POLICY PURPOSE:

The University recognizes the value and potential for faculty, staff, students, and external groups to use university resources to enhance learning, research, and public service through extracurricular programming such as camps and clinics for Children and youth. Camps can further individual development, socialization, physical fitness, and creativity, and provide greater university engagement with the community.

The purpose of this policy is to help ensure that camps are run safely and efficiently, that campers have positive experiences at CSU Pueblo, and that finances related to camps are handled in a prudent manner.

POLICY APPLIES TO (Persons affected by):

All employees, students and volunteers engaged in activities in or relating to a Camp or Clinic.

DEFINITIONS:

1.  Camp or Clinic: An extracurricular program or activity sponsored by the University for individuals who are not regularly enrolled in the University. Camps and Clinics include music, sports, recreational and other activities for Children and youth. As used herein, “Camp” and “Clinic” are interchangeable.
   
   
2.  Camp Director: Each Camp must have a Director who is a University faculty member, coach, or full-time or regular employee. The Director is the individual who is directly responsible for all aspects of the Camp program and the health and well-being of its Participants. Scope of responsibility includes academic and program content and activities, hiring and supervision of counselors, coaches, teachers, assistants, volunteers, and others involved in the activity, supervision of Participants, and fiscal management.
   
   
3.  Minor or Child: Any individual under the age of 18 who is not enrolled as a student at CSU Pueblo.
   
   
4.  Participant: One who enrolls in or attends a Camp.
   
   
5.  Sponsoring Unit: The University academic or administrative department that requests approval to hold a Camp and has overall responsibility for the program, and to which the Director reports.

POLICY STATEMENT:

1.  Camps must be sponsored by and operated under the direction of a university academic or administrative department, except for those Camps sponsored and held by an outside organization that is renting space on campus for the Camp. Sponsoring Units must request approval from the responsible senior administrator, which may be the Vice President for Athletics and Strategic Partnerships, Vice President for Student Affairs, Vice President for Enrollment and Extended Studies, or the Provost for their respective areas to establish a Camp program.
   
   
2.  The approval process includes review of the Sponsoring Unit’s proposal to run a Camp, including the Camp’s objectives, curriculum, activities, funding source, financial management plans, safety protocols, and identification of potential conflicts of interest and/or commitment.
   
   
3.  In many cases, Participants in University-Sanctioned Camps are under the age of 18. University policies, including the Protection of Minors policy, must be strictly followed in such cases. Requirements may include, for example, Participant-to-staff ratio, background screening of coaches, instructors and staff, transportation protocols, protocols for handling medications, secondary accident insurance, water-related activities, and other safety guidelines.
   
   
4.  Depending on the nature of the program and its activities, additional insurance coverage may be required by the Director of Procurement, who must be consulted regarding risk and any additional insurance that may be required, before final approval. It is incumbent upon the Camp Director to disclose any Camp activities that carry inherent associated risks and take such measures as may be deemed appropriate by the Director of Procurement to avoid unnecessary risks or protect persons or property.
   
   
5.  Participants must complete and provide to the Camp Director before attending any Camp:
   1.  Proof of health and accident insurance and medical information form and medical authorization and release form, if required by the approving authority under section 1 above.
   2.  Release from liability form. For Minor Participants, all forms must be signed by the parent or guardian.
      
      
6.  It is the responsibility of the Camp Director to:
   1.  Review these documents prior to the Camp;
   2.  Seek additional information/clarification from the Participant or Minor’s parent or guardian as necessary;
   3.  Make reasonable accommodations as necessary for a Participant who has a disability;
   4.  Make sure that medical information forms are available on-site at all times;
   5.  Make sure that medical information remains confidential.
      
      
7.  Use of University Buildings and Facilities for Camps

If the Sponsoring Unit requires the use of University buildings and facilities other than those assigned to it, arrangements must be made in accordance with the Event Scheduling and Facilities Use Policy and established processes.

8.  Employment at Camps
   1.  All employees and volunteers, including students, who will participate in Camp activities must have successfully completed a criminal background check before beginning work, in accordance with the university’s policy on Protection of Minors and the policy on Background Checks.
   2.  The Camp Director will select the individuals most qualified to provide adequate and appropriate supervision of all Participants.
   3.  Adult to Participant supervision ratio must be within an age and activity appropriate range. This ratio will be determined by the Director based on the type of activity in accordance with the Protection of Minors policy.
   4.  Campers must be chaperoned at all times. Camp workers are responsible for the supervision of day-campers from the time they sign in until the time signed out at the end of the day.
   5.  In Athletics, athletic training staff will be in attendance for Camps in accordance with the National Athletic Trainers Association standards.
   6.  Appropriate procedures for accepting/releasing Minor Participants are required. The Participant should be signed in the morning and signed out at the end of the day. The parent or legal guardian designates, in writing, who may or may not drop off or pick up the Participant and no deviation from these designations is permitted.
      
      
9.  Overnight Camps

a.  Residence Hall reservations are required. Housing reservation requests for Camps are submitted by the Camp Director to the Office of Residence Life and Housing. Information and reservation request forms are available online.

Residence Life and Housing—Camps, Conferences and Short Stays

Externally-Sponsored Camps Housing Request Form

University-Sponsored Camps Housing Request Form

b.  For residential Camps, certain Camp workers must be designated as overnight chaperones. These individuals will have additional responsibility of 24-hour supervision of residential campers and must be over age 18.

10.  Behavior and Discipline

a.  Each Camp Participant and staff member is to be properly dressed, including adequate shoes and clothing for the venue and expected weather conditions.

b.  Camp Participants and staff members are expected to respect the rights and property of others.

c.  The Camp staff will deal appropriately with the normal day-to-day minor behavioral problems. Corporal punishment is prohibited. In cases where another person is intentionally harmed or put at risk, CSU Pueblo reserves the right to immediately remove the Participant from the Camp.

d.  If a Minor Participant intentionally injures another person, their parent or guardian must be called immediately and the Participant may be removed from the Camp.

e.  No refunds will be given if a Participant is removed from the Camp for disciplinary reasons.

8.  Alcohol and Illegal Substance Possession and/or Use
   1.  Possession, consumption and/or being under the influence of alcohol or illegal substances, including marijuana regardless of whether a person holds a medical marijuana license, while participating in a Camp are strictly prohibited. Violation may result in disciplinary action up to and including termination, as well as civil and criminal liability.
   2.  The University reserves the right to remove from the premises any Participant, chaperone, sponsor, instructor, coach or other Camp employee or affiliate found to be in possession of, consuming or under the influence of alcohol or illegal substances, including marijuana.
      
      
9.  Safety and Emergency Response
   1.  Camps Directors must be aware of emergency procedures, evacuations and guidelines in the event of a natural disaster, i.e. weather related emergency, fire, or other campus security concern.
   2.  In the event of a medical emergency, a University employee or volunteer is not allowed to transport a participant, and an ambulance must be called.
      
      
10.  Minor Illnesses and Injuries
    1.  If a non-emergency medical event arises, including severe illness or an injury that cannot be appropriately treated with first aid by Camp staff, a Minor Participant’s emergency contact must be contacted at once. The parent, guardian or emergency contact person may pick up the Participant from the Camp to address the issue. Camp staff may not transport injured or ill Participants in their own vehicles or in university vehicles.
    2.  Participants and all others with symptoms of a potentially contagious illness, or any condition requiring medical treatment, shall not be permitted to attend the Camp until the condition is resolved to the point where the illness will not be transmitted to others, or the injury is addressed so that there is no significant risk of exacerbating the injury.
       
       
11.  Fiscal Management
    1.  Each camp will be set up as a cost center for the purposes of reporting financial data to the Sponsoring Unit.
    2.  Camp Directors and staff will follow CSU Pueblo Financial Rule 6.
    3.  Financial Procedure 6.1 must be followed with respect to cash handling procedures, and Athletic Camp Directors will also follow the Athletics Camp Cash Handling, Deposit and Reconciliation Procedures.
    4.  For Athletic Camp Directors and staff, compensation will be paid in accordance with the appointment letter and may include a final reconciliation based on camp revenues and expenses.