Camp Director Information

Youth programs provide excellent opportunities for kids and teens to experience independence, sample new activities, and develop life skills. We can help coordinate facilities, registration, insurance, and more! So you can focus on providing great programming. Quality experiences help children develop the skills needed to grow into strong individuals. We want to support adult leaders in making their youth program vision happen.

  •  The first step is choosing your Program Director. This person will be MSU's point of contact for all communication regarding the program.

Program Directors are responsible for ensuring all standards in the Minors on Campus Policy are met. The following timeline is a handy guide, but is not comprehensive. These procedures must be repeated annually. Program Directors will review all required standards with a representative from the Center for Adult and Regional Education following their program. Failure to meet standards outlined in the Minors on Campus Policy could result in disciplinary action. The Office of Community Outreach offers administrative support with these and other aspects of youth programs in exchange for a fee. If you are interested in learning more, contact to see if we can help.

  1. Complete the Youth Program Notification Form. Make a note whether the form tells you your program is University-Run or Third-Party.
  2. Develop a system for participants to register for your program. This registration system must include emergency contact information for all minors.
  3. Obtain your background check. Third-Party Program Directors should include a national criminal history and sex offender registry search in their check. Program Directors currently employed by MSU should verify with Human Resources that their background check on file is up-to-date.
  4. Complete the 3 Program Director trainings:
  1. Return the signed Minors on Campus Policies and Procedures Acknowledgement form to
  2. Recruit program staff (unpaid volunteers are subject to the same policies and standards as program staff).
  3. Inform staff they are subject to background check requirements. For MSU students working at your program, contact to obtain a background check. If they are not a student or existing employee of MSU, include a national criminal history and sex offender registry search.
  4. Inform program staff they must complete the 2 required trainings:
  1. Verify all program staff have completed the required background checks and trainings. Keep copies of proof in your files.
  2. Submit your staff list (including names, numbers, and emails) to You can use this document as an example.
  3. Conduct your program's staff training. Provide staff with written copies of the Behavior Expectations included in the Minors on Campus Policy.
  4. Provide staff with written copies of your program's Emergency Procedures and Communication Plan. Ensure every staff member understands their role in an emergency.
  5. Submit a list of your program staff including name, phone, and email to
  6. Third-Party programs submit a Certificate of Insurance (COI) listing Murray State University as an additional insured. The COI must include program name and dates. The COI must include the following limits:
  • Bodily Injury: $1 million each occurrence, $2 million annual aggregate
  • Molestation Coverage: $1 million each occurrence
  • Property Damage: $500,000 each occurrence, $500,000 annual aggregate
  • Medical Expense: $10,000
  • Personal & Advertising Injury: $1 million (with employee exclusion deleted)
  • Automobile Liability Insurance, Combined Single Limit, Bodily Injury, Property Damage and in addition non owned and/or hired vehicles and equipment: $1 million each occurrence
  • Workers Compensation (Coverage A): Statutory limits
  1. Upon arrival, ensure each minor has submitted emergency contact information, a signed release of liability, and relevant medical information.
  2. Conduct an orientation for guests that includes: overview of program/schedule, emergency procedures, contact information for Program Director and MSU Police, Housing rules, and behavior expectations/consequences if not met.
  1. Check in with program staff, Housing staff, and other stakeholders to ensure program is running safely and smoothly.
  2. Follow supervision and adult-to-minor ratios as established by the American Camp Association.
  3. Follow emergency procedures and notify guardians in cases of emergency.
  4. Call MSU Police 270.809.2222 to file an incident report for any injuries sustained on campus.
  1. Ensure all minors depart with designated guardian.
  2. Email to schedule your closeout meeting.
  3. Keep the following paperwork:
  • Background checks and training completion of all staff for three years
  • Emergency contact information of all minors
  • Relevant medical information of all minors
  • Third Party programs: Certificate of Insurance
  • Records of Program Director and program staff background checks
  • Written copy of emergency procedure and communication plan


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