ACA Standards Course Summer 2017

Transcription

1 Welcome & Overview Have slide up on the screen for when people walk in. Be greeting participants as they enter. Be sure they have Direct them to: Review the attendee information on the class roster and sign in. Open their Accreditation Process Guide (APG) or their PDF from My Accreditation. Collect a Course Handout Packet. If you have a teaching partner, have them direct participants to: Open their Accreditation Process Guide (APG) and Please take a few minutes to open your APG and, if they aren t already in place, begin placing the divider tabs in the correct location. Set the tone. Put yourself in their shoes, what information do the participants need. Welcome the group. Introduce yourselves. Be sure to provide your camp background and information about why you chose accreditation. Go over housekeeping items: Overview of the day: i.e. our course will run from 9 until 3pm, with a break for lunch from 12-12:30. Locations of restrooms and your plan for health breaks: Let them know your phone use expectations: We know you are camp professionals and we thank you for making the time to come today. if you could turn the sound off on your phone, and should you need to take a call, please step out into the hallway American Camping Association, Inc. 1

2 Housekeeping Task: Since there have been various updates to the APG, take a minute to ensure that participants have a current APG or have added all the updates. Put up this slide and have participants check it against their guide Do these two standards match what is in your APG? o o o o Page 94 HW.23 Staff Health History This no longer shows as mandatory Page 126 HR.3 Hiring Policies This shows HR.3.3 and includes the mandatory requirement for criminal background check for year-round staff (every five years). Filler pages are provided as handout or go to ACAcamps.org/Staff-professionals You have been provided handouts of the latest APG updates ( April 2015 August 2015 Titled January 2016 List ) to share with participants needing those pages. Now that materials are in order and you all know what the day looks like let s.. Conduct an icebreaker that encourages the group to begin to network. Give consideration to group size, their level of familiarity with each other, their specializations such as having day camp professionals meet other day camp professionals Some ideas include Commonalities, Group Juggle, All My Friends 2016 American Camping Association, Inc. 2

3 Course Objectives State Objectives for Today Present Slide 1. Gain an understanding of the intent of standards. 2. Learn how to use the Accreditation Process Guide. 3. Prepare for/gain an understanding of the accreditation process and visit. 4. Understand written documentation and other ACA resources. AND Begin to build a network of support and learning. Instructor Note: If time, and you didn t flush it out in ice breaker solicit from any additional course goals. By doing this you can be sure to hit on the key points they are looking for American Camping Association, Inc. 3

4 Set the tone for participants to establish that accreditation is a choice. Touch upon WHY ACCREDITATION before clicking to quote. (animation) Click mouse to show quote) Ask WHY have they chosen Accreditation? Possible options for facilitating discussion: Use a paired share followed by group share: What are the reasons you are choosing accreditation? Put in pairs, give them 2 minutes to pair share this idea. For Reflection/Group Share: Ask for volunteers to share with the group. OR Have them write it on Post it note and put Post it note on the wall OR As you ask, collect the responses on your easel for all to see. By Collecting and/or displaying the answers, you are keeping the thoughts active about Why Accreditation. THEN show them quote. Note this is from a program who is taking two years to prepare as they are seeking accreditation for the first time American Camping Association, Inc. 4

5 Purpose of ACA Accreditation Program Have participants turn to page 12 in their Accreditation Process Guide (APG) review with them purpose of Accreditation program. Be sure to point out and have them review the 2 nd paragraph which states: Educate camp owners and directors in the administration of camp operation, program quality, and the health and safety of campers and staff Establish guidelines for implementing policies, procedures and practices Assist the public in selecting camps which meet industry-accepted and government standards The camp is responsible for implementing policies Accreditation is different than licensing All accredited camp musts operate under the applicable federal, state, and local laws, codes and regulations, and all required permits and licenses must be obtained Where the ACA Standard requires higher performance than the legal requirements (local, state, or federal regulations), a camp must comply, and maintain compliance, with the Standard to be accredited. Emphasize: That standards are for the Health and Safety of campers and staff The camp is responsible for implementing policies Note to Instructor: Some individuals will have a PDF version (or even an electronic PDF version) of the standards. If an individual is using a PDF version of My Accreditation/My Visits, page numbers will be different. Discuss What is the main purpose of the ACA Accreditation Program? Education! 2016 American Camping Association, Inc. 5

6 What it all comes down to with accreditation is EDUCATION, EDUCATION, EDUCATION. Briefly, Ask WHY is the program important to you as a professional involved in camp? 2016 American Camping Association, Inc. 6

7 Reinforce that visitors are also professional camp personnel which is what makes the Accreditation process work so well American Camping Association, Inc. 7

8 STANDARDS TRAINING REQUIREMENTS To ensure the proper implementation of standards camps must have at least one individual associated with each accredited camp (and those camps working for accreditation) who completes the Standards course and is the same person who is: Actively involved with the preparation of materials, On site a significant time during the season, and On site the day of the visit. It is also expected that someone with current standards training is actively involved with the camp during non-visit years. Throughout the course, please keep touching upon the concept that as a camp choosing accreditation, they are choosing it for every year. Encourage participants to include others in the accreditation process. Ask: Want to get other staff involved in visit preparation? Consider enrolling them in the online Standards Course or Standards Update Course to give them the best foundation for moving your camp toward a successful visit. Even without a course, have them help prepare the materials American Camping Association, Inc. 8

9 Remind Participants Accreditation is PROOF of a camp s Commitment to having a safe program Participation is voluntary. Accountability It s a third-party verification of your commitment and part of your overall risk management. Credibility It s your camp s best evidence of wanting to do it correctly. Accreditation is a nationwide program administered at the local level primarily by volunteers. As you know, volunteers serve as the visitors, make visitor assignments, are involved in the review process if requested, and approve the accreditation status of camps American Camping Association, Inc. 9

10 Steps to Accreditation Accreditation is a process which takes time. Quickly touch upon the prerequisites and length of time needed to prepare. Preparing for a visit Preparation for a visit normally takes a camp anywhere from 6 to 18 months. The accreditation year goes from November 1 to October 31. New camps must have paid camp fees NO later than March 1 in order to have a visit that summer. Attend a Standards Course (by March 31). Note that individuals can attend a standards course without being an ACA member. Camp Self-Assessment review must be completed by May 1 (or as indicated by your local office) and before the start of staff training for the camp American Camping Association, Inc. 10

11 ACA Accreditation means You have established a standard of care using prudence. Let s take a closer look at Prudence.(next Slide) 2016 American Camping Association, Inc. 11

12 Prudence Discuss Concept of using prudence with group What is prudence? Is this something you have ever considered as part of the accreditation process? pru dence noun \ˈprü-dən(t)s\ : careful good judgment that allows someone to avoid danger or risks. Full definition: 1. The ability to govern and discipline oneself by the use of reason 2. Sagacity or shrewdness in the management of affairs 3. Skill and good judgment in the use of resources 4. Caution or circumspection as to danger or risk "Prudence." Merriam-Webster.com. Merriam-Webster, n.d. Web. 21 Aug < American Camping Association, Inc. 12

13 Resources The main purpose of the ACA Accreditation Program is to educate camp owners and directors in the administration of key aspects of camp operation, particularly those related to program quality and the health and safety of campers and staff. (APG p. 12) State 1. The standards establish guidelines for needed policies, procedures, and practices. (HOW) 2. ACA s staff and local volunteers are here to help guide you, specifically, with locating resources and standards interpretation. (WHO/HOW) 3. The camp is responsible for ongoing implementation of these policies. (WHO) 2016 American Camping Association, Inc. 13

14 Managing Risk Through Accreditation The objective is to have attendees demonstrate basic knowledge of risk management aspects of the ACA Accreditation Program as it relates to their camp. ACA Accreditation helps guide camps to manage their risk, remember some risk will always remain. Point out to participants in their APG on page 12, paragraph 3: While standards primarily focus on health, safety and risk management practices, accreditation is not a guarantee that the camper will be free from harm. Accreditation does however, indicate to the public that the camp administration has voluntarily allowed its practice to be compared with the standards established by professionals in the camp industry. (APG, p. 12) Think about giving them an anecdote about your experience with managing risk. It s okay if you weren t successful. Show that you LEARNED from it. OR use the image on the left. What risk have these sailors managed? What might they do differently next time? Does anyone need to be notified of this incident? OR what about a lifeguard at the Olympics? Does an elite swimmer like Michael Phelps need a lifeguard? What choice is the International Olympic Committee (IOC) making by assigning guards to the swim events? 2016 American Camping Association, Inc. 14

15 Tree image: What s going on here? Was this controllable? What is the risk? How might you manage it? Bear Image: What s going on here? Was this controllable? What is the risk? How might you manage it? 2016 American Camping Association, Inc. 15

16 Managing Risk Through Accreditation One of the advantages of the ACA Accreditation Program is that it s designed to help you manage risk in your organization. The standards establish guidelines for implementing policies, procedures, and practices. You as the camp are then responsible for implementing and ensuring policies are followed. Read or have someone read Risk Management Definition Risk Management is a structured process to protect an organization s assets, especially its human assets, from injury or loss. It is an integrated approach to identifying the nature and scope of a problem and deciding how best to deal with it. Risk Management enables administrators to reduce or eliminate the uncertainty of loss and minimize the adverse effects. Coutellier, C. Risk Management and Crisis Planning American Camping Association, Inc. 16

17 Four Areas of Risk Exposure Explain There are four areas of exposure to consider. Guide them to understand the differences among and give examples of: 1. Human 2. Financial 3. Property 4. Standard of Care 2016 American Camping Association, Inc. 17

18 Managing Risk Through Accreditation (The HOW) How does ACA accreditation help manage risk? The process helps you Identify key areas of your program through alignment of practices with standards Evaluate your policies through Camp Self-Assessment and the on-site visit Develop critical thinking skills personally and within your staff through the use of the Accreditation Process Guide, professional development courses, and your personalized assessment practices Ask or pair share: Briefly describe areas of potential risk within your organization American Camping Association, Inc. 18

19 Managing Risk Through Accreditation Explain, Describe, and Give Examples There are four common risk treatment or control techniques. Let s briefly describe each. 1. Retain the Risk Decide to keep all or a portion of the risk and accept the consequence of the loss. Generally, risks are retained only when the exposure and cost of restitution is minimal (e.g., replacing screens, securing insurance with deductibles and/or ceilings). 2. Reduce the Risk Take action to reduce the risk exposure to a potential loss, usually by developing policies and procedures to keep the risk at an acceptable level. Reduction is usually used in combination with transfer and retention (e.g., reducing risk by training first aiders, but also by purchasing insurance). 3. Transfer the Risk Place all or part of the risk exposure in the hands of another party, such as an insurance company or a contractor, or by use of waivers, contracts, or assumption of risk agreements. 4. Avoid the Risk Discontinue or eliminate a risk such as rerouting a road so it does not go through your camp or not offering a specific activity. Ask for Questions. Ask for examples from their program: In what scenario does your camp retain risk?? Reduce Risk, Transfer Risk? Avoid Risk? (Remember that by taking time to solicit examples from them, you keep them more engaged and they start to connect the material from you and apply it to their program) 2016 American Camping Association, Inc. 19

20 Managing Risk Through Accreditation Remind Participants ACA has various resources are available to you. Courses and Training 2016 American Camping Association, Inc. 20

21 Managing Risk Through Accreditation Here is an example of HOW Hand Out Sample Page of the Risk Exposure Chart Explain This is the first page of a 7-page chart that will help you identify risk areas in your camp and will guide you through a process to minimize these risks. Explain Completion of this chart may also help you meet compliance with OM.1. and OM.2. (animation) The ENTIRE Risk Exposure Chart can be found at under Resources by Section of Standards ( in the OM section) Ask for Questions American Camping Association, Inc. 21

22 A Closer Look Today we are looking at: The APG, The Standards, Resources and The Visit Give an Example. This is good place to give an example of how a person helped, or an online tool helped. Help them see these resources in a tangible way American Camping Association, Inc. 22

23 Timelines Let s look at the calendar year for both a year in which your camp is getting visited as well as a year in which your camp is not having an on-site visit American Camping Association, Inc. 23

24 Non Visit Year Timeline Point out to participants: Even in years when there is not an on-site visit, camps are responsible for maintaining standards. In order to retain Accreditation camps must fill out an Annual Accreditation Report and sign an annual Statement of Compliance. AAR and SOC: Explain the Annual Accreditation Report (AAR) and be sure to distinguish it from the annual Statement of Compliance (SOC). While the AAR is a series of standards related questions which are looking for a narrative and is filled out on MY ACCREDITATION, while the SOC requires a signature, it is a pledge (and a legal document), confirming the camps continued commitment to compliance. For all regions in nonvisit years, camps must fill out an AAR and SOC by February 15 th. More about the AAR: Provide evidence of quality enhancement/improvement efforts, to be included in the overall five year cycle Provide enhanced communications with camps in nonvisit years Provide confirmation of continual compliance with ACA standards throughout the five year accreditation cycle. Camps must keep membership fees current Look to ACA for professional development opportunities 2016 American Camping Association, Inc. 24

25 Visit Year Timeline State 1. Point out what is at local level: Local Leadership Approves accreditation 2. Point out what is at National level (ACA, Inc or NSC): Review, Appeals, Time a minute to engage participants and ask if any are NEW and looking for accreditation for the first time. If so, mention the March 1 st deadline to apply. Camp Information Form February 1st 2016 American Camping Association, Inc. 25

26 A Timeline & The Visit Team Explain An accreditation visit is scheduled when: The camp is a new applicant for accreditation Three years have passed since the last visit After a second successful accreditation on this 3 year cycle, the camp with then moves to the five year cycle. The camp was not accredited following a visit the previous year 2016 American Camping Association, Inc. 26

27 Transition Slide The Camp Information Form (CIF) The Camp Information Form is an important tool to help YOU plan your visit Tool for creating dialogue between you and your visitor so they can better understand your program. We will reference this form and fill in all of the sections as practice. The CIF that you submit will be filled out on line. It is due February 1. Distribute the Camp Information Form (if not already done), AND If available, show participants where to locate this form on the Resources and Tools page of the ACA Web site. Introduce the Top Portion of the Camp Information Form. Ask Attendees to Complete Camp Information, Winter Address, and Standards Course. Tell Attendees: You will complete other sections of the form throughout the course. Participants will complete the Camp Information Form as an activity in this course. Do not collect the Camp Information Form at the conclusion of the Standards Course. Camps will be sent a link to submit this document electronically American Camping Association, Inc. 27

28 Help participants know what role the local office plays in the Visit process vs what role ACA Inc plays in the process. This will help them when using each as a resource. If appropriate include yourself in this, are you part of the local office? Talk about who and where to find support. Remind participants that the ACA Accreditation Program is national in scope but is administered at the local level, primarily by volunteers. Talk through the slide to help illustrate who does what. ACA local volunteers will Serve as a resource Assign a visit team Work with the Local Council of Leaders or Affiliate Board of Directors to approve all accredited camps ACA Administrative Staff Team will Provide required paperwork Receive and review all score forms Tabulate scores of the visit Report scores to the local or affiliate office Serve as a resource 2016 American Camping Association, Inc. 28

29 State Objective The objective here is for participants to articulate how their local volunteer visitors and national administrative office can support them. Explain In preparing for your accreditation visit you will work with your visitors who are the individuals that will do both the camp self-assessment review and come to your camp on the day of the visit. Show Side Bulleted list below matches the way the [animation] proceeds ACA visitors: Are VOLUNTEERS! Are often camp professionals (or retired camp professionals) Are willing to offer support prior to the day of the visit Do it because they like to learn from others Have chosen to conduct a visit today vs. doing something else Be Sure to Share: Visitors are there to help camps through the educational process of an accreditation visit. They are NOT inspectors and will not show up unannounced. Rather, they are there to assist you in being successful with your visit American Camping Association, Inc. 29

30 Video is located on the ACAcamps.org Instructor s page: And can be saved to your computer and then inserted into Power point or played separately. Play Video. 42 seconds. Henry Heyburn, Chewonki Foundation. I feel strongly about the benefits both to me and the world of camp about being an ACA visitor. I love the opportunity to visit other camps and meet other people, other camp professionals. It s pretty easy, especially in the summer, to become enwrapped in your world. I think it is really important to see what others do. I know I ve learned a lot from visits and take ideas and brought them back to Chewonki. Use this video to reinforce: Visitors are volunteers. Visitors are camp professionals. Visits are about idea sharing and it is a collegial experience American Camping Association, Inc. 30

31 Before the Visit. The Visitors: Instructor Note: [animation] Mouse click to move through slide (4 panes). Explain Before the visit, visitors: Are assigned by the local/field office Typically are assigned in teams of two Are your point of contact for your accreditation visit Will be in contact with you to set up review of the camp self-assessment and schedule the on-site visit Are a resource for any questions pertaining to the visit and/or the standards Emphasize that visitors are a resource PRIOR to the visit. They are committed to answering questions, to reviewing specific standards, to help you decide do we score this standard. Establish with your lead visitor how to communicate American Camping Association, Inc. 31

32 Preparing for a Visit State Objective The objective of this portion is 1. Attendees will be able to articulate the purpose of the Camp Self-Assessment. 2. Attendees will demonstrate how/where to find the Camp Self-Assessment. Read the Slide For ACA s purpose the definition is A camp self-assessment is a required review of the written documentation for 20 pre-selected standards and must be completed prior to the start of staff training for the summer season. Your local leadership might require an earlier completion date. The required Camp Self-Assessment is designed as an educational tool for camps and visitors alike. It is anticipated that using this tool, as designed, will help directors have a successful visit. In fact, directors and visitors are not limited to just reviewing the 20 standards in the Camp Self-Assessment. Any or all (most) standards requiring written documentation may be reviewed prior to the camp s staff training and nothing is scored until the day of the visit American Camping Association, Inc. 32

33 Explain Explain the purpose of the CSA. Use this slide as a tool to introduce and hand out a CSA other resources are covered in slide the next slide. Be sure to stress the importance of the Camp Self-Assessment tool. It is the educational part of the visit process. The intent is to help the camp director and visitor review key documents before the on-site visit and the scoring process. Activity Have participants reference page 1 of the Camp Self-Assessment Form from their hand out packet (participants have entire form included in packet). Ask participants to read the purpose paragraph and underline phrases that define the purpose of the Camp Self Assessment. Ask participants to explain how the Camp Self-Assessment will help them American Camping Association, Inc. 33

34 The first page of the Camp Self-Assessment form lists all standards included in the required self-assessment review. Remember, the purpose of the self-assessment is to: A. Educate the camp director/administrator on the adequacy of the camp s paperwork BEFORE the on-site visit and scoring. While the intent is for the standard response to be complete, this review still provides the camp with the opportunity to ask questions and make needed corrections prior to the on-site visit, which is when the actual scoring will occur. B. Reduce the time needed to review all the documentation during the on-site visit, thus allowing more time for observation and discussion. C. Help verify the camp is ready for their on-site visit to occur (all this is on page one of CSA). If all needed documentation is seen and acceptable, visitor will mark SEEN. If none of the documentation is seen, visitor will mark the box under NOT SEEN. If the standard requires implementation of the policy, verification of practice, confirmation of certified personnel, etc., visitor will mark the column SEEN AND NEEDS ADDED VERIFICATION. If some of the documentation is not completed or changes must be made, visitor will write a description of what must be completed or changed in the space under FOLLOWING MUST BE COMPLETED. Visitor will also use this area to write any reminders of what should be seen at camp. Any standard that does not apply at all to the camp operation will be marked DNA (does not apply). in the comment area. Upon completion of the form, the visitor should make a copy for the camp. The visitor keeps the original. Remind Participants: All required paperwork must be on site at the visit. Actual scoring is done at the time of the on-site visit. On the day of the visit, after verifying compliance through observation, SEEN items can be marked YES on the score form. All others will be scored according to what is seen during the on-site visit American Camping Association, Inc. 34

35 Camp Self Assessment You can find a copy of the Camp Self-Assessment 1. In the APG pages On the ACA website on the Accreditation Information & Forms(Two versions) a. Version with only the required twenty standards b. Expanded version with all standards that require documentation 3. Through My Accreditation/My Visits Camp Self-Assessment Report Recommendation to Instructor If possible show attendees to the Camp Self-Assessment on the Resource/Tools page at and in the search box type: Camp Self Assessment 2016 American Camping Association, Inc. 35

36 What to Expect during a Visit State Objectives After this portion of the course 1. Attendees will be able to explain what to expect during an on-site visit. 2. Attendees will be able to explain what a visitor needs to observe during the on-site visit. Explain more about what a visit is. A visit Is a snapshot of your camps operation. Happens on a typical day do not schedule on the first or last day of a session, when a majority of campers are out of camp, or when a special event is happening (such as an all-day/all-camp event). Schedule when all or most of your activities are happening. Is educational by design. Is a visit by your peers. Also, it is a process you have voluntarily decided to pursue. Instructor Note: Remind participants of the educational value of the accreditation process and that the Visitors are their peers American Camping Association, Inc. 36

37 What to Expect During a Visit Explain The intent of the on-site tour of camp is not to interrupt the camp program but to get a sense of how your camp operates. When planning to tour camp, keep in mind the BEST times to see specific areas where it doesn t impede your staff s duties (e.g., when your aquatics director is lifeguarding, or your kitchen staff are about to serve lunch) or your camper s activities. Ask for Questions 2016 American Camping Association, Inc. 37

38 Explain Directors and visitors will work together to confirm the date of the visit. Both will work to find a date when most of the specialized activities can be seen not an opening or closing day or camp or when there is a special event occurring. Visitors will... Tour the facility and all program areas in session Speak with the on-site director and/or person who has prepared materials Speak with random campers and staff Speak with key personnel RN or first-aid provider, aquatics supervisor, food service manager, etc American Camping Association, Inc. 38

39 Explanation continued Talk more about what directors can expect on the day of the site visit. Visitors will tour the facility and observe the following: Living areas Food preparation area and dining hall Health care facilities Vehicles used for transportation Maintenance and fuel storage All program areas (preferably in use) 2016 American Camping Association, Inc. 39

40 Explain Talk about what directors can expect on the day of the site visit. Continue Sharing Expectations The visit team will Observe and speak with specialized program personnel (e.g., arts and crafts, archery, riflery, adventure/challenge, horseback riding directors) Ask about programs and areas that aren t seen Interact with campers and staff Possibly eat a meal with campers or staff Meet with director as standards are scored Give Participants Handout: Day of the Visit the Tour Discuss how they can use this handout in planning for the on-site visit. Please be sure to reference this sentence on the handout, You may also consider using to help you plan a successful first visit. Acacamps.org First Visit 2016 American Camping Association, Inc. 40

41 TAKE TIME TO HELP THEM SEE THE IMPORTANCE OF BEING ORGANIZED WITH MATERIALS!!! Bring this reality to life. Share a good experience you have had on a visit because they were prepared with the written documentation. Ask the group to Brainstorm on ways to make it a smooth visit and perhaps put up on your flipchart Prepare staff let them know the process, anticipate interviews plan out the itinerary. Confirm specialized activities What are good times to see kitchen? Health Care? Transportation? have notebooks in order. Whether it is MY TOOLS, hard copy or electronic file sharing, remember that written documents need to be available on the day of the visit. Avoid searching for documents. Have those ducks in a row. Have examples ready of successful ways to organize the materials and the visit. Possibly have samples of Standards Notebook, or print a few pages of filled out from MY ACCREDITATION, or print a few pages of sample documents 2016 American Camping Association, Inc. 41

42 Standards and The Accreditation Process Guide At the Heart of it all, the APG Explain Using your APG, we will now take a closer look at the parts and format of a standard. In this section we will look to show: The parts of a standard How to interpret which standards apply to their program How to complete a Camp Information Form Key Vocabulary Words 1. Modes of Operation 2. Scorable Item 3. Compliance Demonstration 4. Contextual Education 5. Applicability 6. Mandatory 7. Standard Title 8. DNA (does not apply) 9. Camp Information Form 2016 American Camping Association, Inc. 42

43 A Timeline & The Visit Team Introduce the Slide Understanding how to read and use the Accreditation Process Guide is a key reason for today s course. State We may move through some of the sections at a pace that is faster than you are able to absorb. Please take time throughout the course to jot down any questions you may wish to have answered. If we do not have time to address all of your questions, share them with the me (or the co-instructor), and we ll help make sure you get them answered and/or know where to find the answer. At the very least, you will leave today knowing where to go find support and answers American Camping Association, Inc. 43

44 APG Organization (animation) There are 8 sections of standards plus the Camp Self-Assessment. SF Site and Food Service TR Transportation HW Health and Wellness OM Operations and Management HR Human Resources PD Program Design and Activities PA Program Aquatics PT Program Trip and Travel Camp Self-Assessment Direct Participants to turn to p Explain Each section of standards also has subsections (for example, the SF section is divided into subsections General Site/Facility p. 28, Sleeping Quarters p. 37, Food Safety p. 40, and Food Service p. 41). All sections are organized in the same manner. Each section of standards includes the following. An introductory page, which includes: Descriptive paragraph(s) containing general information about the section. Applicability paragraph(s) that indicate exceptions for specific standards or groups of standards found at the beginning of each section. Activity Answer Question 1 on Standards Course Mechanics which states: 1. There are eight sections in your APG, please list them by name: 2016 American Camping Association, Inc. 44

45 Effectively Navigating the APG Nuts & Bolts Direct Participants go to the PA Section in the APG, p.211. Talk about the Applicability Paragraph Here is an example of an applicability paragraph BEFORE the group of standards in this case before the watercraft activity standards. This one in particular is helpful when discerning what craft are to be scored. Explain I will review these elements in greater detail as the course progresses American Camping Association, Inc. 45

46 Introducing the APG The Standard Format Direct Participants to turn to TR.1, p.54, and look along with you. Explain this is a standard all camps must score and it is MANDATORY. State There are 5 components to every standard. The first two are 1. Standard Title: TR.1 Medical Emergency Transportation 2. Actual Standard: TR.1.1 Tell Participants: The standard includes all information inside the box including text and categories in BOLD, such as the bullet points, and/or letters, such as A. B. C., etc. Explain: The standard, as written and displayed within the text box, is what is actually scored by the visitors American Camping Association, Inc. 46

47 Introducing the APG The Standard Format Continue Reviewing the Standard Format and TR.1, p. 54; use this slide for the next two components. Talk about the Third and Fourth Components 3. Contextual Education: Provides education and clarification to the content and context of the standard to help determine correct applicability and better understand the intent of the standard. The main purpose of the contextual education component of each standard is truly education and, at times, it goes above and beyond what is required to meet the standard. It provides things to think about. In a few situations, it clearly defines what is to be included in scoring the standard. 4. Compliance Demonstration: Indicates to both the camp and the visitor what is required to show compliance. It identifies the minimum expectation as to how compliance with the standard could be determined. Can include the following: Written Documentation identifies the types of written documentation that will help meet this standard (i.e., checklists, templates, procedures, policies) Visitor Interviews indicates compliance can be determined by visitor interview Visitor Observations indicates compliance can be demonstrated through visitor observation during the camp tour 2016 American Camping Association, Inc. 47

48 Margin Notes Continue Reviewing Standard Format and TR.1, p. 54; use this slide for the final component. 5. Margin Notes There are notes in the margins of the page for each standard. These notes indicate the following things: [animations here on mouse click] Mandatory Indicates whether and which parts are mandatory. Written Documentation Required Indicates something is required in WRITING. Make sure to look at the Compliance Demonstration to determine what documentation is acceptable. WRITTEN DOCUMENTATION means WRITTEN. It does not always say written in the actual standard, however it is clearly indicated in the margin notes and in the Compliance Demonstration. DNA Means Does Not Apply and indicates in what situations the standard does not apply. Modes of Operation This margin note begins with Applies to: and indicates which modes of operation the standard applies to. Day camp Resident camp Short-term resident programs Camps serving rental groups Included in Self-Assessment Lastly, it is not shown on this slide but margin notes also indicate when the standard is included in the camp self-assessment American Camping Association, Inc. 48

49 Review Formatting of a Standard Refer to the Standards Course Mechanics Worksheet, passed out previously. Question 2: HR.6 What is the standard number? HR.6.1 What is the title of this standard? Job Descriptions/Information Who is required to score this standard (hint: mode)? day camps, resident camps, short-term resident programs, and camps serving rental groups Is this standard mandatory? No Is written documentation required? Yes What kind of written documentation is required (Hint: see Compliance Demonstration)? Randomly selected job descriptions, printed/electronic information showing the general characteristics of camp and programs offered Besides written documentation, how else is compliance demonstrated? Interviews Where is the definition in this standard for Essential Functions? In the contextual education PD.7 Instructor Note: For PD.7.1, the questions are straightforward in relation to how the standard format is designed. What is the standard number? PD.7.1 What is the standard title? Environmental Activities Is this standard mandatory? No What modes of operation does this standard apply to? Day and resident camps Is written documentation required? No Can anyone DNA this standard? Yes the two modes not indicated may DNA (short term residential and camps that rent to others). Otherwise, there is no DNA Under Contextual Education, does it ask if each age group should have opportunities to learn about the natural world? Yes By what method or methods can compliance be determined? Interview and observation Ask for Questions: Be sure to clarify any difficulties or confusion the group may be having American Camping Association, Inc. 49

50 Modes of Operation Introduction State Objectives Attendees will be able to identify which modes of operation are applicable to their camp and when a standard should be scored. Explain The standards are intended to be scored for all operations and programs of the camp (except single-day events). Modes of Operation define a camp s operation and help determine which standard s apply Day Camp, Residential Camp, Short Term Residential Camp, Camps Serving Rental Groups. Instructor Notes Use the next 6 slides to clearly define each mode of operation. Participants can write the definition on their Standards Course Mechanics Worksheet. This information can also be found on pp of their APG American Camping Association, Inc. 50

51 Modes of Operation Day Camp [animation] Explain Day Camp Mode of operation is defined as Operated and staffed by the camp Supervision of individual campers is a camp responsibility Camper goes home to parent/guardian each night, except for an occasional overnight 2016 American Camping Association, Inc. 51

52 Modes of Operation Resident Camp [animation] Explain Resident Camp Mode of operation is defined as Can be multiple weeks in length Operated and staffed by the camp Supervision of individual campers is a camp responsibility Campers stay overnight and the camp is responsible for campers 24/7 Trip travel programs lasting three nights or more without a base camp are considered resident camp 2016 American Camping Association, Inc. 52

53 Modes of Operation Short-Term Residential [animation] Explain Short-Term Resident Camp Mode of operation is defined as Sessions are three nights or fewer Operated and staffed primarily by the camp Includes weekend retreats, short environmental programs, skill-training weekends, and so on Camp staff is sometimes supplemented by other adults 2016 American Camping Association, Inc. 53

54 Modes of Operation Camps Serving Rental Groups Instructor Note: [animation] will appear on mouse clicks (5 panes). Explain Camps Serving Rental Groups Mode of operation is defined as The rental group often maintains responsibility for at least some programming. Supervision is generally the responsibility of the rental group. Rental group may use programming provided by the camp. May be from within the camp s parent organization. Programs may be short or long sessions. Examples of Rental Groups Troop or club campouts Youth weekend retreats Outdoor education run by other groups Specialty programs that operate their session at the camp's facility Activity which you can do as a single quick question now, or use the handout as review (Sections, Mandatory, Staffed public, in Loco parentis/landlord) Have participants answer Question 3 on Standards Course Mechanics Worksheet. You can engage the group just by taking a brief poll of the room to determine which modes they are all scoring. Ask: How many of you will score the Day Camp mode? Repeat: Repeat for each mode Resident Camp, Short-Term Residential; and Camps Serving Rental Groups. Ask for Questions: Be sure to clarify any difficulties or confusion the group may be having American Camping Association, Inc. 54

55 Modes of Operation Applicability State As mentioned earlier, to assist camps in determining standard applicability, the modes are identified in the margin next to each standard. If the indicator appears for any of the four stated modes, the standard may apply to the camp for that mode. If a particular mode is NOT indicated, the standard does not apply to that particular mode of operation! Handout: Question #3 on Standards Course Mechanics Worksheet What are the four Modes of Operation? 2016 American Camping Association, Inc. 55

56 Who s Responsible (in loco parentis/landlord) Ask In your camp, who is responsible for the SUPERVISION of campers? Take answers from the group. Ask How many of you have other groups that use your camp? For example a youth group, scout group, adult weekend training, and so on. Have a few people share their answers. Follow Up with Another Question Who supervises campers with groups that use your camp? Take answers. Pose the Question Is there a different level of responsibility and accountability when YOU solely supervise a group of campers versus when a group that rents your camp supervises a group of campers? The answer should be YES. Let's look at the difference between these two concepts American Camping Association, Inc. 56

57 In Loco Parentis or Landlord [animation] Explain When YOU are in charge of the supervision of minors, the legal term used to describe this is in loco parentis or in place of the parent, which refers to the legal responsibility of a person or an organization to take on some of the functions and responsibilities of a parent. Explain The principle assumes that you will act and make decisions in place of the parent American Camping Association, Inc. 57

58 In Loco Parentis or Landlord? [animation] When someone comes to your camp and rents and/or uses your facility but provides their OWN supervision for the minors with their group, the term used to describe your role in this situation is that of a Landlord. As a landlord you have a duty to: Provide a reasonably safe facility, Inspect and maintain the facility, Warn of dangers, and Advise and instruct on the use of property and facilities. Write on Flipchart: "In Loco Parentis" on the left side and Landlord on the right side. Examine with the Group how these concepts relate to the type of camp you have and to which modes you operate in. Ask: If you are serving in the role of in loco parentis which of the four modes of operation will apply to your camp program? Answers : Day, Resident, Short-Term Resident, and possibly Camps Serving Rental Groups. Write the answers below in loco parentis on the newsprint. Ask: If you are serving as a Landlord which modes of operation will you score? Answer: Camps Serving Rental Groups. Write the answer below Landlord on newsprint. Ask: Can a camp be in both roles at one time that of a landlord and that of in loco parentis? Answer: Yes. Can apply to both: Let's look at an example of a standard that applies to both roles in loco parentis and landlord. Turn in your APG to p. 194, and let's look at PA.3. This is the Mandatory Standard for Lifeguards. Explain: PA.3.1 requires that camps provide a person who has current certification as a lifeguard by a nationally recognized certifying body. Ask: Which role applies to this standard? Answer: In loco parentis role regardless of mode day, resident, short term, or rental to others. Explain: PA.3.2 requires that camps who rent to others ADVISE rental group in WRITING to provide a person who has current certification as a lifeguard by a nationally recognized certifying body. Ask: Which role applies to this standard? Answer: Landlord role. Explain: When it comes to scoring this particular standard, if you serve in both roles, you will score both PA.3.1 and PA.3.2. If you serve only rental groups who provide their own lifeguards, you would score only PA American Camping Association, Inc. 58

59 Who s Responsible Remind Participants: If you ever get confused on which principle and/or role you fall under, the easiest way to discern it is to ask yourselves: Who is responsible for the supervision of the campers and for conducting the activity? The camp? in loco parentis The group? landlord Explain: You are always in one role or the other, and sometimes both. This concept is not always black and white. Knowing which roles apply to your program helps you better prepare for your accreditation visit. Let s look at a few more examples. Ask the Group to Answer the Following Questions If you rent your camp to a rental group, BUT you (the camp) provide lifeguards for the swimming activity are you in loco parentis for the activity or serving solely as a landlord? In loco parentis. Why? Because your camp has the responsibility for supervision of campers and for conducting that activity. If you run your own camp program on your property, and you rent part of your facility to another group BUT you supervise and conduct swimming for your own campers and the group supervises and conducts swimming for their own campers are you in loco parentis or landlord? Both. Why? Because the camp has a responsibility for the supervision and conduct of the activity for the campers in their program, and the rental group has responsibility for supervision and conduct of the activity for the campers in their own program. Have participants answer Question 4 on Standards Mechanics Worksheet Ask for Questions. Be sure to clarify any difficulties or confusion the group may be having American Camping Association, Inc. 59

60 Scoring Staffed Public Facilities [animation] State Now we are moving on to discuss staffed public facilities. Some of the standards in the program sections apply only when a camp uses staffed pubic facilities for these activities where the activities are provided by a third party. More specifically, in the PD, PA, and PT sections there are some standards that apply only to those camps that use a staffed public facilities for delivery of an activity or activities. Let s discuss ways to determine whether a camp needs to score the staffed public facility standards or not. Share the Definition A staffed public facility or provider is when a third party is providing equipment and access to a program site or facility, with persons other than camp staff responsible for the site, equipment, and supervision of the activity. Staff may accompany a group and may assist with supervision of campers, but are not responsible for the supervision of the activity. Also includes the use of another camp s facility (APG Glossary). Click the Mouse [animation] Explain The KEY QUESTION you need to ask yourself is Do I (the camp being accredited) have total supervision of the staff conducting this program? If the answer is YES, then you DO NOT need to score Staffed Public Facilities standards for that given activity/program. If the answer is NO, then you DO need to score Staffed Public Facilities standards for that activity/program American Camping Association, Inc. 60

61 Staffed Public Facilities Let s Practice: Yes or No and Why? Camp ABC goes to the local stable for horseback riding lessons for their campers. The camp staff drive campers to and from the stables but do not teach or supervise campers on horses. The stable s staff supervises and conducts the activity with the campers. Question 1: Are the camp staff supervising and conducting horseback riding? Answer: No Question 2: Does the camp need to score standard PD.38.3 on p. 185? (Look at PD.38.3 together to review the requirements of the standard.) Answer: Yes State Sometimes the facility being used may not be used by the general public OR the facility may even be managed by the camp s own sponsoring organization American Camping Association, Inc. 61

62 Staffed Public Facilities Let s Look at Another Example YMCA Camp XYZ has their resident camp 20 minutes from its sponsoring organization the PDQ YMCA. They do not have a pool on their property but they take their campers to the PDQ YMCA for swimming. The camp staff members are certified lifeguards and serve as the lifeguards for their campers at the pool. Question 1: Are the camp staff supervising and conducting swimming? Answer: Yes. Question 2: Does YMCA Camp XYZ need to score standard PA.30.1 on p.221? Answer: No. (Be sure to look at the standard when reviewing the answer and have participants articulate why the answer is NO. ) 2016 American Camping Association, Inc. 62

63 Staffed Public Facilities (animation) Handout: Unique Scoring Situations Who s Responsible Let s Practice Ask participants to get in pairs to answer the Staffed Public Facility questions on the top half of the handout titled Unique Scoring Situations. Give them 2 to 3 minutes to complete. For Each Question Ask Do I Need to Score Staffed Public Facilities standards specific to the illustrated activity? 1. I take my campers to a horseback riding stable in a nearby town. My staff goes along to help the campers get on the horses. Yes 2. I take my campers to a swimming pool run by my own organization. My staff does not lifeguard. Yes 3. I take my campers canoeing on a nearby river, renting canoes from a river concessionaire. My staff supervises and conducts the trip. No 2016 American Camping Association, Inc. 63

64 Staffed Public Facilities [animation] 4. I take my campers to a neighboring camp to use their ropes course. My fellow camp director generously provides his staff to lead the program. Yes 5. I take my campers to a state park to go swimming. There is a ranger, and we pay a fee to use the park. My staff serve as the lifeguards. No Ask for Questions: Be sure to clarify any difficulties or confusion the group may be having American Camping Association, Inc. 64

65 Camps that Rent to Others (animation) Explain: There are standards in each section directed specifically at the operational mode for camps that rent to others. These standards are scored only for those times when the camp is acting in the role of the landlord. Review, using the second half of the Unique Scoring Situations handout: Would a camp score the standards that apply only to those camps that operate the in Camps that Rent to Others mode (even if they also operate in one or more of the other modes of operation). Answer: Yes. Practice: Do you score Camps that Rent to Others mode in the following situations? 1. I run my camp program at a rented accredited camp facility. No 2. I lease my camp to other organizations on weekends in the spring and fall. Yes 3. I run weekend programs for my camper families in the fall. No 4. Groups within my organization come to camp on weekends to do their own programs. Yes Ask for Questions. Be sure to clarify any difficulties or confusion the group may be having. Ask attendees to complete the Modes of Operation section on their Camp Information form American Camping Association, Inc. 65

66 Program Mechanics Share with Participants: This book is your map and compass to the accreditation process. It contains all the standards that can be scored during the accreditation visit. Let's review what it contains. Ask Participants to have their Standards Course Mechanics Worksheet in front of them. Review Questions 1 and 2 of the Program Mechanics Worksheet with the group. Ask the question to the group and have participants voluntarily respond. Ask: How many standards sections are in your Accreditation Process Guide? Eight Please list them by name: Introduction SF Site and Food Service TR Transportation HW Health and Wellness HR Human Resources OM Operations Management PD Program Design PA Program Aquatics PT Program Trip and Travel Mandatory Standards Self-Assessment Resources/Glossary Next we will introduce specialized activities, trip and travel, mandatory standards and various ways to show compliance demonstrations American Camping Association, Inc. 66

67 Specialized Activities State Objectives In this module 1. The participants will know where to find the guidelines that determine if an activity is a specialized program. 2. Participants will be able to define Trip & Travel programs. 3. The participants will be able to identify appropriate methods of compliance demonstration for specialized program activities. 4. The participants will be able to identify specialized activities within their camp program. Activity Instructors may choose to use the Specialized Activities handout 2016 American Camping Association, Inc. 67

68 Program Design Practice Have attendees turn to PD.9 (APG p.156). Ask them to reference this page to answer the following guided questions: 1. What is the standard name and number? PD.9 Overnights and Trips 2. How many sections are included in this standard? Five (5) 3. Is the standard mandatory? PD.9.1 is the only mandatory part 4. Can the standard be marked with DNA (Does not Apply)? Why? Yes, DNA can be applied as applicable to each section of this standard. 5. What is the intent of the standard? The intent if this standard is to address camper and staff safety and well-being when they are away from the resources of the main camp. 6. How is does a camp demonstrate compliance to this standard? Written procedures regarding practices and director/staff description of training and practices. 7. Will written compliance require multiple demonstrations? If so how many? Yes, camp will need procedures for each applicable portion being scored. 8. What does Includes Trip & Travel mean? This standard also applies to those programs that meet the definition of a trip/travel camp and who score the PT section of standards American Camping Association, Inc. 68

69 PT Trip and Travel Introduction Slide State Objective The participants will be able to identify if their camp s activities qualifies as PT (Program Trip and Travel). Instructor Note While viewing slides the next slides have the participants reference APG (p. 229) American Camping Association, Inc. 69

70 Applicability It s all about applicability! Read the first page of a section carefully! Pay attention to DNA statements! Misunderstood applicability is a major cause of noncompliance with the standards! How can you avoid applicability misunderstandings? READ all applicability sections carefully. Read the first page of each section carefully! And if necessary REREAD it. One issue from the past several years has been confusion about what constitutes a trip. Practice PT Section Trips What is the definition of a trip? Any program conducted or sponsored by the camp in which a group moves from one site to another for THREE NIGHTS OR MORE. In backcountry and wilderness tripping, individuals move under their own power or by individually guided vehicle or animal (e.g., bicycle, horse, canoe). In travel camping, a group uses motorized transportation (e.g., van, bus, car, plane) to move from one site to another for experiences in different environments. Work through Scenarios When would a day camp score the PT section? Day camps who offer trips of three nights or more as a special program option, often for experienced or older campers. Where are aquatic activities held on trips scored? Aquatic activities, on trips of three nights or more, are scored in the Trip and Travel section and not in the Aquatics section. Where are other specialized activities held on trips scored? They are scored in the applicable (and appropriate) sections of the PD standards. Where are the emergency and first-aid personnel requirements for trips scored? They are scored in the HW section American Camping Association, Inc. 70

71 PT-Trip and Travel Trip and Travel Camps Please take the time to reference APG p. 229, Applicability section especially the section that begins Typically three types Exclusive trip/travel camps lasting three nights or more, often without a base location. (If trip is 1-2 nights it is scored in PD section, only) ARE resident camp programs that score the PT (Trip and Travel section) and all resident camp mode standards Day camps who offer trips of three nights or more as a special program option, often for experienced or older campers. Trip/travel groups do not have the stable, familiar resources of the camp community available to them. The purpose of the trip/travel standards is to help assure groups have a rewarding, safe experience in a variety of environments by highlighting the necessarily different procedures, training, expertise, and plans American Camping Association, Inc. 71

72 Specialized Activities Activity Using the flip chart, generate a comprehensive list of activities offered by the participating camps. If there are duplicates mentioned place an asterisk next to the activity. Reference the Specialized Activity Resource handout and compare the generated list to this reference page. Stress: This list is not inclusive. Some camps offer activities that are not on this list. State All the activities listed on page two of the Camp Information Sheet will be scored in the Program Sections of the Standards. This includes PD (Program Design), PA (Program Aquatics), and PT (Program Trip and Travel). Review the guidelines of a specialized activity. Show slide and review the guidelines of determining a specialized activity. A Specialized Activity can be defined as any activity that: 1. Uses equipment, animals, or tools whose use by campers requires supervision by a person skilled in their use. Includes activities such as horseback riding, adventure/challenge activities, archery, bicycles, all-terrain vehicles (ATVs), go-karts, gymnastics, power tools, model rocketry, lacrosse, shooting sports, and specific sports programs such as baseball camp, soccer camp. 2. Involves camper use of fire. Includes activities such as fire building for cookouts or use of heatproducing equipment or substances (such as camp stoves, wood burning tools, or kilns). 3. Requires injury protection equipment. Such as helmets, goggles, or padding. Includes activities such as wrestling, fencing, competitive basketball, competitive soccer, paintball, and so on. 4. Requires a specialized skill set or knowledge. Includes activities such as edible plants, ice fishing, pyrotechnics, and circus stunts that occur in the air. NOTE: If camps are having difficulty determining if the certain specialized activity standards apply to a specific sport, they should ASK themselves: If the campers were participating in a league, in this sport, would they be wearing protective equipment even for practice games? If so, score the activity as a specialized activity American Camping Association, Inc. 72

73 The Leaders of Specialized Activities Instructor Note: [animation] will appear on mouse clicks (4 panes). Activity Have participants reference page 2 of their Camp Information Sheet. Review the categories and ask for a show of hands in each classification as it is listed. Ask: How many of you have activities that fall into the following categories? For each of these categories, ask for a show of hands and solicit some examples. Uses equipment, animals, or tools whose use by campers requires supervision by a person skilled in their use? Involves camper use of fire? Requires injury protection equipment? Requires a specialized skill set or knowledge? 2016 American Camping Association, Inc. 73

74 Specialized Activities Reference the Specialized Activity Resource (spreadsheet) with the group and tell them they can find this electronically at Accreditation Information and Forms. State: When you are looking at this list, it is very important that you state, This list is not inclusive, there are some camps that offer activities that are not included on this list. Ask the Question: Can you as the director chose any staff member to teach this activity? If the answer is yes, it is probably not a specialized activity. Some standards generally apply to specialized activities and some standards apply SPECIFICALLY to a specialized activity. Example Let s look at Supervisor Qualifications. For almost all specialized activities, such as fire-building, archery and in-line skating, PD.12.1 will be scored for Supervisor Qualifications. State: There are two exceptions to this. Ask: How many of you have adventure/challenge activities at your camp? Look for a show of hands. State: If you provide adventure/challenge activities at your camp, you will score PD.13.1 and PD.13.2 for Supervisor Qualifications. Ask: How many of you have horseback riding at your camp? Look for a show of hands. State: If you provide horseback riding activities at your camp, you will score PD.14.1, PD.14.2, and PD.14.3 for Supervisor Qualifications. Explain Some standards apply to ALL specialized activities such as Staff Skill Verification (PD.15.1). Important Note: When these particular standards are scored, they will be scored based on whether you meet compliance for ALL specialized activities that you provide American Camping Association, Inc. 74

75 Documentation Sample HOW to Find Resources This slide illustrates an example of documentation used to help meet PD standards. Stress that the ACA Accreditation Information & Forms web page is an example of How/Where participants can go for support. Give the Following Example For Standard PD.15.1, if your camp provides fire-building, archery, and horseback riding as your specialized activities, then documentation of skills evaluation will be required for EACH specialized activity for this standard to be scored YES. If ANY of the three activities are missing documentation, the standard will be scored NO. Some standards are identified by a general title, such as Protective Headgear (PD.29), BUT each specialized activity may have separate scoring. Give the Following Example If your camp provides adventure/challenge and bicycling, you will score PD.29.1 and PD American Camping Association, Inc. 75

76 Specialized Activity HOW to Find Resources This is another example of documentation used to help meet PD standards. Stress that the ACA Accreditation Information & Forms web page is an example of How/Where participants can go for support. Finally, ask if there any of the camps offer activities that are not included on this spreadsheet handout. Work through a couple of examples of which standards would be required for these activities. Answers will vary American Camping Association, Inc. 76

77 Skills Verification HOW to Find Resources This is another example of documentation used to help meet PD standards. Stress that the ACA Accreditation Information & Forms web page is an example of How/Where participants can go for support American Camping Association, Inc. 77

78 Specialized Activities Instructor Note Please emphasize that documentation is needed for EVERY specialized activity leader. Discuss the types of documentation needed. Note: The types of documentation will be covered with more details in the next section American Camping Association, Inc. 78

79 Breaking it Down Practice/Review Specialized Activities Direct Participants to p and have them read PD.16. Use the questions on the slide to guide a discussion of the content for PD.16 Ask Participants to list any activities from in their camp that they feel applies to this standard American Camping Association, Inc. 79

80 Specialized Activities Activity Direct participants to look at their Camp Information Sheet and select all activities that their camp offers using the check box provided. Remember to Ask the Question Can you as the director chose any staff member to teach this activity? If the answer is yes, it is probably not a specialized activity. Participants will not turn in the Camp Information Form at the conclusion of the Basic Standards Course. They will be sent a link to submit this document electronically American Camping Association, Inc. 80

81 Specialized Activities Ask the Question Who can give an example of a specialized activity? What makes it a specialized activity? (Protective equipment, Special staff training) 2016 American Camping Association, Inc. 81

82 Standards Compliance Demonstration Use Standards HR.4.1, HR.4.2 and HR.5.1 to differentiate between how a FULL standard is mandatory and how PART of a standard may be mandatory. Practice Let s look now at two examples of mandatory standards. HR.4 and HR.5 (pp.127 and 128) Direct participants to read HR.4 and HR.5 on staff screening and look at the margin notes for HR.4. In this standard, both of the points under HR.4 (4.1 and 4.2) are mandatory. Therefore the camp must meet ALL points of this standard in order to be in compliance. Have participants look at HR.5, which has three scoreable standards, and ask WHICH standard is mandatory? Answer: HR.5.1 Explain if the margin note indicates a specific standard or part of a standard is mandatory, then ONLY that particular standard (or part of a standard) would be scored as mandatory. HR.5.2 and HR.5.3 still need to be scored, but they are not mandatory. If you want you can touch upon Noncompliance and Immediate Corrective Action We will go into more detail later with ICAs Explain that compliance with mandatory standards is so critical that ACA has a process to allow a camp to fix something about a mandatory standard that may have inadvertently been noncompliant on the day of the visit. This process is called the Immediate Corrective Action (ICA). Missing a mandatory standard will cause an activity to be stopped until the camp comes into compliance. For example, if your lifeguard has an expired certification, swimming must be stopped or that lifeguard not be used until the certification is current American Camping Association, Inc. 82

83 Applicability Be sure to reinforce the value of the applicability paragraph. Take time for this concept. Share these Truths It s all about applicability! Read the first page of a section carefully! Pay attention to DNA statements! Pay attention to the modes of operation! Guided Activity Direct participants to the TR Section (APG, pg. 53) Question: Who should score TR.1 and TR.2? Question: TR.3 TR.15 apply to any and ALL transportation of? Question: What types of transportation fall under standards TR.3 through TR.15? Question: What vehicles do not fall under TR.3 through TR.15? Question: What standards apply to vehicle drivers? 2016 American Camping Association, Inc. 83

84 What if written is not specified in the standard? [click with mouse and this question will be hidden] Be sure to remind participants that it doesn t always say written in the actual standard when written documentation is required. Practice OM.13 Look at the actual language of this standard? Does it specify written procedures? No, however, that is what the visitor is expecting to see. How to we know this? Because of the compliance demonstration. It is critical to look at what is asked for in the compliance demonstration [animation]. What is actually asked for in the standard? When it says written and has more than one item listed, those are examples of what will meet the standard and in this case there must be written procedures that require camps take the action spelled out in OM.13.1 and OM American Camping Association, Inc. 84

85 Standards Compliance Demonstration Have participants go to the Table of Standards in the back of the APG. It is a chart that lists each scoreable standard by number and title. Exercise Ask participants to break into groups of 3 or 4 (if total group size is less than twenty) or groups of 5 or 6 (if group size is over twenty). Mix up the groups, if you can, to have them meet other camp professionals beyond who they came with or know. Assign a section of standards to each group: SF, TR, OM, HR, HW, PD, PA, PT. Distribute Worksheet Mandatory and Written Documentation State the Intent of the Exercise: This exercise is to help you become more familiar with your APG to find where your can locate information about mandatory status, written documentation, type of written documentation and other methods used to determine compliance. It is not expected your will finish your assigned sections but complete enough to be able to find information easily. 1. For each section/small group, ask participants in that group to identify which standards are mandatory and which standards require written documentation (use the margin notes for this) 2. For each specific standard within a section, ask participants in that group to determine what TYPES of written documentation and what additional methods will be used to determine compliance (observation, interview) Use slide as a visual cue for work groups and for report-outs. Have the groups work for 10 minutes and report out as a large group. Participants should take notes on the sections they didn t review American Camping Association, Inc. 85

86 Compliance State As you prepare for your visit, review and ask yourself about each standard: Exactly what is the standard asking? Is it mandatory? What written documentation is required for compliance? What additional components are necessary to meet compliance? (Use the compliance demonstration note). Reminder Participants As you are going through each standard, review the compliance demonstration so you know what visitors will be looking for during the Camp Self-Assessment and during the onsite visit. Note On rare occasions, an element of required written documentation is listed in the contextual education (see TR.13 as an example). Ask for Questions 2016 American Camping Association, Inc. 86

87 Written Documentation Emphasize the need for thorough written documentation. Written documentation which matches the standard. Take a Closer Look Let s take a closer look at written documentation. We know for a fact that when camps fail to meet compliance, statistically it s because they do not have the appropriate written documentation to meet the standard. The majority of camps that fail accreditation do so because they either lack written documentation or do not have appropriate written documentation. Direct participants to turn to standard PA.4.1 Swim Lifeguard Skills. Ask: What written documentation is required to meet this standard? Answer: Completed skills checklist/verification for all lifeguards, specific to the camp facility. Remind participants that this standard is also mandatory. The FACT on the slide proves itself year after year! And, the lifeguard skills verification standard remains one of the most missed mandatory standards American Camping Association, Inc. 87

88 Standards Compliance Demonstration Pertinence Does the document deal with the subject of the standard? (For example, a lifeguard card is not pertinent to a first aid and CPR requirement, OR you cannot accept general emergency procedures for vehicle emergency procedures). Currency Does the standard require a date or currency of the document? (For example, documentation must not be expired.) Dissemination Does the standard require that the document is distributed to specific people? (Proper documentation must be provided to all audiences stated.) Inclusiveness of ALL Parts It is important to correctly determine what the standard requires and to be sure that your policy or procedures covers all items listed in the standard. (Documentation must include/address ALL components of the standard.) o Review this Example for Clarification Ask participants to turn to standard HW.11.2 Healthcare Policies. Then ask the group: What written documentation is required to meet this standard? Answer: Policies and procedures Explain: For this standard to be scored YES, it needs to include all 4 points in HW.11.2: 1. Scope and limits of camp healthcare services provided 2. Authority and responsibilities of camp healthcare administrator 3. Authority and responsibilities of other camp staff 4. Guideline for when to access additional external medical and mental health resources. Location Does the standard specify where the document must be located? (For example, blueprints must be on site or at home office, or written description must exist for locations of utility systems, signs must be posted for traffic control or access to areas that may be off limits or unavailable without trained staff present.) Communication Does the standard require communication with specific people? (It must be communicated with appropriate audience.) Campers must receive policies for use of the challenge course Staff must receive time-off policies Rental groups must receive refund policies Practiced or Rehearsed Does the standard require not only having the written documentation but practicing the procedures stated in the document? How can this rehearsal be verified by the visitor? (For example, your written policy states that prior to the beginning of each session a fire drill is rehearsed.) 2016 American Camping Association, Inc. 88

89 Standards Compliance Demonstration Ask the Group Do you think the documentation on the screen is appropriate to meet compliance for standard PA.4.1 Swim Lifeguard Skills? Answer YES The document shows who was verified, who verified it, and what skills were checked. Explain ACA provides a great lifeguard skills verification checklist resource, available on the ACA website. This checklist can help meet compliance of this standard. Direct Participants to turn to Standard HW.2 First Aid and Emergency Care Personnel. Ask the Group What written documentation is required to meet this standard? Answer Current certification cards or license of staff members meeting standard American Camping Association, Inc. 89

90 Standards Compliance Demonstration Explain Some standards require documented training and experience, and other standards require documented endorsement, but essentially they are the same thing. Have participants look at PD.12.1 (Supervisor Qualifications) and PD.14 (Horseback Riding Supervisor Qualifications). Review Documentation of Supervisor Qualifications (PD.12.1, PD.14) requires either current certification OR documented training. Documented training needs to be from a third party. Note Documented training generally needs to be from a third party, but may be provided by applicant if it is verifiable. Acceptable documentation includes: Job reviews from former employers Job performance review from the camp for years of service and can come from your own camp documented by evaluations or a letter from the camp director Letters of recommendation Course record sheet Certification or training cards 2016 American Camping Association, Inc. 90

91 Documented Training & Endorsement PD.14 Horseback Riding Supervisor Qualifications requires current certification OR documented endorsement. Documented endorsement may include: A letter of reference from former employers, students, or coworkers Brochures or advertisements other than from this camp announcing programs where the individual is listed as instructor Say: In addition to the written documentation requirements to meet compliance, a standard may also require interviews or observation at the time of the visit. Have participants turn to SF.9 Fire Safety and Equipment Evaluation. Ask the group What will the visitors need to see or hear to determine compliance with this standard? Written Documentation Evidence of annual evaluation such as receipt, letter from evaluator, log, or dated checklist Interviews Director/staff description of procedures and individuals used to conduct the evaluation Observations Checking the tags on fire extinguishers/equipment and other tagged equipment for CURRENT dates Have participants turn to another standard of their choice and identify other examples of what the visitors will observe or hear to determine compliance with a standard. Ask for the standard number so all participants can be on the same page. Review a few to show differences between standards and what visitors are looking for. Remind participants that as they are going through each standard, they need to review the compliance demonstration so they know what visitors will be looking for either during the camp self-assessment or the on-site visit American Camping Association, Inc. 91

92 Written Documentation Have participants turn to Page 194 in their APG PA.3 Swim Lifeguard Certification Be sure to Point out that: PA.3 is a Mandatory Standard Requires Written Documentation Compliance Demonstration asks for Current Certifications On the day of your visit, the visitors will ask to see these certifications. Be sure that you take the time to make sure they are current, especially for returning staff as it is easy to forget to re-look at their certifications American Camping Association, Inc. 92

93 Written Documentation Practice Ask: Using this slide (with the certification cards), ask the group: Is the document on the slide/screen appropriate to meet compliance of PA.3? Answer: The answer should be NO as the written documentation on the screen is not current. Explain: Written documentation typically requires currency, especially for certifications and skills verifications. The expiration date on this example is 6/22/16 Important Note Tell Participants: Be sure to double-check expiration dates on all certification cards, especially from returning staff. Many staff members are certified at camp in the month of June. This certification card is dated June 22, 2014 and it expired June 22, If your accreditation visit is July 7 of the current year, the card would be expired by the time the visit occurs. Finally, direct participants to the ACA website to access the recognized certifications charts and lists if they need to know if a certain certification for first aid, CPR, aquatics, or horseback riding is acceptable American Camping Association, Inc. 93

94 Verifiable Documentation Be Clear with Participants: Be sure they know and understand that resumes, employment applications, vitas, and other sources generated by the individual staff person are generally not acceptable forms of documentation regarding an individual s qualifications UNLESS the information can be verified by a third party. Instructor Note: Please remind participants of these important points. Documents must be available at camp at the time of the visit for review (copies are acceptable). It is not acceptable for materials to be at the downtown, in-town, or central office! The documentation used for accreditation does not need to list items in the same order as the standard wording and may have more information than is required by the standard. The intent is not to create documents just for the accreditation visit. The intent of the accreditation visit is to verify that the documentation used by the camp has the elements required. Visitors will be making sure all the elements are included, but will not be judging the content of the procedures. Camps are not required to look alike or have the same policies or procedures American Camping Association, Inc. 94

95 Appropriate Written Documentation Practice So, what is appropriate written documentation? Ask the Group: Is the documentation on the slide/screen appropriate to meet compliance for standard PD.15 (PD.15 Staff Skills Verification). The one on the left or the one on the right of the slide? (Look at PD.15 together.) Answer: Right side because the written documentation on the left does not specify what skills were verified. Notice too that this form would also need to list the name(s) of the staff person(s) being evaluated. Archery Skills Checklist form is available on ACAcamps.org Accreditation Information and Forms page 2016 American Camping Association, Inc. 95

96 Standards Have Parts or Pieces Explain Standards have part or pieces. Reference APG (p.20). Standards may be composed of multiple components, which are typically indicated by a lettered list. All components must be satisfied and are scored as an aggregate. For Example TR.5.1 A,B,C Example Look at TR.7 Your written documentation must include A, B, C, and D. If your policy does not mention who supervises the uninjured, it would be scored a NO. Practice Look at TR.13.2 Your camp has a written checklist requiring weekly check of the following items while camp is in session and monthly during the off-season (for camp-owned vehicles). The checklist includes: Lights, flashers, brakes, mirrors, fluid levels (oil, coolant, and washer fluid). Question: Does this meet the standard? Why or why not? Answer: No, windshield and wiper condition and horn are missing from your checklist American Camping Association, Inc. 96

97 Acceptable Documentation Check for Understanding Emphasize: Be sure to emphasize currency of skill verification and certifications. First and last names Dates and times 2016 American Camping Association, Inc. 97

98 Missed Standards Generate Discussion: Why would a camp miss a standard (i.e., be in noncompliance/take a NO)? Some camps choose to take a no (i.e bunk rails) if it is NOT A MANDATORY, camps may choose to take a no. Most miss a standard because their written documentation is not in order. Instructor Notes: Strategy suggestions to help generate discussion Open Discussion inform attendees to simply suggest an answer. Wait/Pair/Share Ask the question, give wait-time, and have attendees turn to a neighbor to share. Write It Say It Ask the question, have participants write down their answers, after given time, share with group. Let s look at ways to organize your written documentation so you don t accidently miss a standard American Camping Association, Inc. 98

99 Organizing Your Written Documentation Emphasize the importance of this and the reality of what it takes to have your written documentation organized. TIME. Explain: One of the most helpful things on a visit is to have all written documentation organized in a way that makes it easy to find when you re scoring standards. Ask Participants: What ideas do you have on organizing your written documentation? Capture on flip chart and discuss for 5 to 10 minutes. Discuss some ways that the camp director/administrator can organize written documentation for the day of the visit ADD your own ideas that you have seen work well on visits. Be sure to include: ACA s My Accreditation, an easy-to-use web-based app, created by ACA for camp directors, standards volunteers, and staff. A master binder that is organized in order of the standards with copies of all pertinent written documentation labeled and available right in the binder. A system of folders one for each section of the standards with copies of all pertinent documentation for each section in each folder and easily labeled for identification and review. Other online systems such as any of the cloud based systems (e.g., Google Drive,One Drive, Wiggio, Dropbox) or some other type of document storage and retrieval system. Again, organized in such a manner that documents are readily available and highlighted to indicate pertinent parts for each standard. Other ideas? 2016 American Camping Association, Inc. 99

100 Organizing Your Written Documentation Emphasize the importance of having a system for organizing. Consider having sample notebooks. Show them how you do it. Explain: One of the most helpful parts of a visit day is having all written documentation organized in a way that makes it easy to find when you re scoring standards. Remember all documents must be accessible and on site for the visit. Are Your Documents Visit-Friendly? Visit-friendly documents make it easy for visitors to find the pertinent information in a document. This is especially important for lengthy documents that contain many elements related to many standards. Visit-friendly documents have some type of visible indicators and labels that will specify the correct standard and its pertinent detail. Use highlighting, different color fonts, bold, underline, and italicized text. Or hand-mark a document and scan it and save it. Taking the time to mark-up your documents to illustrate the pertinent elements will make a much smoother and efficient visit AND will help you be as prepared as you can be before the big day. Having the visitor wait while you indicate I KNOW we have that, let me find it. It must be in the file drawer. OR wait it must be in this notebook does not make the visit more enjoyable. Consider role playing a scenario you have experienced: The person who is very organized The person who is so scattered you need a broom 2016 American Camping Association, Inc. 100

101 Scoring the Standards Explain: After the tour of camp on visit day, you and the visitors will sit down and begin scoring the standards. The key areas are: Modes of operation to be scored Every scoreable standard YES, NO, or DNA options Comment areas for explaining a NO and other notes about irregularities Explain: If a NO is scored, it has to be explained in the comments section. The visitor will do this, however, YOU (the camp director) may also make comments on the score form and can indicate YOUR perspective. A note from the visitor might include that you had difficulty applying the standard, or include a suggestion for the future. A note from you might include that you disagree with the NO or might be a suggestion for future standards American Camping Association, Inc. 101

102 Explain: The standards are weighted. Eighty percent does not necessarily mean that scoring YES on eight out of ten applicable standards in a section will be adequate. Some standards are weighted more heavily than others, as determined by the National Standards Commission. Visitors do not know the weighting, so they will not be able to help you predict the outcome of your visit. Clarify: When camp directors receive their scores, some believe that eighty percent means that they received a YES on eight out of ten standards in a section. On a score report, the percentage is based upon number of points received for each standard (its weight) not the number of items marked YES. Ask for Questions on this before moving on American Camping Association, Inc. 102

103 Explain: To achieve accreditation (or reaccreditation) camps must 1. Demonstrate compliance with all applicable mandatory standards 2. Attain a score of at least 80 percent in each applicable standards section. 3. Receive approval from the local council of leaders or affiliate board American Camping Association, Inc. 103

104 Review and Appeal Only Touch upon the Review and Appeal Process. Let them know there is a review process if they need it. If a camp fails to meet the accreditation criteria: The camp has the right to a review by the local leadership to question either the overall accreditation decision or the scoring of a particular standard. This review may be appealed to the National Standards Commission. The decision of the National Standards Commission is final. More information will be provided during section on Mandatory Standards American Camping Association, Inc. 104

105 Share More about the Approval Process Camps visited in the summer will be notified of the results of the visit by November 1 Camps visited at other times of the year will be notified between six and eight weeks following the receipt of the score form at ACA, Inc. (THIS FACT IS NOT ON SLIDE). If Applicable to your participants, let them know. DNA if not needed. While a camp may be visited for accreditation during its first season of operation, accreditation is not achieved until action by the local leadership confirms that all accreditation criteria are met. The accreditation year is November 1 through October American Camping Association, Inc. 105

106 Remind Participants about Mandatory Standards Mandatory standards are critical to the health and safety of campers and staff. ACA requires immediate compliance with these standards through a process known as Immediate Corrective Action or ICA. The ICA procedure is aligned with the educational nature and role of the accreditation program. Be Sure Participants Understand Missing a mandatory standard will cause an activity to be stopped until the camp comes into compliance. For example, if your lifeguard has an expired certification, swimming must be stopped or that lifeguard must not be used until the certification is current. While the correction must be made immediately (or the activity stopped until the standard is met), documentation of correction must be submitted directly to ACA, Inc., Camps have 7 days to make the correction 2016 American Camping Association, Inc. 106

107 Only Touch upon Immediate Corrective Action for Missed Mandatory Standards Explain the Slide Immediate Corrective Action (ICA) MUST be taken for any and all missed mandatory standards. The ICA process is ONLY for missed mandatory standards cannot be used for nonmandatory standards. Activity must be stopped until camp is in compliance with standard. Visitors will determine compliance and inform director of required correction(s) using the ICA notice form. ALL documentation gets sent to ACA, Inc. (who will forward to the visitor for review). Camp has 7 days to submit proof of immediate compliance with the standard. Share An ICA form is to be completed even if the standard is corrected during the visit. A Visitor will either send in the documentation for proof of compliance with the score form and ICA form, or the camp will send to ACA, Inc. proof of compliance within the 7-day limit American Camping Association, Inc. 107

108 Explain: This is an example of an Immediate Corrective Action Notification Form. Talk More about the Immediate Corrective Action Process Visitors will explain, in writing, exactly what the camp must do to comply with the standard. For example, your lifeguard has an expired certification. Swimming must be stopped until the lifeguard renews his certification OR another lifeguard with a current certification is used for aquatics activities. Camp will send documentation of a staff person with current lifeguard certification. The visitor and director each get a copy of the ICA notice form. The original is sent to ACA, Inc. with the completed score form by the visitor. Once ACA, Inc. receives documentation of the correction, the lead visitor will be copied to verify whether or not it meets the requirements for compliance with the standard American Camping Association, Inc. 108

109 Instructor: Read slide word for word! Then pause, so they can reflect on it. Any camp that misses four or more mandatory standards will be required to have a complete visit the following summer (even if the ICA is accepted) American Camping Association, Inc. 109

110 Missed Mandatory Standards Remind The National Standards Commission feels that as camps are fully aware of all mandatory standards and the need for these standards to be continually met, this is an appropriate action to help maintain and strengthen the integrity of ACA accreditation. Remind participants that it is THEIR responsibility to know continually meet the standards. ACA has resources to help, however, ultimately the camp is responsible American Camping Association, Inc. 110

111 Talk about the Visit Wrap-Up. Explain components of visit wrap-up to participants. The director may make a copy of the score form EXCLUDING the front page; the visitor may not make a copy. Immediately after the visit, the lead visitor will send the Camp Information Form, the score form, and any ICA forms that have been completed to ACA, Inc. (the national administrative office in Indiana). The visitor does not know what the camp s score will be as the standards are weighted and no one knows the weighting. It is highly guarded information. The score form will be processed and any camps not in compliance will be notified ASAP. If not in compliance, the camp director will receive notice of the camp s right to review and appeal. NEW Camps will receive final scores by November 1 st, after the local leadership approves accreditation. Camp representative will complete any evaluation related to the visit that may be provided or sent regarding the visit or visitors American Camping Association, Inc. 111

112 Maintaining Accreditation All years (visit year or not): Keep Membership fees Current Continue to implement and follow Any change/revisions to standards Continue to implement and follow ACA standards, even in a non-visit year Sign/submit Annual Statement of Compliance (SOC) The Visit is a snapshot in time. The SOC indicates you follow all local, state, federal regulations as well as the applicable standards all the time 2016 American Camping Association, Inc. 112

113 Maintaining Accreditation in Non-Visit Years Everything shared in the previous slide PLUS Complete the Annual Accreditation Report by February 15 Completed on-line Purpose is report is to: Provide confirmation of continual compliance with ACA Standards Provide enhanced communications w/camps in non-visit years More information specific to the AAR is shared in the fall prior to completion AAR is a narrative and does not require additional documents. Once submitted, the AAR is reviewed by a visitor American Camping Association, Inc. 113

114 Touch Upon Procedures for Out-of-Cycle Visits Explain Situations exist that may prompt the local office to schedule an out-of-cycle visit. Out-of-cycle visits may occur at the local leadership s discretion when: The camp moves to a new site There is a new owner There is a new on-site director Other factors related to accreditation criteria indicate to the local leadership that a revisit is needed. Missing four or more mandatory standards in a previous visit. Note: Reasonable notice must be provided to the camp so they have the opportunity to prepare for the visit. (THIS IS NOT ON THE SLIDE but be sure to explain) 2016 American Camping Association, Inc. 114

115 Removal of Accreditation Touch Upon Circumstances under Which Accreditation Can Be Removed Accreditation may be removed by local leadership under the following circumstances: Camp s refusal to schedule an accreditation visit when required by the aforementioned procedures The visit occurs, but minimum criteria established for accreditation are not met For reasons as described in the current annual statement of compliance The camp retains the right of appeal to the National Standards Commission (NSC) in such circumstances. Handout: Review: Matching Exercise You can use this handout now, or wait until the end and couple it with the Visit Quiz (true/false) American Camping Association, Inc. 115

116 Use of the ACA Accredited Camp Logo As an accredited camp, one earns the privilege of using the ACCREDITATION LOGO. Explain This is the ACA-Accredited Camp logo. ONLY accredited camps may use this logo. It s a privilege. This is the ONLY logo that accredited camps may use. This is a federally protected mark and its use is monitored and violators are pursued. Continued misuse will lead to litigation. Clean copies of the accredited camp logo can be requested by accredited camps from the ACA website American Camping Association, Inc. 116

117 Ways to Use the ACA Accreditation Logo You work hard to prepare for accreditation and to maintain compliance. Be proud! Show off your accredited camp logo! Brochures Print ads Signs Clothing Websites 2016 American Camping Association, Inc. 117

118 Explain and Discuss Proper use of the logo is outlined on the Logos and Logo Use Requirements page of the ACA website at Accredited camps may use the accredited camp logo or Camp gives Kids a World of Good logo Only accredited camps may use the accredited camp logo Changing size of logo is permitted as long as logo is kept in proportion NO creative touches (e.g., adding hats, stripes, different colors, etc.) Explain When a camp downloads the logo, the camp representative must agree to terms of use and provide ACA some basic information. Instructors, be sure to note: Camps are permitted to have larger versions of the accredited camp logo on signs to post at their facilities. Use the website to understand the terms and understand the details from the Graphic Identity Standards Manual that would pertain. Note Camps earning accreditation for the FIRST time are sent an 18 x 12 metal sign. Any accredited camp may purchase additional signs at any time by contacting ACA, Inc. Ask for Questions American Camping Association, Inc. 118

119 Logo Usage (Animation) Notice the accreditation logo is different from the corporate logo the logo (on this slide) is reserved for use by the American Camp Association, its field offices, and its affiliate offices American Camping Association, Inc. 119

120 Take the time to have participants explore the ACAcamps.org website During course if they can log on, have them get out their devices and go through the pages with you. If only you can log on- show them the pages. The pages are shown here in case you are not able to get on line. Explain ACA has a wealth of resources available to help with the accreditation process a key component of which is the website ACAcamps.org Really encourage the participants to explore the ACAcamps.org website, there is a vast amount of valuable information on the website American Camping Association, Inc. 120

121 Resources by Section of Standards Be sure to point out the Resources by Sections of Standards These pages include tip sheets, charts, standards-at-a-glance, links to relevant ACA web pages, other websites and general resources, which may or may not be specific to a standard. There is also a section directed at the Camp Self-Assessment and links to My Accreditation and the ACA Recognized Activity Certification Charts, etc American Camping Association, Inc. 121

122 Organizing Your Written Documentation Transition slide, screen capture of My Accreditation Log-in Page Emphasize the My Accreditation Resource. ACA s My Accreditation is an app, created by ACA for camp directors, standards volunteers, and staff. My Accreditation: -allows you to generate a customized list of ACA standards that are applicable to your camp's program and prepare for your visit. -Your assigned visitors will also have limited access to a camp's customization and written documentation Visitors log on separate - This is one method your visitor can use to conduct the review of your Camp Self- Assessment American Camping Association, Inc. 122

123 On the My Accreditation information page, you can read more about the features and access some important tips for its use. Please read everything carefully. Most importantly, before you begin to use My Accreditation, please watch the instructional tutorials that will help you navigate the system [animation, arrow flies in]. Once you have watched the tutorials, click the link to start the app American Camping Association, Inc. 123

124 My Accreditation Note to Instructor: Share that there is no way they will master the nuances of My Accreditation by the quick demo to follow. Prompt participants (more than once) to please be sure to watch the tutorials before ever logging in to this app. The tutorials will help you navigate the system. Note to Instructors: To launch the app and log in to demo the look and feel of the app, you will need to have watched these tutorials yourself and be familiar with the technology. Note to Instructor: While demonstrating the app you can show your own camp, if you d like, OR you can use a generic log-in/password combo for ACA s fake camp Camp ACA Login: Trainer (instead of address) Password: Note to Instructor: Please Demonstrate My Intake Questionnaire is a set of 19 questions to help filter to generate a custom set of standards for your camp. Most of the questions on the intake questionnaire are the same as those you have already answered today on your Camp Information Form. They cover things like modes, activities, services provided to renters, etc. My Customization page is where you can (INCLUDING the filter button) Show how easy it is to use the filter buttons. Show how easy it is to upload a document. Show how to add comments. Show where to see visitor comments. File Uploads area Explain this is to be use for larger documents that are repeatedly referenced. Explain that if they use this option, be sure your master documents are as visit friendly as possible American Camping Association, Inc. 124

125 My Accreditation (animation), arrow flies in. My Accreditation online allows you to generate a customized list of ACA standards that are applicable to your camp's program and prepare for your visit. Allows you to share documents for visitors to review (can be used for Camp Self Assessment as well) Some of the main features/functions of My Accreditation include: Ability to generate a customized list of standards based on the programming and modes of the user's camp Ability to sort/filter the standards by predetermined areas (e.g., filter to see only mandatory standards) Ability to upload camp documents/written documentation to the site (standard by standard) Ability to print a variety of checklists to assist in your preparations that show comments and perceived compliance status Ability to share with visitors to complete camp self-assessment and any other written documentation previews To access the My Accreditation app, go to the Accreditation Resources tools page on the ACA website and click the My Accreditation link, which will take you to the main information page of the app American Camping Association, Inc. 125

126 Custom Reports Note to Instructor: Go to My Reports page and highlight the following. My Reports is the final feature we are going to demonstrate. It s one of the best features of My Accreditation is My Reports. Explain that the custom checklist is a checklist of all the standards. Checklist shows any perceived compliance decisions you have added and automatically DNAs any sections of standards that do not apply to your operation based upon the intake questionnaire. (For example, if you do not offer any trips, the PT section of this checklist will have all the possible responses blacked out.) ed reports automatically go to the camp s primary contact. Add additional addresses in the space provided. Show some of the other custom reports, especially the All Customizations Checklist and the Camp Self-Assessment Checklist (open these up and show how they can save and/or print). Finally, discuss how applicability misunderstandings can affect the accuracy of the custom set of standards. Instructor, please read the following. ACA, Inc. has designed the standards online tool primarily as an educational resource for camp professionals. The ACA, Inc. makes no claim that use of this published informational tool will assure a successful outcome. In determining the applicability of any specific standard, the camp professional should apply his or her own professional judgment to the specific circumstances presented by the particular information/situation. If using the site to determine what standards will be applicable to obtain accreditation, the user is responsible for scoring any and all standards applicable to their program, whether gathered through the customized version of standards Web site or not American Camping Association, Inc. 126

127 My Accreditation Access "My Accreditation" Access in review 1. Go to the Accreditation Resource/Tools page on the ACA website 2. Go to My Accreditation 3. Watch the tutorials 4. READ and Follow other prompts on page and as they appear Begin your journey! 2016 American Camping Association, Inc. 127

128 Customization Tools Work with your assigned visitors well before the day of the visit to verify the applicable areas of your program. Completing the Camp Self-Assessment and allowing the visitor to review other written documentation as early as possible will help you better understand applicability of questionable areas or standards. Your local standards chair and ACA, Inc. can also help if you have difficulty in determining applicability. However, we do need to be sure you understand the following disclaimer: ACA, Inc. has designed the standards online tool product primarily as an educational resource for camp professionals. The ACA, Inc. makes no claim that use of this published informational tool will assure a successful outcome. In determining the applicability of any specific standard, the camp professional should apply his or her own professional judgment to the specific circumstances presented by the particular information/situation. If using the site to determine what standards will be applicable to obtain accreditation, the user is responsible for scoring any and all standards applicable to their program, whether gathered through the customized version of standards Web site or not American Camping Association, Inc. 128

129 Handout: Use True/False Quiz to review elements of the visit. Handout: Review: Matching Exercise (If you did not use it earlier) 2016 American Camping Association, Inc. 129

130 Review: True or False Quiz Handout Small Groups: If time allows, you can put them in small groups and have the participants answer the questions. Be sure to give them time to provide the justification. Large Group: Lead a large group discussion and be sure to provide participants with the justification (the why). Use questions on the slide and their answers to discuss some key points which will help with the Visit process. Be sure to explain why because these examples can really help 1. The Lead Visitor decides when the visit will be and notifies the camp within 10 days of the visit. FALSE Remind participants that camp director and visitor work together to decide upon a date for the visit. Select a normal day of activities at camp. 2. If a camp misses a mandatory standard, the camp has 7 days to submit documentation verifying compliance to the ACA administrative office of immediate correction before losing accreditation. TRUE 3. In non visit years, camps are still required to adhere to all standards. TRUE By signing the Annual Statement of Compliance, Camps are saying that they are adhering to the standards Annual accreditation report (AAR) is a tool used in non visit years to provide: Enhanced communication with camps Evidence of quality enhancement/improvement efforts Confirmation of continual compliance with ACA standards 4. ACA, Inc. in Indiana assigns visitors. FALSE Visits are assigned by the Local Offices 2016 American Camping Association, Inc. 130

131 True or False 5. In order to achieve accreditation, camps need to score at least 80 percent in each of the scored sections (SF, OM, PA, HR, HW, PD, PT, TR). TRUE Remind participants of how scoring works. 6. Camps are required to complete a Camp Self-Assessment (review of a set of 20 selected standards) prior to their Visit. TRUE Remind them of May 1 st deadline (Or as determined by local leadership) and prior to staff training. This is reviewed by visitors. 7. Insurance policies, contracts and/ or letters of confirmation of coverage may be located off site such as at the main/year-round office. FALSE This is one of the most missed standards, take the time to remind participants that all paperwork needs to be on site on the day of the visit, even if some materials were previewed. 8. Visitors will talk to various staff and campers during the day of the visit. TRUE Remind participants that they can expect visitors to talk to other staff (especially waterfront, specialized activity leaders, health care professionals, kitchen staff and maintenance staff) as well as campers in order to learn more about the program American Camping Association, Inc. 131

132 True or False The Camp Director plans out the itinerary and tour for the visit. The director should look at the activity schedule and work to have the visitors see as many activities while in session as possible and be sure to give thought to the specialized activities. TRUE. Remind participants that since the camp knows their schedule best and since the visit is not intended to interfere, it is up to the camp director to make the schedule. In non-visit years in order to maintain Accreditation camps are required to complete an Annual Accreditation Report, a signed Statement of Compliance and remain current in camp membership fees. TRUE Remind participants that Accreditation is on going and while they might not be scheduled for a visit, they are still responsible for annual compliance American Camping Association, Inc. 132

133 Review & Wrap-up Take time to review from the day. Today is a starting point and it is up to them to take the next steps. Remind participants of the resources available for them: APG ACAcamps.org Other participants from today You, the trainers. Local Standards Chair or Specialist Use this slide to provide them with information about who they may want to reach locally. Next slide has ACA, Inc. contact information on it 2016 American Camping Association, Inc. 133

134 Review & Wrap-up ACA, Inc. contact information Use the web Still have a question? Call the accreditation line. Accreditation line is 8-4:30 Eastern Standard Time Monday to Friday 2016 American Camping Association, Inc. 134