Contact Officer: Director, Environmental Health and Safety, Executive Director, Risk and Safety Services
3. Emergency Contact Information
5. Safety and First Aid Training
6. Medication
7. Pedestrian and Road Crossing Safety
8. Recreational Camp Provincial Regulations
Purpose
This procedure provides requirements for health and safety and managing emergency procedures for Camps operating on Queen’s properties as per the Policy on Establishing and Operating a Camp for Minors and Protection of Minors Involved in University Camps, Programs and Activities Policy. Except where specifically noted, the requirements provided in this procedure relate to both in-person and virtual/online camps.
1. Emergency Response Plans
All Camps must have an Emergency Response Plan (ERP) in place. The ERP must be readily available to all Camp Staff either in paper or electronic format and all Camp Staff must receive instruction on the ERP as part of their training. An individual emergency response plan must be developed for identified Campers with disabilities. Environmental Health and Safety is available to assist if required.
These plans must be updated annually by the Camp Director(s), (highlight any changes or state – no changes) and submitted for review to camps@queensu.ca. The plans will be reviewed with the Department of Environmental Health and Safety and Campus Security and Emergency Services as necessary, prior to the start of the Camp season.
1.1 Plan content
At a minimum, the ERP must include the following:
- A description of the authority/chain of command, to be followed by Camp Staff during an emergency. This must include a description of the roles and responsibility for all Camp Staff during an emergency.
- Procedures for reporting the incident to the appropriate authorities, roles and responsibilities of each person that pertains to the situation.
- Emergency contact numbers for:
- Emergency Services (Police/Fire/Ambulance/911
- Campus Security & Emergency Services
- The Department of Environmental Health & Safety
- Poison Control
- Camp Director(s)
- Supervisor from the Sponsoring Unit
1.2 Required risk procedures
Each plan must include procedures to deal with risks that could occur generally and those more specific to individual Camps. Examples include:
- Procedure to follow when contacting Emergency Services (Police/Fire/Ambulance/911 and Campus Security and Emergency Services EMERGENCY Line (613)-533-6111). At a minimum, the procedure must include the following instructions: Camp Staff are to stay calm, give their name, Camp name, describe what is happening and the type of responder they need and give as much detail about their location (e.g., building name, street address, floor, room number). Camp Staff are required to follow instructions provided by Emergency Services and Campus Security.
- Procedures to follow in the event of a Critical Incident or Critical Injury (see definitions below).
- Procedures to follow in the event of a minor medical emergency (e.g., scraped knee, strains, insect sting etc.).
- Procedures to follow in the event of a fire.
- Procedures to follow in the event of a Missing Camper.
- Procedures to follow in the event of a transportation accident or vehicle breakdown.
- Procedures to follow in the event of a chemical spill (if applicable).
- Procedures to follow in the event of contact with or threat from a known and or unwanted, suspicious, or violent persons – any suspicious activity must be reported to Queen’s Security & Emergency Services immediately at 613-533-6111.
- Procedures to follow in the event of loss of facility/power outage.
- Procedures to follow in the event of inclement weather.
- In the event that a parent or guardian indicates that there is an unwanted person who cannot have contact with the Camper, a copy of the Court Order must be provided.
- Protocol for Camp groups traveling to other locations for activities, (See Section 7, below).
- Virtual/Online Camps Only: Procedure if Virtual/Online Camp Staff observe an injury or a Virtual Camper in distress.
2. Incident Reporting
2.1 Incidents Involving Campers:
Camps must have in place and follow a documented process for the completion of accident/incident reports. All reports must be provided to the Camp Director as soon after the accident/incident as possible. The Camp Director will review the incident report and determine the need for additional reporting according to the following procedures:
- At a minimum the process must require that accidents/incidents that require a Camper to receive external Health Care treatment be reported to the Director, Environmental Health and Safety (EHS), within 24 hours of the occurrence of the incidence by using a standard form that has been preapproved by Risk and Safety Services or by using the form on the EHS website: Incident Report Form
- In addition, Camps offered by student organizations will be required to report accidents/incidents involving Campers to the Alma Mater Society (AMS) who holds the insurance relating to Camp activities.
- Camps must have in place and follow a documented process for contacting parents/guardians in the event an accident/incident takes place at Camp. Camps must document their discussion (including date and time) of the accident/incident with the parent or guardian.
2.2 Incidents Involving Camp Personnel:
Camps must have in place and follow a documented process for the completion of accident/incident reports. All reports must be provided to the Camp Director as soon after the incident as possible. The Camp Director will review the incident report and determine the need for additional reporting according to the following procedures:
- For Camps under the responsibility of the university, at a minimum the process must require that accidents/incidents that require an employee or volunteer to receive first aid or require Health Care Treatment be reported to the Director, Environmental Health and Safety (EHS), within 24 hours of the occurrence of the incidence using the form on the EHS website:
- For Camps under the responsibility of a student organization, at a minimum the process must require that accidents/incidents that require Camp Staff to receive first aid or require Health Care Treatment be reported to the executive of the student organization (e.g., ASUS and Engineering Society) who is responsible for reporting to the Workplace Safety and Insurance Board (WSIB) as appropriate.
- Camps under the responsibility of a student group must also provide documentation of the incident to the AMS who holds the liability insurance relating to the Camps.
- Camps must keep a log of incidences to be reviewed for the purposes of looking for opportunity to update existing policies and procedures in order to minimize the potential for similar incidences in the future.
3. Emergency Contact Information
As per Supervision of Campers Procedures section 1.1:
3.1 To ensure Camps and Campers can be reached, each Camp must complete the Campus Security and Emergency Services Camp Contact Information Template. This must be provided to Risk and Safety Services at campus.security@queensu.ca 14 days prior to the start of the Camp. Template is available by emailing: camps@queensu.ca Camp Directors must send an updated camp contact sheet to campus.security@queensu.ca whenever there are changes in Camp Staff.
3.2 The Campus Security and Emergency Services Camp Contact Information Template must be available to every Camp Director and on-site Camp Staff to have immediate access to that list at all times in the event of an emergency. This list must also be made available to Queen’s Security and Emergency Services upon request.
3.3 Staff Emergency Response Training
3.3.1 Camps must ensure all Camp Staff are aware of the location of the nearest Blue Light Emergency Phone while on campus.
3.3.2 Camps must have access to telephony platforms to contact Emergency Services such as: over-the-internet calling (VoIP) functions of Microsoft Teams, a traditional wireline telephone, Blue Light Emergency Phone, walkie talkie/radio and/or cellular phone. For Camp locations that have poor cellular signal strength (e.g., rural areas or underground floors in some university buildings) Camp Directors must ensure access to a traditional wireline and VoIP phone services.
3.3.2.1 Camp Directors are required to download the Queen's SeQure mobile safety app. The app provides quick access to Queen’s Campus Security and Emergency Services resources, including the campus security emergency line, and allows users to receive instant safety push notifications and instructions from campus safety when on-campus emergencies occur.
3.3.3 Camps that operate at remote locations must ensure that they can be readily contacted or can contact the appropriate parties in the event of an emergency.
3.3.4 As per Emergency Response Plans 1.2 (above) Camp Staff training must include a process for contacting, 911, Queen’s Campus Security and Emergency Services and their Camp Director. Camp Directors must review with all Camp Staff how to contact emergency services and provide the following information for the process to be followed when calling emergency services:
- Stay Calm
- State your name and camp name
- Your location (e.g., building name and room number)
- Nature of the emergency
- Follow directions as the 911 or Campus Security dispatcher is there to help you and may provide vital assistance while you are waiting for emergency services to arrive.
4. Risk Assessments
To help Camp Staff develop risk awareness for planned activities, all Camps must complete risk assessments for each activity planned (i.e., physical activities, science experiments, field trips, etc.) and submit to camps@queensu.ca for review and approval by the Director of Environmental, Health and Safety. In the event of any changes to the planned activities or Camp programming, updated risk assessments must be completed and submitted to camps@queensu.ca. Examples of when updates are required: change in or introduction of a new process, project, activity or location.
4.1.2 Risk assessments must include:
- A description of the main activities involved in the trip/activity (e.g., science experiment, nature of sports game, field trip, swimming, etc.).
- Identified risks associated with each of these activities.
- Risk mitigation (risk prevention and harm reduction) strategies in place to manage identified risks.
- Consideration for the age appropriateness of the activity.
4.1.3 Camps that include higher risk activities, such as those involving use of chemicals or that pose a physical risk, must consult with the Department of Environmental, Health and Safety for assistance in completing the risk assessment.
4.1.4 Camp Staff who have responsibility for preparing and implementing risk assessments must monitor activities to ensure that the safety/risk mitigation protocols are adhered to. Incidents that occur as a result of a particular activity must be reported as indicated in the Incident Reporting section above. Follow-up with corrective action where necessary must be documented.
4.2 Virtual/Online Camp Materials
If supplying activity materials (e.g., ‘camp-in--box’) the materials must be age appropriate, non-toxic materials. An outline of the materials and how they will be used in the Camp must be included in the Risk Assessment (email pictures of the included materials to camps@queensu.ca to assist the EH&S/RSS assessors).
5. Safety and First Aid Training
5.1 Camps are required to have Camp Staff on site who have current Standard First Aid certification, which includes CPR, Level C. At a minimum, the number of Camp Staff that are required to have this certification must equal the number required to achieve the Camp Staff to Camper ratio in the Procedure for Supervision of Campers, section 4.1. This certification must be current and delivered by a provider recognized by WSIB. Evidence of that training must be provided prior to the first day of Camp and the documentation must be kept in the employee file. This requirement applies for on-site Camps. Virtual Camps must ensure that there is at least one Camp Staff member with Standard First Aid training, which includes CPR, Level C, online at all times. Volunteers who are paired with Camp Staff are encouraged but not required to have CPR and First Aid training.
5.1.2 For Virtual/Online Camps Only: Virtual Camp Staff should have training to be able to recognize a Camper in distress and give instructions to parents/guardians if required. An online Camper or parent/guardian may turn to Camp Staff looking for help and first-aid certified Camp Staff will be able to keep people calm and give clear directions to the Camper and their parent/guardian during a first-aid incident. Camps must draft their emergency procedures to cover the virtual/online nature of their Camp and outline the steps for Camp Staff to take in a first-aid emergency.
5.2 Camp Staff who work with chemicals as part of their activities are required to have Workplace Hazardous Materials Information System (WHMIS) training. Evidence of that training must be provided prior to their start date and the documentation must be kept in the employee file.
5.3 Camp Staff are required to have training that includes staff injury and WSIB reporting.
6. Medication
6.1 All Camps are required to have a policy regarding administering prescribed medication to Campers.
6.2 All Camps shall limit Campers from bringing non-prescribed medication to the Camp. If specifically requested by a parent, a Camper may bring non-prescribed medication (e.g., over the counter medications for things like seasonal allergies), with the requirements they are in the original packaging with dosage, the Campers name, and parent contact information applied to the packaging.
6.3 If the policy allows for Campers to bring their prescribed medication to the Camp; the medication must be given to the Camp Director or designate by the parent on a daily basis. The medication must be in original containers that identify, in English, the prescribing physician the name of the medication, the dosage and the frequency of administration. Only the dosage to be administered by the Camp Staff that day must be in the container. The medication must be provided to the Camp Director each morning and kept in a secure location accessible to Camp management only.
6.4 If a Camp policy allows Camp Staff to administer medication to the Campers or assist the Camper in taking the medication, parents are required to sign a consent form providing written permission to do so. The Camp must have appropriate on-site record keeping logging the name of the Camper, date/time and what was administered.
6.5 If a Camper has a severe allergy or is required to use an inhaler during program time, Camp Staff must be notified, and this information must be recorded on the signed consent form. Parents must complete an Epinephrine Administration Waiver Form for all Campers who carry an epi-pen. Campers who use an epi-pen or inhaler must bring it to Camp each day and carry it on their person.
7. Pedestrian and Road Crossing Safety
7.1 General Principles
These travel procedures apply to all Queens operated summer Camps and programs for youth taking place on the broader Kingston campus or satellite locations.
When Camp groups are traveling to other locations for activities, Camp Staff are expected to take the safest routes possible, following recommended walking routes and street crossing points established and provided to them by Risk and Safety Services (RSS) where possible.
Preferred routes should minimize the number of intersections/road crossings that will need to be crossed.
Preference is to be given to routes with lower volumes of traffic and wider sidewalks.
7.2 Preparation for Travelling/Walking
Before the start of the Camp, Camp Staff must plan group travel routes based on the overarching principles of this procedure. This may include walking the route in advance to confirm that appropriate travel time is allowed, there are no obstacles, construction, etc. that would increase the risk associated with the route.
7.2.1 Travel routes that are approved by the Camp Director which take participants off campus must be included as a line item on the Camp Risk Assessment Template.
7.2.2 As per the Health and Safety Emergency Procedures for Camps Section 3, Camp Staff must be aware of the location of and have access to telephony platforms to contact Emergency Services. This could include over-the-internet calling (VoIP) functions of Microsoft Teams, a traditional wireline telephone, Blue Light Emergency Phone, walkie talkie/radio and/or cellular phone. while not in the primary location of the Camp. Camp Staff are to be briefed on emergency contact protocols (e.g., 911, Camps Security and Emergency Services, Camp Director).
7.2.3 The first-aid kit designated for travel must always be adequately stocked based on the nature of the activity and be carried by Camp Staff and include a list of important contact numbers and the emergency contacts for each Camper.
7.2.3.1 During travel Camp Staff will wear a reflective high-visibility vest. The vest will make sure that Camp Staff can be easily seen and identified by Campers while also enhancing visibility in busy environments.
7.2.4 Before departing from a location, Camp Staff must assemble the Campers to review walking safety rules:
- Stay within the group and listen to Camp Staff’s instructions.
- Walk with your head and eyes up. Don't be distracted. Be aware of your surroundings.
- Walk, don't run.
- Campers are to be guided to walk in an orderly fashion (stay in a tightline).
7.2.5 Camp Staff must allow extra time when walking with younger Campers (ages 5-10). Campers should never feel rushed to get to their next destination and Camp Staff should have extra time to stop the group and give friendly reminders about the rules if required. It is recommended that this age group be asked to walk in a single tight line.
7.2.6 Include language in your Camp instructions that the Camp Staff have the ability to make route adjustments ‘on the fly’ if there is concern for Camper safety.
7.3 During Travel
7.3.1 Before embarking to another location Camp Staff must ensure that all Campers are accounted for by means of a group head count.
7.3.2 Group size must not be larger than can cross the road together safely and timely as a group, with the appropriate number of counselors to maintain the approved Camp Staff to Camper ratio. Give ample time at traffic lights for the whole group to cross.
7.3.3 In circumstances where there are multiple Camp Staff, the required Camp Staff to Camper ratio must be maintained. Position a Camp Staff member at the front (to lead the group) and a Camp Staff member at the back/end of the group (to keep active eyes on all Campers). If there is a third Camp Staff member, they should be in the middle of the group when they are walking (keep an active watch on the front and back groups).
7.3.4 Groups are to stay on sidewalks and cross the roads at crosswalks or controlled intersections with traffic lights or stop signs (street corners). Camp Staff must:
- STOP the group before crossing any road. Once the group has gathered, Camp Staff must look left-right-left and behind.
- At controlled intersections (street corners) with a traffic light, Camp Staff must wait with the group at the corner and proceed across the road at the beginning of the full WALK cycle after they have confirmed all oncoming vehicles are fully stopped.
- At controlled intersections (street corners) with a STOP sign, Camp Staff must wait with the group at the corner and not proceed across the road until they have confirmed all oncoming vehicles are fully stopped.
- Camp Staff should make every effort to locate a controlled intersection with a traffic light or stop sign when crossing roads. In the rare circumstance where the only place to cross is an intersection without a traffic light or stop sign, Camp Staff must ensure they have an unobstructed view of the roadway, stop, and wait until there are no vehicles in sight before allowing the group to cross.
- Under NO CIRCUMSTANCES is “J-walking” or crossing a road at anything other than an intersection permitted.
- Once a group crosses a road, Camp Staff must immediately move them away from the road area to allow a safety zone/buffer between the group and the roadway.
7.3.5 BEFORE starting to cross a road, all Campers must be instructed not to stop if they drop anything or have left anything behind and Camp Staff will get the item AFTER everyone is safely across. Camp Staff are responsible for ensuring the group continues to cross the road. Camp Staff must wait for a safe opportunity for a Camp Staff member to go back and retrieve the item(s).
7.3.6 If the group starts to get rambunctious when walking, Camp Staff must stop the whole group, calm them down, remind them of the rules before resuming their travel.
7.3.7 Camp Staff must find a safe location away from traffic or other hazards when a need is identified for the group to make a temporary stop enroute to their destination (e.g., water breaks, attend to an issue with a Camper, etc.). A group head count must be taken before continuing travel.
7.4 Upon Arrival
7.4.1 Once the group has arrived at the designated location, Camp Staff must conduct a head count/attendance check to verify that all Campers are present. If at any point a Camper goes missing, Camp Staff are to follow their Procedure for Responding to a Missing Camper.
7.5 Camps must have a travel procedure for travelling by public transportation and/or a bus company that outlines the requirements for all Camp Staff and Campers to follow the transport company's seating and safety protocols while on the bus. It must also outline safety requirements entering and exiting the vehicle.
8. Recreational Camp Provincial Regulations
Camps that meet the definition of a Recreational Camp must complete and submit an found on the Kingston, Frontenac and Lennox & Addington Public Health website (KFL&A).
This is a regulatory requirement under for camps where sleeping and eating facilities are provided for people under 18 or persons who have special needs).
Definitions
Camps for Minors (Camps): A day or overnight program that offers recreational activities and/or instruction to minors. Such camps typically have five or more campers and operate anytime during school vacations. Camps are run by academic and administrative units of the university and student groups. This may include partnerships between university units and external organizations that use university facilities or brand. A list of approved Camps is posted on the Queen’s university website.
Campers: Minors attending camps held at Queen’s facilities.
Camp Director: The person responsible for developing camp programming and ensuring the camp complies with university policies and procedures related to camps for minors.
Camp Staff: Employees who are responsible for delivering programming and providing care for Campers.
Sponsoring Unit: The academic or administrative unit or student organization of the university which endorses and recommends approval to the Camp Compliance Oversight Group (CCOG). For academic units, the sponsoring unit is the Faculty, for student organizations the sponsoring unit is the Alma Mater Society, for shared services units, the sponsor is the Vice-Principal of the portfolio.
Minor: A person under the age of 18.
Volunteer: An individual who donates their time to deliver Camp programming and provide care to Campers, without an employment relationship or receipt of compensation.
Critical Incident - an incident that could be classed as an emergency, including but not limited to serious illness or injury (see definition below), fatal accidents, sudden deaths, suicide, hate crimes, assaults (including sexual assault) or other violent occurrences, political or civil unrest, and natural or environmental disasters, or any other event on the basis of which an individual's or group’s participation in camp activity could terminate or be terminated.
Critical Injury – “critically injured” means an injury of a serious nature that,
(a) places life in jeopardy,
(b) produces unconsciousness (e.g., head injury, heat stroke, anaphylaxis),
(c) results in substantial loss of blood,
(d) spinal injury
(e) involves the fracture of a leg or arm but not a finger or toe,
(f) involves the amputation of a leg, arm, hand, or foot but not a finger or toe,
(g) consists of burns to a major portion of the body
(h) causes the loss of sight in an eye
Health Care Treatment – Heath care services or tests beyond basic first aid provided by a professional health care practitioner in a health facility (e.g., Hospital).
Non-Critical Incident - an event occurring or a circumstance arising during activity that damages or has the potential to damage the health, safety, or property of one or more of the Camp participants, but that is judged not sufficiently serious that it jeopardizes continued participation in the Camp activity or requires immediate reporting to Risk and Safety Services, Campus Security and Emergency Services or Faculty or Departmental contact.
Recreational Camp: a Camp for recreational activities on a site in which sleeping and eating facilities are provided for temporary occupancy, with or without charge, for five or more persons who are under eighteen years of age or persons who have special needs.
Date Approved: 2015 December 14
Approval Authority: SLT
Amendment Dates: May 2023, January 2019
Date for Next Review: May 2028
Related Policies, Procedures and Guidelines:
Protection of Minors Involved in University Programs and Activities
Policy on Establishing and Operating a Camp for Minors
Hiring and Training of Camp Personnel Procedure
Health & Safety and Emergency Procedures for Camps
Documentation and Privacy of Camp Records
Supervision of Campers
Improper Acts Reporting Policy