The Professional's Guide to Fitness Safety

The Ministry of Tourism and Recreation would like to acknowledge the contribution of the Fitness Safety Standards Committee of the Ontario Association of Sport and Exercise Sciences in the development of this report. The members of the committee are listed on page 38.

Why Have Safety Standards?

Compared to most sports, especially contact sports, fitness activity is quite safe. However, injuries do happen and when they do, the harm spreads much further than the victim and the family.

Injuries hurt all of us and they hurt all over. The public image of the activity is hurt, as is the good name of your facility. In the case of legal action, both personal and corporate finances can be hurt.

What can you do to protect everyone - yourself and those you're responsible for?

If you're like many involved in sport, fitness, or recreation, you're probably thinking of redirecting funds toward a complete safety system, one that covers your facility and all the people in it. Voluntary compliance with safety standards is an important component of your system.

How This Guide Will Help

If you're helping people get fit, the proper application of safety standards will help you make a better job of it.

First and foremost, the maintenance of safety standards helps you prevent injury, not only to your participants, but to staff and volunteers as well.

Safety standards will give you a competitive edge. Clients, customers, and participants who feel protected are more likely to renew their memberships. Not only that, they'll cheerfully recommend your facility to their friends.

Although designed for the fitness professional, this guide touches every aspect of the business (public, private, and commercial) and can benefit anyone, whether volunteer, staff, or management.

The guidelines that follow are practical. Apply them with your own common sense and good judgement.

The Source

A 1986 study by the Ontario Sport Medicine and Safety Advisory Board revealed some troubling concerns.

It raised questions about:

Most common injuries came from:

What's more, the whole approach to injuries seemed to emphasise treatment after the fact, rather than prevention. There were no standards for the design, construction, or maintenance of facilities or of the equipment they contained.

As a result, the Ministry of Tourism and Recreation established the Ontario Fitness Safety Standards Committee in 1987. Members were drawn from both the commercial and non-commercial fitness sectors, as well as from education, professional associations, and government. (Their names, titles, and organisations can be found under FSSC Members, page 38.)

The committee was asked to recommend safety standards for fitness, to develop standards for equipment and staff, to investigate the nature of injury, and to make certain that all those taking part could be assured that reasonable care had been taken to protect their health and safety.

The FSSC spent two years looking into the issues and reported their findings in a 120-page document called, appropriately enough, Fitness Safety Standards. The full report can be obtained from the Safety Resource Centre. (See Useful Resources, page 3 1.)

The material in this guide was selected from that report.

Getting Everyone Onside

No program will really work - and stay working - unless it permeates your entire operation.

Commitment is essential, and it should flow from the top down. Senior management personnel must be committed to the program. Get their interest through an evaluation stressing the advantages of injury prevention.

Once they've blessed the program, make sure your whole organisation knows it's been blessed. Get a formal notice of the commitment in the newsletter or up on the bulletin board.

Get Others Involved

Put together a small task force to develop an achievable safety strategy and the timetable to run it. Make sure the task force includes people from both programming and operations.

A useful resource, Your Fatality Safety Plan: A common-sense approach to managing risks, is a comprehensive, six-part series of manuals which can help you set up just such a system. (See: Useful Resources, page 3 1.)

Set up a safety education program for front-line staff and volunteers. Consider hosting a Sports Injury Prevention and Care (SIPAC) course. SIPAC is an eight-hour workshop complete with learning materials, a qualified instructor, and ample hands-on practice. (See: Useful Resources, page 3 1.)

Keep the Program Alive

Report your progress from time to time. Ask for suggestions from staff, customers, or clients. Above all, make sure those for whom the message is designed not only get the message ... but keep getting it.

Establish "getting started" sessions for new clients and regular refresher sessions for those already with you. Encourage your staff to speak up: first, to stop your clients from taking risks; second, to encourage safe practices.

Keeping Your Clients Safe, Happy, and Healthy

There are three simple steps:

  1. Help your clients assess themselves. Work with them to determine their current fitness level and to develop reasonable goals.

  2. Give them all the information they need to choose a program that leads to those goals.

  3. Encourage them with constant support and counsel based on regular evaluations.

The Ontario Fitness Safety Standards Committee recognised that your clients bear some responsibility for their own safety. But the committee also recognised that you are obliged to try to identify those at risk and to tell them what those risks might be.

PAR-Q

There may be questions about the usefulness of the Physical Activity Readiness Questionnaire (PAR-Q) for certain groups. . But the Committee feels it is still the most appropriate screening device available to the average fitness facility, with these reservations:

PAR-X

PAR-X forms were developed specifically (and exclusively) for doctors to prescribe exercise programs for those screened out by PAR-Q. It's a good idea to keep a supply on hand for those who have been screened out by PAR-Q to give to their doctors.

NB: PAR-X forms must be used in consultation with a physician.

Informed Consent Is Essential

All clients and guests must be told of the risks that go with a particular form of fitness activity. This information must be available on request.

Applicants should be given an informed consent form which:

The informed consent form must:

It must not:

There's a sample consent form on page 33. However, it's only a guide. You must develop your own form and you should get legal advice in doing so.

Guests and Casuals

It's a good idea to give these visitors the opportunity to fill out a PAR-Q form. It's also a good idea to have a sign-in book, with a brief paragraph at the top of the page advising the signer of the risks of injury. Check the wording with your lawyer.

Maximal Aerobic Capacity Testing

Fitness testing is usually done with submaximal tests, which raise the heart rate to a target zone but no higher. Maximal testing elevates the heart rate to its maximum. Although this method yields more accurate results, the increased risk of injury in individuals over 35 years of age makes maximal testing inappropriate in most cases.

Keeping Your Clients on Track

Screening:

Signage:

Supervision:

Appraisals:

The Professional's Safety Checklist

DO YOU

Training Your Staff

The three basics:

  1. Ideally, all staff (program, management, and support) should be qualified in first aid and CPR. But at the very least, one staff person trained in these procedures should always be on your premises during operating hours.

  2. Management should be trained to recognise the potential hazards associated with the practice of first aid and CPR.

  3. Everyone should also be aware of emergency procedures. (For details, see The Emergency Action Plan, page 19.)

The Fitness Appraiser: What It Takes, Minimum

According to the Canadian Association of Sport Science Fitness Appraisal Certification and Accreditation program, these are the minimum requirements for a Certified Fitness Appraiser:

For more information, contact the Ontario Association of Sport and Exercise Sciences. (See Useful Resources,page 3 1.)

The Fitness Leader: What It Takes, Minimum

According to the National Fitness Leadership Advisory Committee, these are the minimum requirements for a Fitness Leader:

A specialist leader may complete a course in pre-and post-natal fitness, strength training, aquatic fitness, fitness for older adults, and the like. National training guidelines are available through Fitness Canada.

One source which provides a clear picture of what it takes to be a competent leader is Performance Standards for a Basic Fitness Leader from the National Fitness Leadership Advisory Committee. (See Useful Resources) Certification is available through the Ontario Fitness Council. (See Useful Resources)

The FSSC recommends:

The Professional's Safety Checklist

D0 YOU

The Emergency Action Plan

Fitness Safety's Vital Component

Your Emergency Action Plan is vital because it defines precisely what must be done in an emergency and precisely who does it.

Different emergencies demand different responses. Depending on your facility, you may have to be prepared for fire, personal injury, a public nuisance, a chemical spill, even a bomb threat, or a riot.

Whatever the cause, there are three assignments common to all emergencies:

  1. Charge Person: The Charge Person takes complete

  2. control of the emergency, assessing its severity and assigning tasks.

  3. Call Person: The Call Person makes the call for outside help.

  4. Control Person: The Control Person makes certain that no one interferes with the Charge or Control Persons.

Your Facility Safely Plan: A common-sense approach to managing risks is an excellent aid for the development of a first-class Emergency Action Plan. (See Useful Resources)

Documentation

The Medical Information Form contains vital information on every client, guest, casual visitor, and member of your staff, It should cover current medication, contact lenses, allergies, OHIP or Ontario Health card number, and the phone number of a physician to contact in case of an emergency.

This information must be kept strictly confidential. However, make certain that senior staff can get at it in a hurry. If the injured person has to go to the hospital, make sure the form goes along.

The Incident Report can help you prevent future injuries by tracking patterns and can be an important part of your defence against possible litigation. (See Forms You Will Need)

First aid equipment must be both accessible and portable. Contents must be checked regularly and items missing or deteriorated must be replaced. (See Basic First Aid Checklist)

The Professional's Safety Checklist

DO YOU

Communicable Diseases

It's your responsibility to do everything possible to prevent the spread of communicable diseases on your premises.

Communicable diseases are simply diseases spread from one person to another through bodily fluids, through airborne droplets (coughing or sneezing), or from places where malignant organisms thrive, such as damp towels.

You should be concerned about certain common afflictions coughs, colds, flu, plantar warts, crabs or lice, and athlete's foot. All can be prevented through sensible hygiene.

AIDS is a concern to people because of its serious consequences. However, there is no risk of infection through casual contact. The HIV virus can only be contracted through an exchange of body fluids, like blood or semen. With sensible precautions, it's unlikely that this will prove a problem on your premises. To date, there is no record of the HIV virus spreading in a fitness facility.

Simple but Effective Precautions

You should train your maintenance staff in the following universal precautions. These simple but effective techniques will go a long way toward protecting the health of your clientele (and, indirectly, the health of your business).

Hand washing should always be done at the beginning and end of work, before and after rest breaks, after handling garbage, towels, etc., and both before and after going to the toilet.

When handling garbage, or anything bloody, people who have cuts or rashes on their hands should always wear gloves.

Cleaning up is vital. A bleach solution kills viruses. Use one part bleach to nine parts water to clean up blood and bodily fluids. Keep a pre-mixed supply on hand. Let those responsible know where it's kept.

Finally, keep even those minor cuts on the hands under band-aids at all times.

If You Don't Tell Them, They Won't Know

You should educate both staff and clientele about communicable diseases like plantar warts and athlete's foot. Your local Medical Officer or Public Health Department will be happy to supply you with material.

If anyone walks in looking sick, it's up to you to protect all concerned. Staff or clientele, tell them to go home till it's over. It's in everyone's best interest that they do so.

If someone known to have a communicable disease is up for a fitness appraisal, tell them you can't do the appraisal until they have a clean bill of health.

The Professional's Safety Checklist

D0 YOU

Taking Care of Your Premises

There are two principal components to a safe facility:

  1. making it safe from the start

  2. keeping it that way

The Ministry of Tourism and Recreation has prepared a comprehensive set of manuals called Your Facility Safely Plan; A common-sense approach to managing risks. To order these detailed manuals, see Useful Resources, page 3 1.

The Basics

Outdoors

Indoors

Equipment

Shower Rooms

Useful Resources

To train staff or volunteers in injury prevention and care:
Sports Injury Prevention and Care (SIPAC) course, SIPAC Co-ordinator, 1220 Sheppard Avenue East, Willowdale, Ontario M2K 2XI. (416) 495-4248

To develop an injury prevention system for your facility, including an Emergency Action Plan:
Your Facility Safety Plan: A common-sense approach to managing risks. The Safety Resource Centre, 1220 Sheppard Avenue East, Suite 407, Willowdale, Ontario M2K 2XI. 1-800-668-7744 or in Toronto 495-4025. Fax (416) 495-4310

To receive, by phone or in person, the full range of current sport, fitness, and recreation information:
The Safety Resource Centre, 1220 Sheppard Avenue East, Suite 407, Willowdale, Ontario M2K 2XI.
1-800-668-7744 or in Toronto 495-4025. Fax (416) 495-4310

For guidelines and performance standards on how to train and certify fitness appraisers:
Fitness Appraisal Certification and Accreditation program, Ontario Association of Sport and Exercise Sciences, 1220 Sheppard Avenue East, Willowdale, Ontario M2K 2X I. (416) 495-4074

For guidelines and performance standards on how to train and certify fitness leaders:
National Fitness Leadership Advisory Committee, c/o Mary Campbell, Program Manager, Centre for Leadership in Active Living, 1600 James Naismith Drive, Gloucester, Ontario KIB 5N4.
(613) 746-0060

For training of fitness leaders:
Fitness Ontario Leadership Program, Program Co-ordinator, 1220 Sheppard Avenue East, Willowdale, Ontario M2K 2XI. (416) 495-4321

For certification of fitness leaders:
Ontario Fitness Council, 1220 Sheppard Avenue East, Willowdale, Ontario M2K 2XI.
(416) 495-4071

For a copy of Recommended Standards for the Operation of Public Spas, please contact your local public health unit.

For information on emergency care and first aid:
Heart and Stroke Foundation of Ontario, 477 Mount Pleasant Road, 4th floor, Toronto, Ontario M4S 2L9. (416) 489-7100

St. John Ambulance Society, Box 388, Terminal "A", Ottawa, Ontario K IN 8V4.
(613) 236-3626

Canadian Red Cross Society, 5700 Cancross Court, Mississauga, Ontario LSR 3E9.
(416) 890-1000

General information on sports fitness, and recreation:
Ontario Sports Centre, 1220 Sheppard Avenue East, Willowdale, Ontario M2K 2XI.
(416) 495-4000

Forms You'll Need

1.PAR-0 and PAR-X Forms

For copies, contact the Safety Resource Centre 1-800-668-7744,

in Toronto 495-4025.

2.Informed Consent form

The Informed Consent was developed specifically for a fitness appraisal. It is included here as an example only, to guide you and your legal advisors in the development of your own form.

Informed Consent Agreement

Thank you for choosing to use the facilities , services or programs of ___________. We request your understanding and co-operation in maintaining both your and our safety and health by reading and signing the following Informed Consent Agreement.

I,__________, declare that I intend to use some or all of the activities, facilities, programs and services offered by _______

and I understand that each person (myself included), has a different capacity for participating in such activities, facilities, programs and services. I am aware that all activities, services and programs offered are either educational, recreational or self-directed in nature. I assume full responsibility during and after my participation, for my choices to use or apply, at my own risk, any portion of the information or instruction I receive.

I understand that part of the risk involved in undertaking any activity or program is relative to my own state of fitness health ( physical, mental or emotional) and that the awareness, care and skill with which I conduct myself in that activity or program. I acknowledge that my choice to participate in any activity, service, or program of _________ brings with it the assumption by me of those risks or results stemming from this/these choice(s) and the fitness, health, awareness, care and skill that I possess and use.

I further understand that the activities, programs and services offered by ________ are sometimes conducted by personnel who may not be licensed, certified, or registered instructors or professionals. I accept the fact that the skills and competencies of some employees and/or volunteers will vary according to their training and experience and that no claim is made to offer assessment or treatment of any mental or physical disease or condition by those who are not fully licensed, certified or registered and herein employed to provide such professional services.

I recognise that by participating in the activities, facilities, programs and services offered by _______ that I may experience potential health risks such as transient light-headedness, fainting, abnormal blood pressure, chest discomfort, leg cramps and nausea and that I assume wilfully those risks. I acknowledge my obligation to immediately inform the nearest supervising employee of pain, discomfort, fatigue, or any other symptoms that I may suffer during and immediately after my participation. I understand that I may stop or delay my participation in any activity or procedure if I so desire and that I may also be requested to stop and rest by a supervising employee who observes any symptoms of distress or abnormal response.

I understand that I may ask any questions or request further explanation or information about the activities, facilities, programs and services offered by __________ at any time before, during or after my participation.

I declare that I have read, understood and agree to the contents of this Informed Consent Agreement in its entirety.

Signature_______________________________________________________

Date of Signing ________________________________________________

Witness__________________________________________________________

3.Medical Information form

The Sample Participant Information Form provides you with a starting point for gathering important medical information from each of your participants. It is taken from the Ministry of Tourism and Recreation's Sports Injury Prevention and Care(SIPAC) course manual.

Sample Participant Information Form

Name

Address

Height

Weight

Birthdate

In case of emergency contact

relationship

Address

Home phone

Business phone

Alternate emergency contact

relationship

Address

Home phone

Business phone

OHIP number

Family or personnel physician

Address

phone

Any allergies to drugs or foods?

If "yes", please specify which ones

Do you have any permanent disabilities

I 'yes', please specify what they are

Are you taking any prescription drugs?

If 'yes', please specify what medication has been prescribed and why you are taking it.

Do you wear eyeglasses?

Do you wear braces on your teeth?

Do you wear a hearing aid?

Do you wear contact lenses?

Do you wear a medical alert bracelet?

If 'yes', please specify what is written on it

Date of last tetanus immunisation

blood type

Have you had or do you have any of the following? Pertinent dates and details?

Arthritis or rheumatism

Asthma

Chronic nosebleeds

Diabetes

Diphtheria

Dislocating shoulder

Dizziness

Epilepsy Y

Fainting

Headaches

Heart trouble

Hernia

Skin condition

Stomach problems

Swollen or painful joints

"Trick" or lock knees

Specify other

What medications, if any, should the participation have on hand during the sport activity?

Who should administer it?

Participant's signature

Parent/guardian's signature

Date

Witness

4. Incident Report form

This user-friendly accident report and follow-up form was developed for the YMCA of Metropolitan Toronto. It can easily be adapted according to the needs and specialties of your own organisation.

Accident/Incident Report

Last name of person involved

Type of incident(fire, theft, injury)

Date of incident/accident

Name of program/facility

1. The staff member who took charge of the situation should fill this out within four hours of the incident.

2. This form is used for bodily injuries, thefts, fire, and other incidents.

3. Where loss exceeds $1000.00, contact ______ immediately.

Person's name

Phone (H)

(B)

Age

Address

Member

Guest

Emergency contact name

Phone

Relationship

Date of accident/incident

Time of accident/incident

Where did it happen?

Describe exactly what happened. Use an extra piece of paper if necessary.

In the case of accident or injury, what was done for the injured person? By whom?

Witness names

Phone numbers

Addresses

Was the person offered medical assistance?

If medical assistance was refused, have the person sign here.

If unwilling to sign, note person's comments here:

Ambulance requested, time requested, time arrived, badge number,

Police requested, time requested ,time arrived, badge number

Taxi requested, time arrived, badge number

Were the news media present?

Which paper, radio, or TV stations?

Your name, position, phone, date, supervisor, supervisor's signature.

Basic First Aid Checklist

Current St. John Ambulance or Canadian Red Cross first aid manual

Disposable rubber gloves

Universal scissors

Tongue depressors

Triangular bandages, at least 6

Cotton swabs

Adhesive bandages, a variety of shapes and sizes

Sterile gauze pads, 4 x 4s and 2 x 2s

Sterile eye pads

Adhesive tape, 1-inch wide roll

Paper tape, 1 -inch wide roll

Elastic wrap, at least two 6-inch rolls, two 4-inch rolls, and two 3-inch rolls

Blankets, at least 2

Cold packs or ice with zip-lock plastic bags

Safety pins

First aid cream or ointment

Related Information:

Emergency phone numbers, pencils, cards

Accident report forms

Client's medical information

Optional:

Crutches, adjustable

Splints, air, metal, or wood, variety of sizes

Passive flow oxygen

Antiseptic solutions

Fitness Safety Standard Committee Members

Chairman

Dr. Norman Gledhill

York University, North York

Committee Members

Ms. Cathy Beaumont

YWCA's in Ontario, Toronto

Ms. Barb Dixon

Employee lifestyle Management, Brampton

Ms. Barbara Elson

The Canadian Club Managers Association, Toronto

Dr. Blake Ferris

Ontario Association of Sport and Exercise Sciences, Ottawa

Ms. Marj Keast

Ministry of Tourism and Recreation, Toronto

Ms. Cathy McNorgan

Ontario Fitness Council, Chatham

Ms. Lesley Morrison

Ontario Intramural Recreation Association, London

Mr. Don Noble

YMCAs in Ontario, Ottawa

Mr. Art Salmon

Ministry of Tourism and Recreation, Toronto

Mr. Al Scott

Ontario Fitness and Racquet Group, Willowdale

Dr. Richard Thomas

Ontario Medical Association, Willowdale

Mr. Larry Vezina

Confederation College, Thunder Bay

Ms. Paula Wager

OPHEA, Peterborough

Dr. Larry Wolfe

Ontario Council of University Physical Education and Recreation Administrators & Community College Fitness Administrators

Kingston

Mr. Dale Wood

Parks and Recreation Federation

of Ontario, Mississauga

Executive Assistant

Mr. Patrick Legris

York University, North York

PUBLISHED By THE MINISTRY OF TOURISM AND RECREATION

PRINTED By THE QUEEN'S PRINTER FOR ONTARIO PROVINCE OF ONTARIO, TORONTO,CANADA

© 1991 GOVERNMENT OF ONTARIO

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