T. Candlemaking Poli


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T. Candlemaking Poli

  1. 1. WVU Jackson’s Mill Lifelong Learning Center and State 4-H Camp Risk Management Summary of Policies, Rules & Regulations for Programs Conducted at WVU Jackson’s Mill Developed, March, 2006 160 Jackson’s Mill Road; Weston, WV 26452 304/269-5100 fax: (304) 259-3409
  2. 2. I. Risk Management Policies Page Fire . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Storm and Power Loss . . . . . . . . . . . . 3 Missing Camper . . . . . . . . . . . . . . . . . 3 Serious Injury or Illness . . . . . . .. . . . 4 Minor Injury or Illness . . . . . . . . . .. 4 Poisoning - External . . . . . . . . . . . . . . 4 Poisoning- Internal . . . . . . . . . . . . . .. 4 Storage of Medicines . . . . . . . . . . . .. 4 Dialing 911 . . . . . . . . . . . . . . . . . . . . . 4 Emergency Warning System . . . . . . .. 5 Parental Contact . . . . . . . . . . . . . . . . . 5 Emergency Media Plan . . . . . . . . . . . . 5 Emergency Transportation . . . . . . .. . 6 Death By Accident/Nature . . . . . . . . .. 6 Security Plan . . . . . . . . . . . . . . . . . . .. 6 Lost Swimmer . . . . . . . . . . . . . . . . . . . 7 Under-age Exclusion . . . . . . . . . .. . . 7 Above Suspicion Policy . . . . . . . . . . . . 7 Crisis Response Procedures For Abuse Incidents or Allegations . . . . . . . . . . . . . . . . .. . 8 Crisis Response Procedures For Illegal Weapons On Grounds 9 Search and Seizure Policy 10 Airstrip Safety 10 Natural Gas 10 Chemical Spills 10 II. Medical and Emergency Procedures Check-in and Medical Review . . . . . . .. 11 Medical Supplies . . . . . . . . . . . . . . . . .. 11 Health Care Plan . . . . . . . . . . . . . . . . .. 11 Standing Orders 15 Transportation . . . . . . . . . . . . . . . . . . .. 20 Site Evacuation . . . . . . . . . . . . . . . . . . . 20 Emergency Relocation . . . . . . . . . . . . . . 21 Emergency Communications Plan . . . . . 21 Utilities Emergency Plan . . . . . . . . . . . . 22 Emergency Equipment . . . . . . . . . . . .. 22 III. Pool Sanitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 IV. Staff Selection and Training 4-H Center Staff . . . . . . . . . . . . . . . . . . . 23 Agents, Volunteers, & Teen Counselors. . 23 V. Camp Rules and Regulations Accountability for Campers . . . . . . . . . .. 24 Responsibilities . . . . . . . . . . . . . . . . . . . . .. 24 Cabin Inspection . . . . . . . . . . . . . . . . . . .. 25 Charges for Destroyed Items . . . . . . . . . .. 25 General Policies, Rules and Procedures. . . 26 Miscellaneous Camp Rules . . . . . . . . . . . . 27 Camper Release Policy . . . . . . . . . . . . . .. . 28 Visitor Policy . . . . . . . . . . . . . . . . . . . . . . . . 28 VI. Activity Guidelines Swimming Pool . . . . . . . . . . . . . . . . . . . . .. 28 160 Jackson’s Mill Road; Weston, WV 26452 304/269-5100 fax: (304) 259-3409
  3. 3. . . . . . . . . . Canoes and other Watercraft . . . . . . . . . . 29 2 Low Element Ropes Course. . . . . . . . . . . . 29 Archery . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Air Riflery . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Athletic Games and Events . . . . . . . . . . . . 32 Outdoor Living Skills . . . . . . . . . . . . . .. . 33 Crafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Orienteering . . . . . . . . . . . . . . . . . . . . .. . 34 Ecology/Habitats . . . . . . . . . . . . . . . . . . .. 35 Fishing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Performing ArtsDance. . . . . . . . . . . . . . . .. 37 Newspaper/Media. . . . . . . . . . . . . . . . . . . . 37 Bike Safety . . . . . . . . . . . . . . . . . . . . . . . .. 38 Candlemaking . . . . . . . . . . . . . . . . . . . . . . . 39 Photography . . . . . . . . . . . . . . . . . . . . . . . 40 Food Preparation . . . . . . . . . . . . . . . . . . . . . 41 Misc. Crafts . . . . . . . . . . . . . . . . . . . . . . . . . 41 VII. Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 VIII. Bloodborne Pathogen Policy . . . . . . . . . . . . . .. . . . . . . . 41 IX. Appendix Code of Conduct . . . . . . . . . . . . . . . . . . . . . 50 Medication Form . . . . . . . . . . . . . . . . . . .. 52 Camper Release/Withdrawal Form . . . . . 53 4-H Camp Counselor Training Outline . . . 54 Skill Verification For Instructors . . . . . . . . . 55 2
  4. 4. . . . . . . . . . I. RISK MANAGEMENT POLICIES 3 Report ALL emergencies to the Director. For serious emergencies off site, contact authorities for help, then notify the Director and follow procedures as outlined. A. FIRE 1. Signal - Continuous ringing of the dining hall bell. 2. Report location of fire to an agent or Jackson’s Mill staff member. 3. Evacuate structure immediately. 4. ONLY adults should use fire extinguisher. 5. Assemble campers in middle of athletic field. Take roll by cottage to account for everyone. 6. Call fire department if necessary (Dial 9-911) from phone 7. Call 100 or 775 to inform. 8. In case of a small fire, you may, if you’ve had the training, extinguish it with the nearest fire extinguisher (You must use the proper type of fire extinguisher.). 9. Report any missing or injured persons to Director or other Supervisory personnel. B. LOSS OF ELECTRICAL POWER OR SEVERE STORM 1. Campers are not to be in the pool or at the river for 15 minutes once close-by thunder is heard. Campers are to be moved off of the decking at the pool. If thunder is not heard for 15 minutes and no signs of lightning are present, swimming or waterfront activities may resume. 2. Once lightning is seen, campers are not to be outside. Campers should be sent to nearest, safe shelter. 3. Have campers stay in the assembly building or in cottages. 4. Director or designee will determine when it is safe to resume programming. 5. Staff members will notify cottages when it is appropriate to continue activities 6. Emergency lighting will come on when power is lost. 7. Be prepared to evacuate if circumstances require it. 8. Camp Coordinator must initiate role call of all campers. In the event of heavy snows, high winds, extremely low temperatures, or a combination are imminent, the Director will 1) Suspend normal operations, 2) Send employees home early 3) Implementation of the Emergency Response Plan. C. MISSING CAMPER 1. Teen counselor, adult leader or class instructor reports his observance of missing camper immediately to the group leader. 2. The cluster group director reports the circumstance immediately to the Director or designee.. 3. The Director with the aid from the cluster director will initiate Jackson’s Mill “Missing Child" plan of assessment and response. a. Determine if in fact a camper is missing, i.e., roll call. b. Determine activity, location, and time when camper was last seen. c. Three adults and Jackson’s Mill staff members will begin a search procedure. This search procedure will be directed by the Director. This search procedure will only last a maximum of 20 minutes, then move to step d. d. If the individual is not found the Director will notify the proper authorities (fire, rescue, police) and initiate their response. e. Parents/guardians of missing children will be notified at such a time as deemed appropriate by local authorities and Director. f. A "missing child" situation is not just cause to suspend programming activities for all other campers. 3
  5. 5. . . . . . . . . . 4 D. SERIOUS INJURY 1. Notify Director. 2. DO NOT MOVE injured person unless told to do so by the Director. 3. The Director will determine the seriousness of the injury so that the rescue squad can be called if needed. (Dial 911 at pay phone or 9 911 on Jackson’s Mill phones) 4. If there is any doubt or question as to the seriousness of the injury, the rescue squad should be called. 5. County Operations Director should be notified. 6. Director or Program Coordinator will notify parents. 7. The emergency transportation plan will be followed. E. MINOR INJURY OR ILLNESS 1. Take injured or ill person to person responsible for the medical needs of the specific group at the facility (EMT). 2. Unless injury/illness requires immediate attention, have the injured or ill person report to the clinic during the EMT's regular patient treatment hours. (Each cluster group or the home 4-H Agent will be notified of specific treatment hours at the beginning of each camping week). 3. The group client contact is to be notified of injured or ill persons. F. POISONING –EXTERNAL 1. The Program Coordinator, EMT or adult counselor should be notified in the event of a bite or sting. Effort should be made to identify type of sting or identification of snake. 2. The injured person should be taken to the EMT. 3. The EMT will investigate and record the location and symptoms of the bite or sting. 4. The EMT will administer first aid or designate a staff member to call for emergency assistance at 911. 5. Cluster Director and supervising Agent should be notified. 6. Director or Program Coordinator, or person responsible for the camping event will notify parents. 7. The emergency transportation plan will be followed as outlined in Section M. G. POISONING – INTERNAL 1. The Program Coordinator, EMT or adult counselor should be notified in the event of poisoning. If drugs and/or alcohol is suspected or detected, the Director is to be contacted immediately. Action will be taken as outlined in the policy on drugs or alcohol. 2. The injured person should be taken to the EMT. 3. The Director, Program Coordinator, EMT or designate should call the WestVirginia Poison Control Center 1 800 222-1222 for non-emergency and 911 for emergency. 4. EMT will administer first aid as directed by the Emergency Services or Poison Control Center. 5. Director, supervising Agent, or person in charge of the event should be notified. 6. Director or Program Coordinator will notify parents. 7. The emergency transportation plan will be followed if needed. H. STORAGE OF MEDICINES 1. Upon arrival, all medicines are to be given to the EMT with appropriate forms and prescriptions. 2. The EMT will establish a dispensing schedule for those individuals requiring medication. 3. All medicines will be returned at departure time. 4. The above medicine statements apply to teen counselors as well as campers and adults. I. DIALING 911 When calling 911, you must first dial 9 on Jackson’s Mill phones for an outside line. Report the emergency situation to the dispatcher. Response time from the fire station will be 5 - 7 minutes. 4
  6. 6. . . . . . . . . . 5 J. EMERGENCY WARNING SYSTEM 1. Weekly emergency drills will be conducted, during the summer, to familiarize participants and staff with emergency procedures and help to prevent panic. Drills will be conducted on the first day of a camping session. Campers will have been instructed during the opening orientation of the emergency procedure to follow. 2. Warning Systems: FIRE Warning system BELL Assemble campers at the FLAG POLE. (constant bell) STORM Warning system BELL Assemble campers at the Flag Pole or cottages as instructed by the Program Coordinator. (intermittent bell 4 rings each) 3. Once groups are assembled at the flag pole roll call will be taken by cluster groups. If a person is missing, the Director should be notified immediately so the missing person procedure plan can be activated. 4. If it becomes necessary to shut off all power, as ordered by the fire department, rescue squad or other authorities, the Program Coordinator, Director or Maintenance Supervisor will initiate a power shut down. All staff members will be trained in the power shut down procedure as part of their orientation. K. PARENTAL CONTACT Parents are entrusting Jackson’s Mill with their most precious possessions, their children. It is our responsibility to keep the parents informed of the well being of their children and to provide as much support as possible. Plan 1. In case of serious accident or death, the parent will be contacted by the Director; with the Program Coordinator/Extension Agent/Individual in charge of the activity acting as back-up. 2. An emergency not involving death or serious accident, the parent will be contacted by the Director/Program Coordinator; with the Camp Coordinator or EMT acting as back-up. 3. If parents or guardian cannot be reached or do not have a phone, Call local authorities in that particular city/county and ask for their assistance. 4. In the event of serious accident or death, a personal visit by the Cooperative Extension Director/Program Leader/Director will be made. 5. In the event of a major emergency or disaster, the parents of all campers will be notified by Jackson’s Mill or the camping cluster to relieve their anxiety. 6. Emergency media plan: The Extension Communications Department or the Director will be the official spokes persons for Jackson’s Mill. They will make all media contacts and questions should be directed to them. Media will not be allowed on grounds or allowed to speak with campers or other staff members. L. EMERGENCY MEDIA PLAN In the event of a major emergency, the media may appear on the scene, or call by phone. It is important to be prepared so that the media can do their job, and the administrators can do theirs. Jackson’s Mill has a responsibility to provide accurate information to the public, protect the integrity and reputation of the Mill, Extension, 4-H and West Virginia University. Plan 1. The Cooperative Extension Communications Department is the official spokesperson. All inquires for information should be politely directed to the Communications Department. Other staff should indicate they are not the authority on the subject and direct reporters to Communications. Staff can indicate a statement is being prepared now and we can fax it to you in about two hours. Staff should write down their name & fax number. 2. The Director is the back-up spokes person if the official person is unavailable. 5
  7. 7. . . . . . . . . . 6 3. The Communications Department and the Director has the authority to approve a brief factual statements for media release. They will consult with Risk Management, Mike Gansor 304/293-5711 and/or WVU legal counsel. 4. General statement of circumstance and impact are issued in the form of a brief initial statement of the facts. Spokesperson will not speculate or release the names of the injured before parental notification. 5. The following are persons may approve more detailed media releases: a. Director Terry L. Patterson (cell) (304) 641-0390 b. Paul Becker (cell) 304 376-4253 or David Snively (cell) 216-1954 6. The office will keep a log of all media calls: who, media, question, & telephone number. M. EMERGENCY TRANSPORTATION BY CAMP VEHICLE When taking a camper to the hospital by State vehicle the following procedures must be followed: 1. Place camper carefully into the vehicle. 2. Be sure to have the camper's Health History Form and a completed Insurance Claim Form only when the child does not have insurance. 2. The camper must be accompanied to the hospital by TWO counselors; one Extension Agent or volunteer and one other Adult. 4. When more than one vehicle is utilized to transport campers to the hospital, those vehicles must travel together. 5. Follow the specific instructions of the Jackson’s Mill staff person in route to the hospital regarding the care of the camper. N. DEATH BY NATURE OR ACCIDENT 1. The Director, EMT or designate should be informed. 2. The Director, or designate should call the Emergency Services at (911). 3. The Director should contact the Cooperative Extension Director, Associate Provost Becker and Snively and Ann Berry immediately. 3. The Director or designate should visit the parents, guardians or next of kin. 4. The Director or designate should contact the church pastor of the family. If the Director or designate cannot visit parents immediately the pastor should be asked to do so. The Director should still visit parents. 3. If parents are at work the Director or designate should call the parent's supervisor for permission to visit them at work. The supervisor should be instructed not to inform them. A room should be arranged to meet in. 6. The Director or designate should cooperate with parental desire to visit Jackson’s Mill and the death location. 7. The Director, witnesses and others should complete accident reports and documentation for personal files and for authorities. 8. The Director or designate should make follow up visits, letters or phone calls to parents. 8. The Director or designate should notify the proper Extension Offices and Risk Management in regard to the situation. O. 4-H CENTER SECURITY PLAN 1. The Director or designate should remove unauthorized persons with politeness and friendly persuasion. A staff person should be selected to witness conversation. 2. The Lewis County Police or (911) should be notified if any unauthorized persons fail to leave the property. 3. If possible the Director or designate should direct the counselors and campers to move away from the unauthorized person to a safe location. 4. In case of a potentially hostile intruder, she/he should not be approached alone. Call (911) should be notified before contact. 6
  8. 8. . . . . . . . . 5. . All visitors to Jackson’s Mill must sign in/out at the office. They will receive a visitors pass and be 7 directed to a staff member on the grounds. No visitors shall be allowed on the property between 10:00 pm and 6:00 am, unless an emergency. 6. Night security should adhere to the following: Monitoring the property between the hours of 10 pm and 6 am Be responsible for stopping and documenting vehicles entering and/or leaving the property between 10 pm and 6:00 am 7. Trespassing: Individuals who have been asked to not return to the property will be given a letter, it is to be signed by the Director and/or Utility, and the individual involved. A copy will be given to the individual and a copy kept on file in the Directors Office. P. LOST SWIMMER (POOL) 1. The Pool Supervisor should remove all swimmers from the pool and assemble staff and campers and conduct roll call and information search. 2. Immediate search of the pool by lifeguards. 3. Notify the Director. 4. When the Pool Supervisor is certain the missing person is under water, she/he should direct a staff member to call Emergency Services at (911). 5. The Pool Supervisor and Director should direct selected staff for water search. 6. The Director or designate should direct counselors and campers to leave the swim area and go to a safe supervised area. 7. When the lost swimmer is found efforts should be made to rescue and/or resuscitate the victim. 8. When rescue personnel arrive on the scene, they are to assume responsibility for the total rescue effort. Q. UNDER AGE INSURANCE POLICY Jackson’s Mill will not allow, under any circumstances, the attendance of under age youth during 4-H youth camping programs. All youth in attendance at 4-H camp must meet the program age limits set by the State 4-H Office. Youth must turn the entry age appropriate for their camping session during the 4-H year, Oct. 1 - Sept. 30. Rationale: Under age youth cannot be insured for accident, health, and liability policies presently in use at Jackson’s Mill. Units bringing underage children are responsible for arranging for the child's immediate removal and full payment of fees for the child to Jackson’s Mill. R. ABOVE SUSPICION POLICY Jackson’s Mill has developed the following policy to be in effect beginning immediately: : 1. One-on-One Situations: Teens, Summer Staff, Volunteers, and Agents are trained to travel and address situations (discipline, injuries) in threes when involving a camper or Teen Leader. a. If an Adult is present or required, a second Adult is called-in to be present, regardless of the presence of a Teen Leader, with one of the Adults being the same sex as the camper or Teen Leader. b. If a Teen Leader is addressing the situation, a second Teen Leader or camper is called-in to be present with that second person being the same sex as the person requiring attention. 2. Room Checks: 14 Cottages, a lodge and several private rooms represent the sleeping quarters at Jackson’s Mill. Sleeping arrangements are unique to each cottage. Each area is open to all other areas for easy monitoring. a. Two Adults will be stationed in each cabin or lodge and will check each sleeping area at night for the correct children. Only males will be stationed in male dorms, females in female housing. 3. Supervision in Rooms: Based on the above information pertaining to the layout of each cottage and lodge, 7
  9. 9. . . . . . . . . . the following mandates are in order: 8 a. For routine night-time visits to the infirmary (med-checks, stomach ache), 1 teen and 1 adult volunteer, two Teen Leaders or one Teen Leader and one camper will escort the individual requiring attention. At least one of the escorts will be the same sex as that individual. It is suggested each cluster select an adult volunteer to serve as the Medicine Man or Woman for this job. b. If an Adult must take a camper to the hospital during the night, the Program Coordinator will assign one Summer Staff Member to replace that Adult in the cabin or lodge until he or she returns, and one Summer Staff Member to accompany the Adult and camper to the hospital. c. If an Adult must take a camper to the hospital during the day, a second Adult will accompany them first, a Summer Staff Member second. d. If an ambulance is used for transportation to the hospital, one Adult, the same sex as the injured, will accompany in the ambulance. One Adult will pick both up at the hospital if the camper may return to camp. e. Spending the night in the infirmary is an option. All campers should be sent back to the cabin (if well), sent home, sent to the hospital at the discretion of the EMT, or the EMY may opt to observe the ill camper for one night in the infirmary.. Employees of Jackson’s Mill and West Virginia Cooperative Extension, as well as Teen Leaders and Adult Volunteers will make all reasonable effort to adhere to the guidelines established in this policy. S. CRISIS RESPONSE PROCEDURES FOR ABUSE INCIDENTS/ALLEGATIONS Staff will receive response training as part of their training program. The following procedures are to be followed if an incident occurs or a staff member becomes aware of a possible incident. 1. Program Coordinator is notified and immediately informs Director, who is the crisis coordinator for child abuse and will take charge of the situation. 2. EMT will see to the immediate safety and medical care of the child at issue and Camp Coordinator will see to the safety of the other children in the group. 3. The Director will see to it that the staff member, volunteer, or camper who is accursed of child abuse is removed from the presence of the other campers to the Registration Building and supervised by at least two staff at all times. 4. The Program Coordinator, in the company of another adult is the appointed person who will ask questions to the child to clarify and document the basic allegation and facts: Brief account of who was involved and what took place Time and place of alleged event Witnesses Ask all involved to go to separate areas and write separate statements 5. The Director will notify Risk Management and Extension Administration & other members as needed and Crisis Response Resources available to the camp which include: Director of Risk Management, Mike Gansor Child Psychologist, WVU Legal Counsel Clergy Confirm content of a prepared script for parental notification. Confirm content of possible press statement & follow media plan. 8
  10. 10. . . . . . . . . . 9 6. Registration Office employee will be the designated communicator and will maintain records of all known phone calls related to the matter. 7. Director/Program Coordinator will notify parents of accuser child. D/Pc will also be in charge of notifying other parents as the need arises, including alleged abuser if juvenile. 8. Director will notify the Child Protection Services from the youths respective County. 9. Program Director will notify Lewis County Police at non-emergency and 911 for emergency. 10. Director will contact ACA Hot Line at 317/365-5736 for additional recommendations. 11. Director will be the designated spokesperson for the camp and the staff will direct all inquiries to this person. 12. Policy regarding reinstatement of staff member, volunteer or camper: (eg. Removal from all contact with youth until the situation is resolved) to the satisfaction of the Child Protection Service Agency, Police, and University Risk Management. T. CRISIS RESPONSE PROCEDURES FOR ILEGAL WEAPONS ON THE GROUNDS The following procedures are to be followed if a weapon is observed or suspected to be in camp. Observed Weapon: 1. If an intruder or camper is observed with a gun immediately call the police at 911 or call the office (EMT Alternate) on the radio and tell the office we have a "Person With A Weapon On The Grounds" and for them to call 911. Do not approach the person. 2. Call all other staff on radio and alert them we have a "Person With A Weapon On The Grounds". 3. Staff will immediately stop programming activities, move all campers to the closest secure building, and lock the doors and windows. Staff are to keep children calm, quiet and away from doors and windows if possible. If there are blinds or curtains, they should be closed. The room should appear empty to the intruder/camper. 4. Staff will remain with campers until notified by radio or someone comes to get them. Under no circumstances should they come out of their secure location until they have been instructed to do so. 5. If a staff member or camper is threatened with a weapon, try to stay calm. Do not antagonize the individual and do not try to take the weapon away. Be cooperative and pleasant. Try to get the person to move away from any groups so other staff can evacuate the area and notify authorities for help. 6. Let the local police handle disarming the suspect. Suspected Weapon: 1. If a staff member suspects a camper/individual or receives a report that a camper/individual has a weapon in camp they should immediately inform the Director and Program Coordinator. If both are off site then the Camp Coordinator is to be informed. If all are off-site then the Camp Coordinator and/or a Department Head is to be notified. 2. The onsite supervisor will make the decision to call the police immediately before they approach the individual. 3. If the decision to approach the individual was made then the Director, Program Coordinator and supervising agent (if available) will cautiously approach the individual who was reported to have a weapon. They will remove the individual to a secure area away from the campers. 4. The Camp Coordinator or designated person will remove all campers from the individual's cabin. 5. Director and Program Coordinator will inform the individual of the allegations that have been made and ask for a confirmation. If the individual denies the charge than ask permission to search their possessions and cabin. If the individual refuses than call the parents for permission. If the parents refuse and you have, reason to suspect there is a weapon. Call the police and request assistance. 6. If it is suspected the weapon is on the individual, then the camp supervisor can pad down the individual or call the police for them to do it. 7. If the individual admits to having a weapon immediately, notify the parents to pick up the individual. If it is a gun, immediately call the police for their help. 8. Ask the individual where the weapon is located and have 2 adults retrieve it if it is not a gun. 9. Return campers to the cabin or area only after the weapon has been secured. 9
  11. 11. . . . . . . . . . The outlined policies for parent notification, emergency media plan and implementing Crisis Response Team as listed on 10 item 5 of Crisis Response Procedures for Abuse Incidents should be followed following the incident. Suspicious Object: 1. If anyone discovers a suspicious object that they feel MAY pose harm (packages left unattended that have no return address or explosive devices that may be found on grounds etc) to individuals at the camp they should immediately inform the Director, Assistant Director, Program Coordinator, or Maintenance Supervisor. If all are off-site then the Camp Coordinator and/or Department Head is to be notified. 2. The Director, Assistant Director, Program Coordinator or Conference Coordinator will make the decision to call the police/fire department immediately if they deem it necessary. 3. The area immediately surrounding the suspicious object will be evacuated and secured. The immediate area should be secured and all campers removed from potential danger. All campers and non-center professionals will be asked to return to their cabins, unless the suspicious object is near any cabin/lodge area, in which case campers will be asked to move to a location determined to be safe by the Director, Program Coordinator, or Maintenance Supervisor. If police are on-site at this point, they will work with Jackson’s Mill personnel to evacuate the area further if needed in their professional opinion. 4. Director, Assistant Director and Program Coordinator will solicit statements regarding the object and the discovery of such from all persons involved. 5. The police and fire department, when they arrive, will be responsible for determining the severity of the object found. They may ask the Director/Program Coordinator and Conference Coordinator for assistance in moving those individuals that may be at potential risk. 6. Campers may return to the area only after the object has been removed and approval is granted by the local police and/or fire department. Crime in Progress: 1. Do not get involved with trying to prevent the crime unless it involves self defense. 2. Gather as much information as possible about the criminal. If at all possible, document height, weight, sex, race, age, clothing, vehicles and numbers and if the individual is armed or not. 3. Call 9-911 4. Call 100 and 775 to inform. 5. Stay where you are, if you are safe, until authorities arrive. 6. Keep yourself safe by staying out of the way of the crime (away from the windows) if necessary. U. Search and Seizure Policy West Virginia Cooperative Extension staff (Extension Agents, Program Assistants, Directors, Program Coordinators) has the right to conduct a search of participants' outer clothing, luggage, personal belongings, lodging rooms, and furniture being used by a participant if there is "reasonable suspicion" that the participant has something in his/her possession that is not allowed on-site. Any contraband that found will be handled according to state and local laws. Parents/guardians will be notified at the rationale and result of any search. V. Airstrip Safety WVU Jackson’s Mill Airstrip is presently operating as a private airstrip. Aircraft should inform the staff and facility that they are planning to land or leave from the airstrip. Prior approval should be given. Conditions are such that landing and leaving are allowed only during the daylight. Airstrip is subject to regular closings when groups activities are planned for the field area. Following are safety procedures: 10
  12. 12. . . . . . . . . . 11 1. Signal - Continuous ringing of the dining hall bell. 2. Report location of accident to an agent or Jackson’s Mill staff member and move campers away from the area. 3. Evacuate structure immediately if needed. 4. Assemble campers in middle of athletic field. Take roll by cottage to account for everyone. 5. Call fire department if necessary (Dial 9-911) from phone 6. Call 100 or 775 to inform. 7. In case of a small fire, you may, if you’ve had the training, extinguish it with the nearest fire extinguisher (You must use the proper type of fire extinguisher.). 8. Report any missing or injured persons to Director or other Supervisory personnel. W. Natural Gas issues a. Problems with Natural Gas will/can occur throughout the property. b. Contact Utility Staff at 775. c. Quickly try to determine what is leaking, however, do not come into contact with the natural gas. If you experience eye irritation, burning lungs, or other symptoms of chemical exposure, proceed directly to step 6. d. Sound the building fire alarm to notify others to evacuate the building, if needed. e. Call 911 or the 100 Registration Office. f. Follow the directions of the Building Evacuation Plan. g. If needed, seek medical assistance. h. Contact Maintenance Supervisor or Assistant Director to deal with the issue in a timely and safe manner. i. Call Environmental Health and Safety 293-3792 as needed. X. Chemical Spill: a. Most problems will occur in the Pool area or Maintenance Area. b. Contact Utility Staff at 775 c. Quickly try to determine what was spilled, however, do not come into contact with the substance or inhale fumes. If you experience eye irritation, burning lungs, or other symptoms of chemical exposure, proceed directly to step 6. d. Sound the building fire alarm to notify others to evacuate the building. e. Call 911 or the 100 Registration Office. f. Follow the directions of the Building Evacuation Plan. g. If someone has been splashed with the chemical, immediately flush the contaminated area with water. If needed, seek medical assistance. h. Call Environmental Health and Safety 293-3792. II. MEDICAL AND EMERGENCY PROCEDURES A. CHECK-IN PROCEDURE and MEDICAL REVIEW 1. Completed Health History Report for all Campers, Agents, Teens and Adult Volunteers must be turned into the medical designee upon arrival to camp. These forms must be in alphabetical order, three hole punched, and separated by male and female. Agents and adults may place their form in a sealed envelope. 11
  13. 13. . . . . . . . . 2. . Before attending camp, the health history reports for all participants are to be submitted to the Extension Agent in 12 charge. Special medical needs must be conveyed to the 4-H Center at least 1 week or more in advance. 3. Medication Forms for campers taking medication must be filled out by parents and returned to their agent before the campers arrival at camp. Agents should review these forms. 4. All medication sent to camp must be in the original container with directions for dispensing and labeled for the child taking the medication. Parents do not need to send Tylenol, etc. 5. Upon arrival at Jackson’s Mill, the agent will review all records with the medical designee, especially those requiring special attention or medication. All medications and drugs shall be turned into the EMT/nurse along with the medication forms. All medications and drugs must be kept locked in the clinic. No exceptions for teens or adults. 6. The medical designee will review each medical form with those participants requiring special attention or medication. 7. At beginning of day and throughout the day as necessary, the medical designee will contact each participant receiving attention or medication. The medication or attention is to be administered by the designee. The medical designee will remain with the patient until the medication is taken. If the camper refuses to take medication then parents are to be called immediately. NO AGENTS, VOLUNTEERS, OR OTHER CURRENT STAFF ARE ALLOWED TO DISPENSE MEDICINE except in an emergency. The medical form chart is to be initialed by the medical designee and dated. 8. At the camp's end, medication forms will be reviewed and all medication including empty containers will be given to the agents for distribution to parents. 9. All counselors for 4-H camp will complete Red Cross Basic First Aid and CPR Course as part of their orientation and training. Staff will be instructed to send for EMT/nurse or call 911 for any serious injury. The EMT/nurse and lifeguards will be responsible for providing first aid and CPR as necessary in the course of their duties. 10. Non 4-H groups will provide their own staff for treatment. Medical Kits will be made available. Groups should call 9- 911 for emergencies. B. MEDICAL SUPPLIES Medical supplies are kept in a locked closet at the clinic. In addition, first aid kits are found in the following locations: Kitchen Maintenance Building Pool Clinic Upstairs of Dorsey Center Registration Office All Vehicles The Director is responsible for designating a staff member each season to inspect, stock, and supply kits as necessary. During summer camp this will be done weekly by the EMT. The EMT will keep a list of the restocking needs and notify Director for replacements. C. HEALTH CARE PLAN The medical staff person employed for the camping season will provide daily health care at Jackson’s Mill. The medical staff person must meet the following qualifications: Licensed physician, registered nurse, emergency medical technician, paramedic, certification in American Red Cross Standard First Aid or equivalent. The nurse/EMT will reside in Harrison Cottage/Gilmer Cottage and will be on the grounds at all times when campers are present. Duties of the nurse/EMT will include: Perform health screening on all campers and teens during the first day at camp. This screening will be performed as directed by the camp physician and will include: 1. A review of the Health History Report Form for accuracy, signatures, health problems, and allergies. 2. Observation for signs of illness, disability, or communicable disease. 3. Questioning each camper for medical restrictions, dietary allergies, or physical limitations. 12
  14. 14. . . . . . . . . 4. . Medications to be administered and medication form. 13 5. Initials of EMT/nurse and date of the health screening on Health History Report Form. Problems will be noted on Health History Forms and the EMT/nurse will be responsible for informing the following staff persons: Food Service Manager: dietary restrictions, food allergies, or diabetes. Program Coordinator physical restrictions or handicaps that would affect normal activities. Camp Physician: signs of communicable disease, serious illness, or other important restrictions. Check-in, catalog, set up distribution schedule, and administer all medications. Parents will complete and sign a medication form detailing medication, dosage, and instructions for all campers receiving medication during the camping week. Inventory supplies in medicine closet at beginning of the week and keep adequate supplies on hand. Keep record on ACA medical log sheet of all visits, injuries, and medications administered and complete accident reports. Provide all necessary medical care for sickness and injury of campers and staff. Determine the need for physician's treatment of injuries or illness. Be aware of potential health and safety hazards, and inform the Program Coordinator/Director of problems. Make periodic announcements about personal hygiene needs such as showering regularly, brushing teeth, flushing toilets, washing hands and good daily hygiene. 2. A local physician will be selected annually to oversee Jackson’s Mill Health Care program. This person will be a general practitioner and have a knowledge of the camp program. The camp physician will review and revise the Health Care Plan annually. Name phone # location Other duties will include: Oversee the total health care program. Prepare standing orders for health screening and medical treatment. Be on call for medical emergencies and advice. 3. Emergency care will be provided by Stonewall Jackson Hospital. For non-emergency care, parents will be given the option to pick their child up and take them to their personal doctor for treatment. Upon the written recommendation of the doctor, the child may return to the camp program. 4. The Extension Agent from each county must submit completed Health History Report forms for each 4-H'er, teen, adult counselors, and themselves to the nurse/EMT upon arrival at camp. This form must be completed and signed by the parent or guardian and will allow emergency medical treatment in the event that the parent or guardian cannot be reached. The Health History Report Form for 4-H'ers who are injured at camp will be retained in the camp files for 16 years or until the youth reaches 21. 5. Health care will be located Harrison Cottage or Gilmer Cottage which contains personal sleeping room for the EMT, treatment room with sick bay beds, separate restroom, and medical supplies or generic equivalent to include: Activated Charcoal Imodium AD Band-Aids Eye drops (Visine) Sterile pads & tape Blistex Tylenol First aid ointment spray Hydrocortisone cream Burn medicine (Solarcane) Alcohol Syrup of Ipecac Peroxide Thermometer Calamine lotion Heating Pad Kaopectate Pepto Bismol Eye wash Splints 13
  15. 15. . . . . . . . . Sudafed . Benadryl (25 mg) 14 Ace bandages Robitussin Bacitracin Betadine Chloraseptic lozenges Cups Bee sting kit Bee sting capsules Epipen Auto Injector Personal care products Toothache drops Cotton Mycotin Milk of Magnesia 6. Campers determined to be too sick to remain in camp will be allowed to sleep overnight in the clinic if staff allows and if not contagious.. Campers must be removed from Jackson’s Mill if determined to be contagious or if the need arises to stay I the clinic longer than one (1) night.. Campers may return with a doctor's note indicating they are not contagious and can participate again. 7. In the event that the nurse/EMT determines that it is necessary to transport a camper to the hospital or doctor, the rescue squad is not called, the following procedure applies: The following MUST be taken for any such trips in the 4-H Center vehicle selected. health form of camper being transported first aid kit Insurance Claim Form if camper is not covered by insurance. reflector fire extinguisher a counselor, adult volunteer, or Extension Agent of the same sex as the person being transported 8. The gas tank of the vehicle being used to transport the camper must be at least ½ filled before leaving the camp. The EMT is responsible for monitoring the level of the gas tank. 9. The Director, Assistant Director, or Program Coordinator will be notified before leaving the camp premises. 10. The Director is responsible for supervision of healthy living conditions around Jackson’s Mill. Regular inspections by health, fire and safety officials will help assure that the camp is adhering to good sanitation practices. Jackson’s Mill will also maintain standards as defined by the American Camping Association for accreditation. 14
  16. 16. . . . . . . . . . 2006 15 STANDING ORDERS FOR HEALTH SCREENING AND MEDICAL TREATMENT JACKSON’S MILL LIFELONG LEARNING CENTER AND STATE 4-H CAMP I. Health Screening A. The Center EMT/Nurse is authorized to conduct screening of campers and staff and carry our the health program at Jackson’s Mill for the 2006 camping season with the understanding that he standing orders are reviewed and followed: B. The person responsible for the screening must have in-hand the individuals Health History Report Form. C. The Health History Report Form should be checked to see if it has been signed by the parent, guardian, or adult responsible for the individual. D. The screening shall occur within the first 24 hours of the camper’s arrival at Jackson’s Mill by the user group. E. The Health History Report Form shall be kept in Harrison Cottage or Gilmer and available to the EMT/Nurse. F. In screening a camper, the EMT/Nurse will identify any observable evidence of illness, disability, or communicable disease, noting in appropriate place on the form. G. Review Health History Report Form and Medication Form for current medications and /or treatment procedures, dietary restrictions, and physical limitations. H. Any evidence of illness, communicable disease, abuse or disability shall be referred to the Program Coordinator and Director for evaluation. II. MEDICAL TREATMENT A: The Camp Consulting Physician should be called at once for diagnosis and treatment of any condition not covered by the standing orders. B. The EMT/Nurse has standing orders for the following treatments: 1. Abrasions, scratches, cuts (that do not require suturing) a. Clean with Betadine solution; water/Betadine (10:1) b. Bacitracin ointment c. Dressing d. Tetanus if greater than 10 years since last immunization. 15
  17. 17. . . . . . . . . . 16 2. Splinters a. If portion above skin level, remove with forceps or tweezers b. Clean with Betadine solution (water/Betadine) c. Dressing d. Tetanus if greater than 10 years since last immunization. 3. Infections (minor) a. Bacitracin ointment b. If spreading or red streaks, contact physician. 4. Sprains, Strains, Fractures a. RICE: Rest, ice, compression, elevate affected area. b. If obvious fracture, splint c. Contact physician 5. Head injuries a. Ice b. Any serious neck injury, immobilize patient. c. Contact physician immediately. d. Assess LOC, orientation 6. Bruises and Bumps a. Ice b. Contact physician in question as to broken bones c. If involves head, see head injuries. 7. Foreign Body in Eye a. Flush eye with saline solution b. May remove with q-tip on lower lid c. Follow with Saline irrigation d. If upper lid or on eyeball, contact physician 8. Bleeding a. For minor bleeding, pressure with sterile gauze pads b. If 10 minutes pressure does not control bleeding, contact physician 9. Burns a. First degree (no blister) – use Tylenol; 1-2 tablets every fours hours for discomfort and apply ice pack. b. Second degree (blister formation) – use Tylenol for discomfort, apply ice pack and contact physician 10. Sunburn a. Tylenol for discomfort b. May use Solarcane if not allergic to “canes” 16
  18. 18. . . . . . . . . c. . May use Benadryl, 25-50 mg every 4 hours 17 11. Swimming Accidents a. Near drowning – CPR b. Contact physician c. Other accidents as per standing orders 12. Insect Bites and Stings a. Bites – apply Hydrocortisone cream 0.5% to area 4 times per day b. If bites excoriated or infected use Bacitracin and should contact physician. c. Stings – apply ice and administer Benedryl (one 25 mg capsule or two teaspoons of liquid) d. Contact physician immediately if generalized hives, hypertension, or difficulty breathing. Give information on allergies from health history form. e. Administer adrenalin as per bee sting kit if difficulty breathing or hives and call 911. 13. Poisoning (oral) a. Identify poison b. Contact Poison Control Center ( ) for instructions if non-emergency and 911 for emergency. c. Administer first aid as instructed 1. water 2. syrup of ipecac 3. activated charcoal 14. Poison Ivy, Sumac or Oak a. Apply Hydrocortisone cream 0.5% for a small area b. If spreading or large areas, contact physician c. If spreads to inside of nose or groin area contact physician 15. Elevated Temperature a. Tylenol - 1 to 2 tablets every 4 hours or Robitussin b. Call parents if over 100 or temperature last 12 or more hours c. Contact physician if temperature is 103 or higher 16. Athlete’s Foot a. Apply Mycotin if skin is not broken b. Should see physician if skin is broken c. Keep open shoes on or cotton socks and sneakers 17. Constipation a. Milk of Magnesia – one tablespoon up to 4 times day as needed b. Increase fluid intake 18. Diarrhea a. Clear liquids – no milk or milk products b. May use Immondium AD; 2 tablespoons after loose stool and 2 tablespoons every 6 hours c. If persists beyond 24 hours contact physician 17
  19. 19. . . . . . . . . 19. . Sore Throat 18 a. Throat lozenges and or Tylenol for discomfort, 1-2 every 6 hours not to exceed 8 pills in 24 hours. b. If sore throat persists for 12 hours contact physician. 20. Earaches and Swimmers Ear a. Tylenol, 1-2 every 4-6 hours for discomfort b. If persists for 12 hours contact physician 21. Coughs a. Robitussin for cough, 1 tablespoon every 6 hours b. If associated with fever, contact physician 22. Headaches a. Tylenol, 1-2 every 4-6 hours; not to exceed 8 pills in 24 hours b. If persists for 12 hours, contact physician 23. Nasal Congestion a. May use Sudafed (if not allergic to it, one 4X day b. If associated with fever, contact physician 24. Toothache a. Tylenol for discomfort; 1-2 every 4-6 hours; not to exceed 8 pills in 24 hours b. Toothache drops c. If persists, should contact parents and take to family dentist 25. Scabies, Impetigo, Ringworm, Pediculosis a. Contact physician 26. Snake bite (usually poisonous if immediate pain and swelling) a. Immobilize area b. May apply loose tourniquet c. Transport immediately to nearest emergency room (Do not wait for Rescue Squad) 27. Tick Removal a. Using forceps/tweezers gently grasp tick at head; gently try to remove b. Cover area with Bacitracin The EM/Nurse will keep a record of all treatments in a daily medical log as described in ACA Standard HW-19. III. Emergency Procedures A. First Aid may be administered in accordance with the current addition of the American Red Cross First Aid.” With the following exceptions: 18
  20. 20. . . . . . . . . . After first aid is given in an emergency, if it appears essential to the EMT/Nurse or Program 19 Coordinator or Director that the individual needs moved to additional medical supervision, the individual will be transported to Stonewall Jackson Hospital Emergency Room. IV. Medical Treatment for Diabetic Camper with Insulin Pump 1. Allow campers to carry with them Diabetic Supplies as listed in protocol provided by the parents. This is the same protocol used at schools. When campers are not able to keep the used supplies on his/her person they will be secured with by an adult. 2. The EMT has met with the parents to discuss protocol and use of the equipment. The parents have explained and demonstrated the use of the Glucagon injection. 3. The camper is able to use all the equipment herself. The EMT will supervise the campers use of the equipment and follow treatment as listed in the attached protocol. 4. Should the camper need to change the insulin pump infusion set-up/injection, the parents will be called and a parent will come to the camp to make the change. 5. If the diabetic camper becomes unconscious or has a seizure the EMT will administer the Glucagon injection and call 911 for an ambulance. 6. The camper’s activity schedule will be reviewed with the parents to make sure camper is able to safely participate in activities. Restrictions will be noted on the camper’s health form. ______________________ ______________ ______________________ _______ Camp physician Signature Date Director Signature Date Licensed in Commonwealth of West Virginia Day Tel # or Home 19
  21. 21. . . . . . . . . . D. TRANSPORTATION POLICIES 20 1. Vehicles transporting children in case of emergency are to have available: - Health forms of children - Insurance Claim Form (if needed) - Emergency numbers - Reflector - First aid kit - Fire extinguisher 2. Vehicles transporting children will be driven by a person 18 or over with a valid driver's license. 3. Vehicles transporting children are to have, in addition to the driver, another staff member of the same sex as the transported child, and if two (2) vehicles are used, they should travel together. 4. Vehicle can only transport 10 persons. There will be one or more staff trained in Risk Management and safety procedures. One of the staff members will be trained in first aid & CPR. 5. Campers and staff will wear seat belts if available and only carry passengers for the seating capacity as established by the manufacturer. 6. Campers and staff will remain seated while vehicles are moving, will not throw items around or out of vehicles, and will keep all body parts inside of vehicles and follow all camp rules and procedures. 7. Truck beds and wagons should not be used to transport staff or campers. It is the policy of Jackson’s Mill than the maximum number of campers in a van is 10 not including the driver per West Virginia University Insurance and Risk Management requirements. E. SITE EVACUATION Rationale: An evacuation plan enables Jackson’s Mill to quickly organize and remove part or all of the population to a predetermined safer location. Plan: 1. Reasons site might need to be evacuated: fire, storm, natural gas explosions or other damage to facility, terrorist attacks, tornado, floods, dam breakage 2. Who determines the need for an evacuation? Director/Assistant Director/ Program Coordinator. 3. Who has written copies of the site evacuation plan? Risk Management Manual, given to all staff and Agents. 4. Who is in charge of evacuation? Director/Assistant Director/Program Coordinator. Who is back-up person? Conference Coordinator 5. Who is responsible for bringing personal medications? Nurse/EMT. 6. Who is responsible for bringing first aid kit? Nurse/EMT . 7. Who will stay behind if necessary? Director or Program Coordinator. 8. Method to account for persons on the site: Campers: Cabin lists - roll call Staff: Check-off - roll call 9. Notification of authorities: 9-911 Immediately 10. What are the procedures for contacting parents? Phone calls by staff to parents and/or unit Extension Office and the local Ext. Office will call parents. 11. Who notifies neighbors if they are threatened by the emergency? Director . Neighbors' names and phone numbers: Name: Haliburton Name: Dominion Name: The Corner Mart/Old Mill Diner Name: Fred Bailey Name: 12. Who determines safe return to site? Director/Program Coordinator upon recommendation of local EMS or Fire Dept. 20
  22. 22. . . . . . . . . . F. EMERGENCY RELOCATION OF TOTAL CAMP POPULATION 21 1. A location will be selected by the Director or designee. The location will be the Jackson’s Mill or other designated area. for off-site: The entire camp population will be relocated to the air strip property as long as the emergency site is not located there. Other off-site relocation will be Lewis County High School. 2. The 4-H Center Director or designee should oversee evacuation procedures, notify the proper authorities, and designate a vehicular traffic coordinator, Maintenance Supervisor. 3. The Director or designee will be responsible for directing the counselors and campers to move from the area. Roll call will be taken. 4. The nurse/EMT or designate will be responsible for taking campers' medicines, records, and first aid supplies. 5. The Director or designee should direct staff to take flashlights, radios, batteries, important papers, sleeping bags, blankets, and extra clothing, etc. 6. If a complete evacuation becomes necessary, as determined by the Director, parents will be notified to come to pick up their children. If time does not permit for parents to be called, the following procedure will be in effect: Buses will be brought to the parking lot in front of the assembly hall and loaded if safe. If not, campers will walk up to the parking lot in front of the dining hall. If drivers for the buses are not on site drivers will be called for the buses. If evacuation must be within 30 minutes to one hour, the Lewis County School Superintendent will be contacted 7. Information will be released to the media ONLY upon the authority of the Director or Program Coordinator G. EMERGENCY COMMUNICATIONS PLAN The following emergency communications equipment is available at the camp: Telephone & Intercom Administration Building Lodge Assembly Hall Pay Phones Maintenance Shop Cellular Phones (2) Phones have an intercom. Dial 100 for registration desk or 775 for utility. For emergency calls after hours, the phone will ring directly to utility. There is a voice mail system for times when the office is unattended. Cellular Phones Many WVU staff have cellular phones. The phone list is in the care of the Director or Registration Desk. Portable Radios (4-H Camp use)  Clinic/EMT  Camp Coordinator  Registration Desk  Utility  Administration Building & Program Director  Group Director  Lifeguards & Waterfront Director  Maintenance 21
  23. 23. . . . . . . . . . 22 In case of an emergency such as fire, severe weather conditions, accident or injury, or other emergency situation, the Director or his designate will call for assistance or notify authorities. If telephone service is unavailable, the following alternative systems may be used as appropriate: a. Cellular Phone: 304 641-0390 b. 4-H Camp pay phone: H. UTILITIES EMERGENCY PLAN Jackson’s Mill is served by the following utility companies & Repair Companies: Electric 4-H Center Lines & Alt. HVAC Water & Sewer Gas Telephone Buried Cable Rental equipment Plumbing Animal Control I. EMERGENCY EQUIPMENT Telephones: Fire extinguishers are found in all facilities, checked month by a Utility work under the direction of Housekeeping Supervisor. Annual Inspection is January or February. - Administration Building - kitchenette - Cottages - Dining Hall - - Kitchen and overhead hood - - Maintenance Building - - Assembly Hall - - Dorsey Resource Center - - Clinic - kitchenette - - All vehicles used off-site Extinguisher are checked monthly by Maintenance Supervisor and recharged as necessary. An annual inspection is performed in April or May by Fire and Safety Equipment Company. A manual test of all smoke alarms will be conducted on a monthly basis and batteries replaced annually. III. POOL SANITATION The Pool Manager is responsible for assuring that the swimming pool is clean, sanitary, and safe for swimming at all times. In order to assure safety, the following procedure will be strictly adhered to: 22
  24. 24. . . . . . . . . . pH and chlorine level will be checked and recorded two times a day by Pool Manager or trained person 23 designated by the Pool Manager & posted in the pool house and on the chart at the entrance. Chlorine level should be a min. of 1 ppm and pH should be between 7.3 and 7.5. If for any reason the pool does not meet the State, health & safety standards the pool will be shut down immediately and the Director notified. The pool will not reopen until it meets these standards. Filter operation will be checked and filters bled daily and backwashed as needed. Skimmer baskets will be checked and cleaned daily. Entire pool will be vacuumed at least twice weekly; on Monday and Friday. Records of chemicals added & readings will be dated and initialed on the log sheets and retained in the log notebook in the pool house. At the end of the season, log sheets will be filed at the 4-H Camp office. Pool will be inspected monthly by the designated Health Department sanitarian. Bathroom sanitation also conducted by Lifeguards. Director and Pool Manager will initial Health Department report and take immediate corrective action if a deficiency is noted. For problems related to pool call: IV. STAFF SELECTION AND TRAINING A. 4-H Camp Staff Staff will be selected based on qualifications and training for the position, and response to interview questions. An interview will be conducted for applicants. All instructional staff will be strongly encouraged to participate in the statewide training program offered for 4-H Centers that will cover risk management issues, youth developmental needs, program specialty training, and other items of importance to staff. A training session will be conducted by the Director prior to camp that will cover the following: - Program planning - Safety briefings - Supervision/discipline - Working with campers - Lesson plan development - Pool & water safety - Risk Management - Bloodborne Pathogens - Equipment check list - Emergency and operational issues - CPR - Driving Instructors will have appropriate training in the area of discipline including certification as appropriate. References will be secured on each staff member. Checks will be completed before employment and copies of certification placed in employment record. All staff will have safety training from their supervisor. Supervisors must complete a Training Check List on all employees. B. Agents, Adult Volunteers and Teen Counselors All agents, volunteers, and teen counselors have attended the 4-H Camp sponsored training session or have documentation indicating they have been trained as indicated on the 4-H Camp Counselors Training Outline. Copy of Outline is included 23
  25. 25. . . . . . . . . . in the appendix and must be sent to 4-H Camp 2 weeks before unit's camp. This training must include Risk Management 24 and bloodborne Pathogens and total 24 hours of instruction for their role as a volunteer. Each cluster must submit Skill Verification Sheets and on ALL instructors teaching classes and leading activities before their arrival at camp. Letters documenting skills/experience and/or certification must be included. V. CAMP RULES AND REGULATIONS A. ACCOUNTABILITY FOR CAMPERS DURING CAMPING WEEK The accountability for campers ultimately lies with the camping cluster director and the 4-H Center Director. Agents, adult leaders, and teen counselors have responsibility for knowing exactly where their campers can be found and to recognize and report immediately any missing camper. a. It is the responsibility of the camping cluster director to have an accurate listing of the participants in each class. And furnish that list to class instructors. Roll should be called at the beginning of each class session, each day. Only the group director will make changes in the assignment of campers to classes. b. The group director is responsible for assigning campers to tribes. An accurate list of each tribe must be given to the tribe leaders and camp program director for roll call. Only the group director will make changes in camper tribal assignments. c. Roll call must be taken at bedtime - report any missing campers to the Program Coordinator. d. A list of campers, teens, and adults assigned to each cabin must be posted inside by one of the entrance ways and given to the program director on the first day of camp. e. The cluster director is responsible for maintaining a 1:8 ratio of counselors to campers during general camp activities and complying with the Above Suspicion Policy in the cabins and lodges. f. Non 4-H groups responsible for the accountability of their own group & following user group policies as stated in their contract and information sheet. B. RESPONSIBILITIES 1. All agents are responsible for the conduct of their units' participants and their actions during the camping period. 2. All agents and adult leaders are responsible for camp supervision. No one is to be left unattended at any time. C.I.T.'s may not provide supervision. See Camping Handbook for role of C.I.T. 3. The cluster group is responsible for any major damages to buildings, equipment and facilities. A designated person from each cluster will conduct an inspection with the Director and Maintenance Supervisor at 9:30 am on the first day of camp & at the conclusion of camp. The group is responsible for keeping buildings, and grounds clean, neat, and leaving them the way they found them. Graffiti has been a problem and will not be tolerated. Units will be charged for the damage or may arrange to repair the damage. Food and Beverage should not be brought into to the cottages. Food attracts unwelcome pests. 24
  26. 26. . . . . . . . . . C. CABIN/LODGE/APARTMENT INSPECTION 25 1.Beds neatly made. 2.Extra clothes properly placed. 3.Suitcases may be placed at the foot of the bed, under the bed, or in the storage cubicles. 4.All wet towels and bathing suits hung on lines outside of cabin. 5.Lavatories, toilets and showers are to be kept neat. No towels, wash cloths or toilet articles should be left in the bathrooms. 6. Sweep floors properly. 7. Curtains hung properly. 8. No writing on walls, bunks, rafters, or ceilings. 9. No overloaded electrical outlets. 10. Debris off windowsills. 11. Outside area of cabin/lodge frees of debris. NOTE: The cabin/lodge bathrooms will be cleaned before arrival and cleaned daily by the housekeeping staff. The staff will have the responsibility for stocking toilet tissue and cleaning items. In addition, the Camp staff will assume responsibilities for needed maintenance repairs. The cluster director should make a list of needed repairs and give the list to the Camp Coordinator each morning. Any other problems should be reported immediately to the Camp Coordinator for immediate corrective action. D. CHARGES FOR DESTROYED ITEMS The following items will be charged to an individual camper, to all bunkmates, to the county/city extension unit from which you represent or user group: a. Window screens - $75.00 b. Door screens - $125.00 c. Broken window - $100 or cost for new & installation d. Damage to bed frame - $75.00 e. Damage to bed mattress - $135.00 & $15.00 for covers f. Broken room shelf - $25.00 g. Light covers - $30.00 h. Writing or carving on anything - $75.00 plus replacement cost i Putting holes in ceiling - $100.00 j. Damage to picnic shelter tables - $50.00 k. Recharging fire extinguisher $75 l. Other items priced for cost plus instillation Charges will be assessed, unless other arrangements can be made to return the property to its original position. ANYONE CAUGHT PULLING A FIRE ALARM PRANK, DISCHARGING A FIRE EXTINGUISHER NEEDLESSLY, OR PLAYING WITH THE EMERGENCY LIGHTS WILL AUTOMATICALLY BE DISMISSED FROM CAMP BY THE DIRECTOR IN COORDINATION WITH THE GROUP LEADERS. 25
  27. 27. . . . . . . . . . E. JACKSON’S MILL POLICIES, RULES AND PROCEDURES 26 General Rules and Regulations Jackson’s Mill is a beautiful place with facilities offering youngsters wholesome and beneficial programming. These guidelines have been established to protect all individuals and to preserve our facility and it's surroundings. 1. SMOKING IS NOT PERMITTED in any structure at the 4-H Camp. All smoking by adults should be done in designated areas away from campers at the maintenance shop, housekeeping area, kitchen loading dock or back porch of the administration building, or outside the vending area. (See smoking policy) 2. Absolutely no drugs or alcohol on the 4-H Camp property during 4-H camp programs. 3. No pets may be brought into buildings at Jackson’s Mill and pets must be on a leash. 4. Shoes, shirt, pants, shorts, etc. will be worn in dining hall. Wet bathing suits are not permitted. 5. Shoes must be worn at all times. 6. Knives or firearms will not be permitted on the camp property, unless in conjunction with an approved program or event. 7. No wading or swimming in the river, unless in conjunction with an approved program. Swimming permitted at the pool when a lifeguard is on duty. 8. Please respect the property while you are on the premises. 9. No rock or gravel throwing. 10. Stay in approved areas while on the camp property. 11. Please hang all wet items on clothes lines provided. 12. All medications are to be given to the nurse/EMT and dispensed by the nurse/EMT. 13. All vehicles must be parked in designated areas. 14. The pay phone is off limits to campers and teen counselors, unless permission is granted by the cluster group director. 15. The phone in the Camp office may be used by all adults. The Camp will insist that all long distant calls be credited to your credit card or reversing charges. 16. All activities after lights out are discouraged and prohibited. 17. Please refrain from standing on any table or bench located on the property. 18. All campers requiring medical attention must be accompanied to the designated clinic by a teen counselor or adult. 19. No physical or emotional disciplinary measures (punishment) will be tolerated. If any such act of this type is observed, the Director will immediately make arrangements to dismiss the individual from the premises. See Camp discipline policy. 20. Abusive and profane language will not be tolerated. 21. Staff quarters are off-limits to non-camp employees. However inspection of staff areas will occur. 22. Only authorized staff is allowed in the kitchen or maintenance area. 23. Girls' lodges are off limits to boys. Boys' lodges are off limits to girls this includes teens. 24. Archery/Rifle ranges are only used with proper qualified supervision. 25. Teens & campers are not allowed out of the cabins after lights out. Violators will be sent home. 26. NO Camper or Teen is to leave the 4-H Center property without permission from the cluster director and Camp Director. This requires the proper completion of a “Participant Release Form”. Written permission to leave must be given before camp by parent unless there is an unforeseen emergency.. 27. Campers must be supervised at all times. 28. Campers are not permitted to remain in cabins unsupervised. 29. NO visitors are allowed during the week at camp, unless approved, in advance, by the cluster director and the 4-H Center Director. 30. Riverbank - off limits except as scheduled. 31. Ropes Course - off limit except as scheduled. 32. One or more Extension Agent must be on the grounds at all times. 26
  28. 28. . . . . . . . . . 27 Any neglect for these rules, and procedures could constitute grounds for disciplinary actions against the individual in question. The Director, the camping cluster group director and the home agent will comprise the panel to decide disciplinary courses of action. In keeping with 4-H Camp philosophy the following practices are detrimental to our camp programs. Telling "dirty jokes", making suggestive sexual references or using off-color language in the presence of campers. Permitting put-downs of others. Permitting destruction of nature in any form including picking plants and carving into trees. Permitting vandalism of property in any form or littering. Making threats or administering physical punishments. Being under the influence of or in possession of any drugs or alcohol. Allowing radios, TV's to be played when they will distract from the program or natural setting. Permitting (or making) inconsiderate noise or disturbances in the cabins after "lights out" and before wake up time. Drinking soda, eating candy, or having any special privileges when campers are not allowed to have them. The following guidelines should help Extension personnel work professionally with problems that occur at the 4-H Camp. 1. There is no one, or correct, answer to any problem in this area. Circumstances vary and each case must be considered on the basis of its circumstances. The following are general suggestions: (A) If the problem is within the 4-H group, we should try to correct immediately. If a person from a county other than your own is involved, that agent from the other county, should be informed and involved. If the problem is with outsiders (other than those associated with the 4-H camping group, call the police immediately and allow them to handle the situation. (B) If an individual is to be sent home, the agent or Program Director should call the parent or guardian and explain the situation in the presence of the individual. Never send a 4-H'er home by him/herself. Parents should come and pick up the child. A person under heavy influence of drugs or alcohol should never be left alone. The camp EMT should be consulted for recommendations as to proper care and safety. The call to the parent and picking up of the 4-H'er should be as private as possible and in a setting that will be least embarrassing and least disruptive to the program. (C) When investigating the situation in regard to drug and alcohol use, two Extension people (or adults) should be involved. This might provide protection for you and the program at a later date in terms of what was said and done. The cabin counselor or junior leader might also be involved. (D) Depending upon the seriousness of the situation, the Director and State 4-H Office should be informed of the situation and of potential action to be taken. E) Extension agents should make notes describing the situation, action taken and record names of those involved including witnesses. (F) After the incident, if the situation warrants, Extension personnel responsible for the program may want to visit with the family and 4-H'er for further discussion. (G) If all participants are to be informed of the problems, avoid a general announcement to the entire camping group. Counselors should be informed and instructed to explain and discuss with their campers the situation in question. Be sure that all counselors have the same facts and tell the same story. 2. There are limitations in searching without permission. The first approach should always be an explanation of the situation and a request to look in the presence of the individual(s) involved. Remember when this situation arises, two 27
  29. 29. . . . . . . . . . 28 Extension persons or adults must be present. If the individual refuses, then notify the parents first and at last resort call the police and request assistance. CAMPER RELEASE POLICY In order to release campers or teens from camp during the camping session for illness, homesickness, family emergency, or discipline problems a CAMPER RELEASE FORM must be filled out and signed by: 1. Cluster Director 2. Program Coordinator 3. Camper 4. The Adult the camper is being released to No camper will be released except in case of emergency without a pre-written permission note signed by the campers legal guardian stating: 1. What time the child will be leaving. 2. Who will the child be leaving with. 3. When the child will be returning (if they will be returning). This note must be received at camp upon the campers arrival and should be handed in with the medical forms. Leaving camp for baseball games, swimming meets, parties, etc. is disruptive to the camping program and should be discouraged. Camper Release Forms maybe obtained from the Program Director. H. JACKSON’S MILL "VISITOR" POLICY All visitors are to report to the office for check-in procedure. Staff will determine the purpose of the visit and further determine if a camper should be located and brought to the office or the visitor directed to the supervising agent. Visits should be arranged in advance and discussed with the camp Program Director. All day instructors should sign in and out of the office daily for accountability purposes. VI. ACTIVITY GUIDELINES A. SWIMMING POOL 1. Swimming will not be allowed without a lifeguard. 2. The lifeguards should hold a valid WSI (Water Safety Instructor) certificate or equivalent to teach swimming. 3. Swimming activity supervision is the responsibility of the lifeguards. There should be a minimum 1 - 33 ratio of staff to campers maintained at the pool. For free, swim during camp a minimum of 3 lifeguards and 3 lookouts will be on duty. 4. There will not be running in the swimming area. 5. There will not be diving off the edge of the pool. 6. Non-swimmers should stay in the area designated for non-swimmers. 7. Campers and staff will be tested for swimming ability. 8. Campers and staff will be instructed as to the area(s) in which they are allowed to swim. This will be determined by the swimming ability test. 9. The swim area will have designated swim ability areas. 10. Periodic rest breaks will be given during swimming activities. 11. The lifeguards on duty will make sure a first aid kit, rescue can and backboard are present whenever the pool is open. 12. During free swim periodic camper counts will be taken. 28