Overall Program Flow
Part of Safety & Quality - Part 1: Policies & Procedures
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Each program has specific protocols and requirements to ensure safety and quality that must be met before the program begins.
Contents
Protocol & Requirements For Every Site
Command Center
A Command Center is required for all programs. It could be the office. It could a vehicle. On expeditions, it could be a backpack carried and tended to by the on-site Coordinators. The Command Center includes:
- A fully-stocked first-aid kit and, if in a vehicle, a vehicle safety kit.
- A secure place (ideally lockable) to store roster information and/or medications.
- Key operational gear (i.e. charging walkie-talkies, printers, etc). Communication tools.
Communication Tools & Strategies
Staff must be able to stay in touch with one another. Equipment and strategies include:
- Charged walkie-talkies: required. See Radio Protocol
- Cell phones: all staff should have the numbers of all Coordinators and administrative staff, as well as emergency services.
- Satellite phone: carry when service is not available and you are more than 15 minutes from a landline or reliable cell signal.
- Agree-upon “calls”: any loud cry that carries through the woods.
- Safety whistles: a very loud whistle that indicates distress when blown three times.
Rosters
Rosters include copies of student waivers and medical information. Procedure to follow:
- Copies of all rosters are kept at the Command Center or with a Coordinator.
- Copies are kept with staff person currently leading students on field activities.
- All waivers are shredded at the end of the program as they contain private information.
Site Safety Sheet
Every staff member must have a copy of the Site Safety Sheet. It includes: Contacts and driving directions to all Emergency Medical Services.
- A copy of EMS protocol: know when to self-evacuate and when to call for EMS help. See Evacuation Policy.
- Current assessment of site and activity hazards.
- Radio channel(s) used and cellphone contacts of everyone working on site.
Program Fundamentals
There are important steps to remember before, during, and after any programs:
Before the Program
Review student rosters: Focus on medical and behavioral concerns and go to your Coordinator if you have questions. Ask and answer how you are keeping each participant safe. Remember that the information on the rosters is confidential and may not be shared with anyone outside of staff or EMS.
Scout sites: Do this ahead of time to craft a site safety plan. This is typically the role of the Coordinator or other administrative staff. Use these notes in the Site Safety Sheet (see page 131) and at Safety Meetings (see page 21).
Review program schedules: Know what you are doing and when. Coordinators will provide copies of schedules before programs, including locations. If you have questions, ask them before the first morning of the program! When you do change plans, review changes verbally with your Coordinator and make notes on your schedules.
Gather and care for your equipment and materials: Last minute scrambling to prepare is unacceptable. Make sure you have all your gear, materials, and vehicles ready to go well before your program begins. No matter what your role is, don’t assume someone else will get everything for you — be proactive! If it is shared equipment, check with a gear Coordinator before using it.
Do vehicle pre-trip check: A procedural check of all buses, vehicles, and trailers is required. See page 127 for instructions.