Ariz. Admin. Code § R6-5-7470 - Planning Requirements for Outdoor Experience Programs

A. Definitions. As used in this Section, the term "agency" means a licensee operating an outdoor experience program.

B. Trip itinerary. The agency shall develop a tentative day-to-day itinerary and a trip map for each trip prior to departure. One copy each of the itinerary and map shall be distributed as follows: to the agency for its office files; to the mobile program staff; when appropriate, to local authorities at each point on the itinerary before departure; to the child placing agency representative for each child who will be departing on the trip, and to the Department licensing representative. When major amendments to the itinerary are necessary due to unforeseen circumstances on the trip, written notification to the designated individuals shall be made. The itinerary shall reflect the following:

1. The travel schedule shall allow for daily periodic rest stops, relaxation, exercise, and personal time.

2. The travel schedule shall not exceed five consecutive days without at least two full intervening non-traveling days, unless emergency conditions such as storms force travel to safer sites.

3. The travel schedule shall specify the number of days of the trip, including departure and return dates and times, and mileage to be covered each day.

4. The travel schedule shall specify the route, specific tentatively planned locations of overnight stops, and activities in which children will participate.

5. The travel schedule shall specify the mode of transportation.

C. Trip plans. The agency shall develop written plans prior to the departure of each trip. These plans shall include:

1. The name, age, sex, address, and emergency phone number of each staff participant and of each child's parent or guardian and placing agency;

2. The exact location and access route for emergency rescue, search, fire, and medical assistance and law enforcement authorities at each program stop or location including the names, addresses, telephone numbers of other alternative means of communication with such authorities in case of an emergency. This information shall be included and identified on the trip map;

3. Contingency plans to deal with medical problems, fire, natural disasters, lost children, and other emergencies;

4. Plans for the care of any person who, for any reason, must be excluded from the program for a period of time;

5. Provision for and storage within ready access of the program staff, documents which fully identify the group, its leadership, ownership of equipment, purpose, insurance coverage, home base, and which contain completed health history forms and emergency treatment release forms;

6. Identification of appropriate sources or locations for water, food, doing laundry, bathing, liquid and solid waste, and garbage disposal;

7. A scheduled progress and condition report system between the mobile program and the agency administrator;

8. The maintenance by staff of a trip log which details each day's operation including travel time, mileage covered, and occurrences of the day;

9. The safe storage for all supplies and equipment while in transit as well as at the campsites.

D. Pre-departure procedures

1. The appropriate permissions shall be secured, if possible prior to departure, for traveling on roads and properties, using sites, and building fires.

2. Prior to departure, each child shall receive medical clearance from a physician in order to participate in the mobile portion of the program.

3. Prior to departure, all children and staff shall receive instruction in the safe and proper use of all equipment to be used on the trip.

4. Prior to departure, all children and staff shall be oriented as to safety regulations, emergency procedures, and transportation to emergency facilities or personnel, or both.

5. Prior to departure, the route, activities and logistics shall be approved in writing by the agency administrator.

6. An emergency liaison coordinator shall be appointed prior to departure. This coordinator or the coordinator's designee shall be available on a 24-hour basis. This person shall be located at the agency administrative office, and shall be at least 21 years of age and shall possess the following information about the program:

a. Names of individuals on the trip, including the staff member in charge;

b. Exact trip itinerary;

c. Number of days, including departure and return dates and times;

d. Rescue and evacuation plans and locations;

e. Pertinent medical information about program participants.

Notes

Ariz. Admin. Code § R6-5-7470

Renumbered from R6-5-7307 to R6-5-7470 and amended effective July 1, 1997; filed with the Secretary of State's Office May 15, 1997 (Supp. 97-2).