Summer programs are distinctly different from your school-year offerings.
These programs can involve different students than those enrolled in your full-time classes, meaning students may not be well-versed in your standards and mission. And summer program families may not be familiar with your school and “how we do things here.”
Similarly, summer program curricula are often different from your classroom structure throughout the school year. You might offer swimming lessons, archery, nature exploration, or theater programs, in addition to academics and sporting events.
These differing courses may require staff members who are not part of your full-time team. These employees, much like your summer-only students, may also not understand your school’s overall mission and how it relates to the summer program.
These differences propose new risks. The Business Office, along with the Summer Program Director and School Head, will need to consider how to approach your summer program.
Where to start? Martin Kelly, President of ISM Insurance Inc., shares some thoughts for reducing risk pertaining to your school’s summer program.
For your convenience, we’ve provided the full summer program risk checklist below. Print it out, use it yourself in the Business Office, and share it with your school’s summer program team as you continue to plan next year’s offerings.
Summer Program Risk Checklist
- I know the goals for my school’s summer program.
- I know what is expected of me.
- I’ve aligned expectations with my summer program team—this includes the Summer Program Director, School Head, Business Office, and Facilities Manager.
- I am aware of (and have approved) all planned activities, locations, and vendors.
- I have communicated these plans to the summer program team.
- I have, or I know the Business Office has, made my insurance company aware of all of our activities—and, accordingly, I know all activities and community members are protected.
- I understand all legal procedures for interviewing, hiring, supervising, and terminating employees of the summer program.
- I know my school has conducted background checks on every adult involved in the summer program.
- I know my summer program staff is trained in and ready to respond to an emergency. This includes CPR, basic safety drills, and what to do in case of an injury or accident.
- I have vetted our process for collecting and maintaining student health records legally, and know who must have access to the records, including when needing to treat an injury.
- I can confirm that all facilities, including fields, playgrounds, and equipment, have been checked and certified.
- I have set clear behavioral expectations for staff, students, and parents and have communicated these policies verbally and through separate employee and participant handbooks.
- I have provided the appropriate training for staff on topics including bullying, misconduct, harassment, and diversity.
- I have formal reporting and investigation protocols in place.
- I am aware of any state-specific camp or program requirements and have made the appropriate arrangements.
Use this checklist to provide peace of mind, while also helping to significantly reduce your chance of an accident, injury, or lawsuit.
Additional ISM Resources:
The Source for School Heads Vol. 16 No. 8 Use This Summer Program Checklist to Protect Your Students and School
The Source for Private School News Vol. 17 No. 1 Start Planning Next Year’s Summer Program Now
Additional ISM resources for Gold members:
I&P Vol. 40 No. 5 13 Summer Program: The Third ‘Semester’—Lower and Middle School
I&P Vol. 42 No. 2 Paying Your Summer Program Director
