DENVER ALUMNAE CHAPTER OF DELTA SIGMA THETA SORORITY, INC PRESENTS
RISK
MANAGEMENT
TRAINING
PREPARED BY:
ANISA JONES
2 ND V I C E P R E S I D E N T
PROGRAM PLANNING AND DEVELOPMENT AND
RISK MANAGEMENT COORDINATOR
SEPTEMBER 6, 2014
OBJECTIVES
 Roles and Responsibilities
 Why Risk Management?
 Foundational Principles
 Operational Principles
 RM-Tool Kit: Forms, Policies and Educational Docs
 Timelines and Milestones
 Documentation (Access and Submittal) Process
QUESTIONS
 FOR THE SAKE OF TIME, PLEASE HOLD ALL
QUESTIONS TO THE END OF PRESENTATION.
 WRITE QUESTIONS DOWN AND SUBMIT AFTER
PRESENTATION.
ROLES AND RESPONSIBILITIES
NO.
ROLE
RESPONSIBILITY
1
Chapter President
2
Risk Management Coordinator
Responsible for overall implementation of Risk Management plans and
processes. Reports alleged/actual situations of abuse to Regional Director,
National Director, local authorities.
Manages implementation of Risk Management plans and processes and
Program Planning and Development Initiatives
3
Risk Management Committee
Assists in implementation of Risk Management plans and processes
Implements programming of Youth programming including, but not limited to,
Delta Academy, Delta Gems, Embodi. Provides Risk Management training and
4
Committee Chairs, Youth Initiatives
documentation to youth participants and parents or legal guardians.
Internal and external members of Deltas youth initiatives programs, fully trained,
5
Volunteers
and approved to serve the youth participants
6
Youth Participant
Young male or female participant of Delta youth initiative programs
7
Parent or Legal Guardian
Authorizes youth to participate in Delta youth initiative programs
All documents can be downloaded from www.box.com or www.denverdelta.org (member's only section).
 R/R List will be further developed, as needed.
NAME:
Djuana Harvell, PH.D.
Anisa Y. Jones
Anisa Y. Jones, Bobby Hollyman,
Loretta Tipton-Perry
See 2014 - 2016 Committee List
Members and Affiliates of Delta
Sigma Theta
-
WHY RISK MANAGEMENT?
 Program Planning and Development
 Youth Initiatives
DELTA GEMS
 DELTA ACADEMY
 EMBODI

 Consistent Implementation of Programs
 Mitigation
 Harm and Injury to Youth
 Probability of Delta Incurring Liability
FOUNDATIONAL PRINCIPLES
 MEMBERSHIP INTAKE OR INITIATION RITES,
PROHIBITED



Stepping
Dressing Uniformly
Wearing Delta Paraphernalia






Exception: Clothing can bear name of Youth Initiative per
Delta’s intellectual property guidelines
Referring to members as “big sister”
Adopting a sound or call
Assigning any special name or number
Running errands or performing tasks for members
Meeting in secret locations
OPERATIONAL PRINCIPLES
 PREPARE POSITION DESCRIPTIONS
 Officers, Committee Chairs, Co-Chairs, Mentors and other
members who work with youth initiatives
Responsibilities
 Duties
 Expectations


Benefits –
Written guidelines
 Measure objectives
 Identify risk exposures and strategies

OPERATIONAL PRINCIPLES
 SCREENING PROCEDURES
 Policies against abuse
 Reporting policies
 Process

Appendix 1 – 8
Step 1:
Training
Step 2.
Application
Step 3.
Interview
Step 4:
Background
and Reference
Check
Step 5.
Acceptance/
Rejection
OPERATIONAL PRINCIPLES
 REASONS FOR DISQUALIFICATION
 Failure to complete screening process
 Past history of substance abuse or distribution, including
abuse of minor
 Conviction of any crime, youth involved
 History of violence or any sexually exploitive behavior
 Termination from paid of volunteer position caused by
misconduct of youth

Studies indicate a strong relationship between other acts of violence, such as domestic abuse
and sexual assault, and youth abuse, including youth sexual abuse.
OPERATIONAL PRINCIPLES
 VOLUNTEER TRAINING
 Recognize the Signs of Abuse
Physical, Neglect, Emotional, Sexual
 Look for patterns of suspicious or inappropriate behavior
 If youth reports information related to sexual topics or suspicious
behavior…believe them… it may be a cry for help.
 Appendix 9





Policies relating to Care and Supervision
How to Respond, Reasonable grounds for Maltreatment
Youth Development Characteristics
Application Sections of Delta’s Code of Conduct

Appendix 8
OPERATIONAL PRINCIPLES
 SUPERVISE VOLUNTEERS
 Limited one-to-one, isolated contact between adults and youth
 For mentoring purposes
Routine involvement of Risk Management Coordinator and
parents
 Positive development of mentoring relationship


For private discussion


Remain in eye-sight
Mitigate false allegations of abuse of volunteer while
protecting the youth from possible abuse
OPERATIONAL PRINCIPLES
 REPORTING ABUSE
 All Abuse should be reported
 Report to Chapter President/Risk Management Coordinator
 President will escalate to Regional Director, National Director,
and/or legal counsel

In any of all cases of alleged abuse the President will be responsible for
terminating any relationship between alleged perpetrator and youth
and report the matter to the Regional Director, the National President,
legal counsel and the local Child Protective Services Agency
OPERATIONAL PRINCIPLES
 EDUCATION PARENTS/LEGAL GUARDIANS




Provide educational materials
Orientation and Fact Sheet
Requirements of Initiative
Mandatory authorization of child participation






Appendix 11
Send schedules of events
Include a parent’s guide
Encourage parents to talk with their youth about abuse
Encourage parental participation, visitation, observation
Obtain a signed general release, releasing Delta from unintentional
damage or injury to child, waiver and release

Appendix 11
OPERATIONAL PRINCIPLES
 Photographing Youth Guidelines
 Never photograph youth in any stage of undressing
 In any setting or poses that are unrelated to Delta activity
 Chapters must obtain authorization from parents to
photograph youth and to use the photograph for chapterrelated activities

Appendix 23
OPERATIONAL PRINCIPLES
 DISCIPLINE, NOT ABUSE
 Appropriate discipline demonstrates relations between actions
and consequences
 Maintains order
 Protects youth from injury


Procedures to implement, before youth participation
 Communicate clearly to parents that certain actions, will result
in disciplinary actions
 Delineate the kind of discipline that will be imposed for specific
conduct
 Communicate no physical or corporal punishment
 Obtain parents’ consent for discipline of youth
Reference Appendix 12
OPERATIONAL PRINCIPLES
 MONITOR YOUTH-LEADERS
 Chapters to avoid exploitation of youth, nor place them in
situations that increase the risk of victimization
 Ensure their leadership techniques are positive, not punitive
 Youth leaders are not allowed to discipline other youth
OPERATIONAL PRINCIPLES
 OUT OF PROGRAM ACTIVITIES, PROHIBITED
 To delineate between a sanctioned Delta Activity and what is
clearly not Delta’s program and therefore, not Delta’s
responsibility to supervise
 Child molesters of use youth-serving initiatives to meet youth
– once in the program, they expand their relationship with
vulnerable youth to molest them
 Parents of guardians have to express written permission or
participation of out-of program activities
OPERATIONAL PRINCIPLES
 RESPECT PRIVACY RIGHTS
 Health and Safety

Inappropriate Activity and Touching
 Empower them to say what is appropriate/inappropriate
 Examples –
•
•
•
•
•
•
Undressing in front of each other
Kissing on mouth
Sitting on each other laps
Adjusting hair or clothing, without permission
Touching, hugging in secret or isolation
Touching buttocks, breasts, or groin areas
OPERATIONAL PRINCIPLES
 STRICT SIGN-IN/SIGN-OUT PROCEDURES
 Developed on a case-by-case basis
Requires a parent or guardian of youth participants to identify the
individual(s) authorized to pick-up their youth from the program
 Youth may be required to sign themselves in and out
 Chapter president must evaluate and determine if program
permits this process
 Pertains to GEMS initiative
 Check against the list before youth is released from program


Appendix 14 and 22
OPERATIONAL PRINCIPLES
 MOTOR VECHICLES
 Prohibited transport of youth by member or volunteer in
her/his car or any other motor vehicle
 Commercial Transportation-Chapter Provided


Written permission of parent(s) or guardian(s) of each participant
 Requirements of Transportation Company
 Private Company with ICC (Interstate Commerce Commission)
license;
 Uses only licensed drivers with good driving records
 Carries comprehensive general liability insurances; and
 Adds Delta and the chapter as “an additional insured” to the
transportation company’s liability policy
Appendix 15
OPERATIONAL PRINCIPLES
 INTERNET ACCESS CONTROLS
 Dangers/Threats to Youth
Harassment
 Stalking
 Physical Injury


Steps to Protect Youth
Develop and distribute an acceptable use policy (Appendix 16)
 Consider installing blocking/filtering software, i.e. Cyber Patrol,
Cyber Snoop and Net Nanny
 Provide an Orientation or training session for youth
 i.e. Stranger Danger, Never share personal info on-line, never
arrange to meet anyone, avoid flaming, access will be suspended
for violators, etc

OPERATIONAL PRINCIPLES
 HEALTH RELATED RISKS
 Chapter must establish policies to address
When to send an ill youth home;
 What to do if a parent or guardian is unavailable
 What medicines volunteers can dispense
 Accommodations for allergic or asthmatic youth
 Utilize form to record medical history at the time a youth is
accepted into the program
 Obtain parental permission to seek medical care if parent is
unavailable during emergency situations

• Take these forms to ER so no interruption in care is experienced.

Reference Appendix 16
OPERATIONAL PRINCIPLES
 DISPENSING MEDICATIONS
 Medication Release form for each medication
 Chapter has signed forms granting permission to administer different
medications
 Give only medication that is in the original container or packaging; ensure their
name is on the packaging with correct dosage, pharmacy name, etc. Never give a
youth medication with anyone else’s name on it.
 Parental permission to administer all non-prescription medications, including
but not limited to, the following:



Antihistamines, Non-aspirin pain relievers and fever reducers, Cough medicine,
Decongestants, Ant-Itching creams, Sunscreen
 Always use an appropriate medicine dropper or measuring spoon. Silverware
spoons are not acceptable measuring devices.
 Stop giving medication if side effects are observed, promptly inform parents
and/or medical professionals depending on severity of the condition and the
availability or unavailability of the parents.
Keep a log of medication administered; name, medication, dose, date, time of
day, etc.
Appendix 18 and 19
OPERATIONAL PRINCIPLES
 WEATHER-RELATED RISKS
 Includes
Dehydration
 Hypothermia
 Heat Stroke
 Electrocution by Lightening
 Trauma due to wind blown debris
 Frostbite


Members should recognize and respond to the signs of
weather-related conditions when hosting outdoor activities
during extreme hot/cold conditions
OPERATIONAL PRINCIPLES
 EQUIPMENT USAGE, SAFETY
 Member Training, Knowledge
First Aid Equipment
 Building Alarm Systems
 Communication Systems
 P.A. Systems
 Emergency Radios
 Wireless Phones
 etc

RM-TOOLKIT: FORMS, POLICIES AND
EDUCATIONAL MATERIALS
Documentation can be found in Delta S igma Theta S orority, I nc Risk Management Manual, Approved July 2010
Appendix
No
Document Name
1
Youth Initiatives Screen Procedures
2
3
Volunteer Application
Volunteer Assessment Summary
4
Candidate Interview Form
5
6
7
Personal Reference Interview Form
Volunteer Acceptance Letter
Volunteer Rejection Letter
8
9
10
Code of Ethics
Signs and Symptoms of Child Abuse
Volunteer Suspension/T ermination Letter
11
12
13
Parental Affirmation/Waiver and Release
Guidelines for Disciplining Youth Participants
Code of Conduct for Youth Participating in Youth
Initiatives Program/Sanctions for Violating Code of
Conduct
14
15
Youth Pick-Up Authorization Form
Field T rip Permission Form
16
Internet Use Policy
Description
Outlines steps to determine if a candidate meets the basic qualifications to
become a volunteer with any of the Delta Sigma T heta youth initiatives.
Includes Written application, Information of Release and Personal References
Form
T racks eligibility screening material and dates of completion.
Assesses suitability/eligibility as a volunteer via face to face interview with Risk
Management committee.
Assesses suitability/eligibility as a volunteer via personal and professional
references.
Guidance for accepting a suitable/eligible applicant
Guidance for rejecting an ineligible applicant
Embodies the affirmation of volunteer/applicant commitment to follow tenets that
are integral to Delta's youth initiatives
Educational guidance for child abuse signs and symptoms
Guide for suspending a volunteer due to alleged/actual maltreatment of youth
Authorizes youth to participate in youth initiatives and the waiver and release to
protect Delta from unintentional damage or injury to youth.
Provides guidance for properly disciplining, not abusing, youth.
Mandatory for
Risk
Management
Committee
Operation
Mandatory for
Member/
Volunteer
Compliance
Mandatory
Parental and
Participant
Compliance
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Outlines the code of conduct for youth and sanctions for violations resulting from
poor conduct
Yes
Identifies approved/authorized persons to pick of youth from youth initiative events
Outlines Chapter sponsored transportation permission form, as needed.
Yes
Yes
Outlines policy for computer and/or internet access during youth initiative event
Identifies health history, developmental history for youth participants entering into
17
Medical Information Form
youth initiatives
Identifies emergency medical treatment authorization, health information, nonEmergency Medical T reatment Authorization/Health
prescription mediation permit, physician and insurance information, emergency
18
Information
contact information.
Documentation to be filled out by physician dispensing medication and the
Medication Authorization Form/Parental Permission
parental permission form for administering prescription medication. Also include
19
form, Administration of Prescription Medication
administration procedures.
Outlines the policy to maintain the privacy of participants with integrity. It also
20
Confidentiality Policy
outlines the limits of confidentiality.
Organization and contact list for reporting child abuse for each state. T he
21
Child Welfare Information Gateway
Chapter President is responsible for reporting incidents of abuse
Outlines sign-in/sign-out procedures during youth initiative events. Policy to be
provided to youth and their parent(s) or guardian(s) and implemented by youth
22
Youth Initiative Sign-In/Sign-Out Policy
initiative coordinators, volunteers
Form that outlines guidance and permission for the Chapter to photograph youth
23
Photograph and Video Authorization and Release From during authorized youth initiative events.
All documents can be downloaded from www.box.com or www.denverdelta.org (member's only section).
Educational
Materials for
Committees/
Initiative
Participants
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
TIMELINES AND MILESTONES
 TRAINING
 Sat, Sept. 6 @ 9:00a – 9:30a
 Sat, Sept. 20 @ 12:00n – 12:30p
 Sat, Oct. 4 @ 9:00a – 9:30a
 INTERVIEWS
 Sat, Sept. 6 @1:00p – 3:00p
 Sat, Sept. 20 @ 1:00p – 3:00p
 Sat, Oct. 4 @1:00p – 3:00p


Interviews are in 30 minute (maximum) time slots.
Sign up for interview on google doc @ www.box.com
 Times and dates are subject to change. R. M. Coordinator will notify you at
the earliest convenience.
 Application and Compliance Process for all
Member/Volunteer participants shall be completed by
October 31, 2014.
DOCUMENT ACCESS/SUBMITTAL PLAN
 DOWNLOAD DOCUMENTATION
 WWW.BOX.COM
USERNAME: AJDELTA03@GMAIL.COM
 PASSWORD: @denverdelta13


WWW.DENVERDELTA.ORG

MEMBERS’ ONLY SECTION
 SUBMIT COMPLETED APPLICATIONS AND
YOUTH PARTICIPATION FORMS TO:


AJDELTA03@GMAIL.COM
All confidential documentation is maintained by Risk Management Committee
through Dacriskmangement account.
D.A.C. R.M. NEXT STEPS
 APPLY AND SUBMIT DOCUMENTATION
 WWW.BOX.COM OR WWW.DENVERDELTA.ORG
 SIGN UP FOR TRAINING AND INTERVIEW
 WWW.BOX.COM
 INCIDENT REPORTING FORM
 COMING SOON TO WWW.BOX.COM AND
WWW.DENVERDELTA.ORG
CONCLUSION
 DELTA’S PRIMARY OBJECTIVE
 Safety and Well-being of Youth
 Adherence to Risk Management Guidelines
 Use of Good Judgment
 Response and Protection of Youth
RESOURCE LIST
 Delta Sigma Theta Sorority, Inc. (2010) Risk
Management Manual. Washington, DC: Author.
QUESTIONS
PLEASE TURN IN QUESTIONS TO A. JONES, B. HOLLIMAN, L. TIPTON PERRY