs and services we offer at Outdoor
Adventures.
11. By April 24, 2016 We will identify methods of insuring appropriate to each risk area
that we have identified for our program and facility.
12. By April 26, 2016 we will develop a comprehensive program of in-service training for
the entire staff, including administration, managers, and volunteers.
13. By April 28, 2016 we will contact and have competent legal insurance counselors
available.
st
14. Inform the entire staff by May 1 , 2016 of the development of a comprehensive risk-
management plan.
4. Site and Facility Development

Daily duties

Front Desk checklist

Clean counters
Sign all paperwork
File all daily paperwork
Bike checklist completed

Bike Checklist
Check bikes for damage
Repair bikes, if needed
Clean bikes

Bathroom Checklist
Clean Toilet and sink
Mop Floor
Clean Mirror

Monthly duties
Clean carpets
Hose off mats
Clean all bike tool
Tune and Clean all bikes
Order Supplies
Site pictures and maps

Outdoor Adventures Entrance

Front Desk Attendant (Ana)

Rental Bike Fleet
Rental Bike Helmets
Site Map

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5. Program Development
The program development section of the risk management plan
Case Turner Supervisor
1. Answers all questions from staf
2. Coordinates trips
3. Delegates cleaning of outdoor gear
4. Oversees paperwork
5. Oversees staf to ensure they are doing their duties
Rob Jones Supervisor
1. In charge of new hire training
2. Trip design
3. Head of CPR training
4. Schedule making

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 Bike Rental Evaluation

Renters Name:

Rental Technician:

How satisfied were you with your rental experience? (1

being not satisfied 10 being the most satisfied)
1 2 3 4 5 6 7 8 9 10

Did you ride your bike on the road or on a trail?

Did your bike rental have any malfunctions or issues?

Would you rent gear from Outdoor Adventures again?

Safety Instructions
Rules when renting the Bikes
1. Obey traffic signs and signals - Bicycles must follow the rules of the road like
other vehicles.
2. Never ride against traffic - Motorists aren't looking for bicyclists riding on the
wrong side of the road. State law and common sense require that bicyclists drive
like other vehicles.
3. Follow lane markings - Don't turn left from the right lane. Don't go straight in a
lane marked right-turn only.
4. Dont pass on the right - Motorists may not look for or see a bicycle passing on
the right.
5. Scan the road behind you - Learn to look back over your shoulder without losing
your balance or swerving. Some riders use rear-view mirrors.
6. Keep both hands ready to brake - You may not stop in time if you brake one-
handed. Allow extra distance for stopping in the rain, since brakes are less
efficient when wet.
7. Wear a helmet and never ride with headphones - Always wear a helmet. Never
wear a headphone while riding a bike.
8. Dress for the weather - In rain wear a poncho or waterproof suit. Dress in layers
so you can adjust to temperature changes. Wear bright colored clothing.
9. Use hand signals - Hand signals tell motorists and pedestrians what you intend
to do. Signal as a matter of law, of courtesy, and of self-protection.
10. Ride in the middle of the lane in slower traffic - Get in the middle of the lane at
busy intersections and whenever you are moving at the same speed as traffic.
11. Choose the best way to turn lef There are two choices: (1) Like an auto: signal
to move into the left turn lane and then turn left. (2) Like a pedestrian: ride
straight to the far side crosswalk. Walk your bike across.
12. Make eye contact with drivers - Assume that other drivers don't see you until
you are sure that they do. Eye contact is important with any driver which might
pose a threat to your safety.
13. Look out for road hazards - Watch out for parallel-slat sewer grates, gravel, ice,
sand or debris. Cross railroad tracks at right angles.
14. Use lights at night - The law requires a white headlight (visible from at least 500
feet ahead) and a rear reflector or taillight (visible up to 300 feet from behind).
15. Keep your bike in good repair - Adjust your bike to fit you and keep it working
properly. Check brakes and tires regularly. Routine maintenance is simple and
you can learn to do it yourself.
 MEMBERSHIP AND ELIGIBILITY
For reasons of equity, safety, and security, the following guidelines assure that only eligible
individuals use facilities and programs. Eligible participants include the following:

Students
Matriculated students paying the Recreation Fee with
tuition are eligible to participate in all CRS programs.

Faculty and Staff

All faculty and staff may purchase either a six-month or annual membership. Part-
time employees are not eligible for payroll deduction. Payment may be made by cash,
check, credit/ debit card, or payroll deduction.

Extension Students
Students who were matriculated (i.e. paid the Recreation Fee) the previous semester.
Must present documentation from previous semester enrollment.

Correspondence Study Students

Current enrollment documentation required.

Fort Douglas
Fort Douglas must be active duty or personnel permanently
assigned. Must present documentation of employment.

Alumni Current members of the Alumni Association and their Significant Others may purchase
CRS memberships at the faculty /staff rates. There is a limit of 300 memberships and
dependents are not eligible.

An Alumni Association membership is $50/year for single individuals and $65 for
couples.

Alumni will need to display their Alumni Association Membership card in order to pay
the guest fee without a sponsor. Otherwise, they must be sponsored by a current
student or CRS member and pay the guest fee.

Current alumni members who were grandfathered in during 2014/15 may continue to
renew their current membership without an Alumni Association membership.
However, they may only add additional members by becoming an Alumni Association
member and will be subject to the above listed guidelines.
 Significant Other
Requires proof of cohabitation. Primary member must have current CRS membership.
Eligible members include: students paying the recreation fee, staff, faculty, alumni
(renewal only), Fort Douglas, retirees/emeritus, and Presidents Club.

Children
Children of matriculated students, under the age of 18 and living at home, are eligible
to purchase a membership.

Faculty and Staff may renew a current Childrens membership but new memberships
are not available. Please refer to Childrens Policy for all other guidelines.

Workshop/conference
Must present written verification from the sponsoring department. This includes
individuals living in residence halls for short periods of time, providing short term
service and/or employment at the University.

Guest Pass
Selected levels of donors are eligible to purchase
membership after presentation of required
documentation.

Retirees/Emeritus
Individuals must provide a UU ID which lists status as
Emeritus/Retiree.
 Outdoor Adventures Hours of Operations

Monday- Friday 8:00 am - 7:00 pm

Saturday (January 16-March 12) 8:00 am 12:00 pm

Saturday (March 26- April 30) 9:00 am 12:00 pm

Sunday 2:00 pm 6:00 pm

Employee Schedules

Employees arrive an hour before the store opens to make sure equipment
is ready to be rented out for the day, as well as make sure everything is in
order.
After the store closes for the day the staff cleans and repairs the equipment
and the store premises.
There are always 5 staff members in the store at a time, in order to make
sure customers needs are being taken care of, and the store is being kept
up.
Emergency Procedures
In the event of a serious accident or medical emergency in the Outdoor Adventures, the
facility coordinator will take charge of the situation and direct others to ensure that the
following steps are implemented. In the event that the coordinator is not available at
the time of the emergency, a qualified Work Study Worker or a member of the Athletic
Staff will take over that responsibility.
1. STOP ALL ACTIVITY! Other staff members should monitor uninjured members and
keep them occupied and calm while removing them from the accident area.
2. The coordinator/Work Study Worker should assess the condition of the victim
immediately.
If unconscious, check airway, breathing, and circulation (pulse).
3. The Fitness Center Coordinator/Work Study Worker will specifically designate another
individual to call 911 via cell phone or inside the Fitness Center (9-911).
Tell dispatcher location of the accident
Communicate what happened, the condition of the victim, and what care is
being given
Let the dispatcher know that staff trained in first aid are on the scene
Listen and let dispatcher ask questions for the remaining information
Wait for the dispatcher to hang up before you hang up
The person that called 911 should designate a member to go meet EMS and
wait for police to arrive so that they can lead them to the injured individual
4. In the meantime while campus police and EMS are activated, the Fitness Center
Coordinator/Work Study Worker should administer life saving techniques or first aid as
taught in certification classes.
Have AED available-designate a member to be responsible for getting the AED.
Have the individual open the AED case.
Attend to major injuries
Continue attending to victim until relieved by a more qualified person
5. Once victim is stable, proceed with a controlled removal of members from the fitness
center.
It is imperative that everyone remains calm and total attention is demanded of
everyone.
 No members should move until instructed to do so.
All staff not tending to victim should pay close attention to members who are
shaken by the incident.
ALL staff should closely monitor members to ensure they comply with
directions.

Fire Evacuation Plan

1. Assist any person in immediate danger to safety, if it can be accomplished

without risk to yourself.
2. Immediately activate the building fire alarm system. This will automatically notify
the fire department and get help on the way. It will also sound the fire alarm bells
to evacuate the building and shut down the air handling units to prevent the
spread of smoke. It is best to have the fire department respond and not be
needed than to have them arrive too late for potential rescue. If you are in a
building without a fire alarm system, dial 911 from a safe location to report the
fire.
3. If the fire is small enough, use a nearby fire extinguisher to control and extinguish
the fire. Do not fight a fire if the following conditions exist:
o You don't know what's burning.
o The fire is spreading rapidly.
o You don't have the proper equipment.
o You can't do so with your back to an exit.
o The fire might block your means of escape.
o You might inhale toxic smoke.
o Your instincts tell you not to do so.
4. If the first attempts to put out the fire do not succeed, evacuate the building
immediately.
5. Doors, and if possible, windows, should be closed as the last person leaves a
room or area.
6. Do not use elevators, use building stairwells.
7. Upon evacuation of the building, all should proceed to a designated meeting area
where head counts can be taken.
8. Never reenter a building without permission from the fire department.
Accident Report

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