Eliot Institute Camp Dean

Dean's Time Line Winter

Dean's Time Line Naramata

Dean's Time Line Summer

Selection: A Dean (or Co-Deans) is (are) selected and appointed by the Eliot Board to preside over each Eliot conference.

Qualifications: The Dean should be an experienced Eliot camper who has held staff positions at previous conferences. Good organizational, administrative, and interpersonal skills are essential. A broad knowledge of camp programs and routines, and acquaintance with a wide variety of campers are most desirable.

General Responsibilities: The Dean is responsible for the general well-being and daily operation of the Conference. He/She is responsible also to the Eliot Board through its President or Board Representative, and is guided by the policies of the Board.

Dean's Authority:

The Conference Dean may delegate responsibilities and authorities at his/her discretion. Deans shall have authority to require any camper to leave, for due cause. When necessary, recommendations about such removal shall be brought to the attention of Board members present, for their concurrence and action.

Specific Responsibilities:

1. Make sure the camp has, unless authorized by Board in advance: Theme; Speaker(s), Music; Worship; and Small groups. The Board is responsible for selecting and hiring the Speaker(s). Usually the theme of the camp is based on the Theme Speaker’s topic, but you can choose a different theme. You are responsible for ensuring there is music, worship and small groups.

2. Initiate and maintain contact with the Theme Speaker to ensure the delivery of a program that supports the Mission Statement and traditions of Eliot. Ask if there are any books s/he would like the Camp Bookstore to have for sale. Get this information to the Church Bookstore Manager providing books for camp.

3. Serve as liaison for the Theme Speaker with the Eliot Board.

4. Serve as liaison between the Eliot Institute and the facility management during the camp, by means of daily contacts with the management and the President or Board Representative.

5. Select and supervise, as necessary, camp staff (see Time Line for staff positions):

6. Ensure each staff member understands the job description, and signs a contract and Code of Ethics Statement and, when needed, provides a Criminal Background Check to the Registrar before the camp. The Children’s Program Director and the Youth Advisor may be assigned the task of informing their staff of the need for a Criminal Background Check.

7. Ensure Discussion Leaders for the morning program are appointed (this may be assigned to the Small Group Moderator). Work with the Theme Speaker to coordinate a mutually rewarding effort.

8. Meet with Seabeck or Naramata staff upon arrival to go over check-in procedures. Meet with the camp staff no later than 2 p.m. on the day of registration and establish a time for regular staff meetings each day of the session thereafter. The Board President or representative is to be included in these meetings.

9. Convene and chair an orientation meeting for all campers on the first evening, outlining camp rules and expectations. (Include clarification of Board policy re: sales and solicitation of business during the conference.)

10. Ensure qualified first-aid volunteers are available for voluntary assistance. Names and housing locations of volunteers are to be posted at the first aid box. This task of finding these volunteers is assigned to the Volunteer Coordinator (Naramata) or Volunteer and Operations Coordinator (Seabeck).

11. Schedule with the Volunteer and Operations Coordinator (Seabeck camps)/Volunteer Coordinator (Naramata) the events of the week, establishing times, locations, etc.; and posts necessary bulletins and notices, in cooperation with the Newsletter Editor.

12. Let campers know at Orientation that the Registrar has a notebook in the office which contains Eliot Institute By-Laws and other materials of interest.

13. Maintain a high visibility and accessibility to campers and staff alike.

14. Serve as mediator in cases in dispute, consulting with the Eliot Board for clarification and support.

15. Ensure evaluation forms (if not included in Registration Packet) have been distributed to all campers prior to last day. Remind campers on the last two days of camp to return these forms to a specified location. [The Registrar is responsible for collecting these and sending them to the Board Recording Secretary for collation and a report.]

16. Ensure all camp expenditures are within budget. Approve all camp expense vouchers, and submit them to the Treasurer within 30 days of the camp (except phone bills will be allowed 45 days).

17. Ensure that each program director completes 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.

18. Ensure management of the gratuity collection and announce to campers. The task of collecting the gratuity may be given to the Volunteer Coordinator or Operations Manager (Namarata) or Volunteer and Operations Manager (Seabeck).

19. Publicly thank the Host Facility staff on the last day (either at breakfast or lunch).

20. Submit to the Eliot Board, at its first meeting following the camp, a written report and evaluation of the camp over which he/she presided. Names of recommended staff and recommended discussion leaders should be included. This report should be e-mailed to the Registrar and Recording Secretary.

21. As a courtesy, upon departure, check out with the facility management.

22. Pass your manual to the next Dean, if possible, or to the Registrar so s/he can pass it on to the next Dean.

23. Work with Bookstore Manager (Seabeck) or Bookstore (Naramata) and ensure ordering of speaker’s books, if any.

24. Decide if you would like to video tape the Speaker(s) presentation so those adults in the Children’s and Youth staff can view the presentation later in the day. If you decide you would like to do this, get permission of the speaker(s).

The Dean's Report:

These are things you might like to include in your report: