Introduction

The objective of this manual is to provide risk management guidelines.

The use of this manual by District Committees will become a policy of District 9940 and its use will be recommended to all clubs.

Since Rotary’s inception Rotarians have been involved in thousands of successful projects with minimal negative results or negative feedback. They are involved in youth activities worldwide with very positive results for the young people involved, for the community and for Rotary and Rotarians.

However, we are living in a world that sees (and perceives) the need for more accountability. The laws in most instances have not changed but there is now, more than ever, a need for audit trails of the decision making processes, particularly where there are risks, real or perceived.

By having a risk management process, based on an established Australian/New Zealand Standard, District Committees and Rotary clubs can better manage their projects and activities. They can be more comfortable that they have done their best to avoid, mitigate and/or manage risks and know that there is an audit trail proving this.

Members can be organisers and participants in projects and activities knowing that the likelihood of being involved in claims of any nature is minimal.

We have included sections in the manual related specifically to activities involving young people. Material has been obtained from the Ministry of Education, a primary school, the Wellington Kindergarten Association, the Police, some of our existing District Committees and clubs and sources from overseas Rotary Zones, Districts and clubs.

The New Zealand Standards Association has checked this manual and accepted that we have not infringed their copyright.

1.0 Risk Management: Context of Rotary District 9940

Rotary defined - Object of Rotary - Risk Management context - Definitions

2.0 Risk Management Policy for District 9940

Policy for District Committees - Policy for Clubs - Policy Objectives - Classification of Risks

3.0 Guidelines

Guidance of acceptable risk - Responsibility for managing risks - Support structure - Documentation - Guidelines for managing Risk: NZS 4360:1999 - Risk management overview - Details of the risk management process - Risk treatment - Review process

4.0 Rotary Activities and Projects

District projects - Club projects - Other projects with special links to Rotary - Documentation

• RM 001 Risk Assesssment form
• RM 002 Risk Control Action Record
• RM 003 Project/Activity Information Sheet
• RM 004 Project Stakeholders
• RM 005 Project Outcomes

5.0 Risk Evaluation and Documentation

Identifying risk levels - Reducing risk: management action - Risk assessment tables: likelihoof of occurrence table, Consequence or impact table, Level of risk matrix - Risk assessment example: Matched Student Exchange - Risk Control Action Record example: Matched Student Exchange.

6.0 Insurance and Incorporation

Rotary insurance - Notes on Incorporation.

7.0 Communications and Consultation

Education and training - Complaints handling procedure - Code of good conduct - Abuse Protocol.

8.0 Ministry of Civil Defence

Safety planning for events - forms.

9.0 Youth

Youth Exchange programmes - Police vetting.

10.0 Acknowledgements and References