Reporting Incidents & Worker's Compensation

As a SCA NY Member, program staff have a duty of care to report and seek worker’s comp (if necessary) within a 4-hour window after a member-related incident. Failure to report an incident or injury within this 4-hour window may prevent a valid worker’s compensation claim. 

Please report any injury or incident to your Program Coordinator (Andrew Crowe 419-575-6416, Helena Mazurek 585-690-4835, Zachary Russell 203-209-5214) or Program Managers Joel Rake-Marona (703-952-1677) and Elizabeth Young (845-270-1367).

If the Program Coordinator has been notified of an incident that occurred during service or training hours, they will file a worker's compensation claim with the SCA. The Program Coordinator will provide the member with an initial set of worker's compensation information to be provided to the care facility. Shortly after, the SCA will email the member their complete workers compensation information, which needs to be relayed to the care facility.

Parks Corps Members should expect to provide the following details to the Program Coordinator upon notification of an incident during service or training hours:

1.  Event Location

2. Current Location

3. Time/Date of Event

4. Event Witnesses

5. Body Part Injured

6. Manner of Injury

7. Service Activity During Event

8. Event Narrative

9. Any Care Rendered At Scene

10. Plan For Care, If Any

Definitions

Personal Protective Equipment (PPE)– equipment worn to minimize exposure to hazards that cause serious workplace injuries and illness. Examples include hardhat, safety glasses, ear protection, long sleeve shirts, long pants, work boots, chaps, and gloves.

Hand Tools– handheld and non-motorized tools, including trail tools (e.g., shovels, pick mattocks, rock bars, loppers, etc.) carpentry tools (e.g., hammers, chisels, saws, etc.), and masonry (e.g., trowels, knives, etc.). Examples include shovels, pick mattocks, mcleods, rock bars, loppers, Pulaski’s, rakes, crosscut saws, log carriers, etc.

Power & Mechanized Tools– a tool that utilizes an additional power source (electric/ gas) to complete work. Examples include trail and landscape tools (e.g., chainsaws, power trimmers, weed eaters, etc.), carpentry tools (e.g., drills, power saws, circular saws, table saws, Sawzall, etc.), and mechanized tools (e.g., grip hoist, rope pullers, etc.).

Mechanized & Heavy Equipment– free standing or operating equipment that is often trailered or towed to a project site. Examples include chippers, forklifts, mini excavators, bobcats, agricultural equipment, etc.

The SCA Culture of Safety

To build a culture of safety, members, staff, and leaders must begin by familiarizing themselves with the SCA's policies, procedures, and resources contained in this Field Guide. It is the responsibility members to communicate and, most importantly, demonstrate the behaviors and expectations essential for cultivating a transparent, inclusive, and safe program environment. Members should begin talking about physical and psychological safety from the outset of the program and regularly emphasize the role that individuals play in establishing and maintaining a safe program for all. Members should create an environment in which all individuals can speak up about concerns, and collaboratively seek solutions to any physical or psychological hazards identified.

Safety Briefings

Teams must conduct a safety briefing when entering a new site (for example, a new worksite, living site, or field kitchen), beginning a new activity (such as hiking, using a new tool), or if safety conditions change (for instance, weather, medical considerations).  SCA’s Take 5 for Safety is a safety briefing tool that staff, leaders, and members should be encouraged to use anytime they encounter a new activity, condition, or hazard. Be aware of their personal safety and to look out for one another. Take personal responsibility for safety by utilizing Take 5 throughout the program.

Job Hazard Assessment

For each new project, project site, or event, SCA NYS Parks Corps members will fill out a Job Hazard Assessment template. 

1. In the "Risk" section, list all perceived risks to personal safety. Focus on tool usage, weather, water, trees/rocks overhead, the public, animals, and insects.

2. In the first  "Likelihood" section, estimate the chance (use chart on right) that this risk will culminate in an incident.

3. In the first "Consequence" section, estimate the impact (use chart on right) that this risk/incident could have to personal safety.

4. Use the Risk Matrix below to find what the degree of the risk is, and record it in the first "Risk Rating" section. If it's medium or high, move on to "Mitigation Strategies."

5. Record any known mitigation strategies for risk in the "Mitigation Strategies" section. After, work through the "Risk Assessment After Controls" sections, and indicate your new risk rating in the "Risk Rating" section.

6. With your known risk level (after mitigation strategies), abide by the following:

   1. High: do not proceed

   2. Medium: implement more/different control measures

   3. Low: proceed as planned. Regularly check-in and re-assess

Proper PPE Use

General PPE includes:

1. Hard hats that are worn when tools are swung overhead or if environmental conditions warrant hard hat use (i.e., protection from potential falling objects such as in forest environments, falling rock, dropping tools, etc.),

2. Hearing protection when there is risk of hearing damage (i.e., around tools/equipment at or above 90 decibels),

3. Safety glasses when there is risk of eye damage (i.e., making crush, using hammers, swinging tools, using power tools, lopping branches, or bushwhacking). Eye pro will be Z87 rated,

4. Long pants, long sleeves, and shirts that cover the shoulders will be worn when swinging tools and as needed by the project and to protect from environmental hazards,

5. Gloves that are well-fitted, protective, and worn when handling tools and doing manual labor projects,

6. Footwear will be sturdy and protect the feet. Leather boots will be worn as required by project type.

7. Other personal protection against environmental hazards as conditions warrant (e.g., sunblock, hats, insect repellent, etc.). 

PPE should be provided by PARKS during service time and the SCA during SCA service events.

Tool Maintenance and Safety

1. Staff and members will be trained to maintain tools and equipment in working and safe conditions.

2. Tools and equipment that are assessed as unsafe working condition will be immediately removed from service and flagged to prevent further use.

3. Unattended tools and equipment will be securely stored both in and out of the field to prevent damage, theft, and unauthorized use.

4. Tools, equipment, and fuels will be transported safely.

5. Safety critical tools will be replaced when:

   1. There is clear, unrepairable damage to a tool, which interferes with its safe operation.

   2. A safety feature of the tool is no longer operational.

6. Tools that are no longer safe to use will be disposed/recycled in such a way that the tool cannot be used again.

7. All conservation tools and equipment will be inspected prior to first use.

8. Safety critical equipment, such as PPE and chainsaws, will be properly fitted/sized correctly and inspected prior to each use.

9. Members and staff will receive adequate instruction, practice, supervision, and assessment in tool use and carry, appropriate to the tool and project.

10. Tools and equipment will only be used in accordance with its intended purpose (e.g., digging vs prying).

11. Personnel will only use tools and operate equipment within the scope of their training.

Driving In The SCA

Authorized SCA Drivers: Members in SCA NY programs hosted in DEC or partner positions must complete the GHRR check (DEC ONLY), be over the age of 21, have held their license for over three years, and complete the SCA Driver's Education course. Members in SCA NY programs hosted in OPRHP positions must be over the age of 21, and have held their license for over three years, and complete the OPRHP Driver's Education course.

For many positions, OPRHP, The DEC, or our partners will provide members with a state vehicle for business use. This is a privilege, and rights to operate the provided vehicle can be revoked at any time by the Program Coordinator or program partners. Driving is a serious responsibility and should be shared among the authorized SCA drivers within a crew. Institutional driving is often more conservative than driving a personal or familiar vehicle, on familiar roads in familiar places. Drivers should be hyper-conscious of their mental and physical state. Co-pilots should be utilized whenever possible to aid in providing directions, navigation, and minimizing distraction. Although drivers can engage passengers and crews in a culture of safe, appropriate, and institutional vehicle operations, drivers are ultimately responsible for minimizing and avoiding distractions, and driving in safe and suitable conditions. Please follow all policies and procedures listed below:

1. SCA vehicles will only be driven by SCA authorized drivers.

2. Drivers will assess vehicle condition and function prior to each use, including:

   1. Vehicle walk around,

   2. Trailer connections,

   3. Ensuring equipment and load is properly stored and secured.

3. SCA drivers will ensure all passengers are seated and properly wear seat belts while the vehicle is in motion.

4. SCA drivers will not reverse a SCA vehicle without a SCA member spotter observing.

5. SCA drivers will not pick up or transport non-SCA affiliated personnel, hitchhikers, or animals.

6. Open alcoholic containers or beverages will not be permitted in an SCA vehicle, or any vehicle used for SCA programming.

7. Drivers will not operate an SCA vehicle while under the influence of any amount of alcohol.

8. Marijuana use will not occur in an SCA vehicle or vehicle used for SCA programming.

9. Smoking or vaping will not occur in an SCA vehicle.

10. Personnel will not ride on the exterior of an SCA vehicle or vehicle used for SCA programming, including for a short distance or in the bed of a truck.

11. Citations for moving, parking, or speeding violations will be the responsibility of the driver.

12. A vehicle will carry, at a minimum:

    1. Two sets of keys

    2. First aid kit

    3. Maps

    4. Jack and spare tire

    5. Radio, cell, or satellite phone

    6. Emergency Response Plan (ERP)

    7. Snow chains in 2WD vehicles, or studded tires on 4WD vehicles in winter conditions.

13. To avoid distractions, drivers will NOT operate a vehicle while:

    1. Using cell phones, tablets, or computers (either hand-held or hands free), including phone calls, texts, e-mail, internet, note-taking, or other communication tasks. Navigation apps and devices may be used with the sound on; however, drivers may not operate the device while the vehicle is in motion

    2. Wearing headphones or earbuds,

    3. Personal grooming,

    4. Under the influence of medications that carry warnings against operating heavy machinery,

    5. Under the influence of any amount of alcohol and/or marijuana, regardless of legal limit,

    6. Engaging in any other distraction which may divert attention away from the road.

14. Individual drivers will not operate a vehicle for more than 8 hours in a 24-hour period and will take 20-minute break every 3 hours when operating any vehicle for SCA programming.

15. Tools, luggage, supplies, and other equipment will be secured to prevent items from becoming a hazard in the event of an accident or sudden stop. Tools, luggage, supplies, and other equipment should be stored and secured to avoid distraction and to minimize damage and harm in the event of a hard brake, turn, or accident. Equipment should be stored in the trunk of a car, behind the last seat of a van, in the bed of a pickup, or otherwise physically separate from passenger space. Sharp tools should be wrapped, for example in a tarp like a burrito, and fuel should be stored outside the vehicle or in an otherwise abundantly ventilated space. Herbicide and chemicals should be stored and transported in accordance to related regulations, policy and best practice. Roof loading should be avoided, as loads on top of a vehicle can increase the risk of rollover.

16. Loads will not exceed the maximum weight limit for the vehicle.

17. Vehicles will be adequately ventilated while fuels, power equipment containing fuels, and herbicide/chemicals are transported.

18. Non-SCA vehicle operations for SCA programming will be consistent with all SCA transportation policies and procedures.

19. SCA personnel will be approved/authorized by the partner organization to operate a partner organization’s owned, leased, or rented vehicle or trailer.

20. Partner personnel driving SCA members for SCA programming will do so under the terms outlined in the position agreement and with the prior approval of the position supervisor.

21. SCA drivers will follow all posted policies and procedures of the New York State Office of Parks, Recreation and Historic Preservation.

Additional Risk Management Policies

1. SCA partner-provided vehicles will only be driven by SCA authorized drivers.

2. Members that are in conservation-based positions can only use a chainsaw after taking and passing “Game of Logging” or "Developing a Thinking Sawyer."

   1. Members may only use a chainsaw under the direct supervision of a site supervisor.

   2. Members that are in conservation-based positions can not fell dead, dying, or “stuck”  trees while serving as a SCA New York Member.

3. Members may not use a wood chipper without the direct approval of the Program Coordinator or SCA Risk Management staff.

4. All members must engage in a “Take 5 for Safety” at the start of each day of service, and before each task with inherent risk.

5. All members must report incidents, large and small, to the Program Coordinator as soon as it’s safe to do so.

6. All members must report incidents, large and small, to the Program Coordinator to receive workers compensation. 

7. Members are responsible for reviewing the Monday Member Minutes, emergency alert emails, WhatsApp, and the shared Microsoft Teams account for risk management updates. 

Interacting with Immigration Officials 

1. Adult Members should carry their identification with them at all times.

2. The goal is to deescalate and comply with the requests of the agents. Individuals approached should stay calm and politely request official credentials from the immigration agents. They should take note of the names and badge numbers of these agents.

3. Members should share their identification and the name and phone number of their supervisor.

4. Members should call their supervisor to report this interaction.

5. Members are not obligated to share any sensitive information about team members without a court order or legal subpoena. A judicial warrant (signed by a judge and says “US District Court” or a “State Court” at the top. Different from an administrative warrant) is required to grant access to private areas.

6. This situation should be quickly escalated up the Position Call Guide to 1-800-YOSOGGY by program supervisors.

7. Members can request any warrant (judicial warrant – signed by a judge) or official documentation that specifies the scope of the search or named individual(s).

8. Mambers always have the option to redirect immigration officials to their supervisor.

9. Document everything that happens – include times, dates, names and badges of the immigration agents. Note any items or documents that are seized by ICE.

   1. How many agents were present?

   2. Did they make the workers believe that they could not leave or move?

   3. Was anyone mistreated?