Camps and Academies Resources

If you are hosting an online summer program at Saint Louis University, here are some helpful hints that will assist in making your camp/academy run smoothly:

• Have parents/guardians complete the Virtual Liability and SLU Photo Release forms prior to the start of camp (email summer@slu.edu for a copy).
• Communicate often and effectively the expectations of an online program.
• Ensure that all campers have access to reliable Wi-Fi and necessary technology.
• Make sure all camp staff have completed the Summer At SLU Online Background Check and Online EVERFI Training on Protecting Youth as mandated by the Protection of Minors Policy.*
• Campers should not be left alone at any time during the camp without staff supervision.
• For camps conducted on Zoom, private chats between campers should be disabled.
• Make your online program as engaging and interactive as possible.

*Staff who have not completed a Summer At SLU Online Background Check and/or Online EVERFI Training on Protecting Youth should not be left alone with campers at any time.

The following is a checklist to aid in coordinating a successful summer camp/academy. Use the below information as a general guide.

These items or activities should be completed prior to the start of your program.

• Selection of Camp/Academy Staff
• Missouri Camps and Clinics Insurance
• All staff completed background checks
• Completed EVERFI Online Training on Protecting Youth
• DineSLU Request  
• Housing Request (if residential) 
• Off-Campus Trip Plans
• Publications
• Training Dates
• Room Lists and Assignments
• Building Access to Classrooms and Labs
• Classroom and Facilities Reserved
• Budget Requirements
• Parking Permits
• Catering

Your program staff assume complete responsibility for your participants for the duration of their stay on the SLU campus. The following guidelines must be strictly adhered to; otherwise, your program may risk losing campus privileges. We encourage you to discuss and distribute these guidelines during staff hiring and training.

• Staff must be aware of, and ready to enforce, all SLU Youth Guidelines and University policies.
• If you program is residential, a camp staff member must be accessible, on a 24-hour basis, by cell phone, for emergency contact for the duration of your program.
• Staff members must accompany and supervise participants at all times, especially during walks to and from University facilities, and while participants are in the academic buildings and in the dining halls.
• All staff members must be with camp/academy participants when crossing streets, allowing for one counselor to be in front of a group and one in the back, ensuring their safety from incoming traffic. This is especially important when crossing Grand Boulevard.
• Staff must ensure that participants remain quiet when present in academic building hallways so as not to disturb the academic or administrative staff. Breaks should be held outside and away from offices/classrooms.
• Staff should structure "free time" to include a list of activities that will involve all program participants.
• Alcohol or controlled substances are not to be stored, served or consumed at any time, regardless of whether youth are present or not. Violations of this rule will not be tolerated.
• SLU policy stipulates that smoking inside any residence or campus building, or within 20 feet of any building, is strictly prohibited.
• If the program is residential, staff are responsible for ensuring that participants do not prop open residence doors.
• If your program is residential and staff require an early move-in on the day of your program’s check-in, please notify the Department of Housing & Residence Life in advance.
• If your participants and/or staff move any furniture belonging to the classroom or building you are utilizing, your staff must return these items to their original location, prior to departure.

As a member of the SLU community, you have the opportunity to affect the lives of many students. Because of your special talents and capabilities, you have been trusted with the wellbeing and safety of others. You may have to serve as a role model, parent, confidant, counselor, nurse, mediator and disciplinarian all in one day. Understanding the expectations and your responsibilities as a leader will insure that this experience is a positive one for you and the participants of your program. Working together with other leaders and staff will make your program a satisfying and memorable experience.

Enthusiasm

Enthusiasm is contagious, and if you are dedicated to the goals set for your program, your attitude will inspire others. However, a few weeks or even days in an intense summer camp can cause fatigue and make one feel grumpy, so stay engaged! Always provide excellent customer service and perform your duties without complaint. A positive, enthusiastic attitude creates an environment that helps programs run more smoothly and makes them more likely to be enjoyable for the participants.

Judgment

Be responsible and use sound judgment. If you are unsure about a decision, it is probably best to reconsider. The safety, welfare and security of each participant should be taken as the highest priority, and these expectations should be communicated to your team and participants.

Integrity

As a representative of SLU, in is important to uphold the highest standards of honesty and integrity. Many participants will be looking to you to set an example, both on-and off duty, and will be depending on you to be in place, ready to do give your best effort for a successful program.

Respect 

Your participation carries the responsibility of conducting yourself in a courteous, friendly and positive manner, and your contribution to the program is as important as what you might receive from it. Be a positive role model and lead by example.

Teamwork

Teamwork is vital to the success of summer programs. Believe in and be committed to the value of working together in a spirit of cooperation. It means actively pursuing ways of working together, listening to others with a willingness to be flexible. Teamwork depends not only on your skills, but on your attitudes as well. If you are looking for a more individualistic, laissez-faire model, then you should be looking for a different job.

Service 

Summer programs at SLU consists of many caring, committed, and competent individuals dedicated in their service to youth and education, and are noted for their energy and enthusiasm, as well as commitment to quality and excellence. Your dedication and commitment to service can make a difference in the lives of others, and in addition, will provide a unique opportunity for you to discover something new about yourself too.

Celebration and Encouragement

A successful program will demand your focus, energy, skills, talents, patience and professionalism. Most of the hard work done behind-the-scenes will go unnoticed, so remember to provide encouragement and share in each other’s successes and accomplishments on a job well done.

Below is a list of helpful hints and best practices that will help make your Summer At SLU camp/academy successful and help facilitate a smooth process for communication between staff, parents/guardians and participants.

• Establish a communication plan between directors and staff.
• Plan the schedule of activities and field excursions well in advance. Don’t forget to plan for lunch and transportation.
• Secure instructors and program facilitators by May 31.
• Make sure all instructors and program facilitators have completed the Summer At SLU Online Background Check and EVERFI Online Training on Protecting Youth (sent via email from summer@slu.edu).
• If possible, budget for extracurricular activities that students may enjoy during camp.
• Keep a log of all medicines dispensed to campers.
• Keep a well-stocked first-aid kit and appoint a counselor who will be responsible for its availability, including at off-site activities and events.
• Hire counselors and make group assignments (no more than 10 campers per group) Secure counselors as early as possible, as college-age students often make other plans.
• When hiring student workers, make sure that the student worker understands the process of payroll and filling out a proper timesheet if the position is compensated.
• Prepare a schedule of counselor assignments and a directory of contact numbers for parents and staff ready for distribution by the first day of camp.
• If applicable, provide campers with included supplies such as backpacks, pencils, pens, etc.
• Communicate clear expectations with parents, students and staff members.
• Remind counselors and staff members that participants/campers should never be left unattended.
• Remind parents/guardians and campers at check-in that any weapon or article construed to be a weapon, hunting or pocketknife will not be permitted. The best prevention is to leave these items at home.
• Conduct a staff orientation prior to the start of camp (1-2 weeks before the first day of camp is advisable). During orientation, review camp policies, code of conduct and expectations of the staff.
• On the first day of camp, review camp policies, code of conduct and expectations of the participants.
• Remind participants to leave video games, hand-held gaming devices and valuables at home.
• Purchase bottled water for participants.
• In the evening, allow participants to call home at designated times.
• Have a “rainy day” or backup plan ready just in case an original scheduled plan falls through.
• If your program includes campus residences, ask Housing & Residence Life to provide room assignments that group your program participants together on the same floor, and separate from other programs, if possible.
• Consider having participants/campers write thank you notes to a sponsor or someone who supported their attendance as one of their communication activities.
• Confirm that all the required documents from each participant/each camper has been submitted.
• Establish expected dress code for campers and staff and communicate actions for violations.
• Discourage fraternization outside the program with other program participants/campers who might be on campus.

Most importantly, don’t forget to have fun!

Please review the following Saint Louis University policies:

• Protection of Minors Policy
• Policy on Minors in Laboratories
• Reporting Concerns Of Misconduct Policy
• Title IX Sexual Harassment Policy

In addition to reviewing the above, all summer staff working in K-12 programs (whether SLU faculty, staff, student workers or volunteers) must complete the Summer At SLU Online Background Check and EVERFI  OnlineTraining on Protecting Youth prior to the start of the program.

For questions related to the above information, please email summer@slu.edu.

If an incident occurs during your summer program (such as injury, illness, conduct violation or a dispute amongst campers), the following is a general overview of what summer staff should do in such circumstances:

• Contact camper’s parent/guardian immediately.
• Make an incident report by contacting SLU DPS (314-977-3000).

For more information about protecting youth, consult the SLU Protection of Minors Policy.

It is recommended to have a camp/academy roster for all participants that includes name, parent/guardian contact information, emergency contact information, and notes regarding any special accommodations, allergies, etc.

Each Summer At SLU camp/academy should have a check-in/check-out process at the start and end of each day of the respective program. This process can be created at the discretion of the camp/academy director, but the following must be included in every check-in/check-out procedure:

• Sign-in/sign-out process for parents/guardians every day
• A place where parents can turn in required forms and registration details
• Station where participants receive their SLU IDs, lanyards, and Summer At SLU swag

The Health Medical Release form is the camp’s medication administration form, and the parents/guardians of the camper are to be informed prior to their child’s arrival on campus that all medication requiring a prescription must be included on this form (for a copy of this form, email summer@slu.edu).

A parent/guardian signature is required. Medication is to be packed separately, as it is to be given to camp staff upon the camper’s arrival.

If the camper has a chronic condition (i.e. allergies, headaches, etc.) that requires over-the-counter (OTC) medications while at camp, instructions for the dispensing of these medications are to be given to camp staff prior to the camper’s arrival. All medications are to be kept locked in a secure area.

If the camper becomes ill or injured, the camper is to notify Summer At SLU camp/academy counselor or other members of SLU staff immediately. SLU staff will need to contact the parents/guardians upon being notified about an ill or injured camper.

Should it be deemed necessary, the ill/injured camper is to be transported to the local hospital or urgent care clinic. Transportation is to be provided either by a designated camp staff member or the SLU Department of Public Safety (314-977-3000).

In an emergency, further treatment is to be initiated before a call is made to the parents/guardians. In a non-life-threatening situation, the parents/guardians are to be called to receive consent before further treatment/evaluation is given.

All participants are encouraged to have fun during their participation in Summer At SLU. Participants are also required to conduct themselves in a manner of respect towards their fellow participants, the camp/academy staff and the Saint Louis University community. As such, certain behavior and actions will not be tolerated.

Participants will be notified that the following actions/violations can result in disciplinary action or removal from the camp:

• "Roughhousing” is not permitted (e.g. pushing, shoving, wrestling)
• Rollerblading, biking or skate boarding indoors
• Tampering with or moving classroom furniture and fixtures
• Tampering with smoke detectors, fire pull stations or any other emergency/safety equipment
• Assault and Hazing
  • The law prohibits assault/hazing of any verbal or physical nature. The camp reserves the right to determine if actions are considered to be assault/hazing. The camper who is found to be guilty of assault/hazing is subject to all legal and camp consequences.
• Vandalism—the camper who knowingly, recklessly, or intentionally damages or defaces campus property or another camper’s property is in violation of the Missouri Criminal Code and will be prosecuted.
• Theft
• Smoking
• Disrespectful behavior
• Fighting
• Use of profane or obscene language
• Unauthorized absents and leaves from campus or the camp/academy current location
• Violations of hall, floor, room curfews
• Public, inappropriate displays of affection

Each participant should be notified of these guidelines on the first day of camp. Participants should be further advised that these behaviors/violations are not considered to be an all-inclusive list. Lastly, the participant will be notified that the camp/academy staff reserves the right to determine the appropriate disciplinary action for each violation. Every effort will be made to be fair and just. The staff will also deal with each camper individually, based on attitudes and past disciplinary history.

The due process of Summer At SLU code of conduct violations should follow the steps below:

• Informal warning: An informal warning by a member of the camp/academy staff  is intended to make the participant aware of the possible consequences of the participant's actions.
• Camp/academy staff can separate the participant from the rest of the group and inform their parent/guardian of the infraction.
• In severe cases, such as where the participant is found to be in violation of state or federal law or has endangered and/or harmed a fellow participant any member of staff, the parents/guardians are to be notified immediately to remove their child from the camp/academy.

This is a list of important contact information that each camp/academy staff member should have in the case of questions or emergencies.

Summer and Extended Studies

This Office is the main support system for all Summer At SLU camps/academies. You should contact Summer and Extended Studies for all general questions or logistics involving your camp/academy.

• Jacob Wierson, Assistant Director
• Email: jacob.wierson@slu.edu
• Phone: 314-977-3534

SLU Department of Public Safety (DPS)

Contact DPS in the case of an immediate threat or emergency to your camp/academy. Please call the Department of Public Safety in the case of medical emergencies.

• Phone: 314-977-3000

Information Technology Services (ITS) 

Contact ITS in the event that technology is not functioning in your building or classroom.

• Phone: 314-977-4000

Facilities Services

Contact Facilities Services when building maintenance is required, such as problems with light fixtures, microphones, restrooms, etc.

• Phone: 314-977-2955

Parking and Card Services 

Contact Parking and Card Services for parking information or for updates on construction projects happening around campus.

• Email: parking@slu.edu; cardservices@slu.edu
• Phone: 314-977-2957