Commendation Award winner
Scouts
Business overview
Please provide an overview of your business that may include:
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Number of years established and brief company history
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Private, public or not for profit company
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Occupation and main activities including details of your products and/or services
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Company annual turnover ($AUD)
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Company structure showing risk management responsibilities
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Number of permanent employees (i.e. full time, part time)
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Number and use of contractors, subcontractors and labour hire personnel
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Staff turnover rate for the past 12 months
Word limit: 200
Scouts Australia is a volunteer based, not for profit organisation, that provides young Australians aged 6-25 with fun and challenging personal
development via outdoor experiential learning opportunities. Scouts Australia has almost 70,000 members, making it the largest youth movement
in the country. No other organisation offers such a diverse range of activities for young people across such a wide range of ages. Our success is
due to enthusiastic adult volunteers who take pride in encouraging young people to reach their full potential. The Scouts Australia Youth Program
incorporates contemporary issues such as youth health, vocational skills, issues pertinent to Indigenous Australians and responsible risk taking.
The youth Award Scheme encourages participation in a full range of activities while recognising individual achievements. Scouts Australia is an
accredited member of the World Organisation of the Scout Movement, which has over 40 million members in 161 National Organisations. Each
State/Territory is a ‘Branch’ of Scouts Australia and operates within their own governance processes while meeting national World Scout procedures.
Scout Jamborees are a tri-annual event aimed at 11-15 year old Scouts, and are an integral part of the youth development program. Scouts NSW is
hosting the Australian Jamboree in 2016 (AJ2016). AJ2016 is the 24th Australian Jamboree, where over 12,000 Scouts will camp for 2 weeks of “on”
and “off” site adventure and development based activities e.g. abseiling, high ropes courses and water activities, requiring a high level of planning,
logistics and liability risk management.
Please tell us why your nomination is deserving of this award?
Word limit: 200
The Australian Jamboree 2016 (AJ2016) is hosted by Scouts NSW and will be held at Cataract Scout Park in southwest Sydney with more than
10,000 participants. The Jamboree Executive is a volunteer team of leaders who have been planning the event since 2012. This leadership team
oversees a number of directorates that include Logistics, Programming, Sites & Services and Support Services. The Support Services directorate is
responsible for all risk management and safety issues relating to AJ2016. This includes engagement with external emergency services, legislative
compliance, best practice, overarching ‘whole event’ risk management and supporting development of specific front line risk management
procedures, site security and emergency management.
The challenges facing ‘whole event’ risk management include: financial risks, pre & post event preparation/clean-up, severe weather events,
emergency events (including catastrophic fire conditions), evacuation, medical, health & safety, transport, activities, security, working with children
checks.
This complex range of risk events requires significant consultation with external emergency service organisations and 100% commitment from
organisers and participants to ensure a safe event while encouraging responsible risk taking by our youth members. This activity complements
Scouts NSW risk management practices and supports best practice in the outdoor recreation industry.
AAI Limited ABN 48 005 297 807 trading as Vero Insurance
V9178d 02/12/15 A
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Key principles of Risk Management outlined in AS/NZS ISO31000 2009
1. Creates and protects value
Risk Management contributes to the demonstrable achievement of objectives and
improvement of performance in, for example, human health and safety, security, legal
and regulatory compliance, public acceptance, environmental protection, product
quality, project management, efficiency in operations, governance and reputation.
1.1 Do you measure the effect of liability risk management on the efficiency of the organisation?
Yes ✓ No 1.2 How does your liability risk management program support the achievement of your organisation’s objectives?
Word limit: 100
We are committed to providing a culture of responsible risk taking. Scouts NSW is a member of the NSW Outdoor Recreation Industry Council
(ORIC), which in turn provides opportunities for external peer review of our programs and procedures, in particular in the area of ‘Adventurous
Activities’.
AJ2016’s risk management program provides risk appropriate opportunities for all youth and adult participants to gain or improve competencies
in a range of activities that compliment our organisation’s primary objective of developing the areas of personal growth: Social, Physical,
Intellectual, Character, Emotional and Spiritual.
1.3 How do you balance liability risk management with cost?
Word limit: 100
AJ2016 funding is provided entirely by the attendance fees of the youth and adult participants. As such, our planning and delivery methodology
needs to accept that we only provide age appropriate, responsible risk taking activities. By doing this we are able to reduce the chance of
financial constraints conflicting with risk management priorities.
The event budget also allows for urgent contingencies that may be required to assist with unavoidable risk related costs. While this budget is
limited it does allow for the implementation of a risk hierarchy of control measures such as substitution, engineering or additional protective
equipment.
2. Integral part of all
organisational processes
Risk management is not a stand-alone activity that is separate from the main activities
and processes of the organisation. Risk management is part of the responsibility of
management and an integral part of all organisational processes, including strategic
planning and all project and change management processes.
2.1 Describe how liability risk management is incorporated into your business processes and management controls?
Word limit: 100
To ensure a whole of organisation induction into responsible risk taking Scouts provides mandatory training in risk management. This is
reflected in the management of AJ2016 via a tiered approach to the development of risk management plans.
Tier 1 provides a whole of event risk governance process. This provides overall risk management control and acknowledges the need for
specific controls at the front line.
Tier 2 allows for individual activities to be risk managed at the front line. Identification of risk and the subsequent control measures then have
ownership by the various teams that need to manage them.
2.2 Provide an example of a change to your business where liability risk management was a key consideration.
Word limit: 100
The aftermath of the 2009 Victorian Bushfires resulted in the introduction of the term “Catastrophic Fire Conditions”. For AJ2016 this means
that evacuation of the site is mandatory during such conditions. While evacuation procedures have historically been included for an actual risk,
this is the first time an evacuation may be required due to a potential risk. Significant consultation with the relevant authorities, in particular
NSW Rural Fire Service, has assisted with the development of planned evacuation procedures in line with NSW Emergency Management
Arrangements where AJ2016 will remain self sufficient in the coordination and application of an evacuation.
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3. Part of decision making
Risk management helps decision makers make informed choices, prioritise actions
and distinguish among alternative courses of action.
3.1 What is the process for making liability risk management decisions within your organisation?
Word limit: 100
A tiered hierarchy provides support and governance of risk management decisions. Standard Operating Procedures (SOPs) that reflect best
practice in the outdoor recreation industry, mandatory training at all levels of the organisation and acceptance that individual skills and locations
may allow variances to the risk controls also allow for realistic and appropriate decisions. For AJ2016, risk owners develop their individual
controls. Someone who has limited experience in that particular activity skill area then reviews these controls. This process allows for a “what
would a reasonable person do” approach and encourages appropriate feedback on any decisions.
3.2 How is the management team involved in liability risk management decisions?
Word limit: 100
The AJ2016 Executive includes members with experience in risk management across a range of industries. One member is specifically
responsible for the co-ordination of all risk related documents and provides guidance and support in their development. Decisions are delegated
to the respective portfolio for AJ2016 with the Executive assisting with the provision of external subject advisors if required.
Good communication between site management teams and Jamboree event management teams is critical in making this event work.
4. Explicitly addresses
uncertainty
Risk management explicitly takes account of uncertainty, the nature of uncertainty
and how it can be addressed.
4.1 How do you address uncertainty for liability risks within your organisation?
Word limit: 200
AJ2016 has introduced a number of internal and external processes in line with the traditional hierarchy of risk control to address any areas of
uncertainty related to the event. As an example, a Jamboree in 2010 resulted in a significant financial loss that had the possibility of cancelling
future events. A financial review of that event saw the introduction of administrative changes for AJ2016 including a number of external
audits throughout the planning stages, tighter budget controls and direct observation of expenditure approvals by another tier of Scouts NSW
separate from AJ2016.
Engagement with external emergency management organisations (such as Rural Fire Service) has also assisted with engineering of the site by
way of increased environmental hazard reduction within and outside the boundaries of the venue.
The introduction of a mandatory site induction that is directly linked to the online application system for all adults, followed up by specific task
related inductions assists in providing an improved level of risk awareness.
Skill specific competency based training for perceived high-risk activities are accepted as routine training for effective program and activity
delivery.
Throughout the event, dedicated site safety teams will patrol the area ensuring compliance with multiple risk management control measures.
4.2 How is contractual liability managed within your organisation?
Word limit: 100
AJ2016 will use a number of external providers for the provision of specific goods and supplies. All contracts require the provider to show
evidence of environmental considerations, liability insurance and Work Health & Safety compliance. Appropriate risk management controls
are also required for individual contractors and any sub contractors. Responsible persons able to accept contractual liability on behalf of the
Scouts has been restricted to senior Scouts, who have been trained in this regard. Standard legal contract wordings are used for Groups such
as schools who partner with the Scouts for use of facilities and activities, this lays out for example, who is responsible for supervision and
welfare of children, what is acceptable and unacceptable behaviour and liability for negligence. A separate signed waiver is required for high
risk activities.
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4.3 Do you have a formal business continuity plan (BCP)? Is the plan up to date, regularly reviewed and tested? Yes ✓ No 4.4 Does your BCP specifically include liability risks?
5. Systematic, structured and
timely
Yes ✓ No A systematic, timely and structured approach to risk management contributes to
efficiency and to consistent, comparable and reliable results.
5.1 Do you have a formalised and documented risk management program that includes liability based exposures?Yes ✓ No 5.2 If so, how is it organised and structured?
Word limit: 100
A group consisting of representatives of each state as well as a Youth representative and the directors of the
Jamboree teams meets annually prior to a Jamboree. Each state forms a committee known as the Branch Contingent
Executive which begins risk management planning for the next Jamboree soon after each Jamboree is finished. A formal risk management plan
including liability is produced together with risk assessments, focusing on safety of each of the main activities, events and games conducted.
A key part of this is emergency management e.g. large scale disaster and first aid and the welfare of children. Adult supervisors are volunteers
and engaged prior to the event for training and awareness of the relevant parts of this policy applicable to them.
5.3 How do you ensure that your liability risk management program is working effectively?
Word limit: 100
Scouts develop their liability risk management plan, taking into account lessons learned from each Jamboree and spend three years developing
this as an integral part of the planning for the next event.
Scouts present a “Good Camping” award at each Jamboree to the safest and tidiest Scout Troop to encourage safe behaviour and help leaders
to run a happy, healthy and successful troop.
Supervision is key and a Jamboree Leaders information weekend is held prior to the event in order to build a team of cooperating leaders to
work together for a safe and successful Jamboree.
Regular audits of each scout troop are held to ensure health and safety is a top priority and to address any specific problems.
6. Based on the best
available information
The inputs to the process of managing risk are based on information sources such as
historical data, experience, stakeholder feedback, observation, forecasts and expert
judgement. However, decision makers should inform themselves of, and should
take into account, any limitations of the data or modelling used or the possibility of
divergence amongst experts.
6.1 What sources of liability risk management information do you use?
Word limit: 100
AJ2016 has used a range of historical information to assist in the development of risk controls. Support from recognised external sources
(NSW Rural Fire Service, Bureau of Meteorology) has been used to clearly identify bush fire related risk issues while 100 years of meteorology
data has been used to assist with storm likelihoods. In addition to this the experiences of previous jamborees in NSW and other states has
been used for programming and activity based risks.
We engage closely with local councils and schools to understand local regulations and individual needs and requests. We rely heavily on our
own expertise and have many arborists and outdoor activity and survival experts, including being very proud of our own Australian Bear Grylls
(who self proclaims that Scouting made him what he is today).
6.2 Provide an example of how you use information to reduce liability risk within your organisation.
Word limit: 100
Careful information gathering from the hundreds of groups travelling to AJ2016 is critical to planning the event. There are more than 10,000
people, reaching the capacity of the site, from NSW, interstate and overseas. Children (boys and girls) are of different ages with different needs
and preferences. The more that is known about each Group before AJ2016 begins, the better the planning and logistics and resourcing for
safety and emergency will be.
Weather information is critical and this is carefully monitored for wet or extreme weather. Contingency plans are made for adverse weather and
if this is very extreme (bushfire, storm), rather than taking any risks, the event would be cancelled or postponed.
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7. Tailored
Risk management is aligned with the organisational external and internal context and
risk profile.
7.1 How has your liability risk management program been tailored to address risks specific to your organisation?
Word limit: 200
The Top 15 risks faced by Scouts NSW have been identified, and each has a description and an owner. Risk Owners were nominated by the
Scoutsafe Committee following a review of the Risk Register.
The context of risk assessment is to deal with risks that have potential to impede or could have seriously impact on Scouts NSW’s objectives
and direction. This precludes day-to-day hazards involved in the operations which are expected to be dealt with by other management systems.
The risks covered are:
Strategic Risk – External risk with importance to the strategic development of the Scouts NSW
Financial Risk – Internal and external risk that has impact on the finances of the Scouts NSW
Operational Risk – Internal risk which impacts on the operational capacity and capabilities of the Scouts NSW to perform its tasks.
Additional Areas of risk – Jamborees, and other Major events are assessed under a ’Major Events’ area of risk category.
The register has been reduced to 15 key risks by the board of directors and controls and treatments have been identified. Rankings have been
made using the risk language. The position of each risk has been plotted from its inherent or uncontrolled position to its controlled position.
8. Takes human and cultural
factors into account
Risk management recognises the capabilities, perceptions and intentions of external
and internal people that can facilitate or hinder the achievement of the organisation’s
objectives.
8.1 Describe the culture of the organisation relating to liability risk management.
Word limit: 100
The Scouting famous motto is: “Be prepared!” Expert planning and communication are critical. This is evident throughout the organisation
and especially with regard to liability risk management. The extensive planning for AJ2016 takes more than 2 years and builds on previous
experience. Scouts and leaders work together to complete not just activities, but organising meals, drinks and evening entertainment and
keeping the site clean and safe, everyone is expected to share the chores as well as the enjoyment. The Jamboree Executive Committee drive
a safety first approach and all associated with the Scouts take responsibility for the safety and wellbeing of themselves and others. The culture
of the Scouts is consistently highly rated when compared with other global organisations in terms of engagement and enablement of its
members.
8.2 What programs do you have in place for liability risk management training and awareness?
Word limit: 100
Risk Management training occurs at all levels of Scouting. All adult leaders receive comprehensive and ongoing risk training in regard to
interaction with children.
Risk Management and recognition of hazards are covered in the basic online training for leaders of youth and adults and further developed
in the advanced training modules. New members of the Board of Directors are offered risk management training as part of their induction
package.
8.3 Who are your major internal and external stakeholders?
Word limit: 100
Internal:
Volunteers and employees; Scouts; parents; sponsors
External:
Councils; Rural Fire Service; Schools including children of all ages, teachers and parents; the media; contractors for various works including
infrastructure and services; Our Insurance Brokers; Vero; the general public; Police Service; Ambulance Service including St John; State
Emergency Services, external organisations providing facilities to Scouts; Worksafe, auditors and regulators.
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8.4 How do they affect the achievement of your organisation’s objectives?
Word limit: 100
Scouts NSW internal stakeholders help to create and maintain the objectives of the Association. They consider the risk involved in providing
the Scouting program and make modifications, where necessary. They determine and review the process of corporate governance, contractual
relationships, standards and the culture of the Association.
Most external stakeholders provide the Association with vital expertise in specific areas of risk.
The Association develops strong relationships with external stakeholders through consultation processes as and when required to assist with
achieving the Association’s risk management objectives.
9. Transparent and inclusive
Appropriate and timely involvement of stakeholders and, in particular, decision makers
at all levels of the organisation ensures that risk management remains relevant and up
to date. Involvement also allows stakeholders to be properly represented and to have
their views taken into account in determining risk criteria.
9.1 Is there a procedure for stakeholders to suggest liability improvements? Yes ✓ No 9.2 How do you engage your stakeholders on matters of liability risk management
Word limit: 100
Scouts NSW has a process of consultation with both internal and external stakeholders. Regular consultation with experts from our insurance
broker, provides guidance and support to the Association on liability improvements.
Open discussion on areas of risk with various government authorities such as Workcover NSW, the Department of Public Health and the Office
of Environment and Heritage helps the Association to manage and control risk.
9.3 How do you monitor the success/suitability of the risk management program in relation to your stakeholders?
Word limit: 100
Risk Owners regularly review their risks (6 monthly) and adjust controls and treatments accordingly.
The Governance and Risk Committee conducts internal reviews of the risk management program and reports findings and recommendations to
the Board of Directors.
10.Dynamic, iterative and
responsive to change
Risk management continually senses and responds to change. As external and
internal events occur, context and knowledge change, monitoring and review of risks
take place, new risks emerge, some change and others disappear.
10.1Does your company have a formalised and documented system for the management of change?
Yes ✓ No 10.2Does your change management policy specifically address liability risks?
Yes ✓ No 10.3How is your organisation dynamic in its approach to risk management? (consider technology, specific programs etc.)
Word limit: 100
The Scouts believe in “learning by doing” and so we encourage our members to take part in activities and whilst not using technology in the
conventional way, we are always expanding our activity list to utilise the latest innovation in personal development and team activities list,
including digital treasure hunt, orienteering and using the latest in safety innovation for our high ropes courses e.g. a device that ensures
attachment at all times, with the freedom to still move around the course.
The Scouts Australia moves to the next stage in its digital strategy, launching a new Scout Wiki on Scout Central (our members site), to harvest
and share over 100 years of collective Leader experience. The event is broadcast around the world on the air on its own radio program called
Jamboree On The Air.
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10.4Provide an example of where a lesson learned has become a catalyst for improvement and/or change.
Word limit: 100
After a number of similar near misses with young people unclipping both ends of the safety line on the high ropes courses whilst changing
apparatus and being distracted by their friends, the association researched and determined that a smart belay system would provide a fail safe
solution to this problem. Smart belays were procured and are now utilised across all high ropes courses.
Smart belays prevent both ends of the safety line being disengaged at the same time, thus eliminating the risk of young people being injured
from falls when distracted.
11. Facilitates continual
improvement of the
organisation
Organisations should develop and implement strategies to improve their risk
management maturity alongside all other aspects of their organisation.
11.1 How are liability risk improvements identified, implemented and measured?
Word limit: 100
This is overseen by the Scouts Safe and Insurance Committee, reporting in to the Governance and Risk Committee. Individual leaders are
expected to identify, make safe and raise liability risk management matters as necessary for strategic consideration. A system of internal and
external inspections are carried out of camp sites and buildings on a regular basis, including surveys and recommendations made by insurers
and Worksafe. All safety incidents are recorded and analysed centrally by the nature of the incident, age of injured party, Scout troop etc. Slips,
trips and falls is by far the most frequent incident type and Scouts are constantly designing out ST&F hazards and encouraging leaders and
scouts to be vigilant in this area, plus investing in good lighting for high foot traffic areas at night time.
11.2 How do you continually improve and develop your risk management program in line with your organisation?
Word limit: 100
Scouts have a global network and keep up to date with local and international best practice, especially as rules and regulations change and new
risks emerge.
A relatively recent emerging risk is that many children of all ages now have smart phones with cameras, access to the internet and other
capability and Scouts have had to develop their policies to balance safe, enjoyable and respectful use of these devices. Use of these devices
are prohibited at certain times (during high risk activities) and in certain areas (washroom facilities). This presents a constant risk management
challenge for Scouts, schools and parents alike.
11.3 What planned changes to liability risk management do you intend to make?
Word limit: 100
Post AJ2016 a review is conducted to learn from this experience and improve safety for the next event in three years time. The challenge is the
keep the event fresh and exciting without compromising on safety.
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