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[ INTRODUCTION ] [ MEMBERSHIP PRACTICES ] [ COACHES ] [ CLUB FACILITIES ] [ SKI AREA/RESORT RELATIONSHIP ] [ SNOWSPORTS CLUB ACTIVITIES AND PROGRAMS ] [ ACTIVITY AND EVENT SANCTIONING ] [ INSURANCE PROGRAM ] [ CONTACTS ]

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SNOWSPORTS CLUB RISK MANAGEMENT

1. INTRODUCTION

Note: This guide is intended to assist snowsports clubs in creating and monitoring a Risk Management Program.

This risk management program is an essential element of the Canadian Snow Sports Association (CSA) liability insurance program managed and controlled on behalf of ACA, CFSA, CSF, SJ , NC , CADS, SS, Telemark and Ski Cross by the CSA.

All club members and coaches must receive a copy from their National Sport Organization and the manual should be readily available in the club facility, handbook and club information.

In addition members should also refer to the CSA Insurance handbook found under the tab “insurance” on the CSA website:

www.canadaskiandsnowboard.net

a)      Purpose.

            As a member of the CSA via the appropriate National Snowsports discipline, snowsports clubs and their members have a responsibility to follow a risk management program in the operation of club activities and club programs.

                        A Sport Risk Management Program implemented by the Snowsports Club, has a number of positive advantages. This Program:

·         Will provide a safer sport environment for all participants through the development of safety guidelines, rules, regulations and systems for each sport.

·         Will demonstrate to the public, participants and ski areas an intense commitment to program safety and security.

·         Will assist in the establishment of minimum educational and skill standards for coaches, administrators and officials, thereby enhancing credibility.

·         Will provide educational and training opportunities for professional development for coaches and officials.

·         Will provide a framework for program and facility evaluation and provide for proper record keeping which will assist in the defense of any claims or litigation.

·         Will assist in lowering the costs of risk transfer methods such as Insurance.

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b)     Snowsports Club Structure

·         It is recommended that all snowsports clubs should be either federally or provincially incorporated as not-for-profit organizations, with a Board of Directors, By-Laws and Regulations.

·         Snowsports Clubs, no matter the size, are advised to establish working committees with responsibility for the various activities, events, programs and competitions undertaken by the snowsports club.

·         Historically, the more active the Board or committees in a club, the more successful it will be.

c)      Club Registration with National Sport Discipline

In order for a snowsports club and its members to qualify for liability insurance under the CSA Liability Insurance program, the club and all of its members and participants in activities must be registered and in good standing with one of the CSA Snowsports Discipline members. In addition they may be required to be a member of a Provincial Sports Organization, Zone or Region.

Membership includes those who fall under item 2(a) below.

The Snowsports Discipline NSA member must have current snowsports club contact information on file as well as information as to the programs offered by the snowsports club.

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2. MEMBERSHIP PRACTICES

a)      Membership Structure

Generally speaking snowsports club membership should be divided into basic categories such as:

                                    General or Social Membership

                                    Entry Level Athletes

                                    National Level Athletes

                                    FIS Level Athletes

                                    Senior or Masters Athletes

                                    Certified Officials

All of those who participate in snowsports club activities (except guests at functions) must be recorded and registered as members of the snowsports club. Verifiable membership lists must be provided to the appropriate CSA National Snowsports discipline. 

b)     Registration

ALL members who participate in club activities, events, programs or competitions must complete the required CSA/Discipline membership form which contains the waiver, hold harmless, indemnity agreement and which is a condition of membership.

Electronic signature or registration is acceptable provided that the method used clearly indicates that the document was read and signed and that a copy (electronic or paper is kept on file).

Participation includes, non-paid volunteer or paid coaches, race workers and officials, competitors as well as non-competing program attendees (training/instruction only).

Verifiable membership information must be filed with the appropriate National Snowsports Discipline and must be readily available to the CSA and its       insurer.

c)      Minors

            Must have parents or legal guardians signature on the CSA/Discipline membership form in order to be members and to participate in CSA/Discipline insured programs.

d)     Athletes

Must be physically and emotionally fit to participate, use approved equipment (including personal equipment) and understand and respect the FIS, Discipline and Ski area rules including any safety regulations. In the case of FIS licensed athletes, they must have signed the FIS Athletes Declaration.

e)      Officials

            Must be trained, supported by the National and Provincial Snow sport Discipline and should be part of a Certification program. They must be updated and monitored on a regular basis. They must carry out their expected duties and they must enforce the given rules.

f)       Volunteers

                  Who are not certified officials, and who are involved in events must clearly            understand and carry out their specific duties and assignments under supervision of qualified officials.

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3. COACHES

a)      Importance of Certification and Coaching Association Membership

·         All coaches must be members of the CSA and must be properly trained and experienced for the level they are involved in.

·         Must be current members in good standing of a recognized Coaching Association (CFSA, CASI, CSIA)

·         It is noted that CSCF defines “a member in good standing” as:

·         completed 4 education credits annually

·         completed 1 risk management credit annually

·         signed an annual CSCF Code of Conduct

·         paid annual fees

·         Coaches require constant skills upgrading as well as performance monitoring and should be supported by the clubs.

·         Coaches working alone or without sports first aid assistance close by should have training in Sports First Aid as well as CPR.

·         “Freelance” or “Independent” coaches working for themselves or working directly for a racer are not covered by the CSA liability policy unless they are members and are supervised by Club head coach or program director.

·         It is clear that athletes that are involved in any manner (Training camps, Dryland, etc.) with Freelance Coaches do so at their own risk.  There is no liability insurance in place through ACA and/or ASNS working with freelance coaches under such conditions.

·         The Canadian Ski Coaching Federation (CSCF) have stated that freelance coaches, that are involved in conducting Training camps, Dryland, etc do so at their own risk.  There is no liability insurance through ACA, CSA, CSCF and/or ASNS for freelance coaching.

b)     Employment vs. Contract

·         Clubs should ensure that the employment status of all coaches is clearly set out in writing, whether hired as employees of the club or as independent contractors.

·         In all cases the coach should either be provided as part of the terms of employment with appropriate accident and medical insurance, including income loss or continuance OR in addition should be registered with the appropriate WCB provincial agency, if permitted in their province.

c)      Background checks

·         There must be a full background check with detailed information on each coach within the system and must be regularly updated.

·         The Snowsports Club must contact previous employers as well as the Coaching Association.

·         The Snowsports Club must include information in its files as to skills and competencies as well as training, certification levels, courses taken and if possible First Aid and/or CPR competencies

d)     Job Description

      All coaching positions from full-time to volunteer should have written job descriptions, which set out the specific duties of the various coaching positions.   Included items must be:

·         administrative responsibility

·         duties when traveling, including criteria for vehicle rental, driving hours, etc.

·         field of play inspection and risk management functions

·         training, traveling, competition responsibilities

·         membership, certification, ongoing education expectations

·         awareness of FIS, NSO, ski area rules

e)      Coaches duties and responsibilities (see appendix A)

      Coaches’ duties must include:

·         ski area liaison and communication

·         activity and program development

·         safety when training, traveling and competing

·         specific inspection of all field of play, whether for training or competition.  (This includes the adequacy of on-hill rescue, treatment and medical facilities, on-hill safety.)

·         consideration of environmental issues such as cold weather, high winds, fog, rain training or racing

·         determination of athlete/participants fitness (physical, mental, skill level) for activities undertaken, including injury status

·         verification of participant accident/health/travel insurance when traveling outside of the province or country

·         familiarity with emergency action plans (EAP) of the snowsports club and home ski area

·         awareness of responsibility to public

·         highest standards of ethics and responsibilities

f)       Duty of care

·         Coaches as well as any adult in charge of participants must recognize the legal duty of care they have towards participants.

·         Coaches must understand the “rule of engagement” and in particular their legal duty as experts as well as supervision of minors in their care.

·         Clubs must clearly spell out the clubs expectations of its’ coaches.

g)      Club oversight

·         Club Executive or an identified program committee must monitor all activities and create a coaching reporting and evaluation system.

·         Club Executive must encourage and demand that all coaches take minimum officials certification levels and must encourage regular upgrading.

·         Safety Education courses or programs must be offered on an ongoing basis to Coaches and Officials. Coaches must be required to meet the minimum standards of safety/sport first-aid education.

·         Continuing education for coaches, officials and volunteers must be considered and should include written materials, films, lectures and seminars.

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4.      CLUB FACILITIES

a)      Management of Facility

·         Where the club has “use of”, “owns” or operated any facility – i.e. club cabin, clubhouse, ski area facilities (including dedicated runs) they must develop a written plan for management of the facility – rules, regulations etc.’

b)     Emergency Action Plans (EAP) and Protocols

·         Must be either established for the clubs venue or facilities, or adopt facility types or the ski area’s EAP. Coaches and club members should be familiar with it.  (see Appendix B)

·         In addition EAP's and Protocols for travel, out of country training and competition as well as activities are required.

·         Information pertaining to locations of nearest physicians, hospitals, clinics and ambulances must be included and available in coaches/officials and athlete manuals or guides.  This includes travel outside of Canada .

·         All outside travel requires completion of the CSA Sanction Request for foreign travel. (see Appendix F)

·         Emergency drills and practices should be undertaken at least once per year.

·         Protocols for notification, dealing with relatives and media must be considered.

·         Steps to obtain facts, evidence and witnesses should be set out. Accident and injury reports are an important factor.  The CSA has incident report forms. (see Appendix C)

·         Provisions must be made to ensure adequate levels of medical support at all training and competitive sessions, including dryland activities.

c)      Facility Maintenance

·         Where clubs lease, own, use or operate a physical facility they must take responsibility to ensure that it is safe for use by its members as well as those who can access the facility. 

·         If rented, leased or borrowed there must be a written and defined agreement as to maintenance responsibility.

·         Any concerns a club (coach, participant, member) has regarding a facility they use should be documented and if others are responsible for the facility letters or emails must be sent advising of the situation.

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5.      SKI AREA/RESORT RELATIONSHIP

a)      Definition of Club Programs and activities

·         Clubs must ensure that their host ski area or facility owner clearly understand the activities and programs which the club will offer.

·         Include days/hours of operation, expected specific facilities to be used and activities for such facilities. This includes terrain parks, ½ & ¼ pipes rails and dedicated aerial sites as well as the activities that will occur at these sites.

·         Involve ski area or facility owner in very early discussion as to coming season plans, expectations and wishes.

·         Understand ski area needs, concerns, rules and regulations for their facilities.

·         Ensure all club members understand ski areas rules and regulations.

b)     Agreement on activity schedule and locations

·         All FIS event calendaring must be completed by June preceding the coming season.

·         Ski areas should (under FIS Rules) sign-off and approve all competition schedules well in advance of the season.

·         Ski areas have their own activities and events to plan and schedule so it is prudent to have early discussions.

·         An activity calendar should be prepared and agreed to in principle.  This activity schedule can form an overall sanction certificate request from the NSO & CSA.

c)      Recognition of competition event requirements, roles, responsibilities

·         Major events such as FIS events, national races etc. require early planning and agreement with ski area or facility owners.

·         Consider written agreements with ski areas.

·         Be aware of ski area association recommended competition guidelines (see Appendix D)

·         Specifically record:

o       Grooming/trail preparation/aerial construction needs

o       Fencing installation and requirements

o       Hill/trail/slope closures

o       Use of ski area equipment

·         Ensure clear understanding as to who will do what.

d)     Establish clear interface requirements

·         Designate specific club personnel/executive, coach, etc.) to be club communication interface with a specifically designated ski area representative.

e)      Relationship with visiting snowsports clubs/teams

·         Clubs who travel with teams should always communicate with local/host club any visiting intentions before contacting ski area or facility owner.

·         Host/local clubs should assist visiting clubs in dealing with local ski area or facility owner.

·         Clubs who travel to other ski areas must ensure they are clearly aware of local rules, regulations and restrictions.

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6.      SNOWSPORTS CLUB ACTIVITIES AND PROGRAMS

a)      Dryland and off snow activities

·         Snowsports clubs should define the nature of off-snow activities it intends to offer.

·         Develop a timetable or schedule of the activities.

·         Determine who will supervise, control or monitor the activities and ensure their competency to supervise.

·         Only activities normal and incidental to the discipline and approved by both the discipline NSO Sport Science Committee and CSA will be approved or sanctioned.

·         Activities such as hang gliding, mountain/rock climbing, bungee jumping, motorcar/cycle or bicycle racing, white water rafting, scuba diving, base-jumping, sky diving are not activities that would normally be approved or sanctioned.

·         Use of third party facilities requires inspection by the supervisor, coach or controller of the activity to ensure suitability for the intended purpose.

b)     On snow Training

·         Requires co-ordination with ski area or landlord.

·         Coaches must inspect the trail, location, facility intended to be used.

·         Must be specific definition as to responsibility for trail or access closures, monitoring or public access control.

·         Must determine safety requirements.

·         Must have in place appropriate first-aid/medical/EAP procedures.

·         Must be aware of the discipline rules, regulations and guidelines.

·         Activities involving use of terrain parks, pipes, rails and aerial sites must have clear regulations and guidelines.

c)      Travel

It is recognized that training and competition requires travel outside of local areas and may require travel outside of province or country.

·         Coach or officials may require letters of permission for minors that will cover out of country travel, medical treatment.

·         All out of province/out of country travel must have appropriate extended health care, accident and travel insurance including evacuation, repatriation costs.

·         Coaches/officials must recognize their responsibilities to supervise.

·         Must be a careful assessment of coaching staff ratio to athletes.

·         Completion of CSA Out of Country Sanction Request is required. (see Appendix F)

d)     Use of vehicles

·         Clubs must have a written policy on the use of vehicles for transporting members.

·         Drivers’ age as well as provincial restrictions must be clearly established.

·         Rules as to hours behind wheel need to be set out.

·         Seat Belt rules to be followed.

·         Equipment to be secured properly.

·         Volunteers/club members’ use of own vehicles for transportation must follow provincial rules and regulations; this includes liability insurance as well as cost re-imbursement issues, which can impact your own coverage.

·         CSA insurance coverage is extended only to liability for the use of rental vehicles provided all terms of the rental contract are complied to.

·         Rental Vans: It is CSA’s recommendation that the disciplines take out the liability and damage insurance offered under the vehicle rental program.  However an adult of the acceptable rental age may be covered by our CGL under the non-owned auto provision subject to policy deductible and provided they are correctly licensed to drive the vehicle in question within the jurisdiction of the province the vehicle is rented in.

      NOTE:  The CSA policy does not cover damage to the rental vehicle.

·         Car Pools: This is not covered.  Anyone operating a car pool must be aware that many jurisdictions and private insurers will not provide coverage where those outside the family pay the costs of transportation.  Great care must be taken when car-pooling and the drivers insurance company should be contacted.

·         Personal vehicles used for club activities are not covered by the CSA CGL.

Note:         There are many studies about the risks inherent in using 15 passenger plus vans and their safety records.  Specific risk management steps are recommended and can be provided.

1.   Non-owned Automobile Insurance – Property Damage to Vehicle

      We will no longer insure physical loss or damage to rental vehicles.

      It is essential when renting that the renter take out property insurance on the vehicle or use a credit card that does provide such cover.

2.   Non-Owned Automobile Insurance – Third Party Liability Cover

      We continue to provide full liability coverage for rental of vehicle by our members provided that:

1)      Vehicle is only driven by those correctly licensed for the class of vehicle, declared on rental agreement as driver and operating the vehicle in accordance with rental company regulations.

2)      Vehicle is rented for a period of 30 days or less, and is used solely for the business of the association, club or member renting the vehicle.

·          All passengers in the vehicle must wear seatbelts and may not ride on top of or with equipment such as skis, gates etc. unless properly seated with seatbelts.

·          Equipment such as skis, gates etc transported by coaches/servicemen must be transported in vehicles designated and designed for cargo.

      The critical factor is skis/gates transported in bulk should not be in passenger vehicles but should be in cargo vehicles specifically designed for such use with protection for those in front passenger and driver side of vehicle.

·          Use of 15 passenger vans – with roof mounted cargo boxes is to be discouraged.

      Cargo boxes may not be added to the roof of a 15 passenger van unless approved in writing by the vehicle dealer/manufacturer or part of rental agency provision of vehicle.

e)      Competition

·         All participants must be familiar with the international as well as any national and domestic or ski area rules.

·         All safety protocols developed for the discipline and the even must be followed.

·         Competitors/participants must be aware of their obligations and rights.

·         Coaches/trainers must carefully inspect the field of play and must assess each competitor’s physical and mental capabilities for the event and for the environmental conditions.

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7.         ACTIVITY AND EVENT SANCTIONING

a)      Sanctioning of Activities

      Sanctioning is a formal process whereby an authorizing body provides its official approval for an activity to be held in that body’s name and under its jurisdiction.

      The sanctioning of an activity carries with it the obligation that the activity is carried out in accordance with the rules, policies, and procedures of the sanctioning body.

      The Canadian Snowsports Association (CSA) is recognized by the Fédération Internationale de Ski (FIS) as the national governing body for snow sports in Canada . As such, the CSA controls the sanctioning of FIS activities within Canada .

      Each of the 9 individual CSA Disciplines is the national sport governing body for its discipline of skiing, ski jumping or snowboarding in Canada . As such, the discipline on behalf of CSA sanctions activities within its discipline that are carried out in accordance with its rules, policies, and procedures, and in accordance with CSA policy. 

      The sanctioning of all national and international activities in Canada is managed directly by the CSA via the national office of the CSA member organization. This includes the sanctioning of divisional and club activities, and includes Out of Country travel.

      Only activities normal and incidental to the discipline and controlled directly by the discipline will normally be sanctioned.

      Unusual activities, events and competitions as well as activities, events and competitions controlled, managed or supervised by third-parties (non-members) must be referred directly to the CSA.

b)     Out of Country Travel

In order for Out of Country training to be covered under the CSA Liability Insurance Program, the CSA Discipline and the CSA must approve all out of country training.  All groups training outside of Canada must fill in all requested information on the CSA Out of Country Sanction Request. (see Appendix F)

Any athlete traveling outside of Canada must have proof of appropriate out of country accident coverage that includes repatriation and helicopter evacuation.

c)      Requests for Sanctioning

NOTE:   Sanction certificates can be provided for a clubs’ yearly activities.

               The sanction request should identify for the year a schedule of activities, intended competition/event schedule and identification of who supervises or is responsible for the activity, event or competition program.

A request for the sanctioning of a club or divisional activity should be forwarded to the national office at least 15 days before the proposed activity.

      Activities which should be sanctioned are all club, divisional and PSO activities related to training (including dryland training) and competition, as well as other activities – such as social events – that the club or division may be engaged in.

      If a proposed activity is not of a routine nature (that is, it is not a training or competition activity), the request for sanctioning should be submitted at least 30 days in advance.

      Requests for sanctioning may require a fee, unless other arrangements have been made.

      In requesting a sanction, the club or division is agreeing to be bound by the applicable rules, policies, and procedures of the FIS, CSA, and CSA member organization. These include (but are not limited to):

·         Staging the activity in accordance with applicable FIS, CSA, and CSA member organization competition rules.

·         Providing adequate safety equipment and procedures.

·         Following standard officiating practices.

·         Forwarding all results and official reports (such as the Technical Delegate’s report) to the divisional or national office within the prescribed time period.

·         Ensuring that all competitors have complied with the applicable membership, qualification, and waiver requirements.

·         Ensuring that other parties involved in the staging of the activities have appropriate insurance for the activities being carried out (insurance coverage additional to that provided by the CSA’s commercial general liability policy).  

      The CSA member organization will provide, for the activity or activities being carried out, an official sanction certificate or approval.

      Sample sanction request forms and approval forms are attached as Appendix E and F.

d)     Cross Discipline Activities

A CSA member organization may not sanction activities, which are ordinarily within the jurisdiction of a different CSA member organization.

For information on the sanctioning of such activities, or activities that involve more than one CSA member organization, contact the CSA Managing Director.

e)      Liability Insurance

The CSA provides commercial general liability insurance for its activities and those of all of its member organizations (except Cross Country Canada which has separate coverage).

      The purpose of this insurance is to protect the member organizations of the CSA (and their clubs and divisions) against the risk of sums they may become legally obligated to pay as the result of bodily injury and/or property damage caused through their sanctioned activities. Please note that it is the policy of the CSA that if an activity has not been formally sanctioned by a CSA member organization, then that activity may not be covered by the CSA’s liability insurance.

      It is to be noted that the CSA’s CGL insurance does not provide coverage for persons or organizations that are not CSA member organizations, divisions, or clubs, except where the participant is a member of an FIS national federation who is participating with the specific permission of their national federation.

      However, for specific activities, other relevant parties (such as ski/snowboard areas, organizers, and sponsors) can be added as additional insured parties – but only with respect to their direct involvement in the staging of the sanctioned activity.

      Requests for the naming of other insured parties and for insurance certificates should be included in the request for sanctioning.

f)       Reporting Incidents

      If, during the course of a sanctioned activity, there is a significant or unusual injury to any person, or if there is any other form of incident that may have liability consequences, a notice of incident must be filed immediately. The notice of incident should be filed with the CSA’s insurance broker, Jones Brown Inc., with copies to the national office and to the CSA.

General

1)      An incident report should be submitted immediately for any injury to members of the public which occur either through contact with CSA members in training or competition or while on a closed course used for training or competition or where they encounter club or ROC equipment.

2)      Report any injury requiring hospitalization to any member of a CSA discipline club, ROC, volunteers involved in any club program or activity.

3)      Report all damage to property owned by others arising out of club or program activity.

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4)      Use CSA Incident Report Form as attached.  

Reporting Process

1) Email or Fax copy of the incident report to:

       a)      JLT Insurance Brokers