ARM 37.98.18

ARM 37.98.18 Expedition Requirements

This regulation governs expedition requirements for Montana-licensed outdoor behavioral health programs serving youth, covering field office operations, staff qualifications and ratios, communications systems, health monitoring, nutrition and water standards, solo experience protocols, and participant clothing and equipment. Operators must maintain a staffed field office 24/7 when youth are in the field, ensure staff complete at least 40 hours of initial training with demonstrated proficiency, and follow detailed policies for expedition planning, daily logging, and youth safety. Health assessments, nutritional minimums (3,000+ calories/day), and water provisions must be documented and followed throughout each expedition.

37.98.1801
 EXPEDITION: FIELD OFFICE REQUIREMENTS 

(1)
 
A program shall have a field office in Montana. A field office may be a vehicle, a camp, a building, or the administrative office. 

(2)
 
The field office must be staffed and monitored 24 hours a day when there are youth in care in the field office or on expeditions. Field office staff shall respond immediately to any emergency situation. 

(3)
 
When field office staff are not present in the field office, a contact satellite phone number for the responsible on call staff must be posted on the field office door. The field director shall designate responsible on call staff who shall continually monitor communications and will always be on call with a satellite phone within 15 minutes travel time of the field office. 

(4)
 
Field office staff shall be responsible for: 

(a)
 
training and orientation, management of field personnel, related files and records; and 

(b)
 
maintaining communications, equipment inspection and overseeing medical incidents. 

(5)
 
The following items must be maintained at the field office: 

(a)
 
current staff personnel files; 

(b)
 
a current list of the names of staff and youth in each field group; 

(c)
 
a master map of all activity areas used by a program; 

(d)
 
each group's expeditionary route with its schedule and itinerary, copies of which must be sent to the department and local law enforcement when requested; 

(e)
 
current logs of all communications with each field group away from the field office; 

(f)
 
an emergency response plan that is reviewed annually; 

(g)
 
program participant files, which include: 

(i)
 
youth case record including case plan; 

(ii)
 
admission and subsequent assessments; 

(iii)
 
physical examination completed as part of program admission process and any subsequent physical exams; 

(iv)
 
medical treatment authorization; 

(v)
 
list of current medications taken by the youth; 

(vi)
 
identifying marks of the youth such as scars, tattoos and piercings; 

(vii)
 
health insurance information; and 

(viii)
 
list of contact persons in case of emergencies. 

(6)
 
A program shall comply with federal, state and local laws and regulations and shall maintain proof of compliance at the field office. An arrangement must be made with national or state forest service offices if such land is to be used by the field office. If the field office or the expedition camp is located on or uses national or state lands, the administrator shall familiarize the staff and youth with rules and ethics governing the use of such property and shall be responsible for compliance. 

Authorizing statute(s):
 Sec. 
50-5-220
, MCA

Implementing statute(s):
 Sec. 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1803
 EXPEDITION: STAFF 

(1)
 
During any expedition: 

(a)
 
expedition staff shall carry a copy of the itinerary placed on file at the field office; 

(b)
 
expedition staff shall remain in contact with the field office via satellite phone, with contacts occurring at a minimum of once each morning and once each evening; 

(c)
 
expedition staff shall possess and make use of a global positioning satellite receiver; 

(d)
 
supplies for providing emergency care must be at each expedition camp; 

(e)
 
expedition staff shall maintain the daily expedition log. Entries in the log must be made in permanent ink and signed and dated by the staff member making the entry. The daily expedition log must be filed at the field office upon return from the expedition and maintained as a part of the program's permanent record; 

(f)
 
expedition staff and youth shall implement and follow program policies and procedures regarding back country etiquette and leave no trace principles; 

(g)
 
expedition staff shall closely monitor participating youth while acclimating to the environment including temperature, climate and altitude; and 

(h)
 
when temperatures exceed 95° F or fall below 10° F, expedition staff shall take appropriate preventative measures to ensure participating youth remain free of heat or cold related illness or injuries. 

(2)
 
Upon return from any expedition: 

(a)
 
the senior field staff member shall debrief each expedition staff member and document this meeting in writing; 

(b)
 
the senior field staff member shall debrief each youth. The debriefing shall at a minimum: 

(i)
 
include a written summary of the youth's participation and progress achieved; and 

(ii)
 
be provided in written form to the placing agency and, upon request, to the youth's parents or legal guardian; and 

(c)
 
the field director shall document results of the evaluation of the conditions of the youth, interactions of youth and staff, briefings, de-briefings and compliance with program policies and procedures. The program shall retain evaluations in the youth's record. 

Authorizing statute(s):
 
50-5-220
, MCA

Implementing statute(s):
 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1804
 EXPEDITION: STAFF TRAINING 

(1)
 
All outdoor experience and expedition staff training must be documented and kept on file for each staff member, intern and volunteer. 

(2)
 
A program shall have written policies, procedures and training curriculum regarding minimum requirements for orientation, field training and ongoing training. 

(3)
 
A program shall provide a minimum of 40 hours initial staff training. 

(4)
 
Initial staff training may not be considered completed until the staff members have demonstrated to the field director proficiency in each of the following: 

(a)
 
supervision of program participants; 

(b)
 
procurement, preparation and conservation of water, food and shelter; 

(c)
 
low impact wilderness expedition and environmental conservation skills and procedures; 

(d)
 
youth management, including containment control, safety, conflict resolution and behavioral management; 

(e)
 
instruction in safety procedures and safety equipment, use of fuel, fire and life protection; 

(f)
 
instruction in emergency procedures, medical, weather signalization, fire, runaway and lost youth; 

(g)
 
sanitation procedures relating to food, water and waste; 

(h)
 
knowledge of wilderness medicine, including health issues related to acclimation and exposure to the environmental elements; 

(i)
 
CPR, standard first aid, use of first aid kit contents and use of wilderness medicine; 

(j)
 
navigation skills including map and compass use, contour and celestial navigation and global positioning system; 

(k)
 
local environmental precautions including terrain, weather upsets, poisonous plants, wildlife and proper response to adversarial situations; 

(l)
 
report writing, including the development and maintenance of logs and journals; 

(m)
 
relevant federal, state and local regulations including those of the department, bureau of land management, United States forest service, Montana fish, wildlife and parks; and 

(n)
 
therapeutic de-escalation of crisis situations and passive physical restraint techniques to ensure the protection and safety of the clients and staff. The training must include the use of physical and non-physical methods of managing youth and must be updated at least every 12 months to ensure that necessary skills are maintained. 

(5)
 
The field director shall document in each personnel record that each staff member has demonstrated proficiency in each of the required topic areas as listed above. 

(6)
 
The initial staff training and demonstration of proficiency must be implemented and documented before the staff member may count in the staff to youth ratio specified in ARM 
37.98.415
 and 
37.98.1805
. 

(7)
 
A program shall provide, at a minimum, 20 hours annually of ongoing training to staff to improve proficiency knowledge of skills. Additionally, the program shall ensure certifications are maintained by staff. 

Authorizing statute(s):
 Sec. 
50-5-220
, MCA

Implementing statute(s):
 Sec. 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1805
 EXPEDITION: YOUTH/STAFF RATIO 

(1)
 
Each group of youth must be staffed as follows: 

(a)
 
two staff members for the first four youth or fraction thereof and one additional staff member for every four youth or fraction thereof; 

(b)
 
each group of youth must have at least one staff member of the same gender as the genders represented in the youth group; and 

(c)
 
each youth group must include one senior field staff member. 

(2)
 
The field director has primary responsibility for field activities and must visit the field a minimum of two days a week, with no more than eight days between visits. 

Authorizing statute(s):
 Sec. 
50-5-220
, MCA

Implementing statute(s):
 Sec. 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1810
 EXPEDITION: BASIC REQUIREMENTS 

(1)
 
Prior to embarking on an expedition: 

(a)
 
An itinerary of the expedition, including a written description and schedule of every planned expedition activity, and the location of each expedition camp site, must be prepared and filed at the field office. 

(b)
 
If national, state forest or other public lands will be used, arrangements must be made with the appropriate state or federal officials, and an itinerary of the expedition, including the location of each expedition camp site, must be provided to said officials. 

(c)
 
If private property will be used, arrangements must be made with the property owners. 

(d)
 
The field director shall brief all participating staff on all expedition details including: 

(i)
 
the planned route, time schedule, weather forecast and any potential hazards; 

(ii)
 
the rules for use of state or national forest or other public lands if such property will be used during the expedition; 

(iii)
 
any procedures or special circumstances unique to the expedition; 

(iv)
 
information regarding each participating youth, including background information, potential problems and any other relevant information; and 

(v)
 
goals and objectives of the case plan for each participating youth. 

Authorizing statute(s):
 Sec. 
50-5-220
, MCA

Implementing statute(s):
 Sec. 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1811
 EXPEDITION: POLICIES AND PROCEDURES 

(1)
 
Policies and procedures must be adopted by the program regarding back country etiquette and the leave no trace principle. Participating staff and youth must be trained on the policies and procedures. 

(2)
 
At a minimum, the policies and procedures must include the following principles of leave no trace: 

(a)
 
leave what you find because all natural and cultural resources are protected by law; 

(b)
 
pack it in, pack it out; 

(c)
 
properly dispose of waste that you can't pack out; 

(d)
 
plan ahead and prepare. The staff shall know and respect applicable rules and regulations and understand the risk inherent in back country travel; 

(e)
 
travel and camp on durable surfaces; 

(f)
 
minimize campfire impact and use; 

(g)
 
respect wildlife by never approaching, feeding or harassing wildlife and by securing food and garbage properly; and 

(h)
 
be considerate of other visitors by keeping group size small and by minimizing noise. 

(3)
 
Policies and procedures must be adopted by the program regarding the use of a daily expedition log which must include: 

(a)
 
daily entries regarding health problems, accidents, injuries, near misses, medications used, behavioral problems and unusual occurrences; 

(b)
 
daily notations of environmental factors such as weather, temperature, altitude and terrain; 

(c)
 
daily entries assessing each youth's hydration, skin condition, extremities and general physical condition; 

(d)
 
daily entries describing morning and evening contacts between expedition staff and field office staff; 

(e)
 
weekly entries assessing each youth's physical condition by a staff member trained as a wilderness first responder; 

(f)
 
emergency plan drills, showing date, time, staff and youth present; and 

(g)
 
descriptions of pre-site investigations for solo expeditions. 

Authorizing statute(s):
 Sec. 
50-5-220
, MCA

Implementing statute(s):
 Sec. 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1812
 EXPEDITION: COMMUNICATIONS 

(1)
 
The program shall have written policies and procedures establishing a system of communication that meets the following criteria: 

(a)
 
each group away from the field office must have a satellite phone and extra charged battery packs for the satellite phone; 

(b)
 
the program must have a reliable back up communication system; 

(c)
 
the program must have a back up plan for re-establishing communications to be implemented in the event regular communications fail; and 

(d)
 
the program must develop a signal mirror communication system. 

(2)
 
The written policies and procedures must be attached to each itinerary, together with any specialized procedures necessitated by the circumstances, taking into consideration such factors as the planned activities and the terrain. 

(3)
 
Verbal communication between each field group and the field office must occur on a regularly scheduled basis according to program procedures unless special documented arrangements have been made. 

(4)
 
The field office support personnel shall have immediate access to emergency telephone numbers, contact personnel and procedures for an emergency evacuation or field incident requiring emergency medical support. 

(5)
 
Morning and evening contacts must be established between expedition staff and support staff in the field office. These contacts must be recorded in the log at both locations. 

(6)
 
Contact must be available from expedition staff to field office on a continuous basis. 

Authorizing statute(s):
 
50-5-220
, MCA

Implementing statute(s):
 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1815
 EXPEDITION: HEALTH CARE 

(1)
 
Additional health care requirements for youth on expedition include the following: 

(a)
 
Each youth's hydration, skin condition, extremities and general physical condition must be monitored and documented by field staff on a daily basis. 

(b)
 
Each youth's physical condition must be assessed by a staff member trained as a wilderness first responder at least every seven days while on expedition. The assessments must be documented and must at a minimum include: 

(i)
 
blood pressure, if deemed necessary by a licensed health care professional; 

(ii)
 
heart rate; 

(iii)
 
check of extremities; 

(iv)
 
condition of skin; 

(v)
 
hydration level; 

(vi)
 
allergies if any; 

(vii)
 
general physical condition; 

(viii)
 
provision of appropriate medical treatment if needed; and 

(ix)
 
emotional well being. 

(c)
 
A written plan for handling unanticipated allergic reactions while on expedition must be developed. The plan must include: 

(i)
 
training and consultation with regard to possible allergic reactions or reactions to snake and insect bites; 

(ii)
 
notations in youth records about any medication which might result in allergic reactions or other side effects; and 

(iii)
 
identification for all expedition staff about youth needing special precautions. 

(2)
 
Copies of the following documentation for each youth must be carried by the staff in a waterproof container when the youth is away from the field office: 

(a)
 
physical examination completed as part of the program admission process and any subsequent physical exams; 

(b)
 
medical treatment authorization; 

(c)
 
list of current medications taken by the youth; 

(d)
 
identifying marks of the youth such as scars, tattoos and piercings; 

(e)
 
health insurance information; and 

(f)
 
list of contact persons in case of emergencies. 

Authorizing statute(s):
 Sec. 
50-5-220
, MCA

Implementing statute(s):
 Sec. 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1816
 EXPEDITION: NUTRITIONAL REQUIREMENTS 

(1)
 
A program shall have and follow written policies and procedures on nutritional requirements. 

(2)
 
Each program shall have a written menu, approved by a qualified dietitian or nutritionist with knowledge of the program activities and levels, describing food supplied to the youth which must provide a minimum of 3000 calories per day. 

(3)
 
The menu must be adjusted to provide 29% to 100% increase in minimum dietary needs as energy expenditures such as exercise increases, or as the climate conditions such as cold weather dictate. 

(4)
 
Forage items may not be used toward the determination of caloric intake. 

(5)
 
Hands must be cleaned after each latrine use and prior to food preparation and food consumption. 

(6)
 
Food may not be withheld from a youth for any reason. 

(7)
 
If no fire is available for cooking food, other food of equal caloric value which does not require cooking must be available. 

(8)
 
Field staff are responsible for maintaining the safety and well being of the youth and shall monitor each youth's food intake to ensure that the youth has adequate nutrition. 

Authorizing statute(s):
 Sec. 
50-5-220
, MCA

Implementing statute(s):
 Sec. 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1817
 EXPEDITION: WATER REQUIREMENTS 

(1)
 
A program shall have and follow written policies and procedures on expedition water requirements. At a minimum they must consist of the following: 

(a)
 
Youth must have access to potable water while hiking. 

(b)
 
The program shall provide each youth with six quarts of potable water a day, unless a youth's weight exceeds 150 pounds, then one additional quart of potable water must be provided for every 25 pounds of body weight over 150 pounds. 

(c)
 
Youth must have access to one additional quart of water for every five miles hiked. 

(d)
 
Staff shall encourage each youth to consume at least three quarts of potable water per day. 

(e)
 
In temperatures above 80° F, adequate water must be available for coating each youth's body for the purpose of cooling when needed. 

(f)
 
Water must be available at each expedition camp site. Water cache location information must be verified by field staff before the group leaves expedition camp each day. 

(g)
 
Expedition groups may not depend on aerial drops for water supply. Aerial water drops must be used for emergency situations only. 

(h)
 
Water taken by staff or youth from a natural source and used for drinking or cooking must be treated to eliminate health hazards. 

(i)
 
Each group must have a supply of electrolyte replacement, the quantities to be determined by group size and environment conditions. 

Authorizing statute(s):
 
50-5-220
, MCA

Implementing statute(s):
 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1821
 EXPEDITION: SOLO EXPERIENCE 

(1)
 
If the program utilizes solo experiences as part of the therapeutic process during expeditions, the program shall have policies and procedures for the utilization of solo experiences. Policies and procedures for solo experiences, at a minimum, must require: 

(a)
 
a written solo plan that must include, but is not limited to: 

(i)
 
the goals, methods, and techniques to be used and time frames for each participant; 

(ii)
 
an evaluation of the maturity level, health and physical ability of the youth, indicating that a solo expedition is reasonable; 

(iii)
 
documented instructions on the solo experience, including expectations, restrictions, communication, environment and emergency procedures; and 

(iv)
 
documented instructions on a back up plan in case the primary plan does not work; and 

(b)
 
a staff member be designated to coordinate and implement the plan. 

(2)
 
Staff shall be familiar with the site chosen to conduct solo experiences, and shall conduct a pre-site investigation and preparation. These activities must be documented in the daily expedition log including: 

(a)
 
a description of the terrain selected and the appropriateness for the level of participation skill of the youth; 

(b)
 
a review of hazardous conditions; and 

(c)
 
a description of arrangements made prior to the solo experience for medication, food and water drop-offs if needed. 

(3)
 
Youth must be supervised during solo experiences. Written plans for supervision must be drafted prior to the solo, and a copy of these written plans shall be placed in the daily expedition log. A plan of supervision must include at a minimum: 

(a)
 
the assignment of a specific staff member responsible for the supervision of the solo participant; 

(b)
 
predetermined procedures for: 

(i)
 
placing youth at a distance from each other and the central staff site to allow for appropriate supervision and emergency communication; 

(ii)
 
placing youth requiring special attention closer to the central staff site; 

(c)
 
a method of clearly defining physical boundaries; 

(d)
 
instruction of youth to not participate in potentially dangerous activities; 

(e)
 
notification and check-in systems including a procedure for checking the youth's emotional and physical condition daily; 

(f)
 
a requirement that visual checks be conducted at regular intervals, with the actual time between visual checks being dependent upon the youth's maturity, experience and other relevant factors as determined by the youth's condition, provided, however, that the time between visual checks may never exceed 12 hours; and 

(g)
 
emergency planning, including: 

(i)
 
instructing the youth on safety and emergency procedures, including evacuation routes; 

(ii)
 
providing each youth with signaling capabilities, including a whistle, for emergency notification; 

(iii)
 
instructing of other youth on how to respond if the emergency notification system is put into use; and 

(iv)
 
providing a check-in system should an emergency occur. 

(4)
 
The youth must be debriefed immediately after a solo expedition. The debriefing must at a minimum: 

(a)
 
include a written summary of the youth's participation and progress achieved; and 

(b)
 
be provided in written form to the placing agency and, upon request, to the youth's parents or legal guardian. 

Authorizing statute(s):
 Sec. 
50-5-220
, MCA

Implementing statute(s):
 Sec. 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.

37.98.1822
 EXPEDITION: PARTICIPANT CLOTHING, EQUIPMENT AND SUPPLIES 

(1)
 
Each expedition participant must have appropriate clothing, equipment and supplies for the types of activities and for the weather conditions likely to be encountered. 

(2)
 
Clothing, equipment and supplies must include at a minimum: 

(a)
 
sunscreen, which must be worn during all seasons; 

(b)
 
insect repellent if appropriate for the environmental conditions generally expected for the area and season; 

(c)
 
a commercial backpack or the materials to construct a safe backpack or bedroll; 

(d)
 
personal hygiene items necessary for cleansing; 

(e)
 
appropriate feminine hygiene supplies; 

(f)
 
wool blankets or an appropriate sleeping bag and a tarp or poncho for when the average nighttime temperature is expected to be 40° F or higher; 

(g)
 
shelter from precipitation, appropriate sleeping bag and ground pad when the average nighttime temperature is expected to be 39° F or lower; 

(h)
 
clothing appropriate for the temperature changes generally expected for the area; and 

(i)
 
a clean change of clothing at least once a week or an opportunity for the participant to wash their clothing at least once a week. 

(3)
 
A program may not remove, deny or make unavailable for any reason the appropriate clothing, equipment or supplies. 

(4)
 
Field staff shall be responsible for maintaining the safety and well being of youth and shall monitor each youth to make sure that clothing, equipment and supplies are maintained in a manner adequate to ensure the youth's safety. 

(5)
 
The field director shall develop a list of items that each youth will be in possession of during the wilderness excursion. Policy shall be in place that ensures only those items are transported into the wilderness. 

Authorizing statute(s):
 
50-5-220
, MCA

Implementing statute(s):
 
50-5-220
, MCA

History: 
NEW, 2004 MAR p. 1960, Eff. 8/6/04.