2008 Risk Management Document

In 1997, we of the Georgetown College Summer Programs & Camps Team developed our first Risk Management Document to indicate the steps and efforts that we take to protect the safety and security of our summer guests. This document represents the efforts of our 2008 SP&C Team to further refine and define our efforts to be fully cognizant of the very important area of risk management and institutional liability. Persons representing several campus units and divisions, most notably Maintenance, Grounds, Safety & Security, Building Services, and Dining Services [SodexoUSA] are on the “front-line” with members of our SP&C Team as we work to ensure the safety & security of all of our summer campers and guests.

I. Basic Tenets

A. Risk Avoidance

[avoid activities and/or events that involve a high degree of “risk”]

B. Hazard Reduction

[reduction and/or elimination of conditions that might cause or lead to “risk”]

C. Risk Retention

[upon careful consideration, retain “risk” that may be managed at an acceptable level]

D. Risk Transfer

[when and where possible, “shift” risk and/or liability to other parties]

II. Nature of Camps

The nature of our summer programs and camp offerings falls into two categories: internal or external. The designation internal is used to describe programs or camps that are sponsored by college faculty and/or staff. External programs and camps are those for which the college serves as a lessor/licensor in a “tolerant” relationship providing specific services (i.e. housing, food, facilities, etc.).

2008 Internal Offerings

Directions Camp

Georgetown Philosophy Camp

Lady Tiger Basketball Day Camp

Lady Tiger Basketball Team Camp

PAEMS Academic Camp
Philosophy Camp

Tiger Basketball “Player Development” Camp

Tiger Basketball Team Camp

Tiger Football “Individual” Camp

Tiger Football “Speed” Camp

Tiger Football Team Camps

(Cycles I, II, III)

Tiger Volleyball Day Camps

2008 External Offerings

Ameridance

Bluegrass Cycling Club “Horsey Hundred”

Centri-Kid – Lifeway Christian Resources

(Cycles I, II, III, IV, V & VI)

Florists Educational Program of Kentucky

High Potential “Blue Chip” Offerings

Specialty Camps (Shooting and Post/Big Man)

Regular Camps (Cycles I & II)

High-Potential Girls Mini-Camp

Japanese Karate Do Camp

Kentucky Association for Academic Competition

Lincoln Fdn., Whitney M. Young Scholars Program

Pursuit: Student Leadership Camp

Trilogy Lacrosse Camp

III. Dissemination of Information

Information regarding the safety & security of our guests is disseminated via the following outlets [and these outlets are amplified throughout the Risk Management Document]

A. SP&C Web

[updated regularly]

B. Contractual Agreements

C. CampPac – Short Form

D. Institutional Signs & Signage [installed annually by the SP&C Team]

E. Pre-Camp Conferences with Clients

F. Welcome & Informational Video Loops

[implemented in 2005, shown during registration sequences for most camps – reinforces most safety/security information]

G. Emergency Contact Cards to Clients and Emergency Information Leaflets to parents and/or participants

H. Specialty/Emergency Signs

[wet floor, flooded area, limbs down, construction area, etc as necessary]

I. CIL [Camp Information Listing]

[comprehensive document prepared and sent to all operational personnel/units prior to the arrival of any camp/client]

Sub-CIL

[specific information to specific units prior to their arrival of any camp/client]

J. Meetings/Discussions

[ongoing conversations, ongoing risk tutorials with the SP&C Team, campus personnel and the clients]

IV. Pre-Camp Information

A. Contract and Cover Letter (available upon request from the Office of Summer Programs & Camps)

B. CampPac – Short Form (available upon request from the Office of Summer Programs & Camps)

These pre-camp documents are mailed to each camp coordinator or their designee with the contract being signed and returned to the Summer Programs & Camps Office at Georgetown College. The eighth term of the contract indicates the client's agreement to adhere to all guidelines, policies, and procedures of Georgetown College and Summer Programs & Camps Team. The twelfth term of the contract fully indemnifies the College and its agents. The CampPac – Short Form is designed to fully describe the policies, procedures, and guidelines for camp operations; the issue of “risk management” is well-outlined in this document.

C. SP&C Web

The Summer Programs & Camps web, which was designed and implemented in 2001, has proven extremely popular and helpful to our camp clients, participants, and families. The web provides a plethora of information regarding all facets of our camp operations. This easily accessible format has enabled us to provide, for a much wider audience, important guidelines, expectations and information regarding Summer Programs & Camps at Georgetown College. Additionally, many of our major clients have “linked” our SP&C web to their own webs for the convenience of their participants. The SP&C Web may be viewed at … http://summercamps.georgetowncollege.edu

D. LG&H [Lighting Grounds & Hazards] Check

The LG&H is performed annually by the SP&C Team approximately one month prior to the beginning of the camping season. During this time [always in the evening] the SP&C Team looks for possible “issues” which need to be addressed prior to the arrival of the first campers. This information is then forwarded to the appropriate operational personnel and/or units.

V. Dimensions of Responsibility

The following are areas that we address annually to ensure the safety and security of summer guests. Additionally, members of our Summer Programs & Camps Team monitor the external grounds of the College on a regular basis, via daily touring of the campus – as well as – late night rounds

A. Grounds

1. Sidewalks

a. inspect the sidewalks for hazards and/or breakage in concrete

b. identify any “drop-offs” of greater than 2” and, when deemed necessary, use hazmat tape as well as orange cones to mark potential hazards for guests – implement repairs as necessary

c. policed regularly to remove debris (i.e. leaves, mud, etc.) – washed when necessary

2. Common Areas

a. inspected for any hazards or necessary improvements

b. trees are inspected regularly for any hazards or falling limbs

c. mowed regularly

d. policed regularly to pick-up trash and/or debris

e. “Call Boxes” for emergency usage may be found behind the Kappa Alpha House, between KD & LCA [parking lot], Knight Hall [East Parking Lot], between Knight Hall and the Anne Wright Wilson Fine Arts Building, the Military Street Parking Lot and between Allen Hall and the Building Services Building

f. emergency telephones – front entrance to Allen & Flowers Hall

3. External Lighting

a. institutional buildings are equipped with night security lights for outdoor illumination of sidewalks and grounds

b. South Campus lighting upgrade project was completed during the Fall of 2005 and has radically improved illumination in that area

c. as a continuation of the south campus lighting upgrade project, many of the old style globe lights at the dorms have been replaced with permanent pole lights

d. regularly inspect grounds for areas of poor lighting and for burned-out bulbs. Based upon late-night “rounds” and an ongoing perusal of the campus, SP&C Team members request additional lighting and bulb replacement as necessary

4. External Signage

a. large institutional signs are strategically placed to identify approved parking, give registration directions to guests, and provide directions to specific buildings or on-campus sites, events, and activities

b. dorm name and key signage provide appropriate labeling of each housing unit and give proper instructions for key usage

5. Outdoor Venues (on and off-campus athletic, intramural and practice fields) maintained by appropriate grounds crew and monitored by members of the SP&C Team

6. Parking – Parking areas are well-lit and are restricted to college students, faculty, staff and summer guests and are patrolled by members of the Safety & Security Staff

7. General Grounds

a. regularly mowed

b. inspected for hazards and marked with hazmat tape as well as orange cones as necessary and monitored daily by members of the SP&C Team

c. no major construction or renovation projects are scheduled for the summer of 2008. When construction or renovation projects do occur, construction sites will be well lit and will be clearly marked with fencing and signage. Campers are required to stay away from construction sites. Camp coordinators and directors will be informed before their respective sessions of any construction which might impact their camp offering

d. pedestrian “crossing” signs are placed on both College and Jackson streets to alert motorists of crosswalk areas

e. special cross-walk “flashing” signs are requested of and installed by the Municipal Police Department on Jackson Street – to indicate the main “crosswalk” area when possible

8. Trash – regular campus trash pick-up, general policing of grounds, extra trash receptacles added during the summer camp season

9. Basketball Courts

a. all courts are regularly inspected for any potential hazards

b. repairs are made as needed

c. necessary signage installed to alert guests of information/hazards or potential risks

d. outdoor/remote courts (behind residence halls)

1. courts washed regularly and grass or weeds removed

2. poles, banking boards, goals, and nets are replaced as necessary

3. visible signage installed indicating the facilities are for the sole

use of college students, faculty and summer guests/campers

4. courts are regularly monitored by members of the SP&C Team

e. indoor (Georgetown College Gymnasia – Alumni Gymnasium & Student Recreation Center)

1. regularly mopped to reduce dust and avoid slippage or mishap

2. air-conditioned for the comfort and well-being of campers

3. continually supervised and monitored while campers are present

4. rubber pads and mats used to cover sharp edges on bleachers

5. signage placed throughout the gymnasia pertinent to usage

6. signage indicating emergency weather procedures clearly posted

B. Dormitories/Housing Units – Safety/Security

1. all exterior doors are permanently locked ensuring that three locked doors must be passed to get to a personal room and/or the possessions of a camper or guest

2. key system in housing units limits access to only campers and staff assigned to a given dorm [in some special cases also limits designated floor access]

3. each room has an individual lock for the safety and security of guests

4. smoke alarms are provided in each room and periodically checked (Simplex)

5. secondary emergency lights automatically turn on when the main power is off – these are found on all floors and in every stairwell and are regularly inspected

6. fire doors are located on each hall in each dorm – and are monitored and maintained as necessary

7. fire extinguishers are located in designated areas on every floor in each housing unit, and are serviced by Campus Safety and monitored by members of the SP&C Team

8. lighted “EXIT” signs are at each stairwell and throughout each housing unit

9. each room has a permanent emergency evacuation plan sign – these are regularly checked and replaced when missing or damaged

*Note*

Items 1,5,6,7,8 and 9 are not applicable to the East Campus Apartment Complex

10. each housing unit is regularly inspected by representatives from the office of the State Fire Marshall – and are required to be in compliance with all existing codes

11. enhanced front-end planning combined with an awareness of the importance of gender mix has reduced potential problems [discipline] on north, south and east campuses

12. a list of participants and their respective housing assignments is forwarded to Campus Safety/Security at the beginning of each camp [prior to registration when it is a “contract” camp – following registration in other cases]

13. telephones

a. a telephone may be found in each dorm lobby or entry way for emergency situations

b. in Pierce Hall [an area utilized by several of our clients as “home base”] a second telephone is installed in the lobby during the summer camp season

c. instructions and emergency telephone numbers are plainly posted

d. prior to the arrival of any camp, the camp coordinator(s) or director(s) are required to provide an “Emergency Contact Number” (usually a mobile telephone) which is distributed via the “CIL” (Campus Information Listing) to all operational personnel

14. internet access

in these days of global communication via the World Wide Web, internet access and an appropriate protocol to handle responsible usage of this resource is important regarding our summer guests. Permission to use our campus internet resources are provided for campers, only after; 1. each has signed our ITS “Request for Internet Access” form, 2. subsequent to signing this form, a guest is given an ID and password which is “active” only during the dates of their respective camp and 3. each guest reads and clicks on the “I Agree” button regarding our campus internet policy.

15. buildings and rooms are plainly numbered or marked, for campers or emergency personnel, and new numbers and signage are installed as needed

16. there is absolutely no smoking or usage of tobacco products in any housing unit, any dorm room, any common space or any public areas allowed during the summer

17. our Summer Programs & Camps Team takes the installation of appropriate and necessary signage very seriously – and starting during the summer of 2003 – we moved away from what had become a massive amount of individual signs in each dorm – to our “Uni-Sign” concept – in each dorm lobby there is a large Uni-Sign [30” X 42”] and on each hallway there is a smaller version [18” X 24”] – the Uni-Signs have allowed us to present more information, in more locations, in a more “user-friendly” format – information included on the Uni-Signs includes…

Emergency Weather Information, Emergency Contact Telephone Numbers, General Reminders [keep doors locked, do not prop doors, keep your keys with you, keep windows closed at all times], campers must stay on campus at all times, City Curfew, Smoking/Tobacco Policy, etc.

an example Uni-Sign – may be seen on our SP&C Web at …

http://spider.georgetowncollege.edu/music/larue/camps/Uni-Sign%20Template.htm

b. other “single” signs in the housing units include dorm name, use of keys, portico window rooms [pertinent to the new awnings installed in 2006], keeping doors closed at specific locations, etc.

c. camp specific signs placed in every dorm and at various campus locations

Welcome Camp, Break-Out and Practice Room Assignments, Special Meal Time Signs, Check-Out Procedures,

Bus Shuttle Stops, Camp Concession Stand, Vendors/Exhibition Area(s), et al

d. other locations – various signs placed strategically around campus, the gymnasium, the student center, recreation center and other common areas – for the information and safety of guests/campers

Large Campus Maps, Directions to the Game Room, Appropriate Entrance/Exit,

Stay-Off Bleachers, Please Wipe Your Feet, No Cleats,

All Campers Must Ride the Bus, Wet Floors, Retail Outlet Times of Operation [C Store], etc.

18. Fire Safety Disclosure Forms

Starting during the summer of 2005 and continuing to this day, and pursuant to KRS [Kentucky Revised Statutes] 164.9492 [383.010 to 383.285] each client and/or camper and/or parent or legal guardian is asked to sign the “FSDF” acknowledging that they had been informed that Georgetown College residence halls and dormitories are not equipped with fire suppression devices [i.e. sprinklers] with the exception of the East Campus Apartment Complex [constructed in 1997] and Phi Mu {which was renovated in the summer of 2006]

Dormitories/Housing Units used [2008]:

Phi Tau, Phi Mu, Military Street Housing Unit,

Presidents House Association, Sigma Kappa,

Lambda Chi Alpha, Kappa Delta, Kappa Alpha,

Flowers, Pierce, Allen, Collier, Anderson and Knight Halls

East Campus Apartments

Other Facilities used by SP&C include:

Anna Ashcraft Ensor Learning Resource Center, Cooke Memorial Hall,

Alumni Gymnasium, John L. Hill Chapel, Cralle Student Center, Asher Science Center,

Recreation Center, Nunnelley Music Building, Lab Theater, Tiger Den, Alpine Challenge Course

Off-Campus Facility Usage

Georgetown Baptist Church, The Pavilion Recreation Center, The Waterpark, Horse Park, Frankfort Outdoor Center, Scott County Gymnasia (these are venues utilized by some clients for specific activities – Georgetown College takes no responsibility for any mishaps or misadventures which might occur at these off-campus facilities – each client and the management of these facilities are solely responsible)

Weather Shelters include:

* Primary Shelters … Alumni Gymnasium (basement),

John L. Hill Chapel (basement hallway), Giddings Hall (basement)

* Secondary Shelters … 1st Floor Hallways (Flowers, Pierce, Allen & Collier)

2^nd & 3^rd Floor Restrooms of Phi Tau , Phi Mu, PHA, SK, LCA, KD, KA

Interior Restrooms of Anderson & Knight Hall

MSHU – inner bathroom

emergency weather shelters are clearly indicated by the Uni-Signs

C. Dining Services/Food Supply

1. In partnership with SodexoUSA we are cognizant of the extreme importance of the safety of the food supply and meals provided to our campers and guests

2. SodexoUSA utilizes a program called “HACCP” [Hazard Analysis Critical Control Point] to ensure the overall safety of the dining experience

3. Key components of the “HACCP” include

a. monitoring and controlling the temperatures of foods during cooking, holding, serving, cooling and re-heating

b. training of food service employees on proper hand-washing techniques, proper use of disposable gloves, and not allowing sick employees to handle food

c. training of food service employees on how to prevent cross-contamination and providing them with proper tools to do so – such color coded cutting boards, that can only be used to prepare specific food items

d. conducting food safety self inspections at every unit where foods are produced every thirty days

e. ServSafe certification [sponsored by the National Restaurants Association Educational Foundation] is successfully sought and achieved by SodexoUSA managers and supervisors

4. We, in partnership with SodexoUSA, are sensitive and responsive to food allergies [i.e. wheat germ, peanuts, etc] which any of our guests may have

a. in our Pre-Camp conference with each client – needs of this nature are requested

b. in private consultation with parents, youth leaders and/or coaches we strive to ensure that the individual needs of a camper are met

c. our food service managers and supervisors go out of their way to help be responsive to these unique needs

D. Human Resources

1. Institutionally Provided

a. Safety/Security Desk (staffed 24 hours a day)

b. 24 hour Safety/Security Staff on Duty (hourly campus rounds)

[through enhanced and increased pre-camp meetings with safety and security personnel, a greater general awareness of the importance of risk management has been fostered]

c. managers of each “department” of Facilities Management on staff to help facilitate the maintenance, cleaning, repair, and general upkeep of facilities.

d. facilities maintained by members of building services, maintenance, and grounds crews

e. Summer Programs & Camps Team

2. Camp Provided Personnel

a. Chaperones – are adults employed by the camp directors to supervise camps and campers as needed, a minimum12:1 ratio of campers to chaperones is suggested for all camps and a 8:1 ratio is suggested for camps for which the participants are 12 years of age or younger

b. Dormitory Monitors – are adults hired at the discretion of camp directors to patrol the dormitories/housing units up to 24 hours a day [depending upon the needs of an individual camp]

c. Certified Athletic Trainers [ATC] – camps “athletic in nature” are required to have appropriate ATC coverage and these personnel are contracted at the discretion of camp directors for the appropriate medical needs of their respective camp [in some cases “student trainers” are also utilized in a “supervised format” to help with needs of this nature]