How to Support Event Risk Management within ScoutsTracker

Event Risk Management Process within ScoutsTracker

Use this tutorial as a means to accessing 'How to' tutorials that are part of a larger process.

A) Determine the Event Category and Scouter-in Charge
i) The process starts with determining the category of the event. When in doubt, consult Scouts Canada's Adventure Standards and ask your Group Commissioner. Even for events that are mostly similar, the category can vary due to different activiities, different training level of the volunteers, different climate.
Once this has been determined, See How to Set a Risk Category to enter it in ScoutsTracker

ii) The Scouter-in-Charge must also be determined. This is the person responsible for safety at the event, and almost always the person leading the risk management process, including writing the risk management and emergency response plans.
To enter in ScoutsTracker, see How to set the Scouter-in-Charge

iii) ScoutsTracker tracks the safety requirements of events and participants. Depending upon the event, a lifeguard and one or more First Aiders of varying qualifications are required. See How to Set Safety Qualifications of an Event.

B) Perform Hazard Assessment and Risk Management
For all categories of event, the Scouter-in-Charge is responsible for managing risk. For Category 2 and 3 events, the process is formal, requiring the submission of an Adventure Application Form with a hazard assessment, risk management plan, and emergency response plan to the Group Commissioner. For details on the plan writing process, which is completed outside of ScoutsTracker, see the Risk Management Resources available from 1st Carp Scout Group.

When your hazard assessment or plans are ready (or have been updated), they need to be added to the event as attachments. See How to Add Attachments to Events

C) Create and submit the Adventure Application Form (AAF)
Once the risk management documents are complete, due diligence has been performed, and the complete list of participants is known, an Adventure Application Form can be created and submitted.
i) See How to Create an Adventure Application Form.
ii) After creation, an AAF can be printed for submission, or sent the to Group Commissioner electronically via ScoutsTracker. See How to Submit an Adventure Application Form.

Submitting an AAF via ScoutsTracker will also submit the risk management documents to the Group Commissioner for review.

IMPORTANT NOTE: it is possible to submit more than one AAF for an event, which allows "drafts" to be supported. For instance, it may be useful to submit a draft AAF once the risk management documents are ready for review, even if other due diligence elements haven't been completed, or the participants are known. When participants are not known until relatively late, a draft AAF might include everything but a list of youth and parents.

Once an AAF is submitted (digitally) to the Group Commissioner, the submitter will be notified of approval when it occurs. Approved AAFs are also automatically sent to Scouts Canada.