Remain calm and call {emergencyContact131}

In the case of an urgent medical emergency:                   

• Provide location (address, building name, and room number, if applicable), nature of injury or illness, current condition of the participant, and any other requested information.
• Remain on the phone until directed to hang up.
• Do not move the participant unless they are in immediate danger.
• Stay with the participant and have another person go outside to meet the ambulance/emergency responders.
• Assess if the participant needs CPR, AED, tourniquet etc.
• Be sure to use personal protective equipment (PPE) if administering medical attention to the participant.
• Inform the emergency responders of any additional medical information listed on the participant’s medication treatment authorization form (if applicable).
• Have the coach or authorized adult contact the participant’s parent/guardian to inform them of the incident.
• In the event that the participant is taken to the hospital, the coach or authorized adult must stay with them until their parent or guardian arrives or they are released. 

In the case of a non-emergency medical incident.

• Staff will possess the knowledge and tools to provide basic first aid to participants or know where the nearest first-aid certified individual is and be able to contact them.

Before the event/camp starts, the Varsity staff should review evacuation procedures and determine the nearest exits, best routes, and assembly sites. They should also ensure that exits, routes, and assembly points are manageable for participants. All doorways and paths of egress, such as staircases, should be kept clear of any obstructions.

In the case of a fire:

• Manually activate the fire alarm
• Walking quickly with participants, leave the building immediately using the closest emergency exit. Do not use elevators
• Help people who need assistance if possible, including young children and those with disabilities
• Close doors and windows behind you, but do not lock them
• Move to a safe location away from buildings and/or to your building’s/program’s designated meeting site
• Call {emergencyContact131} as soon as you are in a safe place. Notify fire personnel of the location, nature, and size of the fire and if you think anyone may still be in the building
• Call the university or hotel contact to inform them of the incident
• Check with each team's coach or authorized adult upon arrival at a new location to ensure all employees and participants are accounted for and are safe.
• Re-enter the building only when instructed by fire personnel

 In the case of a non-fire evacuation:

• Walk quickly with participants and leave the building via the designated exit. Do not use elevators
• Help people who need assistance, including young children and those with disabilities
• Assemble at designated meeting site
• Check with each team's coach/authorized adult to ensure that everyone is accounted for and is safe
• Wait for instructions from the Designated Public Safety Official(s)

 

In the event of an active shooter, the following steps should be followed by staff to best ensure the safety and security of themselves and others. Every incident varies - be flexible in determining which plan works best in your specific situation. Always consider and prioritize the physical and emotional safety of the participants in your care. If you hear gunshots or recognize signs of an active shooter, quickly assess the situation and consider your options.

1. Run - Evacuate only if Safe to Do So

• Leave the scene - exit the building with participants, moving quickly and leaving belongings behind. Help and warn others if it is safe to do so. Go to a safe place away from the building and find cover if possible. Upon arrival at a secure location, check with each team's coach or authorized adult to ensure all employees and participants are accounted for and safe.

2. Hide - If Escape Is Not Possible

• Find a place to hide. Lock the door and cover the windows of the room you are in. Turn out the lights and silence electronic devices. Make the room appear empty. Instruct participants to remain calm and quiet. Take attendance of participants if possible.

3. Fight – As a Last Resort

• As a last resort, distract and disable the shooter with anything that can be used as a weapon.

Alert Law Enforcement

• When safe to do so, call {emergencyContact131} Provide as much information as possible, including the exact location, description of the shooter(s), weapons used, and the number of victims.

When Law Enforcement Arrives

• Stay calm. It is important that you follow all police instructions: Keep your hands visible, do not make any sudden movements, and be prepared to answer questions.
• Do not leave the building until told to do so: Officers may not know you are not the shooter, so stay in place until they confirm you are safe to move about.
• Provide details: Once you are in a safe area, you may be asked to inform law enforcement about the number of shooters, their locations, and any other helpful information.

After the violence has stopped, how will you know it is safe?

• You can call 911 to confirm that police are present outside your door/location.

• Remain in a safe place until instructed to leave by police or authorized personnel.

 

Threatening Phone Call

Threats are often received by telephone and all calls must be taken seriously. If you receive a threatening phone call:

• Get a coworker to call {emergencyContact131} while you are on the line.
• Keep the caller on the line by asking questions.
• Permit the caller to say as much as possible without interruption. Take notes on everything said and on your observations about background noise, voice characteristics, etc.
• Notify the university or hotel contact as directed.

 Suspicious Mail/Package

Mail and packages can be used to deliver potentially hazardous materials. Before opening, take care to examine the item for anything unusual. If a package raises concern:

• Handle with care
• Do not open, smell, touch, or taste any contents of the package
• Leave the area, isolate it by shutting doors behind you, as you leave
• Do not use your cell phone within 300 feet
• Treat it as dangerous and call {emergencyContact131}

Bomb Threat

If you receive a bomb threat over the phone, stay calm, obtain as much information as possible from the caller and report the threat immediately to {emergencyContact131}. Be sure to note:

• Precise time of the call
• Caller’s exact words and language (well spoken, recorded, irrational, foul, incoherent, etc.)
• Noticeable characteristics of the caller (gender, age, calm/angry, excited/slow, etc.)
• Information regarding the device and possible location
• Background sounds (machine, voices, street noises, music, etc.)

 Ask the person questions, such as:

• Where is the bomb located?
• When will the bomb explode?
• What does the bomb look like?
• What kind of bomb is it?
• What will cause the bomb to explode?

Utility Failure

Utility failures include power outages, gas leaks/unusual odors, or broken/malfunctioning life-safety equipment. In the event of a power outage, many campus facilities are equipped with emergency generators to power critical operations and emergency lighting to aid in the safe evacuation.

 In the case of a utility failure:

• Always report utility failures to the appropriate authorities for your location.
• If the utility emergency poses a public safety threat or emergency, call {emergencyContact131} and be prepared to provide the failure type and location.
• Officials may evacuate a building due to utility failures.
• If not on university property, be aware of the procedures for that facility in case of a utility emergency.
• In the case of a power outage, be prepared:
  • Keep a flashlight with spare batteries immediately accessible
  • Know how to locate the closest exit
• In the event of a large-scale power outage:
  • Remain calm
  • Do not light candles or any other types of flames for lighting
  • Unplug computers and turn off light switches
  • Be prepared to relocate potentially 

 Hazardous Materials Spill

There are chemicals and other hazardous materials stored and used on campus. The materials are stored in locked areas that participants cannot access during their visit to campus.

In the rare case of a hazardous materials spill during your program:

• Do not attempt to clean unless professionally trained in managing chemical spills.
• Secure the area, call {emergencyContact131} and provide information on location and type of release or spill.
• Evacuate all personnel and participants from the immediate work and/or laboratory area; if the release or spill has the potential to impact a larger area, activate the building’s fire alarm and follow evacuation procedures.

Hazardous weather can strike at any time, however, in certain geographical areas, the summer months are especially active. Be proactive and monitor weather forcasts for your area and communicate with the office if you are expecting adverese weather conditions so plans can be made in advance. If you are routinely involved in outdoor activities, have a way to check weather information from your location. If you are in a remote location without cellular or internet service, obtain a weather radio (battery operated or hand crank NOAA approved weather radio) for your program.

 Thunderstorms

Thunderstorms can “pop-up” at any time during the summer months. Typically, they consist of high winds, rain, lightning and in some cases, hail. When outdoors: 

• Immediately suspend activities and seek shelter inside a fully enclosed building. Open pavilions do not provide adequate shelter from lightning or hail
• Check in with each team's coach/authorized adult each time you change locations
• Monitor advisories and local media
• Wait for all clear to resume activities outdoors

 Tornadoes

Tornadoes occur near the trailing edge of a thunderstorm but can form without warning. Some danger signs include dark greenish sky, large hail, and/or large dark low-lying clouds and a loud roar like a freight train. If your program encounters any of these signs, or an alert from the National Weather Service:

• Immediately suspend activities and seek shelter inside a fully enclosed building away from corners, windows, doors, and outside walls
• Check in with each team's coach/authorized adult each time you change locations
• Monitor advisories and local media
• Wait for all clear to resume activities outdoors

 Flooding

Severe thunderstorms can create the potential for flooding in certain areas when several inches of rain are dropped in a single location in a short amount of time. Once a thunderstorm has cleared, take these additional precautions when traveling through or resuming activities in areas of potential flooding:

• Avoid moving water
• Stay on high ground
• Follow paths indicated by authorities
• Stay clear of roadways to allow emergency workers to assist those in need
• Check in with each team's coach/authorized adult each time you change locations
• Wait for all clear to resume activities outdoors; Or end program activities early or cancel program activities if conditions continue to be unsafe
• Communicate procedures for ending early or canceling program ahead of time to parents/guardians

 Extreme Heat

Extreme heat can be the cause of serious health problems if individuals do not take the proper precautions. The best defense against heat-related illness is prevention. Staying cool and making simple changes in fluid intake, activities and clothing during hot weather can help participants and program staff remain safe and healthy. When program activities occur outdoors ensure participants and program staff:

• Stay hydrated and drink more water than usual
• Take frequent breaks in a cool place (check in with each team's coach/authorized adult each time you change locations)
• Slow the pace of any physical activity
• Wear lightweight and light-colored clothing

If a participant and/or staff member exhibits symptoms of heat exhaustion (i.e. heavy sweating, extreme weakness or fatigue, dizziness/confusion, nausea, cold clammy/moist skin, pale or flushed complexion, muscle cramps, slightly elevated body temperature and fast/shallow breathing) move the individual to a cool place, loosen clothing if possible, put cool, wet clothes on the body, and sip water. If symptoms get worse, last longer than 1 hour, and/or the individual begins vomiting follow the steps to take in the case of an urgent medical emergency.

If a participant and/or staff member exhibits symptoms of heat stroke (i.e., extremely high body temperature above 103°F or higher, hot, red, dry, or damp skin, no sweating, hallucinations, chills, throbbing headache, confusion/dizziness and/or slurred speech):

• Call {emergencyContact131} right away
• Follow the steps to take in the case of an urgent medical emergency
• Move the individual to a cooler place
• Help lower the person’s temperature with cool cloths
• Do not give the person anything to drink

Information to gather:

• Name and age of Child/Participant
• Person or team the child/participant was with
• Last place they were with their party
• Where their party was going
• Description of individuals in their team or party

The reason to STOP where you are is that in most cases, the parent/adult will find the child if you stay where you are.

The event director/event safety will contact the security with the information regarding the child/participant. If the lost child is a participant, the event director/event safety will also attempt to contact the coach. If the adult and child are not reconnected quickly, the event/camp manager will then work with the security on determining where to move the child/participant.

 Additional tips if dealing with a young child:

• Kneel to eye level with the child
• Use a calm voice to introduce yourself
• Allow the child to hold your hand or finger
• If parent or guardian arrives:
  • Request and confirm identification, or verify the lost guest is comfortable with the person
  • Notify event director/event safety that the child has been reunited with their party

 After all parties have been reunited, complete a detailed incident report, and notify the office.

Information to gather:

• Name and age of Child/Participant
• Person or team the child/participant was with
• Last place they were with their party
• Where their party was going
• Description of individuals in their team or party

The reason to STOP where you are is that in most cases, the parent/adult will find the child if you stay where you are.

Determine as much of the detailed information listed below:

• Name & age
• Hair color/length
• Height
• Weight
• Race
• Type of clothing
• Team
• Time and location last seen
• Other relevant information

The event director/event safety will contact the security with the information regarding the child/participant. If the lost child is a participant, the event director/event safety manager will also attempt to contact the coach. If the adult and child are not reconnected quickly, the event/camp manager will then work with the security on determining where to move the child/participant.

 Additional tips if dealing with a young child:

• Kneel to eye level with the child
• Use a calm voice to introduce yourself
• Allow the child to hold your hand or finger
• If parent or guardian arrives:
  • Request and confirm identification, or verify the lost guest is comfortable with the person
  • Notify event director/event safety that the child has been reunited with their party

 After all parties have been reunited, complete a detailed incident report, and notify the office.

Following an emergency, it is important to address its impact on the participants and staff, it is also an appropriate time to review and document the event and the procedures that were followed. Complete all appropriate reports and inform the Varsity office of the event and outcome as soon as possible.