Nature Vancouver

Guidelines For Field Trip Leaders

Approved by the Nature Vancouver Board of Directors - 3 November 2009

Field trip leaders do not necessarily have to be knowledgeable about birding, botany or other aspects of nature, since that sort of expertise is generally found among the trip participants. However, it is essential that one person co-ordinate the organization of the trip for the safety and well-being of all participants. That person is the field trip leader - and that is you. These guidelines are important for both your own legal protection and that of Nature Vancouver. Please read them carefully!

A. FIELD TRIP LEADER'S PREPARATION

Planning and publicizing the trip: A field trip may be suggested either by the person who intends to lead it, by the Society’s Field Trip Coordinator or by the program organizer for one of Nature Vancouver’s Sections. Details of the trip will, whenever timing permits, be posted on the Nature Vancouver website and published in the Field Trips section of Vancouver Naturalist. Three months or more before the intended trip, write a description of it, including an assessment of the level of difficulty, and either post the trip to the Field Trips page on the website or forward it to the Webmaster to do so. Copy it to the Field Trips Coordinator and the Departments Editor of Vancouver Naturalist. If the deadline for Vancouver Naturalist has been missed, arrange with the Field Trips Coordinator for the trip to be posted on the Nature Vancouver website and announced as a Special Announcement on the Nature Vancouver Events and Information line (Tel. 737-3074) and on the e-mail list.
Contact information: Trip leaders should provide their name, phone number and e-mail address with the description of the trip to encourage prospective participants to contact them for additional information up to the evening prior to the trip.
Learn about the area: Preparation for a field trip requires reasonable knowledge of the area to be visited, including an ability to describe the terrain and an estimate of the level of difficulty and the length of time required for the trip. Unless you are already familiar with the area, maps and previous trip reports can help but a reconnaissance is highly recommended, preferably with a companion who could take on the trip if you are unable to go. When studying the area consider what actions you might need to take in the event of an injury to a participant.
Classification of trips: For risk management purposes Nature Vancouver uses a system of classifying field trips as either day hikes or nature walks. The trip leader is responsible for deciding on the appropriate classification in conjunction with the Field Trip Coordinator.
First Aid: A First Aid course is strongly recommended for trip leaders, especially for those leading more strenuous day hikes. Nature Vancouver will reimburse members for the cost of accredited First Aid courses for leaders who undertake to lead three or more trips.
Changes of plan: As a field trip leader, you have the right and the responsibility to change, shorten, alter or cancel a field trip based on your judgment of the weather and any other relevant factors. Advise Field Trip Co-ordinator and E-mail Co-ordinator immediately.
Documentation: The leader must have a supply of the appropriate Release of Liability forms for either a day hike or a nature walk.
Equipment requirements: For day hikes trip leaders should consider taking such items as a first aid kit, maps, a compass, a flashlight and bear spray. A cell-phone is recommended. It is helpful for leaders to have a supply of bird and plant check lists for the trip area and brochures for non-members who may wish to join Nature Vancouver.
First time leaders: Members leading a trip for the first-time are encouraged to take an experienced member of Nature Vancouver with them. If you are unable to find an experienced person to accompany you, contact the Field Trip Coordinator who can put you in touch with other members.
Special situations: For back country day hikes study the guidelines for lightning and dealing with bear and cougar encounters (see Section H below).
Trips to the USA: For trips to Mount Baker or other US areas, consult the local US Ranger Station or other appropriate authority beforehand regarding regulations pertaining to their areas, numbers permitted in a group, and fees payable. Also ask about local emergency procedures. US bound participants must carry either passports or Enhanced Drivers’ Licences and it is recommended that they be covered by health insurance for trips outside BC. Non-Canadian and non-US citizens may encounter delays in crossing the boarder and may wish to cross separately.
Weather: Get an up-to-date weather report and check for fire and road closures before going to the carpool point or meeting place.

B. AT THE CARPOOL POINT

Rendezvous with trip leader: Field trip leaders will usually go to the carpool point unless they have provided alternative directions in Vancouver Naturalist and on the website.
Rides: Arrange rides for any participants requiring them and give any necessary instructions to drivers for finding the meeting place or trailhead. Before drivers commit to giving rides they should be cautioned about the possibility of claims by passengers. If you are requested to provide a ride for a prospective participant and cannot do so, try phoning other participants to arrange one. Make sure that passengers are aware that they should contribute to the driver’s gas expense.
Checking out participants: On more difficult trips, especially those classified as day hikes, the leader should determine the level of competence of those proposing to participate. Leaders should advise persons who are not considered capable of participating for reasons of fitness, inadequate raingear or footwear, or lack of appropriate experience that they cannot go on the trip and provide the reasons for their decision. The leader’s judgment in this area is critical but participation by a person who is ill-equipped or unfit can end up creating problems for the other participants.
Pre-emptive actions: At the carpool point, consider whether to take any of the actions which will also be required at the meeting place, such as describing the trip, checking out prospective participants and warning them about the requirement to sign the Release of Liability form. This could save prospective participants who may not be prepared for the trip from making an unnecessary journey to the meeting place or trailhead. Impress upon participants the need for adequate boots, clothing and liquids.

C. AT THE MEETING PLACE OR TRAILHEAD

Leader’s presence vital at the meeting place: As the trip leader you must be at the meeting place at the scheduled time. If you are sick or there is some other problem, send a substitute to either lead the trip in your place or announce the cancellation of the trip.
Introductions: Introduce yourself and let everyone know you are the leader. Welcome new members and non-members, and ask them to identify themselves.
Describe the trip: Outline the plan for the day, including any last minute changes. Describe the trip, including the length of the trip, elevation gains, trail conditions, significant trail junctions to watch out for and a warning about any hazardous terrain.
Equipment checklist: Ensure all participants have adequate footwear, raingear, water, food, sunscreen, insect repellant and personal medication if required.
Check out the new arrivals: Determine the capabilities of anyone who was not checked at the carpool point and turn away those not considered capable of participating for reasons of fitness, footwear gear, or experience.
Outline the basic trail protocols: Make sure all participants are aware that they must remain behind the leader and ahead of the designated end-person and not break away from the group unless they have advised the leader, who will ensure that they are not left alone. If they should get separated from the group they must stay where they are until they are found again.
Release of Liability forms: For the administration of Release of Liability forms for its field trips Nature Vancouver uses two variations of the form depending on the types of risk described in the form. One is for day hikes and the other is for nature walks, which are generally less risky than day hikes. Trip leaders should ensure that their trip has been described in the appropriate category and use the form for that category.
Procedure for administering Release of Liability forms: Describe the importance of the form, which must be signed by members and non-members alike, and make sure they know they are signing a legal document which releases the trip leader and other members of Nature Vancouver from liability for possible claims. Advise participants that if they have not already read the form on a previous trip or on the website they should take the time to read it before they sign it. Make sure that participants fill it in legibly and sign and initial it where indicated. Trip leaders should allow a reasonable amount of time for this procedure. Assist non-English speaking participants to understand what they are signing.
Minors: Trip leaders should ensure that a parent or guardian of participants under the age of 19 signs the Release of Liability form on their behalf as evidence that they were aware of the prospective risks outlined in the form.
Numbers: Do a final count of the number of participants. The number of completed lines in the Release of Liability form can be used to check the number of participants.
Reduce the number of vehicles where possible: If further driving is required, limit the number of vehicles by ensuring that everyone has a ride and give instructions to drivers for finding the next meeting place or the trailhead.
Designation of end-person: Before heading onto the trail, designate an experienced member (preferably one who knows the trail) as the end-person and make sure they know they are responsible for ensuring that no-one falls behind them. Advise participants to stay between the leader and the end-person. If no end-person is available, maintain voice contact with the last hiker.
Large numbers: If there is a large number of hikers, it may be advisable to divide the group into slower and faster parties with a leader and an end-person for each group.

D. DURING THE TRIP

Pace: Set an agreeable pace for the group, allowing for appropriate stops for observation and discussion. Observation of natural features is the prime purpose of our field trips, and all knowledgeable participants should be encouraged to share their expertise with others. Point out things of interest to the group.
Rest stops: Plan for and announce periodic rest stops, if necessary, and an adequate lunch break.
Keep closed up: Keep the group together as much as possible. This will help with periodic counts to make sure everyone is still with the group and will minimize interference with vehicle traffic on public roads.
Difficult terrain: Provide assistance where necessary to ensure that participants are safely through or across any difficult terrain such as scree slopes. Make sure that participants keep well clear of those ahead of them to avoid falling rocks on steep slopes.
No-one must leave the group alone: Advise participants that they must notify the leader or the end-person if they are unable to continue or wish to leave the group. The leader or the end-person must ensure that anyone returning separately is accompanied by at least one other person. If anyone leaves the group to return early make sure the driver and others in the same car are aware of it.
Signing off the Release of Liability form: Any person leaving the group should initial the Release of Liability form to acknowledge their departure.
Return before dark: Start the return trip in good time to ensure safe arrival back at the trailhead before dark, making some allowance for unanticipated delays.
Switching roles: On the return trip, the leader may wish to become the end-person to sweep the route. If so appoint an experienced member to lead.
Final count: At the end of the trip, count heads and make sure that all vehicles can be started before departing.

E. IN CASE OF LOST OR INJURED PARTICIPANTS

Lost participants: If one or more participants are found to be missing from the group, actions to locate them will depend on the time of day relative to sunset, the type of terrain, fatigue factors, etc. The leader, in consultation with the group, should decide whether it is possible for members to search by themselves, or whether to contact the local park rangers or the RCMP (phone 911), who may be able to alert a mountain rescue group.
Injuries: Persons who appear seriously injured should not be moved until an assessment can be made of the type of injury. Expert help should be brought in as quickly as possible. Meanwhile, keep them warm with extra clothing and protection underneath from cold, wet ground. If the injury appears to be of a minor nature, it might be advisable to get the person to a car as quickly as possible rather than wait for help.

F. FIELD TRIP REPORTS AND RECORDS

Trip reports: Reports should be made of reconnaissance trips, of any trips to a new area, or of trips during which extraordinary circumstances were encountered. Reports should include any comments or details which could be of interest to future leaders. Consider writing an article about the trip for Vancouver Naturalist or Discovery. Whenever possible, post the trip report on the Nature Vancouver website.
Storage of trip reports and records: The Field Trips Coordinator or a designated member of the Board of Directors will maintain the field trip records including all Release of Liability forms, which must be kept for ten years. Immediately after your trip, send all records from your trip to the Field Trip Coordinator, even if the trip was cancelled or changed.

G. NATURE VANCOUVER SUPPORT AND RESOURCES

Reports and records: Previous trip reports and maps related to your trip may be obtainable from the Field Trip Coordinator or the relevant Section Heads.
Consulting the Field Trip Coordinator: If you require any help or advice about your upcoming field trip, please do not hesitate to call the Field Trip Coordinator who will be able to put you in touch with other members knowledgeable about the area in question or who may be willing to accompany you on the reconnaissance trip.

H. SPECIAL SITUATIONS

Lightning: Take the following precautionary measures when conditions indicate the possibility of lightning such as significant build-ups of massive cumulonimbus clouds which are the main source of lightning.

Stay off high places and open slopes and avoid trees
If exposed in a high risk area insulate yourself from the ground with anything available such as your pack. Alpine meadows can provide insulation underfoot and a dry talus slope with many air pockets can also provide insulation.
If someone is struck by lightning, immediately check them for injuries. Victims are not dangerous to touch.
If the victim has no pulse or is not breathing administer CPR right away. CPR is a combination of chest compressions and mouth-to-mouth breathing.
Cardiac arrest is the main cause of death from lightning strikes. Other injuries can include vision and hearing loss, tinnitus (ears ringing), memory loss, confusion and cardiac arrhythmia. Serious burns are uncommon.

Cougars: Cougars generally stalk from behind and may target a hiker who gets separated from the group.
Bears: A bear will defend itself, its cubs or its territory if it feels threatened. All bears are potentially dangerous and their reaction to any given situation cannot be predicted. Knowledge, alertness and good judgment can help you to avoid a life-threatening encounter. The following guidelines apply:

Hike with a group whenever possible. If you are alone whistle, talk, sing or use a noisemaker to avoid surprising bears.
Stay in the open whenever possible. Avoid berry patches, animal carcasses and well-used bear trails.
Be alert for fresh tracks, scat, trampled vegetation, diggings, overturned rocks and claw marks on trees.
Do not take a dog into bear country as a dog can provoke an attack.
Never feed or approach a bear or its cubs. If you sight a bear make a wide detour.
If you encounter bear stay calm and do not run (bears can run faster than humans). A sudden movement can trigger an attack so speak softly, back slowly away and avoid eye contact which a bear may interpret as aggression.
A bear rearing on its hind legs may just be trying to get your scent or a sight of you and may not necessarily pose a threat.
If a bear is cornered it may charge and veer away or jump forward, slam a paw on the ground and snort loudly. These are defensive actions and you should continue to back away.
Dropping a pack may divert the bear’s attention and allow you to back off.
Larger grizzlies may not be able to climb trees so climbing a tree may protect you though the bear may shake the tree. Black bears climb trees.
If a black bear acts aggressively towards you shout at it and make yourself look as large as possible by waving your arms and stamping your feet.
It is extremely unlikely that you will be attacked by a bear. If you are attacked by a black bear, fight back by kicking and punching the bear and hit it on the face, nose and eyes. Do not try to fight a grizzly but drop to the ground and play dead, pulling your knees to your chest and clasping your hands behind your neck to protect it. Wearing a pack can give some protection. As a last resort lie down with legs apart and hands on your neck.
Bear spray lasts a few seconds but may do more harm than good.