1. Has s/he reviewed their job description?
2. Has s/he registered for camp?
3. Has s/he C received, signed and returned a contract and Code of Ethics?
4. If s/he is working with children or youth, has s/he passed/provided a background/police check?
5. Has this information been given to/received from the Registrar?

Scheduling:

Work with the Volunteer Coordinator to schedule in advance the major evening and afternoon events for the week, establishing times, locations, etc.
Ensure that these decisions are given to the Newsletter Editor for inclusion in the newsletter.
If you want schedule included in the roster, let Registrar know.

Mail-Back Form:

Ensure that Volunteer Coordinator is working with the Registrar to prepare form to go to campers. (Copy can be obtained from Registrar) The Registrar will most likely want to send this with camp invoices, so check date with him/her.

Camp Budget:

A budget for camp will be established at the January meeting of the Board. You should receive a copy from the Treasurer. It is your responsibility to ensure that all conference expenditures are within budget. Supplies can be reimbursed if a person submits a request to the Dean. You need to let volunteers know that all reimbursements need to go through you. You are responsible for signing reimbursement requests and submitting them to the Treasurer within 30 days of the Camp (except phone bills with be allowed 45 days). Review budget and inventory with staff. You can obtain a copy of current inventory - supplies on hand at Naramata - from the Registrar.

May:

1. On May 1, Registrar releases spaces held for staff, and fills camp from waiting list. If any staff are missing, talk to him/her.
2. Send copies of previous (2) year’s newsletters to Newsletter Editor.
3. Contact all staff - by phone, and send a letter or email
4. Outline the Dean’s theme and any special activities for the camp
5. Solicit requests for the Dean’s Letter - do they want campers to bring anything special (e.g. art or worship materials, music) or do any preparation before camp.
6. Contact Naramata Centre and inform them that you are the Dean for the camp.

Dean's Letter To Campers:

One month before camp the Registrar sends a “pre-camp newsletter” to campers telling them the standard information of what to bring, how to get to camp, etc. Space is available for the Dean to input special information regarding your camp. In coordination with the Registrar and Volunteer Coordinator prepare your section. [The Registrar needs your material three weeks in advance of the mailing date to have time to edit, format and print the newsletter.]

If there is going to be an Art Show, the letter needs to state that items can be sold with 10% of sale going to Eliot. All sales of goods and services, other than those at Art Show, must be approved in advance by the Dean.

Letters To Children And Youth:

May 1: Have Children’s Program Director and Youth Advisor prepare letters of welcome to children/youth in their program and their parents. Names and address labels (if wanted) will be provided by the Registrar. These letters should give an overview of the program planned and note if donations of money or snacks are wanted for sleepover or other occasions. Inform staff to keep track of expenses so they can reimbursed.
May 1: Have Children’s Program Director and Youth Advisor provide you with an outline of their program for review.

On May 15, send Welcome Letters to children and youth.
If practical, have a staff meeting before camp. Send notes to those unable to attend.
Dean and Volunteer Coordinator purchase supplies for afternoon and evening programs. Check inventory lists, and prepare to update first aid kits, and supplies for festivities.

June:

1. Ask the Registrar to send you a draft of the informational pages to check the list of conference staff.
2. Ask for a list of new campers from the Registrar. With the Volunteer Coordinator plans ways to easily integrated newcomers into the camp. If possible let newcomers know of planned events just for them, i.e. Newcomers Orientation, etc.
3. Schedule a meeting with staff at camp prior to camp registration. This is usually 2 p.m. for summer camps. Make sure staff and Conference Center are aware of the meeting time and place. Write agenda and photocopy.
4. On June 15 (or per contract), send a schedule of the group’s sessions and break times as well as meeting room set-up information to Naramata Centre so appropriate staffing can be provided. (For spontaneous workshops request equipment and chairs to be in designated rooms, to be set up by our own volunteers.) (Registrar will send room assignments and meal requests.) Keep a written record of any correspondence and agreement reached with Naramata.

Planning:

1. Plan All-Camp Orientation - write agenda, plan songs with Music Director, and any fun stuff (hats, costumes, skit?) in staff introduction.
2. Make any photocopies you know you need, and take them to camp with you.
3. If there are a large number of young adult registered for camp, arrange for an orientation for Young Adults and provisions for a Young Adult discussion group.

At Camp:

1. Serve as liaison between the Eliot Institute and the Naramata Camp management for the conference, carrying out the duties of “Group Coordinator” as set out in Naramata Centre’s contract package.
2. Maintain a high visibility and accessibility to campers and staff alike.
3. During the conference, any urgent messages for participants will be directed to the Dean. All other messages will be posted on the Centre’s message board and can be retrieved by campers.
4. During the camp, obtain from the Registrar and volunteer staff updates on meal numbers (e.g. youth on out-trip), late arrivals, “no-shows”, early departures, etc. and communication to Naramata Centre staff. ***Attention to these details save Eliot money!
5. Be in daily contact with the Eliot Board President or her/his representative at camp.

First Day Of Camp:

1. Upon arrival, meet with Naramata staff to receive the set of master keys from Naramata Centre staff, and pass them on to the Operations Manager. They are issued to provide for the following:

- if any camper inadvertently lock themselves out of their accommodations
- to unlock/lock meeting spaces/building after Naramata Centre staff have left for the day.

Staff Meeting:

Meet with the conference staff no later than 2 p.m. Establish a time for regular staff meetings each day of the session thereafter [as a rule this has been 1 p.m. for Summer camps]. The Board President or designee is to be included in these meetings. Remind Children and Youth staff that fund-raising for their program events needs to be approved by you.

Other:

Make sure a basket for donations, food, etc. has been set out for campers who wish to contribute.
Video Selection Policy: The Board recommends to Eliot Deans that discretion be used in selecting video tapes, movies, rock videos, etc. for viewing by campers. For recreation and entertainment purposes we suggest shows not be violent or pornographic; for program purposes, investigation and discussion of “popular” show/videos might be beneficial from a Unitarian point of view, with qualified leaders. These statements are for guidance only.

Camp Orientation Meeting:

Convene and chair the orientation meeting for all campers on the first evening, outlining conference rules and expectations. (Include clarification of Board policy re: sales and solicitation of business during the conference.) Other possible items to discuss: Community creation (wear nametag except when sleeping); inclusiveness, the book Store; Alcohol presence around kids.

Solicit qualified first-aid volunteers, if not done in advance, to be available for voluntary assistance. Names and housing locations of volunteers should be posted at the first aid box.
Ensure that a calendar of events and special bulletins are prominently displayed.
Let campers know that Eliot By-Laws and other information are available in the Registrar’s notebook and where that is located.

Newcomer Orientation Or Event:

Hold new camper orientation or event on arrival day and follow up as needed

During Camp:

Meet with the camp staff daily to discuss schedule, concerns, etc. The Board Chair or designee is to be included in these meetings.
Work with the Volunteer Coordinator as needed in scheduling events, locations
Review newsletter before it is printed
Serve as mediator in cases in dispute, consulting with the Eliot Board for clarification and support.
Ensure that campers are reminded to fill out their evaluation forms. If they were not included in registration packet, hand out at Friday lunch. The Registrar will collect the evaluations and give/send to the Recording Secretary for tabulation.

Last Day:

Collect Reimbursement request forms from Staff. Sign and give/mail to Treasurer.
Publicly thank host camp staff and management at breakfast or lunch.
Ensure that Children’s Program Director, Youth Advisor, Operations Manager, Worship Coordinator, Music Coordinator and others involved complete an ending inventory (including banners) before appropriately storing all supplies. This report should be submitted to the Dean who will give a copy to the Registrar before leaving camp.
As a courtesy, upon departure, check out with the Naramata management.
Give your manual to the next Dean (if s/he is present) or to the Registrar.

After Camp:

Within four months of camp, prepare a written report and evaluation of the camp. It is preferred that the report be e-mailed to the Registrar and Recording Secretary who will then see it gets to the Board and future Deans. The report should include names of recommended staff and recommended discussion leaders. [NOTE: If Dean’s Reports are not received within four (4) months after the camp, the stipend will be forfeited.]

The Dean's Report:These are things you might like to include in your report:

1. What went well
2. What could have been better
3. New ideas worth repeating
4. Recommendations to the Board
5. People you would recommend for future staff positions
8. Concerns

Give the Dean's Manual to the Registrar (if the next Dean was not at camp) so s/he can pass in on to the next Dean.

Staff Reports:

As a rule, the only person required to make a report at the end of camp is the Dean. However, reports are often prepared by Program Staff and others. Inform your staff that a brief report, after camp, would be helpful. It could contain high points of the week and suggestions for next camp. In doing so ask that they not put in their reports negative comments that disparage individual staff members or volunteers by name, but by title only. Such comments, when received, shall be marked confidential, with hard copies only forwarded to Board members. Reports approved by the Board will be distributed to interested others at the Board’s discretion.
These reports, whenever possible, should be e-mailed to you or directly to the Registrar and Recording Secretary.

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