Training Manual 2019 - Type to enter a caption. PRIVATE & CONFIDENTIAL - Sports Discovery Camp
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Training Manual 2019
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PRIVATE & CONFIDENTIAL
copyright Sports Discovery Camp 2019. All Rights Reserved> Training Manual 2019 WELCOME MESSAGE FROM THE EXECUTIVE DIRECTOR Welcome to Sports Discovery Camp for 2019! We are glad you will be working with us and we are excited about the skills, energy and passion you will bring to your position as a staff member of Sports Discovery Camp. The success of your location will be due, in large part, to your ability to utilize these special qualities that we observed during the interview process that would make you an excellent addition to our team! Sports Discovery Camp was founded by Kevin Cougler, an avid champion of education and youth, who believes that Canada needs children to learn to be active at a young age while learning soft skills like team building and becoming better people. Kevin feels that summer camp can be a positive and fun learning environment. It can generate interest and passion to be physically active while providing our youth with opportunities to grow socially who can then return to school with an open mind and a desire to learn. In keeping with Kevin’s vision, we are excited to offer Sports Discovery Camp to youth aged 6 to 13 covering a wide array of amazing sports activities. Sports Discovery Camp is a safe environment where children learn while having tons of fun. Your preparation and professionalism will be an important aspect of their ability to do so. This Training Manual provides important information regarding Sports Discovery Camp policies and procedures and will prepare you for the fun weeks ahead. Staff are required to read through this Training Manual prior to the beginning of Sports Discovery Camp and their training session and adhere to these rules as well as the rules of the individual locations. For any questions please call our Head Office at 1.226.242.2328. Again, welcome! Steve Steve VanWinden BMath Executive Director > page 2
> Training Manual 2019
EMERGENCY CONTACT INFORMATION
Head Coaches - please complete this section during training week with your staff
Emergency Call 911
Police (Non-Emergency) (_____) _____- ________
Fire (Non-Emergency) ( ) _____ - _________
Poison Control Centre (_____) _____- ________
Nearest Hospital (_____) _____- ________
Children’s Help Phone (_____) ______- _______
Site Contact Number (_____) ______- _______
General Contact # (_____) _____- ________
Key Person Contact # (_____) _____- ________
Corporate Numbers
Head Office 226-242-2329
Administrative Assistant 226-242-2329 (office)
Program Coordinator (Anne Donald) 226-242-2329 (office)
Community Relations Director (Paul De Jong) 226-242-2329 (office)
Community Relations Director (Paul De Jong) 519.851.3593 (cell)
Program Consultant 226-242-2329 (office)
Executive Director (Steve Van Winden) 226-242-2329 (office)
CEO & Founder (Kevin Cougler) 226-242-2329 (office)
> page 3> Training Manual 2019 SIX PILLARS OF GOOD CHARACTER Trustworthiness • Be honest - don’t deceive, cheat, or steal • Be reliable & do what you say you’ll do • Have the courage to do the right thing • Build a good reputation Respect • Treat others with respect; follow the Golden Rule • Be tolerant and accepting of differences • Use good manners, not bad language • Be considerate of the feelings of others • Don’t threaten, hit or hurt anyone • Deal peacefully with anger, insults, and disagreements Responsibility • Do what you are supposed to do & to the best of your ability • Plan ahead • Persevere: keep on trying! • Use self-control • Be self-disciplined • Think before you act & consider the consequences • Set a good example for others • Be accountable for your words, actions, and attitudes Fairness • Play by the rules • Take turns and share • Be open-minded; listen to others • Don’t take advantage of others • Don’t blame others carelessly • Treat all people fairly > page 4
> Training Manual 2019
Caring
• Be kind and compassionate and show you care
• Express gratitude and forgive others
• Help people in need
Camp Citizenship
• Do your share to make Sports Discovery Camp the best experience it can be.
• Cooperate with others and with the leaders
• Respect and obey all Sports Discovery Camp rules; they exist for a reason
PROGRAM OBJECTIVES
1. To encourage active participation in the unique Sports Activities at Sports Discovery Camp
2. To provide fun and engaging Sports Activities for all Campers
3. To explore impactful ways to augment programming either through online video training and/or
visiting facility events or field trips off site.
Assistant Coaches and Head Coaches are ALL responsible for ensuring that each camper has the best
possible experience while attending Sports Discovery Camp while providing guidance and training to
Assistant Coaches-in-Training.
Have fun…but always lead by example!
FIELD TRIPS
Off-site trips do not typically occur. Where off-site trips do take place, Assistant Coaches should follow
these general guidelines so that campers, and staff, have a pleasant and safe trip.
Procedures
• Trip permission forms should be handed out to campers on the first day of camp, and
returned, signed, by a parent the next day. Trip permission forms are available online and s
can be submitted digitally. There should be no reason to print them as RegPack provides
Health card info, emergency numbers and allergy information. The Head Coach should have
this information on a device and available for the trip.
• Check completed list of campers attending (all campers must attend or not come to camp).
• Ensure all campers receive wristbands with emergency phone numbers
• Before departure, all campers must have their belongings and be wearing a wristband.
> page 5> Training Manual 2019
• Ensure all campers have their lunch if it is a full day trip! Ensure campers have hat, sunscreen,
closed toe shoes sunscreen and water as well.
• Pair off each camper with a partner for the offsite trip.
• Each group conducts head count prior to boarding bus, once on the bus, several times
throughout the day and prior to leaving the site.
• Campers must be encouraged to be on their best behaviour when travelling to another site for
the day or half-day.
• Buses will arrive back at the main site for parent pickup.
Bus Transportation
• Sports Discovery Campers are allowed to sit 3 to a seat if they fit. (Campers must comply with
bus regulations for seating. This varies by bus company but you can assume youngest
campers will sit 3 to a seat.)
• No food or drinks to be consumed on the bus.
• Staff should not bring iPods, mp3 players, Nintendo DS, etc.
NO ELECTRONICS are to be brought on field trips other than staff cell phones which are permitted for
emergency purposes ONLY and to take pictures for camp website.
• Encourage songs/enthusiasm (appropriate songs) on longer bus rides.
> page 6> Training Manual 2019 LEADERSHIP HEAD COACH The Head Coaches are responsible for the successful operation of their location. Each Head Coach reports to any staff person at Head Office. Their responsibilities include: • Attending the mandatory training day for all Head Coaches • Supervising staff • Successfully implementing Sports Discovery Camp’s Policies and Procedures • Communicating with parents (either in person at the camp, by phone, text, or e-mail) whenever a parent seeks assistance or information about the camp or her/his child • Setting the Staff Work Schedule at their location • Purchasing extra supplies (when approved by Anne Donald at Head Office) • Carrying out other related duties assigned by Head Office • Submitting to Head Office (in cooperation with the your other Head Coach), five (ONLY FIVE) daily pictures and videos of activities at Sports Discovery Camp (within the confines of privacy laws) featuring… • Educational purpose of the activity • Labs/places visited (if any) • Guest presentation synopsis (if any) • How the activity relates to the ultimate goal of SDC(building better people) • Managing the Assistant Coaches-in-Training (CIT’s) • Leading activities when necessary • Completing training and employment requirements communicated by Head Office • Posting the Workplace Health & Safety documentation so all staff can see it The Head Coach position is a serious position that requires an excellent level of maturity. The position provides an opportunity to enhance leadership skills and build out the educational, problem solving, creative and technology sections of your personal resume. > page 7
> Training Manual 2019 ASSISTANT COACH An Assistant Coach is responsible for the day-to-day supervision of campers who attend Sports Discovery Camp. Each Assistant Coach reports to the Head Coaches. As an Assistant Coach you will be guiding campers through Sports Discovery Camp activities centred around the many Sports we offer. A strong athletic and academic foundation in these areas is a huge asset. An Assistant Coach must be fun and energetic but have good group management skills as well. Assistant Coaches are responsible for implementing activities, respecting safety and health protocols, assisting with cleanup and exhibiting strong leadership skills. REMEMBER: IT IS THE ASSISTANT COACHES THAT THE KIDS TALK ABOUT WHEN THEY GO HOME AT THE END OF THE DAY AND TALK TO THEIR PARENTS ABOUT THEIR EXPERIENCE. IT IS WITHIN YOU TO MAKE THAT CHILD’S EXPERIENCE THE BEST EXPERIENCE POSSIBLE! Specific responsibilities include: • Supervising and supporting a group of campers • Successfully helping to implement Sports Discovery Camp’s Policies and Procedures • Helping to ensure a smooth pick-up & drop-off process at the start and end of each day • Implementing the Sports Discovery Camp curriculum by leading inquiry, discussion and activities with campers • Providing a fun and safe environment for campers • Carrying out any duties assigned by the Head Coaches • Adhering to the Staff Schedule and the Training Manual • Working positively with Assistant Coaches-in-Training • Providing appropriate and professional feedback to parents • Modelling appropriate behaviour and positive interactions in all daily routines, program delivery with campers and your peers • Ensuring that all emergency procedures are taught and practiced by all campers at Sports Discovery Camp • Attending a one-day training session the week before camp begins • Completing training and employment requirements communicated by Head Office > page 8
> Training Manual 2019
ASSISTANT COACH IN TRAINING
Under the supervision of the Head Coach, the Assistant Coach-In-Training (aged 14-16) is responsible
for assisting Assistant Coaches in leading and working with campers through Sports related activities
and other assigned duties. Although this position is not paid, Sports Discovery Camp expects
Assistant Coaches-In-Training to conduct themselves professionally and as leaders, not as additional
campers requiring more supervision by camp staff. Remember that Assistant Coaches-In-Training are
still quite young, do not have the experience that a Assistant Coach may have and it is the
responsibility of the Assistant Coach, Head Coach and program director to mentor them and help
guide them toward being leaders.
EXPECTATIONS
STAFF EXPECTATIONS
Assistant Coaches-In-Training, Assistant Coaches and Head Coaches represent Sports Discovery Camp
while at camp and on their free time. All staff should behave in a courteous and professional manner
at all times (especially when at camp or in uniform).
Also:
• Attendance and punctuality is a must. You must arrive a minimum of 15 minutes prior to the
start of camp and be prepared to receive campers in an orderly fashion ON TIME.
• Dress appropriately for camp - this means an appropriate t-shirt, pants or shorts (shorts must
be at fingertip length, when hands at sides), and running shoes. No sandals are allowed at
Sports Discovery Camp. Note that no modification of the Sports Discovery Camp uniform is
allowed in any way such as cutting sleeves, rolling up sleeves, tying knots, etc. The Sports
Discovery Camp brand is professional and staff are expected to keep it that way.
• When meeting parents at pickup or drop off or at any other times, camp staff are to wear the
shirt that has been supplied so they are recognizable for the parents.
• Keep camp supplies and equipment neat and in good condition at all times
• Before leaving for the day, ensure that the camp and its surrounding areas are cleaner than
when the day started.
> page 9> Training Manual 2019
• Campers should be told to help clean up after each activity. It is not the responsibility of the
Head Coach to clean up the activities.
• If you need to leave at any time, for any URGENT reason, request permission to do so from the
Head Coach and make sure that your area is covered and your campers are supervised.
• Let the Head Coach know about any concerns you have before they become an issue
• Make sure to treat campers with respect and equality at all times. Acknowledge and positively
reinforce quality efforts and good behaviour.
• When making decisions, consider which ones will be beneficial for the campers. Use your
best judgment to provide a safe and structured environment where you can earn the respect
of the campers by being fair, consistent, and caring.
• Cell phones and/other mobile or electronic devices are not to be used for personal use during
camp hours unless it is an emergency situation or is approved by the Head Coach.
• Have fun, implement programming to the best of your ability, learn as much as you can, and
enjoy your role.
• Ensure campers are engaged in an activity at all times when they are under your supervision.
ESPECIALLY AT THE START AND END OF THE DAY WHEN PARENTS ARE ON SITE WATCHING
YOUR BEHAVIOUR AND THEN REPORTING YOUR BEHAVIOUR TO HEAD OFFICE!
• Check your camp supplies & inventory during training week to make sure you have
everything. Do not leave it until Friday!
INTERACTIONS WITH CO-WORKERS, CAMPERS & THIRD PARTIES
The following rules and procedures are to be followed when interacting with Co-workers, Campers
and Third Parties:
• Respect what other camp staff have to say - do not contradict them in front of other camp
staff or campers.
• If a disagreement ensues, have a professional discussion in private about your disagreement
and steps you will take to resolve it.
• If the Head Coach (your supervisor) asks you to stop what you are doing to complete another
task, even if you are in the middle of something, please do so. Cooperation and patience is
imperative.
• If you are asked to do something that you are uncomfortable with, please do not hesitate to
speak to the Head Coach or call Head Office.
• All Sports Discovery Camp Staff (including CITs) are to adhere to the policies of Sports
Discovery Camp - found under the Staff section on the website:
www.sportsdiscoverycamp.ca.
> page 10> Training Manual 2019
• When addressing Parents, Guardians and Visitors, always use formal salutations such as Mr.,
Mrs. or Dr. etc., unless invited to use first names.
Assistant Coaches need to protect themselves from any possible accusations that could be made
against them by Campers and/or CITs. The following rules and procedures have been instituted to
provide this protection:
• Contact with campers outside of Sports Discovery Camp is prohibited - this includes, but is
not limited to, babysitting, telephone calling, conversing online, etc.
• Name calling, including inappropriate camper nick names, will not be permitted
• Appropriate language shall be used at all times - profanity, discussing mature subjects, etc.
will not be tolerated. Always speak to the campers as if their parents were watching you.
• Staff will maintain the hands off policy while at camp. This includes, but is not limited to,
displays of affection, touching, application of sunscreen for others, or any other actions that
may be deemed as inappropriate.
• Staff shall NEVER under any circumstance be alone with a camper at any time. If something
needs to be done that is separate from the group, always make sure to bring along another
Camp Staff member, CIT, or camper. This is inclusive of washroom breaks - all campers are to
take care of their own washroom needs, inclusive of clean up or changing from any accidents,
etc.
and most importantly…
• If you have to question whether or not something is inappropriate… chances are it is - so
keep yourself safe and don’t do it!
CAMPER EXPECTATIONS
Courteous and respectful behaviour is expected from all campers at all times. All campers are
expected to conduct themselves in a mature, respectful and cooperative manner while attending
camp. Campers are responsible for their own behaviour and conduct.
Appropriate behaviour includes:
• Encouraging fellow campers and sharing of creative ideas
• Displaying an eagerness to learn and asking lots of inquisitive questions
• Helping fellow campers whenever you can
• Participation in all activities and willingness to make new friends
• Displaying friendly disposition to all campers, staff and public
> page 11> Training Manual 2019
• Outside the box thinking
Should campers deviate from these expectations the “3 Strike Policy” found in the Policies and
Procedures section of this manual shall apply.
LEADING GAMES TIPS
At Sports Discovery Camp, playing games is an important activity for children to release energy and
make the day enjoyable. These will occur during pickup/drop-off, at break times and during the lunch
hour. The key of all game sessions is for the participants to enjoy the game, play fair and play safe.
There is so much more to game leadership than meets the eye. Planning and organization are the big
two. If these are done well, the game(s) will certainly be a positive experience for all involved.
• Check the play area and equipment to ensure both are safe
• Organize games that will include everyone. Try to stay away from elimination type activities. If you
have elimination in the game, look for ways to get the child back playing as quickly as possible.
• Know the game; explain the rules clearly to the campers
• Give campers a chance to ask questions about the game
• Have a practice round to ensure all children understand the rules
• Determine an appropriate length for the game – stop the game before signs of weariness or
boredom
• Participate in the game! You are not there to watch - be a leader! Students seeing you involved will
spark more fun and interest.
• Use a wide variety of games. If you or your participants have a favourite game, play it, but not all the
time.
• Do not waste time choosing sides. Leaders should determine the teams using creative ways.
• Insist on fair-play! Review the basic ideals – respect rules, opponents, an equal chance for all
players to participate, and maintain self-control.
• Promote participation and fun versus winning and losing. Make a decision whether it is necessary to
keep score or not.
When explaining a game …
• Stand where you can be seen and heard by everyone
• Insist on silence and undivided attention while you explain the game
• Show enthusiasm in both your manner and voice (make the game sound like it is one of your
favourites)
• Make instructions clear and as brief as possible
> page 12> Training Manual 2019 • Speak slowly and clearly so that all children can understand • Demonstrate if necessary • Allow for questions for clarification, but don’t let this drag out into discussion about the game • Determine what noise level is acceptable for the activity • Give the game a name, if you do not know the name, make one up or let the campers make one up. Prizes for Last Day of the Week Each Friday, campers will select by a vote a fellow camper in each of the following categories: • Exhibiting the most respect to sport, others and themselves • Is the best team player • Inspired the most confidence in others • Shows the best leadership skills Each category will have a different winner. Each winner will win an SDC frisbee supplied by Sports Discovery Camp. Please record who the winners are and email this list to lmendonca@sportsdiscoverycamp.ca TOP 10 SURVIVAL TIPS 1. Eat nutritious meals - Your mom was right, you need to eat your vegetables to stay healthy. Eating well-balanced meals is especially important at camp because of your high activity level and because you probably won’t be getting enough sleep. Try to avoid junk foods and eat fruits, vegetables, or cheese for snacks. You’ll also set a good example for your campers. 2. Get enough sleep - You are expected to give 100 percent to your campers when you are on duty. No one can do that if they aren’t properly rested. Resist the temptation to stay up late night after night. Your body needs rest to replenish and be ready for the next day. 3. Exercise - There’s nothing better for beating stress than exercise. Go for a run; walk or ride a bike instead of driving; join in on activities. Exercise helps clear your head, promotes good health, and helps you feel rejuvenated and ready to go. 4. Make some time for yourself - As difficult as it might be, find some time when you can do something you enjoy that isn’t camp related. Write in a journal; draw; spend your day off reconnecting with your needs and values. > page 13
> Training Manual 2019 5. Keep a good sense of humour - It’s true that laughter is sometimes the best medicine. It can bring people together and diffuse some tense situations. Camp should be fun. Relax and don’t take yourself too seriously. 6. Find a confidant - A stressful day is more bearable when you can share your experiences with someone else. Find someone who will listen to and empathize with your frustrations and successes. Vent negative emotions in a way that is productive and non-destructive. 7. Resolve problems quickly - Don’t let conflicts build. Camp is a close-knit community and it’s important that everyone be able to work effectively together. Be patient and tolerant of others. 8. Lead by example - Campers notice everything you do and don’t do. Set a good example and your campers will follow your lead. Remember, you are the adult. 9. Expect the unexpected - No one can control all the variables in life, so be flexible and roll with the punches. It will rain, campers will get sick, and program activities will change. The difference between being an adequate Assistant Coach and being a great Assistant Coach is being able to improvise, maintain a positive attitude, and keep going. 10. Be firm and consistent - Campers quickly learn just how far they can push you. From the start, make sure to enforce all rules fairly and consistently. Once expectations have established, you’ll find you won’t need to discipline campers as much because they will know what they can and cannot do. WHAT MAKES A SMOOTH CAMP • Make campers responsible for their own mess. Leave 10 minutes at the end of each activity (on average) for EVERYONE to help in the cleanup. It is not the responsibility of the Head Coach to clean up the after activities, nor do you want to stay late to do it at the end of each day. • Each camp Assistant Coach is equally responsible for running games, activities and crafts. • Communication is key! If something occurs in your camp, follow your procedures and policies that are there to help guide you. • Accidents do happen, regular bathroom breaks are needed. Take several kids at once so you aren’t looking for a helper to take kids to bathrooms every 5 minutes. > page 14
> Training Manual 2019 • When going on offsite trips be sure campers have everything they need for the day, including lunches. • Purchasing food and drink is not allowed during camp hours, this includes sending volunteers to purchase on your behalf. • If the staff love it, campers love it! • Staff need to be concerned for their own health. Wash your hands, eat properly and get lots of rest. • Customer service with parents and forming individual relationships with campers makes a huge difference for our camp each year. Provide the service you would expect if it was your child. • Life is short. You have the ability to make a huge difference in the campers’ lives in a short space of time. They remember their Assistant Coaches later in life. It is your choice as to how they remember you. Make it a good memory for them! EQUIPMENT Equipment is carefully counted before they leave the Sports Discovery Camp warehouse. An extensive process involves the Program Director attempting to estimate what enrolments may be at each location. Since enrolments never really close this is a moving target. The job of summer staff is to ensure that they have the supplies needed for all camp activities. If you find you do not have enough supplies for an activity when cross checking with your enrolments that week there are three options to help rectify the situation: 1) Notify Head Office immediately. We may schedule a supply drop to you to compensate. 2) Think about the activity. Can you restructure your activity so there is enough equipment for all campers across all activities. 3) Notify Head Office. We may authorize you, as a Head Coach, to leave camp and find the supply locally if it is urgently needed for the activity that day. Head Office permission is REQUIRED before someone leaves camp in this instance and spends money. Janill Rego is your office contact for permission. You must have permission in writing from Anne (email or text). WHAT CAN I BUY? WHAT CAN I NOT BUY? Summer staff may only purchase items that are approved by Head Office as noted above. If you purchase any item without approval it will be considered your own expense regardless of your > page 15
> Training Manual 2019 positive intentions. Sports Discovery Camp’s purchase process (above) must be respected. You must have permission in writing from the Program Coordinator (email or text). > page 16
> Training Manual 2019 POLICIES, PROCEDURES AND BEST PRACTICE CODE OF CONDUCT (STAFF) Courteous and respectful behaviour is expected from all Sports Discovery Camp Staff and Campers at all times. All staff members are expected to conduct themselves in a mature, respectful and cooperative manner while attending camp. Staff members are to assist one another and guide the Assistant Coaches-in-Training in ensuring Campers adhere to the expectations laid out below. Appropriate behaviour includes: Encouraging campers and sharing of creative ideas Displaying an eagerness to learn and asking lots of inquisitive questions Helping other campers whenever you can Participation in all activities and willingness to make new friends Displaying friendly disposition to all campers, staff and public Outside the box thinking CODE OF CONDUCT (CAMPERS) Courteous and respectful behaviour is expected from all Sports Discovery Camp staff and campers at all times. All campers are expected to conduct themselves in a mature, respectful and cooperative manner while attending camp. Campers are responsible for their own behaviour and conduct. Appropriate behaviour includes: • Encouraging fellow campers and sharing of creative ideas • Displaying an eagerness to learn and asking lots of inquisitive questions • Helping fellow campers whenever you can • Participation in all activities and willingness to make new friends • Displaying a friendly disposition to all campers, staff and public • Outside the box thinking Inappropriate behaviour includes (but is not limited to): • Preventing or interfering with another campers experience • Threats, bullying, harassment of any kind, intimidation, abuse or fighting • Attending camp under the influence or in the possession of drugs or alcohol > page 17
> Training Manual 2019 • Possession or use of tobacco • Violating the Computer Use Policy • Not taking care of equipment belonging to Sports Discovery Camp, another camper or the host facility • Vandalism or theft of property belonging to Sports Discovery Camp, another camper or the host facility • Possession or use of prohibited items such as weapons or harmful objects (knives, lighters, matches etc.) ALLERGY STATEMENT Sports Discovery Camp is a peanut and nut product conscious camp. Though Sports Discovery Camp asks all campers to refrain from bringing nut products to camp, all of our facilities are open centres and it cannot be guaranteed that there will be no exposure to nut products while at camp. Those campers with a peanut or other food allergy are strongly encouraged not to share or trade packed lunch or snack items. POLICY FOR THE PROTECTION OF CHILDREN DEFINITIONS: “Guest” refers to a person who visits one of our camps for a period of time that does not exceed 3 consecutive hours, to give a presentation or to assist with camp operations. “Management Team” refers to the CEO, the Executive Director, the Director of Operations, and the Program Director of Sports Discovery Camp. “Staff” refers to the Camp Co-Coordinator, Head Coaches, Assistant Coaches and any other personnel who have not been listed as part of the Management Team; and who have a paid position with Sports Discovery Camp. “Volunteer” refers to a non-paid person who has agreed to assist in some way, for 3 hours or more, with the daily operation of a particular Sports Discovery Camp, and who has been duly certified by the company to work with our campers. 1. THE NEED FOR A “POLICY FOR THE PROTECTION OF CHILDREN”. Sports Discovery Camp has a mandate to ensure the safety of all children that are enrolled in its Sports Discovery Camps by following the guidelines outlined in this policy document. The physical and sexual abuse of children has increasingly and properly claimed the attention of our society. In response, it is the commitment of Sports Discovery Camp to provide reasonable protective care to all children, youth, staff, guests, and volunteers involved in its Sports Discovery Camp programs. Children are naturally > page 18
> Training Manual 2019 trusting and readily place their faith in adults who care for them. It is the responsibility of Sports Discovery Camp to safeguard that trust. The goal of Sports Discovery Camp’s “Policy for the Protection of Children” is to protect children in our care at Sports Discovery Camps, and avoid any possibility that a child will be a victim of any form of abuse from anyone. 2. UNDERSTANDING ABUSE Abuse is characterized as follows: • It can be physical, emotional or sexual; • It always involves the misuse of power; Misuse of power takes place when people take advantage of the authority or power they have over vulnerable people. Vulnerable people include adults with physical or mental disabilities and children. Physical abuse is using physical force or action that results, or could result, in injury to a vulnerable person. It is more than reasonable discipline. Sometimes injury is caused by over-discipline. Injuring a child, youth or other vulnerable person is not acceptable, regardless of differing cultural standards on discipline. • In 97 per cent of reported cases of physical abuse, parents are the perpetrators. • The perpetrator of physical abuse is approximately 1.5 times more likely to be male than female. Emotional abuse is a pattern of hurting an individual’s feelings to the point of damaging their self-respect. It includes verbal attacks, insults, humiliation or rejection. A child, youth or vulnerable person who is emotionally harmed may demonstrate severe anxiety, depression, withdrawal, self-destructive or aggressive behaviour. Sexual abuse occurs when a child, youth or other vulnerable person is used by somebody else for sexual stimulation or gratification. Sexual activity between children or youth may also be sexual abuse if older or more powerful children or youth take sexual advantage of those who are younger or less powerful. Sexual abuse includes behaviour that involves touching and non-touching aspects. Types of sexual abuse that involve touching include fondling, oral, genital and anal penetration, intercourse and rape. Types of sexual abuse that do not involve touching include verbal comments, exposure to pornography, obscene phone calls, e- mail or other communication, exhibitionism and allowing children to witness sexual activity. Symptoms of Abuse and Molestation Sports Discovery Camp staff should be alert to the physical signs of abuse and molestation, as well as to behavioural and verbal signs that a victim may exhibit. Physical signs may include: • torn or bloody underclothing • lacerations and bruises • irritation, pain or injury to the genital area • difficulty with urination • discomfort when sitting > page 19
> Training Manual 2019 Behavioural signs may include: • anxiety when approaching an activity area • nervous or hostile behaviour toward adults • sexual self-consciousness • withdrawal from camp activities and friends • “acting out” sexual behaviour Verbal signs may include the following statements: • “(names a particular person) does things to me when we’re alone” • “I don’t like to be alone with (names a particular person)” • “(Names a particular person) fooled around with me” • “I don’t like (names a particular person)” The Effects of Sexual Abuse of Children Child sexual abuse robs children of their childhood and can potentially scar its young victims for life. Too often, in the past, the effects of abuse were minimized or dismissed. Children were viewed as being resilient. Recent research has shown that children can suffer significant pain from even a single abusive incident. Sports Discovery Camp is aware of the pain and long-term suffering that can accompany such abuse. Abused children can display a wide range of negative symptoms in the aftermath of abuse. Abuse can result in abnormal fears, post-traumatic stress disorder (PTSD), aggressive behaviour, sexual “acting out,” depression and poor self- esteem. The degree of damage depends upon several factors including the intensity, duration and frequency of the abuse. In addition, the relationship of the perpetrator to the child matters. If the abuser is a known and trusted authority figure in the child’s life, the degree of impact increases dramatically. 3. PROTECTION PROCEDURES Commitments Sports Discovery Camp makes the following commitments to protect children, youth, staff and volunteers who participate in its Sports Discovery Camp program. • 1) Screening of those who work with children, youth and other vulnerable individuals is important. • 2) All staff and volunteers will undergo police records checks. • 3) All staff and volunteers who work with children and youth will be made familiar with the nature of child sexual abuse, and the guidelines contained in this policy. • 4) This policy to protect children is regarded seriously and will be enforced. > page 20
> Training Manual 2019 • 5) All staff will sign a document agreeing to comply with this policy. • 6) Staff will be permitted to work with children or youth only after they have successfully completed training that includes their demonstrated understanding of this policy. • 7) A directory of names and addresses of parents and children attending Sports Discovery Camp will be carefully maintained. Washroom Guidelines A child eight years of age or younger should not be sent to the washroom alone, but should be accompanied by a staff member and a buddy. The washroom door should be left partly open to make sure that everything is in order. The staff person should then remain outside the washroom door and wait for the child before escorting him or her back to the group activity. The staff person will call the child’s name if she/he is taking longer than seems necessary. The staff person will never go into a washroom cubicle with a child/youth and shut the door. Proper Display of Affection Touch is an essential responsibility in nurturing lives. Staff need to be aware of, and sensitive to, differences in sexual development, cultural differences, family backgrounds, individual personalities, and special needs. Physical contact with children should be age and developmentally appropriate. The following guidelines are recommended as healthy and positive activities. Appropriate Touching Love and caring can be expressed in the following appropriate ways: • Bend down to the child’s eye level and speak kindly; listen to him or her carefully; • Take a child’s hand and lead him or her to an activity; • Put an arm around the shoulder of a child who needs quieting or comforting; • Take both of the child’s hands as you say, “You did such a good job!” (or “I’m so glad to see you. • We’ve missed you!” etc.); • Pat a child on the head, hand, shoulder or back to affirm him or her; • Hold a child by the shoulders or hand to keep his or her attention while you redirect the child’s behaviour; • Gently hold a child’s chin to help him or her focus on what you are saying; • Hold and console a preschool child who is crying. Inappropriate Touching Staff and volunteers should avoid: • Kissing a child or coaxing a child to kiss you; • Extended hugging; • Tickling • Touching a child in any area that would be normally covered by a bathing suit • Carrying older children or having them sit on your lap; > page 21
> Training Manual 2019 • Being alone with a child. STAFFING AND SUPERVISION GUIDELINES Staff and volunteers should always conduct themselves appropriately, by being an example of integrity, respect and honesty to those in their care. The desire is to provide a safe and loving environment where children and youth feel comfortable and are protected. A. Supervision Programs that involve children and youth must always include adequate supervision. Supervision should also be maintained before and after the event until all children are in the custody of their parents or legal guardians. B. Parental Permission Consent of a parent must be obtained before transporting or being alone with a child or youth. C. Day Trips Activities conducted away from the regular Sports Discovery Camp location must be pre-approved by a member of the Management Team. • Parents should be notified at least one day prior to a day trip outing. • An Activity Permission Form and a Medical Form are required for each child participating in day trips. • Day trips must be supervised by all Sports Discovery Camp Staff. • Any supervising adults must be approved volunteers. • When transporting children is involved in an activity, all drivers must have a valid driver’s license and current automobile insurance. The number of persons per car must never exceed the number of seat belts. D. Overnight Trips Sports Discovery Camp will NOT be holding any overnight trips, at any time, for campers. Staff Duties re Care of Children a. All staff must wear STAFF t-shirts (provided by Sports Discovery Camp) so that they can be easily identified. b. If it is necessary for an adult to be alone with children, there must be a window in the door providing an unobstructed view of the children or the door must be left open. c. Drop off time each morning is between 8:30 and 9:00 a.m. Children should not be dropped-off each morning without a Assistant Coach present. d. Pickup time is between 4:00 and 4:30 p.m. Children should be released at the end of each camp day only to a parent or adult family member known to the Assistant Coach. Parents will indicate, in writing, who is eligible to pick up their child. > page 22
> Training Manual 2019 4. RECRUITMENT OF VOLUNTEERS All prospective volunteers must meet the following requirements: (1) completion of the Volunteer Application Form (2) attendance at a Skype Interview with a Management Team member; and subsequent approval of the volunteer applicant (3) a reference check, or police record check, if deemed advisable by the MT member. Review of this Policy All prospective volunteers working with children and youth must attend a training session to review this policy. A copy of this policy will be provided to all prospective volunteers with the expectation that they read the material and become familiar with the contents. Volunteer Application Preamble: To protect vulnerable people and to be protected from liability, Sports Discovery Camp must take reasonable action in screening and supervising the volunteers involved in any work with children or youth. The 5-Step Process: Step 1: Volunteer Application Form: Prospective volunteers working with children and youth must complete this form. The Volunteer Application Form is critical in protecting Sports Discovery Camp from legal action if a case of abuse occurs in which a staff member or volunteer is involved. Step 2: Video Interview: An interview, conducted by the Management Team, provides an opportunity to review the important items from the Volunteer Application Form in a personal setting. The interviewers can ask follow- up questions and questions of clarification. The information given in the interview will be available only to the Management Team. The interview will allow the prospective volunteer the opportunity to ask questions about the Sports Discovery Camp program and the reasons behind our child protection policy. Step 3: Personal References: Two personal references are requested on the Volunteer Application Form. References that are acceptable are limited to (two) of the following: • Former or present Minister, Pastor, Priest, etc. • Long-time friend (minimum of 5 years) • One parent (for minors) • Teacher (for minors) • Employer or Colleague > page 23
> Training Manual 2019 References will be contacted and asked to affirm the character of the volunteer. Police Vulnerable Sector Check Sports Discovery Camp reserves the right to ask for police records checks for staff and volunteers; the cost will be borne by each applicant. The following are criteria to consider when evaluating the police record checks information: • The number and type of convictions • The age and circumstances of the offender at the time of the offence • The length of time between past criminal activity and the present • The conduct and circumstances of the individual since the offence and • The likelihood of the individual repeating the offence Kinds of criminal convictions which disqualify individuals from working with children and youth: • A criminal conviction for a sexual offence involving a minor would disqualify an applicant. • Other crimes may strongly suggest that a person should not be considered for work with minors at a STEM Camp because they would not suggest a risk of abuse or molestation. For example, some property offences would not be included in this list, particularly if the offence occurred long ago and the individual has a long history of impeccable behaviour. Step 4: Approval/Disqualification A Management Team member will review the materials and approve the volunteer application. The information contained in the police records check report is considered strictly confidential. Only Management Team members will be privy to police information. All volunteer application materials will be kept in a confidential, secure, “Staff/Volunteer Placement File” at Sports Discovery Camp Head Office for a minimum of 7 years. There is no appeal process for volunteer candidates who are not approved. Step 5: Training Session with Head Coach Successful volunteer applicants will be expected to attend a short on-site training session with the Head Coach before their first volunteer day begins. 5. GUESTS The term “guests” refers to site visitors who will be working with the children for a period of time less than 3 hours. An example of a guest is someone who comes to camp to make a presentation to the children about a subject area in which he/she has specialized knowledge. The Head Coach will be expected to ask for, and to contact, at least one reference person that can vouch for the reliability of such a guest. 6. INCIDENT REPORTING PROCEDURES Anyone who has concerns regarding the safety of a child must report it to the Head Coach, who will facilitate the contact with the appropriate child protection agency. The Management Team will also be contacted. Abuse or > page 24
> Training Manual 2019 neglect need not have already occurred for a child to be in need of protection; it is NOT necessary to wait until a child has been harmed to intervene. Discuss Suspicious Behaviour Immediately Any inappropriate conduct or relationship between a volunteer and a child, youth or other vulnerable person must be confronted immediately and investigated. Prompt warnings must be issued when appropriate, and the situation monitored very closely. The Assistant Coach or volunteer’s services should be terminated immediately by the Head Coach for violation of sufficient gravity. When an Allegation Occurs If any staff member has concern for the safety or well-being of any child, youth or other vulnerable person at the Sports Discovery Camp, s/he should report it immediately to the Head Coach who will offer support and assistance in reporting the concern. The Head Coach will also immediately notify the Community Relations Director of Sports Discovery Camp and will obtain from the concerned person all information necessary to complete the Suspected Abuse Report form. If the alleged perpetrator is a staff member or volunteer s/he will be advised of the allegation and suspended from his or her duties. S/he will be advised to seek legal counsel. Confidentiality In these matters, it is important to keep the information restricted to those who need to be advised. This means that all suspicions of abuse should be directed only to the Head Coach or Sports Discovery Camp Management Team. The only claim of confidentiality which overrides the legal duty to report may be that of solicitor-client privilege. Thus, physicians, clergy and others who consider their professional relationships confidential for certain purposes are not exempt from the duty to report child abuse or neglect. Responsibility of the Head Coach, and/or the Management Team As soon as possible after an incident is disclosed, one of these individuals shall: • In conversation with the person who has made the disclosure, complete the Suspected Abuse Report form. • Advise the person who has made the disclosure to maintain his/her own detailed notes including names, dates, times, places, etc. • Assist the person who has come to you to contact appropriate authorities. An in-depth investigation will be left to professionals who are familiar with such cases. • Take the allegations seriously without prejudging the situation and reach out to the victim and the victim’s family. Showing care and support to prevent further hurt and extending whatever resources are appropriate. The care and safety of the victim is the first priority. • Treat the accused with dignity, respect, and support. If the accused is a staff member or approved volunteer, that person must be suspended from his or her duties until the investigation is finished. > page 25
> Training Manual 2019 PROTECTION FROM LIABILITY Both the Head Coach and a Sports Discovery Camp Management Team member are required to immediately report to the appropriate local authorities any suspected case of child abuse. It is not a breach of confidence between Sports Discovery Camp staff and the person involved. Note: No staff member is personally liable for anything done or omitted in good faith in the exercise of his/her responsibility. The protection of children from abuse is most important. As part of a child protection investigation, social workers are required under the Child and Family Services Act to assess: • the child’s current state of health; • their sense of safety and their views of abuse; • previous abuse, neglect or harm; • the ability of the parent(s) to care for and protect the child. The social worker will talk to people who have contact with the victim and family. They may request records or other types of information. They are entitled to whatever information is needed to complete an investigation. If denied access to a record, they can seek a court order. Who Must Report All persons who have “reasonable grounds to suspect that a child is or may be in need of protection” have an obligation to report. Report Follow-Up Detailed follow up notes must always be recorded on the Suspected Abuse Report form after a report of suspected abuse. Complete the Suspected Abuse Report form and keep it in a confidential file. 7. RESPONSE TO ALLEGATIONS OF ABUSE Realistically, no practical prevention strategy is completely effective. An accusation of sexual abuse may occur in any location. This policy contains an approved strategy to respond to allegations of abuse. The Sports Discovery Camp response strategy recognizes the following underlying principles: • All allegations are to be taken seriously. • Situations must be handled forthrightly with due respect for people’s privacy and confidentiality. • Full co-operation must be given to civil authorities • Adequate care must be shown for the well-being of victims. • The victim should not be held responsible in any way. Records Records of volunteer applications and related material will be maintained. Records shall be kept at least seven years in a safe and accessible location, honouring their confidentiality. > page 26
> Training Manual 2019 Spokesperson The CEO, Executive Director, or Community Relations Director, will speak to the media regarding an abuse matter in a discreet, informed, truthful and diplomatic way. Position of Sports Discovery Camp In the case of an allegation of abuse, the following points would be made until all the facts are uncovered and the case reviewed: • It is always tragic when individuals are abused or exploited. • Sports Discovery Camp is aware of the toll which any form of abuse takes. • Careful precautions have been taken to protect the children entrusted to our care. • Accusations of abuse are distressing. • Sports Discovery Camp will do all in its power to address any needs in this situation. • For the welfare of those involved, all information will be directed to the appropriate authorities. Conduct and Counsel Sports Discovery Camp will not engage in denial, minimization, or blame. It will not be denied that the incident occurred; all allegations are taken seriously. Once a formal complaint has been made, even if there is clear evidence to the contrary, Sports Discovery Camp is under a responsibility to follow this policy’s process. The nature of the incident will not be minimized by saying such things as “It only happened once,” or “It wasn’t that serious.” The victim or the victim’s family will not be blamed. 8. ACCOUNTABILITY The following key points about Protection of Children are emphasized: Sexual abuse can happen anywhere, or anytime. • One incident can devastate a child, and her/his family. • A prevention program can reduce risk through relatively simple procedures. Monitoring of the Policy Sports Discovery Camp, and its staff, will review the guidelines set out in the policy as part of program planning. This monitoring will examine the following: • Have volunteers/staff been trained regarding this policy? • Are volunteers/staff following the required policies and procedures? • What obstacles exist to compliance with these policies? • What is the level of cooperation? • Do sufficient materials exist for training and information? • Is this policy available for immediate reference? > page 27
> Training Manual 2019 If problems exist in the policy, Sports Discovery Camp encourages the submission of helpful revisions that do not sacrifice the integrity of the policy. Education of Staff and Volunteers Routines will be established for the training of all new staff and volunteers who participate in our Sports Discovery Camps. Staff, and volunteers, who will be working with children or youth will receive copies of this policy upon being hired. Police “Vulnerable Sector Checks” are mandatory for all staff and volunteers. Accountability Sports Discovery Camp will avoid any undue interference when a report of abuse has been filed with the appropriate authorities. A Management Team member will inform all appropriate agencies of instances of alleged abuse immediately. Sports Discovery Camp is committed to proper enforcement and review, once a year of this policy. 9. SUMMARY This policy has been drafted, and approved, by the Sports Discovery Camp Management team with the intent, and determination, to protect the children entrusted to our care at all Sports Discovery Camps. To that end, we welcome all suggestions that will help us to improve this policy and to ensure the safety of our campers. EARLY ENROLMENT POLICY If a family enrols their child(ren) in a Sports Discovery Camp location that due to low enrolment or other unforeseen circumstances must be cancelled, the family may request one of the following options. A) The family can contact Head Office at 226-242-2329 and request a full refund. B) The family may switch their child(ren) to another camp location running the same week provided there is room at the camp location they wish to switch to. C) The family may switch their child(ren) to another camp location for a different week provided there is room in the new week and at the camp location they wish to switch to. Please note: If the week or location you wish to switch to is full, it is at the discretion of Head Office to determine if there is room to add beyond the original capacity. This will be dependent on such factors as supplies, staffing, etc. > page 28
> Training Manual 2019 If a family enrols their child(ren) in a location that, once determined, is too far away or inaccessible the family may request one of the following options. A) The family can contact Head Office at 226-242-2329 and request a full refund up until 28 days from the 1st day of camp. Our regular refund policy applies for requests made less than 28 days before the start of camp. * Please refer to our FAQ section for full details. B) The family may switch to another camp location running the same week provided there is room at the camp location they wish to switch to. C) The family may switch to another camp location for a different week provided there is room in the week and at the camp location they wish to switch to. Please note: If the week or location you wish to switch to is full, it is at the discretion of Head Office to determine if there is room to add beyond the original capacity. This will be dependent on such factors as supplies, staffing, etc. PRIVACY POLICY Sports Discovery Camp is a children's summer day camp. We collect personal information on campers, their families and other participants in our programs (such as volunteers), and on people who requests information of Sports Discovery Camp and its programs. Sports Discovery Camp recognizes the importance of privacy and the sensitivity of this personal information. We are committed to protecting the privacy of the personal information of our families and their children. It is our intention to comply with all aspects of the Personal Information Protection and Electronic Documents Act (PIPEDA) as well as the Personal Health Information Protection Act (PHIPA). We do not publish any personal information included in your profile without written consent. Our Community Relations Director, Paul De Jong, is the designated person responsible for the training and enforcement of this privacy policy. If you have questions regarding this policy or if you ave any concerns about your personal information held by Sports Discovery Camp, or complaints about how your personal information has been used, contact the office at 226-242-2329. PICKUP AND DROP OFF PROCEDURE • Ensure Sports Discovery Camp signage is visibly placed for parents so they know where to go for drop off and pickup. Use arrows on signs and a staff person to guide them on the Monday of each week. • Have a staff member at the drop off location to greet the parent and camper with smiles and a cheery attitude. Be upbeat, positive and energetic - this is a parent’s first impression and they are nervous about leaving their child with a stranger! • Sign in the camper using the attendance sheets provided by your Head Coach > page 29
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