5. 1 |
Introduction: Seven Tepees Outdoor Safety
Youth are encouraged in … increased understanding and appreciation of their
natural environment.
— From “Our Philosophy,” Seven Tepees Handbook
As part of its mission to impact the lives of promising inner-city youth, Seven Tepees frequently leads
youth on outdoor trips and activities. The youth and their families entrust you, the Seven Tepees staff and
volunteers, to keep all outdoor trips safe. Failing to provide the proper safety could result in not only serious
injury for a young person, but also in the shutdown of the Seven Tepees Youth Program.
This Outdoor Safety Manual provides the common safety guidelines and protocols for all Seven Tepees
trips and then lists the specific protocols (what to bring, what to tell the youth, and what to do) for the four
main types of trip that Seven Tepees leads:
• City Walks to Public Venues
• Camping Trips
• Waterfront Outings
• Wilderness Outings
Recent studies show the risk involved in these trips and the need for safety measures to mitigate that risk.
For example:
• The National Outdoor Leadership School found that from 2003 to 2005 medical incidents on
wilderness expeditions often required evacuations (see Figure below).
Medical Incidents and Evacuations on Wilderness Expeditions,
2003–2005
600
500
400 209
275 No Evacuation
300
Required Evacuation
200
309
100 203
0
Injuries Illnesses
Source: University of Utah and the National Outdoor Leadership School
6. 2 |
• The Centers for Disease Control (CDC) found that 43 percent of fatal drownings in 2001 oc-
curred in natural water settings (see figure below).
Fatal Drownings in Recreational Areas, 2001
Pool
18%
Other/Unspecified
39%
Natural Water
43%
Source: Centers for Disease Control
• The National Highway Traffic Safety Administration (NHTSA) found that most pedestrian fatali-
ties in 2007 occurred in urban areas, at non-intersection locations, and in normal weather conditions (see
figure below).
Pedestrian Fatalities by Environmental Factor, 2007
At night 67%
In normal w eather
90%
conditions
At non-intersection
77%
locations
In urban areas 73%
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Percentage of Fatalities
Source: National Highway Traffic Safety Administration
Adhering to the guidelines and protocols in this manual will help Seven Tepees plan and lead safe and fun
outdoor trips that teach environmental appreciation and stewardship to young people.
7. 3 |
Not A Substitute For Training
Note: This manual does NOT provide explicit instructions for administering First Aid, CPR, or other
emergency care during outdoor trips. Refer to your First Aid training for what to do in such medical emer-
gencies during camping, waterfront, and city walk trips. All wilderness expeditions will be accompanied by
at least one emergency first responder (whether Seven Tepees staff or volunteers from a third-party organi-
zation), who will have specific training for handling medical emergencies in the wilderness.
For materials that provide that type of instruction, contact the Program Director.
8. 4 | SEVEN TEPEES YOUTH PROGRAM
Common Safety Protocols For All Trips
This section provides the safety protocols that are common to all Seven Tepees outdoor trips.
Circle Ups
Communicating the Seven Tepees safety rules and expectations to the youth is essential. The tactic you will
use to do this are “circle ups,” where an adult leader gathers the students around him or her in a circle and
gives instructions.
The keys to effectively articulating safety rules and expectations in a circle up are:
; Count down from 10 to give youth time to gather in the circle and settle down by the time you reach 0.
; Have adults interspersed around the circle to minimize distractions and help youth focus.
; Always start by telling youth the name and point of the activity
; At the beginning of the trip, and before each activity during the trip, remind youth that the rules, ex-
pectations, and consequences that they agreed to for the Seven Tepees facility also apply on the outdoor
trip.
; For the first circle up of the day, show youth a “map of the day,” a hand-drawn representation of all the
scheduled activities for the day. Give the map to a youth leader for others to refer to during the day.
; Think of instructions (or refer to this manual) ahead of time and write them down.
; Make instructions concise, ideally 3-5 sentences.
; Give clear boundaries.
; Include an icebreaker to get the kids loosened up, such as stretching exercises if the group will be getting
right into an activity as soon as you get out of the vehicle.
Seven Tepees Rules Apply Beyond Facility
Every year, staff and students establish a Learning Center Agreement for the Seven Tepees facility, which
they all sign. Remind the youth that they must follow the same rules of conduct in the agreement when
they are on a trip, or they will face the agreed-upon consequences.
The General Rule for Youth: Be Respectful, Responsible, and Safe.
9. 5 | SEVEN TEPEES YOUTH PROGRAM
Working With Third-Party Organizations
You often will work with third-party organizations for outdoor activities that require more supervision,
such as sea kayaking, skiing and snowboarding, and whitewater rafting. These organizations will have their
own safety protocols and leaders. When leading a group on one of these activities, refer to their safety rules
and before starting circle up with students, remind them that they must give the third-party organization’s
instructors the same attention and respect they should give you.
Pre-Trip Planning Protocols
Pre-trip safety planning is required for all Seven Tepees outdoor trips. Prior to the day of a trip, Seven
Tepees staff must complete the following safety protocols:
; Designate a Trip Leader who will serve as the point staff in charge of the trip.
; Designate a Safety Leader who will be in charge during medical emergencies.
; Keep and maintain an accurate headcount of youth coming on the trip, based on sign-ups AND paren-
tal consent forms collected.
; Identify the staff and (if applicable) volunteer(s) from third-party organizations who will participate, and
collect their cell phone numbers and contact information.
; Have a meeting with all adults attending to review key safety protocols.
; Clean vans, fill gas tanks, and check oil and water levels (more details on this in the Bus/Van Safety sec-
tion below). For a complete list of the required tasks, see the “Trip Planning Form” in the Appendix.
Day-of-Trip Protocols
On the morning of a trip, Seven Tepees staff must complete the following safety protocols:
; Bring First Aid kits, fully stocked.
; Bring emergency contact information and medical release and consent forms for all youth.
; Bring emergency contact list with the names and phone numbers of the medical facilities and emer-
gency services nearest to the destination (see p. 6 for examples).
; Search youth’s bags and collect all contraband.
; Circle up with all attending youth to review safety rules and clarify expectations.
; Take final headcount before leaving (have the students all count off one at a time and then have them
repeats their numbers at subsequent headcounts).
10. 6 | SEVEN TEPEES YOUTH PROGRAM
Examples Of Emergency Contact List
San Francisco
Fire department – 911 or 861-8020 or 861-8000
Police department – 911
Ambulance – 911
Poison Control – (800) 876-4766
American Red Cross – (800) 660-4272
San Francisco General Hospital – 206-8111 (Emergency Department); 206-8000 (Switchboard/General
information)
Marin County
Fire department – 911 or 485-3300 (San Rafael FD)
Police department – 911
Ambulance – 911
Poison Control – (800) 876-4766
American Red Cross – (800) 660-4272
Marin General Hospital – 925-7200
Bus/Van Safety
Seven Tepees staff must inspect the transport vehicle(s) for safe operating conditions and maintain these
conditions while driving:
; Clean windows and working windshield wipers.
; Working horn and mirrors adjusted to the driver.
; Radio/music off until all seatbelts are fastened. Then music is at the driver’s discretion.
; Turn radio off when entering national park or at least 10 minutes before reaching outdoor destination.
Allow this quiet time for students to focus on surroundings.
; Any behavior that is distracting to the driver is prohibited.
11. 7 | SEVEN TEPEES YOUTH PROGRAM
; All occupants are seated and wearing seat belts. Check before moving vehicle.
; Pull over and stop vehicle if youth a distraction.
; Two adults in each vehicle, with one sitting in the back seat and monitoring students.
; No cell phone use by driver. Second adult in each van will use cell phone when necessary.
; For all trips to the mountains, bring a complete set of tire chains.
What To Bring
; Directions and a map to the destination for each van.
; Food and plenty of water.
; First Aid kits, fully stocked.
; Emergency contact information and medical release and consent forms for all youth.
; Cell phones for adults.
; Cell phone numbers and contact information for all adults and the Seven Tepees Program Director.
; Incident Report Forms (see Appendix) and pens/pencils.
What To Do For In-Transit Emergencies
If a youth needs medical attention while driving (e.g., motion sickness, dehydration, etc.), the Safety Leader
attends to him or her, referring to the youth’s medical release and consent form for any special consider-
ations.
In case of an accident, the Trip Leader must remain calm and:
; In minor, non-injury accident: exit the vehicle alone and exchange insurance information with the other
driver(s) involved.
; In injury accident: call or have someone call for an ambulance. If calling by cell phone, be prepared to
tell the operator the location (county, city, road or cross streets).
The Trip Leader must complete an incident report and report the accident to the Program Director.
12. 8 | SEVEN TEPEES YOUTH PROGRAM
City Walk
Protocols
As often as possible, Seven Tepees will lead youth to local activities such as community service and cultural
exhibits by walking. Leading a group of students on busy urban streets requires some safety planning.
What To Bring
; Have a minimum of two staff lead the walk:
- One in the front of group (“leader”).
- One in the rear (“sweeper”).
- Any additional staff should walk in the middle.
; Cell phones.
; Emergency contact list (see p. 6 for examples).
; Emergency contact information and medical release and consent forms for all youth.
; Cell phone numbers and contact information for all adults who will participate.
; Incident Report Forms (see Appendix).
What To Tell Youth
; Tell youth the duration and destination of the walk before leaving.
; Remind youth that the rules, expectations, and consequences that they agreed to for the Seven Tepees
facility also apply on the walk.
; No one can walk ahead of the leader or behind the sweeper.
; No running is allowed.
; Youth can not leave group without staff consent.
; Youth go to restrooms with staff or at minimum in pairs.
13. 9 | SEVEN TEPEES YOUTH PROGRAM
What To Do
; Walk block by block, waiting at each corner for the entire group to gather before crossing and walking
the next block.
; Cross streets at crosswalks only.
; If necessary, send staff into public restrooms in advance of youth.
; If a student needs minor First Aid or appears ill, offer what assistance you can, referring to the youth’s
medical release and consent form for any special considerations.
; In an injury accident, call or have someone call 911 immediately. If calling by cell phone, be prepared to
tell the operator the location (county, city, road or cross streets).
; Notify the ranking Safety Leader and offer what assistance you can to him or her.
; Record everything the Safety Leader tells you about the injured/ill youth in an Incident Report Form
(see Appendix). You will relay this information to the EMS responders when they arrive.
; Contact the Program Director and report the incident.
Safety Protocols at Public Venues
; Upon arrival, circle up with all youth to review safety rules and clarify expectations.
; Youth can not leave group activity without staff consent.
; Send staff into public restrooms in advance of youth.
; Youth go to restrooms with staff or at minimum in pairs.
; Have a cell phone to call coordinator/parents/other staff.
; Record all safety incidents in Incident Report Forms (see Appendix) and report them to Program Direc-
tor.
; Spread out adults to provide supervision of all areas.
; Assign staff to any specific equipment that could be dangerous.
; Make eye contact with fellow staff to transfer any responsibility above (make sure to pass all details).
14. 10 | SEVEN TEPEES YOUTH PROGRAM
Leading Youth On Public Transportation
Leader enters first to pay for students, and takes a head count as students board. Sweeper gets on last and
makes sure all students have boarded. At destination, sweeper gets out first and takes a head count of stu-
dents as they exit. Leader remains on board until all youth have gotten off.
15. 11 | SEVEN TEPEES YOUTH PROGRAM
Camping
Protocols
The week-long hiking trip is one of Seven Tepees’ longest and most demanding outdoor expeditions. With
as many as 40 students attending, it is also the largest. Seven Tepees usually has full camping trips and camp
during spring break and on its rafting trip. Camping trips can include hikes, backpacking trips into the
wilderness, and swimming in natural waters as well.
What To Bring
; One adult to every five youth.
; Food and plenty of water.
; First Aid kits, fully stocked.
; Cell phone and loose change for pay phone call if no cellular service is available.
; Emergency contact list (see p. 6 for examples).
; Proper gear for youth (outerwear, sleeping bags, boots, etc.—provided by third-party organization).
; Emergency contact information and medical release and consent forms for all youth.
; Cell phone numbers and contact information for all adults who will participate.
; Incident Report Forms (see Appendix).
What To Tell Youth
; Tell youth the agenda for the trip and the point of each activity.
; Remind youth that the rules, expectations, and consequences that they agreed to for the Seven Tepees
facility also apply on this outdoor trip.
; Review safety rules and clarify expectations.
16. 12 | SEVEN TEPEES YOUTH PROGRAM
What to Do
; If a student needs minor First Aid or appears ill, offer what assistance you can, referring to the youth’s
medical release and consent form for any special considerations.
; When splitting into separate groups, each group must have a First Aid kit and a cell phone.
; When youth are divided into small teams (4–6 students) for games and activities, staff team leaders must
ensure youth on their teams have full water bottles, are well hydrated, have applied sunscreen, and have
all everything they need for the given activity.
; For medical emergencies, call or have someone call 911 immediately.
; Notify the ranking Safety Leader and offer what assistance you can to him or her.
; Record everything the Safety Leader tells you about the injured/ill youth in an Incident Report Form
(see Appendix). You will relay this information to the EMS responders when they arrive.
; Contact the Program Director and report the incident.
Idle Time And Boredom Can Spell Trouble
Providing structure is a good way to ensure students stay engaged in only safe activities. Keep a tight sched-
ule of activities for youth during camping trips and communicate the agenda to them clearly and frequently.
Here’s an example schedule:
8:00 AM – Breakfast
8:30 AM – Circle up
8:45 AM – Journaling
9:00 AM – Prep for trip
9:30 AM – Hike circle up and divide into groups
10:00 AM – Hiking
12:00 PM – Return from hike
12:30 PM – Lunch
And so on…
17. 13 | SEVEN TEPEES YOUTH PROGRAM
Waterfront
Protocols
Seven Tepees leads a summer trip every year that involves waterfront activities such as whitewater rafting
and sea kayaking. Students can also participate in waterfront trips during camping trips, when they may
swim in natural waters.
What To Bring
; One adult to every five youth
; First Aid kits, fully stocked.
; Cell phone and loose change for pay phone call if no cellular service is available.
; Emergency contact list (see p. 6 for examples).
; Proper gear for youth (life vests, water shoes, etc.—often provided by third-party organization).
; Emergency contact information and medical release and consent forms for all youth.
; Cell phone numbers and contact information for all adults who will participate.
; Incident Report Forms (see Appendix).
What To Tell Youth
; Circle up with all youth to review safety rules and clarify expectations before any student enters water.
; Set clear boundaries of where youth can go.
; Youth must pass swim test in order to go in above knees.
What To Do
; Take a final headcount before allowing youth in water.
18. 14 | SEVEN TEPEES YOUTH PROGRAM
; Assign a minimum of two staff to lifeguard:
- One staff in the water.
- One staff on the shore.
; Lifeguard staff must scan water every 3-4 seconds and DO NOT engage with youth while on guard.
; Lifeguard staff must know number of youth in the water at all times.
; Get youth out of water if disruptive or disrespectful.
; If a student needs help in the water, go immediately to him or her, take a life jacket, and get the student
to shore.
; If a student requires CPR, offer what assistance you can, referring to the youth’s medical release and
consent form for any special considerations.
; If the student is not responsive, call 911 immediately.
; Notify the ranking Safety Leader and offer what assistance you can to him or her.
; Record everything the Safety Leader tells you about the injured youth in an Incident Report Form (see
Appendix). You will relay this information to the EMS responders when they arrive.
; Contact the Program Director and report the incident.
Test Safety Of Jumping/Diving Areas
Staff must test to ensure that a jumping or diving area is safe (deep, clear of rocks, etc.) before allowing
youth to jump in the water. When the area is deemed safe, the staff in the water should keep the area clear
by quickly moving youth who have jumped/dived in from the area before other youth jump/dive.
19. 15 | SEVEN TEPEES YOUTH PROGRAM
Wilderness
Protocols
Wilderness trips are defined as outings to remote environments (for example, deep in the woods or on a
mountain) where Emergency Medical Services (EMS/911) are two or more hours away. They usually occur
during camping trips as daytime or overnight backpacking excursions. With no immediate EMS help avail-
able or advanced medical care facilities nearby, you and any accompanying staff from a third-party organiza-
tion, such as Environmental Traveling Companions, must provide the emergency services usually performed
by EMS staff. This need to administer possibly critical care makes wilderness trips the most dangerous
outings for Seven Tepees.
What to Bring
; One map for each adult with the locations of emergency phones and trails.
; One adult to every four youth.
; Food and plenty of water, as well as a water filter/purifier.
; First Aid kits, fully stocked.
; Cell phone, or satellite phone if no cellular service is available.
; Emergency contact list (see p. 6 for examples).
; Proper gear for youth (backpacks, outerwear, boots, etc.—often provided by third-party organization).
; Proper food-storage gear (bear canisters, etc.).
; Emergency contact information and medical release and consent forms for all youth.
; Cell phone numbers and contact information for all adults and the Seven Tepees Program Director.
; Incident Report Forms (see Appendix) and pens/pencils.
What To Tell Youth
; Tell youth the agenda for the trip (duration, destination, when they will be stopping, etc.).
; Remind youth that the rules, expectations, and consequences that they agreed to for the Seven Tepees
facility also apply on the trip.
20. 16 | SEVEN TEPEES YOUTH PROGRAM
; Review safety rules and clarify expectations.
What To Do
; If a student needs minor First Aid or appears ill, offer what assistance you can, referring to the youth’s
medical release and consent form for any special considerations.
; For medical emergencies, call or have someone call 911 immediately.
; Notify the ranking Safety Leader and offer what assistance you can to him or her.
; Record everything the Safety Leader tells you about the injured/ill youth in an Incident Report Form
(see Appendix). You will relay this information to the EMS responders when they arrive.
; Contact the Program Director and report the incident.
No Democracy In An Emergency
The designated medical emergency leader or adult with the most wilderness First Aid training is in charge
during an emergency. All other adults present must defer to the leader and can only offer assistance—never
intervene.
Authority in an emergency situation will follow the following chain of command:
1. First in charge: Wilderness emergency first responder (volunteer from third-party organization).
2. Second in charge: Seven Tepees staff with wilderness First Aid training.
3. Third in charge: Adult with First Aid and CPR training.
21. 17 | Endox
Index
A I T
accidents. See in-transit emer- Incident Report Forms Appendix team activities 12
gencies in-transit emergencies 7 third-party organizations 5
traffic emergencies. See in-transit
B J emergencies
backpacking 15 jumping in water. See diving in trip leader 5
bag search 5 water V
bear canisters 15
bus safety 6 L van safety. See bus safety
leader (on city walks) 8 vehicle safety. See bus safety
C
Learning Center Agreement 4 W
camping 11–12 lifeguarding 13–14
circle ups 4–6, 9, 12 waterfront 13–14
city walks 8–9 M whitewater rafting 13
CPR training 3, 14, 16 map of the day 4 wilderness 15–16
crashes. See in-transit emergen- music on bus/van 7 working with third-party orga-
cies nizations. See third-party
P organizations
D pre-trip planning 5
pedestrian safety 2
day-of-trip protocols 5 public restrooms 9
diving in water 14 public transportation 10
drownings 2 public venues 9
E R
emergency contact list 6 radio on bus/van. See music on
EMS 11, 14, 16–18 bus/van
recording incidents 3–4, 10, 12,
F 14, 16
First Aid 5, 7, 9, 11–13, 15
First Aid training 3 S
safety leader 5, 7, 9, 12, 14, 16
H sea kayaking 13
headcount 5, 6, 10, 13 scheduling 12
sweeper 8
swimming 13–14
23. 19 | Endox
Appendix
This appendix provides examples of two documents referred to throughout the text:
1. Trip Planning Form
2. Incident Report Form
24.
25. Seven Tepees Youth Program
Trip Planning Form
Name of Trip:____________________________________ Date(s): ______________________
Location: _____________________________Staff in Charge: ___________________________
Contact Info for Outside Organization: ______________________________________________
What are the goals of this trip in connection to Seven Tepees’ mission?
What are the specific outcomes? How will you judge the trip’s success?
Attendance
Number of staff/adults needed
Number of drivers needed
Number of students that can attend
Requirements for students to attend
Others invited (mentors, board members, etc)
Schedule
Time for staff to arrive at Learning Center
Time for students to arrive at Learning Center
Time to leave Learning Center
Date and Time to arrive at location
Date and Time to leave location
Time to return to Learning Center
Budget
Budget Category
Amount allotted
Get approval from the Program Director at least five weeks before an overnight trip or three
weeks before a day trip you would like to plan.
___________________________________________ ________________________________
Program Director Signature Date
Revised 04/08
26.
27. Once the trip is approved, the lead person should assign people to each of the following tasks.
Each space should be filled-in. If it does not apply to the trip, write N/A. Give to Program
Director at least four weeks before an overnight trip or two weeks before a day trip.
Before the Trip By When Who Is Responsible
Create a flyer and permission form
Make announcements and create a sign-up sheet
Make phone calls to parents/guardians
Collect permission forms
Create the itinerary
Plan activities and games
Plan and purchase food
Pack food and equipment
Clean vans, gas-up, check oil and water
Bring first-aid kits and emergency contact info
Print directions and give to each driver
Assign student groups and team leaders
Meet with all youth attending (date and time)
Meet with all adults attending (date and time)
Morning of the Trip Who Is Responsible
Make reminder calls home
Set out food for breakfast/lunch
Search bags/ Collect cell phones/electronics
Pack coolers/Load vans
During the Trip Who Is Responsible
Drive van(s)
Hold the credit card and all receipts
Hold the first-aid kits
Lead the opening
Lead the closing
Administer youth evaluation of the trip
Take pictures/video
Clean-up at location
After The Trip By When Who Is Responsible
Clean used gear and put away (storage room)
Clean vans/gas-up
Get photos developed and create poster
Send thank-you cards
Staff evaluation of the trip
Materials needed to purchase for this trip Materials needed to pack for this trip
Revised 04/08
28.
29. Seven Tepees Youth Program
Incident Report
Name ____________________________ Staff Name __________________________
Date: ___________ Time: ___________ Location (specific)____________________
Type of incident (please circle): First Aide/Injury Social Disturbance Other
DESCRIPTION OF EMERGENCY, ACCIDENT, OR EVENT:
How the event happened, relevant people involved, etc…
Describe how the person was hurt or affected:
RESPONSE:
Immediate Response: Follow-up plan Notification:
parents:
Name: _____________
Date: ________
Notes:
Other _________
Staff Signature _______________________ P.D. Signature: ________________________
(A copy of this form must be placed in the behavior/incident binder)
