2016 Summer Camp Administrative Guidebook

Transcription

1 2016 Summer Camp Administrative Guidebook 1

2 Copyright 2015 MISSION NETWORK ACTIVITIES USA, INC. NOTE: This is a preliminary version of the Summer Camp Administrative Guidebook. This guidebook is the property of Mission Network Activities and cannot be duplicated. Please do not circulate to others without written consent from Mission Network Activities USA, Inc. This Guidebook is not meant to, and cannot, cover every conceivable situation that may arise during the course of activities. The manual is intended for use as a guideline to assist in furthering the goals and objectives of the Mission Network Activities affiliated camps in a safe, efficient and effective manner. Camp directors are to consider the spirit of the manual and instructions they have been given as well as the mission of the program and draw upon their education, training, experience and best judgment under circumstances when information in this manual, coupled with information otherwise transmitted by Mission Network Activities, does not direct a course of conduct. Send correspondence to: Mission Network Activities USA, Inc. 525 Tribble Gap Road PO Box 1466 Cumming, GA

3 Table of Contents Administrative Process Timeline... 5 Summer Camp Administrative Requirements... 6 Budget Process / Camp Promotional Guidelines... 9 Facility and Transportation Contract Process Additional Accident Insurance Process Volunteer Certification Process Permission Forms and Waivers

4 Summer Camp Application Process Overview 1. The camp director will complete the online camp application process at Once submitted, you will receive a.pdf copy of your application back within a few days. You will need to submit this, along with your Camp Process Training - Certificate of Completion, to your RC Local Director (RCLD) for approval; copy Anna Kulway on this as well (akulway@missionnetwork.com). 2. The RCLD should ensure that the proposed chaplain and personnel are available on the dates and have permission from their director. 3. Camp director or RCLD will ensure permission from the local pastor is obtained to hold the camp within parish boundaries. 4. The RCLD sends the form with his approval to Anna Kulway. Anna then forwards the approved camp application to the territorial secretariat to begin processing the necessary diocesan permissions. 5. Anna will contact each of the camp directors to begin working with them to obtain the following requirements. Promotion can begin once you have submitted the following documents: i. Budget ii. Volunteer Background Checks and Certification iii. Facility contract and facility s certificate of insurance (in the case that it the facility is not owned by the legion) iv. Promotional flyer (if not using the national template) v. If necessary, a transportation agreement and transportation company s certificate of insurance vi. Online Insurance Application and Census Reporting process After the camp is completed, the following steps should be followed: 1) The camp director should complete the insurance census online the day after the event ends. Failure to do so will jeopardize insurance coverage for the camp. 2) The camp director should send a brief report of the camp with selected photos to the corresponding RCLD (and to the assistant for consecrated life in the case of the female branch). 4

5 Administrative Process Timeline The following indicates the months in which all camp administrative documents should be sent to Anna Kulway at in the Mission Network national office. Please note: Early submission of any of the items required prior to the camp will be accepted. December Camp Application completed online and submitted to Regnum Christi Local Director with a copy to Anna Kulway December Camp Budget and Flyer January Facility agreement with COI for review and signing February Complete online additional accident insurance application (including day camps) March Complete volunteer certification process April Send transportation agreement with COI for review and signing During Camp Ensure all permission forms, waivers, and volunteer certificates are collected and on hand at all times. Day After Camp Ends Complete online census report and submit any accident / incident reports 5

6 Summer Camp Administrative Requirements Note: Please press the Control Key and click on the blue hyperlinks in this document to access the required administrative forms. The mission of a Mission Network affiliated camps is for the formation of Catholic youth. To aid camp directors in the achievement of this mission, Mission Network offers a method of youth formation that addresses some important aspects of camp development and operation. Professional activities, especially those involving adults working with youth, should be sponsored by a professional organization which has Liability and Sexual Misconduct insurance coverage. This insurance covers the corporation s liability for the event, employees, and volunteers. Standard business practices must be met to be in compliance with the insurance company. In this case, Mission Network provides the structure and process to meet these standards. A breakdown of what Mission Network provides to each summer camp is: Liability and Sexual Misconduct Insurance Nonprofit status Federal to be used in the collection of donations to the camp A nonprofit bank account section and affiliated club accounts are used and camp accounts are opened when needed Permission Forms and Waivers for all campers and volunteers Volunteer background processing Legal review and signing of all facility and transportation agreements Additional low cost accident insurance for all attendees Additional administrative documents and instructions to run the camp Camp merchandise for purchase through an online Camp Store It is important for all camp directors to read and understand the Comprehensive Risk Management Program for Youth Ministry document and to transmit this information to all volunteers and staff working at the camp. In addition, underlying administrative practices and procedures are essential to the successful operation and stability of a camp, therefore Mission Network provides the following affiliation products and services in the following areas: Prior to Camp 1. Camp Budget: All camps must submit a budget for review by the camp administrator in the national office. 2. Facility and Transportation Contracts: Please forward all facility and transportation agreements with a valid Certificate of Insurance from the facility or transportation company to the national office for review and signing as soon as possible. Please note that agreements may only be signed by an authorized representative of the corporation. 6

7 Please Note: Contract may only be signed on behalf of Mission Network by an authorized signer in the national office. 3. Insurance Application An application for low cost additional accident insurance must be submitted online before the start of the camp for each camp. 4. Volunteer Process: Volunteers must register online and complete all volunteer requirements for certification at least one month prior to the start of the camp. 5. Participant Documentation: The Permission to Participant Form must be completed for each participant of the camp. Immediately Following Camp 1. Census Report: In order for the additional accident insurance to be valid, a report listing the names and birthdates of all participants age 17 and under is required for submission online immediately following the camp. 2. Participant Documentation: Due to legal requirements, completed Permission to Participate Forms for all participants must be mailed to the national office immediately following the camp for long term retention. Invoicing / Payment 1. Legal / Admin / Liability Insurance fee Invoice & Payment: An affiliation fee of $15 per camper 17 years of age and young will be invoiced directly from Mission Network according to the information received from the insurance census report. Payment is due upon receipt of the invoice. 2. Additional Accident Insurance Fee Invoice & Payment: Insurance fees will be invoiced directly from Waldorf Associates Insurance Agency according to the information received from the insurance census report. Payment is due upon receipt of the invoice. Many of the administrative areas are common to most non-profit organizations that primarily deal with youth. As such, many of the policies and procedures used in a Mission Network affiliated camp are common and include best practices found in the marketplace. There are two principles that primarily guide and direct the definition and implementation of administrative practices within a Mission Network affiliated camp: 1. Financial Stability - All Mission Network affiliated camps strive to be financially selfsufficient, to ensure that their mission can be successful over the long-term. 7

8 2. Effectiveness Recognizing the urgency of the mission to form as many solid Catholic youth leaders as possible to the best of its ability, a Mission Network affiliated camp must be effective in its development and operation. Effectiveness means working smart; it does not mean efficiency at the cost of quality, nor does it seek quality without efficiency. It seeks, rather, to achieve a lasting impact within society and a sustained presence in its community for generations to come. Two practical components of effectiveness are a programmed effort and teamwork. a. A Programmed Effort - The camp uses an annual program and budget to guide its efforts and ensure that its limited resources are efficiently allocated. b. Teamwork Teamwork is the key to the success of the camp, both within camp structures, and between the different affiliated camps. 8

9 Budget Process / Camp Promotional Guidelines A budget is an essential element within any organized institution, and so also within a Mission Network affiliated camp. Below are the instructions for completing the budget format. Budget Format 1. Camp Budget: All camps should have a sound budget in place to ensure camps expenses are accounted for and registration fees will cover camp expenses. The camp administrator must complete the budget and submit to Mission Network for review. 2. Budget Responsibility: Please note that suggestions may be made to your budget yet ultimately the camp director is responsible for the budget. 3. Budget Guidelines: The following guidelines should be used when completing the budget. Please do not delete or alter any of the cells shaded in blue, these are mandatory fields which are calculated for you. a) All cells that are highlighted in green are to be used to create the camp budget. b) Stipend to Consecrated / LC Camp Director the camp director position is very demanding and detailed, therefore the camp stipend should be commiserate with the time and responsibility of this position. 10% is built into the budget yet please ensure a higher amount is added in the event that 10% is not high enough for the work being done, as all camps differ in complexity and support needed. c) Camp Profit - This line calculates the camp profit which could be used to build an economy for future camps. d) 2016 Camp Fees: 1. Additional Accident Insurance fee The camp will be invoiced directly from Waldorf Associates Insurance Agency after an insurance census has been received for the camp. The rate is $0.46 per day per participant age 17 and under per day and $.52 a day for participants 18 and over. 2. Legal / Admin / Liability Insurance fee The camp will be invoiced directly from Mission Network according to the information received from the insurance census. $15 per camper fee for all campers age 17 and under includes: - Risk Management Services Liability insurance - person & property (protection for volunteers & staff) Proof of insurance (COI) certificates of insurance applications and issuance Accounting services / invoicing / follow up - MN Administration Services Camp process coordination ( s & calls) and follow up for risk management and Legion legal department 9

10 Processing of background checks, legal compliance, forms, follow up, and issuing volunteer certificates Provide budget template and review Provide permission forms and waivers for liability protection Bank account administration Accounting / invoicing / follow up - Legion of Christ Legal Services Lawyer for legal contract reviews (facility, transportation, activities, etc.) Territorial proposal reviews and approvals consolidation and assignments of LC/3GF personnel Camp Flyer and Promotional Guidelines 1. Please follow the promotional guidelines when creating flyers for your camp. 2. Submit all flyers to Mission Network for review and posting on the Conquest or Challenge website. 10

11 Facility and Transportation Contract Process IMPORTANT NOTE: Only authorized signers for Mission Network are able to sign legal contracts on behalf of the corporation. Local representatives are prohibited from signing agreements. The contract signing process was designed to assist Mission Network field representatives in the approval and acceptance of facility and transportation agreements. I. Facility Contract When requesting a contract with a facility, please ensure the following: 1. A valid contract must be obtained from the facility. (NOTE: If the facility does not have an agreement you may use this standard contract.) 2. Proof of Insurance from the facility All facilities are required to show proof of insurance by presenting a certificate of insurance with their agreement 3. Mail agreement and proof of insurance to the national office for legal review and processing. Please scan and or fax when possible: akulway@missionnetwork.com Mission Network Attn: Anna Kulway 9015 Farm Shaw Drive Gainesville, GA (877) Fax II. Professional Transportation Contracts When requesting a contract with a transportation company, please ensure the following: 1. A valid contract must be obtained from the transportation company. 2. Request a certificate of Insurance in the amount of $1,000,000 All transportation companies are required to provide a certificate of insurance naming Mission Network Activities USA, Inc. as additionally insured 3. Mail agreement and proof of insurance to the national office for legal review and processing. Please scan and or fax when possible: akulway@missionnetwork.com Mission Network Attn: Anna Kulway 9015 Farm Shaw Drive Gainesville, GA (877) Fax 11

12 Additional Accident Insurance Process Below is the process required for the processing of insurance for your camp: Insurance Coverage 1. Insurance Application: This application is for additional accident insurance required for all camps (day and overnight). Please submit an application online no later than two weeks before the start of the camp. 2. Insurance Census: Please submit a census report online immediately following the camp; it is mandatory that a completed Insurance Census be filed to finalize your insurance coverage. 3. Insurance Invoicing: Each camp will be invoiced by Waldorf Associates Insurance Agency after the census report has been submitted. 4. High Risk Activities: Please note the attached list of high risk activities and the stipulations for each activity. All camps must comply with the attached list of stipulations in order to receive proper insurance coverage for your camp. A certificate of insurance must be obtained from the facility providing the activity. Other Insurance Forms 1. Certificate of Insurance Request: Often times, the owner of a facility to be used for a camp a will require proof that the activities are covered by insurance. The attached Online Certificate of Insurance process can be used to request a certificate of insurance to show proof of insurance. 2. Accident Report: This form is to be used to report all injuries and accidents, regardless of their severity. The information reported on this form is strictly confidential and (unless necessary) is not to be disclosed. Completed Accident Reports should be sent to the Mission Network national office. Accident Claim Form, Claim Form Instructions 3. Incident Report: This form is to be used to report all incidents that may violate applicable policies and procedures. The information reported on this form is strictly confidential and (unless necessary) is not to be disclosed. Completed Incident Reports should be sent to the Mission Network office. 4. Witness Report : A sample report to be completed by any witnesses to an accident or incident, and submitted to CCAS Centralized Services with other appropriate reports. 5. Authorization to Dispense Medicine: This form is to be completed and signed by the parent or guardian for each camp participant that requires medication to be dispensed during the camp. The camp nurse as well as the camp director should keep a copy of the form with them and keep records of each time the medication is dispensed. 12

13 Volunteer Certification Process The greatest asset of a youth camp, aside from its young people themselves, are the men and women who dedicate their time and resources to assist in activities and formation. This process outlines the policies regarding volunteers that work with Mission Network affiliated camps. These policies strive to ensure the highest quality and reliability of personnel by means of responsible leadership, thus reducing the liability to Mission Network, the corporation they represent. Protecting our members is very important to us. Therefore each adult volunteer (18 and older) is required to submit to a background check every three years. It is also requested that each volunteer participate in the local Diocese Protecting God s Children program where applicable. Volunteers should contact their parish and/or diocesan representative for details regarding requirements for this training. Please ask all volunteers to follow the steps below to complete their registration approximately one month prior to the start of your camp. 1. Complete online registration with $20 payment by going to 2. You will need to log in or register to proceed with the process. During registration, review the following information: a) Volunteer Policies and Procedures Manual b) Authorization and Disclosure for Background Check c) Volunteer Agreement d) Summary of Rights Under Fair Credit Reporting Act e) Company Policy Concerning Background Checks 3. Print, complete, and sign Authorization and Disclosure for Background Check and mail to: Mission Network Attn: Volunteer Processing, 9015 Farm Shaw Drive, Gainesville, GA Complete Safe Environment Training through your local diocese 5. Upon review and approval of all documentation and background review, you will receive a Volunteer Certificate from Mission Network. Please present this certificate to the club president or director prior to beginning your volunteer position in the club or program. 13

14 Permission Forms and Waivers Prior to partaking in any camp activities, all participants of a Mission Network affiliated camp must submit to the camp director a signed permission to participate form which should be maintained on file for the duration of camp. Participant Permission Form (Under 18) 1. Update the Permission to Participate Form: Each participant under the age of 18 must have Permission to Participate Form completed and signed by his/her parent(s) or guardian(s). Before distributing the forms for completion, please make the following updates by providing the requested information in the grey fields. To do so, delete the text in the fields and type the required information in the grey boxes.. a. Enter a detailed description of the nature and duration of the activities to be conducted in the field contained in paragraph 2. Please provide enough information in this paragraph so that the parents/guardians have a detailed understanding of what their children will be partaking in during the camp. This information should include the time and date the event will begin and end. b. Enter the names and/or titles of the supervisors for the camp in the field contained in paragraph 3. c. Enter a description of the transportation to be provided for the camp in the field contained in paragraph 4. If no transportation is to be provided, leave the field as is. Otherwise, provide the details of the transportation to be provided by the professional transportation company that you have hired for the camp. 2. Distribute Permission to Participate Form for Completion: Once the Permission to Participant Form has been updated, distribute it for completion by the parents(s) / guardian(s) of each participant. The form must be completed as follows and returned to you prior to the beginning of the camp. a. Enter the participant s name and age in paragraph 1. b. Enter the participant s blood type and allergies and/or medical problems in paragraph 10. c. Enter emergency contact information in paragraph 11. d. Enter the date, sign and enter the requested information at the end of the document. 3. File Permission to Participate Forms: Ensure that the forms are readily available to the supervisors of the camp while it is being run in case of emergency. Once the camp has concluded, return the forms to the Mission Network office for long term retention. The address has been provided at the bottom of this note. Participant Waiver (Over 18) 14

15 1. Update camp Release and Waiver Over 18 Form: All participants 18 years of age or older must complete and sign a copy of this form, including certified volunteers. Before distributing this form for completion, please update the form by following the steps in #1 above. 2. Distribute Release and Waiver Over 18 Form for Completion: Once the Release and Waiver Over 18 Form has been updated, distribute it for completion by each participant. The form must be completed as follows and returned it to you prior to the beginning of the camp. a. Enter the participant s name and age in paragraph 1. b. Enter the participant s blood type and allergies or medical problems in paragraph 9. c. Enter emergency contact information in paragraph 10. d. Enter the date, sign and enter the requested information at the end of the document. 3. File Permission to Participate Forms: Ensure that the forms are readily available to the supervisors of the camp while it is being run in case of emergency. Once the camp has concluded, return the forms to the Mission Network office for long term retention. 15