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HomeMy WebLinkAboutCamp Volunteer Policies & Procedures oCamp Casco Camp Volunteer Policies & Procedures Overview: 1. Volunteer Eligibility.Application, and Selection Processes a. Leadership Team ,�,� Cam b. Camp Counselor �V1�'O�f'� C��� ` c. Medical Volunteer cm\sekcns ( tU v®WV tee J d. Bus Chaperone 1 e. Camp Visitor 2. Background Checks a. Required Information b. Conducting SORI Screening c. Conducting CORI Screening 16 d. Conducting Enhanced Nationwide Criminal & U.S. Sex Offender Registry Screening c ecv_J e. Verification of Subject Identity f. Review of Results g. Determinations Based on Results h. Care and Keeping of Records 3. Volunteer Nicknames a1�t 4. Training &Orientation V0 VV1 V 5. Counselor-to-Camper Ratios — \:\ ar \'-2,,. rOVV10 kv) IN, cA 6. Volunteer Team Structure a. Order of Authority b. Chain of Command c. Supervision of Specialized High-Risk Activities 7. Volunteer Expectations a. Conduct c F b. Prevention of Abuse/Neglect Y�e�/1W '~ ‘(e)F11- /1 L c. Reporting of Abuse/Neglect 8. Infection Prevention and Control ��U a. Hygiene b. Prevention c. Infection Control d. Disease Reporting 9. Feedback Collection 10. Record Keeping a. Medical Log b. Injury Reports \y\\��(l/� [fQ�OY � WOO c. Availability of Health Records and Logs U O Yee „ VI/ 1. Volunteer Eligibility.Application. and Selection Processes. a. Leadership Team i. Eligibility 1. Camp Operator Camp Operator must be at least 25 years of age, have at least two seasons of previous experience at a recreational camp for children OR complete a course in camping administration. The Camp Operator shall be an employee of the organization to ensure consistency for any follow-up that may continue outside of the camp session, including mandated reporting. 2. Camp Director Camp Director must be at least 25 years of age, and have at least two seasons of previous experience at a recreational camp for children OR complete a course in camping administration. Experience in a medical specialty camp is strongly preferred. 3. Volunteer Manager Volunteer Manager must be at least 21 years of age, and have at least two seasons of previous experience at a recreational camp for children OR complete a course in camping administration. Experience in a medical specialty camp is strongly preferred. 4. Activities Manager Activities Manager must be at least 21 years of age, and have at least two seasons of previous experience at a recreational camp for children OR complete a course in camping administration. Experience in developing programming for children with special needs is preferred. 5. Medical Director/Health Care Supervisor Medical Director/Health Care Supervisor must be at least 25 years of age, and be a nurse, physician, certified nurse practitioner, physician assistant, or practical nurse licensed to practice in the Commonwealth. Experience in pediatrics and/or oncology is strongly preferred. ii. Application Process Applicants interested in a leadership role must interview to join Camp Casco's year-round team. Applicants will apply for a specific leadership role, and will interview with the Camp Operator, the Camp Director of the camp for which the applicant is applying, or both. Applicants must demonstrate relevant experience in the role for which they are applying. Applicants for the Camp Operator role must be hired by Camp Casco's Board of Directors, and meet all expectations outlined for volunteer camp counselors, as well as those state regulations applying to full-time staff only (such as the physical examination required by 105 CMR 430.151 A(2)). iii. Selection Process The Camp Operator and relevant Camp Director(if applicable) shall confer following interviews with leadership candidates to decide whether or not the position shall be offered. Relevant experience and qualifications, personality, previous leadership experience, and past performance at camp (if applicable)will be taken into consideration. iv. Required Documentation Members of the leadership team shall be required to complete an application and submit the same required documentation expected of all Camp Counselors (see below). The Camp Operator will not be required to submit permission to conduct an inquiry into his or her own prior criminal history, provided that he or she has such information on file from the prior camp session and no interruption in employment status has occurred since the prior inquiry was run, in accordance with 105 CMR 430.090 C(3). b. Camp Counselors i. Eligibility Eligible applicants for Day Camp must be at least 16 years of age on the first day of camp to be considered for a volunteer position. Eligible applicants for Overnight Camp must be at least 18 years of age on the first day of camp to be considered for a volunteer position. All counselors shall be at least three years older than the campers whom they supervise, in accordance with 105 CMR 430.100 C. Any camp counselors with a personal history of cancer should have completed any type of cancer treatment 6 months prior to the first day of camp. Camp Casco welcomes applications from individuals of all backgrounds. No junior counselor positions are currently offered at Camp Casco. ii. Application Process All applicants must submit a completed volunteer application, which may or not include an application fee, to be considered for a position as a volunteer camp counselor. Incomplete applications will not be considered for a volunteer position. iii. Selection Process New applicants will be invited to interview with Camp Casco's Volunteer Managers. Returning applicants are welcome to re-apply without an additional interview. All applicants will be evaluated on the grounds of prior camp experience, experience working with special needs and/or medically sensitive individuals, relevant experience or education in child care and development, and ability to work well with a team. Camp Casco is committed to a policy of equal opportunity and makes every effort to avoid discrimination in the terms, conditions, or privileges of employment on account of race, age, color, sex, gender expression, national origin, physical or mental disability, marital status, sexual orientation, or religion, or otherwise as may be prohibited by federal and state law. Per Camp Casco's Anti-Discrimination Policy, an applicant's sex will only be taken into consideration when he or she will be in charge of directly supervising campers, induding at times when they are changing clothes, undressing, sleeping, and showering, and no reasonable alternatives to gender-based classifications exist that would not interfere with campers' privacy rights. All applicants will be notified of their volunteer status by a member of the Camp Casco leadership team in a timely manner, and feedback will be offered to any applicant who requests it. Applicants may request feedback by contacting a member of the Camp Casco leadership team or the Chief Executive Officer. iv. Waitlist Process Applicants who express interest in volunteering for the upcoming summer after the application deadline has closed will be invited to apply for the waitlist. These applicants will be invited to complete the camp counselor application, free-of-cost. As soon as an application is received, we will send the waitlisted applicant the supplementary materials packet to complete and submit. In the case of an open spot, the first eligible waitlisted applicant will be offered an interview, ideally taking place within 1 week of the space opening up, and ideally held with 3 Volunteer Managers. If all 3 Volunteer managers cannot hold the interview, Camp Directors can be utilized to make 3 individuals. If 3 individuals cannot be available at the same time within that week, 2 individuals may hold the interview. However, in all circumstances, at least 1 person must be present from the camp for which the applicant is interviewing. Waitlisted applicants shall be prioritized in the following ways: 1. By gender, to ensure bare minimum gender requirements have been met to provide adequate care for campers (as outlined in Counselor-to-Camper Ratios). 2. By application completion status. If multiple applicants have completed equal amounts of their application, applicants shall be prioritized by the date they submitted the first portion of their application materials. 3. By inquiry date. If applicants have not completed any portion of the application, and/or they completed equal portions on the same date, the volunteer who inquired about volunteering first shall be prioritized. Waitlisted applicants that are offered a space at camp will still be required to submit all application materials prior to camper arrival. v. Required Documentation Offers of volunteer position will be contingent upon the volunteer providing the following information in a timely manner. All information shall be maintained in a volunteer's health record, which will be readily available at all times in electronic or hard copy form that is secure from unauthorized access. Authorized medication lists and copies of injury reports, if any, will also be stored in the volunteer's health record. 1. Relevant general and health information in accordance with 105 CMR 430.150. a. General background and emergency contact information, including volunteer name, home address, a list of emergency contacts. b. A written authorization for emergency medical care, signed by a parent or guardian for volunteers under the age of 18. c. A current health history, which lists allergies and any health conditions or impairments which may affect the individual's activities while attending the camp. d. Name, address and phone numbers of the camper's health care provider. 2. All necessary information needed to review the volunteer's background in accordance with 105 CMR 430.090. a. List of prior work or volunteer history, including name, address and phone number of a contact person at each place of employment or volunteer service for the previous five years. b. Three positive reference checks from individuals not related to the volunteer, including, but not limited to previous employers or school administrators. Returning volunteers may use references on record with the camp from the preceding year if the volunteer is applying for a consecutive year. If a camp season has been missed, new references shall be required. c. Permission for the operator to conduct an inquiry into the applicant's prior criminal history. No individual shall be allowed to volunteer at Camp Casco until the operator is in receipt of, reviews, and makes a determination with regard to all background information required pursuant to 105 CMR 430.090 (C) and (D), and under the guidance of Camp Casco's CORI policy. Such inquiry shall include, at a minimum: i. Self-reporting of any felony conviction ii. For volunteers whose permanent residence is Massachusetts: 1. A sex offender registry information check from the Massachusetts Sex Offenders Registry Board. 2. A CORI/Juvenile Report from the Massachusetts Criminal History Systems Board in accordance with M.G.L. c. 6, § 172G. iii. For volunteers whose permanent residence is out-of-state: 1. The operator, where practicable, shall also obtain from the applicant's state criminal information system, local chief of police, or other local authority with access to relevant information, a criminal record check or its recognized equivalent. 3. Up-to-date vaccination records in accordance with 105 CMR 430.150-153 and the most current Department immunization schedules. a. The following up-to-date vaccines or laboratory evidence of immunity are required to volunteer at Camp Casco: i. Volunteers under 18 years old: 1. MMR- 2 doses 2. Polio- 3 doses 3. DTaP-4 doses 4. Td or Tdap- 1 dose 5. Hepatitis B - 3 doses 6. Varicella- 1 dose 7 ii. Volunteers 18 years and up: 1. Measles- 2 doses 2. Mumps- at least 1 dose 3. Rubella-at least 1 dose 4. DTaP/DTP/DT/Td- 3 doses 5. Td or Tdap- 1 booster dose (required if more than 10 years have elapsed since the last dose of DTaP/DTP/DT/Td) 6. Varicella- 1 dose, or healthcare provider-certified history of chickenpox disease. Not required for volunteers born in the U.S. before 1980. b. Exceptions i. Religious exceptions 1. If a volunteer or staff member has religious objections to physical examinations or immunizations, the volunteer or staff member shall submit a written &signed statement to the effect that the individual is in good health and stating the reason for such objections. ii. Contraindications 1. Any immunization specified in 105 CMR 430.152 shall not be required if the health history required by 105 CMR 430.151 includes a certification by a physician that he or she has examined the individual and that in the physician's opinion the physical condition of the individual is such that his or her health would be endangered by such immunization. c. Missing or Lapsed Vaccinations i. Applicants whose vaccinations are missing or have lapsed, and do not qualify for the exceptions listed above, will be asked to meet the above specifications for up-to-date vaccines prior to arriving to camp. Any associated costs will not be paid or reimbursed by Camp Casco. d. Failure to provide all above information no later than 30 days prior to the first day of camp may disqualify the applicant from consideration for a volunteer position with Camp Casco. c. Medical Volunteers i. Eligibility Eligible medical volunteers must be at least 21 years of age on the first day of camp. Eligible volunteers should be a licensed nurse, physician, physician assistant, nurse practitioner, or practical nurse. t ii. Selection Process The Camp Operator may offer eligible medical volunteers a position at camp at his or her discretion, based on the volunteer's qualifications, relevant experience, relevant training, and availability. iii. Required Documentation Medical volunteers shall be required to complete an application and submit the same required documentation expected of all Camp Counselors(see above). Medical volunteers must also submit a current license to practice and any additional relevant certifications. d. Bus Chaperones i. Eligibility Eligible bus chaperones must be at least 21 years of age on the day they begin volunteering with Camp Casco. ii. Selection Process The Camp Operator may offer bus chaperones a position at camp at his or her discretion, based on the volunteer's qualifications, relevant experience, relevant training, and availability. iii. Required Documentation Bus Chaperones shall be required to complete an application and submit the same required documentation expected of all Camp Counselors(see above). e. Camp Visitors i. Eligibility Camp visitors may be invited in order to offer a camp activity or other service, express gratitude, and/or share information about Camp Casco. ii. Selection Process The Camp Operator may invite camp visitors for the above reasons at his or her discretion. iii. Required Documentation Camp Visitors shall be required to complete a liability waiver and submit full name, birth date, and/or address for a SORI check. iv. Additional Considerations Camp visitors shall never be left alone with any camper under any circumstance, and hold no authority over campers or volunteers. Because these individuals are not fully background checked or screened for up-to-date immunizations, camp visitors should be limited to visits of 4 hours or less unless the activity or service they provide requires otherwise, and has been approved by the Camp Operator and/or Camp Director. 2. Background checks a. Required Information For each staff member or volunteer who may have unsupervised contact with a camper, the following information is required after determining that an individual is otherwise qualified for employment or volunteer position, and after making a conditional offer of employment or volunteer position: I Prior work history with address and phone number of contact persons (from the past five years) IL Three positive reference checks from unrelated individuals 1. If there is a gap in employment or volunteer position for at least one camp season, new reference checks will be required. iii. Self-reporting of any felony conviction iv. Criminal history inquiry 1. SORI check from the Massachusetts Sex Offenders Registry Board (SORB) 2. CORI check from the Criminal History Systems Board (CHSB) a. For permanent staff members, if there is no interruption in the staff person's employment by the organization from the time of the initial background check, no new criminal or sex offender history is required for each camping season. This applies only to permanent employees of Camp Casco. Any break in employment service requires a new criminal history and sex offender inquiry for the staff person. 3. Enhanced Nationwide Criminal & U.S. Sex Offender Registry Screening No person shall be employed or allowed to volunteer at Camp Casco until such time as the operator is in receipt of, reviews, and makes a determination with regard to all background information required pursuant to 105 CMR 430.090(C) and (D) and under the guidance of Camp Casco's CORI policy. b. Conducting SORI Screening Written SORI requests will be made on a form approved by the Sex Offender Registry Board or as otherwise instructed by the SORB. The Board will provide a report identifying whether the person is a sex offender with an obligation to register, the offenses for which he/she was convicted or adjudicated and the dates of such convictions or adjudications. The Board will only disseminate information on offenders who have been finally classified as a Level 2 (moderate risk) or Level 3 (high risk) offender. The information will not be misused for harassment or discriminatory purposes. c. Conducting CORI Screening CORI checks will only be conducted as authorized by the DCJIS and MGL c. 6, §. 172, and only after a CORI Acknowledgement Form has been completed. If a new CORI check is to be made on a subject within a year of his/her signing of the CORI Acknowledgement Form, the subject shall be given seventy two (72) hours notice that a new CORI check will be conducted. d. Conducting Enhanced Nationwide Criminal & U.S. Sex Offender Registry Screening The operator, where practicable, shall also obtain an enhanced nationwide criminal and U.S. Sex Offender Registry check. Any nationwide offenses will be verified, reviewed, and decided upon in the same manner as offenses indicated on a CORI check. e. Verification of Subject Identity If a criminal record is received in response to any of the checks conducted, the information is to be closely compared with the information provided on the applicant's Acknowledgement Form and any other identifying information provided by the applicant to ensure the record belongs to the applicant. If the information in the record provided does not exactly match the identification information provided by the applicant, a determination is to be made by an individual authorized to make such determinations based on a comparison of the record and documents provided by the applicant. f. Review of Results All background check information is confidential, and access to the information is limited to those individuals who have a "need to know". This may include, but not be limited to, hiring managers, staff submitting the screening requests, and staff charged with processing job applications. Camp Casco will maintain and keep a current list of each individual authorized to have access to, or view, CORI and/or other background check results. This list must be updated every six(6) months and is subject to inspection upon request by the DCJIS at any time. All personnel authorized to review or access criminal history background check results at Camp Casco will review, and will be thoroughly familiar with, the educational and relevant training materials, including those regarding CORI laws and regulations made available by the DCJIS. Additionally, if Camp Casco is an agency required by MGL c. 6, s. 171A, to maintain a CORI Policy, all personnel authorized to conduct criminal history background checks and/or to review results will review, and will be thoroughly familiar with, the relevant educational and training materials, including those regarding CORI laws and regulations made available by the DCJIS. g. Determinations Based on Results Any individual who has a check returned with offenses indicated will undergo further review by the hiring board. An individual will be disqualified from employment or volunteer position if criminal history checks indicate offenses relating to minors, or any sexual offenses; all other offenses will be carefully evaluated in accordance with 101 CMR 15.00: Criminal Offender Record Checks. At any time before taking an adverse action against an applicant, Camp Casco will provide the applicant with: i. A copy of the consumer report used to make the decision; ii. EOHHS CORI regulations (101 CMR 15.00); iii. A copy of DCJIS' Information Concerning the Process for Correcting a Criminal Record; iv. A copy of A Summary of Your Rights under the Fair Credit Reporting Act; v. The source(s) of the criminal history record. The candidate will be notified of the potential adverse decision based on the results, informed what part of the record appears to make him or her ineligible for the position, and provided with an opportunity to dispute the accuracy and relevancy of the results. Upon receipt of any additional documentation received from the candidate or CHSB,the information will be reviewed with the candidate. Following review of the above, a written determination of decision to hire or not hire such candidate for volunteer position or employment will be provided using a form prescribed by EOHHS in a timely manner. If an authorized official is inclined to make an adverse decision based on the results of a criminal history background check, the applicant will be notified that the report solely or in part was the basis for the decision, and that the company that furnished the report did not make the hiring decision. The subject shall be provided with a copy of the organization's CORI policy, a copy of the criminal history, and the source(s) of the criminal history, including the name, address, and phone number. The subject will be informed that he or she has the right to dispute the accuracy or completeness of the report and may obtain a free copy from the reporting company for 60 days. The subject shall also be provided a copy of DCJIS' Information Concerning the Process for Correcting a Criminal Record. h. Care and Keeping of Records All written documentation verifying the background and character of each staff person or volunteer shall be maintained on file for three (3) years. All background records are confidential and will only be disseminated as authorized by law and regulation. A central secondary dissemination log shall be used to record any dissemination of any confidential information outside this organization, including dissemination at the request of the subject. 3. Volunteer Nicknames Nicknames are a fun way for Camp Casco volunteers, staff, donors and visitors to show their camp spirit, both at camp and year-round. In addition to nicknames being fun, they also provide a buffer between the volunteer and the campers. It's harder for campers to find counselors on social media when they don't know their real names. We understand that adolescents are the ultimate sleuths, so sometimes that can't be avoided, but nicknames do make it harder. Ideally, a volunteer's nickname should be representative of that person. Maybe it's a nickname they've had since they were little; maybe it's their favorite food; or home state; or favorite movie character. Having a connection to a nickname makes it easier to respond to. Members of the camp leadership team may approve nicknames. Here are some rules and guidelines to follow when approving nicknames: a. Nicknames must not reference anything inappropriate (no reference to drugs, sex, alcohol, R-rated movies, inappropriate music, etc.). If you feel that a nickname may even subtly reference something inappropriate, it's better to be safe than sorry. b. Nicknames must be sufficiently different from the individual's given name, such that, upon hearing it, an unknowing camper couldn't easily figure out that person's first or last name, or easily identify that individual on social media. c. Nickname must not already be in use. i. Nicknames should be compared to the Nickname Database to confirm availability. ii. Nicknames should be added to the Nickname Database regularly as they are confirmed. iii. Nicknames should be reasonably unique, such that if the name were called at camp, it would be dear who is being summoned. iv. If a year-round volunteer has left the organization (this does not include those who have requested a leave of absence), does not (and has no plans to) interact with campers in any way, and has not been a counselor, their nickname is no longer reserved. • v. If a camp counselor has been inactive for 5 years, their nickname is no longer reserved. vi. If a year-round volunteer or camp counselor has served a minimum of 10 years and/or 10 summers with Camp Casco, his or her nickname is retired indefinitely in their honor, regardless of their current involvement. vii. If a year-round volunteer or camp counselor has passed away, their nickname is retired indefinitely in their honor. d. Once a volunteer has chosen a nickname, that will be their nickname for the entire duration of their time with Camp Casco. e. One should not discourage someone from choosing a nickname they like unless it falls under A, B, or C. It is important to remember that in a lot of cases, these nicknames mean something. We must be respectful of their wishes. Camp volunteers are instructed to avoid disclosing their given names with any camper under the age of 18, regardless of camp enrollment status. 4. Training &Orientation Camp Casco's training and orientation program will be completed by all volunteer camp counselors prior to providing unsupervised care to any camper in accordance with 105 CMR 430.091. Trainings will take place online and/or on-site, and include all special training necessary for camp personnel to protect the safety and health of disabled campers in accordance with 105 CMR 430.103. Training will include head injury safety training. Documentation of attendance records for such trainings shall be maintained according to 105 CMR 430.145. 5. Counselor-to-Camper Ratios Camp Casco maintains overall counselor-to-camper ratios of at least: • One counselor for every two severely disabled campers needing frequent or constant assistance in activities, where severely disabled is defined as a camper who requires assistance in self-care and camp activities; • One counselor for every four mildly disabled campers, where mildly disabled is defined as a camper who can function on his or her own in providing total self care, but needs assistance in other camp activities; • One counselor for every ten campers over the age of six, when no special needs are present. In 2018, both camps will have 1:1 counselor-to-camper ratios, with a team structure designed to ensure proper support for and supervision of campers with special needs (see Volunteer Team Structure). This does not include additional campsite assistance (such as YMCA counselors provided at the Overnight Camp). At residential camp, Camp Casco will ensure a minimum of 1 counselor of the same gender sleeping in a cabin room with no more than 8 campers of the same gender, with additional counselors as needed based on camper needs and abilities. 6. Volunteer Team Structure a. Order of Authority While at camp, the order of authority is as follows: 1. Camp Operator 2. Camp Director 3. Volunteer Manager 4. Activities Manager 5. Medical Director At any given time, the Camp Operator is responsible for the administration of the camp. In the event of the absence of the Camp Operator, the Camp Director shall immediately assume all responsibility. In the event of the absence of both the Camp Operator and Camp Director, responsibility for administration of the camp shall be passed to the next highest member of the Camp Leadership Team. If more than one individual shares a given title (e.g. two Volunteer Managers), the individual in the role with the most years of experience at Camp Casco shall be the one left in charge. If the individual in that role with seniority is unable to assume responsibility for any reason, responsibility will be assumed by the next most senior individual (either the individual sharing the title or the next title on the list, whoever has the most years of experience at Camp Casco). In any case, the designee must be at least 25 years of age and have at least two seasons or previous experience at a recreational camp for children, as required by 105 CMR 430.102(A), to assume authority. b. Chain of Command Throughout the week of camp, every volunteer shall be supported by at least 1 direct supervisor, as illustrated below, to ensure each camper and group of volunteers receives sufficient support and care: Cmnp Operator Camp Director Volunteer Manager Activities Manager Medical Director Cabin Activities Medical Counselors Counselors Volunteers In case of any problems, all camp volunteers will be made aware of the"chain of command" and to whom they may bring any concerns, including those issues that cannot be brought to the individual's direct supervisor. c. Supervision of Specialized High-Risk Activities i. Swimming, Kayaking, Canoeing, and Other Aquatic Activities Supervising counselor shall hold a lifeguard certification or American Red Cross certification in Small Craft Safety and Basic Water Rescue, or an equivalent certification recognized by the Department that demonstrates water rescue procedures specific to the type of water and activities conducted. There shall be a minimum of 1 lifeguard for every 25 campers, or portion thereof, that are in or near the water. ii. Archery Supervising counselor should be experienced in leading archery activities, and a ratio of one counselor per ten campers shall be maintained on the archery range at all times. iii. Challenge Course or Climbing Wall All challenge courses or climbing walls shall: 1. Be licensed and maintained pursuant to 520 CMR 5.00: Amusement Devices; 2. Comply with the following requirements of American Camp Association Accreditation Process Guide Standard PD 24.1: a. at least an annual inspection by qualified personnel to ensure the integrity of the hardware, material and equipment for each element of the challenge course, climbing wall or other apparatus, and b. a written report of such inspection(s) including recommendations concerning the safety of the challenge course or climbing wall and appropriate remedial actions needed to correct any deficiencies noted in the report; and 3. Supervising counselor should be experienced in leading climbing wall or challenge course activities, and a ratio of one counselor per ten campers shall be maintained at all times. 7. Volunteer Expectations a. Conduct Camp volunteers are expected to follow all camp guidelines outlined in Camp Behavior Policies and conduct themselves in an honest, respectful, and positive manner. Camp volunteers who do not abide by our Camp Behavior Policies may be asked to leave without warning and will be responsible for providing his or her own transportation. Camp Casco will not be responsible for any costs incurred. A supervisor of the volunteer shall prepare a report describing the conditions under which the volunteer was asked to leave to keep in the volunteer's file. b. Prevention of Abuse/Neglect Camp Casco has a zero-tolerance policy for incidents of child abuse. We understand that protecting children is our most important responsibility, and that our programs serve no positive purpose if we do not ensure their safety. In every case, the report of molestation and abuse, or suspected molestation or abuse, will be treated with absolute priority, and Camp Casco will do everything in its power to ensure the successful prosecution of the perpetrator to the fullest extent of the law. In all cases, Camp Casco shall cooperate in all official investigations of abuse and neglect of a camper, regardless of where the abuse is alleged to have taken place. Camp Casco has the following written policies and procedures in place to protect campers from abuse and neglect, in accordance with 105 CMR 430.093. I. Screening At minimum, all Camp Casco counselors will be screened by: 1. A CORI/Juvenile Report from the Massachusetts Criminal History Systems Board in accordance with M.G.L. c. 6, § 172G; 2. A sex offender registry information check from the Massachusetts Sex Offenders Registry Board; and 3. A nationwide investigative consumer report. All background checks resulting in a positive finding of sexual abuse, molestation, or any crime against a child will result in that individual being permanently banned from working or volunteering in the organization. No individual who has not undergone this screening shall be left alone with any camper under any circumstance. If an individual is under investigation by the Massachusetts Department of Social Services,the individual will not be permitted to work directly with campers until the investigation has been completed, and the person's record cleared. ii. Training All camp counselors will be provided with training before arriving to camp, and upon arrival to camp before campers arrive. All training will be completed prior to working directly with children. Orientation/Training will cover: 1. Volunteer's obligations with regard to reporting incidents of child sexual molestation and abuse; 2. The proper care for a victimized child; 3. The process for reporting to the proper authorities and notification of immediate supervisor; 4. Understanding what signs to look for in a child who may have been abused. iii. "Truddy" System Camp Casco implements a "Truddy System" at camp, by encouraging campers separating from the larger group to travel in groups of three, rather than two. When possible, Camp Casco encourages the truddy system to be comprised of one counselor and two campers, or two counselors and one camper, though three campers may use the truddy system if appropriate. This ensures that a counselor is not left alone with one camper unnecessarily. Only a medical volunteer may be left alone with a camper, and only in the context of providing necessary care. The only exception to the Truddy System is when there is an immediate risk to an individual's health or safety, and one individual must leave the scene to get help. This system adds an additional layer of protection to prevent any type of abuse or neglect while at Camp Casco. c. Reporting of Suspected Abuse/Neglect Camp Casco has the following written policies and procedures in place to identify and report suspected abuse and/or neglect of campers, in accordance with 105 CMR 430.093. i. Chain of Command Every camp counselor will be instructed to report to his or her immediate supervisor as soon as possible in the case that abuse, molestation, or neglect is suspected. Every volunteer supervisor is instructed to immediately inform the Camp Operator, who will ensure a Child Abuse Incident Report Form is completed and submitted to the Massachusetts Department of Children and Families immediately. No other individual should be unnecessarily notified of suspected abuse or neglect. ii. Incident Reports The Child Abuse Incident Report Form MUST be filled in the event an incident is reported or occurs. The report will be submitted to the Camp Operator, who will contact the Massachusetts Department of Children and Families immediately. This form should be completed and submitted to the Camp Operator no more than 24 hours after incident occurs or is brought to the attention of the camp counselor. It is not the responsibility of the individual to decide if an incident is valid, truthful, or worth reporting. This determination will be made by local authorities. iii. 51A Reports The Camp Operator shall notify in writing the Department and the Board of Health if a 51A report alleging abuse or neglect of a child while in the care of a recreational camp for children or during a program-related activity is filed. The report itself does not need to be submitted to the Board of Health. iv. Follow-Up The Camp Operator shall cooperate in all official investigations of abuse or neglect, including identifying parents of campers currently or previously enrolled in the camp who may have been in contact with the subject of the investigation. The operator shall ensure an allegedly abusive or neglectful staff person shall not have any unsupervised contact with campers until the Massachusetts Department of Children and Families Investigation is completed. 8. Infection Prevention &Contro( a. Hygiene Good hygiene is very important while at Camp Casco. Tooth brushing twice per day, bathing once per day, and regular hand washing throughout the day is strongly recommended for all volunteers. Antibacterial soap is available at all hand-washing stations, and hand sanitizer is available throughout the cabin and in the Med Shed. b. Prevention Prior to arriving to camp, vaccination status of all camp volunteers is screened in accordance with 105 CMR 430.150-153. Prior to camper arrival, each volunteer shall be asked about any symptoms that may signal early signs of illness (cough, fever, sneezing, etc.) or exposure to communicable disease. This initial screening shall provide insights into any preexisting health concerns before campers arrive. It is expected that volunteers arrive for their camp experience in good health. The camp reserves the right not to admit an ill person. c. Infection Control Space shall be designated for isolation of any individual ill with a communicable disease or suspected of such illness or otherwise in need of quiet and rest while the health supervisor and camp operator work with the individual to make the necessary arrangements for appropriate medical care. This space shall be separate from regular living and sleeping quarters so as to ensure both quiet to the child and and safety to others. The space shall be suitably equipped and not utilized for any other purpose. An isolated individual shall be provided with all basic necessities, in accordance with the procedures for isolation and quarantine outlined in 105 CMR 300.210. An individual will only be kept in isolation if medically necessary and only until the necessary arrangements for appropriate medical care can be made. d. Disease Reporting Any suspected case of food poisoning or any unusual prevalence of any illness in which fever, rash, diarrhea, sore throat, vomiting, or jaundice is a prominent symptom shall be immediately reported to the local board of health and to the Massachusetts Department of Public Health by the camp operator. The camp operator shall immediately report each case of communicable disease listed as reportable under 105 CMR 300.000: Reportable Diseases and Isolation and Quarantine Requirements occurring in a camp to the Board of Health and the Department. Such report shall include the name and home address of any individual in the camp known to have or suspected of having such disease. Until action on such case has been taken by the camp health care consultant, strict isolation of affected individuals shall be maintained. 9. Feedback Collection Following each camp session, Camp Casco will solicit collect camp volunteer feedback to identify strengths and weaknesses. Camp Casco's leadership team shall discuss volunteer feedback and make efforts to implement changes where they are necessary and appropriate. Camp Casco strives to improve and grow each year, and volunteer insights are invaluable to our growth as a team and an organization. 10. Record Keeping a. Medical Log A medical log shall be maintained that contains a record of all volunteer health complaints and treatment. The medical log shall list the date and time, name of patient, complaint, and treatment for each incident. The medical log shall be maintained in a readily available format and shall be signed by a volunteer medical professional. b. Injury Reports In the case of any fatality or serious injury as a result of which a volunteer is sent home or brought to the hospital or physician's office, and where a positive diagnosis is made, a report shall be completed on a form available from the Department. Such injuries shall include, but shall not necessarily be limited to, those for which suturing or resuscitation is required, bones are broken, or the volunteer is admitted to the hospital. A copy of each injury report shall be sent to the Department, as well as the Board of Health, as soon as possible but no later than seven calendar days after the occurrence of the injury. c. Availability of Health Records and Logs All medical records and logs shall be readily available to the health care supervisor, camp nurse or camp doctor or other health personnel. All medical records and logs shall be made available upon request to authorized representatives of the Department and of the Board of Health which licenses the camp. The Department and the Board of Health shall maintain the confidentiality of information relating to individual volunteers and staff. In accordance with 105 CMR 430.145, Camp Casco shall maintain all records relating to volunteers for a minimum of three years.