Welcome to the AFAA Camp 2012 Orientation Presentation. We thank you for your involvement in this important program!
Because Safety is our #1 concern, volunteer orientation is mandatory for all Camp Volunteers.
AFAA Camp was 6 years in the making, coming to fruition in 2010 as the first and only food allergy camp in the United States. Since then, organizations in other states have been motivated by AFAA Camp to start less complex food allergy camp programs. This year marks year 3 of our pilot program.
AFAA Camp is unique in accommodating campers with any type of food allergy – not just major 8 allergens – and other dietary restrictions such as kosher, vegetarian, and vegan diets. AFAA Camp is also unique in accepting child and parent campers.
AFAA Camp is unique in many respects. It is deliberate in its inclusiveness and unmatched in its commitment to camper safety.
AFAA Camp will take place at the Voyageur Environmental Center just west of Mound, Minnesota. Driving directions and maps are at the link shown on your screen, which you can cut and paste after the orientation presentation.
AFAA Camp uses a number of the facilities at Voyageur Environmental Center, as seen on this map. Cabins are climate-controlled, with electricity, private toilet area, private shower area, front deck, and comfortable bunk-beds with allergy/asthma-friendly mattresses.
AFAA Camp caps registration due to the complexity of medical management, allowing steady growth in attendance each year. Cabin assignments are based on gender.
AFAA Camp Staff wear yellow scarves, which are easily identifiable by young campers who are not likely to remember names or be able to distinguish between staff and adult campers. Medical Staff will wear blue scarves. Staff will pick up scarves and nametags upon arrival to AFAA Camp.
AFAA Camp is a weekend camp, but is jam-packed full of activities!
In case of rainy weather, alternative activities are planned for the campers. There will be printed copies of the final schedule at the camp.
Activities, music, and food allergy education are integrated with the Camp program objectives.
Rainy day alternative activities include group games, yoga, campfire in one of the indoor fireplaces.
When campers and their parents arrive, they proceed first to a check-in table on the main floor of the lodge. After reviewing paperwork, they are sent to the physician for a private health and medical check-in. The physicians will examine campers for asthma, communicable health concerns, and review medications. After visiting these stations, overnight campers will take their belongings to their cabins.
Volunteers need to read all the forms and procedure sheets prior to camp. They are available to read at www.minnesotafoodallergy.org/campforms
All staff and volunteers should remember to adhere to confidentiality policies. Campers’ information should NOT be discussed, unless it is to share information with camp physicians or AFAA Camp Directors. Campers may share their own information independently or in discussion groups if they freely wish to do so.
Food Allergy Education is a key component of AFAA Camp. Physicians and staff will teach kid and parent campers about reactions and autoinjector use, and also about the Meal Line and Snack Time. Campers will be coached while proceeding through the meal line to ask about ingredients, read ingredient labels, and to spot potential cross-contamination. Eating and cleaning procedures continue the education of campers.
This slide outlines the communication chains for various situations and various questions, which you should become familiar with. Specific staff will respond to certain questions.
2012 AFAA Camp will be managing Milk, Egg, Peanut, Treenut, Fish, Shellfish, Wheat, Rye, Barley, Oats, Sesame, Sunflower, Lentil, Pea, Artichoke, Garlic, Eggplant, Lamb, Pork, Beef, and will be accommodating Vegan, Vegetarian, Kosher diets. AFAA Camp will be managing these allergens and ingredients derived from them. Camp staff and volunteers will avoid these bringing these allergens on-site, will monitor potential exposure to any allergens, and will familiarize themselves with the symptoms of a reaction. Please remember that it may be difficult for a child to describe the symptoms they are experiencing and may use unusual descriptions.
Medication and medical records will always be in the possession of a physician, unless campers have been given permission to carry their emergency medications themselves. The physician will distribute medication to campers. At night medications and records will remain with physicians, who will be sleeping in the cabins with campers.
Epinephrineautoinjectors – or “epi” - need to stay at room temperature at all times. Removing the cap activates the autoinjector, even if the cap is replaced. Inject into the thigh with a swinging motion, going through pants or skirt. The autoinjector should remain in place for 10 seconds. The injection site should then be massaged for 10 seconds. The patient should not stand or walk because of the risk of serious blood pressure drop - they should instead sit or lie down. 911 should be called immediately because epinephrine may help only 10-20 minutes.
Physicians will review campers’ medical forms and then check that medications accompanying the camper match the medication on the camper’s medical history form. They will also check time of drug administration and expiration dates. Finally, the physician will discuss use of the medications with the camper, confirm ability to self-carry if applicable, and then place medications in labeled bag and store in medication box that travels with physicians at all times.
Physicians will listen to lung function, check for highly communicable conditions, and observe cuts or bruises that may need monitoring.
Health check-out procedures include matching medications to campers and giving the medications to campers’ guardians or parents.
Physicians’ duties are essential to the well-being of campers. Duties include administration of medications; possession of medications and medical files; responding to emergencies; medical assessments and oversight; check-in and check-out procedures; and post-camp evaluation of AFAA Camp procedures and forms.
In the case of a minor medical situation, the M.D. will be alerted by one leader while another leader stays with campers and keeps activities flowing. Following this, a medical incident report will be filed.
A major medical emergency necessitates communication to AFAA Camp Directors and Voyageur Directors. Voyageur staff will guide EMS vehicles into and through the campground if the emergency requires ambulance service. A designated Camp Director and/or camper’s parent will accompany camper to hospital.
Because of the 2002 law that AFAA spearheaded, all Minnesota ambulances are equipped with epinephrine, along with oxygen and defibrillators. In advance of AFAA Camp, the Voyageur Environmental Center Director communicates with Ridgeview Medical Center to alert them of our food allergy camp.
Allergen cue cards and dialogue coaching are two key components to mealtime.
Adults will be assigned specific duties to ensure that safety is foremost.
Hand washing is one of the most important practices to avert reactions to allergens and illnesses due to pathogens on a person’s hands. After washing hands, campers will need distractions while waiting for their turn at processing through the buffet table.
Proceeding through the meal line is one of the key learning activities created by AFAA Camp. Meal line procedures are absolutely critical to camper safety!
The Allergen Cue Card is held by the adult escorting the child camper through the buffet line, and is used to prompt ingredient questions and to oversee that the camper does not inadvertently take any allergenic food. Campers should not be permitted to reach for food in the buffet line: food safety protocols require that food be dished up by the cook or the cook’s assistants or escorting adult.
These food safety and food allergy-safety procedures are key to safe meals. Note the yellow tent card in the photo indicating that the table is clean and ready to use.
Common courtesies make AFAA Campers good guests at Voyageur Environmental Center.
Campers will be assigned cleaning jobs to do after meals.
A systematic plan makes clean-up faster. Campers learn about howcross-contamination can occur by common methods of cleaning, but are neverendangered by practicing a food allergy conscientious method at camp.
Campers learn fire safety and food safety during the fun evening campfire/marshmallow roast. AFAA staff and volunteers always put camper safety first.
Safety procedures ensures a memorable evening around the campfire.
Campers and their parents must sign an agreement outlining behavioral expectations. This is part of their registration materials submitted prior to attending camp.
If a camper engages in inappropriate behavior, there is escalating approach to match the seriousness of the behavior. Ideally a camper can be redirected with a minimum intervention so that escalation of consequences is not necessary. Always document incidents and action taken and place in spiral notebook and discuss with Camp Directors. Extra forms will be available in each cabin as well.
Campers of all ages will appreciate the beautiful, strong bunkbeds in the cabins, but here are some rules for their use.
Campers should be encouraged to take responsibility for keeping cabins clean. Tasks are quick and easy, but make a difference in appearance and safety, and provide a sense of pride and community.
Cabin leaders should encourage campers to settle in quickly and efficiently.
Nighttime and morning require procedures for both comfort and safety.
Because safety is AFAA Camp’s number one concern, all volunteers and staff need to provide a signed confirmation of orientation form to AFAA by fax or by mail. This is available at www.minnesotafoodallergy.org/campforms along with other camp forms referred to earlier in this presentation. Thank you in advance for sharing your time and talents to create a treasured experienced for food allergic campers!
AFAA camp 2012 volunteer orientation
AFAA Camp 2012A Camp for Food Allergic Kids and Their FamiliesVOLUNTEER ORIENTATION
HISTORY No safe camp for kids with food allergies 2004 Planning Discussions began Site visits Camp Fire organization’s Camp Ojikita other Minnesota camps 2009 Voyageur Environmental Center (Boys & Girls Club) AFAA IS THE FIRST FOOD ALLERGY CAMP IN THE U.S. – AND IS THE ONLY OVERNIGHT CAMP IN THE COUNTRY
MISSIONThe purpose of AFAA Camp is to provide a camp experience forchildren, who - because of their food allergies - might otherwise beunable to safely participate in a mainstream camp program.
OBJECTIVES1. Provide a safe camp experience for children with food allergies.2. Provide leadership training for food allergic teenagers & young adults.3. Provide food allergy & anaphylaxis education for children, their siblings and their parents.4. Promote improved self-care, self-image and independence for children with food allergies.5. Normalize food allergies among a group of peers.6. Reduce anxiety in parents.7. Provide respite from social & medical stressors involved in participating in group functions.8. Provide an opportunity for parents to network with each other to gain mutual emotional and social support.9. Interact with nature and gain appreciation of the environment.10.Engage in traditional camp experiences.
UNIQUENESS – INCLUSIVENESS & SAFETY Age Range All Allergens (not just “Major 8”) Day-camp & Overnight Options Parents Encouraged to Participate (family camping or volunteering) Physicians on-site 24-Hours; EMS Prepared to Respond Certified Food Managers Food Safety Inspections Score Food Safety Trainer Walk-Through Dietitian Review Specified Products & Companies Used Staff & Volunteers Trained
WHEN & WHERE June 9, 10 (Saturday – Sunday) Voyageur Environmental Center 7000 County Road 15; Mound, Minnesota 55364 (just west of Minnetrista) http://www.campvec.org/Contact_Us.html
2012 STAFF Sadie Atkinson, FEEDS Facilitator & Health Intern Dr. Ramalingham Arumugam, MN Gastroenterology* Lynn Gabriel, Celiac Disease Foundation Twin Cities President Lars Johnson, FoodSafetyGuy Food Safety Trainer Terry Justin, L.P.N. Anne McLellan, AFAA Camp Director Nona Narvaez, AFAA Executive Director˚ Dr. Mee Lee Nelson, Southdale Pediatrics Dr. Jennifer Oldham, Healthpartners Dr. Nancy Ott, Southdale Pediatrics*˚ Jeff Schaefer, AFAA Co-Founder˚ Kristi Winkels, R.D., L.D., Eating With Food Allergies* Numerous Activity Volunteers*AFAA Medical Advisory Board Member ˚ AFAA Board of Directors Member
SCHEDULE - SATURDAYTime Activity8-8:45am Camper check-in8:45-9am Ice breaker string game9-9:30am Group welcome & orientation9:30-10:15am Special speaker & group interaction10:15-10:30am Snack break10:30-10:45am Camp cheers10:45-11:45am Archery11:45am-1pm Lunch & preparations/cleanup1-2pm Music or alternative2-2:15pm Prep for water activities2:15-3:15pm Canoeing3:15-4:15pm Snack; Swimming4:15--5pm Cabins to change5-6pm Dinner & preparations/cleanup6-7pm Hike7-8:45pm Campfire: marshmallows, singing, stories8-8:30pm Day campers check-out8:45pm- Cabins for bedtime prep
SCHEDULE - SUNDAYTime Activity7-8am Wake, clean up, packup8-8:15 Flag raising8:15-9:30am Breakfast9:30-10:15am Music or alternative10:15-10:45am Field Games10:45-11:15am Thank-you craft11:15-11:30am Snack11:30-11:45am Closing Program11:45am Evaluations & check-out12:15pm Staff clean-up
RAINY DAY ALTERNATIVES Indoor group games Yoga Nature Activities Indoor campfire
STATIONSCampers, upon arrival or departure visit these stations: Check-in/Check-out Health/Medical Cabins (or lodge for day campers) Lodge Area for first activity
FORMS Communication Chart/Emergency Numbers Cabin Roster Incident Forms Behavior Forms Special Considerations noted on Camper’s registration Teen Document of Services Form Othersavailable at www.minnesotafoodallergy.org/camp/formsPlease read before arriving at camp!
CONFIDENTIALITY Volunteers may not discuss or share campers’: Medical information Educational, demographic, religious information Volunteers may share information with M.D.s , Camp Director, AFAA Directors Campers may share their own information independently or in discussion group. This is okay.
EDUCATION FOR CAMPERS Food allergy reaction symptoms Autoinjector use (when/how) Meal Line with Meal Cards, Snack time Make asking about ingredients routine Teach questions to ask (specific to each camper) Familiarize campers to label reading (ingredient lists & warning statements) Expand understanding of cross-contamination Train about management of allergens through allergen (not camper!) segregation, cleaning procedures, discussion
COMMUNICATION Medical Emergency on-site M.D. 911 Nona/Jeff and Keith; M.D. parent (if applicable) Medical Need M.D. Anne or Nona/Jeff or Keith if ice bag or other first aid supplies are needed Medical Question M.D. Cabin Issue Nona/Jeff/Anne Keith Food Question Nona/Cook Weather Monitoring: Voyageur Staff Nona/Jeff Anne Cabin Leader campers General Question Nona/Jeff/Anne
HEALTH ISSUES FOOD ALLERGY TRIGGERS 2012 Campers –Milk, Egg, Peanut, Treenut, Fish, Shellfish, Soy, Wheat, Rye,Barley, Oats, Sesame, Sunflower, Lentil, Pea, Artichoke,Garlic, Eggplant, Millet, Vinegar, Lamb, Pork, Beef ADDITIONAL DIETARY RESTRICTIONS 2012Vegan, Vegetarian, Kosher REACTIONS SYMPTONS (Note: child may not have ability to verbalize sensations!)Abdominal pain, Vomiting, Diarrhea, Swelling (edema),Itching (hives), Coughing, Throat tightness, BreathingDifficulties, Lightheadedness, Skin redness & Nasaldischarge/watery eyes (the latter symptoms are lesscommon)
MEDICATION Reviewed and recorded by M.D. Distributed by M.D. with/without nurse’s or Directors’ assistance M.D. quizzes campers on knowledge of medications each distribution time Stored in carrying container with camper’s medical information Exception: when campers carry own medication per parent authorization Kept with M.D. - near campers - at all times, day/night
EPINEPHRINE AUTOINJECTORS Brands: Epi-Pen, Twinject, Adrenaclick Athough M.D.s are with campers at all times and will administer all routine and emergency medications, AFAA Camp staff and volunteers must know when and how to use epinephrine autoinjectors as well.
HEALTH CHECK-IN PROCEDURE1. Greet and confirm name of camper2. Match camper with their registration forms3. Check that these forms are present and completed (if applicable to camper): 1. Anaphylaxis Form (if applicable) 2. Asthma Form (if applicable) 3. Medical History Form (pages 4-5 of registration forms) 4. Emergency Medication Form (page 6 of registration form)4. Check that medications with camper match medications listed on Medical History Form 1. Note time of administration on Daily Administration Forms 2. Check expiration dates 3. Discuss with camper importance of taking medications (i.e. teaching “why”) 4. Confirm camper’s ability to self-carry (if applicable per p. 6 of registration forms) 1. Note self-carry container/bag and its location 5. Place medications in bag labeled with camper’s name & content list; file in box
HEALTH CHECK-IN PROCEDURE5. Listen to lung function: 5. Campers with compromised lung function should be medically treated as appropriate (e.g. albuterol) 6. If necessary, camper’s guardian/parent should be directed to seek further medical help immediately6. Check for highly communicable condition: 5. Lice 6. Ringworm 7. impetigo7. If highly communicable condition is present: 5. camper must be given instructions for OTC treatment (and bedding/personal item care, if applicable) 6. camper must return home for same-day treatment if camp or camper does not have the means to treat condition 7. camper can return to camp after same-day treatment has been administered 8. discussion should be discreet between M.D. and camper’s guardian/parent8. Check for cuts or bruises that may need care or observation
HEALTH CHECK-OUT PROCEDURE Greet and confirm name of camper Match camper with their medical forms Check that medications match medication list on bag Confirm guardian/parent identification Return medications to camper’s guardian/parent Provide follow-up advice if applicable Invite camper to return to AFAA Camp next year
M.D. RESPONSIBILITIES Medical Check-in when campers arrive Administration of medications throughout the day Possession of camper medications and medical files During activities In cabin at nighttime Locked whenever possible Within appropriate temperature parameters Respond to medical needs as they arise, including emergencies Determine if & when a camper’s medical situation requires them to return home or seek additional off-site medical care Medical Rounds Bedtime Assessments and Care Medical Check-out when campers depart Evaluate procedures and forms for subsequent AFAA camp sessions
MEDICAL INCIDENTS In the event of a minor medical situation: M.D. will be alerted by one Leader while other Leader stays with kids and keeps activities flowing Medical incident report will be filed
MEDICAL EMERGENCIES In the event of a major medical situation: M.D. will be alerted by one Leader while other Leader stays with kids and: keeps activities flowing OR removes kids to another location & activity (to distract, calm kids & be away from emergency attention) AFAA Camp Directors will be alerted (Nona, Jeff, Anne) Voyageur Director will be alerted (Keith) 911 will be called if necessary Situation will be conveyed as clearly as possible (e.g. “Camper is experiencing anaphylaxis.”) Designated camp Director will accompany camper (with parents, if applicable) to medical facility Medical Incident report will be filled out by medical staff as soon as possible Staff will talk with campers to calm, reassure, & address concerns
MEDICAL EMERGENCIES CONT’D All Minnesota ambulances are equipped with epinephrine, oxygen, and defibrillators. Campers would be transported to Ridgeview Medical Center, which is 11.44 miles (16 minutes) from the camp. In the event of needing to transport a patient upon doctor’s orders, the hospital is also equipped with medical helicopters for patient transport to Children’s Hospitals in Minneapolis or St. Paul, or to Hennepin County Medical Center.
MEALTIME OVERVIEWAllergen Cue CardsBuffet-line teachingWaiting line distractions/activities2 adults at each table!M.D. & Volunteer Staff supervise at all timesTables segregate allergens – not campers!Clean-up procedures
MEALTIME SAFETY: Adult Supervision Assignments Buffet line escort-educators for every child adults per table (2) room overview (2) Monitor garbage re cross contact of food & paper towels (1) Monitor scraping (1) Monitor that everyone takes new plate for seconds (1) Monitor allergen table (1) Bathroom/hand washing (2 minimum, more depending on #) Gather and take children needing post-meal medication to physician (2)
MEALTIME PROCEDURES - Handwashing1. Cabin and Activity Leaders take campers to lodge bathrooms (basement level) for handwashing 15 minutes before mealtime 1. Handwashing 1. includes soap 2. includes hands under running water for 30 seconds 3. includes thorough drying 4. includes care in keeping hands clean in interval between washing & eating 5. Dry floor with paper towels if floor gets wet (Wash hands again after wiping floor)
MEALTIME PROCEDURES –Waiting in Line2. Campers and Leaders line up by cabin group in lodge hallway outside of dining room (do not enter dining room until invited in)3. Campers sing & do hand clapping games while waiting to go through buffet line
MEALTIME PROCEDURES –Buffet Line 4. Campers will be invited to go through buffet line 2 at a time with one Leader (midway through the buffet line, the next 2 campers may start the buffet line) 1. Based on camper’s cue card allergen list, Leader will cue camper to: 1. habitually ask “Is [specify allergen] in this food?” 2. look at labels for allergenic ingredients 2. Leader will encourage camper to taste a variety of foods (even if a small amount) 1. for a balanced diet 2. to try new things
MEALTIME PROCEDURES CONT’D5. Parents who have more than one child will need Leaders to assist them6. Remember that no-one except on-duty certified FSM are allowed in kitchen7. Campers will sit at any eating table (but not activity tables) with the exception of tables that allow their allergens (indicated by tent cards or other signs)8. Two adults will sit at each table9. Two children can visit the restroom at a time (no-one is to go alone), supervised by an adult10.Campers may have 2nd & 3rd helpings USING A CLEAN PLATE11.Campers follow Clean-Up procedures (separate sheet)12.Campers will wash hands after Clean-Up tasks are completed
MEALTIME CLEAN-UP PROCEDURES Scrape scraps into garbage can Put dirty dishes appropriate locations Put garbage & recycling in appropriate locations Wipe tables with paper towels and cleaning spray Sweep floor WASH HANDS
MEALTIME CLEANERS Sweepers (depends on # of brooms) 2-3 table sanitizer sprayers (spray towels not tables) Chair movers and chair/table wipers the rest)
MEALTIME CLEAN-UP PROCEDURES CONTINUED Clean table first. Spray sanitizer onto paper towels (2-3 campers will be designated per to do this task). Wipe tables in a single strokes for each side of paper towel (this prevents cross-contamination). Throw out paper towels in garbage. Remove chairs from under table before sweeping. Sweep under table. Wipe front, back, edges and seat of chairs as needed. Return chairs to tables. Sweepers finish around chairs, then walking areas (N /S/E/ W) starting together at one end of table area to opposite end of room.
MARSHMALLOWS/CAMPFIRE1. Two hours prior to campfire, area will be sprayed with yard insect repellant2. Campers at-risk for asthma should have albuterol administered prior to this activity.3. Instruction on FIRE SAFETY will be given by staff prior to this activity.4. Instruction on FOOD SAFETY will be given by staff prior to this activity.5. Campers will be supervised at all times, and discouraged from rowdy behavior.6. Campers should stand on side of campfire facing downwind.
MARSHMALLOWS/CAMPFIRE7. Disposable gloves used by staff to hand out each type of marshmallow, with glove disposal between distribution of different types (marshmallows and forks may be color or shape-coded).8. Campers will roast in groups according to dietary needs to prevent cross contamination.9. Groups will be rotated.10. All participants will wash hands after roasting/eating marshmallows
CAMPER RESPONSIBILITES Campers are responsible for their actions. Campers must respect themselves, other campers and adults, camp equipment and facilities, and the environment. Campers will demonstrate communication, cooperation, & caring. The following is Not Permitted by campers: Leaving an activity without permission or without adult supervision Endangering the health & safety of children or staff in any manner Smoking, alcohol or illegal or inappropriate drug use Theft or destruction of property Profanity or vulgar language (swearing) Hostile language towards others (name calling, teasing, disparaging comments) Weapons of any kind Inappropriate physical behavior (i.e. in a sexual manner or threatening gestures or body language, fighting)
DISCIPLINEWhen a camper does not follow the behavior guidelines, ParentLeaders or Staff or Volunteers will take the followingaction/steps: Indirect redirecting behavior (changing camper’s focus) Verbal redirecting of behavior (“please stop…” or “please do….”) Require camper to stand or sit by an adult leader Remove camper from activity Initiation of formal evaluation of behavior for possible dismissal Dismissal from camp (camper fees – including those of accompanying family members - are non-refundable if a camper is sent home for disciplinary reasons).
BEDS & BUNKBEDS Campers may choose their own bunkbeds Family campers (mothers with daughters; fathers with sons) have first priority for beds in the lofts Campers should not be allowed to leap from top bunk to top bunk In case of severe weather, do not leave the cabin: instruct campers to take shelter under bunkbeds
CABIN LEADERS – TASKS FOR CAMPERS Tidy your bed Put your clothes and things away after use Hang wet clothes and towels on clothesline Wipe counters Sweep floor Turn off lights and fans when no-one is in cabin Ask how you can help!
CAMPERS’ GOOD NIGHT ROUTINE Did all campers in the cabin: Brush teeth? Yes No Use the toilet? Yes No Was the volume of campers: Soft Medium Loud Were campers “reliable raccoons” (i.e. on task)? No “Sort-of” You betcha! What time did your cabin turn out the lights and lock the door?
CABIN LEADERS – NIGHT & DAY Encourage campers to use toilet before bedtime (tired children sometimes do not wake at nighttime even when they need to relieve themselves) Close cabin doors and set alarm (this is to alert cabin leaders if a sleepwalker opens a door) Keep cell phones ON and FULL VOLUME (in case of medical situations, it may be necessary to communicate with individuals in other cabins) Wake early enough for washing, dressing, and getting all campers to deliver their belongings to the lodge porch and then get to the flagpole on time for flag-raising
CONFIRMATION OF ORIENTATIONA Confirmation of Orientation form, and other forms referred to inthis presentation are at www.minnesotafoodallergy.org/camp/formsTo verify that you have read and listened to AFAA Camp 2012Orientation Presentation, please sign and send the verification formto AFAA office By fax at 651 646-1421 or by scan to firstname.lastname@example.orgBecause orientation precedes camp, AFAA Camp volunteers will hitthe ground running once on-site! Thank you for taking the time toprepare for this important and exciting endeavor!