SportRisk

Youth Camps: Course Outline

WEEK 1: Structure and Philosophy

a) Camp Assessment
What is your camp philosophy?

•   Fun vs. revenue generator vs. community relations – or combo?

What Type of Camp Will/Do You Offer?

• Types of camps
  Day camp vs. Week camp?
  Residence component?
  Sport; recreation activity?
  Pure Academic camp (e.g. Mini-University) or activity camp with academic component?
• Program offerings
  Age Groups/population served
  How young/ how old?
  How do you package offerings (e.g. pool time for all?)

b) Camp Operational Structure
Staffing

• Essential Positions
  Director
  Counselors
  Counselor in Training Programs
  Specialty staff

• Qualifications
  Skill set, credentials
  Age Requirements
  Specialty Areas

• Job Descriptions for all staff: Six Key Elements
  Position Title; Supervising Position; General Responsibilities; Specific Responsibilities; Essential Functions; Qualifications
• Guidelines for Hiring
  Applicant Pool
  Interview Process
• Monitoring Performance
  Performance Appraisal
  Guidelines for Firing

c) Camp Program Audit

WEEK 2: Camps Management

a) Data Collection

• Collecting, securing and storing documents
  Electronic vs. paper
  Securing confidential documents e.g. medical docs
  Storing documents e.g. consent forms; permission forms
  How long do you store material?

• Participant Documentation
  Medical Information Form
  Allergies; other Medical Issues
  Medications and medication scheduling
  Plan for storing and dispensing meds
  Who reviews forms?
  Security of Forms
  Tie-in with Emergency Response Plan

• Medical Issues
  Handling medications

b) Supervision and Instruction

• Ratios
  What is your camper to counselor ratio?
  Investigate state/provincial guidelines for childcare.
  American Camping Association standards
  Are ratios different for camp setting or activity offered?

• Protocol in program area
  Example of waterfront activities, what is expected of staff
  What is staff role with ‘expert/certified’ staff at activity site

• Pre and post Camp supervision

• Buddy Checks/participant matching
  Supervision during transition times between camp activities
  Lunch coverage
  Awareness of camp group size and rest of staff in relation to you

• Lesson plans
  Curriculum with natural progression for camp activities

c) Training

• Pre-camp training/orientation
• In-service Training
• Sexual Harassment etc.
• Emergency Response

d) Parent Communication

• Types of Communication
  Initial program information (marketing)
  Sign offs
  ‘Client’ information (e.g. ‘Parents Survival Guide’)
  Medical Insurance requirements
  Parental sign off
  Parental consent/ waiver
  In case of medical emergency
  Photo permission
  Special instructions (e.g. medications; behavior)
  Permission to dispense medications

e) Program Ideas & Resources

• Cool Program Ideas

• Staff Manuals

• Checklists (e.g. Registration Day; Sign in/out; Body Counts etc.)

d) Camp Management Audit

WEEK 3: Managing Risk

a) Emergency Response Plan

• Procedures in place?
  Central facility role; camp staff role

• Role of Clinic/ AT’s (if applicable)
• Who needs to be trained in what?
• Emergency equipment
  First Aid kits (location and stocking)
  AED machines

• Missing camper procedures

• Dealing with the elements (e.g. heat related issues for campers and staff)
• Emergency Communication protocols
  University; parents

• Accident reporting
  Accident Report Forms

• Follow-up procedures
  University; parents; camper

b) Security Issues

• Sign in-out
• Background checks
• Data collection

c) Facilities & Equipment
Are Facilities and Equipment appropriate, adequate, safe?

• Age appropriateness
  Modifying facilities for different age groups

• Shared usage
  Ensuring facilities are safely split into sections for shared activity use

• Specific use of area
  Using specific use facilities for activities not designed to handle

• Attractive nuisances and Facility hazards eliminated
  Ensuring these are identified and isolated (e.g. trampolines)

• Inspections of Facilities and equipment
  Implementing an inspection protocol and inspection frequency

• Equipment checkout procedures
• Purpose of product/manufacture guidelines for use
  Modification of equipment

• Emergency equipment in place (covered in more detail in ERP section)
• Communication Equipment in place and functional
  Walkie-talkies; cell phones; megaphones
  Staff communication protocols

d) Human Resources Issues

• Insurance
  Camp; participant, travel, outside contractor
  University insurance requirements?

• Review Labour Laws
  Age requirements

• Volunteers
• Harassment
• Other HR Issues e.g. Social Networking

e) Camp Risk Management Audit

WEEK 4: Optional Week

a) Transportation

• Field trips
  Vehicles; drivers; passengers
  Travel policies
  Supervision
  Emergency response plan (en route/off-site)
  Planning tools

b) Residential Camps

• Urban vs. rural
• Residences policies and procedures
• Staffing
• Supervision issues
• Additional programming