Diocese of Western Michigan s. Episcopal Youth Camp s. Camp Staff

Diocese of Western Michigan s Episcopal Youth Camp s Camp Staff Emergency Contact Phone Numbers In case of emergency, call 911 Camp Director Gennie Callard Cell phone (269) 599-5392 Diocesan Offices (269) 381-2710 535 S. Burdick St., Suite 1 * Kalamazoo, MI 49007 Other Emergency Phone numbers Our state license number: CR620200533 (Camp Newaygo) CR540378037 (Cran-Hill) State Licensing main office number (517) 335-6124 611 West Ottawa Street PO Box 30664 Lansing, MI 48909 State Camp Consultant James VandenHeuvel 616-901-3730 VandenHeuvelJ@michigan.gov Bishop Whayne Hougland Cell phone (269) 599-0440 Canon to the Ordinary Bill Spaid Cell phone (269) 599-5385 h (269) 344-0366 Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 1

Camp Staff Positions CAMP STAFF POSITIONS 2 Camp Director 3 Camp Coordinator 4 Staff Counselor 5 Activity Coordinator 6 Health Director 7 Christian Ed and Formation Coordinator 8 Cabin Counselor 9 Pumpkin Patch Mentor 10 Director s Assistants 11 Day Staff & Visiting Clergy 12 Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 2

Camp Director Brief Description This is the person in charge of the oversight of the entire camp community during the weeks of camp and is in residence the entire time. Is responsible for the day-to-day administration of the camp and for assuring the care, safety, and protection of the campers. Not less than 21 years of age Experience in a camp-type setting Minimum of 8 weeks of full-time experience working with a population similar to that which the camp serves. Minimum of 4 weeks of full-time administrative experience Experience running & coordinating large activities with young people and staff of adults Regularly attends an Episcopal church Shall be familiar with the administrative rules set out by the State of Michigan Runs all the safety drills along with the facilities manager if necessary Works with the state licensing board to ensure the camp program, training and everything else meets with the code Runs and/or oversees all the staff training Run and/or designates the running of staff meetings Works with the Bishop, members of the Diocese and the Camp Supervisory team to create the program and objectives of the camp. Ensuring the formation program and worship services are Episcopal in nature and are feeding the young people and staff spiritually Ensuring that all activities fit within the purpose statement of the camp and the mission statement of the Diocese. While consulting with others, has Overall responsibility for the day to day administration of camp Overall responsibility for assuring the care, safety, and protection of campers Overall responsibility in matters of discipline of campers and staff members Practices appropriate boundaries and rules for life at camp, and encourage this with all staff members and campers. Works with the camp from which we are renting to coordinate all activities (or assigns someone to do so) Reports directly to the Bishop. Note: If the Camp Director is away from the operation the staff will be notified about who is in charge. If the Camp Director is away for more than 12 hours, then the person who is left in charge shall meet the same qualifications as the Director. Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 3

Camp Coordinator Description: This is the person who runs the schedule and oversees the staff, making sure that things happen on time and that the staff are there to do it. Can take direction well and can give direction clearly and kindly Is responsible for his/her own person (will follow the rules and encourage others to do so also) Self-motivated (look around and see what needs to be done next, or ask) Attends church at least once a month (either Episcopal or one with similar Creeds) Keeps the time of the camp. This includes wake up and ringing of all bells (expect meals the kitchen does those) Works with Activities Organizer to make sure supplies are ready for activities In charge of distribution of afternoon and evening snacks (working with Activities Coordinator on timing) Works with the Activities Coordinator to make announcements and makes sure everyone knows what s going on and what will happen next. This will be done through Meeting throughout the week with staff. o Is often designated by the Camp Director to run daily staff meetings Ensuring the staff follow the rules, including such things as o Curfew o Being where they re supposed to be o Time off and breaks Reporting directly to Camp Director with all staff issues and/or problems Reports directly to the Camp Director Works with the Staff Counselor and Activities Coordinator Has direct supervision of the cabin counselors and Pumpkin Mentors Is a member of the Camp Supervisory Team Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 4

Staff Counselor Description: This is the person who sees to the care and feeding of camp staff (including the Camp Supervisory Team). This person is not the direct supervisor of the cabin counselors, but works with the person in that position to help all staff serve to their highest potential. Can take direction well and can give direction clearly and kindly Is responsible for his/her own person (will follow the rules and encourage others to do so also) Self-motivated (look around and see what needs to be done next, or asks) Attends church at least once a month (either Episcopal or one with similar Creeds) The care, feeding, and support of the staff is the primary responsibility Schedules staff breaks (consulting with the Camp Coordinator and Activities Coordinator) Creates a chart for staff coverage (consulting with coordinators and organizers) Supports the Activities Coordinator to make sure supplies are ready for activities Works with Activities Coordinator and Camp Director to oversee supply purchases and store runs Sorts, keeps track of and distributes mail (and getting cards written for campers & staff who didn t receive them) Keeps the Office area clean (organizing the director s office and cleaning up after the staff) This will be done through Meeting throughout the week with staff. o Checks in with staff throughout the day Serving as a mentor to the staff o Help them set goals for themselves for the week (using the pre-camp and post-camp evaluation forms) o Work through any problems that are occurring in cabin groups and with cabin counselors if there are troubled or disruptive campers o Helps staff with their own personal wellbeing Makes sure campers are covered and supervised during transition and shower times. Reporting directly to Camp Director with all staff issues and/or problems Reports directly to the Camp Director Is a member of the Camp Supervisory Team Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 5

Activity Coordinator Description This person (or persons) will organize and coordinate the afternoon and evening activities. They will not necessarily run all of them, but see that all of them get done and help in that goal. A member in good standing at their home parish (if not Episcopal, a Christian church with comparable beliefs and creeds) Can assume authority, but practices shared leadership Experience in supervising adults, young adults, youth, and children Have a full schedule of afternoon and evening activities for the week of camp Make sure the activities fit within the camp s goals and objectives, including (but not only) o Does not waste food o Does not intentionally exclude, embarrass, or humiliate people o Includes opportunities for different abilities, likes, and skills o Always have contingency plans and alternative activities Works with Staff Counselor and Camp Director to oversee supply purchases and store runs This will be done through Before Camp If supplies are needed, work with Camp Director to make sure they get donated or purchased Research and find new and fun games and activities for small group and large group games At pre-camp staff meeting - Compile a list of activities that interest the staff members At Camp Afternoon Activities: Create the list of daily afternoon activities (including crafts) o Create the daily sign up list for campers (to be ready by cabin time each morning) o Assign counselors to activities (working with others for time off) o Run the afternoon activities o Works with counselors to know where all campers are at all times Evening activities: Create the schedule for evening activities o Assign counselors to support o Run the evening activities (or designate someone else to) Works with the CiTs to help them plan their evening activity Works with the LiT coordinators to make sure they have supplies they need for their evening activities Reporting directly to Camp Director with all staff issues and/or problems Line of Authority Reports directly to the Camp Director Works with the Camp Coordinator to supervise staff during the activities Is a member of the Camp Supervisory Team Coordinates with the following people Waterfront serve as liaison between waterfront staff and our camp staff (at Camp Newaygo, may work the buddy board for the entire week) Arts & Crafts plans the arts & crafts activities for the week works with the Camp Director to make sure there are enough supplies before camp Works with the Director s Assistant to make sure there are enough staff people present for each session If possible, create a prototype to present at breakfast each day to show the campers what they can sign up for Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 6

Health Director Description Responsible for the safety and good health with the entire community, distributes medication and performs as first responder for any medical accidents or emergencies. Qualification and Education Requirements A member in good standing at their home parish (if not Episcopal, a Christian church with comparable beliefs and creeds) Must be one of the following; Licensed physician, registered nurse, practical nurse, emergency medical technician, medical first responder or as is compliant with the State of Michigan licensing R400.11122 Has experience working with this population of campers Hold CPR certification Over the age of 18 Screen campers on arrive and inform counselors of things that may be told Distributes medication o Ensures that all the supplies listed on the Standing Orders are available (letting the Camp Director know when supplies need to be purchased before we run out) o OTC according to the Standing Orders as written by the licensed physician o Medications sent by the parents as is written in the Camper Information Record and discussed at check in o Ensures the medication distribution reports are in order and filled out correctly Performs as first responder for any medical accidents or emergencies. o Ensures the incident reports are in order and filled out correctly With the Camp Director o Ensures that all health matters (including records) are in compliance with the State of Michigan and the policies of the Diocese of Western Michigan o Sets up and carries out standards for health and safety of campers and staff o Works with kitchen to ensure healthy meals o Works with cabin staff to ensure standards for health and safety o Works to set the rules pertaining to health and safety and ensure they are being o enforced Works with the Camp Director and the other staff to ensure that all activities fit within the purpose statement of the camp and the mission statement of the Diocese. Location is always known by the Camp Director and/or Director s Assistant and always has cell phone on. Practices appropriate boundaries and rules for life at camp, and encourage this with all staff members and campers. Reports directly to the Camp Director in accordance to his/her license and the rules and laws of the State of Michigan Is a member of the Camp Supervisory Team Has authority over all staff (working with the Camp Director) in terms of health and safety Other points of interest Works with the Camp Director to make sure the camp is safe. This includes keeping the director aware of any issues arising with health and safety within the camp. Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 7

Christian Ed and Formation Coordinator Description This person will work with members of our community and visiting clergy to coordinate our worship throughout the day. This person works with others in the community to plan the education and formation activities based on the theme chosen for the year. A member in good standing at an Episcopal church and attends church regularly A deep knowledge and love of Episcopal liturgy Can assume authority, but practices shared leadership Can work with many different clergy and different forms of worship Experience in supervising adults, young adults, youth and children Is open to new ideas and suggestions Honors campers choices of involvement and encourages co-operative involvement : Plan prayer times throughout the day (not necessarily implement). These include morning prayer for staff, Eucharist, Compline and meal-time prayers Morning Prayer have supplies and a person to lead it each day Eucharist this is the big one. Meet with the cabin planning it and the clergy of the day to plan the Eucharist. Oversee set up before Eucharist (with the cabin group of the day) and clean up (with the cabin group of the day). Fills out the Big Red Book and gets priest and preacher to sign it Compline make sure the cabin planning it knows how to do so Meal time Blessing before and thanksgiving after The cabin that has KP does these prayers, go over with each counselor to make sure someone s doing it. Give instruction (say the lord be with you before the prayer, say it loudly, and if teaching a song do it twice) Plans and implements the daily education and formation program for a week of camp. This may include: Creating or compiling existing curricula Recruiting other teachers and leaders from the camp community or outside (with Camp Director s prior approval) Ordering supplies before camp (with the Camp Director s approval) Creating an outreach piece for one day (or telling the Camp Director that you aren t going to, so someone else can do that) Supervising the other teachers and camp counselors (and giving direction) Supervising the campers and dealing with behavioral issues Line of Authority Reports directly to the Camp Director May be a member of the Camp Supervisory Team May give direction to any other person on staff, in the director s name, but does not have authority over them With the Eucharist and visiting clergy, has the authority to follow our camp rubrics, as approved by the Bishop. Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 8

Cabin Counselor Brief Description Work with a group of children or youth to build a community and create a safe and fun camp experience. Can assume authority, but practices shared leadership At least 18 years of age for middle and junior camp, and at least 21 years of age for senior camp (at least 3 years older than the oldest camper) Experience in working with children at the age of the campers Attends church at least once a month (if not Episcopal, a Christian church with comparable beliefs and creeds) Care of campers on a day-to-day bases Works with the other staff to create and run activities during the group activities times This will be done through Working with a co-counselor to create a Christian community in a cabin of children or youth Being aware of the campers day-to-day health and keeps the health coordinator advised Meeting with the Staff Counselor for help, when needed, with troubled or disruptive campers and asking for guidance from others Working with the entire staff to ensure that all activities fit within the purpose statement of the camp and the mission statement of the Diocese. Practicing appropriate boundaries and rules for life at camp, and encouraging this with all staff members and campers. The Camp Coordinator is the direct supervisor of the Cabin Counselors o May report questions about activities to the Activity Coordinator o May report health and safety concerns to the Health Coordinator o May discuss personnel problems with the Staff Counselor Works in relationship with the co-counselor and all members of the camp community and may need to take direction or give direction to different members at different times. Top Priorities while serving at the Episcopal Youth Camp: To live out our Baptismal Covenant & encourage a closer relationship with God To show our passion for our love of God & God s work in this world To serve the campers & fellow staff through the ministry of hospitality and love. To create an environment in which all of God s children can feel safe. To have fun & enjoy your experience at camp What is my role as a staff person at camp? Being a good role model & positive influence and correcting when you see inappropriate behavior Walking with the children and youth on their faith journey & share stories from your own Participating fully in formation, worship time, and all activities of the camp (you are not an observer, you are a full member of the community) Your role is not to fix any camper problems or even give advice most of the time, but to support, listen, and encourage resolution Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 9

Pumpkin Patch Mentor Brief Description Responsible for the care of staff children who are not of camper age Experience with child care Is at least 18 years of age Attends church at least once a month (either Episcopal or one with similar Creeds) While the parents have the ultimate responsibility for the children they bring to camp, the Pumpkin Patch Guides assume responsible for the care of the staff children when parents aren t present or are otherwise occupied. Organizes activities and entertainment or finds ways the activities that are scheduled for campers to include the staff children If at any time this position feels overwhelmed must speak with the Camp Director. It is up to that person to make sure that he or she has the help needed from other staff members to take care of the children. This includes finding a replacement to take personal time. This person is not expected to be with the staff children 24/7, but is in charge of making sure the children have adequate supervision at all times. Works to ensure that all activities fit within the purpose statement of the camp and the mission statement of the Diocese. Practices appropriate boundaries and rules for life at camp, and encourage this with all staff members and campers. Reports directly to the Camp Coordinator and parents of the children The parent s authority always trumps (if you have problems or see an issue, bring it to the Camp Coordinator or Camp Director) Position requirements The optimal number of Pumpkin Patch Guides is 1:3, or one guide for every 3 pumpkins. In Junior and middle camps you may have people who are over camper age, but younger than staff age in the cabin. They are still to be treated as minors, and must never be left in charge of the other pumpkins. Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 10

Director s Assistants Description: This is the person who does whatever is needed to be done for the Camp Director and others as designated by the Camp Director Can take direction well and can give direction clearly and kindly Is responsible for his/her own person (will follow the rules and encourage others to do so also) Neat, tidy and organized, and can organize others messes Self-motivated (look around and see what needs to be done next, or ask) Attends church at least once a month (either Episcopal or one with similar Creeds) There are no specific responsibilities, other than doing what is asked. Reports directly to the Camp Director May give direction to any other person on staff, in the director s name May take direction from others on staff, if first approved by the director. This person is usually a minor, and though will be on staff, will be officially (and legally) a camper, but is older than the other campers. Because of this strange place, the person in this position must understand that it will be very difficult, especially as some of his/her friends may be in the LiT program. This person will be able to spend some time with his/her friends, but not most of the time most of the time will be spent working Meals will be eaten at the pumpkin table or at a camper table (not at the LiT table) Will have a curfew set by the Camp Director The Camp Director or Director s Assistant (or Designee) will have to know where this person is at all times. As this person is a minor, he/she is never allowed to be alone in a private place (or secluded place) with an adult Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 11

Day Staff & Visiting Clergy Brief Description These are people who come in for a day or 2. They are not considered staff by the State of Michigan. They are there to help the camp with specific activities. are specific to the tasks they come to assist with Each is given specific responsibilities They are NOT responsible for the campers, and are never to be alone with any campers. They are to follow the rules of the camp & be helpful to the program Line of Authority Day Staff report directly to the Director s Assistant Visiting Clergy report directly to the Worship Coordinator Things you ll want to know First thing: When you get to camp, the first thing you need to do is find the Camp Director or the Director s Assistant. Sign In: Please sign in at the Camp Office area. And please remember to sign out. There are name tags that we ask all day clergy, staff and visitors to wear (so we all know that you have signed in). It is a state law that we know who is on the camp property on staff at all times Meals: You are invited to stay for meals. However, please know that we pay between $5.00 and $8.00 for each person served at camp, so it would be helpful to know if you are going to be present for a meal. Rules and Regulations: We understand that you have primary contact with the campers on a week to week basis, but here at camp, we have legal responsibility for the campers. Therefore, you must follow the camp rules. A complete list of rules is included in the camper & parent handbook. But the primary rules are: 1) you are never to be alone with one camper or a group of campers, 2) the campers must stay with their cabin groups - you can t pull them aside without first checking with the counselors. It is best to ask counselors questions like this away from the ears of the campers, so counselors can give an honest answer. 3) Campers are not allowed to use cell phones. If a camper wants to call home, or call someone else, the Camp Director must be told about this desire (again, please do this away from the camper s ears). She must also be present at any phone call a camper makes, or is made to a camper s parent/guardian. Homesickness is very real, and you can help by keeping the minds of the campers centered on the fun they re having at camp, not on how much mom and dad miss them at home. 4) Day clergy, day staff, and visitors are there to help the camp and the camp staff - please follow the program, the schedule, and go along with what the staff at camp ask of you. Candy, snacks, packages: We try to limit the amount of junk food (though it feels terribly wrong for me to call chocolate junk ). Please make sure that if you bring any snacks for the campers, they are to be given directly to the cabin counselors, or left at the camp office for the camper. Eucharist & worship: If you are coming to serve at the Eucharist, you will be asked to take part in the planning process. Each cabin is assigned to help out with one day. During this time, they work with our camp Spiritual Director and the priest of the day to plan the Eucharist. The campers love the time - they are able to ask questions (and they do). Our Worship Coordinator will already have much of the service planned. We have a theme and readings picked out, and we do our best to have the worship times connect with the formation piece, the music and the rest of the week. This isn t saying that we don t LOVE the ideas and special gifts that each priest comes with, but it does mean that we ask you to speak with the Worship Coordinator away from the campers with any ideas you have for additions or changes to our service. If you are able to come for the planning, that begins at approximately 9:30 am. If not, the Eucharist begins around 4:30 on all days, except Friday (it is after dinner). What should you bring: We have stoles, chalices, patens, wine and bread. But you can bring a bathing suit & a towel if you want to go swimming. Diocese of Western Michigan s Episcopal Youth Staff Positions & job descriptions (2017) Page 12