Increasing 4-H Camp Safety Utilizing a Risk Management Process and American Camping Association Standards

1
Increasing 4-H Camp SafetyUtilizing a Risk
Management Process and American Camping
Association Standards

• Richard Pulliam, Center Director
• Holiday Lake 4-H Educational Center
• Barry A. Garst, Extension Specialist
• 4-H Staff Development and Camping

2
Why this session?

• New staff involved in camping programs
• ACA Standards are a process
• Questions from the field related to camping and
  risk management
• Provide up-to-date information and identify
  concerns

3
What are your expectations?

• Why did you choose to attend this session?
• What are your major concerns and/or questions
  related to risk management, ACA accreditation,
  and Virginia 4-H camping?
• What do you hope to learn from this session?

4
Overview

• American Camping Association (ACA)
• Relationship between ACA Accreditation and
  Virginia 4-H Camping
• Overview of ACA Standards and Accreditation
  Process
• Most Challenging ACA Standards
• Extension Agents role in the Accreditation
  process
• Flowchart for New 4-H Camp Programs
• What would you do?
• Questions and Answers

5
American Camping Association

• Private, non-profit educational organization
• Only nationwide organization that accredits all
  types of organized camps
• Diverse membership in 50 states
• Dedicated to enriching the lives of children and
  adults through the camp experience

6
AbbreviatedHistory of ACA Standards
Several organizations merge to create ACA
Day camp standards adopted
Standards for physically disabled adopted
Camp standards revised slightly due to ADA (1990)
1935
1956
1974
1992
1950
1972
1990
1998
Timeline
Personnel and program standards adopted
Council of Delegates adopts a complete revision
and restructuring of camp standards
Standards reviewed by Standards Review Committee
Revised set of health and safety standards
adopted
7
Purpose of ACA Accreditation

• To educate camp owners and directors in the
  administration of key aspects of camp operation,
  particularly those related to program quality and
  the health and safety of campers and staff.
• The standards establish guidelines for needed
  policies, procedures, and practices.

8
ACA Accreditation Camping is defined as

• A sustained experience which provides a
  creative, recreational, and educational
  opportunity in group living in the out-of-doors.
  It utilizes trained leadership and the resources
  of the natural surroundings to contribute to each
  campers mental, physical, social, and spiritual
  growth.

9
Why is ACA Accreditation Important?

• Helps camp directors maintain a safe environment
  according to best practices in the camp
  industry
• Assists parents in identifying camps that meet
  high standards (ACA Camp Guide)
• ACA standards are recognized by courts of law and
  government regulators as THE standard of the camp
  industry
• Additional level of protection in the event of
  lawsuits (documentation, process)

10
ACA Accreditation and Virginia 4-H Camping

• ACA Accreditation is part of the overall Virginia
  4-H camping risk management process
• Virginia 4-H, in cooperation with each 4-H
  Center, established a goal to have each 4-H
  Center accredited through ACA
• Support of the VT Office of Risk Management
• Positively impacts insurance rates
• Protects participants, volunteers, staff, Board
  of Directors, and Virginia Tech

11
ACA AccreditationProcedures

• Every 3 years
• Application for visit
• Pre-visit
• Recommended but not required
• Visit
• Primary and associate visitors
• Scoring
• Notification of the accreditation decision
• Review and appeal (if necessary)

12
ACA AccreditationModes of Operation

• Day Camp
• Camper goes home to parent/guardian each night
• Resident Camp
• At least 5 days (4 nights)
• Camp is responsible for campers 24 hours/day
• Short-term Residential
• 3 nights or less
• Rental/Lease
• Other camps, groups, programs rent facilities

13
ACA StandardsIn Loco Parentis vs. Landlord

• In Loco Parentis
• in place of the parents
• Applies during all programs in which volunteers
  and staff are responsible for youth and have duty
  of care

• Landlord
• Applies during rental or lease situation
• The rental/lease group has responsibility for
  all participants

14
ACA StandardsOverview of the Standards

• Standards at a Glance (see handout)
• Six (6) sections
• Site and Food Service
• Transportation
• Health and Wellness
• Operational Management
• Human Resources
• Program Standards

15
ACA StandardsLevel Differences

• Mandatory standards
• Compliance is required for accreditation,
  regardless of scores on other standards
• Immediate corrective action
• DNA (does not apply)
• Standard
• Interpretation
• Compliance Demonstration

16
ACA StandardsScoring

• 10 sections that are scored
• A minimum 80 must be achieved within each
  section
• Some sections are sub-divided
• 80 requirement also applies to the sub-sections
• Scores are weighted for each standard
• Weights are unknown to camp directors and
  visitors
• Scoring is maintained at the national level

17
ACA StandardsMost challenging standards on the
national level

• PD-6 (Program Goals and Outcomes)
• Need specifics related to identifying, training
  and evaluating outcomes (behavior, knowledge,
  skills, attitudes, values, etc.)
• Staff training materials
• Sample evaluation forms
• PD-25 and PD 26 (Watercraft Activity
  Orientation)
• Are you providing instruction or orientation

18
ACA StandardsMost often missed standards on the
national level

• 1 most often missed is PA-15 (Lifeguard
  Qualifications)
• Part B Written documentation that he/she has
  demonstrated skill in rescue and emergency
  procedures specific to the aquatic area and
  activities guarded?
• 2 most often missed is PA-20 (Watercraft
  Supervisor Qualifications)
• Part B Documented skills and training in water
  rescue and emergency procedures specific tot he
  location and the activities?

19
ACA StandardsMost challenging standards within
Virginia 4-H

• HW-6 (Health Exam)
• Currently, we do not require that 4-H youth
  participating in a residential 4-H camp must have
  a health exam within the past 24 months
• HW-10(B) (Registered Nurse/Physician on Site
  Daily)
• In most cases, no registered nurse/physician is
  on-site daily
• HR-10 (Staff Age Requirements)
• At least 80 of 4-H camp staff (which includes
  teens) are not 18 years of age or older

20
ACA StandardsWhy 4-H Agents are a critical part
of ACA process?

• Certain standards cannot be met by the 4-H
  Center alone
• Cooperation and support of the 4-H Agent is
  critical in meeting the following standards

21
ACA Accreditation and 4-H AgentsTR-5 (Written
information to parents/guardians)

• Are parents or guardians provided written
  information that includes
• Pick-up and drop-off times
• Pick-up and drop-off safety procedures, and
• Safety rules for van or bus travel if provided by
  the camp?

22
ACA Accreditation and 4-H AgentsTR-6
(Communication with parents/guardians)

• Does the camp have a system to communicate
  changes or emergencies to parents or guardian
  that would affect camper's arrival at home or a
  pick-up or drop-off time or location?

23
ACA Accreditation and 4-H AgentsTR-11
(Passenger orientation)

• Does the camp require that all passengers be
  provided with an orientation to safety
  regulations and procedures in vehicles?

24
ACA Accreditation and 4-H AgentsHW-12
(Teen/adult training)

• Are camp staff trained in the camp's written
  procedures to
• Identify their role and responsibilities in camp
  health care
• Prepare them to use health care supplies and
  equipment with which they may be furnished
• Identify those situations which should be
  attended to only by certified health personnel
• Use established sanitary procedures when dealing
  with infectious waste or body fluids

25
ACA Accreditation and 4-H AgentsHW-17 (Parent
notification of illness/injury)

• Is the camp implementing a policy, made known to
  parents and guardians in writing, that identifies
  the situations when parents will be notified of
  an illness or injury to their camper?

26
ACA Accreditation and 4-H AgentsOM-19 (Camper
release and No-Show policy)

• Does the camp implement written procedures
  regarding
• Release of campers who are minors to a parent or
  to persons other than the legal parent or
  guardian?
• 2002 Health History Form
• Verification of absentees or "no-shows?"

27
ACA Accreditation and 4-H AgentsHR-6 (Job
descriptions for teens and adults)

• Do procedures require that, prior to reporting to
  work, each camp staff member is provided with
• A written job description that identifies the
  essential functions of the job
• Virginia 4-H Camping Handbook
• Information on the nature and diversity of the
  total camp population and general characteristics
  of the camp and programs offered.

28
ACA Accreditation and 4-H AgentsHR-7 (Teen and
adult training with expectations)

• Does the camp implement a system to provide each
  camp staff member, prior to assuming job
  responsibilities, training that is specific to
  his/her individual job functions, including clear
  expectations for acceptable job performance?

29
ACA Accreditation and 4-H AgentsHR-11 (Time
requirements for pre-camp training)

• Does the camp provide pre-camp training of the
  following length for camp program personnel
• For resident and trip or travel camp staff
• Long term staff at least 6 days in length
• Short term staff at least 24 hours,

30
ACA Accreditation and 4-H AgentsPD-8 (Informing
parents of the nature of activities)

• Does the camp have a process to inform campers
  and their parents or guardians of the nature of
  anticipated camp activities and to gather signed
  permission from parents or guardians for minors
  participating in those activities?
• 4-H Health History Report Form covers most common
  activities, but special activities need to be
  pointed out to the parents/guardians and
  permission obtained

31
ACA Accreditation and 4-H AgentsSpecialized
Program Activities

• Sometimes a 4-H agent will want/need to bring a
  special program or activity to camp.
• We all need to be aware of the requirements for
  specialized program activities as defined by
  the ACA when these programs or activities meet
  certain requirements

32
ACA Accreditation and 4-H AgentsSpecialized
Program Activities

• The activity utilizes equipment, animals, or
  tools whose use by campers requires supervision
  by a person skilled in their use (archery,
  bicycles, all-terrain vehicles, go-karts,
  gymnastics, power tools, model rocketry,
  lacrosse, shooting sports).
• The activity involves camper use of fire (fire
  building for cookouts) or camper use of
  heat-producing equipment or substances (wood
  burning tools or kilns).
• The activity requires injury-protection equipment
  such as helmets, goggles, or padding (wrestling
  or fencing).

33
ACA Accreditation and 4-H AgentsSpecialized
Program Activities

• The following standards must be met by each
  specialized program or activity.
• PD-12- documented training/experience of program
  supervisors
• PD-13- skill verification
• PD-14- observation of activity leaders
• PD-15- controlled access to program areas
• PD-16- availability of equipment
• PD-17- operating procedures
• PD-18- safety orientation
• PD-19- competency demonstration
• PD-21- target sport safety

34
Risk Management and Virginia 4-H
CampingFlowchart for New 4-H Camp Programs-
Overview

• Highlights
• Importance of proper planning
• Describes communication lines
• Explains opportunities for discussion when
  disagreement arises
• Includes need for insurance documentation

35
Risk Management and Virginia 4-H CampingPurpose

• The State 4-H Office and the Virginia Tech Office
  of Risk Management developed this decision-making
  tool to inform VCE staff (Extension Agents,
  Program Directors, etc.) about the appropriate
  process that should be followed whenever a new
  4-H camp program, class, or activity is desired.

36
Risk Management and Virginia 4-H
CampingApplicability

• This flowchart is applicable to all types of 4-H
  camp programs/activities, including
• classes,
• special interest programs,
• evening programs,
• activities during special events,
• others
• This flowchart is applicable to new
  programs/activities.

37
Risk Management and Virginia 4-H CampingPlanning

• Perhaps the most important step in this process
  is planning (i.e. writing a detailed description
  of the program/activity) and sharing the plan
  with the 4-H Center.
• A detailed description should always be developed
  and the process cannot be completed without a
  detailed description.

38
Risk Management and Virginia 4-H
CampingPotential constraints to new 4-H camping
programs

• Lack of a detailed plan submitted early enough
  for adequate review
• 4-H Center not insured to offer a particular
  program/activity
• No documentation of instructor qualifications/cert
  ification
• No certificate of insurance when one would be
  appropriate
• 4-H Center may be unwilling to retain risk
  associated with a particular program when
  certificate of insurance has not been obtained

39
Risk Management and Virginia 4-H CampingWays to
avoid constraints

• Plan early (for best and worst)
• Submit detailed description months ahead (or
  within the guidelines identified by your 4-H
  Center)
• 4-H Center and unit staff work together and
  communicate needs and concerns
• Involve VT office of risk management when
  appropriate
• Be flexible

40
What would you do?
Risk Management at 4-H Camp
41
What do you still need?

• Were any of your questions unanswered? If so,
  what are they?
• What information would help you to understand or
  apply the information learned in this session?

42
Summary

• American Camping Association (ACA)
• Relationship between ACA Accreditation and
  Virginia 4-H Camping
• Overview of ACA Standards and Accreditation
  Process
• Most Challenging ACA Standards
• Extension Agents role in the Accreditation
  process
• Flowchart for New 4-H Camp Programs
• What would you do?
• Questions and Answers

43
For More Information

• Richard Pulliam, Center Director
• Holiday Lake 4-H Educational Center
• rpulliam_at_vt.edu
• [phone]
• Barry A. Garst, Extension Specialist
• 4-H Staff Development and Camping
• State 4-H Office
• bgarst_at_vt.edu
• [phone]