POLICIES & PROCEDURES
Documentation
Why Documentation is Important
What, Where, & How to Document
What to Document
Below are key items every aquatics program should keep documentation of:
- Test. Mark. Protect.—Who passed your swim test, who needs additional layers of protection
- In-Service Training—Who attended, what the topic of the in-service training was, who needs remediation
- Drills—What guards were drilled, time to ID, time to retrieve, who needs remediation
- Chemical Log—Who is trained to handle chemicals, when the training occurred, what chemicals are on-site
- Lifeguard Certifications—When certifications were completed, when certifications need to be updated
- Waivers—Adult waivers, minor waivers
Where to Document
While many people are transitioning to digital record keeping, records can be kept either digitally or on paper. The important thing is that they are easily accessible in the event that an incident happens.
How Long to Document
Every organization should have a document retention policy that clearly states how long your organization stores records. Consult that policy to determine how long records should be stored.
If storing waivers, the best practice is to store them until someone terminates their membership. At the time of termination, store that individual’s waiver for an additional length of time equal to or greater than your state’s statute of limitations (in most states, that is two to three years). If someone is a minor, waivers will need to be stored until they are 18, plus the statute of limitations.
Steps You Can Take
After reading through “Documentation” ask yourself the following question:
- Am I confident, that if we had an aquatic incident today, I would be able to locate and pull any documentation that was requested?
If you are not confident, or if documentation has not been a priority at your organization, start developing a system today.
Key Links & Resources
Remediation Plan & Drill Log
Download our sample drill remediation plan and log worksheet.
Aquatics In-Service Training Log
Download our sample in-service training log.