Rainbow DJ LabRas Tafari Inc. · Rainbow Beach Park, Chicago
Proposed:The Lab is not running yet. No class runs until every item on the launch checklist is complete.
Rainbow DJ Lab › Governance › Annual Safety Review

Annual Safety Review

Status: Process defined; no review has been held. The Lab has not run any classes. The first review will take place after the first season ends.

What it is

Once a year, and after every season, Ras Tafari Inc. will look back at how safe the Lab actually was, compare what happened against its written policies, and fix what needs fixing. The results are published.

When it happens

  • Within 60 days after each season ends.
  • At least once every 12 months while the Lab is running.
  • Immediately, outside the normal schedule, after any serious incident: a significant injury, any 911 call, any DCFS report, a lost child, or any breach of the two-adult rule.

Who takes part

  • Stephen Henry, President, who leads the Lab.
  • At least one other officer (Paul Kelly, Vice President and Treasurer, or Albert Harris, Corporate Secretary), who checks the evidence.
  • The independent reviewer, once named (see Enforcement and self-accountability).
  • Input from coaches and volunteers, families, and Rainbow Beach Park staff.

What we review

People

  • Background checks: did every adult clear the Chicago Park District's background check, under its rules, before their first class? Is anyone due for renewal on the Park District's schedule?
  • Training: DCFS mandated reporter training and youth-protection training on file for every adult.
  • First aid: was a pediatric first aid/CPR/AED-certified adult present at every class?
  • Trainers: did any trainer select, recommend or rank a child, promote their own business to students, or offer paid private lessons against the conflict of interest policy?

Supervision

  • Was the two-adult rule met at every class?
  • Was the 6-to-1 ratio met at every class?
  • Sign-out log: was every child released to an authorized adult after an ID check? Were any releases refused, and why?

Incidents and concerns

  • Every incident report: injuries, safeguarding concerns, lost-child alerts, weather cancellations, emergency calls.
  • Were parents told the same day, and did written reports follow within 24 hours?
  • Every complaint and grievance, and how it was resolved.
  • Every whistleblower report, with names removed.
  • Every concern about an adult passed to the Chicago Park District, and whether it went the same day.

Environment

  • Sound meter checks of the main speaker; headphone volume caps on every laptop.
  • Q-Ality Sound: did its staff stay within sound, stage and lighting? Did they comply at once with every safety-lead request on volume or stage access? Were there any pauses? Were its insurance certificates current?
  • Lightning and heat decisions: were they made by the rules?
  • Emergency action plan: is it current? Was a drill held? Does it need updating after any change to the fieldhouse or lawn?

Health

  • Medication and allergy plans: were they on file and followed? Was epinephrine ever used, and was 911 called?

Privacy

  • Requests from families to see, correct or delete data, and how fast we answered.
  • Was child activity data deleted within 90 days after the season ended (unless a family asked to keep their child's Passport)?
  • Any privacy incidents, and whether the data-sharing agreement with SelassieFest was followed (only an audience-vote winner's first name, last initial, performance details and guardian consent may go to SelassieFest).
  • Confirmation that Q-Ality Sound received no participant data and made no photos or recordings.

Fairness

  • Were graduation decisions made only against the published criteria, with none waived?
  • Were any SelassieFest audience votes counted by someone with no interest in the result, with consent on file before the vote was announced?
  • Conflict-of-interest disclosures and recusals for the year, and the quarterly board reviews of Lab payments.

Policies

  • Did any policy prove unclear, impractical or too weak in practice?
  • Have any laws or official guidance changed (for example DCFS, CDC, National Weather Service or SafeSport guidance)?

What comes out of it

  1. A written list of findings.
  2. Specific changes, each with a person responsible and a deadline.
  3. Policy changes, which go to the board for a vote.
  4. A public summary in the community accountability report. No child or family is identified.
  5. A copy shared with the Chicago Park District, as we will propose in the MOU.

Records

Review records are kept with the corporation's records by the Corporate Secretary.