TRANSPORTATION

MEDICAL EMERGENCY TRANSPORTATION

Emergency transportation is available to the camp at all times. The camp annually provides a letter to emergency services that includes the size and scope of the summer camp operations. See the Health & Wellness section for copies of the letters sent for this season. Emergency services can be contacted by dialing 911 from any SRSRC landline.
 

TRANSPORTATION RESTRICTIONS AND POLICIES
  • Non-Passenger Vehicles: Transportation of campers or staff in vehicles or parts of vehicles that are not designed for passengers is prohibited.

  • Private Vehicles: Campers shall only be transported in SRSRC-owned vehicles. Private vehicles are only to be used for camp transportation purposes of non-minor staff with the approval of the General Manager or Assistant General Manager and may only be driven by the vehicle owner, who shall have adequately maintained and insured their vehicle.

  • Van Capacity: The camp vans and any transportation utilized are to be loaded only within  the passenger seating limit established by the manufacturer (SRSRC vans are limited further to 8-9 passengers in addition to the driver). Never shall a camp group exceed the passenger seating limit.

  • Seatbelts: All passengers must remain seated and with their seatbelt fastened until counselors give directions to stand up after arriving at the destination and coming to a complete stop. All campers and staff must wear a seatbelt in the vans and when provided by any vehicle in which seatbelts are available.

  • Booster Seats: Children under 8 years of age must use a booster seat in the vans with a lap shoulder belt and may not sit in the front seat.

  • Wheelchairs: SRSRC vans are unable to accommodate persons in wheelchairs, unless they are able to transition safely to a van seat and do not need to remain in their wheelchair during transportation. In the event that a camper is in a wheelchair and a vehicle is being utilized that is able to accommodate the camper remaining in the wheelchair, the wheelchair must be in a locked position, secured to the vehicle, and with the person in the wheelchair seat belted.

  • Use of Convoy: When multiple vans are being utilized to go to the same location convoy procedures must be followed to ensure maximum safety.

  • Required Documents: The camp sign in and out binder will remain with the counselor assigned to sign-in/out for the day and will travel with the group, providing a list of all campers on the off-site excursion.

ARRIVAL AND DEPARTURE PROCEDURES ON-SITE
  • Camper Arrival: The front parking lot is to be utilized by parents. Traffic is only one-way and the speed limit of 10MPH is posted to help ensure the safety of campers and parents. Parents may park their car and walk their camper in through the front entrance and down to the camp sign-in tables. Parents may also choose to utilize the Drop Off Zone, if offered, in which counselors meet the parents at their car to have the camper signed in and then camp staff walks the camper to their designated camp area. Campers are never picked up from their home and transported to camp.

  • Camper Pick Up: Campers can only be picked up by their parents/guardians and those adults who the parents/guardians have authorized to pick up their children. Identification must be shown by the adult signing out the camper and matched to an approved pick-up contact. Campers must be signed out at their designated camp area and walked to their vehicle by the person who signed him/her out. With a form on file signed by the parent giving us permission, some campers may sign himself/herself out in grades 6-8. Campers are never transported between camp and their home by the camp.

  • Field Trip Departure and Arrival: Camp vehicles will depart from the staff parking lot for field trips. Camp vehicles may utilize the front parking lot drop off area or the staff parking lot upon return. Staff must ensure an orderly line of campers and check that the parking lot is clear of hazards.

  • Staff Parking: Staff arriving to work must park on the street (seasonal staff) or in the staff parking lot (year-round staff). Staff who are working an opening or closing shift at a time in which it will be dark outside may park in the front parking lot as a safety consideration.

ARRIVAL AND DEPARTURE PROCEDURES OFF-SITE

Prior to departing to camp, always:

  1. Obtain a schedule, directions for the driver, and money/tickets if necessary.

  2. Go over field trip and van rules, which must be observed while in transit.

  3. Take BOTH a head count and call roll to ensure you have all your campers.

  4. Make sure all campers have an off-site wristband.

  5. Assign buddies, while taking into consideration the ages and developmental needs of the campers.

  6. Sign out a first aid kit, walkie talkies, SRSRC Camp phones, camp binder with a completed health history form for each camper and sign-in/out sheet, and sunscreen. Sign out a camp backpack to carry these items.

    • The sign-in/out sheet is to be utilized as a list of campers going off-site.

    • The health history form will include the permission to treat waiver signed by the parent.

    • Wristbands identify the name of the camp group and include the office phone number at which camp leadership can be reached.

    • Camper's personal insurance information is contained in the health form. General insurance issues shall be referred to the General Manager who maintains a copy of the general organization insurance documents.

  7. Bring any medications needed for the campers during the trip and the instructions for use. Check with the Camp Director or Assistant Camp Director to ensure understanding of medication use and directions.

  8. Bring any other items that you may want to use for the off-site activity. 

  9. Be prepared. Prepare games or songs for the bus ride if the bus ride is long.

  10. Check that within the vehicle there is a first aid kit, fire extinguisher, and reflectors. Complete the daily visual vehicle inspection.


In the Van:

  1. Conduct a head count and call roll from your attendance sheet.

  2. Review the van rules with the campers.

  3. Ensure exits are not blocked by camper belongings or other items.


Arriving at the Location:

  1. Selecting a meeting location in case someone gets separated. Have the children repeat back to you the meeting spot.

  2. Remind campers to stay with their buddy at all times.

  3. Establish specific and physical boundaries with cones and landmarks.

  4. Never leave your group unattended.

  5. Always make sure that the children go to the bathroom in groups and that they return as a group with a counselor walking the group to and from the bathroom.

  6. Conduct head counts several times during your field trips. Head counts must be verified by two or more counselors doing head counts.

  7. Report all injuries to lead counselors immediately and notify the Camp Director or Assistant General Manager. Fill out an incident/accident report form.

  8. Follow all emergency procedures.

  9. Lead counselor will have an SRSRC cell phone on at all times and other counselors will have walkie talkies to communicate while off site. Accident report forms will be available in the camp binder.

  10. Counselors must be aware and alert to any strange and unusual activities or people in and around the camp areas. 


Returning to Camp:

  1. Conduct a final head count prior to leaving and call roll before getting on the bus and again when on the bus.

  2. Check to make sure that all equipment has been collected and returned.

  3. Once at SRSRC, the last counselor off of the bus makes sure the bus is cleared of all campers and their belongings.

CAMP TRANSPORTATION RATIOS AND SUPERVISION

Camp staff is responsible for providing supervision and enforcing the rules. Staff must be dispersed throughout the bus, while taking into account the age, mental ability, and physical condition of each camper. The ratios for transportation on the bus follow the general camp ratio guidelines. When utilizing the camp vans, the ratio of counselor to campers never exceeds 1:9. Transportation shall follow the Rule of 3 unless described in the Code of Conduct. At least two camp staff must be present to supervise camp activities off-site with at least one of which being at least 18 years of age. All camp staff must be up to date with CPR and First Aid, as well as trained on group management topics. Group management topics will be covered in the Camp Staff Training prior to the beginning of camps.
 

TRANSPORTATION ACCIDENT PROCEDURES

All camp drivers are required to adhere to the following procedures during a transportation accident. Transportation guidelines are as follows:

  1. In the event of a transportation accident, assess the scene for safety. Follow the training model learned in your First Aid and CPR certification course on assessing the scene for safety.

  2. In the event of an accident in which there are injuries, call emergency medical services (EMS) by dialing 911 on the camp cell phone. 

  3. Care for the injured. If there are multiple counselors, have one counselor supervise the uninjured campers, while the other counselors attend to the injured campers. If there is only one counselor, attend to the injured campers, while keeping the other campers in a safe location within your line of sight. Only give care to the extent of your trained abilities (all staff must be CPR and First Aid certified).

  4. For SRSRC vehicles, once it is safe to do so, and all campers are safe, place the reflectors in the appropriate locations.

  5. Notify the Camp Director as soon as the situation allows. If the Camp Director cannot be reached, notify the Assistant General Manager, the General Manager, or another SRSRC Director.

  6. For incidents involving SRSRC vehicles, exchange insurance information if another vehicle was involved. Complete a vehicle incident/accident report form and medical incident/accident report form as necessary as soon as the situation allows. Identify those who may have witnessed the incident/accident and write down their name and phone number.

  7. Failure to report an incident/accident immediately will result in disciplinary action. 

BUS/VAN RULES
  1. Always follow the staff's directions.

  2. Always wear a seat belt in the vans.

  3. No turning around. Backs on backs and seats on seats.

  4. No standing up unless a counselor tells you to when the van/bus is completely stopped.

  5. Do not touch the door locks, handles, lights, or air conditioner vents.

  6. Do not distract the driver - use a quiet voice.

  7. In case of an accident, listen to the counselors. Follow their instructions on unlocking and opening the van doors.

  8. No food, drink, or gum.

SRSRC VANS
  • SRSRC vans undergo a mechanical soundness evaluation by qualified personnel within the month prior to use for the camp season. Maintenance staff or mechanics at the dealership perform these routine inspections.

  • Drivers must hold a valid class C drivers license (class B is acceptable), submit a copy of their license to the General Manager, and must be approved by the insurance company. Driving records are to be reviewed by the insurance agency, and changes in driving record are monitored year-round by the insurance agency. Additionally, drivers who work in a licensed child care program at SRSRC are fingerprinted through LiveScan, which notifies SRSRC of major infractions, such as DUI.

  • Each Monday of a camp session, the vehicles are inspected using the safety checklist. The safety check will be performed on each vehicle by a driver or maintenance staff. Each day the van is driven, a visual check of the tire inflation and wear shall be performed. These inspections must be documented using the SRSRC Vehicle Safety Checklist located in each van.

  • Each van is equipped with at minimum a first aid kit, fire extinguisher, and reflectors. Additionally, the vans may be equipped with cleaning items in the event of a camper illness, such as paper towels, tissue, etc.