Morristown-Beard School Day Camp Staff Manual 2023 PDF

Morristown-Beard School Day Camp Staff Manual 2023 Welcome to MBS Day Camp. We are pleased you will be joining our staff this summer and request that you read through the Staff Manual in its entirety. There are many helpful tips included to improve your interactions with the campers and ultimately...

Morristown-Beard School Day Camp Staff Manual 2023 Welcome to MBS Day Camp. We are pleased you will be joining our staff this summer and request that you read through the Staff Manual in its entirety. There are many helpful tips included to improve your interactions with the campers and ultimately make you a better counselor. We trust you will enjoy your experience here at MBS Day Camp and look forward to a long relationship. OUR MISSION To provide a superior, safe, and summer day camp experience to children of various ages, interests and backgrounds on a state licensed, beautiful 22-acre campus. Morristown-Beard School Camp is designed to help children develop skills in sports, arts and crafts, drama, swimming, science, performing arts and in life. Our counselors work to promote good sportsmanship and self-confidence in each camper. Our community is supportive and welcoming-children thrive and grow stronger as part of our program. All campers are exposed to new experiences daily. We encourage campers to develop lasting friendships, collaborate in groups, and work toward attainable goals. At Morristown-Beard School Day Camp we use innovative programming and nurture leadership to encourage the acquisition of skills and the development of friendships. At summer’s end, campers are more prepared to take on challenges that lie ahead in the upcoming year. 1. Leadership: What makes a good leader? A counselor is the most important ingredient in a summer program of any kind. A counselor sets the pace and the spirit, the emotional environment and influences the quality of involvement of the participants. The enthusiasm and personal enjoyment of the counselor is contagious. Through your guidance and expertise, the program participants gain experience from each activity and discover the value of learning, playing and creating in individual and/or social settings. There is no formula for success as a counselor, but perhaps the following four items will be helpful to you: a. Be a real person b. Like people c. Know your job d. Have fun and Smile What to consider when leading a group? The art of leading appears, on the surface, to be a spontaneous action occurring between the leader and the participants. Yet much of the actual work involved in leadership occurs in the preparation phase. Objectives of a good leader? 1. To provide for the enjoyment of the participants (campers) 2. To present activities which are both wholesome and safe 3. To teach the skills necessary for successful participation in activities 2. Attitude of the Counselor: To be a successful counselor this summer, you must believe in the importance of your job, have a desire for and a capacity for work, and a wholehearted devotion to the performance of your task. You must be prepared to participate, keep your campers safe, interact with the campers and have fun, even in spite of your fatigue, the weather, your health, etc. Each and every day, the most important concern for the counselors should be the welfare of your campers. If you are having fun, they are having fun. As a member of the MBS Day Camp Staff, YOU are important to the overall effectiveness and success of this Day Camp’s daily contact with the children and with the parents in the community. YOU are representing the community and school, please RESPECT the standards of Morristown-Beard School at all times in your conversations and in your actions. Don’t become indifferent. It is QUALITY leadership at the day camp which enables children to derive the fullest enjoyment and the greatest degree of satisfaction from activities. 3. Authority/Discipline: Counselors have authority over their groups. They may establish any rules of conduct and discipline (within reason) which are necessary to the proper and safe operation of activities. Counselors should work as a TEAM in planning and conducting their respective groups. If a difference of opinion arises between staff members pertaining to any phase of camp policy or operations, attempt to resolve the difference cooperatively. If this is not possible, the dispute should be brought to a member of the camp administrative staff. Do not carry on open disputes in front of campers. If you have any problems in discipline, be sure that all the facts are in order before you act. Be firm, fair, and consistent in your discipline. Do not make threats or promises which you do not intend to carry out. Counselors should use all of the adult supervisors on staff as resources for ideas, problems, and questions, however in most situations reference chain of command below: Counselor-in-Training ⇓ Junior Counselor ⇓ Head Counselor ⇓ Division Director ⇓ Camp Director Some tips for giving instructions/disciplining campers: 1. Eye contact should be established and maintained during verbal instructions 2. Directions should be short, specific, and given daily and consistently 3. Directions should be given one at a time 4. Get down to the campers eye level so they can focus on your instructions and/or discipline 5. If necessary to repeat instructions, maintain a CALM and POSITIVE tone 6. Assign only one task at a time. Avoid multi-step tasks. Focus on small, meaningful units of instruction. Use short, simple directions, repeating them when necessary. 7. Be supportive and monitor your campers frequently 8. Use a prearranged, nonpunitive signal, such as a tap on the shoulder, as a means for bringing a camper back to task 9. Tell your campers a few minutes in advance of any activity change so that they can prepare themselves mentally for the upcoming transition to the new activity 4. Counselor Conduct/Policies and Procedures As counselors you are expected to act and behave in a way consistent with the policies and procedures of Morristown-Beard School. As an employee of MBS Day Camp, you are responsible for upholding this code of conduct at all times. Just some things to keep in mind: a. MBS Day Camp is in accordance with applicable federal laws, and provides equal opportunities to employees and applicants without regard to race, color, religion, sex, national origin, age, disability or veteran status. b. Profane and indecent language is strictly prohibited c. Alcohol and Smoking are strictly prohibited on campus at any time d. Physical, Abusive or Sexual contact with any staff member is prohibited on campus at any time e. Counselors will be evaluated on performance mid camp and at the end of each camp season. This evaluation will be used to improve your abilities as a camp counselor (mid camp) and also for rehiring purposes (end of camp) f. Counselors will be disciplined in accordance with the camper discipline procedures outlined in the Parent Handbook g. Counselors who are terminated at any point throughout their contracted time will be paid only for those days completed and will not be paid for the remainder of the summer h. Counselors who may have grievances about workplace conditions, policies or procedures should seek the advice of the Camp Director; if they don’t feel comfortable speaking with the Camp Director, they may seek the advice of any one of the Assistant Camp Directors who will then consult the school Business Manager and Headmaster for further action. i. Be on time to work EACH DAY j. Be in dress code EACH DAY (orange shirt, sneakers) i. Money will be docked if not in dress code k. Cell phones are NOT to be used for checking time. Cell phones will be taken if they are being used during an activity (i.e.: texting, playing games, music, internet) l. Personal phone calls should be made in the camp office with permission from camp administrative staff m. Counselors must be with group at all times i. Counselors should be accountable for each other ii. You must eat with your group and assist the campers as needed during snack and lunch times iii. NEVER LEAVE A CAMPER ALONE iv. NEVER LEAVE YOUR GROUP ALONE n. No visitors allowed on campus during the camp day (this includes extended day as well) i. Money will be docked if you entertain any visitors o. Be respectful of campers, parents, adult supervisors and camp administrative staff. i. You are here for the CAMPERS ii. If you are asked to help in an activity, do so with a smile iii. Be cooperative on special event days p. Teach campers to address you properly and courteously q. Work together as a TEAM If a counselor is reported to have violated any of the policies and procedures listed above, he/she may be eligible for dismissal from employment without further pay. 5. Programming Ideas: If you have an idea for a special event, theme day, theme week, activity or project, please feel free to share with adult staff and especially camp administrative staff. We welcome new ideas to keep our programming fresh and think that your ideas are vital to the success of our camp. 6. Safety: Safety of our campers is our number one priority each and every day at MBS Day Camp. As counselors, your primary responsibility is to keep our campers safe. General Safety Factors: a. Report any destruction of property or damaged equipment to the Director as soon as possible b. Insure proper use of all equipment by teaching correct methods of use and insist that they be followed c. Prepare and enforce simple rules for each of your activities d. Eliminate and avoid hazards-do not use any equipment if it is damaged, wet, broken, etc. e. Maintain cleanliness of all areas f. Be consistent in enforcing safety rules and in preventing dangerous practices-insist on the cooperation of the children g. Never let a camper go to the bathroom, Health coordinator or camp office by him or herself. One counselor should always accompany the campers. h. Never leave a camper or a group alone without counselor supervision i. Obey all designated areas and remain on the main part of campus and are to stay within the boundaries of Whippany Road. (i.e.: Do not Walk, Parking Only, Crosswalks, etc.) j. Maintain order in your group line when traveling around the campus from one activity to the next i. Use a method that works for you and your counselors when counting campers to establish if any campers are missing from the group 1. Numbering the campers for line up purposes 2. Each counselor is responsible for a set number of campers and gives the “all clear” signal to Head Counselor before moving to next activity ii. One counselor should be in front of line, one counselor in the middle of line and one counselor in the back of group line to maintain order iii. Follow all directions of crossing guards and directions for safe walking and travel around campus k. Required ratio of staff who are on duty with campers during camp activities must be at a minimum the following: i. Age 4-5 year old campers: 1 staff to 6 campers ii. Age 6-8 year old campers: 1 staff to 8 campers iii. Age 9-14 year old campers: 1 staff to 10 campers iv. Age 15-18 year old campers: 1 staff to 12 campers l. “Mystery Camper” drill will take place at various times throughout the camp season. The purpose and mission of the “mystery camper” is to maintain counselor accountability, establish a teamwork philosophy amongst counselors in a group and assure the safety of campers when traveling from one activity to the next. It is vital for counselors to use communication as a means of keeping the group together and in order. The camp administrative staff will select the “mystery camper” only at an unspecified time and date. The counselors in that group have 10 minutes to report to one of the members of the camp administrative staff that the camper is NOT with the group. If the report is made within the 10-minute window, the camper will be released to the group with no penalty. If the report is made after the 10-minute window, the counselors in that group will have violated this policy and will be docked $25 per counselor in the next pay cycle. 7. Staff Meetings: All Counselor Meetings will be conducted daily during morning snack Divisonal Counselor Meetings will take place on Tues/Thur 3:30 pm Divsional Head Counselor Meetings will take place on Wednesdays at 3:30 pm 8. Accidents/Injuries: 1. All accidents must be reported to the Health Director 2. All first aid must be administrated by the Camp Health Director 3. All staff must follow proper hand-washing practices before snacks and meals and after visiting the restroom. 4. All staff are required to know basics on blood-borne pathogens and are required to wear gloves if and when they are dealing with blood (see Exposure Section) 5. All staff should be knowledgeable about infection control. These include proper hand washing as discussed above (#3), proper ways to sneeze and avoiding hand contact with eyes, nose and mouth of campers, other counselors or themselves. 6. Do not move an injured child 7. For minor cuts or abrasions, the child must be brought to the Health office where first aid is administered 8. Refer to the sample accident report which must be filled out for each incident, in addition, first aid treatment must be logged in our first aid log book. The counselor will be asked by the Health Director to assist in the paperwork. 9. No camper is to call a parent to go home for any reason. Either the Camp Director or a member of the camp administrative staff must make all phone calls. No medication may be administered to a camper by a counselor. 10. If a parent happens to give medication to the counselor, this must be given directly to the Camp Health Director. Under no circumstances should a camper or the counselor be carrying medication. 11. Be aware and knowledgeable of the campers in your group who may present with a chronic medical condition. Be aware of what you would need to do in an emergency, if one should arise. It is important to have the knowledge and familiarize yourself with the signs and symptoms associated with the condition. It may be you who is responsible for identifying when something is really wrong. 12. PREVENTION IS THE KEY TO SUCCESS! 9. Daily Procedures for Camper and Staff Health Surveillance: All staff are to observe each camper as they teach them and report any signs that they are not well to the office. Each staff member will also send any child who has hurt him or herself to the Camp Health Office. All counselors are to report to the Camp Health Office if they have hurt themselves or feel sick. 10.Disaster Procedures: IN CASE OF TORNADO: All counselors will bring campers to the hallway of the lower gym area by the pool. Have campers in sitting position with their legs spread and their heads covered by their hands. All windows should be open. IN CASE OF FIRE: In case of fire all campers should line up with their group, in an organized fashion on Billings Turf. The counselors in charge of each group will take attendance immediately. Any missing campers should be immediately reported to the Camp Director or another member of the Camp Administrative Staff. All injured campers should be taken to the Camp Health Director. The Camp Director will then check the building for missing campers. IN CASE OF BUILDING DISASTER: The procedure for this type of disaster is the same as that for fire. See above. 11.Job Descriptions: Camp Director is in charge of interviewing prospective staff members and the hiring of staff. He/She shall not be less than 25 years of age and have not less than 2 years administrative experience in an organized camp. He/She is ultimately in charge of all aspects of camp life and organization. The Camp Director must possess valid CPR and First Aid certifications. Camp Health Director/Asst. Health Director 1. Responsible for all medical forms and all medical procedures related to camper life. 2. Safety officer 3. Responsible for accident reports, first aid supplies, medication logs and distribution. Division Directors: 1. 3 Division Directors (fish groups, middle groups, upper groups) 2. Supervision and organization of student counselors in respective divisions 3. Parent Contact person for respective groups 4. Responsible for staff evaluations of respective groups 5. Responsible for organizing and facilitating holiday cards for respective groups 6. Run counselor meetings 3x/week in division 7. Daily administrative work as needed Program Director: 1. Responsible for weekly organization of theme days 2. Responsible for Camp Olympics-organizing and facilitating 3. Responsible for Camp Carnival 4. Responsible for Team Color Day 5. Responsible for Counselor/Camper Talent Show 6. Responsible for any other special events as they become introduced into camp life. Camp Office Manager is responsible for the daily operations of the office, including attendance, responding to parent phone calls, filing/accounting for paperwork, etc. Adult Programmatic Staff1. Responsible for the set-up of the activities for the day. 2. Responsible for daily supplies, setting up classroom and setting up backup activities, as needed. 3. Responsible for the supervision of the groups assigned to this area at a designated time, as well as the development and learning of their subject area (Dance, Athletics, Games, Science, Art). 4. Provide basic instruction and assign group counselors to assist the campers in doing the activities, when appropriate. Athletics Directors 1. Responsible for teaching the fundamentals of sports, sportsmanship and develop team play. 2. Assist during special event days and as needed daily during the camp season. 3. Responsible for running tournaments and Olympic events Aquatics Director -overall supervision of the safety, instructional program, and non-structured swim times. Responsible for hiring lifeguards and swim instructors and maintaining a safe environment in the pool at all times. Food Service Director-responsible for setting up the lunchroom and preparing and providing the designated meal program to the campers, including daily snacks. Maintain the lunchroom under appropriate codes and sanitation laws. Head Group Counselor(s) is responsible for daily attendance of the campers, following the daily activity schedule, keeping all campers safe, and overall general supervision of the group. The Head Counselor will be designated at the beginning of the camp season and each group will have a minimum of one Head Counselor. The Head Counselor will be responsible for communicating any necessary information to the parents and be the liaison between the campers, parents and Adult Administrative Staff. Junior Counselors are to assist the Head Counselors in whatever role needed when working in the groups. Assist the Programmatic Leaders as they are assigned. These counselors are learning the skills to become Head Counselors in the future. Camp Helpers will be assigned based on age and typically are 1st year counselors finishing the 9th grade. They will be required to report to one of the Adult Directors. They will help with lunch transportation, setting up drinks and snack, clean up after snack and lunch, pool towels and popsicle distribution. They may be assigned special tasks on special event days. Head/Jr. Counselor Requirements: 1. Standard First Aid 2. Adult/Child CPR (with AED preferred) 3. All swim instructors must have senior life-saving certification 4. All counselors must attend pre-camp orientation training prior to camp opening. 5. All counselors must attend a workshop during pre-camp meeting to review camp rules and procedures 12.Statement of Personnel Policies and Procedures: ✔ Counselors must be at camp promptly at their specified time (7:30am, 8:00am or 8:30am) ✔ Counselors must clock-out each day at their designated time (3:30 pm, 4:30 pm or 5:30pm) ✔ The camp counselor is responsible to clock-in and clock-out with an administrative staff member each day ✔ If the counselor does not sign-in/sign-out each day, the counselor WILL NOT be paid for that day of work ✔ Counselors are required to sit with their OWN groups and eat lunch each day and supervise and assist the campers during lunchtime ✔ Counselors must wear MBS staff shirts everyday and come to camp well-groomed ✔ Counselors will follow their schedule on a daily basis; no group is to skip or delete any periods or activities from the schedule unless prior approval is given by the Camp Director or Division Director ✔ Counselors are required to follow the individual job descriptions as stated above ✔ No counselor is to leave campus for any reason during the camp day, unless this is pre-arranged with the Camp Administrative Staff for a special circumstance. ✔ Counselors must maintain order in their groups and ensure safety of the campers at all times. ✔ Counselors are required to report any problems with the campers or other counselors immediately to the Camp Director or member of the Camp Administrative Staff. ✔ Counselors are not allowed to smoke or drink alcohol on the MBS Campus at any time while employed by the MBS Day Camp ✔ Counselors are not allowed to engage in any sexual contact or activity on the MBS Campus at any time while employed by the MBS Day Camp ✔ Counselors are required to follow the procedures for injured or sick campers as stated in the accident/injury section of the handbook. If a counselor is reported to have violated any of the policies and procedures listed above, he/she may be eligible for dismissal from employment without further pay. 13.Disciplinary Policy and Practices: The Head Counselor should handle all minor problems within the group setting. If a problem is unable to be handled, the Head Counselor should report the incident to the Camp Administrative staff as soon as possible. The Camp Director, with the assistance from the Camp Administrative staff, will handle all major issues as they relate to campers, parents, and/or counselors. At no time should a camper be deprived of food, water, isolated or subjected to corporal punishment, or abusive physical exercise as a means of punishment either by staff or by another camper. 14.Discipline Procedures (Campers): In order for all of our camps to operate smoothly, we must set reasonable limitations to maintain safety, protect health, and respect the rights of others. Constructive methods of discipline will be used to promote the child’s self-discipline and good behavior. Serious behavior that affects other children, counselors, or supervisors, such as, but not limited to, swearing, fighting, leaving the group, or refusal to obey directives of the staff, will be handled in the following manner: First Warning: Written notice of infraction requiring Parent/Guardian signature. Second Warning: Parent, Staff/Camper conference and possible temporary suspension. Third Warning: Child will be dismissed from camp and fees are forfeited. Any other discipline problems, as determined by the staff, may also be reasons for warnings or terminations. In very serious cases, suspension may be the first step. 15.Harassment: Policy Statement The Morristown-Beard School Day Camp expressly prohibits any form of unlawful employee harassment based on race, color, sex, sexual orientation, religion, age, national origin, marital status, military status, or disability, and any form of harassment, which would be against public policy. Each employee is responsible for respecting the rights of colleagues and of campers at the Camp and for ensuring that ours is an atmosphere free of intimidation, harassment or discrimination. Sexual Harassment Although any act of harassment is prohibited, the Camp explicitly prohibits acts of sexual harassment, whether conducted by an employee, non-employee or camper towards an employee or towards a camper. Morristown-Beard Day Camp specifically requires the reporting of any acts, experienced or observed, which constitute unlawful behavior, such as: 1. Conduct which has the purpose or effect of creating an intimidating, hostile or offensive working or educational environment, such as through offensive graphics, photographs, comments, jokes, innuendoes, sexually oriented statements (written or oral), or through gestures or facial (physical) expressions; 2. Conduct which amounts to unwelcome touching, or threats of touching, requests for sexual favors, or repeated unwelcome sexual advances; 3. Any express or implied requirement that an employee submit to unwanted sexual advances in exchange for employment opportunities or benefits and situations when submission or rejection by the employee affects employment decisions concerning the employee. Procedures for Reporting Harassment 1. Any employee who believes that he or she has been subject to harassment on account of sex, or any other reason, must promptly report the incident to an immediate supervisor such as their Division Director or the Day Camp Director. Reporting is necessary so that steps can be taken to stop any harassment. If the complaint involves someone in your direct line of supervision, then you should inform the Business Manager, or the Headmaster. 2. An employee who witnesses or sees evidence of harassment of a camper by an employee or another camper must promptly report the incident to an immediate supervisor, such as a Head Camp Counselor, Division Director or the Day Camp Director. If the complaint involves someone in your direct line of supervision then you should inform the Business Manager, or the Headmaster. 3. Any employee who believes that he or she has been subject to harassment should, whenever possible, speak up at the time and tell the individual that the 4. 5. 6. 7. behavior is unwelcome and must cease immediately. In addition to reporting, you may write a letter to the individual or tell a friend of the individual how their friend’s behavior is affecting you. It is the responsibility of all supervisors and managers to enforce this harassment policy and to report any complaints or evidence of harassment to the Day Camp Director. Complaints will be promptly investigated and the investigation shall be confidential to the extent practicable. Following the investigation of a complaint, those individuals involved in implementing the investigation will review the facts and results of the investigation with other members of the School’s administration and/or Board of Trustees, on a “need to know” basis, and determine how the complaint should be addressed. The Camp will not tolerate retaliation connected to the reporting of any form of harassment and any person who engages in any form of retaliation will be subject to discipline, up to and including termination. Disciplinary Statement Employees found to have engaged in harassment or inappropriate behavior will face appropriate disciplinary measures, up to and including termination. 16.Lost Camper Policy: If a camper cannot be accounted for: ● Adult Supervisor of area notified ● Camp Office/Camp Director notified A. Remain at the area you are (if in pool area, follow lost swimmer policy) B. All camp groups remain in area they are at (Camp lock down) C. All adult instructors stay in areas with your camp groups (Camp Lock Down) D. Start Search (conducted by Camp Admin Staff): a. b. c. d. e. f. Stephanie Galvez-stay in camp office (Central Command) Tim Hannigan-stay in Science Building/Beard Hall Jennifer Schroeder-Athletic Fields Scott Schroeder -Gym Brad Dzama-Grounds/Parking Lots Lara Carlson -Pool Area/Locker rooms E. Search people meet in camp office to review situation periodically a. Utilize walkie-talkies and/or cell phones to expedite process F. If Camper Found a. Resume daily schedule b. Identify how camper was lost to remedy situation i. Discipline needed? c. Notify school administrators G. If Camper Not Found: a. Notify school administrative office b. Notify parent and meet in reception room Beard Hall (Central Command) c. Notify police 17.Camp Emergency Crisis Plan: In case of a major emergency, the camp will initiate a crisis plan, which covers a myriad of items, including those listed in Code Red, Code Yellow, and Code Green below. Counselors will be briefed about these types of incidents. Code Red (response to someone with a weapon or similar threat) If there is an armed individual or dangerous perpetrator on the camp grounds, or if a counselor/camper hears gunshots: 1. Do not investigate the matter – immediately call “911” if possible, and contact the camp director. Give a description of the person and your exact location. 2. If possible, counselors should evacuate campers immediately to the Arboretum. Otherwise, seek safety inside a building and lock the door. Stay low and out of sight. 3. If you feel it is too dangerous to run, get down behind a SOLID object (i.e. a brick wall, car tires, etc.). 4. Counselors must know their attendance for each group. Counselor Note: Your goal is to get campers off the grounds whenever the opportunity presents itself. If an armed individual comes into a building: 1. If you have a telephone, call the Camp Office, ext. 569, and leave the phone off the hook to allow the office to hear the interaction. 2. If you have a cell phone, call 973-539-3032, ext.569 (the camp office), and leave the phone off the hook to allow the office to hear the interaction. 3. If you cannot use a phone, send a runner to the Camp Office, if possible. 4. Do as the gunman demands: a. Do nothing to startle or frighten the gunman (ask permission to move). b. Never argue. c. Take your time. d. Keep your campers as calm as possible. e. Physical force should not be used unless someone’s life is in imminent danger 5. Talk to the gunman a. Learn as much as you can about the gunman. b. Keep the gunman’s attention on you, not your campers. c. If more than one person is involved, concentrate on only the one person. 6. Be observant. a. Mentally record a detailed description of the individual and weapon. b. Identify a distinctive feature and continue concentrating on that one item. c. Remember which objects the intruder touches and preserve them for the police. d. It is critically important to preserve the crime scene and never touch or move or disturb any possible evidence or objects at that site. 7. If a gunman starts shooting: a. Tell the campers to get down and lie on the floor, face down. b. Take cover on the floor and/or behind equipment. Code Yellow (if there is a violent storm): ● In case of a violent storm, if you are inside, move into a hallway with a solid wall and get down. ● If you are out on the campgrounds, get to one of the “safe” rooms listed below. These rooms should be memorized. “Fish” (younger kid’s) room in Athletic Center Basement of Dining Hall (science rooms), Rooms 001, 002, 005, 006 Beard Hall Chapel Code Green (fire): 1. Evacuate the camp buildings and go to the closest outdoor area, away from the buildings. Be prepared to line up on Billings Field in your groups. Counselors must stay with Campers! 2. Counselors should know their attendance for each group. 3. Take backpacks and personal belongings if possible. 4. Do not take time to close windows or turn off lights. 5. Turn off all cell phones. ADDITIONAL RESOURCES 1. Campers on Trips Document 2. Emergency Procedures Document 3. Health Care Policies and Procedures Document 4. Universal Precautions Information 5. Exposure Control Plan and How to Report 6. Sample Accident Report 7. Sample Health Center Log 8. Counselor Mid Season Evaluation 9. Counselor End of Season Evaluation 10.Pool Handbook CAMPERS on TRIPS The following guidelines apply when campers go to “public” sites like parks, or participate in events where other non-campers are present. 1. General □ Wear something to identify group members, which will make supervision and counting easier (e.g., MBS Teen Blue Shirts). □ Maintain the regular ratio (1:8 for this age group) with a minimum of two adults. □ Make sure that a first-aid certified staff member is easily accessible – within voice distance. □ Use the buddy system and teach campers “why” it is used. (To watch out for each other.) □ Take a head count every 15-30 minutes, before and after moving from one area to another, or more often if the activity or situation involves crowds, “attractive nuisances,” or other distractions. □ Make sure campers know what to expect and what the rules are in general, include expectations for unusual circumstances, such as using playground equipment or spending money. □ Make sure that everyone is aware that camp policies on behavior (polite and appropriate) carry to out of camp trips. □ Explain the plan to all (campers and staff) to address potential emergencies or situations, such as illness, extra bathroom trips, being approached by strangers, or meeting someone the camper knows. Campers should tell a staff member right away. □ If a camper gets lost or separated from the group they should go immediately to one of the site’s information areas (show the campers how these areas are designated). □ Instruct campers to tell staff before going to the bathroom and to check back in when they return. □ Keep belongings with the group OR have someone stay with them. □ Do not invite others to join the group without the knowledge and consent of a staff member. Report uninvited guests or suspicious circumstances to staff immediately. □ Define the area in which campers are to stay unless specific permission is obtained from their assigned staff member. □ If leaving the boundary area, require all campers to go with a buddy. □ When in a stationary area, like at the park, staff should spread the staff out within the group, remaining visible, accessible, and attentive to the needs of the campers. □ When arriving at a location please take note of the condition of the grounds. All groups should leave the property the way it was found. Garbage should be properly disposed of. All personal belongings should be accounted for. EMERGENCY PROCEDURES MBS Day Camp No two emergencies are the same. While the various steps and suggestions outlined in these procedures represent the camp’s guidelines, your own good judgment should be the final authority until you are able to contact assistance. The safety and well being of the campers and staff ALWAYS comes first. MAJOR INJURIES AND ACCIDENTS If you are the primary staff member at the scene in camp: 1. Count to ten and evaluate the overall situation. Do not rush or panic. 2. Take charge. Be firm and clear with your instructions to campers and staff. Use a calm tone of voice. 3. The staff member with the highest level of appropriate certification is delegated the responsibility to aid the injured party. Give priority attention to caring for the needs of the victim. The person rendering first aid must enter the information in the camp health log and fill out an Accident/Incident Form within 12 hours of the incident. 4. Delegate another staff member to ensure the safety of other campers by taking them away from the immediate scene and organizing another activities. Retain one staff member at the scene of the accident with the victim. 5. Contact the health director (send a runner to the camp office or find the closest adult with a Walkie Talkie) as soon as possible. Provide a clear description of the emergency and your location. 6. Notify the Camp Director or other administrative staff in the camp office. If someone else answers the call, tell him or her: “This is an emergency, I must talk to the Camp Director.” Do not discuss the situation with them. 7. Begin collecting the facts. What happened? How? When? Where? Witnesses? Where was the staff? Campers? What could the victim have done to prevent the injury? 8. Once the Health Director /Camp Director arrives at the scene, summarize the situation and answer questions. The Health Director or Director will take charge. 9. Prepare accident/incident report within 24 hours. 10. In the case of a critical accident, serious injury, harm or fatality: Keep a responsible adult at the scene of the accident or emergency situation to see that nothing is disturbed until medical aid or the law-enforcement authorities arrive. If you are out of camp (Including Mountain Biking Camp) 1. If the injury is not a life/death situation or is an illness, contact camp first. If the emergency appears to be life/death related, call 911 first (or appropriate EMS number), then notify the camp. 2. Be prepared to deal with the public and possibly the media. Do not issue any statements. Do not make any comments “off the record.” Do not speculate. 3. Indicate as pleasantly as possible that you are not authorized to speak for the camp and refer them to the Camp Director. 4. Make NO statement orally, or in writing, which could be interpreted as assuming or rejecting responsibility for the accident or emergency. Under NO circumstances reveal the name of the victim or other persons involved. 5. Cooperate with the public emergency personnel at the scene. Get the name, badge number, and jurisdiction of the officer taking the report. If possible, get the report number, too. 6. Contact the child’s parents only if you have authorization from the Camp Director or Health Director supervisor. If you are a secondary staff member at the scene: Campers’ safety is first! 1. 2. 3. 4. Quickly and quietly follow the directions of the person in charge of the situation. Do not panic . . . remember, you must set an example for the campers at the scene. Offer advice only if you are more knowledgeable about the incident or you are asked. Do not discuss or allow campers to discuss the situation with anyone other than camp personnel or law-enforcement officials. 5. Assist in preparing reports as needed. POOL EMERGENCIES General Guidelines: 1. “Buddy checks” need to occur at least once during each aquatic activity period. 2. Pool staff and Aquatics Directors should have periodic rehearsals of aquatic rescue procedures. 3. In the event of an aquatic emergency, the pool staff member with highest qualification/position shall be in charge. AT THE POOL Near-Drowning: 1. The lifeguard signals a long blast on the whistle. This signal alerts other pool staff that it may be necessary to clear the pool and put rescue procedures into action. 2. Lifeguard on duty will reach victim in the fastest possible way and administer appropriate lifesaving techniques. Remaining lifeguards assist with the rescue, if needed. 3. Additional guards signal all campers and staff to leave the water and the pool area. The counselors will supervise the campers. 4. One counselor will be asked to report immediately to the office and explain the nature of the incident. The Health Director and Camp Director will be contacted immediately. If the emergency is a drowning or major injury, 911 will be contacted. (Follow procedures for Major Incidents and Accidents.) Lost Swimmer: If a camper is missing during a buddy check or the camper’s buddy or counselor notifies the lifeguards that a camper is missing: 1. A whistle is blown for a “buddy check.” Everyone immediately sits on the edge of the pool and a recount of swimmers is immediately taken. 2. Aquatics staff will immediately scan the pool, and then check the changing room and restrooms. 3. Aquatics staff will designate a staff member to inform the camp office of emergency details. If the camper is not found, Missing Person Procedures will be followed from the Emergency Procedures. FIRE The safety of campers and staff depends on everyone performing their job efficiently. To avoid confusion during an emergency, learn your responsibilities well. Review with campers an emergency exit and where to assemble when they hear the alarm. When the Alarm Sounds Stop all activities, assemble all campers in a buddy line and count to be sure all the campers and staff are present. All persons, if possible, should have shoes on their feet. Proceed quickly and quietly to the designated field to assemble in your group lines. Upon arrival, do another head count and report the number of campers and staff present to the person in charge. Keep the campers quiet and calm and wait for further instruction. If the fire prevents you from reaching the field, use good judgment. Exit If it is necessary to immediately evacuate the camp, campers will be walked in their groups to the educational center in the arboretum. Once in front of the educational center campers should remain seated in their groups and Division Directors will take attendance. Further instructions will follow from the Camp Director. ELECTRICAL STORM Lightning will seek tall objects, so stay away from lone trees, drinking fountains, and hilltops. Seek shelter under a low clump of trees, in a building, or automobile. All swimmers must get out of the water upon the signal from the aquatics staff. INTRUDERS Unfamiliar persons on the camp property may range from someone lost and looking for directions to a person with intent to do harm to persons or property. Some judgment must be made on the part of staff. Be observant as to the make, model, and license number of the car. Persons should be questioned to ascertain who they are and why they are here. Do not antagonize the intruder. Be polite, give assistance if possible, refer the person to the camp office, or ask them to leave. This is private property and not open to the public. Observe to ascertain that the person leaves the site. If the appearance of the unfamiliar person makes you uncomfortable, approach with another staff member. Someone should stay with the campers away from the situation. If the person seems threatening in any way, do not approach or take any chances. Remove yourselves and the campers from the area, notify the camp office, and observe the whereabouts of the person. Teach the campers to come quietly and tell you if they see an unfamiliar person on the property. If a child encounters an unfamiliar person, real or imagined, never tell the child “it really wasn’t anything,” “there is no need to be afraid,” or “it was just your imagination.” Frightened children need to be allowed to experience their fear, to know that it is okay to be afraid, and to talk about their experience. If you are off camp property, keep a staff member with the campers while two other staff members go to notify a law-enforcement officer if someone seems to be behaving suspiciously or inappropriately around your area. Notify the Camp Director immediately of any intruders. Complete an incident report and any other reports requested. KIDNAPPING DO NOT ALLOW ANYONE (stranger or known) TO REMOVE A CAMPER FROM CAMP! All staff members will refer all visiting persons (stranger or known) to the Director. Under NO conditions may a camper be removed from camp without the permission of the Camp Director. Strangers may come to the camp in search of potential victims. Custody disputes between parents can result in an attempt to remove a camper from camp. We have a form that parent’s sign on registration day if a camper is to be picked up from camp early or by another person! The Director will verify this written instruction if someone comes for a camper. Should a camper be taken from camp without the expressed and direct approval of the Director: Get descriptions of all persons involved if possible (hair, clothes, height, license number of car, etc.). Notify the Camp Director IMMEDIATELY! MEDIA INQUIRIES All inquiries from the media including TV, newspaper, etc., must be immediately directed to the Camp Director HEALTH-CARE POLICIES AND PROCEDURES CAMP STAFF RESPONSIBILITIES All camp staff have health-care responsibilities specified in their job descriptions. Procedures for health, safety, sanitation, and security are part of staff manual, precamp counselor training, and activity guidelines. All staff are expected to provide a positive example. The Camp Director is responsible for the total health-care program through implementation of procedures and supervision of staff. All camp staff, including service staff, are expected to understand and support camp discipline and child abuse reporting policies and procedures. Procedures are distributed and discussed during pre-camp training. The camp's Health-Care director is responsible for providing first-aid services and for monitoring health and sanitation procedures throughout camp. The health-care administrator instructs staff in first-aid procedures including those related to protection from pathogens in bodily fluids, provides for special-medical needs, educates campers and staff in accident/illness prevention, makes sure medications are safeguarded and administered, and keeps accurate records. The health-care administrator is generally on-site when campers are in session and is responsible for providing backup(s) when absent. Group counselors are responsible for maintaining high standards of health and safety in all activities, for seeing that camper health needs are recognized and met, and for supervision of personal hygiene. Counselors are required to seek out the health-care director for all injuries and illnesses that occur with their campers. Counselors are alert to symptoms of illness, follow-up on instructions from the health-care director, provide for special needs/accommodations, and report to the health-care director on all treatment/first aid they provide. Program counselors, including program specialists, are responsible for maintaining high standards of health and safety in the activities they supervise. They assure that campers are physically and emotionally ready for the activity, that the activity is supervised by qualified personnel, that activity areas and equipment are in safe condition before use, and are safeguarded from casual use. Food-service and maintenance staff are responsible for conducting their activities according to established procedures and regulations. Kitchen staff are responsible for providing healthy foods, using sound health practices, implementing sanitation and safety practices, and rehearsing emergency procedures. Special dietary needs are recognized and accommodated when possible. If a diet requires something that the camp cannot provide, the parent or individual may be asked to provide supplementary foods. Maintenance staff are responsible for using safe practices and for being alert to environmental hazards and notifying program personnel appropriately. MEDICAL CONSULTATION/MEDICAL SERVICE ARRANGEMENTS A board certified physician is available for advice and consultation. The physician reviews and revises medical treatment procedures and other materials annually, consults with the health-care director and camp director as requested, and advises in situations involving hospitalization or fatality. Arrangements are made annually for medical services: ∙ ∙ ∙ Morris Minute Men—emergency transportation Morristown Memorial Hospital—advice and hospitalization Dr. Claudia Ginsburg—advising physician for general agreement and treatment orders CAMP PRACTICES ❒ Emergency procedures are practiced for a variety of emergency situations specific to the site: fire, evacuation of buildings, flood, electric storm, lost campers, etc. Emergency drills involve the total camp, including maintenance and kitchen staff in resident camp. ❒ The appearance and safety of camp activities is the responsibility of the supervising staff. This aspect of responsibility includes safe storage of equipment and supplies, policing the areas, posting rules, and safeguarding areas not in use. The health director is responsible for conducting weekly inspection tours of the total camp and recording in the camp facilities log. ❒ Supervision and teaching personal hygiene is the responsibility of counselors. This step includes, but is not limited to, frequent hand washing, and sunscreen application. ❒ Organizational safety policies and ACA standards are basic to all activities. Deviation from those standards is done only after consultation with the camp director. Details of the health plan are contained in the following documents: ∙ Counselor Staff Manual ∙ Letters of Agreement with physician, EMS, and hospital ∙ Lifeguard Handbook ∙ Emergency Numbers ∙ Emergency Procedures - Camp Staff and Administrative Staff ∙ PreCamp Training Plan/Job Descriptions ∙ Health History Forms ∙ Discipline Policy and Interpretation/Harassment ∙ Camp Health, Safety, and Sanitation ∙ Camp Health Procedures ∙ Checklist for Camp Inspection-Facilities Log The camp’s health-care plan describes general information about the program's health-care values, the concept of stewardship related to wellness, and about the authority vested in staff members for making health-care decisions. The plan is based on guidelines from the American Camping Association's (ACA) Standards and State Department of Health regulations. HEALTH-CARE RESPONSIBILITIES Health Director Whether a registered nurse (RN), a recent nursing graduate, certified athletic trainer, or an advanced trainee in first aid and CPR, management of the camp’s health and safety program is a tremendous responsibility. It is general practice that at least one Health Director is on staff daily. The Health Director autonomously treats people's response to injury, illness, and/or life events. GENERAL CAMP STAFF There are two levels of health care in which camp staff participate. The first helps maintain the health of campers. The second is a support role during illness and injury. It is reasonable for parents to assume that their child will return from a camp experience in good health. Consequently, it is the responsibility of the entire staff to help monitor that health status and refer the child to the health director, as warranted. Response to Injury and Illness The second level of general staff participation in health care is specific to injury/illness. It is the position of the camp that people too ill to participate in the program should be under the care of the Health Director. As a result, staff refer sick people to the camp Health Director for assessment. The camp position with regard to injury is based on the State Good Samaritan law and use of universal precautions. Staff assist injured people according to the level of their training, initiate the camp emergency response system per protocol, and relinquish care of an injured person to the designated camp emergency-response team. This stipulation acknowledges that different staff members have different training and experience with emergency situations. In addition, the staff, with guidance from the director and health director, organizes and drills camp emergency responses so that everyone knows their responsibility. Not all injuries require full emergency-response measures. The camp health director is designated to educate staff so they understand the scope of care they can safely provide for routine injuries. Staff members are expected to adhere to training guidelines. GENERAL ROUTINES FOR CAMP HEALTH CARE AND SANITATION Policies Concerning Written Health Records All staff members complete the staff health form as a condition of employment. This form is a health history completed within six months of beginning the job. If an individual has not provided a completed form when their employment begins, the camp health director gives the person a copy of the form and asks for it to be completed within the next 24 hours. A health form is also completed by campers. The camper form has a parent/guardian permission statement that authorizes both emergency and routine care. If a camper does not have a health form on file on their child’s first day of camp, the child's parents are asked to complete one immediately. It is camp policy that a copy of an individuals health form accompanies groups that leave the camp and/or local area. These are usually carried by the person responsible for the group's health care. Confidentiality Health information is confidential and privileged information. Health forms are sent to the Director who, in turn, gives them to the health director. The camp health director reviews the forms and shares information with counseling and/or kitchen staff on a needtoknow basis. Staff must treat disclosed information in confidence. The health director is responsible for maintaining complete and up-todate health records. Individual health forms contain information about each individual's health care. The daily medication administration record serves as documentation for routinely dispensed medications. The log provides summary information for surveillance. Health records are confidential and available only to the health director and the camp director. Storing Health Records At the end of the summer camp season, health forms and records are collected by the camp director and archived at the camp’s permanent facility for the period of statutory limits as defined by the state (currently seven years beyond the age of majority). First Aid The person designated to administer first aid is the health director. However, it is expected that individual staff members will coach first-aid care to the level of their training when the health director is unavailable or until the health director arrives. It is also expected that the staff person with the most training will assume primary care-giver status in a given situation. First-aid supplies are available in the health center. The health director makes first-aid kits appropriate to the needs of the camp program and trains staff about their use. A record of first-aid care is documented in each kit. The health director periodically checks the kits, restocks them, and monitors record keeping. First-aid kits are placed at the activity areas which pose risk of injury. Typically these areas include waterfront, arts and crafts, the kitchen, camp buses, and Bike Camp. Each kit has a notebook with instructions to document first-aid kit use. Staff are expected to follow documentation guidelines as per the health director. Because the health director is available in the camp, the pool is the only additional location where a first-aid and CPRcertified person must be present when the activity is open. Emergency Medical Care Medical care is the province of a physician. Dr. Claudia Ginsburg, an orthopedist at Tri-County Orthopedics, acts as supervising physician for the camp program. She annually reviews and updates health-care procedures with the health director. She is available to the Director and health director by phone. Emergency Responses Emergency transportation is provided by the camp van or the area's ambulance services. The health director and Director cooperatively decide which mode of travel will be used. In general, the ambulance service is used when the victim is not stable and/or has need for special equipment (e.g., lifesupport systems). It is an annual responsibility of the camp director to contact local emergency-response systems and arrange for their services. Based on camp protocols, staff are trained to assist in emergencies. This training is initiated during orientation and supported by sessions led by the camp health-care team and other leadership staff. Emergency situations to which staff are expected to respond include: clearing and establishing a patient airway, initiating CPR, controlling severe bleeding with pressure and elevation, cooling a burn, keeping a suspected fracture quiet, knowing what to do in the lost-camper drill, activating the camp emergency-response team, and knowing the camp's severe-weather response. As part of risk-management procedures, each unit’s staff rehearse their lost-camper drill during the first week that campers are onsite. Continued drilling is at the discretion of the director. The pool staff rehearses their lost-swimmer drill during the first week of arrival and at twoweek intervals thereafter. Procedures specific to pool emergencies are in the Pool Handbook. Contacting Parents Phone contact with parents/guardians is established in an emergency. Each person's health form contains contact information, as well as designates alternate contacts if the parents/guardians cannot be reached. This process is initiated by the Director and/or the lead health-care provider but can be delegated to an appropriate staff member. Since the program has no way of determining what each person considers an emergency, the general camp practice is to contact parents when there is concern about a person's health and/or when a situation is not progressing as expected. Routine Health Care Orientation of the health director includes a review of medical protocols, communicable disease control techniques, organization and administration of the camp health center, instructions about use of health-care inventory (medications and supplies), and guidelines for sanitation checks, and record keeping policies. Orientation is conducted by camp director with the health director prior to camp opening day. The Camp Health Center The camp has a health center with office, bathroom and treatment area. There is one admit bed available for every 50 people (staff and campers) onsite. These beds are placed in such a way that genders can be separated and isolation can be assured. The health center maintains drop-in hours each day. Medication It is policy that all medication (personal meds of both staff and campers) is kept in a locked area under the health director’s supervision. This mandate complies with ACA standards and State Department of Health guidelines. Routine personal medications are administered under the supervision of the health director and in accord with orders from a physician. Medications are most commonly given at a meal simply because people are easy to find. The health director makes special arrangements with a person if that individual’s meds need to be taken at a different time. Use of "as needed" medication is supervised by the camp health director. It is important to realize that the rationale for giving a particular medication must be documented. It is the responsibility of the camp health director to administer ALL medications. In cases where a question exists about medication, the camp health director must contact the appropriate person (i.e., the prescribing MD, parent) by phone to clarify the issue. This conversation is documented in the medication log and supported by an order with the consulting individual's signature. The camp Parent Handbook clearly instructs parents how to route medications into the camp. Camp health director and counselors are expected to refuse to give a medication which does not meet safety guidelines. WHEN FIRST AIDERS PROVIDE HEALTH CARE A first aider is an individual who has taken training and is certified to give immediate emergency aid until medical care can be obtained. The first aider's certification and a record of training given at camp should be on file with the camp administrator. Administration of medications does not fit this description and is therefore not within the authority of the first aider. This includes ALL medications. Three essentials for administering medications for the camp health director ONLY: ❒ Written directions from the parent for any medications that will be given or applied for any existing condition, OR written order of a physician (including procedures in treatment procedures). ❒ Written record of treatment which includes the reason for the treatment, the dates and times of treatment, and the person giving treatment. When medications are given, the written record should show the medication, dosage, authority for giving it, and the name of the person administering the medication. ❒ Written information provided to the parent for anything that was done other than what was discussed in advance. Medications must be in the care and protection of the health director (in a locked container) to assure proper use an