BON AIR BASKETBALL POLICIES & PROCEDURE MANUAL

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1 BON AIR BASKETBALL POLICIES & PROCEDURE MANUAL October 15, /15/2014 Page 1

2 Crisis Management Plan The purpose of the Crisis Management plan is to define a step-by-step process to follow in the event of a crisis. The plan shall be assessed on a regular basis to be sure the plan remains accurate. The Bon Air Basketball Board of directors shall review the plan annually, as well as, within 21 days of any reported incident. The overall Crisis Management Plan is made up two specific plans: Injury or Medical Emergency Plan Incident Management Plan Each plan shall include: 1. Chain of command - identifying the roles of individuals involved with managing an on-site crisis, 2. Contact information - having accessible and accurate communication information, 3. Action plan - an algorithmic approach to the steps involved with medical emergency management, 4. Incident reports - standard methods for documenting an incident, 5. Debrief meeting - a plan for review of the events that occurred. The following contact information is relevant to all plans. CONTACT ADDRESS Bon Air Basketball 2823 Anwell Drive Bon Air, VA CONTACT NUMBERS Ambulance/Fire: 911 Parks & Recreation: Chesterfield County (804) Henrico County: (804) Private Gyms: Bon Air Basketball President see website/appendix (804) (cell/text) 10/15/2014 Page 2

3 INJURY OR MEDICAL EMERGENCY PLAN This plan shall be utilized anytime there is an injury or medical emergency at a gym before, during, or after at a practice or game. 1. CHAIN OF COMMAND: Person in charge (practice): Person in charge (game): Team Coach Gym Monitor * Team Coach Referee Gym Monitor * * Gym Monitor is defined as a county employee or gym staff who is onsite and designated to act on behalf of the county or gym owner(s) in the case of an emergency. The person in charge will make the decision to activate 911. Person in charge will make the call or designate a coach, assistant coach, parent, referee or gym monitor to call CONTACT INFORMATION The Team Coach is responsible for collecting medical release forms from the players and making sure they are available onsite during a practice or game to provide consent and contact information for a parent or legal guardian in the event a parent or legal guardian is not present. 3. ACTION PLAN 1. Manage athlete care. 2. If decision is made to activate 911, call EMS (911). 3. Designate assistant coach, parent, or gym monitor to control players and crowd (designate 2 persons). 4. If 911 is activated, designate assistant coach, parent, or gym monitor to meet EMS. 5. If parent is not onsite, contact parent. 6. Contact Park & Recreation (county) or Gym Management (private) if a Gym Monitor is not on site 7. Contact Bon Air Basketball President 8. Ride in Ambulance (if no parent present) 9. Submit a written incident report to Bon Air Basketball (see contact address) 10. If requested, submit/sign an incident report to the county or gym management and obtain and submit a copy for Bon Air Basketball records. 10/15/2014 Page 3

4 Activate EMS by calling 911 and Reporting: Name and address of current location and phone number of caller (address for all gyms are posted on the website - Type of emergency situation Number of victims Suspected injury/symptoms Condition of athlete Current assistance being given Other information as requested by the 911 operator Medication Policy Under no circumstance is it alright to give any athlete any medication whether it is overthe-counter or prescription medication. Any and all medications MUST be given by a parent or legal guardian. Coaches shall not give any medication to an athlete. 4. INCIDENT REPORT A Bon Air Basketball Incident Report shall be completed within 24 hours of the incident by: Head Coach and/or Referee witnessing an incident, or Head Coach and/or Referee who first becomes aware of an incident. The completed form should be sent to the President of Bon Air Basketball. 5. DEBRIEF MEETING A board member will meet with the group of key individuals who took charge and/or witnessed the injury or medical emergency, the events leading up to the injury or medical emergency, and/or the actions taken to manage the injury or medical emergency shall meet as soon as possible after the incident to review the circumstances. The group shall: read and review the documented notes that were taken, determine what aspects were handled well, determine what aspects could be improved to avoid future injuries, and/or determine what actions could be improved to better manage future emergencies. All comments and suggestions shall be noted by the board member and the notes shall be filed with the incident report. Both the incident report and debrief meeting notes will be filed is a safety deposit box indefinitely. 10/15/2014 Page 4

5 INCIDENT MANAGEMENT PLAN This plan shall be utilized anytime there is a non-medial incident at a gym before, during, or after a practice or game. Incidents may include but are not limited to: Violation of the law and/or arrest of an athlete, parent, coach, or referee. Suspension or expulsion of an athlete, parent, coach, or referee. Abuse or suspected abuse of an athlete. Inappropriate sexual behavior. Fire in a gym. Death of an athlete, parent, coach, or referee. Natural or man-made disaster. 1. CHAIN OF COMMAND: Person in charge (practice): Person in charge (game): Team Coach Gym Monitor * Referee Team Coach Gym Monitor * * Gym Monitor is defined as a county employee or gym staff who is onsite and designated to act on behalf of the county or gym owner(s) in the case of an emergency. The person in charge will make the decision to activate 911. Person in charge will make the call or designate a coach, assistant coach, parent, referee or gym monitor to call CONTACT INFORMATION The Team Coach is responsible for collecting medical release forms from the players and making sure they are available onsite during a practice or game to provide consent and contact information for a parent or legal guardian in the event a parent or legal guardian is not present. 3. ACTION PLAN If the decision is made to activate 911, 1. Call EMS (911) 2. Designate assistant coach, parent, or gym monitor to control players and crowd (designate 2 persons). 3. If 911 is activated, designate assistant coach, parent, or gym monitor to meet EMS. 10/15/2014 Page 5

6 4. Contact Park & Recreation (county) or Gym Management (private) if a Gym Monitor is not on site 5. Contact Bon Air Basketball President 6. Submit a written incident report to Bon Air Basketball (see contact address) 7. If requested, submit/sign an incident report to the county or gym management and obtain and submit a copy for Bon Air Basketball records. If the incident does not require EMS, no athlete, parent, coach, or referee is in danger, and after the incident is under control and/or has been addressed, 1. Contact Bon Air Basketball President 2. Submit a written incident report to Bon Air Basketball (see contact address) 3. If requested, submit/sign an incident report to the county or gym management and obtain and submit a copy for Bon Air Basketball records. If suspected child abuse, 1. Report suspected abuse to Social Services. 2. Contact Bon Air Basketball President. 3. Submit a written incident report to Bon Air Basketball (see contact address). If witness to inappropriate sexual activity, 1. Report inappropriate sexual activity to police. 2. Contact Bon Air Basketball President. 3. Submit a written incident report to Bon Air Basketball (see contact address). 4. INCIDENT REPORT A Bon Air Basketball Incident Report shall be completed within 24 hours of the incident by: Head Coach and/or Referee witnessing an incident, or Head Coach and/or Referee who first becomes aware of an incident. The completed form should be sent to the President of Bon Air Basketball. 5. DEBRIEF MEETING A board member will meet with the group of key individuals who took charge and/or witnessed the incident, the events leading up to the incident, and/or the actions taken to manage incident shall meet as soon as possible after the incident to review the circumstances. The group shall: read and review the documented notes that were taken, determine what aspects were handled well, 10/15/2014 Page 6

7 determine what aspects could be improved to avoid future incidents, and/or determine what actions could be improved to better manage future similar incidents. All comments and suggestions shall be noted by the board member and the notes shall be filed with the incident report. Both the incident report and debrief meeting notes will be filed is a safety deposit box indefinitely. 10/15/2014 Page 7

8 Concussion Policy Bon Air Basketball Policies & Procedure Manual All athletes must submit a Medical Release Form and Concussion Understanding Agreements a signed by a parent or legal guardian to his/her Head Coach to be eligible to play Bon Air Basketball. The Head Coach is responsible for collecting the medical release form and concussion understanding agreements signed by a parent or legal guardian for an athlete to be eligible to play Bon Air Basketball. The Head Coach or designated team parent shall ensure the forms are available onsite for all practices and games in case of an emergency. Training for coaches, referees, and volunteers to help understand the concussion policy is provided at the annual coaches meeting. All Head Coaches and Referees must complete a 30 minute online Concussion Training Session offered by the CDC. It is the responsibility of the athlete and parent or legal guardian to report a concussion or suspected concussion suffered prior to or during a practice or game to the Head Coach. If an athlete is suspected by his/her Head Coach or a Referee to have suffered a concussion during a practice or game, the athlete shall not be permitted to return to the game or continue to participate in practice. It is the responsibility of the Head Coach to inform the athlete s parent or legal guardian of the suspected concussion. After a report of a concussion, an athlete shall not participate in a game or practice for 24 hours. After 24 hours, the Head Coach shall not allow the athlete to participate in a practice or game until the Head Coach receives a signed concussion release form from parent or legal guardian. Head Coach, Referee and Board Member Application Policy All head Coaches, Referees and League Administrators (including Board Members) must sign and submit the Bon Air Basketball Application for Head Coaches, Referees & League Administrators and be approved by a currently active Board Member. In additional to the application process, all Head Coaches and Board Members must obtain a National Background Check Card from Chesterfield County. The Chesterfield County Background Check Policy for Co-Sponsored Youth Organizations can be found online using the following address: Coaches are eligible to coach immediately after they have submitted an application to Bon Air Basketball and gone through the National Background Check process. 10/15/2014 Page 8

9 Child Abuse Reporting Mandate Effective July 1, 2012, the Virginia General Assembly approved a revision of statutory law of the Code of Virginia to include requiring coaches, referees, and volunteers of youth sports organizations to report certain injuries to the appropriate agency. Training for coaches, referees, and volunteers to help understand the law and how to identify and report abuse to the appropriate parties is provided at the annual coaches meeting. In addition to training, the Bon Air Basketball Application for Head Coaches, Referees & League Administrators requires applicants to initial they have read the Child Abuse Reporting Mandate found online at the following address: 10/15/2014 Page 9

10 Bon Air Basketball Application for Head Coaches, Referees & League Administrators Name Address Phone Number Address Circle all that apply: Head Coach Referee League Administrator Board of Directors Please initial the following: I have read and understand the policies and procedures in the Bon Air Basketball Policies and Procedures Manual. I have read the Child Abuse Reporting Mandate and understand that I am required by law to report known or suspected instances of initial child abuse and that not doing so are considered a misdemeanor. Please call , the Department of Protective and Regulatory Services and notify the President of Bon Air Basketball to report abuse. I have completed the online concussion training provided by the CDC (30 minutes). I have received or have applied for a National Background Check Card. Card #: (if available) HAVE YOU EVER BEEN ARRESTED OR CONVICTED OF ANY CRIMINAL OFFENSE? YES NO If Yes, please explain: Please exclude the following situations: Minor Traffic violation for which the fine was $200 or less Any offense which was finally settled in a Juvenile Court or under a Welfare Youth Offender Law / / 10/15/2014 Page 10

11 Signature Date Concussion Understanding & Agreement Please read and sign this agreement and give it to your head coach. Athletes will not be allowed to participate until this form is signed and dated by a parent or legal guardian. What is a concussion? A concussion is a brain injury. Concussions are caused by a bump or blow to the head. You cannot see a concussion. Signs and symptoms of a concussion can show up right after the injury or may not appear or be noticed until days or weeks after the injury. If any head injury occurs or symptoms of a concussion appear, you should report it to your Head Coach and seek the advice of a healthcare professional. What are the signs and symptoms of a concussion? Signs observed by Individuals around an Injured Athlete If an Athlete has experienced a bump or blow to the head during a game or practice, look for any of the following signs and symptoms of a concussion: Appears dazed or stunned Is confused about assignment or position Forgets an instruction Is unsure of game score or opponent Moves clumsily Answers questions slowly Loses consciousness (even briefly) Shows behavior or personality changes Cannot recall events prior to hit or fall Cannot recall events after hit or fall Signs observed by the Athlete Headache or pressure in head Nausea or vomiting Balance problems or dizziness Double or blurry vision Sensitivity to light Sensitivity to noise Feeling sluggish, hazy, foggy or groggy Concentration or memory problems Confusion Does not feel right What should you do if you think your child (athlete) has a concussion? 1. Report to the Head Coach immediately. 2. Out of play. Concussions take time to heal. An athlete should be cleared to return to play by a healthcare professional. Athletes who return to play too soon while the brain is still healing - risk a greater chance of having a second concussion. Second or later concussions can be very serious. They can cause permanent brain damage, affecting the athlete for a lifetime. 3. Tell your doctor about any past concussion(s). You should report any previous concussion that you have had in the past to your doctor. Athletes Name Printed: Athlete Parent/Guardian Name Printed: Athlete Parent/Guardian Signature Date 10/15/2014 Page 11

12 / / Concussion Release Form has not suffered a concussion in the Athlete Name past 24 hours and is cleared to participate in practice and games. Athlete Parent/Guardian Name Printed Athlete Parent/Guardian Signature Date / / 10/15/2014 Page 12

13 BON AIR BASKETBALL INCIDENT REPORT FORM THIS FORM SHALL BE USED TO REPORT ALL INCIDENTS AS DEFINED BY THE CRISIS MANAGEMENT PLAN IN THE BON AIR BASKETBALL POLICY AND PROCEDURES MANUAL. AN INCIDENT REPORT FORM SHALL BE COMPLETED WITHIN 24 HOURS OF AN INCIDENT BY: * HEAD COACH AND/OR REFEREE WITNESSING AN INCIDENT, OR * HEAD COACH AND/OR REFEREE WHO FIRST BECOMES AWARE OF AN INCIDENT THE COMPLETED FORM SHOULD BE SENT TO THE PRESIDENT OF BON AIR BASKETBALL. USE ADDITIONAL SHEETS TO ANSWER ALL QUESTIONS IF NECESSARY. CHECK THE TYPE OF INCIDENT THAT OCCURRED: Accident, Injury, or Medical Emergency Violation of the law and/or arrest of an athlete, parent, coach, or referee. Suspension or expulsion of an athlete, parent, coach, or referee. Abuse or suspected abuse of an athlete. Inappropriate sexual behavior. Inappropriate contact or threatening behavior Fire in a gym. Death of an athlete, parent, coach, or referee. Natural or man-made disaster. Please complete below: NAME AND CONTACT INFORMATION OF PERSON COMPLETING REPORT: NAME AND CONTACT INFORMATION OF ALL ATHLETES, PARENTS, COACHES, OR REFEREES INJURED OR INVOLVED IN THE INCIDENT: DATE AND TIME OF INCIDENT/INJURY: 10/15/2014 Page 13

14 FULLY DESCRIBE THE INCIDENT. TREATMENT/INTERVENTION (check all that apply): First Aid Emergency Room Doctor Visit Law Enforcement called Fire Department called Department of Social Services notification Parent or Legal Guardian Notified Parks & Recreation Notified Parks & Recreation Incident Report Filed Describe action taken by head coach, referee, and/or gym monitor: WAS THERE A WITNESS TO THIS INCIDENT? Yes No (circle one) If yes, please list name, address phone number. ACTION YOU RECOMMEND (if any) TO AVOID SIMILAR INCIDENTS/INJURIES IN THE FUTURE: SIGNATURE / / DATE 10/15/2014 Page 14

15 Medical Authorization BON AIR YOUTH BASKETBALL LEAGUE MEDICAL RELEASE FORM P.O. Box 3425 Bon Air, VA In the case of an accident or illness, I authorize BAYBL to provide medical treatment for my child if I cannot be contacted immediately and I consent to the administration of any and all medical procedures deemed necessary by the attending authorities. I understand that BAYBL, its staff, and volunteers assume no financial obligations or liability for the immediate medical treatment that they provide to or for my child. Player Name: Person to contact in an emergency: Alternate person to contact in an emergency: Address Address Phone (day) Phone (evening/weekend) Phone (day) Phone (evening/weekend) Company Name Insurance Information Policy Number Address Name Physician Information Phone Address List below any medical information (allergies, medications, medical problems, etc.) Signature of Parent/Guardian Printed Name Date Relationship BON AIR YOUTH BASKETBALL LEAGUE 1/1 MEDICAL RELEASE FORM

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