university of georgia outdoor complexes manual
TRANSCRIPT
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
Outdoor Complexes | 3
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.
Outdoor Complexes | 4
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.
Outdoor Complexes | 5
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 | 7
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.
Outdoor Complexes | 8
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
Outdoor Complexes | 11
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
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 | 14
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 | 16
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
Outdoor Complexes | 17
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.
Outdoor Complexes | 19
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.
Outdoor Complexes | 20
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.
Outdoor Complexes | 21
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.
Outdoor Complexes | 22
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.
Outdoor Complexes | 23
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.
Outdoor Complexes | 24
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
Outdoor Complexes | 25
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.
Outdoor Complexes | 26
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.
Outdoor Complexes | 27
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.
Outdoor Complexes | 28
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.
Outdoor Complexes | 29
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.
Outdoor Complexes | 30
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
Outdoor Complexes | 31
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)
Outdoor Complexes | 32
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 | 33
Outdoor Complexes
EMERGENCY ACTION PLAN
How to Prevent, Identify & React to Emergencies
Outdoor Complexes | 34
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
Outdoor Complexes | 35
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
Outdoor Complexes | 36
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
Outdoor Complexes | 37
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
Outdoor Complexes | 38
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
Outdoor Complexes | 39
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.
Call 911 Immediately
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.
Outdoor Complexes | 40
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
Call 911 Immediately
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.
Outdoor Complexes | 41
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.
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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.
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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
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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**
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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.
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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.
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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.
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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
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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