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Policies and Procedures — Consultation

Emergency Response Plan Template (DRAFT FOR CONSULTATION)

This document has been reviewed extensively by select Group Commissioners and Scouts Canada staff, but it has not yet been formally approved, and does not yet represent requirements for Scouting adventures.

This is your opportunity to read the document and to provide your feedback—please use the form at the bottom of page, and share your thoughts by August 16. We value your feedback, and we will use your constructive criticisms, questions and ideas to make this resources as clear, sensible and robust as possible. Thank you in advance for your contributions.

Emergency Response Plan Template (DRAFT FOR CONSULTATION)
Note: This example includes provincial specific components – it is the responsibility of the Group Commissioner and/or Scouter in Charge to update for local numbers, legislation, requirements.

Council Name: Provincial Council

Group Name: Rubber Boot Scouts Group

Section Name: Section ABCD (e.g. Beaver Colony, Cub Pack, Troop, Company etc.)

 Scouter Contact Information Name  Phone Number  Email 
 Contact Scouter — Hawkeye Contact Scouter

(123) 123-1234 (h)

(123) 123-1234 (m)
Rusty/Baloo/John  Scouter A 

(123) 123-1234 (h)

(123) 123-1234 (m) 
Malak/xxx  Scouter B 

(123) 123-1234 (h)

(123) 123-1234 (m) 
Bubbles  Scouter C 

(123) 123-1234 (h)

(123) 123-1234 (m) 
Rainbow  Scouter D 

(123) 123-1234 (h)

(123) 123-1234 (m) 
Group Commissioner  Scouter GC 

(123) 123-1234 (h)

(123) 123-1234 (m) 

Regular Meeting Location and Time:

Neighbourhood Elementary School: 1234 Local Avenue, Town / City, Province, Post Code

Phone: 123.123.1234

Section Name: Tuesday nights from 15th September at 18:30 – 19:30. 

#1: In the event of an emergency the following procedures will be followed:

The most qualified person available takes control until medical personnel arrive – usually this will be Scouter A or in his absence Scouter B both are qualified Standard First Aiders with current Red Cross CPR and AED qualifications. This person will:

  1. Assess the nature of the accident / incident and the extent of the injury or injuries.
  2. Direct other Scouters to call for appropriate assistance and to manage the crowd.
    • In cases requiring serious medical attention EMS will always be called. Scouters will not transport youth away from the site unless safety / emergency requires. EMS will not be called for minor injuries / first aid and non-life-threatening injuries (including strains / sprains / breaks etc. unless other conditions necessitate e.g. Scouter-Youth ratio, location, local conditions etc..).
    • First Aid such as scratches, bruises, minor cuts, stings, or potential minor (bone) breaks etc. will be dealt with by the First Aiders as required.
  3. Treat or oversee treatment of casualty/casualties; this continues until medical personnel arrives.
  4. Document and report incident – the online incident report forms will be used.
  5. Evaluate the accident for future prevention and transfer learnings via the Group Commissioner and shared in the Group Committee meetings.

#2: Program Participant Enrolment Forms or Application for Membership and Appointment of Volunteers for each individual. These are stored in the Emergency File on-site for every event. The information on the forms has been recorded in a summary spreadsheet recording:

  • Parents Contact Details
  • Doctors Contact details
  • Medical History pertinent to Scouting
  • Allergies
  • Special medical or other requirements.

 #3: Emergency phone numbers pertinent to their location for: Police, Fire, Ambulance and Poison Control. For Lutheran Church Hall these are:

  • Emergency Phone Number: 911
  • Police: 123.123.1234
  • Ambulance: 123.123.1234
  • Poison Control: 123.123.1234 or 1-800-332-1414
  • Local / Provincial Children’s Hospital (Emergency): 123.123.1234

 #4: Directions to the nearest hospital or health care facility.

Note – Map provided separately (see appendix)

#5: First Aid. At least one adult with the appropriate first aid certification and equipment appropriate to the activity is included in each outdoor activity (see above).

  • An Alberta Heath care First Aid Kit No. 2 is available appropriate for Beavers usage and includes an additional CPR mask. Gloves included are not latex. 

#6: Communications:

  • In most situations mobile / cell phones will be used for contacting parents.
  • Land lines will be used whenever practicable for Medical emergencies – this allows the EMS to identify location.
  • All leaders have access to the Colony telephone numbers including parents / children and doctors – this is distributed electronically and made available in case a partner is required from home to support.
  • In the case of no or limited cell phone coverage (e.g. mountain hikes) beaver leaders will plan for the nearest route back to the main roads to get communication for help.

#7: Evacuation plan

On wall of school.  Exits clearly marked – meet in car park (muster point).

#8: Accident reporting/recording procedures.

Accident reporting will be conducted by the lead (Emergency Controller) immediately after the event. Forms are included in the emergency file (on site). Forms will be sent to GC immediately for confirmation and accordingly forwarded to Scouts Canada.

#9: Backup Communication (Base): Leaves with a responsible person at home the following: trip plan, map, list of names, phone numbers, start/finish points and times. 

#10: Emergency repair kits where appropriate. (i.e.: for bicycles, stoves, tents, canoes etc.). These will be provided where appropriate – a Scouter will be assigned in advance to collect / provide / purchase these as required. 

#11:  Risk Identification and Management Plan (e.g. Local Church Hall and/or Local Park)

Note: Grey sections to be updated (at minimum).

Action: Delete / Add sections as required / appropriate

No.  Risk  Management / Mitigation Plan 

Traffic in car park during arrival and departure (School)

Traffic / cars in neighboring roads / car park during outdoor excursions / games in school

Lead = Scouter A

  • Make parents aware and responsible for safe delivery of their children to meeting place for sign-off and sign-out.
  • Beavers assigned to lodges and Scouter.
  • Each Scouter has 5 - 6 children in their care with a further 1 or 2 extras (as float).
  • Children will be lined up and taken in groups outside - holding hands to cross roads.
  • Beavers use buddy system (where possible).
  • Parent assistance requested as required. 

Stacked chairs and tables in school - potential for falling and tripping hazards.

Lead = Scouter A

  • Beavers to be made aware to keep distance when setting up and tidying up.
  • Scouters assigned to occupy and manage children at safe distance. 

Tripping, running into each other, banging heads, normal kids activities

Lead = Scouter A

  • Parents are aware. Will introduce activities with safety in mind and monitor closely. First Aiders on site.
  • Beavers must wear indoor shoes or bare feet (no socks).
  • Beavers use buddy system. 

Campfire burns or cooking / kitchen burns

Lead = Scouter A  
  • Scouters and parents on site.
  • Campfire chief and Scouters responsible for camp safety.
  • Scouters to supervise hot water, ladles used for transfer to cups – boiling water avoided for hot drinks.
  • Beavers will be introduced to rules and supervised.

Fire in Building

Lead = Scouter A 
  • Follow school evacuation procedures – map attached and Evacuation Section.
  • Group will evacuate following River Banks.
  • A practice session will be held in Fall / Winter and Spring.

Forest Fire / Evacuation

Lead = Scouter A 
  • Follow evacuation procedures as per Local Church Hall procedures:
  • Group will evacuate following River Banks.
  • Each lodge leader to be responsible for their group of 5-6 children.
  • All will meet at original car park or drop off point.
  • When safe - Scouters to phone parents and inform GC.

Tripping / Falling / injury when walking on hike

Lead = Scouter A 
  • Scouters to coordinate lodges – walking at all times unless safe (as advised by lodge leader) e.g. open spaces.
  • All Beavers to remain with their lodge and Scouter.

Hyperthermia / Exhaustion

Lead = Scouter A 
  • All parents to be made aware to provide adequate clothing and water for the children.
  • Any special requirements must be stated and met prior to departure.
  • If the Scouter in charge believes that children are not dressed appropriately, they will cancel their participation and be asked to return with their parent.

Animal (Bear / Cougar) attack

Lead = Scouter A 
  • Rare – especially when traveling in groups.
  • Children will be briefed on emergency procedure but will remain in groups of 5+ at all times with scouter lead and parent assistance.

Feedback on the Emergency Response Plan Template

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