4-H CAMP RISK Assessmentworkbook

4-H Camp Risk Assessment Workbook September 2017

4-H CAMP RISK ASSESSMENTworkbook

For 4-H Program camps

using the

Oregon 4-H Center

as their program site

September,2017

This workbook is approved for use in planning and conducting
Oregon’s 4-H Youth Development Program Camps.

OREGON 4-H YOUTH DEVELOPMENT PROGRAM(YDP)

CAMP RISK ASSESSMENTWORKBOOK

INTRODUCTION

The following Oregon4-H Youth Development Program (YDP) Camp Risk Assessment Workbook is intended to promote safety and provides guidelines in the management of emergency situations. The workbook offers a set of tools to develop risk management plans and provides worksheets related to the critical areas of crisis and risk management planning. Camp planners and directors can utilize these worksheets to develop comprehensive 4-H YDP camp risk management plans and provide staff training to ensure healthy, safe, high quality, well-run, educational and fun camping programs.

In the first section, Crisis Management, worksheets have been designed to help guide management through a crisis, and these tools should be easily accessible on the site during the program. The remaining worksheets are grouped by the following sections: Site and Facilities, Program Administration, and Staff Development and Training. Some worksheets may not apply to all 4-H YDP camp programs (e.g. 4-H YDP managed/operated camp facilities versus leased/rented facilities). Note that it is expected that 4-H staff follow standard University procedures for collecting the OSU waiver of liability form, 4-H health form, registration form, enrollment of volunteers and youth and other procedures. This workbook should be used in conjunction with the Oregon 4-H Camp Benchmarks document when planning camp programs.

Thisworkbook isbased on and modeled after accepted and tested comprehensive group camp risk management planning materials and camp standards including Camp Fire USA’s Managing Risks and Emergencies in Camp Programsand the American Camp Association (ACA)Camp Standards.

WHAT IS RISK MANAGEMENT?

A risk is an uncertainty or probability concerning the potential for injury or loss of resources. The purpose of risk management planning and the aim of this workbook are to help:

Provide for the safety of 4H members, volunteers, and staff.

Protect the 4-H Youth Development Program leadership, staff and volunteer resources.

Support continued operation of Oregon 4-H camp programs.

Risk management plans are systems to identify, evaluate, reduce, prevent or control loss of resources associated with the 4-H YDP or the operation of a camp program on managed/operated camp facilities or those on leased/rented facilities. Most importantly, risk management plans are designed to provide for a safe experience for youth and volunteers. Risk management plans are also intended to reduce or prevent legal and public relations problems.

Adapted from the University of California 4-H Youth Development Program Camp Risk AssessmentWorkbook developed by the California 4-H Camping Task Force. Adaptation by the Oregon 4-H Camp Risk & Preparedness workgroup: .Lynette Black, Virginia Bourdeau, Woody Davis, Robin Galloway, Connie Gladish, Melanie McCabe, Shana Withee.

TABLE OF CONTENTS

NOTE: After filling in the worksheets with your program specific information you may need to update the page numbers listed on this page.

CRISIS MANAGEMENT

1: WHO IS IN CHARGE IN AN EMERGENCY & MEDIA COMMUNICATIONS PLAN?

2: EMERGENCY PHONE NUMBERS

3: EMERGENCY PROCEDURES FOR HAZARDS AND/OR DISASTERS.9

4: EMERGENCY COMMUNICATION AND WARNING SYSTEMS...... 12

5: PARENT CONTACT......

7: DIVERSION ACTIVITIES

8: SITE EVACUATION

9: FIRST-AID

10: EMERGENCY ON-SITE TRANSPORTATION

11: INSECT/RODENT-TRANSMITTED DISEASES

12: EXPOSURE TO BLOOD-BORNE PATHOGENS……………………… 28

13: TRANSPORTING PARTICIPANTS AND STAFF

14: DEALING WITH A DEATH

SITE AND FACILITIES

15: SITE HAZARD IDENTIFICATION NATURAL AND MAN-MADE

16: FIRE PREVENTION AND SAFETY...... 37

17: SAFE WATER SUPPLY……………………………………………………39

18: FOOD-BORNE ILLNESS

PROGRAM ADMINISTRATION

19: RISK REDUCTION ANALYSES...... 43

20: INCIDENT REPORT……………………………………………………….44

21: EMERGENCY DRILLS

22: PARENT NOTIFICATION OF CHANGES...... 47

STAFF DEVELOPMENT AND TRAINING

23: PLAN FOR SUPERVISION OF STAFF...... 48

24: GENERAL PARTICIPANT SUPERVISION PLAN

25: CONDUCT OF PARTICIPANTS AND STAFF

26: STAFF TRAINING

27: REGOGNIZING & PREVENTING CHILD ABUSE

28: WEATHER AND/OR ENVIRONMENTAL HEALTH EFFECTS ON PROGRAM 58

29: PARTICIPANTS IN OFF-SITE PROGRAMS OR EXCURSIONS

30: HEALTH SUPERVISION

31: HEALTH SCREENING AND RECORDS

32: PERSONAL MEDICATIONS...... 6

CRISIS MANAGEMENT WORKSHEET

1: WHO IS IN CHARGE IN AN EMERGENCY & MEDIA COMMUNICATIONS PLAN

Rationale

To avoid confusion and misinformation, each staff person needs to be aware of his/her responsibilities and who is in charge. In the event of a major emergency, the media scans police radios and will quickly arrive on the scene or call by phone. It is important to be prepared so that the media can do their job and the administrators can do theirs. The 4-H Youth Development Program has a responsibility to provide accurate information to the public.

Plan

1. Emergency: In case of emergency, who will be in charge:

/ Back-up person
At the site of the emergency?
At the county 4-H office (or other in-town location)?
While participants are on a hike, trip or excursion?

1. What are the responsibilities of the person in charge at the site of emergency?
   

1. How often will contact be made between site of emergency and in-town location, e.g. every hour, twice per day?

1. What are the responsibilities of the person in charge at the office or in-town location?
   

1. What are the responsibilities of the person in charge if emergency happens off-site?
   

1. In case ofemergency, who has the authority to develop brief factual statements or “Key Message” to be provided to the 4-H Program Leader for media release.

1. Use the following as an outline for forming key messages in a brief statement to provide to the 4-H Program Leader.

The scenario facts – nature of situation and who (by title or role) is involved:
-indicate your cooperation with the authorities
-state concern for those involved
-restate the facts of the scenario without editorializing
-indicate openness for future updates and response
The following are people who can approve a more detailed media release:

1. Who is the official spokesperson designated to respond to the media during an emergency?The 4-H Program Leader or his/her designee ONLY.

1. In addition to the media who should the brief factual statement be given to?
   

1. When and how are other staff informed and/or trained in their role (or non- role) in dealing with the media?

Guidelines

1. When clarifying in-town staff responsibilities, be sure to consider all of the procedures and all aspects of the operation.

1. Make sure training takes place to inform the staff who is in charge and the specific responsibilities of each staff member. There should be no communication with the media from anyone on the 4-H Center property. Direct inquiries to the 4-H Program Leader.

1. The 4-H staff and camp administration should identify an official media spokesperson in case of emergency. In the case of a 4-H camp at the Oregon 4-H Center that spokesperson MUST be the 4-H Program Leader. For other camp sites a spokesperson should be chosen that has a general understanding of the media,who possesses excellent communication ability and has experience with interviews and reporters. The 4-H staff person handling the emergency will be too busy to function in this role. The media person’s responsibility will include speaking in an official capacity for the program and the organization, and they must have knowledge of and sensitivity to the program’s policies about what should or should not be disclosed, as well as some expertise and credibility. This should be designated to the County Leader or State 4-H Program Leaderwhenever possible.

1. The news media have a right to cover newsworthy events. You may not exclude the media from the site of such an event. They should receive the same courteous treatment you expectwhen you are asking for positive media coverage. Discuss the organization’s legal rights with legal counsel. Be sure the plan includes an absolute commitment to accuracy.

1. One person, the staff person in charge, should be authorized to develop and/or approve a brief factual statement for release to the media as soon as possible following an emergency. A “no comment” or delay in releasing information may give the appearance of an attempted “cover-up” or result in reports based on rumor or inaccurate information. It is suggested the brief statements include location, type of incident, when it occurred, and whether it involved adults and/or children. Do not give specific names of persons involved until families have been notified.

1. Copies of the brief statement should be distributed to all those who might receive inquiries. It should be stressed to staff and volunteers that they should release only the information included in the statement and not speculate about the incident to others. Questions that go beyond the information in the news releases should be referred to the official spokesperson.

1. Information gathered regarding campers and youth staff should be handled in an appropriate and confidential manner.

CRISIS MANAGEMENT WORKSHEET

2: EMERGENCY PHONE NUMBERS

Rationale

These emergency telephone numbers need to be posted along with what to report and the names of camp staff who can contact officials. Be sure to consult the “Emergency Checklist and Contacts” document annually provided by the 4-H Specialist to assure correct numbers below.

Plan

1. Emergency: Information to give to official or medical service

Name of the reporting party:
Site address: Oregon 4-H Center, 5390 4-H Rd NW – the cross street is Brush College Road
Site phones #: Main Office 503-371-7920, Health Center 503-371-4064,
4-H Center Kitchen/Dining Hall 503-371-4064
Directions to be given in case of emergency:

1. What are the emergency phone numbers and service information for:

Local Officials /

Name of Service Area

/ Phone #
Fire / Spring Valley Fire District / 503-588-6527
Sheriff /

Polk County Sheriff-

non-emergency / 503-623-9251
Health Department / Polk County / 503-623-8175
Veterinarian (small and/or large animal)
Animal Control Officers / Polk Co. Sherriff / 503-623-9251

1. Medical Services

Poison Control Center / Phone #: 800-222-1222
Ambulance / Phone #: 911
When do you call for an ambulance?
What is the estimated response time?
How many victims can the ambulance transport?
Who is transported with the injured?
Can anyone else ride in the ambulance?
What forms are needed?
Hospital / Phone # (503) 561-5200
1) Closest available hospital: Salem Hospital ER is a Level II Trauma Center
Directions from site to hospital: Posted by phones
How long does it take to get there? Outside of AMrush hour 20 minutes, during AM rush hour 30+ minutes
2) Alternative Hospital- in the event that the bridge from West Salem to Salem is blocked or closed for any reason
Emergent Care Urgent Care: (503) 623-3199 No appointment needed, walk ins welcome.
109B E Ellendale Ave, Dallas, OR – Open 9 AM- 7 PM Mon-Sat., 10 AM- 4 PM Sun
What forms are needed for treatment? / Needed? / Where located?
-Health history/physical exam form
-Parent permission
-Insurance form
-Other
When (if ever) is it necessary to call ahead for treatment?
Do parents need to be reached before treatment will be given?
What method of payment is required for treatment?
In case of animal bite, does the hospital require you to bring the animal?
Who should transport the injured to the hospital?
Alternates:
Doctor James Lace MD / Phone # 503-364-2181
Closest available doctor: Childhood Health Associates of Salem, 891 23rd St NE, Salem, OR 97301
Open Hours: 8:00 AM – 8:00 PM
Directions from 4-H Center to Childhood Health Associates of Salem:
Leave camp to 4-H Rd, follow 4-H Rd to junction with Brush Collage Rd. NW. Turn right on Brush College Rd. Travel 19 miles to junction with Wallace Rd. NW. Turn right on Wallace Rd NW. Travel for 2.1 miles. Stay on Wallace Rd as it becomes the ramp to the Center St Bridge (OR-22E). Continue on Center St NE 1.7 miles. Turn left on 23rd ST NE. Travel .2 miles; destination will be on the left.
Do you need an appointment? Ask for Dr. Lace specifically
SALEM: Urgent Care Center- / Phone #: 503-814-5554
1002 Bellevue St Salem OR – Open 10 AM – 10 PM Mon- Fri.; 10 AM – 8 PM Sat.-Sun.
Directions to service from site:See maps by phone in Nurse’s Station
Do you need an appointment or prior notification of arrival?Yes
DALLAS:
Emergent Care Urgent Care: (503) 623-3199 No appointment needed, walk ins welcome.
109B E Ellendale Ave, Dallas, OR – Open 9 AM- 7 PM Mon-Sat., 10 AM- 4 PM Sun
What forms are needed for treatment? / Needed? / Where located?
-Health history/physical exam form
-Parent permission
-Insurance form
-Other
Do parents need to be reached before treatment is given?
What method of a payment is required for treatment?
Who should transport ill or injured to doctor?
Alternates:

Guidelines

1. Refer to the Emergency Checklist and Contacts document sent annually by the 4-H Camping Specialist for some of the phone numbers you need for this worksheet.

1. These phone numbers should be reviewed yearly and posted by phones where problems can be reported.

1. Also post information on what to say: e.g. name of reporting party, site address and phone number, in case local official did not understand messages and needs to return call for clarification.

1. Designate two adult staff responsible for driving and traveling with youth victim.

CRISIS MANAGEMENT WORKSHEET

3:EMERGENCY PROCEDURES FOR HAZARDS AND/OR DISASTERS

Rationale

Emergency procedures for identified hazards or disasters, both natural and man-made, for each program site must be written and distributed and/or posted to help ensure a safe experience for all participants and staff.

Plan

1. Natural hazards

Type common to program area / Warning signs / Safety precautions taken / Emergency Action Required
Ponds / None / Camper supervison

1. Natural and man-made disasters at the program site

Type possible in program area / Warning signs / Safety precautions taken / Emergency Action Required
Thunder Storm / Hear thunder, see lightening / Shelter inside / Worksheet 28 Weather
Wildland fire / Worksheet 8: Site evacuation

1. Widespread disasters affecting the community where participants live

Howwill facts be verified? / Who will be responsible?
What kinds of information will be shared with staff? / Who will prepare statements?
What kinds of information will be shared with participants? / Who will prepare statements?

1. Plan for providing drinking water, food and sanitation if a disaster prevents campers and staff from going home for 3 days – a week.

1. Man-made hazards related to operation of facility or equipment

Type common to program area / Warning signs / Safety precautions taken / Emergency Action Required

1. Contaminated food or water

Procedure for handling food-borne illness:
Procedure for handling illness from contaminated water:

1. Man-made hazards related to behavior of people

Types included for this program / Warning signs / Safety precautions taken / Emergency Action Required
Intruders
Vandalism
Kidnapping
Harassment
Drug and alcohol misuse
Hostage
Terrorism
Other

Guidelines

1. Include warning signs and emergency action required for natural disasters common to the area such as tornados, earthquake, flood, snow, lightning, forest fire, mud slides, etc. and man-made disasters such as fire, terrorism, etc. that maybe widespread and include the whole community. Local authorities may direct the operations.

1. If any kind of disaster happens in the community where the participants and staff live while camp is in session, you will need to decide what information is disseminated and how to coordinate information between staff and families, and between campers and their parents. There also needs to be a system designed to identify and refer people who need extra support.

1. Hazards related to the operation of the facility or equipment include both injuries caused by the operation of equipment, illnesses caused by contaminated food or water brought to the site, and the food handling procedures or faulty equipment. Procedures include handing multiple participants and staff that are ill, working with the health department to determine the cause and being prepared to answer questions from the media. See Worksheet 17 Safe Water Supply and Worksheet 18:Food-borne Illnessfor safety procedures.

1. Many of the man-made hazards related to the behavior of people such as intruders, vandalism, kidnapping, harassment, drug or alcohol misuse, acts of terrorism, hostage, child abuse, etc. have specific crisis worksheets orhave been included on staff (paid or volunteer) behavior expectations.

1. Emergency action includes what to do and whom to call for immediate help during the crisis-not the follow-up reports or actions needed. Be sure phone numbers are listed on the Worksheet 2: Emergency Phone Numbersand are posted and included with crisis information.
   

CRISIS MANAGEMENT WORKSHEET

4:EMERGENCY COMMUNICATION AND WARNING SYSTEMS

Rationale

Often in a disaster situation, such as severe weather conditions, the primary communication system (e.g. land-line telephone) may be inoperable. An alternative means of communication is necessary to call for help or to inform authorities. Some areas need emergency communication systems within the site. Warning systems create an efficient method to quickly communicate to the entire site population. Everyone on the site should know what the various alarms mean and the action they are to take when an alarm is sounded.

Plan

1. Emergency: Communication to or from off-site services

What kinds of emergency communications are available at the site?
The camp has a base station in the main office and hand-held units for client use.
What is the back-up system in case the telephone is not working?
At the main 4-H Center business office (Upstairs in Ford Family Building) there is a regular “trim-line” phone which can be plug into the port that normally houses the FAX connection behind the copy machine. This line and this phone will work in a power outage (not a phone outage) where the other programmed phones at the main office will NOT work with a power outage.
Who has cell phones that can be used in camp in an emergency?
Name / Location / Number
Have they been tested in the area?
Who is responsible for keeping them charged?
Is there a payphone in the area?

1. On-site communication

Is there an on-site communications system? / Type:
Who on site is trained and has written copies on the use of the on-site communications system and back-up emergency communications system?
Is there a non-electric warning system?
How is it practiced?
What are the emergency warning signals for different situations?
Warning signal / Situation or action to be taken
Who can initiate the different warning systems?
Are the communications system(s) checked and practiced periodically?
When?
By whom?
Is there a back-up battery in case of an electrical failure?
Can the above cell phones be used in emergency for on-site communication?

Guidelines