1. Introduction

1.1. The Wilfrid Laurier University Students’ Union is committed to thoughtful consideration and integration of risk management in decision-making throughout all levels of its organization. Risk is a reality for all organizations, and while it should not be avoided or eliminated, it must be identified and managed properly. It is important to note that all policies and procedures of Wilfrid Laurier University also apply to Students’ Union programming, initiatives, and activities.  

2. Purpose

2.1. The purpose of these risk management procedures is to set out in detail how the Students’ Union will systemically identify, evaluate, and manage risks in support of the organization’s strategy, goals and objectives. All Students’ Union programming, initiatives, and activities must adhere to the requirements of these risk management procedures. 

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3. Roles and Responsibilities

3.1. All Students’ Union employees and volunteers play a role in the risk management process. 

3.1.1. Participant: An individual taking part in Students’ Union programming, initiatives, or activities who is responsible for their own actions. 

3.1.2. Volunteer: Must follow all organizational risk management policies and procedures.

3.1.3. Primary Program or Event Organizer(s): The volunteer, Executive Leadership Team member(s), or employee(s) responsible for submitting event requests and operational oversight for the approved activity. 

3.1.4. Risk Task Manager(s): The Students’ Union employee(s) responsible for oversight and direction of a specific risk management process, often in conjunction with the Primary Event Organizer.  

3.1.5. Part-Time Employee: Responsible for implementing proper operational risk management practices and following all organizational policies and procedures. 

3.1.6. Full-Time Employee (continuing or contractual): Responsible for implementing proper operational risk management practices and following all organizational policies and procedures. 

3.1.7. Executive Leadership Team: Responsible for implementing proper operational risk management practices and following all organizational policies and procedures. 

3.1.8. Executive Director and Chief Operating Officer: In conjunction with the President, responsible for managing organizational risk management. 

3.1.9. President and Chief Executive Officer: Accountable to the Students’ Union Board of Directors and ultimately responsible for managing organizational risk management.  

3.1.10. Students’ Union Board of Directors: Provides broad instruction to the organization through the President and Chief Executive Officer on acceptable parameters for managing and mitigating all aspects of operational risk. 

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4. Risk Management Process 

3.1. This policy applies to all Students’ Union employees and volunteers. 

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4. Policy

4.1. The risk management process includes the steps, supports, and structures that are directed towards the effective management of risk. 

4.2. The Students’ Union will manage risk using the following strategies: 

4.2.1. Avoiding risk by not proceeding with an activity. 

4.2.2. Transferring risk by sharing the risk management process with another organization or entity. 

4.2.3. Mitigating risk through applicable policies, procedures, and services. 

4.2.4. Accepting risk deemed manageable. 

4.2.5. Monitoring risk. 

4.3. PRIOR to each program or event, the following must be completed where applicable: 

4.3.1. The primary program or event organizer(s) must identify all possible elements of risk (e.g. alcohol, travel, physical activity) as part of the planning process.

4.3.2. The primary program or event organizer(s) must complete and submit an event request form. 

4.3.2.1. For external events booked directly through Hospitality Services, the relevant Hospitality risk manager(s) must review the event and identify areas where risk mitigation and control techniques are necessary. 

4.3.3. The relevant risk manager(s) must review the event request form and identify areas where risk mitigation and control techniques are necessary. 

4.3.3.1. When required, the relevant risk manager, in consultation with the primary event organizer, will complete a Wilfrid Laurier University Event Safety Risk Management Planning Checklist, and consult with campus partners on the completion of an Event Safety Management Plan when applicable. 

4.3.4. Event approval will only be granted once the required risk control measures (e.g. waiver plan, security, transportation method, etc.) are implemented. 

4.3.5. Only after the event is formally approved, can the primary event organizer(s) proceed with marketing, ticket sales, and other promotional activities. 

4.4. DURING the event, the following must be completed:

4.4.1. The primary program or event organizer(s) must ensure that all applicable risk control measures are effectively implemented as directed by the risk manager(s). 

4.4.2. The primary program or event organizer(s) must monitor and identify any new risk elements. 

4.4.2.1. If new risk elements are identified, the primary program or event organizer(s) is tasked with implementing additional risk control measures and will consult with the risk manager(s) if necessary. 

4.4.2.2. Additional risk control measures may include: 

4.4.2.2.1. Event location change.

4.4.2.2.2. Event cancellation

4.4.2.2.3. Alternative transportation method.

4.4.2.2.4. Additional staff or volunteer management support.

4.4.2.2.5. Consultation with the Wilfrid Laurier University’s Special Constable Service and Department of Safety, Health, Environment and Risk Management. 

4.4.3. The primary program or event organizer(s) must follow all guidelines outlined in Section 8: Incident Reporting Requirements in the event a risk element emerges that exceeds available additional control measures, results in an accident, or requires emergency services.   ​

4.5. FOLLOWING the event, the following must be completed where applicable: 

4.5.1 The primary program or event organizer(s) will inform the risk manager(s) of any previously unrealized risk factors. 

4.5.2. The risk manager(s) will review the programming and, if needed, adjust the required risk control measures. 

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5. Acknowledgement and Assumption of Risk

5.1. Participants must be advised of the known and reasonably foreseeable risks. 

5.1.1. Examples of this notice may include: 

5.1.1.1. Waiver forms

5.1.1.2. Event instructions

5.1.1.3. Emergency protocols

5.1.1.4. Rules and regulations

5.2. The risk manager will determine appropriate notice, acknowledgement, or assumption of risk for all relevant Students’ Union initiatives, activities, and events. 

5.3. When prudent, the risk manager may determine to provide adequate notice of risk without a signed waiver or participant form. 

5.4. Participants must sign all relevant risk management waivers or participant forms as directed by the risk manager(s).  

5.5. Questions or concerns about participant forms or risk management waivers should be directed to the risk manager(s).  

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6. Refusal to participate in unsafe activities

6.1. All participants have a responsibility to use judgement and common sense in relation to their personal safety, and when determining what activities to undertake. 

6.2. All Students’ Union employees and volunteers have the right to refuse, at any time and without reprisals, to participate in any program, initiative, or activity they feel may endanger their health and safety, or the health and safety of another person. 

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7. Onboarding and training

7.1. The Students’ Union will provide relevant and required risk management training to specified employees and volunteers, including but not limited to: 

7.1.1. Workshops

7.1.2. Online courses

7.1.3. Individual coaching

7.1.4. Handouts

7.1.5. Verbal summaries

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8. Incident reporting requirements

8.1. In the event of any incident, injury, or instance of gendered and sexual violence, the Students’ Union Reporting Form should be completed as soon as possible. 

8.2. The primary event organizer is responsible for reporting any incident to their supervisor and for ensuring that any necessary follow-up action is completed. 

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9. Related policies, procedures, and documents

• Wilfrid Laurier University Students' Union

  • Students' Union Policy Manual​

  • Event and Activities Risk Management Policy

  • Clubs and Associations Policy and Procedures Manual

• Wilfrid Laurier University

  • Alcoholic Beverages (4.4)​

  • Booking of University Space and Facilities (4.10)

  • Safe Disclosure (5.14)

  • Risk Management Policy (5.16)

  • Environmental/Occupational Health and Safety (7.1)

  • Emergency Management (7.11)

  • Workplace Violence Prevention Policy (7.18)

  • Non-Academic Student Code of Conduct Policy (12.3)

  • Gendered and Sexual Violence Policy and Procedures (12.4)

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