Staff Handbook

TABLE OF CONTENTS 2020 Disclaimer ...... 5 Glossary ...... 5 History of Camp Doublecreek ...... 6 Join Our Teams! ...... 7 Camp Doublecreek Staff Mission Statement ...... 8 2020 Summer Organizational Chart ...... 10 Camp Facilities/Equipment ...... 11 Activity Equipment ...... 11 General Policies & Procedures for Staff ...... 12 Payroll and office ...... 12 Tuition Discounts for Family Members ...... 13 Clothing and General Appearance ...... 13 Internet & Social Networks ...... 14 Electronics ...... 14 General information ...... 15 Safety & Conduct ...... 16 General ...... 16 Medical ...... 16 Serious Injury ...... 17 Weather ...... 18 Staff Conduct ...... 19 Camper Conduct ...... 19 Reporting Alleged abuse, Neglect Or Exploitation at Texas Youth Camps...... 20 Group Leader Policies and Procedures ...... 21 Mornings ...... 21 Lunch Time ...... 22 Snack Time ...... 23 End of the day ...... 24 Mondays ...... 24 Fridays ...... 25 Ribbons ...... 25 Parents’ Day...... 26 Birthdays ...... 26 Activities ...... 27 Activity Staff ...... 27 Group Leaders ...... 28 Pool ...... 28 Horseback ...... 29 Rockwall ...... 30 Gun Safety ...... 30 Archery ...... 31 Interpersonal interactions with campers ...... 33 Strategies For Preventing Discipline Problems: ...... 33 Additional Tips for Preventing Discipline Problems ...... 34 Strategies for Dealing with discipline situations ...... 34 Disciplinary Measures ...... 35 Dealing with Specific circumstances ...... 37 Homesick Campers ...... 37 Special Campers ...... 37 American Disabilities Act Compliance Policy ...... 38 Pickup Point (PUP) Counselor Policies and Procedures ...... 39 Weekend before camp week ...... 39 Mornings ...... 39 Afternoon ...... 41 Bus Driver Policies and Procedures ...... 44 Safety Checklist Procedure...... 44 Weekend before camp week ...... 44 Mornings ...... 44 Afternoons ...... 45 Working with Difficult Guardians ...... 46 Farmers and Ranchers ...... 47 MERITS (examples) ...... 47 DEMERITS (examples) ...... 47

2020 DISCLAIMER In light of COVID-19, additional forms and/or screenings may be required to fulfill our licensing requirements and business objectives. If there is an unexpected interruption of camp due to COVID-19, we will be scheduling staff based on seniority.

GLOSSARY

Camp Leadership: This includes all staff found in the “organizational chart” on pg. 10

Group Leaders: This includes staff assigned to individual groups on a weekly basis. Example: the 3rd Grade Girls Group Leader will be the staff member assigned to the 3rd grade girls for the week.

Activity Leaders: This includes staff assigned to rockwall, pool, and horseback

Section Leaders: This is the Camp Leadership member who oversees a certain section. See the “organizational chart” on pg. 10 to find out who is assigned as your Section Leader.

Leaders: This is a general term to include all Camp Leadership, Group Leaders, and Section Leaders.

Camper: This includes all youth at Camp Doublecreek, “minis” through “7th and up.”

PUP: This stands for “Pickup Point.”

PUP Counselor: These are the staff members in who oversee the well-being of campers at PUP/on the bus, as well as the implementation of PUP policies.

C.I.T: This stands for Counselor in Training. These are high school aged camper alumni who are training to be Group Leaders.

JC: This stands for Junior Counselor. These are high school aged camper alumni who have graduated our C.I.T program, but are not yet 18 years old.

HISTORY OF CAMP DOUBLECREEK Carter and Trudy’s youngest daughter, Jane, to name the place, they looked at an aerial had been attending Lucille Roan’s wonderful photo of the farm and noticed two wet- Running R Day Camp. Trudy became friends weather creeks crossed the property and with Mrs. Roan and began working at the emptied into a stock tank. The names camp. She came home one day and said, “I “TwoCreeks” and “TwinCreeks” were could run a day camp.” That little seed of an mentioned, but just didn’t sound right. Then idea began to grow a few years later. Carter brought up “Doublecreek” and it sounded “just right.” Trudy kept teaching It all started with a passport. Trudy was school until May 1971; and Camp teaching school in Austin and Carter was Doublecreek had the first camp session that head of operations for a summer. great management development firm. There was a road on Carter came home one the east side of the day with a passport and property that was said, “I got a huge thought to be a county promotion and raise – road. It turned out to the only problem is that be an undedicated lane I will have to be out of with no name, so it was the country a great deal named Doublecreek of the time.” Trudy Drive. Carter and didn’t know what to say. Trudy were always Carter continued, “We’re not going to do amused when sometimes the campers that. We need to do something where we would see the street sign and say, “Oh, that’s can be together.” “And what would that be?” where you got the name for Doublecreek.” asked Trudy. “A day camp for boys and girls,” replied Carter. “And Jane can have all Carter and Trudy summarized: “Here we are the horses she wants,” Trudy added. many years later with thousands of former campers, millions of precious memories and In March 1970, the sales contract was signed hundreds of Group Leaders and former for this property. They spent the next 15 Group Leaders who have meant so much to months remodeling the old farm house and us.” building camp facilities. When deciding what

CAMP DOUBLECREEK IS...

• A place where Group Leaders believe in children—not just some of them, but all of them. • A horse responding to aids given correctly. • A basketball finally sailing through the hoop. • A camper watching a baseball sailing through the sky on their first successful hit. • A tennis ball connecting with the racquet at long last. • A bull’s eye (or close) hit with an arrow. • A work of art proudly taken home. • A special friendship lasting a lifetime.

JOIN OUR TEAMS!

Our laid the foundation for the touching other lives not just at camp, but Doublecreek Family. Uncle Carter passed everywhere! "Team Trudy" is following her away in March 2013 and Aunt Trudy in legacy of putting others first and loving September 2015. They have left behind unconditionally everywhere life takes you. truly inspirational legacies for us to follow. Join us as a member of Team Carter and "Team Carter" is people working together Team Trudy to take what we do at camp to accomplish goals. It is positive influences beyond the Doublecreek gates!

CAMP DOUBLECREEK STAFF MISSION STATEMENT

Every child goes home at the end of the day knowing that someone believes in them! With some campers it is easy, with others it can be a bit harder. Those kids that ‘blend in’ or act out are the ones that need us the most. As your campers recognize your love and concern for them, they will, in turn, respect you. They will demonstrate their respect by listening to you and doing what you ask of them. Campers don’t care what you know until they know you care! Love each camper, and you will be astounded by what you can learn from them.

• Safety, safety, safety!! Be relentless about ensuring safety everywhere!

• Focus on, and be aware of, what’s going on at all times. Be conscious of any potentially dangerous situations. Every Group Leader must personally accept responsibility and take action as needed. If you are unsure if a situation needs attention, assume it does and take appropriate action. Appropriate action includes informing your Section Leader. ‘An ounce of prevention is worth a pound of cure’.

• Make sure at least one Group Leader is always, always with the group. Campers are never without Group Leader supervision—in the changing room, at activities, at snack, etc. (NOTE: C.I.T.s do not count as Group Leaders).

• Lead by example! Inspire your campers by being an example to them. You are a huge influence in their lives. If you do not want your campers behaving a certain way, you should not behave that way.

• Engage in happiness and enthusiasm, as they are contagious.

• Encourage positive relationships. Reach out to the unreachable child. Be a friend to the friendless child. This is easier said than done, but makes all the difference.

• Ensure that camp runs smoothly and on schedule (this is your responsibility as a Leader, in concert with the Director). If your schedule changes throughout the day, tell your Section Leader.

• Be alert to campers’ frustrations, unhappiness or loneliness and aware of other opportunities to love your campers.

• Demonstrate leadership by setting high expectations and challenging yourself and your group.

• Be consistent. Campers need to know what is expected of them.

2020 SUMMER ORGANIZATIONAL CHART

CAMP FACILITIES/EQUIPMENT • The Red Building • Gazebo o Main office • Shuffleboard Shelters o Mini-campers’ Room • Animal Pens o Snacks: ice cream, juice, • BB Gun Range snacks, and • C.I.T. Room sodas • Arts & Crafts/ Nurse Building o Assembly Room • Tennis Courts o Restrooms • Red Tennis Shelter & Closet o Lost & Found (Behind o Racquets & balls Doublecreek sign next to red o Shuffleboard equipment building) • Jane’s Riding Arena • Building w/ Blue Roof: Meeting • Tack Room (Staff Only – except place for D-2 when riding teachers use it on rainy • Volleyball Court days) • Lester Field • Rachel’s Riding Room • Soccer Field • Archery Range Grounds/Closet • Dance Barn (5th & 6th Meeting Spot) o Bows • Joe Ray’s Office (storage building o Arrows behind water fountains – Staff Only) o Targets • Pool (Pump house behind • Joe Ray’s Clubhouse – Golf club pool...Swim Instructors Only) storage • Picnic tables • DC Shed • 4 “Cubbies”/Group Leader Storage • Camper Ninja Warrior Area • Playscape/Sandboxes/Jungle Gym • Dressing Room Buildings • Covered Gaga Ball Pit/4 Square cage • Little Blue House (Ball Shed)

ACTIVITY EQUIPMENT • Only Group Leaders may get equipment out of the canteen room, little blue house (ball shed), or Joe Ray’s clubhouse. • If you discover damaged equipment, notify Camp Leadership • Equipment (tennis, shuffleboard, bases, balls, archery, etc.) must not be left unattended. • Replace all equipment in the closet or hand it to another Group Leader if it is to be used immediately. • Games or equipment from the canteen room need to be returned to the appropriate place. • Leave a space better than you found it. Be sure to lock doors, replace boxes, etc. • All equipment must be put up at the end of the day. Even if you did not get it out, please make sure everything is in its right place.

GENERAL POLICIES & PROCEDURES FOR STAFF

PAYROLL AND OFFICE Mailboxes • Each staff member will be assigned a mailbox in the office. • Your cell phone (turned off/silenced) goes here every morning. • This is where you will receive any communication from the office and Camp Leadership. • Leaders must clean their mailboxes out daily.

Paychecks • Paychecks will be issued no earlier than 4:00 p.m. on payday & placed in your mailbox. • Do not open paychecks while on duty or share paycheck information. • If you have questions about your paycheck, ask your Section Leader. • Paychecks are not to be discussed with other employees. This is grounds for dismissal.

AM Arrival • Arrive at work on time! Failure to do so will result in disciplinary measures. o Pickup point arrival: 7:25 a.m. o Camp arrival: 7:45 a.m. • Be sure you sign in every day! If you don’t sign in, you don’t get paid. Paychecks are based on this written documentation. • Leader parking is on the north side of the tennis court. • Please note: Camp Doublecreek is not responsible for any damage to your car or personal property.

Early Departure/Late Arrival • Only with prior approval from Staff Coordinator. • Tell your section leader at the beginning of the week if you will be absent any part of the week. • Sign out/in and put time of departure/arrival on timesheet. • If leaving early/arriving late, be sure to remind the Staff Coordinator and your Section Leader day of (after approval has been already been given) and tell Office Staff as you are leaving early. o It is important to tell the office so they know not to look for you, and look for your Co-Group Leader instead if they have a question about your group.

Time Off • There is no paid leave of any kind. • Any request for absence from camp needs to be in writing to the Staff Coordinator two weeks prior, and has to be approved. • The time off approval is not guaranteed and is dependent upon adequate staffing. Two or more days asked off may result in the full week off. 12

• Not giving prior notice to needed time off will result in disciplinary measures. • To request time off, fill out the time off request form (found on the Leader Lounge bulletin board) and drop it in the time off request box in the Leader Lounge. This box will be checked every Wednesday at noon.

Comp Time • May be accrued by working outside regular camp hours excluding mandatory training sessions. • Used for the days you were not in attendance. • Pay is based on your hourly rate. • Must be approved in advance by Camp Leadership. • May be used any time while Camp is in session. • Any Comp Time not used by the last payroll period is included in the final check.

TUITION DISCOUNTS FOR FAMILY MEMBERS • Leaders must register their camper online and pay the $35 fee. Afterwards, tell the Admin Director and they will waive the rest of the camper’s tuition. • Leaders are still responsible for paying any horseback riding lessons and lunches—these fees will not be waived. • Family members (e.g., sisters, brothers, cousins) of staff will receive a $100 discount on tuition for each week registered up to a maximum of 4 weeks. o Let the Admin Director know so they can adjust the tuition rate appropriately.

CLOTHING AND GENERAL APPEARANCE • Camp Doublecreek Leaders convey “making a difference” in a clean cut “all-American” image to the campers and guardians. • Leaders are to be well-groomed. • Being a Leader at Camp Doublecreek is a privilege. Please respect the history and legacy of Camp when wearing your staff shirt…especially when you wear it away from campus! • Staff shirts are to be worn Mondays and Fridays. (Note: On Fridays, theme gear may replace staff shirt.) • Staff will wear lace-up athletic shoes at all times when on campus (exception: while at pool). • No clothing with any objectionable logos, writing, or pictures (i.e., cursing, violence, music campers cannot listen to, etc.). • Leaders must wear modest clothing, including one-piece swim swimsuits and shorts that are long enough to cover your entire bottom.

• Leaders may not have underwear showing or pants below the waistline, and must have upper body covered (exceptions for upper body: boys at the pool). • Absolutely no drugs or alcohol while on the job, on campus, or at pickup points. • Absolutely no knives, guns, or any other weapons while on the job, on campus, or at pickup points.

INTERNET & SOCIAL NETWORKS These policies refer to any internet postings and social network sites including, but not limited to, Facebook, YouTube, Twitter, Instagram, and Snapchat.

• Staff may not, “friend,” “follow,” “like” or write on the “wall” of a minor or minors who are, were, or will be campers at Camp Doublecreek (campers and CIT’s) on any social media site other than the Camp Doublecreek Facebook, Instagram or Pinterest page. • Staff may not post any information or photos of any kind of a minor or minors who are, were, or will be campers at Camp Doublecreek (campers or CIT’s) on any social media site. • Encourage campers who want to connect with you to join Doublecreek Facebook, Instagram, Twitter, or other Doublecreek social media. • Staff is discouraged from posting any pictures that would not represent the core values of Camp Doublecreek. • Staff may “friend request” and write on the wall of Camp Doublecreek’s Facebook page…in fact, you are encouraged to do so! www.facebook.com/CampDoublecreek.

ELECTRONICS • Personal cell phones are not allowed to be used on campus without Camp Leadership permission. • Personal cell phones may only be used for Camp Doublecreek business at the pickup point; Pickup Point Staff MUST have their cell phones on them, with the volume turned up, at all times, prior to arriving at camp and after leaving camp until all of their campers are picked up. • Upon arriving at camp, cell phones must be turned off or silenced (this does not mean simply put on vibrate) and placed in your Camp Doublecreek mailbox. o Be sure to also turn off all alarms set during camp hours. • No personal electronic equipment (other than cell phones) including, but not limited to, CD players/iPods/MP3players/radios or other personal property should be brought with you to camp or on the bus. Any equipment required for an activity will be provided by Camp Doublecreek. • Smartwatches will not be utilized for anything but checking the time. • All music to be played at camp or on the bus/camp vehicle must be on the pre- approved Camp Doublecreek playlists. All Doublecreek music can be found at https://open.spotify.com/user/xleo2873qof6hglthbj4how6z

GENERAL INFORMATION • Everything we do is to improve the life of a camper! Therefore, every Leader is challenged to act as a role model in and out of camp. • If you are in a unique and unavoidable situation that may constitute a problem for your employment, please call camp as soon as possible to discuss the situation with the Camp Director. • PUP Counselors must have their phone on and in a place where it can be heard at all times during PUP– including on the bus. • Camp Doublecreek does not condone the personal use of illegal drugs on or off duty. • Any sexual contact between staff and camper will result in immediate dismissal. • No borrowing from campers. • Camp will not be in session on the day of July 4th. • Any potential absence from mandatory training must be discussed in advance with the Camp Director and Staff Coordinator and will require a make-up training. • Do not share food with campers. If campers need additional food, seek out you Section Leader.

• take pride in the camp.

SAFETY & CONDUCT **Note: Active Shooter procedures will be discussed at staff training. If you have questions, please ask you Section Leader. This information will not be printed in the staff handbook for safety purposes.

GENERAL • Only certified drivers, approved by the Camp Director, will drive camp vehicles. • Group Leaders will know where every child in their group is at all times and do a head count at the beginning/end of every period. o If a camper is missing and cannot be located, tell Camp Leadership/the office immediately. • If you see an unfamiliar person on campus or pickup point, introduce yourself and ask if you can be of help. Ask all visitors on campus to report to the office to get a nametag. o Guests must wear a nametag at all times. • Report any suspicious activity on campus or at pickup point to the office immediately. • The speed limit on campus is 5 (five) MPH. • A camper must be accompanied by Camp Leadership/an office member to look in the lost and found. • Do not allow campers to wander up to the house. • Avoid secluded one-on-one situations at all times. If you ever need to speak to an individual camper, be sure that you are clearly visible by other Leaders/campers. • Group Leaders will not drive the golf cart unless given explicit permission by Camp Leadership. • If someone is injured, do not let campers gather around this person. One Group Leader should take campers away and to a separate area to play a new game, while another Leader stays with the injured person.

MEDICAL Emergencies • In any emergency requiring medical aid, the chances are that you, the Group Leader, will be one of the first people on the scene; therefore, it is imperative that you know what to do. • We always have a trained medical professional on campus to assess and treat any situation requiring medical assistance. • If you need to bring a camper to the nurse’s station, never carry them. This is for both your safety and the camper’s. If they cannot walk, send for the medical staffer and stay with the camper. • The medical staff will let you know whether or not you need to stay in nurse’s station with the camper or if you can return to your group.

Stings, bites, and skinned knees, elbows, etc. • Bring the camper to the office, even if you do not consider the sting/bite serious.

• The medical staff will apply any medication or ice and decide how long the camper should stay in the nurse’s station.

Head injury, broken bones, and fainting • Send someone to the office, while you stay with the camper. Medical staff will come to you and evaluate the situation. • If there are two Group Leaders, one should stay with the camper while the other gets help. If there is only one Group Leader, send a reliable camper (or C.I.T), or call for a Group Leader at a nearby activity for help.

Overheating • Never self diagnose! Always bring the camper to the nurse and do not tell the camper that you think they are overheated. This is the nurses job, not yours. • This is potentially very serious. • Bring the camper to the nurse’s station if you see symptoms such as being lethargic, not sweating, or extreme/lasting headache. • The medical professional will assess and treat. • It is all staff’s job to encourage campers to drink water before, halfway through and after each period.

Disease/Illness • Campers must be brought to the medical professional immediately if thought to be sick. • If transportation to a medical facility is required, Camp Leadership will accompany the camper (or staff) if the parents are unable to. • As a precaution, have your group wash their hands thoroughly. • If the patient is found to have a disease that is a danger to other campers and staff, all staff will be notified of signs and symptoms of the disease. An alert will go out to parents via email, social media, and/or by phone. A letter to parents explaining the situation will go home on the buses. If parents ask questions at pickup point, do not answer, and tell them to call the office.

SERIOUS INJURY • If there is a serious injury or other medical emergency (including seizures) in a group, one Group Leader will stay with the injured person while the other Group Leader immediately notifies the office and the nurse. • 911 will be called if required. • The C.I.T or JC with the group will immediately take the unaffected campers to another activity and will notify another Group Leader that they need assistance monitoring their group. • Leaders will follow all directions given by the medical professional. • Office Staff will notify the parents of what has occurred and what steps are being taken to ensure the well-being of their camper. • If an ambulance is required, a Leader will be sent to the front gate to flag it down and direct it to the injured person.

• If immediate transportation to the hospital is required, Camper Leadership/Office Staff will accompany the injured person to the hospital. • If a media presence is expected, veteran Group Leaders will be posted at the gate to direct media across the street and inform them that a Director will meet with them as soon as possible. • Group Leaders are not authorized to give any information to the media other than to remind them that camp is private property and that a Director will meet with them when able. • When PUP Staff leaves for the pick-up points, they will have a letter to give to parents regarding the incident. PUP Staff is not authorized to discuss the incident with parents or campers, and should direct all questions to the office.

WEATHER Tornado • Campers will shelter in the Red Building and Leaders will cover them with the blue mats. Leaders will cover the windows and form a circle around the campers. Camp Leadership will lead songs if no tornado is imminent to keep campers calm. • Office Staff will notify parents as to the situation as needed. Flood • Campers will shelter in the red building and at D2 (weather permitting). Camp Leadership will lead songs and games to keep campers calm. • Office Staff will update parents on any schedule changes/bus route changes. Earthquake • Group Leaders will immediately move campers to open ground. Vacate all buildings, covered areas, and the pool. Congregate your group in open areas away from structures. • Group Leaders will be play games with campers away from structures for the rest of the day in case they are not deemed safe to return to. Loss of Power • Camp will continue as normal, assuming power loss is not due to other emergency events. Fires • If you see or suspect a fire in the vicinity or on camp property, report the fire to the office immediately. • Group Leaders will bring their campers to D2 and make sure that all of their campers are accounted for at that time. If they are missing a camper, they will notify their Section Leader immediately. Section Leaders will be tasked with finding the missing camper so that Group Leaders may stay with their group. • If required, Group Leaders will take their campers to the bus barn and load them on a bus to take offsite. Group Leaders will load their entire group onto one bus and will stay with their campers. Group Leaders will once again make sure that all of their campers are accounted for. • If campers are required to leave campus on the bus, they will be taken to First Baptist Church Round Rock. 18

Vehicular Accidents

1. Remain in the vehicle if safe to do so. If it is unsafe to remain in the vehicle, Leaders will assist campers out of the vehicle and direct them to a safe gathering point nearby. If you believe that remaining in the vehicle is a danger, evacuate immediately. 2. Call 911 as soon as the campers’ safety is secured. Report the incident as clearly and calmly as possible and follow all the instructions given. Do not hang up until instructed to do so. 3. If there are two Leaders present, one will call 911 and the other will notify the office of what has occurred/ their current location. 4. Make a diagram of where each passenger was sitting in the vehicle. • At no time should you admit fault for the accident or say, “I’m sorry”. The proper authorities will determine who is at fault. • Camp Leadership will be sent to the scene of the accident as soon as possible.

STAFF CONDUCT • Includes both verbal and nonverbal interactions. • Violation of any conduct policy will result in immediate dismissal with no chance of rehire. • Actions that are cause for immediate dismissal: o Verbal abuse. If you have a question about how to address a camper, see your Section Leader. o Physical discipline of any kind. If you have a real “problem camper,” see Section Leader for help/assistance. o Any touching of a child except for high fives, fist bumps or short appropriate hugs. Never touch a child in an aggressive manner. o Any cursing or other inappropriate language, including any words that can be used in a derogatory way. o Nudity, mooning or dropping of shorts. o Communication, both verbal and non-verbal, that could reflect negatively on Camp Doublecreek’s legacy and reputation. o Comparing one child’s body to another. o Unsafe behavior at the pool or at horseback (e.g., pushing people into the pool.). o Possession of drugs or alcohol on campus. o Possession of handguns, knives, or any other weapons on campus. o Any sexual contact between Leaders and campers.

CAMPER CONDUCT • Camper contact must be kept friendly (i.e no “boyfriend” or “girlfriend” behavior such as kissing or anything romantic/sexual) and consensual. • There are separate dressing areas divided by age and group. Campers are only allowed in (or around) their designated dressing room. • Never allow a camera or recording device in a dressing room or bathroom.

REPORTING ALLEGED ABUSE, NEGLECT OR EXPLOITATION AT TEXAS YOUTH CAMPS If a person has cause to believe that a minor has been ,or may have been, abused or neglected at a youth camp, then that person shall immediately make a report to one of the following agencies:

• Any local or state law enforcement agency • The Department of Family and Protective Services Abuse Hotline, which may be contacted at (800) 252-5400 or through the secure web site http://www.txabusehotline.org/ • Department of State Health Services' Policy, Standards and Quality Assurance Unit by phone at (512) 834-6788, by fax at (512) 834-6707, or by email at [email protected]

Notification Requirement • A person making a report, to local law enforcement or the Department of Family and Protective Services, of alleged abuse or neglect at a youth camp, must also notify the Department of State Health Services' Policy, Standards and Quality Assurance Unit by phone at (512) 834-6788, by fax at (512) 834-6707, or by email at [email protected]

GROUP LEADER POLICIES AND PROCEDURES

MORNINGS Sally Smith Monday Tuesday Wednesday Thursday Friday Pickup Point Gattis Gattis Gattis Gattis Gattis Attendance x x x x Lunch B Salad 2 slices Hamburger 8 piece ($4.50) cheese (ck) Nuggets (chg) Dropoff Point Casis Gattis Casis FBC Casis Wk: 1, 3, 10, 11 HB:Y GN: N RW: Y Medical Notes: N/A Allergy Notes: N/A

Check In • Once you arrive to camp, sign-in in the office (you will not get paid if you do not sign in) and gather your group clipboard and group lunch basket if your Co-Group Leader has not already done so. • Check your clipboard for notes from the office. If you see somethings that says, “see Camp Leadership” or, “see nurse,” go find them ASAP. • Every morning when campers arrive, put an ‘x’ in the attendance column. If a camper is not there, leave it blank. • If you have a camper not on your roster, bring them to the office ASAP. • After all of your campers have arrived, count how many campers are in your group for the day. You should be counting at the beginning/end of every period. o Put this number at the bottom of your roster. Horseback • There will be a separate sheet on your clipboard with a list of campers that are signed up for horseback. When a camper signs in on Monday, check if they have horseback. If they have horseback, write their horseback period on the back of their hand. o This is only done on Mondays • Campers will have the same horseback period all week. Lunches • If campers do not have a lunch ordered, you must ask them if they brought their lunch. If they did, ask them to put it in your group’s lunch basket (you must see them do this with your own eyes) and write a ‘B’ in the lunch column. • For campers 2nd grade and below, you must look in their lunchbox to make sure that it is a full lunch and not just snacks. If it is not a full lunch, show them their lunch options for the day and ask them what they would like to order. Tell the office if this happens! The office will call home and double check with the camper’s guardian.

• If a lunch has already been pre-ordered (like Sally’s lunch on Wednesday) and the camper also brought a lunch, still count their ordered lunch and let the office know. This may be a mistake and the office will clear it up with the camper’s guardian. • If a camper would like to order lunch for the day and has money, ask them to take it to the office to get exact change. Take their exact change and put it in the plastic bag on your group clipboard. Write the amount they paid next to their order. o If a camper brought money in an envelope, open the envelope, make sure it’s exact change, and then place the money in your group plastic bag. • If a camper brought a check for lunch, make sure it is the right amount (let the office know if it is not) and write ‘ck’ next to their order and put the check in the plastic bag. • If a camper did not bring a lunch and does not have money for lunch, ask them what they would like to order, and write ‘chg’ next to their order. • If a camper has ordered a lunch for the day, but did not show up to camp, STILL ORDER THEIR LUNCH. They may show up late. • Tally all of your ordered lunches on your front paper, then write the total number next to the order (like below). • If you would like to order lunch, write your lunch order at the bottom of your group roster, on the last page, and tally your lunch in to total as well

FRIDAY: CHICK-FIL-A _5___ CHICK-FIL-A SANDWICH $4.00 _10__ CHICKEN NUGGETS $4.00 __0__ CHARGRILLED CLUB $6.50 __0__ CHARGRILLED GARDEN WRAP $6.00 __0__ SPICY CHICKEN SANDWICH $4.00

• Send one Group Leader to the office after all campers have been checked in and give the Office Staff your plastic bag, group roster, and lunch order form. • Put your lunch basket in the canteen room in the correct spot.

LUNCH TIME • When lunch is getting close, one Group Leader or a CIT should go to the canteen room and gather your group’s lunch basket as well as your clipboard and snack cards from the office. • Take the basket to your group meeting spot and empty the basket. • If/when ordered lunches have arrived, take your basket to the flagpole and tell Leaders what group you are there for. They will then fill your basket with all ordered lunches. • Take your lunches back to your group and pass out lunches. Do not allow campers to grab what they ordered, but instead call their name and have them come up to get their lunch after their name is called.

• Once a camper has been handed their lunch, put a checkmark next to their order so you can keep track of who has received their lunch. • After a camper has been given their lunch, and only after, they can get their snack card as well. o They may not go get snack until the bell has rung. • Once all lunches have been handed out, bring any left over lunches to the office. • Once extra lunches have been brought to the office and all of your campers have a lunch, you may start eating. • Eat lunch with your campers and interact with them! • Do not create a “Group Leaders only” bench or table. This gives the campers the impression that you are better than them and you are trying to separate yourself from them. We are one big family! • Tell your campers to start cleaning up once they are done eating. Do not allow campers to leave open food/drinks because this will attract ants/bees/wasps. • Return your clipboard and snack cards to the office, and your lunch basket to the canteen room. • Accompany your group to Sing-Song after lunch. • Do not share food with campers. If a camper is in need of additional food, seek out your Section Leader.

SNACK TIME • You, your Co-Group Leader, or your CIT should pick up snack cards from the office a few minutes prior to snack/lunch. • If your snack cards are not already numbered, do this prior to snack (or in the morning while doing attendance). • Hand out snack cards and have your campers memorize their card number. o Once campers have memorized their numbers, you can hand out by number rather than name. This is faster! • Do not let campers go get snack until the bell has rung. • Snacks not used day of may not be carried over to another day. • Have the campers give back their snack cards when they return. • When all cards have been returned and put in numerical order, bring them back to the office. • “One Snack” slips are used once and returned to the office. o These are sometimes handed out by Camp Leadership as rewards to campers. They will be paperclipped to the camper’s snack card. • Do not allow campers to leave open food/drinks because this will attract ants/bees/wasps.

END OF THE DAY • Bags do not go home each day. Bags and everything brought in them (swimsuit, towel, sunscreen, etc.) will be sent home on Friday. • Not all campers will remember what Pickup Point (PUP)/Bus number to go to. Make sure all campers know where they are going, and if they do not, check your roster/bus list and help them get to the right place. Only send them to the office if you cannot figure out where they need to go. • If you do not have a PUP, assist in getting all campers to where their PUP checks roll. • If you do not have a PUP, wait until all buses leave before you leave camp. If you need to leave before buses leave, check with the Staff Coordinator for permission.

MONDAYS • First period will act as your orientation period. Every section does this a little differently, so check with your Section Leader if they will be doing the orientation, or if you will. Regardless, the following should be gone over… o Make sure all campers know who you are and feel welcomed at camp. o Go over camp rules (get veteran campers to help you so they are not bored). ▪ No sharing food/drinks ▪ No pushing/shoving/kicking ▪ The group is to stay with you at all times and must ask permission to go to the bathroom/ get water ▪ Do not walk in the grass in circle drive or on the memorial ▪ Do not climb trees, shade shelters, flagpoles, etc ▪ If you see wild animals, tell a Group Leader and stay far away from them. ▪ Where your meeting spot is o Split campers into Farmers and Ranchers (Farmers and Ranchers are explained in the last section of the Staff Manual). • After this portion of orientation is over, tell campers to gather their backpacks and give them a tour of camp on the way to their designated dressing room. Make sure to show them where the following is… o Snack areas (food and drinks) o Water fountains o Horseback o Pool o Sing Song area o Bathrooms o Front office o Arts and Crafts o The nurse’s station • Once you arrive at your dressing room, check each camper’s backpack to make sure there are no electronics. o Tell each camper to hang their backpack on a hook in the dressing room and then come back out (unless you have swimming/swim test next period and they should change into their swim suits). 24

o If you find electronics, bring them to the office. They will be sent home on the bus with the camper at the end of the day. • If there is still time left in the period, play games with your group until the bell rings. This is a good time to play get to know you games so all campers feel welcomed into the group.

FRIDAYS • 6th period on Fridays ends at 3:25, and 7th period is replaced with clean up and an award ceremony. • All campers go to their dressing rooms at the end of 6th period. • Campers should gather all of their belongings and put them into their bags. • Anything leftover needs to be shown to the group to locate its owner. If these items are still not claimed, put them in a pile outside of your dressing room. • Everyone stays in the dressing room until you have checked it to make sure it is clean. If not, get your group to clean it. o Do not load it off onto someone else’s plate to clean up your group’s mess! • One Group Counselor should go to Arts & Crafts to gather your group’s projects. • After your dressing room is clean, go to your meetings spot and begin your award ceremony. • Award ceremonies should be a group activity that amps up the campers and makes them feel proud of themselves/their friends • Arts & Crafts projects, ribbons and attendance awards are given out during the award ceremony at your meeting spot. o Camp Leadership will come around with attendance awards • Each group will be excused by Camp Leadership to go to their buses afterwards. If you are done with your ceremony before Camp Leadership dismisses you, play games with your group.

RIBBONS • Ribbons and ribbon labels can be found in the Group Leader Corner. If we are out of a certain color, or labels, let Office Staff know. • White Ribbons: Given out by Group Leaders to every camper their first week of the summer. • Red Ribbons: Given out by activity Staff. • Blue Ribbons: Given out by Group Leaders to the “camper of the week”

o This is a camper who really stood out to their Group Leaders and was just generally awesome! o It does not have to be a camper’s first week of the summer to receive this. o Try to only give to one camper per week, and no more than two. • Ribbons will be handed out at the Friday award ceremony. • Red ribbons need to be placed on group clipboards by Activity Leaders Friday morning. • Refrain from awarding ribbons for anything that could potentially hurt a camper’s feelings. Do not hand out sarcastic ribbons. ALL kids are smarter than you think! When it doubt- check it out with your Section Leader. • These ribbons are important! They are important to both campers and parents. Be sure that they get home with the camper and ask your campers to put their ribbons in their backpacks before leaving the meeting spot. • Please format your ribbon label (placed on the back of the ribbon) like the one below

PARENTS’ DAY • Every Friday. • Be clean and well-groomed. • Act in your usual professional manner including being courteous and polite. • Ask parents to check in at the Red Building and get a nametag. If they resist, remind them it is for our campers’ safety.

BIRTHDAYS • Both camper and Leader birthdays are special and we always try to recognize them! • We like to sing to them at Sing-Song every Friday and have them run around the shed. Occasionally, however, a camper is too shy to enjoy this. In this case, a Group Leader should ask the camper if they’d like them to run around the shed with them. Never force a camper to run if they don’t want to though.

ACTIVITIES (Rockwall, Horseback, Pool, Archery, and Gun Safety)

ACTIVITY STAFF Primary Responsibilities • Keep campers safe • Teach campers • Encourage campers

Before you begin the activity, ask yourself… • How do I effectively begin the activity? • How much information do the campers already know, and what must they know before we begin? This includes safety rules, game rules, etc. • Should I teach verbally, through demonstration or both? • How do capabilities differ between age groups/individual campers? • How much downtime do campers have and how do I not let that dissolve to chaos? o Get Group Leaders to help you with this. • Do I have adequate lesson plans for each group before they arrive?

AM Bus Duty • Horseback staff is exempt; After signing in in the office, report directly to horseback. • Greet campers with a smile and high fives as they get off the bus. • Direct campers to their meeting spots and take new campers and younger campers to their meeting spots. • Keep campers out of circle drive. Snack • Get to your assignment before snack starts. • You may be asked to hand snacks out at the snack table, punch snack cards outside the red building/coke machines or hand out drinks at the coke machines. • Unused dots on a snack card cannot carry over to the next day. • “One Snack” slips are to be taken from the camper and returned to the office. • Punch only one dot when punching snack cards. • Only punch out on the dot and not anywhere else on the card.

General • In the event of a rainy day or incident that does not allow for actives to happen, Activity Leaders must have planned activities in an alternate location.

• Activity Leaders are in charge of creating red ribbons for exceptional campers in their activity. These ribbons should be placed in the campers’ group plastic bag by Friday morning.

GROUP LEADERS Primary Responsibilities • Make sure campers are paying attention. • Help campers put on helmets, harnesses, etc. • Make sure campers are not roughhousing in the pool or while waiting their turn at horseback/ rockwall. • Make sure campers are not being loud while waiting their turn at horseback. • Encourage your campers. • Make sure campers are following safety protocol.

This is not a time for you to… • Take a nap. • Let your guard down. • Not pay attention to your campers. • Wander off to another group.

POOL Prior to Entering the Pool Area • While campers are in their designated dressing rooms, a Group Leader must be standing with one foot in, one foot out, of the dressing room to ensure chaos/abuse does not ensue. • After campers have changed into their swimsuits, they must put all their clothes, socks, and shoes back into their backpacks. Nothing should be left on the ground. This is how campers lose things! • It is the Group Leaders’ responsibility to make sure every camper puts on sunscreen (the younger campers will need help), even if they are not swimming. Use only sunscreen campers bring from home. o If the camper does not have any sunscreen, ask Office Staff to send a note home and obtain lotion from the office. • Ensure that all campers take their towels to the pool. • Tell campers to wait until the Lifeguards tell them to enter pool area. In the meantime, they can wait under the blue awning outside of the pool. • If a camper refuses to swim, tell them that they must still sit in the pool area (they can put their feet in the water) and put on sunscreen.

• If a camper has a note from home that they cannot swim, plan another activity for that camper (or ask another Group Leader if your camper can play with them for the period. Only do this if the campers are similar in age.)

Swim lessons • Minis-3rd grade: Automatically have lessons unless noted otherwise on group list. • 4th grade and older: Group list will have Y (yes) or N (no) by swim activities. • The “N” means that camper may not get in the pool. • Campers with “Y” by their names are given lessons only if requested by parents. It is your responsibility to be aware of what is indicated on group list.

After swimming • After changing clothes, campers are to hang towels and swimsuits on hooks in the dressing room. • Campers may not go to horseback riding with a wet suit under their clothes/wet clothes.

Pool Rules • Do not get in the pool until a lifeguard allows you to. • No jumping in the pool – Sit on edge and slide in. • No swimming in the pit – Swim to the edge after landing in the water from the board/slide. • No double bouncing on the board. • No hanging on ropes. • No running. • No food or drink inside the fence.

HORSEBACK • Minis-4th Grade: One Group Leader or CIT must walk campers down to horseback and STAY there with them for the duration of the period. • 5th-7th Grade: One Group Leader must walk campers down to horseback on Monday and make sure that they have all campers accounted for from your group.

Rules • Do not get on or off a horse without a Leader • Walk –Do not run. • Use a calm voice –Do not yell. • Do not walk behind a horse. • Stay alert –Listen to your Instructor. • Do not tailgate. • Use your position: Toes up, Reins low, Knees in, Sit up straight. • Wear proper attire. • Do not talk to riders.

ROCKWALL Rules • Do not start climbing until a Rockwall Leader tells you you can. • Campers must wear a helmet and harness. • Campers must get their harness checked by a Leader. • Campers must encourage their friends. • Campers must help pull the rope during Screamer.

GUN SAFETY Gun safety is not only a time for campers to learn how to shoot a BB gun, but also a time to learn how to safely be around guns. For some campers, this is their first time ever around a gun, but will not be their last. It is our duty to teach them how to be safe.

• If you do not feel safe/comfortable leading gun safety, ask your Section Leader for help (or ask the office if you cannot find your Section Leader). o This is not an excuse for you to get out of leading an activity you don’t feel like doing. Only find someone else to help if you truly do not feel comfortable leading. • The BB gun is a weapon and must be treated as if it is loaded at all times. • Younger campers might not be strong enough to cock the gun on their own. If this is the case, the Group Leaders should help them. o Don’t do it for them, but have them ‘help’ you so they can feel a sense of accomplishment.

Rules • The barrel of the gun must be pointed down range or at the ground. It may NEVER be pointed at a person/people (like towards the pool). • ONLY Group Leaders can load BB’s into the loading door of gun. • Leave safety on until the gun is pointed down range and the Group Leader has given permission to shoot. • Never pick up or play with a gun in or outside of camp unless given explicit permission by an adult that you trust. • If it is not a camper’s turn to shoot, they must be seated. • Campers must wear protective goggles while shooting.

How to Shoot • Pull the cocking level away from the gun until it can’t go any further. • Stand with your feet/ body facing the target. • Turn off safety. • Hold the butt of the gun against (not on top of or under) your dominant shoulder. o If a camper’s arms are too short to do this, then they may place it under their shoulder. • Place your dominant finger on the trigger. • Place your non-dominant hand on the bottom of the barrel. • Use your dominant eye to look through the rear sight to aim.

• Pull the trigger.

ARCHERY • If you do not feel safe/comfortable leading archery, ask your Section Leader for help (or ask the office if you cannot find your Section Leader) o This is not an excuse for you to get out of leading an activity you don’t feel like doing. Only find someone else to help if you truly do not feel comfortable leading. • Younger campers may not be strong enough to pull the string back on their own. If this is the case, the Group Leaders should help them. o Don’t do it for them, but have them ‘help’ you so they can feel a since of accomplishment. • Campers may not be coordinated enough to put the arrow on their bow and will need you to do so while they hold the bow. Rules • Only Group Leaders are allowed to walk past the pipe on the ground and gather arrows. • Campers may only shoot with Group Leader permission. • If Group Leaders are gathering arrows, all campers are to be seated. • If it is not a camper’s turn to shoot, they must be seated. • Bows/Arrows are only ever to be pointed towards the targets. How to Shoot • Stand with your shoulders facing the target, and your feet perpendicular to the target. o Ex: Shoulders at 12 o’clock and feet at 3 o’clock o Ex: feet facing The Screamer o You should feel your body twisting • Your dominant hand should be on the string, with your nondominant hand on the handle • On the string, one finger should be on top of the arrow, and two on bottom o A trick for getting campers to put one finger on top and two on bottom is to tell them to make a three with their fingers, and then help them place their fingers on the string correctly.

• Curl your fingers around the string, pull back as far as you can, and let go, aiming the arrow towards the target.

INTERPERSONAL INTERACTIONS WITH CAMPERS

STRATEGIES FOR PREVENTING DISCIPLINE PROBLEMS: Get to know your campers Campers are most likely to comply when they respect you. Respect, in turn, hinges on your campers’ feeling and knowing that you genuinely care about them. Begin showing this care by

learning their names, likes and dislikes.

Try to meet your campers’ basic needs These basic needs include: 1) love; 2) a feeling of worth; and 3) not feeling alone. Make sure that all your interactions with your campers contribute to meeting these basic needs.

Lead close-up Barking orders, commanding from the sidelines, and otherwise leading from a distance will separate you from your campers and make them less inclined to listen to you. You are in a position of authority, but you need not be authoritative or bossy. Your campers will resent you if you abuse the power that your position affords. Be a leader, not a dictator.

Establish Rules Early Set a tone of mutual respect and state clear expectations as soon as your campers arrive. Explain the camp rules and allow your campers to discuss and establish some rules of their own.

Put on the Brakes Children are naturally curious and energetic, but their poor impulse control and judgment can quickly transform enthusiasm into chaos...or worse. Plus, it can be easy to begin acting immaturely when you’re playing with kids all day. Just remember: You are the adult. It’s your job to put on the brakes and regain control when your campers start to lose control.

Supervise Actively Be one step ahead of your campers! Some Group Leaders confuse being “on duty” with simply being in the vicinity of campers. But when you’re on duty, you need to be active. Walk around, talk with campers and see what everyone is up to. Actively supervising, rather than passively existing, at camp will prevent misbehavior and camper-to-camper abuse.

Use Effective Praise It’s easy to notice bad behavior, but “catching kids being good” is a skill you may need to cultivate. When children arrive at camp, they’ll be looking for boundaries. They won’t ask aloud, but they will be thinking: What are the rules here? What can I get away with? How are things here different from home or school? Will my Group Leader treat me differently than my parents? Naturally, some things will be different, some will be the same. When children listen, follow directions and behave unselfishly, you should offer praise that is positive (not sarcastic), immediate (not delayed for days), specific (not vague) and true (not exaggerated). Genuine praise, used strategically, helps reinforce and shape good behavior. Example: “I really liked the way that you . . .”

ADDITIONAL TIPS FOR PREVENTING DISCIPLINE PROBLEMS Create Structure and Limits (Mark it) Stating rules up-front, before children have a chance to test limits, helps to minimize misbehavior. Rather than give lengthy lectures, mark limits with a few clear, simple guidelines for each activity. Set a reasonable duration for the activity so that fatigue doesn’t spark mischief.

Make Process Comments (Say it) Most young people understand rules and the basic difference between right and wrong. Therefore, simply saying what you’ve observed—such as “It looks like it’s important for you to win” or “That was a harsh way to treat a friend”—is an effective way to correct misbehavior.

Stay Physically Close (Park it) Experience with campers will teach you which ones are prone to misbehavior, and even what the precursors to serious misbehavior are. Use this valuable knowledge to park yourself physically close to potential troublemakers. See what you can stop early.

Prepare for Transitions (Prep it) Stopping a fun activity, especially when your team is behind, can be frustrating and spark misbehavior. Prep your group for transitions by announcing half-times, two-minute warnings, water breaks and end-of-period transitions. Punctuate competitions with cheers and good sportsmanship. Use games to move from one activity to the next.

Redirect Emerging Problems (Send it) Left to their own devices, many campers spin activities out of control. When you notice things getting a bit rowdy, send the activity in a positive direction by giving it some structure and limits (Strategy #1 above). For example, a volleyball fight turns into volleyball instruction.

Encourage Responsibility (Give it) When you give campers a meaningful and age-appropriate job to do, they feel a sense of purpose. In turn, this sense of purpose—this feeling of belonging and importance—diminishes the desire and the opportunities to misbehave. Remember to still supervise all jobs.

Recognize Signature Strengths (Use it) Campers who misbehave often get a steady diet of criticism and punishment. You can motivate positive behaviors when you reverse that trend by recognizing the skills individual children possess. Offering genuine praise and chances to help other children really helps. Use their likes and skills to your disciplinary and teaching advantage.

STRATEGIES FOR DEALING WITH DISCIPLINE SITUATIONS Sometimes, despite your best efforts, misbehavior will occur. The following strategies are helpful in dealing with those situations:

State the Positive Alternate Behavior It’s easy to spot misbehaviors and describe what you don’t like. However, if you’d like to teach new and positive behaviors, then you’ll need to describe them specifically. “Stay within 10 steps 34

of the group on the way to archery” is more powerful and lasting than “Stop leaving the group.” Kids can better visualize concrete ideas rather than abstract ones.

Invite Problem-Solving To reinforce the rationale behind rules and give campers a healthy perspective on the consequences of their misbehavior, ask questions such as, “What do you think we might do about this?” “How might you turn things around?” and “What’s a reasonable consequence?” This makes kids take a closer and more personal look at their behavior.

Rehearse and Redo In the spirit of forgiveness, and grounded in the notion that performing the positive alternate behavior promotes durable behavior change, try having an individual, or group, start fresh and perform an activity correctly. With a little coaching, most kids get it right.

Provide Buddies Peers can be excellent teachers, through their youthful explanations and easy-to-follow examples. Share some leadership responsibility by buddying up a skilled child with a child who is still learning. Supervise their interaction to keep the instruction positive and inspiring. Be careful that this doesn’t turn into a camper feeling like they are paired up because they are bad at something, though.

Allow Positive Peer Pressure Peer pressure can often shape positive behaviors. Under your watchful eye, you can allow the group’s sentiments to put pressure on a peer who may need encouragement or direct feedback on how their misbehavior is affecting the group. Social consequences do work. Be careful not to allow this to turn into a bullying or ganging up situation, though.

Debrief Time-Outs Some campers won’t understand exactly why you removed them from an activity, were asked to take a break, or given a time-out. When things have settled, it’s essential to ask, “Do you know why I asked you to take a break?” and then allow them to make amends with others.

Communicate with Camp Leadership If a camper’s misbehavior is chronic or severe enough, it’s time to bring the behavior to the attention of your Section Leader. Camp Leadership will counsel with the child and call the parents if needed.

DISCIPLINARY MEASURES Time Out • For campers that need a cool down/sit out of the activity. • Timeouts should follow the rule of age: 1 minute per age of camper. (an 8 year old will sit in time out for 8 minutes.)

Red Bench • Located in the red building, this is for campers who have more severe behavior or repeated negative behavior.

• Once you take the camper(s) to the red bench, document their activity in the “Camper Reports” binder found in the office. • Find your Section Leader immediately and they will decide if a call to the camper’s guardian is needed or to send a note home. • For unacceptable behavior that puts other campers in harm’s way, your Section Leader will call the camper’s guardian and develop an action plan. Your Section Leader will work with you in implementing this action plan. o If the camper is not able to comply with the plan, it may be cause for camper dismissal from camp.

Discipline= Training

• Using positive discipline measures (effective timeouts, modeling, incentives, loss of privileges) can help shape good behavior in campers. • Using negative discipline measures (shaming, excessive yelling, hitting) may only reinforce the bad behavior in the campers. • Physical discipline is NEVER acceptable

DEALING WITH SPECIFIC CIRCUMSTANCES

HOMESICK CAMPERS • Look at this situation as another opportunity to build a closer relationship with a child and to foster independence. • Love them unconditionally and keep the camper busy. Try to get the camper to participate in playing games, listening to stories, and encouraging friendships/partnerships with others in the group. • Make sure they are involved in all the activities of the group. • Don’t allow them to be alone. • If you are unable to soothe the camper, ask your Section Leader for help—they’ve been there before.

SPECIAL CAMPERS • All campers at Doublecreek are special, but sometimes we have children with special needs as well: medical, physical, neurological, social/emotional, etc. • We will make an indication of some kind on your group list. Some indications will be as simple as listing of food allergies or noting that an inhaler is in the office in case of an asthma attack. • There may be the indication “see nurse.” In this case the nurse will need to visit with you about the camper. • Occasionally there is a situation that is unique or unusual, or information that other campers do not need to know. We indicate this with the notation “see Camp Leadership.” If you see this notation, please find your Section Leader ASAP. o The Section Leader will also tell Activity Leaders about any camper situations they need to know about. • Sometimes other Group Leaders also need to be informed of the situation. It is the Section Leader’s responsibility to tell them, making sure other campers cannot hear. • The most probable way to handle the situation/camper will be indicated on your group list. • There are times when we get camper situations we are not told about. We need to know about any potential accommodations we will need to make: discipline problems, very shy children, health problems, etc. Please bring these to the attention of your Sectional

Leader or the office if you cannot find them. We cannot overstress the importance of this! • State Regulations definition of supervision: “direct supervision in the immediate vicinity.” AMERICAN DISABILITIES ACT COMPLIANCE POLICY • Doublecreek’s policy is to handle all accommodations made for campers with a disability on a case by case basis with reasonable modifications that do not fundamentally alter the nature of the services provided. • All decisions on acceptance of a camper to Camp Doublecreek are made in consultation with Director, Medical Coordinator, the camper’s physician and legal guardians. • Camp Doublecreek has a licensed medical professional on site at all times. Leaders will be trained in general first aid and Activity Leaders will have an additional CPR certification. If the guardian and camper’s physician determine that non-medical staff can assist the camper in their care, then the camper’s Group Leader will be trained accordingly within reasonable accommodations.

Medications

• All inhalers and medications need to be brought to the office • Be sure all medications are labeled with the camper’s name • Medications cannot be left in backpacks and must be given to medical staff—they are the only once certified to dispense medications

If you are asked to call EMS

1. State, “My name is ______and I am calling from Camp Doublecreek at 800 Double Creek Drive” 2. Briefly explain the emergency and what is being done. 3. Do not hang up until EMS hangs up 4. Stay Calm!

PICKUP POINT (PUP) COUNSELOR POLICIES AND PROCEDURES You are the face of Doublecreek to many parents and scared new campers! You’re the only staff that some parents ever see, and you make the frightened first-time camper feel like camp maybe was a good idea, after all. Keep this in mind at all times and keep that smile on your face and in your voice. It’s important for every Leader, but doubly as important for you to remember to wear your Camp Doublecreek shirt on Mondays and Fridays.

WEEKEND BEFORE CAMP WEEK • Be sure and take your PUP clipboard with your blank nametags on Friday at the end of the day. • Check your email over the weekend for an updated list prior to Monday morning. Call the Staff Coordinator (number given out at beginning of Summer) or email them at [email protected] if you do not receive a list by 5:00 pm on Saturday. DO NOT wait until Sunday or Monday to notify camp that you did not receive an updated list. • Print list. (Note: Using your phone is not printing the list.) Each PUP should have one Master List printed out. • Make nametags for all your campers on the pickup point list prior to Monday morning. It should include the camper’s name (first and last), grade, and PUP.

MORNINGS Mondays • On Mondays, be sure to give campers their nametags that you made over the weekend. • On the way to camp, go over bus rules (below) and which bus number you are on. o No standing o No moving around while the bus is in motion o No sitting backwards in the seat o No yelling out the windows and harassing other cars o No putting anything outside the windows (trash or body parts o No throwing anything in, or outside, the bus o No picking on other campers or sitting on other camper’s laps o No touching emergency exits

At PUP • Arrive at PUP no later than 7:25am (Doublecreek time—if you’re not sure what that is, check the clock in the office). • Call the office no later than 7:30am to let them know you have arrived. o NOTE: First week of working PUP is an exception, but late phone calls or arrivals will result in a loss of your PUP bonus and may result in a fine of $1 per minute that you are late. • Be ready at the PUP (not in your car) with the clipboard and your phone on and in hand to greet campers. • When campers arrive, circle the day of the week by “Pickup Point.” • Once campers are checked in, and once the bust arrives, campers may get on the bus. DO NOT let campers on the bus if you have not checked them in o There must be a PUP Counselor on the bus at all times if campers are on. • If a camper’s name is not on your PUP list, call Doublecreek and do not let the camper on the bus. Office Staff will direct from there. o If this happens, and the office tells you to write the camper on your list and let them on the bus, remind them of this once you arrive at camp. • Once all of your campers are checked in, let your bus driver know.

Orange Envelope • Place lunch money, payments, paperwork, and notes in the envelope. • Only take lunch money from minis-2nd graders. Older campers will give money to their Group Leaders once they arrive at camp. • When given money, write the date, name, grade, how much money a camper gave, and what their lunch order is. • Any camper, regardless of age, can give you tuition money or notes. • You may be given notes for other Leaders at camp. Write “note” in the ‘what’ column if this happens • If the note is something the office need to know early in the day (leaving early, no swimming, etc.), tell Office Staff as soon as you arrive at camp.

• Note: Extra Rockwall permission slips are in your clipboard for guardians to fill out. Guardians may also give you notes that give campers permission to do gun safety.

On the Bus • PUP Counselors should not all be sitting in the same area on the bus. You should be spread out so you can see the whole bus. Your job is to take care of the campers so the driver can concentrate on driving. • Maintain discipline. Just because you are not technically at camp, the rules are still the same as if you were. This also means you should not be on your phone, unless it is because you are talking to camp! • Sing, sing, sing! This is the easiest way to accomplish both maintaining discipline and having the campers enjoy the bus ride. It also creates a sense of community! • If you must stand, stand behind the front row of seats.

At Camp • Campers should stay seated until the bus has stopped moving and the doors are open. • Unload the bus from youngest to oldest. • Once all campers are off the bus, you may get off. • Place your clipboard on its correct spot on the shelf. • Place your envelope in the yellow box on the front desk • Inform the office of… o Any name added to your list. o Any notes that require early attention (leaving early, swimming, etc.).

AFTERNOON Leaving Camp • Pick up your clipboard from the shelf after the last bell rings and your group has been dismissed. • If there is something on top of your clipboard (t-shirts, bags, medicine, etc.), take that with you because it is for a camper on your bus. If it does not belong to one of your campers, let the Office Staff know ASAP. • It’s good idea to get a ball for the campers to play with at pickup point (but not on the bus). • If more than one PUP rides your bus, the last to get dropped off should get on first and sit in the back. A PUP Counselor should divide the bus and make sure that campers are sitting with their PUP. • Once another PUP Counselor or C.I.T is on the bus, ask your campers to line up along the bus and get on once you call their name.

• Before calling campers on the bus, make sure that none of them (especially the younger ones) need to use the bathroom, because they will not be allowed off the bus once they get on. • Once campers get on the bus, circle the day of the week next to “dropoff” • Once all campers are on the bus, have one PUP Counselor or C.I.T count campers on the bus, while you count how many campers your circled. • When both numbers match, tell your bus driver that you have all your campers on the bus.

At PUP • Once you arrive at your PUP, call off campers whose guardian(s) are already there. • Check the guardian’s driver’s license and make sure it matches their contact name on your list. If it does not, or they are not on the camper’s list, you MUST call camp before you allow the adult to take the camper. o If a guardian gets frustrated with this, remain calm and explain to them that it is for their camper’s safety. o Camp will call you back after they have reached someone on the camper’s authorized list. If the adult at PUP is allowed to take the camper, write down their name and driver’s license number. • Once a camper has been signed out, color in the circle around the day of the week and mark which adult picked up the camper on which day. • Once the first wave of parents has picked up their camper, let the rest of the campers off the bus. Make sure you get off the bus before your campers. • Count and make sure that the correct number has departed the bus. • Campers are to stay with you in a designated place. • If campers are playing with a ball, they are not allowed to go into the street if they lose it. You must do this. • Campers may not go into the buildings at PUPs. • Once all campers have been picked up, call the office and let them know that you are finished at your PUP. o First week working PUP is an exception, but you will lose your PUP bonus and may be fined $1 per minute after 5:30 if you do not call in. o Office Staff cannot leave camp until all PUPs have called in. We are just as tired as you, and want to go home just as bad! • If you still have campers at 5:30, call camp and let them know. You are entitled to collect $1 for every minute a guardian is late for their camper. After the 1st time they are late, the office will inform them and collect the money for you.

• Once all campers are gone, and you have called the office, clean up all trash and collect the ball to bring back to camp the next day.

Please note: • Please limit your guest visits while at work (including pickup point.) We strongly discourage others bringing you food or drinks. • Your dress and demeanor (either positive or negative) say “Doublecreek” to all who see you.

BUS DRIVER POLICIES AND PROCEDURES

Safety Checklist Procedure This is to be done before you drive the bus each time, and before leaving your PUP, if you leave the bus there overnight. 1. Check levels of the transmission, oil and radiator. 2. Check air pressure in tires (visually is fine unless they appear low). 3. Check air pressure in brakes. 4. Check lights, including headlights & turn indicators. 5. Conduct a walk-around for any potential problems including broken/cracked windows and that all parts (mirrors, etc.) are intact. 6. Make sure all emergency exits are closed, including the roof.

WEEKEND BEFORE CAMP WEEK • You will receive an e-mail with the names for your pickup point(s). • You will print this list to use on Monday morning to assist with checking roll. This is important to do as you never know what may happen on a Monday morning.

MORNINGS At PUP • Arrive at your first pickup point by 7:25 am. • Campers will be put on the bus as they arrive. You will need to have at least one staff on the bus while the PUP Counselor checks in arriving campers. • PUP Counselors will let you know when they are ready to depart the PUP.

Driving to Camp • Safety first! You are the captain and need to concentrate on driving. • Ask PUP Counselors for any help you need, including correcting camper behavior. • Once you have started driving, do not stop the bus for late arrivals to board, no matter how persistent parents are. • No one, including PUP Counselors, is to stand or sit in the stairwell.

At Camp • Stop your bus in front of the red building, so campers can get off. o If there is a bus behind you, pull up to the water fountains to let campers off. • Unload your bus by grade, starting with mini campers, up to 7th and up campers. • After everyone has gotten off your bus, park your bus in the bus barn and do a quick walkthrough to make sure there were not any forgotten items. o If you find camper belongings, bring them to the office.

AFTERNOONS Leaving Camp • Your bus will be brought into circle drive during last period—this is not your responsibility. • For double routes, the second stop campers must load the bus first and sit in the back. • Once PUP Counselors have loaded all of their campers, they will let you know. • Camp Leadership will determine if all campers are accounted for, and tell you when your bus can depart for your PUP(s) At PUP • PUP Counselors must get off the bus before campers. Ask PUP Counselors, “how many?” and count as campers get off the bus. • Campers whose parents are already at PUP when you arrive are to be checked out before other campers get off the bus. • Leave your PUP only after PUP Counselors have assured you all campers are safely off the bus. • Walk through your bus from front to back to make sure everything (and everyone! Campers may have fallen asleep) is off the bus. • If there are two stops, PUP Counselors for the second stop will count the remaining campers after the first stop unloads to make sure they do not have an extra or missing camper. Leaving Your Bus at Night • Park your bus at the designated spot. If you’re unsure where this is, check with the Camp Director/Assistant Director. • Close windows, sweep bus and pick up trash. • Turn off all lights. • Turn off ignition and put gear in “D.” (this is a safety feature)

WORKING WITH DIFFICULT GUARDIANS Partnering with even the most difficult guardians has the twin benefits of improving the quality of the camp experience for children and promoting your professional development. Rather than shy away from some of the leadership, policy, and customer service challenges that some parents bring to camp, strive to be a combination of interested, calm, patient, understanding, kind, realistic, practical, strong, respectful, and collaborative.

This is easier said than done when interacting with an angry guardian, but you got this! Truth is, keeping your cool, setting limits, and spontaneous problem-solving all take practice. It is best to first apologize, empathize, and then ask a question. Here are some helpful sentence stems to get you unstuck when you’re in a tough spot with a difficult guardian.

Sentences to get you unstuck in a difficult conversation:

• “This is a difficult situation, but I want to help find a solution. Here are some options to think about.” • “That’s a good question. Let me consult with one of my colleagues over here and I’ll be back in a minute.” • “There’s a lot going on today and it can feel really overwhelming. Let’s take this one step at a time.” • “I understand what you want, but I’m in a bind about what to do, given the camp’s policy.” • “I can explain why the rule is set up that way and perhaps we can think together about next steps.” • “Thank you for telling me about this problem. Let me find out a bit more and get back to you right away.”

When a guardian asks about an incident at camp that you were not involved in, or that their camper was not involved in, ask them to call the office. If you were there for the incident and it involved more than one camper, do not give out names. If guardians ask for more details or for more information about the other parties involved, tell them that you are not allowed to discuss the details, but that your Section Leader (give the guardian the Section Leader’s name) would be more than happy to discuss it with you, if they call camp. If you get guardians asking questions that you do not feel comfortable talking about, you can tell them the same thing.

FARMERS AND RANCHERS

All Doublecreek campers (other than minis) will be assigned as either a member of the Farmers or the Ranchers. Previous campers should stay on the same team as the week/year before, and new campers should be added to teams in a way that will even up the numbers for the week. Campers who have already been assigned a team will have their team indicated on your group’s roster. When assigning new campers to a team during Monday morning orientation, you should make this an exciting event for all campers. When new campers are assigned a team, write it down on your group list so the office can record the information on the camper’s profile.

The object of Farmers and Ranchers is for campers to obtain the most points per team. As the week progresses, Group Leaders will keep track of merits and demerits in order to keep the competition live and well. The culmination of points will come during nickel dive, where the winning team will get a head start. The competition for points starts over after every nickel dive week. One the weeks that nickel isn’t happening, there will still be a rewarding for the winning team on Friday.

MERITS (EXAMPLES) • Picking up drink cans and trash • Challenging each other to do their best • Speed in changing clothes • Encouraging others • Inspiring Good manners, cooperation, helpfulness • Engaging in activities

DEMERITS (EXAMPLES) • Throwing down trash • Crushing cans • Non-cooperation—100 demerits • Negative language • Not respecting the rights and property of others • Poor attitude • Absence from group without permission

TIPS:

• Announce the merits before a game or event begins and make sure both sides are given equal opportunity to earn merits. • Tell the group when someone gets merits. This keeps up the competition and makes the camper proud of themselves/their teammate. • Please be careful not to embarrass a camper. Try to “accentuate the positive” by emphasizing the merits.