Part icipant Discipline Act ion Chart
Immediate removal from program
Stealing
·Staff intervention
·Incident Report
·Caregiver notified
·Caregiver notified
·CTRSnotified
·Incident report
·Caregiver notified
·CTRSnotified
·Incident report
·CTRSnotified
·Meeting with Caregiver, Participant, and CTRS
Physically harm another Staff intervention
Caregiver notified
CTRSnotified
Incident Report
DEPENDING ON SEVERITYOF HARM, MAYBE REMOVED FROM PROGRAM
·2 day suspension
·Removal from program Leaving program without staff or caregiver permission
Caregiver notified
CTRSnotified
Meeting with Caregiver, Participant, and CTRS
·Incident report
·Implementation of behavior plan
·DEPENDING ON SEVERITYOF HARM, MAYBE REMOVED FROM PROGRAM
Caregiver notified
CTRSnotified
Incident report
2 day suspension
DEPENDING ON SEVERITYOF HARM, MAYBE REMOVED FROM PROGRAM
Caregiver notified
CTRSnotified
Incident report
Removal from program
DEPENDING ON SEVERITYOF HARM, MAYBE REMOVED FROM PROGRAM
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Offense 1st 2nd 3rd 4t h 5t h
Inappropriate Language
If you have quest ions or need assist ance m anaging behaviors, please cont act t he Therapeut ic Recreat ion Specialist .
INCLUSION
Lexington Recreation and Community Programs expects staff to create inclusive environments and opportunities for participants Participants who have a disability are welcomed to participate in programs and can receive inclusion support and services.
If you have a participant in your program who identifies with having a disability and has requested inclusion support, the Therapeutic Recreation Specialist will send you an inclusion plan and provide you with tips and tools for a successful experience!
Remember, even if there is an inclusion aide supporting the participant in your group, that participant is still your responsibility!
7 Property Destruction Staff intervention ·Caregiver notified ·CTRSnotified ·Incident Report Caregiver notified ·CTRSnotified Meeting with Caregiver, Participant, and CTRS Incident report Implementation of behavior plan Caregiver notified ·CTRSnotified Incident report 2 day suspension Caregiver notified ·CTRSnotified Incident report Removal from program Verbally Threaten to harm another ·Staff intervention Caregiver notified ·Caregiver notified CTRSnotified ·Incident report ·Meeting with Caregiver, Participant, and CTRS ·Caregiver notified CTRSnotified ·Incident report ·Implementation of behavior plan ·Caregiver notified CTRSnotified ·Incident report ·2 day suspension ·Caregiver notified CTRSnotified ·Incident report ·Removal from program Bullying Breaking Facility /
Program Rules
THINGS TO REMEMBER
- See the child first
- Focus on ability
- Be flexible
- Understand the needs of each camper
- Anticipate differences - be proactive, not reactive
- Relax, you can do this!
YOUR ROLE WITH INCLUSION
- Review any inclusion plans for participants in your program
- Communicate any questions with the CTRS
- Implement the supports outlined in the inclusion plan and make any modifications / adaptations necessary to activities
- Communicate with the CTRSthroughout the program about the participants successes and challenges
DIFFERENCES IN ABILITY
People have different capacities and abilities for many different reasons - sometimes we can physically see the differences and other times they are invisible. You know that if you were laughed at the first time you tried something, the chances are the next time you tried the same thing, you had a hard time. You might even have decided you were not good and not tried again.
In your group, there will be children of all ability levels with a variety of strengths, interests and dislikes. There will be some who can seem to do anything with minimal help. There are others who won't even try. They need a little extra help, perhaps a little gentle encouragement. A leader m ust accept t he fact t hat people differ in abilit y You can help encourage campers to do things they may fear and provide support and praise, but you must avoid any situation in which you may force a child to do something
No formula can be applied to working with people because of the fact that each individual is different, and that fact is the most important to keep in mind. It is part of your job to accept your assigned children and try to see what you can do to help those who need it most Oftentimes, the children who seem the most challenging are also the most rewarding to work with!
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INCLUSION ISEVERYONE'SJOB!
CHARACTERISTICS OF A GOOD STAFF MEMBER
The real success of our programs depends upon the quality of its counselors
- Appreciat ion for people? tolerance, patience, good humor, accepting differences.
- Em pat het ic? the ability to put yourself in the place of others and actually sense how they feel
- Creat ive? Using your imagination to keep the participants engaged! Creativity is also important when creating solutions for any problems that may arise.
- Set t ing a good exam ple? habits, conduct, etc.
- Playful, yet m at ure? have mature judgment, yet retain a youthfulness of spirit and interest. Children have more fun when the counselors participate in the activities and have fun too!
- Fair? Be fair and honest, do not play favorites
- Persist ence? finding self-satisfaction in doing a good job and serving others without expecting personal gain.
- Proact ive? It is best to be proactive instead of reactive. Anticipate problems that may come up and find creative solutions
- Trust ing? Create a relationship with your participants to establish trust
STAFF EXPECTATIONS
- Ensuring the safety of each child and staff member - you should be doing head counts at each transition!
- Keeping participants engaged in the program and activities
- Ensure all participants in the program are included and can successfully engage in all activities
- Making all children feel accepted and happy every day.
- Make all children feel safe. participants need to feel safe in their environment, safe with their peers and safe with their counselors.
- Foster self - confidence within participants Every child will need to feel someone likes them, and to feel that they have a place in the group and have self worth
- Boosting the morale of children and staff.
- Making a sincere effort to get to know all children and staff members.
- Cooperating with and assisting other members of the summer staff.
- Keeping program area clean, attractive, and safe The space should always be left cleaner than it was found!
- Accept both positive and constructive feedback
- Being a positive role model and leader for participants and staff.
- Keeping in good physical, mental, and emotional health.
- Being on time and enthusiastic for work
- Attending scheduled staff meetings and actively engaging in meetings
- Observing Recreation and Community Programs Department policies
- Supporting the goals and mission of the program.
- Doing the job to the best of your ability.
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STAFF INFORMATION & TIPS
STAFF RULES
All st aff m ust follow t he sam e procedures and enforce all rules in a consist ent m anner.
1 All staff should report at least 15-30 minutes prior to the start time (depending on the program)
2. There must always be two staff members waiting with children for pick up.
3. A staff member should NEVERbe alone with a child. Always bring another adult to accompany you
4 The use of mobile devices is prohibited while on duty at any program or facility
5 Staff should never take or keep photographs of children or programs unless permitted by the Department.
6. Staff are expected to know and understand the procedures for Medical Emergencies and Safety Emergencies
7 If an accident or incident occurs, staff must complete and submit a report within 24 hours and immediately notify the Department.
8. If staff provide first aid (even a band aid), it is required to be logged in the medical log kept on site.
9. Staff will take headcounts during each transition during the program and record the counts on the attendance
10 Staff will be thoroughly familiar with the area to which they are assigned
11. Staff will maintain a clean, hazard free program space and clean the space after the program.
12. Staff will remain at their designated work area unless there is an emergency. In the event of an emergency, another staff member must be notified.
13 Staff will communicate with caregivers and answer questions If asked a question you do not know, please refer them to the program supervisor or the department to reduce the chance of a misunderstanding or confusion.
14. Staff will only be paid for their scheduled hours unless approved in advance by the administration
15 Staff are responsible for reporting to work as scheduled Employees are not allowed to swap their hours with another employee unless approved in advance by the Recreation and Community Programs Department.
16. Staff will report any complaints to their supervisor. The supervisor should be aware of everything that happens at the area and thus be able to answer any further inquiries from the persons involved or others, including Department and Town Administration
17 Staff will be a positive, valuable team player
18. Staff will not abuse the authority given to them.
WHAT TO BRING TO WORK
* Sunscreen
* Snack
* Refillable water bottle
* Insect repellent
* Lunch (for full-day programs)
* Positive Attitude
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PUBLIC RELATIONS
As a staff member, you represent the Department. It is important that you are a good representation of the Department and are conscious of how the public perceives you when working. Other important views are those that staff, supervisors, subordinates, and your peers Idling, gossiping, m ingling, reading, and chew ing gum w hile on dut y should be avoided Courteous treatment of coworkers, parents, participants and the public is required at all times Be sure t o not speak t o t he m edia Refer all questions to the Director of Recreation and Community Programs
COMPLAINTS
All complaints must be recognized, whether or not they are legitimate. The complaint should be documented in writing with the names of all concerned, and turn it into the Program Director The Program Director will review them with the Assistant Director of Recreation and/or the Director of Recreation and Community Programs
From st aff
Staff may meet with their Supervisor regarding a complaint If not satisfied, the employee can pursue the complaint with the Director of Recreation and Community Programs. An Incident Report should be completed and turned into the Recreation and Community Programs Department with the daily report.
About st aff
Persons wishing to file a complaint about a staff member may contact the program supervisor, the Assistant Recreation Director and/or the Recreation Supervisor In addition, if the filer chooses, a meeting may be scheduled with any or all of the above and the Director of Recreation and Community Programs. The allegations will be investigated and rectified. If it is requested, a follow up conversation/meeting may be pursued with the filer and/or staff member.
POLICIES & PROCEDURES
POLICY ABUSE BY AN EMPLOYEE
If an employee is cited abusing work responsibilities, the following occurs:
1. Meeting with the Supervisor.
2. Written report goes in employee?s file.
3 Depending on severity, the Supervisor may consult with the Assistant Director of Recreation, Recreation Supervisor, and/or Director of Recreation and Community Programs
4 Probation, suspension, or dismissal are considered as needed
5. The Supervisor follows up with employee at a designated date agreed upon during 1 - 4 above, providing dismissal was not the initial outcome.
HIRING
Applications for seasonal employment may be obtained online or at the Recreation and Community Programs Department. Once a completed application is reviewed, the applicant may be called in for an interview with the Director of Recreation and Community Programs, Assistant Director, and/or Recreation Supervisor Subsequently, the applicant may be hired with the approval of the Director of Recreation and Community Programs The Town of Lexington is an affirmative action, equal opportunity employer.
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BACKGROUND CHECKS (CMR 430 090)
In 2002, the Commonwealth of Massachusetts adopted a new law in an effort to protect children in Massachusetts Chapter 385 of the Acts of 2002 imposes several new requirements for all organizations and entities engaged in providing services to children 18 years of age and younger A Criminal Offender Record Information (CORI) check is required for all employees and volunteers A condition of your employment or volunteer service, according to the statute, shall be based upon the results of the query to the Massachusetts Criminal Justice System.
PROBATION PERIODS, SUSPENSION, DISMISSAL
Probation periods, depending upon severity of the situation, can be from one day to the entire summer. Suspension or dismissal is considered during the discipline process, stated above, and is issued with the recommendation of the Director of Recreation and Community Programs.
VACATION/ LEAVES/ HOLIDAYS
There are no paid vacations Time off requests were due June 9th, 2023 Any requests submitted after this date can not be guarunteed and subject to supervisor approval. There are no paid holidays.
SICK DAYS
There are no paid sick days. If an employee is ill, they must notify their supervisor and the Recreation and Community Programs Department by 7:00am of that day. You can reach Peter Coleman, Assistant Director of Recreation, at (781) 389-8684 or pcoleman@lexingtonma gov
PAY SCHEDULE - 2023 SEASON
Staff will be paid every two weeks, according to the pay periods below, and when you BEGAN work, provided all paperwork is completed in a timely fashion. Your pay will be delivered to your bank account based on the direct deposit information provided If the amount owed to you is incorrect, check first with your supervisor for discrepancies in hours He/she will be responsible for verifying and reporting any changes that need to be corrected All mistakes must be corrected for the next payroll submission We recommend that you also keep a record of your own hours. Mistakes, though rare, can happen.
Payroll periods run from Saturday to the following Friday and cover a two week period All employees are required to sign in at the start of their shift, and sign out at the end of their shift Employees who leave the facility or program during scheduled working hours must sign out and back in again upon their return Staff is reminded that the Sign-In Sheets are official, legal, public documents, and are to be treated as such It is the responsibility of the individual employee to sign in and sign out
July
July
August 4th
August 18th
September 1st
July 29th - August 11th
August 12th - August 25th
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Check issued on: Covers period you w orked from / t o:
23rd June 3rd - June 16th
7th
17th - June 30th
June
June
21st
1st - July 14th
July
July
July 15th -
28th
PERSONAL DRESS AND CONDUCT
Each staff person is expected to maintain a professional appearance at all times while on duty (clothing with alcohol, tobacco or inappropriate logos/themes for children should not be worn). Staff and volunteer shirts provided should be worn when on duty with bottoms that are sensible, longer than finger tip length and sneakers Bottoms must be longer than finger tip length Good grooming and cleanliness is a must Profane or threatening language and physical violence will not be tolerated; staff that act in an inappropriate manner will be dismissed immediately
TELEPHONES (CMR 430 209)
The use of personal cell phones is prohibited while on duty
- Staff cell phones must be turned off and kept in your backpack or car during working hours.
- Phones may only be checked and answered for missed calls or messages if given permission from your supervisor.
- Personal cell phones should not be used for phot ographing, videot aping or post ing st aff or children on public or privat e social m edia plat form s Please refer to the social media policy
- Know where on site phones are in cases of emergency
- If someone needs to reach you, they should call the Recreation and Community Programs Department to have the message delivered to you via the Program Director.
- The telephones/landlines at the Lexington High School are for business use only The telephone at Lexington High School is for emergency use only, and not to be used for personal calls
SMOKING/ TOBACCO/ ALCOHOL (CMR 430.165, 430.166)
Staff members are not allowed to smoke or consume alcohol, tobacco, or marijuana products of any kind on school and recreation land per Massachusetts Law. Consumption should not occur prior to arriving to work, this would be cause for termination The use of alcohol, tobacco products of any kind and or illegal drugs while on duty or reporting to work in an intoxicated or ?hung over?condition is cause for immediate suspension or termination
EMPLOYEE ACCIDENTS
If an employee is injured while on duty, they must report it to their immediate supervisor immediately The supervisor will fill out a Supervisor?s Accident Report. Do not consider any injury too trivial. It may require medical attention later. The supervisor must call the Recreation and Community Programs Department to report the accident
Injuries occurring while working may be covered by the Town?s workmen?s compensation, but an accident report must be filed within 24 hours. This report can be submitted through email or in person at the Community Center
Frequent Causes of Accident s
1. Undertaking a job that you are not qualified to do.
2. Lack of proper sleep and meals during employment.
3. Not drinking water or drinking too heavily during hot periods.
4 Failing to guard against excessive heat and sun
5 Trusting that situations requiring special training will not happen
6 Going on duty unprepared
7. Talking, playing, not paying attention on the job, etc.
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PARTICIPANT ACCIDENTS and INCIDENTS
In the event a participant is injured while in your program, only a staff person certified in First Aid and CPRshould administer basic first aid Any serious or severe injuries must be reported to the appropriate authorities, Police/Fire, at 911 The Recreation and Community Programs Department should be contacted in the event of a serious accident, after Police/Fire 911 is called. In the event of a participant incident such as a fight or behavioral issue, the incident must first be dealt with by you or your supervisor and followed up with documentation Keep in mind that the safety of the participants and staff is the number one priority
Fill out the Incident Report for all accidents and incidents These forms must be turned into the Recreation and Community Programs Department within 24 hours
SAFETY PROCEDURES
SAFETY is the first and foremost consideration of the program. There is no excuse allowed for any accident that is the result of an improper safety regulation, carelessness or neglect/incompetency.
Headcount s
Participant headcounts need to be taken during each transition (when leaving one activity and moving to another) The headcounts should be logged with attendance
Healt h Concerns & Injury
1 The Health Care Supervisor should treat all minor first aid cases (i e bee stings, scraped knees) Any first aid treatment given MUST be recorded in the medical log Record the child?s name, date, injury and treatment given.
2. More serious injuries should be reported immediately to the Recreation and Community Programs Department administration. An injury report should also be completed.
3 In the event of a serious injury that requires immediate medical attention, the following procedure should be done:
a. A staff member should remain with the injured child/staff member and give appropriate first aid (if needed - Call 911 and request the ambulance)
b. Remove the remaining children from the area.
c Notify the Program Director who will notify the parents of child/staff
d An incident report must be completed and turned into the Recreation and Community Programs Department within 24 hours
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HEALTH POLICY
Medicat ions (CMR 430.160)
All participant prescription medications will be administered by the Lexington Recreation and Community Programs Department. All medications require a medical authorization form filled out by the child?s parent with specific dosage, name of medication, dates and times to be administered. YOU CANNOT ACCEPT MEDICATION WITHOUT AN AUTHORIZATION FORM. All medications being administered must be placed in a locked secure place, and logged by the Health Care Supervisor
Medical Em ergency (CMR 430.210)
If child or staff needs to be transported by ambulance, one staff person should accompany the camper to the hospital Take a copy of the participant information sheet with you This should contain insurance information, the medical authorization, etc.
Healt h Care Supervisor (CMR 430 159(A)
A health care supervisor is required to be on site for licensed programs at all times. This individual shall be trained through the Health Care Consultant and possess a current certification in American Red Cross Standard First Aid or equivalent
Head Injury Safet y Training Program (CMR 430.091)
All staff at licensed programs must complete an online head injury safety training program, such as the Centers for Disease Control and Prevention's (CDC) "Heads-Up" training (or equivalent) each year
FOR EMERGENCY CONSULTATION, CONTACT:
Lexington Pediatric Associates
57 Bedford Street, Suite 100 Lexington, MA 02420
Contact Physician: Dr. Nuria Gine-Nokes (781) 862- 4110
EMERGENCY NUMBERS
- Lexington Ambulance - 911
- Lexington Fire Department - 911
- Lexington Police - 911
- Mass. Poison Control Center - (617) 232-2120 or (800) 682-9211
- Emerson Hospital - (978) 369-1400
- Massachusetts General Hospital - (617) 724-4100
- Emergency
- Children's Hospital - (617) 355-6611
- Emergency
- Lahey Clinic Medical Center, Burlington - (781) 744-5100
ILLNESS
A child m ay not rem ain or com e t o a program if he/ she has any of t he follow ing sym pt om s:
- Fever over 100 F.
- Vomiting
- Diarrhea
- Inflammation of the eye
- Abscess or draining sores
- Rash, unless determined to be non-contagious by a Doctor's note
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If there is an outbreak of an infectious disease at a program (i.e. COVID-19, Salmonella, or Giardiasis), the Director will immediately be in contact with the Massachusetts Health Department to be advised on the best plan of action to manage this outbreak
DESIGNATED FIRST AID ROOM
LexRec SO A R and The Neighborhood Camp will have a designated First Aid Room in the building containing the following:
1. Bound, lined health record book (to be used to log every accident, illness or incident relating to health of a child)
2 Locked compartment to store medications (Medications will be administered according to the child?s primary physician)
3. First Aid Kit
4. Files of camper, counselor and staff health records
5 Copy of Health Plan with Emergency Numbers
All medications will be kept in original containers bearing the pharmacy label which shows the prescription number, date filled, physician's name, name of medication, direction for use and the patient's name. When no longer needed, medications shall be returned to the parents. Medications shall only be administered if there is written permission from the parent/guardian and the child?s physician
PROCEDURES TO FOLLOW IN CASE OF EMERGENCY
The following procedures should be followed in case of an emergency:
1. One counselor will remain with the injured child at all times while another counselor/Director calls "911" to get immediate assistance and then tries to reach the child's physician and parents
2 If the situation is urgent and the child's physician cannot be reached within a reasonable time, then Dr Nuria Gine-Nokes at Lexington Pediatric Associates (or one of her associates) will be contacted (781-862-4110).
3. Common sense should be used if the nature of the accident is not severe. The parent will be called before the Health Care Consultant, ambulance, or Fire Department and be informed of the nature of the accident They can then instruct the counselor as to what steps to take
4 Protect the child from unnecessary movement or disturbance and keep the child as comfortable as possible Move all other children away from the injured child and get them involved in another activity.
5. If it is deemed necessary to take the child to a hospital, describe to the parent/guardian very calmly what the situation is and what you see might be necessary Together the Director/counselor and parent/guardian will decide how to handle the child's care Either the parent or ambulance assistance will provide emergency transportation One of the counselors or Director will call ahead to the hospital The child's file and records will accompany her/him to the hospital.
6. Record incident in health record book.
ALLERGIES
Any known allergies will be identified by the parents during registration prior to their child's admittance into the program All staff working with the child will be informed of the allergies and take any necessary precautions to prevent the child's having an allergic reaction If an allergy is suspected, the parent shall be informed and advised to have the child checked by his/her physician.
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PRECAUTIONS AND PROCEDURES
- Children's footwear will be checked for tied laces, buckled buckles, and Velcro closures. It has been suggested to parents that children wear closed-toed shoes
- Have children dressed and protected for all types of seasonal conditions (including sunscreen)
- In/at a playground, staff will strategically place themselves to be aware of children and all pieces of equipment. Staff will monitor the proper use of all equipment with the children.
- The staff will also police the area for any toxic substances, poisonous plants, sharp objects or any other hazardous objects that could be harmful.
- The staff shall make themselves aware of all necessary exits in case of emergencies
PLAN FOR EVACUATION OF BUILDING IN EMERGENCY
Arrangements have been made with the Lexington Fire Department to ensure immediate response in case of emergency
ATTENDANCE RECORDS
Counselors maintain attendance records in each group. It is checked twice daily in the event that a child comes in late or leaves early. Counselors are required to do spot checks of attendance records.
If a child who is registered fails to arrive, the Director will telephone the parent/guardian to OK the absence. If a child is lost or missing, a counselor will go to the Office to inform the Director while the counselor stays with the group. The Director and Assistant Director will begin a search for the child. If the child cannot be found the parent/guardian and the police will be notified.
The attendance records are kept by the Program Director to be used for evacuation The Director will take this record when evacuating a building in an emergency. In the event of evacuation, the counselor will take attendance once their group has arrived at their designated area. The Director and Assistant Director will help ensure that all groups do this
SUSPECTED ABUSE AND NEGLECT REPORTING POLICY AND PROCEDURE (CMR 430 093)
Every day in Massachusetts, children are involved in reports of abuse or neglect Massachusetts Law (Chapter 119, Section 51A) requires that various members of the community, such as physicians, teachers, social workers, day care workers, emergency medical technicians, police and fire, etc. who in their professional capacity have reason to believe that a child under the age of 18 is suffering serious neglect or emotional abuse inflicted upon him or her including sexual abuse, or from neglect, including malnutrition, shall immediately report such a condition to the Department of Social Services
The staff is mandated by law to report cases of suspected child abuse or neglect. As such, it is the policy of this Department that staff members (full time, part time, seasonal, volunteers) be aware of the procedures that are to be followed in the event that they suspect abuse or neglect.
Any concerns about a child should be brought t o t he at t ent ion of t he Program Direct or The Program Direct or w ill t hen collect all relevant inform at ion by:
- Talking to staff involved with the child for input and information.
- Talking to parents/guardian.
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a written report giving to the fullest extent possible the following information:
- The name, address, present whereabouts, dates of birth or estimated age and sex of the child and any other children in the household.
- The names, addresses, and telephone numbers of the child?s parents or other person responsible for the child?s care
- The principal language spoken by the child?s caretaker
- Your name, address, telephone number, profession, and relationship to the child
- The full nature and extent of the child?s injuries abuse or neglect.
- Any indication of prior abuses or neglect.
- An assessment of the risk of further harm to the child and, if risks exist, whether it is imminent
- If the above information was given to you by a third party, the identity of that person unless anonymity is requested
- The circumstance of which you first became aware of the child?s alleged injuries, abuse, or neglect.
- The action taken, if any, to treat, shelter, or assist the child
- The Program Director will notify the Lexington Police Department and the Recreation and Community Programs Department who will act as the reporter of the suspected abuse or neglect
- Staff members are advised that persons mandated by law to report abuse, neglect, and any other person who makes such a report because they have reasonable cause to believe that a child is suffering from such abuse or neglect, shall not be liable in any civil or criminal action by reason of such a report made in good faith
- All information gathered Is confidential
SITE RISK MANAGEMENT
- During orientation, all staff members shall tour the site, including building and grounds, and areas of potential dangers will be pointed out so that they can be avoided (i e street, parking lot)
- At each activity, a staff member shall screen the area for hazards. These hazards shall be immediately removed or corrected or the activity should be moved to a different site. Needed repairs should be reported to the Program Director.
- Facilities for fire prevention and firefighting shall be present at site as recommended by the Fire Department The site shall be inspected by the Fire Department
- Each child shall be assigned to a counselor who will provide adequate supervision at each activity Campers should inform their counselor when they are leaving the group to use the restroom, etc. It is recommended, however, that children never leave the group or the site alone.
SUPERVISING AQUATICS ACTIVITIES
During the summer, a number of programs will use the Town Pool While the lifeguards are available for emergencies, program st aff are responsible for m anaging part icipant s and keeping all part icipant s safe When at the Pool, staff should abide by the following rules:
- One/Two staff member should be assigned to watch each pool being used by participants
- Remaining staff should be in the pool with participants
- Program Directors should actively monitor the pool area
STAFF SHOULD NOT BE CLUMPED TOGETHER ON THE SIDES OF THE POOL, POOL TIME IS NOT BREAK TIME
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Prepare
EQUIPMENT AND EQUIPMENT SAFETY (CMR 430.205, 430.206)
Counselors will be responsible for the good use and return of all equipment borrowed or handed out to them. The programs use school spaces (classrooms, gym, Field House) for indoor space. All staff and participants must be respectful of the equipment left in classrooms by school personnel At no time is any equipment (computers, books, cameras, writing materials, radios, etc ) to be used, moved, or touched by staff or participants All equipment and program supplies are to be protected against theft, improper use, and destruction All equipment and supplies should be checked on a daily basis for unsafe conditions and proper inventory for program delivery, etc.
Guidelines - What t o look for in playground equipm ent checks:
- Visible cracks, bending, warping, rusting or breakage and splintered, cracked or deteriorating wood, and deformation of open hooks, shackles, rinks, links, loose bolts, worn, lose or missing bearings
- Exposed sharp edges, points or corners and any protruding bolt ends that do not have smooth finished caps and covers.
- Areas surrounding swings, slides, and climbing apparatus should be covered with some kind of shock absorbent surfacing Surfacing materials should be free of rocks, glass, metal, and other unsafe and unsanitary materials
- Look for signs of bees nests in equipment, nearby trees, or in the ground
- Take note if an area or piece of equipment is unsafe or broken. Post a notice on the equipment or at the entrance to the area. Participants should be prohibited from going near it.
- Report unsafe equipment and/or grounds to the Summer Program Supervisor or Assistant Director of Recreation
EMERGENCY PLANS (CMR 430.210)
Fire Drills CMR 430.210 (A) (when program movesindoorsdueto weather)
During the first 24 hours of a session, staff and children will conduct a fire drill as indicated by the posted fire evacuation plan Additional drills will be held as deemed necessary In the event of a fire, the following action should be taken:
1. Dial 911. Do not panic, it is contagious. Remove all children from the area. Know where the fire extinguishers are in the building.
2. Counselors should gather their children and exit the building through the closest door. The children and staff should proceed in an orderly manner to the designated meeting area Doors and windows should be closed and lights turned off if time permits Counselors should bring their group list to verify attendance
3. Counselors will check their areas for children and then proceed out the nearest exit. Counselors should accompany children who happen to be in their area to the designated meeting area. Do not send them back to their groups When arriving at the meeting area, accompany those children to their specific counselors
4 The Program Director will check all bathrooms for campers and then proceed outside to the designated meeting area.
5. Counselors must take attendance when they reach their designated location and will report attendance to the Director upon their arrival.
6 Children will be allowed to return to activities at the Program Director?s signal
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Disast er Plan CMR 430.210 (B)
In the case of any of the following disasters, all children must meet in the gym of the facility if at the Community Center they should report back to room 230/232 Emergencies to be considered include:
- Flash Floods
- Tornadoes
- Violent Thunder Storms
Em ergency Act ion Plan for Light ning St orm s
Lightning?s behavior is random and unpredictable. Preparedness and quick response are the best defenses towards the lightning hazard
- At the first signs of lightning or thunder, leave the field, park, court, playground, or golf course.
- Go to the program building, designated indoor location or your vehicle and take shelter there. ("If you can hear it (thunder), clear It (suspend activities) "
- AVOID the rain and sun shelters and the dugout areas These are not safe from lightning
- AVOID going underneath trees Trees "attract" lightning
- AVOID metal fences, gates, and tall light poles and power poles. Wait 30 minutes after the last observed lightning or thunder before you leave the shelter and before you resume outdoor activities
Special Cont ingency Plans (CMR 430 211)
In t he event t hat a child regist ered and does not arrive t o t he program , counselors should:
- Re-check child's vacation schedule and notify the Program Director
- The Program Director will call the child's home for more information
In t he event t hat a child fails t o arrive at t he point of pickup follow ing a day?s act ivit ies:
- Refer to Lost Child Policy.
In t he event a non-regist ered child arrives t o program :
- Notify the Program Director immediately.
- The Program Director will meet the parent and/or if the parent/guardian is not with the child, they must be called immediately
- Child will NOT participate in any activity until necessary applications are complete
- The parent will be informed that participation is not allowed if the application process is incomplete, and the necessary forms are not on file. The child must leave the site with the parent.
- If parent is unreachable and or contact information is not available, staff should contact the Lexington Police Department non-emergency line.
POLICY REGARDING GOING HOME WITH A FRIEND (CMR 430.190 B)
Written permission is required for the staff to allow a participant to leave with an adult other than their parent or legal guardian The name, address, and phone number for anyone who has permission to pick up a child will be listed on the participant information form A note on the day of should also be provided Staff will ask for a photo ID upon pick up
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POLICY REGARDING LATE PICK-UP OF CHILDREN
The following policy will be followed for late pick up:
1 15 minutes after the scheduled pick up/departure time, staff will contact the parents
2 If a parent is not available, the Emergency Contact telephone number is called, and if contact is made the person is requested to pick up the child. If no response, repeat steps 1 & 2.
3. If contact has not been made with either the parent or emergency contact, call the Lexington Police Department at: (781) 862-1212. The child or children will be turned over to the Lexington Police Department and a report of the action taken will be placed on file
4 The Program Director will provide the Recreation and Community Programs Department with an incident report on late pick-up of a child, including the time the camper is finally picked up and the family will be charged for the staff time associated with the late pickup.
5. At no time is the child allowed to be alone with any staff member; there must always be at least two staff members waiting with the child
LOST CHILD POLICY (CMR 430.210 C)
If, during the program supervised staff, a child is lost and or missing, the following procedures should be followed:
- Counselor obtains attention of all staff and children, calling for "buddy match up" (at all times staff should be assigned to specific children during activities).
- All staff questioned on whether they were notified of the child leaving the group (is child in bathroom)
- Determination made of child being "lost "
- One staff person leaves to notify the Program Director The Program Director calls Police and Recreation and Community Programs Departments.
- All other staff and children return to the designated program area. All children remain with 2 staff.
- All available staff searches playground/surrounding area
- Procedure continues until child is found
- Notify parents when the Lexington Recreation and Community Programs Department and Lexington Police Department are notified
INCIDENTS DURING PROGRAM
TIPS FOR DEALING WITH AN INCIDENT
- Any situation that the employee might have difficulty in controlling should be turned over to his/her supervisor.
- When possible, in enforcing a rule, explain the reason ?why?and the dangers or consequences involved
- Be familiar with all rules and regulations, know reasons for each, and be mindful of their enforcement
- Help enforce another staff member's disciplinary action - if you disagree with the action discuss it with the staff privately
- Be fair and equal in disciplinary actions
- Be consistent in your actions - do not play ?favorites ?
- Be firm, but not rude in all actions taken
- Never lay hands on a participant
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METHODS OF DEALING WITH INCIDENTS AND ACTION TO ENFORCE THEM
Person(s) Under t he Influence: Person(s) under the influence are not permitted to be in or around facilities or program areas Any individual under the influence should be asked to leave the area by the Program Director Because of the unpredictability of the behavior of someone under the influence, the Police should be called to help with the situation
Dist urbances: Disturbances originating outside the jurisdiction of the program and affecting patrons of the facility or program should be referred to the Police
Theft s: There should be conspicuously posted notices regarding responsibility for personal property. However, personnel should be alert to thievery. Do not accuse a person of theft unless you have positive proof and witnesses present There is danger of liability if you cannot substantiate your accusation
Indecent Exposure: It is advisable to diplomatically suggest covering up or leaving the area. Seek Police help if needed and make note of identifying characteristics to inform the police.
Drugs: If drugs are found on the premises, the Program Director should be notified and inform the Police and the Assistant Director of Recreation.
EMPLOYEE DISCIPLINE PROCEDURE
The Recreation and Community Programs Department has a TEN-POINT DISCIPLINESYSTEM. Supervisors will be responsible for recording violations per employee. The ten-point system is based upon the length of time for one program. Individuals who accumulate four or more points must make an appointment to visit with his/her supervisor immediately With an accumulation of 8 points, the employee will be place on probation An accumulation of 10 or more points will result in immediate termination.
A record sheet will be kept by the supervisor and put in your employee file Each incident will be discussed with the employee and the initials of both the supervisor and the employee are noted for verification Points will be removed at the end of the season/program
EXAMPLE OF TEN-POINT DISCIPLINARY INCIDENTS INCLUDE BUT ARE NOT LIMITED TO:
- Failure to attend a mandatory staff meeting or training - 1 point
- Late for assigned duty (1 warning given) - 1 point
- Failure to call when you are going to be late - 1 point
- Continuous whining or complaining (per the discretion of supervisor) - 1 point
- Socializing while on duty and not focusing on job responsibilities - 2 points
- Frequent absences - 5 points
- Any behavior or action which intentionally causes circumstances resulting in a detrimental environment for other staff or patrons - 5 points
- Leaving duty/site without permission - 1- 3 points
- Failure/unwillingness to perform your job as outlined by job description and or supervisor (per the discretion of supervisor) - 1-3 points
- Not being a team player (Loyal to staff and the facilities) - 1-10 points
- Inappropriate behavior/conduct/language (discretion of supervisor) - 5-10 points
- Failure to perform duties which puts someone?s life in jeopardy - 10 points
- Showing up for work under the influence of drugs or alcohol - 10 points
- Any violation of the Town of Lexington, state or federal laws - 10 points
Discipline logs are t o be t urned in w it h st aff hours t o t he Sum m er Program Supervisor w eekly.
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Volunteer Responsibilities
Volunteers are valued members of the Recreation and Community Programs team Volunteers agree to actively perform their duties to the best of their abilities, and follow the department?s policies and procedures. As representatives of our department, volunteers are expected to make every effort to be polite, considerate, and professional and to respect the confidentiality of each of our participants. The role of a volunteer is one of support Volunteers should report to their program leader to receive their assignment and duties
Volunt eers May Be Tasked Wit h:
- Assisting with activity set up / break down
- Preparing activities / games
- Checking attendance
- Assist with general group control
- Participate in games / activities
- Engage with participants and play with them
- Assist campers with crafts and other activities
- Escorting staff and participants (a staff or volunteer can NEVERbe alone with a participant. Always have 2 adults with a participant)
Code of Conduct
Volunt eers Should NOT Be Tasked Wit h:
- Providing first aid
- Communicating with caregivers
- Cleaning accidents
- Disciplining a participant
Volunteers will dress appropriately, wearing the provided shirt and dress for the conditions and nature of their assignment Volunteers shall serve as good role models for participants, treating each person with respect and dignity. Volunteers serve as representatives of Recreation and Community Programs and shall make every effort to conduct themselves in a professional manner. Volunteers should maintain confidentiality and not discuss program matters away from the program setting
Program Sign-in/ Sign-out Procedures
Volunteers must sign-in and sign-out daily at their program site This is the volunteer?s responsibility to do so or no credit of hours will be given. Volunteers are requested to keep accurate records of attendance and hours served in the volunteer log book. If there is not one present, notify the supervisor. All hours will be verified before service hours are granted
Making a Professional Commitment
- Be enthusiastic about your assignment.
- Look at the volunteer program as a way to learn new skills, make new friends, and improve the community.
- Maintain a sense of humor, anything that can go wrong will
- Leave your personal problems at home
- Be consistent and dependable
- Arrive on time and be prepared for the day?s activities.
- Communicate any absences with your program supervisor
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VOLUNTEER INFORMATION
Volunteer Dismissal
Volunteers who do not adhere to the policies and procedures or who fail to satisfactorily perform their assignment are subject to dismissal. Grounds for dismissal may include, but are not limited to the following:
- Abuse or mistreatment of participants
- Being under the influence of alcohol or drugs.
- Failure to follow policies and procedures.
- Gross misconduct or insubordination
- Theft
- Failure to perform assignment
All complaints will be investigated and the decision of the Director of Recreation and Community Programs will be final
Volunteer Checklist
Be sure that you know and understand the following:
- The name, address, and phone number of Recreation and Community Programs
- The program and location where you are assigned
- The name of the person who will supervise your volunteer work.
- A clear understanding of your volunteer assignment: start date, day(s), hours, and duties.
- Where and how to check in and check out.
- What the staff dress and behavior codes are
- Who to call if you are unable to attend on a given day
- Familiarity with the program brochure
- Where to call regarding weather-related cancellations.
- Procedures used on assignment. Advice that you are allowed to give or share with a participant.
- How your volunteer work will be evaluated and recorded
Volunteer Expectations
- Ask questions! Ask your program supervisor or counselors for help or advice when needed
- Have fun - engage with participants in activities and games
- Get to know all of the kids in your group - know their names and find out their interests
- Keep a positive attitude.
- Be patient, kind, and fair with all participants.
- Become familiar with rules and practices.
- Accept direction and supervision from the program staff
- Be a good listener and respect the confidentiality of each participant
- Set a good example
- Be fair, treat all participants with respect.
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