Safety

Safety is always our #1 priority!

Safety is #1

In youth sports, safety reigns supreme as it ensures the well-being of young athletes both on and off the field. Prioritizing safety not only safeguards against immediate injuries but also fosters a culture of responsibility and respect among players, coaches, and parents. By emphasizing safety, we create an environment where young athletes can thrive and enjoy their sports experience to the fullest while minimizing the risk of harm.

Supervision

Supervision is a key practice to keep participants safe. At the program, you are expected more than to simply "watch" kids. Effective supervision requires you to have eyes and ears on the kids at all times, including during bathroom breaks, transition times, and other less structured moments during the day. You must position yourself in a way that prevents "blind spots."

You are responsible for knowing all your participants by name, keeping them physically safe, keeping them emotionally safe, and building a positive community within your group.

Active Supervision:

No alone time for the kids
Maintain line of sight and line of sound
Utilize the "Back to Wall" supervision (see image below), meaning that you move to locations where you can see all participants in front of you.

Be Actively Engaged = Being Present

You are always participating in your group's activities, conversations, and programming.

Engage Your Participants

Establish caring, authentic relationships with participants
Know your kids, you are curious about their lives, you celebrate their successes and you enjoy their company.
Listen to your participants!
Establishing a relationship and staying engaged with participants will allow you to keep an eye on how they are doing and identify if something is wrong.
Be on point and engaged from the time you clock in, until the time you clock out.

Actively Engaged Does Not Mean Overly Engaged

Keep the focus on the participants
Do not get carried away in whatever sport or activity you are involved in
If you find yourself playing to win, or losing track of where participants are- that means you are overly engaged

Creating Rules and Routines

Emphasize that you are in charge
Review rules every session
Come up with routines- they help participants know what is expected of them and minimize undesirable behaviors.
Be a role model, you should be displaying and following all rules
Once a structure is established, be consistent with it to gain the respect of your participants. Kids thrive with consistency.
Keep participants engaged during downtime, or waiting for anything. Learn 5 "back-pocket" games to build community and friendships.

Face Counts

Count faces and not heads. You need to know if you are missing someone, you need to know the face you are missing. You might have the correct number of "heads" but not the correct "face." Know who should be with your group.
You should always know the number of participants you are responsible for.
Do a face count anytime your group moves locations and/or every 30 minutes- whichever happens first.

You should never be completely alone and out of sight with one participant.

Staff to Participant Ratio

Maintaining appropriate staff-to-participant ratios is essential for ensuring the safety and supervision of all participants, allowing staff to effectively respond to emergencies and provide individualized attention when needed. This practice mitigates risks, promotes a secure environment, and enhances the overall quality of the program experience.

The below ratios show the absolute max that one staff would be assigned for instructional programs.

Participants Ages 3-6: 1 staff to 10 kids (ideally 8 kids, other than league teams)
Participants Ages 7 and above 1 staff to 12 kids (ideally 10 kids, other than league teams)

Directors are responsible for being aware of ratios and supporting staff when needed by either:

Taking on a group to lower the number of participants in each group
Moving participants and staff around to achieve appropriate ratios based on program needs

The below ratios show the ideal max that one staff would be assigned for leagues:

Participants Basketball: 1 staff to 10 kids
Participants Flag Football 1 staff to 14 kids
Participants Volleyball 1 staff to 12 kids

Name Tags

All staff members and participants are required to wear a name tag prominently displayed on their outer clothing during all program-related activities, including instructional programs, practices, games, and events.

Instructional Programs: Name tags should be worn for all sessions
Camps: Name tags should be worn for at least the first three days of camp
Leagues: Name tags should be worn for the first two practices.

Enhanced Safety: Name tags serve as a vital means of identification, facilitating communication and accountability among staff, participants, and guardians. In case of emergencies or unforeseen circumstances, readily identifiable personnel can swiftly address concerns and assist as needed.
Promoting Inclusivity and Community: Name tags foster a sense of belonging and inclusivity within the program by encouraging personal interaction and recognition among individuals. Knowing each other by name promotes positive relationships, teamwork, and mutual respect among staff, participants, and guardians.

Implementation:

Name tags will be provided to each program and must be worn visibly on the outer clothing, preferably on the chest area, at all times during program activities.
Staff members are responsible for ensuring that participants comply with the name tag requirement, and regular checks may be conducted to enforce adherence to this expectation.
Failure to wear a name tag as per the program's guidelines may result in corrective actions, including verbal reminders, written warnings, or temporary suspension from participation, depending on the severity and frequency of the violation.

Group Rosters

Instructional programs that utilize groups, will be given a Group Roster when they arrive on-site. Directors will make the groups and assign you the participants you are responsible for the day.

You should do "Face Counts" every 30 minutes, or when you move to a different area with your group roster.

Make sure to update your Director if participants in your group aren't getting along, or would be better separated in the future. Groups can be adjusted regularly to best set you and the participants up for success!

League Coaches will be given a team roster at the pre-season meeting that will be utilized similarly. Basic player information is also available in Teamsideline.

Group Roster Template

Group Roster SEASONAL

Checking Participants In/Out

Leagues don't have a formal sign-and-out policy other than the head coach keeping attendance records. that have parents "drop-off" participants on-site (typically longer programs, or programs for older kids), must have the parents sign in. Directors are responsible for printing Sign In and Out sheets from Active.

All instructional programs that have parents "drop-off" participants on-site (typically longer programs, or programs for older kids), must have the parents sign in. Directors are responsible for printing Sign In and Out sheets from Active.

Importance of Participant Check-In Accuracy:

Safety and Security: Knowing who is present on-site ensures the safety and security of all participants, staff, and visitors. In the event of an emergency, having an up-to-date list of attendees allows for efficient accountability and evacuation procedures.
Program Planning and Resource Allocation: Accurate attendance records enable us to plan program activities effectively and allocate resources appropriately. By understanding participant attendance patterns, we can tailor our offerings to better meet the needs and interests of those involved.
Legal and Regulatory Compliance: Compliance with legal and regulatory requirements is essential for the smooth operation of our program. Accurate attendance records may be necessary for reporting purposes or in the event of an audit.

Programs 3 Hours or More

For programs 3 hours or longer, we are considered "daycare" and must check ID's at check out! When registering, guardians are allowed to list who the authorized pick-ups are. These contacts are then on the extended Rosters that Directors have access to. Should a guardian need to add anyone, they can fill out an Authorized Pick-Up Add form on-site.

Overall, checking IDs of individuals picking up program participants is a fundamental security measure that helps protect the well-being of participants, maintain trust with guardians, and ensure the program operates in a safe and responsible manner.

All documents that have signatures on them need to be turned in to the Recreation Supervisor within one business of the completion of the program.

Sign Out Process (3 Hours+ Programs)

Pick Up Authorization Add Form.pdf

Kids Sitting Out

Sometimes kids need a break, and that's okay. Should a child not want to participate in an activity, you can give them the option to sit out and do another low-key activity (color) for 10-15 minutes, and then they must rejoin the activity.

If a participant is sitting out for an activity for an extended period (either for behavior, the participant chose to do so, etc) lasting more than consecutively 30 minutes, due to reasons such as feeling unwell or expressing a desire not to participate, it is mandatory for the coach or supervising staff member to contact the participant's parent or guardian to provide an update. This is to ensure the safety and well-being of participants in our youth sports program. By promptly notifying parents or guardians when a participant is sitting out for an extended period, we can maintain open communication, address any concerns or issues promptly, and provide reassurance to families regarding their child's participation in our program.

Monitoring & Assessment Staff should regularly monitor participants during activities to identify any instances where a participant remains sidelined for an extended period. Staff should inquire about the reason for sitting out and ensure the participant's well-being.
Contact Parent or Guardian: If the participant's absence from the activity is prolonged, staff must promptly contact the participant's parent or guardian. Staff should inform them of the situation, including the reason for the participant sitting out and any actions taken to address the issue. Make sure to update the parent on any issues or concerns that you have observed before the participant sat out!
Documentation: It is essential to document the communication with the parent or guardian, including the time of the call and details of the conversation, in the participant's records or communication log.

Medication for Participants

Staff should review the Expanded Roster for each program to see any notes of allergies or behavior issues that guardians have noted for participants.

CARD staff are not allowed to store or administer medication to a participant. This includes bug spray, sunscreen, inhalers, etc. Participants can carry their own medications (with them or on their person). CARD will make sure staff is aware of the allergies that participants make us aware of, so that in the event of an emergency we are ready to call 911, help coach a participant to administer the medication to themselves, and then notify the main contact.

On-site questions? Have them email info@chicorec.gov

Participants Allergies

We can never guarantee that we will be an allergy-free environment. We will do our best to prevent any allergy reactions and staff will stay informed with the Expanded Rosters regarding participant allergies.

Participants Food

Staff should never take personal food from a participant- even if offered to you. Staff should not share their food with participants.

No On-site Guests

To uphold the highest standards of care and attention to our registered participants, the staff is prohibited from having on-site guests, including significant others, pets, or non-participant children under their responsibility. This ensures that staff can fully focus on the safety, well-being, and engagement of the participants they are assigned to, fostering a secure and enriching environment. By maintaining this professional boundary, we prioritize the needs and experiences of our program participants without distraction or compromise.

No Personal Social Media

Social media allows you to share your life and connect with others, but it's crucial to understand that once you post something, it can be nearly impossible to completely erase it. Even if you delete a post, it might have been saved or shared by others, potentially affecting your reputation and opportunities in the future.

Posting images or information of youth participants on personal social media platforms without consent compromises their privacy and can potentially expose them to risks such as online predators or inappropriate comments. Posting images or information of youth participants on personal social media platforms without consent compromises their privacy and can potentially expose them to risks such as online predators or inappropriate comments. By restricting the sharing of youth participants' information on personal social media, we minimize the risk of unauthorized individuals gaining access to sensitive information about our participants and their involvement in our programs.

Staff members cannot add, show, or post images, videos, or any identifiable information of youth participants on their personal social media accounts- even SnapChat
Staff members cannot use personal social media platforms to communicate with youth participants, including direct messaging, tagging, or commenting on their posts.
Staff members are encouraged to use privacy settings on their personal social media accounts to ensure that their profiles are not accessible to youth participants or their families.
In the event that a staff member inadvertently comes across content related to youth participants on their personal social media feed, they must refrain from engaging with or sharing this content and report it to the appropriate organizational authority immediately.

All social media for CARD is run by our CARD Marketing Coordinator, Kelsey Horne. Any photos that you would like to be posted or shared, should be emailed to egonzales@chicorec.gov.

No Exchanging of Personal Items

Staff must uphold strict ethical standards by refraining from any involvement in exchanges of food, money, or items with program participants. Engaging in such transactions can undermine the trust and integrity of the program, potentially leading to accusations of favoritism or exploitation. Maintaining clear boundaries ensures fairness, professionalism, and equal treatment for all participants, fostering a positive and inclusive sports environment.

Do Not Drive Participants

Staff are prohibited from driving program participants in their personal vehicles at any time due to liability concerns. This is in place to ensure the safety and well-being of both staff and participants, minimizing the risk of accidents or misconduct.

First Aid

All programs and sites will have first aid and bloodborne pathogen materials available. Materials need to be accessible within 20 feet when participants are on-site. For example, if the program goes to another location, the materials needs to follow. If a program is outside first aid should not be inside.

First Aid Supplies- Staff may only use ICE PACKS, BANDAGES, SOAP, and WATER to treat injuries.
Bloodborne Pathogens Clean-Up Kit- Use this kit to protect yourself when cleaning up blood, vomit, or other bodily fluids. Treat all human blood and bodily fluids as if they are infected with a disease.

Our primary responsibility in dealing with injuries as a CARD coach is to provide immediate and basic first-aid measures. This includes using soap/water for cleaning wounds, applying Band-Aids, and administering ice packs for minor sprains or bruises. These are the only actions you are allowed to take within your scope as a CARD staff or volunteer. It is important to recognize that offering medical advice beyond these basic measures exceeds our scope of practice and is not allowed. CARD staff is not authorized to diagnose injuries or provide treatment plans beyond simple first aid. Giving out medical advice can have serious implications, including legal consequences if the advice is incorrect or leads to further harm.

Instead, our focus should be on promptly notifying parents or guardians of any injuries that occur during our sessions and recommending that they seek appropriate medical attention from qualified healthcare professionals (not us).

AEDs

An Automated External Defibrillator (AED) is a life-saving device designed to help someone who is experiencing sudden cardiac arrest, a condition where the heart suddenly stops beating properly. When you come across a person who has collapsed and is unresponsive, the first step is to call for emergency help. Then, quickly grab the AED if one is nearby. Turn on the AED, and it will begin to give you clear, step-by-step voice instructions. The machine will ask you to place two adhesive pads, known as electrodes, onto the person's chest. The pads have pictures on them to show you exactly where they should go—one on the upper right side of the chest and the other on the lower left side.

Once the pads are in place, the AED will analyze the person's heart rhythm. If the AED detects a rhythm that can be corrected by a shock, it will instruct you to press a button to deliver the shock. This shock can help restore the heart's normal rhythm. It's important not to touch the person while the AED is analyzing or delivering a shock, as it could interfere with the process. After the shock, the AED may prompt you to continue performing CPR (cardiopulmonary resuscitation) until emergency responders arrive. Remember, AEDs are designed to be simple and safe to use, even for people without medical training, so trust the device and follow its instructions carefully.

Restraining Participants

The only time you can physically restrain a participant is if they are in immediate danger of bodily injury. It is essential that you update the Coordinator/Supervisor, and parent/guardian any time you physically restrain a child for their own safety. An incident/accident report should also be filled out.

Participants Running Away from Program

Our programs are not set up for participants who can not stay with their group/team. Should a participant not be able to stay with the group, the following steps should be taken:

Level 1: If you are in a program, where other staff or volunteers are on-site:

Ensure your other participants are safe with the another staff or volunteers.
If possible, grab your cell phone/walkie to take with you. Ideally, you have a communication tool to stay connected.
Follow the participant. When following the participant, let them know that "you need to come back. You don't have to participate, but you must come back immediately" If the participant refuses to return to the program, let them know that you will be calling the police to escort them back because they are not making safe decisions. If the participant is still not returning, call 9-1-1 and explain the situation, while continuing to follow the participant.
IMPORTANT: When you can, you must notify the parent/guardian as soon as possible of the situation

Level 2: If you are in a program, where no other staff or volunteers are on-site:

You must stay with your other participants to ensure they are safe.
Call 9-1-1 immediately as soon as the child leaves the site and report them missing. Make sure to announce to the participant that is leaving, that you cannot follow them, and that you must call the police because they are not being safe.
Call the parent/guardian immediately and explain the situation.

Restroom Procedures

The restroom is the only time of day that a child will be out of staff’s direct supervision. Staff may not enter the restroom when children are inside. Each site has its own procedures for restroom use and the program director will review these with staff.

If a participant is in the bathroom for more than 5 minutes, staff must check in on them to ensure they are safe and making responsible decisions. If a participant is not feeling well, and not able to leave the bathroom within 15 minutes- call their parent/guardian.

Indoor Facilities

Only one child per group should be in the bathroom at a time.
Staff needs to be aware of the time spent in the bathroom, and ensure that participants are safe and making responsible decisions.

Outdoor/Non-CARD Facilities

Take your entire group to the bathroom area, and line up outside the bathroom doors.
Allow two participants at a time in the bathrooms at once. Actively listen for any issues.
Staff must stand outside the door to monitor. Do not let anyone from the public enter the bathroom while participants are in there.

Bathroom Accidents

All children must be fully potty trained and able to use the restroom independently.

In the event of a bathroom accident, CARD staff MAY NOT assist children in the restroom but they MAY give guidance from outside the restroom. If a child changes their soiled clothing, it must be bagged up and made inaccessible to the other children. The Director should contact parents/guardians to request immediate pick-up or assistance with cleaning and clothing change. Reoccurring bathroom accidents may result in removal from the program.

While in Public Locations

Some programs are held outdoors, in public spaces. It is especially important to stay vigilant of your surroundings when outdoors. Here are some tips to stay aware of potential threats:

Stay Alert: Be mindful of your surroundings at all times. Avoid distractions..
Trust Your Instincts: If something feels off or suspicious, trust your instincts. Pay attention to any gut feelings or intuition that signal potential danger.
Know Your Location and Emergency Exits: Familiarize yourself with the layout of the area and the location of emergency exits. This knowledge can be invaluable in the event of an emergency requiring a quick evacuation.
Stay Connected: Maintain communication with coworkers or supervisors, especially if you're working alone. Establish regular check-ins or use communication devices to stay connected and alert others of your whereabouts.
Be Observant: Watch for unusual behavior or individuals acting suspiciously. Look out for signs of aggression, erratic movements, or individuals who appear to be concealing something.
Report Concerns: If you notice anything concerning, don't hesitate to report it to appropriate authorities or your supervisor. Reporting suspicious activity promptly can help prevent potential threats from escalating.
Practice Situational Awareness: Continuously scan your environment and assess potential risks. Be mindful of areas with limited visibility or where you may be vulnerable to ambushes or attacks.
Stay Calm and Confident: In the event of a threatening situation, try to remain calm and composed. Projecting confidence and assertiveness can deter potential threats and increase your ability to respond effectively if necessary.
Stay Informed: Stay informed about any potential security threats or safety protocols relevant to your work environment.
Collaborate with Others: Work together with co-workers to enhance safety measures and support each other in maintaining vigilance. Encourage open communication and the sharing of any concerns or observations among team members.

By incorporating these tips into your daily routine, you can enhance your awareness and readiness to respond to potential threats while working on-site in public settings. Watch the below video to see how you do with situational awareness.

CARD's Private Security: Armed Guard (AG)

Armed Guard is contracted with CARD to provide basic assistance and general security management when needed. Please review the below closely. Should there ever be an emergency- call 9-1-1. Armed Guard is typically used to "move people along."

Armed Guard Protocol

You are Feeling Unsafe

Anytime you are feeling unsafe and feel like there is an immediate and grave threat, call 9-1-1.

Indoor Facilities: Make sure all doors are shut and locked, shut all lights off, and secure yourself and participants in a secure area of the facility. Ideally, the more locked doors you can put between yourself and the threat the better.

Outdoor Facilities: Get yourself and participants to a safe indoor environment with locks- this can include an on-site building or local neighbors. If necessary, leave the site with participants to distance yourself from the threat.

Active Shooters

Active Shooter Info.pdf

Air Quality & Heat Illness

CARD policy can be found at: www.ChicoRec.gov/fields.

Air Quality and Severe Heat – Programming Impact Considerations

Don't Do Any of This

Hopefully common sense- but if not, here's a list of stuff not to do:

Using abusive language at any time on CARD premises or league premises.
Insubordination, including but not limited to failure or refusal to obey the orders or instructions of a supervisor or member of management.
Making or accepting an excessive number of personal telephone calls during work hours, except in cases of emergency or extreme circumstances.
Sleeping or malingering on the job.
Wearing extreme, unprofessional or inappropriate styles of dress or hair while working.
Violation of any safety, health, security or CARD policies, rules or procedures.
Committing a fraudulent act or a breach of trust under any circumstances.
Unlawful harassment.
Abuse of CARD electronics or CARD accounts.
Reaching out to CARD players or participants without prior consent of your Coordinator/Supervisor
Theft, deliberate or careless damage or destruction of any CARD property or the property of any employee or customer.
Removing or borrowing CARD property without prior authorization.
Unauthorized use of CARD equipment, time, materials, or facilities.
Provoking a fight or fighting during work hours or on CARD property.
Participating in horseplay or practical jokes on CARD time or on CARD premises.
Carrying firearms or any other dangerous weapons on CARD premises at any time.
Engaging in criminal conduct whether or not related to job performance.

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