Personnel Policies

Contents Safety & Quality Guide
Part of Safety & Quality - Part 1: Policies & Procedures
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Alcohol, Tobacco, Coffee & Drugs

Conversation Appropriate

Discussing personal use, glamorizing (even inadvertently) or advocating for illegal drugs and alcohol with students is not allowed and can be grounds for dismissal.

Drugs

Federally and locally illegal drugs and narcotics are not allowed in, around, or near the program or premises. This includes marijuana (which is not yet federally legal). Violation of this policy should get the violator banned from the organization.

Tobacco

Recreational tobacco represents a short- and long-term health hazard to both students and staff. That said, we recognize that asking an addicted individual to completely give up tobacco use during a program may result in withdrawal symptoms that limit their abilities. With those concerns in mind, we allow tobacco use with the following limitations:

Absolutely no smoking or tobacco use in areas where youth are present.
No staff smoking with adult participants.
Smoking is allowed only in areas designated by the Coordinator.

Smoking areas must adhere to the following rules:

Must be at least 50 feet away from buildings, structures or gathering areas.
Must not be visible to public.
Must have proper receptacles and be free of brush to prevent fire hazards.
Cigarette butts must be disposed of in proper receptacles. Regular cleaning of those receptacles is the responsibility of the smokers who use them.
Coordinator may revoke smoking area privileges at any time.

Alcohol

Alcohol can be appropriate within a community that celebrates with potlucks and other meals, but good judgment is essential.

Absolutely no alcohol use during youth-specific programs.
No underage drinking by staff or with participants. If any managers find themselves present at an event with staff engaging in underage drinking, they must kindly ask the activity to cease and leave if it does not.
Alcohol is only allowed in adult programs and community events and only during non-program time.
Alcohol should always be considered a potluck item brought by participants. It is never charged for unless an event has proper permitting and licensing.
When drinking alcohol, stay within legal limits for any task you need to do.
Do not get drunk. Know your body and know your limit ahead of time. Also, realize that once you take that first drink, your judgment about limits is impaired. Know ahead of time.
Be responsible for friends taking it too far. Just like swimming, have a buddy (or better yet, a Truddy!) and keep an eye on each other.
Always provide good options for those who don’t drink alcohol.
Pick up every single bottle, can or remnant of alcohol use to avoid someone finding these items during educational programs.
Remember, don’t talk about alcohol when kids are around. That is not an appropriate conversation for youth culture.
Foster a culture that uses beer, wine, cider, etc. as part of meal or celebration, not as an event unto itself.
When engaging the whole of staff, do not suggest beyond camp meetups at bars that limit entry to under 21 years of age. Our goal is to be inclusive those who cannot enter or abstain for alcohol.

Remember, use of alcohol is a community privilege, not a workplace entitlement. This is for the safety of our participants as well as our colleagues. Alcohol has a dark side: accidents, domestic abuse, hangovers. Please respect “spirits” and only use them intelligently. Don’t ruin it for everyone else. The organization would rather fire you than ban the responsible use of alcohol by legal adults.

Coffee

Coffee keeps many people going throughout the day. It is often available for staff during camps, but caffeine should still be recognized as drug.

Youth are not allowed to drink coffee. The only exception is teens 16 and older with their parents’ permission (e.g. the parent talked to you).
Never brew bad coffee. That is just wrong.
Always turn off the coffee pot. You burn the place down, you buy a new one.

Final Word

With any of these substances, it is up to the discretion of your Coordinator to decide if a student or staff member has improperly abused or broken a rule, thereby incurring actual or potential damage to the organization and its reputation, premises or relationships. If a Coordinator decides rules have been broken, they reserve the right to dismiss or expel the violator from all programs, events and premises, in the short-term or forever.

Inclusion

We strive to provide an inclusionary, safe, and welcoming environment. We enthusiastically support increasing diversity in the outdoor education industry, and strongly supports staff who are traditionally under-represented in our profession. We provide equal employment opportunities to staff and applicants without regard to race, color, religion, national origin, sexual orientation, gender presentation or identity, age, disability or veteran status. Inclusion extends beyond simply providing opportunities and relies on clear, healthy communication and treating each other with respect. The only limited exceptions to this policy would be when gender or age considerations are bona fide occupational requirements (i.e. overnight camp teacher gender balances, or to meet legal age minimums, such as with a commercial drivers license). If any staff person feels that another member of staff is acting in a way counter to the above policy, intentionally or accidentally, and you feel comfortable we encourage that person to talk directly with their colleague and peer. If you feel uncomfortable in any way at work, please bring the issue to your program coordinator or to the local director. We will work with all parties to encourage a safe and respectful community.

Harassment

We must provide a workplace and learning environment for employees and students that is free from sexual harassment or harassment of any kind. Harassment in the workplace is against the law and will not be tolerated. When we determine that an allegation of harassment is credible, we will take prompt and appropriate action. Harassment can include but is not limited to: repeated or offensive verbal comments related to gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), inappropriate sexual images in work spaces, inappropriate physical contact, and unwelcome sexual attention.

Sexual Harassment

Unwelcome sexual advances, requests for sexual favors, and/or other verbal or physical conduct of a sexual nature constitute sexual harassment when:

An employment decision affecting that individual is made because the individual submitted to or rejected the unwelcome conduct.
The unwelcome conduct unreasonably interferes with an individual’s work performance or creates an intimidating, hostile, or abusive work or learning environment.

Certain behaviors, such as conditioning promotions, awards, training or other job benefits upon acceptance of unwelcome actions of a sexual nature, are always wrong.

Unwelcome actions, like any of the following, are inappropriate and may by themselves meet the definition of sexual harassment or contribute to a hostile work environment:

Sexual pranks, or repeated sexual teasing, jokes or innuendo.
Verbal abuse of a sexual nature.
Touching or grabbing of a sexual nature.
Repeatedly standing too close to or brushing up against a person.
Repeatedly asking a person to socialize during off-duty hours when the person has said no, or has indicated they are not interested

(supervisors in particular should be careful not to pressure their employees to socialize).

Giving gifts or leaving objects that are sexually suggestive.
Repeatedly making sexually suggestive gestures.
Making or posting sexually demeaning or offensive pictures, cartoons or other materials in the workplace.
Off-duty, unwelcome conduct of a sexual nature that affects the work environment.

The victim of sexual harassment can be any gender, and of any standing in the organization. The victim can be of the same sex as the harasser. The harasser can be a supervisor, co-worker or other employee or non-employee who has a business relationship with the organization or with a student.

Reporting Harassment

Our #1 priority is the safety of our students and our staff. And, we have an obligation to be thorough and respectful in any harassment investigation. Staff are always free to directly decline any unwanted social or sexual contact, comments, or attention from coworkers or supervisors, at or away from the workplace. Staff are empowered to express their discomfort with any contact or comment from a coworker. If you feel that you need assistance responding to unwanted contact, you are strongly encouraged contact your Coordinator, Director or any supervisor. If the contact is ongoing or more severe in nature, speak with your program coordinator or local director immediately so they may investigate. Depending on the outcome of the investigation, either your Coordinator, Director, or other supervisor may follow up. Outcome of an investigation may range from creating written documentation, written disciplinary action, reassignment, or dismissal of the offender.

Performence Optimization

Caring for yourself is critical. During the intensity of teaching and programming, staff often neglect basic routines of self-care that we require of our students, such as drinking water or eating a hearty lunch. Or showering. Outdoor programs can be as demanding as a marathon. You need to take care of yourself as any elite athlete would. Again, that includes showering.

Peak Awareness

We need you to be healthy so you can maintain the awareness required to keep students safe. When you drink and eat right, when you stay clean and avoid getting sick, you optimize your awareness. And your awareness (your Whiskers) is your most important safety tool.

Sleep & Shelter

Good sleep in a comfortable environment is critical to maintain peak awareness and long-term health. Studies have shown that people who get less sleep have a higher mortality rate. You need at least 8 hours of sleep to be refreshed for the next day. Also, consider the environment you live in. Is it conducive to come home and relax after a rigorous day of camp? Or do your roommates insist you party every night, playing Parcheesi until the wee hours of the morning? Tell them it can wait. Get enough sleep, for the sake of the children.

Water

Water is the most important element for our bodies. While teaching, drink more water than you might be used to. If you get a dehydration headache, it will be harder to focus. Drinking water helps maintain your peak awareness and models good behavior for kids (and adults).

Food

Eating well is another key to your energy level and peak awareness. Eating consistent meals is important. Eating fresh, healthy foods, especially vegetables, enhances your peak awareness. Properly cook and watch for spoilage with personal or camp food. Food poisoning can lead to staff and participant sickness.

Protect Your Physical Health

Children constantly stick their fingers in their ears, noses, and everywhere else. Then they spread that stuff everywhere. Imagine yourself surround hundreds of those germ-riddled vectors of disease. Welcome to camp! We often teach in urban centers and come into contact with a lot of people, and are exposed to the poor sanitation habits of children, therefore we must be vigilant in protecting our health.

Wash the Hands – A lot

I know we sound like Mom, but we’re serious. Studies have shown that people who thoroughly wash their hands with soap get sick far less often. Follow these guidelines:

Use soap.
Scrub vigorously.
Encourage your students to do the same.

Watch Where You Put Your Hands

A kid sneezes on the bus. The mucous atomizes into a mist and flies through the air touching down on the vinyl seat. You put your hands on this seat and then rub your eyes. Did you know people transfer disease into their bodies through the permeable membranes of the eyes? Translation: Be grateful for your skin and don’t rub disease directly into your permeable mucous membranes.

Vaccinations

We strongly recommend staff receive updated and relevant vaccinations to keep everyone healthy and safe. Whooping cough and measles are on the rise. The flu and tetanus vaccinations are especially helpful for people who work in outdoor programs.

Mental Health

Performance Optimization is also about your mental health. Working in outdoor education is an intense experience. If you don’t take care of your mental health, you risk burning out. Here are some ideas for mitigating burnout:

Ask for help.
- Talk to your Coordinator. Let them know how you are feeling and ask for help and ideas for feeling better.
- Talk to your colleagues. You are not alone. Most teachers have struggled with feelings of burnout. They may have some great suggestions.
- Pamper yourself. Do the things that relax you and give you joy: yoga, meditation, hiking, cooking, long baths.

Pacing

As we all know, working in outdoor education can feel like running a marathon. Run yours like a marathon, not like a 100-yard dash. Intelligent pacing is essential not only to make it through a program, but also to maintain peak awareness—to keep your Whiskers on full.

One Little Corner: People often spend more time worrying about whether they will finish a task instead of just diving in. It’s like what your mom use to tell you when cleaning a messy room, “Start in one little corner and work your way out.” To get started, do something Truly Helpful, no matter how small.
Eagle’s Eye View: Outlining the big picture of what needs to get done often helps you avoid wasting time focused on tasks that aren’t relevant to the greater whole. When feeling overwhelmed, take a step back and get a broader view of what’s important. Then take it one step at a time.
Prime Directive: Bottom line, the most important thing is that you follow Rules #1 and #2. That means keeping everyone safe. Safety is your priority. If there’s an activity that’s overwhelming and you feel like you can’t keep kids safe, stop it immediately. Do something more relaxing and simple. If you have to eliminate teaching some awesome skill because you need more time to work on a safety plan, go ahead.

REMEMBER All you really need to do is keep kids safe every day. Rule #1 No one dies. Rule #2 No wounds that don’t heal in four days.

Schedule in Relaxation: Build downtime into your program. Of course, keep the kids engaged for safety's sake, but you don’t need to be racing all the time.
Plan and Prepare: Proper planning and preparation keeps you relaxed while doing your program. The more you have ready ahead of time the less stress enacting the program becomes.
Enjoy Yourself: Enjoying the time with your students is essential to feeling relaxed and maintaining peak awareness. If you find yourself feeling unhappy or missing the joy while working with your students, talk with your Coordinator. Brainstorm ideas to get the fun back.

Professional Appearance (Camouflage)

Be aware of the impression you are making. We want you to be your awesome, strange self, while also being aware of how you appear to parents, students, and even fellow staff. While working as an educator, remember the words of Lady Jessica of the Bene Gesserit (from Dune): “When strangers meet, great allowance should be made for differences of custom and training.”

Odors

This is a sensitive subject for some. You think your body smells great; others may disagree. Smell is a powerful sense, linking directly to the emotional centers of the brain. Your odor can make a dramatic impression. People (especially children) may not realize that their discomfort with a strange smell is affecting their attitude and participation.

Bathe: We all need to bathe. Remember that camp activities are similar to an extreme sporting event. We highly recommend bathing 3 times per week, if not more. Deodorant is good, too.
Fragrances: Strong fragrances can be an even bigger issue than lack of bathing. Many people, especially kids, are sensitive to fragrances in perfume, shampoos, oils and other products. Fragrances can even trigger an asthmatic reaction. Avoid overusing fragrant products. For the safety and comfort of participants, we reserve the right to ask staff to tone down or abstain from using overly fragrant products.
Smell of Habits: Remember that the smell of cigarettes and other personal habits not allowed at camp can linger on your clothing and even in your hair. Make sure you come to work smelling like clean livin’!

Dress & Appearance

Camps should offer flexibility in dress and appearance that allows for personal expression. We must hire people based on their competency, not on whether they have tattoos, piercings or a certain haircut. Anybody can put on an impressive “costume” for an interview, but that doesn’t mean they have the skills or the compassion needed to work in outdoor education. We focus on good people, not good costumes. On the first and last day of any program, you must wear an article of clothing that identifies you as affiliated with the program. Put thought into this first impression. A program t-shirt is a good option. Always keep your look appropriate for working with kids. Here are some useful guidelines:

Awkward Clothing: Make sure you are not coming close to or actually showing “bathing suit” parts. Shorty-shorts, plumber’s crack and plunging necklines are just a few examples of awkward clothing. We bend over for quite a few tasks—make sure your clothes can handle it. Remember, you work with children.
Holey Clothing: Cut-off sweat shorts are a fascinating fashion choice. Unfortunately they develop holes easily. Fix the holes or wear something else. Sometimes holes are in more inappropriate locations and creep into the realm of Awkward Clothing.
Graphic Clothing: Clothes showing profanity or graphic violence, promote hate, etc. have no place in camp. Pay Attention to the message your clothing conveys. Make sure it’s appropriate for children and the message of the program.

Costumes

Careless Costumes: We greatly appreciate when staff “make an effort” with costumes. But a black sweatsuit does not make you a secret agent. A towel and clothespin does not make you a superhero. It’s not the costume, but the character behind the costume that is most important. Be creative, make a real effort in designing and executing your character and costume.
Awkward Costumes: Be careful that your codpiece or corset does not cross the line into Awkward Clothing. When in doubt, check with your Coordinator.
Functionality: Finally, make sure your costume is functional for your location, activity and the weather. You don’t want your twenty-pound sword slowing you down during a stealth activity.

Program Media

Great programs thrive on the stories they share. We take great care in how we create those stories. To avoid confusion, the organization retains ownership and discretion over all content and media created by employees during the time of their employment. This includes programs, events, and anything related to our intellectual property. Legally this means:

The organization retains full ownership of the creative content produced and proceeds related to your employment. This includes all curriculum, narratives, stories, characters, plot lines, song lyrics, names, likenesses, other written materials, photographs, video, media, activities, camps created by any employee. The organization is considered the author of such works and employees retain no rights to them whatsoever. Examples include but are not limited to:

A photograph or video of students at the range taken during archery camp.
A story related to the characters, themes, universes, or other intellectual property of the organization.
Artwork created for a camp or curriculum guide.
Schedules and curriculum created for a camp.
Written work for activities.

The reason for this policy is three-fold:

To protect paying students whose image we are not authorized for distribution.
To allow the organization to effectively produce creative content and materials vital to our programs, while avoiding ambiguity of ownership.
To maintain clear and proper use of the organization’s intellectual property, copyrights and trademarks.

Personal Use of Media

We all like to share our experiences doing this challenging, yet radical job. There’s an understandable desire to post your adventures on social media. Yet we need to respect the limitations of the image release form parents consent to when they register their child. This is for their protection and ours. When a parent asks to not have their child’s image used for publicity, it may be to prevent an estranged domestic partner from finding the family. Putting that information out there can be dangerous. Before you post any photo on social media follow these rules:

Check participant’s waiver release to make sure they have given permission to use photos.
Get permission to use the photo in writing from your Coordinator. A text is fine but note in the message that you checked the waiver release. Then if a mistake happens we have a record of our due diligence. Only post photo after you receive written approval.
Give credit to the organization via tag or other means.

If you ignore this policy by consistently posting camp photographs to your personal social media pages without first getting permission from a Coordinator, disciplinary action should be taken.

Because we own all media developed during our programs, we reserve the right to use this content on our social media pages and even request it be removed from your personal page at any time, possibly even after the duration of your employment.

Professional Use of Media

It is not appropriate, allowed, nor legal for an employee or former employee to utilize any media of any program for professional services other than our own, unless we give explicit written permission. Again, such permission is revocable at any time and said media will be subject to removal. All media must show the organization in a favorable light and clearly state that they were taken at our program.

Again, Why?

These policies have been developed because of real past experiences. For example:

Web developers work for us and later claim they own the code.
Former teachers use pictures taken during camps to market another outdoor program.
Former employees copy and paste exact wording from our website to market another outdoor program.
Other camps use our exact program titles and descriptions for their own programs.

A healthy organization takes pride in being creative and unique. If employees choose to start their own programs, we want them to develop their own content true to who they are, not copy ours.

Representing Our Program to the Public

When representing yourself outside of the program, you should identify yourself with your job title and duties. If you are going to be in the media (e.g. interviewed for the news, participate on a reality TV show, featured in a podcast), please check in with your Coordinator for approval and further instructions. This policy is not to hide your affiliation; this is to help us thoughtfully keep track of and optimize our media presence.

The Role of Humor

Laughing is essential. The willingness to laugh at yourself is a skill we should share and teach. Humor can be compassionate and constructive, or it can lead to hurt feelings. Here are some tips for using humor appropriately:

Be Clear: Explain the need for humor and establish boundaries for what’s appropriate. Explain that poking fun at ourselves is how we learn.
Offer an Out: Let kids know they can talk with you about any concerns if humor feels overwhelming.
Make Fun of Yourself: First and foremost, show them you know how to laugh at yourself (without being overly negative or self-destructive). Role model how much fun it is to not take yourself too seriously.
Be Agile: Teach kids the agility of emotion. Switch at appropriate moments. This lets students know they should never let their Whiskers down and should always Pay Attention.
The Bottom Line: The reality is that you believe your students are awesome! That one fact should underlie all communication with them. There should be no doubt that you are there to take care of them while helping them push their edges and improve.
About Community: Humor carries over into interactions with fellow staff and the Village. Remember all the above points even when interacting with your colleagues. Believe or note, even your Coordinators may have feelings that require a positive word once in a while.
Save it for Later: During a challenging event may not be the best time for humor. Consider carefully: will this diffuse the situation or make things harder?
Sarcasm: While adults use and enjoy sarcasm, it’s important to remember that many younger children do not understand it at all. It can also be used in a passive-aggressive manner or to make others feel bad. Use sarcasm with caution.

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