JData Day Camp Profile Form

Transcription

1 JData Day Camp Profile Form JData Day Camp Profile Profile Directions Data Privacy Entering Data Saving Data Before entering data, visit the Data Privacy tab and review your settings. Your responses to these questions determine which outside foundations and agencies may view your data. These settings can be updated at any time. To begin entering your information, select any tab above. You may select tabs in whatever order you prefer. You can also navigate using the "Next Tab" and "Previous Tab" buttons at the bottom of each page. Pay special attention to items with a green background. These are core variables needed to compute key metrics. They are considered essential pieces of information for organizational and field-wide planning and are highlighted in reports and tools across JData.com. Igonre any questions that do not pertain to your camp See the data dictionary for a complete list of hint text and other data entry notes. Your data is automatically saved as you edit. However, you can also save your data at any time by clicking "Save" in the top and bottom right corners of the page. When you are finished entering data, click "Save and Exit" in the top and bottom right corners of the page to return to your home page. To ensure that multiple individuals within your organization do not overwrite each other's data, the system will allow only one user at a time to edit this form. The second user will view a read-only version of the form until the first user has exited the form. In addition, any form left inactive for 5 minutes will automatically save and exit. Two Types of Data Your JData Profile Form gathers information on two different but related types of data. The first are key metrics objective, quantitative measures of your operations (e.g., number of children served, capacity utilization, operating costs). The second are inventories of best practices in the day camp field. These are self-reports on practices related to retention and recruitment, building your staff team, and programming. Over time, you should see a connection between the application of best practices and key metrics. For example, adopting best practices in retention should lead to an increase in retention rates at your camp. If you have any questions, please contact us at info@jdata.com or Data Privacy Privacy Our Privacy Policy sets out how information entered into JData.com is used and protected. Brandeis University, the owner of JData, is committed to ensuring that every organization's privacy is protected. You can be assured that any information that identifies your organization will be used only in accordance with this privacy statement. To understand our practices, review our Privacy Policy, which also governs your visit to JData.com. Data Validation The Validation Policy explains the steps JData takes to ensure the accuracy of the information organizations enter into their profile forms. These steps include a review of data entered, identification of questionable data, requests to the organization for verification or correction, and actions to remove questionable data should the organization not respond. The organization will receive notification of any such action taken on its data. To understand the procedures for assuring the quality of the data housed in JData, read the Validation Policy. Permissions In certain instances, outside foundations or agencies may request data linked to the name of your organization. Such information may be needed for purposes of allocations, funding decisions, planning, or service provision. JData will share this information from the current Profile form ( ) with the particular foundation or agency only if the "Yes" box is checked below. If your organization does NOT want its information shared in this way, select "No." JData Day Camp Profile gives access to its 2015 data with identifying information to its local Jewish Federation. General Info Contact Person Enter the name and contact information of the person to be contacted if questions arise about the camp's Profile form. If more than one person is responsible, enter additional contact information in the box at the bottom of the page. This information is for administrative purposes only. It will not appear on JData.com. Title:

2 First name: Last name: Telephone: Ext.: Job title or position: Camp Contact Information Name of day camp: Address line 1: Address line 2: City: State: Zip: Country: Telephone: General inquiry Website: Sponsoring Agency Name of Jewish community center, synagogue, movement, or other sponsoring agency: Address line 1: Address line 2: City: State: Zip: Country: Sponsoring agency's executive director: First name: Last name: Type of agency (Check one): Jewish community center or Y Religious movement Overnight camp Synagogue Day school Other If other, describe: Agency affiliation (Check one): None B'nai Akiva Chabad JCC Association (JCCA)

3 National Ramah Commission OU/NCSY Jewish Reconstructionist Communities Young Judaea Other Union for Reform Judaism (URJ) United Synagogue for Conservative Judaism (USCJ) Does the camp have more than one sponsoring agency? Name of Jewish community center, synagogue, movement, or other sponsoring agency: Address line 1: Address line 2: City: State: Zip: Country: Second sponsoring agency's executive director: First name: Last name: If the camp has three or more sponsoring agencies, use the space below to note the name of these agencies and their contact information. Related Programs Does the sponsoring agency own or operate the following? Residential (overnight) summer camp Early childhood center or nursery school Yes/No Name of overnight camp: Preschool or early childhood center name: Preschool or early childhood center director: First name: MI: Last name: Notes Use the space below for additional information or notes on your camp's general information.

4 Definition Day camp refers to an entity that provides programs on a scheduled basis during the summer months with sessions that are minimally one week long. Campers may be of any age, from preschool through high school. Day camp programs may take place on a specified day camp property, in a host institution (e.g., a JCC or synagogue), and/or travel programs "on the road." Day camps are characterized by community building, group experiences, and activities that provide opportunity for personal development. Jewish day camps, in particular, are concerned not only with social, emotional, and physical development but also with Jewish identity development. Jewish day camps may serve both Jewish and non-jewish children. JData is concerned with Jewish day camps as defined above. What programs and campers should be included in your JData Profile? Do not include: programs that are called "camp" during the summer but are essentially a continuation of a 12-month enrollment. (Example: A yearround early childhood program that is called "camp" during the summer.) programs run under separate city or government contracts. Do include: programs that are called "camp," operate only in the summer, and have separate registration from the year-round program (Example: A summer-only gymnastics camp that is run by the physical education department but is not connected to the year-round gymnastics program.) campers who are beneficiaries of 1199SEIU Child Care Funds if these children are integrated into your regular camp programs. Define Your Day Camp Programs Use this table to log in the various programs offered by the day camp at your sponsoring agency (JCC, Y, synagogue, movement, etc.) in Summer This table should match the information in your Program Guide and/or summer registration system. NOTE: Enter the programs that are most important for you to track at the top of the list. Enter other programs lower on the list. Doing so will make data entry easier for you throughout the profile form. As well, you will be able to benchmark you top program against other similar day camp programs in the field. Your top program may be your largest program or the program of greatest interest to your stakeholders or your agency. Please view our data dictionary for the definition of Accredited and other items in the form. Program Type (Summer 2015) Program name Type of program If specialty, specify Accredited 1 Fully operated by outside vendor For each column, indicate yes or no. Note that a program might be onsite some days and offsite other days. Complete explanations of On-site, Off-site, and On the road can be found in our data dictionary. Program Location (Summer 2015)

5 Program Name On-site Off-site On the road or in various locations (e.g., travel program) NY Camps only: At Henry Kaufmann Campgrounds Unduplicated total enrollment in all Jewish day camp programs Program Enrollment (Summer 2015) Program Name Campers Served Total number of individual campers enrolled in Summer 2015 Membership in sponsoring agency (e.g., JCC, synagogue, etc.) required for enrollment Across all programs listed above What is the youngest age accepted? What is the oldest age accepted? Program Duration and Tuition (Summer 2015)

6 Program Name Number of DAYS program operated in Summer Maximum WEEKLY tuition Jewish Program Program Name Has space dedicated to Jewish-related activities Marks Shabbat in a special way Has designated time during the week for Jewish programming (other than Shabbat) Estimated percentage of campers who are Jewish Notes Use the space below for additional information or notes on your camp's definition. Capacity Utilization This page provides a table for each of the programs offered by your day camp in Summer Complete a table for each program to be tracked separately. In each table, indicate the start and end date of the week, the total number of spaces available, and the number of spaces sold for that week. Program name is automatically populated from the Program Type table on the Definition tab. If you want to change the name, do so in the Program Type table. The final table on this page is for all other programs that were offered by your day camp in Summer 2015 but are not accounted for in the individual program tables. Program 1: Spaces Filled Each Week in Program #1

7 Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Total Start Date End Date # Spaces could have sold # Spaces sold Do you have another program to record? Use the table below for all other programs not accounted for above. In the space below, indicate what programs are included in the "other" category. Spaces Filled Each Week in All Other Programs Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Total # Spaces could have sold # Spaces sold Total spaces could have sold over the course of Summer 2015: Total spaces sold over the course of Summer 2015: Notes Use the space below for additional information or notes on your camp's capacity utilization Recruitment and Retention Day camps need to retain their current campers and continuously recruit new ones. Tracking numbers of new and returning campers can help you make decisions about how to maintain and grow your camp's enrollment. Program name is automatically populated from the Program Type table on the Definition tab. If you want to change the name, do so in the Program Type table. Camper Recruitment Program Applicants in Summer 2015

8 Program Name Was there a specific recruitment goal for Summer 2015? If yes, what was your target number? Total applicants Camper Retention This page provides a table for each of the programs offered by your day camp in Summer Complete a table for each program to be tracked separately. In each table, indicate the number of campers who attended in Summer 2014 and were eligible to return in Summer Do not include campers who aged out of your program. Then indicate the number of these campers who did, in fact, return in Summer For younger children, fill out according to how you register your campers (by age or grade). Do not doublecount. The final table on this page is for all other programs your day camp offered in Summer 2015 that are not accounted for in the individual program tables. Program #1: Was this a new program in 2015? Do you have another program to record? Use the table below for all other programs not accounted for above. For younger children, fill out by age or grade according to how you register your campers. Do not double-count. In the space below, indicate what programs are included in the "other" category. Enrollment in All Other Programs

9 Infants (less than 1 year) 1-year-olds 2-year-olds 3-year-olds 4-year-olds 5-year-olds Pre-K Kindergarten Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Grade 7 Grade 8 Grade 9 Grade 10 Grade 11 Grade 12 Other Total Total enrollment in Summer 2014 Total number of campers who attended in Summer 2014 and could have returned in Summer 2015: Total number of campers from Summer 2014 who returned in Summer 2015: Total number of campers new to the particular program in Summer 2015: Overall Day Camp Retention Some campers may be new to a particular program but not to the day camp. They may have attended the day camp last summer but were in a different program. The following items track new and returning campers for the day camp overall (i.e., including all programs offered by the camp). New and Returning Campers in the Day Camp Overall (including all programs) in Summer 2015 Total enrollment in Summer 2014 Number of Summer 2014 campers returning to camp in Summer 2015 Number of Summer 2014 campers who aged out of your camp Number of campers new to this camp in Summer 2015 Number of campers Notes Use the space below for additional information or notes on your camp's recruitment and retention. Best Practices: Recruitment and Retention Best Practices Inventories Tracking information about marketing, recruitment and retention can inform discussions about raising the quality and effectiveness of your efforts to build camp enrollment. The inventory is a self-assessment designed to gauge current practices and future opportunities for your camp. Best Practices Inventory: Marketing and Recruitment Check yes to record this information. Yes Not now

10 Best Practices Inventory: Retention Check yes to record this information Yes Not now Staff Team The items below concern staffing in your camp for Summer Include all staff working on all summer day camp programs offered by your agency. How many hours per week constitute a fulltime position in your agency? Camp Staff What is the minimum age for camp staff? Indicate the number of year-round and summer-only staff in your camp. Include all personnel covered in your camp budget. Count each staff member only once in the role for which they are primarily responsible. Indicate "0" for any position your camp does not have on its payroll. Camp Staff Employed in Summer 2015 and in School Year 2015 Top administrators Development, recruitment, marketing professionals Mid-level administrators Judaic specialists Activity specialists Medical staff Camp psychologists, social workers, inclusion coordinators, special needs professionals Counselors Administrative support staff Other support staff Other Total Summer-only Year-round Fulltime Year-round Part-time If other, describe: Total number of staff for Summer 2015: What is your best estimate of the number of Summer 2015 staff who are Jewish? Jewish Staff (Summer 2015) Number Jewish Staff Counselors Activity specialists Number of Israeli schlichim on staff: Number of Israel Scouts (tsofim) on staff: Did your camp have staff who performed in the following roles in Summer 2015? Jewish Program Staff

11 Jewish song leader Israel educator Hebrew language instructor Prayer leader Judaic specialist or director of Jewish program Yes/No New Camp Hires How many staff members were new to your camp in Summer 2015? Do not include staff members that have previously worked at your camp. Consider former campers and CITs in their first year on staff as new hires. Replacement hires are those hired to fill an existing position that became vacant when someone left camp or took a different job at camp. New positions are those hired into newly created positions that did not exist last year. Year-round Hires (Fulltime and Part-time) Top administrators Development, recruitment, marketing professionals Mid-level administrators Other TOTAL Replacement New Position Summer-only Hires Top administrators Mid-level administrators Activity specialists Judaic specialists Counselors Other TOTAL Replacement New Position Camp Director The camp director has primary responsibility for the overall day camp entity (that offers one or more camp programs during the summer). (See the Definition tab.) This is the individual to whom the directors of individual camp programs might report. Title: First name: MI: Last name: Highest degree: Camp Director Experience Years in current position Other years in education (whether secular and/or Jewish) Years in other relevant positions Total years relevant professional experience Years To whom does the camp director report? Is the camp director a fulltime or part-time employee of the sponsoring agency (JCC, synagogue, movement, etc.)? Indicate the directorâ s employment in the agency as a percent of fulltime. If the director is a fulltime employee of the agency (including time spent on camp), enter 100%. If the director is a half-time employee of the agency (including time spent on camp), enter 50%. % What percent of the camp director's time was devoted to camp over the course of the past year (September 1, 2014 to August 31, 2015)? %

12 Does this person identify as Jewish? Does the camp have a co-director (i.e., someone else who also has primary responsibility for the overall camp entity)? Counselor-in-training Program Do any of your camp programs have CITs, LITs, SITs, and/or MITs? Notes Use this space to record information on other practices that are helping your camp develop its staff. Best Practices: Staff Team Best Practices Inventory: Staff Development Tracking information about staff development can inform discussions about raising the quality and effectiveness of your efforts to build a strong staff team. The inventory is a self-assessment designed to gauge current practices and future opportunities for your camp. Check "yes" to record this information. Yes Not now Resources When does your fiscal year begin? Month: Day: Sponsoring agency (e.g., JCC, synagogue, movement) total operating budget in FY15: Camp P&L Summary Table Dollars Total operating expenses for all 2015 day camp programs All day camp related costs not included in day camp budgets Total day camp revenue Does Line 2 include all overhead costs incurred by the sponsoring agency in support of day camp operations? Budgeted Expenses Enter your camp's annual budgeted operating expenses for the fiscal year that includes Summer Use your camp's most recently updated budget. Include all costs of operating your camp over the full 12 months of the year. Do not include capital expenditures in this section. Please contact the Chief Financial Officer, comptroller, or business manager of your sponsoring agency to obtain missing numbers and to assure the accuracy of the information on this page. How much of your total budgeted operating expenses are allocated to each line below? If none, enter "0." Budgeted Operating Expenses Personnel Occupancy/Facilities Insurance Transportation Commissary All other program expenses All other direct expenses Total operating expenses Allocation

13 Although several people may have input into the camp's operating budget, who has final say? Revenue In the table below, list the sources of revenue for your camp for the Fiscal Year that includes Summer Include only current-use operating funds. Do not include capital money raised. If none, enter "0". Revenue Net tuition and fees Space rentals Jewish federation grants and allocations Government funding Other unrestricted, current-use sources (gifts or donations, grants, annual campaign, scholarship fund, etc.) Income from endowment funds, restricted assets, or other reserves Other Dollars Total operating revenue Revenue from tuition and mandatory fees in Summer 2015 if all campers paid full price Financial Aid and Discounts Indicate the amount of financial assistance and discounts your camp provided in Summer Do NOT include incentive grants. If none, enter "0". Financial Assistance and Discounts for Summer 2015 Need-based financial aid Discounts Other (from camp funds only) Total Dollars Number of recipients Total number of unique campers who requested financial assistance: Total number of unique campers who received financial aid: Total number of applicants who requested and were offered need-based financial assistance but did not enroll: Assets Does your agency (e.g., JCC, synagogue, movement) own off-site property that is used for one ore more of its day camp programs? Notes Use the space below for additional information or notes on your camp's resources. Program Best Practices Inventory: Program Tracking information about program can inform discussions about raising the quality and effectiveness of your efforts to build a strong, compelling, outcomes-oriented program for your campers. The inventory is a self-assessment designed to gauge current practices and future opportunities for your camp. Each item in the table pertains to your day camp as an overall entity. Indicate if your camp engages in the following practices on a consistent basis. Check "all" if these practices appear throughout most or all of your camp programs. Check "none" if these practices appear in few if any of your camp programs. Check "some" if your response is between "all" and "none." Programming Practices

14 Staff are taught how to facilitate relationship-building. The camp has special traditions and rituals. The camp honors milestones in a camper's career. The camp program is designed as an aspirational arc that offers different experiences, privileges, and responsibilities as campers age. The camp offers high-level instruction in its areas of specialty. None/Some/All Jewish Programming Practices Staff are given Jewish learning opportunities during the summer. The camp has space dedicated to Jewish-related activities. The camp has designated time during the week for Jewish programming (other than Shabbat). The camp has a curriculum for the Jewish learning experiences it provides. The camp organizes service projects that are linked to Jewish values. The camp invites educators and rabbis from different streams of Judaism to lead programming and staff learning sessions. The camp has a curriculum for infusing Israel-related themes and topics into the program and activities. The camp uses Hebrew or Israeli names for activities, units, and/or spaces. Counselors are invited to talk with their campers and/or other staff about their Israel experiences. The camp has a set of core values that are shared and taught during staff training. The values are evident in the physical environment and in program activities. Educators help staff think about ways to integrate values and Jewish learning. The camp connects campers to the agency (JCC, Y, etc.) year-round to foster Jewish experiences beyond the summer. None/Some/All Does your camp have certified kosher food service? Certified kosher for all meals Non-kosher with a certified kosher option Non-kosher with no certified kosher option No food services provided Program Data for Benchmarking Benchmarking enables you to view core metrics for one of your camp programs in comparison to those of similar programs elsewhere. Benchmarking information helps camp leadership assess the strength of the program and informs decisions about recruitment, retention, tuition, and the like. Program data for benchmarking is based on Program #1 in the Definitions tab. If any of the numbers below are in error, correct them on the appropriate tab (Definition, Capacity Utilization, or Recruitment and Retention). Correct numbers will then appear in the spaces below and in your comparison report. Program name: Type of program: Type of specialty: Accredited: Fully operated by outside vendor: Program location onsite: Program location offsite: Program location on the road: Campers served: Total number of individual campers enrolled in Summer 2015:

15 Membership in sponsoring agency required for enrollment: Number of DAYS program operated in Summer 2015: Maximum WEEKLY tuition: Capacity utilization - total number of spaces could have sold: Capacity utilization - total number of spaces could sold: Camper recruitment - target number: Camper recruitment - total applicants: Camper retention - total campers eligible to return: Camper retention - total returning campers: Camper retention - total new campers: Camp Staff Indicate the number of staff who work for this program and are covered by this program's budget. If staff members also work on other programs in the agency, count them as PART-TIME in this program. Count each staff member only once in the role for which s/he is primarily responsible. If this program has no staff members in a particular category, indicate "0." Camp Staff Administrators Activity specialists Counselors Support staff Other staff Total Summer-only Year-round Fulltime Year-round Part-Time Director of this Program What percent of the director's time was devoted to this program over the course of the past year (September 1, 2014 to August 31, 2015)? % Resources Using the most recently updated budget, enter the annual budgeted operating expenses for this program only. Include all costs of operating this program over the full 12 months of the year. Do not include capital expenditures. How much of the total budgeted operating expenses for this program are allocated to each line below? If none, enter "0". Budgeted Operating Expenses Personnel Occupancy/Facilities Insurance Transportation Commissary All other program expenses All other direct expenses Total operating expenses Allocation In the table below, list the sources of revenue for this program only. Include only current user operating funds. Do not include capital money raised. If none, enter "0."

16 Revenue Net tuition and fees Space rentals Jewish federation grants and allocations Government funding Other unrestricted, current-use sources (gifts or donations, grants, annual campaign, scholarship fund, etc.) Income from endowment funds, restricted assets, or other reserves Other Dollars Total operating revenue Revenue from tuition and mandatory fees in Summer 2015 if all campers paid full price: Financial Aid and Discounts Indicate the amount of need-based financial aid disbursed in Summer 2015 for this program. Count each camper receiving this financial aid only once. Do not double-count. Total dollars disbursed for financial aid: Total number of unique campers who received financial aid: Review The top management at your camp (executive director, camp director, etc.) should review the entire form after all data are entered to confirm their accuracy. If JData finds errors in the form, a JData staff member will contact the signatory below for correction or validation. The contents of this profile form have been reviewed for accuracy and approved. Name: Job title/position: Date: If you have any questions or problems, please contact us by at info@jdata.com or by phone at Copyright Brandeis University