Administrative Documentation

Topic Progress:

The ACCT Standards specifically prescribe documentation of a significant number of administrative components of an operation. As the old saying goes, if it isn’t written down, it didn’t happen. So, what does an organization need to document?

  • Professional inspection reports
  • Minimum acceptable criteria for all course operations
  • Emergency management policies
  • Acceptance inspection
  • Periodic internal monitoring
  • Pre-use checks
  • Critical maintenance issues discovered on pre-use and periodic inspections
  • Remediation of those maintenance issue
  • Participant supervisory plan
  • Site-specific procedures for all activities
  • Incident documentation
  • Annual analysis of incidents and plans for remediation of trends

B.2.2. The organization shall maintain written records for a period of time which takes in to account statutes of limitations pertaining to claims under pertinent laws.

The organization is encouraged to seek legal counsel as to the local requirements for record keeping.

B.2.3. The organization shall maintain professional inspection reports for at least the life of each specific element.

B.2.4. The organization shall have adequate written policies, procedures, and/or practices that establish minimum acceptable criteria for all course operations.

Document(s) that define adequate policies, procedures, and/or practices include, but are not limited to: a discussion of adequate preparation and planning for activities; conduct of specific activities or types of activities; appropriate curriculum; competent instruction; sufficient participant supervision; appropriate safety procedures; care and use of equipment; and emergency response.

B.2.5. The organization shall have a written policy in place for the reasonable management of emergencies.

A reasonable emergency response plan may include , but is not limited to: prevention strategies; emergency preparedness; administrative response to emergencies; field response to medical emergencies; field response to incidents/accidents and fatalities; technical rescues; activating the emergency medical system; evacuations; addressing severe weather, natural disasters, terrorism, violent crime, missing persons, and notification of next of kin; media relations; or response to any reasonably foreseeable emergency situation.

B.2.5.1. The organization shall have onsite, when participants are present, a person trained in basic first aid and CPR.

B.2.9. The organization shall maintain written documentation of an acceptance inspection for all new installations and major modifications.

B.2.12. The organization shall conduct and document periodic internal monitoring of its course and equipment as designed by the manufacturer or a qualified person.

Internal monitoring assesses the condition of the following: course environment/area; all constructed course elements and equipment. The frequency of internal monitoring is contingent upon course location, frequency of use, and course design.

B.2.13. The organization shall ensure a pre-use check is conducted for each course element and related equipment according to a written checklist. The pre-use check shall be developed by the designer, manufacturer, installer, or qualified person and the check shall be documented prior to participant use.

The pre-use check may be a routine visual examination. Checks may be ongoing throughout the use of an element or even to monitor changes in element conditions, weather, or other related factors.

B.2.13.1. For zip lines, the pre-use check shall include one full cycle, or as recommended by the original equipment manufacturer, by staff prior to operations with participants to assess sufficiently the condition and functionality of the activities and the zip line(s).

It is strongly recommended that staff visually examine all terminations and cables from the ground before completing one full cycle on the tour.

B.2.14. Critical maintenance items discovered during in-house monitoring and pre-use checks which pose an immediate risk to participants or staff shall be documented.

B.2.16. Remediation of critical maintenance items shall be documented.

participant ratiosB.2.20. The organization shall have a written participant supervisory plan.

A supervisory plan may include participant appropriate measures, such as adequate ratios of practitioners to participants, taken during both structured and unstructured program time.

B.2.21. The organization shall have written site-specific procedures for all activities or types of activities.

B.2.22. The organization shall have a system in place for incident documentation.

B.2.23. The organization shall perform an annual analysis of all incident documentation. Findings shall be documented in writing. Findings shall be documented, including any remedial measures or changes implemented.

The incident data is analyzed at least annually to identify trends, evaluate performance, and inform prudent corrective action.

incident analysis

Leave a Comment