Read and Sign the Risk Management Policy
These policies apply to all programs and activities at the Jack Creek Preserve.
1. General Policies
Only individuals who have completed the required paperwork and training will be allowed to participate in scheduled programming.
All Field Staff (ie. instructors, guides, volunteers and staff) will be provided with pertinent medical history for each student.
All program staff and volunteers will have a complete first aid kit with them at all times.
Any individuals in an instructional role shall conduct a Risk Management/Safety Briefing with their group as soon as possible and as appropriate. Based on the potential hazards present, Instructors should teach how to avoid potential situations. Instuctors shall also confirm that participants understood the briefing and that they respect the potential dangers of the activity or environmental condition.
Additional Safety Briefings will be conducted whenever there is a need to educate participants in prevention and avoidance techniques appropriate for the activity or environmental conditions.
Any individual in an instructional role shall have a group management plan for keeping track of people and managing risks.
ALL INDIVIDUALS will wear closed toed shoes or boots during all activities.
Sandals are permissible only when:
Traveling to and from restroom/shower facilities.
At night while around the tent area.
Indoor activities or lessons.
Adequate food, water, and emergency equipment shall be carried during all field activities.
Anyone in association with the Jack Creek Preserve Foundation will comply with all applicable laws and follow rules set forth by JCPF Administration.
Participants shall be supervised at all times. Hikes out of the immediate vicinity of the camp area are not permitted without specific consent from the Program Director.
Guidelines:
1. The physical and emotional safety of all individuals is the first priority during all aspects of programming.
2. The prevention of disease is a priority for Jack Creek Preserve Foundation. Efforts should be made to promote healthy practices such as a check-in screening and healthy hygiene practices.
3. In the event of adverse weather, we will do our best to stick to the outlined schedule. When practical, other options will be discussed by the Leadership Team and communicated as necessary.
4. Every effort should be made to appropriately debrief or process activity sessions, or, at minimum daily. This helps students understand and consciously use the information that they have learned throughout the day. Draw connections between what was learned and how that information may be useful in their everyday life (“Transference”).
2. Risk Management
Prevention of injuries, accidents, illnesses, and incidents are paramount. A risk management plan is a strategy to prevent incidents and to be prepared in the event of an emergency.
Leadership
Any individual in an instructional role is considered a leader. All leadership roles are responsible for the safety, satisfaction, and overall enjoyment of students, parents, teachers, and all other participants, including your fellow leaders. JCPF programs have inherent risks, but adventure MUST NOT come at the expense of safety. The leaders’ role is to prepare participants for their experience and to take all necessary precaution to prevent and anticipate accidents. Effective leaders are:
Firmly in control of the group at all times. Decision making may be a democratic process, but the ultimate authority should be determined by the group leader.
Aware of the physical and psychological condition of the group and the individual participants.
Able to determine when it is appropriate to alter from the schedule to keep all participants safe.
Supportive of program goals and outcomes.
Guidelines:
Create and submit an itinerary for the program you are instructing and submit to the Program Director.
Notify the Program Director of any changes to the itinerary.
Know the participants in your group and how many.
Have the provided medical information with you at all times. It is essential that this information is kept confidential.
Carry a first aid kit at all times.
Be aware of sun exposure, dehydration, and hypothermia.
Be aware of signs of illness such as coughing and fever. If present, report to the Program Director.
Discourage throwing rocks, sticks, or any object that has the potential to harm someone.
Discourage a violation of personal space and activities that may transmit disease such as spitting.
Plants and animals should be left undisturbed. Special circumstances may apply and will be outlined appropriately and in advance.
Sexual Abuse Policy Guidelines:
Sexual Abuse Definition: Sexual abuse means unwanted physical conduct of a sexual nature, sexual contact or sexualized behavior and may include, by example, touching, fondling, other physical contact, and sexual relations.
Implementation: Employees, and volunteers shall be provided a copy of this policy and shall receive training information to assist in the understanding and implementation of this policy.
Training: We have training procedures for all persons who work with children and youth as part of their duties, activities, and events.
Making a Complaint: Persons who have knowledge of possible violations of this policy whether employees, volunteers or camp participants should report to appropriate supervisors and/or Executive Director. The Executive Director (or Board Chair) will take action to investigate, report, and follow due process in order to seek justice.
Screening of Volunteers (in formal leadership roles) and Staff
1. Potential employees and volunteers will respond to the following question on the application:
“Have you been convicted of any crime including sex-related or child abuse related offenses
Circle one: Yes No”
By signing the application form, the applicant will give permission to contact references and perform the necessary investigation (including background check) to complete the review of the application.
2. A background/screening check will be made through Ministry Safe and be used for all staff as well as volunteers whose work involves certain levels of contact with participating children/youth.
3. Employment references will be contacted and asked about any abuse concerns.
4. Interviews will be conducted including (but not limited to) questions such as: What is your experience working with children; What role(s) did you take?; Were you supervised or not?; What did you like about the experience?; Why do you like working with children?
5. If the applicant (either volunteer or paid) is found to have been involved in any activity in which the applicant abused or exploited children or youth, the applicant will not be hired/approved. Any conviction of a crime against children or youth shall disqualify any applicant.
6. Results of screens shall be kept confidential.
Supervision
1. When working with children or youth, two adults should be present whenever possible.
2. If the nature of an activity is such that any adult and child/youth would spend time alone, then regular supervisor contact with each is essential. A supervisor should visit with the adult and child separately and ask a few questions about how they spend their time, how it’s going, any concerns?
3. In the case of overnight stays at our facility, male and female youth should be housed in separate dorms with same sex counselors. Similar criteria should be employed for overnight field trips.
Reporting, Investigating and Resolving Violations of this Policy
1. Reporting
a. Immediately upon receipt of an allegation of violation of policy, the Executive Director (or designee) shall be notified.
b. The Executive Director shall notify the Board of Directors.
c. The Executive Director shall notify local law enforcement authorities and the insurance carrier.
2. The person against whom an allegation has been made (“Respondent”) will immediately be suspended from working with children/youth.
3. The minor person’s parent(s)/guardian(s) shall be notified of the alleged violation of policy by a person designated by the Executive Director.
4. The Executive Director shall assist the investigation of the complaint and the process Implemented to work through the complaint. This may include assistance with legal and public relations issues as well as interviews necessary for the investigation of the complaint. Decisions of resolution shall ultimately rest with the Board of Directors.
5. The person or persons who first report the alleged violation of policy (“Complainant(s)”) will be asked to document their knowledge of this incident(s) and provide that documentation to the Executive Director.
6. The Executive Director will determine who needs to be interviewed to determine the nature of the alleged violation and its impact. All conversations shall be documented including such things as (but not exclusive of) date, time, place, and names of persons involved. In addition, the substance of the conversation shall be documented, with the person interviewed asked to review notes for accuracy and to sign such notes. In addition, all contacts made, and actions taken by the Executive Director are to be documented.
7. If a formal complaint is made, the Executive Director shall provide the “Respondent” (person accused) with a copy of the complaint.
8. If the Respondent voluntarily withdraws from work with us, the file shall be so marked and all pertinent data regarding the allegation and steps taken in response to it shall be placed in the person’s personnel file and retained.
9. If the Respondent wishes to continue to function as a worker or volunteer then the Executive Director, in consultation with the Board of Directors, may design a procedure for determining the fitness of the individual for this work. This may include such things as a psychological assessment, counseling, etc. as deemed appropriate to the circumstances. Payment of the cost of these activities will be the responsibility of the Respondent. Results will be made available to the Executive Director who, in consultation with the Board, shall make the final determination as to whether or not to reinstate a person as a staff/volunteer.
10. Those Complainant(s) (person(s) making the allegations), the parent(s)/guardian(s) of any minor involved, the Respondent, and any persons who supervise such persons shall be notified of any result of the investigation and the final decision of the Executive Director. In all cases all documentation shall be retained in a confidential, personal file.
11. The Executive Director, in consultation with the Board, will determine when and with whom information needs to be shared. If investigations or allegations of abuse should come to the attention of the media, a response shall come from an MLC spokesperson designated by the Executive Director.
12. It shall be the goals of ours to encourage supportive care to both the Complainant and the Respondent, and to restore such persons to wholeness. Supportive care can include the procedures of the criminal justice system and appropriate counseling referrals.
13. If the Complainant(s) should desire to appeal the decision of the Executive Director, the Board or legal council will be consulted.
Working with Youth
If it is necessary to be one-on-one with a student, be sure you are in view of the rest of the group or another adult.
In no case is it appropriate to strike or use force with any individual. Jack Creek Preserve Foundation has a No Tolerance Policy regarding unwarranted physical force.
Close physical contact with youth can be a risk. Jack Creek Preserve Foundation encourages caution with expressions of affection. Volunteers are also encouraged to talk with their peers if they see inappropriate conduct.
If you have any specific questions regarding contact with students, please see the Executive Director or the Program Director.
Instructors, guides, volunteers, field staff are not permitted to administer any medication to students. Volunteers attending the programs as medical support will have direct consent from parents to administer any prescribed medications. However, all instructors should be aware of student specific needs to ensure that they have any needed medication with them at all times. Specifically, asthmatic students with inhalers and/or students who carry an epi pen or similar for allergic reactions. Any individual in an instructional or leadership role MUST know where on the student these medications are stored in the event of an emergency.
On the Trail
For each outing instructors will provide appropriate information prior to starting their hike/adventure regarding appropriate clothing, stream crossings, weather, animal encounters, and other potential hazards as necessary.
Two or more adult leaders are needed when:
Any trail hiking is done
On any all-day hikes or backpacking trips
Take head counts often. The first person should be in sight of the last person.
Group leader should be at the head and tail of the group.
Stop at all trail junctions and wait for the entire group.
For efficient travel, maintain a slow and steady hiking pace, and a consistent respiratory rate.
Take breaks as needed. Encourage participants to drink water, eat snacks, adjust layers, and check their feet for hot spots/blisters.
Break spots should be off the trail and left as they were found.
Use established trails and never cut switchbacks.
Off trail have participants spread out to avoid new trails and further erosion.
Lost or Missing Person
Prevention is CRITICAL. This situation can be avoided by following general protocols outlined above. As a reminder, remember to keep your group together and be sure to instruct participants to let the leader/staff person know where they are headed at all times. In the event someone becomes missing:
STOP!
Gather everyone and count again.
DO NOT let anyone leave to go look for the person until a plan has been made.
Determine:
(a) Time and place person was last seen.
(b) Parting comments or general plan of missing person.Establish a designated meeting spot for the group and WAIT. Be calm and positive. Acknowledge their fears and engage in some activity.
The leader/staff person will return to the point last seen and call the person’s name.
If the person is still unaccounted for after 20 minutes (situation dependent), contact the Program Director.
Depending on the situation, the Program Director will implement a staff supported search.
If this search is unsuccessful and proceeds for more than two hours, local search and rescue or other appointed authorities will be contacted.
Complete an incident report and any other reports requested.
3. First Aid Protocol*
The primary concern during an injury or illness is the health and wellbeing of the individual, group, and staff.
Treat injuries or illnesses to your level of training.
If you suspect someone is ill with COVID-19, immediately report to the Program Director and Camp Medical Staff.
All staff are expected to use the protective equipment provided in your first aid kit to prevent the transmission of blood borne pathogens.
Do not leave ill, injured individuals, or the group without supervision.
If treating an injury or illness, staff should not place themselves in a situation that leaves them alone with the individual. Every attempt should be made to have another staff member present to witness your procedures.
Record all first aid provided on an incident report as soon as possible. Incident reports are located in all first aid kits. Forms will be given to the Program Director as soon as possible and within 24 hours.
*During Summer Youth Camps, first aid concerns will be directed to the “Camp Medical Staff.” All incidents will be documented as appropriate. If necessary, the above steps should be taken, then proceed to or have the “Nurse” come to you.
4. Emergency Protocols
No two emergencies are the same. While steps are outlined in these procedures, you will need to use your own good judgement until you are able to contact assistance. The safety and wellbeing of the campers and staff ALWAYS comes first.
At the scene:
Take a deep breath and evaluate the overall situation. Do not rush or panic.
If the emergency appears to be life/death related, call 911 first (or appropriate EMS number), then notify the camp.
If the injury is not a life/death situation or is an illness, contact the “Camp Medical Staff” as soon as possible. Provide a clear description of the emergency and your location.
Take charge. Be firm and clear with your instructions to campers and staff. Use a calm tone of voice.
The staff member with the highest level of appropriate certification is delegated the responsibility to aid the injured party. Give priority attention to caring for the needs of the victim. The person rendering first aid must provide a completed Incident Report to the Program Director within 12 hours of the incident.
Delegate another staff member to ensure the safety of other campers by taking them away from the immediate scene and organizing other activities. Retain one staff member at the scene of the accident with the victim.
Notify the Program Director or other administrative staff in the camp office. If someone else answers the call, tell them: “This is an emergency, I must talk to the Program Director.” Do not discuss the situation with them.
Begin collecting the facts. What happened? How? When? Where? Witnesses? Where were the staff? Campers? What could the victim have done to prevent the injury?
Cooperate with the public emergency personnel at the scene. Get the name, badge number, and jurisdiction of the officer taking the report. If possible, get the report number too.
Once the “Camp Medical Staff” or Program Director arrives at the scene, summarize the situation and answer questions. They will then take charge.
Contact the child’s parents only if you have authorization from the Program Director.
Prepare accident reports and other necessary documents.
5. Other Emergency Considerations
Bear Encounter
To avoid bear encounters, please adhere to the following:
Stay in groups of 3 or greater.
Make noise while hiking and walking.
Food and any items considered to be attractants are to be stored in the kitchen the building. No food items or toiletries are permitted in camping areas.
Clean up occurs every evening before lights out, including putting the trash inside.
The first day of camp should include a Bear Aware class.
Camp instructors/volunteers should carry bear spray at all times.
Each camping area should have at least 1 adult with bear spray.
In the event of a bear enounter:
Stay calm and notify the lead instructor of the bear.
DO NOT RUN
Stay with your group and follow directions from the lead instructor.
Fire
In the event of a fire CALL 911 and inform the on-site Director as soon as possible.
The Jack Creek Preserve is up to date with and adheres to all local and federal fire restrictions and recommendations regarding seasonal changes and fire dangers.
To avoid potential emergencies, please adhere to the following:
Fires should be built in designated fire rings and never left unattended.
Fires should be maintained only when conditions are safe.
Fire bans may occur and must be respected.
Evacuation
If it is necessary to immediately evacuate the preserve, campers will be divided by units and loaded into all camp vehicles and staff cars and transported to a safety zone. To expedite this process, cars must be parked facing out and keys should be in an identified location and accessible. If possible, bring the campers’ medications and your first-aid kit. Staff without unit responsibility will carry out their assigned tasks.
Earthquake
Most campers are well rehearsed in earthquake “duck-and-cover” drills at school. If campers are inside, have them move away from windows and “duck and cover” under beds, tables, or stand in braced doorways. If the earthquake catches you outside, move away from buildings and trees. Seek an open area.
After an earthquake, do not enter any buildings until they have been checked by the camp administrative staff or the rangers. If possible, shut off the electrical system until the building is checked. Attempt to stop any water leaks.
Stay in your area if it seems safe. Calm the campers and provide program activities (singing, stories, etc.) until help arrives.
Electrical storm
Lightning will seek tall objects, so stay away from lone trees, drinking fountains, and hilltops. Seek shelter under a low clump of trees, in a building, or automobile. For more information reference the NOLS Backcountry Safety Guidelines.
Strangers
Jack Creek Preserve is not open to the public. Unfamiliar persons should not approach the camp property. In the event that someone does, some judgement must be made on the part of staff. Be observant as to the make, model, and license number of the car. Persons should be questioned to ascertain who they are and why they are here. Do not antagonize the intruder. Be polite, give assistance, if possible, refer the person to the camp office, or ask them to leave. This is private property and not open to the public. Observe to ascertain that the person leaves the site.
If the appearance of the unfamiliar person makes you uncomfortable, approach with another staff member. Someone should stay with the campers away from the situation.
If the person seems threatening in any way, do not approach or take any chances. Remove yourselves and the campers from the area, and observe the whereabouts of the person. If you see or suspect an intruder in camp at night, immediately and quietly notify the other staff members and the camp office. Check all camper sleeping areas with a head count. In order to prevent false alarms and unnecessary fright, all camp personnel will carry flashlights and identify themselves when walking in the camp at night.
Notify the Program Director immediately of any unfamiliar person(s). Complete an incident report and any other reports as requested.
DO NOT ALLOW ANYONE (stranger or known) TO REMOVE A CAMPER FROM CAMP!
All staff members will refer all visiting persons (stranger or known) to the Program Director. Under NO conditions may a camper be removed from camp without the permission of the Program Director.
If a camper is to be picked up from camp early or by another person, parents must let us know prior to or on arrival to camp. The Director will verify this instruction if someone comes for a camper. Should a camper be taken from camp without the expressed and direct approval of the Director: Get descriptions of all persons involved if possible (hair, clothes, height, license number of car, etc.).
Notify the Program Director IMMEDIATELY!