AFAA camp 2012 volunteer orientation

AFAA Camp 2012A Camp for Food Allergic Kids and Their Families

VOLUNTEER ORIENTATION

ORIENTATION

INTRODUCTION

PART 1 – BASIC INFORMATION

PART 2 – MEDICAL INFORMATION

PART 3 – MEALS & SNACKTIMES

PART 4 – CAMPERS’ RESPONSIBILITES

INTRODUCTION

HISTORY

No safe camp for kids with food allergies

2004 Planning Discussions began

Site visits Camp Fire organization’s Camp Ojikita

other Minnesota camps

2009 Voyageur Environmental Center (Boys & Girls Club)

AFAA IS THE FIRST FOOD ALLERGY CAMP IN THE U.S. – AND IS THE ONLY OVERNIGHT CAMP IN THE COUNTRY

MISSION

The purpose of AFAA Camp is to provide a camp experience for children, who - because of their food allergies - might otherwise be unable to safely participate in a mainstream camp program.

OBJECTIVES1. Provide a safe camp experience for children with food allergies.

2. Provide leadership training for food allergic teenagers & young adults.

3. Provide food allergy & anaphylaxis education for children, their siblings and their parents.

4. Promote improved self-care, self-image and independence for children with food allergies.

5. Normalize food allergies among a group of peers.

6. Reduce anxiety in parents.

7. Provide respite from social & medical stressors involved in participating in group functions.

8. Provide an opportunity for parents to network with each other to gain mutual emotional and social support.

9. Interact with nature and gain appreciation of the environment.

10.Engage in traditional camp experiences.

UNIQUENESS – INCLUSIVENESS & SAFETY

Age Range

All Allergens (not just “Major 8”)

Day-camp & Overnight Options

Parents Encouraged to Participate (family camping or volunteering)

Physicians on-site 24-Hours; EMS Prepared to Respond

Certified Food Managers

Food Safety Inspections Score

Food Safety Trainer Walk-Through

Dietitian Review

Specified Products & Companies Used

Staff & Volunteers Trained

WHEN & WHERE

June 9, 10 (Saturday – Sunday)

Voyageur Environmental Center

7000 County Road 15; Mound, Minnesota 55364

(just west of Minnetrista)

http://www.campvec.org/Contact_Us.html

PART 1 – BASIC INFORMATION

LAYOUT

Facilities AFAA Camp uses: lodge, amphitheatre, parking lot, cabins, lake & waterfront & beach, archery range, trails, campfire pit, volleyball court & frisbee golf, field, etc.

REGISTRATION UPDATE

Projected attendance 2012 19 children

13 adult campers

4 Medical staff

Numerous Activity Volunteers

Cabin/group assignments (roster will be distributed June 9) Girls’ cabin

Boys’ cabin

Additional Staff cabin

STAFF ROLES

Activity Leaders & Assistants

Cabin Leaders & Assistants

Physicians

Medical Staff assisting physicians

Camp Director, AFAA Directors

General Volunteers

2012 STAFF Sadie Atkinson, FEEDS Facilitator & Health Intern

Dr. Ramalingham Arumugam, MN Gastroenterology*

Lynn Gabriel, Celiac Disease Foundation Twin Cities President

Lars Johnson, FoodSafetyGuy Food Safety Trainer

Terry Justin, L.P.N.

Anne McLellan, AFAA Camp Director

Nona Narvaez, AFAA Executive Director˚

Dr. Mee Lee Nelson, Southdale Pediatrics

Dr. Jennifer Oldham, Healthpartners

Dr. Nancy Ott, Southdale Pediatrics*˚

Jeff Schaefer, AFAA Co-Founder˚

Kristi Winkels, R.D., L.D., Eating With Food Allergies*

Numerous Activity Volunteers

*AFAA Medical Advisory Board Member ˚ AFAA Board of Directors Member

SCHEDULE - SATURDAYTime Activity

8-8:45am Camper check-in

8:45-9am Ice breaker string game

9-9:30am Group welcome & orientation

9:30-10:15am Special speaker & group interaction

10:15-10:30am Snack break

10:30-10:45am Camp cheers

10:45-11:45am Archery

11:45am-1pm Lunch & preparations/cleanup

1-2pm Music or alternative

2-2:15pm Prep for water activities

2:15-3:15pm Canoeing

3:15-4:15pm Snack; Swimming

4:15--5pm Cabins to change

5-6pm Dinner & preparations/cleanup

6-7pm Hike

7-8:45pm Campfire: marshmallows, singing, stories

8-8:30pm Day campers check-out

8:45pm- Cabins for bedtime prep

SCHEDULE - SUNDAY

Time Activity

7-8am Wake, clean up, packup

8-8:15 Flag raising

8:15-9:30am Breakfast

9:30-10:15am Music or alternative

10:15-10:45am Field Games

10:45-11:15am Thank-you craft

11:15-11:30am Snack

11:30-11:45am Closing Program

11:45am Evaluations & check-out

12:15pm Staff clean-up

RAINY DAY ALTERNATIVES

Indoor group games

Yoga

Nature Activities

Indoor campfire

STATIONS

Campers, upon arrival or departure visit these stations:

Check-in/Check-out

Health/Medical

Cabins (or lodge for day campers)

Lodge Area for first activity

FORMS

Communication Chart/Emergency Numbers

Cabin Roster

Incident Forms

Behavior Forms

Special Considerations noted on Camper’s registration

Teen Document of Services Form

Others

available at www.minnesotafoodallergy.org/camp/forms

Please read before arriving at camp!

CONFIDENTIALITY

Volunteers may not discuss or share campers’: Medical information

Educational, demographic, religious information

Volunteers may share information with M.D.s , Camp Director, AFAA Directors

Campers may share their own information independently or in discussion group. This is okay.

EDUCATION FOR CAMPERS

Food allergy reaction symptoms

Autoinjector use (when/how)

Meal Line with Meal Cards, Snack time Make asking about ingredients routine

Teach questions to ask (specific to each camper)

Familiarize campers to label reading (ingredient lists & warning statements)

Expand understanding of cross-contamination

Train about management of allergens through allergen (not camper!) segregation, cleaning procedures, discussion

COMMUNICATION

Medical Emergency on-site M.D. 911 Nona/Jeff and Keith; M.D. parent (if applicable)

Medical Need M.D. Anne or Nona/Jeff or Keith if ice bag or other first aid supplies are needed

Medical QuestionM.D.

Cabin IssueNona/Jeff/Anne Keith

Food QuestionNona/Cook

Weather Monitoring: Voyageur StaffNona/JeffAnneCabin Leadercampers

General QuestionNona/Jeff/Anne

PART 2 – MEDICAL INFORMATION

HEALTH ISSUES FOOD ALLERGY TRIGGERS 2012 Campers –

Milk, Egg, Peanut, Treenut, Fish, Shellfish, Soy, Wheat, Rye, Barley, Oats, Sesame, Sunflower, Lentil, Pea, Artichoke, Garlic, Eggplant, Millet, Vinegar, Lamb, Pork, Beef

ADDITIONAL DIETARY RESTRICTIONS 2012

Vegan, Vegetarian, Kosher

REACTIONS SYMPTONS (Note: child may not have ability to verbalize sensations!)

Abdominal pain, Vomiting, Diarrhea, Swelling (edema), Itching (hives), Coughing, Throat tightness, Breathing Difficulties, Lightheadedness, Skin redness & Nasal discharge/watery eyes (the latter symptoms are less common)

MEDICATION

Reviewed and recorded by M.D.

Distributed by M.D. with/without nurse’s or Directors’ assistance M.D. quizzes campers on knowledge of medications each

distribution time

Stored in carrying container with camper’s medical information Exception: when campers carry own medication per parent

authorization

Kept with M.D. - near campers - at all times, day/night

EPINEPHRINE AUTOINJECTORS

Brands: Epi-Pen, Twinject, Adrenaclick

Athough M.D.s are with campers at all times and will administer all routine and emergency medications, AFAA Camp staff and volunteers must know when and how to use epinephrine autoinjectors as well.

HEALTH CHECK-IN PROCEDURE1. Greet and confirm name of camper

2. Match camper with their registration forms

3. Check that these forms are present and completed (if applicable to camper):

1. Anaphylaxis Form (if applicable)

2. Asthma Form (if applicable)

3. Medical History Form (pages 4-5 of registration forms)

4. Emergency Medication Form (page 6 of registration form)

4. Check that medications with camper match medications listed on Medical History Form

1. Note time of administration on Daily Administration Forms

2. Check expiration dates

3. Discuss with camper importance of taking medications (i.e. teaching “why”)

4. Confirm camper’s ability to self-carry (if applicable per p. 6 of registration forms)

1. Note self-carry container/bag and its location

5. Place medications in bag labeled with camper’s name & content list; file in box

HEALTH CHECK-IN PROCEDURE

5. Listen to lung function:

5. Campers with compromised lung function should be medically treated as appropriate (e.g. albuterol)

6. If necessary, camper’s guardian/parent should be directed to seek further medical help immediately

6. Check for highly communicable condition:

5. Lice

6. Ringworm

7. impetigo

7. If highly communicable condition is present:

5. camper must be given instructions for OTC treatment (and bedding/personal item care, if applicable)

6. camper must return home for same-day treatment if camp or camper does not have the means to treat condition

7. camper can return to camp after same-day treatment has been administered

8. discussion should be discreet between M.D. and camper’s guardian/parent

8. Check for cuts or bruises that may need care or observation

HEALTH CHECK-OUT PROCEDURE

Greet and confirm name of camper

Match camper with their medical forms

Check that medications match medication list on bag

Confirm guardian/parent identification

Return medications to camper’s guardian/parent

Provide follow-up advice if applicable

Invite camper to return to AFAA Camp next year

M.D. RESPONSIBILITIES

Medical Check-in when campers arrive

Administration of medications throughout the day

Possession of camper medications and medical files During activities

In cabin at nighttime

Locked whenever possible

Within appropriate temperature parameters

Respond to medical needs as they arise, including emergencies

Determine if & when a camper’s medical situation requires them to return home or seek additional off-site medical care

Medical Rounds

Bedtime Assessments and Care

Medical Check-out when campers depart

Evaluate procedures and forms for subsequent AFAA camp sessions

MEDICAL INCIDENTS

In the event of a minor medical situation: M.D. will be alerted by one Leader while other Leader stays

with kids and keeps activities flowing

Medical incident report will be filed

MEDICAL EMERGENCIES

In the event of a major medical situation: M.D. will be alerted by one Leader while other Leader stays with kids and:

keeps activities flowing OR

removes kids to another location & activity (to distract, calm kids & be away from emergency attention)

AFAA Camp Directors will be alerted (Nona, Jeff, Anne)

Voyageur Director will be alerted (Keith)

911 will be called if necessary

Situation will be conveyed as clearly as possible (e.g. “Camper is experiencing anaphylaxis.”)

Designated camp Director will accompany camper (with parents, if applicable) to medical facility

Medical Incident report will be filled out by medical staff as soon as possible

Staff will talk with campers to calm, reassure, & address concerns

MEDICAL EMERGENCIES CONT’D

All Minnesota ambulances are equipped with epinephrine, oxygen, and defibrillators.

Campers would be transported to Ridgeview Medical Center, which is 11.44 miles (16 minutes) from the camp.

In the event of needing to transport a patient upon doctor’s orders, the hospital is also equipped with medical helicopters for patient transport to Children’s Hospitals in Minneapolis or St. Paul, or to Hennepin County Medical Center.

PART 3 – MEALTIMES & SNACKS

MEALTIME OVERVIEW

Allergen Cue CardsBuffet-line teachingWaiting line distractions/activities2 adults at each table!M.D. & Volunteer Staff supervise at all timesTables segregate allergens – not campers!Clean-up procedures

MEALTIME SAFETY: Adult  Supervision Assignments

Buffet line escort-educators for every child

adults per table (2)

room overview  (2)

Monitor garbage re cross contact of food & paper towels (1)

Monitor scraping (1)

Monitor that everyone takes new plate for seconds  (1)

Monitor allergen table (1)

Bathroom/hand washing (2 minimum, more depending on #)

Gather and take children needing post-meal medication to physician (2)

MEALTIME PROCEDURES - Handwashing

1. Cabin and Activity Leaders take campers to lodge bathrooms (basement level) for handwashing 15 minutes before mealtime

1. Handwashing

1. includes soap

2. includes hands under running water for 30 seconds

3. includes thorough drying

4. includes care in keeping hands clean in interval between washing & eating

5. Dry floor with paper towels if floor gets wet (Wash hands again after wiping floor)

MEALTIME PROCEDURES – Waiting in Line

2. Campers and Leaders line up by cabin group in lodge hallway outside of dining room (do not enter dining room until invited in)

3. Campers sing & do hand clapping games while waiting to go through buffet line

4. Campers will be invited to go through buffet line 2 at a time with one Leader (midway through the buffet line, the next 2 campers may start the buffet line)

1. Based on camper’s cue card allergen list, Leader will cue camper to:

1. habitually ask “Is [specify allergen] in this food?”

2. look at labels for allergenic ingredients

2. Leader will encourage camper to taste a variety of foods (even if a small amount)

1. for a balanced diet

2. to try new things

MEALTIME PROCEDURES – Buffet Line

ALLERGEN CUE CARD

MEALTIME PROCEDURES CONT’D

5. Parents who have more than one child will need Leaders to assist them

6. Remember that no-one except on-duty certified FSM are allowed in kitchen

7. Campers will sit at any eating table (but not activity tables) with the exception of tables that allow their allergens (indicated by tent cards or other signs)

8. Two adults will sit at each table

9. Two children can visit the restroom at a time (no-one is to go alone), supervised by an adult

10.Campers may have 2nd & 3rd helpings USING A CLEAN PLATE

11.Campers follow Clean-Up procedures (separate sheet)

12.Campers will wash hands after Clean-Up tasks are completed

MEALTIME CLEAN-UP PROCEDURES

Scrape scraps into garbage can

Put dirty dishes appropriate locations

Put garbage & recycling in appropriate locations

Wipe tables with paper towels and cleaning spray

Sweep floor

WASH HANDS

MEALTIME CLEANERS

Sweepers (depends on # of brooms)

2-3 table sanitizer sprayers (spray towels not tables)

Chair movers and chair/table wipers the rest)

MEALTIME CLEAN-UP PROCEDURES CONTINUED

Clean table first. Spray sanitizer onto paper towels (2-3 campers will be designated per to

do this task).

Wipe tables in a single strokes for each side of paper towel (this prevents cross-contamination).

Throw out paper towels in garbage.

Remove chairs from under table before sweeping.

Sweep under table.

Wipe front, back, edges and seat of chairs as needed.

Return chairs to tables.

Sweepers finish around chairs, then walking areas (N /S/E/ W) starting together at one end of table area to opposite end of room.                   

MARSHMALLOWS/CAMPFIRE

1. Two hours prior to campfire, area will be sprayed with yard insect repellant

2. Campers at-risk for asthma should have albuterol administered prior to this activity.

3. Instruction on FIRE SAFETY will be given by staff prior to this activity.

4. Instruction on FOOD SAFETY will be given by staff prior to this activity.

5. Campers will be supervised at all times, and discouraged from rowdy behavior.

6. Campers should stand on side of campfire facing downwind.

MARSHMALLOWS/CAMPFIRE

7. Disposable gloves used by staff to hand out each type of marshmallow, with glove disposal between distribution of different types (marshmallows and forks may be color or shape-coded).

8. Campers will roast in groups according to dietary needs to prevent cross contamination.

9. Groups will be rotated.

10. All participants will wash hands after roasting/eating marshmallows

PART 4 – CAMPERS’ RESPONSIBILITIES

CAMPER RESPONSIBILITES Campers are responsible for their actions.

Campers must respect themselves, other campers and adults, camp equipment and facilities, and the environment.

Campers will demonstrate communication, cooperation, & caring.

The following is Not Permitted by campers:

Leaving an activity without permission or without adult supervision

Endangering the health & safety of children or staff in any manner

Smoking, alcohol or illegal or inappropriate drug use

Theft or destruction of property

Profanity or vulgar language (swearing)

Hostile language towards others (name calling, teasing, disparaging comments)

Weapons of any kind

Inappropriate physical behavior (i.e. in a sexual manner or threatening gestures or body language, fighting)

DISCIPLINE

When a camper does not follow the behavior guidelines, Parent Leaders or Staff or Volunteers will take the following action/steps:

Indirect redirecting behavior (changing camper’s focus)

Verbal redirecting of behavior (“please stop…” or “please do….”)

Require camper to stand or sit by an adult leader

Remove camper from activity

Initiation of formal evaluation of behavior for possible dismissal

Dismissal from camp (camper fees – including those of accompanying family members - are non-refundable if a camper is sent home for disciplinary reasons).

BEDS & BUNKBEDS Campers may choose their own bunkbeds

Family campers (mothers with daughters; fathers with sons) have first priority for beds in the lofts

Campers should not be allowed to leap from top bunk to top bunk

In case of severe weather, do not leave the cabin: instruct campers to take shelter under bunkbeds

CABIN LEADERS – TASKS FOR CAMPERS

Tidy your bed

Put your clothes and things away after use

Hang wet clothes and towels on clothesline

Wipe counters

Sweep floor

Turn off lights and fans when no-one is in cabin

Ask how you can help!

CAMPERS’ GOOD NIGHT ROUTINE

Did all campers in the cabin:

Brush teeth? Yes No

Use the toilet? Yes No 

Was the volume of campers:

Soft

Medium

Loud

Were campers “reliable raccoons” (i.e. on task)?

No

“Sort-of”

You betcha!

What time did your cabin turn out the lights and lock the door?

CABIN LEADERS – NIGHT & DAY

Encourage campers to use toilet before bedtime (tired children sometimes do not wake at nighttime even when they need to relieve themselves)

Close cabin doors and set alarm (this is to alert cabin leaders if a sleepwalker opens a door)

Keep cell phones ON and FULL VOLUME (in case of medical situations, it may be necessary to communicate with individuals in other cabins)

Wake early enough for washing, dressing, and getting all campers to deliver their belongings to the lodge porch and then get to the flagpole on time for flag-raising

CONFIRMATION OF ORIENTATIONA Confirmation of Orientation form, and other forms referred to in this presentation are at www.minnesotafoodallergy.org/camp/forms

To verify that you have read and listened to AFAA Camp 2012 Orientation Presentation, please sign and send the verification form to AFAA office

By fax at 651 646-1421 or by scan to camp@minnesotafoodallergy.org

Because orientation precedes camp, AFAA Camp volunteers will hit the ground running once on-site! Thank you for taking the time to prepare for this important and exciting endeavor!

Narrator – Jeff Schaefer

Copyright 2012