Cape Breton Regional Municipality Recreation Department

Summer Student Employee Manual

Lotto/Core Students

Updated: November 2019

Table of Contents
Lotto Students................................................................................................................................3
Core Students ................................................................................................................................3
Portfolio Coordinators for Summer Season .....................................................................................4
Contact Information .............................................................................................................. 5
CBRM Cell Phones ..........................................................................................................................5
Personal Cell Phones ......................................................................................................................5
Employee Guidelines.............................................................................................................. 6
Teamwork......................................................................................................................................6
Conduct .........................................................................................................................................6
Scheduling, Holidays, and Additional Time ......................................................................................6
Professionalism in the workplace ........................................................................................... 7
Employee Safety .................................................................................................................... 7
Clothing .........................................................................................................................................7
First Aid .........................................................................................................................................7
Transferring Equipment ..................................................................................................................8
Money ...........................................................................................................................................8
Near Miss or Incident Reports.........................................................................................................9
Respectful Workplace ............................................................................................................ 9
Confidentiality ....................................................................................................................... 9
Social Media .......................................................................................................................... 9
Paint and Supplies ........................................................................................................................ 11
General Precautions ..................................................................................................................... 11
Safe Handling of Brushes, Pens, and other equipment ................................................................... 11
Physical Misconduct by Participants ..................................................................................... 12
Steps to follow ............................................................................................................................. 12
Working with Children ......................................................................................................... 13
Organizational Chart ........................................................................................................... 14
Job Responsibilities and Expectations

Lotto Students
As a summer employee, you are a representative for the Cape Breton Regional Municipality
Recreation Department (CBRMRD). You will be visible to the public and the first contact with the
department for many people. That’s something you can take pride in. As a representative for
the CBRMRD, you will be expected to follow the guidelines and policies laid out in this manual
when assisting any member of the public.

You will be trained to perform duties related to your assigned “portfolio.” Your portfolio is the
grouping of related activities under the direction of a coordinator, such as Sport Development or
Outdoor Recreation, etc. Please see the organizational chart on the back for more detail of where
you and your portfolio fit in the CBRMRD.

You can expect to be an integral part of program and event delivery within the community this
summer. This may involve setting up, tearing down, and supervising during any activities or
events. You might also be asked to supervise youth and children. As such, we expect you to
conduct yourself in a professional manner at all times. In addition, you will need to ensure safe
and healthy workspaces and environments. You are required to quickly report any safety or other
issues to “Core Students” or your “portfolio coordinators.”

We want you to have a fun, safe, and healthy summer. Welcome aboard!
*Don’t forget the sunscreen!

Core Students
Welcome back! We are pleased to have you return as a “Core Student” summer employee. This
year we are kicking off with a new orientation program to make things a bit easier when you
start.

As always, you will be expected to follow the guidelines and policies we have laid out in this
manual when you act in any capacity as a representative for the CBRMRD. You are further
expected to:
▪ Organize schedules to accommodate special events, regular programming, and fun van
▪ Attend all training sessions
▪ Report staffing issues and time off requests to your supervisor
▪ Ensure safe working environments
▪ Create contact lists and organize meetings to discuss programs in your portfolio as
required
▪ Create program kits
▪ Ensure adherence to all guidelines and policies in this manual
▪ Complete a season end report
New this year is the formal Buddy System. Lotto Students and Core Students will be paired up
together by your portfolio Coordinator. Core Students will mentor and guide Lotto Students
throughout the summer. Core Students have been with the CBRM Recreation Department for a
period of time, they can offer new Lotto Students job knowledge, display positive attitudes,
explain expectations, and encourage good performance throughout the summer.

Portfolio Coordinators for Summer Season

Below is a small list of functions Recreation Coordinators perform on a day-to-day basis:

▪ Ensure “Core Students” have the training they need

▪ Issue guidelines and monitor staff
▪ Support “Core Students” with special event facilitation
▪ Review and address scheduling issues
▪ Provide support for supplies and other resources
▪ Address personnel issues
▪ Assign “Core Students” as mentors to “Lotto Students”
▪ Act as mentors to the “Core Students”

We hope you enjoy your summer with us and look forward to a great season of activity, fun, and
sun!
Contact Information
Central Main Line – 902-563-5510

Name Phone Number Role E-Mail

Ashley Eisan 902-563-5065 Program Coordinator aeeisan@cbrm.ns.ca

Outdoor Recreation
Joe Costello 902-563-5065 Program Coordinator jwcostello@cbrm.ns.ca
Arts, Culture, and Creative
Events
Chelsea Currie 902-563-5357 Program Coordinator Adult and cjcurrie@cbrm.ns.ca
Older Adult
Cindy Hynes 902-565-7172 Program Coordinator chynes@cbrm.ns.ca
Rural Recreation Development
Colleen Clare 902-563-0901 Program Coordinator caclare@cbrm.ns.ca
Children and Youth
Kirk Durning 902-563-5513 Manager Recreation kaduring@cbrm.ns.ca

Krista Dove 902-563-5511 Program Coordinator kldove@cbrm.ns.ca

Events, Festivals, and
Community Support
Jonathan Penny 902-563-5512 Program Coordinator jcpenny@cbrm.ns.ca
Sport Development
Michelle Andrea 902-563-5510 Administrative Assistant kmandrea@cbrm.ns.ca

CBRM Cell Phones

The CBRM Recreation Department will issue all Core Students cell phones. These cell phones are
considered property of the CBRM and are to be used for work purposes only.

Personal Cell Phones

Personal cell phones are not permitted to be used while representing the CBRM during events or
programs. Employees may use personal cell phones during periods of free time such as; breaks,
lunch etc.
Employee Guidelines

Teamwork
The CBRM Recreation Department is committed to fostering a culture of Working Together -
Ready to Help, we believe working as a team is the best way to foster a positive work experience.
Working in a team setting helps to build morale, foster friendships, and complete tasks both
effectively and efficiently.

Conduct
The CBRM Ethical Conduct Policy and newly added Professionalism Policy references appropriate
workplace behavior. In addition to those policies, keep the information listed below in mind on
a day-to-day basis.
• The CBRM is a drug/alcohol free workplace.
• The CBRM has a Smoking in Public Places Policy which includes no smoking of tobacco,
cannabis, or vaping of any kind on any CBRM property.
• Employees are to dress appropriately for the setting/event including if handling various
equipment.
• Sun safety is to be a high priority for all CBRM Recreation employees.

Scheduling, Holidays, and Additional Time

Student employees are required to work non-traditional hours including, evenings, weekends,
and holidays.

Requests for time off requires a minimum of a one-week advance notice in order to be approved
by a supervisor.

Student employees are eligible for holidays recognized by the CBRM. Holidays are contingent on
events and can be taken with prior approval from your supervisor. Christmas Day, New Year’s
Day, Good Friday, Labour Day, and Canada Day are the holidays for which student employees are
eligible.

Additional hours are sometimes required during holidays and weekends. Student Employees will
not receive overtime for additional hours worked but, will receive time off in lieu of overtime.
The time off must be approved by a supervisor in advance.
Professionalism in the workplace

All summer employees are representatives of the CBRM. The Recreation Department expects for
all employees to maintain a professional manner while representing the department. Remember,
being professional means:

• Being punctual – if you can’t be on time let your supervisor know.

• Being positive – even when you’re having a bad day, as a professional you maintain a
positive attitude and are able to deal effectively with your emotions.
• Being ethical – always do the right thing, even when no one is looking.
• Being accountable – a professional will always own what they do, the good and the bad.

Employee Safety

All CBRM summer employees are required to successful complete the Occupational Health and
Safety certification, and WHMIS. In addition, Core Student are required to complete the High Five
Principles of Healthy Child Development, First Aid, and CPR. Below are important reminders/rules
for summer employees to follow.

Clothing
When moving equipment or program supplies closed toe footwear, safety glasses, and long pants
are required by employees. This would including set up and tear down of equipment such as
chairs, tables, games, program supplies, etc.

Any employee transferring special event equipment such as sound equipment should wear steel-
toed footwear, safety glasses, long pants, and safety gloves depending on the safety level of the
move. If gloves may have a negative impact on the safety of the move, they are not required.

First Aid
First Aid kits must be located on site at any event or program.
At large events a designated First Aid station should be established. Incident forms should be
located at any First Aid station.

All staff should be aware of potential emergency situations and be prepared to phone 911 for
help if the situation is warranted.
Transferring Equipment
• Always use necessary straps for tying down equipment.
• Always secure open-truck loads prior to moving the vehicle.
• Internal loads must also be secured.
• The transfer of substances such as gas, oil, propane, or helium not permitted by any
summer employee.
All employees have a duty to report any broken, damaged or altered equipment or supplies to
their supervisor in a timely manner.
Setup/Teardown
• When lifting heavy objects, two or most staff are required.
• Always use available supports such as dollies, lifting straps, and tie-downs.
• Position vehicle as close as possible to the setup and teardown site.
• All electrical is the responsibility of CBRM certified electricians. CBRM summer employees
are not permitted to have direct contact with any electrical elements.
• If an electrical issue presents itself employees must immediately contact their Recreation
Coordinator.
Summer employees are to be accompanied by a minimum of one senior seasonal staff when
stage setup/teardown is required.
In every CBRM vehicle there should be a first aid kit, cell phone charger, contact number, extra
tie down straps, safety glasses, sunscreen, gloves and water. This is located in each vehicle for
employees to use on an as needed basis.

Every location summer employees work at is considered a worksite, this requires the necessary
safety precautions. When on site, please complete the following:

• Wear a Class Two orange/yellow safety vest anywhere there is traffic.

• Ensure you are aware of available exits.
• Check grounds for public safety. Check for glass, needles, holes, or obstacles that have
the potential for tripping and any equipment that is damaged or broken.

In the event of a needle being found. Leave the needle where it is. Phone police immediately at
902-563-5151 (use personal cell phone if necessary). Notify other CBRM staff members in the
area so they do not pick it up or step on it. Do not allow any member of the public in the area of
the needle.

Money
CBRM summer employees are not to handle money during their employment. All recreation
programs are provided to the public at no cost.
Near Miss or Incident Reports
CBRM summer employees are not responsible to file incident reports. Summer employees are
however responsible to report any event that resulted in an incident or near miss to their
Recreation Coordinator. A near miss is any accident or incident that could have had consequences
that resulted in injury or illness to anyone on site.

Respectful Workplace

The CBRM is committed to fostering an inclusive and healthy work environment. Working
Together - Ready to Help is a culture that is promoted within the CBRM. This applies to not only
when acting on behalf of the CBRM but, when interacting with other within our organization. The
community of the CBRM is a workplace that advances the principle of human dignity and mutual
respect. There is a zero tolerance when it comes to discriminatory or harassing behavior. A
respectful workplace is not only applicable when interacting with other CBRM employees, this
applies to interactions with clients, suppliers, contractors, and members of the public. (See
Human Rights and Harassment Policy 2019 for further information).

Confidentiality

The CBRM Recreation Department is committed to upholding the values of the CBRM. Respecting
the privacy of our clients, staff, volunteer, employees and municipality is of the upmost
importance. There may be times where you are privy to personal and private information,
summer employees are expected to act in a professional manner and maintain confidentiality at
all times. For further information on the CBRM Recreation Department Confidentiality
Agreement see the newly incorporated Confidentiality Agreement.

Social Media

The CBRM Recreation Department is devoted to maintaining a safe and professional online
presence. Ensuring your online presence is both suitable and acceptable, whether it be via CBRM
social media or personal accounts. As an organization, we stress that students do not make CBRM
related posts on social media without appropriate authorization. Due to the nature of the
summer employee job, never share CBRM confidential information which includes (but is not
limited to) information about others, financial information, and contact information. It is
important to remember that as a student, you represent CBRM. You should be cautious that the
comments and posts you’re publishing do not reflect poorly on CBRM.
Sun Safety

The CBRM Recreation Department takes sun safety for their employees and participants very
seriously. As staff and participants often spend time outdoors during recreation programming,
employees are asked to work with staff, parents, and participants to protect their health. This is
done by educating staff, parents, and participants about preventative measures such as
sunscreen, hats, sunglasses, and SPF lip balm.

Core Summer Employees

• Keep a supply of sunscreen at program sites. This will be provided by your supervising
Recreation Coordinator.
• Inform staff that their CBRM supplied hat and t-shirt must be worn at all times while
outside. In instances where wearing these items would impede staff from performing
duties, other methods of sun protection are to be employed.
• Consult Environment Canada for the UV index report and adjust the program plan if
possible.

Lotto Summer Employees

• Use a checklist for parents/guardians at drop off locations to check off the following
items.
1. Hat
2. Sunscreen SPF 30+ applied to children prior to drop off
3. Lip balm
4. Sunglasses
5. Appropriate t-shirt
• Ensure parents/guardians are aware that staff will not be applying sunscreen on
participants unless assistance is requested. It is the responsibility of the parent/guardian
to ensure participants are responsible to apply it themselves.
• Pause activity if needed for a water break and to reapply sunscreen for both participants
and summer employees.
• Seek shade or create your own shade. If possible, facilitate activities in shaded areas. If
it’s not possible, take breaks in the shade when necessary.
Face and Body Paint Guidelines

Paint and Supplies

• Paint, crayons, pens and other cosmetic preparations must be safe and specifically
designated for use on human skin. If the any of supplies does not state Safe for Use on
Human Skin, do not use the product.
• Craft glitter is not to be use on human skin (face or body application). Glitter can cause
irreversible damage to one’s eyes or other areas.
• Face paint must be handled in a sanitary manner. This means scraping portions of face
paint into smaller single use containers for each event and using a new applicator for each
client.

General Precautions
• Pay attention in sensitive areas such as eyes and mouth. Especially on very young children
who may have a hard time staying still.
• It is possible someone may have an allergic reaction. In the event this occurs, here are
some signs to look for; paleness, shortness of breath, difficulty breathing, swelling, and
puffiness around the eyes. If you witness any of these symptoms, end the face paint
application immediately, and seek medical attention for the participant.
• Summer employees must perform hand hygiene before and after each session.
• Painting should only be performed on clean, healthy, unbroken skin. Avoid areas with
acne, sun burns, or other areas of broken skin.
• The participants skin should be cleanses before painting with baby wipes. Do not use
disinfectant wipes on one’s skin.

Safe Handling of Brushes, Pens, and other equipment

• Single use and disposable applicators are required for face painting. Your Recreation
Coordinator will ensure these tools are available for summer employees.
• The tips of face crayons should be cut off and wiped with disinfectant after each use, if
disposable applicators are unavailable.
• Reusable stencils must be cleanable. They must be wiped down with a disinfectant wipe
between use.
• Paper towels or other items with direct contact with participants skin must be discarded
after each use.
Physical Misconduct by Participants

We are expected to treat other with respect, as we would like others to treat us. Fighting, hitting,
pushing, biting, spitting, throwing objects, threats of violence, and leaving the program site, etc.
are all forms of inappropriate behavior. If a participant was to act in an unacceptable manor,
summer employees must deal with the situation immediately, and address the situation in one
or more of the following:

• Staff must assess the situation

• Separate the participant(s)
• Removal of other participants to safe and supervised area
• Talk with participant(s)
• Explain and reinforce the program rules
• Removal of program privileges
• Written or verbal apology
• Pick up or put back objects
• Call parent/guardian
• Call supervisor to inform them of the severity of the situation
• Police action – Only to be used when parent/emergency contact/supervisor cannot be
reached, and the participant is causing harm/risk to one’s self or others in the
environment.

Steps to follow

Step One: Promote education through reinforcement of program rules, discussion of positive
alternative for the future, reflection, and apology.

Step Two: One or more of the following: removal of privileges, communication with parent, and
time out.

Step Three: One or more of the following: program suspension, parent/staff conference before
individual returns to programs, explanation of program expectations, and ensure participant
knows the consequences of further misbehavior.
Working with Children

Unless otherwise stated, leader to participant ratios for safe general activity programs are as
follows:

Age Range Leader to

Participant Ratio
0-2 (with parent) 1:10
3-5 1:8
6-12 1:10
13-17 1:12

If a summer employee finds themselves in a situation where the ratio of participants to leaders
has a large degree of difference from the graph above, they are to notify the Recreation
Coordinator in a timely manner.
Registration forms must be completed in full by parents or guardians before children can
participate in programs. If there are special requirement necessary for participation, make sure
to consult with your supervisor.
 Working Together Ready to Help

Manager of
Recreation Organizational
Kirk Durning
Chart
Administrative
Assistant
Michelle Andrea

Events, Festivals, and Arts, Culture & Rural Recreation

Community Support Creative Events Development Sport Development Outdoor Recreation Children and Youth Adult and Senior
Coordinator Coordinator Coordinator Coordinator
Coordinator Coordinator Coordinator
Krista Dove Joe Costello Cindy Hynes Jonathan Penny Ashley Eisan Colleen Clare Chelsea Currie

Core Students Core Students Core Students Core Students Core Students Core Students Core Students

Lotto Students Lotto Students Lotto Students Lotto Students Lotto Students Lotto Students Lotto Students