COUNSELORS and STAFF PRE-WEEK: AYP Intern: Responsible for preparing and completing housing assignments for each academic camp. Validate any room requests with Ashley (Martin Fellow). Responsible for preparing the required camp form packet for the following week s camp. This will be accomplished in the form of electronic files downloaded onto secure thumb drives on Friday afternoon. Ashley Whitted (Martin Fellow) will have most current information/updates. Assign and record meal card #s for each student. Conference cards are a controlled item keep track by number of those assigned. We ll have to pay for any lost or damaged. Note: Lead Counselors will be issued a tablet to maintain the files & will distribute meal cards Monday Morning before breakfast. AYP Martin Fellow: Responsible for creating a completed Go Sheet for each camp: Note/highlight any incomplete forms (missing info or signatures) to be resolved at check-in. Note any medical issues and/or any allergies. Make note of any camper who will be required to self-administer medication. Note any room requests received from campers or parents. Double check student manager. Note any specific travel plans. Campers arriving without parents or driving themselves > will requires Collect keys and issue parking pass. For fly in - shuttle arrivals at AU Hotel. Be aware of early/late arrivals (outside the expected arrival window). Academic Staff: Make folders for each counselor with a completed Go Sheet, room roster, FINAL camp schedule and phone numbers. Make student packets: string backpack, lanyard w/ nametag, water bottle, and camp schedule. Front office will have labels and nametags for students. Note: The Lead Counselor is responsible for keeping the netbook with thumb drive which includes medical records and insurance cards at all times! Week of Camp - SUNDAY: CHECK-IN: All Staff All Academic Camp personnel are to arrive on campus 2 hours prior to check in. Counselors go to assigned dorms, Lead Counselors & Staff go to AYP Summer Headquarters. STAFF: Transport registration materials to assigned dorms. Set up tables & chairs in assigned dorms for registration and key issue (RA s). o Table clothes, chairs, signs w/ name of camp Ensure road signs are set out NLT 2 hours before check in directing campers to registration site. o College & Samford, Donahue & Samford, directing to assigned dorms.
Ensure AYP Tents are set up in front of assigned dorms. o Ensure coolers w/ water and snacks are available for campers & parents as they arrive. o Ensure coolers w/ sodas and water are staged and ready for pizza part at 5 pm Ensure students arriving via Groome Transportation are picked up/greeted at the AU Hotel. o Times of arrival are 2:00 pm / 3:30 pm / 5:00 pm Ensure there is traffic control in the parking lots to answer questions and direct parents and campers to the correct location. For most this will be their first time on Auburns campus. Pick up pizza for pizza party NLT 4:45 so onsite at 5 pm. Set up pizza table w/ paper plates, napkins, and pizzas (by type) for campers & counselors. Ensure sodas and water on ices available and replenished as required. Pickup all camp signs and return neatly to supply room. COUNSELORS: Check all assigned rooms and note any discrepancies. Ensure rooms are clean and that there is the correct number of beds. Settle into your room before campers arrive. Post counselor signs. Be enthusiastic in greeting parents and campers. How may I Help You. Issue camper packets at registration table string back pack with the following: o Lanyards, name tags and T-shirts (confirm size) for each camper. Identify any special needs (food allergies, medical requirements, etc.) Secure keys from campers who drive themselves to camp issue parking passes and ensure they know correct area for parking. Direst campers to RA table for issuing of room key. Assist campers in finding and settling into their rooms. Help carry luggage! Answer questions. Establish a meeting time and place for the first activity. CAMP ORIENTATION: This orientation is crucial in setting the tone for the week. Counselors should be very assertive at this meeting as it will minimize problems later in the week. Counselors should use this time to establish a working relationship with campers. Be certain to inform participants that while you expect to be their friend, you are responsible for enforcing rules and regulations and assuring good order and discipline. Make sure they understand that rules and regulations are intended to ensure a safe and healthy environment for the camp. The meeting should follow the agenda below: WELCOME INTRODUCTIONS: 1. Camp Manager or Program Developer 2. Counselors 3. Campers REVIEW SCHEDULE: All sessions and activities are mandatory! Each evening, update campers on any changes in the schedule. MEDICATIONS: Make a list of medicines campers have brought - even Tylenol! QUESTIONS & ANSWERS: Make sure everyone has an opportunity to ask questions and clear up any confusion. Ensure campers contact their parents to let them know they arrived safely.
SNACKS: Use this time to get to know the campers. Make sure everyone is interacting. Look for "loners" to make sure they are included in group activities. MEAL CARDS: Lead Counselors will issue conference cards on Monday morning. These cards are for breakfast and lunch at the Student Center. Counselors are responsible for developing a system to ensure students don t lose cards. Lost cards are $50 to replace and charged to the student. Lead Counselor will be responsible for the collection of this money before the camper departs on the last day. DAILY DUTIES: STAFF: Counselor's daily duties include, but are not limited to, the following: Refill water coolers with ice and water daily Check and resupply snacks in dorms as need and required. Touch base with Lead Counselors. Deliver box lunches and coolers for camps going on field trips before buses depart. Check with Leads and PD as required. Deliver any catered lunches and/or diners for camps requiring. Check with Leads and PD as required. Assist with evening sessions and activities as necessary and required. Assist Ashley (Martin Fellow) with completion of required camp forms packets. COUNSLEORS: Counselor's daily duties include, but are not limited to, the following: Ensuring that a safe camp environment is maintained at all times Escort campers to all sessions - ensure they are supervised throughout all camp activities Keeping an accurate file of emergency data during camp - keep this data secure Reacting calmly and promptly in the event of emergency situations Make campers feel at home on campus they are Auburn Family! Enforce all rules and regulations pertaining to AU Summer Camps (see Required Forms Packet that all campers sign before attending) Counselors will not leave campus without prior authorization from the Camp Manager or Program Developer. MAKE ALL CAMPERS FEEL AT HOME ON CAMPUS: This step is crucial for adding the personal touch to the camp experience. Although this cannot be easily defined, it should include responding to the personal needs of campers, being a friend as well as a leader, and participating in activities with them. It is often those things they do outside of the classroom or training areas that have the greatest impact on campers during their stay on campus. Counselors should take care to treat campers as individuals rather than as just another face in the crowd. Learn their names and always address them in that manner. Learning some other specific detail about the campers also personalizes your relationship.
Be an active participant in the camp. Many of the campers are high school students who may be somewhat self-conscious. If you enthusiastically participate in games and other activities, they will be more inclined to do likewise. MAKE SURE ALL CAMPERS ARE AWAKE EACH MORNING: Although campers are told to bring alarm clocks, always knock on doors to make sure they are actually awake. At the initial meeting make sure campers know the time and place to meet each day. Also inform them to bring everything they will need for the day because they may not have time to return to dorms after each activity. Their backbacks will allow them to bring what s needed each day. ESCORT CAMPERS TO ALL SESSIONS; ENSURE THEY ARE SUPERVISED THROUGHOUT CAMP ACTIVITIES: This includes training sessions, lectures, and extracurricular activities. Counselors should designate meeting times and places. When establishing times remember that it often takes longer than you expect to prepare for travel and reach your destination. Before embarking on your route make sure you have accounted for all campers. Doing a head count is a simple way to account for everyone. In large camps, divide campers into smaller groups, so each counselor is responsible for their group. While en route to sessions, counselors should be dispersed throughout the group, in order to keep an eye on all participants. Be more careful when crossing streets, especially with the extensive construction on campus. Always use crosswalks. Be on the lookout for those who speed ahead or lag behind the group. You are responsible for their safety, so keep them in sight. Make sure that campers follow the designated route to and from the site. Taking short cuts may lead campers into dangerous situations. Remember to wear comfortable shoes. You will have to do a good deal of walking each day, and comfortable shoes are a must. Clothing should be comfortable and professional for greeting campers and parents. Remember that the image you project to campers and parents is important! ENFORCE ALL AUBURN YOUTH PROGRAMS AND HOUSING POLICIES: We want campers to enjoy themselves while on campus. It is imperative, however, that all policies be adhered to in order to prevent dangerous situations from occurring. Counselors should always be polite, but firm, in enforcing policies. Counselors will be given card swipe access for dorm entrances. Under no circumstances should campers be given this access. Any lost key will result in a $50.00 fine for changing all locks in the building. Be persistent in enforcing "lights out" policy. Campers will need proper sleep in order to complete their rigorous program. Make sure camp participants wear the identification item (name tag) provided for their camp at all times. It is imperative that they wear them for identification and security purposes and to keep accurate meal counts. If campers are issued name tags, insist that ALL wear them for an activity or NONE wear them for an activity (as appropriate). Be consistent and firm!
DEALING WITH DIFFUCULT CAMPERS: Counselors should inform the Camp Manager or Program Developer about any campers who consistently fail to follow guidelines. Remember that difficult campers may spoil the camp experience for the other campers if any misbehavior is allowed to continue. There are several steps to follow in dealing with such problems. Correct the problem by taking the camper aside and explain the unsatisfactory behavior noticed and why it is disruptive to the camp. Ask the individual to be considerate of fellow campers and counselors. Ensure you have the undivided attention of the camper by taking them aside and letting him/her know, in no uncertain terms, that continued misbehavior will not be tolerated. If the problem persists, contact the Camp Manager for a counseling session with the individual. It will be prudent to keep detailed notes about situations involving misbehavior. Make sure you list dates, times, and descriptions of what happened and who was involved. Also, keep specific notes about steps were taken to correct the situation. It s always about corrective action. Keep in mind the fact that the misbehavior of one camper can spoil the whole week for you and every other camper - but only if you allow it to happen! Your job is to be a friend to all, but a friend does not allow another's behavior to be a serious problem for others. Be responsible! LAST NIGHT OF CAMP: Go over the following procedures for check-out: Clean your rooms; Clean the common areas, check bathrooms for soap, shampoo, etc Put trash in large trash can in dormitory hallways Pack everything except what you will wear the final day Make sure all camper evaluations have been completed automated survey! Conduct a preliminary room inspection to check for any damages or lack of cleaning Make sure it is clear to campers as to when and where they should be picked up at the conclusion of camp. Parents will be given a schedule indicating this information during check in. Make sure students catching the Groome Transportation to Atlanta Hartsfield airport are indentified and that they have transportation to the Auburn University Hotel. LAST DAY OF CAMP: STAFF: Set up tables and table clothes w/ snacks and drinks for closing ceremonies 30 minutes prior o Includes Panera bagels w/ water, juice and light fruit Ensure students departing via Groome Transportation are checked out as required and taken to the AU Hotel. o Times of departure are 10:40 am / 12:10 pm / 1:40 pm COUNSELORS: Move all luggage into one or two rooms (as required) and lock the room Leave the other rooms open so they may be checked. Walk through rooms on final morning to make sure rooms are completely clean (make sure
campers remove all belongings nothing left behind). Distribute all camp photos and certificates at the closing cermony. Campers will turn in room keys to the RA (or money for lost keys to the lead counselor) during check out. ALL keys (or a receipt for missing keys) will be returned to the residence hall desk immediately following the closing ceremony. Note: There is a $50.00 charge for each missing room key. Lead Counselors will be responsible for the collection of this money before the camper departs on the last day. Any money found will be turned in to the Camp Manager or Program Developer. Campers will turn in conference cards to the lead counselor after breakfast on Friday. Lost cards are $50 to replace and charged to the student. Lead Counselor will be responsible for the collection of this money before the camper departs on the last day. Get keys from Camp Manager or Camp Director for students that drove themselves and return to camper. Submit a written summary of the week's events. Keep a list of important facts throughout the week, so you will not forget. Include a list of lost keys and other damages.