Overnight 4-H experiences including camps and field trips, involve extra planning to insure the safety for program participants. Overnight programs must include an educational plan with trained adult and youth volunteers implementing the plan. Planning for program participant safety and emergency situations must be part of the educational plan. Adult and youth volunteers and Extension staff must be aware of emergency procedures for the facility used for the overnight experience. This includes:
- Fire escape and emergency numbers
- Severe weather (lightning storms, tornadoes, flooding) procedures
- Missing person emergencies, including critical contact numbers
- Unidentified person in the facility
- Medical emergency procedures and contact numbers.
A variety of volunteers support overnight experiences. All adults for overnight experiences must be a current 4-H leader. A number of volunteer roles require special considerations.
Counselors must be at least 14 years of age at the time of camp with the role focused on working with young people. Training for counselors on working with youth and safety procedures is expected. Camp counselor expectations must be in compliance with Wisconsin Child Labor Laws. Consult the Youth as Volunteers: Camp Counselors Reference Guide. http://www.uwex.edu/ces/4h/resources/mgt/documents/YouthVolunteersCampCouselors.pdf
A guest speaker or guest presenter does not need to complete the Youth Protection program if working under the visual supervision of a 4-H leader or Extension staff member.
Cooks and volunteers that handle food must comply with facility requirements and follow proper food handling procedures.
Lifeguards must be certified and in compliance with best practices for serving in this role. According to the requirements of the American Red Cross, an individual may be hired as a lifeguard if they are at least 16 years of age and have the appropriate current certification (Lifeguard Training, First Aid, and CPR). Lifeguards on a beach need to have the current certification required for waterfront safety. One lifeguard is needed for every 25 people in the water. There also needs to be a ratio of one adult (not necessarily lifeguard certified) for every 10 youth present to help with supervision. Best practice policy as implemented at Upham Woods Outdoor Learning Center is that a staff lifeguard needs to be on the waterfront in order for campers to swim. Additional adults are needed for overall supervision. Additional lifeguards may come from the county and their certification must be current.
In addition, a Youth Event Health Form must be completed by all youth participants for overnight programs. FAQ #4 The standardized form must be used without changes. The purpose of the Youth Event Health form is to enable staff and volunteers to provide basic first aid, respond to medical emergencies, and provide accommodations for participants. 4-H adult volunteers and staff members do not have to complete a health form. Health forms should be reviewed by the staff member and volunteer health coordinator prior to the event. Address appropriate accommodations. Christine Curley, ADA Specialist, is an excellent resource to assist staff in identifying appropriate accommodations for participants –To assist a parent/guardian in being able to provide complete information about the youth, staff needs to provide a complete description of the event and its components with the program information materials. Assistance is located at: http://www.uwex.edu/ces/4h/resources/mgt/risk.cfm Treat all health information confidentially. Camp staff and counselors are on a need-to-know basis with appropriate health information regarding an event participant.
Work with the facility to insure that risk management plans are in place so your educational experience can be successful.
There may be occasions when a volunteer will assume leadership for county level or out of county overnight experiences where UW-Extension personnel are not present. In these cases, additional training for the lead volunteer is important. FAQ #6 Under special circumstances, these 4-H volunteers may be covered by the university when they are assuming a role normally carried out by a staff member, and the role is documented and approved by the UW-Extension Cooperative Extension Risk Management Contact: Daniel Malacara, Director, Cooperative Extension Office of Budget and Fiscal Operations, daniel.malacara@ces.uwex.edu, phone: (608) 263-7941 .
