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Environmental Considerations

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Environmental Considerations Powered By Docstoc
					Forsyth County Parks & Recreation
         Outdoor Division
     Standard Operating Procedures &
             Program Policy
FORSYTH COUNTY PARKS & RECREATION DEPARTMENT GENERAL INFORMATION............. 5

MISSION .................................................................................................................................................................................................. 5

STAFF ....................................................................................................................................................................................................... 5

HISTORY ................................................................................................................................................................................................. 5

Organizational Chart............................................................................................................................................................................... 6


OUTDOOR DIVISION ........................................................................................................................... 7

Vision ........................................................................................................................................................................................................ 7

Mission ...................................................................................................................................................................................................... 7

Division Organizational Chart ................................................................................................................................................................ 8


GENERAL OUTDOOR RECREATION PROGRAM INFORMATION ................................................... 8

Outdoor Program History ....................................................................................................................................................................... 8


OUTDOOR RECREATION PROGRAM POSITION DESCRIPTIONS ............................................... 10

Full Time Staff Position Responsibilities ............................................................................................................................................. 10
  Outdoor Program Manager (OPM) ..................................................................................................................................................... 11
  Outdoor Program Supervisor: (OPS) .................................................................................................................................................. 11
  Outdoor Program Coordinator: (Adventure) Land and Water (OPC) ................................................................................................. 11

Part Time/Seasonal Position Descriptions, Responsibilities, and Pay Levels ................................................................................... 11
  Head Instructor .................................................................................................................................................................................... 11
  Lead Instructor .................................................................................................................................................................................... 12
  Assistant Instructor.............................................................................................................................................................................. 13
  Program Apprentice ............................................................................................................................................................................ 13
  Internship Program .............................................................................................................................................................................. 14


EMERGENCY PROCEDURES AND GUIDELINES ........................................................................... 15

Non-Emergency Communication ......................................................................................................................................................... 15

Emergency Communication .................................................................................................................................................................. 15

Missing Person Procedure ..................................................................................................................................................................... 15

Emergency Numbers List ...................................................................................................................................................................... 16


ACCIDENT AND INCIDENT REPORTING......................................................................................... 17

FIRST AID .......................................................................................................................................... 18
First Aid Kit Use and Requirements .................................................................................................................................................... 18
   When to Carry ..................................................................................................................................................................................... 18
   Reporting Problems ............................................................................................................................................................................. 18
   Maintenance Schedule ........................................................................................................................................................................ 18
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General Medical and First Aid Protocols ............................................................................................................................................ 18
  Recognized Certifications ................................................................................................................................................................... 18

Wilderness Protocols ............................................................................................................................................................................. 19
  Outdoor Program First Aid Protocols ................................................................................................................................................. 19
  Anaphylaxis Protocol .......................................................................................................................................................................... 19
  Epi-Pen Requirements ......................................................................................................................................................................... 19


BEHAVIORAL STANDARDS FOR STAFF AND PARTICIPANTS .................................................... 19

Staff Behavior ......................................................................................................................................................................................... 19

Tobacco ................................................................................................................................................................................................... 20

Alcohol .................................................................................................................................................................................................... 20

Illegal Drugs ........................................................................................................................................................................................... 20

Personal Relationships........................................................................................................................................................................... 20

Physical Contact ..................................................................................................................................................................................... 20

Youth/Camp Programs ......................................................................................................................................................................... 20

Participant Behavior.............................................................................................................................................................................. 20


LIGHTNING PROCEDURES AND DRILLS ....................................................................................... 21

Background ............................................................................................................................................................................................ 21

Guidelines ............................................................................................................................................................................................... 21

Lightning Alert ....................................................................................................................................................................................... 21

Lightning Drill........................................................................................................................................................................................ 21
   Water (Open Water) ............................................................................................................................................................................ 21
   Water (Moving) ................................................................................................................................................................................... 22
   Land .................................................................................................................................................................................................... 22
   Challenge Course ................................................................................................................................................................................ 22


VEHICLE OPERATING PROCEDURES ............................................................................................ 22

ENVIRONMENTAL CONSIDERATIONS ........................................................................................... 22

Leave No Trace Guidelines ................................................................................................................................................................... 22


EQUIPMENT CARE AND MAINTENANCE ....................................................................................... 25

Routine Care .......................................................................................................................................................................................... 25

Inventory and Inspection ...................................................................................................................................................................... 25


CANOEING......................................................................................................................................... 25

Participation and Staffing ..................................................................................................................................................................... 25
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Pre-Program Requirements .................................................................................................................................................................. 26

Program Implementation Requirements ............................................................................................................................................. 26

Post-Program Requirements ................................................................................................................................................................. 26


KAYAKING ......................................................................................................................................... 27

Participation and Staffing ..................................................................................................................................................................... 27

Pre-Program Requirements .................................................................................................................................................................. 27

Program Implementation Requirements ............................................................................................................................................. 27

Post-Program Requirements ................................................................................................................................................................. 28


OUTDOOR ROCK CLIMBING-TOP ROPE ........................................................................................ 28

Participation and Staffing ..................................................................................................................................................................... 28

Pre-Program Requirements .................................................................................................................................................................. 28

Program Implementation Requirements ............................................................................................................................................. 29

Post-Program Requirements ................................................................................................................................................................. 29


CAVING .............................................................................................................................................. 30

Participation and Staffing ..................................................................................................................................................................... 30

Pre-Program Requirements .................................................................................................................................................................. 30

Program Implementation Requirements ............................................................................................................................................. 30

Post-Program Requirements ................................................................................................................................................................. 30


HIKING, CAMPING AND BACKPACKING ........................................................................................ 31

Participation and Staffing ..................................................................................................................................................................... 31

Pre-Program Requirements .................................................................................................................................................................. 31

Program Implementation Requirements ............................................................................................................................................. 31

Post-Program Requirements ................................................................................................................................................................. 32


HIGH CHALLENGE COURSE ........................................................................................................... 32

Participation and Staffing ..................................................................................................................................................................... 32

Pre-Program Requirements .................................................................................................................................................................. 32

Program Implementation Requirements ............................................................................................................................................. 33

Post-Program Requirements ................................................................................................................................................................. 33

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TREE CLIMBING................................................................................................................................ 33

Participation and Staffing ..................................................................................................................................................................... 33

Program Implementation Requirements ............................................................................................................................................. 34

Post-Program Requirements ................................................................................................................................................................. 34


MOUNTAIN/ROAD BIKING................................................................................................................ 34

Participation and Staffing ..................................................................................................................................................................... 34

Pre-Program Requirements .................................................................................................................................................................. 35

Program Implementation Requirements ............................................................................................................................................. 35

Post-Program Requirements ................................................................................................................................................................. 35


SPECIAL EVENTS ............................................................................................................................. 36

Event Planning ....................................................................................................................................................................................... 36

Event Implementation ........................................................................................................................................................................... 36

Post-Event Evaluation ........................................................................................................................................................................... 36


SERVICE PROJECTS AND TRAIL CREWS ..................................................................................... 36

Service Projects ...................................................................................................................................................................................... 36

Trail Crews ............................................................................................................................................................................................. 37

Service Learning .................................................................................................................................................................................... 37


SWIMMING/WADING ......................................................................................................................... 38
Definition ................................................................................................................................................................................................ 38

Participation and Staffing ..................................................................................................................................................................... 38

Program Implementation Requirements ............................................................................................................................................. 38

Post-Program Requirements ................................................................................................................................................................. 39




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  Forsyth County Parks & Recreation Department General Information

The Forsyth County Parks & Recreation Department (FCPRD) represents one duplicating services provided by
the other agencies. One of FCPRD‟s main responsibilities is the development of a diversified county park
system. The county-wide park system emphasizes passive activities, the environment, and lake access. Each
park facility offers a variety of programming that is generally directed toward the nature and characteristics of
the site. Year round, county parks fulfill the leisure time needs of Forsyth County residents, surrounding
Metropolitan Atlanta residents, and its visitors.

Forsyth County Parks & Recreation continues to take positive action for the acquisitions of parks for the future.
Through the provision of parks, open spaces and protected natural environments, recreation can contribute to
the environmental health of our communities. This is an essential, life sustaining role because investing in the
environment with parks, increases property values and quality of life.


MISSION

The Forsyth County Parks and Recreation Department is dedicated to improving the quality of life for the
citizens of Forsyth County by providing quality programs, facilities and opportunities.


STAFF

In July of 2009, the staff of the Forsyth County Parks and Recreation Department consisted of 62 full-time and
107 part-time/seasonal employees. 5 divisions compose the county parks system: Administration, Athletics,
Recreation, Outdoor, and Maintenance.


HISTORY

The Forsyth County Parks and Recreation Department was created in 1978 by the Board of Commissioners.
The donation of 19 acres of land by the Bennett family was the foundation of our current park system. In 1983 a
Director was hired and for the next two years staff members were acquired to handle athletic programming and
facility maintaince. In the 80‟s 3 new athletic parks were developed and by 2000 6 athletic parks existed. In
2003 the county purchased approximately 600+ acres of property on Sawnee Mountain with the intention of
creating a large passive park. That purchase and the hiring of the Outdoor Program Supervisor began the new
outdoor program section.

The park system emphasizes athletic and passive activities, outdoor recreation, environmental education and
traditional recreation programming. The staff and Recreation Advisory Board of FCPRD are committed to
maintaining high standards in the delivery of leisure services and facilities to the citizens of Forsyth County.




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Organizational Chart




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                                                  Outdoor Division


Vision
                                                           Better qualified
                                                            instructors &
                                                          staff with greater
                                      Everyone‟s heard          buy-in         More Full-Time
                                         of FCPRD                              Staff to oversee
                                      Outdoor Division                         multiple aspects




                  Greater number                                                                     Completed
                  and diversity of                                                                development and
                 programs offered                                                                 daily operations
                                                                                                   of all facilities


                                                           OUTDOOR
                                                           DIVISION

                    Move toward                                                                    Training and
                      more of a                                                                    Utilization of
                  business model                                                                    Volunteer
                     to mitigate                                                                    Instructors
                  financial threats



                                       Building block                           Competitive
                                      style educational                          Internship
                                        programming                               Program
                                                             Industry
                                                           Accreditation/
                                                            Recognition




Mission
          Our purpose is to manage outdoor passive space and provide outdoor recreation
          and education opportunities that enhance quality of life, provide technical
          training, and facilitate individual and group development. We seek to serve
          members of the surrounding communities, Forsyth County Board of Education
          and its students, as well as professionals in the field of outdoor education. We
          strive to provide safe, environmentally sound, and effective programs and
          services through competent personnel in compliance with accepted industry
          standards.



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Division Organizational Chart

                                                 Manager


               Administrative Tech
                                                                        Supervisor
                                                                           (EE)
                      Coordinator
                  (LAND AND WATER)                                    Program Tech
                                                                      Seasonal Staff
                        Program Tech
                        Seasonal Staff




                 General Outdoor Recreation Program Information
Outdoor Program History

In the 1990‟s Forsyth County government and community members set out to preserve as much of Sawnee
Mountain as they could. As urban sprawl and the growing residential market made Sawnee Mountain attractive
to developers, the county sought to purchase and protect as much of the mountain as possible from future
development, and preserve this area because of its cultural and historical significance. Additionally, the county
wanted to create a modern passive park using sustainable trail building and amenities/facility designs. The
county strived to design the area and amenities in line with the Parks and Recreation Department‟s Outdoor
Division‟s themes of preservation, conservation and stewardship. The project met with success beyond
expectations, blossoming into a grass roots effort for the continued acquisition and preservation of green space
in the county.

Forsyth County is home to what is arguably the southernmost summit in the Blue Ridge Mountain Range –
Sawnee Mountain – making it the first link in the Appalachian chain. Sawnee Mountain has stood as a highly
visible landmark for thousands of years, and will continue to do so for future generations thanks to the efforts of
an entire community. Forsyth County consistently ranks among the nation‟s fastest growing counties. With


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rapid development and change surrounding it, Sawnee Mountain has remained a constant. Its future as a natural
and preserved resource, however, was once in peril.
After the death of one of the mountain‟s primary land owners in 1982, relatives questioned what to do with the
property and met with a developer interested in placing a golf course and subdivision on the mountain. Family
member Mary Helen McGruder, who recognized the need to preserve the land, contacted the Trust for Public
Land to ask for their help in, “saving the mountain”. That initial contact would develop into a process and
project that would take almost 20 years to see completed. At the same time she also established a committee of
family, friends and local representatives that would ultimately become the Sawnee Mountain Foundation.
       The Sawnee Mountain Foundation and Forsyth County government joined forces to not only save
valuable environmental resources from development, but also to create a park on the mountain for all residents
to enjoy. In 1999, the Forsyth County Board of Commissioners approved the first purchase of land on the
mountain, acquiring 320 acres using a combination of General Fund and Special Purpose Local Option Sales
Tax (SPLOST) monies. When the county instituted an Impact Fees Program in December 2003, Sawnee
Mountain was designated as the first major project to be funded. Today, the county has acquired over 963 acres
of the 2,000 acre mountain, through the use of General Fund monies, Impact Fees, State Greenspace and
SPLOST funds. While the issues of growth and development helped instigate the preservation efforts of Sawnee
Mountain, those same factors also helped provide a funding mechanism for the Preserve, through Impact Fees
and SPLOST dollars.
        Sawnee Mountain Preserve has been developed and opened in phases. Phase I, featuring hiking trails, a
playground, picnic pavilions, restroom facilities and amphitheater, opened in June 2005 and by October of the
same year was recognized as Georgia Urban Forestry Council‟s “Most Outstanding Green Space Plan.” The
community overwhelmingly welcomed the project of preserving the mountain, with local businesses and civic
groups participating. Northside Hospital-Forsyth began by contributing $25,000 toward construction of the
park‟s amphitheatre. Leadership Forsyth also joined the efforts to enhance the passive park and the Leadership
Forsyth Class of 2006 chose to build an ADA-compliant tree house at the base of Sawnee Mountain as their
class project. The tree house is the first of its kind in the southeast and was completed in May 2007. “What a
privilege it is for Leadership Forsyth to be a part of Sawnee Mountain Preserve,” Leadership Forsyth 2006 class
member Mark Kobus said. “Building a tree house in a wooded setting where children can play and enjoy being
part of nature was a blessing for our group.” One of the main trails at the Preserve was also the recipient of a
$75,000 trail grant from the Georgia Department of Natural Resources, and local Boy Scouts assist with
ongoing trail maintenance and upkeep.

        “Forsyth County‟s uniqueness serves as impetus for the community to partner on projects such as this,”
Interim County Manager Doug Derrer said. “A collaborative effort like the preservation of Sawnee Mountain is
a perfect example of government, business and community working together for the good of all.”
        Forsyth County government displayed commitment to the ongoing viability of the project with the hiring
of full-time staff members. Program Manager Matthew Pate was hired in January 2004, Program Supervisor
Carrie Toth came on board in January 2006 and final additions of Program Coordinator Christopher Leblanc
and Admin Tech Nikki Belmonte in 2007-08. Under the leadership of staff, the county has focused on
developing programming at the Preserve both for the public and for schools, with a spotlight on environmental
education, nature and adventure recreation.
       In January 2007, work began on Phase II of the project. Completed in March 2008, Phase II includes the
Sawnee Mountain Preserve Visitor Center, hiking trails and a tree canopy walk. The first facility of its kind in
the county, the Visitor Center serves as the administrative home to the Parks and Recreation Department‟s
Outdoor Division. The Visitor Center features classrooms, a laboratory, interpretive gardens and exhibits
focused on the three major themes of the Preserve and its programs: preservation, conservation and stewardship.
A $10,000 Local Assistance Grant from the Georgia Department of Community Affairs assisted in developing

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the Center‟s classroom, library and laboratory. The 5,600-square foot Visitor Center has to-date welcomed over
11,000 visitors and offered over 70 programs. More than 2,500 students from public, private and home schools
have visited the Center, and the hiking trails are frequented by the Forsyth County Senior Services Hiking Club.
The building was designed by a local architect, Garland Reynolds and completed by Atlanta‟s Houser-Walker
Architecture. The building is Forsyth County government‟s first “Green Building”. The building used
sustainable design principles that if pursued could have garnered LEED‟s certification. Some of the green
principles employed were: sustainable flooring, recycled flooring, waterless urinals, CFL lighting, 16 SEER
HVAC programmable systems, High pressure hand driers, local woods, copious amounts of double pane
windows for natural lighting, 2200gl rain collection system, exeriscaping, reuse water for the water feature and
pervious pavers in parking spaces.

       For its efforts in October 2008, the Visitor Center garnered the Georgia Urban Forestry Council‟s award
for “Most Outstanding Development.” Projected annual visitation is 30,000 to 35,000.

        Forsyth County‟s commitment to green space has not ended with this project. On February 5, 2008,
Forsyth County voters approved the issuance of a $100 million Parks/Recreation and Green Space General
Obligation Bond. The issue received overwhelming voter approval of 69-70% countywide. Approximately $36
million of this bond is earmarked for green space. “With funding from this bond, the impact of the Sawnee
Mountain Preserve and other green space projects will be seen for generations to come,” Forsyth County
District 2 Commissioner Brian Tam said. “Green space and parks are a tremendous amenity to a community and
we are fortunate that our voters recognized that and supported this bond.”

        The Sawnee Mountain Preserve project addressed the need for green space in a county where active
recreation heavily dominated the parks facilities. Public response from the county‟s Comprehensive Recreation
Plan and the community‟s Envision 2030 project proved that residents wanted more passive areas and open park
spaces. Ultimately, the preservation of Sawnee Mountain helped shift the perspective of the Parks and
Recreation Department and county government officials in realizing that parks and recreation is more than just
athletics. “Programming for the Parks and Recreation Department has entered a new era,” Outdoor Program
Manager Matthew Pate said. “We will be focusing on more natural, cultural and historical offerings, and using
more sustainable designs in our new facilities.”
       “Other communities can embrace this concept through partnerships, by pooling efforts and resources,
and by seeking grant funds,” Director of Parks and Recreation Jerry Kinsey said. “No one entity could have
accomplished this feat alone, and, had it been an individual rather than community effort, we would not today
have so many people and organizations taking such pride and ownership of it.”
        “If communities have a precious gem such as Sawnee Mountain that is in peril of being lost, a grass
roots effort is a great approach,” Forsyth County Board of Commissioners Chairman Charles Laughinghouse
said. “Partnerships between the county government, community organizations, individuals, businesses, civic
groups and others are what can lead to successful preservation efforts. We are proud of this project and look
forward to preserving and protecting additional green space for future generations.”



Outdoor Recreation Program Position Descriptions


Full Time Staff Position Responsibilities



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Outdoor Program Manager (OPM)

      Directly supervises OPS, OPC„s and Admin Tech.
      Program implementation/support for all program areas as needed
      Primary responsibility for ECCKF, FBSKR, and other special events as needed
      Responsible for the overall administration; including risk management, budget,
      Programming, directing, supervising, etc.


Outdoor Program Supervisor: (OPS)

      Responsible for all EE programs
      EE Camp Programs and EE Youth Programs
      Responsible for purchase, maintenance, and use of Canopy Walk
      Responsible for purchase, maintenance, and use of Tree Climbing
      Primary responsibility for special events, Shindig, Fall Fest, Water Fest
      Manage seasonal camp and youth staff and EE intern
      Responsible for purchase, maintenance, and use of all EE equipment
      Manage year-round, part-time and volunteer land staff
      Responsible for purchase, maintenance, and use of shared equipment


Outdoor Program Coordinator: (Adventure) Land and Water (OPC)

      Land and Water skills and trips
      Primary responsibility for special events, including Grass in the Grove, XC Races, WFA and WFR,
      Responsible for purchase, maintenance, and use of Canopy Walk
      Camp Programs and Youth Programs
      Manage seasonal camp staff, Intern and OPT.
      Responsible for purchase, maintenance, and use of all canoe/kayak equipment
      Manage year-round, part-time and volunteer land and water staff
      Maintain First Aid kits




Part Time/Seasonal Position Descriptions, Responsibilities, and Pay Levels

We depend upon a dedicated group of volunteers and part-time staff who are actively involved in all aspects of
our program, including staff meetings where program directions are discussed, staff trainings where information
is shared by all, and trips and classes where all this behind the scenes work pays off! As such, it is essential that
staff are involved in all these important aspects of our program. Therefore, the following guidelines have been
established.

Position
Head Instructor

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Purpose

    To act as the supervisor of specific activity area (i.e. Rock Climbing), and report directly to the Program
    Coordinator all aspects of program area, as well as assessing staff and making recommendations for
    promotions. Responsible for overall specific program operations.

Sample Duties

   Provide monthly reports (as needed) to the program coordinator on program evaluations, staff performance,
    and program performance.
   Oversees semi-annual equipment inspection for program area.
   Ensure that each program has appropriate number and level of staff for implementation.
   Conducts client intake and program design for special contract programs
   Participates and provides feedback in semi-annual risk management meeting.
   Act as primary contact for all program staff before, during, and following programs.
   Assess program staff on a quarterly basis.
   Maintains an in-depth understanding of all aspects of outdoor programming theory and practice, and can
    provide appropriate instruction and mentoring to all staff.
   Maintains current certifications appropriate to program area.

Minimum Qualifications

   Current WFA with CPR (WFR preferred)
   Current certification related to program area
   Pass program specific written exam
   Complete interview with Program Coordinator and Manager
   Final approval by Program Manager
   MVR background check to drive Fleet Vehicles

Pay Scale
 $10/Hour for Administrative Duties Performed
 $150/Day for programs worked

Lead Instructor

Purpose

    To plan and implement program specific activities, maintain direct communication with Head Instructor,
    and supervise Assistant Instructors and Apprentices in programs. Responsible for the safety, effectiveness,
    and quality of programs when acting as Lead Instructor.


Sample Duties

   Create detailed program and emergency action plan for each program, then submit to Head Instructor for
    approval
   Prior to, during and following a program, delegate appropriate responsibilities to Assistant Instructors and
    Apprentices
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   Collect and secure documents related to program participation (i.e. Waiver, Medical, and Consent to Treat
    Forms)
   Safely and effectively implement a program
   Manage Participants in a natural environment while mitigating inherent risk and hazards
   Complete program evaluation and assistant staff assessment
   Assist in semi-annual equipment inspections
   Provide continuous feedback to the Head Instructor on all aspects of program structure

Minimum Qualifications

   Hold Current WFA/CPR
   Acted as Assistant Instructor for minimum of 2 trips prior to promotion
   Completed evaluation with Head Instructor
   Hold endorsement for Lead Instructor from Head Instructor
   Approval by Program Coordinator
   MVR background check to drive Fleet Vehicles

Pay Scale

   $100/day for programs worked

Assistant Instructor

Purpose

    To assist the Lead Instructor in program planning, implementation and evaluation. Shares the responsibility
    of participant safety and program quality with the Lead Instructor.

Sample Duties

   Assist Lead Instructor in technical duties related to program implementation
   Assist in managing group and risk related to program
   Assist in gathering documents, equipment, and transportation related to program

Minimum Qualifications

   Current First Aid/CPR
   Attended program specific staff training OR approval from program coordinator
   Completed evaluation with Head Instructor
   Approved by Head Instructor

Pay Scale

   $70/Day for programs worked

Program Apprentice

Purpose
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To assist both Assistant and Lead Instructors in the basic technical elements of program implementation. Main
goal is to become familiar with program design, management, and implementation.

Sample Duties

   Assist in gathering equipment for program
   Perform technical duties as directed by Lead Instructor

Minimum Qualifications

   Must have acted in a participant role in a beginning skills program OR have previous activity experience
    with program coordinator approval
   Must have taken program specific staff training

Pay Scale

   Volunteer based position
   Receives program specific technical training for free


Internship Program

On occasion, the FCPRD program division will sponsor student internships. Job descriptions, required skills,
and supervisory responsibilities are developed on a per case basis.

Objectives

       To assist the student in gaining experience and knowledge of leadership in program areas by involving
        the student in as many of these areas as possible
       To assist the student in gaining experience in facility and program management
       To assist the student in developing an understanding of human relations and to develop the skills to
        work with other people who may have different philosophical or political views

General Information

Interns are directly supervised by a Forsyth County Park and Recreation Employee and will be scheduled to
receive experience in most of the following areas:
     General department operations
     Camps, classes & special events
     Administrative procedures
     Rec Trac software
     Website maintenance
     Program marketing
     Other areas management staff deems necessary

Special Project


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Interns are required to successfully complete a special project during the internship. This exercise is designed
to give the intern the opportunity to plan and complete a significant work assignment. This project should be
valuable to both the company and the intern. Documentation and reporting are required.

Other Requirements

      Visit and observe operations at other Forsyth County Park and Recreation Department parks.
      Attend one Commission meeting, one Forsyth County Park and Recreation Board meeting, and one
       Georgia Recreation & Park Association (GRPA) meeting if it occurs during their internship.
      Attend staff meetings as required

                           Emergency Procedures and Guidelines
Non-Emergency Communication

Notify the Manager, Program Coordinator, or Head Instructor of any significant changes or events with your
program (See Emergency Numbers List). This should be done in the case of minor participant injuries (anything
needing treatment), changes to trip destinations or significant route changes, changes to scheduled return to
meeting site, etc.

Emergency Communication

In the event of a serious accident, significant incident, or if you call emergency services, contact a full-time
outdoor staff from the Emergency Numbers List as soon as possible. If leaving a message, make sure you give
as much pertinent information as possible. Full-Time staff will be responsible for contacting the affected
individual(s) family, guardians, or emergency contact. Continue to monitor remaining uninjured participants,
and return immediately to the preserve visitor center if possible. Staff should refer any media to the program
manager.


Missing Person Procedure

The following guidelines are to be followed in the event that a person is determined to be missing from their
group while participating in an Outdoor Program.

Categories of Missing Person

12 and Under – This category of a missing person should have the most cause for alarm. This category of
missing person takes a high priority and the appropriate resources should be assigned to this situation to ensure
a quick response.

13 through 17 – Because of their age, teenagers are often given more flexibility and a wider boundary. In many
instances they lose track of time and fail to show up at an agreed upon location. Unless presented with
information that causes additional concerns, whatever resources deemed necessary to assist in the search shall
be assigned.

Adults – Only a minimal response to the situation is required, unless additional information is presented that
causes concern.

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Adults with special needs or medical problems – When confronted with a missing adult with special needs or
medical problems such as Alzheimer„s, whatever resources deemed necessary to assist in the search shall be
assigned.

The following information should be gathered to assist in the search:
    Name
    Age
    Sex
    Race
    Hair and eye color
    Distinguishing marks
    Clothing description
    Place the person was last seen
    Direction of travel
    Health, physical disabilities or special medical needs
    Where is the vehicle parked that brought them into our facility/to the program site
    The location were the reporting person is located
    How long the person has been missing

Forsyth County Parks and Recreation Facilities

While program is being conducted within FCPRD facilities, the Facility Manager and staff are to be notified of
the missing person. They will enact their Missing Person protocol. Remain with the rest of the group and
maintain contact with base.

Off-Site Facilities

Once person is determined to be missing, group remains where they are and begins to shout the individual„s
name, listening for a response.
Hasty Search consists of teams of 3 people searching the nearest and most likely areas (eg, campsite, trail,
bathrooms, parking lot, place last seen). This should last no more than 20-30 minutes.
Area Search consists of teams of 3 people covering a wider boundary than Hasty Search. Use maps of local area
if available, and plan who will go where. Area Search should take no more than 1 hour. If missing person is still
not located, a Messenger Team should be formed to leave the immediate area to contact local authorities and
acquire additional help. Continue to search until the person is located or the search is called off by the
appropriate coordinating agency. All searches are subject to maintaining staff to participant ratios.


Emergency Numbers List

                                         FCPRD Emergency Phone list

                                  Police Department      911
                                  Fire Department        911
                             Poison Control Center 1-800-282-5846



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                                            Park Offices
               Central Park Office                           770-781-2215
               Central Park Recreation                       678-455-8540
               Center
               Sharon Springs Park Office                    770-205-4646


         Director                   Outdoor Divison Manager             Program Supervisor
       Jerry Kinsey                       Matt Pate                        Carrie Toth
   Office: 770-781-2215              Office: 770-781-2215              Office: 678-455-8540
  Work Cell: 678-410-6459           Work Cell: 678-410-6467           Work Cell: 678-873-6860


                                    Safety and Risk Manager
                                       Elizabeth Keller
                                     Office: 678-965-7166
                                    Work Cell: 404-392-9188
                                      Cell: 770-313-8359



                                 Accident and Incident Reporting

The mission of the county parks and recreation is to provide safe and fundamentally sound facilities and
programs. One method of achieving this goal is to analyze the cause of any accidents or incidents and to prevent
their reoccurrence. Complete information on all incidents and accidents is required to analyze and correct
unsafe situations or material and for potential insurance claims and law suits.

An Incident/Accident Report Form must be completed when:

1. ALL accidents or incidents resulting in injury to any person or damage to any property.
2. OTHER incidents that require investigation or action by location personnel.
3. NEAR MISSES or HAZARDOUS SITUATIONS that could cause injury or damage.

In writing an incident report of an injury, render as much assistance as possible first, and be supportive. Use the
following criteria as a guide:

      Gather the facts pertaining to the incident (time, weather, location, persons involved, witnesses’
       names, addresses, and telephone numbers).
      Obtain written statements if possible.
      NEVER let the victim fill out the Incident Report, and always use phrases like, ―the victim said or
       ―the witness said.
      NEVER give out a copy of the incident report; they are for ―in-house communication only. Be factual
       rather than judgmental. Your opinion can be expressed later in the investigation.
      NEVER assume responsibility for injury to a visitor, guest, or persons outside of the agency.
      Remember, the incident report is public record and may be used in court in the event of litigation. The
       incident report should be written as complete as possible and so that it can be easily understood.

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      The report should then be forwarded immediately to your supervisor. Incident reports involving injury to
       visitors or damage to any property shall be photocopied and that copy forwarded to the Director of
       Human Resources as soon as possible.


                                                   First Aid

First Aid Kit Use and Requirements


When to Carry

A current program First Aid Kit must accompany all Outdoor Program trips, classes and trainings. This kit
should be checked upon issue to ensure proper contents and appropriate condition, inspection is marked on the
appropriate activity specific equipment reservation form. Activity program kits are located at the Sawnee
Mountain Preserve Gear closet.


Reporting Problems

Staff should report any kit loss, damage or significant usage of supplies to Head Instructor or Program
coordinator immediately.

Maintenance Schedule

First aid kits shall follow the same inspection guidelines as the rest of the equipment noted within the
Equipment Care and Maintenance section of the SOP.

Anaphylaxis Kit: All Outdoor Program First Aid Kits which will be used in a ―wilderness
setting (off CCPRC Property) will have an epinephrine delivery system added to them.
Currently, we use an EpiPen, 2 in each kit.
References: Incident Forms and Accident Forms
Please see the Wilderness Medical Associates protocols.


General Medical and First Aid Protocols

The minimum standard of care provided to participants in the Outdoor Program follows basic First Aid and
American Heart Association Heartsaver CPR. Staff may have certifications which surpass these, and each staff
may perform First Aid to the level and standard which they are trained and certified.


Recognized Certifications

CPR Certifications

American Red Cross CPR for the Professional Rescuer
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Wilderness Medical Associates

First Aid Certifications

Wilderness Specific Provider (WMA, SOLO, WMI): Wilderness First Aid
Wilderness Specific Provider (WMA, SOLO, WMI): Wilderness Advanced First Aid
Wilderness Specific Provider (WMA, SOLO, WMI): Wilderness First Responder
EMT or Paramedic Certifications
Registered Nurse
Medical Degree



Wilderness Protocols

The Outdoor Program recognizes and endorses the Wilderness Protocols included in the curriculum of
Wilderness First Responder, Wilderness Advanced First Aid and Wilderness First Aid Courses.


Outdoor Program First Aid Protocols

For all outdoor programs, staff must have a minimum of First Aid and CPR training.


Anaphylaxis Protocol

Staff will follow protocols specific to the agency in which they hold their appropriate certifications relating to
Anaphylaxis. The outdoor division of Forsyth County Parks and Recreation recommends prophylactic care whenever
possible.


Epi-Pen Requirements

      Outdoor Program staff will only administer epinephrine when properly trained and qualified by an
       appropriate certifying medical association.
      Epi-Pens and Epi-Jets are the only methods approved for administration by county staff.
   


                       Behavioral Standards for Staff and Participants


Staff Behavior

Staff members are expected to conduct themselves in accordance with county wide guidelines for behavior and
conduct, as well as the ethics and values held by the Outdoor Division. Because outdoor programming holds
such high levels of risk and accident potential, as well as such power as a catalyst for change, staff must conduct
themselves in a superior manner.
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Tobacco

Staff members are encouraged to follow healthy lifestyles both at work and on the job. However; smoking,
chewing tobacco and snuff are all prohibited while staff members are conducting programs in front of
participants. During extended programs and overnight trips, staff may take breaks if agreed upon by co-
facilitators, and supervision is maintained by a qualified staff member.


Alcohol

Alcohol is not permitted in any program by staff or participants. Violation of this policy will result in
immediate termination of staff and immediate expulsion of participants without refund.


Illegal Drugs

All staff members are prohibited from possessing or using any illegal drugs. Possession or use of illicit drugs
by staff will result in immediate termination. Random drug screenings are conducted for all county employees.


Personal Relationships

Staff members are not to engage in personal or intimate relationships with participants during the operation of
any program. Any subsequent relationship with past participants must be initiated and conducted outside of the
program environment. Staff are also discouraged from excessive shows of affection or demonstration of
personal relationships between staff members during programs.


Physical Contact

Assisting with securing a harness, teaching a kayak roll, or adjusting a backpack can not be performed without
physical contact. This contact must first be announced to the participant, and their approval gained. Then the
contact must be carried out in a manner which is professionally appropriate and directly related to the
activity/skill being taught.


Youth/Camp Programs

Staff should model appropriate behavior for our participants. Therefore, all staff members are expected to sleep
in single sex tents, unless a married couple staffs a program. Staff will not share tents with campers unless
dictated by special circumstances.


Participant Behavior


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As outdoor enthusiasts, many of us have become accustomed to activities like sharing tents and going to the
restroom with other group members in the area and within visual contact. However, our participants may not
have reached that same level of comfort with these or other activities. In conducting our programs, we must
attempt to educate participants about standard practices among outdoor enthusiasts, while providing them an
environment which is both physically and emotionally safe.




                                  Lightning Procedures and Drills

Background

Lightning strikes approximately 1,000 people annually in the United States, causing fatalities in about 1/3 of
these cases. Most of these cases involve persons in outdoor, open areas during the period preceding, during, or
after a lightning storm. Lightning storms move at speeds of 25 mph or more and lightning can strike as much as
30 miles ahead of or following the main rain cell of a lightning storm, striking from a clear blue sky. Because of
this, visual means of lightning detection is inadequate. Further, persons must seek shelter in advance of the
visual lightning or the main rain cell. The only true safe location for an individual is in a 4 sided enclosed
building or in an enclosed vehicle.


Guidelines

Staff should be aware and understand local weather patters and recheck weather reports as needed to make the
most informed decision. Spot the lightning. Count the number of seconds until thunder is heard. If thunder
follows lightning within 30 seconds, strike was approximately within 6 miles of your location and you should
proceed with lightning drill. If thunder follows lightning by longer than 30 seconds, Lead Instructor and/or staff
should enter into a Lighting Alert phase.


Lightning Alert

When lightning and thunder are detected, staff should enter into an alert state and begin considering or
modifying the activity to ensure safety of participants. If the interval between lightning and thunder is less than
30 seconds, staff and students will consider seeking an appropriate location and entering into the lightning drill.


Lightning Drill
Water (Open Water)

Get boats to shore/edge of water
If practical, get participants out of boats and move away from water„s edge.

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If solid shore can„t be reached, spread group out with about 20 feet between people, with staff positioned at the
boundaries. If practical keep moving towards safety.
If still in boats, do not remove PFD„s, stay low in boats without paddles in hand.

Water (Moving)

When in moving water, the river is typically an environment that is safer than shore. Continuing down the river
during a lightning storm during a program is left to Lead or Head Instructor judgment.


Land

Spread group out with about (20) feet between people, with staff positioned at the boundaries. If practical keep
moving towards safety. Note; when on or near rock faces, to seek shelter low and off the ridgeline. If possible
and remember that lightning travels readily through rock. Avoid wide, open areas if possible. Instruct
participants to sit/crouch on backpacks/ensolite pads with feet drawn in close to body. If storm approaches in
the evening while students and staff members are in tents, and no vehicle/building is in close proximity,
consider previous suggestions. Decisions are ultimately based upon Head or Lead Instructor discretion.


Challenge Course

Facilitators should follow the general procedures and guidelines as directed above. At the first signs of
inclement weather, facilitators should monitor weather updates. Evacuate the High Challenge Course at the first
signs of inclement weather, including change in wind speed, direction or temperature, dark clouds and/or distant
thunder. The group should seek shelter in the Visitor Center.

Continue and follow up

Staff will not continue travel/program for at least 15 minutes following any subsequent lightning strikes that are
within 6 miles of the site, or position becomes unsafe.


                                  Vehicle Operating Procedures
Staff will refer to the county Fleet Vehicle Handbook for operation, maintenance, and emergency protocol.


                               Environmental Considerations
              It is the Forsyth County Parks and Recreation Outdoor Division‘s goal to raise
              awareness and educate its participants about the importance of preserving our
              most precious resource. The Outdoor Division has adopted the 7 Leave No Trace
              principles and it is our intention to pass this information on to our participants.


Leave No Trace Guidelines
(http://www.lnt.org/TeachingLNT/LNTEnglish.php)
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1. Plan Ahead and Prepare

      Know the regulations and special concerns for the area you„ll visit.
      Prepare for extreme weather, hazards, and emergencies.
      Schedule your trip to avoid times of high use.
      Visit in small groups. Split larger parties into groups of 4-6.
      Repackage food to minimize waste.
      Use map and compass to eliminate the need for tree scars, rock cairns, or ribbon

2. Travel and Camp on Durable Surfaces

      Durable surfaces include established trails and campsites, rock, gravel, dry grasses or snow.
      Protect riparian areas by camping at least 200 feet from lakes and streams.
      Good campsites are found not made. Altering a site is unnecessary.
      In popular areas:
           o Concentrate use on existing trails and campsites.
           o Walk single file in the middle of the trail, even when wet or muddy.
           o Keep campsites small. Focus activity in areas where vegetation is absent.
      In pristine areas:
           o Disperse use to prevent the creation of campsites and trails.
           o Avoid places where impacts are just beginning.

3. Disposal of Waste Properly

      Pack it in, Pack it out. Inspect your camp sites and rest areas for trash or spilled foods. Pack out all trash,
       leftover food, and litter.
      Deposit solid human waste in catholes dug 6 to 8 inches deep at least 200 feet from water, camp, and
       trails. Cover and disguise the cathole when finished.
      Pack out toilet paper and hygiene products.
      In temperate coastal zones deposit solid human waste below the high tide mark.
      To wash yourself or your dishes carry water 200feet away from streams or lakes and use small amounts
       of biodegradable soap; scatter strained dishwater.

4. Leave What You Find

      Preserve the past: examine, but do not touch, cultural or historical structures and artifacts.
      Leave rocks, plants, and other natural objects as you find them.
      Avoid introducing or transporting non-native species.
      Do not build structures, furniture or dig trenches.

5. Minimize Campfire Impacts

      Campfires can cause lasting impact on the backcountry. Use a lightweight stove for cooking and enjoy a
       candle lantern for light.
      Where fires are permitted, use established fire rings, fire pans, or mound fires.
      Keep fires small. Only use sticks from the ground that can be broken by hand.
      Burn all wood and coals to ash, put out campfires completely, then scatter cool ashes.

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6. Respect Wildlife

      Observe wildlife from a distance. Do not follow or approach them.
      Never feed animals. Feeding wildlife damages their health, alters natural behaviors, and exposes them to
       predators and other dangers.
      Protect wildlife and your food by storing rations and trash securely.
      Control pets at all times, or leave them at home.
      Avoid wildlife during sensitive times: mating, nesting, raising young, or winter.

7. Be Considerate of Other Visitors

      Respect other visitors and protect the quality of their experience.
      Be courteous. Yield to other users on the trail.
      Step to the downhill side of the trail when encountering pack stock.
      Take breaks and camp away from trails and other visitors.
      Let nature„s sounds prevail. Avoid loud voices and noises.




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                              Equipment Care and Maintenance

Routine Care

Equipment is to be stored in appropriate locations, out of direct sunlight and away from caustic
materials/chemicals. Organization is extremely important in the upkeep of equipment-put it back where it
belongs!

Lead instructors will conduct pre-trip and post-trip inspections of equipment and log usage in appropriate
folders.

Lead instructors are responsible for reporting maintenance needs on the Equipment Repair Work Order to the
activity specific Head Instructor.

Head instructors are responsible for repair or scheduling repairs, and retirement of equipment. If equipment is
due to be retired, the head instructor will notify the program coordinator by submitting the Equipment
Retirement Form.


Inventory and Inspection

Complete program equipment inventory and inspection will be conducted annually. Notes will be logged on the
Equipment Inventory Spreadsheet.

The annual inspection includes visual and tactile assessment of the equipment to ensure that it is in proper
working order.

All staff is responsible for participating in the annual equipment inventory and inspection.

See activity specific sections within the policy manual for more detailed information on equipment use,
maintenance and repair.




                                                 Canoeing

Participation and Staffing

      Staff to Participant Ratio must be 1:5
      Initial instructor must be at minimum approved as a lead instructor within the Outdoor Division. Second
       instructor may be approved as an assistant or apprentice level.
      Participants must be at least 12+ years of age to participate alone. Children between the ages of 8-12
       may participate with a parent or legal guardian present.


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          Maximum Participation number is dependent upon activity venue and is left to Head Instructor
           discretion.


Pre-Program Requirements

          Head Instructor will assign a Lead Instructor for the program.
          Lead Instructor will contact participants 3 days before the program departs, discuss prior experience,
           what to expect, and what to bring.
          Lead Instructor will select assistant/apprentice instructors as needed.
          Lead Instructor will complete program plan and submit to Head Instructor for approval.
          Lead Instructor will contact participants, establish, and conduct a Pre-Trip meeting (as needed).
          Lead Instructor will themselves, or assign assistants, to pull and inspect gear for program, complete
           Program Equipment Checklist, and submit to Head Instructor.
          Lead Instructor will make sure transportation is secured, inspected, and has gas prior to departure (for
           appropriate trips).


Program Implementation Requirements

          Lead Instructor will conduct Pre-Trip/Program discussion covering such topics as inherent risk,
           expected behavior, safety, and program overview. Participants must be allowed to opt out of
           participation at this time.
          All instructors will follow curriculum specific to the activity at the Lead Instructor discretion, dependent
           upon group functioning levels, need to cover topics, and time allowances. Topics that must be presented
           and assessed include:
               o Guided Trips follow ACA Smartstart Paddling curriculum (see
                    http://www.americancanoe.org/atf/cf/{74254DC2-74B4-446F-92BE-
                    547992272AB7}/SmartStart.pdf)
               o Instructional Programs follow appropriate ACA curriculum guidelines as approved by the Head
                    Instructor.
          Instructor(s) must maintain visual contact with ALL participants while participating in waterfront1
           activities. Participants should be encouraged to travel to restrooms, vehicles, etc. in pairs or with the
           group as a whole.


Post-Program Requirements

          Participants must be given a program evaluation form. Participation is optional but highly encouraged.
          Lead Instructor is responsible for post-program debrief with other instructors (as appropriate)
          Lead Instructor is responsible for completing staff assessments and/or promotion suggested (as
           appropriate)
          Lead Instructor is responsible for completing program summary report
          Lead instructor is responsible for ensuring equipment is inspected, cleaned and put away properly
           following the program.


1
    Waterfront is defined as the area within 10 feet of any body of water.
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     Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
      incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
      Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
      review the document, and report it to the WRMC.



                                                Kayaking

Participation and Staffing

     Staff to Participant Ratio must be 1:5
     Initial instructor must be at minimum approved as a lead instructor within the Outdoor Division. Second
      instructor may be approved as an assistant or apprentice level.
     Participants must be at least 12+ years of age to participate alone. Children between the ages of 8-12
      may participate with a parent or legal guardian present.
     Maximum Participation number is dependent upon activity venue and is left to Head Instructor
      discretion.


Pre-Program Requirements

     Head Instructor will assign a Lead Instructor for the program.
     Lead Instructor will select assistant/apprentice instructors as needed.
     Lead Instructor will contact participants 3 days before program departs, discuss prior experience, what
      to expect, and what to bring.
     Lead Instructor will complete program plan and submit to Head Instructor for approval
     Lead Instructor will contact participants, establish, and conduct a Pre-Trip meeting (as needed)
     Lead Instructor will themselves, or assign assistants, to pull and inspect gear for program, complete
      Program Equipment Checklist, and submit to Head Instructor.
     Lead Instructor will make sure transportation is secured, inspected, and has gas prior to departure (for
      appropriate trips)


Program Implementation Requirements

     Lead Instructor will conduct Pre-Trip/Program discussion covering such topics as inherent risk,
      expected behavior, safety, and program overview. Participants must be allowed to opt out of
      participation at this time.
     All instructors will follow curriculum specific to the activity at the Lead Instructor discretion, dependent
      upon group functioning levels, need to cover topics, and time allowances. Topics that must be presented
      and assessed include:
          o Guided Trips follow ACA Smartstart Paddling curriculum (see
              http://www.americancanoe.org/atf/cf/%7B74254DC2-74B4-446F-92BE-
              547992272AB7%7D/SmartStart.pdf)
          o Instructional Programs follow appropriate ACA curriculum guidelines as approved by the Head
              Instructor.
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          Instructor(s) must maintain visual contact with ALL participants while participating in waterfront2
           activities. Participants should be encouraged to travel to restrooms, vehicles, etc. in pairs or with the
           group as a whole.



Post-Program Requirements

          Participants must be given a program evaluation form. Participation is optional but highly encouraged.
          Lead Instructor is responsible for post-program debrief with other instructors (as appropriate)
          Lead Instructor is responsible for completing staff assessments and/or promotion suggested (as
           appropriate)
          Lead Instructor is responsible for completing program summary report
          Lead instructor is responsible for ensuring equipment is inspected, cleaned and put away properly
           following the program.
          Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
           incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
           Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
           review the document, and report it to the WRMC.



                                    Outdoor Rock Climbing-Top Rope

Participation and Staffing

          Staff to Participant Ratio must be 1:5
          Initial instructor must be at minimum approved as a lead instructor within the Outdoor Division. Second
           instructor may be approved as an assistant or apprentice level.
          Participants must be at least 12+ years of age to participate alone. Children between the ages of 8-12
           may participate with a parent or legal guardian present.
          Maximum Participation number is dependent upon activity venue and is left to Head Instructor
           discretion.


Pre-Program Requirements

          Head Instructor will assign a Lead Instructor for the program.
          Lead Instructor will select assistant/apprentice instructors as needed.
          Lead Instructor will contact participants 3 days before the program begins, discuss prior experience,
           what to expect, and what to bring.
          Lead Instructor will complete program plan and submit to Head Instructor for approval
          Lead Instructor will contact participants, establish, and conduct a Pre-Trip meeting (as needed)
          Lead Instructor will themselves, or assign assistants, to pull and inspect gear for program, complete
           Program Equipment Checklist, and submit to Head Instructor.
2
    Waterfront is defined as the area within 10 feet of any body of water.
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       Lead Instructor will make sure transportation is secured, inspected, and has gas prior to departure (for
        appropriate trips)




Program Implementation Requirements

       Lead Instructor will conduct Pre-Trip/Program discussion covering such topics as inherent risk,
        expected behavior, safety, and program overview. Participants must be allowed to opt out of
        participation at this time.
       All instructors will follow curriculum specific to the activity at the Lead Instructor discretion, dependent
        upon group functioning levels, need to cover topics, and time allowances. Topics that must be presented
        and assessed include:
            o Harness and Helmet: Proper Use, Fit, and Care
            o Belay Methods and Skills
            o Figure 8 Knot Tying Methods and Skills
            o Belay/Climber communication procedures
            o Identification of proper/improper knots and belay methods.
       Fixed anchors must be assessed by the Lead Instructor prior to anchor set-up. Natural, passive and
        active anchors must be evaluated by Lead prior to climbing.
       Instructor(s) must maintain visual contact with ALL participants while participating in a high angle
        environment3. Participants should be encouraged to travel to restrooms, vehicles, climbing areas, etc. in
        pairs or with the group as a whole.
       Participants must be checked off to belay and tie appropriate knot (figure 8) by an instructor prior to
        being allowed to belay without an instructor as a backup.


Post-Program Requirements

       Participants must be given a program evaluation form. Participation is optional but highly encouraged.
       Lead Instructor is responsible for post-program debrief with other instructors (as appropriate)
       Lead Instructor is responsible for completing staff assessments and/or promotion suggested (as
        appropriate)
       Lead Instructor is responsible for completing program summary report
       Lead instructor is responsible for ensuring equipment is inspected, cleaned and put away properly
        following the program.
       Lead Instructor is responsible to ensure the rope log is filled out correctly.
       Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
        incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
        Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
        review the document, and report it to the WRMC.




3
  High Angle Environment is defined by the Outdoor Division as any environment in which a misstep, slip, or fall could potentially
result in serious bodily injury or death.
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                                                             Caving

Participation and Staffing

          Staff to Participant Ratio must be 1:5 (minimum 2 instructors)
          Initial instructor must be at minimum approved as a lead instructor within the Outdoor Division. Second
           instructor may be approved as an assistant or apprentice level.
          Participants must be at least 12+ years of age to participate alone. Children between the ages of 8-12
           may participate with a parent or legal guardian present.
          Maximum Participation number is dependent upon activity venue and is left to Head Instructor
           discretion.

Pre-Program Requirements

          Head Instructor will assign a Lead Instructor for the program.
          Lead Instructor will select assistant/apprentice instructors as needed.
          Lead Instructor will contact participants 3 days before program departure, discuss prior experience, what
           to expect, and what to bring.
          Lead Instructor will complete program plan and submit to Head Instructor for approval
          Lead Instructor will contact participants, establish, and conduct a Pre-Trip meeting (as needed)
          Lead Instructor will themselves, or assign assistants, to pull and inspect gear for program, complete
           Program Equipment Checklist, and submit to Head Instructor.
          Lead Instructor will make sure transportation is secured, inspected, and has gas prior to departure (for
           appropriate trips)


Program Implementation Requirements

          Lead Instructor will conduct Pre-Trip/Program discussion covering such topics as inherent risk,
           expected behavior, safety, and program overview. Participants must be allowed to opt out of
           participation at this time.
          All instructors will follow curriculum specific to the activity at the Lead Instructor discretion, dependent
           upon group functioning levels, need to cover topics, and time allowances. Topics that must be presented
           and assessed include:
               o Inherent Risk related to caving
               o Leave No Trace Ethics relating to caving
               o Proper Equipment and Maintenance
               o Safety and Risk management within a cave environment
          Instructor(s) must maintain visual contact with ALL participants while participating in a cave
           environment4. Participants must be informed of the imperative to stay between instructors.


Post-Program Requirements


4
    Cave Environment is defined by the Outdoor Division to be any environment in which no natural light is present.
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     Participants must be given a program evaluation form. Participation is optional but highly encouraged.
     Lead Instructor is responsible for post-program debrief with other instructors (as appropriate)
     Lead Instructor is responsible for completing staff assessments and/or promotion suggested (as
      appropriate)
     Lead Instructor is responsible for completing program summary report
     Lead instructor is responsible for ensuring equipment is inspected, cleaned and put away properly
      following the program.
     Lead Instructor is responsible to ensure the rope log is filled out correctly.
     Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
      incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
      Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
      review the document, and report it to the WRMC.


                          Hiking, Camping and Backpacking

Participation and Staffing
     Staff to Participant ratio must be 1:6
     Hike leader and other instructors must be approved by the Outdoor Division staff.
     Participants must be 12 years of age or older to participate.
     Maximum Participation number is dependent upon activity venue and is left to Hike Leader discretion.


Pre-Program Requirements

     Hike Leader will select other assistant leaders as needed.
     Hike Leader will complete a program plan to submit to the Outdoor Division Program Coordinator. The
      plan must include a route and evacuation routes.
     Hike Leader will contact participants, establish, and conduct a Pre-Trip meeting (as needed)
     Hike Leader will gather and inspect gear needed for the program, complete Program Equipment
      Checklist, and submit to Program Coordinator.
     Participants should receive a gear list and have gear checked prior to leaving for a trip.
      (show examples of clothing/gear at pre-meeting)
     Hike Leader will make sure transportation is secured, inspected, and has gas prior to departure (for
      appropriate trips)
     Participants and staff must complete a hold harmless form prior to trip. Copies should be left
      with the Program Coordinator.


Program Implementation Requirements

     Staff should direct and model accepted trail etiquette and courtesy, including stopping group
      on one side of trail only, announcing presence to other users, etc.
     Staff should be familiar with the area designated for the trip.
     Staff should use games and initiatives to enhance the learning experience in problem solving
      and group interaction.

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     Follow local guidelines and permit requirements.
     Instructor(s) must maintain an accurate count of ALL participants while participating in the program.
      Participants should be encouraged to travel to restrooms, vehicles, etc. in pairs or with the group as a
      whole.
     Practice standard participant management techniques (maintain hydration, take frequent
      breaks, etc.)
     Stop at every trail junction, whether well established or minimal. Wait for entire group to be
      visible.
     Instructors must inform participants of what to do incase they are separated or go missing from the rest
      of the group.
     Have entire group present when presenting important information. (foot care, fitting packs,
      water treatment, hiking together, and hygiene)
     Staff must remain with group at all times except in the case of an emergency.
     Proper camp craft skills/practices will be observed, especially those pertaining to health and
      hygiene.


Post-Program Requirements

     Participants must be given a program evaluation form. Participation is optional but highly encouraged.
     Hike Leader is responsible for post-program debrief with other instructors (as appropriate)
     Hike Leader is responsible for completing staff assessments and/or promotion suggested (as appropriate)
     Hike Leader is responsible for completing program summary report
     Hike Leader is responsible for ensuring equipment is inspected, cleaned and put away properly
      following the program.
     Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
      incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
      Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
      review the document, and report it to the WRMC.



                                     High Challenge Course

Participation and Staffing
     3 staff members are required to run the Canopy Walk.
     Participants must be 10 years of age or older to participate, unless they are summer campers. Summer
      camp participants must be 7 years of age or older.
     Maximum Participation number is 12.
     Head Facilitator must have completed training including rescue techniques.
     Other facilitators must be trained in safety procedures and protocol and must be approved by the Outdoor
      Division staff.


Pre-Program Requirements

     Head Facilitator will select other facilitators.
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     All participants must have a signed, completed Hold Harmless Form before entering
      the course. The Lead Facilitator will review the forms and note any case that may require
      extra caution and/or observation in appropriate situations.
     A First Aid Kit and trained staff must be available on the challenge course.
     Lead Facilitator will gather and inspect gear needed for the program, complete Program Equipment
      Checklist, and submit to Program Coordinator.


Program Implementation Requirements

     Lead Facilitator will conduct Program discussion covering such topics as inherent risk, expected
      behavior, safety, and program overview. Participants must be allowed to opt out of participation at this
      time.
     Instructor(s) must maintain visual contact with ALL participants while participating in Canopy Walk
      activities that occur anywhere above the teaching platform. This includes the ladder.
     All instructors will follow curriculum specific to the activity at the Head Facilitator‟s discretion,
      dependent upon group functioning levels, need to cover topics, and time allowances. Topics that must
      be presented and assessed include:
          o Harness and Helmet: Proper Use, Fit, and Care
          o Lobster Claw use
          o Communication procedures
     Facilitators are the ONLY persons allowed to clip/unclip climbers, and belay.


Post-Program Requirements

     Participants must be given a program evaluation form. Participation is optional but highly encouraged.
     Lead Facilitator is responsible for post-program debrief with other instructors (as appropriate)
     Lead Facilitator is responsible for completing staff assessments and/or promotion suggested (as
      appropriate)
     Lead Facilitator is responsible for completing program summary report
     Lead Facilitator is responsible for ensuring equipment is inspected, cleaned and put away properly
      following the program.
     Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
      incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
      Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
      review the document, and report it to the WRMC.



                                           Tree Climbing
Participation and Staffing
     2 staff members are required to run the Tree Climbing program.
     Participants must be 8 years of age or older to participate, unless they are summer campers. Summer
      camp participants must be 7 years of age or older.
     Maximum Participation number is 20.
     Head Facilitator must have completed technical training including rescue techniques.
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     Other facilitators must be trained in safety procedures and protocol and must be approved by the Outdoor
      Division staff.


Program Implementation Requirements

     Lead Facilitator will gather and inspect gear needed for the program, complete Program Equipment
      Checklist, and submit to the Program Coordinator.
     Lead Facilitator will conduct Program discussion covering such topics as inherent risk, expected
      behavior, safety, and program overview. Participants must be allowed to opt out of participation at this
      time.
     Instructor(s) must maintain visual contact with ALL participants while participating in Tree Climbing
      activities.
     All instructors will follow curriculum specific to the activity at the Head Facilitator‟s discretion,
      dependent upon group functioning levels, need to cover topics, and time allowances. Topics that must
      be presented and assessed include:
          o Harness and Helmet: Proper Use, Fit, and Care
          o Protocol for clipping and unclipping from climbing rig
          o Climbing and descending methods
          o Communication procedures
     Facilitators are the ONLY persons allowed to clip/unclip participants, and belay.


Post-Program Requirements

     Participants must be given a program evaluation form. Participation is optional but highly encouraged.
     Lead Facilitator is responsible for post-program debrief with other instructors (as appropriate)
     Lead Facilitator is responsible for completing staff assessments and/or promotion suggested (as
      appropriate)
     Lead Facilitator is responsible for completing program summary report
     Lead Facilitator is responsible for ensuring equipment is inspected, cleaned and put away properly
      following the program.
     Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
      incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
      Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
      review the document, and report it to the WRMC.


                                    Mountain/Road Biking

Participation and Staffing

     Staff to Participant Ratio must be 1:5
     Initial instructor must be at minimum approved as a lead instructor within the Outdoor Division. Second
      instructor may be approved as an assistant or apprentice level.
     Participants must be at least 12+ years of age to participate alone. Children between the ages of 8-12
      may participate with a parent or legal guardian present.
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     Maximum Participation number is dependent upon activity venue and is left to Head Instructor
      discretion.


Pre-Program Requirements

     Head Instructor will assign a Lead Instructor for the program.
     Lead Instructor will select assistant/apprentice instructors as needed.
     Lead Instructor will contact participants 3 days prior to the program begins, discuss prior experience,
      what to expect, and what to bring.
     Lead Instructor will complete program plan and submit to Head Instructor for approval
     Lead Instructor will contact participants, establish, and conduct a Pre-Trip meeting (as needed)
     Lead Instructor will themselves, or assign assistants, to pull and inspect gear for program, complete
      Program Equipment Checklist, and submit to Head Instructor.
     Lead Instructor will make sure transportation is secured, inspected, and has gas prior to departure (for
      appropriate trips)


Program Implementation Requirements

     Lead Instructor will conduct Pre-Trip/Program discussion covering such topics as inherent risk,
      expected behavior, safety, and program overview. Participants must be allowed to opt out of
      participation at this time.
     All instructors will follow curriculum specific to the activity at the Lead Instructor discretion, dependent
      upon group functioning levels, need to cover topics, and time allowances. Topics that must be presented
      and assessed include:
          o Proper fit and use of helmets
          o Proper fit and use of a bike
          o Identification and avoidance of trail hazards
     Instructor(s) should maintain visual contact with participants while participating in biking activities, and
      must be able to quickly respond to any accident or potential injury.


Post-Program Requirements

     Participants must be given a program evaluation form. Participation is optional but highly encouraged.
     Lead Instructor is responsible for post-program debrief with other instructors (as appropriate)
     Lead Instructor is responsible for completing staff assessments and/or promotion suggested (as
      appropriate)
     Lead Instructor is responsible for completing program summary report
     Lead instructor is responsible for ensuring equipment is inspected, cleaned and put away properly
      following the program.
     Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
      incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
      Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
      review the document, and report it to the WRMC.



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                                            Special Events

Event Planning

All special events must be approved by the division manager, and other Parks and Recreation officials where
appropriate. A special event program file must be completed and include the following prior to implementation:

      A properly completed program plan document
      All marketing materials
      Documented approval from appropriate source
      All liability and third party insurance documentation
      An Emergency Action Plan
      A roster of properly trained/qualified staff
      Documentation of pre-site inspection and a draft of set-up (where applicable)


Event Implementation

During the implementation of special events, the following guidelines must be followed (where applicable):

      Completed participant forms are obtained and held on file
      Properly trained/qualified staff are present and supervising activities
      Proper authorities are present when possible (i.e. park rangers, medical professionals, lifeguards, etc.)
      Appropriate public facilities closures are implemented where necessary (i.e. road closures for bike and
       foot races, etc).
      Appropriate safety gear is worn by participants (i.e. reflective vest in road races, PFD‟s during paddling,
       harness & helmet in climbing, etc).
      Operating Procedures applicable to all activities are followed.

Post-Event Evaluation

      Forms and File are kept for reference for 7 years
      Program Design Summary is completed and kept on file
      Follow up to ensure that all vendors have been paid and contracts have been honored.
      Event Coordinators are responsible for filling out any necessary Incident/Accident Report Form when an
       incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
       Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
       review the document, and report it to the WRMC.



                             Service Projects and Trail Crews
Service Projects


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All service projects must be approved by the Program Coordinator and Division Manager. The following is a
list of items required during service project implementation:

      A properly qualified adult must be present at all times
      A program first aid kit must be present
      Participants must have a completed liability waiver, medical form, and parental consent form (under 18)
       on file prior to beginning service work.
      A properly qualified and trained adult must operate all machinery and equipment.
      Only a trained staff member may operate chain saws
      Lead Facilitators are responsible for filling out any necessary Incident/Accident Report Form when an
       incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
       Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
       review the document, and report it to the WRMC.


Trail Crews

All trail crews and work days must be approved by the Program Coordinator and Division Manager. The
following is a list of items required during trail crew work days:

      A properly trained and qualified adult must be present at all times
      A program first aid kit must be present
      Participants must have a completed liability waiver, medical form, and parental consent form (under 18)
       on file prior to beginning trail work.
      A properly qualified and trained adult must operate all machinery and equipment.
      Only a trained staff member may operate chain saws.
      Trail Crew Chiefs are responsible for filling out any necessary Incident/Accident Report Form when an
       incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
       Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
       review the document, and report it to the WRMC.


Service Learning

All service learning experiences follow basic protocol of other adventure programs:

      Experiences must obtain approval from program coordinator
      A properly qualified Head or Lead Instructor must be present (appropriate to activities being conducted)
      1:5 student/qualified staff ratio
      All necessary paperwork must be completed and on file including:
           o Waivers, Medical Forms, and Parental Consent Forms
           o Program Plan/Forms
           o Emergency Action Plan
      A pre-program meeting is conducted in order to properly inform participants of possible risks and
       hazards to be encountered.
      Appropriate experiential based learning and teaching methods are used.
      Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
       incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
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       Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
       review the document, and report it to the WRMC.




                                        Swimming/Wading

Definition

Wading is defined by the Outdoor Division as any activity in which participants are physically immersed in
moving or non-moving water up to their waist.

Swimming is defined by the Outdoor Division as any activity in which participants are physically immersed in
moving or non-moving water above their waist.


Participation and Staffing

      A minimum of 2 staff members must supervise all swimming or wading activities.
      Participants must be 8 years of age or older to participate.
      Staff to participant ratio must be 1:6.
      All facilitators must be trained in safety procedures and protocol and must be approved by the Outdoor
       Division staff.


Program Implementation Requirements

      Lead Facilitator will conduct program discussion covering such topics as inherent risk, expected
       behavior, safety, and program overview. Participants must be allowed to opt out of participation at this
       time.
      Instructor(s) must maintain visual contact with ALL participants while participating in swimming or
       wading activities.
      The following are guidelines to be followed during ALL programs in which wading or swimming
       occurs:
           o All participants must wear a properly fitting PFD while swimming, or when the potential to swim
               exist, in moving water.
           o A certified lifeguard must be present while participants are swimming without PFD‟s in a non-
               moving water environment. If a lifeguard is not available, PFD‟s must be properly fitted and
               worn.
           o During Backpacking and Hiking Trips in which stream crossings by wading are performed,
               participants must (1) unbuckle their waist and chest harness during a crossing, and (2) utilize the
               proper wading methods.


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     All instructors will follow curriculum specific to the activity at the Head Facilitator‟s discretion,
      dependent upon group functioning levels, need to cover topics, and time allowances. Topics that must
      be presented and assessed include:
          o PFD: Proper fit and use (Program Specific)


Post-Program Requirements

     Lead Instructors are responsible for filling out any necessary Incident/Accident Report Form when an
      incident, accident, or near-miss occurs. The Head Instructor must file the completed form in the Risk
      Management Report Binder, under the “Needs Review” section. The Risk Management Committee will
      review the document, and report it to the WRMC.




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