2015 Circle Ten Council Summer Camp Leader Guidebook

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1 2015 Circle Ten Council Summer Camp Leader Guidebook Circle Ten Camping FAQ 2 Camp Reservations and Fees Summer camping season fee schedule 6 Summer camp payment schedule 6 Reservation Information 7 Refund policy 8 General Camp Information 9 Camp Trading Post 9 Wi-Fi at camp 9 General Health and Safety 10 Wristbands 10 Alcohol & Illegal Substances 10 Tobacco Policy 10 Camp Curfew 10 Personal Firearms 10 Fires, Liquid & Propane Fuel 11 Vehicles in Camp 11 Personal Bicycles 12 Health Lodge 12 Inclement Weather 12 Camp Emergencies 12 Medical Response Procedures 13 Medical Insurance 13 Youth Protection Training Req. 15 Camp Community 16 Camper Code of Conduct 17 Pre-camp Parent meeting 18 Merit Badge Program 19 Helpful Hints for Merit Badges 20 Order of the Arrow 21 CampMaster V.4 User Guide 22 Making a reservation 22 Managing the reservation 24 Adding participants 24 Making an online payment 26 Scheduling participants for courses 28 Managing the event 30 Report definitions 31 Checklist and Forms 32 Camper Equipment Checklist 32 Unit Equipment Checklist 33 Summer Camp Reservation Form 34 Adult In Camp State Compliance Form 36 Notes Page 37 Visit Leader Guide to Summer Camp

2 CIRCLE TEN CAMPING FAQ How do I make a reservation request to come to camp in 2015? There are two easy ways to make a request. Fill out the form on page 34 of this guidebook and turn in the form along with the $100 deposit to either of the Circle Ten Council Service Centers (8605 Harry Hines, Dallas or 5600 US Hwy 75 South, Fairview) or you can log on to and enter a request through our online portal. Once we have processed your request and your $100 deposit, we will inform you that your reservation is confirmed. Are there videos of the Circle Ten camping program online? You bet. Go to for an all new separate video for each camp and a super cut featuring both camps! How do I pre-register for Merit Badges at a Circle Ten Camp? All merit badge pre-registration is done through the CampMaster website. Please refer to pages of this guide for more details. If your unit completes inputting your Scouts schedule six weeks prior to your arrival, you will have your Scouts at-camp merit badge schedule within four weeks of your arrival. Can I view my unit s reservation details in CampMaster? Yes, however, due to security concerns over access to youth contact information only accounts that are designated unit leader can see and execute unit related functions (like reservations). Someone that already has the unit leader designation can promote others to unit leader. Can I view the times of the merit badges when I sign my Scouts up for merit badges? Yes, but only after the schedule has been finalized. One of the advantages of the CampMaster system is that it allows the management team to balance the class size over several offerings of the same merit badge. (i.e. instead of 35 people in a class at 9 a.m. and 5 people in the same class at 10 a.m., we can balance it out automatically to 20 participants per class.) Keep in mind merit badges will be on a first come, first serve basis and popular classes do fill up. Individual class schedules will be available to the camp leader after May 10, Why does the number of available classes reduce as I input my Scouts merit badges? Some classes are only offered at certain times of the day. Due to this fact there are some classes that are mutually exclusive to one another. Meaning if you sign up for one of these, the other will not be available because they are only offered at the same time. CampMaster intuitively removes classes from the list that fall in to this mutually exclusive category and they are not selectable at a lower priority. Who do I contact about special dietary needs? Please inform the Camp Director of any special dietary needs prior to your arrival at camp. We will do our very best to accommodate any special needs. You can also input them into CampMaster. Visit Leader Guide to Summer Camp

3 CIRCLE TEN CAMPING FAQ Will I have Wi-Fi available at camp? Wi-Fi will be available for ADULTS ONLY. Speeds and availability are subject to change, per the Camp Director. Are there funds available for Scouts that need financial assistance? Yes, there are camperships available for Circle Ten Scouts to attend Circle Ten camps. Contact your District Executive for the appropriate paperwork. In 2014 we awarded over 500 camperships to local Scouts. What if our unit is changing out adult leadership during the week? During the registration process please pay for the total number of adults that will need tent space on a daily basis. For example if you are changing out adults on Wednesday, with no overlapping evenings, simply account for both leaders with one adult registration. You may pay for any overlapping meals in the Trading Post ($6 per meal). Please be sure to have all adults check-in/out at the camp headquarters. What if we have visiting adults that will not attend the full week? Any adult not accounted for in your registration fees will need to pay for any meals they eat in the dining hall. They can do this at the Trading Post ($6 per meal). What type of tent is provided to the troops? One standard 7 X9 Boy Scout wall tent will be provided. Each tent will house two boys or two adults. Does the camp have picnic tables and shelter in the campsites? Most campsites have a permanent shelter in the campsite. Please see the campsite listing on page 35 to see which campsites have permanent pavilions. Is there power available in the campsite for c-pap machines? It varies by camp. Check the corresponding program guides for availability. Will we be sharing a campsite? Be sure to check the campsite maximums on the reservation form. If you are bringing fewer people than the campsite will hold, then chances are you will be sharing your campsite with another unit. What Order of the Arrow Programs will be available at camp? We will have a call-out ceremony on Friday night and will also offer the opportunity for qualifying Arrowmen to earn the Brotherhood honor. What pre-order items are available in 2015? This year we will be providing a brand new camp water bottle to every scout from those troops that are paid in full by May 15, Camp T-shirts will be available for purchase in the trading post. Visit Leader Guide to Summer Camp

4 CIRCLE TEN CAMPING FAQ Is Monday morning check-in an option? Yes. Please inform the Camp Director prior to your regularly scheduled arrival day that your troop will need to arrive on Monday. Monday morning check-in will begin at 6 a.m. The earlier you can arrive the better chance that your boys will not miss out on any of the fun. Is there a way to get my swim check done before we arrive at camp? Yes. On Saturday May 9, 2015, the council will provide an opportunity to complete your swim check. In order to participate, you must call Brittany Stanley ( ) and sign up for a time. All other pre-camp swim checks must be approved by the Camp Director prior to conducting them. The Aquatics Director reserves the right to re-test any camper. What forms are needed for Check-in? Six things are needed when you check in at a Circle Ten Camp. Please have each of the following forms in a separate stack. 1) Complete roster of all youth and adults in attendance. 2) Completed medical forms for all youth and adults in attendance. 3) A numbered face-to-face Youth Protection completion certificate dated in the last two years for every adult that will spend a night in the campsite with the boys. 4) Copy of the sex offender database check (see page 15) for every adult in attendance. 5) Adult in Camp State Compliance form for each adult. 6) Copy of your unit s Severe Weather Hazards Training card. 7) Out of Council and all LDS units will need to bring two (2) copies of their local insurance claim form 8) Please bring with you all of your financial records for camp, but they will not be necessary to complete check in. Is there more information about the summer camp programs at Circle Ten Council? Yes. There is a separate program guide for each camp. They are available online at or you can always contact the Council Camping Director, Scott Arrington, at scott.arrington@scouting.org or CIRCLE TEN QUICK TIPS Keep your forms to turn it at camp separated by type, as not all forms will be dropped at the same place Visit Leader Guide to Summer Camp

5 CAMP RESERVATION & FEES Please note the date changes for Payment due dates have been adjusted. Also, we are pleased to announce new savings opportunities for camping later in the summer CAMPING SEASON Week 1: June Week 2: June Week 3: June 28 July 4 Week 4: July 5-11 Week 5: July Week 6: July 19-25* *Camp Constantin/Jack D. Furst Aquatic Base only CAMP AVAILABILITY Scout Troops and Varsity Teams Trevor Rees-Jones Scout Camp Camp Constantin/Jack D. Furst Aquatic Base Week 1 Week 1 Week 2 Week 2 Week 3 Week 3 Week 4 Week 4 Week 5 Week 5 Week 6 Be sure to check for updates concerning remaining availability CIRCLE TEN QUICK TIPS Is your favorite campsite already booked? Try a later week. There is usually better availability in July, and with the new July Summer Special offer you can save money, too! See page 6 for more details. Visit Leader Guide to Summer Camp

6 CHANGES FOR 2015 IN CAMP RESERVATION & FEES 2015 CAMP FEE SCHEDULE $100 deposit due with reservation $240 for each Circle Ten Scout $135 for each Circle Ten Adult (2 leaders free regardless of number of scouts attending) $250 for each non-circle Ten Scout $145 for each non-circle Ten Adult (2 leaders free regardless of number of scouts attending) JULY SUMMER SPECIAL New for 2015 This year we are offering a special rate for units that choose to camp later in the summer. Units attending weeks 4-6 will receive a $10 per person discount! All out of Council units registering for weeks 5 or 6 will pay the Circle Ten rate! 2015 CAMP PAYMENT SCHEDULE New for 2015 In order to better serve our customers we have adjusted our schedule of when payments are due. Please see the schedule below for details. $40 per boy due Thursday, January 15, 2015 $100 per boy due Monday, March 16, 2015 Payment due in full May 15, 2015 $30 late fee per boy due for payments received after May 15, 2015 Exception will be made for new scouts that cross-over after April, 2015 CIRCLE TEN QUICK TIPS Payment due dates: January 15 March 16 May 15 Visit Leader Guide to Summer Camp

7 CAMP RESERVATION & FEES ADULT LEADER FEES BSA policy requires that at least two adult leaders accompany each troop to summer camp. One leader must be at least 21 years of age. Other leaders must be at least 18 years of age. Circle Ten Council encourages adult leader participation by offering the opportunity for 2 adult leaders to attend free of charge. All adult leader fees will be based on the Camp Fee Schedule on page 6. CAMPSITE RESERVATION There are 2 easy ways to request a reservation for Circle Ten Summer Camp in 2015: 1. Fill out and return the reservation form (page 34) in this leader guide to either of the Council Service Centers along with your $100 deposit, OR 2. You can request a reservation by logging in to your CampMaster account ( and clicking on the upcoming events tab at the top of the page. You can fill out an electronic version of the reservation form as well as place your deposit with a credit card. Once you have made the request, you will have a confirmation sent within forty-eight hours to the address listed in your CampMaster account. If you do not have a CampMaster account, you can create one at the above site or we can create one for you with the information from the paper form. For more information on the CampMaster process please refer to page 22 of this guide. Keep in mind that if you have fewer scouts then the prescribed maximum for a campsite you will, in all likelihood, be sharing that campsite with another unit(s). CIRCLE TEN QUICK TIPS Don t forget you can make your reservation online or in person at any Circle Ten Council Service Center Visit Leader Guide to Summer Camp

8 CAMP RESERVATION & FEES REFUND POLICY The $100 per troop deposit fee is part of the total camp fee and is not refundable or transferable. Up to one week before your scheduled arrival at camp, a refund of 85% will be made if a scout must cancel after he has paid his full fee. A refund of 60% will be made for cancellations made between two and seven days before arrival date. A refund of 25% will be made for cancellations less than 48 hours before the opening of your camp session and up to the scheduled day of arrival. These refunds will be reviewed with you during the camp check-in procedure, and processed from our Dallas office. To qualify for a refund the changes must be made using the online registration system and a request must be made by the troop in writing or by . refund request lynette.hendricks@scouting.org or mail to: Circle Ten Council, ATTN: Lynette Hendricks 8605 Harry Hines Blvd. Dallas, TX Communications must be received prior to your troop s arrival at camp. All refund checks are made payable to the troop, not to an individual. No refunds will be given to a scout or adult who has not cancelled his reservation in writing prior to the troop s week at camp. There will be no refunds after October 1, CIRCLE TEN QUICK TIPS Our Refund Policy is based on how many business days prior to your scheduled arrival day at camp that you notify the council office of your cancelation details: 85% refund for up to seven business days 60% refund for two to seven days 25% for less than 48 hours Changes must be made in the online registration system AND a request submitted must be made by the troop in writing or . NO REFUNDS AFTER OCTOBER 1, 2015 Visit Leader Guide to Summer Camp

9 GENERAL CAMP INFORMATION Camp Trading Posts If Scouts and Scouters are looking for refreshments, the Trading Post will be the place to be during those warm camp days. In addition to snacks, other items including BSA supplies and equipment, handicraft materials, merit badge books, camp t-shirts and other souvenirs will be available. Our Trading Post will open exclusively for program supplies for the first twenty minutes following breakfast each weekday morning. Wi-Fi access at camp We realize that a strong capable internet connection is a prerequisite for many adult Scouters to give a week out of their busy schedules. We pledge to do our best to provide that connection for every adult leader who comes to summer camp with their unit. However, please keep in mind that many of our camp properties are in remote locations with limited bandwidth available. Furthermore, it may be necessary to limit access to the connection at certain times in order to manage some of the online aspects of our camping operation. You can expect to receive a schedule of network availability during the check-in process when you arrive at camp. With the low bandwidth in mind, please do not plan on streaming any audio or video while at camp. If you must attend a webinar or other high bandwidth work-related event, please discuss with the Camp Director. We would also request that youth be encouraged to take full advantage of being in an outdoor environment and leave the internet alone for a few days, unless there are specific merit badge course requirements. There will be internet lab time made available to those Scouts who qualify. CIRCLE TEN QUICK TIPS Visitor meals can be purchased at the Trading Post for $6 Visit Leader Guide to Summer Camp

10 HEALTH & SAFETY AT CAMP Wristbands in camp As part of the check-in process when you arrive, your unit will be issued one wristband per registered youth and adult. It is important that every registered person wears the wristband properly as this is part of our Youth Protection program. If a wristband is broken or lost during the course of your week, you may replace it at the camp office. During the course of the week, it is expected that new leaders, family members, and program guests will visit camp. All guests must check in at Camp Headquarters to register and receive a camp wristband. Anyone without a wristband will be asked to immediately report to the Camp Director or Camp Ranger. CIRCLE TEN QUICK TIPS Please help us insure the safety of your campers by asking all of your guests to check in at the camp office upon arrival Alcohol, Illegal Drugs, Controlled Substances The consumption, possession or use of alcohol, illegal drugs, or controlled substances is not permitted. Violators will be asked to leave camp. Additional actions may be taken, including notification of local law enforcement officials. Tobacco Smoking or the use of any tobacco product is not permitted in the presence of youth members at any Circle Ten Council Camp. Smoking or use of tobacco in or around buildings or around Camp Program Areas is PROHIBITED. Every camp will have a designated area for smoking. Please ask the Camp Director where the appropriate smoking areas are when you arrive. Camp Curfew No Scout may be out of his campsite after 10:30 p.m., unless accompanied by an adult or with authorization from the Program Director or Camp Director to participate in an activity. Firearms, Ammunition, Fireworks, Bows and Arrows Personal firearms of any type (including rifles, shotguns, handguns, BB/paintball/air soft guns, black powder, cannons, potato/tennis ball bazookas, catapults, blow guns, bows, arrows, sling shots), ammunition, laser pointers, and fireworks are not allowed in camp. The Camp Director reserves the right to confiscate and return upon departure from camp any item that may be considered a potential risk to the general health and well-being of the camp. Visit Leader Guide to Summer Camp

11 HEALTH & SAFETY AT CAMP Fires, Liquid and Propane Fuels When you arrive at camp your check-in procedure will include a fire ban status report. Due to the rural nature of our camps, often times the local Fire Marshal will mandate a burn ban. The camp management team has assured the local authorities of full cooperation when a burn ban is in effect. Please understand that at times special dispensation can be made at the discretion of the local marshal to allow programmatic burns when appropriate. If there is no ban, fires are to be built only in designated areas and under proper supervision. Liquid or propane fuels are to be used only under adult supervision. Liquid fuels of any type cannot be used to start fires. Liquid fuel must be stored in approved containers and, along with propane cylinders, must be stored under lock and key. Under NO circumstance is any quantity of fuel to be stored in the campsite. Empty cylinders and cans must be given to the Camp Director for disposal. BSA policy prohibits the use of open flames in tents. This includes mosquito coils, catalytic heaters, gas lanterns, stoves, candles, and smoking material. This also includes cigarette smoking. Transportation The troop must make arrangements for safe transportation of your Scouts to and from camp. Seat belts are required for all occupants of motor vehicles. The bed of a truck or a trailer is never an appropriate place for Scouts or Scouters to ride. Vehicles in Camp Council policy requires that all leaders and visitors vehicles be parked in the camp parking lot while camp is in session. On Sunday, one vehicle may be designated, if you desire, to carry gear to your campsite after you check in. After unloading, it must be promptly returned to the parking area. Troops may leave one unattached equipment trailer at their campsite. No personal vehicles are permitted in camp past 5:30 p.m. on Sunday afternoon. Persons with physical disabilities will be accommodated on an individual basis. BSA policy does not permit personal watercraft (such as jet skis or equivalent). Any leaders bringing a personal watercraft will be asked to leave them trailered in the parking lot. CIRCLE TEN QUICK TIPS Personal vehicles should be parked in the parking lot during your summer camp session. Visit Leader Guide to Summer Camp

12 HEALTH & SAFETY AT CAMP Personal Bicycles We welcome anyone that would like to bring their bicycle to camp. Keep in mind that all BSA policies must be followed while riding, which includes wearing a helmet. Personal Possessions Camp is an outdoor experience. Personal items such as cell phones, MP3 players, CD players, radios, televisions, electronic games, etc. are not appropriate for an outdoor experience. Circle Ten Council strongly CIRCLE TEN QUICK TIPS Bicycles are welcome at all summer camps, but don t forget your helmet! discourages bringing them to camp. In all cases, personal valuables (watches, wallets, and money) should not be left out in the open at camp. Nothing should be brought to camp that cannot be replaced. It is impossible to provide security for these items. It is recommended that each unit bring a lockable storage container to secure valuables while not in the campsite. CIRCLE TEN COUNCIL IS NOT RESPONSIBLE FOR ANY LOST, STOLEN, OR BROKEN ITEMS. Closed Toed Shoes While sandals and flip-flops are certainly comfortable to wear around town, summer camp is not the best place to wear them. There s a lot of walking over rugged and uneven terrain. All of our camps have a no open-toe shoes policy. Aqua shoes are recommended for most lakefront activities. Please see your individual Camp Program Guide for specific requirements. Health Lodge The Health Lodge is staffed by a medical professional and is available for camp emergencies. Leaders must conduct their own first aid in camp, just as if you were on a weekend camping trip. Please do not use the Health Lodge for minor injuries such as scrapes, splinters, or bug bites. In the event of a medical emergency such as broken bones, sprains, deep cuts or sickness, please send the affected scout to the Health Lodge with a buddy and/or leader. DO NOT LEAVE THE CAMP WITH A MEDICAL EMERGENCY WITHOUT HAV- ING SOMEONE CHECK-IN WITH THE HEALTH LODGE OR CAMP DIRECTOR. Inclement Weather Be assured that our biggest concern is the safety of our campers and staff. Should severe weather threaten camp, we will take the appropriate steps to ensure everyone s safety. Please see the individual Camp Program Guides for specific procedures on inclement weather. Camp Emergencies Only the Camp Director or the Camp Ranger can declare an emergency in camp. This could include, but is not limited to, thunderstorms, tornados, lost camper, or other camp-wide emergency. To report an emergency, a leader should contact the nearest staff member who will notify the Camp Director or Camp Ranger. You will receive a separate emergency procedures pamphlet when you arrive at camp with complete details on emergency situation procedures. Visit Leader Guide to Summer Camp

13 MEDICAL RESPONSE PROCEDURES Trips to hospitals and doctors offices from camp Except for emergencies, it is the responsibility of the unit leadership to provide transportation for campers who require the attention of a doctor or the services of a hospital. YOU MUST CHECK OUT OF CAMP. Youth protection guidelines must be followed when transporting unit member(s) to the doctor or hospital. Remember to take the insurance forms with you for completion at the doctor or hospital. You may Obtain your Scout s health record from the Health Lodge before going to the doctor or hospital. The adult leader must be prepared to pay for any prescription that the doctor may prescribe for the patient. Circle Ten Council will not pay for prescriptions, hospital, or emergency room bills. The Camp Director will work with you to notify the parents in the event of any serious illness or injury. If parents will not be at home during the week of camp, have them advise you how they may be contacted, including phone numbers. Directions to doctors offices and hospitals are available at the Health Lodge. Medical Insurance Non-LDS Circle Ten Council-registered Scouts and Scouters are covered by Circle Ten Council insurance. LDS-chartered Circle Ten Council Troops need to bring their insurance claim forms to Camp Headquarters upon arrival to camp. Out-of-council units must provide proof of insurance (you need to bring 2 insurance claim forms to Camp Headquarters when you arrive at camp). Parents attending camp must be registered as adult members of their Troop in order to be covered by insurance. CIRCLE TEN QUICK TIPS All CircleTen Camps are staffed with trained and certified medical response personnel. If your unit has a leader that could be a resource to our medical team, please let the office know. Non-emergency transport of participants to the hospital is the responsibility of the individual unit. Visit Leader Guide to Summer Camp

14 HEALTH & SAFETY AT CAMP Policy on insurance claims It is necessary that all accidents, illnesses, or tick bites to be reported to the Health Lodge. Claims for treatments must be filed with HSR Insurance Company by the parents or guardian. Medical expenses incurred after leaving camp, due to an accident or illness first manifested while at camp must be submitted immediately to the HSR Insurance Company. Information on coverage and claim forms are available online at This supplemental insurance protection begins when the camper leaves home and ends upon his return home from camp. Dental: The policy only covers dental bills for broken teeth resulting from an accident at camp. All other dental bills must be paid by parents. Physical exams Each Scout and adult leader attending camp must bring to camp a current completed Annual Health and Medical Record form (parts A, B & C). It must be the latest BSA medical Item # (you can find this on the bottom right hand corner of every page of the current form). You can find the current form at the following web address: In compliance with Texas Department of Health Regulations, all health forms will be returned at the end of camp. Shots must be dated with year, or official shot records must be attached to the medical forms. We will accept photocopies, but none can be made while at camp. Scouts and leaders are given a medical re-check upon arrival in camp by the camp medical officer, but no medical examinations can be given at camp. A first aid station is located at camp and staffed by persons trained to handle minor accidents and illnesses. Special arrangements for treatment of more serious cases have been made with physicians and the hospital nearest the camp. CIRCLE TEN QUICK TIPS Both youth and adults MUST have all three parts of the BSA medical form completed in the previous 12 months prior to arrival at camp. CIRCLE TEN QUICK TIPS Your medical forms will be available for pick up upon your departure. Keep in mind that copies of medical forms are acceptable. Visit Leader Guide to Summer Camp

15 HEALTH & SAFETY AT CAMP Youth Protection Training for Camps Texas YC State of Texas Administrative Code for Camps (Resident Camp, Webelos Camp, Day Camp and Twilight Camp, Winter Camp) Day Camp/Twilight Camps/Webelos Resident Camp and Boy Scout Resident Camps: All Camps Any Adult attending Camps within the State of Texas MUST take the new State of Texas required Training, Youth Protection Texas YC which includes Camp Leadership Youth Protection Begins With You, A Guide for Camp Staff! Circle Ten Council, in an effort to ensure that we comply with National BSA and State requirements, will offer this training at each Day Camp/Twilight Camp Training Session and during each week at Webelos Resident Camps, Boy Scout Resident Camps, NYLT and Winter Camp. Training The new State of Texas Required Training is ONLY done by face-to-face (No Exceptions) This face-to-face Youth Protection WILL count towards your Youth Protection certification for Charter Renewal or Youth Protection Training for Boy Scouts of America! Definitions of Adults at Camp Staff/ Volunteer As defined by the State of Texas - Supervisor/counselor--Camp personnel or youth group leader, 18 years of age or older, who is responsible for the immediate supervision of campers. Visitor Any Parent or Grandparent, who visits camp for Lunch, Ceremonies or Parent Day, Items that are required for a Licensed and Non-Licensed Camp under the State of Texas Administrative Code: Annual Criminal Background Check Annual State of Texas Sex Offender Background Check SorNew/index.aspx Face-to-face Facilitator Led Youth Protection Training - BSA YPT Printing (Camp Leadership Youth Protection Begins With You, A Guide for Camp Staff!) Volunteer Information Sheet OR Adult in Camp State Compliance form (page 36 of this guide). CIRCLE TEN QUICK TIPS Every adult leader staying overnight in the campsite must complete the online background check approval and submit three documents to the office Completion certificate for Youth Protection Course YC A print Screen from the State of Texas sex offender database check Completed Adult in Camp State Compliance form Visit Leader Guide to Summer Camp

16 CAMP COMMUNITY Just being at summer camp is valuable to a Scout. The experience of working and playing with other Scouts teaches life lessons and develops life-long friendships. Keeping this in mind, it is important not to schedule so many activities that the Scout won t have the time to enjoy himself at camp. Time spent with his patrol or Troop learning new skills, teaching others, or just having fun is probably the most important time he will spend at camp. Each boy becomes a Scout citizen when he arrives at camp with rights, privileges and responsibilities. The Scout Oath and Scout Law are the foundation of the camp experience. Scouts and leaders alike are charged to live up to the high standards of the Oath and Law. By living up to these standards, we will ensure that all Scouts and leaders will leave camp having had a rich experience and with many memories. The summer camp experience at Circle Ten Council Camps is provided to every Scout and leader regardless of race, sex, color, national origin, age, political belief, religion, or disability. If you believe you have been discriminated against, contact the Camp Director or Scott Ferguson at Circle Ten Council (214) immediately. You may also contact: Civil Rights Department 701 West 51 Street Mail Code E-609 Austin, TX (512) voice (512) TDD (512) fax Code of Conduct Scouts, adults, and staff are expected to follow and adhere to the Scout Oath and Scout Law at all times. Consider using the Code of Conduct in your unit found on the next page Visit Leader Guide to Summer Camp

17 CAMP COMMUNITY CAMPER CODE OF CONDUCT Much like in the day to day operations of your troop, it is often best to clearly define behavioral expectations to your boys well ahead of time. While all of the things in your troop code of conduct should apply at camp, there are some special things that should be addressed prior to arrival at camp. It s always a good idea to hand these expectations out, go over them with the boys and have them sign and return it to you for your records. Make sure to bring the signed copies to camp with you! Here are some suggestions of things that you might want to include: Observe the Scout Oath and the Scout Law during my time at camp. Wear my official Scout uniform and camp identification throughout the week. Wear appropriate clothing and footwear to participate in aquatics, sports, and camp programs. Actively participate in my merit badge sessions, programs and Troop activities. Be personally responsible for breakage, damage, or loss of property. Observe quiet hours and lights out. Keep my tent clean, gear organized, and dispose of trash in the proper place. Observe all rules regarding the use of the swimming pool, shooting ranges, fire rings, and all other camp facilities. Understand that the purchase, possession, or consumption of alcoholic beverages or illicit drugs at the camp will not be permitted and will result in immediate dismissal from camp. This standard shall apply to all youth and adult participants. Compliance with state law and BSA policies will apply at all times. Comply with federal, state and city laws and BSA policies, including those which prohibit the use of fireworks, firearms, and gambling. Infraction of these laws and regulations will be cause for immediate dismissal from camp. Comply with the Circle Ten Council rule prohibiting the use of private vehicles in camp without permission from camp leadership. At all times, be the considerate guest of your Circle Ten Council Camp. Signature of Scout Signature of Parent or Guardian Visit Leader Guide to Summer Camp

18 Pre-camp Parent meeting The following is a suggested agenda for a pre-camp parent meeting covering summer camp orientation for Scouts, parents, and leaders. We recommend this meeting be held sometime in May and conducted by the Camp Scoutmaster and Camp SPL. PRE-CAMP MEETING AGENDA A. Welcome and purpose of meeting (slide show of last year s camp running before opening) B. Travel Information 1. When to meet, what to wear, route, method of transportation 2. What to bring for the trip: A. Annual Health and Medical Record ( ) updated/ signed and dated each year by parents). Medical forms should be given to the Scoutmaster (photocopy medical form before signing. Send photocopy with original signature parents keep original) for review at l east one week prior to the day the troop leaves for camp. Shot records must include dates of inoculation. 3. When and where the troop will return C. Schedule at camp 1. Visitors day/date/time and special troop arrangements (No personal pets allowed on camp) 2. Order of the Arrow Call-Out Ceremony schedule D. How parents can reach their sons 1. Mail (details under Introduction; Camp Specifics section of the Camp Leader s Guide) 2. Emergency telephone number (please emergency only). Note: Please remind parents that the camp telephone number is for medical and family emergencies only! Parents are asked to use this number only for emergencies. Circle Ten Camps are not equipped with a paging system. E. What to bring to camp, also what not to bring-camper Equipment Checklist F. Program Schedule 1. What s available for advancement? 2. What are we doing for fun (hikes, Ranger Programs, games, canoe trips, etc.)? 3. What are we planning for service projects or campsite improvements? 4. Procedure for registering your Scout in CampMaster. 5. Camp Participation Awards the troop is planning to earn. G. Expenses to anticipate 1. Merit badge costs 2. Items available in the Trading Post and pre-orders 3. Extra program costs (handicraft, archery, shotgun shooting, and rifle shooting) H. Questions from audience I. Troop slides and pictures from last year J. Inspirational closing Visit Leader Guide to Summer Camp

19 MERIT BADGE PROGRAMS The merit badge program is the backbone of any summer camp program. In this section you will find information on the policies and procedures at Circle Ten Camps in regards to the merit badge programs. Many merit badges can be completed at camp; however because of time requirements, special projects, or other considerations, some merit badges require pre-requisites or special skill levels. Please consult the program guide book for the camp you will be attending for complete information on merit badge offerings. Your unit will be able to sign up individual Scouts for classes March 1 and will begin closing April 30. For each week later in the summer you will have one additional week to input your Scouts classes (please note dates below). The sign up process will be delivered through the CampMaster web site. You will sign up your Scouts for a class, not a specific class time. The CampMaster system will balance all of the Scouts that want a particular class over all of the times that the class is offered. Due to feedback from you (the unit leaders that have attended our camps in the past) we will be imposing hard caps on many of our most popular classes. Priority will be given to those units who submitted their schedules first and we will do our best to accommodate the class requests of every youth. If your Scouts would like to schedule an hour off, that is an option that will be available during the sign-up process. Merit Badge Scheduling deadline by week Week 1 April 30, 2015 Week 2 May 7, 2015 Week 3 May 14, 2015 Week 4 May 21, 2015 Week 5 May 28, 2015 Week 6 June 4, 2015 Our goal for the 2015 camping season is to deliver your Scouts tentative class schedule back to you four weeks prior to your arrival in This should allow for ample opportunity for you to communicate back to your Scouts and help you in your camp planning and preparation. During your camping session you will be able to log in to your CampMaster account and view a daily record of what your Scouts accomplished the previous day, including attendance and requirements completed. If you would like a printed daily report you may request that through the Camp Director. At the close of your session you will be provided, as part of your check-out packet, a written record of the unit advancements that your Scouts accomplished during the week. Circle Ten Council Summer Camps do not award any merit badges. That is the purview of your unit committee. This report does not tie into any other online advancement system that your unit may be using. It is strictly a record between the summer camp and your unit so that you may award badges appropriately. No Circle Ten Camp will provide blue cards for any merit badges that were earned during their week at camp. Visit Leader Guide to Summer Camp

20 MERIT BADGE PROGRAMS Here are some other helpful hints as you go about including the summer camp merit badge program into your unit program: Complete the required online scheduling in CampMaster before the deadline for your week. Avoid scheduling and age conflicts by reviewing the merit badge sessions and activities for which your Scouts have registered. A Scout comes to summer camp to have fun, to have a learning experience, to learn a skill and, yes, possibly to earn a few merit badges. Encourage a Scout to take several merit badges, but not to schedule so many that camp is no longer fun. Discuss the merit badge requirements with your Scouts. You know each Scout s capabilities. Guide him to ensure that he has fun while experiencing new things at camp. Give a Scout alternatives and choices. Sometimes a Scout s desires are bigger than his abilities. Guide the Scout toward merit badges for which he is best suited. Remember some merit badge sessions are limited due to equipment limitations, skill level required, and safety considerations. Check requirements for any equipment the Scout may be required to bring. The summer camp merit badge program is designed so that Scouts teach Scouts. You may offer assistance to the staff member at the merit badge session, but remember the staff member is in charge. The Scout must successfully demonstrate the intent of the requirement to receive a completion for that requirement. This is the Merit Badge Counselor s call. Attendance is not justification for completion. Only those requirements that can be completed at camp will be recorded as complete. It will be the troop s responsibility to issue full credit/earned status. No requirement may be changed, deleted, or added to any badge. Verify your Merit Badge Completion record in CampMaster prior to departing camp to ensure Scouts get credit for their accomplishments. CIRCLE TEN QUICK TIPS Be sure that each Scout has a balance between age appropriate advancement and fun in their Merit Badge schedule Per BSA Policy, we do not award Merit Badges. That task belongs to your unit committee. At the conclusion of your camping experience you will be given a report detailing the requirements that the boys completed for your committee to use in awarding any advancements. OTHER CAMP PROGRAMS BE SURE TO CHECK OUT ALL OF THE GREAT PROGRAM INFORMATION IN YOUR CAMP SPECIFIC PROGRAM GUIDE, AVAILABLE IN JANUARY BY GOING TO Visit Leader Guide to Summer Camp

21 ORDER OF THE ARROW The Mikanakawa Lodge proudly supports our Circle Ten Camps by equipping and training a camp chief for each camp. During the week, your Scouts will have the opportunity to take their Brotherhood walk and ceremony. All eligible Arrowmen are welcome to attend. The camp chief will also conduct a Call Out ceremony on Friday night. There will be a meeting with the camp chief during your week of camp to discuss all of the details of the OA ceremonies that will take place. If you are coming from outside of Circle Ten Council and would like Mikanakawa Lodge to call out your youth, we will need you to bring with you: 1. A letter from your home lodge (not chapter) granting us permission to call out the person 2. A listing from the lodge of names that are eligible to be called out Visit Leader Guide to Summer Camp

22 CAMPMASTER USER GUIDE Make a Unit Reservation Only Unit Leaders logged into the Council Reservation System (CampMaster) as a Unit Leader can make a reservation for a Unit (See Login Status for more information on Unit Leader access). A list of events is accessible on the home page. All events are listed in chronological order and will include both Individual and Unit Events. Additional Information may be available by clicking on Flyer. If the event has multiple offerings, the first date will show in the Blue Banner and Multiple Dates will show below the date. If the event is OPEN for Reservations, a red button will be available. Click on the button to begin the process of making a reservation and follow these steps: 1. From your Circle Ten Council Reservation Home Page, locate the event you wish to make a reservation in the list of events. Scroll down until you find the event. 2. If the event is open to accept a reservation, click on Red Button Visit Leader Guide to Summer Camp

23 CAMPMASTER USER GUIDE 3. Complete all of the required information needed to complete the request. Since you may be a member of a Pack, Troop, and Crew, please select the appropriate Unit and enter the expected number of Scouts and Adults attending and select a campsite if requested. This information may vary from one event to another. Click on Next Step NOTE: Some events are set up for request only and confirmation will occur at some future date after the request is reviewed by Council. Other events are automatic reservation and your reservation will be confirmed immediately. Some events may require payment to confirm the event. 4. If the Event is one that council must approve before it is confirmed, the event will show up as a requested (REQ) event in the drop down list under My Reservations. Once it is confirmed, you will receive notice and the event will now show as a confirmed (ACT) event in the list of events (example of an event that requires confirmation: Summer Camp typically requires confirmation to make sure the requested campsites and capacity is available for time requested.) Visit Leader Guide to Summer Camp

24 CAMPMASTER USER GUIDE 5. Once the event has been confirmed there are several operations that can be completed going forward. They are as follows: A. Add Participants attending the event. This could be Scouts and Adults B. Make an Online payments C. Schedule Participants for courses. (Participants must be loaded into CampMaster before this operation can be accomplished) D. Print reports NOTE: Some events are for registration only and may not have a course schedule. If the event has courses, the start date for scheduling may or may not be open at the time the reservation is made. Check the event detail for Course Scheduling Times. Add Participants Attending the Event 6. To add Participants there are 3 options. A. Option 1 is to add each participant individually. See Step 7 below. B. Option 2 is to use TroopMaster, create an export file and then upload into CampMaster. (See Step 8 below) C. Option 3 is to copy participants from a previous event. (Note: This is only available after an event has been established and participants included) 7. Add Participants Individually: A. Navigate to the event page selecting it from My Reservations in the top menu bar or in the list on the right side of your home page B. Click on Participants in the menu bar and select Add Participants. (See screen shot next page) C. Complete all of the requested information especially noting the Required Information by the red letter R. Be sure to save the information. Complete this process for each individual 8. Upload Participants via TroopMaster: A. Navigate to the event page selecting it from My Reservations in the top menu bar or in the list on the right side of your home page B. Click on Participants in the menu bar and select Import Participants (See screen shot next page) C. It is necessary to create an export file from TroopMaster/PackMaster with the necessary fields of information before this step can be completed. Create one export file for Scouts and a different export file for Adults. (Follow the instructions listed in this option.) Visit Leader Guide to Summer Camp

25 CAMPMASTER USER GUIDE 9. Copy Participants from a previous Event A. Navigate to the event page selecting it from My Reservations in the top menu bar or in the list on the right side of your home page B. Click on Participants in the menu bar and select Copy Past Participants (See screen shot below) C. Select the event to COPY FROM in the drop down list. Participants will be listed in the left box. Click on the participants that will participate in the upcoming event and same. Add additional Participants as outlined in Step Once all Participants have been loaded into CampMaster they will appear in a list as seen in the screen shot below. Visit Leader Guide to Summer Camp

26 CAMPMASTER USER GUIDE Make Online Payment 11. To make an Online payment follow these steps: A. Navigate to the event page selecting it from My Reservations in the top menu bar or in the list on the right side of your home page B. Click on Payments and select Make Online Payment C. Make changes to the number of Scouts and Adults committed for the event. (The ability to make this adjustment will depend on the specific event.) D. Click on Next Step and complete the payment process. NOTE: The current amount due may or may not be the total amount due for the event depending on the payment schedule for the specific event) E. Choose to make either a Credit Card Payment or an Electronic Check Payment. (See screen shot below.) F. Complete the necessary information. IMPORTANT: Be sure to change the address and name to match the billing address for the credit card and the exact name on the card. Check that you have read the Refund Policy and click on Proceed to Confirmation Page. Click on Confirm Payment to complete the payment process. Visit Leader Guide to Summer Camp

27 CAMPMASTER USER GUIDE A. If using the Electronic Check option, complete the necessary information including Bank Routing #, and Account # and Submit for Payment. Visit Leader Guide to Summer Camp

28 CAMPMASTER USER GUIDE Scheduling Participants for Courses General Information: To schedule a Participant for Event Courses they must have been added as Participants for the Event. (See Add Participants Attending the Event above). The scheduling system is NOT a First Come First Serve program. All Participants have equal access to all courses prior to the deadline for the Closing of Scheduling. This deadline will vary depending on the event. The deadline is available on the Event Detail page. IMPORTANT: Exact times for Courses are not visible at the time of Course Scheduling. As the requests are made, the program balances the demand over the times built into the program. If it is apparent by the event staff that more times are needed to accommodate the course demand and staff along with resources are available (boats, canoes, etc.) the staff may add additional instructors and/or times to the schedule to meet the needs of your Scouts. After the deadline for Course Scheduling (Note: Course Scheduling Deadline on Event Page), the staff will review the course demand and make adjustments to the schedule. Generally a few days after the close, Unit Leaders will be notified that the schedule is firm and approved. At that time Unit Leaders can print Schedule Reports which will indicate the time scheduled for each Participant. 12. Click on the Participant in the list on the Event page. (See Screen Shot below) 11. From the Edit Participant menu click on Course Schedule tab to the right of the blue menu bar. NOTE: This option will not appear until after the Participant has been added to the event and the contact information Saved. This is also the menu where modifications can be made to the contact information and special needs. Visit Leader Guide to Summer Camp

29 CAMPMASTER USER GUIDE 14. Make any changes necessary in contact information and scroll down to the bottom of the participant s contact page. 15. If the Participant wishes to Buddy with another Scout in the Unit, select the Scout from the drop down list of Participants. (This is an option and is not required) 16. Courses for the event are selected on the basis of the Participants priority of choices. Select the top choice in the 1 st drop down list. Select the next choice in the 2 nd drop down list. Complete this until there are not choices available. NOTE: As selections are made, the choices may be reduced based on the previous choice. This indicates that the previous choice has eliminated other choices because of offering times and course times. (Example: If the 1 st choice is an all day course, there will not be any other choice to select. If the 1 st choice is a 2 hour course it may eliminate other choices. Rearrangement of priorities may produce more available courses) 17. To rearrange course selections, click on the Clear button and restart the process. Previously selected Courses will remain visible to aid in the re-selection process. 18. Be sure to Save Participant once the scheduling process is complete. NOTE: Making changes to the course selection can occur as many times as needed until the posted deadline when Course Scheduling closes. (See Event Detail for that date) Making changes after the Course Scheduling closes is still available by sending the request to the Event Staff. At this point it is subject to the availability of the courses. Changes can also be made at camp. Visit Leader Guide to Summer Camp

30 CAMPMASTER USER GUIDE Managing the Event General Information: Once the schedule has been confirmed (generally about 1 week prior to the arrival at camp), Unit Leaders will receive a confirmation . At this point in time, Unit Leaders can log back into the event and print numerous Reports to get ready for camp. 19. Navigate to the event page selecting it from My Reservations 20. Click on Reports in the blue menu bar at the top of the page 21. Clicking on a specific report will generate that report. Visit Leader Guide to Summer Camp

31 CAMPMASTER USER GUIDE 22. Report Definitions: A. Participant Roster: A list of Scouts and Adults attending the event with contact information. If a roster is required at camp, take a copy of the report for check-in. B. Participants Schedule: This is a report of ALL Scouts showing their Course Schedule and Times. C. Participant Schedule Handout: This is a report that shows All Scouts schedule but in a format that can be cut and given to the Scout. D. Detail Course Offering: This report is generally available at the time the event is established. It is a detail description of course offerings, the length of the course (not specific times), whether it is a Partial or a Merit Badge that can be completed at camp, and any fees or special instructions associated with the course. E. Course Requirements Offered: This report shows the specific requirements for Merit Badges that will be offered during camp. F. Course Progress Report: This report will not be useful until camp has started and when camp has concluded. This report shows attendance and completion progress for each Scout. If internet access is available at camp and the camp staff updates the information daily during the time at camp, the information will be available for Unit Leaders to view a Scout s progress. This report will be available to view for several years following the event or until the Council decides to archive the information. 23. To print a report select the desired export format and click on Export and Print. Visit Leader Guide to Summer Camp