By Dr. Richard P. Borkowski
Richard P. Borkowski, EdD, CMAA, is a sport safety consultant based in Narberth, Pa. The former Director of Physical Education and Athletics at the Episcopal Academy in Merion, Pa., his most recent book is titled Coaching for Safety, A Risk Management Handbook for High School Coaches, published by ESD112.
Athletic Management, 18.2, February/March 2006, http://www.momentummedia.com/articles/am/am1802/gpbeforepack.htm
Your basketball coach tells you her team has been invited to a tournament that she is sure will be fantastic. It will involve an overnight and extra planning, but she promises you the team will do all the necessary fundraising and that it will be a great experience for the kids.
As she bubbles with excitement while explaining the details, all you can think of are the potential risks: long-distance travel, overseeing kids in a whole new environment, overnight sleep arrangements, finding chaperones, emergencies, and accidents.
To compete with club teams, many coaches today feel the need to plan exciting competitive experiences for their athletes that include overnight travel. But chaperoning a group of student-athletes for several days, on and off the field, is full of safety risks if you’re not prepared. This article will get you prepared.
A Good Idea?
Before significant planning is done for any type of overnight trip, the idea should go through an approval process. The first step is for the coach to come up with a sound reason for the experience. If something does go wrong, the first question parents will ask is: Why was this trip taken in the first place?
Ask the coach to write a mission statement explaining the purpose of the trip. Then evaluate whether that mission matches the vision of your athletic department and school. If it doesn’t, the trip may not be a good idea. If it does, having the purpose of the trip in writing will help keep everyone on the right course.
I once asked a coach what his team would be able to do better in Virginia during a spring break than on our school grounds. When he came to the conclusion that the only answer was "spend money," the team stayed home.
The next step is talking to central administration. Get the approval of your principal. Sit down with the risk-management officer to review all areas of concern, including the school’s insurance coverage. Meet with whoever oversees student discipline to go over his or her concerns.
Ready for Anything
With the input from upper-level administrators in hand, sit down with the team’s coach and compile rules and expectations for the trip. Start by reviewing all school and athletic department policies on overnight trips, then discuss some of the details of the particular event. Ask the coach to put together a day-to-day itinerary.
Next, figure out how many chaperones your coach will need. Some suggest a ratio of one coach or chaperone for every eight players. The quality of the supervisor, however, is more important than any exact ratio.
The best scenario is for coaches, assistant coaches, and their spouses to be chaperones. A non-coaching faculty member is also a good idea. If you need parents to be chaperones, take the time to think through who to ask. This part of the puzzle is very important for both safety and public relations. You might even consider interviewing potential parent-chaperones before choosing who goes along.
A negative situation can arise when you have too many chaperones. The head coach ends up spending more time coordinating the parent-chaperones than actually being a chaperone. If parents volunteer after your supervision is already in place, thank them and suggest they make their own arrangements to watch the team.
It’s also important to have a pre-trip meeting with parents, players, chaperones, and coaches. Go over the purpose of the trip, rules, behavior expectations, and everyone’s responsibilities. State very clearly that any violations will be subject to school disciplinary action. Explain that chaperones will supervise according to athletic department policy, not according to what they let their own children do at home.
I would also suggest going over the serious consequences of hazing. There are too many recent stories across the nation of hazing occurring during overnight stays.
At the meeting, pass out the written itinerary and contact information. It should include:
• Names and phone numbers of coaches, players, and chaperones.
• Names and phone numbers of school and transportation services.
• Names and contact numbers of where the team will be staying.
• Names and contact numbers of where the team will be practicing and competing.
• A day-to-day list of activities, including travel routes.
Next, ask the parents to fill out permission slips and emergency contact information. The forms should have dates of the trip, family contact numbers, a physician contact number, and space for any special requirements. Include an informed-consent statement which states that the participant and parents have read all the itinerary information, including the rules section, and waive claims for any damages in case of injury or death.
All Aboard
Teams usually have several options for transportation, including commercial bus companies, school buses, vans, and private cars. While I suggest certified commercial transportation for trips, this is not always feasible. Availability, budgets, and size of the team will make the final determination.
Unless you will be using commercial transportation, drivers are a major safety consideration. I would suggest that students not be allowed to drive, and that all drivers must be over 21. Use your adult chaperones and assistant coaches as drivers. Also, check that each driver has a valid license, a safe driving record, and appropriate insurance.
Travel plans should include a specific route and planned rest stops. Don’t risk getting lost or having a driver fall asleep at the wheel. Have a policy on what conditions warrant changing the travel plans, such as bad weather or a mechanical problem.
A few more tips:
• Vehicles should carry only the number of passengers suggested by the manufacturer.
• All vehicles should be recently checked by a mechanic.
• Compile a list of all license plate numbers and vehicle descriptions.
• A working seatbelt should be worn by each passenger.
Supervision Is Key
Coaches and chaperones should have a complete plan for supervision. The first consideration is how to handle any athlete injuries or emergencies. Remember the first aid kit and keep team emergency information cards in it. If an athletic trainer isn’t coming along, make arrangements with local schools and EMT services for additional medical coverage.
Next, all coaches and chaperones should discuss how to supervise the particular group of students. Taking two senior wrestlers to the state tournament is very different from taking the entire team to a tournament at the start of the season.
Also, decide how much freedom the kids will be allowed during any downtime. As a minimum, make sure players inform the coach as to where they are going and when they plan to return. They should always go with at least one other athlete. Some athletic departments may use a stricter formula, with players needing a chaperone to go anywhere off-site.
Think about policies if the team is split into groups. Can a group of student-athletes remain in their hotel rooms without a chaperone on-site? Can a group be dropped off at a mall while others go sightseeing?
The most important time for supervision is often at night, thus room checks are a good idea. A vigorous day of activity will also lower the chance of athletes breaking a curfew.
Finally, put some rules in place for the adults, like no alcohol or R-rated movies. Parent chaperones need to understand that their role is to help and to follow the directions of the head coach.
Overnight trips can be wonderful experiences for your teams, as long as there is a lot of communication and policy preparation up front. Coaches and chaperones need to reiterate that the trip is about competition and a new experience, not about freedom from parents. It is about representing your school in a responsible manner and taking advantage of a unique opportunity.