Safety Plan /
PAGE: 1
SECTION: INTERNAL AND EXTERNAL / OF: 16
EFFECTIVE: June 2007
APPROVED BY: Education Department / REVISED: March 2014
INDEX
I.Personnel
A. Supervisory chain of command and duties
B. Qualification/reference verification
II.Facility Operation
A. Water Supply
B. Lightning Risk Assessment
C. Transportation 4
D. General Operation and Maintenance
III.Fire Safety
A. Evacuation plans; assembly area
B. Fire Prevention
C. Alarm System and Smoke Detectors
D. Fire Extinguisher 5
E. Exit and Exit Signs
F. Fire Drills and Log
G. Submission of Plan to Local Fire District
IV.Medical Plan
A. Duties of Health Director/Personnel
B. Camp Infirmary Description
C. Medication Storage/Administration
D. Universal Precautions
E. Routine Health Care/Surveillance
F. Emergency/Outbreak Procedures
G. Camper Medical History/Screening
H. Medical Log
I. Illness, Injury and Abuse Reporting
J. Camp Sanitation
V.Activity Safety and Supervision
A. General Supervision; Discipline
B. Supervision During Transportation
C. Supervision in Emergencies
D. Activities - General
VI. Staff Training
A. General Outline of Training Curriculum
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B. Camp Hazards
vii. CAMPER ORIENTATION 9
Lost Camper Plan
Fire Safety Plan
Medical Plan
Black-Legged Tick Policy
Rabies Awareness and Prevention
Emergency Procedure
IMPORTANT PHONE NUMBERS
Hospital Numbers 16
The Cary Institute of Ecosystem Studies’ (Cary Institute) Ecology Day Camp will take students in grades 2 through 10 on an exciting adventure in outdoor ecological discovery. The 2014 program includes nine, one-week sessions with younger groups (children entering grade 2 – 4 in fall 2014) alternating with older groups (children entering grades 5 – 7 in fall 2014). A two-week session of Camp will be offered for 6 children entering grades 8-10. The program will run from June 30 through August 29. In most cases, a total of 12 Campers will be enrolled each week, 6 children will be enrolled in the two-week session, and any given child will only participate in one session of the Camp. Enrollment may reach, but will never exceed 14 Campers.
- Personnel
The Cary Institute of Ecosystem Studies’ Ecology Day Camp (herein called "the Camp") is operated by the Cary Institute of Ecosystem Studies in Millbrook, NY. Dr. William Schlesinger is the President of the Institute. The Camp Director is Dr. Alan R. Berkowitz, the Cary Institute Head of Education. The full-time, on-site maintenance staff, headed by Fred Merritt, the Manager of Physical Plant and Grounds, will be responsible for: plumbing, water supply, sewage disposal, building upkeep, van upkeep, grounds maintenance and any other problems that may arise.
A. Supervisory chain of command and duties
The Camp Director, Dr. Alan R. Berkowitz, reports directly to the President of the Institute, and is a member of the permanent scientific staff. Work by the maintenance staff is arranged with the Manager of the Physical Plant and Grounds. The Camp Director supervises the Assistant Camp Director. The Assistant Camp Director hires and supervises the Camp Counselors and the Health Director and is responsible for the overall operation of the Camp, defining and implementing the Camp philosophy, and assuring that the children attending the Camp have a safe, enjoyable and educational experience. The "State Register Clearance Form" (pertaining to abuse and maltreatment), as well as the form, "Prospective Children's Camp Director Certified Statement Relative to the Conviction of a Crime or the Existence of Pending Criminal Action" are sent to the Health Department in April 2014.
The Assistant Camp Director will be Jennifer Rubbo, Program Specialist for Ecology Education at Cary Institute (resume enclosed). In the absence of Dr. Berkowitz, Jennifer Rubbo will serve as the Acting Camp Director.
The Camp Counselor is responsible for the day-to-day operation of the Camp. Minimum qualifications are 1) at least 18 years of age, 2) at least 1 year of experience working with children in an educational setting or a teaching credential, and 3) personal and professional qualifications verified by three references. The Camp Counselors for the 2014 Ecology Camp will be directly supervised by Jennifer Rubbo. They are: Andrea Caruso and Skip Hoover. One or two Junior Counselors are chosen for each of the eight sessions. Junior Counselor positions are volunteer positions for students entering grades 8 and above. In additional to Junior Counselors, Adult Volunteer Educators have been selected to help out as needed. Junior Counselors do not ever independently supervise Campers and will themselves be supervised as Campers.
The Health Director, Amy Sherman, will be responsible for implementing the Medical Plan for the Camp. This will include: 1) reviewing the Medical Form for each Camper to identify potential problems and to inform the Camp Director and Camp Counselors of special needs or concerns, 2) overseeing the safe storage and administration of medicines, 3) overseeing the Camp’s response to emergencies, and 4) training and directing health related activities of the Camp Counselors. The Health Director Designee will be on site and assist in case of an emergency. The 2014 Health Director Designee for the Camp Program is Lau-Rene Manuel, who is on staff and the Safety Officer at the Cary Institute. She has American Heart Association Training. We have no official Camp Health Center and the counselors will only treat minor injuries at the Camp. Injuries that are not emergencies will be dealt with by notifying parents and/or brought to Dr. Margaret Coughlan for treatment. Dr. Margaret Coughlan has agreed to treat any Camper brought to her office from the Cary Institute Ecology Day Camp.
B. Qualification/reference verification
For qualifications, see the Camp Counselor job descriptions listed above and the attached resumes. The steps followed to select Camp staff are as follows. Education staff to be hired will be selected from a national pool of applicants. The Ecology Camp Instructor position is advertised starting in January. The references of these candidates are called for a phone or in-person interview. Questions for references deal with the applicant's ability to work with children, weaknesses, and work habits. The reference is also asked about whether or not they would rehire the applicant. The top applicants are then screened through a phone interview which deals with reasons the applicants want to work with children, examples of teaching experience, how their students would describe them, interest in ecology and comfort with our hands-on, research oriented teaching style.
- Facility Operation
A. Water Supply
The main building in which the Camp will be held, hereafter referred to as the Carriage House, has its own well for water supply. The water is treated by a Department of Health (DOH) approved ultraviolet treatment system and monitored by Physical Plant and Grounds. The water is tested prior to the start of camp by VRI and monthly Coliform test are performed during the duration of camp. Previous testing by the Board of Health found the water safe for drinking. Because the water, though safe, tastes of sulfur, students will be encouraged to bring their own drinking water and we will provide a water cooler for refills. The water system will be maintained and repaired by the full-time maintenance staff, headed by the Manager of Physical Plant and Grounds. See site map for location of wells and storage tank.
B. Lightning Risk Assessment
In the event that a thunderstorm develops and lightning is visible while Campers are outside on a field trip, the Camp Counselors will immediately escort the Campers to the van (grounded on rubber tires) or to the nearest building, whichever is closer. The Campers will remain in the van or in the building until lightning no longer occurs.
C. Transportation
Transportation is only for the movement of Eco-Investigator Campers around our 2,000-acre property on our internal road system. This transportation will occur using a 7-passenger mini-van during the first two weeks of camp (June 30 – July 11, 2014). The vehicle capacity will never be exceeded as we have a maximum of 6 Eco-Investigator Campers . If another vehicle is needed, Counselors will use an additional Institute vehicle or private vehicle for transport. At least one counselor, over 18 years of age and possessing current Driver’s Licenses, will always be present in the van during transportation. In the event of any additional transportation requirements, the second counselor will follow the van in his/or her private vehicle. All children will be required to remain seated and belted while the vehicle is in operation. Vehicles are in good repair and are maintained by the full-time maintenance staff, headed by the Manager of Physical Plant and Grounds. Vehicles will be equipped with First Aid Kits, tools, fire extinguishers and flares. All other transport of campers (for 2-4 grade and 5-7 grade campers) will be on foot.
D. General Operation and Maintenance
Our full-time maintenance and grounds staff will do the general maintenance and repair of buildings and trails, respectively. This will include storm damage to buildings and trails and the removal of bats and other animals from buildings. Potentially rabid animals will be reported and removed (see the Cary Institute Rabies Policy). Necessary repairs will be reported to the Manager of Physical Plant and Grounds by one of the counselors and will be taken care of promptly. The cleaning staff will regularly empty garbage cans and remove rubbish from the Camp. They will also clean the toilets and keep bathrooms adequately stocked with the necessary supplies.
- Fire Safety
A. Evacuation plans; assembly area
See the Fire Evacuation Plan and related policies, which are located online through the Cary Institute of Ecosystem Studies intranet. (
B. Fire Prevention
The Cary Institute is the Camp operator and is responsible for compliance with the required fire safety provisions including the maintenance and testing of equipment. In each building, the full time maintenance staff, led by the Manager of Physical Plant and Grounds, conducts yearly inspections of the fire alarms , egresses and exit signs. The safety officer manages the proper storage and handling of all flammable and combustible materials and their associated waste requirements. Required safety modules for all employees cover the proper use of fire extinguishers and general fire safety procedures.
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C. Alarm System and Smoke Detectors
The Carriage House is equipped with functioning smoke detectors. These battery-operated smoke detectors have their batteries replaced annually. The Millbrook Fire Department is notified of the Camp operating days and is familiar with our facility. Emergency numbers, including the Millbrook Fire Department, will be kept by the phone in the Carriage House. All other Cary Institute buildings have an existing alarm horn/smoke detector system and an evacuation plan set by the Cary Institute.
D. Fire Extinguisher
Our fire extinguishers are serviced and inspected annually by Gordon Fire Extinguisher Company. Security does a quick check of the extinguishers on a monthly basis.
E. Exit and Exit Signs
The primary exit will be the pair of back doors leading out of the main Camp classroom at the Carriage House. The primary exit is marked with an exit sign and the doors swing outward. There are no dead bolts or other lock types which would prohibit egress by Campers during an emergency. The secondary exit will be the door in the front of the building; this is a single door which swings inward. The counselors will maintain a clear route to the exits at all times.
F. Fire Drills and Log
During the first 2 days of each Camp session, the Safety Officer or designee will conduct a fire drill. The Assistant Camp Director will oversee the maintenance of safety with respect to fire. The Manager of Physical Plant and Grounds serves this function for the Cary Institute as a whole and will provide guidance and assistance as needed. The Counselors will keep the record of the fire drills with the Camp Medical and Fire Logbook.
G. Submission of Plan to Local Fire District
The relevant portions of this Safety Plan will be submitted to the Millbrook Fire Department.
IV.Medical Plan
A. Duties of Health Director/Personnel
The Camp Director and Health Director will be responsible for overseeing the Medical Plan. The Health Director and Camp Counselors will hold current and certified First Aid, CPR , and AED training. Staff will be thoroughly trained in implementing procedures for dealing with medical and other emergencies.
The Health Director will review the medical records of all Campers. After the medical record review she will see that the counselors are instructed in the administration of any medicines. Medications wil only be administered with written permission from the child’s parents and primary care physician.
The Health Director will also review the safety and health plans as well as the conditions of the Camp. The Health Director designee will also be available during the hours of the Camp to handle emergencies; document the incident and how it was treated; contact the health department; and follow up with parents and professional health care providers. See also the Health Director job description.
B. Camp Infirmary Description
Because we are such a small Camp (maximum of 12 Campers plus one or two Junior Counselors- ages 13 and up- each week), we do not maintain a Camp infirmary. We have access to complete first aid kits in all buildings, and a Millbrook doctor will be available to treat any injured Campers not requiring emergency care. Any Camper requiring a trip to the Camp doctor (off-site) or hospital will be accompanied by a Cary Institute staff member. The parents or guardians of a child who is ill and cannot stay at the Camp will be contacted by telephone. An Institute staff person will stay with the child until responsible parties arrive. Ill or injured children will be able to remain in the Carriage House (with supervision) until they can be picked up.
C. Medication Storage/Administration
The Health Director, prior to the Campers’ arrival at Camp, screens Campers’ medical forms. The Campers are required to bring any necessary medications in their original containers with the proper labels. Medications will be kept in a secure location and the dosage/time of receipt by Camper will be noted in the Camp Medical Log.
D. Universal Precautions
The counselors will deal with only very minor injuries. In cases where an ambulance is not necessary, Dr Coughlan will see Campers. In case of any emergency, or suspected emergency, ambulance personnel while treat the Camper(s). Plastic gloves are contained in all first aid kits and will be used if the counselors are treating bleeding wounds. See also Medical Plan.
E. Routine Health Care/Surveillance
A complete first aid kit is available in each building and vehicle used by the Camp. In addition a first aid kit will accompany the Staff on all field outings. The Staff is well versed in the locations, contents and use of these kits. See Medical Plan.
F. Emergency/Outbreak Procedures
The Camp Medical Log will be monitored for frequently reoccurring illnesses and the local health department will be contacted immediately if noted. Campers will be required to wash hands before eating. The cleaning staff will be especially thorough in cleaning the "sick" (e.g., bathroom) areas of Camp. In case a Camp evacuation becomes necessary, counselors will follow the fire evacuation policy steps 2-7.
G. Camper Medical History/Screening
Medical forms for each student will be on file in a secure location. The Health Director will review the medical histories of all Campers (see medical form attached) prior to their arrival at Camp. These medical forms include a record of immunization history, recent or current illness or injury or existing medical condition, restrictions or limitations of Camper, special needs of Camper, required medications for Camper, allergies and other concerns, as well as contact information for responsible parties in case of emergency.
H. Medical Log
A log will be maintained by the counselors (overseen by the Health Director), will be located for review, and will contain the following information: date and time of injury, name of injured Camper, nature of complaint, description of treatment and follow-up if required, and the name of the care giver.
I. Illness, Injury and Abuse Reporting
Medical problems will be reported immediately to the Camp Health Director or her designee. A written record will be kept of all such problems. In the event of an emergency, the Camp Counselors will be responsible for calling the appropriate emergency service directly, and for contacting the Camp Director. The Health Director and the child's parents also will be notified immediately. All Camper and staff injuries or illnesses which result in death or which require resuscitation or admission to a hospital, Camper injuries to the head, eye, neck or spine that require referral to a hospital or other facility for medical treatment, Camper injuries where the victim sustains second or third degree burns to five percent or more of the body, Camper injuries which involve bone fractures or dislocations, Camper lacerations requiring sutures, Camper physical or sexual abuse allegations and all Camper and staff illnesses suspected of being water-, food- or air-borne, or spread by contact will be reported within 24 hours to the permitting official.