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2008 1
Kansas State University Agricultural Experiment Station and Cooperative Extension Service
2008
Risk ManageMent
2 2008
Risk Management Team Members
Stacey Warner - Extension OperationsMitch Ricketts - Health, Safety and Environmental QualityPat McNally - 4-H Youth DevelopmentKaren Hudson - Human NutritionElaine Johannes - Family Studies and Human ServicesPaul Hartman - Southwest AreaBeth Hinshaw - Southeast AreaLaurie Chandler - Shawnee CountyCindy Evans - Shawnee County
2008 3
Risk Management
MEMO
TO: K-StateResearchandExtensionEmployeesandVolunteers
FROM: FredCholick DeanandDirector
RE: ManagingRisks
K-StateResearchandExtensionprovidesthousandsofeducationandoutreachprogramstoKansanseachyear.Ourclientscometouswithhighexpectations–notonlyforprogramcontent,butalsowithafundamentaltrustthatourprogramsarebeingconductedinthesafestmannerpossible.
Thispublicationdescribesbestmanagementpracticesforaddressingrisksinawiderangeofresearchandextensionprograms.Ifwefailtomanagetheseriskseffectively,weexposeourclientstoharm,diminishourreputation,andsubjectourorganizationtofinancialliability.Thesearegambleswecannotaffordtotake.
Riskmanagementisbecomingincreasinglyimportantinallofouractivities.ThisisevidentintheVolunteerInformationProfileprocess(VIP),ourunitsafetycommittees,firstaid/CPRtraining,andotherrecentefforts.Wearemakingsubstantialprogress,butwestillhavemoretodo.Iaskyoutocarefullystudytherecommendationsinthismanualandfullyimplementthosethatareapplicabletoyourprograms.Wehaveanobligationtoprotectourclientsandourorganizationfromunreasonablerisk,andIknowIcancountonyoutohelpusmeetthisgrowingchallenge.
4 2008
Risk Management Checklist for Activities Sponsored by K-State Research and ExtensionCopy pages 4-5 to use as a checklist for each event, when appropriate. For more information, see specif ic sections of the document. The scope of the event, planned activities and expected conditions will determine the extent to which each checklist item is applicable.
Event ____________________________________ Date ________________
General Risk Management Planning Considerations .......................................Page 6❐ TheCrisisManagementPlanningForm(KSU8-33)hasbeencompleted.Seepages7-8
ofthisdocument,orhttp://www.communications.ksu.edu/DesktopModules/ ViewDocument.aspx?DocumentID=3338
❐ Theactivity/eventsupportstheK-StateResearchandExtensionmissionandthefacultymember’sActionPlan.
❐ Thescheduleofeventsandemergencycontactinformationfortheactivity/eventhavebeencommunicatedtoappropriateindividuals.
❐ Whenneeded,orientationforyouthparticipantsandparentshasbeenscheduledbeforetheevent.
❐ Risksinherentwiththeeventhavebeenidentified,andriskmanagementstrategieshavebeendeveloped.
❐ ApplicableK-StateResearchandExtensionguidelineshavebeenreviewedandimplemented,andappropriateformscompleted(e.g.,VolunteerInformationProf ile,4-HParticipationForm,Kansas4-HCampStandards,andVoluntaryAdultHealthInformationForm.
❐ TheRiskManagementTutorialsprovidedbytheNonprofitRiskManagementCenterhavebeenreviewedathttp://nonprofitrisk.org/tutorials/tutorials.htm.
First Aid......................................................................................................................Page 9❐ AtleastoneadultpresenthascurrentfirstaidandCPRcertification.❐ Aproperlyequippedfirstaidkitandpersonalbarriersareavailable.❐ Procedureshavebeenidentifiedandfacilitiesareavailabletosummonemergencyassistance
(e.g.,workingtelephone,listofemergencynumbers).
Severe Weather ......................................................................................................Page 10❐ Anadultisdesignatedtocoordinatesevereweatherdecisions.❐ Amethodisinplacetomonitorweatherwatchesandwarnings.❐ Severeweathersheltershavebeenidentifiedandareavailable.❐ Aplanisinplacetocanceland/orsuspendtheevent,ifnecessary.
Transportation ........................................................................................................Page 12❐ Driversareproperlylicensedandareatleast21yearsofageiftransportingparticipantsfor4-H
YouthDevelopmentactivitiesORareatleast18yearsofageforotheruniversityresponsibilities.
2008 5
❐ Vehicles/driversareadequatelyinsured.❐ Safetybeltsareusedforthedriverandallpassengers.❐ Vehiclesaremaintainedaccordingtomanufacturers’recommendedschedules.❐ Eachdriverhasalistofemergencytelephonenumbers.❐ Additionalprecautionshavebeenconsideredandthedriverhasbeentrainedifusinga
15-passengervan.❐ Additionalprecautionshavebeenconsideredandthedriverhasbeentrainedifusingavan
ratedformorethan15passengersoravehiclegreaterthan26,000pounds.
Facilities ...................................................................................................................Page 14❐ Exitsareclear,andfiresafetyequipmenthasbeenidentifiedandisusable.❐ Snowandiceremovalhavebeenplanned,ifneeded.❐ Theeventfacilitymeetsaccessibilityrequirements,oraccommodationshavebeenmadefor
participantswithdisabilities.❐ Drinkingwaterandshelterfromtheelementsareavailable.❐ Appropriaterestroomfacilitiesareavailable.❐ Extensioncordsandelectricalequipmenthavebeencheckedforsafeuse.
Food Safety .............................................................................................................Page 16❐ Everyoneinvolvedinthefood-relatedactivityisappropriatelyguidedinsafefoodhandling.❐ Necessarysuppliesareavailable.❐ Personalcleanlinessismaintained.❐ Utensils,foodcontainersandsurfaceareasarekeptclean.❐ Foodiscompletelycooked.(SeeTable1.)❐ Foodismaintainedatasafetemperature.❐ Foodisusedwithinasafelengthoftime.❐ Event-specificfoodsafetyrequirementsandregulationshavebeenchecked/implemented.(SeeTable2.)
Insurance ..................................................................................................................Page 23❐ Allorganizationscollaboratingontheeventhaveliabilityinsurance.❐ Thecounty/districtisproperlyinsured.(Seepage23.)
Interpersonal Contact and Safety .......................................................................Page 25❐ Staffmembersarepreparedtoassurethepersonalsafetyofparticipantsandthemselves.❐ Communicationsystems(suchascellphones)areplanned,accessibleandfunctioning.❐ Eachon-sitestaffmemberispreparedtoimplementapersonalsafetyplan.
6 2008
Riskispresentineveryelementoforganizationaloperationandtoeveryindividualwithintheorganization.Riskmaybedefinedasanyactualorpotentialeventorsituationinwhichapersonorpropertymaybedamaged,harmedoraffectednegatively.Managementisdefinedaseffectiveandefficientuseofresourcestoachieveagoalorpurpose.Atitsheart,riskmanagementiseffectiveandefficientuseofhumanandmaterialresourcestominimizeactualorpotentialdamage,harmornegativeeffectstoclients,customers,volunteersorstaff.
Risk management consists of three steps:Step 1: Identify RisksAcknowledgetherealityofrisksinherentinsuchactivitiesasmeetings,travelorevents.Focusonassets:people,property,incomeandgoodwill.Step 2: Evaluate RisksDecidehowtomanagetherisksidentified.Rateeachriskagainsttwofactors:frequencyandseverity.Howoftenmighttheriskoccur?Seldom?Occasionally?Frequently?Ifitoccurs,howseveremightitbe?Step 3: Decide How to Control RisksTherearefiveoptionstocontrollingrisks:avoidance,transfer,reductionormodification,acceptance,andprevention.Investingtime,energyandotherresourcestoaddressriskmanagementisessentialwhenplanning,presentingandevaluatingprograms,eventsandactivities.
Guidelines include the following steps.❐ The Crisis Management Planning Form has
been completed. Seepages7-8orhttp://www.communications.ksu.edu/DesktopModules/ ViewDocument.aspx?DocumentID=3338
❐ The activity/event supports the K-State Research and Extension mission and the faculty member’s Action Plan.
❐ The schedule of events and emergency contact information for the activity/event have been communicated to appropriate individuals.
❐ When needed, orientation for youth participants and parents has been scheduled before the event.
❐ Risks inherent with the event have been identified, and risk management strategies have been developed.
❐ Applicable K-State Research and Extension guidelines have been reviewed and implemented (e.g., VolunteerInformationProf ile,4-HParticipationForm,Kansas4-HCampStandards,andVoluntaryAdultHealthInformationForm).
❐ The Risk Management Tutorials provided by the Nonprofit Risk Management Center have been reviewed athttp://nonprofitrisk.org/tutorials/tutorials.htm.
General Risk Management Planning Considerations
2010 7
Crisis ManageMent PlanningTakeonecopyofthissheetwithyouwhenyouattendanyK-StateResearchandExtensioneventoractivityinwhichtheorganizationisinvolved.Leaveasecondcopywithyourofficestaffand/oryourboard/bodychair.
Kansas State University Agricultural Experiment Station and Cooperative Extension Service
1. Callappropriateemergencypersonnel:911(Emergency);Cellular*47(KansasHighwayPatrol); Cellular*582(KansasTurnpikeAuthority);or_______________________________________________________________2. Seetoanyinjuredpersons–usingappropriatefirst aid.3. Getotherparticipantstoasafe location–toavoidfurtherinjuries.4. Callyourcounty/districtK-State Research and Extension office,ifitisopen,andaskittomaketheremainingcontacts. County/Districtofficenumber(s):_________________________________________________________________________or homenumber(s)_________________________________________________________________________________________.
at the County/DistriCt offiCe in a Crisis or Potential Crisis 1.BepreparedtotellExtension personnelasmuchinformationaspossible–eveninformationthathasyettobeconfirmed.(Cam-
pusofficepersonnelcanhelpconfirmthefacts.)Thisincludes: • Numberandextentofinjuries. • Namesofinjured. • Locationofrespondinghospitaloremergencycarecenter. • Descriptionandlocationoftheincident. • Totalnumberofpeopleinvolved(numberofyouth,numberofadults).2.Becausecounty/districtofficephonesmayquicklybecomecloggedwithcallsforinformation,identifyanalternate phone(office
nextdoororboard/bodychair’soffice),ifatallpossible:_________________________________________________________.3.Tell any news mediathatcallorshowup: • TocallcampusCommunicationsstaffat785-532-5851,formostcompleteinformation. • Or,thatnoinformationisavailableyetbutwillbesoonthroughthecounty/districtK-StateResearchandExtensionoffice.4. If the county/district K-State Research and Extension office is closed, make surethe following are notified as soon as possible.Bepreparedtopassalongtheinformationlistedin#1.Ifyoucan,alsoincludethecounty/districtExtensionoffice
fax#_______________________,phone#_______________________,and/oralternatephone#_______________________.Call:
• County/districtagent(s)athomeand/orotherofficesthathavepeopleinvolvedintheactivity. Number(s):_______________________________________________________________________________________.
• CountyExtensionBoardorDistrictGoverningBodyChair Nameandnumber:_________________________________________________________________________________; Or,Chair’sdesignatedbackup:________________________________________________________________________.
• AreaExtensionDirector(Don’t just leave a message, talk to a person!) Nameandnumber:_________________________________________________________________________________; cellphonenumber:_________________________________________________________________________________. Backup#1,ifAreaDirectorisnotavailable:______________________________________________________________; Or,designatedbackup#2:____________________________________________________________________________.
at the area offiCe in a Crisis or Potential Crisis 1. The Area Director or his/her backup will contact:
• Associate Director for Extension and Applied Research— Daryl Buchholz, 785-532-5820 (office, with Susie Farrington, backup) or 785-587-4913 (cell), or 785-539-5876 (home).
on-site in a Crisis or Potential Crisis . . .
8 2010
at the state offiCe in a Crisis or Potential Crisis1. TheAssociateDirectorforExtensionandAppliedResearchortheDirector,ashisbackup,willcontact: (A)StateCommunicationsstaff—
Kris Boone,DepartmentHead,785-532-5804(office)or785-539-6597(home); Or,backup,Elaine Edwards,NewsMediaCoordinator,785-532-1178(office),515-291-1732(cell)or785-320-6308(home).
(B)InterimDirector,K-StateResearchandExtension— Gary Pierzynski,785-532-7137(office);785-532-8589(cell); Or,backupDorothyDoan,785-532-7137(office,open8-5,M-F).
(C)OtherappropriatestateAssistantDirectors— a.Pat McNally,4-HYouthDevelopment,785-532-5800(office)or785-456-8764(home); b.Paula Peters,FamilyandConsumerSciences,785-532-1562(office)or785-776-4583(home); c.James P. “Pat” Murphy,InterimAgricultureandNaturalResources,785-532-5838(office) or785-539-2056(home). d.Jim Lindquist,FieldOperations,785-532-3519(office)or785-537-2839(home).
2. Communications staff will write a statement for the mediaassoonaspossibleandforwarditbytelephoneorfaxtothecounty/districtExtensionofficeoranotherdesignatedlocation.Atthesametime,theywillreleasethestatementfromManhattan,usingstandardmediadistributionchannels.Afterthat,Communicationsstaffwillprovideupdatesinthesamemanner,assoonasadditionalinformationbecomesavailable.
in the event of an eMergenCy or Crisis . . .1. Haveinsuranceinformationavailableforhospitalorotheremergencypersonnel.2. Releasechildrenandtheirluggage,ifavailable,onlytoparentsorguardianslistedonthe“incaseofemergency”contactform.3. Getnameofinvestigatingofficer(s)andappropriatecontactinformation.
Before you leave for an aCtivity or event . . .1. Doyouhavethecompletedcrisisformwithyou?2. Doyouhavesignedandcompletedhealthformsforallparticipants?
Haveyoureviewedthehealthformsforanyspecialconditionsorotherpertinentinformation?3. Makesureyouandyourofficehave“incaseofemergency”contactinformationforparentsorguardiansofallparticipants.
Makesureparentsorguardiansunderstandthatonlythosepersonslistedontheformwillbeallowedtopickupthechildrenincaseofanaccident.
4. Haveyousentinanyrequiredpre-tripformstoyourinsurancecompany?5. Doyouhaveallofthefollowing: •Cellulartelephone?
•Firstaidkit?•Surgicalgloves?•Insuranceinformationfromyourcounty/district?
PaCking to leave for an aCtivity or event . . .1. Packlargesuitcasessecurelyunderthebusorinanothervehicle.2. Makesurepassengersknowevacuationplansorappropriateemergencyprocedures.
Post-Crisis reCovery . . .1. Returnanynecessarypost-tripinsuranceformsrequiredbytheinsurancecompany(appliestononcrisiseventsaswell).2. Makesurethevictimsandtheirfamiliesunderstandexactlywhathappened.3. Knowwherevictims’belongingsareandwhenandiftheywillbereturned.4. Schedulesessionstodealwithtalkingabouttheevent.5. Takeadvantageofcountyandstateresourcesforcounseling,bothforindividualsandforthegroup–immediately. Familiesneedtobetoldwhattoexpect.Continuedcommunicationwiththefamiliesisimportant.6. Bepreparedforinsuranceclaimformquestions.
May2010KSU—8-33K-StateResearchandExtensionisanequalopportunityproviderandemployer.IssuedinfurtheranceofCooperativeExtensionWork,ActsofMay8andJune30,1914,asamended.KansasStateUniversity,CountyExtensionCouncils,ExtensionDistricts,andUnitedStatesDepartmentofAgricultureCooperating,GaryPierzynski,InterimDirector.
2008 9
First AidFor more information, contact Mitch Ricketts, 785-532-7068
❐ At least one adult present has current first aid and CPR certification.
FirstaidandCPRcoursesareavailablefromavarietyofsources,including:
• K-StateResearchandExtension.Aclasscanbegivenatyourlocationforatleast10participants.Thecostis$22perperson.Forinformation,callKimRothwell,785-532-6148.
• Localschooldistrictsprovideannualfirstaid/CPRtrainingtobusdrivers.Inmostcases,theywilladmitotherparticipantsforasmallfeewhentheyhaveopenings.Calltheschooldistrict’stransportationsupervisorformoreinformation.
• Localfiredepartmentsprovideannualfirstaid/CPRtrainingforfirefighters.Checkforopeningsinupcomingclasses.
❐ A properly equipped first aid kit and personal barriers are available.
FirstaidkitscanbepurchasedonthestateofKansasbidlist.OncampustheyareavailablefromDivisionofFacilities,DykstraHall.Minimumcontentsofworkplacefirstaidkits(requiredbyANSIStandardZ308.1):
• 1absorbentcompress(32sq.in.)• 16adhesivebandages(1x3in.)• 1rolladhesivetape(5yd.)• 10individual-useantisepticapplications
(0.5gor0.14fl.oz.each)• 6individual-useburntreatment
applications(0.5gor0.14fl.oz.each)• 2pairmedicalexamgloves
• 4sterilepads(3x3in.)• 1triangularbandage(40x40x56in.)
Optionalitems(recommendedbyANSIStandardZ308.1):
• bandagecompresses• eyecoverings• eyewash• coldpacks• rollerbandages
Customizethefirstaidkittosuitthelocation.Identifyadditionalitemsbyaskingstaffmemberswhattheyneedandbyreviewingaccidentreports.Itemsmightincludetweezers,scissors,needle,antisepticwipes,aspirinornon-aspirinpainreliever,calaminelotion,hydrocortisonecream,thermometer,mouthbarrierdevicesforrescuebreathingorotheritemssuitableforthelocation.Personalbarriersshouldbeincludedtoprotectafirst-aidproviderfromblood-bornediseasessuchashepatitisBandAIDS.Atminimum,thefirst-aidprovidershouldweardisposableexamgloves.Ifmouth-to-mouthresuscitationisrequired,apocketmaskorotherappropriatebarriershouldalsobeused.
❐ Procedures have been identified and facilities are available to summon emergency assistance.
Makesureatelephoneisavailableandworking.HavealistofemergencycontactphonenumbersandacompletedCrisisManagementPlanningForm.(Seepreviouspages.)Whenpossible,havecellphones,two-wayradiosorothermeansofcommunicationavailableforgroupsparticipatinginactivitiesinundevelopedareas.
10 2008
It’simpossibletopredicttheweatherwhenplanningforeventsthatareweeksormonthsinthefuture,butconsideringthepossibilityofsevereweatherandplanningaheadareessentialtoprotectparticipantsandstaff.Usethisformtoassistwithplanning,andkeepithandyattheeventforquickreferenceshouldsevereweatherstrike.Reviewemergencyplanswithstaffmembersbeforetheevent,andmakeannouncementsduringtheevent,ifneeded.
❐ An adult is designated to coordinate severe weather decisions.
Allstaffmembersareexpectedtorespondappropriatelytothreateningweather,butoneadultshouldbedesignatedtocoordinatetheresponse.Thisindividualmustbepresenttodecideifandwhentocancelorsuspendactivities,andtogivetheordertotakecover,ifnecessary.Ifthepersondesignatedisunabletoattendorremainonsite,he/sheshouldselectareplacementandnotifystaffofthechange.
❐ A method is in place to monitor weather watches and warnings.
Staffshouldstayinformedofcurrentanddevelopingweatherconditions.Forinstance,monitorNOAAWeatherRadio,localtelevision,radio,theNationalWeatherServiceWebsite(http://www.nws.noaa.gov)orotherreliablesources.NOAAWeatherRadioisprovidedasapublicservicebytheNationalOceanicandAtmosphericAdministration.ContinuousweatherinformationisbroadcastfromanearbyNationalWeatherServiceoffice.NOAAWeatherRadiorequiresaspecialreceiverorscannerthatcanbepurchasedfromretailersthatsellradios.
❐ Severe weather shelters have been identified and are available.
Identifysevereweathersheltersbeforetheevent:Itwillbetoolatetosendparticipantshomeafteraseverethunderstormortornadowarninghasbeenissued.Discussplansandappropriateshelterswithlocalemergencyresponseofficials.Itisespeciallyimportanttoinvolvethemwhenplanningevents–suchasfairs,campsandfielddays–wherecrowdsarelikelytobeoutdoors.
Lightning Shelters
Mostprotective:Getinsideasturdymasonryorframebuilding.Asafebuildingisonethatiscompletelyenclosedandhasplumbing,wiringorothergroundingfromrooftoground.Stayawayfromwindows.Don’ttouchplumbingorelectricalfixtures,anddon’tusecordedtelephones.Acceptableifnootheroptionsareavailable:Enclosedhardtopvehiclesprovidesomeprotectionfromlightning–butnotfromatornadoorhighwinds.Ifinavehicle,keepwindowsupandavoidtouchingmetalorelectricalparts.Ifnoothershelterisavailable,gotoalow-lyingareasuchasaditchorravine.Stayawayfromwater,hilltops,lonetrees,towers,telephonepoles,powerlinesandmetalfences.Squatlowtothegroundontheballsofyourfeetwithyourhandsoveryourearsandyourheadbetweenyourknees.Makeyourselfthesmallestpossibletargetwhileminimizingcontactwiththeground.Unacceptable:Stayoutofsmallsheds,picnicshelters,baseballdugouts,bleachersandconvertibleautomobiles.
Severe WeatherFor more information, contact Mitch Ricketts, 785-532-7068
2008 11
Tornado Shelters
Mostprotective:Gettoaninteriorroomorhallwayinthebasementorlowestlevelofasturdymasonryorframebuilding.Stayawayfromwindows,exteriordoors,exteriorwallsandlargeroomswithexpansiveroofs.Crouchdownandcoveryourheadwithyourhands.Ifshelterspaceislimited,beginfillingthesafestareasfirst.Acceptableifnootheroptionsareavailable:Ifyouareoutdoorsandnoothershelterisavailable,gotoalow-lyingareasuchasaditchorravine.Lieflat,facedown,withyourhandscoveringyourhead.Stayawayfrompowerlines,trees,cars,mobilehomes,orotherequipmentorstructuresthatcouldblowontoyou.Unacceptable:Stayoutofvehicles,mobilehomes,smallsheds,picnicshelters,baseballdugouts,bleachersandweakbuildingswithlarge-spanroofs.
❐ A plan is in place to cancel or suspend the event, if necessary.
Announcecancellationsthroughthemedia,phonecallstoparticipantsandemployees,orotherappropriatemethods.Suspensionofaneventalreadyinprogressshouldbeannouncedclearlytoallstaffandparticipantsthroughoutthefacilityorprogramarea.Decisionstocancelorsuspendeventsshouldincludesuchconsiderationsas:
• Specialphysicalandhealthconditionsofparticipantsandstaff(susceptibilitytoslippingonice,vulnerabilitytoheat,abilitytoevacuatetodesignatedshelters).
• Availabilityofappropriateshelters.• Availabilityofmethodstonotifyparticipants
toseekshelter.• Hazardscreatedbydrivingconditions.
• Flooding.• Hazardscreatedbyexposuretoextreme
cold,windchill,precipitation,hail,wind-blowndebris,orextremeheatandhumidity.
• Hazardscreatedbylightning.Alightninghazardispresentwhenpersonsareoutdoorsorinanunsafestructureandthetimelagbetweenalightningflashandassociatedthunderislessthan30seconds.(Ifyoucanhearthunder,youareprobablywithinstrikingdistance.)Theactivityshouldremainsuspendeduntilatleast30minutesafterthelastobservedlightningorthunder.
Duringseasonswhenthunderstormsandtornadosarepossible,identifyareliablemethodofwarningparticipantstotakecover.Thesignalshouldbeadistinctsound,suchasanannouncementoverapublicaddresssystemorseveralshortblastsfromanairhorn.(Donotuseanautomobilehornoralarm;neitherisadistinctsound.)Thesignalshouldbeaudibletoeventstaffandparticipantsinalllocations.Cellphonesorradiosmaybeusedtonotifystaffandparticipantsatremotesites.Beforetheevent,determinewhetherspecialpopulationsarelikelytobepresentandwouldneedassistanceseekingshelterduringanemergency.Specialpopulationsincludetheveryyoung,theveryoldandindividualswithdisabilities.
12 2008
❐ Drivers are properly licensed and are at least 21 years of age if transporting participants for 4-H Youth Development activities OR at least 18 years of age for other university responsibilities.
Safetransportationrequiresmaturityandgoodjudgment.Observeanyagerequirementsimposedbyyourprogram,county,district,centerorinsurancepolicy.Forinstance,Kansas4-Hpolicyrequiresdriverstobeatleast21,andsomeinsurancecompanieshavedifferentagerequirementsforvansversuscars.Alldriversmusthavevalidlicenses.
❐ Vehicles/drivers are adequately insured.Forprivatevehicles:Besurethevehicleanddriverareinsuredtocoverliabilityforpersonalinjury,liabilityforpropertydamage,medicalexpensesandinjurycausedbyuninsuredmotorists.Forstate-ownedvehicles:AmericanSouthernInsuranceCompanyprovidescoverageforstate-ownedvehicles.(Reportaccidentsbycalling1-800-241-1172.)Theinsurancecoversthestate-ownedvehiclewhenoperatedbyanofficer,agentoremployeeofthestateofKansas.Non-employees(includingstudents)arecoveredwhen:
• theyhavebeenauthorizedtodrivebytheheadofthedepartment,
• thedriverisperformingofficialuniversitybusiness,and
• thedriverhasavaliddriverslicense.Formoreinformationaboutstate-ownedvehicleregulationssee:http://www.k-state.edu/policies/ppm/3040.html
Forvehiclesownedandoperatedbyacountyordistrict:Checkwiththeinsurancecarriertodeterminecoverage.Generally,thevehiclemustbeoperatedbyanofficer,agentoremployeeofthecounty/district.Non-employees(includingvolunteers)shouldbecoveredwhen:
• thedriverhasbeenauthorizedtodrivebythecountyextensionexecutiveboardordistrictextensiongoverningbody,
• thedriverisperformingcounty/districtbusiness,
• thedriverhasavaliddriverslicense.
❐ Safety belts are used for the driver and all passengers.
Kansaslawrequiresthatthedriverandallpassengersinthefrontseatofapassengercarwearsafetybelts.Thelawdoesnotapplytovehiclesdesignedformorethan10passengers.Thefollowingadditionalrequirementsapplywhentransportingchildrenunderage14inapassengercar:
• Everychildunderage4mustbeinanapprovedchildsafetyseat.
• Anapprovedchildsafetyseatisalsorequiredforeverychildage4,5,6,or7whoalsoweighslessthan80poundsorislessthan4feet9inchestall.
• Safetybeltsarerequiredforallotherchildren.
Kansaslawprovidesanexceptiontotheserequirementswhentherearenotenoughsafetybeltsandchildsafetyseatsinthevehicleforallpassengers,providingthoseavailablearealreadyinusebychildren.
TransportationFor more information, contact Mitch Ricketts, 785-532-7068, or Pat McNally, 785-532-5800
2008 13
❐ Vehicles are maintained according to manufacturers’ recommended schedules.
Beforedeparting,checksafety-relateditemssuchastires,fluid/fuellevels,lights,turnsignals,wiperblades,mirrors,operatorcontrolsandsafetybelts.Addressanydeficienciesbeforedeparture.
❐ Each driver has a list of emergency telephone numbers.
Wherecoverageisavailableinthestate,cellular*47maybeusedtocontacttheKansasHighwayPatrol.WherecoverageisavailableontheKansasTurnpike,*582maybeusedtocontacttheKansasTurnpikeAuthority.Inaddition,911istheuniversalnumberforemergencyserviceswherecoverageisavailable.❐ Additional precautions have been
considered and the driver has been trained if using a 15-passenger van.
KansasStateUniversitypolicyrequiresthat:• Driversof15-passengervansmustcomplete
theDivisionofFacilities’vandrivertrainingprogram.
• Nomorethan12passengers(includingthedriver)maybetransported,exceptthatupto15passengersmaybetransportedoncampusorfortripsoflessthan10milesfromtheManhattanorSalinacampuses.
• Alloccupantsmustwearseatbelts.• Nodrivermaydrivemorethan10hoursin
any24-hourperiod.Thedrivermusttakeamandatory30-minuterestbreakeveryfourhours.
• Noluggageorobjectsmaybecarriedonthevanroof.
• Thedrivermaynotuseacellphonewhiledriving.
• Otherrequirementsmaybefoundat: http://www.k-state.edu/policies/ppm/6450.html
❐ Additional precautions have been considered and the driver has been trained if using a van rated for more than 15 passengers or a vehicle greater than 26,000 pounds.
Incertaincases–whencrossingstatelinesoremployingacommercialtransportationfirm–federallawrequiresdriverstohaveacommercialdriverslicense(CDL)andtoparticipateinadruguseandalcoholabusepreventionprogram.Thisrequirementappliesforavehiclewithachassisratedformorethan15passengers(includingthedriver);withagrossvehicleweightratingofmorethan26,000pounds;orwithagrosscombinationweightinexcessof26,000pounds,includingatowedunitwithagrossvehicleweightratingofmorethan10,000pounds.Ifindoubt,checkwiththeFederalMotorCarrierSafetyAdministrationOffice,785-267-7288.
14 2008
❐ Exits are clear, and fire safety equipment has been identified and is usable.
Exitsaremarkedandunobstructedwhenthebuildingisoccupied.Neverexceedthemaximumoccupancypostedforthemeetingroomorbuilding.Foradditionalrequirements,seetheKansasBuildingsFireSafetyHandbookandFireFacts:http://www.accesskansas.org/firemarshal/FirePrevention/preventionhome.htm#handbook
❐ Snow and ice removal have been planned, if needed.
Topreventfalls,participantsandstaffmembersmusthaveawalkingrouteclearofsnowandicefromtheparkingareatothebuilding.
❐ The event facility meets accessibility requirements, or accommodations have been made for participants with disabilities.
FederallawrequiresthatallK-StateResearchandExtensionprogramsandactivitiesbeaccessibletopersonswithdisabilities.Majorrequirementsarelistedbelow.
• Designatedhandicappedparkingspace(s).• Curbramp(ifthereisacurb).• Sidewalkfromtheparkingareatothe
buildingentrance.• Accessiblebuildingentrance.(Provideramp
orelevator,ifnecessary.)• Accessiblerouteinsidethebuildingfrom
theentrancetoallareaswhereparticipantsareexpectedtogo.(Provideramporelevator,ifnecessary.)
• Wheelchairseatingarea.• Accessiblerestroom.• Additionalaccommodationsmaybe
required,dependingonactivities.❐ Drinking water and shelter from the
elements are available.Drinkingwaterisavailabletoavoiddehydrationorheatillness.Provideshadeandshelterfromprecipitationforoutdooractivities.
❐ Appropriate restroom facilities are available.
Restroomfacilitiesshouldbesanitaryandofferprivacy.Unisexrestroomsmustbeequippedwithalock,andlocksarepreferredonsingle-occupantrestrooms.Inrestroomswithrunningwater,providetoiletpaper,soap,andpapertowelsordryers.Inrestroomswithoutrunningwater,providetoiletpaperandsomemethodtoaccommodatehand-washing,suchasantisepticwipes,handsanitizer,oracontainerofwater,soapandpapertowels.
❐ Extension cords and electrical equipment have been checked for safe use.
Useelectricitysafely:• Electricalequipmentandcordsare
undamaged,withnosplices.• Cordsareoutoftrafficsopeopledon’ttrip.• Extensioncordsusedoutdoorsbeara
manufacturer’slabelshowingapprovalforthatuse.
• Outletsaregroundedandwillacceptthree-prongplugswithoutadaptors.
Facilities For more information, contact Mitch Ricketts, 785-532-7068
2008 15
• Cordsandequipmentaregroundedwiththree-prongplugsormarkedwiththewords“doubleinsulated.”
• Electricalcords,fans,radios,toolsorappliancesarenotallowedtotouchdamporwetsurfaces.Donottouchelectricalequipmentifitdoesbecomewet.Ifthathappens,standonadrysurfacetounplugthecordfromtheoutlet.
• Topreventelectrocution,groundfaultcircuitinterrupters(GFCIs)areusedatoutletsinthefollowingareas:outdoors;inareasthatarelikelytobecomedamporwet;inlocationswithconcrete,rockordirtfloors;oraroundmetalfences,gatesandpipes.GFCIsareavailableasindividualoutlets,circuitbreakersandextensioncords.
• Electricalcords,fansandequipmentareoutofreachofanimals.Safetycoversorclosuresareonoutletsandextensioncordsaccessibletochildren.Cordsdonothangovercountertopswherechildrenmightgrabthemandpullequipmentdownonthemselves.Coversonbreakerboxesareclosed,andtherearenoopeningsinanyelectricalequipment.
• Participantsandequipmentarekeptawayfrompowerlines.Ladders,pipes,flagpolesorotherobjectsshouldbekeptatleast10feetawayfromoverheadpowerlines.Ifitisnecessarytoerectastructureorworkwithlongobjectswithinthat10-footzone,calltheelectriccompanytohavepowershutoffbeforebeginning.Nevertrytopushapowerlineoutofthewaywithaboardoranyotherobject.
Formoreelectricalsafetyprecautions,seethepublication,ElectricalSafetyatFairs,FieldDays,andOtherPublicEventsat:http://www.ksre.ksu.edu/agsafe/DesktopDefault.aspx?tabid=25#es
16 2008
❐ Everyone involved in food-related activities is appropriately guided in safe food handling.
Resourcestohelpfoodhandlersinclude:classessuchasServSafe,FocusonFoodSafety(taughtbyKDHE),MasterFoodVolunteertrainingorsimilarclasses.PrintedmaterialsareavailableatyourlocalK-StateResearchandExtensionofficeandontheseWebsites:
• Kansas Food Code http://www.kdheks.gov/fpcs
• Food Safety and Sanitation: Guidelines for Volunteer Group Social Functions. 2006. www.oznet.ksu.edu/library/fntr2/mf1078.pdf
• At Home Safe Food Handling: It’s in Your Hands. 2006. Karen Blakeslee, M.Ed.,R.D.,L.D. www.oznet.ksu.edu/library/fntr2/mf2465.pdf
❐ Necessary supplies are available.• Asourceofclean,potablewaterisavailable
atthesiteoftheactivity.Thatincludesaccesstowarm,runningwaterora5-galloncontainerofwarmwaterforfrequenthandwashingandcleaning.
• Liquidsoap,sanitizingsolution(suchas1teaspoonchlorinebleachto1quartofwater,orcommercialsanitizerinproperlylabeledcontainer)anddishcloths–notsponges–areusedtocleanfood-contactsurfaces.
• Atrashcontainerisavailableandeasilyaccessible.
• Whenrequired,afireextinguisherisavailableandeasilyaccessible.(The5-pound2A10BCfireextinguisherisrecommended.)
❐ Personal cleanliness is maintained.• Handsarewashedwithsoapandwater
beforehandlingfoodandfrequentlythereafter.Papertowelsareusedtodryhands,thendiscarded.
• Anyonehandlingready-to-eatfoodmustnottouchthefoodwithbarehands.Ifglovesareused,followpropergloveuseguidelines.
• Hairisrestrainedwithcaporhairband.• Nofoodishandledbyapersonwitha
knowncommunicableorrespiratorydisease.• Cuts/soresarecoveredwithbandages
andgloves.
❐ Utensils, food containers and surface areas are kept clean.
• Servingutensilsarecleanedorreplacedregularly.
• Acleanplateorcontainerisusedforcookedfood–notthesameunwashedplatethatheldtherawfood–evenwhengrilling.
• Platesarewashedandsanitizedaftereachuse.
• Dishclothsaresanitizedfrequently.(Nospongesareused;disposableclothsarepreferred.)
• Allsurfacesthatcomeincontactwithfoodaresanitizedbeforeandduringfoodpreparationandservice.
❐ Food is completely cooked.• Rawfoodiskeptseparatefromcooked
foods.
Food SafetyFor more information, contact Karen Hudson, 785-532-0177, or Cindy Evans, 785-232-0062
2008 17
• Calibratedthermometersareusedtochecktheinternaltemperatureofmeats,casserolesorothercookedfoods.Thermometersarecalibratedregularly.
• Atemperaturechartisusedtocheckforproperheatinganddoneness.(SeeTable1,andchecktemperatureinseveralplacesinthedishtoensureproperheatdistribution.)
• Alcoholwipesareusedtosanitizethermometersbeforeandbetweeneachuse.
• Oncefoodhasbeguncooking,itiscookedcompletely.Cookinginstagesprovidesanopportunityforbacteriatogrowrapidly.
❐ Food is maintained at a safe temperature.• Hotfoodsarekeptataminimuminternal
temperatureof140°Forhigher.Ifafoodmustbereheated,thetemperaturemustreach165°F.Soupsandsaucesarebroughttoaboil.
• Foodsmaybekeptwarminpre-heatedslowcookersorotherwarmingtrayswheretemperaturescanbemaintainedandcheckedoften.
• Coldfoodsarekeptatorbelow40°F.Servingcontainersmaybekeptonice,infrozenpacksorincoolerswheretemperaturesarecheckedoften.
• Perishablefoodsplacedforservicewithoutacoolingorheatsourceshouldbediscardedafterfourhours.Perishablefoodsplannedforfutureusemustberefrigeratedwithintwohours.
❐ Food is used within a safe length of time.• Perishablefood–notintendedforleftovers
–thathasbeenatroomtemperatureisdiscardedafterfourhours.
• Freshfoodshouldbeusedeachday,ifpossible.
• Leftoverperishablefoodskeptforfutureusemustberefrigeratedaftertwohours.Ifleftoversareused,foodmustbecooked,storedandreheatedtomeetKansas Food Code,http://www.kdheks.gov/fpcs.
❐ Event-specific food safety requirements and regulations have been checked and implemented.
• Whenrequired,afireextinguisherisavailableandeasilyaccessible.(The5-pound2A10BCfireextinguisherisrecommended.)
• Thelocalhealthdepartmentandcityhallarecontactedforrequirementsforservingthepublic.Requirementsvaryfromcountytocounty.Somecountiesrequireapermitforjustoneevent.(SeeTable2.)
• VendorsservingfoodtothepublicsevenormoretimesayearmustobtainalicensefromtheKansasDepartmentofHealthandEnvironment.
• Foodpreparedbycaterersmustcomefrominspectedandapprovedsources,notfromahomekitchen.
• Whenservingoutdoors,overhead,sidewallprotectionandgroundcoverareavailabletokeepnonfooditemsoutofthefood.
• Foodisstoredinasecureplaceovernightwithaccesslimitedtoauthorizedpersonnel.
• Foodsafetymustalwaysbekeptinmind:Individualsfromat-riskpopulations(infants,elderlyandthosewithcompromisedimmunesystems)aremorevulnerabletofood-borneillnesses.
18 2008
Table 1.
SAFE COOKING TEMPERATURES Ground ProductsHamburger 160°FBeef, veal, lamb, pork 160°FChicken, turkey 165°F
Beef, Veal, LambRoasts, steaks medium-rare 145°F medium 160°F well-done 170°F
PorkChops, roasts, ribs medium 160°F well-done 170°FHam, fresh 160°FSausage, fresh 160°F
PoultryAll poultry, whole or pieces, 165°FStuffing (cooked separately) 165°F
EggsFried, poached: yolk and white are firmCasseroles 160°FSauces, custards 160°F
This chart is consistent with consumer guidelines from the U.S. Department of Agriculture and U.S. Food and Drug Administration.
201019
Table 2.Event-Specific Food Safety Requirements • Any establishment operating seven or more days per year must have a Kansas Food Service license. All establishments must comply
with the KansasFoodCode. Copies of the code can be obtained from the Kansas Department of Health and Environment, 785-296-5600 or http://www.kdheks.gov.
• Some local governments require a special license for temporary event food vendors. Always check with the local health department or city offices.
Event Frequency Note Requires food preparation in a licensed kitchen
Licenserequired
Food must be purchased from approved sources (not prepared in home kitchens)
Club meetings of Master Gardeners, 4-H or program development committees where all parties are members of that group or guests.Meetings may be on local, county, area or state levels and include county or club achievement banquets, food for club tours, etc.
Meals provided to board members and staff
varies from monthly to occasional
*KDHE would offer guidance on food safety and will respond if an outbreak occurs. Liability could only be determined by a lawsuit.
No* No Preparation in home kitchen acceptable.
4-H member delivers baked goods to a donor as thanks for support
occasional Not regulated; considered a gift. No No Preparation in home kitchen acceptable.
Food samples provided free to the public after a food demonstration by agents, volunteers or 4-H club members (educational)
Food demonstrations for FNP classes
more than 7 days a year
KDHE encourages that food be prepared in a licensed or licensable kitchen – not home kitchen.
Not regulated; observe food safety guidelines.
No*
No
No
No
Need to follow food safety guidelines.
Preparation in home kitchen acceptable.
202010
Meal provided at the fair for livestock buyers and friends of 4-H
annual KDHE encourages a menu that can be prepared on-site, or prepared in a licensed or licensable kitchen.
No* No Potentially hazardous foods must be purchased from approved sources. Home -kitchen preparation acceptable for other foods.
Food stand where clubs sell potentially hazardous foods (chili, sandwiches, hamburgers, tacos, pie)
7 or more days a year
Yes Yes.** Potentially hazardous foods must be purchased from approved sources. Home -kitchen preparation acceptable for other foods.
Food stand containing potentially hazardous food with limited preparation (frankfurters, pre-pattied burgers, nachos, etc.)
fewer than 7 days per year
Follow hand-washing guidelines and practice no bare-hand contact with foods.
Requires on-site food preparation.
No Yes
Ice cream social of homemade ice cream or purchased ice cream
fewer than 7 days per year
Homemade ice cream must be made with pasteurized eggs, or eggs cooked into a custard.
No* No Preparation in home kitchen acceptable.
Bake sale/auction of nonperishable foods fewer than 7 days per year
Display sign indicating that foods were prepared in home kitchens.***
No* No Preparation in home kitchen acceptable.
Bake sale/auction of nonperishable and perishable foods
fewer than 7 days per year
Display sign indicating that foods were prepared in home kitchens.*** Provide refrigera-tion for perishable foods. Follow safe food handling rules.
No* No Preparation in home kitchen acceptable.
Event Frequency Note Requires food preparation in a licensed kitchen
Licenserequired
Food must be purchased from approved sources (not prepared in home kitchens)
201021
Event Frequency Note Requires food preparation in a licensed kitchen
Licenserequired
Food must be purchased from approved sources (not prepared in home kitchens)
Fund-raising events, such as pancake feeds or spaghetti suppers.
Limited frequency.
KDHE encourages that food be prepared in a licensed or licensable kitchen – not home kitchens.
No* No Yes
4-H Wilderness Camp (foods brought along in coolers for camping). Campers pay a fee to participate.
camps last less than 7 days
Not regulated by KDHE. Separate raw and ready-to-eat foods. Keep cold foods iced appropriately to keep cold. Have portable handwashing stations.
No No Preparation in home kitchen acceptable.
State Fair: Darcy Basye, Reno County Health Department, handles specific food questions for the Kansas State Fair.
less than 14 days
Cannot operate out of a tent if operator is open more than 7 days, but less than 14 days at one event.
Yes Yes Yes
*KDHE would offer guidance on food safety and will respond if an outbreak occurs.Liabilitycouldonlybedeterminedbyalawsuit.**Groupmaybeallowedtoworkunderthelicenseofthekitchen,ormayberequiredtogetitsownlicense.Thegroupthatholdsthelicenseforthekitchendeterminesifitiswillingtotakeontheriskofothergroupsusingthelicense.***ThefoodatthisbakesalewaspreparedinkitchensthatarenotsubjecttoregulationandinspectionbytheCountyHealthDepartmentortheKansasDepartmentofHealthandEnvironment.(Seesample,p.23.)
Definition:Potentially Hazardous Foods: foodsinwhichmicroorganismsareabletogrowrapidly,increasingtheriskoffoodborneillness.Thesefoodstypicallyhavethesecharacteristics:moisture,containprotein,neutralorslightlyacidicpH,andmayhaveahistoryofbeinginvolvedinfoodborne-illnessoutbreaksorhaveanaturalpotentialforcontaminationduetoproductionandprocessingmethods.Source: ServSave Essentials, 3rd ed.
Examples of potentially hazardous foods: •milkandmilkproducts •meat:beef,pork,lamb,fish,poultry,shellfishandcrustacean •cookedrice,beans,orotherheat-treatedplantfood(suchascookedvegetables) •bakedorbroiledpotatoes •shelledeggs(exceptthosetreatedtoeliminateSalmonella spp.) •garlic-and-oilmixtures •sproutsandsproutseeds •tofuorothersoy-proteinfood •slicedmelons •syntheticingredients,suchastexturedsoyproteininmeatalternativesSource: FDA Food Code
Event Frequency Note Requires food preparation in a licensed kitchen
Licenserequired
Food must be purchased from approved sources (not prepared in home kitchens)
22 2008
***Sample
NOTICE
The food at this bake sale is prepared in kitchens that are NOT subject to regulation and inspection by the ___________County Health Agency or the Kansas Department of Health and Environment.
2008 23
InsuranceFor more information, contact Stacey Warner, 785-532-5790
❐ All organizations collaborating on the event have liability insurance.
❐ The county/district is properly insured. Seelistbelow.Consultwithlocalinsuranceprofessionalstoreviewthislistandforguidanceregardingtheamountofeachtypeofinsurancerequired.In obtaining this insurance, specify that board/governing body members, staff and volunteers acting within the scope of their responsibilities are to be included.
• ComprehensiveGeneralLiabilityIncludedundergeneralliabilityareBodilyInjuryLiability,PropertyDamageLiability,andHiredandNon-OwnedAuto.Bodily Injury Liability: Providescoverageforinjuriescausedwhenthecounty/districthassomeactivityorinterest,ifitisdeterminedthatthecouncil/governingbodywasnegligentinsomeway.Dependingonthecompany,coveragemaynotbeavailablewhenagroupisinanotherstate.Property Damage Liability: Coversdamagetopropertyofotherswhencausedbynegligenceofthecounty/district.Hired and Non-Owned Auto: Anadditionalendorsementtothebasicliabilitypolicy.Itcoversthecounty/districtforbodilyinjuryandpropertydamagewhensomeoneisperformingaresponsibilityonbehalfofthelocaloffice.
• Public Officials Liability InsuranceThiscoversemployees,volunteersandboardmembersfordecisionsmade,suchashiringactions,wrongfulterminations,failuretopromoteorsexualharassment.Becausecouncils/governingbodiesdealwithpublicdollars,itisrecommendedthattheyseekPublicOfficialsLiabilityInsuranceandnotDirectorsandOfficersLiabilityInsurance.
• Treasurer’s BondThebondprotectsthepublicagainstanindividualactandinsurespublicfundsintrusttothecouncil/districtgoverningbodytreasurer.Thetreasurerisliableforanypersonalmisuseofpublicfunds.Thebondshouldcovertheamountentrustedtothetreasureratanygiventime.
• Workers’ CompensationWorkers’Compensationisinsuranceprovidedbytheemployer(bylaw)topayemployeebenefitsforajob-relateddisabilityordeath.ThecurrentlawappliestoallKansasemployersexceptforthoseincertainagriculturalpursuitsand/orthosewhohaveagrossannualpayrolloflessthan$20,000.Dependingontheinsuranceprovider,coveragemaybeavailableforindividualsactingasvolunteersforanorganization.Ifthecouncil/governingbodychoosestocovervolunteers,aForm123mustbesubmittedtotheDivisionofWorkers’Compensation.Employersmustprovidewrittenmaterial,availablefromtheinsuranceprovider,toinjuredemployeestodirecttheminobtainingcompensation.
24 2008
• PropertyPropertyinsuranceincludescoverageforthelossofofficecontentsfromfire,lightning,windstorm,hail,smoke,theft,aircraft,non-ownedvehicles,vandalismormaliciousmischief.
• Commercial AutoThisprovidesprotectionforliability,physicaldamageandbodilyinjuryrelatedtovehiclesownedbythecounty/district.Note:Employeeswhodrivetheirpersonalvehiclesforworkshouldcheckwiththeirinsurancecarrierstobecertaintheyhavesufficientliabilitycoverage.
• Inland MarineThispolicycoversitemscarriedinandoutofanoffice,suchascomputersandcameras.Italsoprovidescoveragefortheft,autoaccident,fire,stormorotherperils.Somepoliciesmayalsocoverequipmentfailure.
• Activities Insurance for Accident or IllnessThisspecialpolicyprovidesaccidentcoverageforeventparticipantseitheryearlyorperevent.
2008 25
Interpersonal Contact and SafetyFor more information, contact Elaine Johannes, 785-532-7720
Thoughmostcommunity-basedwork,eventsandactivitiesaresafe,rareincidentsofunexpectedviolence,harassmentandphysicalharmcanoccur.PlanningandpreparingforinterpersonalsafetyduringprogramssponsoredbyK-StateResearchandExtensiondemonstratescareforstaff,volunteerandparticipantwelfare.Factorsthatcouldincreaseriskofharassment,assaultorinappropriatephysicalcontactinclude:
• Workingaloneorinsmallnumbers.• Anadultwithyouthaloneinisolated
settingsforextendedperiodsoftime.• Workinglateatnight,duringearlymorning
hoursorat“odd”hours.• Publicexchangeofmoneywithoutsecurity.• Workinginhigh-crimeorunfamiliarareas.• Workinginisolated,community-based
locations.• Inadequatelytrainedstaff.
Thebeststrategytoaddressinterpersonalsafetyateventsoractivitiesistodevelopaplanthat:
• Supportsapositiveworkenvironment.• Focusesonspecificprecautionsandhelps
staffmemberstothinkahead.• Encouragesrespectful,opencommunication
andresponsivenessamongstaffandeventorprogramparticipants.
• Addressespreventionandplanningbeforeinterpersonalharassment,assault,violenceand/orinappropriatetouchingorcontactcanoccur.
❐ Staff members are prepared to assure the personal safety of participants and themselves.
• VolunteershavecompletedtheVIPprocessandareregistered.(SeeVIP guidelines.)
• Volunteershavebeenprovidedwithjobdescriptionsandunderstandtheirrolesandresponsibilities.
• Adultshaveagreedtoandunderstandtheimportanceofavoidingsituationsthatplacejustoneadultwithachildoutsidethesightofothers.
• Staffmembersandvolunteershavebeenappropriatelytrainedtoserveallyouth(assessingdevelopmentalabilitiesandneeds;avoidingpersonalphysicalcontact)whilemaintainingconsistentcommunicationwithevent/activitymanagers.
• Staffandvolunteerspractice“two-deep”leadership,wheretherearetwoadultsoverage18atanygathering,meetingoractivityinvolvingyouth.
❐ Communication systems (such as cell phones) are planned, accessible and functioning.
• Appropriatemeasureshavebeentakentoensurethatstaffmembersandvolunteerscanhandlesafetyandcommunicationproceduresinhigh-riskenvironments(isolatedbuildings,workingalone,eveningevents,unfamiliarlocations).
26 2008
• Cellphonesarefullycharged,functioningandaccessible.
• Asystemisinplacetoaccountforandtrackstaffduringout-of-towntripsorwhenpresentingprogramsinisolated,unfamiliarsettings.
❐ Each on-site staff member is prepared to implement a personal safety plan.
• Staffmembershaveobtainedinformationregardingenteringandexitingprogramfacilitiesorlocationswhereriskstotheirpersonalsafetymayexist.
• Staffhavereceivedguidanceandtrainingtohelprecognizepotentialforpersonaldanger.
• Traininghasoccurredtobuildawareness,avoidanceandactiontotaketopreventmugging,robbery,rapesorotherassaults.
❐ Staff members have:• Identifiedaccessibleexistsandassuredthat
eachisclear.• Assuredlightingisadequatewhenarriving
andleavingthelocation.• Ensuredthatcellphonesorother
communicationdevicesarechargedandwillworkinthelocationneededtoenableemergencycommunication.
• Updatedemergencycall-backlists.• Planneda“buddysystem”toworktogether
whenproblemsseemlikely.
2008 27
28 2008
Brand names appearing in this publication are for product identification purposes only. No endorsement is intended, nor is criticism implied of similar products not mentioned.
Publications from Kansas State University are available on the World Wide Web at: www.oznet.ksu.edu2007
Kansas State University Agricultural Experiment Station and Cooperative Extension Service K-State Research and Extension is an equal opportunity provider and employer. Issued in furtherance of Cooperative Extension Work, Acts of May 8 and June 30, 1914, as amended. Kansas State University, County Extension Councils, Extension Districts, and United States Department of Agriculture Cooperating, Fred A. Cholick, Director.
