Handbook for Youth Programs Conference Services Staff 725 Front Street, Suite 201 Santa Cruz, CA 95060 P: (831) 459-2611 F: (831) 459-3422 conf@ucsc.edu
Martha Keeler................................................................Associate Director Jonathan Miller...........................................................Operations Manager Corrinne Hughes........................................Business Services Coordinator Nancy Moore………...Conference and Events Management Coordinator Jennifer Bloom.....................................................Conference Coordinator Rafael Valadéz.....................................................Conference Coordinator
Welcome! Welcome to the University of California at Santa Cruz. This campus, established in 1965, is one of the most beautiful campuses in the United States. The towering redwoods and amazing vistas of Monterey Bay are but a few reasons why UCSC is the best place to be. We, at Conference Services, are pleased to have the opportunity to share our beautiful campus and its convenient facilities. Youth programs are an integral part of our mission for outreach and service to our community. In order to make your time with us as enjoyable as possible, the Handbook for Youth Programs has been developed. The purpose of this handbook is to familiarize you with policies and procedures that govern groups at UCSC. Please share this handbook with your staff as it contains valuable information. Your understanding and agreement to comply with these rules and regulations will help your check-in and program run smoothly and with fewer interruptions. All staff, volunteers, and participants, regardless of age, are to be informed of and abide by all rules and regulations. The cooperation of everyone is necessary if your program is to be successful, rewarding, and fun. We hope that your stay at UCSC will be pleasant. Should you have any questions, please contact your Conference Coordinator or Conference Office.
Animals/Pets Conference participants are not permitted to bring household pets on campus during the summer quarter. Exceptions may be granted for animals which assists people with disabilities. Any animal exempted under this policy must be issued a permit by and registered with the campus Animal Control Officer. A copy of this permit must be provided to Conference Services prior to arrival. ATMs ATM machines, accepting most cards, are located just across from the Bay Tree Bookstore. Bay Tree Bookstore The bookstore is located at the heart of the campus off Hagar Drive. Available at the bookstore are campus souvenirs, apparel, food, and snack items. Bookstore hours are Monday – Friday 8:30AM – 5:30PM and Saturdays 10:00 AM – 4:00 PM. On the web: http://slugstore.ucsc.edu/ Behavior Guidelines: Supervision & Conduct Youth programs with participants younger than 21 years of age must provide adult staff over 21 years of age. The youth to supervising-staff ratio must be no more than 15 youth to 1 supervising staff. The supervising staff must be representative of the gender makeup of the program (programs which include both male and female participants will be accompanied by both male and female staff members). If participants are housed in clusters (i.e.: by schools), the supervising staff for each cluster must mirror the gender make-up of the participants as well. Youth participants must be accompanied by supervising staff at all times. All staff must be familiar with and are responsible for upholding UCSC policies. All rooming list data must be current and recorded with the Conference Office (for more see Safety section). We strongly advise CPR and First Aid training for all staff. All programs must comply with California State Law which requires fingerprinting for staff and volunteers who work with youth. UC Santa Cruz is a multi-diverse community and will not tolerate the denigration of another human being on the basis of race, sex, sexual orientation, national origin, disability or other characteristic. Ignorance is not an acceptable excuse for such behavior. There are many other conferences, programs, and activities on the UCSC campus that will be occurring during the same time as your conference. Your group will inevitably encounter other groups, other programs, or UCSC faculty, staff, and students. Interactions between any member of your group, including staff, and other people at UCSC are expected to be respectful and civil at all times. Any actions, words, or behavior that show disrespect or rudeness to other groups or persons on campus are
subject to the immediate dismissal of your conference or conference participant(s) and the forfeiture of all fees associated with your conference. Illegal drugs, fireworks, explosives, and all weapons are absolutely prohibited on campus. Alcoholic beverages are not permitted in any areas occupied by individuals under the age of 21. It is illegal to tamper with alarms, fire-fighting equipment, and elevators or to damage/vandalize university property in any way. Candles and other open flames are not allowed. Nothing is to be fastened to walls; windows and screens are not to be tampered with; litter is to be placed in the trash and recycling containers provided. Any damages to university property will be charged to the organization hosting the conference or program. Quiet hours between 10:00pm and 8:00am are to be respected. Participants are expected to behave appropriately at all times; excessive noise or rowdiness will not be tolerated, especially around college offices. Loud sound systems may not be used in residential areas or dining halls at any time. Community Safety Officers Community Safety Officers (CSOs) perform nightly rounds ensuring the safety of the college and its participants. CSOs enforce policy, can assist with lock-outs, and act as a contact during emergencies. Please be aware of CSOs in your area so that you are not alarmed when you see them. CSOs wear black or tan vests with UCSC insignia on the left. They also carry with them a UC identification badge. CSOs work a staggered schedule between the hours of 7PM – 3AM. To contact a CSO dial dispatch at (831) 459-2100. Copy Center – see X-Press It! Conference Office These offices are located at various colleges throughout the campus and staffed by Conference Services employees; all to assist you in making your stay at UC Santa Cruz a pleasant one. Your Conference Office assignment is based upon your housing location. Prior to arrival you will be notified of your Conference Office location, phone number, and hours. The following are some of the services and items that are available at your Conference Office: directions, maps, phone cards, email access, tourism guides, and other camp information. Please be aware Conference Offices are not open 24 hours. Custodial Services Conference Services provides custodians who clean the residence hall bathrooms and lounges. However, it is the group’s responsibility to clean up their own rooms. Dumpsters are located at every college and near the residence halls for each group to take out their trash. Excessive trash left in the halls or in the rooms will result in charges made to the group. Damage
Damages caused to University property will be billed to the group or camp. In addition, camp participants will be asked to cease the action or use of the item(s) causing damage(s). We understand the value that decorations and “spirit” add to programs. In order to coexist with the academic side of college life, we must contain decorating to the residential areas. Hanging of materials is not allowed on rooftops, trees, bushes, or any other surface. Chalk, paint and glitter are not allowed. All signs/posters must be hung with a low-tac adhesive tape (painter’s tape or adhesive putty) to prevent paint removal. Please do not cover-up room numbers. For emergency and safety purposes keep at least a 6 inch radius from room number signs. Room numbers should be visible at ALL times and easy to see. All decorations should be taken to the dumpster before your camp/group’s departure. Dining Three meals a day are included in your nightly housing costs. Meals generally begin with dinner. Your group/camp will be given a meal time which all must adhere to. Please allow enough time to walk or travel within dining hours. For the first meals, it is recommended programs allow extra minutes for youth participants to orient themselves to their assigned dining hall. Each youth participant must wear a wristband to enter the Dining Hall. Wristbands may be looped/fastened around a neck lanyard or around the wrist. They are to be visible and presented at the cashier stand at each meal. The fee for a lost or damaged wristband is $10.00. Group directors should contact their Conference Coordinator for setting up meals for the day-only participants. Appropriate behavior in dining halls is expected. Each person is to “bus” his/her own table. No food is to be removed from the dining hall. Penalties will be assessed for violation or abuse of dining hall facilities. No cooking is allowed in the residence halls or apartments. Please do not bring cooking appliances or tamper with stoves. Dress for Success Summer weather in Santa Cruz reaches highs in the 70-80s but can be much cooler at night and early mornings. Dressing in layers is recommended for those visitors unfamiliar with our climate. It is advised that summer guests bring a sweater, jacket or sweat shirt for the cool mornings. Our campus is built to complement the natural terrain of the forest and hills surrounding us. Many areas are best reached by walking. We advise wearing comfortable shoes while on campus. Sunscreen is a must for all skin types and should be applied daily. Early Departures Should a participant or staff person need to leave early, please notify your assigned Coordinator or Conference Office immediately. For safety issues, it is crucial Conference Services is kept informed of all persons residing on campus. The room key,
meal card/wrist band must be returned to the Conference Office with the participant’s name. Room charges are not prorated. Emergency Preparedness The university has re-evaluated its emergency procedures and has moved toward increased awareness of disaster preparedness. It is the responsibility of the director / staff to inform visitors and program participants of applicable procedures. In case of an emergency, your staff will assume responsibility for evacuation of all program staff, participants, and visitors. Most buildings have Evacuation Maps posted at the entrance. If a building lacks an Evacuation map, please contact your Coordinator or the Conference Office. In the event of a disaster, please go to the assigned evacuation area and await further instructions from emergency personnel. It is crucial all room assignments be kept current and your Conference Office informed of any room changes or vacancies made during your occupancy. Emergency Help: On campus phones: 911 Off campus or cell phones: (831) 459-4861 Dispatch nights/weekends: (831) 459-4444 Non Emergency Contacts: University Police: (831) 459-2231 Environmental Health & Safety: (831) 459-2553 Fire Department: (831) 459-3473 Fire Safety In the event of a fire, you should activate a fire alarm and call 911 (from an on-campus phone), if it is safe to do so. Do not try to extinguish the flames yourself. Building occupants are required by law to evacuate the building when a fire alarm sounds or when directed to do so by a public safety official. When evacuating: Stay calm. Do not rush or panic. Use the nearest safe stairs and proceed to the nearest exit. Do not use the elevator. Proceed to the designated evacuation meeting point. Wait for instructions from emergency responders. Do not re-enter the building until you have been instructed to do so by emergency responders. Tampering with smoke detectors, fire alarm stations, fire extinguishing devices, or door closures, is prohibited; such actions will result in disciplinary action and a possible fine. Earthquake Safety California is situated on an active fault zone. Infrequent and mild, earthquakes are not uncommon. However, most earthquakes are harmless. In the case of a severe earthquake, all groups are expected to follow these steps: Remain calm, reassure and assist others. If you are indoors, stay there. Move away from windows and bookcases. Get under a sturdy table or desk or stand in a doorway or corner. If you are on a stairway, grab a handrail for support. Shield yourself from falling furniture, debris, and glass.
If you are outdoors, move to an open area away from hazards. Avoid buildings, electrical wires, power poles, trees, or anything, which could fall. Do not attempt to run indoors! Stay clear of all potential hazards and be prepared for aftershocks. Do not re-enter buildings until they have been declared safe. After the shaking stops, exit the building by the stairs, do not use the elevators. Environment Protection As a community that treasures its natural environment, we ask all visitors to help us maintain a litter free campus. Trash cans and recycling containers are placed throughout the campus. Please use them. Be aware of other resources. Turn un-necessary lights off and do not waste water. Please report water leaks to your Conference Office. UCSC prohibits smoking in all public areas. No smoking outdoors within 25 feet of an entry way or intake system is allowed. Under age tobacco use is prohibited. Fax Service – see X-Press It! Harassment Physical and verbal harassment will not be tolerated and is prohibited on the campus. If any form of harassment occurs, you should notify your Coordinator or Conference Office immediately. UCSC’s Title IX Officer, Rita Walker, can be reached at (831) 459-2462. Health Services The Cowell Student Health Center is open on a limited schedule during the summer. However, usage must be coordinated through Conference Services three weeks before your camp/group’s arrival. 24 Hr. Emergency Care Dominican Hospital: 1555 Soquel Drive, Santa Cruz, CA (831) 462-7700 In the event of an emergency, please make sure to inform your Conference Coordinator after the incident has been taken care of (ex: broken leg, sprained wrist, etc.). Kiosks Kiosks are located at the main and west entrances and are staffed from 8PM – 3AM. Kiosks are designed as information centers and ensure that only those individuals with university business and their invited guests have access to the campus during the evening. Kiosk guards direct late arriving guests to their Conference Office and contact the CSO for late registration. If, during your stay on campus you anticipate a guest associated with your program will arrive on campus after 8PM, please call (831) 459-3377 (main entrance) or (831) 459-3388 (west entrance) so they are allowed entrance. Laundry
Coin operated (quarters only) machines are located in residence halls at each college. Machines are located in either the first floor or the basement. Some buildings have the laundry rooms locked; for access: contact your Coordinator. Please bring quarters for laundry; Conference Services does not provide change. Lost Keys/Wrist Bands Lost keys and wrist bands should be reported to your Coordinator and/or the Conference Office immediately. If a room key or wrist band is lost, you may obtain a duplicate at the Conference Office. Lost keys and lost entry cards will each incur a fee of $75. Lost wrist bands will incur a fee of $10. All lost items will be billed to the group after the group leaves, unless paid for in advance. Refunds are not given for keys returned after the group has checked out. Mail Mail may be sent to visitors staying on campus in care of the Conference Office. Proper addressing is*: UCSC – Conference Name Participant Name Santa Cruz, CA 95064 Long term participants – if you submit a change of address for the summer, select “temporary” change that will expire in six (6) months. Please have your staff check the Conference Office for mail at least once a day. *Note: A mail stop can be established for long-term programs. Speak with your Conference Coordinator for details. Maintenance In the event that there are problems with the residence halls such as broken furniture, faulty door locks, leaks, etc, please contact your Coordinator or Conference Office ASAP. Conference Services will then take the appropriate actions to remedy the situation. Noise Policy Because academic programs and UCSC staff are still on campus during the summer, it is important that individual/group noise not disturb other programs or university staff working or living on-campus. Excessive noise or rowdiness will not be tolerated. All cheering, yelling, loud radios, and ball playing must be limited to the playing fields. Loud sound systems may not be used in residence areas or dining hall unless the event has been pre-approved by your Coordinator. Your cooperation in maintaining these policies is greatly appreciated. From 10:00pm – 8:00am, quiet hours are in effect throughout campus. Penalties Failure to comply with university policy will be dealt with by assessing financial penalties and/ or termination of housing and removal from campus
Personal Property The university does not assume responsibility for participant's and/or staff's personal property. Expensive items such as stereos, cameras and computers should be left at home. Participants should be advised to bring only a small amount of personal expense money with them. The university does not have facilities to secure money. Phones Courtesy phones are located throughout the residence halls and college areas. These may be used for on campus calls only. Youth programs primarily reside in residential halls. Phone jacks will be active in all residence hall bedrooms. Upon request, one phone will be provided by Conference Services to the program director for emergency contact purposes. Additional phones are to be brought by the program/participants. Only local calling will be available, with long distance phone cards for sale in the Conference Offices. Any questions about phone service/access should be directed to your Coordinator or Conference Office. Messages for your camp/group will be taken by Conference Services staff at Conference Offices. Please arrange to check on messages at least once per day. The Conference Office will make every effort to deliver emergency messages. Security Staff and participants are responsible for the security of their rooms and buildings they reside in. Keep all doors and windows locked at all times. Do not keep outside doors propped open. Report anything that you feel jeopardizes your personal safety, the safety of the community or is suspicious to the University Police at (831) 459-4861 and/or the Conference Services at (831) 459-2611. Please report lost keys or lost entry cards immediately to your Conference Office. Tours and Admissions Information Campus tours and informational meetings with an admissions counselor are available all year, Monday-Friday at 9AM, 10AM, 1PM, and 2PM. A three weeks notice is required. Tours run approximately 1.5 hours and are primarily walking tours. We encourage youth program directors to take advantage of this service for their participants. For more information, contact your Conference Coordinator. Transportation Parking-Parking is strictly monitored and enforced on campus. Parking lots are located near each college. Parking on campus is by permit only, with the exception of metered spaces for visitors. Our staff will direct participants to the nearest lot. White “Conference Parking” signs are posted at the entrance to lots designated for Conference guests. Permits are available through your Coordinator or Conference Office. Do not park in specially marked areas such as Provost, Preceptor, Univ. Vehicle, etc. Tickets are municipal violations and Conference Services cannot intervene on your behalf to waive any citation.
Shuttle Service-Free on-campus shuttle service operates Monday-Friday, 7:30am6:00pm, every 15 minutes. Weeknight service will run along the perimeter routes every 30 minutes until 10:00pm. For special shuttle arrangements speak with your Coordinator. For attendees with disabilities, be sure to contact your Coordinator ahead of time. City Bus Service-Santa Cruz Metropolitan Transit District buses travel through the campus approximately every 30 minutes from 6:25am-11:50pm Monday-Friday; 7:45am11:30pm on weekends. The fare is $1.50. All-day passes are available for $4.50 and can be obtained downtown at the Santa Cruz Metro Station (920 Pacific Ave.) Please note there is no service July 4th. Contact Info: (831) 425-8600, Website: http://www.scmtd.com/ Visitors We request that all visitors register at the Conference Office where your program has been assigned. Only participants, program staff and university staff are allowed in the living areas and/or lounges designated in their building. Participants and/or staff are not allowed in any living areas not assigned to them. Wildlife The beauty and design of the UCSC campus allows visitors the chance to experience our breathtaking natural environment. Deer, squirrels, raccoons, birds, coyote, fox and more can be seen. For safety reasons, please do not feed the animals! Feeding the animals makes them dependent on humans and can cause health problems for the animals. If you plan to hike, do not go alone, take a map and notify your group of your intended route and expected time of return. Mountain Lions- Because of our unique environment, there have been occasional sightings. Please follow these simple common sense guidelines: All youth must remain with an adult at all times. Do not approach a lion. Do not run from a lion. Do not crouch or bend over. Do all you can to appear large. Raise your arms, make noise and slowly back away. Keep children close to you. Pick them up so they do not panic or run. If the lion behaves aggressively, throw stones, branches, or anything you can find. Please report all mountain lion sightings on or near the UCSC campus to the University Animal Control Office at (831) 459-2231 X-Press It! Copy and Fax Center UCSC’s Copy and Fax Center is located in the Bay Tree Bookstore complex. It offers full service copying, including digital color copies, bindery, and fax laminating services. Faxing services are also available. For store hours and pricing visit them online at http://copy.ucsc.edu/ or give them a call at (831) 459-4104. You may also establish an account for your group via your Conference Coordinator. Copy Center charges will be master billed
For additional information visit our website: http://www2.ucsc.edu/conference/
Updated: 1/07