Risk Management

Participation in club sports is voluntary. Participants in club sports must recognize, understand and assume all inherent risks associated with participation in club sports and the sport in which they participate. Participants must be in good physical condition and be cleared by their physician to partake in vigorous physical activity.

1. Insurance

All participants must have their own (primary) medical insurance in order to participate.

Clubs that host competitions on campus must provide proof of liability insurance to the Office of Intramurals & Recreation from the visiting school two weeks prior to competition.  On site waivers will be accepted for schools unable to provide proof of liability insurance.

2. Waivers

Each participant must fill out a Waiver and Emergency Contact Form (See Appendix O for Waiver & Emergency Contact Form) prior to any participation in club sport activities (including try-outs). Club presidents must collect the waivers and turn them in to the Office of Intramurals & Recreation (including waivers for individuals that participated prior to team cuts). A signed waiver must accompany any additions to the Participant Form. Any participant under the age of 18 must have a legal guardian sign their waiver. The fax machine in the Office of Intramurals & Recreation can be used for this purpose, if necessary.

3. First Aid & CPR Certifications

There must be three individuals on each club certified in First Aid and CPR (Life guard certification required for water sports). A coach can be one of the three individuals that are certified. At least two of these individuals must be present at each practice or competition. The Office of Intramurals & Recreation will set up several dates on campus for individuals to obtain certification. Clubs must inform the Office of Intramurals & Recreation which individuals from their club will become certified and the date they will attend the certification class. If for some reason you cannot make any of the dates that are scheduled by the Office of Intramurals & Recreation, you must contact the Red Cross/VEMS to set up a certification test on your own.  A Club Sport will be unable to begin practices until this is completed and reported to the Coordinator of Intramurals and Recreation.

*It is mandated that all teams purchase a first aid kit to have on site during all practices and competitions.*

4. Medical Personnel

Sports that are deemed high-risk will be required to have a dedicated ambulance on site during home contests. Also, sports that are deemed high risk are required to have an AED on site during games and practices. An AED machine can be borrowed from the Office of Intramurals & Recreation. All other contact sports must have an Athletic Trainer or EMT on site during home contests. The Office of Intramurals & Recreation will aid you in the process of finding an Athletic Trainer, EMT or ambulance to work your games. Find out your club requirements before planning to host a home contest.

5. Environmental Conditions

Club Presidents are responsible for inspecting playing surfaces prior to each practice or competition to identify and remedy any unsafe playing conditions. Any unsafe facilities that cannot be remedied immediately should not be used. Unsafe conditions must be reported to the Office of Intramurals & Recreation immediately so that they can be remedied prior to the next use of the facility. Club Presidents are responsible for assessing weather conditions which may be hazardous. Any unsafe environmental conditions that may limit visibility or inhibit the ability to perform the necessary actions required for each sport must be taken into consideration. If conditions are deemed unsafe, the club should cancel practice or competition immediately. In the case of lightning, everyone should find the nearest indoor facility for refuge. In the absence of a building, all players should take coverage in a vehicle with the windows rolled up. Participants may not resume play until a minimum of 30 minutes has passed since the last flash of lightning (2006-2007 NCAA Sports Medicine Handbook, page 14). In order to prevent heat related illnesses, make sure to take frequent breaks to replenish lost fluids during exercise. Club participants should be sure to hydrate adequately prior to participation. 

6. Equipment

Players must ensure proper fit and maintenance of protective equipment. Read all manufacturer safety information before using equipment. For specifications on what protective equipment is necessary to participate in each sport, please refer to the NCAA website (www.ncaa.org).

7. Travel

While traveling, teams are responsible for the following:

• Traveling with their approved authorized drivers
• Obeying the posted speed limits
• Making sure each individual traveling has a seat and seatbelt
• Adhering to all local seatbelt/cell phone laws

8. Reporting an Injury

All non life-threatening injuries (generally orthopedic injuries) must be reported to the Office of Intramurals & Recreation the day following an injury by filling out an Injury Report Form (See Appendix P for Injury Report Form).  If the injury occurs over the weekend, forms should be submitted the following Monday. Forms are to be available during practice and competition so the reports can be filled out completely and accurately on-site.  Life threatening injuries must be reported to the Coordinator of Intramurals & Recreation as soon as the injured party has received the proper medical attention needed. During normal business hours (9:00am – 5:00pm), injuries can be reported to the office (610) 519-6387. Outside of normal operating hours, notify the Coordinator of Intramurals and Recreation by cell phone.  If you do not reach the Coordinator directly, leave a detailed message including your name, club sport, name of the person injured, their disposition and a phone number where you can be reached.

9. Emergency Preparedness Plan

The purpose of the Emergency Preparedness Plan is to, “ensure a rapid response to an unanticipated emergency.” (Villanova University Emergency Preparedness Plan, page 1) Sections that are applicable to club sports are included. A complete copy of the Villanova University Emergency Preparedness Plan can be obtained through the Office of Environmental Health and Safety.

In the event of an injury or medical emergency the CPR and First Aid certified individuals must be the first responders to the site. They are responsible for:

• Surveying the scene
• Assessing the injury
• Instructing someone to contact the Villanova University Public Safety Department, in the case of an injury that requires further medical assistance. It is the responsibility of Public Safety to request outside medical assistance. The number for Public Safety is (610) 519- 4444 or ext 9-4444 from an on-campus phone. When contacting Public Safety be sure to inform the dispatcher of the following information:
  • Your location
  • Disposition of the injured party
  • Your name
  • Your contact phone number

**Do not hang up until the dispatcher instructs you to do so.**

• Each team must have at least two cell phones at site of practice or competition to contact the Public Safety Department if necessary. In addition to cell phones, each team member must be aware of the nearest campus phone from which a call can be made to public safety. To find out where the closest campus phone is located to the facility in which you will use, contact the Office of Intramurals & Recreation. 
• For all contests on campus, the Athletic Trainer or EMT must have access to a cell phone.

Pertinent Sections of the Emergency Preparedness Manual
Section IV

A.     Preferred method of reporting a fire or other emergency:

In the event of a fire or other emergency a report shall be made immediately by calling the Public Safety Department at 9-4444 from an on campus telephone or 610-519-4444 from a telephone not tied into the 

University’s telephone system. This report shall include the location and nature of the emergency.  Once the emergency has been reported, the Public Safety Department shall set into motion the emergency action required to address the particular emergency.

   1. A visible fire or the presence of smoke provides sufficient cause to evacuate a building.

   2. For other emergencies, the decision whether to evacuate a building or specific area of the campus                         will be made by the Emergency Plan Coordinator or such persons as he/she designates.

G. Reaction to Riot or Civil Unrest 

              In the event of civil unrest, the primary goal of the University is to provide for the safety of students and employees, protect University property when and where practical, and to disperse persons involved in the civil unrest.  Any potentially riotous situation will be monitored by the Public Safety Department.  As the situation dictates, the Public Safety Department will confer with and act in concert with both local and state police agencies.

At the first indication that an unauthorized assembly or demonstration is in progress, the person making this observation should notify the Public Safety Department at 610-519-4444 (or 9-4444 from an on-campus telephone).  The Public Safety Department shall conduct an inquiry to determine the cause of the disturbance and/or the identity of the parties involved.

After conducting the above cursory inquiry, the Public Safety Department shall notify the appropriate University Vice President of the situation and provide to him/her all available information relevant to the situation.  The Vice President, in consultation with the General Counsel’s office, will determine from the information provided if the assembly or demonstration is within the University’s regulations (See Appendix B).

In the event of an incident during which the Vice President with jurisdiction is unavailable, the Emergency Plan Coordinator or his/her designee shall take such actions as are reasonable and prudent to preserve order.

All requests for information or other inquiries from the media or public regarding the situation will be directed to the Assistant Vice President for Public Relations at 610-519-4591, 610-519-4560 or by fax at

610-519-7583.

The Radnor Police Department shall, at minimum, be provided with an advisory notice of any such situation.

H.                             M. Reaction to Injuries or Medical Emergencies

1. Student

In the event of an injury or medical emergency involving a Villanova University student, the Public Safety Department should be notified immediately at 9-4444 and provided with a brief description of the injury or medical emergency and the location of the student involved.  When possible, and reasonable under the circumstances, persons possessing the necessary training should administer first aid to the injured student pending the arrival of emergency personnel at the scene.  The Public Safety Department shift supervisor will make the determination if outside assistance is required and make the necessary contacts.  The Public Safety Department shall file an incident report documenting the incident.  A copy of this incident report shall be sent to the Vice President of Student Life, the Insurance Manager and to the person responsible for the location in which the student was injured. 

Student illnesses involving reportable communicable disease must be reported to the Pa. Department of Health by the Health Care Center.  The Pa. Department of Health will provide guidance in the manner in which the situation should be addressed.

O. Reaction to Severe Weather Conditions

If the National Weather Bureau has predicted severe weather conditions, the Executive Director for Facilities Management in consultation with the Vice President for Academic Affairs and the Senior Vice President for Administration will determine if it is necessary to cancel classes and/or close the University.  The Executive Director for Facilities Management will maintain a check on weather conditions by the best means available.  Information relative to the University’s open/closed status will be communicated to students, staff and the general public via KYW Radio (1060 AM) and broadcast voice mail message.

Additionally, students and staff can obtain information relative to the open/closed status of the University by dialing (610)519-4505, or by logging on the University’s web site www.vpaa.villanova.edu/snow.htm.  Do not call the Public Safety Department regarding the open/closed status of the University as it ties up telephone lines.

In the event severe weather conditions occur during the normal business hours of the University, the Executive Director for Facilities Management in consultation with the Vice President for Academic Affairs and the Senior Vice President for Administration will arrange for students and staff to be dismissed before the normal close of business if warranted.  The facility will be readied for severe weather and possible power outages.  Severe weather conditions characteristic of the Villanova, Pa. area are listed below.  See Appendix K – for the precautions recommended for building occupants.

1. Severe Winter Storms

The US Weather Service issues the following winter storm warnings:  Heavy snow indicates an expected snowfall of 4 inches or more within a 12 hour period, or 6 inches or more within a 24 hour period; sleet is rain mixed with small particles of ice; freezing rain is rain that is likely to freeze as soon as it strikes a surface; an ice storm is freezing rain that is likely to accumulate; a blizzard is the most dangerous of all winter storms combining cold air, heavy snow, and strong winds of 35 miles per hour or more and temperatures of 10º F or lower. 

2. Hurricanes

Hurricanes are the largest storms experienced on the eastern seaboard.  They form over the south Atlantic with winds in excess of 75 miles per hour.  The tons of water picked up over the ocean can cause extreme devastation in the path of the storm.  The US Weather Service will issue a warning to any area expected to be in the storm’s path.  When a hurricane warning is issued, be prepared for strong winds, possible flooding and tornadoes.

3. Tornadoes

Tornadoes are violent local storms with swirling winds that can reach speeds of 200 to 300 miles per hour.  Tornadoes are small, short-lived storms, but they are the most destructive over a small area.  The US Weather Service issues a tornado warning when conditions are optimal for the formation of tornadoes.  A tornado warning means that a tornado has been spotted in the general area.

4. Floods and Flash Floods

Most floods develop rather slowly, normally building gradually with adequate warning.  A flash flood, however, is a rapid, dangerous rise in the water level of a stream or land depression usually caused by heavy rain and inadequate drainage.  The US Weather Service issues two types of flash flood advisories: a flash flood watch means that heavy rains occurring or expected to occur may soon cause flash flooding in certain areas; a flash flood warning means that flash flooding is occurring or imminent in certain streams or designated areas.
 

5. Earthquakes

An earthquake is the shaking or trembling of the crust of the earth caused by underground volcanic forces or by the breaking and shifting of rock beneath the surface.  The ability to make precise predictions of earthquakes does not yet exist.  During an earthquake, most casualties are caused from falling objects and debris, splintering glass, and resultant fires.