Camp Director Information

The following procedures are in “soft roll-out” phase for 2018.  We are asking that Camp Directors make a good faith effort to comply with these procedures as best as they can for summer 2018.  After this summer, these procedures will be reviewed, revised, and go into full effect in summer of 2019. Please continuously monitor this website for updated 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?  

The designated person with oversight of a camp or contracted program and who has responsibility for minors and/or other guests participating.

What is the Camp Director responsible for?

At a minimum, the Camp Director shall be responsible for adhering to camp procedures, University safety regulations, proper hiring and training of camp staff, emergency communications, and overall supervision and responsibility of the program and its participants.

Who can be designated as a Camp Director?

A Camp Director may be a MSU faculty or staff member, hired individual, or designated appointee of contracted program.

Whom do these procedures apply?

Seasonal camps and contracted [summer] programs, including MSU Sponsored Camps, Athletic Camps and Contracted Programs, particularly those programs involving the care of minors. The requirements apply to all camp personnel, including Camp Directors and Staff (paid and volunteer).  

When do these procedures and requirements go into effect?

A soft roll-out of these procedures and requirements begin in Summer 2018. In Fall 2018 and Spring 2019, the procedures and requirements will be reviewed, revised, and finalized. The procedures and requirements will go into full effect in Summer 2019.

When do all the the requirements need to be completed?

It is requested the Contracted Program and Seasonal Camp Form be submitted 60 days prior to the start of your camp (or as soon as possible).  All the other requirements should be completed by the start of camp.

How do I know what type of program my event is classified as?

Please see the full length draft of the Required Safety Procedures for Seasonal Camps and Contracted Programs document in the Camp Director Resources section above for a definition of terms.

Who do I contact if I have questions?

Please contact your University liaison, host, or sponsor.

  

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?

At a minimum you camper registration process should collect the participant’s name, address, phone, email, and in the case of minor’s, the guardian’s name, address, phone, and email. Camp Directors should also gather emergency contact information for their staff and volunteers.

Do I have to provide the University with my campers’ emergency contact information?

No. It is the responsibility of the Camp Director to keep this information in an easily accessible format. That format is at the discretion of the Camp Director, but it is suggested that, in the event of an emergency or crisis, the information can be accessed by multiple means and/or camp personnel.

 

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?” 

Every Director must have a plan of how they will notify their participants’ emergency contacts in the event of a campus emergency or crisis.  

Is there a required format to use?

No. Because every camp and contracted program is unique, the Camp Director should have a system that will work best for their camp or program.  Common examples include, but not limited to, phone trees, mass email, group texts, social media groups, or apps designed for rapid communication.  It will be the responsibility of the Camp Director to determine their camp’s most efficient and effect Crisis Communication Plan. 

 

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?

The Camp Director must report their camp or contracted program to the University by completing the “Contracted Program and Seasonal Camp Notification Form.” The form should be submitted at least 60 days prior to the first day of camp (or as soon as possible).

Do I have to fill out a form for every camp session?

Not necessarily.  If you offer multiple sessions of the same camp, you only have to submit the form once since there is a section to list multiple dates. For example if you offer a Reading Camp on June 1-3, and then another session on June 8-9, you may submit one form and indicate both session dates. However, if you offer Reading Camp (Elementary) on June 1-3, and Reading Camp (Middle School) on June 8-9 you will need to submit the form for each camp. 

 

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
(270) 809-3155
Fax (270) 809-6887
TDD: (270) 809-3361
email:
msu.titleix@murraystate.edu

For emergencies and to report crimes:  
University Police
(270) 809-2222 or dial 911

 FAQ:  Director and Staff Training

Who must complete the training?

The Director and all Camp/Program Staff (paid or volunteer), must complete the trainings.

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?

All training must be completed by the start of camp.

How do I know my staff has done the training?

Upon successful completion of the training, the user will be emailed a confirmation of completion. The email and/or the certificate of completion should be sent or given to the Camp Director.  

What do I do with the confirmations of completion?

The emails and/or certificates should be printed and remain in your permanent camp files.

I have returning camp staff from last year who did the training last year. Do they have to do the training again?

Yes.  Laws and policies may change from year to year so the Trainings should be completed each year.

I’m an employee of MSU and have already taken this training as part of my employment. Do I have do it again?

Yes. These trainings are different from the standard trainings you complete as part of your employment at MSU.

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?

Yes. These trainings are different from the standard training our MSU students take.   

 

 

Insurance

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.

FAQ:  Insurance

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 too?

MSU Sponsored Camps that obtain their group accident insurance through the Office of Non-Credit and Youth Programs (ONCYP) will have their policy automatically on file at ONCYP . Athletic Camps should keep their insurance in their permanent camp files, or provide to a designated MSU appointee.  Contracted Programs should provide their proof of liability insurance to their MSU liaison or host.

Do I have to obtain insurance through a specific provider?

No.  You may obtain your insurance through any authorized provider.

 

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. 

 

Background Checks
(Note: This is in “soft rollout” for 2018; more information continuously updated)

Per MSU Human Resource policies, anyone employed by the university shall have a background check conducted.  Further, background checks shall be conducted on all camp staff and volunteers that will work directly with minors.
For 2018, verification of a completed background check from a current employer will be acceptable. Starting in 2019, background check procedures will be modified; further information to come.  

 

Please continue to monitor this website for updated information.