Staff Handbook Part 3
From WildWiki
PART 3: GENERAL PROGRAM POLICIES AND PROCEDURES
Definitions: Policy- A set of rules, standards, and/or protocols that instructors are expected to follow while leading courses for the ECWP.
Guidelines- Suggestions, outlines, or best practices listed to assist instructors in implementing policies.
Description: Earlham College Wilderness Programs have established a set of policies and best practices for various areas as it relates to working with students in the field. Each of these areas is broken down into policies (things instructors are expected to do in the field) and guidelines (suggestions or best practices to assist with stated policies). As with all things in the outdoor field, there is more than one way to do something. Stated policies may not be the only way to approach an issue, but they are OUR WAY to approach the issue and we expect instructors to adhere to stated policies. That being said, policies are no substitute for sound judgment and decision making in the field. Instructors always have the prerogative to ignore or modify a policy based on what is happening in the field. Any modification or change in policy practice in the field must be justified by sound, clearly articulated reasoning (i.e. “I didn’t like the policy” is NOT an sound, clearly articulated reasoning). You can expect to be questioned about any policy changes or oversights made in the field.
Overview: General policy and guidelines are broken into three main areas- 1. Emergency -policies of special importance or urgency 2. Frontcountry -driving, administrative, and pre-trip policies 3. Backcountry -all field-based policies
EMERGENCY POLICIES AND PROCEDURES
The EMERGENCY SECTION is divided into five sections, arranged alphabetically:
1. Communication- Expectations regarding communicating with ECWP during field emergencies 2. Documentation- Requirements for documenting emergency events 3. Evacuations- Policies and guidelines regarding field evacuations 4. Major Injury/Death- Expectations and policies regarding the handling of severe emergencies 5. Search and Rescue- Policies and guidelines regarding search and rescue in the field.
Definitions An “emergency” is any event that has significant consequences for an individual or group of individuals. Major medical issues that threaten life or limb, all field evacuations, serious behavioral issues, and any other event that requires significant modification of trip or course implementation should be considered an emergency. When in doubt, err on the side of over-communication.
Communication During Emergencies
Policies 1. Communication during emergencies should be in order or importance. Contact rescue personnel/law enforcement first, the ECWP on-call number second. If the on-call person cannot be reached, contact EC Safety and Security (see your field emergency contact sheet for current numbers and information). 2. Instructors should not contact second parties (friends, family, etc) of involved persons until communication has been established with ECWP. 3. Instructors must notify the ECWP on-call staff member as soon as possible when there is an emergency in the field. Instructors are expected to stay in regular communication regarding any emergency or evacuation from the field.
Guidelines 1. Communication may need to be made with other brigades/groups in the field. 2. If significant changes are made to your itinerary (date changes, trailheads, route, etc.), the Wilderness Program office should be notified. 3. If you must leave a message for the Wilderness Program office, be specific. Leave a detailed message that includes date and time that you called, a date and time that you will call back, or specific instructions for us to call you back. State your location, what the incident or reason for calling is, and what your plan of action is.
Documentation During Emergencies
Policies 1. Staff members should document emergencies by utilizing ECWP forms and systems including: incident/accident report form, daily log, SOAP note(s), and an Evacuation Form. 2. In addition, after any major emergencies, staff should independently record their memory of the incident/accident as soon as possible afterwards. When appropriate, staff should have trip participants and any other witnesses do the same.
Guidelines 1. Documentation is very important in any emergency situation, if you don’t write it down, it didn’t happen. 2. When appropriate, assign one person to record notes as the situation unfolds. 3. When appropriate, add as many details to your notes as possible. 4. See the appendix for details on the use of specific forms listed above.
Field Evacuations
Definitions: Medical Evacuation A full listing of “automatic” medical evacuations is not feasible in a manual of this scope. Staff are expected to assess medical situations to the level of their training (WFA, WFR). Generally speaking, medical evacuations are called for when the medical condition is a significant threat to the participant or group and is unlikely to be resolved in the field.
Non-Medical Evacuation If a student does not respect and abide by the behavioral standards of Earlham College and the Wilderness course, and the situation is not able to be resolved in the field, the student must be evacuated for non-medical reasons. In addition, a student who voluntarily wishes to leave a course must be allowed to do so at the earliest and safest convenience. Policies 1. Evacuations occur in either a medical instance or a non-medical instance. Students who are designated by staff to be evacuated must be escorted out of the field as soon as is safely possible. 2. Staff and participants are expected to initiate self-evacuations when feasible and safe- even if that means significant re-routing. Additional outside assistance should be utilized when necessary but not frivolously. 3. An evacuation form and all other relevant documentation (incident/accident, etc) should be completed for all evacuations. Copies should be left with group in the field while the evacuation party retains originals. 4. Contact ECWP on-call person as soon as possible (see communication policies for more information). 5. In most cases, students should be evacuated under the care of one staff member and at least two other trip participants. 6. In some instances, evacuations by a single staff member, or a staff member and other trip participant are appropriate- use your best judgment. 7. The participant should be assisted to medical treatment and/or public transportation. Pay expenses as needed with field money and collect receipts for later billing
Guidelines: 1. The following steps should be followed to ensure a smooth evacuation process. 2. Once an evacuation is decided upon- STOP. Take the time you need to plan and organize yourselves. 3. Use the field evacuation form (see appendix) to develop your plan. Your written plan should include consideration of the what follows below. 4. Arrange supplies for evacuation team. Generally this will consist of SOAP for evacuee, 2 copies; one for evac team and one for the group remaining behind; Written plans through the return of the evacuators; 2 copies of map marked with relevant locations and compass bearings; Bivouac gear: food, water purification, shelter, matches/lighter, flashlight, first aid kit, warm clothing, rain gear, etc. ; Evacuee’s Medical form, (Water – citizenship papers, park permits etc.); Evacuees personal items; Money, van keys, phone numbers 5. Notify Wilderness Office as soon as evacuators reach phone. 6. Assess if there are realistic ways in which the student could complete the course, or explore other options. Any questions on receiving credit and refunds of tuition should be referred to the Wilderness Office.
Major Injury / Death
Policies 1. Give first aid as needed and to one’s training. Plan and execute evacuation. In case of death do not move the body until legal authorities authorize you to do so. 2. Notify the Wilderness Office (or College President, Provost, or Dean) of the situation. The family of the injured party will be notified by the College. 3. In the case of death, notify the nearest Police Department and/or the land manager for where you are traveling. (USFS, BLM etc...) and cooperate fully with them. 4. Do not discuss the accident with anyone except police and medical personnel. Refer questions by all others to the Earlham College Public Relations Office. 5. As soon as is feasible all staff and participants present at the accident should independently record their impressions of what happened. 6. Instructors should be in contact with the Wilderness Program office to determine whether the trip will continue with the program and what additional staffing or resources may be needed.
Search and Rescue
Definitions Separated Participant- an unscheduled loss of contact with a group member or member(s) for less than 12 hours. Lost Participant-an unscheduled loss of contact with a group member or members for longer than 12 hours. Hasty Search- a search protocol completed by group participants with a separated participant.
Policies: 1. Begin documentation of incident as soon as participant(s) is known to be separated from group. Note, in writing, the time and place that this occurred. The entire brigade should be grouped up and planning on the immediate course of action should be undertaken. 2. If less than 12 hours, perform “Hasty Search” as outlined below in guidelines. 3. If over 12 hours, initiate emergency communication procedures including contacting the ECWP on-call person and local law enforcement.
Guidelines: 1. Instructors who have an unscheduled loss of contact with a group of participants ( i.e. students who miss a checkpoint on final) must call the Wilderness Office if efforts to find them in the next 12 hours are unsuccessful. 2. In the event of a missing person(s), the following Search and Rescue (SAR) sequence of performing a Hasty Search should be adapted to fit your need and situation. 3. Assign individual(s) to record all information and events. 4. Gather available information including Last Seen Point. 5. Divide available people into Hasty Search Teams (HST’s). 6. Brief team leaders regarding search details and send HST’s to assigned locations with assigned return times. 7. Gather more information from instructors and HST’s 8. Monitor entire process from a central location 9. After 12 hours notify the forest service or next appropriate contact. 10. The individual that is assigned to record all information and events can be an instructor or a student. This information should be clear and concise and the record is to be maintained until the missing person(s) is found. 11. Information related to the last seen point of the missing person(s) should include the location and time that the last person was seen. 12. When dividing people into Hasty Search Teams use only reliable people. 13. The objective of the Hasty Search team is to figure out the subject’s direction of travel. Start with the Last seen point and gather evidence without destroying it. Using natural barriers to travel such as cliff lines and trails can aid in this process. Also areas of special interest such as buildings, caves, streams, etc should be noted for more detailed searches much later. An effort should also be made to attract the attention of the lost person/s by using voices, whistles, lights, etc. 14. Interviewing people can be an invaluable source of information. It is most helpful when the interviews are conducted when the event is still fresh in the memories of the people being interviewed and before the opportunity to collaborate with others has taken place. Some tips include interviewing people separately. Not forming your own conclusions prior to the interview. Evaluate the differences in the presence of conflicting information. 15. Some considerations in monitoring the search from a central location are to stay where you are so that the lost individual/s may return to you. The task of monitoring extends beyond providing direction for the actual search process to gauging the levels of stress and emotion of the group members and offering support. Monitor your own feelings. 16. If possible keep the Wilderness Office notified of the search process as it plays out.
FRONTCOUNTRY POLICIES AND PROCEDURES
This section describes policies and guidelines for the following activities associated with Wilderness Program courses:
1. Pre-Trip Policies and Guidelines 2. Post-Trip Policies and Guidelines 3. Frontcountry Camping (“Car Camping”) 4. Driving and Trailer Policies and Guidelines
Definitions Pre-Trip activities include required program paperwork to be on file prior to departure, gear check-out, and program pre-trip meetings. Post-Trip activities include evaluations and other program paperwork, gear check-in, and course de-brief(s). Frontcountry camping includes any overnight stays on program. This includes private campgrounds, motels, and public lands. Driving. These policies and guidelines apply to all drivers of vehicles on ECWP business. This includes emergency procedures when vehicles are involved, airport shuttles, trailhead shuttles, and use of personal vehicles for ECWP programs.
Pre-Trip Policies and Guidelines
Policies 1. A Pre-Trip Meeting (PTM) must be held prior to all ECWP courses. 2. As part of the PTM, participants should receive a “safety talk” prior to the completion of the assumption of risk forms (see Pre-Trip Meeting format in instructor resources section). 3. A waiver and assumption of risk form must be completed by each participant before they leave Earlham College on their course. 4. Instructors should medically “screen” participants by looking at waiver forms and verbally confirming any issues to help insure the safety of the group. Questions regarding trip fitness of any participant should be addressed with the ECWP administrators. 5. Every field course should have the following paperwork on file prior to departure: off-campus trip info sheet, trip logistics sheet, trip itinerary/calendar, group gear sheet, and individual gear check-out sheets.
Guidelines 1. The logistics of the course should be explained in detail during the pre-trip meeting. 2. A course info sheet (syllabus), detailing the logistics and components of a course should be handed out to students. 3. An itinerary should also be given to students 4. Instructors are ultimately responsible for the food and its packing on every course. 5. Likewise, instructors are ultimately responsible for the equipment packed for their course. 6. It is the instructors responsibility to obtain a cash advance from the Wilderness Program Office if one is needed for your course.
Post-Trip Policies and Guidelines
Policies 1. Instructors should contact the on-call person from ECWP as soon as possible after group is out of the backcountry. 2. Instructors are expected to facilitate the cleaning and returning of group gear in coordination with the Outdoor Ed Center manager. Any damaged or lost gear must be noted and appropriate charges attributed (see equipment section in backcountry policies). 3. A trip de-brief is often scheduled with the ECWP administrative staff. 4. The following paperwork must be completed as soon as possible after the trip (prior to trip de-brief): cash reconciliation form, group gear check-in, completed daily logs, any incident/accident documentation, actual itinerary/trip calendar, changes to trip logistics form/road log, post-program assessment form, and any/all evaluations. 5. It is expected that vans and trailers are left in reasonable state of cleanliness and that any and all maintenance issues are reported to ECWP.
Guidelines 1. Have students complete evaluations prior to departing from vans- it is difficult to retrieve forms after everyone has left. 2. Make it clear that group gear clean-up is everyone’s responsibility and schedule time into your return schedule to facilitate this process. 3. Make notes throughout the trip to bring up at the de-brief or on the post-program form. If we don’t know about it, we can’t change it. 4. It is helpful if instructors take the time to transfer route notations onto program “Master Maps.”
Frontcountry Camping
Policies 1. “Lost and Alone” policies apply in the frontcountry. Group participants should wear whistles when away from their tents. 2. It is recommended that close-toed shoes be worn at all times campsites- they must be worn while cooking. 3. The stove and kitchen area should be set up in a safe zone away from the main traffic areas in camp. 4. It is expected that ECWP groups adhere to the posted rules and regulations of campgrounds and public areas where we camp. 5. It is expected that ECWP campsite locations are “dry” locations. That is, no alcohol or other illegal substances are permitted on-site.
Guidelines 1. In general, backcountry policies apply in the frontcountry (e.g. lightning procedures). Use your judgment and err on the side of safety. Most accidents occur in the frontcountry and are the result of carelessness and/or roughhousing. 2. Keep track of people. Create a sign-out list if folks want to explore with estimated time of return and locations. 3. In general, solo travel should be discouraged (e.g jogging). When feasible, have participants travel in at least pairs. 4. Food should be stored with local wildlife in mind. If in Bear-problem areas, food should be hung away from camp. Mice, raccoons, chipmunks, squirrels etc. are prevalent in most areas. Inside a closed vehicle is often a good place to store food when problem bears are not present.
Driving
Driving is statistically the most dangerous aspect of outdoor programs nationally. Maintain a responsible, serious and professional attitude while in the driver’s seat. You are expected to hold other drivers of your vehicle to these same standards.
Policies 1. Observe the speed limit. 2. Everyone in the vehicle must wear a seatbelt at all times. It is the driver’s responsibility to ensure that everyone wears a seat belt. 3. Always drive with headlights on. 4. Driver should maintain two hands on the wheel in the 10 and 2 O’clock position. 5. Drivers should not eat food and should be cautious while drinking water etc. 6. Arrange gear and people in the van to maintain clear sight-lines to the rear and the sides. 7. Do not drive between 11:00 PM and 5:00 AM (make sure you are well rested). 8. Drivers should not drive for more than 3-4 hours at a stretch and no more than 8 hours a day. 9. Drivers must complete the appropriate driver training before driving a vehicle for the Wilderness Program. If towing a trailer, Trailer Training must be completed. 10. A safety check, utilizing the safety check form, is to be conducted daily before driving. 11. Roof Racks are never to be used on Earlham vehicles 12. The number of people in a vehicle should never exceed the number of seats with seatbelts in the vehicle, nor exceed the number of passengers that the vehicle manufacturer designed for its use. 13. 12 passenger vans may have 12 passengers but should not exceed load limits of the vehicle including gear. 14. Co-pilots should be awake and alert to assist the driver as needed.
Vehicle Accidents
1. If you are involved in a vehicle/trailer accident, first make sure that everyone involved is okay, and treat for medical injuries as needed and to level of your training. 2. Never admit guilt in a vehicle accident. Often, specifics that led to the accident are hidden, even from those involved. It may not be your fault, even when it appears so. 3. Contact local authorities as well as the Wilderness Program office and or security, following the protocol on the information sheet located in your vehicle.
Guidelines 1. Reduce speed if driving in poor conditions (wet roads, foggy, cross winds, winding roads, steep grades). Stop driving if you feel that the conditions are too inclement. We will happily pay for a hotel room or two! 2. Leave radio controls and navigation to the co-pilot. 3. Maintain a “cushion of safety” (4 secs. or greater depending on conditions) following distance between your vehicle and the vehicles around you. 4. On divided highways, drive in the right lane using the left lane only as a passing lane. (It is a traffic violation to exceed the speed limit even while passing.) 5. When passing a vehicle make sure you can see the vehicle fully in the rear view mirror before pulling in front if it. 8. Make full use of rear view and side view mirrors. 6. If traveling in more than one vehicle, each vehicle should be clear on directions etc. In case of separation, specific locations should be planned to rejoin (rest stops etc.) 7. If vehicle are unable to rejoin, the on-call contact can be used as a resource to help relocate the other vehicle(s). This is a last resort 8. When driving in hilly or mountainous terrain: Turn off the overdrive. This is better for the engine (in many of our vans overdrive is always on unless turned off). Do not ride the brakes! This will overheat them and potentially cause them to malfunction. Slow the vehicle by braking firmly and then releasing and then braking firmly again (pulse braking). This allows the brakes to cool. Shift down to a lower gear (usually second gear) for steep grade descents. This uses the engine to slow the vehicle and prevents over use of the brakes. In general, 2nd gear is safe to use if traveling at or under 45 mp.
BACKCOUNTRY POLICIES AND PROCEDURES
Introduction This is probably the most significant section of ECWP's policies and procedures. It is important that instructors familiarize themselves with all the policies listed below as you will be expected to adhere to these in the field (barring unusual circumstances- see introduction to the policies and guidelines section for a discussion of instructor judgment vs. policies). Policies and procedures listed below are for all courses. See separate publications for Course Specific Policies and Procedures (e.g. whitewater kayaking, climbing, canoeing, Challenge Education, etc.).
Definitions Backcountry designation applies when the group is more than two hours from definitive care (includes transportation time!).
Contents 1 Behavior-Staff 2 Behavior-Student 3 Campfires 4 Campsite Selection 5 Equipment 6 Evaluations 7 First Aid Kits 8 Footwear 9 Forest Fires 10 Group Size/Permits 11 Headlamps/Watches 12 Lightning 13 Lost and Alone/Compass & Whistle 14 Paperwork- Documentation on trail 15 Private Property 16 Small Group Travel 17 Stove Use 18 SOLO’s 19 Supervised Independent Travel (SIT) 20 Swimming (Backcountry) 21 Weight Limits
Behavior-Staff
Policies 1. Staff are expected to adhere to the stated guidelines in the College’s Principles and Practices document at all times when on course (including travel to and from course area). 2. Staff are not to engage in exclusive or sexual relationships with participants while on any course.
Guidelines 1. Staff are strongly discouraged (particularly on August Wilderness) in engaging in exclusive or sexual relationships with other staff members while on course. 2. Staff who are uncomfortable with observed behavior of other staff members are encouraged to communicate with the other staff member. After this, staff are also welcome to follow-up concerns with a member of the ECWP office staff.
Behavior-Student
Policies 1. Students/participants are expected to adhere to the stated guidelines in the [College’s Principles and Practices http:earlham.edu] document at all times when on course (including travel to and from course area). 2. Students may be removed from a program if behavior standards are not being met (see Emergency section- “Evacuations” for more information).
Guidelines 1. Staff should clearly state behavioral expectations and guidelines prior to trip departure and should review them as necessary throughout the course 2. Staff should document any and all behavioral issues on the appropriate form (see Paperwork section for more information). 3. Students are discouraged from creating exclusive and/or sexual relationships with other students while on course.
Campfires
Policies 1. Unless under emergency situations, no campfires should be attempted if a fire ban or posted restriction is in place. 2. Campfires should only be made in previously established fire rings using low impact methods (see LNT guidelines in teaching resources section). 3. Proper safety procedures should be taught and followed including fire rings, wind, clothing and equipment cautions, and proper extinguishing of fires.
Campsite Selection
Policies 1. Campsites selected should adhere to posted or printed regulations of the wilderness area you are traveling through. 2. Selected campsites should be scouted for safety including potential deadfall, flood zones, lightning hazard, and other environmental or objective hazards.
Guidelines 1. Staff should adhere to (and teach) LNT principles regarding campsite selection including the proper positioning of kitchen, food bags, waste disposal, and travel paths.
Equipment
Policies 1. All equipment for ECWP programs must be properly checked out using posted procedures and guidelines. This includes equipment for personal use. 2. Items lost or damaged that cannot be attributed to individuals or groups of individuals will be billed to the entire course (including instructors). 3. Final decisions regarding normal wear and tear vs. negligence will be made by ECWP office staff when needed.
Guidelines 1. Staff are expected to monitor equipment usage throughout the course and note damage or loss charges as needed. 2. Staff should emphasize, model, and teach proper equipment care, storage, and cleaning at all times. 3. Staff should be particularly vigilant during transition periods (e.g. course beginning/end, trailhead, etc.) as many items are left or improperly stored during these times.
Evaluations
see Giving Evaluations on the staff website for suggestions on how best to complete these in the field.
Policies 1. All backcountry courses should complete student evaluations. This can take the form of verbal feedback or more formal written feedback. 2. For August Wilderness, staff are expected to utilize the field evaluation form with students and submit these forms with your course folder at the conclusion of the program. 3. Students on courses that use the field evaluation form should be evaluated twice using the written format.
Guidelines 1. For longer courses, staff may divide up students into smaller “advisee” groups to facilitate more personal and efficient feedback. 2. It can be less intimidating to meet with students one-on-one than as an instructor team. 3. Having the student self-evaluate with you first can also help break the ice and make the session feel less intimidating. 4. Keep in mind that the evaluation form you complete may be used to determine a students’ candidacy for a position with ECWP or another organization- be specific, fair, and honest.
First Aid Kits
Policies 1. All courses must have first aid kits appropriate to the activity site and duration. 2. Off-campus courses must utilize the “expedition” first aid kits 3. On-campus courses may use the “weekend” first aid kits 4. All courses must include epinephrine kits with their first aid supplies 5. All first aid kits should be inventoried BEFORE and AFTER courses using the inventory check-sheets.
Guidelines 1. Other first aid items may be useful depending on your course such as foot kits. 2. For longer courses, remember to take a re-supply of commonly used items. 3. If you are re-stocking a kit and you take the last of some item, be sure to communicate with the gear room manager to re-stock the item or re-order it. 4. Remember that courses that plan independent travel must have adequate kits for EACH group.
Footwear
Policies 1. Participants and staff must have appropriate footwear for the activity of the course. This should be checked by staff prior to trip departure during a “duffle shuffle.” 2. Close-toed shoes must be worn on all courses all of the time. Exceptions- while in a kayak, while in a canoe, while in tent/tarp, and while seated (away from kitchen or fire).
Guidelines 1. To avoid controversy and confusion, it is often advisable to simply forbid sandals on courses. 2. Be particularly vigilant about this policy around camp- it is tempting for students (and staff) to get lazy and go barefoot. Remind everyone that foot injuries around camp are one of the most common injuries and, at least for backpacking courses, might necessitate an evacuation.
Forest Fires
Policies 1. Staff should monitor fire conditions prior to leaving for trips- this often done in conjunction with the ECWP office 2. Trips may not proceed (or must immediately evacuate) if the relevant state/government authorities close areas due to fire hazards. 3. Trips may be altered or postponed in the event of severe fire hazards based on the judgment of the ECWP office staff. 4. Independent travel should not take place if there is reason to believe severe fire hazards exist. 5. Trips that encounter forest fires should re-route immediately along the safest terrain possible even if it deviates from approved permits. 6. In the event of a forest fire encounter, notify the proper authorities as soon as possible and gather information to ensure the groups safety.
Guidelines 1. Wind direction may determine the direction of travel for a fire as well as the presence of smoke. Plan alternate routes according to wind direction and the proximity of the fire. Be aware that embers are able to blow over a mile and may start new fires. 2. Humidity in the evening and early morning are often higher than during the day. This may make travel safer during these times due to decreased fire activity. 3. Be aware of indication as to how close or severe the fire may be. Tall smoke plumes indicate a very hot fire. If a tall smoke plume is seen upwind of you, seek a point of refuge or find an alternative route. 4. Identify alternative routes and plans. 5. Maintain a close proximity to a large body of water as much as possible. 6. If traveling through a burned area is a necessity, be aware of burned stump holes, hot embers, and burned but standing trees that may fall easily. 7. Stay upwind and downslope of a fire if at all possible. A large fire tends to burn unpredictably and being upwind does not guarantee that it will not come your way. Be aware at all times. 8. In the event of close proximity to a serious fire: Water Courses: Put your PFD on and paddle out into the middle of a lake. Overturn the canoe and submerge yourself under it so that you can breathe the cool trapped air until the fire passes. Mountain/Backpacking Courses: Pack your pack so that it is air/water tight. Swim out into the center of a lake/stream and use your pack as floatation. Wet a bandanna or some other cloth and tie it around your mouth and nose so that you breathe as little of the smoke as possible. Wait until the fire passes.
Group Size/Permits
Policies 1. All ECWP groups (including outdoors club trips and staff development fund trips) are expected to adhere to the group size limits and permit restrictions in the public areas through which they travel. 2. It is permitted to “divide” a single group into two permits. That is, areas with small group size limits often allow groups to travel together while camping separately (usually at least 1-2 miles apart). 3. Size limits and permit restrictions may be broken during emergency situations.
Guidelines 1. Staff should work closely with the ECWP office staff well before trips and courses to ensure that proper permits and size limits are being adhered to. 2. Remember to budget permits into course fees and costs as necessary. 3. In new course areas, staff should be particularly vigilant of educating themselves on permits and group limits. Ignorance is no excuse for failure to follow the law.
Headlamps/Watches
Policies 1. Staff on all courses should each carry personal headlamps and watches for safety and emergency purposes. 2. In addition, no fewer than 1 headlamp per 2 participants should be carried into the field and participants should know where to find them in an emergency. 3. It is up to instructor discretion as to whether participants are permitted to carry personal watches or headlamps. It is expected, however, that such decisions remain consistent across multiple groups/brigades on the same course.
Guidelines 1. Staff should be wary and conscious of dictating personal wilderness ethics and beliefs on other participants. 2. Staff should consider alternate ways to minimize the emphasis on “frontcountry” technology without necessarily banning watches and headlamps. Rules are more powerful if decided upon by consensus.
Lightning
Policies 1. Staff should instruct students on the hazards of lightning and what precautions to take to avoid them. The students should be educated on the lightning positions and are not to partake in independent travel until they have demonstrated ability in lightning safety. 2. When the lightning is close enough for a 20-30 count the group should begin to look for an area to settle into lightning drill. 3. The lightning position is simply to get low to the ground in a comfortable position (research has shown no difference in safety potential in the variety of lightning positions: squatting on pads, sitting, kneeling, etc.) 4. At a 15-20 count the group should cease activity and settle into lightning drill. 5. While in the drill members of the group should be spread out so that there is at least 30 feet of distance between each other. It is permitted for students to pair up. 6. If a storm arises while the brigade is in camp members should get in lightning position under the shelters, providing you have chosen a safe campsite, with shelters properly spaced. 7. Stay in lightning mode until it has been 15 minutes since the last 15-20 count. 8. Staff are expected to determine each situation individually and determine if it is wise to be in a lightning drill or not.
Guidelines 1. Areas and objects to avoid in the event or immanence of a storm are; high ground, cliffs, tall trees, open spaces, waterways, metal objects and ridges. Your first priority is to identify and get into a lightning “safe” area- all other protocols are secondary! 2. Planning the days travel to avoid such areas during times of high lightning potential (afternoons) is recommended. 3. Be prepared for lightning drills by having items such as raincoats and warm layers to prevent hypothermia while waiting out a storm. Be prepared for the event of hypothermia. 4. Be observant about the weather in order to be proactive. 5. When strikes are noticed or inclement weather seems imminent be aware of your surroundings and try to think of where might be the best place to be if the storm should come upon you. 6. Be prepared to travel to a safer area to get into lightning drill if the area you are in is not ideal. Be certain to travel spread out in the event that this is necessary. 7. Check on students periodically through a lightning drill to assess their condition both emotionally and physically. Encourage them to snack.
Lost and Alone/Compass & Whistle
Policies 1. Once on course, staff and students are expected to wear their compass and whistle lanyards at all times. While in tents/tarps, students/staff are permitted to remove their lanyards but should keep them easily accessible for late night trips out of the tent.
Guidelines 1. Staff are expected to explain the purpose of the compass/whistle lanyards and the procedures for lost and alone situations within the first day of the course (see emergency section for more information). 2. Maintain vigilance with this policy-particularly during independent travel portions of courses. 3. A compass is useless unless students understand how to use it. At the beginning of courses, emphasize whistle use first.
Paperwork - Documentation on trail
Policies 1. All overnight backcountry courses must complete the following paperwork while on course (including travel days). 2. Daily Log Sheets. Daily logs should be completed by one of the instructors at the conclusion of each travel day. Observations should be detailed, complete, and legible. 3. Incident/Accident Forms. As needed, incident and/or accident forms should be completed as soon after the event as possible (see emergency section for more details). 4. SOAP and EVAC Forms. Same as above.
Private Property
Policies 1. Except certain emergencies, ECWP courses are not to trespass on private property unless permission is granted (either in writing or verbally) from the land owner.
Guidelines 1. Be sure to scout your route well ahead of time. Ignorance is no excuse. Remember that your behavior potentially impacts other ECWP courses as well as the perception of outdoor recreation in general.
Small Group Travel
Definitions 1. Small Group Travel occurs when sub-groups of brigades travel separately during the day but camp together at night. Instructors travel with the smaller sub-groups during small group travel but may limit their visible leadership.
Policies 1. Small group travel should only be attempted after the first 72 hours on course. 2. Each small group should have all the equipment needed to survive a night out or an emergency (first aid, shelter, food, etc.). 3. Proper documentation should be completed prior to small group travel and communicated amongst staff (TCP’s and verified campsite locations).
Guidelines 1. Small group travel is an excellent way to break the monotony of group travel during the middle (main) portion of the course as well as a way to prepare a group for supervised independent travel. 2. Small group travel is also helpful as an LNT procedure- it reduces impact both physically and visually. 3. During small group travel, staff should split themselves between groups and either travel with (or shadow closely behind) the student group. 4. Having the leader of the day of each small group complete a TCP prior to the day of small group travel is an excellent training tool and a way to double check details and logistics of the planned route. 5. Be firm and clear on contingency plans (what happens if groups get separated, delayed, etc.) during small group travel.
Stove Use
Policies 1. Staff should teach a stove lesson prior to students using stoves on course. 2. Stoves should be lit in a safety position- kneeling or squatting (not sitting) so a person may move quickly away in the event of a flare up. 3. Stoves should only be lit in a designated kitchen area away from main travel ways through camp and other combustibles. 4. Stoves may not be operated in tents or vestibules. It is permissible to operate a stove under a tarp or other open-air shelter using appropriate caution. 5. One extra stove per brigade should be carried into the field.
Guidelines 1. Staff should inform students of the extreme flammability of certain materials (nylon, fleece, etc.) that may come in to contact with stoves. 2. Setting up clear kitchen areas away from heavy camp travel is an important part of stove/fire safety. 3. “De-pressurizing” MSR whisperlites for a simmer effect is permissible but should be exercised with appropriate caution. 4. Stove care: have students place stoves on lids in sandy areas to minimize fuel line blockages. 5. Stove care: teach students how to properly prime the stove to prevent excess carbon build-up (another cause of fuel line blockage). 6. Stoves are notoriously finicky in the field- familiarize yourself with the most common repair and maintenance checks BEFORE going into the field.
SOLO’s
Definitions A SOLO is defined as a 24 hour or more period of time where a student is placed in a location (stationary) under indirect supervision.
Policies 1. A SOLO briefing/framing should be done prior to the activity. A “challenge by choice” philosophy must be emphasized. 2. Staff should cover SOLO rules which frequently include: boundaries, permissible activities (e.g. reading, etc.), what to do in case of emergency, communication procedures, etc. 3. Students should be placed within whistle distance of each other and easily accessible by staff. 4. Each student should be given adequate equipment and resources for solo. This includes nutritious food, clothing, shelter, and water. 5. Students are not permitted to fast on solo. They may simplify their food choices but they may not avoid eating altogether. 6. No swimming, bouldering, or fire building is permitted on any ECWP solo. 7. Communication Procedures: Students should knot a bandanna twice a day at selected times. Staff will follow and unknot it. A note may be left with the bandanna if the student has a minor emergency, which does not require the use of a whistle. 8. Establish an emergency call system: 3 blasts on a whistle followed by announcing the name of the person in need of assistance. Those close to base camp pass on the signal and the name. 9. Students returning from solo sites on water (e.g. in a canoe) must be in PFD’s.
Guidelines 1. Solo does not have to be a two and a half day event but should be determined by circumstances such as preparedness of students, available time, resources and location. 2. Typically, solo sites should be selected in terms of safety of location (objective hazards), ease of supervision, appropriate spacing of students, and aesthetics factors. 3. Students are often intimidated or, at least, very curious about solos. Proper framing of the event is critical to its success (see teaching resources for more information). 4. Staff are permitted to camp together during solo and is often a relaxing time . However, care should be taken to ensure proper supervision of students at all times. 5. Care should be taken in planning mileage for the immediate day following solo as some students may be less strong from lower caloric intakes.
Supervised Independent Travel (SIT)
Definitions SIT’s are defined as times during the course when groups of students travel independently of instructors (usually camping independently as well). This is different from “Small Group Travel” where instructors may travel with the group and DO camp with the whole group at the end of the day.
Policies 1. SIT sections on ECWP courses are not required. It is up to the judgment of the instructors on a given course as to the length and nature of an SIT. 2. It is expected that instructors follow the same route as their participants on SIT. 3. A SIT briefing/framing of the activity should be given to students prior to an SIT explaining rules, options, and the “challenge by choice” philosophy. 4. Students on SIT must submit TCP’s of their entire route to their instructors prior to beginning the SIT. Duplicate copies should also be made for the group. 5. Information concerning all of the student groups and their respective instructor “shadows” should be shared among instructor teams and noted on the appropriate maps. 6. Leaders will shadow their group of students at an appropriate distance given terrain, potential hazards, and group ability levels. 7. Communication: Each evening students will leave a bandanna with a knot tied in it off the trail where they are camping. The leaders should find this bandanna and untie it to let the students know that they are still together. Messages and adjustments to TCP’s should also be passed at this time.
Guidelines: 1. In dividing up the students, gear and supplies for S.I.T. consider aspects such as the ability level of the students, what their personal goals may be, how they will interact socially, etc. Divisions can be homogeneous by ability level or personal goals (e.g. push route/easy route), or heterogeneous by personality, ability, or other factors. 2. Make certain that all instructor shadow teams are clued into the routes and itineraries of the other S.I.T. groups. This is so that in the event of an emergency or if all groups do not make it out to the trailhead by the appointed time there will be specific information on which to base a search. Make contingencies for contingencies! 3. Judging the appropriate distance to shadow is subjective to each instructor team and depends largely on the assessment of the ability level of the group. Give the appropriate level of freedom. Be especially vigilant on crossing passes, long portages, rapids, and other known terrain difficulties or objective hazards.
Swimming (Backcountry)
Policies: 1. Students are permitted to swim only if they have passed a swim test under the supervision of ECWP instructors. On water courses, students who have not passed or completed a swim test may “swim” with an appropriate PFD. 2. Wading (up to waist) is permitted on all courses. 3. Students and staff must wear proper footwear while swimming (closed heel and toe shoes). 4. A proper safe zone should be made for swimming. This includes proper scouting of any hazards and ease of supervision. 5. Students must be supervised while swimming by an instructor with a whistle. 6. No swimming between sunset and sunrise. 7. No diving (head first) on an ECWP course at any time for any reason. 8. “Gunwale Pumping” and “Gunwale Wars” are not permitted on ECWP courses due to the risk of head and neck injuries. 9. Intentional swimming of rapids or whitewater is not permitted.
Guidelines: 1. Decisions regarding skinny dipping and group comfort with nudity should be addressed as needed. Be particularly sensitive to other (non ECWP) groups in this regard.
Trail Etiquette
Policies: 1. ECWP groups are expected to model exceptional on-trail behavior including safe practices, courteous behavior, and appropriate travel and camping procedures (see Group Size/Permits section and LNT section in Teaching Resources). 2. For safety reasons, staff or students should be cautious about giving out detailed information about routes and dates to strangers met on the trail unless state, government, or law enforcement personnel.
Guidelines: 1. Emphasize the importance of keeping Earlham’s good name when teaching students about trail etiquette. 2. Be conscious and considerate of other groups you interact with on courses- particularly when your group may infringe on their enjoyment (noise levels, hogging a climbing spot, creating a mess on a portage trail, nudity, etc.). 3. Yield to horses on trail. This is usually on the downhill slope but the rider will often direct you to where he/she would like you to go. 4. Make a game out of “hiding” your camp sites (and break sites) off trail to emphasize good LNT practices.
Weight Limits
Policies: 1. Weights of packs (backpacks) should not exceed approximately 40 percent of an individuals body weight. 2. Weight of portage packs should not exceed approximately 70 pounds total. 3. Packs (backpack and portage) should be weighed prior to going into the field to ensure adherence to weight restrictions.
