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2006 VCE In-Service Charlottesville, Virginia January 18-20

Case Studies in Virginia 4-H Camping Risk Management: Incidents, Responses, and Recommendations for the Future. Andrea Johnson Program Director, Airfield 4-H Educational Conference Center acarson@vt.edu Chris Smith Program Director, W.E. Skelton 4-H Educational Conference Center

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2006 VCE In-Service Charlottesville, Virginia January 18-20

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  1. Case Studies in Virginia 4-H Camping Risk Management:Incidents, Responses, and Recommendations for the Future Andrea Johnson Program Director, Airfield 4-H Educational Conference Center acarson@vt.edu Chris Smith Program Director, W.E. Skelton 4-H Educational Conference Center cksmith@vt.edu Barry A. Garst, Ph.D. Assistant Professor and Extension Specialist, Virginia Tech bgarst@vt.edu 2006 VCE In-Service Charlottesville, Virginia January 18-20

  2. Special thanks to panel members: Ian Garner Market Insurance; American Camp Association- Virginias Billie Jean Elmer Extension Agent, 4-H Youth Development, Surry County Jason Fisher Extension Agent, 4-H Youth Development, Halifax County Glenda Snyder Extension Agent, 4-H Youth Development, Botetourt County Sam Fisher Center Director, Southwest Virginia 4-H Educational Center

  3. Overview • Virginia 4-H Camping • Risk Management • Specific Cases • Ian Garner- A Broader Perspective • Panel Discussion • 10 Things You Can Do!

  4. Virginia 4-H Camping • 3rd largest youth 4-H camping program in the nation • Major delivery method for 4-H youth development • One of the major programmatic emphasis areas in many units • Involves the greatest concentration of youth, adults, and property • More than 17,000 participants in 2005

  5. Virginia 4-H Camping(and risk management) • Emphasis on maintaining a safe environment for all participants…protecting human, financial, and property resources • Importance of sharing information across units/districts/4-H centers • Repeat successful strategies • Minimize likelihood of making the same mistake over and over • Minimize likelihood of being caught “off guard”…purposeful planning!!!!!

  6. Case #1: Flashback… • Camper arrives at camp with “40” pills • Camper talks medical staff person into not taking medication during camp week… • Camper goes home with “38” pills • Once home, child becomes sick and is hospitalized…

  7. Case #1: Flashback… • Camper receives medical treatment for six (6) months as a result of missed medications! • Parents agreed not to sue if a new policy was developed and instituted.

  8. Case #1: Flashback… • The current policy was developed as a result of this incident (refer to the Virginia 4-H Camping Handbook—Section 10 for full policy & wording): • Medications & Medication Forms must be collected from parents at check-in • Upon arrival to the 4-H Center, all medications must be checked-in to the 4-H Center’s medical staff person (s) • Medical staff person will follow physicians’ instructions found on containers (or accompanying note) • Any variation (requested or instituted) will be discussed with parents immediately • Medications will be checked-in with 4-H Agent upon departure • Medications will be checked-in with parents upon camper release

  9. Case #1: Medication Administration(The Situation) • The Camp Medic finds inconsistent directions between the directions on a camper’s medication and the directions on his Medication Form (completed by parent) • Camp Medic is encouraged by 4-H Agent to follow parents’ instructions rather than instructions of the physician on the medication container

  10. Case #1: Medication Administration(Factors/Policies/Issues Involved) • What’s the big deal? • Camp Medics are legally required to follow physician’s orders • Liability? • Expertise re: affects of medication? • Virginia 4-H Camping policy? • Take the parents’ word for it?

  11. Case #1: Medication Administration(Action Taken and Results) • Parents were called & informed of situation • Parents were asked to have child’s physician fax new instructions to 4-H Center immediately • Instructions on container were followed until contacted by child’s physician

  12. Case #1: Medication Administration(Recommendations) • Ensure instructions on medication containers and Medication Forms are consistent during check-in process (prior to arriving at 4-H Center…in presence of parents)… • Be familiar with medication administration policies, procedures, and other requirements as found in the Virginia 4-H Camping Handbook (Section 10, P)

  13. Case #2: Camp Bus Accident(The Situation) • Situation • On the way to camp on Monday morning, one of the school buses transporting campers is side-swiped by an oncoming vehicle and the bus flips onto its side.

  14. Case #2: Camp Bus Accident(Factors/Policies/Issues Involved) • Supervision on the bus should always consider the age, mental ability, and physical conditions of all of the passengers. • A copy of each of each passenger’s 4-H Health History Form must be available during the transport of the campers. • Prior to transportation, all passengers must be provided with safety orientation and operating procedures for the vehicle.

  15. Case #2: Camp Bus Accident(Factors/Policies/Issues Involved) • When transporting more than 15 passengers, there must be a adult (besides the bus driver) who is trained in: • Accident procedures during transportation • Responsibilities for maintaining safety on the vehicle • Group Management • Procedures for caring (or securing care) for the injured in the case of an accident/incident or emergency • Procedures for supervising the uninjured • Procedures for contacting emergency services/law enforcement, Unit Extension Office, 4-H Center, District Extension Office, VT Office of Risk Management, and the State 4-H Office

  16. Case #2: Camp Bus Accident(Action Taken and Results) • The 4-H Agent was traveling behind the bus when the accident occurred- he pulled over and called 911. • The children and the adults on the bus disembarked the bus; the 4-H Agent determined there were no critical injuries. The 4-H Agent conducted a roll call of the participants on the bus. • The minor injuries were cared for until EMS arrived. A handful of children were taken to the local hospital and the rest of the children were loaded onto another bus and taken to the 4-H Center.

  17. Case #2: Camp Bus Accident(Action Taken and Results) • The 4-H Agent called the VT Office of Risk Management, the State 4-H Office, the 4-H Center, and the local and District Extension office to report the accident. • At the 4-H Center, the 4-H Agent called the parent of each child at camp- he notified the parents of the children who were transported to the hospital and assured all of the other parents that their children were fine. • The 4-H Agent debriefed the entire camp as to what had happened to de-bunk fear and rumors. If necessary, the children were allowed to call home to speak to their parents.

  18. Case #2: Camp Bus Accident(Recommendations) • Prior to transportation, ensure that the safety orientation has been completed with campers. • Ensure that there is a trained adult aboard each vehicle that can manage an accident/emergency situation if it occurs. • Ensure that there is an accurate list of the passengers aboard each vehicle in case a “head count” of each passenger is needed after an accident.

  19. Case #2: Camp Bus Accident(Recommendations) • Check, Call, Care- check the scene for safety hazards and for injuries among the passengers, call emergency services with details about the accident and any injuries, and then care for the injured passengers as best you can until help arrives. • Complete and send to the VT Office of Risk Management an accident/incident form as soon as possible to document important details of the accident. • Call parents of the children involved in an accident as soon as possible. • Talk with the youth at camp, including those involved in the accident and those not, to determine if there is any emotional trauma; if necessary, recommend counseling services to parents.

  20. Case #3: Teen Counselor Exposes Herself to Camper(The Situation) • A 14-year old teen counselor who was supervising a cabin at the HL 4-H Center detained a camper in the cabin for several hours, exposed her breasts to a 10-year old female camper, and offered the camper the opportunity to touch her breasts. • Camper told an adult leader about the incident several hours later.

  21. Case #3: Teen Counselor Exposes Herself to Camper(Factors/Policies/Issues Involved) • Above Suspicion Policy / One-on-One was not followed by the teen counselor • Possibility of child abuse • Concerns regarding when and how the cabins were being “checked”

  22. Case #3: Teen Counselor Exposes Herself to Camper(Action Taken and Results) • Agent separated the teen from other campers. Agent contacted the social services hot-line (because it was late at night). Parents were then contacted. • The next day, County Social Services representative and a County Sheriff's department investigator interviewed the camper in the presence of her mother and step-father. • Although the facts supported a charge of misdemeanor indecent exposure, the parents of the child did not want to press charges. • Teen not allowed to remain on-site (picked up by her parents at around 3:00 AM). Camper completed the full week of camp.

  23. Case #3: Teen Counselor Exposes Herself to Camper(Action Taken and Results) • The 4-H Center implemented a standardized “cabin-check” policy which included more times of the day and random checks. • This policy incorporated into the Virginia 4-H Camping Handbook. • Emphasis on above suspicion policy several times throughout the week. • Stronger communication link between local DSS, sheriff's department.

  24. Case #3: Teen Counselor Exposes Herself to Camper(Recommendations) • Ensure that all participants are accounted for at all times • “buddy system,” “cabin/lodge checks,” “roll-call” for each camp class, etc. • Stress the above suspicion policy with your volunteers…use cases like this as examples of what SHOULD NOT happen in camp.

  25. Case #4: Search and Seizure(The Situation) • Two teen counselors approach the 4-H Agent during lunch on Monday and tell her that a teen C.I.T. was bragging on the bus ride to the 4-H Center that he brought marijuana to camp.

  26. Case #4: Search and Seizure(Factors/Policies/Issues Involved) • Possession of any illegal drug substance is prohibited at camp as stated in 4-H Code of Conduct. • According to the Code of Conduct and the Virginia 4-H Search and Seizure policy: • Virginia Cooperative Extension staff have the right to conduct a search of the participants’ outer clothing, luggage, personal belongings, lodging rooms, or furniture being used by the participant if there is ‘reasonable suspicion’ that the participant has something in his/her possession that is not allowed on-site, such as drugs, alcohol, or weapons.

  27. Case #4: Search and Seizure(Action Taken and Results) • The 4-H Agent approached the Program Director and reported the allegation. • They reviewed the Search and Seizure policy and decided that they had “reasonable suspicion” to search the C.I.T.’s belongings and person. • The Program Director and the 4-H Agent approached the C.I.T. and informed him of the allegation. They informed the C.I.T. that they had reasonable suspicion to believe he had marijuana and asked him if they could search his room and person. • The C.I.T. agreed to the search.

  28. Case #4: Search and Seizure(Action Taken and Results) • The 4-H Agent, Program Director, and another adult witness immediately accompanied the C.I.T. to his room to conduct the search. He fully cooperated with the search. • The 4-H Agent searched his bed and all of his personal belongings, where she found drug paraphernalia. After his belongings were searched, the teen was asked to empty the pockets of the clothing he was wearing. • In his pockets, he had cigarettes, additional drug paraphernalia and also a prescription bottle with marijuana inside. • The 4-H Agent confiscated the marijuana, cigarettes, and all of the drug paraphernalia.

  29. Case #4: Search and Seizure(Action Taken and Results) • The 4-H Agent and Program Director called the C.I.T.’s mother to inform her of the search of her son and his belongings and also the seizure of marijuana from her son. • The mother was unable to be contacted, so the C.I.T.’s father, who was the emergency contact, was called and notified of the situation. • The 4-H Agent and Program Director informed him that per the Code of Conduct, the police would be called to further handle the situation.

  30. Case #4: Search and Seizure(Action Taken and Results) • The 4-H Agent and the Program Director called the local Sheriff's office and notified the authorities of the situation. • A deputy was dispatched and completed an investigation of the incident. During the investigation, the deputy requested a copy of the Search and Seizure policy and the C.I.T.’s signed Code of Conduct. • The C.I.T. was arrested for possession of marijuana.

  31. Case #4: Search and Seizure(Recommendations) • Ensure that all Code of Conduct forms are signed. • It was the signed Code of Conduct form that prompted the C.I.T.’s lawyer to encourage the teen to plead guilty (as the Search and Seizure policy is clearly outlined on that document). • Ensure that during documentation of the incident, very detailednotes are included about the incident. • When having to recall events in court months later, it can be difficult to accurately remember all of the details about incident. • Record the type of questions you asked the participant when searching his belongings, the exact location where drugs were found and in what type of container you discovered the drugs, etc.

  32. Case #5: Pranks & Camp…(The Situation) • Teen Weekend program…prank competition ensues between males and females • 4-H Agent allowed male teen to use his truck to help clean-up (but followed him) • Female “roadblock” • Bravado & “trash” talking ensued…male bumped females with truck… • Next day…parents contacted Center, attempted to press charges against teen driver • Program Director was questioned by detectives

  33. Case #5: Pranks & Camp…(Factors/Policies/Issues Involved) • Approval given for prank and vehicle usage • Competition & “verbal horseplay” • Legal issues?

  34. Case #5: Pranks & Camp…(Action Taken and Results) • Females were checked by Medic (all okay) • Questioning of all involved • Driver reprimanded, parents called • Parents of females were contacted by Agents • Prompt follow-up with parents by 4-H Agents and Program Director • Documentation throughout • New Policy…

  35. Case #5: Pranks & Camp…(Recommendations) • No pranks at camp! • Collect keys…clear expectations w/ participants & volunteers • If unsure…contact authorities! • Follow-up with parents and authorities promptly • State 4-H Office, VT Risk Management, and VCE Public Relations

  36. A Broader Perspective(with Ian Garner)

  37. Falls/Slip & Falls Trip & Falls Athletic/Sports not inc. aquatics Abuse sexual & physical, Rape Medical/Food or illness Top 6 Camp General Liability Losses Based on Frequency* Total $ for Cause of Loss # of Claims Avg. $/Claim Claims 443 $11,603 $5,139,932 146 $5,860 $855,609 Horseplay & Fighting 101 $10,045 $1,014,559 - 82 $26,06 8 $2,137,572 54 $18,029 $973,587 Aquatics 52 $51,244 $2,664,711 * Markel Insurance Company – Closed Camp claims 1998 - 2003

  38. Animal Related *dog mauling Abuse Physical, Sexual and Rape Fighting and Horseplay Top 6 Camp General Liability Losses Based on Average Severity* Cause of Loss # of Claims Avg. $/Claim Total $ for Claims Burns 12 $70,065 $840,785 Aquatics 52 $51,629 $2,684,711 36 $35,356 $1,272,802 – $2,137,572 82 $26,068 Falls, slip and falls 443 $1 1,603 $5,139,932 101 $10,045 $1,014,559 * Markel Insurance Company – Closed Camp claims 1998 - 2003

  39. Panel Discussion

  40. 10 Things You Can Do • 1. Recognize that camping programs at the 4-H Centers result from a public/private partnership- liability is shared among Extension and 4-H Center faculty/staff. • 2. Learn 4-H camping policies and procedures and train your volunteers. Be sure that your yearly “updates” cover new policies and new areas of concern.

  41. 10 Things You Can Do • 3. In times of crisis, communication is key!! (communication with: 4-H Center, State 4-H office, unit office, District Director, VT Office of Risk Management, local authorities, parents/guardians) • 4. As situations emerge, listen! Collect information from everyone involved.

  42. 10 Things You Can Do • 5. Document, Document, Document (you’ll forget the details hours, days, weeks, months later!) • 6. When speaking with concerned parents/guardians…take issues seriously, express concern, agree to investigate, contact the proper authorities, cooperate fully, and communicate actions taken.

  43. 10 Things You Can Do • 7. You don’t have to be perfect…just “prudent!” • 8. After an incident occurs, at a time that is right, “debrief.” A significant amount of thought and emotion may need to be expressed.

  44. 10 Things You Can Do • 9. Explore professional development in camping • American Camp Association membership(Camping Magazine, annual conferences, state-level conferences, resources) • National 4-H Camping Institute (NCI) • International Camping Congress (ICC) • NAE4-HA Camping and Environmental Ed. Task Force • 10. Plan future 4-H camps based upon what you learned…share what worked and what didn’t work.

  45. Questions/Concerns?

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