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