2005 Risk Management Document


In 1997, we of the Georgetown College Summer Programs & Camps Team developed our first Risk Management Document to indicate the steps and efforts that we take to protect the safety and security of our summer guests. This document represents the efforts of our 2005 SP&C Team to further refine and define our efforts to be fully cognizant of the very important area of risk management and institutional liability. Persons representing several campus departments and areas, most notably Maintenance, Grounds, Safety & Security, Building Services, and Dining Services [SodexhoUSA] are on the “front-line” with members of our SP&C Team as we work to ensure the safety & security of all of our summer campers and guests.


I. Basic Tenets


A.  Risk Avoidance

    [avoid activities and/or events that involve a high degree of risk]

B. Hazard Reduction

    [reduction and/or elimination of conditions that might cause or lead to "risk"]

C. Risk Retention

    [upon careful consideration, retain “risk” that may be managed at an acceptable level]

D. Risk Transfer

    [when and where possible, “shift” risk and/or liability to other parties]


II. Nature of Camps

The nature of our summer programs and camp offerings falls into two categories: internal or external. The designation internal is used to describe programs or camps that are sponsored by college faculty and/or staff. External programs and camps are those for which the college serves as a lessor/licensor in a "tolerant" relationship providing specific services (i.e. housing, food, facilities, etc.).


2005 Internal Offerings

Directions Camp

Lady Tiger Basketball Day Camp

Lady Tiger Basketball Team Camp

PAEMS Academic Camp

Tiger Basketball “Player Development” Camp

Tiger Basketball Team Camp

Tiger Football “Individual” Camp                                    

Tiger Football “Speed” Camp

Tiger Football Team Camps

                (Cycles I, II, III & IV)

Tiger Soccer Camp – Boys Division

Tiger Soccer Camp – Girls Division

Tiger Tennis Camps

2005 External Offerings

Bluegrass Cycling Club "Horsey Hundred"

Cage Scope-High Potential “Blue Chip” Offerings

Specialty Camps (Shooting and Post/Big Man)

                Regular Camps

                (Cycles I, II & III)

Centri-Kid - Lifeway Christian Resources

                (Cycles I, II, III, IV & V)

Church of Jesus Christ Latter Day Saints

High-Potential Girls Mini-Camp

Journalism Boot Camp

Josten Yearbook Camp

Miss Kentucky’s Outstanding Teen

KASC Student Council Camp

KBC Youth Choir and Orchestra Festival

Hickory Grove Baptist Men’s Retreat

FCA Basketball Camp

Normal [IL] Girls Basketball Retreat

III. Dissemination of Information

Information regarding the safety & security of our guests is disseminated via the following outlets [and these outlets are amplified throughout the Risk Management Document]


A. SP&C Web

[updated regularly]


B. Contractual Agreements


C. CampPac ~ Short Form


D. Institutional Signs & Signage [installed annually by the SP&C Team]


E. Pre-Camp Conferences with Clients


F. Welcome & Informational Video Loops

[new in 2005, shown during registration sequences for most camps – reinforces most safety/security information]


G. Emergency Contact Cards to Clients and Emergency Information Leaflets to parents and/or participants


H. Specialty/Emergency Signs

[wet floor, flooded area, limbs down, construction area, etc as necessary]


I. CIL [Camp Information Listing]

[comprehensive document prepared and sent to all operational personnel/units prior to the arrival of any camp/client]


J. Meetings/Discussions

[ongoing conversations, ongoing risk tutorials with the SP&C Team, campus personnel and the clients]


IV. Pre-Camp Information                                                            


A. Contract and Cover Letter (available upon request from the Office of Summer Programs & Camps)


B. CampPac ~ Short Form (available upon request from the Office of Summer Programs & Camps)


These pre-camp documents are mailed to each camp coordinator or their designee with the contract being signed and returned to the Summer Programs & Camps Office at Georgetown College.  The eighth term of the contract indicates the client's agreement to adhere to all guidelines, policies, and procedures of Georgetown College and Summer Programs & Camps Team.  The twelfth term of the contract fully indemnifies the College and its agents. The CampPac ~ Short Form is designed to fully describe the policies, procedures, and guidelines for camp operations; the issue of “risk management” is well-outlined in this document. 


C. SP&C Web

The Summer Programs & Camps web, which was designed and implemented in 2001, has proven extremely popular and helpful to our camp clients, participants, and families. The web provides a plethora of information regarding all facets of our camp operations. This easily accessible format has enabled us to provide, for a much wider audience, important guidelines, expectations and information regarding Summer Programs & Camps at Georgetown College. Additionally, many of our major clients have "linked" our SP&C web to their own webs for the convenience of their participants. The SP&C Web may be viewed at …..



D. LG&H [Lighting Grounds & Hazards] Check

The LG&H is performed annually by the SP&C Team approximately one month prior to the beginning of the camping season. During this time [always in the evening] the SP&C Team looks for possible “issues” which need to be addressed prior to the arrival of the first campers. This information is then forwarded to the appropriate operational personnel and/or units.


V. Dimensions of Responsibility

The following are areas that we address annually to ensure the safety and security of summer guests. Additionally, members of our Summer Programs & Camps Team monitor the external grounds of the College on a regular basis, via daily touring of the campus – as well as – late night rounds

A. Grounds

1. Sidewalks

a. inspect the sidewalks for hazards and/or breakage in concrete              


b. identify any "drop-offs" of greater than 2" and, when deemed necessary, use hazmat tape as well as orange cones to mark potential hazards for guests – implement repairs as necessary


                c. policed regularly to remove debris (i.e. leaves, mud, etc.) – washed when necessary


 2. Common Areas

                a. inspected for any hazards or necessary improvements


b. trees are inspected regularly for any hazards or falling limbs


c. mowed regularly


d. policed regularly to pick-up trash and/or debris


e. "Call Boxes" for emergency usage may be found behind the Kappa Alpha House, between KD & LCA [parking lot], Knight Hall [East Parking Lot], between Knight Hall and the Anne Wright Wilson Fine Arts Building, the Military Street Parking Lot and between Allen Hall and the Building Services Building


f. emergency telephones – front entrance to Allen & Flowers Hall


3. External Lighting

a. institutional buildings are equipped with night security lights for outdoor illumination of sidewalks and grounds


b. dorms have globe style lights and inset entrance lighting


c. the new South Campus lighting upgrade project – is currently underway with new fixtures having been installed around the Quad (this project shall continue as resources allow)


d. regularly inspect grounds for areas of poor lighting and for burned-out bulbs. Based upon late-night "rounds" and an ongoing perusal of the campus, SP&C Team members request additional lighting and bulb replacement as necessary


4. External Signage

a. large institutional signs are strategically placed to identify approved parking, give registration directions to guests, and provide directions to specific buildings or on-campus sites, events, and activities


b. dorm name and key signage provide appropriate labeling of each housing unit and give proper instructions for key usage


5. Outdoor Venues (on and off-campus athletic, intramural and practice fields) maintained by appropriate grounds crew and monitored by members of the SP&C Team


6. Parking – Parking areas are well-lit and are restricted to college students, faculty, staff and summer guests and are patrolled by members of the Safety & Security Staff


                7. General Grounds

                a. regularly mowed


b. inspected for hazards and marked with hazmat tape as well as orange cones as necessary and monitored daily by members of the SP&C Team


c. construction sites are clearly marked with fencing and signage – as necessary


d. pedestrian “crossing” signs are placed on both College and Jackson streets to alert motorists of crosswalk areas


e. special cross-walk “flashing” signs are requested of and installed by the Municipal Police Department on Jackson Street – to indicate the main “crosswalk” area


8. Trash – regular campus trash pick-up, general policing of grounds, extra trash receptacles added during the summer camp season


9. Basketball Courts

                a. all courts are regularly inspected for any potential hazards


b. repairs are made as needed


c. necessary signage installed to alert guests of information/hazards or potential risks


d. outdoor/remote courts (behind residence halls)

                1. courts washed regularly and grass or weeds removed


2. poles, banking boards, goals, and nets are replaced as necessary


3. visible signage installed indicating the facilities are for the sole use of college students, faculty and summer guests/campers


4.  courts are regularly monitored by members of the SP&C Team


                e. indoor (Georgetown College Gymnasia – Alumni Gymnasium & Student Recreation Center)

                1. regularly mopped to reduce dust and avoid slippage or mishap


2.  air-conditioned for the comfort and well-being of campers                    


3. continually supervised and monitored while campers are present


4. rubber pads and mats used to cover sharp edges on bleachers


5. signage placed throughout the gymnasium pertinent to usage


6. signage indicating emergency weather procedures clearly posted


B. Dormitories/Housing Units – Safety/Security

1. all exterior doors are permanently locked ensuring that three locked doors must be passed to get to a personal room and/or the possessions of a camper or guest


2. key system in housing units limits access to only campers and staff assigned to a given dorm [in some special cases also limits designated floor access]


3. each room has an individual lock for the safety and security of guests


4. smoke alarms are provided in each room and periodically checked (Simplex)


5. secondary emergency lights automatically turn on when the main power is off – these are found on all floors and in every stairwell and are regularly inspected


6. fire doors are located on each hall in each dorm – and are monitored and maintained as necessary


7. fire extinguishers are located in designated areas on every floor in each housing unit, and are serviced by Campus Safety and monitored by members of the SP&C Team


8. lighted “EXIT” signs are at each stairwell and throughout each housing unit


9. each room has a permanent emergency evacuation plan sign – these are regularly checked and replaced when missing or damaged


10. each housing unit is regularly inspected by representatives from the office of the State Fire Marshall - and are required to be in compliance with all existing codes


11. enhanced front-end planning combined with an awareness of the importance of gender mix has reduced potential problems [discipline] on north and south campus


12. a list of participants and their respective housing assignments is forwarded to Campus Safety/Security at the beginning of each camp [prior to registration when it is a “contract” camp – following registration in other cases]


13. telephones

a. a telephone may be found in each dorm lobby or informal room for emergency situations


b. in Pierce Hall [an area utilized by several of our clients as “home base”] a second telephone is installed in the lobby during the summer camp season


                                c. instructions and emergency telephone numbers are plainly posted


d. prior to the arrival of any camp, the camp coordinator(s) or director(s) are required to provide an “Emergency Contact Number” (usually a mobile telephone) which is distributed via the “CIL” (Campus Information Listing) to all operational personnel


15. buildings and rooms are plainly numbered or marked, for campers or emergency personnel, and new numbers and signage are installed as needed


16. there is absolutely no smoking or usage of tobacco products in any housing unit, any dorm room, any common space or any public areas allowed during the summer


17. our Summer Programs & Camps Team takes the installation of appropriate and necessary signage very seriously – and starting during the summer of 2003 – we moved away from what had become a massive amount of individual signs in each dorm – to our new "Uni-Sign" concept – in each dorm lobby there is a large Uni-Sign [30" X 42"] and on each hallway there is a smaller version [18" X 24"] – the Uni-Signs have allowed us to present more information, in more locations, in a more "user-friendly" format – information included on the Uni-Signs includes.....


Emergency Weather Information, Emergency Contact Telephone Numbers, General Reminders [keep doors locked, do not prop doors, keep your keys with you, keep windows closed at all times], campers must stay on campus at all times, City Curfew, Smoking/Tobacco Policy, etc


an example Uni-Sign – may be seen on our SP&C Web at …..



b. other "single" signs in the housing units include dorm name, use of keys, portico window rooms, keeping doors closed at specific locations, etc.


c. camp specific signs placed in every dorm and at various campus locations


Welcome Camp, Break-Out and Practice Room Assignments, Special Meal Time Signs, Check-Out Procedures,

Bus Shuttle Stops, Camp Concession Stand, Vendors/Exhibition Area(s), et al


d. other locations – various signs placed strategically around campus, the gymnasium, the student center, recreation center and other common areas – for the information and safety of guests/campers


Large Campus Maps, Keep Off the Grass, Directions to the Game Room, Appropriate Entrance/Exit,

Stay-Off Bleachers, Please Wipe Your Feet, No Cleats,

All Campers Must Ride the Bus, Wet Floors, Retail Outlet Times of Operation [C Store], etc.


                18. Fire Safety Disclosure Forms

                Starting during the summer of 2005 and Pursuant to KRS [Kentucky Revised Statutes] 164.9492 [383.010 to    383.285] each client and/or camper and/or parent or legal guardian was    asked to sign the “FSDF” acknowledging that they had been informed that Georgetown College residence halls and dormitories are not equipped with fire suppression devices [i.e.              sprinklers]


 Dormitories/Housing Units used [2005]:

Phi Tau, Phi Mu,

Presidents House Association, Sigma Kappa,

Lambda Chi Alpha, Kappa Delta, Kappa Alpha,

Flowers, Pierce, Allen, Collier, Anderson and Knight Halls


East Campus Apartments


Other Indoor Facilities used by SP&C include:

Anna Ashcraft Ensor Learning Resource Center, Cooke Memorial Hall,

Alumni Gymnasium, John L. Hill Chapel, Cralle Student Center, Asher Science Center,

Student Recreation Center, Pawling Hall, Nunnelley Music Building, Lab Theater, Tiger Den


Weather Shelters include:

* Primary Shelters ….. Alumni Gymnasium (basement),

John L. Hill Chapel (basement hallway), Giddings Hall (basement)


* Secondary Shelters ….. 1st Floor Hallways (Flowers, Pierce, Allen & Collier)

2nd & 3rd Floor Restrooms of Phi Tau, Phi Mu, PHA, SK, LCA, KD, KA

Interior Restrooms of Anderson & Knight Hall

emergency weather shelters are clearly indicated by the Uni-Signs


C. Human Resources

 1. Institutionally Provided

                a. Safety/Security Desk (staffed 24 hours a day)


b. 24 hour Safety/Security Staff on Duty (hourly campus rounds)

[through enhanced and increased pre-camp meetings with safety and security personnel, a greater general awareness of the importance of risk management has been fostered]


c. managers of each “department” of Facilities Management on staff to help facilitate the maintenance, cleaning, repair, and general upkeep of facilities.


d. facilities maintained by members of building services, maintenance, and grounds crews


e. Summer Programs & Camps Team


2. Camp Provided Personnel

 a. Chaperones – are adults employed by the camp directors to supervise camps and campers as needed, a minimum12:1 ratio of campers to chaperones is suggested for all camps and a 8:1 ratio is suggested for camps for which the participants are 12 years of age or younger


b. Dormitory Monitors – are adults hired at the discretion of camp directors to patrol the dormitories/housing units up to 24 hours a day [depending upon the needs of an individual camp]


c. Certified Athletic Trainers [ATC] – camps ”athletic in nature” are required to have appropriate ATC coverage and these personnel are contracted at the discretion of camp directors for the appropriate medical needs of their respective camp [in some cases “student trainers” are also utilized in a “supervised format” to help with needs of this nature]


d. Specialty Staff (i.e. workshop leaders, speakers, seminar leaders, certified bus drivers, concessionaires, certified teachers, percussion instructors, etc.) are hired by camp directors to support assorted camp activities and operations as needed


D. Municipal Services (available 24 hours a day to all summer guests)

1. Georgetown City Fire Department

[provided a schedule of summer guests/camper/camps to be held at Georgetown]


2. Georgetown City Police Department/Scott County Sheriff

[provided a schedule of summer guests/camper/camps to be held at Georgetown]


[SP&C has continued to increase its level of communications with city police and fire personnel]


3. GeorgetownScott County EMS Ambulance Service


4. Georgetown Community Hospital


5. Campus Security System (Simplex) linked to fire department


6. Local Municipal Warning System (Civil Defense Siren)


7. Major Medical Facilities (in Lexington, 15 minutes away - UK Medical Center, Central Baptist, Samaritan and Saint Joseph Hospitals)


E. Doctrine of Attractive Nuisance  

Measures are taken to avoid any possible attractive nuisances by properly storing machinery, equipment, musical instruments, and/or other items or devices that may fall into the category of attractive nuisance. In addition, Summer Programs & Camps Team members are made aware of the Doctrine of Attractive Nuisance in order to continually monitor the campus, grounds, and facilities.


VI. Summer Programs & Camps Team


There follows some specific information regarding the SP&C Team – their roles and responsibilities as it pertains to the safety and security of our guests in particular, and risk management in general


A. The Team ~ Director, Administrative Coordinator, Team Leader and three Summer Associates


B.  General Responsibilities


                1. The SP&C Web …..



                is available for the perusal of any camper, parent, and/or client and contains information including but not limited to    Campus Information, Housing Information [keys, trash, safety,                 smoking policy, telephones, laundry, vending, room    responsibility], Dining Services, Other Facilities, Camp Offerings [Internal and External Camps], Directions, Pricing/Fees,    Campus Construction, Master Schedule, Operational Information [Pre-Camp Conference, Housing            Assignments, Registration and Registration Styles, ID/Meal Cards or Wristbands,                 Lanyards, Linen Pacs and Mail], Campus Guidelines [General Guidelines and Disclaimers], Risk Management, Camp Mail, Airport Services, Area Hospitals, Area Churches, Area             Sites of Interest, Forms [including medical release forms (adults and minors) activity release forms (adults and minors) and ATC (Athletic Trainer Request)], Floor Plans, Housing         Assignment Sheets, Campus Map, Lobby Telephone Numbers, Camp Photo Galleries and Emergency Contacts


                2. Preparation and Distribution of Pre-Camp Information

                                a. preparation of pre-camp (Contract/CampPac ~ Short Form) materials reviewed and amended yearly by the Director, Administrative Coordinator, Team Leader and members              of the Summer Programs & Camps Team, approved by the College President, and as necessary, by the College General Counsel


                b. all materials, policies, guidelines, and procedures reviewed annually by all members of the Summer Programs & Camps Team, in conjunction with the College President,      and as necessary, by the College General Counsel


3. Scheduling & Housing Assignments

Made generally a year in advance – taking into account the needs and wants of the client – yet always mindful of that which is in the best interest of the College – and overall safety & security of the campus and all guests


4. Preparation of Registration Materials

Taking into account the needs and wants of the client – while being mindful about the best, possible ways to disseminate safety and security information to the client, the campers and their parents


5. Preparation of the Welcome & Informational Video Loops

As previously indicated – begin in 2005, the W&I video loops are an attractive and powerful way to reinforce general campus information – and specific camp information to participants


6. Preparation of Individualized KeyPacs – listing the assigned dorm and room, and in some cases also with the participant’s name and camp [for campers/lanyards] and/or Building Pass Keys [for clients-chaperones/carabiners] to be used by the participants, plus continuing reminders to keep all exterior doors, security doors and individual room doors closed and locked


                7. at the time of registration, SP&C Team members provide each guest with a ID/Meal band and/or Camp ID/Meal card for their use during the course of their respective camp.    Additionally, each ID/Meal band or card has imprinted upon it, the college switchboard number and a 24 hour emergency/safety telephone number.


                8. SP&C Team members interface/coordinate with Building Services, Maintenance, Grounds, Safety and Security, and Dining Service personnel regularly regarding daily camp        operations and issues pertaining to risk management


                9. SP&C Team members survey internal and external spaces used by our summer guests [during daily and late-night rounds]


                10. SP&C Team members take a pro-active stance regarding issues concerning the safety/security of summer guests


                11. an established protocol is in place for handling emergency situations as they occur


                12. SP&C Team members conduct orientation sessions for summer clients upon request


                13. SP&C Team members provide appropriate signage as needed or requested for each camp and all summer guests, campers and clients


                14. SP&C Team Members may be contacted 24 hours a day to assist with emergency or operational situations which may arise during the course of a camp via two dedicated mobile     lines.


                15. In the past, the Director and Administrative Coordinator for Summer Programs & Camps have attended    ACCED Workshops [Association of Collegiate Conference and Events       Directors] to become more aware of issues relating to camps, institutional liability and risk management and in all things strive to uphold the guidelines established by the ACCED.



National Crisis Emergency Response Plans


Although situations of national emergency are rare, they are a reality and, unfortunately, an ambiguous certainty. The events of September 11th, 2001, prompted, during the Summer of 2002,  units such as our Summer Programs & Camps Team at Georgetown College  to create action plans for times of national crisis.  Additionally, the SARS concern during the Summer of 2003 held and does hold implications for any camping or conferencing program that involves many guests from around the country – and in some cases – around the world. The members of our Georgetown College SP&C Team have evaluated our preparedness for scenarios such as these and have established an emergency crisis response system,  that will hopefully serve our clients and guests well.  Although we do not anticipate such an emergency during the Summer of 2005, we do strive to be of service and prepared in all situations. There follows plans that we had in place during the camping seasons of 2002 and 2003 regarding the aforementioned emergencies. We shall have these plans on “hold” and ready for implementation – if ever needed or necessary.


A. Dissemination of Information:

1. as soon as possible, the SP&C personnel will appropriately brief clients with the known facts surrounding the national emergency


2. following the initial briefing, clients will be informed of the numerous emergency services available:


a. the Cralle Student Center's Hall of Fame Room will become an emergency phone-bank (if possible) housing approximately ten phone lines to allow our guests to contact their families and loved-ones in order to inquire about their safety and/or to merely find psychological solace amidst tragedy


b. the Asher Science Center's computer lab will be opened (if possible) to allow our guests to gain needed internet access for various reasons (e.g. email communication, up-to-date news, financial account access, etc.)


c. the common areas (i.e. the Grille, the Dining Hall) will be opened with television access


3. should our clients necessitate an area in which to brief their own respective participants, the SP&C personnel will be more than willing to facilitate for such needs


B. Pertinent Emergency Signage Shall Be Posted:

1. signs will be placed in dormitory lobbies reminding campers of the emergency services available and the directions to the said facilities


2. signs will be posted outside and along the grounds, to aid in giving directions to the established emergency facilities


C. Early check-out procedures and materials will be ready for parents/guardians wishing to remove their respective campers


D. If airport and/or ground transportation services are interrupted, rooms will be provided for those delayed in returning home


E. SARS [Severe Acute Respiratory Syndrome] or other Infectious Disease Response Plan

1. all clients/camp coordinators shall be personally contacted by the Director and asked to provide a list of any campers or staff members for their camps – who are either from a "target" country – or have visited a "target" country in the four weeks preceding their arrival on campus.  Example ….. during the summer of 2003 “target areas” for SARS [areas with documented or suspected community transmission] included:  Peoples' Republic of China (i.e., Mainland China and the Hong Kong Special Administrative Region); Hanoi, Vietnam; Singapore; Toronto, Canada and Taiwan. Information of this nature can change rapidly, however, and it is recommended that all clients/camp coordinators check the CDC [aka Center for Disease Control] web periodically for updates regarding these travel areas:  http://www.cdc.gov/ncidod/sars/. A similar plan would be followed regarding any other infectious disease threat.


2. the Director shall meet with any campers or camp staff members who have been so designated and he shall explain that for the good of the many – their overall health condition shall be watched/monitored while on campus


3. if any flu or flu-like symptoms [fever, headache, runny nose, cough, an overall feeling of discomfort, body aches, etc.] is noticed in these designated campers or staff members - they shall be immediately isolated and taken to the Georgetown Community Hospital – by their Camp Coordinator


4. if a camper or camp staff member is taken to the hospital, the Director will immediately contact; the client/camp coordinator, the designated legal guardian for the camper and/or next of kin for the camp staff member


5. additionally, the Director shall immediately inform the head of campus safety/security, as well as the CDC in Atlanta for further advice and necessary policies and procedures that need to be followed


6. concern about SARS provides an opportunity to educate camp attendees and staff about general infection control guidelines.  Practicing good hygiene can prevent the transmission of many infectious diseases.  It will be recommended that campers and camp staff members:


        - Wash hands frequently, especially after blowing one's nose, coughing or sneezing

        - Cover nose and mouth with tissue when coughing or sneezing

        - Avoid sharing drinking and/or eating utensils


While certainly not wanting to be alarmists – we also want to be good stewards of our college and community, as well as good hosts for our clients and guests. Our goal is to provide the best, possible camping experience for all – while being mindful of the additional challenges and responsibilities represented by infectious diseases such as SARS or other similar entities.


We consider it a privilege for Georgetown College to serve as host to several thousand guests each summer and we consider it a pleasure to serve the needs of each camper.  The benefits of a large-scale summer camp program to a liberal arts institution such as Georgetown are well documented; increased vitality, visibility, recruiting potential and revenues are but few of the advantages.


It is the continuing goal of our Summer Programs and Camps Team to maintain high standards of safety and security for each guest and fully protect the interests of the College.


Thank You,


2005 Summer Programs & Camps Team

Mr. Tyler C. Howard, Mr. Alexei P. C. Trout and Mr. Jarrod A. Hunt [SP&C Team Members]

Mr. Zachary H. Wolfe [Team Leader]

Mrs. Janet G. Lobitz [Administrative Coordinator]

Dr. Peter J. LaRue [Director]