Camp Director Information
Required Safety Procedures for Seasonal Camps and Contracted Programs
Murray State University, as part of its educational mission, encourages outreach in
the form of seasonal camps and summer contracted programs. The following procedures
outline Murray State University’s (MSU) safety and risk management requirements for
all seasonal camps and contracted camps.
Anyone working with seasonal camps and contracted programs needs to comply with the terms of these procedures. The procedures are assigned to all MSU Sponsored Camps, Athletic Camps, and Contracted Programs, particularly those programs involving the care of minors. Its terms apply to all camp personnel, including Camp Directors, staff and volunteers.
The Camp/Program Director shall be responsible for overseeing and ensuring the compliance of all safety procedures.
Camp Director Resources
All Camp Directors should refer to the Camp Director’s Safety Procedures Checklist to ensure all requirements have been met. This checklist is a condensed version of the required safety procedures to help the Camp Director quickly identify their necessary tasks. The full length draft can be accessed here: Required Safety Procedures for Seasonal Camps and Contracted Programs.
FAQ: General and Further Information for Camp Directors
Who is considered the Camp Director?
What is the Camp Director responsible for?
Who can be designated as a Camp Director?
Whom do these procedures apply?
When do these procedures and requirements go into effect?
When do all the requirements need to be completed?
How do I know what type of program my event is classified as?
Who do I contact if I have questions?
Participant Registration Process: Emergency Contacts
Each Director must establish a process during registration that collects emergency contact information for all participants. The emergency contact information must include, but not limited to, participant’s name and address; Guardian name, address, phone and email. The Director will keep all emergency contacts information for participants, staff and volunteers in a format that is easily accessible.
FAQ: Emergency Contacts
What emergency contact information do I need to collect?
Do I have to provide the University with my campers’ emergency contact information?
Crisis Communication Plan
The Director will be responsible for contacting guardians of camp attendees, and emergency contacts of staff and volunteers, in the event of an emergency or campus-wide crisis. Directors should have a plan for how they will make those guardians and emergency contacts, in place in such an event.
FAQ: Crisis Communication Plan
What is a “Crisis Communication Plan?”
Is there a required format to use?
Seasonal Camp and Contracted Program Notification Form
Each Director must register their Camp or Contracted program with the university. This short online form provides general information about your camp or program to the university, such as Camp Director contact information, dates of the program, and provides verification and acknowledgement the Camp Director will comply with the MSU Safety Procedures for Camps. The online form can be accessed here: Contracted Program and Seasonal Camp Notification Form.
FAQ: Notification Form
What is this form that needs to be filled out?
Do I have to fill out a form for every camp session?
Director and Staff Training
Associating a camp with MSU or hosting on the MSU campus requires the Camp Director
and staff to receive training that will allow the University to comply with state
and federal requirements including non-discrimination laws, Title IX of the Civil
Rights Act, the federal Clery Act, and the Kentucky Minger Act.
Murray State University is committed to providing a safe learning, working, and living environment that is free from violence and unlawful discrimination and harassment for the entire University community as well as visitors, patrons, campers, and program participants. As part of this commitment, Murray State University asks all Camp Directors and Staff to complete the following training courses:
• “Protecting Children: Identifying and Reporting Sexual Misconduct” (25 min)
Note: All Camp Directors and staff must complete the "Protecting Children: Identifying and Reporting Sexual Misconduct" course. However, the Camp Directors must also complete the “Protecting Children: Hiring Staff who work with Minors” course, which is also found at the link above.
• “Campus Security Authority” (Fill out form, which takes you to 13-minute training video)
Please note: The video references a quiz, however there is no quiz at this time.
Click here for further instructions on how to access or complete the trainings. Upon completion of each training, the user will receive an email confirmation of completion that should be sent to the Camp Director and kept in the camp’s permanent files. Failure to complete the required trainings could result in the cancellation of your camp or program.
For questions concerning these trainings or assistance with identifying or reporting
discrimination, sexual misconduct, or harassment, please contact:
Camisha Duffy, MSU Title IX Coordinator and Executive Director of IDEA
103 Wells Hall, Murray, KY 42071
Fax (270) 809-6887
TDD: (270) 809-3361
For emergencies and to report crimes:
(270) 809-2222 or dial 911
FAQ: Director and Staff Training
Who must complete the training?
What training is required of me and my camp staff?
All camp staff and volunteers must complete the “Protecting Children: Identifying and Reporting Sexual Misconduct” training course (25 min) and “Campus Security Authority” training video (13 min). Camp Directors should also complete the “Protecting Children: Hiring Staff Who Work
With Minors” training course.
The Training modules are free and completed online in a web-based module. Upon successful completion the user will be provided an email confirming completion.
When should the training be completed?
How do I know my staff has done the training?
What do I do with the confirmations of completion?
I have returning camp staff from last year who did the training last year. Do they have to do the training again?
I’m an employee of MSU and have already taken this training as part of my employment. Do I have do it again?
Some of my camp staff are MSU students and they have already taken training as part of their enrollment and registration. Do they have to do it again?
All camps or contracted programs should obtain proper insurance.
MSU Sponsored Camps: Obtain group accident insurance to cover campers and staff in the event of a program related accident or illness. Contact the Office of Non-Credit and Youth programs at (270) 809-3662 for assistance.
Athletic Camps: Obtain proper liability and accident insurance for their camp. MSU shall be named as an additional insured on that policy.
Contracted Programs: Obtain proper liability insurance for their camp. MSU shall be named as an additional insured on that policy.
What insurance do I need?
Depending on the type of camp or contracted program you are will determine what type of insurance you need. MSU Sponsored Camps are covered under the University’s liability insurance; but they should obtain group accident insurance. MSU Sponsored Camps should contact the Office of Non-Credit and Youth programs at (270) 809-3662 for assistance (before May 1).
Athletic Camps should carry liability insurance, listing MSU as an additional insured; but should also carry a group accident insurance too.
Contracted Programs will need to carry liability insurance and have MSU listed as an additional insured.
Who do I provide proof of insurance to?
Do I have to obtain insurance through a specific provider?
Ensure all staff and volunteers working directly with minors have successfully and satisfactorily completed a comprehensive, national background check. The background check must include searches for criminal felonies and misdemeanors, as well as the National Sex Offender Registry.
MSU Sponsored Camps: Abide by MSU Human Resources (regular employees/temps paid on PA) or Student Financial Aid (students paid on EPAF) policies and procedures on background checks for anyone employed by the university. Background checks shall be conducted on all camp staff and volunteers, including new employees and former employees who have more than a 12-month break in service. Current MSU employees will not need to conduct an additional background check as long as a background check was a part of their initial hiring process:
Athletic Camps: Ensure background checks have been conducted on all camp staff and volunteers working directly with minors. Background checks meeting the search specifications listed above may be provided/accepted by a current employer. Current MSU employees will not need to conduct an additional background check as long as a background check was part of their initial hiring process.
Contracted Groups: Ensure background checks have been conducted on all camp staff and volunteers working directly with minors. Background checks meeting the search specifications listed above may be provided/accepted by a current employer.
If you have further questions regarding background checks and summer programs, please contact MSU Human Resources at (270) 809-2146.
FAQ: Background Checks
I currently work for Murray State, do I need a background check?
I worked for the same camp last year, do I have to have another background check?
I’m not being paid by Murray State, do I still have to have a background check?
What will be included in the background check?
Who should conduct the background check?
What is the Camp Director responsible for?
I had a background check done by my employer for my current job, do I have to have another one?
Campers or Participants with Special Needs
The Camp Director or designated appointee shall contact the Office of Student Disability Services to assist a camper seeking a reasonable accommodation. (270) 809-2018. If your camp or contracted program has a campus host or university liaison, please contact them also with your request.
Please continue to monitor this website for updated information.