Channel Heritage Centre Schools Risk Management Plan

Channel Heritage Centre

Risk

Natural Disaster

Outcome if the risk

occurred

Abandonment/curtail
ment of activities
Inability to leave
Emergency
evacuation
Distress suffered by
tour participants and
families at home

Other management
areas/sites affected
if the risk occurred

School/Learning
Services
Central
Office/Minister
Local media
School community

Existing risk
treatment actions

Ongoing vigilance
about situation whilst
in the CHC
Staff have access to
phone
Students/participants
regularly briefed on
situation.
Communication plan
(including key
contacts) available at
all times
( School)
Recognition that
students will
communicate via

Consequence1
Likelihood2
Risk rating3

Business
Unit/School

Last Update: March 2015

2 2 L

Details of proposed
(additional) risk
treatment actions
(ARTA) 4

Addition
al
resource
s
required
to
impleme
nt ARTA

Person
respon
sible
for
ARTA
&
target
date5

Requires sign-off by
Principal that risk
level is acceptable

Go to Risk Rating
ibid
3
Go to Risk Acceptance/Risk Appetite
4
Aimed at reducing risk to lower risk levels (e.g. to Medium or Low)
5
Target date for implementation of additional treatment actions & person responsible for implementation
2

Risk

Other management
areas/sites affected
if the risk occurred

Existing risk
treatment actions

Consequence1
Likelihood2
Risk rating3

Outcome if the risk

occurred

Details of proposed
(additional) risk
treatment actions
(ARTA) 4

Addition
al
resource
s
required
to
impleme
nt ARTA

Person
respon
sible
for
ARTA
&
target
date5

social media that

could unnecessarily
alarm school
community
2

Fire within the CHC

Facility

There is a risk that a

pre-existing medical
issue will arise with
a student

Abandonment/
curtailment of
activities
Emergency
evacuation
Distress
suffered by
students

Illness/Injury to
participant.
First aid would be
applied.
Phone school-contact
school nurse.
Ring family or
ambulance or both.
Participant removed.
Cancellation of
activity.
Additional cost
Loss of time

School/Learning CHC is a fire

Services
compliant facilityCentral
exits, doors,
Office/Minister
extinguishers, etc
Local media
School
/Volunteer
community

School community

2 2 L

Volunteers lead
students to
designated
meeting
point;.

At School
2 2 L School Staff need to
double check before
Participants to
departure that they
complete medical
have necessary
forms prior to the
medical info./and
excursion.
medicines etc., phone
Letters sent home to
and contact list.
advise parents/carers.
Reminders of safety
Check with school
before departure.
medical officer re
1.
Attendance
medical advice.
checked.
All participants are
briefed on safety/
wellbeing before
departure.
2

Risk

Other management
areas/sites affected
if the risk occurred

There is a risk a
minor medical issue
will arise

Illness/Injury to
participant. First aid
would be applied.
Phone school-contact
school nurse.
Ring family or
ambulance or both.

There is a risk that a

participant may be
harassed by
staff/volunteer/other
student or third
party

School based sanctions

Involvement of police.
'Bad Press'
Cancellation of future
school visits
Ministerial/Council
inquiry
School based discipline
policy is adhered to

School community

Existing risk
treatment actions

Grp leader carries

mobile phone and
contact nos for the
gp.
Grp. Leader carries
medical info and
items, and first aid.
Minor injury first aid
kit available

Check Behaviour
guidelines are
understood by all
participants.
Volunteers' good
character checks?
Appropriate
male/female ratio of
Volunteers/

Consequence1
Likelihood2
Risk rating3

Outcome if the risk

occurred

Details of proposed
(additional) risk
treatment actions
(ARTA) 4

Addition
al
resource
s
required
to
impleme
nt ARTA

Person
respon
sible
for
ARTA
&
target
date5

2 2 L School Staff double

check before departure
that they have
necessary medical
info./and medicines
etc., phone and contact
list.
Reminders of safety
before departure.
1.
Attendance
checked.
2 2 L 1.

Risk

Other management
areas/sites affected
if the risk occurred

There is a risk that a

student deliberately
absconds

Cancellation of activity
Stress and uncertainty
to participants
Adverse media
exposure
Future visits in

Existing risk
treatment actions

Consequence1
Likelihood2
Risk rating3

Outcome if the risk

occurred

Details of proposed
(additional) risk
treatment actions
(ARTA) 4

Addition
al
resource
s
required
to
impleme
nt ARTA

Person
respon
sible
for
ARTA
&
target
date5

School/Parent
Briefing of
participants prior to
visit
Ratio of studentteacher are discussed
and planned for.
Teacher to maintain v
proximity to
students.
A member of the
teaching staff for the
group must make a
pre-visit to the CHC
and consult on
behaviour
management.
CHC school
volunteers briefed on
CHC & School
expectations.
At briefing
Students divided into 2 2 L 1.
students told not to
small groups
wander but to stay in
( 5-8 )and assigned
group.
two adults CHC
2.
CHC volunteer
volunteer & school
not assigned to
adult
4

Risk

Other management
areas/sites affected
if the risk occurred

jeopardy

There is a risk that

participants will
accidentally damage
CHC object(s)

Incurred cost

Possible cancellation of
planned activities

Existing risk
treatment actions

Consequence1
Likelihood2
Risk rating3

Outcome if the risk

occurred

A member of the
teaching staff for the
group must make a
pre-visit to the CHC
and consult on
student management.
importance of small
groups; students at
risk.
2 2 L
At briefing students
informed of
appropriate
behaviour
All items in CHC
secured or protected
apart from nominated
touch items.
A member of the
teaching staff for the
group must make a
pre-visit to the CHC
and consult on
student management.
Ie no-touch, students
at risk.

Details of proposed
(additional) risk
treatment actions
(ARTA) 4

Addition
al
resource
s
required
to
impleme
nt ARTA

Person
respon
sible
for
ARTA
&
target
date5

Additional CHC
volunteer asked to
wander & keep an
eye out

Other management
areas/sites affected
if the risk occurred

Risk

There is a risk that a

students behaviour
fails to comply with
CHC code of
conduct.

Cancellation of activity
Stress and uncertainty
to visitors
Adverse media
exposure
Future school visits in
jeopardy

There is a risk a
participant will suffer
some accident when
moving into or out
of the CHC facility

Illness/Injury to
participant. First aid
would be applied.
Phone school-contact
school nurse.
Ring family or
ambulance or both.

School community

Existing risk
treatment actions

At briefing students
informed of
appropriate
behaviour
A member of the
teaching staff for the
group must make a
pre-visit to the CHC
and consult on
student management.
Ie time, students at
risk.
Teaching staff asked
to remove student(s)
from CHC
Minor injury first aid
kit available
Students & staff
guided into and out
of CHC by a CHC
volunteer.
All CHC doors
locked open

Consequence1
Likelihood2
Risk rating3

Outcome if the risk

occurred

Details of proposed
(additional) risk
treatment actions
(ARTA) 4

Addition
al
resource
s
required
to
impleme
nt ARTA

Person
respon
sible
for
ARTA
&
target
date5

2 2 L School Staff double

check before departure
that they have
necessary medical
info./and medicines
etc., phone and contact
list.
Reminders of safety
before departure.
2.
Attendance
checked.
6

Risk

10

There is a risk that

participants will lose
/ damage belongings

11
12

Other management
areas/sites affected
if the risk occurred

Existing risk
treatment actions

Incurred cost
Loss of time spent
searching
Cancellation of
planned activities

At briefing students
informed of
appropriate measures
to protect belongings

Consequence1
Likelihood2
Risk rating3

Outcome if the risk

occurred

Details of proposed
(additional) risk
treatment actions
(ARTA) 4

Addition
al
resource
s
required
to
impleme
nt ARTA

Person
respon
sible
for
ARTA
&
target
date5

1.
1.

1.
1.

1.
1.

2 2 L

Risk Rating
Consequence
arising from
the
risk occurring
or through
the objective
of the
event not
being
achieved

1 - Insignificant
An event, the
consequences of
which can be
absorbed through
normal activity
Managed within
Budget 7
Virtually no impact
8

Virtually no impact
9

Minor injury
requiring first aid
10

Likelihood
of risk occurring /
objective not being
met within a period
of 12 months (for
risks
in general) or within
a specified period
(e.g. for a special
event)6

Minor loss or loss

that can be
replaced from
within Budget 11
Virtually no impact
12

Other?

13

2 - Minor
An event, the
consequence of which
can be absorbed but
management effort is
required to minimise
the impact
Minor impact on
Budget / some
resources diverted
Some media attention,
credibility questioned
Short/medium term
recovery and minor
budgetary impact
Injuries requiring time
off from
workplace/school
Destruction or loss
that can be replaced,
requiring some
diversion of resources
Minor loss of clientele,
short term recovery,
minor impact on
Budget

3 - Moderate
A significant event that
can be managed under
normal circumstances by
the organisation. The
consequences could
mean the activity will be
subject to significant
review or changed way
of operations
Serious impact on Budget
/ resource reallocation
Senior management
damage control required
Medium term recovery
and serious budgetary
impact
Severe injuries,
hospitalisation with long
recuperative period
Destruction or loss that
can be replaced with
serious impact on budget
Some loss of clientele,
serious impact on budget
and resources, medium
term recovery

4 - Major
A critical event that
with proper
management can be
endured by
CH&FMA
Critical impact on
Budget, external
recovery required
Public confidence
shaken but not totally
lost
Long term recovery
and external
resources required
Death or severe
permanent
disablement
Destruction or loss of
high significance that
can be substituted or
recreated with
external assistance
Loss of clientele,
senior management
damage control, long
term recovery
required

5 - Critical
A disaster that would
lead to permanent or
long-term damage to
the ability of the
organisation to
achieve its objectives
No possible funding
recovery for function
Total loss of
confidence, long term
recovery required
Destruction/loss,
without possible
recovery
Multiple deaths or
severe permanent
disablement
Destruction or
irretrievable loss of
high/ national
significance without
possible replacement
Large scale loss of
clientele, with
associated funding
reduction, long term
recovery required

Percentage indicates probability of the event occurring

Descriptor for funding harm
8
Descriptor for harm to reputation
9
Descriptor for harm to facilities
10
Descriptor for personal injuries
11
Descriptor for loss of information or significant objects
12
Descriptor for harm to service delivery
13
Other - the list of descriptors is not complete. Please insert other descriptors to suit the projects particular circumstances
7

5 - Almost Certain
(>95%)

Medium

High

High

Extreme

Extreme

4 Likely (76-95%)

Low

Medium

High

High

Extreme

3 Possible (2575%)

Low

Medium

Medium

High

High

2 Unlikely (5-24%)

Low

Low

Medium

Medium

High

1 Rare (<5%)

Low

Low

Low

Medium

Medium

Risk Acceptance (Risk Appetite)

As a general rule, if an actions residual risk14is in the unacceptable range (extreme, high, and some medium ratings), it is necessary to implement further
treatment actions to reduce the risk to an acceptable level. The following provides a guide on what is needed.
Unacceptable risk without further treatment
Detailed Risk Management Plan required to lower residual risk level before proceeding with activity (risk owner and treatment must be clearly
Extreme
defined)

High

Medium
Low

Unacceptable risk without further treatment

Detailed Risk Management Plan required to lower residual risk level before proceeding with activity (risk owner and treatment must be clearly
defined)
Risk may be tolerated.
Manage risk with detailed Risk Management Plan
Risk and risk treatment actions generally acceptable
Risk must be monitored because risk level could change over time

Legend
Consequence
Context
Inherent risk
Likelihood
Residual risk
Risk
14

The Risk Management Cycle

The outcome if a risk occurred - there are many categories of outcomes, including injuries,
facilities, financial, reputation etc. (measured 1 to 5, '5' being most severe). Risk treatments
in place must be taken into consideration when determining likelihood/consequences
Establishing the Context is the most important step in the risk management cycle. This step
determines the scope covered by the risk management plan, including the risks faced by
stakeholders involved
The pure risk associated with an action without taking any existing risk treatment actions
into consideration
The possibility of a risk occurring (measured 1 to 5, '5' is most likely). Risk treatments in
place must be taken into consideration when determining likelihood/consequences
The risk that remains after certain risk treatment actions inserted in the Existing risk
treatment actions in place column of the Risk Management Plan have been implemented
The chance of something happening that will impact objectives. Risk is measured in terms

Risk level after taking into consideration existing risk treatments

10

Risk appetite
Risk
management
cycle
Risk owner
Risk rating
Risk
treatment
Target date

of Consequence and Likelihood to give a Risk Rating for any action

Value judgment by stakeholders to determine whether risk levels are acceptable given
existing risk treatments, or whether additional treatments are required
The process involving seven formal steps of risk management as defined in the AS/NZS Risk
Management Standards 31000
The person responsible for managing the risk (very often the person, due to his
involvement in the activity or position held, creates the risk).
Based on the combination of Likelihood and Consequence (rated 'extreme' to 'low')
Any action designed to reduce the likelihood of the risk occurring or the severity of
consequences if the risk occurred
Date the treatment activity must be in place - Risk Owner is responsible for meeting target
date

11

15
16

Risk/Event

Other
management
areas/sites
affected if the
risk occurred

Outcome if the risk

occurred

Inability to attract
suitable staff (staff
with special
attributes)

Decreasing support Important services

School
from school
reduced or
Community
community (various
discontinued
causes)
Financial impact of
having to pay for school
volunteers

Inability to provide
quality educational
experiences to K
to 12 students

Less than optimal

educational outcome
Criticism from school
communities
Decreasing bookings

Government &
Independent School
policies on educational
outcomes complied
with
Involved and educated

CHAFMA

Existing risk treatment actions

Consequence
Likelihood
Risk rating

Sample Risk Register School/educational activities

Details of
proposed
(additional
) risk
treatment
actions
(ARTA) 15

Additi
onal
Person
resour respons
ces
ible for
requir
ARTA
ed to
&
imple
Target
ment
date16
ARTA

3 4 H Requires
Promotion of CHC as a desirable
place to volunteer.
involveme
nt by
Recognition there is a limit to the pool
CHAFMA
of volunteer staff due to various
Committe
reasons
e
Ongoing dialogue with Schools &
other visiting groups
2 5 H Discuss
Encouragement in the community to

become involved to replace an ageing

with
pool of volunteers
CHAFMA
Committe
Making the CHC an attractive place to
e
volunteer in
May have
to accept
as a fact
of life
4 2 M Requires
Recognise there will be different

educational outcomes among students

sign-off by
Excecutive
Scarce human, facility and financial
CHAFMA
resources applied in the most effective
manner
Ongoing involvement by school

Aimed at reducing risk to lower risk levels (e.g. to Medium or Low)

Target date for implementation of additional treatment actions & person responsible for implementation
12

Risk/Event

Emergencies
occurring without
the visiting group
being adequately
prepared

Financial
mismanagement,
non-compliance
with financial
guidelines, budget
overrun, fraud
Serious injury to
staff, students or
visitors

Outcome if the risk

occurred

students and school

community
Serious injuries and
destruction of facilities
Disruption to learning
activities
Inquest/Coroners
inquiry

Existing risk treatment actions

Consequence
Likelihood
Risk rating

Other
management
areas/sites
affected if the
risk occurred

Details of
proposed
(additional
) risk
treatment
actions
(ARTA) 15

Additi
onal
resour
ces
requir
ed to
imple
ment
ARTA

Person
respons
ible for
ARTA
&
Target
date16

communities
School
CHAFMA
President

Audit investigation
Negative reaction from
CHAFMA members
Financial short-fall
suffered

CHAFMA
Committee

Workers
Compensation claim
Cost
Possible litigation
Disruption to learning
program

Learning
Services
Tasmanian Risk
Management
Fund

4 2 M Requires

sign-off
CHAFMA
Committe
e
Exercise
evacuation
procedure
s at least
twice
yearly

4 1 M Requires
Awareness of and compliance with

Financial Policies and Guidelines

sign-off by
CHAFMA
Separation of functions to comply with
Committe
legal requirements
e
Trusted staff
Critical Incident and Emergency
Guidelines (CIaEG) available at school
s (though possibly not understood by
all
Ongoing maintenance of facilities
Limited awareness of Court Orders
against certain parents

Activities matched with participants

abilities
School environment kept safe and
secure
Excursions etc. covered by risk
management plan

3 3 M Requires
sign-off by
CHAFMA
Committe
e

13

Risk/Event

Damage to or loss
of infrastructure,
including vandalism

Lack of succession
planning for key
staff

Inability to
find/access
information (e.g.
on CHC website,
personal contacts)
Permanent loss of
information or
release of
inaccurate/inapprop
riate information

10

11

Other risks?

Outcome if the risk

occurred

Small financial cost

N/A
(Damage covered by
Property Insurance)
Reputational loss
Disruption to every-day
routine
Disruption to school
CHAFMA
visitors
Committee

Possibility of providing
incorrect information
to others
Time wasted in trying
to find information
Potential consequences
under the Archives Act
CHAFMA Member
criticism
Cost involved in
restoration of
documents

CHAFMA
Committee

Archives
CHAFMA
Committee

Existing risk treatment actions

Consequence
Likelihood
Risk rating

Other
management
areas/sites
affected if the
risk occurred

Details of
proposed
(additional
) risk
treatment
actions
(ARTA) 15

Additi
onal
Person
resour respons
ces
ible for
requir
ARTA
ed to
&
imple
Target
ment
date16
ARTA

Security system and cameras in

strategic places
Secure rubbish bins
Liaison with local Police

2 4 M Requires
sign-off by
CHAFMA
Committe
e

Awareness that certain key volunteers

will retire or be absent for extended
periods
Information sharing with staff
Maintain accurate documentation of
procedures
Reliance on local knowledge, and
informal contacts in CHAFMA
Hardcopies of manuals/instructions
(recognising possibility of
obsolescence)
Paper records stored in secure area
Records transferred to Archives as
much as possible
Regular back-up of electronic
information

2 3 M Requires
sign-off by
CHAFMA
Committe
e

2 4 M Requires
sign-off by
CHAFMA
Committe
e
3 1 L No
Further
Action

14