Camp Hertko Hollow Procedure Manual

CHH Procedure Manual
Camp Hertko Hollow Procedure Manual
CHH Procedure Manual
Table of Contents
GENERAL SITE AND FACILITY
1. Emergency Exits
.............................................................................................................................
2. Care of Hazardous Materials
..........................................................................................................
3. Contact with Local Officials
............................................................................................................
4. Utility Systems
................................................................................................................................
5. Electrical Evaluation
.......................................................................................................................
6. Condition of Facilities
.....................................................................................................................
7. Power Tools
....................................................................................................................................
8. Fire and Safety Equipment Evaluation
..........................................................................................
9. Playgrounds
....................................................................................................................................
10. Smoke Detectors and Carbon Monoxide (CO) Detectors
..............................................................
11. Permanent Sleeping Quarters
........................................................................................................
12. Bunk Guardrails
..............................................................................................................................
13. Hand Washing Facilities
.................................................................................................................
14. Food Service Areas
........................................................................................................................
15. Refrigeration
..................................................................................................................................
16. Food Service Supervisor
.................................................................................................................
17. Food Temperatures
........................................................................................................................
18. Sanitized Utensils and Surfaces
.....................................................................................................
19. Dishwashing
...................................................................................................................................
20. Dish Drying and Storage
.................................................................................................................
21. Food Handling Procedures
............................................................................................................
22. Dishwashing Procedures
................................................................................................................
TRANSPORTATION
SF1 – SF4
SF1
SF1
SF1
SF1
SF1
SF1
SF1
SF2
SF2
SF2
SF2
SF2
SF2
SF3
SF3
SF3
SF3
SF3
SF3
SF3
SF4
SF4
TR1 – TR3
1. Serious Medical Emergency Transportation
TR1
2. Medical Emergency Transportation
TR1
3. Use of Community Emergency Services
TR1
4. Non-passenger Vehicles
TR2
5. Private Vehicle Use
TR2
6. Arrival and Departure
TR2
CHH Procedure Manual
7. Supervision
TR2
8. Accident Procedures
TR2
9. Safety Procedures
TR2
10. Transportation Orientation
TR3
11. Emergency Equipment
TR3
12. Mechanical Evaluations
TR3
13. Safety Checks
TR3
14. Driver Requirements
TR3
15. Training for Drivers
TR3
HEALTH AND WELLNESS
HW1 – HW6
1. Healthcare Provider
HW1
2. First-Aid and Emergency Care Personnel
HW1
3. Away From Main Camp
HW1
4. Staff Training
HW1
5. Camper Health History
HW2
6. Health Exam
HW2
7. Health Screening For Resident Camps
HW2
8. Permission to Treat
HW2
9. Parent Notification
HW3
10. Healthcare Policy
HW3
11. Treatment Procedures
HW3
12. Inform Staff of Special Needs
HW3
13. Special Medical Needs
HW3
14. Healthcare Center
HW4
15. Healthcare Equipment, Supplies and Emergency Assistance
HW4
16. Availability of an AED
HW4
17. Supervision in Healthcare Center
HW4
18. Medication Storage and Administration
HW4
19. Contact Information
HW5
20. Staff Health History
HW5
CHH Procedure Manual
21. Recording
HW5
22. Record Maintenance
HW5
23. Health Screening For Resident Camp Staff
HW5
24. Contact Information for Staff Members Who Are Minors
HW6
25. Emergency Care Personnel
HW6
26. Healthcare Planning
HW6
27. Health Information
HW6
RISK PREVENTION AND MANAGEMENT
OM1- OM3
1. Risk Management
OM1
2. Incident Analysis
OM1
3. Incident Reporting
OM2
4. Insurance Coverage
OM2
5. Personal Property Procedure
OM2
6. Firearms Control
OM2
7. Emergency Plan and Rehearsal
OM2
8. Safety Orientation
OM2
9. Missing Persons Procedure
OM2
10. Emergency Communications
OM3
11. Medical
OM3
12. Behavioral
OM3
13. Camper Security
OM3
STAFF QUALIFICATIONS
HR1-HR3
1. Director Qualifications
HR1
2. Special Needs Staff Requirements
HR1
3. Hiring Policies
HR1
4. Annual Staff Screening
HR1
5. New Staff Screening
HR1
6. Job Descriptions/Information
HR1
7. Personnel Policies
HR1
8. Exceptions
HR2
CHH Procedure Manual
9. Job Training
HR2
10. Diversity
HR2
11. Pre-camp Staff Training
HR2
12. Late-Hire Training
HR3
13. Camp Staff Responsibilities for General Camp Activities
HR3
14. Staff/Camper Interactions
HR3
15. Behavior Management and Discipline
HR3
16. Sensitive Issue Policy
HR3
17. Supervisor Training
HR3
18. Staff Observation
HR3
19. Staff Time Off
HR3
PROGRAM DESIGN AND ACTIVITIES
PA1
1. Camp Goals and Outcomes
PA1
2. Camp Experience Evaluation
PA1
3. Rifle, Pellet Gun, Archery and Air Gun Safety
PA1
4. Protective Head Gear
PA1
5. Protective Headgear for Horseback Riding
PA1
ACKNOWLEDGEMENT OF RECEIPT OF HANDBOOK & PROCEDURE MANUAL
ACK1
CHH Procedure Manual
GENERAL SITE AND FACILITY
1. Emergency Exits
All rooms used for sleeping have at least one emergency exit in addition to the main door. A room not
on ground level must have an emergency exit to the outside.
2. Care of Hazardous Materials
Gas and liquid flammables, explosives, livestock medications, and other hazardous material must be
handled only by a person trained or experienced in their safe use and disposal. All materials must be
stored properly in closed, safe containers that are plainly labeled with content information and in
locations separate from food. Only individuals with proper training may use these materials.
All MSDS sheets shall be kept in the camp office in a binder.
3. Contact with Local Officials
Camp Hertko Hollow’s (CHH) camp director will notify local emergency officials of the nature of CHH and
its camp dates. Annually, prior to camp, CHH will send a letter to local officials.
4. Utility Systems
All cutoff point locations shall be located in Y Camp files to be used for routine maintenance and
emergencies. CHH may contact the Y Camp maintenance director at (515) 432-7558.
5. Electrical Evaluation
CHH will work with Y Camp staff to ensure that Y Camp has conducted an annual basic electrical
evaluation. Such evaluation will be done by qualified personnel.
6. Condition of Facilities
All buildings, facilities, structures and activity areas will be reviewed to insure safety and cleanliness by
Camp CHH staff two days prior to the beginning of any scheduled camping period. All buildings,
structures, facilities and activity areas will be evaluated on an annual basis for safety and cleanliness by
the Y Camp full time staff. CHH uses the Y Camp check list and documents any problems that are
observed.
7. Power Tools
All power tools must be equipped with necessary safety devices and be in good repair in order to be
used. All persons using power tools must be 16 years of age or older and have been trained in their use
by Y Camp’s property supervisor.
SF1
General Site and Facility
CHH Procedure Manual
8. Fire and Safety Equipment Evaluation
CHH will check annually with Y Camp to ensure that monthly and annual examinations of fire equipment
are completed by qualified persons as specified below.
The Y Camp property supervisor will be trained in the following areas by an industry professional and
will conduct monthly inspections:
o
o
o
Smoke detectors and carbon monoxide detectors
Fireplaces, chimneys, and open fire areas
Storage and use of area for flammable materials and fuel
The following will be inspected annually by a trained professional:
o
o
o
Fire extinguishers and their appropriate locations
Sprinkler and fire suppression systems
Cooking areas
9. Playgrounds
Y Camp will be held responsible for checking all playground apparatuses and related areas to verify that
they are in good repair for safe use by campers and staff. CHH staff will report anything observed on the
playground to Y staff immediately if it needs attention.
10. Smoke Detectors and Carbon Monoxide (CO) Detectors
All of the buildings used for sleeping must be equipped with smoke detection equipment in working
order.
All buildings used for sleeping and that contain fuel-burning equipment must be equipped with working
CO detectors.
11. Permanent Sleeping Quarters
All permanent sleeping quarters will provide:
o
o
o
A means for ventilation and temperature control
At least 30 inches between the sides of two beds, and
Adequate space to provide freedom of movement and allow exit in an emergency
12. Bunk Guardrails
CHH will verify with Y Camp that all upper bunks are equipped with guardrails on each side of bed
(unless one side of the bed is attached to the wall).
13. Hand Washing Facilities
CHH will verify with Y Camp that all hand washing facilities are adjacent to toilets and readily available in
areas where food is prepared and consumed.
SF2
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CHH Procedure Manual
14. Food Service Areas
CHH will verify that Y Camp is compliant with food preparation regulations, and that food storage areas
are free from accumulated dirt and grease and protected from rodents and insects.
15. Refrigeration
All potentially perishable food will be properly stored at 40 degrees (F) or below. Thermometers will be
provided for each mechanical unit for monitoring purposes. All temperatures shall be documented daily
while in use. In the event that temperatures exceed 40 degrees (F), the Y Camp property supervisor
should be contacted immediately.
16. Food Service Supervisor
CHH will rely on the Y Camp to comply with all standards related to food service supervisors.
17. Food Temperatures
The Y Camp will follow its written policy when serving food to CHH. Persons cooking or serving food will
minimize the time foods remain in the food temperature danger zone of 40 to 140 degrees (F). Food
must be kept in ovens, skillets, or warmers while waiting to be served to guests unless actively being
“dished”.
CHH will prepare food under the ACA standards and guidelines of Y Camp procedures.
18. Sanitized Utensils and Surfaces
CHH will see that only clean and sanitized utensils and equipment are used during food preparation and
serving. Food contact surfaces must be cleaned and sanitized after each use.
19. Dishwashing
CHH will rely on Y Camp to wash and sanitize all dishes and food service utensils after each use and
according to the following procedures:
•
•
Mechanical dishwasher
o Wash water of at least 100 degrees Fahrenheit and rinse water of at least 180 degrees
Fahrenheit or chemical sanitizer will be used as directed.
o Document daily temperatures of dishwasher while in use.
Hand washed
o Wash and rinse with initial water temperature of at least 100 degrees Fahrenheit
o A second rinse process is used with an approved chemical sanitizer. All dishes will be air
dried and stored in a manner protected from dust.
20. Dish Drying and Storage
CHH will verify that Y Camp stores dishes properly. All dishes shall be air dried and stored with
protection from dust and contamination between uses.
SF3
General Site and Facility
CHH Procedure Manual
21. Food Handling Procedures
CHH follows Y Camp procedures when handling and preparing food for campers with special dietary
needs. The Y Camp will be responsible for food handling procedures for all other campers. CHH will
wear gloves when preparing any food and snacks for children at camp with the exception of individual
pre-packaged snack items.
22. Dishwashing Procedures
Y Camp has informed CHH of all appropriate methods for dishwashing, sanitizing, and drying of all dishes
and food service utensils.
SF4
General Site and Facility
CHH Procedure Manual
TRANSPORTATION
1. Serious Medical Emergency Transportation
For life-threatening emergencies, 911 will be called and the patient will be transported by ambulance
or air flight to the closest emergency department.
2. Medical Emergency Transportation
If a camper must be taken off-site for medical care and the Medical Director determines that it is safe to
transport the camper by non-emergency vehicle, the following guidelines must be met.
Two adults, at least 18 and preferably 21 years of age, must accompany the camper. The driver must be
at least 21 years old.
The medical director who has requested the off-site transport for care should determine if one of the
adults must be a licensed health professional who can monitor/provide care to the camper en-route.
All necessary medical information should be taken with the camper and made available to the treating
facility. This includes the consent form, HIPAA form, the child’s health insurance information and
emergency contact information.
The designated driver must have received a motor vehicle license check prior to camp and have it on
file. Proof of car insurance must be in the designated driver’s file. The designated vehicle must be in
operational order and have adequate fuel to reach the emergency care facility.
CHH will assure emergency transportation is available at all times by:
 Having prior arrangement made in writing with community emergency services.
 Having a camp vehicle or staff approved vehicle on site during all camp programs.
If community emergency services are used, written notification to or verification from community
emergency services must be on file.
In this instance, a medical staff person should travel to the emergency facility and bring a copy of the
Camper’s Consent form and insurance information from the camper’s file to the facility.
TR1
Transportation
CHH Procedure Manual
Whether a private vehicle or a community emergency service is used, an Incident/Accident Report must
be completed. Anytime a camper is taken off-site for care, parents should be notified before the camper
and staff leave the camp site if at all possible. If not possible, another staff person should call the
parent as the camper is in transit.
CHH staff and campers will be prohibited from traveling on public roads in non-passenger vehicles. The
exceptions will include hayrides, the people mover, or when appropriate safety and protective devices
are provided to keep people from falling out of the vehicle. Utility vehicles and pickup trucks may have
passengers ride in the rear of the vehicle when off of public roads as long as the passengers are seated
in a safe and secure manner and only when the vehicle is moving at slow speeds.
CHH will follow the Y Camp written procedure for arrival and departure, vehicle procedures and traffic
control. See Y Camp procedure manual page TR1.
CHH staff members will never be alone in a vehicle with one camper/minor participant. CHH will follow
Y camp procedures concerning transportation supervision. A second staff or volunteer trained in safety
responsibilities and group management in addition to the driver must be in vehicle when transporting
9 children 6-12 years of age or 10 children 13-17 years of age. A maximum ration of 1:15 will be
followed in addition to the driver on all trips. Additional staff will be present in the vehicle if needed in
consideration of mental ability, physical condition or behavior of all passengers.
CHH follows the Y Camp accident procedures. CHH will annually request the current written Y Camp
procedures and will share these procedures with CHH staff and campers.
CHH will adhere to the procedure put in place by the Y Camp. These procedures shall be reviewed
annually with CHH staff and campers.
TR2
Transportation
CHH Procedure Manual
All drivers and passengers will be provided with an orientation to safety regulations and procedures
concerning vehicles and their usage.
All Y camp motor vehicles used by CHH and used for transportation of campers will be equipped with
First Aid kits, fire extinguishers and reflectors or flares.
Y Camp conducts annual and quarterly mechanical evaluations of all Y camp vehicles. CHH will review
these evaluations prior to the CHH camp season.
CHH will verify that Y Camp completes safety checks on their vehicles used on property as stated in its
procedure manual.
CHH will follow Y Camp procedure regarding driver requirements for golf carts and other camp vehicles.
A qualified staff member shall train and approve all drivers based on Y Camp vehicle procedure.
TR3
Transportation
CHH Procedure Manual
HEALTH AND WELLNESS
Note: the medical procedure manual with full detail is available and will be kept in the Health Lodge
during camp sessions.
CHH is a specialized camp for children with diabetes; CHH will always have a licensed physician or
registered nurse on site while camp is in session.
CHH will analyze the potential need for first aid and emergency care during CHH programs. Analysis will
include:
o Lead medical director is responsible for delegating first aid and emergency care
o Emergency transportation will be assigned by the lead medical director on a case by case
basis
o Health Lodge will provide storage of first aid supplies or equipment
o Training and information to be provided to staff concerning emergency procedures and
reporting requirements will be conducted by various medical staff.
o CHH will have someone on site at all times who is first aid, CPR and AED certified.
CHH will follow Y Camp procedures for any overnight campouts and will provide medical staff to
supervise campers.
CHH will provide training to staff which will identify their role and responsibilities as a CHH staff
member as it relates to the healthcare of our campers with diabetes. All CHH staff must be at least 18
years old.
Procedure: Camp Staff and Volunteer
•
•
Training for camp personnel will be conducted prior to initial assignment of tasks where
exposure may occur through the handling blood and other bodily fluid.
All camp personnel must attend a blood and body fluid training session along with a skills
demonstration for universal precautions and exposure prevention. Training content will
include:
o Epidemiology and symptomatology of blood borne diseases
o Modes of transmission of blood borne pathogens
HW1
Health and Wellness
CHH Procedure Manual
o
o
o
o
o
o
Explanation of the Exposure Control Plan and its responsibilities
Procedures which might cause exposure to blood or other potentially infectious materials in
the camp environment
Methods which will be used at camp to control exposure
Personal protective equipment available at camp (i.e. gloves, masks, gowns)
Hepatitis B vaccine program
Post exposure evaluation and follow up
CHH requires each camper to submit a current, signed health history that includes the following:
o
o
o
o
o
o
Description of any camp activities from which the camper should be exempted for health
reasons
Record of past medical treatments
Record of allergies and or dietary restrictions
A statement from the custodial parent/guardian attesting that all immunizations required
for school are up to date, including the actual date (month/year) of last tetanus shot.
Record of current medications, both prescribed and over-the-counter.
Description of any current physical, mental or psychological conditions requiring
medications, treatment or special restrictions while at camp.
CHH requires all campers to have a physical exam by a licensed medical provider within six months prior
to attending camp. A separate physician’s report must be signed and filed in the camper’s file.
CHH campers and staff are required to undergo a health screening by a licensed medical provider within
24 hours of arrival at camp. This includes:
o
o
o
A check for observable evidence of illness, injury, or communicable disease or conditions
A review of health history information to identify any medication, changes in health status,
or special needs that may require further follow-up and review
A list of any medications to be used during the campers or staffs stay at camp. This includes
all medication other than insulin.
Parents or guardians of each CHH camper must sign a waiver for CHH to provide routine healthcare,
distribute medications, and seek emergency treatments which is done online in the registration
process. A parent or guardian may also sign this waiver refusing permission to treat.
HW2
Health and Wellness
CHH Procedure Manual
In the event that a child becomes ill or injured in a manner that would require a prolonged stay in the
Health Lodge, or need for further attention by the health care provider, the child’s parents will be
contacted.
CHH has a healthcare policy and standing orders to abide by ADA and ACA standards. These are kept in
a binder in the Health Lodge during camp sessions.
CHH will maintain standing orders that are established in writing and reviewed annually by a licensed
physician. Standing orders will be kept in the Health Lodge and in CHH office.
All staff in the line of care of each individual camper are made aware of all special needs through review
of camper files for their cabin prior to campers arrival. In addition all staff are trained in HIPAA
regulations prior to camp and will follow all HIPAA regulations during camp session.
CHH will provide sufficient medical staff to meet the needs of participants as recommended by CHH.
Prior to acceptance/arrival at camp, a review of each staff and camper’s health history, and health
examination should be done by 1) the CHH camp director responsible for camp and 2) the appropriate
camp medical leadership. The purpose of this review is to ensure that CHH is prepared and has the
appropriate personnel to meet the medical needs of each individual in the camp setting. The CHH camp
director conducts the initial review to make sure that all required information has been received and is
complete. If not, the information is to be requested prior to the camp session.
The CHH camp director will report anything about the applicant’s medical history that may need
clarification to the medical director for further discussion with the medical leadership for camp.
The medical director, nursing director, and nutrition director then review each application as it pertains
to their function at camp. At this point in the review, the team addresses any concerns about how to
meet the needs of the staff person or camper in terms of reasonable accommodation (See Americans
with Disabilities Act section).
This is also the time to determine the medical supplies, amounts, equipment and staff that must be
available during camp.
HW3
Health and Wellness
CHH Procedure Manual
The Health Lodge is located centrally in camp and provides campers with necessary amenities. The
lodge has the capability of providing one bed per 50 campers and staff. All rooms are set up for privacy
and isolation to provide quiet and rest for those admitted.
CHH will require all health professionals in the Health Lodge to be trained on all healthcare equipment,
supplies and their methods of use. They will also be trained on procedures for obtaining emergency
healthcare assistance.
CHH will provide access to an automated external defibrillator (AED). Y Camp will notify CHH of any
changes in location or procedure for the device. The AED will be available to the trained camp staff.
CHH medical staff shall provide 24 hour supervision of any person admitted to the Health Lodge. A
minimum 1:2 ratio will be maintained for safety.
All non-insulin medications will be stored in a locked cabinet in the dining hall, which is where we
distribute medications and insulin. Un-opened insulin will be stored in a refrigerator in the back of
Chase Lodge and/or the refrigerator in Health Lodge – both of which will be locked. Other medications
requiring refrigeration will be stored and locked in the refrigerators in the dining hall and in the Health
Lodge. Designated medical and administrative staff will be the only persons allowed access for the
distribution of insulin and other medications. Any drugs from staff members that are submitted to the
healthcare staff should be accepted in a manner that does not require the staff member to disclose the
type of medication that he/she is taking unless: (a) the staff member chooses to share this information
voluntarily; or (b) the medication could impair the staff member’s ability to perform the essential
functions of their position, in which case a discussion should occur and reasonable accommodation
be considered, as indicated in standard HW.23.1. Any knowledge of prescription medication taken by staff
must be kept in the strictest of confidence and shared only on a specific need-to-know basis. Camp staff
medication can be locked in a separate area provided specifically for them. The intent is to have medication
secure and unavailable to anyone other than to whom it is prescribed or for whom it is purchased (over the
counter). Drugs should be locked in a cabinet or storage box at all times. In cases where there is full-time
medical staff and the healthcare facility or first-aid area is in a permanent building, it is acceptable to have
the entire building or room where medication is kept locked when not under direct supervision of the
healthcare staff.
HW4
Health and Wellness
CHH Procedure Manual
CHH will keep all contact information in the individual camper’s file folder. The following information is
kept on file:
o
o
o
o
o
o
o
Name
Birth date
Age
Home address
Two to three phone numbers where parents can be reached
Two emergency contact names and phone numbers
Name and telephone number of individuals physician or healthcare facility
Each staff member is required to submit a current signed health history that includes the following:
o Any health restrictions that would prevent the member from participating in camp activities
o Any record of allergies
o Date of last tetanus shot
CHH requires a record of current medications, both prescribed and over the counter. We ask for an
emergency contact and permission to treat in case of emergency.
CHH will document the date, time, name of person(s), and notes of injury or illness in a permanent log.
The healthcare provider shall describe any treatment given. One log shall exist for campers and one log
for staff members. The Pharmacy director will also keep record of daily medication administration.
CHH will follow OSHA policy and store camper records for up to two years past legal age, and 30 years
past staff volunteer employment.
CHH staff must undergo a health screening prior to camper arrival that is conducted by a licensed
healthcare provider or an adult following specific instructions of a licensed physician.
The screening will check for illness, injury and evidence of communicable disease or conditions. The
healthcare provider should verify and update the health history information to identify any medication,
changes in health status, or special needs of the staff person.
HW5
Health and Wellness
CHH Procedure Manual
All CHH staff are required by the organization to be at least 18 years of age
CHH will provide an adult with CPR/AED and first aid certification on site along with first-aid
certification for our Family Education Diabetes Retreat and Teen retreat.
CHH will provide emergency care and first-aid needs for our family retreat and teen retreat in the spring.
We will have person/persons responsible on staff and available to our families and participants who may
need it. CHH releases emergency transportation responsibility to the parents on site if available. CHH will
also have persons on staff that will be designated to transport teens or participants if needed. 911 will
also be used as needed.
CHH has all camp families and staff provide name and address, emergency contact names and numbers
on the application they fill out. CHH requires a health form to be filled out by each participant being
served and each staff on camp site.
HW6
Health and Wellness
CHH Procedure Manual
RISK PREVENTION AND MANAGEMENT
1. Risk Management
CHH is aware of the potential risks related to human/financial/operational and property
liabilities and reviews issues annually at the fall Camp Committee meeting.
2. Incident Analysis
The purpose of the Camp Incident/Accident Report is to advise our insurance provider of the details of
an accident or incident that could result in a claim or a lawsuit. The reports also help CHH recognize
trends or issues that could be minimized and/or prevented in the future that may be significant to a
specific camp. The CHH board will review these annually at their first meeting after camp to address any
issues or concerns.
Incident/Accident Report should be completed and signed by an adult witness in the following
situations:
o Injury or accident that results in the need for medical care in a medical facility on or off-site.
Any event that may result in an insurance claim for reimbursement or has the potential for
resulting in legal action.
o Accidents involving significant injury including stitches, broken bones, severe sprains,
wounds and/or hospital care.
o Illness/accident that requires the child to be removed from camp, whether released to
parents or a medical facility.
o Incidents involving allegations of sexual or physical abuse or molestation
o Accidental needle sticks
o Suicide threats, threats of bodily harm to campers or staff, theft, drug or alcohol abuse
Camp Incident Reports are not required for:
o Treatment of hypoglycemia and hyperglycemia unless the incident resulted in
hospitalization or off-site emergency care (CHH has protocols for managing hypo- and
hyperglycemia)
Paid Camp Staff Involved in Incidents/Accidents
If an incident or accident occurs that involves a paid camp staff member, this claim then becomes a
Workers Compensation claim issue. The incident must be completed using an CHH Incident/Accident
Report Form and sent to the CHH office.
Volunteer Camp Staff Involved in Incidents/Accidents
If an incident or accident occurs that involves a CHH camp volunteer staff member, the
Incident/Accident Report Form must still be completed and reviewed by the medical staff. All reports
must be kept in the staff members file.
OM1
Risk Prevention and Management
CHH Procedure Manual
This procedure is used for reporting behavioral incidents that:
o
Have the potential for resulting in legal action
o
May result in camper dismissal
o
Require parental notification for intervention
o
Require repeated interventions by staff and have escalated to involving staff beyond the
camper’s immediate counselor
o
Impact the decision not to invite a camper back the following year
o
Involve a non-medical Incident that requires the child to be removed from camp and released to
parents or authorities
o
Involve significant behavior issues such as running away.
3. Incident Reporting
All CHH staff are required to complete a written report on any incident, injury or emergency.
4. Insurance Coverage
CHH will carry commercial general liability coverage. CHH will provide workers’ compensation for the
eligible paid staff. CHH will also require all campers to provide insurance policy information on their
application forms.
5. Personal Property Procedure
CHH is advised by the Y Camp to follow their policies regarding possession of alcohol, drugs, personal
sports equipment, vehicles, animals and weapons.
6. Firearms Control
At no time are any persons allowed to have, store or possess weapons including firearms and knives on CHH
property.
7. Emergency Plan and Rehearsal
All staff are trained how to respond to natural disasters and educated on evacuation procedures. Y
Camp staff direct the emergency plan for all staff and campers during session.
8. Safety Orientation
Campers and staff will be oriented to the safety regulations and emergency procedures at Y Camp.
Orientation shall include but not be limited to: identifying boundaries for living areas and activity areas;
expectations for appropriate behavior; and precautions concerning natural or physical dangers.
9. Missing Persons Procedure
If a member is found to be missing we will refer to a Y Camp Director staff member.
OM2
Risk Prevention and Management
CHH Procedure Manual
10. Emergency Communications
Whenever a parent is called, the phone call will be documented using the CHH phone log. The phone log
will be kept in the Y Camp Main Office or Health Lodge.
This log is to be used for documenting any communication with a parent or legal guardian including:
medical emergencies, transportation issues and behavioral issues.
11. Medical
The Medical Director, in conjunction with the Camp Director, will place all medical-related phone calls.
A parent is to be called within two hours of the following events:
o Administration of an epi-pen for emergency treatment
o A night spent in the health lodge per doctors request
o Medical treatment above scrapes and bruises
o When an incident report is completed
o When emergency medical care is required including the administration of glucagon
(excluding mini-doses for non-emergencies at midnight)
o Medical errors such as wrong doses given
o Camper death/counselor death
o Any other situation that is not considered routine medical or diabetes care by the Medical
Director.
o Fever per doctors request to call
12. Behavioral
The Camp Director and/or the Medical Director will place calls regarding behavioral issues.
A parent is to be called within two hours of the following events:
o
o
o
o
o
o
o
A second visit to the camp office due to a disciplinary issue
A physical altercation between two campers
Evidence of emotional, physical, sexual abuse by another camper/staff
Missing camper recovery
When an incident report is completed
Repetitive bedwetting (not noted on camper paperwork)
Any incidences or accidents that are above typical camper behavior
13. Camper Security
A parent release & waiver form is provided in the camper online registration process prior to camp.
The parent is required to fill out the form and sign online. These forms should be filed in the camper’s
individual file or in online profile. If any changes are mentioned regarding the pick- up date or person
to pick up camper, the information shall be displayed on the white board in the CHH camp office (as
well as the cabin staff, Y staff and CHH staff being made aware by the camp or program director).
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STAFF QUALIFICATIONS
1. Director Qualifications
The camp director is required to have 3-5 years of experience in an organized camp, and should receive
an average of 5-10 hours per year of professional development. He/she will be at least 25 years old and
will have experience working and dealing with Type 1 diabetes.
2. Special Needs Staff Requirements
Staff in administrative and supervisory positions will have at least 16 weeks of experience working with
diabetes. Staff may have diabetes as well. These staff should serve as experts and role models for our
campers with diabetes.
3. Hiring Policies
Staff applications and job descriptions are available upon request. Each staff person is given a job
description that describes his or her position. All staff must submit to and pass a criminal background
check that must be completed prior to the start of camp
4. Annual Staff Screening
All volunteer and paid staff must be screened annually on the National Sex Offender site. All staff will
sign a voluntary disclosure statement.
5. New Staff Screening
All new camp staff will submit to a criminal background, two reference checks, and a verification of
previous work history. After the application is completed, a personal interview given by the Camp
Director will be conducted either in person, Skype or over the phone.
6. Job Descriptions/ Information
CHH staff members are given access to a job description of their position in the staff packet. Refer to
the Fire Starter Handbook for more detail on job descriptions.
7. Personnel Policies
Paid staffs are provided with written personnel policies that address benefits, time off, leave of
absence, performance evaluation process and discipline procedures. Expectations concerning personal
conduct, sexual harassment and the prevention of a hostile work environment will be discussed at staff
training.
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Camper Supervision Ratios and Camper Age
CAMPER AGE
RATIO OF STAFF TO OVERNIGHT CAMPERS
6-8 YEARS
1:6
9-14 YEARS
1:8
15-18 YEARS
1:10
EXCEPTIONS INCLUDE:
IN LARGE GROUP ACTIVITY THERE IS ONE TRAINED CHH TRAINED MEDICAL STAFF
REQUIRED PER 20 CAMPERS.
AFTER LIGHTS OUT ONE TRAINED CHH STAFF MEMBER IS REQUIRED PER CABIN AT
ALL TIMES.
8. Exceptions
Campers with diabetes will need occasional assistance with daily activities such as: blood sugar testing
and the administration of insulin by injections or by insulin pump delivery. A minimum of 1 CHH
counselor per 10 campers must be present at all times when overseeing activities that are routine to
diabetes care.
9. Job Training
CHH training will begin prior to assuming camp job responsibilities. Orientation and hands-on training
will be provided to camp staff for 24 hours in the period immediately prior to the beginning of the camp
session. During orientation, each individual will receive a copy of their position description and the
requirements and expectations for acceptable job performance. CHH staff will sign off on task oriented
training sheets given during training. Blood borne pathogens training and testing will be done at staff
orientation.
10. Diversity
Diversity is important to our camp and staff is trained to accept and respect the multicultural diversity of
our society. CHH relies on the Y Camp staff policy for reference.
11. Pre-camp Staff Training
All camp staff directly involved in camp programming and camper supervision will be trained. Camp
staff will be trained on CHH’s purpose and mission statement. Clear expectations will be communicated
in both written and verbal form during training regarding expected performance and conduct of staff.
This training includes sexual harassment policies and the reporting of child abuse.
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12. Late-Hire Training
All staff must complete training related to their role at CHH. Late hire staff will receive a one-on-one
or small group training to complete the list of training needs within 24 hours of starting his or her
position. Safety related training will be completed before the employee can begin his or her duties.
13. Camp Staff Responsibilities for General Camp Activities
Staff will be trained to supervise campers in various types of structured and unstructured camp
activities. The primary role of staff is overseeing the health and medical need of campers. Y Camp staff
will be responsible for camp programs and most unstructured activities.
14. Staff/Camper Interactions
All staff will be trained in creating a safe environment for campers by focusing their attention on
campers and their needs and interests. Staff will listen and speak in a manner that reflects respect for
each individual, including those of different backgrounds and abilities.
15. Behavior Management and Discipline
CHH staff and Y staff will follow the same policy of behavior management and discipline. Staff will
discipline campers when necessary. Staff are required to use discipline techniques that teach campers
skills that achieve positive outcomes. Campers will grow in areas of problem solving and interaction with
others. Disciplinary steps must be fair and consistent as well as appropriate to the camper and the
situation. Corporal punishment is not allowed.
16. Sensitive Issue Policy
Staff will be trained and will follow the Y Camp policy on sensitive issues and behaviors. Staff will not
have discussions with campers that are socially inappropriate. Staff will be trained to identify topics that
are inappropriate, such as but not limited to: drinking, drugs, sexuality, dating, cults, horror stories or
personal lives of staff. Staff will not have intentional contact with campers away from CHH without
written consent from paid CHH staff such as the Executive Director or Camp Director.
17. Supervisor Training
Administrative staff and directors will follow written guidelines while monitoring the performance of the
staff they supervise.
18. Staff Observation
Supervisors shall conduct regular staff observations to support staff and ensure job performance.
19. Staff Time Off
Staff will receive two hours off each day during the day to spend at camp at their own discretion.
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PROGRAM DESIGN AND ACTIVITIES
Special note: CHH follows all standards regulated by and through the Des Moines Y Camp for all
programs, and activities; see documentation of Y Camp procedures regarding those not listed in CHH
manual.
1. Camp Goals and Outcomes
CHH provides a written statement of overall goals and objectives for participants, in conjunction with
what the Y Camp provides their staff. CHH provides information in packets that are sent to parents
and campers with a list of goals we would like to see the campers get out of their experience. Refer to
Fire Starter Handbook.
2. Camp Experience Evaluation
Staff will have conversations with campers to get their feedback on different aspects of the program and
their experiences. A survey is distributed to all parents to complete regarding their experience and their
child’s experience with camp. Staff are provided with a written form to evaluate training, overall
communication, and their overall experience of their time volunteering at CHH.
3. Rifle, Pellet Gun, Archery and Air Gun Safety
All target sport activities will follow the guidelines and procedures established by Y Camp. Such
procedures must meet ACA, state, federal and local standards as they apply to the sports.
4. Protective Head Gear
All participants must wear protective headgear for the climbing wall and high elements, while either
actively participating in an activity in the roped off area or in the falls zone. Participants will follow the
guidelines and procedures established by Y Camp. Procedure must meet ACA, state, federal and local
standards as they apply to the sport.
5. Protective Headgear for Horseback Riding
All participants must wear protective headgear for horseback activities. Participants will follow the
guidelines and procedures established by Y Camp. Such procedure must meet ACA, state, federal and
local standards as they apply to the sport.
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ACKNOWLEDGEMENT OF RECEIPT OF
HANDBOOK & PROCEDURE MANUAL
I acknowledge that I have been given a copy of the Camp Hertko Hollow Fire Starter Handbook and
Procedure Manual. I understand that this handbook summarizes the CHH personnel guidelines,
procedures and guidelines and that it is furnished to me solely for my information.
I understand the information contained in the Handbook and Procedure Manual. I also understand that
the CHH may modify or rescind any of its policies, benefits, or practices described in this Handbook at
any time, except for its policy of at-will employment and those policies required by law.
I further understand that employment at the Camp Hertko Hollow is at will and that my employment can be
terminated at any time with or without notice with or without cause by myself or Camp Hertko Hollow
I acknowledge that it is my responsibility to read, become familiar with, and follow the contents of the
Handbook and the Procedure Manual.
Signature
Date
Printed Name
Please sign and return this page to the Camp Director.
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Acknowledgement