INFORMATION

Transportation Policy

 

At River Pointe Church Camp, ensuring the safety and well-being of our campers, staff, and volunteers during transportation is a key priority. The "Transportation Policy" outlines guidelines for safely transporting campers to and from camp activities, managing transportation logistics, and ensuring that all trips are conducted in a safe and organized manner. This policy also includes specific details on the roles and responsibilities of staff, transportation safety protocols, and communication during trips.

 

Purpose

The purpose of this policy is to establish clear procedures for the safe and efficient transportation of campers, staff, and volunteers during camp activities and events. By adhering to these guidelines, we aim to minimize risks and ensure that all transportation is conducted in accordance with the highest safety standards.

 

Transportation Provided by Camp

1. Camp-Sponsored Activities:

   - River Pointe Church Camp will provide transportation to and from certain off-site activities, including:

     - Rafting

     - Kayaking

     - Tubing

     - Aerial Park

     - Horseback Riding

     - Bowling

   - For these activities, campers will be transported in camp-provided vehicles such as vans or buses, driven by trained staff or professional drivers.

   - All vehicles used for transportation will be regularly inspected and maintained to meet safety standards.

 

2. Pool Transportation:

   - For trips to and from the pool, we encourage staff and volunteers who have their own vehicles to transport their campers if possible. This helps ensure we have adequate transportation resources for all campers.

   - If staff or volunteers do not have access to their own vehicle, camp will make accommodations to provide transportation to the pool in camp-provided vehicles.

   - Pool trips will follow the same safety guidelines as other off-site activities.

 

Camper Supervision During Transportation

1. Counselor-to-Camper Ratios:

   - During transportation, counselors must maintain appropriate supervision by adhering to the camper-to-counselor ratios outlined in the Camper Supervision Policy. Counselors must sit among campers to maintain proper supervision and ensure campers’ behavior remains safe and respectful during the trip.

   - One counselor will always be assigned to monitor each vehicle during transport, ensuring the safe entry and exit of campers, and that all seatbelts are fastened before the vehicle departs.

 

2. Headcounts:

   - A headcount must be conducted before departure and upon arrival at each location. This ensures that all campers are accounted for and no one is left behind.

   - Any missing camper must be reported to camp leadership immediately, and a search will be initiated if necessary.

 

Safety Protocols During Transportation

1. Seatbelts and Safety:

   - All passengers, including campers and staff, must wear seatbelts at all times during transportation. It is the responsibility of the counselors and drivers to ensure that seatbelts are fastened before the vehicle departs.

   - Campers are expected to remain seated during the trip and follow all safety instructions provided by counselors and drivers.

 

2. Behavioral Expectations:

   - Counselors are responsible for managing camper behavior during transportation. Campers should be respectful, remain quiet enough not to distract the driver, and avoid roughhousing or moving around while the vehicle is in motion.

   - Any disruptive or unsafe behavior should be addressed immediately, and counselors should report any significant behavioral issues to the camp director after the trip.

 

3. Communication During Transportation:

   - All vehicles transporting campers will be equipped with communication devices (e.g., walkie-talkies or cell phones) to allow for contact with camp leadership in case of an emergency or unexpected delay.

   - Drivers and counselors will be provided with the phone numbers of key camp personnel and will maintain communication with the camp office throughout the trip.

 

Vehicle Safety and Maintenance

1. Driver Requirements:

   - All drivers, whether camp staff or contracted professionals, must have a valid driver’s license, a clean driving record, and be approved by camp leadership. Drivers must complete a background check and receive training on safe transportation of campers.

   - Only authorized drivers may operate camp vehicles.

 

2. Vehicle Maintenance:

   - All vehicles used for transportation, including vans, buses, and staff-owned vehicles, must be regularly inspected and maintained to ensure they meet safety standards. The camp director or designated staff will oversee vehicle maintenance, including checks for seatbelts, tires, brakes, and emergency equipment.

   - Emergency kits, including first aid supplies and roadside safety equipment, will be kept in each vehicle.

 

3. Emergency Procedures:

   - In the event of a vehicle breakdown or accident, counselors will follow emergency protocols, including keeping campers calm and safe, contacting camp leadership, and, if necessary, calling emergency services.

   - Counselors must be trained in basic emergency procedures and know how to safely evacuate campers from vehicles if necessary.

 

Transportation for Special Needs and Accommodations

1. Special Accommodations:

   - If a camper requires special accommodations due to medical or mobility needs (e.g., wheelchair access, additional medical equipment), this must be communicated to camp leadership before the trip. The camp will make necessary arrangements to ensure that transportation is safe and comfortable for all campers.

 

2. Medical Supervision:

   - If a camper has a medical condition that may require immediate attention during transport, the camp nurse will be informed, and a counselor or staff member trained to handle the camper’s specific needs will be assigned to travel with them.

   - Emergency medications (e.g., EpiPens, inhalers) should be kept with the camper’s assigned counselor during transportation.

 

Personal Vehicles

1. Staff Use of Personal Vehicles:

   - Staff members and volunteers who use their personal vehicles to transport campers must have valid insurance, a clean driving record, and be approved by the camp director.

   - Staff must follow all camp transportation safety protocols, including seatbelt use, headcounts, and communication with camp leadership during the trip.

   

2. Parent Transportation:

   - Parents or guardians who wish to transport their children to or from camp activities must notify the camp director in advance and provide written permission. This ensures that the camp is aware of who is responsible for the child’s transportation and that proper communication is maintained.

 

Off-Site Activity Procedures

1. Pre-Trip Planning:

   - Before any off-site trip, the trip leader will provide counselors with details of the activity, including the destination, transportation logistics, emergency contact information, and expected return time.

   - Counselors will be briefed on specific safety protocols for the activity (e.g., water safety for rafting or kayaking trips) and the role they will play in supervising campers during transport and at the destination.

 

2. Return to Camp:

   - Upon returning to camp from any off-site trip, counselors must conduct a final headcount to ensure all campers are present and have safely returned to camp.

   - Any delays or incidents during the trip must be reported to camp leadership immediately.

 

Conclusion

The "Transportation Policy" at River Pointe Church Camp ensures that all campers, staff, and volunteers are transported safely and efficiently to and from camp activities. By adhering to these guidelines, we can minimize risks and ensure that transportation is conducted in a safe, structured, and organized manner. All staff members are responsible for ensuring that campers are supervised during transportation, that safety protocols are followed, and that communication with camp leadership is maintained throughout the trip.