Guideline: Camps - NMU Policies and Requirements

Guideline: Camps

Risk Management: Katrina Mattila / kamattil@nmu.edu / 906-227-2745

The following content is also available in an attached printable Microsoft Word document; the Word document includes source footnotes that cannot be shown in this web version. 

Handbook Overview

Camps provide meaningful opportunities to positively impact young people's lives by building confidence, developing new skills, and fostering lasting friendships. Through engaging activities, camps encourage teamwork, sportsmanship, personal growth, and self-discovery.

Our primary goal is to support these outcomes while prioritizing participant safety and well-being. We are committed to providing a safe, secure, and supportive environment where every child can learn, thrive and grow with confidence.

This handbook was developed to address camp safety planning. Except for high adventure activities, it does not address your itinerary or schedule of events. Rather, this handbook addresses safety and health, using guidance from applicable state regulations and industry best practices, including insurance carrier recommendations. The specific resources consulted are identified in the attached word document to provide transparency and context for the standards outlined.

These guidelines are intended to support safe, compliant, and well-managed camp operations. When camp administrators operate within these established standards, they can do so with the assurance that their decisions align with recognized requirements and institutional expectations. In such cases, the University is positioned to provide appropriate support, including access to legal counsel and applicable insurance coverage, in the event of an incident.

If a situation arises where deviation from this safety guideline is being considered, it is important to seek prior review and approval. Actions taken outside of established guidelines may not align with state requirements or insurance conditions, and could affect the availability of institutional support. In those circumstances, individuals may be required to assume personal responsibility for decisions and any resulting outcomes.

Planning

Pre-Camp Assessment: 

In addition to planning the schedule of events, which this handbook does not address, it is important to do a pre-camp safety and protocol assessment. First, it is required that camp staff review all information submitted by parents and ensure any special needs, including needs for medication or disability accommodation, can be properly communicated to the staff who need to know and otherwise addressed. The worst thing we can do is receive the information and not do anything with it. Before camp begins, have a plan for, at a minimum:

• Minors on Campus Program Registration
• What forms will be collected from campers and used during the camp
• Medication storage and distribution
• Emergency supply storage and emergency protocols
• Drop off and pick up
• Addressing illness or injury
• Overnight protocols
• Daily communication with guardians
• Travel protocols
• Camper wellbeing
• Physical Health and Medical Concerns
• Emergency Action Plans

Minors on Campus: 

The Minors on Campus Policy and all related requirements are intended to help prevent sexual abuse or misconduct involving minor children participating in NMU programs. All camps involving minors must be registered through the Minors on Campus program and comply with all applicable policy requirements.

The names and email addresses of all staff and volunteers must be entered into the program registration system. This information will be used to send instructions for completing the required background check process. If applicable, the Program Administrator must also identify any staff or volunteers who will transport campers so that driving record checks can be completed.

The Program Administrator must attest that all required Minors on Campus requirements have been met and that all camp staff have read, or will read, the required Code of Conduct. Refer to the Minors on Campus website and Handbook for additional information and detailed requirements.

Forms:

Camp staff will have a binder that will include a camper attendance sheet, a copy of any agendas with protocols, health history form, medication schedule and instructions and emergency contact information for each camper and emergency contacts for the University. 

If the camp is an overnight camp or a combination of both day and overnight campers, the camper attendance sheet will include:

• Student name
• Overnight or day camper status
• Room assignment (overnight)
• Authorized pickup sheet

Drop off and Pick Up:

Camp shall develop and follow a written plan to ensure that a camper is not released into the custody of another person without a written statement of permission from the guardian and staff must confirm with photo ID the identity of the person picking up the camper Pick-up Authorization Form (PDF).  A roster for campers to Sign in and out should be printed daily. 

Communication Guidelines with Guardian: 

Camp staff should communicate with guardians each day at drop off and pick up regarding minor behavioral and injury incidents. 

Overnight Protocols:

• Establish what time campers need to be inside their rooms. Campers are not permitted to leave their rooms after curfew. 
• Camp staff will do a walk-through at an established time to confirm all campers are in their rooms. Camp staff should use the attendance sheets to confirm all campers are accounted for. 
• A second check should be conducted about an hour after in-room curfew to confirm lights are out and everyone is settled. 
• Campers are not allowed to switch room assignments. 
• Camp staff will be housed in dorms corresponding to the gender of the campers.
• Campers will be housed with other campers who have the same gender identity assigned at birth. Requests for exceptions should be made to the program administrator. 
• Campers must keep track of their own room keys. If the room key is lost, they will be charged for the replacement.
• Campers should lock their rooms when they leave each day and each night. 
• Camp staff rooms should be properly marked in case a camper needs to find help. Signs for the rooms are available through housing. 
• There should be a designated number for parents to call at all times to reach camp staff in case of an emergency. 
• If a camper becomes ill, they may return to the dorm with another camper and one counselor. They should not return to the dorm with only a camp counselor as that violates the Minors on Campus Policy. Call the campers’ parents and develop a plan moving forward. 

Trips away from Campsite:

Camps need to establish procedures for trips away from the camp’s main location (field trips, different buildings, etc.). Procedures should include: 

• If the trip away will involve driving, remember that the Minors on Campus protocols require that the drivers be checked for driving record. See the Minors on Campus Handbook and registration page. 
• Have a first-aid kit or first-aid backpack available. Backpacks can be checked out through the Risk Management office.
• Bring a binder that contains the attendance sheet, health history form, medication schedule and instructions and emergency contact information for each camper so it is readily available.
• Develop a buddy system. 
• Consistently count campers, before you change locations, approximately every 10 minutes and when you arrive at a location.
• Determine who is in charge of the Medication lockbox, Medication Schedule and Instruction form.
• Cell phones must work in case of an emergency.
• Camp staff should state their location out loud so everyone knows where they are in case of an emergency (i.e., Jamrich room 102, McCarty’s Cove). 
• Know where the First Aid/AEDs are located in the building. 
• Know where the exit doors are located.

Wellbeing of Campers:

Camp staff should be trained on how to observe campers’ physical, mental, and emotional health. Observation includes preventative and responsive procedures. 

Preventative measures include:

• Adequate sleep, food and drink 
• Balanced schedule for the age of the population and the environment (i.e., rest period, indoor and outdoor activities, etc.) 
• Communication procedures for camper’s physical limitations and special health or behavioral considerations with all appropriate staff. 
• Staff members responsible for direct observation understand the camper’s physical limitations and special health or behavioral considerations. 
• Awareness of what circumstances require involving the health officer and/or camp director. 

Responsive procedures include: 

• Ongoing observation, treatment, and documentation of injury and illness by appropriate staff members. 
• Reaching out to community resources for additional support as needed (poison control, community mental health). 
• Reporting incidents to appropriate agencies (CPS, law enforcement, state licensing) and guardians while maintaining confidentiality.
• Injuries should also be reported on MyNMU under the Submit an Incident Report tile.

Physical Health and Medical Concerns

Storage and administration of prescription and nonprescription drugs and medications:

• Medication Sheet: If a camp participant needs medication, the  Participant Medication schedule and Instructions (PDF) sheet must be on file and reviewed by the camp director.
• Administered and Documented:  A system to distribute medications must be established before camp begins. It must include when, where, how, and by whom. Medication sheets must be signed, dated, and time-stamped every time medication is given to the camp participant.
• Health History Record: Before camp begins ask parents/guardians to complete the Health History Record (PDF) form. This will provide important information regarding the camper and includes medical emergency care authorization. 
• How Medication is received on opening day: Camps must have a procedure for receiving medications in original containers, confirmation of accuracy of prescription and documentation on the Participant Medication Schedule and Instruction sheet.
• Storage: Prescription and nonprescription medications need to be properly stored in a locked storage area or locked medication box. This rule also applies to medications that need to be refrigerated.
• Emergency Medications: If a camper has a severe allergy, asthma, diabetes, or other serious medical conditions, make sure there is a plan in case of an emergency and that an EPI pen, inhaler, insulin or juice are always readily available. If you have a participant allergic to bees or has asthma and you are playing outside the EPI pen and/or inhaler should be outside with you.  If away from the campsite (field trip, outside, different building) a medication box should be brought with you. The Risk Management department has a First-Aid Backpack that can be checked out that contains a medication lockbox and first-aid supplies. Consider using a bracelet or other form of identification for campers who have serious medical conditions. You can download the Allergy Form (PDF) and Asthma Form (PDF). 
• Medication Return Policy: Camps must establish a policy on how medications will be returned to guardians on the last day of camp and what will happen if they are not picked up by a certain time (i.e., if not picked up within one week after the conclusion of camp, medication will be brought to the NMU Health Center for disposal). 

Any time you suspect a camper or a staff member has a health-related problem follow up with the program director. Here are some specific things to be on the lookout for:

Poison Ivy:

Leaves of three? LEAVE THEM BE! Starts as a blotchy red rash that really itches. Some kids are really sensitive to it and can pick it up and spread it around in no time. Other kids have less sensitivity but can get a really bad rash if left untreated. Therefore, it is important that the rash is treated as soon as possible. Bring the camper to the camp director and notify the parents.

Mosquito Bites:

A very common occurrence at camp. Encourage campers to wear bug spray, especially on cooler mornings. Keep an eye on campers who scratch their bites, infection is common and needs to be treated by a doctor. Some kids will have an allergic reaction to mosquito bites. This reaction is characterized by excessive swelling or itching at the site of the bite. Any child with an overreaction to a bite should be seen by a doctor. Any child with an excessive number of bites should be seen as well. 

Foot Problems:

Camp is a terrible place to have feet that hurt. Be sure you and your campers observe the shoe wearing rule. If your campers develop cuts or blisters on their feet make sure that they are treated appropriately. Feet can get infected easily and a sore foot ruins a day at camp. 

Ticks:

Deer ticks have the potential to spread Lyme disease and other illnesses. Staff should be trained on how to identify ticks, and the proper way to remove them. Advise campers and their parents to check for ticks if you were out in the woods or playing in the grass. Finding and removing ticks promptly can prevent Lyme disease. A rash that looks like a bull's-eye can be a sign of Lyme disease. If a tick is removed from a camper place it in a container and the parent/guardian of the camper can have it tested for Lyme disease if they choose. 

Falls:

Falls account for more than one third of childhood injuries requiring medical attention. The camper aged child is most often involved in a fall related to a sports or recreational activity such as tree climbing, bicycling and organized sports. The injuries most related to sports include extremity injuries, head trauma, abdominal injury and spinal cord or vertebral column injury. Be sure to alert the camp director of any serious falls suffered by a camper or a staff member. An injured person must be taken to the hospital and/or observed for a period of time to rule out head trauma and serious internal injury as a result of a fall. 

Environmental Allergies:

Some kids will have a long history of allergies and some will have their first allergic symptoms at camp. Symptoms include runny nose, itchy, watery eyes, and constant bouts of sneezing. Remember that your camper may be miserable with their allergy symptoms. Inform the camp director and their parents in order for them to seek symptom relief. Here are some tips on how to distinguish allergies from the common cold. Kids with colds often run temperatures. Allergies do not cause fever. Allergies tend to cause itching of the nose and eyes. Colds do not. Allergies tend to cause constant bouts of sneezing. Colds are characterized by sporadic sneezing. Colds tend to last only 3 to 5 days typically. Allergies last as long as the allergen is present. 

Asthma:

As with allergies some kids will have a long history of asthma and come to camp with several medications and some kids will experience their first bout of asthma at camp. Asthma has become the most common childhood illness in the United States. Asthma can be triggered by a number of allergens: plants, animals, food, smoke or dust, exercise, cold air, changes in weather or temperature, strong emotions: i.e. fear, anger, laughing, crying. Signs and symptoms can be different in each child. They can be immediate or progressive. Increased shortness of breath is the most common symptom, a night cough is common. Worsening symptoms include: Restlessness, apprehensiveness (due to air hunger), sweating, tripod position, speaking in short, broken phrases, and the child may not be able to lie down. Campers who need short acting inhalers will be allowed to have the camp staff keep the inhaler with them. Camp staff should be aware of the signs and symptoms of asthma and let the camp director and child’s parents know any time asthma flares up. Be aware of triggers and try to avoid them, if possible, i.e. if the camper seems to get sick when exercising or when around animals, etc. Ask if the child has an asthma action plan they can share with you. 

Dehydration:

It is easy to become dehydrated at camp. Keep an eye on your campers and remind them to drink water often during the day. Dehydration can lead to headaches and stomachaches and can eventually bring on a fever. Encourage water breaks during lunch and in-between activities.

Food Allergies and Safety:

Food allergies can be a trigger for a severe, life-threatening allergic reaction, or anaphylaxis. If a camper has a food allergy, make sure all camp staff are aware of the allergy and develop a plan to minimize exposure to allergens, such as offering separate dining areas (if that is necessary, make an effort to have someone sit with the camper so they don’t feel excluded). Make sure everyone washes their hands after eating.  Camp staff should be trained on how to recognize and respond to an allergic reaction. 

If the camp will be serving food to the public at an off-campus event, then a temporary food license will need to be obtained from the Marquette County Health Department.

Infectious Disease:

The risk of exposure to communicable diseases increases in camps due to the environment and number of people gathered. Camp staff should be trained to recognize the potential risk of exposure and mitigation strategies.

Infectious Disease Prevention includes:

• Proper handwashing
• Cleaning and sanitizing
• Appropriate personal protective equipment
• Safe handling and disposal of body fluids

Illness:

If a camper becomes ill, call the parents to come pick up the camper. Do not go into a separate area alone with the camper, as this violates the Minors on Campus Policy. You may have the camper sit off to the side of the group until a parent/legal guardian arrives or sit in the hall outside of the room with another camper and a counselor. 

Concussion Protocol:

If the camp has a risk for head injuries each counselor needs to take concussion training. More information can be found on Risk Management's Website. If you suspect a camper has a concussion immediately remove them from the activity. Contact the campers’ parents to pick up the camper. Do not let them return to any activities until they have been cleared by a medical professional. 

Behavior Management:

All camp staff must review the participant code of conduct. Camps shall include a method for positive behavior management of campers. Positive behavior management techniques include an increased focus on the developmental needs of campers, teaching conflict resolution and emotional regulation within the camp environment. If a camper's behavior needs to be addressed take the following actions:

• First offense: Verbal Warning
• Second offense: Written warning and incident report
• Third offense: Removal from the site and parents notified 

For overnight campers, housing also reserves the right to serve as an intermediary for disciplinary action. 

Participant/Staff Ratio:

Our goal for camps should be a ratio of 1:10. This may vary depending on the age of campers and the type of camp. 

Parent Information: 

Camps should provide parents with information on how to reach a staff member if needed. 

Emergency Action Plan:

If there is an emergency, first call 911 (i.e., loss of consciousness, severe broken bone, seizure, anaphylaxis, drowning, etc.). Then notify the camp director and NMU Police Department at 906.227.2151 (non-emergent number). Camp staff should save these contact numbers in their phones. 

Overnight camps will also be given the number for the student Security Assistant (SA’s). Each SA is assigned to a duty rotation and carries a duty phone. SA’s are trained to respond to security concerns and will contact NMU Police or the full-time Resident Directors when appropriate. SA’s do not intervene in matters of general behavior or conduct issues; they focus specifically on security concerns and emergency situations. Camp staff should also save this number in their phones. 

All camp staff should do a walk-through of any building they will be holding camp in to see where First Aid/AED and eye washing stations are located. There should be at least one camp staff trained through the American Red Cross in CPR/First Aid/AED and Epi-Pen administration onsite at all times.

Camp staff needs to be enrolled in our emergency notification system so they will receive a text message on their phone if there is an emergency. 

Camp staff shall know the exits to use in case of a fire or emergency. They will walk the campers through what to do and where the designated meeting place will be. See Exhibit A for instructions that should be given to campers. 

For overnight campers camp staff will keep the list of campers and their room numbers in a go-bag near where they sleep. Camp staff are responsible for reporting important information to emergency responders. 

First Aid and Health Care Supplies: 

First aid kits should be with camp staff at all times during camp. Risk Management has a supply of first aid backpacks that may be checked-out for camps, please call 906.227.2745 to reserve a backpack. AEDs are located in multiple locations throughout campus. Camp staff should be trained on where AEDs are located and how to properly use them if needed. The National CPR Foundation website has resources available for CPR/AED training, View Free Video on CPR/AED Training. A copy of the Emergency Action Plan flip chart will be kept in the first aid backpack. The flip chart includes the procedures for severe weather, power outages, threats and hazardous materials, concussion protocols and contact information. 

NMU Emergency Safety Plan: 

Our buildings have fire alarm systems throughout that report to our NMU Police Department Dispatch. Our dispatch department is staffed 24/7 and continuously monitors the fire alarm system. Should a fire alarm occur in a building, our dispatcher receives that information and immediately dispatches the necessary resources to handle the emergency. Our dispatchers also have direct communication with Marquette County Central Dispatch. Should an emergency occur in the area that could affect our campus, Marquette County Central Dispatch notifies our NMU dispatch, so our campus community is notified and necessary actions are taken.

Marquette City Fire Department is the local fire department that responds to our campus. Each year, they get tours of our facilities so they are familiar with building layouts and emergency procedures. They are trained and prepared to handle fire and rescue emergencies that may arise. 

Threats:

In the event that a person, or persons, pose a serious threat to campus a Shelter-In-Place (SIP) may be initiated. This would usually involve some form of violence, or a firearm, and necessitate immediate action. 

• Move indoors to a safe location, if unable to get indoors-lie flat, get behind something, and await police.
• Get into an interior room, lock and block all doors and windows.
• Turn off lights, silence cell phones and remain quiet.
• Stay low to the ground, on the floor, near solid interior walls, staying away from windows and doors. Take cover in the area.
• Do not peek out windows, or doors, to see what may be occurring.
• Monitor NMU emergency text/computer alert system. 
• Do not evacuate if the fire alarm is activated unless you are positive a fire is occurring.
• If possible, and safe to do so, report the location of the violent person (if known). 
• SIP until informed by police, they will present valid identification.
• When Police arrive do not run at them, or make sudden movements. Do not hold anything in your hand that could be mistaken for a weapon.
• An emergency text alert and security notice will be issued by NMU Police Department, the building may go into lock down. Follow commands relayed by NMU Police Department. 

Weather

In the case of extreme weather NMU’s Risk Manager will receive a notification from Perry Weather and notify the camp director. It is still always a good idea to check the weather forecast before outdoor activities. Severe weather that you are not prepared for can threaten everyone’s safety. 

Extreme Heat:

In the case of extreme heat NMU’s Risk Manager will receive a notification from Perry Weather and notify the camp director. If the camp will be spending a significant amount of time outdoors, especially sports camps, the staff should be trained in heat illness and what to watch for. Risk Management can provide training videos for you and your staff if needed.  Limit the duration and intensity of play. Make sure to take plenty of breaks and get out of the sun. Keep campers hydrated. If you see a camper in distress, get them inside and hydrated. If an emergency first call 911, then notify NMU Police Department at 906.227.2151. 

Lightning: 

If lightning or thunder are observed, or a thunderstorm appears imminent, move activities indoors. It is recommended suspending activities until 20 minutes after the last strike of lightning is seen and after the last sound of thunder is heard. 

Air Quality:

Poor air quality can cause increased risk of breathing problems. The NWS Air Quality Forecast System provides a real-time Air Quality Index, View Index. Athletes are at increased risk because they often inhale deeper due to exercising.

Air Quality Index Recommendations: 

• 100 or higher: Monitor all campers for respiratory difficulty. Consider removing athletes with preexisting pulmonary or cardiac conditions from outdoor athletics. 
• 150 or higher: Shorten outdoor activities and minimize the intensity of the activity. Move campers with preexisting pulmonary or cardiac conditions indoors. 
• 200 or higher: Consider rescheduling the activity or moving it indoors.
• 300 or higher: Move all outdoor activities indoors. 
• If indoor locations are not an option or air quality indoors is not any better cancel the activity and provide a non-strenuous activity. 

Flooding:

• Flood Watch: Conditions are favorable for a specific hazardous weather event to occur. It doesn’t mean flooding will occur, but it is possible. Consider suspending activities and moving to higher ground until the watch is ended. 
• Flood Advisory: A specific weather event that is forecast to occur may become a nuisance. If caution isn’t exercised, it could lead to situations that may threaten life and property. Suspend activities and move to higher ground until the advisory ends. 
• Flash Flood Warning/Flood Warning: Flooding is imminent or occurring. Cancel outdoor activities and move to higher ground. 

High Winds: 

Heavy winds can cause unexpected injuries. Watch for NWS alerts about potential wind events. 

• High Wind Watch: Sustained, strong winds are possible. Consider postponing activities and seeking shelter until alerts are cleared.
• Wind Advisory: Strong winds are occurring but are not so strong as to warrant a High Wind Warning. Consider postponing activities and seeking shelter until alerts have cleared. 
• High Wind Warning: Sustained, strong winds with even stronger gusts are happening. Take shelter until the alert is cleared. 

Blizzard/Cold Weather: 

Cold weather is not only uncomfortable, but it can also be a safety hazard. Conditions created by cold weather exposure include frostbite and hypothermia. The following provides guidelines on when outdoor activity is safe and when it needs to be moved indoors. 

• Temp/Wind Chill 32 degrees F above - Weather is safe for outdoor activities when campers are dressed appropriately
• Temp/Wind Chill 0-32 degrees F - Limit outdoor activities
• Below 0 degrees F - Stay indoors

High Adventure Activities

Campers or legal guardians should sign an assumption of risk form/waiver. The Risk Management office can help you develop the correct form. High adventure activities require specially trained staff or special safety precautions to reduce the possibility of an accident. Staff to camper ratio may need to be adjusted for the activity. 

Aquatics:

• Aquatics means activities that involve swimming, use of watercraft on lakes, rivers, pools or ponds. Aquatic activities also include wading within water. 
• Aquatic activities are one of the highest risk activities within children camps.
• Camps shall classify each camper according to aquatic ability before camper engages in aquatic activity. All campers and staff are considered non-swimmers unless tested. Swim tests can be organized at the PEIF. At risk swimmers, non and weak swimmers need life jackets at all times.
• Staff should conduct head counts every 5 minutes. If the head count does not match the correct number, a whistle will be blown and all swimmers must get out of the water. Once the head count is correct, campers can resume swimming.
• There must be a buddy system in place.
• Canoe/kayak trips must have a direct line of sight between all boats, from the first to the last boat in line at all times, as the curvature of the waterway allows. 
• If going to the beach be sure to check the colored flags to determine if swimming conditions are safe.
• When offsite be sure camp staff have a whistle available. 
• Life jackets should always be available and used as necessary (i.e., canoeing trip all campers need life jackets). 
• All water activities require an NMU lifeguard to be present.
• Limit swimming activities to only daylight hours.
• Make sure pool rules are followed.
• Camp shall establish and follow a written aquatic emergency plan for each aquatic activity. Plan should include:
  • Rescue procedures and frequency of drills
  • Camper accountability
  • Prompt evacuation in case of emergency (weather, health, etc.)
  • Notification of outside emergency services

Emergency Action Plan for Swimming

Head Count Totals Do Not “Check”.

If totals do not check during a head count, the swimmers will be asked to exit the water. If the numbers do not match after the second count, the emergency call procedures will be immediately implemented.

Emergency Procedures/Lost Swimmer Search:

• It is absolutely essential that staff move calmly, but quickly and implement the lost swimmer search.
• The lifeguard will announce for all swimmers to line up on the pool deck or shore so the aquatic observers can do a head count while the lifeguards do a visual search of the water. 
• If in the pool, one male and one female camp staff will walk through the locker rooms looking for the lost swimmer or the surrounding area. Make sure to announce near restrooms that you are looking for any campers who may be in the locker room. Report back to the pool deck or shore as soon as a locker room or surrounding area sweep has occurred.
• If the count is still off, the building manager and camp director should be called to assist in the search throughout the facility or area. If after 5 minutes the child is not located within the facility or surrounding area, emergency services must be called to assist in the search. 

NMU Climbing Wall:

If camp will be using the climbing wall make sure parents have signed an assumption of risk form. Rules for the climbing wall must be followed at all times, rules can be found on the NMU Rec Sports Website or at the Rec Center. All climbs must be done with someone who is belay certified. 

Hiking:

Plan your route ahead of time and share it with staff that are not going. Be sure to check the weather before heading out. Bring the first aid backpack along. Have a buddy system in place and one counselor leading and one at the end of the line. Do a head count every 10 minutes, if a camper is missing do the lost camper protocol. Teach the campers what to do if they get separated from the group. 

• Stay where they are and don’t wander further, unless they are in immediate danger.
• Stay calm.
• If they get cold exercise in place.

Lost Camper: 

Remain calm. Have all the campers take a seat or stand in a line and double count. Go through the roster list to determine which camper is missing. Determine when the camper was last seen. One counselor should retrace the locations of the group and check all restrooms, announcing they are looking for a lost camper. Do not leave the other campers unattended or have them participate in the search. 

If on campus, notify all available staff in the area to help locate the missing child. If a camper is not found in 5 minutes, call the NMU Police Department. If off campus, call 911 and have a detailed description of the camper ready, including name, age, height, hair color, place last seen, what the camper was wearing. If 30 minutes pass and the child is still unable to be located, the parents of that child need to be called by the camp director. If the camp director is not available, another full-time staff person will need to make the call. 

Hazardous Materials:

In the event a hazardous material release occurs indoors, evacuate the building. In the event of an exterior hazardous material release (including chemical, biological or radiological), either accidentally, or intentionally:

• Move indoors and remain there.
• Once indoors, remain in interior rooms with no windows.
• Close and lock windows, doors, and seal the room as much as possible.
• Shut off heating, ventilation, air conditioning (HVAC) units if possible.
• Remain in place until notified by NMU emergency text/computer alert system. 

Clery Act Reporting Obligations:

Camp staff should be aware of the Clery Act protocols for reporting abused or neglected or unsafe minors. Specifically, anyone who knows, suspects, or receives information indicating that a minor has been abused or neglected, or who has other concerns about the safety of a minor MUST inform the program administrator, the NMU Police Department at (906) 227-2151 or the Michigan Department of Human Services at (855) 444-3911.

Other Concerns: 

Transportation:

First, if the camp will be transporting minors the Youth Travel Permission Form (PDF) needs to be completed by the campers parent or guardian.  

Next, there are two types of motor vehicle driver pre-checks. Each staff member who will transport adult campers or use NMU vehicles to transport equipment will complete the  NMU’s Driver Authorization process. To begin the authorization process, staff must log in to MyNMU, select the Safety Department tile, and then select “Driver Authorization Request” for instructions and authorization requirements. The Camp Director will keep copies of the Driver Certification with the rest of the camp paperwork. 

All drivers who transport minors will have their driving records reviewed as part of the Minors on Campus program registration process. The Program Administrator must indicate in the registration system that the individual may transport minors when entering the required background check information. The NMU Police Department will review the driving record and document completion of the review within the Minors on Campus registration system. Any discrepancies identified during the review process will be evaluated by the NMU Police Department. Exceptions to these requirements may be granted only by the NMU Police Department.

The use of private vehicles for transporting campers should be avoided. When private vehicles must be used, contact Risk Management; Risk Management will inform the program director and the owner of the vehicle(s) of insurance and liability issues. 

More than one program staff member must be present in the vehicle, except when there are multiple minors for the duration of the transportation. 

NMU has a corporate account with Enterprise that provides reduced vehicle rental rates. Contact Risk Management for additional information.

When transporting passengers, the use of 15-passenger vans should be avoided whenever possible. These vehicles have a significantly higher rollover risk and can be more difficult to control, particularly when heavily loaded. If a 15-passenger van must be used, no passengers may be seated in the last row under any circumstances, as serious injury can occur in the event of a crash or rollover. The Program Administrator is responsible for ensuring that the last row remains unoccupied at all times. It is also recommended that no more than 10 passengers ride in these vans. When more than 10 passengers are present, the additional weight raises and shifts the vehicle’s center of gravity toward the rear, increasing the likelihood of a rollover. When loading passengers, seats should be filled from the front of the van first.

All occupants must wear seat belts at all times. 

Photos:

All campers should complete a photo release form indicating whether permission is granted to photograph and publish their image. Camp staff should establish a clear system for identifying campers who may not be photographed. For example, campers who may not be photographed could wear a designated lanyard color, or an indicator such as an asterisk (*) could be placed next to the camper’s name on attendance sheets. Staff must reference this system before taking or publishing any photos.

Social Media:

• Do not post any photos on social media. Any social media posts on NMU’s sites will be done by an authorized individual.
• Do not contact any campers on social media.
• Do not engage or communicate with minors through email, text, social networks, phones, multiplayer online games, internet chat rooms, or other forms of social media. 
• Consider using a group app for communication, if necessary. 

Clear Identification of Program Personnel: 

All program personnel should be clearly identifiable by name badges, t-shirts, or other identification that allows others to know of their association with the program. Though this may be easier in a camp activity, faculty or staff overseeing other programs should also be able to be identified with NMU if they are working under an NMU program with a minor. This also assists emergency personnel in a crisis situation to know who is the responsible adult.

Bullying:

Bullying will not be tolerated. Bullying happens when someone hurts or scares another person on purpose and the person being bullied has a hard time defending himself or herself. Bullying is: 

• Punching, shoving and other acts that hurt people physically. 
• Spreading bad rumors about people. 
• Keeping certain people out of a “group”. 
• Teasing people in a mean way. 
• Getting certain people to “gang up” on others, known as scapegoating. 

There are many ways that young people bully each other, even if they don't realize it at the time. The behavior is insidious; it spreads harmfully in a subtle or stealthy manner during times when campers are unsupervised; and often the camp staff is not aware that it is taking place until things get out of control. 

Locker Room / Restroom Behavior:

Camp staff are in charge of monitoring the hallway during restroom breaks. Remain in the hallway to watch both boys and girls entering/exiting the restrooms.  Let younger kids go to the restroom first. In the event a child is complaining that they can no longer hold it, allow them to use the bathroom as well. Camp staff should be checking bathrooms periodically and turn off any running water and pick up paper towels that are left on the floor.

The biggest issue that the locker room brings is lack of privacy. There are many campers who do not wish to change in front of other children. Please respect each camper’s privacy and help them find a location where other campers are not present. The bathroom stalls work great for privacy changing. Controlling the campers in the locker rooms is important. There will be other members of the PEIF Recreation facility utilizing the locker rooms. Please keep contact between them and the campers to a minimum. 

Post-Camp Evaluation: 

Collect Feedback from campers and parents about their experience. Meet with staff to review feedback and any incident reports to identify what went well and areas for improvement. Consult with campus departments involved in the camp to identify areas for improvement. The records retention requirement for camp records is three years. Store personal information (such as medical forms) in a secure location. Save the documents used in planning and recommendations for improvement for future camps. Records may be transferred to the NMU Records Center for storage. Contact Records Management for more information about the records transfer process. 

Exhibit A – Fire Safety Walk-through Script

The University has fire and emergency notification systems in place. If the fire alarm goes off, the first thing you’ll do is check your door for heat using the back of your hand. If the door isn’t hot, carefully open it just a little and check for smoke. If there’s no smoke, it’s time to leave—right away. Use the stairs, not the elevator, and don’t stop to grab your stuff. There may be only emergency lighting, but there will be lights to guide your way.

In a minute, I’m going to show you the main stairwell you’ll use to exit, as well as a backup stairwell in case the first one is blocked. Once you're outside, go straight to our meeting spot which I’ll also show you. A counselor will check every room before they leave to make sure no one’s left behind. Once we're at the meeting spot, we’ll take attendance. If you’re missing, a firefighter might have to go back in to look for you, and that can be very dangerous so please head to the meeting spot right away.

If there’s an emergency other than fire, your counselor will be notified by our emergency system or housing staff, and they’ll let you know exactly what to do. That might mean locking the doors and staying away from windows (that’s called sheltering in place), or possibly getting on a bus to go somewhere safer. Your camp staff know the drill, and they’ll walk you through it.

Now, just to be extra safe if there ever was a fire right outside your door, though that’s very unlikely, you would stay in your room. Keep the door closed, stuff a towel or shirt under the bottom to block smoke, and open your window. Don’t try to climb out the window. Just wait for help to arrive with a ladder or other equipment to get you out safely.

Okay, now let’s take a walk. I’ll show you both exits and where we’ll meet up outside.