CASE STUDY

Why is documentation so important to summer camps?

It has be said, “If it is not written down, it never happened.” 

You initial reaction to this statement may be, “Great, I would love it if I never have to deal with the problems we face at our camp again!”

Unfortunately we live in a society where documentation is critical. Every year, summer camps around the world face lawsuits as a result of incidents that have happened at camp.

So how can you protect your guests, staff and camping organization from needless accidents and potential legal trouble?

1. Document everything! It is nearly impossible to recall details of important incidents and events after the fact. Write the details down immediately and you will have a permanent and accurate record of what really happened.

2. Record Incident Details! Abnormal camp activity must be recorded and filed. It is not uncommon for injuries to be aggravated months or years after they occur. If this happens, doctors and insurance agents will want answers from you about what has happened. Allegations of abuse often come years after the abuse allegedly occurred. In the case that your camp is sued, you must have notes and files to fall back on about those involved in the litigation.

3. Investigation and Reporting will lead to incident prevention. Your team of camp leaders must understand why incidents occur at your camp. When you identify and understand patterns and trends, you will be in a position to make changes to prevent further problems and protect you people from future harm.

If you’ve been in camp leadership for any length of time you will be first to admit that a lot of interesting and unfortunate things happen at camp. Anytime you bring a large group of children into a fast-paced camp environment and place them under the care of teens and young adults, the potential from problems is immanent.

Realizing the importance of documentation and the recording of incidents and incident investigations is the first step towards achieving long-term success through your camp programs.

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