Maybe you have been nominated as the safety officer. Or perhaps you have become aware that your church or school needs one, and you are asking yourself, How am I going to start a safety officer program at my ministry?
The safety officer is a key part of helping your ministry stay focused on mission and avoid unforeseen hazards that can distract from your ministry goals. With an effective loss control program, the safety officer can implement important risk management processes to avoid or at least control the risk of unforeseen hazards.Adventist Risk Management, Inc. (ARM) advises you to keep the following recommendations in mind when you are starting a safety officer program in your ministry. The safety officer will lead out in implementing these important safety program elements:
- conducting a self-inspection/maintenance loss control program
- responding to accidents/incidents
- conducting emergency planning and exercises
- ensuring security and child protection are a priority
- evaluating activities and transportation.
Should the safety officer be part of the board or create a safety committee?
To be effective in the context of your ministry, the safety officer program requires collaboration. You’ll want the safety officer to be part of your ministry’s planning and decision-making. Depending on the size of your organization, it may be ideal if your safety officer is part of the board. For larger organizations, it may also be necessary to create a safety committee to allow for an integrated approach and enhance the effectiveness of safety measures across ministries.Depending on the ministry, the safety committee may include the pastor, treasurer, youth leaders, Sabbath School teachers, facility manager, etc. While it is everyone’s responsibility to make safety a priority, keep in mind that the safety officer is the point person for safety. Be sure to win the support of your leadership and make safety a priority at all levels of the organization. ARM has a resource about the church safety committee that can help you incorporate the committee into your ministry.
Self-Inspection/Maintenance Loss Control Program
Perhaps you think self-inspection and maintenance are not closely connected issues. On the contrary, conducting a self-inspection is a focused way to look for hazards and safety concerns, and it may very well give you the opportunity to see maintenance needs. Additionally, a seasonal maintenance program can help you keep track of when work needs to be done and at what time of year it needs to be completed. Some issues can be solved easily and inexpensively, while others may cost sufficient funds to address. Work with your board or safety committee to address maintenance issues. ARM encourages ministries to conduct at least two self-inspections during the year.Depending on your ministry, use the Church Self-Inspection Form, School Self-Inspection Form, or Camp Self-Inspection Form available on the ARM website to help identify additional risk exposures and maintenance issues in your ministry.
Accident/Incident Response Program
Even with effective planning, something bad can still happen during an activity or event. Slip, trips, and falls are leading causes of costly accidents among members and visitors at church facilities. If someone falls while an activity is taking place, there should be documentation of what happened and why it happened. The safety officer should investigate the incident, identify the cause, and determine what actions might help prevent similar accidents from occurring in the future. ARM has an Accident/Incident Report that can be used to internally document the accident. In the event that a claim needs to be submitted later, this report can be useful as documentation of the facts and can be used to transfer the needed information to a claim form.Emergency Planning
As leaders we have an obligation to provide a safe environment for those who visit our facilities. Emergency situations will arise that require proper evacuation and shelter-in-place. The safety officer, as well as the emergency response team, should implement or develop policies and procedures for the evacuation of the building due to any emergency.As you develop an emergency plan, it is essential to determine the primary exposure of your organization. After the plan has been developed, holding regular drills will help occupants become familiar with the sound of an alarm and will allow implementation of the emergency plan. ARM has several drill resources that can be used at your facilities.
Making Security a Priority
Security is more than cameras. To protect occupants and buildings from suspicious activity, the safety officer should partner with leadership, the hospitality team, and, in some cases, security team members to ensure that security is a priority. The key here is for everyone to be observant and responsive, making sure that there are perimeter checks and interior checks and that buildings are being secured. Be sure access is controlled and unused buildings or rooms are secured. If the facility has outdoor lighting and/or surveillance cameras, make sure they are working properly. Be sure only authorized persons have working keys.Child Protection
Children are the most valuable assets our church ministries have. The church has strong guidelines on how we should protect children who are participating in our ministries, and ARM has a Child Protection Plan available on our website. Please connect with your conference to see if they have additional guidance and resources. A safety officer can coordinate with ministry leaders to ensure that an effective Child Protection Plan is implemented at your ministry.Activities and Transportation
With activities and transportation, accidents can occur. The safety officer should work with those in charge of activities to make sure consent forms are being completed when necessary. Furthermore, you’ll need adequate, qualified supervisors. In this case, the quality of supervision is just as important as, if not more important than, the number of supervisors.It may also be necessary to establish a process to analyze each activity before approval. The same should be considered for those who are designated drivers. The driver should be experienced with proper licensing, and the vehicle should be in good condition. Keep in mind that a poorly maintained vehicle and/or a bad driver could result in a catastrophic accident.
ARM has an Activity Trip Planning Worksheet and a Vehicle Pre-Trip Inspection Form to help during the activity and transportation process.
Starting a safety officer program may seem daunting at first, but you are not alone. Protecting people and property is a team effort. Work with your ministry leaders and team members to make risk management a priority.
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