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Quality Planning In Camping Programs Quality Planning in Camping Programs West Virginia University Extension Service TABLE OF CONTENTS CAMP PROGRAMMING TIMELINE ......................................................................................................3 CAMP PROGRAM DEVELOPMENT .......................................................................................................4 CHECKLIST OF GUIDELINES AND BEST PRACTICES ................................................................................ 4 Facility Safety Requirements ............................................................................................................... 4 Site Liability Requirements .................................................................................................................. 4 Camp Program ..................................................................................................................................... 5 Parents of Campers .............................................................................................................................. 7 Human Resources ................................................................................................................................ 7 Camp Health and Safety .....................................................................................................................10 Emergency ...........................................................................................................................................12 GUIDELINES FOR PARTICIPANT CHECK-IN AND CHECK-OUT AT 4-H CAMPING EVENTS.....................13 CAMP RULES AND GUIDELINES ...............................................................................................................15 Some Sample Rules for WVU Extension Service 4-H Camping Programs ......................................16 4-H CAMP COMMUNICATIONS – A RECIPE FOR SUCCESS......................................................................18 MINIMUM STANDARDS OF PRACTICE FOR ALL WVU EXTENSION-SPONSORED CAMPING PROGRAMS ........................................................................................................................... 21 OPERATIONS & MANAGEMENT ........................................................................................................21 HUMAN RESOURCES ........................................................................................................................21 PROGRAM DESIGN & ACTIVITIES .....................................................................................................22 SPECIALIZED ACTIVITIES .................................................................................................................22 o Horseback Riding .......................................................................................................................22 o Adventure/Challenge ..................................................................................................................23 o Trip and Travel ...........................................................................................................................23 Aquatics ......................................................................................................................................23 FACILITY & FOOD SERVICE .............................................................................................................25 HEALTH, WELLNESS AND SAFETY ...................................................................................................27 APPLICABLE WVU EXTENSION SERVICE POLICIES, PROCEDURES & STATEMENTS OF BEST PRACTICE FOR HEALTH AND SAFETY .................................................................................29 TOBACCO POLICY ....................................................................................................................................30 ALCOHOL POLICY....................................................................................................................................31 ILLEGAL DRUG POLICY ...........................................................................................................................33 DEADLY WEAPONS/DESTRUCTIVE DEVICES POLICY .............................................................................35 STATEMENT OF BEST PRACTICE—TRANSPORTATION OF CLIENTELE ..................................................36 Waiver and Permission to Transport Child/Charge ..........................................................................38 PROTECTIVE HEADGEAR FOR 4-H MEMBERS/YOUTH PARTICIPATING IN BICYCLE ACTIVITIES........39 EQUINE HARD HAT POLICY ....................................................................................................................40 APPLICABLE WVU EXTENSION SERVICE POLICIES, PROCEDURES & STATEMENTS OF BEST PRACTICE FOR POSITIVE CAMP LIFE ..................................................................................41 SEARCH AND SEIZURE POLICY ................................................................................................................43 WVU SOCIAL JUSTICE NONDISCRIMINATION STATEMENT ...................................................................45 POLICY AND PROCEDURE REGARDING SEXUAL HARASSMENT .............................................................46 POLICY STATEMENT ON BULLYING ........................................................................................................52 APPLICABLE WVU EXTENSION SERVICE POLICIES, PROCEDURES & STATEMENTS OF BEST PRACTICE FOR CAMP VOLUNTEERS/STAFF .......................................................................53 1 Quality Planning in Camping Programs West Virginia University Extension Service WVU EXTENSION SERVICE VOLUNTEER SELECTION AND SCREENING PROCEDURE .................................54 CAMPER SUPERVISION RATIOS ...............................................................................................................58 WEST VIRGINIA 4-H ―ABOVE SUSPICION‖ PROCEDURES........................................................................59 STATEMENT OF BEST PRACTICE—OVERNIGHT SUPERVISION OF 4-H MEMBERS AND OTHER MINORS PARTICIPATING IN WVU EXTENSION SERVICE PROGRAMS ...................................................................60 2 Quality Planning in Camping Programs West Virginia University Extension Service Camp Programming Timeline September-October: Conduct post-camp feedback sessions with campers, parents, volunteers; Fall ACA Virginias Section Meeting November-December: Establish camping dates, budget & costs; Contract with facilities; ―Sponsor a 4-H Camper for Christmas‖ Campaign; Report results of camp programs in Faculty File & County Indicator Reports; send Holiday cards to last year's campers January: Winter ACA Virginias Section Meeting; Secure services of camp medic/nurse & food service personnel February: National ACA Convention; Early Camp publicity; Recruitment & Screening of Camp Volunteers; County Camp Instructor Requests; Camp Planning early stages March: Camp Volunteer Training; MCI/NCI/Tri-State Camping Conference; Camp Planning continues; Contact guest speakers and special programs April: Camp Volunteer Training continues; Camp Planning continues; Begin camp- related purchases, contracts and details; Advertise, mail camp letters & begin accepting camp registrations; Plan camp store; Arrange for Inspections of your Camp Facility by Health Department and Fire Department/Fire Marshall May: Camp Volunteer Training continues; Final selection of camp volunteers; Final camp planning details; Final camp arrangements & details (food, accident insurance, supplies, crafts, guest speakers & programs); 4-H Camp Kick-off Inservice at Jackson's Mill June, July, August: Conduct & evaluate Camp programs 3 Quality Planning in Camping Programs West Virginia University Extension Service Camp Program Development Checklist of Guidelines and Best Practices Facility Safety Requirements Camp Director or designee inspects Camp Facility for safety Facility complies with ―Minimum Standards of Practice for all WVU Extension- sponsored Camping Programs‖ (See pages 15 - 17 in Quality Planning in Camping Programs) Facility provides a safe environment for participants. Facility is accessible for individuals with disabilities and special needs. Facility has telephone access. Emergency exits are clearly marked, unlocked and easily accessible. Emergency equipment exists and is accessible if needed. Facility (including kitchen, water and septic systems) is inspected and approved for use by county sanitarian and fire marshal, as evidenced by a current permit to operate issued by the appropriate health authorities. No other groups are scheduled to use the facility in a way that would place 4-H campers at risk. (―Concurrent use‖ of facilities by non 4-H groups or individuals during 4-H camping programs is not recommended.) Site Liability Requirements Facility use forms, agreements and/or contracts from management of the facility chosen have been approved by WVU Legal Affairs. (See Appendix A for sample forms.) If payment of facility used is required, make deposit or payment per facility use form, agreement and/or contract only after contract has been approved through appropriate channels. If liability insurance is required by facility chosen, seek assistance from the Associate Director, Operations in obtaining appropriate liability insurance. Secure and maintain the most current copy of the WVU's BRIM policy in your camping files; keep a copy with you when you are at camp (available at http://intranet.ext.wvu.edu/ ―Policies‖ ―Certificate of Liability Insurance‖). 4 Quality Planning in Camping Programs West Virginia University Extension Service Camp Program Identify camp dates and registration deadlines; promote to all audiences early and often! Potential audiences- Parent groups 4-H Clubs Afterschool Programs Schools Home School Families Implement a promotion plan for camp that includes a variety of approaches: Early release of camp dates to potential campers Letter of invitation with information to potential campers Teen awareness visits (this is your most powerful tool – send teens to speak to clubs and groups about the camp program Television and radio spots by former campers and staff Cards or letters from camp staff or older ―role model‖ campers Displays, newspaper articles and photographs Invite a reporter to attend the staff training activities to get pictures of these outstanding volunteers preparing for camp. Develop camp operating budget (see Camp Budget template on ―County Money Management‖ CD from WVU Extension Service.) The camp program should be planned with input from parents, campers, volunteer staff and counselors. A written statement of objectives and strategies is needed to guide the program and to be a focus for staff training. Program planning checklist: Identify goals and objectives of your camp—what do you hope to accomplish? Gather ideas for o Camp Themes o Assemblies o Camp Schedule o Meditations o Classes & Crafts o Special Events Plan your camp evaluation as you plan camp. 5 Quality Planning in Camping Programs West Virginia University Extension Service The program is planned for the campers. Examine your tribal leadership selection process; consider a pre- camp application/training process to prepare excellent tribal leaders The program includes activities that can be conducted better at camp than anywhere else. The program utilizes the outdoors. The program connects the campers to the environment in a meaningful way. Camp provides a variety of social experiences: opportunity for community; opportunity for group identity; opportunity for personal identity The program provides for a progression in knowledge and skills. The program provides age-appropriate activities that reflect the age range of the camp population There are a variety of exciting options, and campers have an opportunity to make choices. Schedule provides campers with the opportunity for adequate rest and sleep. Campers have an opportunity to learn and practice life skills. Camp programs should be long enough for groups to form (ACA suggests five days as a minimum). Participant Orientation is conducted early in camp schedule; includes behavior expectations, rules, policies, guidelines, safety and emergency procedures. Decide how you will document the camp experience (group picture, slide show, video program, camp yearbook) Decide camp award/recognition and selection process 6 Quality Planning in Camping Programs West Virginia University Extension Service Parents of Campers Parent Orientation (face-to-face or in writing) is conducted; includes purpose and nature of your camping program, rules and policies, consequences of violating rules and policies, safety and emergency procedures, parent role in preparing child for camp, what to pack, what not to pack, how to pack, etc. Drop-Off & pick-up procedures are communicated to parents Organized process in place for responsible, approved adult to sign camper ―in‖ and ―out‖ of camp. (see pgs. 13-14) Restricted Release (Appendix B) Early Release (Appendix B) Signed permission to participate or informed consent forms are received for each child. Signed informed consent forms for specialized activities are received for children participating. (Appendix B) Signed informed consent forms for Controversial Subjects programs are received for children participating. (Appendix B) Parents understand financial obligations and pay any required costs by posted deadlines. Human Resources Send letters to potential staff – adults and teens. Utilize a formal selection and screening process, including staff application, references, interview, and fingerprint screening (Sample application and forms in Appendix C). Set dates and requirements for camp staff selection and training well in advance (Include on application). Recruit, screen, train and select enough volunteer staff to meet or exceed the following ratios of: 1 staff per 6 campers age 6-8 1 staff per 8 campers age 9-14 1 staff per 10 campers age 15-18 Staff should reflect the diversity of the campers and be trained to accept, respect and be responsive to the diversity of your community. 7 Quality Planning in Camping Programs West Virginia University Extension Service According to ACA standards, 80% of the staff needed to meet these ratios must be 18 years of age or older as of the first day of camp. Adult counselors should be at least 23 years of age for all-age or older camp and at least 18 years of age for younger camp. If there are going to be times during the day when these ratios are not needed or when lower ratios are required, document this in writing. Select some extra staff or have some parents ―on call‖ so that if you need to replace staff members immediately before or during camp, you will have the reserves you need. Conduct required staff training; document topics covered and names of participants (for a list of required topics, see ―Minimum Requirements‖ on pgs. 4 – 6 in ―Quality People in Camping Programs‖) 10 hours (minimum) for Resident Camp Staff (5 days/4 nights or longer duration) 4 hours (minimum) for Day Camp and Short-Term (3 nights or shorter duration) Camp Staff As needed short-term event chaperone training Do not make final selections of staff until on-site training activities where you have an opportunity to observe their behavior ―at camp.‖ Document training related to the following WVU Extension Service Policies, Procedures and Statements of Best Practice: Tobacco Policy Alcohol Policy Illegal Drug Policy Deadly Weapons/Destructive Devices Policy Statement of Best Practice—Transportation of Clientele (if applicable) Protective Headgear Policy for 4-H Members/Youth Participating in Bicycle Activities (if applicable) Equine Hard Hat Policy (if applicable) Policy on Technology and Communication Devices at Camp Search and Seizure Policy WVU Social Justice Nondiscrimination Statement Policy and Procedure Regarding Sexual Harassment Policy Statement on Bullying Camper Supervision Ratios West Virginia 4-H ―Above Suspicion‖ Procedures Statement of Best Practice—Overnight Supervision of 4-H Members and Other Minors West Virginia 4-H Chaperone Policy and Resources (if applicable) West Virginia 4-H Volunteer Code of Conduct WVU Extension Service Emergency Media Plan 8 Quality Planning in Camping Programs West Virginia University Extension Service Retain copies of camp staff training lesson plans, handouts, and evaluations (include a question like: ―Do you feel prepared to serve as a camp counselor? If not, what knowledge or skills do you need?‖). Retain lists of those who participated in each training event. Conduct training for late-recruited, replacement and other staff who have not been present for the required hours of staff training. Send acceptance letters to selected camp staff with dates, times and locations. Retain mailing list. (Sample in Appendix C) For each camp staff member selected, have on file: a signed West Virginia 4-H Volunteer Code of Conduct, and a signed, written agreement with the volunteer which states: The person is a volunteer and not a paid employee Room and board is provided as a convenience of WVU Extension The organization assigns sleeping space and duties to the volunteer No fringe benefits provided a regular employee are provided to the volunteer Volunteer services can be terminated by either party at any time A mandatory training period, before campers arrive, will be provided Who will provide supervision of their service during the camp There will be a performance evaluation and recognition at the conclusion of service Be sure to have written evidence (retain in file) that the leaders of ―Specialized‖ activities have appropriate certification, training and experience and follow written procedures based on authoritative sources. Document evaluation of skills to lead activities prior to leading the first activity. Conduct regular observations of Specialized Staff to document their ability to: A. Enforce established safety rules B. Provide appropriate instruction to campers C. Identify and manage environmental and other hazards related to the activity D. Apply appropriate emergency procedures related to the activity and the campers. 9 Quality Planning in Camping Programs West Virginia University Extension Service Make sure all staff members are familiar with the total camp program and how their segment fits. Read your Camp Facility's Emergency Plan and Policies, share them with your staff, see that they are displayed in several key places, review them as part of the Welcome to Camp program and document that they were communicated in a variety of ways. Hold daily staff meetings during camp to evaluate programs, coordinate details, share concerns and give staff an opportunity to ask for help. Be sure to provide adequate supervision for the campers during your staff meetings. Hold any recognition/celebration, etc. for staff following camp or in a time and place that will not leave the supervision of campers too thin. If Teen Counselors are used, there should be a planned series of learning experiences for them to provide instruction and processing of their learning while at camp. Oversight of this process would be an excellent job for a skilled volunteer. Camp Health and Safety Signed Health History Form with emergency contact information for each participant (minor and adult) and only accessible by person(s) in charge of camp and Camp Health Care personnel (Camp Nurse). Health Histories must be available for ALL persons in camp. Use the standard WVU Extension Health Form for all camping events. Health History forms accompany campers on off-site trips, kept in a secure location by responsible adult. (Appendix D) Have a qualified person (at least ARC First Aid/CPR trained –Physician, Nurse Practitioner, Nurse or EMT preferred) available on site 24 hours per day. Physician available on site or on call. All campers meet with camp medical person (or an adult following written procedures approved by a medical doctor) to check health history, review medical needs. Keep all medications (prescriptions and over-the-counter) locked in a secure place and supervise self-medication only under the Doctor's orders, camp standing orders or signed instructions of the parent/guardian. (Medication Administration Record in Appendix D) Access to health care and health emergency procedures are known and understood by campers and staff even when traveling away from camp. Current and up-to-date First Aid kits are available at camp medical center and at all sites away from ―main camp‖ where programs are conducted. (Suggested list in Appendix D) Health and/or accident insurance secured. (i.e. – American Income Life) 10 Quality Planning in Camping Programs West Virginia University Extension Service Fire and emergency drill training is conducted within the first 36 hours of campers' arrival. Incident or accident report forms available for use by Camp Director. (Appendix E) Be sure that all waterfront and swimming programs are led/supervised by qualified individuals. Lifeguards (Red Cross Lifeguards, YMCA Lifeguard, Lifeguard BSA or equivalent certification). Lifeguards are needed when an activity is conducted near bodies of water where a camper could be in the water (intentionally or unintentionally) and rescue would require the skills of someone trained in more than elementary, non- swimming forms of rescue. Watercraft activities -Instructor rating in the appropriate craft, or -Certification as a lifeguard from a nationally recognized certifying body, or -Other acceptable certification or license Have a person with current CPR for the age of the participants available for all waterfront and swimming activities. Note that the CPR certification is only good for one year. The Extension faculty member in charge of the camping event is ultimately responsible for knowing exactly where their campers are at any time. Other Extension faculty, staff and volunteers have the responsibility for informing the director if they suspect or recognize that any camper is missing. Each class instructor should be provided with an accurate listing of participants in each class. Roll should be called at the beginning of each class session, each day. Discrepancies between the list of assigned campers and those actually present must be communicated to the camp director immediately. Only the Camp Director will make changes in the assignment of campers to classes. The Camp Director is responsible for assigning camper to tribes. An accurate list of each tribe should be given to tribal leaders for roll call. Discrepancies between the list of assigned campers and those actually present must be communicated to the camp director immediately. Only the Camp Director will make changes in the assignment of campers to tribes. Roll-call will be taken at bedtime. Discrepancies between the list of assigned campers and those actually present must be communicated to the camp director immediately. A list of campers and adults assigned to each sleeping cabin will be posted inside the cabin by one of the entrances on the first day of camp, and will be updated as necessary. 11 Quality Planning in Camping Programs West Virginia University Extension Service Emergency Camp Director communicates with local law enforcement, fire service and emergency medical service officials prior to camp. Written communications of dates and programs are followed by face-to-face meeting (on site if possible) to address possible emergency situations and response plans and procedures. (Sample letter in Appendix F) Plan for unexpected weather based on the season (i.e. access to shelter, means to contact parents of changes in program, location, etc.) See Crisis Management section. Two way radios and/or cell phones carried and used by key camp officials for emergencies, off-site activities and on-going communication. 12 Quality Planning in Camping Programs West Virginia University Extension Service Guidelines for Participant Check-in and Check-out at 4-H Camping Events Check-in Each child will have a registration form on file at the site of the event. The accuracy of the information must be verified when the child is checked in. Included on the registration form: contact information of parents or other responsible adult signature of the responsible adult acknowledging their permission for the child to attend the event a place for parents to specifically authorize who may pick up participant at the program site additional forms may be needed depending on the type and duration of event (e.g. media release, health history, etc.) Check-out A system to actually sign the child over to the person picking them up is the best assurance that the child has been turned over to the parent or another person authorized by the parents. The child's ability to identify a person picking him or her up is not adequate authorization. Many children would willingly go with a relative or neighbor who says their mother said to pick them up, or with a divorced parent who does not have custody. Check out is also an opportunity to tell the parent how much the child enjoyed the experience, how well they did, and to begin the recruiting process for the next year or program. Include a nurse's checkout station so parents can pick up any of their child's remaining medications. Change can be difficult to accept. But when parents understand the rationale for a formal check-out process, they are likely to cooperate and appreciate the concern and responsibility shown for the children in their care. A positive attitude by Extension professionals and volunteers is essential to acceptance of this process by the families you serve. It also helps to put some thought and effort into ensuring an organized procedure that easily expedites families. Drop-in programs Some day camping programs accept children on a drop-in basis. The issue of responsibility is a liability concern. In a drop-in program children come and go – attending the program their own without being accompanied by a responsible adult. It is assumed that the parent or responsible adult is responsible for their health and safety. For Day Camps and other ―drop-in‖ activities: Establish a procedure requiring a parent or responsible adult be present for the first time check-in of children. Fill out an information card or form the first time a child attends the program. Included on the registration form: o contact information of parents or other responsible adult(telephone number where they can be reached during program hours, home address) 13 Quality Planning in Camping Programs West Virginia University Extension Service o signature of the responsible adult acknowledging their permission for the child to attend the event o a place to indicate that the parents authorize the child to check themselves into and out of the program o a place for parents to specifically authorize who may pick up participant at the program site. When a child fills out an information card, a welcome note should be provided to the parent or responsible adult including information about the program, sign- in/sign-out expectations that the child must follow if a parent or responsible adult does not accompany them and a statement that WVU Extension 4-H Youth Development is not responsible for injury and, except for minor first aid, will not treat injury or illness. In the event of injury or illness, the parent or adult responsible should be called and should be expected to deal with the problem. Simple first aid may be provided on site, but staff should not transport a child to seek treatment or emergency care. If immediate care is needed, and the parent/responsible adult cannot be located, contact the local emergency medical service. In a child does not attend a drop-in program as expected, call the parent/responsible adult to check on the child's status. 14 Quality Planning in Camping Programs West Virginia University Extension Service Camp Rules and Guidelines Having camp rules and guidelines is a necessary evil. Rules and guidelines can help provide structure and order to camp—and give young people a sense of security. But like much of life, having too many rules and guidelines can make camp life cumbersome. Use the following principles on camp rules to help you find that happy medium: 1. A rule must be necessary for the health, safety, welfare, rights, and interests of the camper and the camp. If it is merely a tradition or is unnecessary, do not make a rule. 2. Camp rules are a reflection of policies, procedures and standards of practice. They are not the same thing! Rules are much simpler statements of expectations. 3. Once a rule has been established it must be communicated. It is essential that the reason for the rule be made clear at the time the rule is stated. 4. All staff should live by all the rules to demonstrate appropriate behavior. NO DOUBLE STANDARDS AT CAMP. 5. The rule must be enforced. Once a rule has been established, and it is clearly explained, you must act if the rule is violated. In most instances, a three-stage process is appropriate for dealing with rules violations. First offense—provide a reminder of the rule. Confront the camper, explain that their actions are not acceptable, suggest alternative desirable behavior. Second offense—separate the camper from activity for a while. Discuss the problem caused by their behavior. Provide a warning of what will happen if their actions continue. Third offense—call parents and/or remove from the program In cases of serious matters, the reminder and/or warning stages should be skipped. 6. Rules should be evaluated. Did the camper know the rule? Did the camper understand the reason for the rule? Did the camper understand you were serious and intended to enforce the rule? Youth often resent rules they see as unfair or extreme, yet they admire persons of conviction who are willing to stand by their beliefs and words. They respect leaders who are reasonable and fair, and who can explain reasons for having rules. 15 Quality Planning in Camping Programs West Virginia University Extension Service Some Sample Rules for WVU Extension Service 4-H Camping Programs 1. Smoking, use or possession of tobacco products is not permitted at 4-H Camp. 2. Absolutely no drugs or alcohol on the 4-H Camp property during 4-H camp programs. Medications are to be given to the nurse/EMT and dispensed by the nurse/EMT. 3. No pets may be brought to 4-H Camp. Service animals must be on a leash. 4. Shoes, shirt, pants/shorts/skirt, must be worn at all times (except in the pool area). 5. Shoes must be worn at all times. 6. Cell phones, walkie-talkies, pagers, laptops and other wireless electronic devices for sending and/or receiving communication messages or images are not permitted at 4-H camp. 7. Knives, firearms or explosives (fireworks, ammunition, etc.) will not be permitted on the camp property, unless in conjunction with an approved program or event. 8. No wading or swimming in the river, unless in conjunction with an approved program. Swimming is permitted at the pool only when a lifeguard is on duty. 9. No rock or gravel throwing. 10. Stay in approved areas while on the camp property. 11. All vehicles must be parked in designated areas, and are ―off limits‖ while camp is in session. Teens that drive to camp must provide their car keys to the camp director for the duration of camp. 12. The pay phone is off limits to campers and teen counselors, unless permission is granted by the camp director. 13. No physical or emotional disciplinary measures (punishment) will be tolerated. If any such act of this type is observed, the Director will immediately make arrangements to dismiss the individual from the premises. Abusive and profane language will not be tolerated. 14. Staff quarters are off-limits to non-camp employees. Only authorized staff is allowed in the kitchen or maintenance area. 15. Girls' lodges are off limits to boys. Boys' lodges are off limits to girls. 16. Archery/Rifle ranges are only used with proper qualified supervision. 17. Campers are not allowed out of the cabins after lights out. 18. No camper is to leave the 4-H Camp property without permission from the Camp Director. This requires the proper completion of a ―Participant Release Form‖. Written permission to leave must be given before camp by parent unless there is an unforeseen emergency. 19. Campers are not permitted in cabins unless adult counselors are present. 20. No visitors are allowed during the week at camp, unless approved in advance by the Camp Director. 21. In keeping with 4-H Camp philosophy the following practices are detrimental to our camp programs. This behavior will not be tolerated. 16 Quality Planning in Camping Programs West Virginia University Extension Service Telling "dirty jokes", making suggestive sexual references or using off- color language. Permitting put-downs of others. Permitting destruction of nature in any form including picking plants and carving into trees. Permitting vandalism of property in any form or littering. Making threats or administering physical punishments. Being under the influence of or in possession of any drugs or alcohol. Allowing radios, TV's to be played when they will distract from the program or natural setting. Permitting (or making) inconsiderate noise or disturbances in the cabins after "lights out" and before wake up time. Drinking soda, eating candy, or having any special privileges when campers are not allowed to have them. 17 Quality Planning in Camping Programs West Virginia University Extension Service 4-H Camp Communications – A Recipe for Success Ann Berry, Associate Director – Organizational Advancement Preparation Complete information on every camper Signed media release forms Written directions to your camp Written directions to local hospital Identify your crisis team Phone lists: 911 WVU Extension call list Camp phone Cell phone numbers County health department Local hospital phone number Sharing a great recipe Goal: Build goodwill, support for program, recruit more 4-H'ers and counselors, say thank you, and publicly recognize supporters Audiences: Media, local leaders such as ESC, board member, mayor, legislators, friends, funders, county clerk… Choose a fun, educational or meaningful activity: Awards banquet – consider involving leaders in hands-on way Class: making ice cream, service day, letters to soldiers, local leader is coming to teach Considerations: your sound bites: - Our mission is education. Camp is summer fun learning. - Our secret ingredients: - 4-H is guided by four Essential Elements. All our educational programs (including camp activities) are designed around one or more of the four essential elements, which research has established as necessary for positive youth development. The four elements are supervised independence, a sense of belonging with a positive group, a spirit of generosity toward others, and a wide variety of opportunities to master life challenges. - Prep a camper or two: I come to 4-H camp because __________ - 4-H is a program of _____ County WVU Extension Service - Identify yourself: WVU Extension 4-H Agent, Extension Camp Instructor 18 Quality Planning in Camping Programs West Virginia University Extension Service 4-H Camp Communications -- page 2 When a good recipe turns bad Or … the heat is on and you can't get out of the kitchen Get your call list and start calling 911 - get help Notify WVU Extension - Debbie, Bill, Dave, Paul, Ann Gather your crisis team Identify the crisis Did it take place at camp? Did it take place outside of camp, but involve campers or camp staff? Containing the crisis Gather the facts Communicate to camp staff Designate one spokesperson (ensures consistency of message) Ensure safety of campers Station someone at the gate; phone duty Develop key messages: parents, media Stick to the facts o Don't try to ―hide‖ bad news o Respond … don't say ―no comment.‖ o Be fair, do not lie, communicate early and often o Don't ignore the situation o Gather your team Keep track of calls from media, parents Be calm; if you can't, grab a grownup who can Phrases that may be helpful: ―The incident is under investigation and we'll have information for you soon.‖ ―Our first concern is for the health and safety of our campers and staff. We are contacting the families and allowing the medical personnel to do their work.‖ ―The safety of our campers is our first priority.‖ 19 Quality Planning in Camping Programs West Virginia University Extension Service 4-H Camp Communications -- page 3 Side Dishes Media do's … Media should make an appointment, not just show up and capture photos and details that may not tell our story well. ―Camp is closed to the public while in session.‖ Only the camp director should speak as the media contact, unless he or she appoints other people to do so or advises them to be interviewed about their classes, etc. Rules of three: o Prepare three sentences or sound bites; practice them o Anticipate three questions and answers o Anticipate three scary questions and answers Use statistics. Use quotable language, think about sound bites. Anticipate questions, craft potential answers. ―Humanize‖ your story. Remember: any interview begins once the reporter arrives and doesn't end until they leave. Everything you say can be on the record Be assertive. If you think a reporter doesn't understand your point, try again. Use targeted phrases: ―The most important thing is …‖ ―The best part about camp is …‖ It's ok to say you don't know the answer to a question. Just let the reporter know you'll get the answer and get back to him/her Don'ts Don't use jargon Don't use these phrases: ―no comment,‖ ―off the record,‖ ―don't print this,‖ ―you didn't hear this from me‖ If you're on TV ... Look at the interviewer, not the camera Don't wear sunglasses, you'll look shady! Stand still on both feet Be brief. Breathe deeply! Dessert Postcards from camp CD of images to campers, funders, leaders, supporters accompanied by letter Flyer of camp images Questions, concerns, want more info? Ann Berry: office: 293-5691, cell: 216-3938 20 Quality Planning in Camping Programs West Virginia University Extension Service Minimum Standards of Practice for all WVU Extension- sponsored camping programs (adapted from American Camp Association ―Foundational Practices‖ and ―Mandatory Standards‖) Operations & Management 1. Procedures are in place regarding use and release of any and all personal information related to campers and staff. 2. Budgeting, bookkeeping and audit procedures are consistent with WVU Extension Service policy. 3. Inventories of all facilities and equipment are reviewed and revised at least annually 4. Arrangements for legal counsel have been made and such counsel is available as problems arise 5. The camp has written strategic planning materials which assess current conditions and identify future needs for both the program and camp operations 6. The risk management plan for the camp includes identifying, analyzing and developing control techniques related to financial resources 7. Policies are in place regarding participants bringing their personal items to camp 8. All firearms and ammunition must be stored under lock. When not in use, all firearms must be stored in a locked cabinet or closet, within a locked room or inaccessible area for redundant safety; and all ammunition is stored in either a third location or container, requiring a separate key or access system Human Resources 1. A camp must have written evidence of a policy in practice that requires screening for all camp staff with responsibility for or access to campers that includes: Annually for all camp staff—paid, volunteer and contracted: o A voluntary disclosure statement, and o A check of the National Sex Offender Public Registry, or for residents of states not participating in the National Sex Offender database, a check of the sexual offender registry of any state in which the applicant resided 21 Quality Planning in Camping Programs West Virginia University Extension Service 2. The pre-camp training for camp program staff is of sufficient length to adequately prepare staff for their roles in programming and supervision. The following lengths of time should be expected to address the required training content: o For Resident Camps (sessions at least 5 days/4 nights in length) and trip/travel camp staff – 10 hours o For day camp staff and short-term (three nights or less) program staff—8 hours Program Design & Activities 1. The program is designed to provide balance in the campers' activities 2. Campers participate in program planning in a variety of in-camp and off-season ways 3. The camp provides deliberately planned program activities designed to foster understanding of individual differences and group cooperation 4. Campers are free to practice their religious customs and to discuss spiritual matters in a manner that does not offend the rights and beliefs of others 5. Contracts have been signed with all providers of program services such as aquatics, adventure/challenge, horseback riding, and tripping that specify responsibility for meeting the intent of appropriate ACA and WVU Extension standards 6. A camp must provide training for campers and staff, based on written procedures, for overnights, trips and excursions, involving: Persons using camp stoves or flammable liquids must be instructed in their proper use and care and supervised until competency is demonstrated 7. A camp must require that helmets be worn by all participants (staff and campers) when engaged in all boarding, in-line skating and hockey activities and activities involving bicycling Specialized Activities o Horseback Riding 1. A camp must have policies that require the use of protective headgear specifically designed for horseback riding 2. Camp has a policy limiting the maximum work day for a horse (Recommended maximum hours for a work day are 6 hours for ring 22 Quality Planning in Camping Programs West Virginia University Extension Service riding and 8 hours for trail riding. Camps should take into consideration the type of work and stress that a horse endures.) o Adventure/Challenge 1. A camp must implement a policy that requires the use of protective headgear by all participants when rock climbing, rappelling, spelunking, and when using high-ropes course elements or a vertical climbing wall/tower o Trip and Travel 1. All campers and staff must be required to participate in a pre-trip orientation that includes at least specific information on how and where to obtain medical and emergency assistance on the trip 2. A camp must have written evidence that all aquatic activities on trips are guarded and supervised by a staff member who has documented skills and training in water rescue and emergency procedures specific to the location and the activity, and For watercraft activities, has o Instructor rating in the appropriate craft, or o Certification as a lifeguard from a nationally recognized certifying body, or o Other acceptable certification or license For swimming activities, has o Certification as a lifeguard from a nationally recognized certifying body, or o Acceptable certification other than lifeguard, as in the section of watercraft activities, and the participants are wearing personal flotation devices 3. A camp must implement a policy requiring personal flotation devices that are safe for use be worn by all persons in watercraft activities 4. Water bottles carried on trips are clearly distinguishable by shape, color size, style or marking from bottles containing liquids not fit for human consumption 5. The camp pays appropriate fees and secures permits to access wilderness areas and parks Aquatics 1. To guard each on-site swimming activity, a camp must provide (or if renting an owned facility to another group, must advise each user group in writing to provide) a person who has current certification as a lifeguard by a nationally recognized certifying body 23 Quality Planning in Camping Programs West Virginia University Extension Service 2. A camp must have written documentation that every camp lifeguard has demonstrated skill in rescue and emergency procedures specific to the aquatic area and activities guarded 3. A camp should require (or if renting an owned facility to another group, should advise user groups in writing to provide) a staff member to be on duty and accessible at each separate swimming location (e.g., lake, pool, river) who has certification from a nationally recognized provider in age-appropriate cardiopulmonary resuscitation (CPR) that includes the use of breathing devices (e.g., pocket masks) 4. Whenever SCUBA Diving occurs, a camp must provide (or if renting an owned facility to another group, must advise each user group in writing to provide): For any SCUBA activities involving noncertified divers, and adult with a current SCUBA Instructor rating from a nationally recognized certifying body For SCUBA activities in which ALL participants are dive- certified, an adult with at least a current Divemaster certification from a nationally recognized certifying body 5. To guard each watercraft activity for day and resident camp programs and for youth groups, a camp must provide (or if renting an owned facility to another group, must advise each user group in writing to provide) a person who holds one of the following: Current instructor rating in the appropriate craft from a nationally recognized certifying body, or Current lifeguard training from a nationally recognized certifying body, or Other acceptable certification or license 6. A camp must have written documentation that every camp watercraft guard has demonstrated skill in water rescue and emergency procedures specific to the type of water and activities being conducted 7. For staff, all-adult groups and families with parent(s) present and supervising use of watercraft, a camp must have written evidence that participants are: Supervised by certified personnel, or Instructed to implement written procedures that specify o Personal Flotation Devices (PFDs) be worn by all persons at all times, o Safety regulations be followed, and o A designated checkout system is utilized 24 Quality Planning in Camping Programs West Virginia University Extension Service 8. A camp must provide (or if renting an owned facility to another group, must advise each user group in writing to provide) a staff member to be on duty at each separate boating location (e.g., lake, river) who has certification from a nationally recognized provider in age-appropriate cardiopulmonary resuscitation (CPR) that includes the use of breathing devices (e.g., pocket masks) 9. A camp must implement a policy requiring personal flotation devices (PFDs) that are safe for use be worn by all persons involved in watercraft activities on-site, off-site or at public aquatic facilities 10. A camp must implement a written policy to use only staffed public swimming facilities or providers who have persons on duty who have: Lifeguarding certification, and Certification in first aid and CPR 11. A camp must implement a written policy to use only staffed public facilities for watercraft activities that have persons on duty who hold: Appropriate watercraft certification, and Certification in first aid and CPR Facility & Food Service 1. Administrators using a nonowned site have a written agreement with the site owner specifying responsibility for the use of the site, facilities, equipment and services 2. Adequate shelter for all campers and staff is provided during inclement weather 3. Permanent, enclosed dining facilities provide protection from problem insects 4. All buildings in a camp used for sleeping must be constructed or equipped with the following safety features: At least one emergency exit in addition to the main door or entrance A direct means of emergency exit to the outside from each sleeping floor not on ground level 5. The site provides separate facilities to provide privacy and freedom from campers for staff during their time off 6. Menus have been planned and/or approved by a nutritionist, dietician, or other person qualified to evaluate the nutrition and balance of the meals served 25 Quality Planning in Camping Programs West Virginia University Extension Service 7. Food service staff wear appropriate hair covers as required by state/local regulations, and wear clean, neat and practical clothing 8. Sleeping, dining, toilet, bathing and program facilities are available to persons with disabilities 9. The camp provides toilets that meet the standards of regulatory bodies, applicable building codes and provide for comfortable use of the camp For resident camps, one seat for every 10 females, and one seat for every 10 males For day programs, one seat for every 30 females, and one seat for every 50 males 10. Hand washing facilities are located adjacent to toilets and meet the standards of regulatory bodies, applicable building codes and provide for comfortable use of the camp Minimum ratios of basins to toilets is- o For resident programs, one basin per 10 persons with a minimum of two basins for each toilet facility for more than 5 persons; o For day programs, one basin per 30 persons with a minimum of two basins for each toilet facility for more than 5 persons 11. Toilet facilities in the main area and living areas provide privacy (a door or curtain) for occupants 12. Pit and chemical toilets are screened or vented and equipped with toilet lids and self-closing door 13. The camp provides a minimum of one showerhead or bathtub for each 8 persons on site for all resident camps and short term resident programs 14. For any playground area and apparatus, the camp has constructed the activity area according to accepted guidelines for safety, including an appropriate surface to cushion falls within the safety zone under and around the playground equipment 15. Laundry facilities are available on-site or nearby for campers and staff in long-term camps and for campers with special needs 16. The site is free from observable evidence of a sewage disposal problem 26 Quality Planning in Camping Programs West Virginia University Extension Service 17. Erosion control methods are in practice where applicable 18. Appropriate insect/weed control methods are in effect, and only approved pesticides or herbicides are utilized on the property as identified by state/local codes 19. A camp must require that gas and liquid flammables, explosives, livestock medications and other hazardous materials be: Handled only by persons trained or experienced in their safe use and disposal, and stored appropriately: o With access limited to trained persons, o In closed, safe containers that are plainly labeled as to contents, and o In locations separate from food Health, Wellness and Safety 1. A camp must have a system in practice that assures emergency transportation is available at all times by the camp, user groups, or community emergency services with whom prior arrangements have been made in writing 2. When campers are present in camp or on camp trips, a camp must require that trained adults with the following minimum qualifications be on duty at all times: When access to the emergency medical system (EMS)is 20 minutes or less, certification by a nationally recognized provider of training in first aid and CPR When access to EMS is 20-60 minutes, certification by a nationally recognized provider of training in second-level first aid and CPR When access to EMS is more than one hour, certification from a nationally recognized provider of training in wilderness first aid and CPR 3. A camp must receive from each camper and seasonal staff person a current, signed health history, requesting all of the following information in relation to the activities in which the camper/staff may participate in camp: Description of any camp activities from which the camper/staff should be exempted for health reasons, Record of past medical treatment, if any, Record of allergies, dietary restriction, Record of immunizations, including date of last tetanus shot, Record of current medications, prescribed and over the counter, and 27 Quality Planning in Camping Programs West Virginia University Extension Service Description of any current physical, mental, or psychological conditions requiring medication, treatment, or special restrictions or considerations while at camp 4. A camp must provide (or if renting an owned facility to another group, should advise user groups in writing to provide) adults with the following qualifications to be on duty for emergency care: CPR certification from a nationally recognized provider, and For youth groups, first aid certification from a nationally recognized provider 28 Quality Planning in Camping Programs West Virginia University Extension Service Applicable WVU Extension Service Policies, Procedures & Statements of Best Practice for Health and Safety 29 Quality Planning in Camping Programs West Virginia University Extension Service Tobacco Policy Tobacco product possession and/or use by 4-H youth participants is prohibited at all 4-H sponsored activities. Tobacco use by adults during 4-H sponsored events is discouraged and should only be done in designated areas and not in view of youth participants. Those attending 4-H sponsored events and parents need to be made aware of the policy through written event rules. Justification 1. It is illegal to use tobacco products on West Virginia University property 2. It is illegal to sell tobacco products, including smokeless tobacco, to minors 3. Tobacco use has been linked to numerous health problems 4. We have a responsibility to foster healthy lifestyles in 4-H youth Guidelines to follow Violation by youth participants: 1. Confiscate tobacco from those who violate the policy. 2. In the presence of another 4-H representative (Extension Staff or 4-H volunteer) discard the tobacco by tearing it up and/or dumping it in the trash. 3. Contact custodial parent(s) or legal guardian. 4. Participation in current (if applicable) and/or future events may be limited for repeated violations of this policy. Violation by adult: 1. Ask the adult to cease using the tobacco product. 30 Quality Planning in Camping Programs West Virginia University Extension Service Alcohol Policy Alcohol is prohibited at all 4-H sponsored activities. Those attending 4-H sponsored events need to be made aware of this policy through written event rules. Agents need to work with local law enforcement authorities to develop a local plan of action for dealing with violations of this policy. In most cases, a 4-H volunteer or agent is not qualified to determine whether or not an individual is impaired as a matter of law. Accordingly, it is important that 4-H work with the local law enforcement authorities to establish a procedure to handle these situations. Local 4-H professionals should meet with their respective law enforcement authorities prior to an event taking place or a 4-H programming year begins to develop a standard plan of action. Guidelines to follow If alcohol emerges as an issue at any 4-H event, use your local plans of action developed with the law enforcement authorities. The following guidelines will assist you in your discussions and handling local situations. Minors (under the age of 18): 1. If possible, in the presence of another adult 4-H representative (Extension staff or an adult 4-H volunteer), separate the minor from others. 2. Confiscate alcohol from those who violate the policy. If they refuse, contact the local law enforcement agency (this should be a apart of your discussions with the agency when determining local plans of action). 3. In the presence of another 4-H representative, discard the alcohol by pouring it on the ground or down a drain. 4. Contact custodial parent(s) or legal guardian to pick up child. Do not leave minor unattended or send him or her home without some type of escort or supervision. If this is not possible, make arrangements for a designated driver to transport the individual or have the individual contact someone to pick him or her up—you must not release them to drive themselves home. 5. Participation as a 4-H member in current (if applicable) and future programs and events can be limited for violations of this policy. Non-minors, but beneath the legal drinking age (18-20 years of age): 1. If possible, in the presence of another adult 4-H representative, separate the individual from others. 2. Confiscate alcohol from those who violate the policy. If they refuse, contact the local law enforcement agency (this should be a part of your discussions with the agency when determining local plans of action). 3. In the presence of another 4-H representative, discard the alcohol by pouring it on the ground or down a drain. 4. Contact custodial parent(s) or legal guardian to pick up individual. Since the potential offender is not a minor, it may be more difficult to obtain parental 31 Quality Planning in Camping Programs West Virginia University Extension Service intervention. If the individual has been drinking, arrangements must be made for a designated driver to transport the individual or the individual should contact someone to pick them up—you must not release them to drive themselves home. 5. Participation as a 4-H member in current (if applicable) and future programs and events can be limited for violations of this policy. Adult, legal drinking age: 1. Alcohol should be kept out of the view of 4-H participants. Adults should be asked to remove the alcohol from view. 2. Confiscate alcohol from those who violate the policy. If they refuse, contact the local law enforcement agency (this should be a part of your discussions with the agency when determining local plans of action). 3. In the presence of another 4-H representative, discard the alcohol by pouring it on the ground or down a drain. 4. If the individual has been drinking, arrangements must be made for a designated driver to transport the individual or the individual should contact someone to pick him/her up—you must not release them to drive themselves home. Consideration should always be given to the safety and welfare of all other participants involved in the event or activity. For those instances when an intoxicated individual becomes belligerent and/or refuses to follow requests, 4-H should immediately contact the local law enforcement agency. Again, the situation should be discussed with the appropriate agency prior to an event taking place or a 4- H programming year begins. 32 Quality Planning in Camping Programs West Virginia University Extension Service Illegal Drug Policy Possession or use of illegal drugs and controlled substances at 4-H sponsored activities is prohibited. Those attending 4-H sponsored events and parents need to be made aware of the policy through written event rules. Agents need to work with local law enforcement authorities to develop a local plan of action for dealing with violations of this policy. It is important that 4-H work with the local law enforcement authorities to establish a procedure to handle local situations that involve illegal drugs. Local 4-H professionals should meet with their respective law enforcement authorities prior to an event taking place or a 4-H programming year begins to develop a standard plan of action. Guidelines to follow If illegal drugs emerge as an issue at any 4-H event, use your local plans of action developed with the law enforcement authorities. The following guidelines will assist you in your discussion and handling local situations. Minors (under the age of 18 years) and 4-H participants up to age 21: 1. If possible, in the presence of another adult 4-H representative (Extension staff or an adult 4-H volunteer), separate the minor from others. Two responsible adults should remain with the individual until law enforcement authorities arrive. 2. Confiscate the suspected drug or drug paraphernalia from those who violate the policy. If they refuse, send a representative to call the local law enforcement agency immediately and wait for them to arrive (this should be a part of your discussions with the agency when determining local plans of action). 3. Contact the local law enforcement agency. 4. Contact custodial parent(s) or legal guardian to inform them their child is involved in a situation that may involve illegal drugs, and that you have called law enforcement to begin an investigation. 5. Keep the suspected drug or drug paraphernalia in a secure location. 6. Participation, as a 4-H member, in current (if applicable) and future events may be limited for violating this policy. Adults: 1. If possible, in the presence of another adult 4-H representative, separate the individual from others. Two responsible adults should remain with the individual until law enforcement authorities arrive. 2. Confiscate the suspected drug or drug paraphernalia from those who violate the policy. If they refuse, send a representative to call the local law enforcement authorities and wait for them to arrive. 3. Contact the local law enforcement agency. 4. Keep the suspected drug or drug paraphernalia in a secure location. 33 Quality Planning in Camping Programs West Virginia University Extension Service Consideration should always be given to the safety and welfare of all other participants involved in the event or activity. For those instances when an individual becomes belligerent and/or refuses to comply with requests, 4-H should immediately contact the local law enforcement agency. Again, the situation should be discussed with appropriate agency prior to an event taking place or a 4-H programming year begins. 34 Quality Planning in Camping Programs West Virginia University Extension Service West Virginia University Policy Division of Administration and Finance Deadly Weapons/Destructive Devices Policy PURPOSE The purpose of this policy is to impose the prohibition of and penalty for the possession or storage of deadly weapons, destructive devices, or fireworks in any form on the West Virginia University campus or any University-leased facilities. SCOPE This policy applies to all University faculty, staff, students, and visitors, including those on the regional campuses. It shall also apply to private vehicles parked or operated on University owned or leased property which openly displays firearms. West Virginia University's Director of Public Safety may grant exceptions to this policy in writing for the convenience of the University in achieving its mission. The provisions of this policy shall not apply to the following persons, while acting in their official capacity: Law enforcement officers or law enforcement officials; West Virginia Department of Corrections employees; Members of the armed forces of the United States or the militia of West Virginia; Any circuit judge, prosecuting attorney, assistant prosecuting attorney, or investigator duly appointed by a prosecuting attorney; and Individuals required to possess the items prohibited by this policy in order to participate in undertakings sanctioned by West Virginia University which include academic/research programs, historical items, the farm management programs which are approved by the Department of Natural Resources. POLICY Possession or storage of a deadly weapon, destructive device, or fireworks in any form (as defined by West Virginia State Code) is prohibited on the West Virginia University campus, in University-leased facilities and in University vehicles. Any University faculty member, staff member, or student who has been found in violation of this policy shall be subject to disciplinary action for misconduct which may include termination or expulsion as well as criminal prosecution. Individuals not affiliated with the University shall be subject to criminal prosecution. 35 Quality Planning in Camping Programs West Virginia University Extension Service WVU Extension Service Statement of Best Practice—Transportation of clientele West Virginia University Extension does not require its employees (―Extension professionals‖) to coordinate transportation for non-employee third parties (―clientele‖) or to transport clientele in personal vehicles. It is appropriate for Extension professionals to inform clientele that they are responsible for making their own travel/transportation arrangements. From time to time, an Extension professional may determine that for legitimate educational or business purposes it would be appropriate to transport clientele in a personal vehicle or to coordinate transportation for clientele. When such situations arise, the Extension professional must follow the procedures outlined below. Transporting Clientele in Personal Vehicles Before transporting clientele in a personal vehicle, the Extension professional must do each of the following: • Ensure that a current, valid copy of his/her driver's license and proof of insurance are filed with the appropriate Extension office in a locked and secure location. • Notify his/her personal insurance carrier that a personal vehicle will be used for business purposes to transport non-employee third parties. An Extension professional's personal insurance may be the only source to cover expenses in the event of an accident or other mishap. • Ensure that there is documentation of transporting clientele for legitimate educational/business purposes (i.e., note on personal work calendar). In the event of an emergency, it is recommended that employees note this on their calendar after the fact, as well as include in other documentation that may be required as part of the emergency situation. Coordinating Transportation Before coordinating transportation for clientele (not including charter bus or public transportation), the Extension professional (or volunteer acting within the scope of their responsibilities on behalf of WVU Extension) must do each of the following: • Ensure that a current, valid copy of each driver's license and proof of insurance are filed with the appropriate Extension office in the volunteers' personnel file that is locked and secure. When emergency conditions make it impossible to file these documents, the Extension professional should verify that each driver has a 36 Quality Planning in Camping Programs West Virginia University Extension Service valid driver's license and proof of insurance, and document the emergency conditions as soon as possible after the fact. • Encourage each driver to notify his/her personal insurance carrier of the intended use of their personal vehicle and inform each driver that their personal insurance may be the only source to cover expenses in the event of an accident or other mishap. Transporting Minors In addition, before transporting any minor, the Extension professional or volunteer must do each of the following: • Obtain the signature of the minor's parents/guardians on the attached form entitled ―Waiver and Permission to Transport Child/Charge.‖ For the protection of all involved (adults and youth), it is strongly recommended that more than one adult be in a vehicle when transporting youth. Consistent with West Virginia University Extension policy, an adult shall never intentionally place themselves in a one-on-one situation with a minor. 37 Quality Planning in Camping Programs West Virginia University Extension Service Waiver and Permission to Transport Child/Charge West Virginia University Extension Child/Charge: ___________________________________________________________ Event: _____________________________________________ Date: _______________ Location: _______________________________________________________________ Driver: _________________________________________________________________ I give permission for my child/charge (―child‖) to be transported in a motor vehicle driven by the individual identified to an event at the specified location on the date indicated. I understand that my child is expected to follow all applicable laws regarding riding in a motor vehicle and is expected to follow the directions provided by the driver and/or other adult volunteers. I have read, understand, and discussed with my child that: (1) They will be traveling in a motor vehicle driven by an adult and they are to wear their safety-belt while traveling; (2) They are expected to respect each other, the vehicles they ride in, and the people they travel with during the trip; (3) Riding in a motor vehicle may result in personal injuries or death from wrecks, collisions or acts by riders, other drivers, or objects; and (4) They are to remain in their seats and not be disruptive to the driver of the vehicle. I understand that my child is not required to participate in this activity, but grant permission for him/her to do so, despite the possible risks. I recognize that by participating in this activity, as with any activity involving motor vehicle transportation, my child may risk personal injury or permanent loss. I hereby attest and verify that I have been advised of the potential risks, that I have full knowledge of the risks involved in this activity, and that I assume any expenses that may be incurred in the event of an accident, illness, or other incapacity, regardless of whether I have authorized such expenses. Parent/Guardian Name (please print): _________________________________________ Parent/Guardian Signature: ____________________________________ Date: ________ Child/Charge Signature: Date: 38 Quality Planning in Camping Programs West Virginia University Extension Service WEST VIRGINIA UNIVERSITY EXTENSION SERVICE POLICY Protective Headgear for 4-H Members/Youth Participating in Bicycle Activities MARCH 1, 1994 POLICY Effective immediately all participants* (who have not reached their 21st birthday as of January 1 or who are current 4-H members) in any 4-H bicycle activity in West Virginia must wear approved ANSI or SNELL bicycle helmets. An ANSI or SNELL sticker inside the helmet guarantees the helmet is the quality you need for protection. Participants must have the chin strap fastened. Check with local authorities for policies which may supersede this policy. POLICY APPLICATION 1. The brand, selection, approval, use, fit, and standards of the bicycle helmet shall be determined for 4-H members/youths by the parent or guardian. 2. All 4-H members/youths in any bicycle events at local, county, district, and/or state levels shall wear the protective headgear. 3. Persons who are over 21 years of age taking part in 4-H sponsored bicycle events are strongly encouraged but not required to wear protective headgear. 4. Failure to comply will result in being disqualified from further participation in the event. 5. County Extension faculty are responsible for communicating the policy to the appropriate clientele, and enforcing the policy. *All persons (youths) who have not reached their 21st birthday as of January 1, or who are current 4-H members. 39 Quality Planning in Camping Programs West Virginia University Extension Service West Virginia University Extension Service Equine Hard Hat Policy On January 1, 1988, a hard hat policy was instituted. It requires that all youth participants in any mounted 4-H horse activity or show in West Virginia must wear American Society of Testing Materials (ASTM) and Safety engineering Institute (SEI) approved headgear, with harness secured whenever mounted. This rule applies for all 4-H-youth-sponsored trail rides, gymkhana, and organized shows. This policy applies to all 4-H youths and other youth participants in related mounted horse events al local, county, area, district, and state levels. All youth participants must wear and use safety headgear and other safety items in any 4-H event at any level without judge discrimination. It is recognized that in some instances, availability or appropriate safety headgear for saddle seat and other style riding may be a problem. Judges will be instructed that suitability of safety headgear for a specific class is not to be a factor in placing that class. The show manager, the show steward, and the county Extension agents, or their designated representative are authorized to inspect each hard hat. If a member/youth turns up at the ring-gate without protective headgear, he/she will be refused entry to the class. Anyone caught riding outside the ring without a helmet may be disqualified from further participation in that particular show or event. The show superintendent, steward, or county Extension agent or designee will rule on any disputes regarding the use of hard hats. 40 Quality Planning in Camping Programs West Virginia University Extension Service Applicable WVU Extension Service Policies, Procedures & Statements of Best Practice for Positive Camp Life 41 Quality Planning in Camping Programs West Virginia University Extension Service Policy on Technology & Communication Devices at Camp Wireless electronic devices for sending and/or receiving communication messages or images (e.g., cellular telephones, pagers, handhelds, laptops, walkie-talkies, etc.) are not permitted at 4-H camping programs or events, unless needed as part of the planned educational program or otherwise authorized by the Extension Professional or other adult in charge of the program or event. Possession or unauthorized use of these items will result in confiscation by the event director. Items will be returned to the participant (or their parents/guardians) at the end of the program/event. Possession or use of electronic devices for playing music, radio, television or other forms of entertainment (e.g., radios, televisions, digital devices, CD players, etc.) is discouraged at 4-H camping programs or events. WVU Extension cannot be held responsible for personal items which are lost, stolen or damaged. Their use can be distracting to other participants, and detracts from the natural esthetic of the camp environment. If event directors choose to allow campers to possess or use these devices, they need to develop and communicate clear parameters and limitations on their use. Those attending 4-H sponsored events and parents need to be made aware of the policy through written event rules. 42 Quality Planning in Camping Programs West Virginia University Extension Service Search and Seizure Policy West Virginia University Extension Faculty and Staff responsible for camping programs and events have the right to conduct a search of participants' outer clothing, luggage, personal belongings, lodging rooms, and furniture being used by a participant if there is ―reasonable suspicion‖ that the participant has something in his/her possession that is not allowed on site. Any contraband that is found will be handled according to state and local laws, or in compliance with WVU Extension Service or West Virginia University policy. Guidelines A 4-H employee or representative may conduct a search and/or seizure of illegal items or those in violation of 4-H policy. Should a situation arise where search and/or seizure are necessary, an assessment should be made to ascertain the seriousness of the problem. If imminent danger exists to the parties involved, then local law enforcement authorities should be present to conduct the search. However, if the situation does not pose an immediate danger to the parties involved, then a search and/or seizure is permissible if the following procedures are followed. Any search conducted upon a participant must be based upon ―reasonable cause.‖ The reasonableness of a search is determined through a two part test. 1. The search must be justified at its inception. That is, a search may be conducted by a 4- H employee if there is a ―reasonable suspicion‖ that a search will turn up evidence that the 4-H participant has violated, or is violating, the law or event rules. Accordingly, it is critical that 4-H include in its rules the specific types of conduct which are prohibited at 4-H activities. 2. Any search must be reasonably related in scope to the circumstances at hand. This means that search measures adopted must be reasonably related to the objectives of the search, and that the search itself cannot be excessively intrusive in light of the age and sex of the 4-H participant and the nature of the infraction. Procedure to follow: 1. All searches and/or seizures must be conducted by a minimum of two 4-H employees or 4-H representatives (4-H volunteers acting in the presence of, and at the direction of a 4-H employee.) The 4-H participant should be present at the time of the search and/or seizure. 2. 4-H employees or 4-H representatives must follow relevant procedures requiring 4-H employees or representatives who are the same gender as the 4-H participant. 3. All searches must be documented. Extension personnel should make notes describing the situation, action taken and record names of those involved including witnesses. 4. Depending upon the circumstances, participants may be required to empty pockets, wallets, purses, duffel bags, suitcases, sleeping bags, remove shoes and loosen clothing. However, participants should never be strip searched, nor should they be physically touched or handled during the search. 43 Quality Planning in Camping Programs West Virginia University Extension Service 5. 4-H employees or representatives should not search automobiles unless the evidence or item, violating either the law or 4-H policy, is in plain view. 6. If the participant refuses to cooperate, the parents may be called to assist, the participant may be asked to leave the premises, or law enforcement officials may be called (depending upon the seriousness of the situation). 7. If during a search an item is found which is illegal or violates 4-H policy then the item should be confiscated. 8. In general, if the confiscated materials are illegal per se, (e.g. controlled substances – drugs, or illegal weapons/guns) the material should be turned over to the local law enforcement authorities. 9. If the confiscated material is not illegal per se. But nonetheless violates 4-H policy (e.g. alcohol), those substances may be destroyed by the 4-H employees or 4-H representatives. 10. If the confiscated item is something like a knife which is not per se illegal, but could be in violating of 4-H policies and quite dangerous, the employee may hold the item in a secure location until the end of the 4-H activity and then return it to the participant. 11. If the authorities are contacted pre-search, 4-H employees then become agents of the police, and the standard for searches changes from reasonable cause to the higher standard of probable cause. Seek assistance from law enforcement authorities if they are contacted prior to a search. 44 Quality Planning in Camping Programs West Virginia University Extension Service WVU Social Justice Nondiscrimination Statement West Virginia University is an Equal Opportunity/Affirmative Action Institution. The University does not discriminate on the basis of race, sex, age, disability, veteran status, religion, sexual orientation, color, or national origin in the administration of any of its educational programs, activities, or with respect to admission or employment. Faculty, staff, students, and applicants are protected from retaliation for filing complaints or assisting in an investigation under the University's Equal Opportunity Policy/Affirmative Action Plan. Inquiries regarding the University's non-discrimination policy may be directed to the Director, Affirmative Action/Equal Employment Opportunity, at West Virginia University. 45 Quality Planning in Camping Programs West Virginia University Extension Service (Note: The following University policy applies to WVU Extension volunteers and program participants in addition to faculty and staff. Adult volunteers in WVU Extension programs who work with youth participants should be considered as serving in a ―supervisory‖ or ―teaching‖ role with youth participants. ) West Virginia University Policy and Procedure Regarding Sexual Harassment July - 1998 I. POLICY STATEMENT West Virginia University is committed to providing faculty, staff, and students with a work and educational environment free from all forms of sexual harassment. Therefore, sexual harassment, in any manner or form, toward West Virginia University students, faculty and staff is a violation of University policy and expressly prohibited. All University faculty, students, and staff are expected to: • engage in conduct that meets professional standards, • remain sensitive to the effect of their actions and words on others, • take appropriate action to prevent sexual harassment, • avoid behavior that might be construed as sexual harassment, and • acquaint themselves with this policy. Those in supervisory positions have a special responsibility to discourage sexual harassment as well as to implement and to enforce this policy. Violators of this policy are subject to disciplinary action that may include sanctions as severe as discharge of an employee or expulsion of a student. In addition, sexual harassment that constitutes sexual assault or other criminal law violations will be referred to the appropriate authorities for prosecution. II. LEGAL BASIS Sexual harassment is prohibited by: • 1980 Equal Employment Opportunity Commission interpretive guideline of Title VII of the Civil Rights Act of 1964, • The Office of Civil Rights policy statement interpreting Title IX of the Educational Amendments of 1972. • The West Virginia Human Rights Act, and • The Board of Trustees' Policy Bulletin No. 9: Policy Regarding Sexual Harassment. III. ACCOUNTABILITY Under the President, the Director of Affirmative Action and Equal Opportunity (AA/EO) Programs, through the Executive Officer for Social Justice, shall ensure compliance with this policy. The Director of Affirmative Action and Equal Opportunity, in conjunction with the Deans and Vice Presidents, shall implement this policy. IV. DEFINITIONS A. Sexual Harassment: 46 Quality Planning in Camping Programs West Virginia University Extension Service Consistent with Policy Bulletin No. 9 and guidelines promulgated by the United States Department of Education, West Virginia University uses the EEOC definition of sexual harassment: Unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when: 1. submission to such conduct is an explicit or implicit condition of employment; 2. submission to or rejection of such conduct is used as the basis for employment decisions; or 3. such conduct has the purpose or effect of: a. unreasonably interfering with an individual's work or educational performance; or b. creating an intimidating, hostile, or offensive work or educational environment. B. Consensual Relationships: These may include amorous or romantic relationships and conduct that is beyond a platonic relationship. V. POLICY A. Requirements: 1. WVU prohibits sexual harassment by any faculty, staff, or student. For all University personnel and students the University is committed to creating and maintaining a work environment free of inappropriate, disrespectful conduct and communication of a sexual nature. The University will not tolerate sexual behavior that interferes with an individual's work performance or that creates an intimidating, hostile or offensive work or learning environment. 2. In determining whether alleged conduct constitutes sexual harassment, consideration shall be given to the record as a whole and to the totality of the circumstances, including the nature of sexual advances and the context in which the alleged incident(s) occurred. 3. Listed below are examples of verbal and physical conduct that may constitute sexual harassment. Such conduct may occur not only between faculty/students and supervisor/employee of a different sex, but also between student/students, faculty/faculty, staff/staff and people of the same sex. Examples of conduct that may be considered sexual harassment include the following: • subtle or overt pressure for sexual favors, accompanied by implied or overt threats concerning one's job, grades, letters of recommendation, or physical well-being; • insults, humor, jokes and/or anecdotes that belittle or demean an individual's or a group's sexuality or sex; • unwelcome sexual comments or inquiries about an individual's or a group's sexuality or sex; • inappropriate displays of sexually suggestive objects or pictures, which may include but not be limited to posters, pin-ups, and calendars, computer screen savers; • unauthorized entering of restrooms and other locations reserved for the exclusive use of the opposite sex; • unnecessary and unwelcome touching, such as patting, pinching, hugging, or repeated brushing against an individual's body; and • sexual assault. B. Consensual Relationships 47 Quality Planning in Camping Programs West Virginia University Extension Service 1. Although the University acknowledges that consensual relationships are within the realm of individual privacy, it is necessary to advise that these relationships, particularly those occurring between supervisors and staff members or between faculty and students, can lead to circumstances that can be interpreted as sexual harassment. 2. Consensual relationships can also be interpreted as causing a hostile or offensive work environment when other staff members or students believe that the person(s) is/are receiving favorable treatment in employment/educational decisions and actions. C. Student-Teacher Relationships It is a violation of University policy for a faculty member to engage in an amorous, dating, or sexual relationship with a student whom the faculty member instructs, evaluates, supervises, or advises. Where there is a pre-existing amorous, dating, or sexual relationship, the individual with the power of status advantage shall notify his or her immediate supervisor. The supervisor shall have the responsibility for making arrangements to eliminate or to mitigate a conflict whose consequences might prove detrimental to the University or to either party in the relationship. D. Supervisor-Employee Relationships The University views as inappropriate any amorous relationship involving an executive, manager, or supervisor and a staff employee. Typically, the superior has authority, influence, or responsibility with regard to that employee. Persons engaging in such conduct may be subject to disciplinary action. E. Confidentiality The confidentiality of all parties involved in a sexual harassment charge shall be strictly respected insofar as it does not interfere with the University's obligation to investigate misconduct allegations and to take corrective action. F. Dishonest or Frivolous Complaints If sexual harassment allegations of are not substantiated, all reasonable steps shall be taken to protect the reputation of the accused. Moreover, if the complainant is found to have intentionally or maliciously been dishonest or frivolous in making the allegations, the complainant shall be subject to appropriate disciplinary action. VI. COMPLAINT PROCEDURES A. Requirement for Filing Complaints 1. Any applicant for employment or to be a student, current or former employee, or student, (herein referred to as complainant) at WVU may file a discrimination complaint with the AA/EO Office. 2. A complaint may be filed with the AA/EO office without first discussing the issues with any other University official. However, it is encouraged that individuals first attempt to resolve the complaint by bringing the issue to their supervisor or next level supervisor. 3. A complaint should be filed within 30 days following the alleged discriminatory act, or the date on which the complainant knew or reasonably should have known of said act. 4. The complaint must be filed with the AA/EO - Social Justice Office. B. Further Provisions on Time Limits All of the time limits contained within this complaint procedure may be extended with the approval of the Affirmative Action Officer, or his/her designee. C. Discrimination Complaints Filed with Other WVU departments or units 48 Quality Planning in Camping Programs West Virginia University Extension Service Any complaint relating to discrimination on the basis of age, color, disability, national origin, race, religion, sex (including sexual harassment), sexual orientation, or veteran status that is filed with another WVU department or unit shall be referred to the AA/EO Office within twenty-four hours, or the next working day. D. Responsibilities: 1. The employee, job applicant or student is responsible for: a. Whenever possible, attempting to resolve complaints through an immediate supervisor or next level supervisor. If such discussions fail to resolve the complaint, the complainant may seek a review of his/her complaint in accordance with the steps outlined below. b. Contacting the AA/EO Office for advice and/or counseling if there is a concern about being discriminated against or harassed, and c. Filing a discrimination complaint with the AA/EO Office if the situation remains unresolved. 2. The AA/EO Office is responsible for: a. Receiving a complaint and assisting the complainant in defining the charge and completing the complaint form. b. Apprising the person(s) named in the complaint (herein referred to as the respondent) and his/her administrative office of the allegation and notifying them that no retaliation may occur. c. Assisting the individuals named in the complaint in interpreting the charge. d. Obtaining a response to the complaint within ten (10) working days after receipt of the allegations. e. Upon receipt of the response from the respondent named in the complaint, investigating the complaint further if necessary and appropriate. The AA/EO Office shall have access to all necessary documents, the right to interview witnesses, and the ability to bring together the complainant and respondent, if desirable. f. Upon completion of the investigation, issuing a finding on the case to all individuals named in the complaint within twenty (20) working days. If the evidence supports a finding that there is no basis for a charge of illegal discrimination, the AA/EO Office shall indicate this conclusion to the complainant and advise him/her that the case is closed. g. Making recommendations for the resolution of the complaint if unlawful discrimination is found, and h. Monitoring the recommendations for implementation, and that appropriate action is taken without retaliation against the complainant or respondent. 3. The respondent is responsible for: a. Providing a response to the charge within ten (10) working days after receipt of the charge. b. Taking no retaliation or reprisal against the complainant, others related to the complainant, or persons involved in the complaint investigation. 4. The respondent's supervisor is responsible for: a. Providing a response to the AA/EO Office within seven (7) business days of the action taken with reference to the AA/EO recommendations. b. Taking no retaliation or reprisal against the complainant, others related to the complainant, or persons involved in the complaint investigation. This policy does not prohibit the employer from taking disciplinary action in appropriate circumstances. 49 Quality Planning in Camping Programs West Virginia University Extension Service VII. RESPONSIBILITIES A. The director, manager or supervisor is responsible for: 1. Consulting with the AA/EO staff as quickly as possible and before taking any action, but preferably within five (5) working days after knowledge of the situation when he/she is aware of a problem where sexual harassment is suspected or alleged. Even if the nature or gravity of the alleged sexual harassment is not entirely clear to the supervising authority, it nevertheless must be reported. The report may be verbal but must include: - the names of the complainant and alleged harasser, - date of incident(s) - the nature of harassing actions and, - the department(s) in which the parties are located. 2. taking no action on an alleged sexual harassment problem without prior consultation with the AA/EO Office except in situation which may require immediate actions. 3. reporting a sexual harassment problem requiring immediate intervention by the University to the AA/EO Office that same day. In the case of evenings, holidays or weekends, the AA/EO Office is to be advised on the next working day. B. The employee, job applicant, or student is responsible for: 1. bringing questions about procedures, seeking informal advice, or presenting a complaint if alleged sexual harassment has occurred or is suspected to his/her immediate supervisor and/or the AA/EO Office. C. The AA/EO Office is responsible for: 1. acting as a sounding board for the supervisor's plan of action or advising the supervisor on appropriate resolutions within the reporting department or unit. 2. providing advice and guidance in response to oral inquiries regarding possible sexual harassment. 3. investigating formal complaints involving sexual harassment and reporting findings and recommending solutions and/or disciplinary action to the person responsible for the department in which the harassment occurred. 50 Quality Planning in Camping Programs West Virginia University Extension Service Performed by Action Taken Employee, Student or Job Applicant 1. Seeks information or advice or presents complaint to supervisor or his/her superior and/or AA/EO Office Supervisor, Dean, Vice President or 2. Consults with the AA/EO Office before Designee taking any action, but within five (5) working days after knowledge of the situation 3. Discusses situation with the alleged harasser and takes appropriate action. AA/EO Office 4. Provides advice and/or guidance and/or discusses situation with alleged harasser and/or Dean, Vice President or Designee. Employee, Student or Job Applicant 5. Files a formal complaint with the AA/EO Office within thirty (30) days of the objectionable behavior if informal procedures were not utilized or the situation remains unresolved. AA/EO Office 6. Informs alleged harasser of the allegations and investigates complaint. Alleged harasser 7. Responds to sexual harassment allegations AA/EO Office 8. Identifies appropriate solutions and/or disciplinary action and reports recommendations to person responsible for department in which harassment occurred, should cause to support the complaint be found. 9. Notifies the complainant of findings and of action taken to remedy the situation. 10. If the complaint cannot be sustained, informs all parties in writing and closes the case. 51 Quality Planning in Camping Programs West Virginia University Extension Service WVU Extension Service, 4-H Youth Development Policy Statement on Bullying Educational programs and activities conducted by WVU Extension Service, 4-H Youth Development are characterized by an environment of physical and emotional safety. Bullying and similar harassing behaviors do not contribute to a positive environment for learning, and will not be tolerated. Bullying happens when a person or a group of people want to have power over another, and use their power to get their way, at the expense of someone else. Bullying includes such behaviors as exclusion, teasing, taunting, gossiping, hitting, kicking, pranking, or ―putting down‖ with the intent of hurting, embarrassing or making fun of another. Bullying can also happen through cyberspace; use of e-mails, text messaging, instant messaging, web sites, and other less direct methods. Individuals in charge of 4-H programs and activities will address all incidents of bullying seriously, and will educate staff, volunteers and program participants on the importance of communication (i.e., tell someone in charge) when bullying occurs or is observed, and in dealing with specific bullying incidents. Serious or recurring problems or incidents can result in individuals being dismissed from activities and/or barred from future participation. 52 Quality Planning in Camping Programs West Virginia University Extension Service Applicable WVU Extension Service Policies, Procedures & Statements of Best Practice for Camp Volunteers/Staff 53 Quality Planning in Camping Programs West Virginia University Extension Service WVU Extension Service Volunteer Selection and Screening Procedure Overview The purposes of the WVU Extension Service 4-H Youth Development Program's volunteer selection process are: to provide a safe atmosphere for youths involved in Extension activities, and to select and place qualified volunteers for 4-H youth activities. This volunteer selection process was developed and implemented for the following reasons: 1. The WVU Extension Service should provide a safe environment for 4-H youths participating in its programs. 2. Recruitment, retention, and motivation of skilled volunteers often depend on the careful match of a volunteer to an appropriate educational role. 3. Adults who are building resumes for work or recognition need evidence that they were selected as a person appropriate to work directly with youths. 4. Courts are finding employers liable for negligent hiring of employees and volunteers. 5. Extensive media coverage has enhanced society's awareness of child abuse. Because of the concerns surrounding this issue, most major youth-serving agencies have instituted selection processes. The WVU Extension Service 4-H Youth Development Program's process for selecting adult volunteers consists of the following: an application form for 4-H youth development program volunteers reference forms (sent by mail or used during phone or face-to-face interviews) interview questions and report for agent or volunteer recruiter to use with volunteer applicant Information gathered during the process will be kept on file in the WVU Extension county office and used to: establish a system of recruitment and selection of qualified volunteers for 4-H youth development programs match volunteers to jobs needed provide basic accurate information, including correct name and address, for each volunteer identify areas for volunteer orientation and training provide information that might be used to assist the volunteer; e.g., letters of reference, recommendations for awards, and recognition Who should be screened? Effective October 1, 1993, any new adult volunteer, 18 years or older*, who will work directly with youths will be screened before being officially appointed to assist with any 4-H youth development program. Extension staff works with cooperating agencies, organizations, and schools to ensure that volunteers are appropriately screened. 54 Quality Planning in Camping Programs West Virginia University Extension Service *Please note: In West Virginia, currently enrolled 4-H youth members in good standing who are 18 years of age or over do not need to complete the application process in order to volunteer in the program. If WVU Extension collaborates with another group(s) or organization(s) to recruit volunteers, then WVU-ES representatives must discuss and document selection procedures with the cooperators. If WVU-ES is the leader of record for a program, then this selection process shall be used. If a volunteer drops out of the 4-H youth development program for one year or more and then wishes to reenter as a volunteer, he or she must complete the application process. Exempted from this policy are volunteers who work under the direct supervision of or in the presence of a screened volunteer or Extension employee for a brief period. Examples might include judges, workshop presenters, guest speakers, and members of such service groups as Rotary and Kiwanis. Who should do the screening? In each county, one person shall handle the screening of all 4-H youth development volunteers. In counties, this will be the Extension agent who has youth development responsibilities. In some counties, a key leader may be selected to be the volunteer recruitment coordinator. The volunteer recruitment coordinator and Extension agent will receive training in the following areas: selection process orientation purpose of volunteer selection rationale for volunteer selection confidentiality procedures official record-keeping procedures for volunteer screening applicant interviewing procedures training documentation methods special-needs youths other areas deemed appropriate Official records Completed records will be maintained in a secured, individual, confidential file in the county Extension office. For each volunteer who works directly with 4-H youth development programs, the following will be on file: 1. Application form; 2. Reference forms completed by mail and/or written responses to questions asked in a telephone interview; dated and signed by the agent or key leader; 3. Notes from the personal interview, if held; dated and signed by the agent or key leader; and 4. Letter of appointment. For applicants not selected, items 1 through 3 will be on file with the letter of rejection. Access to the files should be limited to trained Extension staff. 55 Quality Planning in Camping Programs West Virginia University Extension Service The Freedom of Information Act allows the individual to see his or her file within 24 hours, after you receive a written request. Please note, however, that by signing the application form, the applicant waives any right to review reference materials. Therefore, you may wish to keep reference letters and comments in a separate envelope marked ―For agent's eyes only.‖ Files on active volunteers will be kept indefinitely. For inactive volunteers—with less than three years of service—files will be kept for three years. For inactive volunteers—with more than three years of service—files will be kept for five years. For volunteer applicants not selected for service—files will be kept for five years. Volunteer service descriptions will assist WVU-ES staff in matching the volunteers to particular jobs. The descriptions will also be a useful addition to the volunteer's file. Volunteer service descriptions: Volunteers require a clear and current description of the duties and responsibilities that they are expected to perform for the WVU Extension Service. Volunteer descriptions are used as a guide in determining whether a position is needed and whether the volunteer requires additional screening and training. The volunteer duties are representative of typical roles and jobs done in similar capacities across the state. Volunteer Screening Procedures The selection process includes using the volunteer application form, receiving two personal references, and conducting a personal interview. A completed application and the two reference checks regarding ability and suitability to work with youths are mandatory. An interview will be held at the discretion of the Extension agent or volunteer recruitment coordinator. 1. Prospective volunteers will be given an application to complete and return to the WVU Extension office. Applications are available on the Web (www.wvu.edu/~exten/infores/pubs/fyres/volunteer_application.pdf), at the Extension office, or from the volunteer recruitment coordinator in each county. 2. No one will be excluded from applying for volunteer positions. The screening process will help match volunteers to particular jobs. Some people might not be selected. 3. The volunteer recruiter needs to be sensitive to all types of people who may have skills the WVU Extension Service can use. The recruiter may need to establish different ways of gaining the needed information. Example: If a prospective volunteer has low literacy skills, the volunteer recruiter may need to become familiar with the application questions so that during an interview with the potential volunteer, the recruiter can complete the application form on his or her behalf. 4. Applications are returned to the Extension office. 5. The 4-H youth development volunteer recruiter will contact—by mail or phone—the people named as references. (See reference section for copies of forms.) 56 Quality Planning in Camping Programs West Virginia University Extension Service 6. The 4-H youth development volunteer recruiter may conduct an interview with the applicant. (See section for copy of form.) 7. If the application information, reference checks, and interview are all acceptable, the youth development agent sends a letter of appointment to the applicant. 8. If any part of the screening procedure produces something that may be questionable or unacceptable, additional information will need to be solicited. a. In some cases, the agent may wish to check with the local sheriff or prosecuting attorney regarding a potential volunteer. b. The agent may discuss a questionable volunteer with the WVU-ES 4-H youth development director or the volunteer leadership specialist. c. If an agent chooses to accept a volunteer for whom there is a negative reference or other questionable matter, note will be put in the volunteer's file outlining why the decision was made. 9. If an applicant is not to be appointed, a concise (not detailed) explanation must be on file. A letter must be sent to the individual explaining why he or she was not selected to be a 4-H youth development program volunteer. The letter must contain a concise explanation why the individual was not selected. 10. Keep the volunteer's file up-to-date with the application form, reference letters, interview schedule (if one), and copies of letters and notes. Place job descriptions and other information in the file, as applicable. 11. Guidelines for determining whether to interview applicants: a. The volunteer will serve or work with vulnerable clientele without direct supervision (youths under 18), frail older persons, or persons with mental or physical disability. b. The volunteer will have access to confidential materials. c. The volunteer will handle funds. d. The volunteer is completely unknown to faculty. e. The volunteer is completely unknown to other volunteers. Due Process: It is the right of participants to know in advance any rules, expectations, and standards to be followed in 4-H programs, events, and camps. They will be informed in advance of possible consequences if they fail to follow such rules, expectations, and standards. A plan or outline must be made before each event and communicated in writing. A volunteer may be relieved of specific duties by the WVU-ES volunteer leadership specialist or 4-H youth development director working with that volunteer when it is shown that the volunteer: 1. Does not follow WVU Extension Service program policies, guiding principles, and/or code of conduct; 2. Emotionally or physically harms a young person or adult; 3. Fails to meet the volunteer service description; or 4. Is convicted of a crime. 57 Quality Planning in Camping Programs West Virginia University Extension Service Camper Supervision Ratios Use camper to counselor ratios in cottages overnight to determine compliance with this standard for residential camping. Adult counselors must be at least 23 years of age for all- age or older camp; adult counselors must be at least 18 years of age for younger camp. These guidelines are established as a minimum. Counties are encouraged to establish their own guidelines, taking their camp community into consideration. Minimum Minimum Camper Age Adult:Camper Ratio Adult:Camper Ratio for Overnight Camps for Day Camps 4-5 years 1:5 1:6 6-8 years 1: 6 1: 8 9-14 years 1: 8 1: 10 15-18 years 1: 10 1: 12 For campers with special physical, medical, or behavioral needs: Needing constant and individual 1:1 1:1 assistance or supervision Needing close, but not constant, 1:2 1:2 assistance or supervision Needing occasional assistance 1:4 1:4 Needing minimal assistance 58 Quality Planning in Camping Programs West Virginia University Extension Service West Virginia 4-H ―Above Suspicion‖ Procedures It's important for WVU Extension Service employees and volunteers to not intentionally or purposefully place themselves in a position alone with a child in a one-on-one situation. This is often difficult to achieve in camping situations where adults fill roles supervising youth and sharing sleeping quarters with campers not related to them. To help protect West Virginia Cooperative Extension employees, as well as 4-H Teen Leaders and Adult Volunteers, those involved in camping and programs all reasonable effort to adhere to the guidelines suggested in these procedures. (Recognize that occasional temporary deviation from these procedures may be needed, especially in times of threats to camper safety or health.) One-on-One Situations: Teens, Summer Staff, Volunteers, and Agents are to be trained and instructed to travel and address situations (discipline, injuries) in groups of three when tending to the needs of a camper or Teen Leader. If an Adult is present or required, a second Adult is called-in to be present, regardless of the presence of a Teen Leader, with one of the Adults being the same sex as the camper or Teen Leader. If a Teen Leader is addressing the situation, a second Teen Leader or camper is called-in to be present with that second person being the same sex as the person requiring attention. Room Checks: Lodging and sleeping arrangements are unique to each camping location. Each Extension camp director needs to develop an effective plan for camper accountability and management based on their unique local situations. The following are suggested practices which may be applied or adapted for county and state camping and overnight programs: At least two adults will be housed in each cabin and will check each sleeping area at night to ensure all and only those children assigned to the cabin are present. Discrepancies between the list of assigned campers and those actually present must be communicated to the camp director immediately. Only males will be stationed in male housing, females in female housing. For routine night-time visits to the infirmary (med-checks, stomach ache), 1 teen and 1 adult Volunteer, two Teen Leaders or one Teen Leader and one camper may escort the individual requiring attention. At least one of the escorts will be the same sex as that individual. It is suggested each cluster of cabins select an adult volunteer or Teen Leader to serve as in this role. If an Adult must take a camper to the hospital during the night, the Camp Director may assign one trained 4-H Teen Leader to replace that Adult in the cabin or lodge until he or she returns, and one Teen Leader to accompany the Adult and camper to the hospital. If an Adult must take a camper to the hospital during the day, a second Adult will accompany them. If an ambulance is used for transporting a camper to the hospital, one Adult, the same sex as the camper, will accompany in the ambulance. One Adult will pick both up at the hospital if the camper may return to camp. 59 Quality Planning in Camping Programs West Virginia University Extension Service WVU Extension Service Statement of Best Practice—Overnight supervision of 4-H members and other minors participating in WVU Extension Service programs Many 4-H trips and activities require adult chaperones. The duties of adult chaperones are often minimal, yet important. Some examples of these duties include: Transportation of youth involved with events and activities Supervision and Guidance of 4-H members while on trips away from home Overnight supervision of youth It is important to note the difference between a 4-H Chaperone and a 4-H Camp Staff member. In general, a chaperone has duties limited to those listed above, operates under the supervision of a more-extensively trained volunteer or Extension staff member, and is assigned to a shorter-duration role (although this alone is not the determining factor). In contrast, a 4-H Camp Staff member has a broader range of duties (often involving program teaching), has greater independence of action, and is ―on-duty‖ for a complete week-long residential camp activity. Any chaperone (of any age) should be selected carefully according to the particular requirements of the event or activity. Not all adults will be suitable for all chaperone positions. Chaperones should be selected according to how well they fit the position description for the event/activity. To help ensure the safety of the young people participating in programs and activities sponsored by WVU Extension Service, the following guidelines should be followed when planning activities and programs which require the use of volunteer chaperones: MCHAPERONE GUIDELINES 4-H Youth Development Program Chaperones are expected to abide by these guidelines while serving as a 4-H Chaperone. 4-H Chaperones act on behalf of West Virginia University and must abide by all WVU policies and 4-H Youth Development core values. 1. Chaperones supervising ―all age‖ (ages 8 to 21) or ―age of majority‖ (age 18 and older) groups of 4-H participants must be at least 23 years of age. Chaperones age 18 or older may be used if they are supervising 4-H participants no less than 4 years younger than themselves. In any case, chaperones must be accepted though the West Virginia 4-H volunteer selection and screening procedure. 2. Chaperones shall respect the individual rights, safety, and property of others. 3. Chaperones shall not act in any way detrimental to the 4-H Youth Development Program, or in conflict with its policies or procedures and core values. 4. Chaperones shall not possess or use alcohol and/or illegal drugs (or be under the influence thereof) while serving as a 4-H chaperone. 5. Fraternization and/or relationships with individual 4-H members, event staff, or other volunteers which are inappropriate or reduce the 60 Quality Planning in Camping Programs West Virginia University Extension Service effectiveness of the staff, or behavior which discriminates against and/or offends others is grounds for dismissal. Individuals may not serve as a chaperone for an event if they have a pre-existing amorous or romantic relationship with any 4-H member in their delegation or under their charge. 6. When chaperoning 4-H members, chaperones shall not leave the youths under their supervision or the grounds of the 4-H event unless they have received approval of the adult in charge of the event or delegation. 7. Chaperones are responsible for ensuring that all members of their delegation attend scheduled sessions and events. 8. Chaperones shall not use obscene and discriminatory language at the 4-H event. 9. At overnight events, participants will not be allowed in the sleeping areas of participants of the opposite gender. All participants (except those with special planning or program responsibilities) must be in their assigned area at curfew and shall comply with quiet hour and lights-out regulations. 10. Chaperones shall not participate in gambling or other games where money is used to wager. 11. Chaperones must have the correct number of seat belts for number of 4-H members in their vehicle. 12. Chaperones must have medical treatment forms for each 4-H member in their vehicle, including one for the driver. 13. Drivers must have automobile liability insurance and a valid driver's license. 14. Chaperones shall recognize and support the responsibilities of WVU Faculty and staff in setting program standards, priorities, and direction. 15. Chaperones shall show a ―positive image‖ to the 4-H members while on duty. 16. Chaperones are considered ―on duty‖ from the time they begin their trip until they return their charges to their parents/guardians. Penalties for Infractions: Infractions of these 4-H Chaperone Guidelines may result in one or more of the following penalties: • Possible disciplinary action by the WVU Faculty member supervising their service, State 4-H Program Leader, or Director of the WVU Extension Service. • Released of chaperone duties immediately. • Prohibited from being a chaperone for future 4-H events/activities. • Released to the nearest law enforcement agency and/or the proper authorities. 61
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