CER Youth Event Health and Medical Procedures

Central East Region youth programming areas

These are procedures for CER Youth events to be in alignment with the UUA safety policy.

First Aid Staff Protocols

1-3 months prior to the event:

  1. Check with the host site that there will be a first aid kit available to the group. If there is not one available, ensure the group brings one.

  2. Recruit an adult (25+) who is at least first aid / CPR trained as the first aid staff. A fee waiver for the event or stipend may be appropriate for this position depending on the event.

Youth are not to perform this role as it requires viewing confidential information, and can involve higher risk activities (e.g. handling blood, etc.).

General duties for first aid staff include: introducing themselves during orientation and telling participants how to find them, keeping track of the first aid kit, being onsite and available 24 hours a day through the entire duration that event is in session, and being the main point person for injuries and illness including communicating with Beth Casebolt, RN (nurse on call) (or appointed on call medical person).

Event Medical Emergency Plan

1. Assess the situation:

  1. Assess ABC’s of airway, breathing, and circulation.

    • Send someone to call 911 before starting CPR

  2. Other emergencies include:

    • Anyone who stopped breathing even if they start again

    • Any loss of consciousness

    • Allergic reactions of any severity such as to insect bites or food

    • A fall of more than three feet

    • Bleeding that is not stopped by elevation and pressure soaks through a bandage with in minutes

    • Possible broken femur

    • Chest pain of any kind

2. If any of the above warrants the situation as serious TAKE CONTROL!

a. Direct other youth in the group to sit and wait in a specific location, away from the victim, be visible.

b. Stay with the victim and provide necessary first aid and reassurance

c. Send another counselor, available adult, or participant, to the nearest phone. Direct this individual to call 911. The person making the call should be able to provide the following information:

  • Location from where they are telephoning
  • Location of victim
  • Condition of victim, i.e., severe bleeding, unconscious, diabetic.

d. Send a participant, counselor or staff to retrieve the First Aid Staff

e. Hand off care to the paramedics when they arrive

3. Adults should perform only the first aid treatment they have been trained in.

4. Report all accidents to the UUA Staff responsible for the event and log them on an Incident Report Form.

5. Parent/guardians and youth religious professionals need to be made aware of any injury their child incurred at event after 911 is called.

Non-Emergency Accident or Illness Procedure

For Minor Injury (ie. cuts, scrapes)

  1. Bring participant to First Aid staff and first aid kit

  2. Provide necessary first aid.

  3. Call parent/guardian if deemed necessary. Parent/guardian may be informed by email or at the end of program

  4. Fill out an Incident Report Form

For Moderate Injury or Illness (ie. heat stroke, upset stomach etc.)

  1. Stay with the participant. Send another adult to get the First Aid Staff.

  • Adults should perform only those first aid treatments they have been trained in.
  • First Aid Staff determines level of seriousness
  1. If First Aid staff deems this an emergency necessary, call 911.

  2. If non-emergency, but serious, call Nurse on Call

  1. Notify parent/guardian to discuss continued treatment and potential transport home

  2. All other leaders continue program with other youth away from injured or ill individual.

  3. Staff are to complete a detailed Incident Report as soon as possible.

IMPORTANT: Youth who are feeling ill should rest in a quiet location monitored by First Aid Staff until cleared for regular event participation (note door remains open). No youth should be sent back to the community unsupervised if deemed unwell. If an illness is acute or in effect for one hour or more, the Adult Event Lead and Nurse will contact the family to ascertain next best steps.

In general the following require communication with the Nurse on Call:

  • Any symptom for which a youth requests over the counter medication and their parents/guardians cannot be reached to give permission

  • These specific conditions:

    • musculoskeletal injuries such as sprained ankles/wrists

    • headache that lasts an hour or longer after taking medication

    • dizziness that does not resolve after eating something or recurs

    • vomiting more than once

    • burns that cause blistering

    • any complaints of pain or discomfort that is not eased by medication or that does not appear to have a direct cause

    • fever or suspected fever

    • bumps to head without loss of consciousness

  • When the First Aid Staff is unsure if an incident requires medical treatment at a hospital or urgent care or not.

  • When the First Aid Staff is unsure what first aid treatment is appropriate.

  • When a youth or adult expresses concern about treatment for their illness or injury and needs reassurance or a second opinion.

  • When a parent/guardian is contacted about the health of their youth, the Nurse On Call should be advised about the circumstances and that the parent/guardian has been contacted, even if the youth made the contact before reporting issues to the leadership.


Set up a secure location for medication (prescription and over the counter). For large events, it’s easiest to give each sponsor a specific container for the medication for the youth they’re sponsoring.

Exceptions that youth can keep on them include epipens, inhalers, birth control pills, and topical meds, supplements and vitamins as well as others approved by UUA staff and First Aid responsible for the event.

For smaller training events and meetings, parent/guardians may be given an option on the permission form to allow youth to hold on to their own medications, with the exception of controlled substances.

Medication that is a controlled substance must always be kept in a secure location by adults.

If a youth needs over the counter medication (such as ibuprofen) that their parent/guardians did not send with them, they must get a parent/guardian to give verbal permission to the First Aid Staff. If the youth needs an over the counter medication and their parent/guardian is unavailable the First Aid Staff should call the on-call nurse.
If a participant who uses sharps does not bring a sharps container: A temporary one should be leakproof, made of metal or heavy plastic such as a laundry detergent or bleach container, and have a tight fitting puncture resistant lid. Clearly mark the container sharps and send it home with the participant for appropriate disposal.

Top 10 Tips for Prevention

The best way to deal with accidents is to prevent them. Here are 10 strategies:

1. Don't Underestimate Illness.

Both participants and staff are more likely to become ill at an event than they are to become injured. If someone gets sniffly or a stomach ache, send them to the nurse.

2. Promote Good Hygiene.

Controlling infectious disease is the most important thing you can do to provide a healthier environment. Actively promote good hygiene, and engage everyone's participation in this critical task. Make sure participants wash their hands before meals and after the bathroom. Sneeze directly into the crook of your arm or into your sleeve. Teach youth and staff the right way to sneeze and cough (into an arm or sleeve).

3. Focus on the Feet.

Trips, slips, and falls are the most commonly reported causes of injury in day and resident camps. Close toed shoes required for any ropes course or field games.

4. Increase the Use of Protective Equipment.

If there’s a craft using utility knives, spray paint, etc, use masks and gloves.

5. Revisit Participant’s Health Statements.

Staff will be aware of any health histories of participants that are relevant to the safety and well-being of the event.

6. Stop Head Injuries.

All injuries are not equally dangerous. Think about the surfaces on which activities will be played. Take special precautions anywhere potential hazards are identified.

7. Reduce the Impacts of Fatigue.

Incidents occur more frequently as the day wears on because people get more tired. Being over-tired makes one more susceptible to illness and can increase the severity of a simple illness. So monitor the fatigue status of your population. Youth and staff who need more rest should take naps or breaks. When staff or participants have a minor health concern let them rest and recover in the Nursing Station rather than push themselves and, as a result, get more ill or injured.

8. Be Attentive During Free Time.

Between sessions or when traveling between locations, be aware of where your participants are. Don’t let people wander off and help the community make healthy, safe decisions. Self-control is the expectation for every participant.

9. Stay Hydrated.

We lose water all the time through sweat, pee and vapor in the breath. You can become dehydrated from fever, heat exposure, too much exercise, vomiting, significant injuries to skin, such as mouth sores, or severe skin diseases or infections (water is lost through the damaged skin). Symptoms include: Increased thirst, Dry mouth and swollen tongue, Weakness, Dizziness, Palpitations (feeling that the heart is jumping or pounding), Confusion, Sluggishness, Fainting, Inability to sweat, Decreased urine output. Encourage participants to drink lots of water. Pee should be almost clear!

10. Watch out for the Sun!

Encourage the community to wear hats, sunglasses, clothes that cover sensitive areas and of course SUNSCREEN! If you see someone getting red, get them in the shade.