university of georgia outdoor complexes manual

University of Georgia Recreational Sports

Outdoor Complexes

Operations & Staff Manual

Last Update: 18 September 2014

Outdoor Complexes | 2

Table of Contents

PURPOSE OF THE OPERATIONS MANUAL ................................................................................................................ 3

MISSION & VALUES OF UGA DEPARTMENT OF RECREATIONAL SPORTS ..................................................... 4

EMPLOYMENT POLICIES ............................................................................................................................................ 5-6 EQUAL OPPORTUNITY EMPLOYER ....................................................................................................................................................................... 5 NON-DISCRIMINATION AGREEMENT ................................................................................................................................................................... 5 STAFF AGREEMENT (STUDENT WORKER & LABOR WORKER) ..................................................................................................................... 6

OUTDOOR COMPLEXES STAFF .............................................................................................................................. 7-15 PERFORMANCE EXPECTATIONS ..............................................................................................................................................................

Code Of Conduct ...................................................................................................................................................................................... Dress Code ................................................................................................................................................................................................. Workplace Performance Expectations ............................................................................................................................................. Performance Reports ............................................................................................................................................................................. Performance Evaluations ..................................................................................................................................................................... Clocking In-Out / Approving Time / Missed Punches .................................................................................................................

OUTDOOR COMPLEXES STAFF ............................................................................................................................................................................. 14 OUTDOOR COMPLEXES SENIOR MANAGER ....................................................................................................................................................... 15

OPERATIONS & PROCEDURES ............................................................................................................................ 14-33 RECREATIONAL SPORT COMPLEX OPERATIONS ....................................................................................................................................... 15-30

The Rec Sports Complex Overview ...................................................................................................................................... Finding Corners & Field Grids................................................................................................................................................ Painting Lines ............................................................................................................................................................................... Chalking Softball Fields ............................................................................................................................................................ Chalking Kickball Fields ........................................................................................................................................................... Equipment/Inventory/Maintenance .................................................................................................................................. Game-Day Preparation ............................................................................................................................................................. Game-Day Breakdown .............................................................................................................................................................. Reporting .......................................................................................................................................................................................

CLUB SPORT COMPLEX OPERATIONS ......................................................................................................................................................... 30-33

The Club Sport Complex Overview ...................................................................................................................................... Club Sport Complex Operations ............................................................................................................................................ Club Sport Practices ................................................................................................................................................................... Club Sport Matches .................................................................................................................................................................... Equipment / Inventory / Maintenance .............................................................................................................................. Reporting .......................................................................................................................................................................................

EMERGENCY ACTION PLAN OUTDOOR COMPLEXES EMERGENCY ACTION PLAN ....................................................................................................................................... 34


PURPOSE

The Department of Recreational Sports strives for excellence across the various program areas it supports. The Outdoor Complexes Operations & Staff Manual is purposed to ensure a standard of excellence in all operations and services. More explicitly, this manual seeks to ensure that each Outdoor Complexes Staff member is:

Competent and confident in all areas of Outdoor Operations.

Knowledgeable of their daily, weekly, and monthly responsibilities.

Possesses a reference guide for all Outdoor Operations to ensure uniformity across the Staff’s performance.

Able to provide an engaging and inclusive customer service experience to all Outdoor

Complex patrons. In addition, this Manual seeks to provide a basis for staff performance and evaluation. Staff members are expected to maintain a comprehensive knowledge of the information provided within this manual and perform their work responsibilities according to that information.


UGA DEPARTMENT OF RECREATIONAL SPORTS MISSION & VALUES

MISSION

THE DEPARTMENT OF RECREATIONAL SPORTS IN THE DIVISION OF STUDENT AFFAIRS PROMOTES HEALTHY

LIFESTYLE CHOICES BY PROVIDING THE UNIVERSITY OF GEORGIA THROUGH THE SPIRIT OF RECREATION.

VISION

TO BE RECOGNIZED IN THE FIELD OF RECREATIONAL SPORTS AS THE BEST UNIVERSITY RECREATION

DEPARTMENT IN THE COUNTRY.

VALUES

Ram Fam: Everyone is welcome, come play!

Excellence: Be the best, exceed expectations.

Customer Service: We want to know who you are, everyone matters.

Spirit of Recreation: Providing activities for enjoyment, there is something for everyone.


EMPLOYMENT POLICIES

EQUAL OPPORTUNITY EMPLOYER

Consistent with federal and state laws and regulations, policies of the Board of Regents of the

University System of Georgia, and policies of the University of Georgia (“UGA”) (collectively,

“applicable laws and policies”), UGA restates its commitment to the concepts of equal opportunity.

UGA is committed to maintaining a fair and respectful environment for living, work and study. To that

end, and in accordance with applicable laws and policies, UGA prohibits any member of the faculty,

staff, administration, student body, or visitors to campus, whether they be guests, patrons, independent

contractors, or clients, from harassing and/or discriminating against any other member of the UGA

community because of that person’s race, color, sex (including sexual harassment and pregnancy),

sexual orientation, gender identity, ethnicity or national origin, religion, age, genetic information,

disability, or veteran status. Incidents of harassment will be met with appropriate disciplinary action, up

to and including dismissal or debarment from UGA.

Questions regarding this policy statement should be directed to the UGA Equal Opportunity Office at

(706) 542-7912.

NON-DISCRIMINATION AND ANTI-HARASSMENT POLICY The University of Georgia (“the University”) is committed to maintaining a fair and respectful

environment for living, work and study. To that end, and in accordance with federal and state law,

Board of Regents policy, and University policy, the University prohibits harassment of or

discrimination against any person because of race, color, sex (including sexual harassment and

pregnancy), sexual orientation, gender identity, ethnicity or national origin, religion, age, genetic

information, disability, or veteran status by any member of the University Community (as defined

below) on campus, in connection with a University program or activity, or in a manner that creates a

hostile environment for members of the University Community. Incidents of harassment and

discrimination will be met with appropriate disciplinary action, up to and including dismissal or

expulsion from the University.

Prohibited bias factors such as race, color, sex (including sexual harassment and pregnancy), sexual

orientation, gender identity, ethnicity or national origin, religion, age, genetic information, disability, or

veteran status should not hinder employment, study or institutional services, programs or activities.

Prohibited bias factors will not be permitted to have an adverse influence upon decisions regarding

students, employees, applicants for admission, applicants for employment, contractors, or volunteers or

participants in or users of institutional programs, services, and activities. The University of Georgia

will continue in its efforts to maintain an institutional environment free of such bias and restates its

policy prohibiting the interference of such bias factors.

Every member of the University Community is expected to uphold this Policy as a matter of mutual

respect and fundamental fairness in human relations. Every student of this institution has a

Outdoor Complexes | 6 responsibility to conduct himself/herself in accordance with this Policy as a condition of enrollment,

and every University employee has an obligation to observe UGA policies as a term of employment. In

addition, one aspect of performance appraisal for University personnel at all levels of supervision and

administration will include the qualitative evaluation of their leadership in implementing this Policy.

Merit and productivity, free from prohibited bias, will continue to guide decisions relating to

employment and enrollment.

Nothing in this Policy prevents a University Community member from filing a complaint with a state

or federal agency or court.

STUDENT WORKER & LABOR WORKER STATUS

UGA Student Staff are eligible to work under two categories: Student Worker (Non-Benefits Eligible)

or Labor Worker (Partial Benefits Eligible). The categories are distinguished by the number of hours

per week a student is allowed to work. A Staff member chooses which category he or she chooses to

fall under when completing payroll information and may change their employment status at any time.

The University System of Georgia defines the Non-Benefits Eligible and Partial-Benefits Eligible

employment statuses as such:

Partial Benefits Eligible: This is defined as 20 to 29 hours per week or .5 FTE to .74 FTE.

Partial benefits eligible may apply to regular faculty and regular staff employees. Partial benefits

include retirement and pro-rated leave accruals.

Non-Benefits Eligible: This is defined as 19 or less hours per week (.49 FTE or less), which

applies to regular faculty and staff employees. Non-benefits eligible also includes temporary

faculty, staff, and student employees who may not work more than 1,300 hours in a 12 month

period as defined later in this policy. Students may not be placed into a regular status.

Student Staff are accountable and responsible for understanding their employment status and

monitoring their hours/week worked to ensure that he or she does not surpass their employment limit.


OUTDOOR COMPLEXES STAFF

The following sections seek to explain the performance expectations for all Outdoor Complexes Staff.

Included this section are the Outdoor Complex Staff Code of Conduct, Dress Code, protocol for

Performance Reports, and protocol for Performance Evaluations. Additionally, descriptions of each

position within the Outdoor Complexes Staff are concluded.

It is important that all Outdoor Complexes Staff understand the performance expected of them and

adhere to these policies. These protocols and procedures are designed to ensure the growth and

development of all staff members as well as to create the best work environment and culture possible.

Our standard is excellence and excellent workplace behavior, personal conduct, and performance is

expected to hold that standard.

CODE OF CONDUCT

All members of the Department of Recreational Sports Staff are expected to treat each other with the

utmost respect and courtesy. While we recognize individual differences in thoughts, beliefs, and

perceptions, we believe that inclusion and acceptance are tenets of an effective and productive

workplace environment. Reports of harassment and/or discrimination will be considered with the

utmost urgency.

As an extension of the Code of Conduct, it is expected of all Department of Recreational Sports Staff to

represent themselves well outside of the job. No employee may use or represent the Department of

Recreational Sports brand for any purpose not previously approved by the Department outside of their

normal workplace responsibilities.

DRESS CODE

All Department of Recreational Sports Staff are allowed two (2) uniform shirts per their program area.

Color and type of uniform are dependent upon the position and program area of the employee. The

Outdoor Complexes Staff approved uniforms are Red and Black staff T-shirts. Red shirts are for all

Outdoor Complexes Staff members and Black shirts are for all Outdoor Complexes Managers. Staff are

expected to wear the appropriate uniform shirt to every shift; failure to do so may results in a negative

performance report. Staff are likewise expected to wear athletic or khaki shorts/pants with close-toed

shoes at all times.

Each staff member will be issued a magnetic Department of Recreational Sports nametag with his or

her name, position, and program area. Nametags are likewise part of the expected uniform and should

be worn to every shift an employee works. In the situation that either a shirt or nametag is damaged or

lost, it is the employee’s responsibility to notify the supervising Graduate Assistant or Professional

Staff to have the shirt and/or nametag replaced.


Due to the nature of the job, Outdoor Complexes Staff are allowed to wear winter-weather outerwear

such as hoodies, sweatshirts, jackets, jeans, sweatpants, and gloves. It is important that an employee

wears his or her nametag on the outermost layer of clothing so that patrons can still identify and

approach Outdoor Complexes Staff.

RADIO ETIQUETTE

Communication at the Outdoor Complexes is key to our ability to serve the patrons that utilize our

facilities. The Outdoor Complexes Staff is responsible for three (3) Radios on their shifts. The purpose

of these Radios is to allow for rapid communication among Outdoor Complexes Staff and between the

Staff and other Rec Sports groups like Intramural Sports and Club Sport Trainers. Outdoor Complexes

Staff are expected to have a radio on their person at all times while on shift.

Radio Do’s:

Use proper call signs (i.e. “Field Crew to Site Manager”).

Use clear, concise language.

Speak slowly and clearly into the radio.

Allow adequate time for response from other party.

Radio Don’ts:

Do not carry on prolonged conversations.

Do not use for non-work related conversations.

Do not “walk” – e.g. interrupt – others conversations.

Do not get into conversations unless your input is requested.

Do not use profane, vulgar, or inappropriate language.

SKYSCAN LIGHTNING DETECTOR

The SkyScan Lightning Detector should be placed upright on a flat, stable surface outdoors on every

shift. This device is designed to detect lightning within a 40-mile range from its location and will be

used in conjunction with the WeatherBug Spark App to determine degree of danger to field patrons and

staff from lightning.

RECREATION SPORT COMPLEX VEHICLE ETIQUETTE

The Recreation Sport Complex hosts two (2) Mule All-Terrain Work Vehicles to be used by the

Outdoor Complexes Staff. Access to and use of the Mules is a PRIVILEGE and not a RIGHT for

the Outdoor Complexes Staff. Therefore, it is important that Safe Driving Practices are used every

time a Staff operates a Mule.

Outdoor Complexes | 9 Safe Driving Practices include:

No Speeding or Excessive Speed on any area of the Recreation Sport Complex

Coming to a Complete Stop at Stop Signs and Field Entry/Exit Points (esp. when entering

the Main Rec Sport Complex thoroughfare)

Yielding to all other Vehicles

Yielding to all Pedestrians

No Off-Road Driving of the Mules past the confines of the Recreation Sport Complex

No Overloading the Bed of the Mules

If a Staff member is seen driving a Mule recklessly, their privilege will be immediately revoked and

that member must complete an online Mule Driver Safety Course.

ATTENDANCE AT WORK

Employees are expected to attend all assigned / traded / picked-up shifts. Each staff member on a shift

is crucial to the efficient and effective execution of operations at the Outdoor Complexes. If a staff

member cannot attend a shift for any reason, they are responsible for the coverage of that shift. The

formal protocol for seeking shift coverage is as follows:

1. Post the Shift on the WhentoWork Tradeboard as soon as you are aware you will not be able

to work

2. Communicate with other staff members regarding the shift through Email or GroupMe

3. 48 Hours prior to the shift, contact other staff members via phone

4. In emergency situations, contact the supervising Graduate Assistant or Professional Staff to

reconcile the situation

Failure to show for an assigned shift without following this protocol will result in automatic negative

write-up. No Show – No Calls are Zero Tolerance.

STAFF MEETINGS

Employees are expected to attend all monthly Outdoor Complexes Staff Meetings. Staff meetings are a

necessary chance to update all Staff on any changes in our Operations, including scheduling,

programming, policies, and procedures. Staff members are paid for all Mandatory Staff Meetings.

Failure to attend a Staff Meeting will result in an automatic negative write-up.

FOOD & EATING

Staff are allowed to bring food and drink for their shifts, which may be kept in the refrigerator at the

Recreation Sport Complex. However, Staff may not eat meals inside the Recreation Sport Complex

building. All meals must be consumed at the Picnic Table Area next to the Batting Cages. This is

intended to maintain a clean and professional work environment inside the Recreation Sport Complex

Outdoor Complexes | 10 building, as well as prevent the further migration of ants and rodents into the building. Furthermore,

Staff are expected to not take an excessive amount of time to consume their meals.

PERSONAL PHONE / LAPTOP USE

Staff are expected to have charged personal phones on them while on shift, especially at the Club Sport

Complex. Personal phones serve as our main method of communication with EMS Services in the

event of an emergency at either conflict. Additionally, personal phones allow for effective

communication between the Staff and the supervising Graduate Assistant and Professional Staff. Use

of personal phones for personal communication and leisure is expressly prohibited while on shift.

All forms of Laptop usage are expressly prohibited while on shift. Failure to comply may result in a

negative write-up.

CUSTOMER SERVICE STANDARD

The Outdoor Complexes serve a variety of patrons from Intramural Sports to visiting university Club

Sports teams to everyday informal recreation patrons. The Outdoor Complexes Staff functions as the

primary liaison between the Outdoor Complex facilities and these patron groups. Therefore, customer

service must be held a heightened standard to ensure the best possible experience for all patrons.

The Outdoor Complexes Staff is expected to reflect the Golden Rule in that they should treat all

patron groups with the degree of respect and courtesy that they themselves would expect. EMPLOYEE PERFORMANCE REPORTS

Employee Performance Reports are intended to encourage positive employee performance through

commendation of positive workplace efforts and discipline of negative performance. Performance

Reports can be issued by the Outdoor Complexes Senior Managers, the Outdoor Complexes Graduate

Assistant, and the Senior Coordinator for Facilities Reservations and Outdoor Complexes.

Accrual of Negative Performance Reports will result in the following procedure, based upon a three (3)

strike system:

Strike One: the First Negative Performance Report accrued

o The first strike is meant to highlight the unwanted workplace behavior and discourage

further repetition

Strike Two: the Second Negative Performance Report accrued

o The second strike will result in an in-person meeting with either the Graduate Assistant or

Senior Coordinator to discuss why negative employee performance was repeated

o A second strike may result in a suspension of the employee

Strike Three: the Third Negative Performance Report accrued

o A third strike will result in a termination review of the employee led by the Graduate

Assistant and the Senior Coordinator


The following actions and behaviors will result in automatic administration of negative performance

reports:

No Call – No Show to an assigned shift

No Call – No Show with excessive tardiness to an assigned shift (> 30 minutes from start of

shift)

Insubordination

Harassment of patrons or coworkers (this action may result in immediate termination upon

review)

EMPLOYEE EVALUATION REVIEWS

Employee Evaluations will occur at the end of each academic semester (i.e. Fall, Spring, Summer). The

purpose of employee evaluations is to identify both positive and negative performances by an

employee across the previous semester and to qualify an overall degree of employee performance. Such

reviews are intended to develop employees into effective professionals as well as result in improved

workplace efficiency.

Employee Evaluations are also opportunities for student staff to provide constructive feedback to the

Outdoor Complex supervisors regarding leadership style, method and complex operations.

CLOCKING-IN / PAYROLL TIME APPROVAL

Clocking In/Out

Clocking in and out for on-campus jobs at The University of Georgia has been streamlined through a system

called Kronos. All over campus, there are Kronos machines that students use to clock in and out of their various

jobs. When working Field Crew, there are two of these machines that you may use: one in the Rec Sports

Building at the Intramural Fields and one in the Ramsey Center.

Upon arrival to work, approach the Kronos machine with your ID number ready. You can either:

Manually type in your number (press the “Enter” button that looks like an arrow pointing left after

entering your number to proceed to the next screen) or

Swipe your ID Card.

Then, the machine will prompt you to place your finger on the scanner to verify that you are the person that you

are clocking in as. If successful, the machine will display a “Punch Accepted” message.

If unsuccessful, click the retry button, and attempt to scan your finger again. After a certain number of retries,

you may have to enter your ID again. At the end of your shift, repeat this process to clock out.

Outdoor Complexes | 12 Approving Your Time

At the Kronos Machine:

Press the soft key beside “Approve Timecard,” then

Enter your ID number and press Enter, or swipe your ID Card.

Scan your finger to verify that you are the person that you are clocking in as.

Select the time period for which you would like to approve.

Using the Up and Down arrow keys, review the data that it is displaying to you.

Scroll to the bottom of the screen and press Enter to approve your timecard.

After reviewing the approval message, press the Escape Key (ESC).

On your Computer:

Direct your web browser to http://mytime.uga.edu and click on logon.

You can do this one of two ways: Java, or non-Java.

Enter your UGA username and password then follow the relevant directions as follows.

o Java:

A new page will open

Click on the ‘Approvals’ drop-down

Click ‘Approve’

Click ‘Logout’

o Non-Java:

Click on ‘My Timecard’

Click ‘Approve’

Click ‘Logout’

Enter your UGA username and password then follow the relevant directions as follows.

HOW TO USE WHEN-TO-WORK

WhentoWork is a service the Dept. of Rec Sports uses to facilitate employee and event scheduling. All

Outdoor Complexes Staff are granted access to WhentoWork upon hiring and are expected to know the

service in order to provide schedule availability, drop/trade/pick-up shifts throughout the year, and be

notified of schedule corrections and changes.

Logging In

Go to https://whentowork.com or on mobile m.whentowork.com

Click SIGN-IN in the top right corner on the homepage

Use the log-in information provided to you to enter W2W

o If you are logging-in for the first time, it will prompt you to create your own username

and password information.

o Please update all personal information in W2W (phone number & email) under the

‘Change My Information’ tab on the Home Menu

https://whentowork.com/

Outdoor Complexes | 13 Submitting Schedule Availability

Select the ‘Choose Time I Prefer to Work’ tab on the Home Menu

Toggle to the Week Selected to Submit Availability

Click on the Individual Date on the left-side of the Screen to fill-out hour-by-hour availability

for that day

o Note: Be sure to Fill out Availability for the ENTIRE Day using ONLY RED or GREEN.

RED indicates that you CANNOT WORK

GREEN indicates that you CAN WORK

o Paint over the time slots that correspond to the times you can / cannot work

o Do Not Leave any portion of a Day blank when completing availability

Complete for each Day of the Selected Week

DO NOT select ‘Set Repeating Weekly Preferences’

Viewing Your Schedule

Select ‘Show My Schedule’ on the Home Menu

You can view your schedule in Weekly / Monthly / Upcoming format by selecting the

corresponding tabs in the top left corner

You can view Everyone’s schedule in Daily / Weekly / Monthly format by selecting the

corresponding tabs in the middle of the screen

You can view the Employee Tradeboard by selecting the tab in the top right corner of the screen

Using the Tradeboard – Putting Up a Shift

Navigate to your Weekly Schedule view

Click on the shift you would like to trade and/or drop

In the pop-up window, select ‘Add Shift to the Tradeboard’

o Indicate whether you wish to ‘Trade’, ‘Drop’ or ‘Either’ the shift on the Tradeboard, this

will put limitations on how other staff can receive the shift

Using the Tradeboard – Pick Up Open Shifts

Select the ‘Tradeboard – Pick Up Open Shifts’ tab on the Home Menu

Select the shifts(s) you wish to pick-up / trade for

o In the pop-window, select ‘Pick-Up This Shift’

STAFF LIST

Staff contact information (phone numbers & emails) can be found on W2W under the ‘Staff List’ tab

on the Home Menu. Staff should use this list to contact each other and are responsible for keeping their

information up-to-date.


OUTDOOR COMPLEXES STAFF POSITION DESCRIPTIONS

OUTDOOR COMPLEX STAFF MEMBER

The Outdoor Complexes Staff is an integral part of the Recreational Sports and Club Sports

Complexes. Under the supervision of the Outdoor Complexes Senior Managers, the Graduate

Assistant, and the Senior Coordinator for Facilities Reservations & Outdoor Complexes, Staff members

play a significant role in maintaining a safe, inclusive, and engaging environment for patrons of the

facilities.

Outdoor Complex Staff Member’s responsibilities are as follows:

Be knowledgeable of all rules and regulations pertaining to the operation of the Rec Sports and

Club Sports Complexes, and ensure the safety of those who use our facility through consistent

and equitable enforcement of those rules.

Know and be able to implement the facility’s Emergency Action Plan.

Control access to the facility and accurately record attendance to the facilities.

Provide patrons with accurate information regarding facility operations and issues.

Assist with all facility set-ups including field preparation, maintenance, special events, and sport

events.

Assist in minor repair and maintenance of the complexes.

Open and Close the complexes

Assist in maintaining the cleanliness of the facilities

Outdoor Complex Staff Member’s are Required to have the following:

Current Certifications in:

o American Red Cross CPR for the Professional Rescuer with AED Training

o American Red Cross First Aid

Ability to work a minimum of six (6) hours a week

Outdoor Complexes | 15 OUTDOOR COMPLEXES SENIOR MANAGER

The Outdoor Complexes Senior Manager performs a significant role in the daily supervision and

operation of the Recreational Sports and Club Sports Complexes. Under the supervision of the

Graduate Assistant and Senior Coordinator for Facilities Reservations and Outdoor Complexes, the

Outdoor Complexes Senior Manager is integral in the process of creating and maintaining a safe,

inclusive and engaging environment for those who use our facilities.

The Outdoor Complexes Senior Managers’ responsibilities are as follows:

Be knowledgeable of the rules and regulations pertaining to the operation of the Rec Sports and

Club Sports Complexes and enforce those rules in a consistent and equitable manner.

Act accordingly in an emergency situation and provide the leadership needed to ensure that the

victim(s) receive appropriate care.

Ensure that all programs, facilities and equipment in recreational areas are operating in a safe

and efficient manner. This includes taking a leadership role in all set-ups, assisting in minor

maintenance and repairs, and helping to maintain cleanliness.

Provide customer service support for all programs and patron groups.

Provide a direct link of communication between the Graduate Assistant and/or Senior

Coordinator and the Outdoor Complexes Staff.

Serve as a resource to patrons and staff members by providing accurate information regarding

complexes schedules, special events, programs, and other facility information.

Supervise and support the efforts of the complexes staff members and provide positive

leadership through the demonstration of professional behavior.

Assist the Graduate Assistant and/or Senior Coordinator in the development and/or revision of

Staff Manuals, materials, and office documents.

The Outdoor Complexes Senior Manager is Required to Possess the following:

Current American Red Cross Certification in:

o CPR for the Professional Rescuer with AED Training

o American Red Cross First Aid

Be a member of the Outdoor Complexes Staff for a minimum of one (1) semester

Availability to work a minimum of twelve (12) hours a week

Availability to work open and/or closing shifts as well as weekends


OUTDOOR COMPLEXES OPERATIONS & PROCEDURES

The following sections will cover the various duties and responsibilities expected of the Outdoor

Complexes Staff. In each section, the individual responsibility will be explained and, if applicable,

procedure will be listed with added visuals. Operations are organized between those that occur at the

Recreation Sport Complex and those that occur at the Club Sport Complex. Despite this organization,

Operations need not, and may not, be mutually exclusive of each complex.

RECREATION SPORT COMPLEX

The Rec Sport complex incorporates

nine (9) multi-purpose natural-turf

fields, fifteen (15) hard-surface tennis

courts, the Lake Herrick pavilion, and a

2.3-mile trail circumscribing the

property. The Rec Sport complex hosts

a number of activities and groups

including all Outdoor Intramural

Sports, Club Sports tournaments, the

UGA Redcoat Band and various

University faculty and student patron

groups.

This complex serves as the primary

office for the Outdoor Complexes

Staff.

CLUB SPORT COMPLEX

The Club Sport Complex is an 180,000

sq. ft. green initiative facility that

serves host for all Outdoor UGA Club

Sports. The natural-grass turf field can

be split into two practice grids and any

full-sized competition grid.

The Club Sport Complex is located at

2345 South Milledge Road, Athens,

GA 30605


OPENING & CLOSING PROCEDURE – RECREATIONAL SPORT COMPLEX OPENING PROCEDURE

Outdoor Complexes Staff are expected to arrive to any opening shift at 10-15 minutes early to properly

open the facility. The following checklist needs to be performed for every opening shift:

(1) Receive the Rec Sport Key Ring, Radios and

SkyScan Lightning Detector from the Batting

Cage Office.

a. The Batting Cage Office Code is:

2-7-4-2-9.

(2) Unlock the Rec Sport Building.

a. Unlock the Side Door and prop open.

b. Unlock the Wooden Gate – leave lock on gate.

c. Unlock and raise the Roll Up Door.

(3) Remove Mules from Rec Sport Building and Park next to Dumpster

(4) Perform an Initial Round of the Complex.

a. Complete initial Patron Count.

b. Check Fields for Dangerous Conditions.

c. Check / Remove all Facility Trash.

d. Check Facility for Water Leaks / Damage.

e. Ensure that the Rec Bathrooms are clean and properly stocked.

(5) Check Intramural Sports Set-Up Schedule.

a. Soccer Goals should be unlocked 30 mins. Prior to first match.

b. Softball fields should be set-up no later than 15 mins. Prior to first game.

c. Flag Football fields should be set-up no later than 15 mins. Prior to first game.

Outdoor Complexes | 18 CLOSING PROCEDURE

Outdoor Complexes Staff are responsible for securing the Recreational Sport Complex each night and

being the last to leave to the facility. The following checklist needs to be performed for every closing

shift:

(1) Breakdown and Collect Intramural Sports Field Grid equipment and store in

appropriate area in Rec Sport Building.

a. Fields can be broken down prior to closing if activities have concluded for the night.

(2) Check / Remove all Facility Trash.

(3) File Patron Count / Incident Reports into Outdoor Complexes Staff Binder

(4) Turn off all Field Lights

a. A key is best for switching Lights

ON/OFF

(5) Park Mules into the Rec Sport Building

(6) Return Radios / SkyScan to Batting Cage

Office

(7) Lock the Rec Sport Building

a. Double-check all Doors

b. Secure the Roll-Up Door Chain

(8) Return Rec Sport Keys to the Batting Cage Office

In the situation that Club Sports Staff will return to the Rec Sport Building after the Rec Sport Staff

have left, it is the responsibility of the Club Sports Staff to ensure that the Rec Sport Building is secure.

This includes checking all entry points to the Rec Sport Building and double-checking the closure of

doors opened by the Club Sports Staff.


FINDING FIELD CORNERS & FIELD GRIDS

The Outdoor Complexes Staff is responsible for finding and maintaining field grids for all Intramural

Sports at the Rec Sport Complex, which are as follows: (1) Flag Football, (2) Kickball, (3) Soccer,

(4) Softball, (5) Ultimate Frisbee.

Materials needed to find Field Corners:

- (4) Four Stakes w/ Line Loops

- (2) Two 300 ft. Measuring Tapes

- Field Grids (if available)

- (2) Two Cans Paint per Field

Field Diagrams are available for the

following sports:

- Fall Flag Football on Fields 1-5

- Spring Flag Football on Field 7

- Fall & Spring Soccer on Field 6

- Softball on Field 2 & 3

- Kickball (any baseball field)

Field diagrams serve as templates for finding Field

Corners, providing landmarks such as field water

boxes and MUSCO light poles to measure starting

corner points from. If field diagrams are available, it

is strongly encouraged that employees utilize them for

accuracy and ease.

In the situation that a Field diagram is not available,

such as for Flag Football on Field 6, employees

should adhere to the following protocol:

1. Identify extreme points on the far edge of field. Extreme points indicate points a grid cannot

pass for safety purposes

2. Establish two (2) arbitrary corners with stakes that form the end line of a field

3. From the two (2) arbitrary corners, draw diagonals for a half-field line and the second end line to

form an arbitrary grid

a. A diagonal distance can be found using the Pythagorean Theorem (a2

+ b2

= c2 )

where a = end line distance (ft.), b = side line distance (ft.), c = diagonal distance (ft.)

4. Determine the safety and fit of the arbitrary grid

a. Grids should only cover natural-grass turf and maintain a 10’ buffer from any fences,

poles or water boxes

b. For Field 6, field grids must be situated to fit two (2) fields

5. If the arbitrary grid(s) fit the desired field, mark all corners with paint circles and remove stakes

This method can generally be followed to find any Flag Football, Soccer or Ultimate Frisbee grid at the

Rec Sport Complex.

Available Field Diagrams are appended at the end of this Report for your reference.


FINDING & PAINTING LINES

Finding and Painting Lines is the second step in finding Field Grids for Intramural Sports at the Rec

Sport Complex. Alike to Field Corners, lines for the fields vary depending on the sport desired and can

be determined from the relevant Field Diagrams (if available).

Materials Needed for Painting Lines:

- Inverted Can Paint Striper

- (1-2) Boxes Paint

- Approx. 3 cans paint for any one type of field

- (1) 300 ft. tape measure

- (1) 300 ft. line spool

- (2) Two Stakes w/ Line Loops

Finding and Painting Lines is simple and can easily be done following

finding Field Corners. Corners serve as the points from each all lines

of a Field Grid. For simplicity, the below procedure for Painting field

lines will be based upon a standard Flag Football grid.

1. Using a line spool and tape measure, find the end lines and sidelines for a flag football grid. A

standard flag football field is 300 ft. by 120 ft., meaning the ’50-yd line’ will be at 150 ft.

a. After drawing both sidelines, demarcate the Goal Lines, 20-yd lines, and 40-yd line for a

flag football field using the 300 ft. measuring tape.

2. To paint a line, draw the line spool between the two points you wish to connect. Ensure the line

is straight then stake at both ends so the line is taut. Using the paint striper, walk the course of

the line with the striper, depressing the handle to release an even coat of paint.

3. It is recommended to complete all sidelines / end lines before completing yard lines and extra

point lines. This is to ensure that yard lines and extra point lines are straight and level between

sidelines.

4. To find hash marks for a flag football field, measure the same distance from each side line along

the goal line. Mark the starting points for each hash line. Do this on both goal lines.

a. Draw a 300 ft. spool between the two adjacent hash line start points on adjacent goal

lines. Walk the line with the paint striper spraying every third step, the length of the field.

b. Repeat this step for the adjacent hash line.

Please refer to the field diagrams for differences in field grids among the various fields at the Rec

Sport Complex. In particular, note that Field 6 is the only field that can support full-sized Flag

Football fields.


CHALKING SOFTBALL & KICKBALL FIELDS

Fields 2-5 and Field 8 can support Softball and Kickball. It is the responsibility of the Outdoor

Complexes Staff to ensure that Softball and Kickball Fields are properly set-up, including the small

differences among Male & Co-Ed Softball Fields, as well as between Softball & Kickball fields.

Materials Needed for Softball & Kickball Set-Up:

- Chalk Machine w/ Chalk

- Inverted Paint Striper

- (1) Box of White Paint

- (1) 300 ft. Tape Measure

- (1) 300 ft. Line Spool

- (2) Two Stakes w/ Line Loops

- (1) Hammer

Softball Field Set-Up & Kickball Set-Up

Co-Rec Set-Up Differences will be in Red

Kickball Set-Up Differences will be in Blue

1. Establish the Batter’s Boxes

a. Using the Batter’s Box Metal Frame, place the frame so that the base is enclosed by the

frame with the long side of the box frame between the base and the pitchers mound. b. Trace the Batter’s Box with a hammer and remove the frame to Chalk the Box, or Chalk

the Box over top the metal frame.

2. Establish the Foul Line (Chalk)

a. Set a Stake at the Back Corner of the Base

b. Draw a Line from the Stake to the Grass, placing the line thru the mid of the 1st base plug

and on the outside edge of the 3rd

base plug. Ensure that the line is straight.

c. Walk the Chalk Machine along the line, chalking on the outside of the line.

d. Kickball requires a Bunt Arc that is 20 ft. from the back corner of the Base and between

Foul Lines. This line is also chalked.

3. Establish the Foul Line (Paint)

a. Set a Stake at the Edge of the Chalk foul line

and the Grass

b. Draw a line 120 ft. from that point in the

direction of the foul line. Stake the other end

so the line is taut.

c. Using a paint striper, walk the line and paint

on the outside edge to ensure the foul line is

straight from base to outfield.

d. Co-Rec Set-Up requires a Co-Rec Arc that

200 ft. from the back corner of the Base and between Foul Lines. This line is painted.


INTRAMURAL SPORTS FIELD SET-UP FLAG FOOTBALL

Equipment needed to set-up a Flag Football grid for competition is as follows:

8 Pylons

1 set of Field Markers (4 Goal Line ‘G’, 4 20-yd ‘20’, 2 40-yd ’40)

Flag Field Set-Up equipment should be stacked on the back shelves within the Recreational Sport

Building. Each shelf should contain a full set of pylons and markers to set-up one (1) flag football field

grid.

To complete a Flag Football grid:

Place a Pylon at each corner of the end-zones

o 2 at each corner of the side line & Goal Line

o 2 at each corner of the side line & back line

Place a Field Marker at the corresponding field line (i.e.

‘20’ at 20-yd line)

o Field Markers should be set 1-yd from the side

line as shown in the image to the right

SOFTBALL

Equipment needed to set-up Softball for competition is as

follows:

One (1) First-Base w/ Runner Base

Two (2) Individual Bases

Large Kitchen Spoon / Gardening Scoop

10-12 Pylons

Softball Field Set-Up equipment should be stacked on the back

shelves within the Recreational Sport Building. Bases should

be separated between first bases with runner bases and

individual bases.


To complete a Softball Grid:

Using the Spoon, remove the three base plugs and scoop any loose dirt/gravel from the plug hole

Place the bases in each base plug hole

o The First base should oriented so that the Runner Base is on the outside edge of the foul

line

Place a line of pylons along the roadside edge of the field as an Outfield Warning Track

ULTIMATE FRISBEE SET-UP

The equipment needed to set-up Ultimate Frisbee is as follows:

8 Pylons

Ultimate Frisbee Set-Up equipment should be stacked on the back shelves in the Recreational Sport

Building. If Ultimate Frisbee and Softball occur on the same night, use the same set of pylons for the

Softball warning track and the Ultimate Frisbee field.

To complete an Ultimate Frisbee grid:

Place pylons on the four corners of the end zones

o Two pylons at each Goal Line

o Two pylons at each End Line

SOCCER SET-UP

Outdoor Complexes Staff is responsible for unlocking and locking the soccer goals when Intramural

Soccer occurs. To unlock the soccer goals, remove the M-89 Locks and Chains and keep until soccer

goals need to be locked again.

Soccer goals should be placed on alternate ends of

the field each night to allow for even field cutting by

FMD.

Soccer goals should be moved into the mulch on

Field 7 every Thursday night after the conclusion of

Intramural Sports.


COMPLEX MAINTENANCE

KEY INVENTORY

Staff are responsible for the Rec Sport Complex keys and one staff member should have them on-

person at all times while on the shift. Below is a list of the keys available to staff and what they access:

Key Location

“Master” Master Padlocks

3DK10 Batting Cages

3DL2 Storage Room #2 – Main

Building

3DL12 ?

3DL6 Jail – Main Building

3DL9 Main Building

3DN1 Tennis Court Bathrooms

3DN4 Tennis Court Storage Room

68A35 Red Gate to Trails

M89 Padlocks, Janitor Closet,

Lake Herrick Main Gate

SM3DM Lake Herrick Storage

Staff are responsible for the Club Sport Complex keys and one staff member should have them on-

person at all times while on shift. The Club Sport Complex keys are as follows:

Key Location

M89 Complex Gate, Complex

Bathrooms, Complex Storage


FIELD MAINTENANCE – WATER DAMAGE

Outdoor Complexes Staff is ensuring the maintenance of safe playing surfaces at the Recreational

Sport and Club Sport Complexes. This includes determining whether the fields are safe to play on. To

determine whether a playing surface is suitable for activity, look for one or all of the following criteria:

(1) Water pools on the surface of a field.

(2) Water seeps from the field when pressure is applied with the foot.

(3) Grass and/or the surface moves when torsion pressure is applied with the foot.

If any of these criteria are presented, part or all of the field should be closed from activity, depending

on the severity and size of water damage.


TENNIS COURTS

The Rec Sport Complex hosts 15 hard surface tennis courts that receive some of the heaviest traffic of

all of our facilities. It is the Outdoor Complexes Staff’s responsibility to maintain these tennis courts.

OC Staff’s Responsibilities at Tennis Courts:

1. Trash Pick-Up

a. Black Cans at the Entrances of each set of courts

b. Gray Cans on each set of courts

c. Cans at the Tennis Pavilion

2. Windscreen Maintenance

o If a Windscreen is down, please do the following:

Raise the Windscreen to be within 2-3 Chain links from the top of the fence

Secure the Windscreen using 75-lb. tensile strength zip-ties

Place two (2) zip-ties at each end and at each fence pole

Place one (1) zip-tie at all other rivet holes

Tighten and Fasten the Middle Line of the Windscreen (this line should be taut)

Secure the Windscreen on the sides with zip-ties

Windscreens should look as follows:

3. Tennis Net Maintenance

a. Net Middle Strap

b. Net Condition

i. Replace Net if existing Net is excessively torn, frayed or broken.


FIELD CREW EQUIPMENT MAINTENANCE

The Field Crew utilizes the following equipment on a daily and/or weekly basis to complete

operational responsibilities:

Inverted Paint Stripers

Chalk Striper

Field Markers / Pylons / Cones

5- and 10- Gallon Water Coolers

Ladders

Electric Blower

Field Crew staff are expected to use, maintain, and store all equipment according to product

descriptions. That is, all equipment should be treated with care and caution so as to avoid unnecessary

or preventable damage to equipment. Equipment is not cheap and it is our responsibility to ensure the

longevity and effectiveness of all equipment utilized by the Field Crew staff.

INVENTORY

Outdoor Complexes Staff is expected to keep a running inventory of equipment at the Recreational

Sport and Club Sport Complexes. This inventory includes documentation of any equipment that is lost

or damaged as well as a running inventory of paint usage.

Paint inventory should be updated on daily basis depending on the usage of paint. Inventory items

should include the amount of paint used, the color of paint used, and the program area paint was used

for. All paint used for Club Sports should be noted on the Club Sport Equipment Check Out forms.

PATRON RELATIONS

Outdoor Complexes Staff function as the backbone of

the Recreational and Club Sport Complexes. It is our

mission to provide the highest standard of customer

service through provision of the best facilities possible

to our patron groups.

Outdoor Complexes Staff are expected to uphold the

Golden Rule when dealing with any patron groups. In

the situation that a OC Staff member must confront a

patron to enforce rules or prevent unruly behavior, they

should do so with professionalism and courtesy.

Confrontation is a necessary aspect of the job to maintain a safe, inclusive, and engaging

environment at the fields, however Staff should not display confrontational behavior or language

to any patrons.


GEORGIA GAME DAY OPERATIONS

GAME DAY PREPARATION

The Recreational Sport Complex is used as an auxiliary parking site for UGA Athletics on Georgia

Game Days. The Outdoor Complexes Staff is responsible for ensuring that the facility is ready for

Game Day parking the Friday before any Home football game. The following procedures must be

followed:

(1) Lock Gates for Fields 1-5 & 7 with

M-89 Locks no later than 5pm

a. Use M-89 locks and chains

typically used to secure Soccer

goals on Field 7

(2) All Tennis Court gates are chained

and locked no later than 5pm

(3) Traffic Cones are placed over all Field Water Boxes, especially on Fields 1-5 a. In applicable, remove any ‘Field Closed’ signs on Fields 1-5

(4) The Dept. of Rec Sports Van & Truck are transported from the Ramsey Surface Lot to

the Rec Sport Complex and park next to the Rec Sport Building no later than 6pm the

day prior to Game Day

a. Place Van & Truck keys in the Batting Cage Office

(5) Empty All Facility Trash

(6) Lock Facility Restrooms at Rec Sport Building and Tennis Pavilion

GAME DAY BREAKDOWN

The Outdoor Complexes Staff is responsible for opening the facility by no later than 12pm the Sunday

following any Home football game. The Sunday Opening Shift will perform the following procedure to

open the Rec Sport Complex:

(1) Unlock all Field Gates & Tennis Courts

a. Return M-89 Locks and re-Secure Soccer Goals on Field 7

(2) Pick-Up all Traffic Cones and Survey fields for trash / debris / hazardous items

(3) Unlock restrooms at Rec Sport Building and Tennis Pavilions

(4) Return Dept. of Rec Sports Van & Truck to the state vehicle spots at the Ramsey

surface lot.


REPORTING – RECREATIONAL SPORTS COMPLEX

Outdoor Complexes Staff are responsible for correct and accurate reporting of the following:

Facility Patron Counts

Incident Reports (i.e. Injuries / Accidents / EMS)

Inventory (i.e. Paint / Chalk)

Employee Performance Reports

Event Reports (i.e. Club Sport Matches / Rec Sport Tournaments / Special Events)

Reports should be completed thoroughly and filed accordingly. Below are details important for the

correct completion of reports for Patron Counts, Incident Reports and Inventory Reports.

FACILITY PATRON COUNTS

Facility Patron Counts are part of the Outdoor Complexes’ Staff daily responsibilities. Accuracy in

daily counts is important as they represent the number of patrons the Staff and facility serve on a daily,

weekly, and monthly basis.

Counts should be:

On an hour-by-hour basis through the duration of all shifts

Accurately distinguished by facility area (i.e. Field 1 / Field 2 / Field 3 etc. etc.)

Encompass all patron groups (i.e. Intramural participants / Redcoat Band etc.)

Staff should do the following when performing Counts:

Provide notes / initials for each Count performed

Avoid duplicating patron numbers

Communicate between shifts when Counts were performed

File all completed Count sheets in chronological order in the Outdoor Complexes Documents

binder.


INCIDENT REPORTS

Incident Reports must be completed for any injury and/or incident that requires attention from the

Outdoor Complexes Staff. Blank Incident Report forms are kept in the Outdoor Complexes Documents

binder.

Information that must be Included when Completing an Incident Report:

Day / Date / Time of Incident

Name / Address / Student Information of patron(s)

o If person(s) is not a UGA student/faculty, record their University and/or Employer

Classification & Description of the Incident

o Nature of Injury / Illness / Incident

o Affected Body Part / Area

Location / Program Area of Incident

o Pertinent Options include: Batting Cages / Club Sport Complex / Rec Sport Complex /

Tennis Courts

Name & Information of a Witness

Action Taken

Treatment Administered

o If no treatment is administered, please note that

Signature of OC Staff reporting

Signature of Patron(s)

INVENTORY

Outdoor Complexes Staff should maintain a running inventory of Paint and Chalk used to prepare the

Intramural Sports fields. Club Sports Equipment Check is included in this inventory.

Information to include on Paint / Chalk inventory:

Date of Use

Amount of Paint / Chalk used

o Denote in Boxes and/or Cans for Paint

Program Area Paint/Chalk used for

o i.e. Intramural Sports / Special Event / Club Sports

Amount of Paint / Chalk Before Use & Amount of Paint / Chalk After Use


CLUB SPORT COMPLEX OPERATIONS

The Club Sport Complex was established

in 2009 and is home to eight of UGA’s

Club Sports teams:

Men’s & Women’s Rugby

Men’s & Women’s Soccer

Men’s & Women’s Lacrosse

Men’s & Women’s Ultimate

The Outdoor Complexes Staff is

responsible for supervision of the Club

Sport Complex, including all scheduled

club practices and competitions.

OPENING & CLOSING PROCEDURES – CLUB SPORT COMPLEX

To Open the Club Sport Complex, use the following procedure:

Clock in using the Kronos station at the Rec Sport Complex

Receive the Blue Club Sport Key (M-89) from the Batting Cage Office

Drive to the Club Sport Complex

o Address: 2435 South Milledge Rd., Athens, GA, 30605

Unlock the Club Sport Gate w/ the Blue Club Sport Key

o Flip the Club Sport Sign from ‘Fields Closed’ to ‘Fields Open’

Unlock the Club Sport Building w/ the Blue Club Sport Key

o Checklist:

Unlock Bathrooms

Unlock Club Sport Storage Room

Set Up a Table & Chairs for Staff

Ensure Necessary Paperwork is Available (i.e. Incident Reports, Team Waivers,

Team Rosters, Equipment Checkout)


To Close the Club Sport Complex, use the following procedure:

Return all Equipment / Tables / Coolers to the Club Sport Storage Room

Turn off Facility Lights

Lock the Building w/ the Blue Club Sport Key

o Lock Storage Room

o Lock Basement

o Lock Bathrooms

Pick-Up any Trash / Debris left on the Field

Pick-Up any Lost & Found and Return to Rec Sport Complex Lost & Found

Be the Last to Leave the Facility

Lock the Club Sport Gate

Flip the Club Sport Sign from ‘Fields Open’ to ‘Fields Closed’

Return to Rec Sport Complex to Clock Out

o Return Blue Club Sport Key to the Batting Cage Office

o Lock the Rec Sport Complex

LIGHTS AT CLUB SPORT COMPLEX

To turn ON / OFF the lights at the Club Sport Complex, simply flip the Master switch located in the

Basement of the Club Sport Complex. DO NOT flip the switch to Auto, as this will have no effect.

WATER AT CLUB SPORT COMPLEX

To turn ON / OFF water at the Club Sport Complex, turn the Master level Parallel / Perpendicular with

the pipe located in the back left corner of the Basement of the Club Sport Complex. When the level is

Parallel with the pipe, water is flowing.

Water is turned off at the Complex during the winter to prevent pipes freezing. Be sure to release any

excess water in pipes after turning off water.


Outdoor Complexes

EMERGENCY ACTION PLAN

How to Prevent, Identify & React to Emergencies


Emergency Contacts In the event of an emergency, it is important to contact the appropriate person(s) regarding the emergency. Below is a list of all contacts for emergency situations:

**In the case of a dangerous or life-threatening event, contact 9-1-1 immediately**

Medical Emergency: life threatening event or major injury

Title Name Work Phone Cell Phone

Complex Graduate Assistant

Matt Kasten 704-301-1934 704-301-1934

Complex Senior Coordinator

Libby James 706-542-5060

Facilities Assistant Director

Jeff Haug 3-0346

Non-Medical Emergency: rule enforcement, n0n-compliant patron, break-in, or vandalism

Title Name Work Phone Cell Phone

Complex Graduate Assistant

Matt Kasten 704-301-1934 704-301-1934

Complex Senior Coordinator

Libby James 706-542-5060

Intramural Contacts: Need to be contacted if any event occurs during/affecting Intramural Sports

Title Name Work Phone

Graduate Assistant Billy Waechter 2-5060

Graduate Assistant Heather Marshall 2-5060

Specialist Matt Levy 2-5060

Senior Coordinator Jason James 2-5060

Other Important Contacts: Ramsey Admissions Desk 542-1454 UGA Campus Police 542-2200 Lake Herrick 369-5809 Rec Sports Main Office 542-5060 Intramural Sports Weather Hotline 542-8648


Medical Emergencies Medical Emergencies can occur at any time, in any place, and any degree of severity. From bruises to cardiovascular events, it is imperative that our staff be attentive to, knowledgeable of, and reactive to any possible medical emergencies that may occur at the Outdoor Complexes. This section seeks to delineate the various types of emergencies that a staff member may encounter and should be prepared to address. In the event of a Medical Emergency requiring EMS personnel, Rec Sports staff should be aware of the nearest access point for EMS personnel. A Rec Sports staff must wait at the access point for EMS personnel in order to direct EMS to the site of emergency.

Check – Call – Care – Report

“Check – Call – Care – Report” is the primary approach all Recreation Sport staff should take toward addressing medical emergencies. Using this approach, staff should be able to provide effective, comprehensive medical attention and to contact the appropriate person(s) regarding those emergencies.

Check

Call

Care

Report

Check that the scene/environment is safe for you - Are there gaseous odors? - Is there fire? - Is there potential for something to fall onto you while responding? Check the Victim - Are they unconscious? - Are they breathing? - Are they showing signs of life? - Are they severely bleeding

Call 911 immediately

if: -Victim is Unconscious -Victim is Not Showing Signs of Life -Troubled Breathing -Persistent Chest Pain Provide Following Information to EMS Dispatcher: -Name & Number You are calling from -Brief description of what happened -Your Exact Location Intramural Complex Intersection of College Station Rd. & River Rd. Club Sport Complex 2435 S. Milledge Ave.

Care for the victim(s) w/in your scope: Provide CPR Until an AED is made available or EMT Arrives First Aid Scope is limited but with Red Cross Certification, scope allows for: - Icing - Preparation of Arm Sling - Preparation of Splint - Basic Bandaging Always Wear Protective Gloves/Masks/Gear when Providing Care/First Aid

Report Medical Emergencies to Appropriate Supervisors Contact Sheet located on Page 3. EMT - Must Contact Libby James Methods of Reporting: - Incident Report - Post-Shift Email Report - Call


Types of Medical Emergencies

Cardiovascular Event: Heart Attack | Stroke | Heat-Related Heart Attack Heart Attacks of all severities can be lethal and ought to be treated as such in emergency response. Heart Attacks can be sudden, unexpected, and happen to even seemingly healthy individuals; therefore it is imperative for all Outdoor Complex Staff to be aware of and attentive to the common signs and symptoms of Heart Attacks. Common Signs & Symptoms:

Chest Pain or Discomfort – Often located over the chest or on the Left Upper Extremity

Upper Body Discomfort – Pain or Discomfort in the back/shoulders/neck/jaw/upper torso

Shortness of Breath

Breaking Out in a Cold Sweat

Feelings of Unusual Fatigue

Nausea & Vomiting Stroke According the National Institutes of Health, a stroke is an event in which the flow of oxygen-rich blood is stopped to any part of the brain. Strokes can result in brain tissue death within a period of a few minutes and must be responded to with utmost urgency. Common Signs & Symptoms:

Sudden Weakness

Paralysis of numbness face, arms, and legs – especially on one side of the body

Confusion

Troubled or Slowed/Slurred Speaking

Disrupted Vision/Blurry Vision

Loss of Consciousness

Loss of Balance & Coordination

Sudden and Severe Headache


Heat Stroke & Heat Exhaustion Heat Stroke & Heat Exhaustion are both conditions caused by the body overheating as a result of prolonged physical exertion and exposure to high temperatures. Heat Stroke is the more serious of the two, however both conditions should be treated as urgent medical emergencies. Common Signs & Symptoms of Heat Stroke:

High Body Temperature – at or in excess of 100°

Altered Mental State or Behavior

Cool, Moist Skin w/ Goose Bumps

Nausea & Vomiting

Flushed Skin

Rapid Breathing & Heart Rate Common Signs & Symptoms of Heat Exhaustion:

Cool, Moist Skin w/ Goose Bumps

Heavy Sweating

Faintness and Dizziness

Excessive Fatigue

Weak, Rapid Pulse

Muscle Cramps

Nausea

Headache Responding to Cardiovascular Events


If you or a co-worker recognize a cardiovascular event or any of its signs & symptoms, immediately call 911. Using your Red Cross CPR/AED & First Aid knowledge, respond to the emergency accordingly, following summoning EMS: Heart Attack / Stroke

Check to see if the victim is unconscious or breathing o If victim is conscious and breathing, monitor them while you wait for EMS to arrive.

If victim is unconscious and not breathing, immediately begin CPR. o If a second responder is present, instruct them to receive an AED from the IM Building or Tennis

Pavilion, dependent upon which ever is closest

Continue providing CPR to victim until AED or EMS arrives to the location. Heat Exhaustion / Heat Stroke

Move patron(s) to a seated or supine-on-back position in a shaded are or indoors

If possible, cover their arms, neck, chest with wet towels & provide water

Douse patron(s) with water

Keep patron cool and comfortable as best as possible until EMS arrives

AED Locations at Outdoor Complexes

IM Building Next to Lockers

Backside of the Tennis Pavilions

Club Sport Complex Equipment Room


Musculoskeletal Damage: Fractures | Abrasions | Joint Injury The Recreational Sport Complex and Club Sport Complex serve as places of informal recreation, intramural sports and formalized Club Sport Practices and Competitions. A natural risk of any recreational activity is the potential for injury. It is the Outdoor Complex Staffs’ responsibility to be available and responsive in the event of an injury; as well as provide basic First Aid within the scope of their Red Cross CPR/AED & First Aid Certification. Below are the Red Cross Protocol for addressing Broken Bones, Abrasions, Lesions and Joint Injuries. Fractures Fractures are common sport injuries among all age groups and genders. Fractures can be classified as either OPEN Fractures or CLOSED Fractures; a categorization that indicates whether a fractured bone has broken the skin. Use the following protocol in the event of a fracture:

CHECK the scene to make sure the scene is safe for you to respond.

Call 911 Immediately

Clear the area surrounding the patron(s) and cover the fracture.

Avoid moving the exposed bone or limb

CARE for the patron(s) and monitor their mental/physical state o Shock can occur from any fracture, it is important to monitor for the onset of Shock

Remain with the patron(s) until EMS arrives. Abrasions This section will discuss instances where incurred abrasions lead to severe bleeding and wounds. EMS services should be contacted for bleeding when:

Bleeding cannot be stopped

Wounds show muscle, bone, involved joints, or are deep to the hands/feet

Large and/or Deep Wounds

Human or Animal Bites

Any Wounds to the Face

Skin or Body Parts have been torn away in any capacity Abrasions, Cuts, Scrapes, and Wounds can be fatal and ought to be responded to as urgent. Follow the below protocol when responding to these situations:

CHECK the scene to make sure the scene is safe for you to respond.


Cover the wound with a sterile dressing and apply direct pressure o ALWAYS WEAR PROTECTIVE GEAR to avoid direct contact with blood or bodily fluids o Remain with victim until EMS arrives; monitor for signs of shock/unconsciousness.


Joint Injuries For the purposes of our emergency preparedness, we will consider Joint Injuries separately from Fractures as Joint Injuries may not preclude fractures to bones within the Joint. To identify a Joint Injury, look for the following signs & symptoms:

Pain or Discomfort in or around the Joint

Bruising, Swelling or Discoloration of the Skin around a Joint

Impaired Mobility about a Joint

The area surrounding the Joint is cold or numb Joint Injuries are not necessarily fatal and may not necessitate EMS Services, unless a joint injury also involves a Fracture. To provide CARE for a joint injury, use the following protocol:

R.I.C.E. o Rest – Do not move the injured area o Immobilize – Stabilize the Injured Area in the position found o Cold – Provide an Ice Bag and Secure over Injured Area o Elevate – Only Elevate if it does not cause increased pain

Seizures Seizures can vary in types, duration, and severity as well as occur due to different causes with varying impact on the person(s) they affect. Most seizures can be related to epilepsy, a neurological disorder that causes seizures. Epilepsy, and seizures more generally, affects nearly 2.5 million adults in the U.S. with 150,000 new cases occurring annually. If you witness or respond to a seizure, adhere to the following protocol:

CHECK the Scene to ensure that it is safe for you to respond


Clear the area surrounding the victim to prevent personal injury

If not already there, slowly ease victim to floor and place a soft cloth or towel under their head

DO NOT HOLD THE PERSON DOWN OR ATTEMPT TO STOP THEIR MOVEMENTS

DO NOT PUT ANYTHING IN THE PERSON’S MOUTH o Turn the Person Gently to One side to help keep the airway clear

Remain with victim until the end of the seizure or EMS arrives.


Snake Bites

To care for someone bitten by a pit viper, such as a rattlesnake, copperhead or cotton mouth:

Summon EMS personnel – Dial 911

Wash the wound. Keep the injured area still and lower than the heart.

Remain with victim until EMS arrive To care for someone bitten by an elapid snake, such as a coral snake:

Summon EMS personnel

Wash the wound.

Apply an elastic roller bandage. Use a narrow bandage to wrap a hand or wrist, a medium-width bandage to wrap a leg.

o Check the circulation of the limb beyond where the bandage will be placed by noting changes in skin color and temperature.

o Place the end of the bandage against the skin and use overlapping turns. o Gently stretch the bandage while wrapping. The wrap should cover a long body section, such as

an arm or calf, beginning at the point farthest from the heart. For a joint like a knee or ankle, use figure-eight turns to support the joint.

o Always check the area above and below the injury site for warmth and color, especially fingers and toes, after applying an elastic roller bandage. By checking before and after bandaging, any tingling or numbness that is noticed can be determined to be from the bandaging or the injury.

o Check the snugness of the bandage—a finger should easily, but not loosely, pass under the bandage.

o Keep the injured area still and lower the heart.

For any snakebite, DO NOT:

Apply ice.

Cut the wound.

Apply suction.

Apply a tourniquet.

Use electric shock.


Handling Bodily Fluids Bodily Fluids refer to, but not exclusively, any amounts of blood, vomit, saliva that a patron(s) exude. If you are confronted with a situation that involves blood and other potentially infectious materials, utilize universal precautions: Treat all blood and body fluids as if they are infectious material

Isolate the spill and the area. Use appropriate personal protective equipment.

Latex gloves are the minimum amount of protection needed. Goggles and face shields are recommended. Closed Toed shoes MUST be worn when cleaning bodily fluids.

Contain any visible blood or body fluid.

Prevent the fluid from spreading by absorbing with paper towels as needed.

Remove solidified material and place in the red bio-hazard bag.

If any spill is mixed with sharp objects, such as broken glass and needles, use two pieces of cardboard to pick up any objects. Do not use your hands!

Decontaminate the area.

Use a 10% chlorine bleach solution or spray with Lysol. Allow to air dry for 15 minutes. Afterwards, remove any extra decontaminate by wiping it up.

Place all materials used to contain or disinfect a spill (including gloves) in red bag.

Place red bag in approved biohazard containers. (Located: behind ice machine in Intramural Sports Building. Do not use a regular garbage bag or place a red bag in a general waste disposal container.)

Wash your hands thoroughly with soap and water immediately after providing care.

Report all exposure incidents, regardless of how minor they appear to be, to your supervisor. If you have been exposed to blood or believe you have been exposed to blood, wash off any blood from your skin with soap and warm water. Contact your supervisor immediately.


Severe Weather

The safety of the Outdoor Complex Staff, as well as the patrons that frequent our facilities on a daily basis is of utmost importance. Though the Outdoor Complexes are a vital amenity that the Department of Recreational Sports offers to the UGA community, their use requires a heightened awareness for the dangers of Severe Weather. This section seeks to delineate the predominant concerns in regards to Severe Weather, as well as the procedures all Outdoor Complex Staff should following in reacting to Severe Weather. Lightning In the instance of a severe thunderstorm involving lightning, there are two primary objectives in responding:

Clear All Fields

Move All Patrons and Staff to Lightning Safe Structures Lightning-Safe Structures are defined as: “any sturdy, fully enclosed, substantial, and frequently inhabited building that has plumbing and/or electrical wiring that acts to electrically ground the structure.” Lightning-Safe Structures at the Outdoor Complexes are as follow:

Intramural Sports Building Next to Field 3

Intramural Sports Restrooms Next to Field 3

Intramural Sports Fields Parking Deck (Except Top Level)

Tennis Court Pavilion & Restrooms

Restrooms at Club Sports Complex Emergency Response for Lightning needs to be enacted if:

Lightning is Spotted o Lightning refers to Cloud – to – Ground Lightning

Both the SkyScan Lightning Detector & Weatherbug Spark App denote Lightning within an 8-mile radius of the Facility

o SkyScan Lightning Detector must be sitting upright on a stable surface, away from any devices that may emit radio or electromagnetic waves (i.e. Radios / Ipads / Cell Phones)

If Lightning is spotted, or it is determined that Lightning poses an emergency risk, all Intramural Fields and the Club Complex Field should be cleared as safely and efficiently as possible. The next page features our protocols for clearing the fields in the situation that Intramural Sports are and are not ongoing at the Outdoor Complexes


Intramural Sports Are Ongoing

Collaborate with Intramural Sports Site Managers/Graduate Assistants/Intramural Sports Professional Staff and decide that Fields should be Closed & Cleared.

Allow Intramural Sports Staff to clear all Intramural Sports Participants and Direct Towards the Parking Deck or Personal Vehicles.

Outdoor Crew circumnavigate all Fields of the Complex removing any non-Intramural Sports participants to a Lightning-Safe Structure or Personal Vehicle.

Upon Clearing Fields, return to the IM Building.

For the duration of the storm, circumnavigate the Fields every 20 minutes to ensure patrons remain off the premises.

Intramural Sports Are Not Ongoing

Communicate with Graduate Assistant or Outdoor Complex Professional Staff to establish decision that Fields should be Closed & Cleared.

Outdoor Crew circumnavigate all Fields of the Complex removing any patrons to a Lightning-Safe Structure or Personal Vehicle

Upon Clearing Fields, return to the Intramural Sports Building

For the duration of the storm, circumnavigate the Fields every 20 minutes to ensure patrons remain off the premises.

In the situation of a Delay Due to Lightning, The first strike incurs a 30 minute delay. Every subsequent strike resets the 30 minute delay. Winter Weather Advisory In the situation of a Winter Weather Advisory, a combination of snow, sleet, and/or freezing rain is expected. According to the National Weather Service, advisories indicate weather conditions that are expected to cause significant inconveniences and may be hazardous.

In the event that a winter weather results from a Winter Weather Advisory, the Outdoor Complexes will be prepared and the Outdoor Crew will respond accordingly:

Clear All Fields & Courts

Close & Lock All Field Gates & Tennis Court Gates

Change the Electronic Sign to Read ‘All Fields Closed’

Place ‘Fields Closed’ Barriers at the front of the Complex & Between Fields 4 & 6.

Move all Equipment / Mules Indoors

**In the situation of extreme cold, shut off Water Valve at Club Sport Complex**


Tornado

Tornadoes can be unpredictable and any severe thunderstorms with the potential to create tornadoes should be monitored closely. There are two levels of Emergency Alert for Tornadoes:

Tornado Watch Under a Tornado Watch, the National Weather Service has issued a warning indicating that tornadoes are possible in the area. Tornado Warning A Tornado Warning is issued when a tornado has been sighted, or indicated by weather radar, in the area.

In the situation of a Tornado Warning, All Fields and Complexes must be Closed & Cleared Effective Immediately. Patrons & Staff should relocate immediately to the Basement Floor of the IM Parking Deck or within the IM & Tennis Court Restrooms. Patrons & Staff should not leave these areas until the storm has passed.


Unruly, Suspicious, and Dangerous Person(s)

With the growing prevalence of Incidents involving the use of deadly violence on College Campuses, as well as the nature of open access for the Outdoor Complexes, it is of utmost importance that our staff be knowledgeable in procedures regarding Suspicious and Dangerous Person(s) as well as in an a situation where an Active Shooter is Present. Check-Call-Care-Report It is important to reiterate the overall approach of Check-Call-Care-Report for Emergency Response. In a situation of a Dangerous Person(s), the Outdoor Complex Staff should ALWAYS:

CHECK that the scene is safe for them to respond

CALL 911 Immediately

CARE for themselves and those around them as best they can

REPORT Fight and/or Unruly Patron/Spectator(s) If an altercation occurs between patrons and/or spectators, perform the following:

Notify 911 immediately

Notify an Intramural Sports or Outdoor Complex Supervisor immediately o If the Graduate Assistant or Pro Staff is not present, notify accordingly

Do not attempt to negotiate the altercation

Move non-participating patrons away from the altercation

Wait for the arrival of UGA Police In any situation that a general disturbance or patron altercation occurs, an Outdoor Complexes staff must fill out an incident report with the patron(s) information and an explicit description of the event. Suspicious Person(s) Reports of a Suspicious Person(s) on or around the Outdoor Complexes should be treated with a uniform seriousness. A Staff person should alert any present Managers, Graduate Assistants or Professional Specialists to the Person(s). Staff should then monitor the person and notify Contatct 911 immediately if the Person(s) appear to intend to harass or injure one or more individuals at the Outdoor Complex.


Active Shooter(s) In the situation of an Active Shooter(s) there are several steps for a Staff Member to make:

If Possible, CALL 911 Immediately

Remove Themselves and as many others possible from the area of the threat and away from the Outdoor Complexes

If Staff & Patrons cannot escape, it is advised to lock themselves within a building and remain quiet until Authorities Arrive

The goal of the Emergency Response to Active Shooter(s) is to reduce the risk of serious harm and injury to Outdoor Crew Staff and Outdoor Complex Patrons as best as possible.


Recognition of Completion

I, ___________________________, acknowledge and accept the responsibilities implicit with my position on the Outdoor Complexes Staff. With my signature, I agree to follow and enforce, to the best of my ability, the protocols for Medical Emergencies, Adverse Weather, and Dangerous Persons. I certify that I have been made aware of the above protocols and will enact those protocols if necessary. ___________________________________ _______________ Staff Signature Date ___________________________________ _______________ Supervisor Signature Date


References

i The American National Red Cross. (2007). Be Red Cross Ready. Retrieved from https://www.redcross.org/flash/brr/English-html/action-steps.asp ii National Institutes of Health. (2013). What Are the Symptoms of a Heart Attack? Retrieved from http://www.nhlbi.nih.gov/health/health-topics/topics/heartattack/signs.html iii National Institutes of Health. (2014). What Are the Signs and Symptoms of a Stroke? Retrieved from http://www.nhlbi.nih.gov/health/health-topics/topics/stroke/signs.html iv Mayo Clinic. (2014). Heatstroke. Retrieved from http://www.mayoclinic.org/diseases-conditions/heat-stroke/basics/symptoms/con-20032814 v Mayo Clinic. (2011). Heat Exhaustion. Retrieved from http://www.mayoclinic.org/diseases-conditions/heat-exhaustion/basics/symptoms/con-20033366 vi American Red Cross. (2008). Emergency Reference Guide. Retrieved from http://www.redcross.org/images/MEDIA_CustomProductCatalog/m4440138_Babysitting_Emergency_Reference_Guide.pdf vii Center for Disease Control . (2011). First Aid for Seizures. Retrieved from http://www.cdc.gov/epilepsy/basics/first_aid.htm

https://www.redcross.org/flash/brr/English-html/action-steps.asp

https://www.redcross.org/flash/brr/English-html/action-steps.asp

http://www.nhlbi.nih.gov/health/health-topics/topics/heartattack/signs.html

http://www.nhlbi.nih.gov/health/health-topics/topics/stroke/signs.html

http://www.mayoclinic.org/diseases-conditions/heat-stroke/basics/symptoms/con-20032814

http://www.mayoclinic.org/diseases-conditions/heat-stroke/basics/symptoms/con-20032814

http://www.mayoclinic.org/diseases-conditions/heat-exhaustion/basics/symptoms/con-20033366

http://www.mayoclinic.org/diseases-conditions/heat-exhaustion/basics/symptoms/con-20033366

http://www.redcross.org/images/MEDIA_CustomProductCatalog/m4440138_Babysitting_Emergency_Reference_Guide.pdf

http://www.cdc.gov/epilepsy/basics/first_aid.htm

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