LAMBDA MU OMEGA CHAPTER RISK MANAGEMENT PLAN …...2.4 Risk Management Plan A Risk Management Plan assists the chapter to assess how risks may potentially impact specific projects,

LAMBDA MU OMEGA CHAPTER

RISK MANAGEMENT PLAN

Soror Cynthia Mitchell-Dunbar

Basileus

Soror Linda Harrell

Anti-Basileus

Lambda Mu Omega Risk Management Committee

Soror Tina L. Garrett, Esq., Chairperson

Soror Mary Waller-Clements

Soror Debra McKinley

Soror Dorothy Robinson

Soror Jackie Harrison

Soror Dawn Pope

Soror Shirley Y. Booker

Soror Marnita Harris

TABLE OF CONTENTS

Page(s)

1. INTRODUCTION

1.1 Introduction ………………………………………………….……… 1

1.2 Mission Statement ………………………………………………….. 1

1.3 Purpose ……………………………………………………………… 1

1.4 Educating Members ………………………………………………… 2

2. RISK MANAGEMENT CONCEPTS

2.1 Risk …………………………………………………………………. 2

2.2 Risk Management …………………………………………………… 3

2.3 Risk Management Strategy ………………………………………….. 3

2.4 Risk Management Plan ………………………………………………. 3

2.5 Risk Assessment ……………………………………………………… 3

3. MEMBERSHIP RISK

3.1 Membership In Alpha Kappa Alpha Sorority, Incorporated ………….. 4

3.2 Membership In Lambda Mu Omega Chapter ………………………… 4

3.3 Graduate Membership Requirements …………………………………. 5

3.4 Legacy Candidate Status ……………………………………………… 5

3.5 Legacy Provision ……………………………………………………… 6

3.6 Membership Risk ……………………………………………… Appendix A – 1

3.6.1 Car-Door/Door-Car Policy and Procedures…………………… 6

i.

4. HAZING RISK

4.1 Policy Against Hazing ………………………………………………… 7

4.2 Definition of Hazing ………………………………………………….. 8

4.3 Hazing Violations. ……………………………………………………. 8

4.4 Improper Contact ……………………………………………………… 8

4.5 Suspended and Expelled Members …………………………………… 9

4.6 Identifying Hazing Risk ………………….……………………………. 9

4.7 Hazing Risk ………………….……………………………..…… Appendix A - 2

5. REPUTATIONAL RISK

5.1 What Is Reputational Risk? ………………………………………… 9

5.2 Alpha Kappa Alpha sorority, Incorporated’s Reputation …………… 10

5.3 Lambda Mu Omega Chapter’s Reputation …………………………. 10

5.4 Reputational Risk ……………………………………………..Appendix A – 3-7

6. OPERATIONAL RISK

6.1 What is Operational Risk? …………………………………………… 10

6.2 Identifying Operational Risk – Chapter Operations ………………… 10

6.3 Identifying Operational Risk – Events ………………………………. 11

6.4 Identifying Operational Risk – Building and Facilities ……………… 11

6.5 Operational Risk …………………………………………… Appendix A – 8-11

ii.

7. FINANCIAL RISK

7.1 What Is Financial Risk? …………………………………………….… 12

7.2 Identifying Financial Risk – Chapter Operations ……………............... 12

7.3 Identifying Financial Risk – Fundraising ……………………………… 12

7.4 Financial Risk ……………………………………………… Appendix A – 13-16

8. EVENT SAFETY AND PLANNING

8.1 Event Management Plan Checklist……………………………….…… 12

8.2 Event Management Plan – Issues to think about when planning............ 13

9. EVENT SAFETY RISK ASSESSMENT

9.1 Risk Assessment – It’s a Must ……………………………….………. 14

9.2 Hazard Identification ............................................................................. 14

9.3 Risk Assessment ……………………………….……………………. 15

9.4 Risk Control ........................................................................................... 15

9.5 Risk Assessment Table ………………………………….……………. 16

9.6 Risk Rating ............................................................................................ 17

9.7 Risk Control Plan – An Example………………………….……………. 17

iii.

ALPHA KAPPA ALPHA SORORITY,

INCORPORATED

LAMBDA MU OMEGA CHAPTER’S

RISK MANAGEMENT PAN

1. Introduction

1.1 Introduction

Risk Management is the process of identifying, quantifying and managing the risks that

an organization faces. One of the key things about risk management is that it is a

“process”. It is not something that you do once and complete it. It is something that

requires monitoring, assessment and revising as needed. While it is impossible to remove

all risks from the sorority/chapters, it is important that we understand and properly

manage these risks in the overall corporate strategy.

1.2 Mission Statement

The mission of the Lambda Mu Omega Chapter Risk Management Committee is to

develop strategies to preserve Alpha Kappa Alpha Sorority, Incorporated Lambda Mu

Omega Chapter resources by identifying and minimizing the chapter’s risk exposure.

Through continuous education, participation and communication, we strengthen the

chapter’s membership to protect our legacy.

1.3 Purpose

The purpose of the Lambda Mu Omega Chapter Risk Management Committee includes

but, not limited to:

• Assessing the risks and potential threats to Lambda Mu Omega Chapter and its membership.

• Developing strategies and risk management approaches for implementation by the chapter in order to minimize or prevent risks.

• Develop an overall risk management plan for Lambda Mu Omega Chapter.

As Alpha Kappa Alpha members, we have a responsibility to ensure the perpetuity of the

sorority. Every soror is a Risk Manager.

1.

1.4 Educating Members

Lambda Mu Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated makes every

effort to fully disclose its Risk Management policy, including but not limited to:

• Distributing brochures to its members. These brochures outline Lambda Mu Omega

Chapter and/or the Sorority's Risk Management policies.

• Training Lambda Mu Omega membership on the Risk Management policies during

workshops conducted before each chapter begins its Membership Intake Process

(MIP). Graduate members involved in the Membership Intake Process must promise

to treat candidates with respect by signing a Commitment Statement that affirms they

will not participate in hazing.

• Distributing a letter to all prospective candidates from the respective Alpha Kappa

Alpha Sorority Regional Director that defines hazing and outlines procedures for

reporting hazing incidents.

• Providing all Membership Intake Process participants with a copy of the Lambda Mu

Omega Chapter and/or Sorority's Risk Management plan or policy.

2. Risk Management Concepts

2.1 Risk

Risk is anything that jeopardizes the health, safety or welfare of an individual or

organization. Risk is a factor in our sorority. Key areas of risk include, but are not

limited to:

• Hazing

• Reputational

• Financial

• Operational

• Membership

2.

2.2 Risk Management

Risk management is the process of assessing the potential risks involved in undertaking

specific activities or events. It includes implementing specific measures, controls,

procedures and practices to proactively reduce or eliminate risks including the

consequences of incidents and/or losses.

2.3 Risk Management Strategy

Any strategy to address risk issues starts with developing a comprehensive risk

management program. The Lambda Mu Omega Chapter’s risk management program

includes identifying the risks, assessing the risks, managing the risks and monitoring the

risks. Education and training are key components of any risk management program and

includes workshops, webinars and learning modules. Critical conversations with the

membership are also a key component of a risk management program. Communicating

the chapter’s risk management plan will be designed to assist chapter members with

accepting ownership for their part in an effective risk management plan that protects the

interests of everyone and the organization.

2.4 Risk Management Plan

A Risk Management Plan assists the chapter to assess how risks may potentially impact

specific projects, programs, events, membership and general operations. The Chapter’s

Risk Management Plan will define how risks will be identified, assessed, managed and

monitored.

Implementation of Lambda Mu Omega’s Risk Management Plan is a general part of the

Chapter’s strategic planning process and standard operations. The Risk Management

Plan helps to identify how a soror will handle a risk, who will be responsible for

managing it and how often a soror will monitor her progress. The Risk Management Plan

will be monitored over time to ensure its effectiveness. Generally, see section eight

herein incorporated by reference and attached below as pages 12 - 14.

2.5 Risk Assessment

The success of an event is measured in many ways and safety is one of them. As part of

any good planning process hazards should be identified and risks assessed and controlled

to minimize the potential for injury or harm. Events vary in size, nature and type, but all

events require assessment, control and monitoring of risks.

Risk Assessment is the process of estimating the potential effects or harm of a hazard to

3.

determine its risk rating. By determining the level of risk, event chairs and/or committees

can prioritize risks to ensure systematic elimination of minimization.

In order to determine a risk rating, the appropriate monitor of Lambda Mu Omega

Chapter will consider:

• the consequence – what will happen, the extent of harm; and

• the likelihood – chances or possibility of it occurring.

Generally, see section nine herein incorporated by reference and attached below as pages

14 - 17.

3. Membership Risk

3.1 Membership In Alpha Kappa Alpha Sorority, Incorporated

Alpha Kappa Alpha Sorority, Incorporated is a women’s organization and membership is

open to women. By uniting individual efforts, Alpha Kappa Alpha Sorority, Incorporated

has built a strong, cohesive organization that positively impacts the lives of families and communities. The Sorority's success is based on the depth of commitment, vision and

confidence of its members. Membership in Alpha Kappa Alpha Sorority, Incorporated is

generally classified as undergraduate or graduate.

3.2 Membership In Lambda Mu Omega Chapter

Lambda Mu Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated consists of

women who promote, uphold and extend the Sorority’s policies and programs. In return,

the Sorority is a conduit through which members of Lambda Mu Omega Chapter can

grow and develop, personally and professionally, while simultaneously providing

"Service to All Mankind."

Membership in the Lambda Mu Omega Chapter of Alpha Kappa Alpha Sorority,

Incorporated is classified as graduate. In its classification:

• Lambda Mu Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated and its

members will not discriminate in its membership selection practices on the basis of

race, color, age, ethnicity, national origin, religious affiliation, sexual orientation,

creed, marital status or disability. Prospective members must have high ethical and

moral standards;

• Membership in Lambda Mu Omega Chapter of Alpha Kappa Alpha Sorority,

Incorporated can only be obtained by completing the Sorority's official Membership

Intake Process (MIP);

4.

• Regarding the MIP, members in Lambda Mu Omega Chapter of Alpha Kappa Alpha

Sorority, Incorporated will only ask you to perform tasks or participate in activities

outlined in the Sorority’s MIP. Interested candidates will not and should not

participate in demeaning, degrading or unkind acts.

Membership in the Lambda Mu Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated will not be extended to:

• An individual who knowingly participates in activities outside of the official Membership Intake Process;

• An individual who knowingly participates in activities which are demeaning, degrading or demoralizing;

• An individual who knowingly submits falsified documents or credentials.

3.3 Graduate Membership Requirements

Prospective members of Lambda Mu Omega Chapter of Alpha Kappa Alpha Sorority,

Incorporated must meet the following requirements;

• Completion of a baccalaureate degree with at least a C+ cumulative average, or a graduate or professional degree (Ph.D., M.D., J.D., etc.) from an accredited college or university. C+ is equivalent to a 2.50 on a 4.0 scale if the school does not have a plus or minus on the grading scale;

• Motivation and talents to help promote, implement and extend policies and programs of Alpha Kappa Alpha Sorority;

• Attendance at Information Session with the required documents listed in the Letter of Invitation.

Graduate membership is by invitation only and is not solicited through our graduate chapters.

• Pledging is not a part of the membership process, and anyone who knowingly and willingly participates in pledging activities may be forbidden membership with the Sorority. Additionally, suspension and/or expulsion may result if it is later discovered that an individual participated in pledging activities once a member.

3.4 Legacy Candidate Status

A legacy candidate is the daughter, granddaughter, adopted daughter, stepdaughter or legal ward* of an active or deceased member and submits a legacy application.

• Alpha Kappa Alpha Sorority defines a legal ward as one in which an appropriate court of law legally places permanent care, control, and custody with a member of the Sorority; court documentation will be requested.

5.

3.5 Legacy Provision

The living family-member must have been active for at least two years immediately preceding the submission of an Undergraduate or Graduate Legacy Application. Two years is defined as twenty-four (24) consecutive months. Undergraduates and graduates that apply via legacy provision still must fulfill all other membership requirements.

• Family member can verify eligibility prior to candidate submitting a legacy application.

3.6 Membership Risk

See Membership Risk herein incorporated by reference and attached as Appendix A,

page 1.

3.6.1 Car-Door/Door-Car Policy and Procedures

1. Monthly Executive Meetings and/or Designated Monthly Chapter Meetings –

Car-Door Policy and Procedures

1. As of October 2018 and all future relevant times, the designated monthly

location for executive and/or chapter meetings of the Lambda Mu Omega

Chapter of Alpha Kappa Alpha Sorority, Incorporated provides parking in

a fenced-in parking lot and on-street parking.

2. As of October 2018 and all future relevant times, the entry door of the

designated monthly location for executive and/or chapter meetings of the

Lambda Mu Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated

is locked to assure the safety and health of its members. The

membership must ring the bell for entry into the meeting place. A

designated member of the chapter will be posted at the door to allow entry

into the designated monthly location for executive and/or chapter

meetings.

3. Upon the member’s arrival at the designated executive and/chapter

meeting location, it is recommended that said member observe her

surroundings before exiting her vehicle and only exit the vehicle when

surroundings are safe.


meeting location, it is recommended that said member can consider the

option of walking from the vehicle to the entry door of the meeting place

with a buddy soror. It is recommended that the member, if necessary and

practicable, wait a few minutes for the arrival of a buddy soror.

6.



option of calling the telephone number provided by the Risk Management

Committee requesting a buddy soror to either observe her or walk with her

from her vehicle to the door.

2. Monthly Executive Meetings and/or Designated Monthly Chapter Meetings –

Door-Car Policy and Procedures

1. Upon the member’s departure from the designated executive and/chapter


option of walking from the exit door to her vehicle either located in the

parking lot or on the street with a buddy soror. It is recommended that the

member, if necessary and practicable, wait a few minutes to exit with a

buddy soror.

2. Upon the member’s departure from the designated executive and/chapter


option of making a request to the representative Risk Management

Committee member to be observed as she walks to her parked vehicle.

4. Hazing Risk

4.1 Policy Against Hazing

All existing and prospective members have the right to be treated with dignity and

respect. These rights are enforced by punishing violations of the Sorority's policies and

procedures. A cornerstone of the Sorority's Risk Management policy is the prohibition of

hazing.

Hazing has been prohibited in Alpha Kappa Alpha Sorority, Incorporated since the

organization was founded in 1908. In 1999, Alpha Kappa Alpha Sorority, Incorporated

reaffirmed its total opposition to hazing with the publication of a tougher anti-hazing

policy and the implementation of new procedures to identify, investigate and punish

incidents. See Graduate Hazing Complaint Form herein incorporated by reference and

attached as Appendix B, page .

Hazing will not be tolerated in any form.

4.2 Definition of Hazing

Hazing is defined as an act or series of acts that include, but are not limited to:

7.

• Physical acts, such as hitting, striking, laying hands upon or threatening to do bodily

harm to any individual(s), while acting in one's capacity as a member of Alpha Kappa

Alpha Sorority, Incorporated.

• Behavior which is directed against any individual(s) for the purpose of causing

shame, abuse, insult, humiliation, intimidation or disgrace.

• A variety of prohibited practices, including but not limited to, "underground hazing,"

"financial hazing," "pre-pledging," "post-pledging" or "post-initiation pledging."

4.3 Hazing Violation

With regard to hazing, this chapter or any individual in violation of Alpha Kappa Alpha

Sorority, Incorporated's hazing policy or Lambda Mu Omega Chapter’s Risk

Management policy will result in sanctions, suspension, expulsion or revocation of the

chapter's charter. A fine may also be imposed. In addition, hazing activities may result in

the imposition of civil and criminal penalties for individuals and/or chapters.

Alpha Kappa Alpha’s sanctions include but, not limited to, the following:

• Withdrawal of individual or chapter privileges

• Suspension of an individual or chapter

• Revocation of chapter charter

• Expulsion

• Fines

Civil actions include, but not limited to, the following:

• Lawsuits

• Financial damages

• Seizure of property

Criminal actions include, but not limited to, the following:

• Arrest

• Trial

• Conviction

• Fines

• Imprisonment

• Fines

4.4 Improper Contact

All graduate candidates should understand that they must not consider contact with a

suspended or expelled member to be any part of Lambda Mu Omega's Membership

8.

Intake Process. Members may be, and are, suspended or expelled for reasons other than

hazing. However, graduate candidates should not participate in any form of membership

activities with any suspended or expelled member. In order to assist graduate candidates

in determining who may not contact them on behalf of the Lambda Mu Omega chapter,

below are descriptions of the suspension and expulsion penalties:

• Member Suspension - Suspension of a member disqualifies the individual from

participating in any and all Sorority and Lambda Mu Omega chapter’s activities, in

any capacity, until restored to good standing by the Regional Director, upon approval

of the International President;

• Member Expulsion - Expulsion permanently revokes the individual's membership in

the Sorority.

4.5 Suspended and Expelled Members

There is a separate link to list all suspended and expelled members irrespective of the

specific reasons for the punishment.

4.6 Identifying Hazing Risk

Hazing is a problem that affects graduate chapters and its members. Hazing in its

traditional form may include but is not limited to, physical abuse, intimidation,

emotional, psychological and financial abuse. More modern forms of hazing may

include, but are not limited to, bullying, cyberbullying and other online abuses. Hazing

does not always require the performance of calisthenics or paddling. One of the most

severe aspects of today’s hazing process is sleep deprivation by restricting or disrupting a

person’s sleep at any time. These actions risk the health, safety, welfare and reputation of

members, nonmembers and our sorority.

Acts of hazing are based on both fact and perception. If any activity can be perceived as

hazing, then there is a very high possibility that it is hazing.

4.7 Hazing Risk

See Hazing Risk herein incorporated by reference and attached as Appendix A, page 2.

5. Reputational Risk

5.1 What Is Reputational Risk?

Reputational risk is the threat or danger to the reputation, good name and legacy of Alpha

Kappa Alpha Sorority, Incorporated, the Lambda Mu Omega chapter and the sorority’s

9.

members. Reputational risk can occur through the actions or activities of the sorority

itself, directly or indirectly through the actions of sorors and through the actions of third

parties.

5.2 Alpha Kappa Alpha Sorority, Incorporated’s Reputation

Alpha Kappa Alpha Sorority, Incorporated’s reputation is built on more than a 100-year

legacy of sisterhood and service. The sorority’s reputation can be ruin with a post on

social media such as Facebook, Instagram, Twitter and Snapchat. Every form of social

media or internet platform affects our sorority’s reputation. In a 24/7 news cycle, it takes

but a few minutes for the sorority’s brand to be tarnished.

5.3 Lambda Mu Omega Chapter’s Reputation

Lambda Mu Omega chapter’s reputation is built on more than a 40-year legacy of

sisterhood and service. Our chapter recognizes that it takes less than five minutes to ruin

our chapter’s reputation by negative words by mouth, bullying, fighting, using profanity

or using illegal drugs. Also, the chapter recognizes that its reputation can be ruin with a

post on social media such as Facebook, Instagram, Twitter and Snapchat. Every form of

social media or internet platform affects our chapter’s reputation.

5.4 Reputational Risk

See Reputational Risk herein incorporated by reference and attached as Appendix A,

pages 3 - 7.

6. Operational Risk

6.1 What Is Operational Risk?

Operational risk occurs when inadequate, ineffective and outdated procedures and polices

threaten the sustainability of an organization.

6.2 Identifying Operational Risk – Chapter Operations

Examples of ways to identify chapter operations risk include:

• Chapter documents conflict with sorority international documents

• Failure to properly transition new officers

• Failure to develop and train officers and membership

• Failure to consistently comply with ALL sorority documents

• Failure to disseminate, communicate and/or share updated information to membership

10.

• Inadequate records management and retention

• Inadequate or lack of chapter leadership succession planning;

• Incomplete chapter and committee meeting minutes

• Outdated technology safety protocols

• Sharing confidential or private information/lack of discretion

6.3 Identifying Operational Risk – Events

Examples of ways to identify events related risk include:

• Lack of chapter and event specific insurance

• Inappropriate partnerships

• Inappropriate promotion of events

• Events where alcohol is served

• Lack of adequate security

• Lack of evacuation plan

• Lack of contingency plan

• Planning an event that is not in alignment with the mission and purpose of the

sorority

• Execution of event related contracts

• Lack of realistic budget to support event expenses

6.4 Identifying Operational Risk – Building and Facilities

Examples of ways to identify building and facilities risk include:

• Inadequate site selection review criteria

• Slips, trips and falls

• Damage to facility during the course of event

• Loss of facility equipment

• Food preparation and food allergies

• Unexpected closure of venue

• Insufficient staffing to support event

• Exterior facility hazards

• Health and chemical hazards

6.5 Operational Risk

See Operational Risk herein incorporated by reference and attached as Appendix A,

pages 8 - 11.

11.

7. Financial Risk

7.1 What Is Financial Risk?

Financial risk occurs when a chapter fails to adhere to guidelines as provided for Alpha

Kappa Alpha Financial Fundamentals Guide to Chapter Financial Procedures.

7.2 Identifying Financial Risk – Chapter Operations

Examples of ways to identify chapter operations risk include:

• Co-mingling personal and sorority funds

• Misappropriation of funds

• Theft of property

• Inadequate internal controls

• Activities that function at a deficit

• Ineffective fundraising events

7.3 Identifying Financial Risk – Fundraising

Examples of ways to identify fundraising risk include:

• Lack of separate accounts

• Activities that function at a deficit

• Lack of realistic budget to support event expenses

• Ineffective fundraising events

• Insufficient review of event contracts (entertainment, venue, minimums, etc.)

• Lack of chapter and event specific insurance

• Inappropriate partnerships

• Insufficient planning

• Non-standard or no financial reports

• Lack of contingency plan

7.4 Financial Risk

See Financial Risk herein incorporated by reference and attached as Appendix A, pages

12 – 15.

8. Event Safety and Planning

8.1 Event Management Plan Checklist

12.

As part of any good planning process hazards should be identified and risks assessed and

controlled to minimize the potential for injury or harm. Before an event is held the

relevant permits and licenses are obtained and the Event Management Plan should be

completed. The Event Management Plan serves as a guideline.

CHECKLIST FOR PLANNING A LAMBDA MU OMEGA EVENT

Have you ………

[ ] Decided on the objectives and what kind of event you want to have?

[ ] Found other people who will organize the event with you?

[ ] Divided up the tasks that need to be accomplished?

In your list of tasks to be accomplished, have you included ……….

[ ] Setting a date for the event?

[ ] Picking a venue?

[ ] Setting a time?

Have you ………

[ ] Made a budget?

[ ] Made a plan for obtaining funds?

[ ] Secured the venue?

[ ] Obtained relevant permits?

[ ] Obtained relevant licenses?

[ ] Undertaken a risk assessment?

[ ] Considered risk/safety issues?

[ ] Ensure that waste disposal has been properly addresses?

Have you ………

[ ] Created a plan for promoting the event?

[ ] Set an agenda?

[ ] Invited participants?

[ ] Made sure the venue caters to people with disabilities?

[ ] Organized transportation, if necessary?

[ ] Ordered the food and organized the meals?

[ ] Organized lodging, if necessary?

[ ] Confirmed the attendance of the participants and speakers?

[ ] Created a map to the venue or given directions?

8.2 Event Management Plan - Issues to think about when planning

As part of any good planning process hazards should be identified and risks assessed and

controlled to minimize the potential for injury or harm. Before an event is held the Event

Management Plan should be completed. The Event Management Plan serves as a

guideline.

13.

Examples of issues to consider when identifying the hazards and risk associated with an

event can include:

• Major incident/safety plan: What could be the worst case scenario? What provision

needs to be made for the emergency services? What will be the procedure for

summoning assistance? How will medical assistance get into and out of the site?

Provision of first aid/medical facilities. Who is responsible, who would do what,

have discussions been held?

• Health and safety issues: Lambda Mu Omega should ensure that the appropriate

health and safety policies, risk assessments and method statements are employed.

• Provision of alcohol: If so, relevant liquor license should be obtained.

• Food available: If so, check relevant health laws.

• Provision of facilities: Check toilets, washing facilities, water supplies provision for

disposal of rubbish, rubbish bins.

• Special needs groups: Consider the types of attendees such as child, elderly persons

and persons with disabilities. Are particular arrangements that need to be made?

• Attendees: How many people are expected to attend the event? What is the site

capacity? What means of access and egress are available?

• Fire safety: Control over use of flammable liquids. Adequate and appropriate fire

extinguishers should be provided in accessible positions near to high risk areas.

• Exhibitors, stalls and demonstrations: Consider the interaction between adjacent

exhibitors, stalls and/or demonstrations and the problems that may result from having

conflicting activities going on next to one another. Consider the positioning of the

exhibitors, stalls and/or demonstrations, the traffic flow and positioning near

entrances/exits, toilet and refreshment facilities.

• Contingency plan: A contingency plan should be in place should there be adverse

weather conditions.

9. Event Safety Risk Assessment

9.1 Risk Assessment – It’s A Must

The success of any event of Lambda Mu Omega Chapter is measured in many ways and

safety is one of them. As part of any good planning process hazards should be identified

and risks assessed and controlled to minimize the potential for injury or harm. Although

Lambda Mu Omega Chapter’s events vary in size, nature and type, all events require

assessment, control and monitoring of risks. Risk Control Plans can become an

invaluable tool that the chapter can use to assess event safety from the planning phase

right through to the overall evaluation of the event.

9.2 Hazard Identification

Hazard identification is the process of recognizing hazards associated with an event. It is

14.

helpful to identify risks by considering the people involved and their roles to ensure their

safety at all times. Hazard “groupings” that can assist in the identification process

include:

• Human – type and size of crowd expected, level of crowd participation;

• technological – mechanical, utilities such as gas and electricity;

• natural – the physical location and site area conditions; and

• environmental – weather.

9.3 Risk Assessment

Risk assessment is the process of estimating the potential effects or harm of a hazard to

determine its risk rating. By determining the level of risk, event chairs and/or committees

can prioritize risks to ensure systematic elimination of minimization.

In order to determine a risk rating, the appropriate monitor of Lambda Mu Omega

Chapter will consider:

• the consequence – what will happen, the extent of harm; and

• the likelihood – chances or possibility of it occurring.

When conducting a risk assessment, include the people who are actually involved in

undertaking the task. Experience is as important as a fresh perspective when undertaking

risk assessment.

9.4 Risk Control

In order to control the risk the best method of handling the risk must be worked out. The

following methods, which are referred to as the ‘hierarchy of controls’ should be used to

see if the chapter can eliminate or reduce the risk:

• Elimination – by removing the hazard entirely through implementing a new process;

• Substitution – by replacing hazardous methods or materials with less hazardous alternatives;

• Engineering – by isolating, enclosing or containing the hazard;

• Administrative – by ensuring safe operating procedures are in place and that effective training, induction and monitoring is available to all; and

• Personal protective equipment – by making sure that appropriate safety equipment, such as hats, sunscreen, gloves, are available.

Also, consultation and discussion with the people involved reveals new ideas or better

ways of handling hazards and reducing the risks of injury. It is vital to ensure that risk

assessment covers the entire event from set up to dismantling and not just during the

event itself.

15.

9.5 Risk Assessment Tables

a. Likelihood – How likely is it to occur?

Level Description Example Detail Description

A Almost certain Is expected to occur in most circumstances

B Likely Will probably occur in most circumstances

C Possible Might occur at some time

D Unlikely Could occur at some time

E Rare May occur but only in exceptional circumstances

b. Consequence – What is likely to be the impact?

Level Description Example Detail Description

1 Insignificant No injuries

Low financial loss

2 Minor First aid treatment

Temporary halt of event

Medium financial loss

3 Moderate Medical treatment required

Temporary halt of event requiring outside assistance

(i.e. fire, police, specialized maintenance)

High financial loss

4 Major Extensive injuries

Halt of event requiring investigation and outside

assistance (i.e. fire, police, ambulance)

Major financial loss

5 Catastrophe Death

Halt of event with investigation and potential

prosecution (i.e. fire, police, ambulance)

Catastrophic financial loss

16.

9.6 Risk Rating

The risk matrix determines a ‘risk rating’ based on the likelihood and consequence of

risk.

CONSEQUENCE

LIKELIHOOD Insignificant Minor Moderate Major Catastrophe

1 2 3 4 5

A (Almost certain) H H E E E

B (Likely) M H H E E

C (Possible) L M H E E

D (Unlikely) L L M H E

E (Rare) L L M H E

RATINGS - E = Extreme Risk: immediate action required; H = High risk:

management attention needed; M = Moderate risk: management responsibility must be

specified; L = low risk: manage by routine procedures

9.7 Risk Control Plan – An Example

The template below is a guideline to assist the chapter’s event planners and the risk

management committee in addressing hazards in line with risk management processes.

COMMUNITY EVENT – RENOVATION OF PLAYGROUND

Task or Issue/Hazard Person Risk Risk Control Notes

Affected Rating Measures

Task: Manual handling of Membership D 2 Low Good lifting tech-

lifting 5 gallon paint cans participants nique. Seek assis-

Hazard: Back or shoulder tance if needed

strain or sprain

Task: Rubbish disposal Membership D 2 Low Bins with wheels so

Hazard: Injury if trip over participants easy to handle. Place

waste in designated area.

Task: Use of equipment Membership E 2 Low Check to see if equip-

Hazard: Injury if not used participants ment is operating pro-

properly perly.

A P P E N D I X



Membership Risk

Identified Risk Manage Monitor

To assure compliance to the Sorority’s Review and familiarity Membership

Membership Intake Process, provide with the Membership Intake Committee

training to Chapter’s Membership Process and documents. Chairperson,

Committee. All committee members Membership

should have MIP Manual. Committee

Vice-

Chairperson

To assure compliance to the Sorority’s Educate Chapter’s Membership

Membership Intake Process, provide membership with the Committee

education to Chapter’s membership. Intake Membership

Process and documents.

All membership should

have MIP Manual.

To assure compliance to the Sorority’s Review and familiarity Membership

Membership Intake Process, provide with Membership Intake Committee

required forms including Candidate Process documents.

Commitment. All membership should

have MIP Manual.

To assure the safety and health of the Chapter’s Review Chapter Member Risk Manage-

members at meetings/events, all members Emergency Medical ment Com-

provide Emergency Medical Information Information Form. Review mittee

Form. Emergency Medical pro-

cedures.

To assure the safety and health of the Chapter’s Review of Car-Door-Car Risk Manage-

members at meetings/events, provide Car-Door/ procedures. ment Com-

Door-Car procedures. mittee and

Law enforce-

ment member

Appendix A – page 1



Hazing Risk


To assure compliance to the Sorority’s Zero Informational session or Membership

tolerance policy of hazing, prevent attendance teachable moment educating Chairperson,

at unauthorized meetings, sessions or rehearsals membership of the Sorority’s Graduate

before, during or after the Chapter’s Member- anti-hazing policy. All Advisor,

Intake Process. members should have MIP Chapter

Manual. Membership


tolerance policy of hazing, prevent the performance teachable moment educating Chairperson,

of errands and tasks for any sorority member. membership of the Sorority’s Graduate

anti-hazing policy. All Advisor,

members should have MIP Chapter

Manual. Membership


tolerance policy of hazing, prevent the hitting teachable moment educating Chairperson,

(punching), paddling and/or touching of any membership of the Sorority’s Graduate

membership intake process candidate or chapter anti-hazing policy. All Advisor,

membership with an object, i.e., book, rope, etc. members should have MIP Chapter

Manual. Review of Soror Membership

Code of Ethics.


tolerance policy of hazing, prevent the harassment teachable moment educating Chairperson,

of any membership intake process candidate or membership of the Sorority’s Graduate

chapter membership by the use of derogatory anti-hazing policy. All Advisor,

words, including derogatory name calling, i.e., members should have MIP Chapter

worm, slut, bitch, etc. Manual. Review of Soror Membership

Code of Ethics.




Financial Risk – Chapter Operatons


To assure adherence to the Sorority’s Financial Informational session Basileus,

Fundamentals Guide to Chapter Financial Pro- or workshop educating Financial

cedures, all chapter financial officers shall attend financial officers of AKA Officers,

the Sorority’s training workshop for certification. financial procedures and Graduate

documents. All financial Advisor,

officers should have Aniti-

Financial Fundamentals Basileus

Guide to Chapter Financial

Procedures.

To assure adherence to the Sorority’s Financial Documentation verifying Basileus,

Fundamentals Guide to Chapter Financial Pro- that Tamiouchos, Financial

cedures and security of chapter funds, bond of the Pecunious Grammateus, Officers,

Tamiouchos, Pecunious Grammateus and all and all other who handle Graduate

others who handle chapter funds. chapter funds are bonded. Advisor, Legal

representative



cedures, all chapter financial officers shall know financial officers of Officers,

and adhere to established AKA and chapter established AKA and chapter Graduate

internal controls. Internal controls. All Advisor,

financial officers should Anti-

have Financial Fundamentals Basileus


Procedures.

To assure compliance to the Sorority’s Financial Informational session or Basileus,

Fundamentals Guide to Chapter Financial Pro- teachable moment educating all Financial

cedures, no co-mingling of personal and sorority membership of the financial Officers,

funds. documents. All financial Graduate

officers should have Advisor,




Procedures.


To assure strong chapter financial responsibility, Informational session for Basileus,

chapter chairpersons will establish realistic committee chairpersons all Financial

budgets to avoid financial crises to the chapter. educating how to develop Officers,

realistic budgets. Chair- Graduate

persons should receive Advisor,

handouts establishing Anti-

guidelines. Basileus

To assure strong chapter financial responsibility, Documentation verifying Basileus,

conduct annual financial audit. and showing the results all Financial

of an audit certified by Officers,

a CPA. Cost of an audit Graduate

should be included in Advisor,

chapter budget. Anti-

Basileus

To assure strong chapter financial responsibility, Verification by any Basileus,

at each chapter meetings have information re- financial officers. all Financial

garding chapter membership’s financial status. Officers,

Graduate

Advisor,

Anti-

Basileus




Financial Risk – Fundraising



Fundamentals Guide to Chapter Financial Pro- that insurance has been all Financial

cedures, the chapter will obtain insurance, if obtained for the event. Officers,

appropriate, for the said fundraiser. All financial officers should Graduate

have Financial Fundamentals Advisor,

Guide to Chapter Financial Aniti-

Procedures. Basileus



cedures, the chapter will obtain insurance riders, if obtained for the event. Officers,






Fundamentals Guide to Chapter Financial Pro- that there is a fundraising all Financial

cedures and security of chapter funds, a separate bank account separate from Officers,

fundraising account must be established. chapter operating account. Graduate

All financial officers should Advisor,

have Financial Fundamentals Aniti-

Guide to Chapter Financial Basileus

Procedures.



cedures, all financial officers shall know and financial officers of Officers,

adhere to established AKA and chapter established AKA and chapter Graduate

internal controls for fundraising. Internal controls. All Advisor,




Procedures.




cedures, no co-mingling of personal and sorority/ membership of the financial Officers,

chapter fundraising funds. documents. All financial Graduate

officers should have Advisor,




Procedures.

To assure strong chapter financial responsibility, Informational session for Basileus,

chapter chairpersons will establish realistic committee chairpersons all Financial

budgets to avoid financial crises to the chapter’s educating how to develop Officers,

fundraiser. realistic budgets. Chair- Graduate

persons should receive Advisor,

handouts establishing Anti-

guidelines. Basileus

To assure strong chapter financial responsibility, Verification by any Basileus,

at each chapter meetings have information re- financial officers. all Financial

garding chapter membership’s financial assess- Officers,

ment, if appropriate. Graduate

Advisor,

Anti-

Basileus



cedures, follow the law and requirements to keep membership of the donation Officers,

accurate records and report all donations, as requirements. All financial Graduate

required. officers should have Advisor,




Procedures.




Reputational Risk - Membership


To assure the reputation, good name and legacy of Informational session or Basileus,

AKA and its member, encourage the avoidance of teachable moment educating Membership

any acts of bullying at any time and/or occasion. membership of acts of Chairperson,

bullying and how to report Graduate

bullying of a member. All Advisor,

membership should have Protocol

AKA Code of Ethics. Committee,

Legal

Representative



any acts of cyberbullying at any time and/or membership of acts of Chairperson,

occasion. cyberbullying and how to Graduate

report cyberbullying Advisor,

of a member. All member- Protocol

ship should have AKA Committee,

Code of Ethics. Legal

Representative



any acts of fighting and other acts of violence at membership of acts of Chairperson,

any time and/or occasion. violence and how to Graduate

report fighting and violence Advisor,

acts of a member. All Protocol

membership should have Committee,

AKA Code of Ethics. Legal

Representative




the use of derogatory words, i.e. worm, slut, bitch, membership of Code of Chairperson,

and profanity in public and/or any AKA or chapter Ethics. All membership Graduate

events. should have AKA Code Advisor,




Representative


AKA and its member, no outrageous displays of teachable moment educating Membership

drunkenness in public, at AKA or chapter events. membership on would be Chairperson,

. considered outrageous dis- Graduate

plays of drunkenness. All Advisor,



Legal

Representative


AKA and its member and in adherence to the teachable moment educating Membership

said State’s DUI law, chapter member should membership on relevant Chairperson,

attempt to prevent any member from driving while DUI laws and consequences. Graduate

legally intoxicated. All membership should have Advisor,

AKA Code of Ethics. Protocol

Committee,

Legal

Representative


AKA and its member, no posting of AKA and/or teachable moment educating Membership

chapter business on any social media outlet. membership on what would Chairperson,

. be considered AKA and/or Graduate

chapter business. All Advisor,



Legal

Repre-

sentative,

Chairperson of

Technology



AKA and the chapter, no posting of any photo- teachable moment educating Membership

graphs that would be considered outrageous, membership on what photo- Chairperson,

derogatory and/or cast a member in a bad graphs would be considered Graduate

light on any social media outlet. outrageous and/or derog- Advisor,

atory. All membership Protocol

should have AKA Code Committee,

of Ethics. Legal

Repre-

sentative,

Chairperson of

Technology


AKA and the chapter, no member shall use teachable moment educating Membership

sorority’s logos or trademarks except at events membership on what are Chairperson,

sponsored or sanctioned by the sorority. logos or trademarks of the Graduate

sorority and its proper use. Advisor,

Protocol

Committee,

Legal

Repre-

sentative,




Reputational Risk - Chapter



the Lambda Mu Omega Chapter of AKA, avoid teachable moment, if Protocol

partnership with any organization whose purpose necessary or appropriate. Committee,

and activities are contrary or inconsistent with Research of the partnering Legal Rep-

the chapter or AKA’s purpose and activities. organization relative to its presentative,

purpose and its activities. Program

Chairperson


Lambda Mu Omega Chapter of AKA, encourage teachable moment educating Membership

the avoidance of any acts of bullying at any time membership of acts of Chairperson,

and/or occasion. bullying and how to report Graduate

bullying of a member. All Advisor,



Legal

Representative



the avoidance of any acts of cyberbullying at any membership of acts of Chairperson,

time and/or occasion. cyberbullying and how to Graduate

report cyberbullying Advisor,

of a member. All member- Protocol

ship should have AKA Committee,

Code of Ethics. Legal

Representative




the avoidance of any acts of fighting and other membership of acts of Chairperson,

acts of violence at any time and/or occasion. violence and how to Graduate

report fighting and violence Advisor,




Representative


Lambda Mu Omega Chapter of AKA, no posting teachable moment educating Membership

of chapter business on any social media outlet. membership on what would Chairperson,

. be considered AKA and/or Graduate

chapter business. All Advisor,



Legal

Repre-

sentative,

Chairperson of

Technology




Operational Risk – Chapter Operations


To assure the efficient and excellent operation of Informational session or Basileus,

the Lambda Mu Omega Chapter of AKA, conduct workshops to transition new Protocol

informational sessions or workshops to educate chapter officers and com- Committee,

new chapter officers and committee chairpersons. mittee chairpersons. Former Program

officers to transition the new Chairperson,

officers and chairpersons Risk

particularly focusing on Management

duties, documentation and Committee,

location of available Technology

resources. Chairperson


the Lambda Mu Omega Chapter of AKA, educate teachable moment educat- Protocol

the chapter membership of sorority’s topics, up- ing membership of topics, Committee,

dates or matters of interest, i.e., hazing policy, new updates or matters of interest. Program

initiatives, new committees. Distribute brochures, show Chairperson,

videos or make presentations Risk

to inform the membership. Management

Committee,

Technology

Chairperson

To assure the efficient and excellent operation of Bi-annual review of chapter Basileus,

the Lambda Mu Omega Chapter of AKA, all policies, procedures and doc- Protocol

chapter policies, procedures and documentation umentation to assure that Committee,

should be consistent or in line with the sorority’s said policies, procedures and Program

policies and procedures and documentation. documentation are not con- Chairperson,

trary to the sorority’s Risk

policies, procedures and doc- Management

umentation. Committee,

Technology

Chairperson


To assure the efficient and excellent operation of Available record of manda- Basileus,

the Lambda Mu Omega Chapter of AKA, the tory documentation sub- Protocol

chapter will timely comply with the submission submitted and date submitted.Committee,

of all mandatory documentation to national. Where appropriate, all chair- Program

persons should be familiar Chairperson,

with documentation and its Risk

dates of submission. Management

Committee,

Technology

Chairperson

To assure the efficient and excellent operation of Minutes are to be taken at Basileus,

the Lambda Mu Omega Chapter of AKA, minutes each chapter meeting and Protocol

are to be taken at each chapter meeting and main- maintained for the current Committee,

tained. year. Program

Chairperson,

Risk

Management

Committee,

Technology

Chairperson

To assure the efficient and excellent operation of A record of committee Basileus,

the Lambda Mu Omega Chapter of AKA, each minutes signed by committee Protocol

committee will submit minutes to the chapter chairperson will be submitted Committee,

program chairperson. to the chapter program chair- Program

person. Program chairperson Chairperson,

is to maintain the minutes Risk

during the subject year. Management

Committee,

Technology

Chairperson




Operational Risk – Events



the Lambda Mu Omega Chapter of AKA, no out- teachable moment educating Membership

rageous displays of drunkenness by guests at AKA membership what to do if Chairperson,

or chapter events. a guest displays outrageous Graduate

drunkenness at AKA or Advisor,

chapter events. Protocol

Committee,

Legal

Representative



cedures, the chapter will obtain insurance, if obtained for the event. Officers,







cedures, the chapter will obtain insurance riders, if obtained for the event. Officers,






the Lambda Mu Omega Chapter of AKA, avoid teachable moment, if Protocol

partnership with any organization whose purpose necessary or appropriate. Committee,

and activities are contrary or inconsistent with Research of the partnering Legal Rep-

the chapter or AKA’s purpose and activities. organization relative to its presentative,

purpose and its activities. Program

Chairperson


To assure the efficient and excellent operation of Informational session ed- Basileus,

the Lambda Mu Omega Chapter of AKA, all ucating all fundraising com- Protocol

fundraising committee members shall know of mittee members of an Committee,

an evacuation plan in the instance of fire. Evacuation plan in the Fundraising

instance of fire. Committee

chapter events. Chairperson,

Legal

Representative

To assure the efficient and excellent operation of Fundraising committee Basileus,

the Lambda Mu Omega Chapter of AKA, the members should consider Protocol

fundraising committee members should consider whether security is adequate Committee,

whether security is adequate for the said event. for the said event at the Fundraising

planning stage of the said Committee

event. Chairperson,

Legal

Representative


the Lambda Mu Omega Chapter of AKA, the members should consider Protocol

fundraising committee members should consider whether the promotion of the Committee,

whether the promotion of the event is adequate for event is adequate for the said Fundraising

the said event. event. Committee

Chairperson,

Legal

Representative


the Lambda Mu Omega Chapter of AKA, the members should review Protocol

fundraising committee members should review all event contracts before Committee,

all event contracts before execution. execution. If in doubt about Fundraising .

any terms, ask questions. Committee

Chairperson,

Legal

Representative




Operational Risk – Buildings and Facilities


Regarding the chairs and/or tables set-up at the Review and/or inspection by Risk

facility and to assure the safety of the Lambda Mu all Lambda Mu Omega Management

Omega membership at chapter meetings, aisles membership to assure that Committee

should be wide enough for membership passage. aisles are wide enough for

membership passage.



Omega membership at chapter meetings, all aisles membership that aisles are Committee

are to be clear of bags, purses or other such items, clear of bags, purses or other

i.e. books, notebooks, clothing, to enable safe such items to enable safe

passage.



Omega membership at chapter meetings, all mem- membership that canes or Committee

bership who use canes or crutches to assist in am- crutches to assist in ambulat-

bulating must put up their canes or crutches to ing must put up their canes or

assure safe passage. crutches to assure safe

passage.

Regarding the chapter meeting facility and Information session and/or Risk

facility and to assure the safety of the Lambda Mu teachable moment educating Management

Omega membership at chapter meetings, all mem- membership of the evacua- Committee

bership should be taught the evacuation plan in tion plan in case of emer-

case of emergency. gency.

Regarding the chapter meeting facility and Information session and/or Risk

facility and to assure the safety of the Lambda Mu teachable moment educating Management

Omega membership at chapter meetings, all mem- membership how to use a Committee

bership should be taught how to use a fire exting- fire extinguisher and where

uisher and where said fire extinguishers are located said fire extinguishers are

at chapter meeting facility. located at chapter meeting

facility.


Documents

LAMBDA MU OMEGA CHAPTER RISK MANAGEMENT PLAN …...2.4 Risk Management Plan A Risk Management Plan assists the chapter to assess how risks may potentially impact specific projects,