Insights

Collaborate with Risk Management for Effective New Student OTR

  

Follow these tips to implement safe, inclusive, and resilent orientations                                                                                              

Risks Are Everywhere, Including at Student Orientation

Student orientation programs play a vital role in shaping the early experiences of students at colleges and universities. They serve as a platform to welcome students, introduce them to campus culture, and provide the tools necessary for academic and social success. However, behind the vibrant activities and bustling events lies a critical operational layer: risk management.

Effective collaboration between orientation, transition, and retention (OTR) planners and risk management professionals ensures that orientations are not only enriching but also safe, inclusive, and resilient against potential disruptions. This article delves into the insights shared at the recent NODA 2024 (originally, the National Orientation Directors Association) conference, highlighting the importance of recognizing, prioritizing, and mitigating risks to create a seamless orientation experience.

URMIA presented a session at the NODA conference with URMIA Secretary Flo Hoskinson from Oregon Health & Science University; URMIA Executive Director Michelle Smith; and Josh Peters-McBride, associate vice president, college operations & chief of operations at Portland Community College.

The Importance of Risk Management in Orientation Planning

Understanding Risk Management

Risk management is not solely about avoiding threats but also about ensuring preparedness to handle incidents effectively. In the context of orientation, risks can span physical, emotional, reputational, and financial domains. These risks may include weather-related disruptions, medical emergencies, event security concerns, or even data privacy issues associated with student and prospective-student information.

Types of Risks in Orientation Programs
  1. Physical Risks | These pertain to safety concerns such as crowd control, transportation issues, weather impacts, and accessibility challenges. For instance, an outdoor orientation event must account for sudden weather changes and have contingency plans in place. Is the risk manager involved in creating an event planning checklist with the OTR staff?
  2. Emotional Risks | Orientation can be an overwhelming time for new students, potentially leading to stress, anxiety, or experiences of bullying. Addressing these risks requires providing mental health resources and ensuring a welcoming, inclusive environment. Are your resources available to non-students who are visiting campus?
  3. Reputational Risks | Negative incidents during orientation can tarnish an institution's image. For example, inadequate safety measures during a high-profile event could lead to unfavorable media coverage and erode public trust.
  4. Financial Risks | These types of risks include managing student fees, controlling contract costs, and mitigating losses from event cancellations or underutilized resources.

Identifying and Prioritizing Risks

Identifying Risks | Comprehensive risk identification techniques include brainstorming sessions, surveys, and post-incident analysis. For example, reflecting on past orientation events can highlight recurring challenges such as medical emergencies or transportation delays.

Prioritizing Risks | Not all risks demand equal attention. By creating a risk matrix that evaluates risks based on their likelihood and impact, planners can categorize them into high, medium, or low priority. High-priority risks, such as severe weather forecasts for an outdoor event, should be addressed with robust mitigation strategies.

Building Collaborative Networks

Engaging Campus Stakeholders | Effective risk management requires collaboration across multiple departments, including:

  • Campus security
  • Health services
  • Student affairs
  • Accessibility offices
  • Title IX coordinators
  • Emergency management teams

Establishing Communication Channels | Clear communication is the backbone of successful collaboration. Regular meetings, shared documentation, and synchronized incident command structures are essential for proactive risk management.

Developing Mitigation Strategies

Prevention and Preparedness | Preventative measures, such as safety training for staff and students, reduce the likelihood of incidents. For example, providing first-aid training to student leaders can enhance the response to minor medical emergencies during orientation.

Response and Contingency Planning | Preparedness extends to contingency plans that outline step-by-step responses to emergencies. For instance, having a designated emergency shelter for outdoor events ensures safety during sudden weather disruptions.

After-Action Reviews | Post-event evaluations help institutions learn from their experiences, refining strategies for future orientations.

Engaging Students in Risk Management | Students are not just participants in orientation—they are also valuable contributors to its safety. Training student leaders on safety protocols empowers them to act as first responders in low-risk scenarios, fostering a culture of responsibility and vigilance. Additionally, gathering feedback from students after orientation events provides actionable insights into overlooked risks or areas of improvement.

Case Studies: Lessons Learned

Real-life scenarios provide valuable lessons in risk management:

  • Case 1: Addressing accessibility issues highlighted the importance of pre-event site assessments and the involvement of the accessibility office.
  • Case 2: A weather-related cancellation underscored the value of contingency planning and real-time communication with participants.

Broader Considerations: The Evolving Risk Landscape

Orientation programs must also adapt to emerging risks such as:

  • Inclusivity for Diverse Demographics: Tailoring programs to meet the needs of international and non-traditional students ensures inclusivity.
  • Data Security: Protecting student information is critical, particularly as institutions increasingly rely on digital tools.
  • Technological Adaptation: Embracing tools like AI requires managing associated risks, such as misinformation or over-reliance.

Leveraging Resources for Risk Management

Sharing URMIA’s extensive resources and partnering with the OTR department can enhance the experience students and parents/families have with higher education institutions. Using the discussion points above and the checklist below, set up a conversation with your partners on campus and create a program that mirrors the strategies you’ve set up for your campus risk management goals.

A Checklist for Success

A structured checklist can aid in streamlining the conversation with orientation planning:

  1. Identify and categorize risks
  2. Engage relevant stakeholders early
  3. Develop and document risk mitigation strategies
  4. Conduct training sessions and mock scenarios
  5. Establish clear communication plans
  6. Perform after-action reviews to refine processes

Your Call to Action

Risk management is not a barrier to vibrant and engaging orientation programs; it is a foundation that ensures their success. By fostering collaboration, leveraging resources, and continuously refining strategies, institutions can create orientations that are safe, inclusive, and memorable. As the landscape of higher education evolves, embracing a proactive approach to risk management will remain critical to student success and institutional resilience. Reach out to your OTR team today!





12/17/2024

By Michelle J. Smith, Executive Director, URMIA


Insights Home


#InsightsArticle

0 comments
30 views