Camp Hope Ministries Get organized! Tons of little details ... · Getting Organized! Forms the...

Camp Hope Ministries

Get organized!

Tons of little details that will help you keep

camp quality high.

Copyright © 2009 Camp Hope Ministries

Getting Organized!

Forms the staff will use each week:

__ Camper Registration Forms

(Keep in notebook near the phone.)

__ Staff Application

(Keep in staff files for referral.)

__ Emergency Report Form

(Keep in office & first aid kit.)

__ Medication Treatment Log

(Keep in office & first aide it.)

__ Camper Check-in Forms

(Keep in office & on Tribe clipboards.)

__ Staff Weekly Evaluation Forms

(Put in mailboxes on Thurs.)

__ Staff Stuff (Fill out at STE, keep in staff file.)

__ Camp map indicating activities & room assignments

(Make lots of copies.)

__ Small Group clipboards (For BC/AD & camp day.)

Lists needed in the Camp Office: (Post These On the Wall for Easy Access!)

__ List #1 should be 1 page per small group to include: Small Group Leader / Support Staff

assigned, room assigned, campers names, allergies, T-shirt size, BC/AD, & hot lunch order.

(For group SGL, Support Staff, Volunteers and the office wall!)

__ List #2 should include the following: All campers and staff who have ordered hot lunch for

the current week.

(Posted for parents to check, used to place order with vendor.)

__ List #3 should include the following: Before Camp and After Camp list of campers / staff,

medications and allergies

(For office wall and extended day staff.)

__ Daily Schedule (For each staff person, also for the office wall. Make extra copies, you will

need them!)

__ Volunteers – Names, date/time commitment, special serving area (Posted in the office for

reference.

__ Worship Rotations – List of tribes and when they each lead worship and table grace.

Other Stuff To Check Off: __ Supplies – paper, tape, markers, sharpies, story books, chalk, bubbles, butcher paper, color

sheets, colored paper, etc.

__ Daily supplies to support story (Refer to your curriculum.)

__ Name tags for visitors, campers, staff (Make each week.)

__ Identify ―Small Group Spots‖ with signs of some sort. Mark all rooms that will be used by camp as

needed.

Additional forms the Camp Office will use:

__ Medication Form / Zip-lock Bags

__ Parent Evaluation Form

__ Welcome Letter

__ End of Camp Check-out Form

__ Staff files containing all staff

information

__ Sign-up lists as needed for drivers and

other volunteers

__ Reminder signs for Splash Day, Hot Lunch

Day and other special events

__ Staff Salary Chart (not for staff eyes!)


Set up the Camp Hope Office...

For Safety-

Phone Access – with emergency #’s posted and Camper Notebook nearby

Medicine Forms – in a zip-lock bag for safe keeping

Ouch Forms—send these home to parents

Accident Report Forms—just in case

Ice—in zip lock bags in the freezer for hurt campers

Cot or Sofa & Pillow – for designated rest spot or sick bed as needed

(This should be located in a place where an adult will be present for supervision)

Camper Notebook – Original camper registration forms in alphabetical order for quick reference

First Aid Kit & log – placed where an adult, phone and camper notebook are at all times

For Staff—

Staff Mail Boxes – vital communication, affirmation & information center at camp

General Supplies – such as paper, story books, tape, markers, chalk, bubbles, butcher paper, etc.

Daily supplies– specific to the program needs of each day

Ticket supplies – for affirmation and re-filling staff bags (recycle from the camp store each day)

Staff Meeting Clipboard – afternoon staff meeting agenda list

Clock – synchronize all watches on Monday to the official camp time!

Copies of all forms that may be needed during the week including worship / tribe planers, evaluations, sign-ins,

medicine, etc.

For quick reference-

Tribe List – Campers names sorted by Tribe with SGL, Support Staff & room assignment on the wall

Daily Schedule – Copies for the staff and to post on the wall for handy access

Staff Files – Staff applications with emergency information for easy access

Name Tags – worn by everyone on the camp grounds – including visitors (have extras available)

For Campers—

Camp T-shirts – distributed to Tribes, with names printed on them. (order extra)

Children’s books and games – resources for quiet times and for Sabbath

Comfort Box – Extra towels, shorts, underpants, shorts & t-shirts for ―accidents‖ which do happen

For Parents—

Map – of campus on the wall indicating where each group is assigned. (copies are helpful for parents)

Evaluation Forms – for parents & staff available by Wednesday each week with a drop-off box noted

Hot Lunch Lists– noting who has ordered hot lunch. Post on the wall by Tuesday for parents to double

check orders

Lost & Found Box – in a visible place for parent access

Tribe Spot – Designated ―spot‖ for sign-in and out each day. Use signs as they may be in one room or

several rooms

Tribe Clip Boards – With 5 sign in/out sheets each week for camper safety

Sign up lists – for parents and/or staff for special opportunities


Organizational Tips...

Staff Mail Boxes – vital communication, affirmation & information center at camp.

Phone Access – with emergency #’s posted and Camper Notebook nearby.

Tribe List – Campers names sorted by Tribe with SGL, Support Staff & room assignment posted on the wall

for easy reference.

Daily Schedule – Copies for the staff and to post on the wall for handy access.

Camper Notebook – Original camper registration forms in alphabetical order for quick reference.

Staff Files – Staff applications with emergency information for easy access.

General Supplies – such as paper, story books, tape, markers, chalk, bubbles, butcher paper, etc. for staff to use.

Daily supplies– specific to the program needs of each day.

Name Tags – worn by everyone on the camp grounds – including visitors (have extra’s available).

Camp T-shirts – distributed to Tribes, with names printed on them.

Cot or Sofa & Pillow – for designated rest spot or sick bed as needed (placed where an adult will be present).

First Aid Kit – placed where an adult, phone and camper notebook are at all times.

Children’s books and games – resources & resting materials

Ticket supplies – for affirmation and re-filling staff bags (recycle from the camp store each day).

Staff Meeting Clipboard – afternoon staff meeting agenda list.

Clock – synchronize all watches on Monday to the official camp time!

Map – of campus on the wall indicating where each group is assigned. (copies are helpful for parents)

Sign up lists – for parents and/or staff for special opportunities.

Evaluation Forms – for parents & staff available by Wednesday each week with a drop-off box noted.

Hot Lunch Lists– noting who has ordered hot lunch. Post on the wall by Tuesday for parents to double check orders.

Lost & Found Box – in a visible place for parent access.

Comfort Box – Extra towels, shorts, underpants, shorts & t-shirts for ―accidents‖ which do happen.

Tribe Spot – Designated ―spot‖ for sign-in and out each day. Use signs as they may be in one room or several rooms.

Tribe Clip Boards – With 5 sign in/out sheets each week for camper safety.


More Check Lists for Getting Organized!

Weekly Check List:

Do in advance of week one & check as needed each week.

__ Staff Mail Boxes available & labeled.

__ Emergency phone #’s posted by main phones.

__ Divide campers into small groups by age & special

requests.

__ Assign SGL & Support Staff to groups based on requests,

gifts and group dynamics.

__ Name Tags for everyone – campers, staff, volunteers and

visitors who show up to observe all need to be identified.

Print these from the data base if possible.

__ Camp T-shirts should be distributed by the end of the

first day of each week. If possible, mark with campers’

names by applying labels from data base to the shirt.

__ Anticipate medication & dietary needs based on forms.

Notify staff as needed.

__ First Aid Kit should be in good order. This should be

checked by a medically trained person at your church.

__ Rest spot for tired / sick campers & staff with a cot,

sheet and pillow in a place where

adults can easily supervise.

__ Lost & Found box in a visible place for parents to check.

__ Box or bag with changes of clothes for accidents.

__ Tickets for affirmation in a large zip-lock bag for each

staff member.

__ Sandwich size zip-lock bags for each camper labeled with

their name for saving tickets (or some other method).

__ Check stock at the camp store. Re-order by Wednesday

of week one if needed.

__ Prepare Tribe clipboards with 5 sign-in sheets.

__ Clock for official camp time!

__ Prepare forms, notes, etc. in advance when possible.

__ Games, books and other resources for counselor support.

__ Assign staff to lead morning devotion.

__ Assign Alpha & Omega leadership to Tribes (small groups)

__ Assign staff leadership for lunch grace each day.

(Opening & closing grace!)

Daily Check List:

__ Pray for the staff, campers &

families.

__ Be aware of the daily story.

__ Lead daily staff meeting.

__ Plan announcements for Alpha.

__ Affirm staff & campers at Alpha.

__ Check on campers with concerns.

__ Make medication schedule for

the day. Alert counselors as

needed.

__ Be sure daily supplies are

available.

__ Give staff any updated lists

needed.

__ Observe Tribe groups in action.

__ Enjoy the staff & campers.

__ Tribe clipboards should start

each day with a fresh sign-in

form. (Just move the used form

back!)

__ Recycle tickets from the camp

store every few days.

__ Visit rotations occasionally.

__ Put notes in Staff Mail Boxes.

__ Clipboard for daily staff meetings

__ Order hot lunch from vendor at

least one day before it will be

served. Confirm volunteer

support.

__ Keep a running ―shopping― list for

volunteer support.

__ Respond to sick or injured

campers as a priority.

__ Make copies of forms, notes, etc.

as needed.

__ Put up reminder signs for parents

as needed.

__ Copy your Big Big World family

handout

__ Prepare for next week.

__ Care for supplies, store when

finished.


Sign in: Camper’s First & Last Name

Who is picking up?

BC

7:30- 9:30

AC

3:30 5:30

Hot

Lunch Wed. only

Taking

Medication at camp

Picked up

Kara Jones Mom x x no KHJ

Jose Lopez Dad x x x YES AL

Please the box that applies to your child. Date:

Daily Sign in Form For Campers!

Each Small Group Leader should have 5 copies of this

form on their clip board for daily check in /out. Parents

should bring their child in / out of camp personally or

designate another adult for this purpose. (No campers

should be dropped off at the door.)

This form should be turned in at the end of each day to

confirm that all campers have been checked out

appropriately.

Forms that have campers in After Camp can be given to

the After Camp Director for late check out.

Parent notes can be distributed by the Small Group

Leader during this check out time.

FAITH LUTHERAN CHURCH—CAMP HOPE MINISTRIES

sample


Sign in: Camper’s First & Last Name

Who is picking up?

BC

7:30- 9:30

AC

3:30 5:30

Hot

Lunch Wed. only

Taking

Medication at camp

Picked up

Please the box that applies to your child. Date:

Daily Sign in Form For Campers!

CAMP HOPE MINISTRIES


sam-

ple

Camp Medication Form Medication must be in original container

Full Name of Camper_______ Jordan Martin___________________

Medication ___Tylenol__________ Dosage _1 every 4 hours as needed ___

For__ Mon.- Fri. July 2009__ Side affects ___none___________

Parents Signature (required for medication to be administered)

__Tammy Martin_________ Date __July 2009 ________

Notes:

Day Time Administered by...

Monday 10:00 AM Miss Kristen

Tuesday

Wednesday

Thursday

Friday

All medication should be handled by the Camp nurse, Camp Manager or other

designated adult.

This form should be placed in a zip lock bag with the medication prescribed

(in it’s original container).

Medication should be administered by nurse, manager or designated adult,

not by the Small Group Leader or Support Staff.

All medication should be sent home on Friday, even if campers are returning

the following week.


sample


Camp Medication Form Medication must be in original container

Full Name of Camper_____________________________________________

Medication_______________________ Dosage _______________________

For___________________________ Side affects ____________________

Parents Signature (required for medication to be administered)

_______________________________________ Date ________________

Notes:

Day Time Administered by...

Monday

Tuesday

Wednesday

Thursday

Friday



Accident Report Form: To be completed for any accident requiring a physicians care

Date: ______July 2009________________ Time: _____10:00 AM ____

Name(s) of person(s) injured:

Jose Gonzales and Denise White

Description of accident: (who, what, when, where, etc.)

Jose and Denise were playing a running game on the play-

ground. Jose jumped off the slide and accidentally

kicked Denise in the face and made her nose bleed.

When Jose fell, he hurt his arm —it may be broken.

Response to accident: (who, what, how, etc.)

Jose’s parents were called, picked him up and will

get an x-ray. Denise was cleaned up by Mrs. Barbara.

I wrote an Ouch form for her parents. She went to

Crafts with her group and seems fine.

Special conditions to note: (weather, facilities, hazards, etc.)

We are watching Denise to make sure she did not get a head injury when Jose kicked her.

I will call Jose’s parents tonight to check on him.

Witnesses of the accident: (names & phone numbers)

Everyone in Group 4 & 5 saw the whole thing.

Name of person completing this report: _____Justin Hill __________________________

* Please inform appropriate church leadership (pastor, council president, etc.) regarding this

accident immediately.

sample

This form is a valuable

tool for any accident

requiring a physicians

care. This form should

be completed by the

staff person most

knowledgeable about the

accident. The form

should be kept on file in

the camp office by the

Camp Manager.



Accident Report Form: To be completed for any accident requiring a physicians care

Date: ____________________________________ Time: _____________________________

Name(s) of person(s) injured:

Description of accident: (who, what, when, where, etc.)

Response to accident: (who, what, how, etc.)

Special conditions to note: (weather, facilities, hazards, etc.)

Witnesses of the accident: (names & phone numbers)

Name of person completing this report: _____________________________________________

* Please inform appropriate church leadership (pastor, council president, etc.) regarding this accident

immediately.




Parent Evaluation Form

1. Number of children in the camp from your family: ____2______________

2. Where did you learn about the camp?__From my neighbor ________

3. What do you feel is the most valuable part of camp for your child(ren)?

I appreciate the safe, caring environment, the youth

leaders who work so hard with my children (as a positive

role model) and all the Bible stories they are learning.

4. Please comment on the staff.

They are great. I really think Mr. Chris has

done a great job with my daughter. She was

really scared on the first day, especially with a

boy small group leader, but he has made camp

a lot of fun for her.

5. What suggestions do you have for growing the camp?

Can you teach more songs? We could use some new

ones! Is there a camp CD or some way my husband and

I can learn these too?

6. Please complete the following:

My child(ren) has said.... Natalie loves the crafts and Mr. Chris, Peter

loves Manna time and Miss. Sarah

Use this form to

get feedback

from parents and

campers about

their experience

at Camp Hope.

sample



Parent Evaluation Form

1. Number of children in the camp from your family: ____________________

2. Where did you learn about the camp?_____________________________

3. What do you feel is the most valuable part of camp for your child(ren)?

4. Please comment on the staff.

5. What suggestions do you have for growing the camp?

6. Please complete the following:

My child(ren) has said....

My child(ren) likes...

My child(ren) wishes...

Thanks! Please turn this in to the camp office!


Camp Hope Ministry

Camp Hope wants you to know that your child had an OUCH! today.

(Camper’s name) ______Lucy Johnson___________________

_x__Was not feeling well today…………….so we:

Lucy had a headache after lunch. I gave her a glass of

cold water, a cold wet cloth for her head and she took a

short nap in the Camp Hope office. When she woke up she

felt fine. I think she was over heated from playing outside

at lunch.

___Had a minor injury today……………….so we:

___Other…………….so we:

Staff signature __ Mr. Matthew______________ Date ______ July 2009_____________

Please contact the camp manager if you need more information regarding this note.

This note should be

completed by a staff

person who becomes

aware of any hurt

experienced by a

camper. The Camp

Manager should keep

a copy of this form

on file. This purpose

of this note is to

inform the parent

about their child’s

health during the

camp day.


sample


Camp Hope wants you to know that your child had an OUCH! today.

(Camper’s name) _____________________________________________________

___Was not feeling well today…………….so we:

___Had a minor injury today……………….so we:

___Other…………….so we:

Staff signature _______________________________________ Date ___________________




Camp Hope wants you to know that your child had an Oops! today.

(Camper’s name) ______Tim Parker___________________

_x__broke the Camp Hope Covenant today…………….so we:

Tim had a hard day. During Manna he hit the girl next

to him. During Expressive Arts he wouldn’t participate.

At lunch Tim took food from the boy next to him. Then

during Games he shoved several campers for no apparent

reason. I talked with Tim about hitting the girl and he

said he was sorry. I think he felt embarrassed in Expres-

sive Arts after we talked. When he shoved the campers, he

was asked to sit on the sidelines. Can you help me

understand what may be going on with Tim? I haven’t

seem this behavior

___need a parent conference:

___Other:

Staff signature __ Mr. Matthew______________ Date ______ July 2009_____________


This note should be

completed by a staff

person who becomes

aware of any hurt

experienced by a

camper. The Camp

Manager should keep

a copy of this form

on file. This purpose

of this note is to

inform the parent

about their child’s

health during the

camp day.



sample

Camp Hope wants you to know that your child had an Oops! today.

(Camper’s name) ________________________________________________________

___broke the Camp Hope Covenant today…………….so we:

___need a parent conference:

___Other:

Staff signature ___________________________________ Date _________________




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