TERRIERS SPORTS, INC. OPERATIONAL POLICIES & PROCEDURES
Table of Contents:

• Licensing & Compliance
• Management
• Staff
• Staff Training
• First Aid Procedures
• Protective Measures
• Coaching Guidelines & Principles

 

MANAGEMENT
The Terriers Sports programs have been under the direction of Joe Roberts since their founding in 1991.  A graduate of the Boston University School of Management, Joe was a Varsity Baseball Captain at BU and a member of the Greater Boston Collegiate League All Star team.  Joe and his wife Zina are both lifelong residents of Wellesley, and are proud parents of Terriers Veterans Joey, Alexis and Michael.  Off the ball field, Joe is the Managing Partner of Roberts Financial, LLC, a second-generation financial services practice founded in Wellesley in 1966.  

STAFF 
Our programs carry a large staff of supervisors, coaches and counselors in training to make sure all participants get plenty of attention and are in a safe environment.  We are unique in that our staff is made up almost entirely of graduates of our program, who are now members of the Wellesley Public School or local Private School Athletic programs.  They are terrific teachers and role models for the kids, and a key element to the success of our programs. 
 

STAFF TRAINING 

To help our staff understand our guidelines and procedures, all staff is required to attend an orientation program to review policies and guidelines as listed below: 

 

WELCOME to Terriers!   You have been selected to join the Terriers Staff because we see special qualities, talents, and skills in you that we know will help us provide the very best experience to the children we serve.  We are looking for our staff to exhibit creativity, true team spirit, and a positive attitude everyday at Terriers and look forward to your participation at our program!  It is important for our Staff to understand that our primary responsibility is to first and foremost provide a safe environment, to protect the participants, and fellow staff, at our program.   To do this, it is extremely important for you to take the time to carefully read and understand our guidelines, policies and procedures as listed in this manual.  Each item contained in this manual is designed to protect both our participants and staff.  For the safety of our participants and staff we ask for your cooperation in carefully reviewing this material, and to contact us should you have any questions.  As coaches, it is imperative that you come to Terriers motivated and ready to interact with the participants each and everyday.  The success of this program is determined by your enthusiasm, motivation, and your concern for the safety of all the participants.  Each year Terriers strives to improve the overall quality of our programs.  We know that the key to doing that lies in the individuals who make up our staff.  We have confidence in your abilities and will do all we can to help you make our clinics the very best they can be.   We thank you in advance for the effort, leadership, responsibility and sportsmanship we know you will add to our program.

 

 

FIRST AID PROCEDURES

All Terriers programs will include a First Aid Administrator certified in First Aid and CPR. The First Aid Administrator must review all participant and staff members Medical History and Physicians Report prior to the start of each Terriers program to identify any current medical conditions. Those with extraordinary or life threatening conditions will have their forms reviewed by our health care consultant, Wellesley Family Care Associates.  

 

Particular attention must be paid to any known allergies.  The First Aid Administrator must contact the parent of all participants with known allergies to confirm the cause of the allergy, the symptoms and prescribed treatment.  The First Aid Administrator must inform the coach of any participant with an allergic condition of the cause of the allergy, the symptoms and prescribed treatment.  

 

Any accident/incident MUST be reported immediately to the First Aid Administrator.  Upon initial examination and treatment of the participant, should the First Aid Administrator determine that the participant require additional medical attention, the First Aid Administrator will immediately contact and request the Town of Wellesley’s Emergency Medical Assistance by calling 781-235-1212.

 

Any accident/incident MUST be written in a First Aid logbook by the First Aid Administrator, and will include the following information: 

 

• Date

• Name of Participant(s)

• Nature of injury/incident

• Treatment administered

• Outcome of treatment

 

Parents and/or guardians must be notified by the First Aid Administrator of any and all accidents and/or incidents. 

 

The First Aid Administrator must consult with the Clinic Director to determine whether parents and/or guardians should be notified immediately of the accident/incident, or whether to inform them at the end of the day, based on the severity of the accident and or incident.  

 

The First Aid Administrator must monitor the condition of any injured participant during the remainder of the clinic.

 

All staff is reminded that they MUST ALWAYS WEAR FIRST AID GLOVES AND PROTECTIVE EYEWEAR WHEN TREATING A CHILD, no matter how inconsequential the injury may appear.

 

The First Aid Administrator will report all injuries sustained the previous day at the following day’s pre-program staff meeting in an effort to identify and prevent future risks and injuries.   

 

Treating a sick child

 

If a child does not feel well during the camp day, they will wait either in the shade or inside with an adult staffer while a parent is notified. They shall remain there until the parent or guardian picks them up or determines that they feel well enough to continue.

 

GUIDELINES FOR STORAGE AND ADMINISTRATION OF MEDICATIONS

Some Terriers participants may require medications during the time they are with us. These medications will only be administered if the Authorization form has been filled out and signed by a parent or guardian and will only be administered by a first aid certified staff member.  

 

All medication authorizations will be reviewed by the health care consultant prior to camp starting.

 

Emergency medications such as epipens and inhalers will be kept with the child. The health care supervisor at each site will be notified of the medications at the start of camp.

 

Non-emergency medications should be administered by a parent or guardian and brought by the parent or guardian.  A parent should return to camp if they feel that is necessary to give any to their children during the camp day. Terriers’ health staff will only administer medications that are essential.

 

Any medications given will be logged in, doses recorded and medications logged out.

 

The health care supervisor will be trained in administering medications, will keep accurate records of doses and times, and will immediately notify a parent or 911 if a dose is missed or administered incorrectly. 

 

The health care supervisor will advise coaches of any side effects to watch for.

 

Any sharps (needles) used in the administration of medication/s will immediately be disposed in a marked and sealed medical sharps container. 

 

Camper confidentiality will be maintained at all times during the medication process.

 

 

PROTECTIVE MEASURES

 

All Medical information and guidelines contained in the Terriers Staff Manual were obtained courtesy of WebMD.com and reviewed by Charlotte E. Grayson, MD.

 

Water: 

 

It is extremely important that participants always have access to water, and are reminded to rehydrate regularly.  Any participant who asks to get water must be allowed to.   

 

All Staff members must keep a constant eye on the water supply.  They must make sure that there is a water supply in close proximity to their team both during instructional sessions and games.  If the existing water supply has run out, or if no water is available, it is the Staff members responsibility to immediately either obtain water or to notify the Field Supervisor.  

 

Always encourage participants to wash hands before eating snacks or lunch.   

 

April: 

 

Most April days are cold and/or windy.  Unless the weather is unseasonably warm, coaches must check each participant upon arrival to confirm they have either long sleeves, a sweatshirt or jacket.  If they do not, please notify the Staff or Field Director who will contact the parent.  

 

Confirm that each participant has applied sunscreen.  If not, please obtain sunscreen from the Staff or Field Director.  Ask participant to apply sunscreen to face, neck and arms, but do not apply sunscreen to participant.   

 

June & July: 

 

Heat and the sun pose serious health and safety risks, both to participants and to staff. 

 

Confirm that each participant has applied sunscreen.  If not, please obtain sunscreen from the Staff or Field Director.  Ask participant to apply sunscreen to face, neck and arms, but do not apply sunscreen to participant.   

 

 It is extremely important that you review the information listed below to protect yourself, your participants and your staff.  

 

 

Symptoms of Dehydration and Heat Illness

 

 

Children are more prone to heat illness than adults because they have more body surface area per pound of weight. Young athletes, practicing hard in summer heat, are at particular risk. Learn to recognize the early warning signs of heat stress. Your knowledge could save a child's life. 

 

Symptoms of Dehydration 

• Thirst 

• Fatigue 

• Irritability 

• Dry mouth 

• Feeling hot

 

When children complain of thirst, feeling hot, or just seem irritable in the heat, they may have early dehydration. Get the child out of the sun into a cool, comfortable place. Have the child start drinking plenty of cool fluids such as water or sports drinks. (Sugary fruit juices or sodas with more than 8% carbohydrates are not absorbed as rapidly by the body.) The child should also take off any excess layers of clothing or bulky sports equipment. You can put cool, wet cloths on overheated skin.

 

If these symptoms are ignored, more serious heat illness such as heat exhaustion or heat stroke can occur.

 

Symptoms of Heat Illness Associated With Dehydration

 

• Heat cramps: Painful cramps of the abdominal muscles, arms, or legs. 

• Heat syncope: Weakness, fatigue, or fainting after exercising in heat. 

• Heat exhaustion: Profuse sweating, fatigue, headache, dizziness, loss of appetite, nausea, vomiting, chills, weakness, excessive thirst, muscle aches and cramps, vision problems, flushing, agitation or irritability, and sometimes unconsciousness. 

• Heat stroke: High body temperature (often it's 104°F-105°F or higher) and rising, nausea and vomiting; seizures; disorientation or delirium; hot, dry skin; unconsciousness; coma; shortness of breath; decreased urination; or blood in urine or stool. 

 

Note that there are other illnesses that can occur when exposed to the heat, such as prickly heat (heat rash) or heat edema (swelling of the arms and legs), but those are not associated with dehydration. 

 

Staff should always remain aware of these symptoms.  If you are made aware of, or detect any of these symptoms, you should immediately notify the nearest supervisor and first aid staff.  You must remain with the participant until either a supervisor or first aid staff member is able to treat the individual. 

 

For the further protection of all, please review the recommended treatments of the above symptoms so you may provide relief until a supervisor or first aid staff is able to assist. 

 

How to Treat Heat Illness Associated With Dehydration

 

There is a lot you can do for a person experiencing symptoms of a heat illness related to dehydration. First, call for help. Next, take the child to a cool, shady place and encourage him or her to drink plenty of liquids. If the child is experiencing a milder heat illness, rest and rehydration with water or a sports drink may be all that's needed. More severe heat illnesses require immediate medical attention.

 

Heat cramps. This is one of the mildest forms of heat illness. When a young athlete experiences heat cramps, pull him or her off the field into a cool area and gently stretch the affected muscle.  "Have them drink, drink, drink, and then drink more," says Albert C. Hergenroeder, professor of pediatrics at Baylor College of Medicine and chief of the sports medicine clinic at Texas Children's Hospital. 

"High-sodium drinks will prevent children from getting heat cramps," says Jackie Berning, PhD, with the National Alliance for Youth Sports. "Gatorade has just enough sodium to prevent those cramps. But if you're a heavy sweater, and you're still getting cramps after drinking Gatorade, eat a salted snack." If the cramp goes away, the child can go back out to the game or practice but should be carefully monitored.

Heat syncope. Heat syncope is an episode of fainting or dizziness that occurs with prolonged standing or after suddenly rising from a standing or sitting position. In severe instances, the child may lose consciousness. People who exercise without a cool-down period, are dehydrated and aren't acclimatized to the hot conditions are more likely to experience this problem. Treatment consists of lying the person down and giving fluids if possible. If the person is unconscious or not able to drink, seek medical attention immediately. 

 

Heat exhaustion. Heat exhaustion requires immediate attention. Symptoms include dizziness, nausea, vomiting, headaches, weakness, profuse sweating, excessive thirst, muscle aches and cramps, agitation or irritability, and sometimes unconsciousness. "This is a child who looks really wiped out and has symptoms of a clear problem to the casual observer, but her temperature is still less than 104," says Hergenroeder. Heat exhaustion requires immediate attention but is not usually life-threatening. However, in some cases, heat exhaustion can lead to heat stroke which requires emergency medical treatment. 

Just as with heat cramps, a child with heat exhaustion should be brought to a cool place and given plenty of fluids. The child should not be allowed to play or practice again that day.

 

If the child is becoming unconscious or confused, has a seizure, difficulty breathing, vomiting or diarrhea, seek medical attention immediately.

 

Heat stroke. Heat stroke is a medical emergency. Heat stroke is characterized by a high body temperature (often it's 104°F-105°F or higher) and marked symptoms, including nausea and vomiting; seizures; disorientation or delirium; hot, dry skin (although in some cases a person with heat stroke has profuse sweating); unconsciousness; coma; shortness of breath; decreased urination; or blood in urine or stool. It can occur suddenly, without any symptoms of heat exhaustion. "A child with heat stroke is going to the emergency room immediately, packed in ice, with IV fluids," says Hergenroeder.

 

For a child with heat stroke, cool the body while awaiting the ambulance by removing clothing and placing ice bags on the neck, in the armpits, and the groin areas. Fan the person and spray with cool water. If she is awake and able to swallow, give fluids.

 

Allergies

 

Allergies and allergic reactions represent another serious health threat to our participants and staff.  

 

Particular attention must be paid to any known allergies.  The First Aid Administrator must contact the parent of all participants with known allergies to confirm the cause of the allergy, the symptoms and prescribed treatment.  The First Aid Administrator must inform the coach of any participant with an allergic condition of the cause of the allergy, the symptoms and prescribed treatment.  Coaches with participants with allergic conditions must at all times be aware of protecting that participant from potential exposure to the cause of the allergy.  All staff must make sure to make available designated eating tables for participants with food allergies and make every effort to keep such areas clear of potential allergins. 

 

All staff must also recognize the signs of an allergic reaction:  

 

The signs of an allergic reaction are:

 

Itching

Light-headed

Hives

Facial Swelling

Difficulty Breathing or Shortness of Breath

 

When young children have an allergic reaction, they tend to describe it very differently than adults do. Children may say things like, “My tongue/mouth itches,” or “It (my tongue) feels like there is hair on it,” or even “My tongue (or mouth) is tingling (or burning).” Child care providers should be alert for this “child language” that can signal an allergic reaction.

 

Should a staff member notice any of these symptoms, call the First Aid Administrator or Supervisor immediately.

 

Insect stings of any type should be treated as a serious injury.  If a participant is stung, the Staff member should immediately contact The First Aid Administrator or Supervisor and should ask the participant if he or she is allergic to stings.   The Staff member must remain with the participant until the First Aid Administrator or Supervisor arrives.  

 

 

Concussion In Children

What is a concussion? A concussion (kun-KUSH-un) is an injury to the tissue or blood vessels of the brain. It is also called a "closed head injury" or "mild traumatic brain injury" (MTBI). Concussions happen when the soft tissues of the brain are forced against the bone of the skull. The injury can cause the brain to have trouble working normally for a short time. Mild concussions are common in childhood and are usually not a serious problem. Concussions can be further described by the following categories:

Grade 1: A mild concussion. Your child did not lose consciousness (was not "knocked out"). Your child may have been dazed or confused for a short time after the injury. Normal thinking and behavior returns within 20 minutes of the injury.


Grade 2: Your child did not lose consciousness, but was not thinking clearly for more than 20 minutes after the injury. Also, your child may not remember what happened.


Grade 3: Your child lost consciousness for a short time. Also, your child may not remember what happened.

What are possible causes of a concussion? A concussion is usually caused by a blow to the head. A concussion may happen because of a fall, a motor vehicle crash, or a sports injury. Sometimes being forcefully shaken may cause a concussion.

What are the signs and symptoms of a concussion? Every concussion is different. Right after the injury, your child may seem dazed, lose consciousness, or have a seizure (convulsion). Other symptoms may show up right away. Some symptoms may not happen for days or weeks after the concussion. Symptoms of a concussion may last anywhere from a few seconds to several weeks. After a concussion, most people get better within four weeks. After the injury, your child may have one or more of these symptoms:

Mild to moderate headache.


Dizziness or loss of balance.


Nausea (feeling sick) or vomiting (throwing up).


Change in mood (becomes restless, sad, or irritable).


Change in the way your child plays or works at school.


Trouble thinking, remembering things, or concentrating (giving full attention to one thing for a period of time).


Ringing in the ears.


Short-term loss of newly learned skills, such as toilet training.


Drowsiness or decreased amount of energy.


Change in normal sleeping pattern (sleeps more than usual or cannot sleep).

Symptoms of a concussion may be so minor that they are hard to notice. Some children may act fine, even if they feel different than normal. The concussion itself may make it hard for your child to know that something is different. You will need to ask your child if they have any symptoms. You will also need to watch your child more closely for a few weeks.

 

What signs and symptoms should concern me in the days following a concussion?

It is common to have a headache or feel dizzy after a concussion. Some children who are thought to have minor concussions may have a more serious injury. The symptoms of a serious head injury may not show up right away. It is very important to watch your child for more serious symptoms after a concussion.

Call your child's caregiver if your child has any of the following symptoms:


His symptoms or condition gets worse during the first several days after his injury.


Will not stop crying.


Will not eat.


Has headaches that are very bad, or that get worse in the days after the injury.


Concussion symptoms that last longer than six weeks after the injury.

 

Your child should be seen in an emergency room, doctor's office, or clinic immediately if he shows signs of:


Increasing confusion, or a change in personality or behavior.


Blood or clear fluid coming out of the ears or nose.


Not knowing where he is, or does not recognize people that are familiar.


New problems with vision (blurry or double vision).


Repeated or forceful vomiting.


Slurred or confused speech.


Your child is an infant and has a bulging soft spot (fontanelle) on his head.


Weakness, loss of feeling, or new problems with coordination (balance and movement).

Dial 9-1-1 or 0 (Operator) for an ambulance if your child has any of the following symptoms:


Pupils (black part in the center of the eye) are unequal in size.

Seizures (convulsions).


Stops responding to you or passes out (faints).

 

 

Safety Rules and Precautions for Sport Activities:

 

Baseball:

Bats: 

Baseball bats are a MAJOR safety risk. 

Baseball bats are ONLY ALLOWED FOR USE IN GAMES.

ONLY TWO BATS PER GAME ARE ALLOWED.

Loose and unmonitored bats are serious accidents waiting to happen. 

They must be monitored at all times. 

Bats are not allowed inside the school buildings and should immediately be obtained by staff.

Participants are not allowed to bring their own bats to Terriers.   If a participant does bring a bat to Terriers, the bat must be obtained by Staff to be returned to the participant at the end of the day.  The Staff Supervisor should be notified so they may contact the parent to inform them they are prohibited.

 

Balls: 

Only soft t balls provided by Terriers may be used.  No hardballs are allowed for safety considerations.  Staff members who find a hardball on the premises should immediately turn it in to the Staff Director. 

 

Helmets:

Helmets  must be worn by all batters and runners.   

Games must not be started until a minimum of five helmets are confirmed to be at the field.  

 

Sliding: 

Runners must slide into bases when there is a play at that base or avoid contact with the fielder. 

 

Basketball: 

It is extremely important for basketball referees call contact fouls in order to keep the game played safely. 

 

Flag Football: 

To be played with NO CONTACT rules.  Referees must call penalties for intentional contact to enforce this rule and allow for the game to be played safely. 

 

 

COACHING GUIDELINES & PRINCIPLES

 

         Supervision

 

• CHILDREN MUST BE SUPERVISED AT ALL TIMES:  They are never to be out of sight or sound of a staff member.  Staff members are strictly prohibited from being alone with a single participant of the program.  If a program participant needs assistance requiring their removal from the group, such as an escort to the bathroom or to meet a parent, it is required that a minimum of TWO staff members accompany the participant at all times.  Staff should check that the bathroom is clean and EMPTY before sending children in to use the facilities, and then wait outside the bathroom for the participant to exit.  

 

• Know at all times how many children you should have with you.  Keep accurate attendance of your children so that you can account for them at any time.

 

The Leadership Role

As a coach you possess a great deal of responsibility. Coaches at all times are to provide a fun and safe environment.  The success of this clinic relies on your creativity, organization, and proper planning. It is important to finish each activity planned, and gear it toward the appropriate age group. There will be times that you may have to shorten an activity due to a short attention span. One of the most important aspects of the coach role is: You control the environment that the children will experience from the beginning at arrival time, through departure time.  Children will relay their experiences to their parents/guardians at the end of the day. Both good experiences and bad ones will be discussed. It is our reputation that is at stake, as coaches, we must handle each and every day in a professional manner. 

 

Motivation & Instruction

 

• As coaches, it begins with you.   The children react to your actions. If you are motivated, then the children will follow. Set the example on the first day. 

 

• Directions should always be positive, quick and simple:  Directions that take too long will make the children bored and they’ll look for something else to do.  If the directions are drawn out or complicated, the children will have a difficult time remembering.  

 

• Tell children “What to do” instead of “What not to do.”  For example, say, “Walk” instead of “Don’t Run.”  

 

• Praise all children generously.  “Catch Them Being Good.”

 

• Wait until all children are quiet, listening, and looking at you before giving directions.

 

• Be consistent and follow-through with consequences and privileges every time you need to correct or reward a child’s behavior.

 

• Always do a check of the play areas to be sure there are no hazardous objects on the grounds and that all equipment is in good repair.  Keep children away from dogs or other animals that may enter the clinic area.  Ask the owner to remove the animal or if the animal is alone, call Animal Control at 781-235-8460.

 

GUIDELINES FOR MANAGING PARTICIPANT BEHAVIOR

 

Children want and need structure and discipline (even though they may say and act otherwise).  A structured, organized environment helps children to feel safe and secure.  It also prevents discipline problems from occurring in the first place.  If you are going to use pro-active management, you will have to think and plan ahead.

 

Proper supervision is to be set in motion from the first day. This is done in order to set the precedence for the clinic. Coaches must cooperate and not contradict each other. If a disagreement arises, discuss the issue privately. If the issue cannot be resolved, then seeking consultation from the Clinic Director is the next step in conflict resolution.  Discipline and guidance shall be consistent and based upon an understanding of the child’s needs and development of the child. The coach shall direct discipline to the goal of maximizing the growth and development of the children and for protecting the group and individuals within it.

 

Some examples of actions that require discipline:

1. Any issue that may involve safety, leaving the group, fighting, bullying, and other type of dangerous play.

2. Any type of verbal/ physical abuse or statement that would cause an adverse emotional/physical impact on the children. (this includes but does not limit: prejudicial comments, slander, profane language, assault ) 

3. Disrespecting a coach, and/or any staff member.

 

 

GUIDELINES WHEN DISCIPLINING A PARTICIPANT IS NECESSARY

 

1. Always give a clear, firm, warning to the person who is misbehaving.   Explain why the behavior is causing a problem.

 

2. If a second warning is necessary, stop the group activity so that everyone is listening. This way the child will get the message, and be less likely to carry out the behavior. If the problem still persists: Without shouting, slightly raise your voice, and inform the child that if the behavior continues then he/ she will receive a time out. 

 

3. If the problem still continues remove the individual from the activity. Explain to the child why they have been removed from the activity.

 

4. Allow them to explain why they acted out (there may be extenuating circumstances) Address the issue with the child, and allow them to think about their behavior.  Let the child return to the activity when they are ready to alter their behavior.

 

5. If the child’s behavior continues, then the last step of the counselor is to refer the child to the Clinic Director. Explain to the Director what has transpired, and what actions you have taken to discipline the child.

 

Please note- some children may not wish to participate in an activity. The child should be encouraged, but not forced into it.  If the child still does not want to participate, he/she will still remain with the group. 

 

 

STATE MANDATED RULES AND REGULATIONS

 

 

1. Corporal punishment, including spanking is prohibited.

 

2. No child shall be subjected to crude or severe punishment, humiliation, or verbal abuse

 

3. No child shall be denied food, water, or shelter as a form of punishment.

 

4. No child shall be punished for soiling, wetting, or not using the toilet.

 

5. Sexual harassment of participants or staff members is illegal and will not be tolerated.  Any behavior of a sexual or harassing nature should immediately be reported to the director to be dealt with according to state law.

 

 

 

STAFF MEMBERS WILL NOT…

 

 

1. Hit/Threaten or physically harm a child, even jokingly.

 

2. Insult a participant.

 

3. Forget that these children are young, and not of your physical stature.

 

4. Allow a group/child to attack or insult another participant

 

5. Forget your purpose at the clinic.

 

6. Discuss personal matters at the clinic (another child’s situation, gossip, personal matters).

 

7. Forget that the Safety and Enjoyment of our participants is our main focus.

 

 

DAILY ARRIVAL PROCEDURE

 

 

Participants will be dropped off at the school’s drive-through.  

 

Parent(s)/Guardian(s) should pull up and drop-off their children at the curb, or may park their cars in the spaces provided to walk their child into the building. 

 

Parent(s)/Guardian(s) and participants must be met by a minimum of two coaches who will direct children and parents to the appropriate areas.  

 

Coaches will ALWAYS accompany children when they are crossing a drive-through, parking lot or street.

 

Each team will have a coach responsible for attendance each day.  This coach must sit in his team’s location in the school, and will greet and check in each participant upon their arrival. Attendance sheets must be given to the attendance coordinator at each site before teams go out onto the field.

 

Prior to your team leaving the school to begin the program, the attendance coach must submit their attendance roster to the attendance coordinator.  

 

If a participant assigned to your team fails to arrive for a day’s activities, the attendance coordinator will contact the parent/guardian to confirm whether they will be attending the program that day. 

 

 

DAILY DISMISSAL PROCEDURE

 

At the end of each program, all teams will meet in the School Cafeteria.

 

A Staff Supervisor will be stationed at the Pick Up area on Elmwood Road.

 

Parents arriving to pick up their child from the program should line up their vehicles along the school’s drive-through.  

 

After final attendance has been completed in the school, staff assigned to greet cars will: 

• approach each car

• ask for the names of participants to be retrieved

• circle each name on their participant list  

• retrieve each child from the gymnasium

• walk each child from the gymnasium to the appropriate car

• open the door of the car and assist the participants into the car

• say goodbye and close the car door

• proceed to the next car in line

 

Parents who walk up to the school to retrieve their child must be escorted into and out of the building to retrieve their child.  

 

Each team will have a coach responsible for attendance at dismissal.  This coach must sit in his team’s location in the school, will dismiss each participant to the staff member requesting their retrieval, and will mark such participant as dismissed on their attendance roster.

 

Once every participant from your team has been retrieved from the program, each attendance coach must submit their dismissal attendance roster to the attendance coordinator.   The attendance coach MUST remain with his team until all participants have been retrieved. 

 

All dismissal escort staff members must return their participant pick up roster to the attendance coordinator.  

 

The attendance coordinator must reconcile all final attendance rosters and participant pick up rosters to assure that each child at the program that day has been properly retrieved.  

 

If a participant on your team needs to be retrieved prior to the completion of the program, you are required to notify the attendance supervisor prior to allowing the participant to leave.  Upon receiving approval, the participant MUST be escorted by TWO staff members to meet their parent/guardian.  

 

 

 

FIRE DRILL, DISASTER & EMERGENCY ACTION PLANS

 

BATES ELEMENTARY SCHOOL 

 

Fire Drills, Disaster and Emergency Action Plans will be discussed with the staff during orientation and discussed and demonstrated to participants on the first day. It is the responsibility of each coach to know the following:

 

• Proper procedures & Evacuation Routes during a fire drill or emergency evacuation

• What to do during a Disaster Situation

• The number of participants in their group

 

All Terriers Sports sites will conduct a Fire Drill on the first day of the program, following the Fire Evacuation Plan for each site as listed below: 

Bates School

Fire Alarm Initiates

All Terriers Staff immediately instruct Terriers Participants & Staff to calmly line up at the nearest Exit.

Terriers Staff walk Participants and Staff out of the building and lead them to the designated rendezvous area – the Kelly 3 playing field adjacent to the school.

Terriers Supervisor/s remain at Exit/s until all participants and staff have left the building. 

Terriers Supervisor verbally calls into the building from the Exit to confirm no participants or staff remain in the building. 

Terriers Staff at rendezvous area conduct head count of all participants and staff to confirm all participants and staff are accounted for. 

Any missing participants or staff must be reported IMMEDIATELY to the Supervisor, who will IMMEDIATELY inform the Wellesley Fire Department. 

Terriers Staff makes sure to keep all participants and staff in rendezvous area until receiving instructions from The Wellesley Fire Department. 

 

 

CONTINGENCY PLAN

 

430.211: Special Contingency Plans for Day Camps

Day camp operators shall set forth procedures to be followed in dealing with the following contingencies:

 

(A) Children who are registered and on the camp roll but fail to arrive for a given day's

activities.

 

After morning attendance is taken, the home and cell phone numbers of parents are called to determine where the child is.

 

 

(B) Children who fail to arrive at the point of pickup following a given day's activities.

 

Attendance is taken on the field and again in the building by coaches. If a child were missing in the building then all activities would be halted and one coach from each team would begin searching until found.

 

(C) Children who appear at camp without having registered and without prior notification.

 

Some children arrive with a parent and paperwork. They are registered at the desk and assigned a team. Children without medical paperwork can either come back later with proper paper work or start the next day. No child will be allowed to participate unless their medical paperwork is presented and reviewed by the health care supervisor. If a child is dropped off and does not have proper medical paperwork on file with us, they will wait with the health care supervisor or and adult staff member until the parent can be notified.

 

 

LOST CHILD PLAN

 

During a lost child search, one person must be in charge of the entire search to avoid confusion and wasted time.  This should be the most senior-trained person; in most cases this will be Terriers’ Clinic Director.  However, if there is Wellesley Recreation Department staff (Director, Asst. Director, Program Administrator) on site, these personnel will lead the search.

 

• Report the missing child to the Clinic Director, and include the following information:

 

• Participant’s name and age

• Last place child was seen

• What the child was wearing.

• Any other information that could be useful (distinguishing marks, hair color, etc.)

 

• Check the daily attendance to determine if the child was picked up by parents/guardians or made other special arrangements.  If not, contact the parents/guardians to determine if the child was picked up without notifying the clinic office.

 

• Notify emergency personnel by calling 781-235-1212 if the participant is not found immediately or if the child requires emergency medical intervention.

 

• Conduct a search of bathrooms, showers, locker rooms, and all other clinic areas.

 

• Clinic Staff should search assigned areas to ensure the clinic and surrounding areas are clear.

 

• Search must continue until all participants are accounted for.

 

 

RUN AWAY CHILD PROCEDURE

 

If a child runs away from the rest of the children while you are outside, notify the Clinic Director IMMEDIATELY!   You must not leave the other children in your group until you have assured their supervision by another staff member.  

 

Once you have assured your group will be supervised you are required to obtain the assistance of one other staff member and then may follow the participant and attempt to help them return to the group.  

 

If no other staff member is immediately available to supervise your group, try to keep the child in sight and verbally coax her/him back to the group.  

 

 

DISASTER PLANS

 

 

General

 

• If advised by authorities to evacuate an area, do so immediately.

 

• Explain all means of notifying occupants to evacuate or retreat to shelter, e.g., intercom, alarms, etc.

 

• Describe arrangements for transporting participants and staff from the clinic to emergency facilities, including, but not limited to, emergency shelters.

 

Thunder & Lightning

 

• Seek safe shelter when you first hear thunder, see dark threatening clouds developing overhead or lightning. Stay inside until 30 minutes after you last hear thunder.

 

• Go to safe shelter immediately – inside the school building.

 

 

Tornado or High Winds

 

• Go to basement (if available) or to interior and halls on the lowest floor.  Stay away from glass enclosed places or areas with wide-span roofs, such as an auditorium, gym, or lodge.  Crouch down against the floor and cover the back of your head and neck with your hands.

 

• If no suitable structure is nearby, lie flat in the nearest ditch or depression and use your hands to cover your head.

 

 

REPORTING CHILD NEGLECT/CHILD ABUSE

 

The clinic staff is required to report any type of child neglect and/or abuse according to Massachusetts General Law 51A.  This includes signs of abuse or neglect when a camper arrives at camp or incidents at camp. 

 

Any clinic staff that has reason to believe that a child may be subjected to abuse or neglect please do the following:

 

NOTIFY THE CLINIC DIRECTOR IMMEDIATELY

 

.The camp director shall immediately report suspected abuse or neglect to the

Massachusetts Division of Children & Families.  

 

The camp director shall notify the board of health if a 51A report alleging abuse or

neglect of a child while in the care of the recreational camp for children or during a program

related activity is filed. The 51A report itself shall not be forwarded to the Board of Health.

 

The operator shall cooperate in all official investigations of abuse and neglect alleged to

have occurred at the camp, including identifying parents of campers currently or previously

enrolled in the camp who may have been in contact with the subject of the investigation.

 

The operator shall ensure that an allegedly abusive or neglectful staff person does not work

directly with campers until the Massachusetts Division of Children & Families investigation is

completed.

 

 

SafeKids Program for Terriers Sports, Inc.

 

The following constitute the policies of Terriers Sports, Inc. with regard to awareness and prevention of abuse within our organization.

 

1. Terriers Sports, Inc. is committed to provide a safe environment and to prevent child abuse and sexual misconduct.

2. Terriers Sports, Inc. will make every reasonable effort to ensure that every person involved in coaching/training a sport activity in our organization will abide by the SafeKids guidelines.

3. Terriers Sports, Inc. will make every reasonable effort to exclude any adult with a legally documented history of child abuse/molestation or any other conviction or record that would bring unnecessary risk to the health and safety of the participants of this organization. Therefore, every person applying for a position as a coach/trainer must complete an Employee Disclosure Statement

4. Terriers Sports, Inc. will take appropriate action on all allegations of child abuse and/or sexual misconduct. All allegations will be reported immediately to the authorities for investigation and will cooperate fully with any such investigation.

5. The following represent the preventive measures of our organization with regard to abuse: Physical, mental, and verbal abuse of any of the participants, coaches, managers, employees, volunteers involved in our sponsored activities is not permitted.

6. Inappropriate touching of any kind is forbidden.

7. We agree to provide more than one adult working at or overseeing every activity. If a child needs special attention (one -on-one training or an individual meeting), it will be handled with the assistance or presence of another adult.

8. Coaches/trainers should not socialize with the participants outside of the sponsored activities of the organization.

9. Coaches/trainers should never ride alone with a child or participant in the car. Procedures will be established for coaches to follow in the event a participant is stranded at an activity.

10. Parents are encouraged to attend sponsored activities

 

 

THANK YOU!

 

The dedication, effort and enthusiasm of our staff at Terriers ensure a safe and enjoyable experience for our participants.  Thank you in advance for following our guidelines and for your contribution to Terriers!

 

Sincerely,

Joe Roberts          

Director