Cabin Counselor and Teacher Pre-Arrival Check List
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1 Cabin Counselor and Teacher Pre-Arrival Check List 1644 Magnolia Avenue Redding, CA School fax: School Phone: Revised 10-10
2 Counselor Recruitment Information Cabin counselors play a vital role at Whiskeytown Environmental School (WES). They provide round the clock supervision including sleeping in the cabins with the children. Schools attending WES are required to provide cabin counselors for their students. Schools can choose to bring high school students, college students, classroom aides, or parents. PLEASE NOTE: All cabin counselors over 18 will need to be fingerprinted (unless they are still in high school) High schools are not responsible for recruiting counselors for individual elementary schools. As a courtesy they advertise openings and collect applications. The high schools have also requested that only one liaison from each elementary school contact them; otherwise they get bombarded with calls. Cabin Counselor application forms require teacher/administrator/parent clearance before counselors are cleared to leave school. Counselor applications can be downloaded from our website: Click on 5-day residential outdoor science school (WES Camp) for Information for Counselors HOW MANY COUNSELORS DO YOU NEED? Keep the boy/girl ratio of your students in mind when recruiting cabin counselors. Tentatively plan on recruiting 1 counselor per 8 students. This number will be dependant on whether you re sharing cabins with the other schools. Examples for recruiting counselors: # of boys and/or girls # Counselors Required Reminders: Males may not serve as cabin counselors for girls cabins, regardless of age. Female high school students may not serve as cabin counselors for male students; adult females out of high school, 18+ years, are allowed. BACK UP PLANS We strongly recommend that you recruit alternates. Back-up plans need to be in place for the inevitable loss of counselors. Sometimes adults fingerprints do not clear on time, if at all. Other times high school and college counselors cancel at the last minute for a variety of reasons.
3 HIGH SCHOOL CABIN COUNSELOR INFORMATION: High school students should be juniors or seniors. Occasionally sophomores are cleared by the high school. If you know of a high school student that you would like to attend WES with your class, please call them directly and follow the steps below. STEPS FOR RECRUITING HIGH SCHOOL COUNSELORS 1. Give cabin counselors an application (provided in your packet) or have them pick up one in the Career Center or Main Office at the high schools. Applications are also available on-line at Click on 5-day residential outdoor science school (WES Camp) for Information for Counselors and Applications. 2. Students complete application* and turn it into the high school. Make sure students indicate on the application that they were recruited by your school! 3. High school students who turn in an application to the high schools requesting to attend WES with your school without your knowledge will be forwarded to you. You can decide to use this student as a counselor and contact them directly. If you cannot use the student, please contact WES at so we can assign them to another week. * Please use standardized WES application forms STUDENT REQUIREMENTS Students MUST meet the following criteria indicated on the high school application to be eligible as a cabin counselor: Maintain a 2.0 grade point average in each class Receive signature approval from each teacher, a high school counselor, high school administrator, and parents Be able to walk at least two miles up and down hills HIGH SCHOOL BULLETINS The high schools will put an announcement regarding WES cabin counselors in their daily bulletins. Please follow these guidelines: Give information to be put into the bulletin to the school at least 6 weeks prior to your attendance. This gives everybody a heads up. Indicate how many cabin counselors you will need INDEPENDENT STUDY Student counselors attending WES for 5 consecutive days can qualify for Independent Study status. This is very important to the high schools so please try to get counselors ahead of time so they may be eligible for this.
4 ADULT CABIN COUNSELOR INFORMATION To ensure we have good role models for our students, it is essential to have a stringent screening process. This includes completed applications and fingerprinting for adults. BACKGROUND CHECKS Fingerprinting (Mandatory): ANY ADULT serving as a cabin counselor MUST BE FINGERPRINTED. Students, 18 years of age and still in high school do not need to be fingerprinted. A Live Scan Verification Form must be submitted to WES before they can attend. These can be obtained at your district s Office of Education. References (Optional): We recommend checking references on cabin counselors over 18 and out of high school. Reference forms are enclosed for your convenience. CABIN COUNSELOR ORIENTATION WES staff will conduct a counselor orientation meeting between 10:30 and 12:00 a.m. on the first day of arrival at WES. This is an important informational meeting for counselors which overviews the program, counselor responsibilities, and allows any last minute questions to be clarified. Have counselors bring their required paperwork to this meeting so WES staff can check and make sure it is filled out properly. *Please note that we will no longer be having an orientation meeting for counselors the Sunday night prior to their arrival at WES. It is the responsibility of the teachers to make sure the counselors have transportation to WES either in a private vehicle or on the school bus. Permission forms must be signed to ride in a personal vehicle or on the school bus if the student is under 18. Review: YOUR RECRUITING RESPONSIBILITIES 1. Begin thinking about and searching for counselors in the fall. Contact old students who you think would be good role models. 2. Recruit 1 counselor for every 8 students. Gender will be dependant on the boy/girl ratio of your students. Work with WES representative to coordinate between other attending schools, high schools and potential college counselors. 3. Make sure to get your adult cabin counselors fingerprinted ASAP. 4. Fax Counselor List with names of counselors to the WES office a week prior to your attendance.
5 CABIN ASSIGNMENTS AND ASSIGNING COUNSELORS A representative from WES will contact you requesting your final boy/ girl count and will or fax the student Cabin Roster forms the week prior to your arrival. The forms indicate the number of students from your school assigned to each cabin. In assigning students to cabins please: 1. Come up with a plan with your co-workers to develop compatible groupings of students in cabins. This will help ens ure a successful week for students. We suggest the following: Allow students to pick 1-2 friends to be in their cabin We recommend not sharing cabin-mate names with students prior to arrival as this can cause many unforeseen problems. Discuss cabin assignments with teachers from the schools accompanying your school. 2. Fill out the cabin roster form and return it to WES no later than the Thursday prior to your arrival. Completed forms may be faxed to: (530) or ed to wes@shastacoe.org 3. If you have specific cabin counselors you want placed in certain cabins, please include their names in the appropriate cabin. SMOKING POLICY Since we are a public school, smoking is not allowed on the campus at WES. Cabin counselors only have one hour a day when they are not directly supervising students. Adult cabin counselors can cross the bridge during that hour to smoke; high school students cannot. It is important that you clarify the smoking rules to potential counselors. If someone cannot go a week without smoking, it is not appropriate for them to come as a cabin counselor.
6 Adult & High School CHECK-LIST FOR CABIN COUNSELOR RECRUITMENT Task: Designate 1 person as the cabin counselor liaison at your Timeline: As soon as you receive this elementary school or district. packet. Task: Notify WES Principal of any changes in counselor status. Timeline: As soon as changes occur. *Adult Only (Anyone over 18 and out of high school) Task: MANDATORY - Have adult counselors Timeline: At least 3 weeks prior to fingerprinted (live scan) your arrival. Task: Check adult references (optional) Timeline: Recommended, but optional. Task: Fax the Live Scan Clearance Form for Adults to WES Timeline: Two weeks prior to arrival. Principal at *High School only Task: Submit high school bulletin announcements for Timeline: At least 6 weeks before recruiting counselors. attending WES. Task: Ensure high school students have completed Timeline: Prior to their arrival at WES. application with appropriate clearance by the high school to attend WES. Task: Fax High School Counselor List to WES Timeline: At least 1 week prior to at attending WES. Task: Forward cabin counselor health forms to WES Timeline: Two weeks prior to arrival. (make sure you keep copies of the health forms in case they are lost in the mail). Task: Forward to WES any cabin counselor applications Timeline: As soon as you get them. sent to you by the high school that you do not need.
7 PRE-ARRIVAL CHECK-LIST FOR TEACHERS Task: Send the Student Health Information Forms and the Timeline: Two weeks prior to arrival. teacher health forms (make sure to keep copies in case they are lost in the mail). Task: Send a current class roster of those students scheduled Timeline: Two weeks prior to arrival. to attend WES (preferably in Excel format) Task: Review with students the 5 student/cabin counselor Timeline: One week prior to arrival. expectations Task: Remind students that all items brought to camp Timeline: One week prior to arrival. SHOULD BE LABELED WITH THEIR NAME. Task: Fax Special Concerns and Ethnic Survey Form to Timeline: One week prior to arrival Task: Turn in cabin assignments via at Timeline: Friday prior to arrival. wes@shastacoe.org or fax to ON ARRIVAL DAY Task: Please check for head lice prior to boarding bus. Task: Bring all medications including School Medication Authorization Form in ziplock bags. Task: Bring Friends of WES T-shirt/Sweatshirt Order Form with payment attached). In the Health Forms packet, the School Medication Authorization Form MUST have both the physician and parent/guardian signatures; if we do not have these signatures, we will be unable to dispense medication. Mail forms to: Whiskeytown Environmental School 1644 Magnolia Avenue Redding CA Or Fax to: Or - wes@shastacoe.org
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