Administrative Guidelines

ADG04 Providing Emergency Medical Services at University Events at University Park

Policy Status: 

Active

Policy Steward: 

Vice President for Administration

Contents:

PURPOSE:

To provide adequate emergency medical services (EMS) for events drawing an anticipated number of participants / attendees / visitors at all University venues (and University-sponsored events drawing people at non-University venues), as follows:

  1. 5,000 people or more,
  2. 1,000 people or more if a significant number will have special medical needs, or
  3. Events that may, by special circumstances such as the type of activity, require the need for on-site emergency medical service coverage.

POLICY:

In accordance with Commonwealth of Pennsylvania Department of Health, Bureau of Emergency Medical Services Act 37 of 2009 and Title 28 Chapter 1033, Penn State's University Health Services' Department of Emergency Medical Services will provide pre-hospital emergency services at the above events, in cooperation with other available health service providers as determined by the Department of Emergency Medical Services. Both a 'general plan' and an 'annual plan' for these services may be submitted to the Commonwealth for approval each year.

SPONSOR REQUIREMENTS:

Each sponsor (or faculty / staff advisor for student groups, or sponsor representative) planning for an event anticipating the number of people specified above in the "Purpose" must incorporate arrangements for pre-hospital emergency medical services. The venue manager or director must contact the University Health Services' Department of Emergency Medical Services, and together (with a sponsor representative) develop a 'risk assessment' for the event. Estimates of attendees and participants, special needs of those in attendance, weather, traffic, etc. must all be taken into account in order to adequately provide for these services. Other appropriate University offices must also be included when planning for such events.

The Department of Emergency Medical Services will be reimbursed by the venue(or the event sponsor or the artist, as appropriate) for stand-by and any medical services rendered, and by available private insurances for any such coverable services performed.

SPECIAL EVENTS EMERGENCY MEDICAL SERVICES' PLANS:

The 'General' plan, developed by the Department of Emergency Medical Services (EMS) for approval by the Department of Health, will include:

  • An outline of the organization and administration of emergency medical services for defined events held at, or sponsored by, the University,
  • Minimum qualifications required of emergency care providers,
  • Communication plans, capabilities, equipment, and contingencies,
  • Steps to be taken for the publishing or announcing / signing of available services and the location of emergency care facilities for the participants and visitors,
  • Required record keeping functions and reporting of incidents, and appropriate record retention, and
  • Billing, and cost-recovery steps to be taken for services provided.

In addition, an 'Annual' plan may be submitted to the state Department of Health Bureau of Emergency Medical Services for their approval. EMS will coordinate with venues and sponsors to obtain and submit the following information:

  • Date(s) of each event,
  • Sponsor(s) of each event,
  • Names of artist, event title, or other identification of the event,
  • Venue (Bryce Jordan Center, Eisenhower Auditorium, etc.),
  • Estimated number of participants and visitors, and
  • Extent of emergency medical coverage anticipated (various levels of services planned, number of EMTs, MDs, ambulances, etc.).

NOTE: The Emergency Medical Services' fee structure must be approved by the Corporate Controller as part of the University Health Services Fees and Charges (per Policy AD15), but not necessarily included with the documentation requiring state approval.

Smaller, low risk events are conducted frequently at certain venues(e.g., Eisenhower Auditorium, Jeffery Field, etc.). As a result of the similarity between these events, they may be included as a group in the annual plan submitted to the Department of Health. EMS will work with venue managers to combine the planning for smaller low risk events, and when possible, will address the needs of such events within the daily EMS resources of the University.

FURTHER INFORMATION:

For questions, additional detail, or to request changes to this policy, please contact the Office of the Senior Director for University Health Services.

CROSS REFERENCES:

AD39 - Minors Involved in University-Sponsored Programs or Programs Held at the University and/or Housed in University Facilities

SY05 - Persons, Other Than Students or Employees, Who Are Injured or Become Ill on University Property

SY21 - First Aid Kits

SY22 - Automated External Defibrillators (AED)

Effective Date: June 28, 2016 
Date Approved: June 21, 2016 
Date Published: June 28, 2016 (Reviewed and editorial changes made- June 28, 2016)

 

Most recent changes:

  • June 28, 2016- Editorial changes have been made throughout the policy to clarify office/department names. Addition of (1) policy steward information and (2) the standard FURTHER INFORMATION section, in the event that there are questions or requests for changes to the policy. Lastly, the standard CROSS REFERENCES section has been added, linking related policies.

Revision History (and effective dates):

  • June 15, 2006 - Revision History added.
  • June 1, 1998 - New Guideline.