(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.