A survival plan.

Camp professionals' interest in risk management is at an all time high. Today's society is changing rapidly. The demands, standards, and expectations of the public for safe programs and activities are constantly increasing. Courts and juries expect more care from defendants. Many of the trends and directions of our society and legal system are out of our control. Risk management offers camp professionals the opportunity to take more control of their sites and in their programs.

Interest in risk management is evidence that camp professionals recognize the positive influence the risk management process has on the camp environment. It represents a long-term strategy, a survival plan, to ensure your business will endure and preserve an environment where children can grow. Focusing on the development of broad-based risk management skills is one of the best investments a camp can make.

It is shocking to see the large number of plaintiffs' attorneys advertising their services in the yellow pages. Their motto seems to be, "If you are injured, we'll help you get the money you are entitled to." The reality is that there are plenty of attorneys willing and available to help people file lawsuits. What are you doing to defend yourself and your camp against the threat of lawsuits? Do you have a plan to prevent incidents that lead to lawsuits? If you haven't yet developed or refined your camp's risk management plan and strategy, now is the time to start. Buying insurance is not enough. Take the time to review the fundamentals of risk management. It is very easy to get distracted from this vital project; unfortunately, distraction from this task could carry a big price tag.

Fundamentals

Key issues which must be a part of your risk management plan are staff selection, training, and supervision. The most common complaints brought against camps involve improper camper supervision and staff training.

Staff selection

How much time do you devote to staff selection? Are job descriptions for each position framed in nondiscriminatory terms and in compliance with the Americans with Disabilities Act? Will anybody do, or do you make a sincere attempt to find people with the best skills and appropriate behavioral characteristics for your camp environment? How do you maintain your records? Documentation is a critical part of the staff selection process.

You must take staff selection seriously. If the buck stops with you, and you don't check references in a meaningful way, you could be surprised and sorely disappointed. If you don't pursue criminal background checks where required by law, for whatever reason, you could be in trouble. A thorough background check includes motor vehicle records. Imagine the embarrassment of the camp director who hires a driver only to find out after an accident that the operator's license had expired and was not renewed. Or, worse yet, how would you feel if you learned after the accident that your camp driver had a Driving Under the Influence (DUI) conviction? In some states, failure of the vehicle owner to properly check the driving record of an operator is grounds for punitive damages. Punitive damages are permitted when behavior is so reckless that the judge or jury is allowed to punish the defendant by assessing monetary damages, in addition to the compensation of the victims.

Training

Training is another key issue for risk management planning. After you select the best candidates, consider the skills each individual needs to successfully meet job requirements. It is probably not sufficient to accept a Red Cross card as the only evidence of an individual's lifesaving capacities. If you are not conducting tests to verify abilities, you may be considered deficient in your training practices.

Likewise, if you allow someone to miss specialized training because of unusual circumstances, you might also be at risk. This point is emphasized perfectly in the video Camp White Cloud Goes to Court. The head canoe instructor misses training on the lake because of a wedding. The camp director rationalizes that this is acceptable because of the counselor's extensive experience. It is revealed at the trial that, although the instructor had extensive river experience, he had no mountain lake experience. In fact, the unique aspects of the mountain lake were not conveyed completely to the head canoe instructor, an omission which turned out to be deadly. Don't assume that staff know how to perform their duties.

The other key element in training is to document everyone's participation. Be persistent for evidence of course completion from outside organizations. Don't rely on the staff person to follow through. Maintain a diary or follow-up system in your office and use it. Keep copies of presentation outlines used in orientation sessions. If staff miss a training session, be sure they get the training at a later date and document completion.

Supervision

Proper supervision must be maintained at all times. Experience shows that supervision plays a large role in camp safety. Having adequate staff available is only part of the issue. It is also important to have appropriate staff supervising campers. Pay attention to the number of counselors as well as the experience and age of the staff. For example, it makes sense to have more staff supervising younger children. Match experienced counselors with CITs and first-time or foreign counselors.

Develop performance review programs. Follow your guidelines and document performance consistently. Make sure you refer to the reviews when you rehire staff for the next season. Don't rehire people who performed marginally unless you can prove you made a concerted effort to find more qualified workers and none were available.

Take the time to invest in your future. Learn all you can about the risk management process, then live your plan. Good luck!

If you don't know where to start to develop a risk management plan, there are resources available to help you.

Available from the ACA Bookstore 800/428-CAMP

Management of Risks and Emergencies: A workbook for program administrators, ($40.95), published by Camp Fire, Inc., offers practical guidelines for establishing a risk management plan.

ACA's Standards for Day and Resident Camps ($19.95). Increasingly, the courts are looking at ACA standards as a benchmark.

The videos Maintaining an Envelope of Safety: guidelines for appropriate counselor-camper contact ($49.95) and Camp White Cloud Goes to Court ($124.00) offer important information about risk management issues.

Available from and published by the Association for Experiential Education 303/440-8844

Manual of Accreditation Standards for Adventure Programs ($20.00).

Ed Schirick is senior vice president of the Markel Insurance Company camp and youth recreation division. He is a charted property casualty underwriter and a certified insurance counselor. Send your risk management inquiries to: Ed Schirick, c/o Markel Insurance Company, 4600 Cox Road, Glen Allen, VA 23060.