Safety Director Workshop

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Safety DirectorWorkshopPut this slide up as participants are entering the room.1Course Credit2014Safety Director2Please use your legal name, home address and phone and birth dateHas everyone signed the roster?

Begin passing out the roster as participants enter the room. Remember to check at the end of the workshop that everyone has signed it. For larger groups you may need 2-3 rosters. For bigger meetings you may need ten or more rosters. Explain the meaning of S/A/R for the people who dont know.22014Safety Director3Learning ObjectivesUnderstand the role and responsibilities of the Regional Safety Director.Review the resources available to help a Safety Director be successful.Cover the key components of Regional Safety and Risk Management.2011Safety Director3Briefly review the workshop goal and learning objectives. You only need to read them.Remind students that supplementary information documents and forms are included on www.ayso.org. (At the Regional and Area level, the instructor is responsible for providing a copy of all the handouts to the participants.)3But FirstThe MISSION of AYSO is To develop and deliver quality youth soccer programs which promote a fun, family environment based on our philosophies.2014Safety Director4Do you know what they are?Make the first click on the slide and ask if anyone knows what the Mission Statement of AYSO is, then make the second click showing the Mission. If it is a small group, ask everyone to write down the six philosophies. If it is a large group ask them to be honest and tell you whether they would have been able to write down all six philosophies.4Everyone PlaysBalanced TeamsOpen RegistrationPositive CoachingGood SportsmanshipPlayer Development AYSO prides itself on striving to create a SAFE, fair, fun and positive environment in which all children and their families can enjoy the game of soccer.2014Safety Director5

Safety Directors have a unique opportunity to help create this safe, fair, fun and positive environment. Parents who are registering their first child in AYSO certainly want them to have a good time and learn soccer, but making sure their child is safe is also a big concern. Safety Directors need to brag about all the things the Region does to make sure the environment is safe.5AYSO Volunteers are Required to:Complete and submit a Volunteer Application EVERY YEAR.Be authorized to perform their jobs by their Region (or Area, Section or other AYSO authority).Act within their job descriptions and the AYSO policies, procedures and guidelines.Complete AYSOs Safe Haven and be properly trained to do their jobs.

2014Safety Director6To be authorized to perform their duties, they must be appointed to the position and approved by the Board then the RC will give them permission and rights in eAYSO.

Safe Haven only has to be taken once*. It is recommended that all Safety Directors and Board Members take the new AYSOs Safe Haven.

* If a volunteer took BASIC, Safe Haven for Referee or Safe Haven for Coaches and decides to volunteer for another discipline, they must take the new AYSOs Safe Haven.6Group ActivityDivide into three groupsIn your groups select:One person to write down answersOne person to be the groups spokesperson.All groups will have five minutes to brainstorm answers to their assigned question.As we review the questions, each group will then have the opportunity to share their answers with the class.2014Safety Director7This activity will work for groups of under 20. For larger groups, dividing up into three groups may be difficult. You may have to do this as a guided participation exercise.

These answers should not be looked up in case someone has the Safety Director Manual. Have them guess using common sense.7Group 1Why does the Region need aSafety Director?2014Safety Director8

8Ask students to give the answer that comes to mind first. If students have their Safety Director Manual with them, please ask that they keep the manual closed.

Instructor Note: have the Safety Director Manual handy so that you can check answers. For this first question, you will receive subjective comments. Accept all answers if possible.

If you are doing this through guided participation, make sure to get input from as many attendees as possible.Group 22014Safety Director9What are the duties and responsibilities of the Safety Director?

Ask students to give the answer that comes to mind first. If students have their Safety Director Manual with them, please ask that they keep the manual closed.

Look up answers in the job description which is in the Safety Director Manual.9

Group 3What are the reasons that the Safety Director would communicate with these Regional Board Positions?2014Safety Director10

Regional Commissioner (RC)Child and Volunteer Protection Advocate (CVPA)TreasurerRegistrarReferees and Coaches Equipment and Field Coordinator

10Accept any answers that make sense. This is a brainstorming exercise. RC getting all the Regional Board Members to be available at games to fill out the incident report if needed.CVPA any volunteers that you have delegated tasks to should fill out the Volunteer Application.Treasurer ask to budget money to secure goalposts, repair fields, provide first aid kits and training.Registrar ask to set up a table at Registration to display safety procedures, and pass out SAI forms.Referees and Coaches go over safety issues and procedures with them.Equipment and Field Coordinator check and double check safety issues for equipment and field inspection.ResponsibilitiesAct as the Regional focal point for AYSO insurance information and liability concerns.Implement a Regional Safety Plan which includes:First aidField and equipment inspectionsInjury prevention Procedures for environmental hazards2014The Safety Director is the contact person for each of these main safety focuses.11ResponsibilitiesEnsure the Region complies with AYSO Incident and Concussion Reporting and Emergency Treatment Authorization.Be familiar with the SAI claim process and Incident Report forms.Ensure the availability of Soccer Accident Insurance brochures and claim forms.www.ayso.org For Volunteers > Safety Director > Forms & Documents > Insurance

2014Safety Director12The Safety Director position covers a variety of safety concerns.12The Safety Director is the Region focal point for Risk Management and Safety Awareness2014Safety Director13Insurance AgentSafety InspectorWeather AdvisorFirst Aid

AYSO does the research and the Safety Director looks like the expert in each of these areas of safety concern.13

201414AYSO provides all sorts of resources to Safety Directors

www.ayso.orgSafety Director Manual

ResourcesJob DescriptionAYSO ReferenceBookSlide 13Safety Director Resources:Your job descriptionthe AYSO Reference Book - Every Board Member should have one, it covers Regional operations.The AYSO national web site, www.ayso.org job descriptions, Reference Book, FAQs. Throughout the course, you will be referred to the website for things specifically for the Safety Director; there is an insurance page which was referenced a couple of slides ago. the Safety Director Manual - Make sure you have latestersion.14How many of you have received the manual? How about a Reference Book?2014Safety Director15

Volunteers should make sure that their RC has updated the records in eAYSO to show them as the new Safety Director.

Once an RC goes into eAYSO and updates the record to show there is a new Safety Director, an email is sent to the new SD with a PDF of the Manual. If a SD wants a hard copy of the manual they are directed to reply to the email and a hard copy of the manual will be sent to them.15The Safety Director Manual contains everything you need to know to do your job.

The AYSO Reference Book contains AYSO policies, guidelines and best practices.2014Safety Director16*Need a manual? Contact the Supply Center on line. For questions: 1-800-872-2976

Your Region can buy a manual. Cross training is a good thing.16Where can you find your Job Description?2014Safety Director17www.ayso.orgSafety Director ManualAYSO Reference Book

Ask this question of the group and get the answers before making the next click. If you are a new Safety Director you should go over this job description with your RC.17AYSO Incident ReportAYSO Incident Reports are designed to capture all the pertinent facts and contact information whenever there is an incident.The Safety Director should ensure that Regional Board Members are prepared to assist Region volunteers with completion of the AYSO Incident Reports.An Incident Report is required for all injuries including possible concussions.2014

Incident reports are extremely important in documenting information that could be needed at a future date. Make sure they are filled out quickly and accurately. One copy is retained by the Region and one copy sent to the National Office.18Quiz TimeTrue or False? The AYSO Incident Report is only required in the event of an injury.

2014Safety Director19FalseAYSO Incident ReportAn Incident Report is required whenever there is a serious incident involving AYSO participants, activities, facilities, or property including:2014Safety Director20InjuriesIllness requiring medical treatmentThreats of bodily harmFightingActs of ViolenceProperty DamageHospitalizationsCalls to Law EnforcementParticipant arrestsLawsuitsUse common sense when deciding if an Incident Report should be filled out. However when in doubt fill it out. 20AYSO Incident ReportDownload Incident Report Form from www.ayso.org.Notify the National Office immediately of any incident involving theft, fraud, property damage, law enforcement or lawsuits.Send a copy of all AYSO Incident Reports to: [email protected] Director21Everything that is in the Safety Director Manual is also on ayso.org. AYSO has a legal department that is there to provide guidance in legal matters.21First Aid KitsA basic First Aid kit should be available to every team during practices and games. Kits can be provided:to each coach at the start of the seasonin a standard location at all soccer fields used for practices and gamesKits should be inspected and re-stocked frequentlySee the Safety Director Manual for suggested contents

2014The Safety Director is should be responsible for making sure the appropriate first aid kits are purchased by the Region and that they are always available and re-stocked.Note: For budget planning purposes, this is one expense item that should be in the budget.22First AidThe Safety Director and Safe Haven Manuals provide brief descriptions of emergency medical conditions.Intended to help coaches, volunteers and parents recognize conditions that require immediate medical assistance.Common injury descriptions are also included.Help prevent more serious injury or complications.Not intended to be a treatment guide or First Aid training.

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Only trained personnel should provide anything beyond basic first aid to avoid further injury.23Emergency Treatment Authorization

2014Safety Director24Emergency Authorization SectionPlayer Registration FormCoaches MUST have a signed copy of the Player Registration Forms or acceptable Emergency Authorization forms with them at all times during practices and games in the event of medical emergency. Slide 2424Participation Release Form 25Should be given to parent/guardian of any player suffering an illness or injury requiring the care of a doctor or trip to the ER.

Must be completed by parent/guardian before player returns to play.The Participation Release Form asks parents to confirm the player is cleared to play and that a medical release has been obtained in States that mandate it for possible concussions.All forms should be given to Safety Director for storage with Region files.

This form can be found online at www.ayso.org in a fillable PDF format.25ConcussionsOccur when a blow to the head or body causes the rapid movement of the brain inside the skull.Result of fall, head-to-head collision, striking the goalpost /ball or even a mild bump/blow.Can occur without loss of consciousness.Are serious brain injuries that can cause death.2014* See Concussions link in the Region ToolkitOne of the growing concerns in youth sports is the risk of serious, permanent injury due to concussions. While it isnt the Safety Directors job to watch or identify concussions, it is important that everyone including parents become more aware of the risks and symptoms.26Concussions See the Region Toolkit for AYSO/CDC concussion materials


Slide 2727Concussions

2014Safety Director28AYSO/CDC Information SheetsShould be signed by players and parents, kept with Player RegistrationForms and are now included in the eAYSO Player Registration process.

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28Concussions

2014Safety Director29AYSO/CDC Coach Action Plan

Should be given to all coaches and details steps to take in the event of a possible concussion.Concussions

2014Safety Director30When a Player is removed from play for a possible concussion:Coaches are instructed to give the parents the Concussion Information Sheet, a Participation Release Form, SAI Brochure and complete an Incident Report.

Parents should be encouraged to seek professional medical treatment at the time of injury and secure medical clearance before allowing player to return to play.

In all cases, AYSO will require the parent to sign the Participation Release Form which includes a concussion waiver confirming that the player has been given the appropriate clearance to return to play.

30ConcussionsOn return to play, the coach must obtain a signed Participation Release, any required Medical Release.The coach submits a copy of the signed Player Registration Form, Participation Release, Medical Release and the Incident Report to the Safety Director.2014

Slide 3131Concussions

2014Safety Director32The Safety Director must submit copies of signed Registration Form, Participation Release, Medical clearance, Incident Report and any SAI Claim forms to the [email protected] TimeTrue or False

AYSOs insurance plans include all of the following:General LiabilitySoccer Accident InsuranceCrime Insurance Plan

2014Safety Director33True !You can have participants stand up if it is True and stay seated if the answer is False.33General LiabilityWho/What is covered?The Region, AYSO, and properly registered volunteers for legal damages from:Participant and spectator injury.Activities necessary to the conduct of games or practices.Sponsored functions: meetings, banquets, fundraisers.Golf cart accidents when driven by a licensed adult, not cart replacement.

2014Reminder: Never let children play with golf carts.Properly registered volunteers is underlined because it is important to be protected by making sure all volunteers fill out the Volunteer Application Form. Remind class that all volunteers have to be accepted in eAYSO and assigned a job function.Golf Cart accidents when driven by a licensed driver of at least 18 years of age and who is properly trained to operate the cart. NEVER let children play on or with a golf cart. Severe accidents have occurred which are not covered by AYSOs liability insurance.34General LiabilityWhat is not covered?The sale or detonation of fireworks.Amusement devices specifically bounce houses, climbing walls and other carnival-type rides.Player vs. Player lawsuitsSafety Directors Manual pg. 12

These types of Regional events are becoming more and more popular so understanding the legal implications is important.35What About Opening Day Events and Fundraisers?Contact the Risk Management department at the AYSO National Office for clarification1-800-872-2976 ext. 7961 Holly VeachThe providers of amusements and fireworks displays/stands must provide proof of their own Liability Insurance to Regions and AYSO.Regions can also purchase special event coverage.

201436The key to this issue is to always make sure that the providers of amusements and fireworks provide proof of their own Liability Insurance to Regions and AYSO.36Certificates of InsuranceProof of InsuranceAgreements to use fields or facilities often require that a Region provide proof of insurance coverage.Safety Directors should work with other Regional Board Members to obtain all necessary Certificates of Insurance.The process is easy and done completely online.

2014Safety Director37Slide 26

37201438eCertsOnline

Sample Certificate

Slide 38Certificates of InsuranceCLICK AYSO provides the eCertsOnline feature for generating Certificates of Liability Insurance. CLICK for yellow arrow highlighting website link. See ayso.org > For Volunteers> Safety Director> Forms and Documents> Insurance Information for a link to eCertsOnline. CLICK for yellow arrow highlighting instructions.

CLICK to show sample Certificate of Insurance.

CLICK to advance the slide.38Quiz TimeMultiple ChoiceWhich item is not covered by AYSOs Soccer Accident Insurance (SAI):Currently registered participants (coaches, referees, players, staff members).Accidental bodily injury while participating in team practices, games, or tournaments.Group/Team travel directly to and from AYSO sponsored events.Coaches, Referees and parents in a scrimmage.

2014Safety Director39d!SAI does not cover adults playing in a game of soccer not even registered volunteers. Adults should not be allowed to scrimmage with or against children, or each other, for injury prevention reasons.This question will have participants divided between (c) and (d). An explanation is needed.39SAI - Who is covered? All currently REGISTERED players, coaches, referees and volunteers, while participating in the following activities:Scheduled games, practices, tournaments, or other sponsored activities (meetings, banquets, fundraisers) provided they are under the direct supervision of an AYSO registered volunteer.

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Slide 4040SAI - Who is Covered? Continued -Group travel (five or more in one vehicle) directly to or from such activities, provided that players are traveling as a team and the vehicle is operated by a licensed adult driver with current auto insurance on the vehicle.

201441Slide 4141ImportantUnder NO circumstances should non-registered players or volunteers be allowed to participate in the program (either practice or play) because they are not covered by the SAI plan. Doing so would create an unacceptable exposure to liability lawsuits. (SAI = Soccer Accident Insurance)


42Did you knowAll players and volunteers must be properly registered in eAYSO in order for SAI claims to be processed.AYSO and the Region may become liable for any claims made by a non-registered player or volunteer.

Stress this point again. 42Soccer Accident Insurance (SAI)Full Excess PolicyClaims must be submitted to any other applicable health care coverage prior to submitting a claim to SAI. Usual and CustomaryClaims for medical treatment and services will be considered for payment as long as they do not exceed those generally charged for similar medical care in the area.

2014Safety Director43Players and volunteers must submit their Claim Form to their own insurance company first and then to AYSOs insurance company. 43SAI ClaimsThe Regional Safety Director is responsible for ensuring that any injured participant or their parent/guardian:receives the SAI Brochure retrieves the Claim Form from ayso.org.DO NOT promise that AYSOs policy will cover ALL out-of-pocket expenses.

2014Safety Director44Safety DirectorThere is a $1,000 therapy limit to the claim.44SAI ClaimsThe injured party, or their parent/guardian, (claimant) is responsible for completing the form and should submit it to the SAI carrier within 90 days even if their insurance has not finished paying.Claims have a $200 deductible and benefit payments are limited to $50,000. Beginning July 1, 2014, the deductible will be $500.The Safety Director is responsible for keeping a Region copy of all submitted claims.

2014Safety Director45Safety DirectorSlide 45Key point: Forms must be submitted within 90 days! There is a $200 deductible. Beginning July 1, 2014, the deductible will be $500.45SAI BrochuresAvailable from the Supply Center 1-800-872-2976 and www.ayso.org. Should be distributed to all families annually at registration and to coaches at coach meetings.*

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Slide 46These brochures should be passed out at registration and not just left at on a table.

*The traditional tri-fold version is included in the registration kits and available from the Supply Center.46SAI Claim FormsAvailable from www.ayso.org.Injured participant or parents/guardians should be directed to the website to obtain SAI claim forms.

Slide 47The SAI Claim Form is available on ayso.org and should be downloaded each Membership Year.SAI brochures are provided in the registration kits and should be passed out to all families.Injured participants should be directed to the website to obtain the claim forms and a brochure. The form package includes detailed instructions for filing a claim and the SAI coverage provided.47

201448Attach the AYSO Incident Report for the injuryThe Safety Director must complete Part B The RC and Safety Director must sign claim form and return to parentSlide 48Claim form must be started by the RC and Safety Director and returned to the parent to complete. This ensures that the injured participant is registered with the Region; has an AYSO ID number and that the facts regarding the incident are documented.The Incident Report should be attached.The RC and Safety Directory must sign the form and return to the parent to complete.It is the claimants responsibility to complete the form and submit the claim for processing as indicated in the instructions.48

201449Claimant completes Part A and mails form to AIG Accident & Health Claims. AFTER Region approval.The Safety Director must keep a Region copy of the completed form. Submit claim forms for concussions to the National Office.Slide 49Claimant should send it Return Receipt Required for proof of mailing/receipt.The Safety Director must keep a Region copy of the completed form. Submit claim forms for concussions to the National Office.

49Other InsuranceCrime InsuranceAYSOs plan provides protection against financial loss from theft or forgery by an official or volunteer.Requires full Region compliance with NAP.Plan has a $5,000 deductible and a policy limit of $50,000.For questions or claims, contact the AYSO National Office Risk Management/Insurance Department 1-800-872-2976.

2014Safety Director5050Other InsuranceRegional Equipment InsuranceRegions may purchase coverage for loss or damage to Regional equipment due to fire, vandalism or other specified causes from Willis Insurance Services, Inc. Voluntary program.Costs average $250 per year.See www.ayso.org for plan application and details.


Click to show a sample copy.51Automotive LiabilityAYSO DOES NOT provide automotive liability or property damage coverage for transporting children to official games or practices.Most states require that the vehicle owner/operator carry liability insurance.AYSO recommends taking the additional liability coverage offered by the rental car agency when renting a vehicle for transporting teams.

2014Safety Director5252Did You KnowThe National Highway Transportation Safety Administration (www.nhtsa.gov) reports that 15 passenger vans are at greater risk for rollover accidents and injury than other vehicles.

AYSO DOES NOT recommend renting these vehicles for transporting AYSO players.2014Safety Director53

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53Goalpost Safety2014Safety Director54

Check the Safety Director Resources on www.ayso.org for a link to this CBS news video about Goalpost Safety.The video says it all

Goalposts are the single most important safety issue for any Region.This issue is the single most important safety issue for any Region. Remember that goalpost safety is critical especially when games are not in play. A procedure is needed for how to store portable goals when not in use.54Goalpost Safety


The Safety Director Manual includes the Consumer Product Safety Commissions Guidelines for Soccer Goal Safety.Goals must be anchored when in use and stored safely when not used.The Safety Director Manual and www.ayso.org includes a copy of the Consumer Product Safety Commissions goalpost safety guidelines.Aside from the obvious condition of the goals, all goals must be anchored when in use and stored safely when not used (chained face to face or chained to a fence so they cannot topple over).55Goalpost Safety All goals should have warning labels!Free labels are available from the preferred goal supplier for AYSO:

Contact Fold-A-Goal, 800-542-4625 or [email protected].


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56 Goalpost Safety AYSO equipment, particularly goalposts, should only be used by AYSO programs because of the potential liability to AYSO.2014Safety Director57

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57Field Inspections The Safety Director should work with field coordinators and workers, referees, and coaches to ensure fields are inspected for hazards:2014Safety Director58

Prior to the season start to correct permanent problems,At the beginning of each game day to evaluate field conditions (taking into account weather) andBefore each game to remove hazards created by debris or foreign objects left behind.Slide 58This responsibility is something that can be delegated to a volunteer who lives near a particular field.What is wrong with this picture?58Field Inspections

201459Prior to the season start, fields should be evaluated and corrected as needed for:Walls or fences too close to playing fieldsTrees or plants protruding into field of playSpectator seating too close to touchlinesPlaying fields unprotected from trafficField equipment from other sportsSprinklers, poor grass/surface area, holesField InspectionsBefore each game day, fields should be evaluated for conditional hazards including:Very dry/hard surfacesWet/slippery fieldsForeign objects such as rocks, broken glass, metalGopher holes, divots, bumps on the fieldBefore each game, referees check for debris2014Safety Director60

Hazards/conditions to consider at the beginning of each game day and before each game.60201461Field InspectionsLook for Inspection checklists on www.ayso.org

Slide 61Goalpost safety and field inspection checklists are available on ayso.org in the Safety Director Forms & Documents section. These lists can be given to Field Coordinators and workers to help with the on-going inspection process.61Severe WeatherBe prepared for environmental hazards:Hot weather: risk of dehydration/heat strokeSevere cold weather: risk of hypothermiaThunder and lightningTornado, hurricane, severe weather warningsWildfires2014Safety Director62

The Regional Board should agree to communication strategies for these situations and ensure the safety of all participants. See AYSOs Safe Haven manual for more information.Encourage the Regions to post their policy on their website and inform all coaches of the policy at the beginning of the playing season.62ChecklistUse the Safety Director Checklist in the Safety Director Manual

Slide 63This is an orderly list of things that every Safety Director should do each year.63

Game Questions Goalpost SafetyReminder Do not show answer until instructor asks for it.TRUE or FALSEEnsure goalpost warning labels are clearly visible on all portable goals.Climb on goals to be sure nets are secure on top.Checking all connecting hardware at the start of the season is sufficient.The Safety Director Manual provides criteria for goal inspection. 2014Safety Director64TRUETRUEFALSEFALSEYou probably will have limited time at the end of this workshop so this game should have a quick pace.64

Game Questions Environmental HazardsReminder Do not show answer until instructor asks for it.TRUE or FALSEWet fields do not pose a risk because kids like to play in the mud. On an open field, it is safest to lie on the ground during a lightning storm.It is the Safety Directors responsibility to ensure that a basic First Aid kit is available to every team during all practices and games on every field in use by the Region.

2014Safety Director65TRUEFALSEFALSEYou probably wont have time to discuss any of these topics during the quiz. Hold all discussions until the end of the workshop.65

Game Questions ConcussionsReminder Do not show answer until instructor asks for it.TRUE or FALSEA player who might have a concussion is ok to play if they can clearly see how many fingers someone is showing them. To suffer a concussion, a player must lose consciousness.Parents should be encouraged to seek professional medical care and a medical release.

2014Safety Director66TRUEFALSEFALSE66Conclusion2014Safety Director67Get trained and certifiedAsk for helpInvolve the Regional BoardUse checklists for inspectionsProperly store/route all formsContact the National Office at 1-800-872-2976 for assistance

67 2014Safety Director68Thank you for attending!

Torie TinderNational Management Program Coordinator1-800-872-2976 ext. [email protected]

Rosanne MacPhailNational Management Program [email protected]

Holly VeachRisk ManagementInsurance Coordinator1-800-872-2976 ext. [email protected] Slide 68If you have any questions, you can contact the Management Program or Risk Management Department at the National Office.68

Safety Director Workshop

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