Outdoor & Retreat Ministries (ORM)
of the Northern Illinois Conference of the United Methodist Church
200 Stam Street
Williams Bay, WI 53191
262-245-6706 * FAX 262-245-1446
Bruce M. Nelson, Executive Director email@example.com
Joshua Easton, Program Director firstname.lastname@example.org
Reynoldswood Christian Camp & Retreat Center
621 Reynoldswood Rd.
Dixon, IL 61021
815-284-6979 * FAX 815-284-8915
Rev. Ben Moore, Site Manager email@example.com
Wesley Woods Conference Center
250 Stam Street
Williams Bay, WI 53191
262-245-6631 * FAX 262-245-6649
Jeff Fry, Site Manager firstname.lastname@example.org
The Northern Illinois Conference of the United Methodist Church
8765 W. Higgins Road Suite 650
Chicago, IL 60631
Welcome to the Outdoor Retreat Ministries of the Northern Illinois
You have been chosen to serve on the Outdoor & Retreat Ministry (ORM) Staff for the
Northern Illinois Conference of the United Methodist Church. You are now a vital part of
the camping ministry that occurs in this conference.
Many persons have applied each year and YOU have selected. The ORM managerial
staff believe that God has led us to choose you to be a part of this year’s staff. We pray
that you will enter this summer with excitement and knowledge that you will have the
opportunity to fulfill Christ's purpose.
During your time with us this summer, you will have several opportunities for personal
growth in areas of maturity, self-care, spiritual, emotional and interpersonal
relationships. You will also experience opportunities to see growth in campers and co-
workers in these same areas. We hope you, too, look forward to these wonderful growth
The weeks of training prior to the beginning of the summer camping program will
include much important information. This pamphlet is a ‘smattering’ of what is to come.
Please be familiar with this information prior to your arrival.
It is important that you know this information before your arrival on site. The more
prepared you are in advance, the more comfortable you will be in the training.
GENERAL CHARACTERISTICS OF NORTHERN ILLINOIS CONFERENCE CAMPS
The Northern Illinois Conference has two sites that they do Outdoor Retreat Ministry is
• Wesley Woods Conference Center was purchased in 1955 and is located in Williams
Bay, Wisconsin on beautiful Lake Geneva. This fresh water lake allows swimming,
boating and a variety of water activities.
• Reynoldswood Christian Camp and Retreat Center was purchased in 1958 and is
located on Rock River in Dixon, Illinois. This center sits on 170 acres of beautiful forest
Activities for both sites include:
• Aquatic Activities
• Boating: canoes, sailboats, kayaks, paddle boats, sailboats, pontoon boats and motor
• Other water sports
• Playground equipment
• Grassy play areas
• Teams Course
• Bible Study
• Star Gazing
• Mountain Boarding
Summer Camps include a variety of camp themes. Each camp week will spend time
with a chosen curriculum but may also focus on a particular theme or population—such
as sailing, hiking, horseback riding, etc, in addition to the spiritual growth aspect of the
NATURE AND DIVERSITY OF
OUTDOOR RETREAT MINISTRY
PARTICIPANTS (HR-6.2 & HR-8)
The Outdoor & Retreat Ministries operates in accordance with the U.S. Department of
Agriculture policy, which prohibits discrimination on the basis of race, color, sex, age,
handicap, religion, or national origin.
Campers, Volunteers and Staff come from a wide range of experiences and
backgrounds. The majority of participants are from Illinois and are from varying
A high percentage of participants are in some way affiliated with the United Methodist
Church, but there are participants from varying beliefs involved in the program.
ORM Mission Statement:
• To provide to ALL PERSONS, the opportunity to interact in a variety of settings with
God and God’s creation.
• To set an example of Christian Community through personal interactions and
• To share the experience of God’s Love.
• To provide opportunity for persons to discover or deepen their Christian commitment.
Site Purpose Statements
The purpose of Reynoldswood Christian Camp and Retreat Center and Wesley Woods
Conference Center is to:
• Offer an atmosphere that swill enable groups, families and individuals, the opportunity
to pursue their own studies in a Christian environment
• Provide the support services and indirect leadership to groups, families and individu•
als as they pursue their own studies in a Christian environment
• To display an attitude conducive to the important Christian ministry taking place. An
attitude that exemplifies our Lord Jesus Christ as written in the Bible.
ORM Staff Mission Statement:
We live our servant ministry to share Christ’s love with all we encounter
The staff is expected to work faithfully and diligently in the focus area of responsibilities.
Staff is asked to perform their duties in their area and remain busy at all times. In the
event your tasks are complete we expect you to look around your area of responsibility
and find work to do. In the event you are caught up and cannot find more to do in your
area, please go to your supervisor, Site Manager, Program Director or Executive
Director for instructions.
ORM staff members are a team. You may be requested to work in a different area from
time to time in order to meet the needs of our guests.
If the weather affects your ability to work in your area of responsibility, please seek out
work in other areas.
Taking a break away from your work assignment is appropriate from time to time, due to
heat, fatigue, exposure, etc. These breaks should be taken in your general area and
should not exceed 15 minutes. If you have supervisory responsibilities for campers, you
may not leave your duty station until relieved by another staff person.
Each staff person will be provided with a written job description that identifies the
essential functions of the job.
Outdoor Retreat Ministries Personnel policies
• All persons being considered for employment by ORM must complete the application
for background check. This form authorizes ORM and the Northern Illinois Conference
of the United Methodist Church to complete the required background check for
• All Staff will be compensated at a rate of pay established by the ORM and the Site in
which you work for. This amount will be as agreed per the Wage Agreement Form.
• Social Security and withholding taxes (Federal and State) will be deducted from the
gross pay on each paycheck.
• Summer employees are paid bi-monthly.
• Paychecks will be mailed from Northern Illinois Conference Office.
• Unemployment compensation is not available
• Your last check will include your regular stipend and any adjustments.
EMPLOYMENT-AT-WILL & CONDITIONS OF SEVERANCE
It is the policy of the Northern Illinois Conference that all employees are employed at the
will of the NIC, so that either party may terminate the relationship as hereinafter set forth
for any lawful reason.
• In the case of gross misconduct, ORM reserves the right to dismiss an employee with
little or no notice. The employee has the right to appeal a dismissal.
• In all cases of contract cancellation and/or dismissal, the employee will be paid for
paid for those hours actually worked.• Dismissals and reasons for the same are to be
written and documented to both parties
TERMINATION OF EMPLOYMENT AGREEMENT
The employment agreement shall continue as long as the employee complies with the
terms of the Policies and Procedures of the Outdoor and Retreat Ministries.
If the employee and employer of ORM agree that for their own best interest or due to:
fire, epidemic, or accident, the agreement shall be terminated with pay due him/her as
to the number of days worked.
An employee shall give ORM 7 days written notice of his/her resignation. During the
time between the resignation and departure, the individual is expected to maintain a
professional attitude and continue to act in the best interest of ORM.
In the event you need to work out employee/employee, or employee/employer situations
or that you feel your civil rights have been violated please follow the following five-step
1. Bring the matter up to the individual in a private personal way in order to try to
workout the situation
2. Bring the matter up to your Supervisor, Site Manager or Program Director.
3. After the above steps have been accomplished and you feel the matter has not been
dealt with to your satisfaction, you may contact the Executive Director for the Outdoor &
Retreat Ministries at 1-800-NIC-CAMP.
If the above steps are completed and you
1. still do not feel the matter has been resolved to your satisfaction, you may contact the
Chief Program Officer of the Northern Illinois Conference of the United Methodist
2. If all of the above steps do not resolve the matter to your satisfaction, you may
contact the Illinois Department of Labor
EQUAL OPPORTUNITY EMPLOYER
ORM believes in the principal of respect for the dignity of each individual, since
everyone is created in the image of God. We further believe in the Biblical doctrine of
obedience to the laws enacted under the power delegated to government ordained of
God. We, therefore, enforce as policy, the law that each individual, as a matter of basic
right, is entitled to equal employment opportunities without regard to race, color,
religion, sex, national origin or age except where sex or age is a bona fide occupational
qualification. This right to equal employment opportunities encompasses all phases of
hiring, placement, training, promotion, compensation and development.
You Have the Right
You have the right to refuse to work in unsafe conditions.
If you become aware of an unsafe situation, please contact the Site Manager and/or
In view of the fact that some ORM summer staff assumes twenty-four hour
responsibility, the staff shall have one continuous twenty-four hour period off each
week. This period of time shall be worked out with the Program Director and/or
Other summer positions will have days off as delegated by the Site Manager and/or
All summer staff members working over eight weeks will be entitled to four sick days per
summer. The Camp health Officer and your supervisor shall be notified for approval.
Additional days off will be time without pay.
• All staff who are required to operate a camp vehicle as part of their job responsibilities
are protected un the camp vehicle insurance policy.
• In case of injury or accident on the job, all staff are covered Worker’s Compensation
Insurance in accordance with Illinois state law. A First Report of Injury must be filed
within 24 hours with the office on the site which the accident occurred. This insurance is
provided by the Northern Illinois Conference of the United Methodist Church 8765 W.
Higgins Rd, Chicago, IL 60631
(HR 19 &HR-20)
All staff persons will have a performance review and an exit interview by the Program
Director, Site Director or Executive Director, dependant on position held. However, staff
will be observed daily.
Concerns will be shared with the Site Directors, Program Director and Executive
Director as deemed necessary.
All staff are expected to:
• Be a positive role model
• Be courteous to others
• Treat others with respect
• Follow camp rules
• Know when to be calm and quiet and when to have fun
• Use an appropriate use of humor
• Not put others down
SMOKING & TOBACCO PRODUCTS (OM-13)
The use of tobacco products in front of campers is prohibited. If you normally use
tobacco products please discuss matter with Program Director. Smoking is not
permitted in any building
(HW-2, 5, 6 & 7)
Each staff member is responsible for their own self-care and is urged to observe all
standard health practices.
• Employment with ORM is contingent on having a current Camp Health Form filled out
and filed with the respective office. If your physical is within 24 months, only a
Physician’s signature is required on the Camp Health Form. A current signed form is
• All employees will have an Emergency Medical Release Form on file with ORM. This
signed form allows ORM to secure emergency care in the case that the staff person is
unable to do so themselves. Staff persons under the age of 18 must have a
parent/guardian sign the Release form. This form also releases ORM from liability for
non-authorized activities off of camp property, your free times, days off and off grounds
for non-camp business.
• The appropriate safety equipment is required for all activities and tasks:
— Including use of rubber or protective gloves when potentially in contact with blood or
body fluids or other hazardous materials
— Use of safety glasses or goggles when operating power equipment or other such
• Summer is very demanding and adequate rest and diet are very important in
maintaining health and vitality. Under normal circumstances, a minimum of six hours of
sleep is required.
• All staff are expected to be on time for all meals. And to eat meals with your campers.
• At the first sign of illness, contract the Camp Health provider and Program Director.
For the health and well-being of the entire camp family, see that colds, sore throats, or
any other illness have immediate attention.
• All summer staff members, working over eight weeks will be entitled to four sick days
per summer. The Camp Health officer and Program Director shall be notified for
approval. Additional days off will be time without pay.
SUMMER HOUSING AND RULES
• Sleeping quarters are off limits to the opposite sex. There may be rare exceptions by
• All housing shall be kept clean and neat
• No pets allowed
• No nails or screws will be put into the walls or ceilings
• The exterior of the building will be kept clean
• Guests will leave by the appropriate times
• Common rooms and lunges are not sleeping areas
(HR-5, HR-8, OM-12, OM-13
• It is expected that the actions of all ORM staff members will represent good and safe
• Openness to the Christian faith and a willingness to grow in faith are considered bona
fide qualifications for employment
• It is expected that all ORM staff members accept, respect and be responsive to all
guests and other staff members of any racial or ethnic backgrounds
• Any kind of sexual harassment or inappropriate behavior is not tolerated
• Any kind of violence or threat of violence is not tolerated
• Clothing is to be modest and in good taste.
• The use of alcohol and/or illegal drugs on camp property is prohibited
• Being under the influence of alcohol or drugs when on duty is prohibited
• Weapons, such as firearms, slingshots or any other dangerous equipment are
• Equipment mentioned above, fireworks or other dangerous equipment will be
confiscated. The use of any such equipment may result in termination.
• Co-habitation is prohibited
• Any infractions of the above personal conduct rules will be handled individually by the
Camp Director and Program Director.
• An infractions of any of the above mentioned items is grounds for immediate
• Please keep in mind the proper “Chain of Command” as is seen on the Organization
Chart. Keep disagreements and concerns within these parameters only.
Other than those items stated to demand immediate dismissal, the following disciplinary
actions will be followed:
1. 1st violation—Verbal reprimand followed by documentation
2. 2nd violation—Formal written reprimand
3. 3rd violation—Dismissal with documentation
• Staff is encouraged to build friendships but dating relationships are discouraged.
• Staff are expected to refrain from becoming involved in any relationship that becomes
a distraction from the important work we are doing at camp.
• Dating relationships with campers is prohibited
STAFF CAMPER INTERACTIONS
All ORM staff are expected to:
• Treat all persons with respect and kindness and with Christ’s love
• To listen to campers in a manner that reflects respect and kindness
• To be available to meet the needs of the camper
• Not engage in any language or activity that would threaten or ridicule any camper, staff
person, other leader or group of people
• If one becomes aware that they have offended someone, it is necessary to apologize
and attempt to reconcile
It is your role to oversee camper safety and camper program.
Staff meetings will be announced and attended by all staff
BIBLE STUDIES AND WORSHIP
Staff will be offering Bible studies and worship each week. It is desired that these times
will be of sound doctrine and serve as spiritual nurture
QUIET TIME HOURS
Rest and rejuvenation is critical for your body due to the rigors of the positions you hold.
It is required that you are alert, alive and maintain an enthusiastic performance
throughout the summer. Please keep these times in mind:
• The camp will be quiet from 11:30 PM to 7:00 AM
• Lights out for staff is 11:59 PM
• Loud music or other noise or behavior, which disrupts camp program , is not allowed
at any time
Each staff person will be issued a nametag. Nametags are to be worn when on duty.
Replacement nametags cam be purchased for $10.00 in the Camp Office.
STAFF SWIMMING AND BOATING
When the following guidelines are met, ORM Staff members are allowed to use the
waterfront and pool area and to participate in aquatic activities.
• At least one certified lifeguard must be present and on duty
• The lifeguard on duty must be out of the water at all times unless performing a
rescue or rotating positions. They must not interact with swimmers and boaters in
such a way as to be distracted from their duties.
• ORM Staff may participate in aquatic activities when scheduled with campers under
the following conditions:
— All swimming and boating guidelines are strictly adhered to
— The staff member is not disruptive to the camper program
— The lifeguards are not distracted from their duties
See Waterfront Program Operating
Procedures of each site for more information
SHIRTS AND CLOTHING
ORM will supply each staff person with camp shirts. All staff is expected to wear their
shirts on Sunday when a new week of camp is checking in and during staff
introductions. The staff is requested to be in camp shirts as often as possible. Additional
shirts will be available in the camp store at cost. Non-camp shirts and other clothing are
to be in good taste and repair. No clothing that promotes liquor, drugs, tobacco, sex or
violence are to be worn on site or during programs.
Tools belonging to the camp are available for your use by request only. You will replace
any tool that is broken maliciously or out of the work environment. Please check with
Site Manager for requirements at each site.
ROOM AND BOARD
Room and Board will be provided by ORM. No linens are available.
RELEASE OF RESPONSIBILTIES
Staff may be released from their responsibilities during the camp season, if The camp
attendance falls too short or the camp week is cancelled. Staff may be offered one or
more of the following options:
• A week off to leave camp
• Privilege to stay at camp with room & board but no responsibilities
• The balance of the camping season off
CAMP VEHICLES & GOLF CARTS
(TR-2 & TR-4)
All camp vehicles are for camp use only. When not in use, vehicles are to be parked
in designated areas. Keys are to be returned to designated place.
• Permission to use the golf cart must be obtained from the Program Director and/or Site
• Only staff with valid drivers license will be allowed to drive any camp vehicle.
• Staff persons must meet all requirements before being allowed to drive any vehicle.
• All camp rules and regulations regarding driving and parking of vehicles must be met
• All camp vehicles will be equipped with a vehicle logbook which must be maintained.
All vehicle will be safety checked before use each day and recorded accordingly.
• Campers and staff should only be transported in vehicles designed to carry
passengers. Transporting persons in back of pick-up trucks is prohibited except in
cases of extreme emergency and only if directed by appropriate staff.
• Each person in the vehicle must be secured by a working seatbelt
• Do not exceed the number of passengers specified by the vehicle manufacturer
• An adult must be present in each vehicle
Transportation will not be provided by ORM to and from the camp at the
beginning and end of summer.
(TR-2 & TR-4)
• All camp rules and regulations regarding driving and parking of vehicles must be met
• Keys of drivers under the age of 18 years old will be left in the camp office and
checked out as needed
• Campers and staff should only be transported in vehicles designed to carry
passengers. Transporting persons in back of pick-up trucks is prohibited except in
cases of extreme emergency and only if directed by appropriate staff.
All ORM staff members will receive an orientation of the kitchen at each site.
• Each site may have different guidelines for ORM staff entering their kitchen facilities.
Dependant on the site guidelines, and if agreed to by Site Director, ORM staff may use
the kitchen ONLY IF
— They have received kitchen policies and procedures orientation
— All health standards and policies are strictly adhered to
— Staff member cleans up after him/herself
• Eating and drinking in the kitchen is prohibited at all times
• All health standards for use of the kitchen and/or handling of food apply at all times
• Appropriate attired must be worn in the kitchen at all times
— Closed toes shoe
— NO swimwear
• The kitchen is for authorized personnel only—visitors, guests and campers are
prohibited from the kitchen and pantry areas at all times
Dishes and other items are NOT to leave the kitchen and Dining areas. Under no
circumstances may dishes and other kitchen items be used for skits and other
STAFF LAUNDRY FACILITIES
Both sites have washers and dryers available to the staff.
• All staff persons are responsible for keeping the laundry area clean and tidy
• All staff members will exercise consideration of other staff persons personal property
• Laundry is to be done in a timely fashion so as not to hold up other staff persons being
able to do their own laundry
• Camp use takes priority to personal use of laundry facilities
The site telephones are for camp business and EMERGENCY USE ONLY. Personal
calls may be received and made on the pay phone. Parents and friends may call on the
camp phone to leave messages.
Collect calls are not acceptable.
Personal calls are to be made during free time
Site telephone are located in the following places:
• Camp Office
• Dining Hall
• Manager’s House
• Camp Office
• Kitchen Office
TV & MOVIES
Staff will display good taste in program and video selection. There will be no “R” rated
movies or programs
An outgoing mailbox is provided on each site. Incoming mail will be placed in a personal
box or delivered to you
E-mail may be retrieved, read off line and sent between 8—9:00 PM IF you are free
from work responsibility
• Any e-mail written or read on an ORM computer is considered the property of ORM.
ORM may exercise its right to read any such message from time to time.
TIPS AND GRATUITIES
• Staff members are not allowed to accept tips or gratuities from guests, campers or the
ORM is not responsible for the loss of personal property while staff members are
employed by or residing on camp property.
Please do not bring items of value.
STAFF FAMILY AND GUESTS
Due to the important work we are about and for camper safety, visitors (including friends
and family) are not allowed to just ‘drop in’ unexpected.
• Guests may be invited to camp during appropriate times if advance approval from the
Site and/or Program Director is obtained.
• All guests and family members must be registered at the Site office upon arrival
• Appropriate fees will be paid for insurance, lodging and food
• Meals are available to your guests at the regular price with advance notice to the
• In no way should your family and guests interfere with your responsibilities.
• No guest will stay with you when you are responsible for campers overnight
• Reynoldswood and Wesley Woods Management, the Executive Director of ORM
and the Program Director retain the right to evict individuals from camp property
Recreational equipment is available to the staff during their free time. Priority of use
should be granted to the site guests or program participants.
PICKING UP LITTER POLICY
In order to keep Reynoldswood and Wesley Woods as beautiful as possible, the staff
are asked to pick up litter whenever they are walking about the grounds and place it in a
LEAVING THE GROUNDS
All staff persons leaving the grounds will sign OUT. All staff persons will sign
themselves IN upon returning to the site. Staff under age 18 must clear their leaving
with the Program Director and Site Manager. Persons under the age of 18 who have
vehicles at camp will deposit their keys with the Camp Office.
Any and all maintenance work will be requested by filling out a Maintenance Request
Form. These forms are to be given to the Site Manager for assignment to the
MANAGEMENT’S PERSONAL EQUIPMENT AND TOOLS
The Camp Site Manager’s equipment may be available by permission only.
Meals are provided for your nourishment. Staff will attend all meals. If you are on your
day off and wish to skip a meal, please notify the kitchen one meal in advance.
In the case of ORM program staff, you may need to notify the kitchen staff if you are
planning to remain at the site during your time off.
Keys to various buildings in the two sites will be distributed on a ‘as needed’ basis. All
keys are to be retuned at the end of the season.
Lost keys will be replaced at a cost of $3.00 per key
SUMMER CAMP PROGRAM PARTICIPATION
Staff is encouraged to participate in worship, campfires, and programs with the ORM
staff and campers as free time permits and with permission of the Program Director.
(HR-7, 11 & 16 OM-14, 15, 16, 17,& 19)
ORM staff will be involved in an intense one to two week training program. A portion of
this training may include working directly with children and youth of camper age.
Staff training may include—but may not be limited to—the following areas:
• ORM policies
• Hospitality Ministry
• Risk Management
• Emergency Action Plans for both sites
• Safe Sanctuary (United Methodist)
• Recognizing Abuse & Neglect
• Policies and procedures for handling
• Camper dialogue
• CPR/First Aid
• Site orientation to Kitchen
• Site orientation to Shop
• Teams Course
• Dealing with camper Behavioral Issues
• Transportation Policies
• Off-Site Excursion
• Personal Conduct & Care
• Incident Reporting
• Missing Person Procedure
• Emergency Communications
• Camper Release policies
• Camper Supervision Ratios
CHAIN OF COMMAND
See organization chart on page 11 of this manual. Even though we are all in ministry
together, we remain ‘frail human beings’ and conflict may arise.
Please use caution when dealing with conflict. Contact the Site Directors and Program
Director for advice and leadership.
In order to maintain appropriate camper ratios, site staff summer employees may be
asked to spend the night in the cabin with you and your campers.
ACA requires the following ratio:
Campers ages Ratio
6—8 years old 1 leader per 6 campers
9—14 years old 1 leader per 8 campers
15—18 years old 1 leader per 10 campers
SUPERVISION OF CAMPERS
While children and youth are at camp, staff members have a tremendous responsibility
for their supervision. The parents and guardians of these young people are entrusting
their children with our staff. This responsibility is 24 hours a day for the duration of the
Supervision of campers:
• Campers should always walk around camp with another person
• All campers should be involved during activity times. It is not an option to just sit in the
cabin or away from the large group
• Be aware of situations, facilities, equipment or objects which may pose a risk to
campers and staff
• Immediately stop risky behavior
• Look out for children or youth who are extremely quiet. Don’t allow them to “get lost in
• Consider daily cycles. When campers are hungry or tired, accidents may happen more
• Reinforce positive behavior through compliments and praise
ORM Program staff are responsible to monitor campers throughout the night. Other
camp staff may be asked to also spend the night in cabin with campers in order to
maintain appropriate camper ratios. Supervision
• Staying in a common area of the building with campers
• Staying close to the cabin so that you can monitor coming and going
• Campers should not be left in a cabin alone. Coordinate breaks and time away with
other staff members
Request assistance from Program Director and other staff members when needed
NIGHT DUTY STAFFER
Staff members will be scheduled by the Site Manager to serve in rotation as the Night
Duty Staffer. This person will be required to:
• Stay on camp property grounds from 8:00 pm to 8:00 am.
• Carry a camp radio and a full set of keys.
• Sleep in the Camp Infirmary or other assigned area.
• Assist any guest by answering questions, opening doors, delivering snacks, turning off
lights, providing minimal maintenance, etc.
• Act as the first line of defense in an emergency
• Wear staff shirt and nametag when on duty
SENSITIVITY ISSUE POLICY
Sensitive Issues are those social issues that may evoke a variety of strong feelings from
different people. Sensitive issues may include such topics as:
• Body Piercing
• Ghost or Horror Stories
• Alternative Life Style
• Personal lives of Staff and other camp employees
Many times there are conversations that arise that are a bit sensitive in nature. In these
situations, it is important to:
• Use common sense
• Remember we are a Christian community
• Recognize appropriate and/or inappropriate conversation
• Recognize appropriate and/or inappropriate behavior
• Respond to the above accordingly
• Regard the moment as a ‘critical teaching moment’ Do not avoid issues
• Keep conversations Christ-centered
• Keep conversation short
• Do not try to impose your personal beliefs
Contact Program Director and/or Site Manager, if necessary
Safe Sanctuaries is a concept adopted by the United Methodist Church as a way to
protect children and adults from situations which may be construed as inappropriate.
Following is a list of appropriate conduct for camp staff:
• If you must be alone with a camper who wants to talk privately to you, do it in the open
where you are in plain sight of others.
• If you must discipline a camper, do it in the presence of another adult
• Do not use physical force with a camper except where the camper is in imminent
danger of doing bodily harm to him/herself or another camper.
• Take care that verbal discipline or instruction is done in a firm, clear, but not
overbearing and abusive way. Do not use language that is a put-down or racist.
• Touch is important part of communication—conveying care, friendship, a sense of
closeness and understanding. In order to touch in appropriate ways, observe the
‡ If you sense someone does not want to be touched—DON’T
‡ If you are not sure about a camper’s wishes—ASK
‡ Touch people in “safe” places—on the back above the waist, on the arm or elbow, or
on the shoulder
‡ Do not touch for any prolonged period of time—a short touch will communicate your
understanding and caring and not make anyone uncomfortable
‡ If your group is in an area away from plain sight of other leaders and campers, always
be sure that at least two leaders are with the group.
‡ In sleeping areas, keep doors open between same-sex rooms so that other cabin
leaders are able to observe that room
Corporal Punishment is forbidden at ORM camps!
Staff are encouraged to find ways to respond to inappropriate behavior that are
appropriate to the behavior.
For example, depending on the severity of the offense, failing to follow the rules at the
Waterfront may include:
— A verbal warning
— Time out from a waterfront activity—such as boating or swimming
— A day off the waterfront
— Total loss of waterfront privileges
The following behavior would be grounds for dismissal and/or removal from camp:
— Violence toward another camper or staff
— Possession of alcohol or illegal drugs
— Sexual harassment
— Racial insults
These decisions are to be made in consultation with the Supervisor of the area, the
Program Director, the Site Manager and the Executive Director.
Safety orientation will be given verbally at the beginning of each camp week and will be
reiterated as necessary throughout the week.
1. Always have fun!
2. Wear swim suits/trunks when swimming and boating
3. Drink of plenty of water each day
4. Recycle cans and throw away wrappers
5. Wear shoes to protect your feet
6. Obey all of the swimming and boating rules
7. Respect your camp
8. Obey the leaders and staff
9. Use the play and sports equipment
WHAT NOT TO DO
1. ... as long as it doesn’t hurt a fellow camper
2. ...but not in the Dining area
3. ...but not from the pool, lake or river
4. ...don’t litter the grounds
5. …yes—even in the lake...but not in the pool
6. ...don’t loose your waterfront privileges
7. ...don’t leave graffiti or do any damage to our beautiful sites
8. ...don’t cause problems with other campers or leaders
9. ...but don’t forget to put it away where it belongs
All medications—both prescribed and over the counter medication—are collected by the
Camp Health Officer. Medications must in the proper container with labeling which
‡ Camper name
‡ Medication name
‡ Times to be given
‡ Prescribing physician
‡ Expiration date
ORM is unable to administer medications that do not have the above-mentioned
Campers may be allowed, if they desire, to keep asthma inhalers and epi-pens for
severe allergy reactions. Each campers that desires to keep these medications is
instructed on safety and to keep the items on their person and not laying about in the
cabin or camp.
• The Camp Health Officer will communicate the need to these campers to know when,
how much and how these medications are used for charting purposes
Non-designated persons on staff are NOT allowed to administer any medications.
This includes both prescription and/or non-prescription meds
Behavior deemed inappropriate includes (but is not limited to):
• Fighting (physical or verbal)
• Racial insults
• Sexual insults
• Inappropriate language
• Threats to another’s safety or well-being
• Violent behavior
• Continued bad-mouthing of a person or program
• Consistent disregard for directions or the life of the camp community
• Destructive to others property or camp property
• Possession of alcohol and/or illegal drugs
• Possession of a weapon/firearm
If a situation becomes tense enough that a camper is sent to the Program Director, Site
Manager or Executive Director, it is imperative to have a record of the conversation on
file. Check with the Site Director for the correct form to be used.
Some incidents may require sending the camper home
Unless the camper has driven themselves to camp, minor campers can only be
released to their legal parent or guardian unless:
• The Site Director is notified at registration that campers from the same church or area
are car pooling
• Parent/Guardian instructs the camp during registration time that camper is to be
picked up by another person
• The camp receives written notification from legal parent/guardian
• The camp receives telephone call during week of camp and is able to verify
• Documentation is to be kept attached to camper registration form
ABSENTEE OR NO-SHOW VERIFICATION
After camper registration is complete, the Site Office will initiate contact with any “no-
show” listed on the registration form.
• Check with other campers from same church/area
• Call parent on primary telephone number
• If no answer, contact secondary telephone number
• May desire to contact pastor, if necessary
EMERGENCY COMMUNICATION POLICY
In the case of an emergency when communication from persons at the site of the
incident to camp administrative and Health Care personnel or community emergency
services is needed, quick response time is imperative.
If the incident occurs on site, walkie-talkies are used by many Site Staff personnel. Find
those persons to radio the camp office. Emergency Services will be contacted through
the camp office.
The Program Director or leader of the event, will carry a cell phone for off-site activities.
The cell phone will serve as an emergency telephone to contact appropriate Emergency
• Once emergency service is contacted, the Site Manager should be contacted to be
appraised of the situation.
• If cell service is not available, the event leader will send another leader to make
contact with the Emergency Services and Camp Director. Do not send a camper and do
not leave campers alone.
• The Site Manager will subsequently contact the ORM office and the camper’s
parents/guardian. If the parents/guardians are unavailable, the secondary contact will
If the situation would attract the attention of the media, the Executive Director of ORM
will inform the necessary persons of the ORM Board and the Northern Illinois
The Bishop is the spokesperson for the Northern Illinois Conference of the United
The Executive Director of Outdoor Retreat Ministries is the ONLY person
authorized to talk with media
LOST, MISSING OR RUNAWAY PERSONS POLICY
DO NOT ALLOW ANYONE (stranger or known) TO REMOVE A CAMPER FROM
See Camper Release on previous page
If a camper should be taken from camp without the proper documentation and approval
of the Site Director:
• Get descriptions of all persons involved
‡ License number of vehicle
‡ Description of vehicle
‡ Other helpful information
• Notify the Site Director and Program Director immediately!
On the first day of the camp session, Program Staff members should review with
campers what to do if separated from their group. Contact the Site Manager within the
first 10 minutes of becoming aware of a Missing Camper situation.
In case of one of the above situations begin the following procedures in conjunction with
the Site Manager and Program Director:
• Stay calm—do not upset other campers
• Implement a quick check of areas of where camper last seen, including restrooms and
• Interview leader and other persons who last say the missing camper. Request
‡ Age category of subject: child age 1-6; 6-12; or adult
‡ Place last seen
‡ Clothing and/or equipment
‡ Physical condition: Healthy and active? Tired? Dehydrated?
‡ Medical condition: get the person’s health form; check with Camp Health Officer
‡ State of mind: Was the camper depressed or angry; threatening to run away; etc.
‡ Personality: Is the camper shy or assertive?
‡ Weather: hot, cold, stormy
‡ Terrain analysis: near lake? In forest?
‡ What was the group doing?
‡ Where was the group going?
‡ What did the person like to do? What interested him or her?
‡ What was the person feeling when lost?
‡ Did you see any strangers in the area?
‡ Did the person express serious signs of homesickness?
‡ Any other questions that might help the search
• Do a search in the immediate area with available staff. Be sure that plenty of staff are
‡ Take walkie-talkies, cell phones or other forms of communication
‡ Send someone in vehicle down the road to check for missing camper
‡ Send runners on all trails
‡ Check waterfront areas
• If the camper is not found within 20 minutes, the camper will be presumed lost. The
Site Manager will institute a public search that will include contacting the Sheriff
Department, ORM office and camper’s parents.
• If camper is found, immediately contact Site Manager so that Sheriff Dept, ORM office
and parents can be notified immediately.
• Complete Incident Report and all other necessary paperwork
PROGRAM DESIGN & ACTIVITIES
(Includes Aquatics and Teams Building Course)
One of the great gifts of Christian Camping and our sites is God’s beautiful creation of
the outdoors. If offers a vast and wonderful variety of activities, as well as the indoor
Over the years, many campers form a variety of traditions they look forward to at camp
each summer. These may include (but are not limited to):
• Small group activities
• Large group activities
• Musical instruments
• Fellowship with old and new friends
• Motorboats/Pontoon boating
• Playing on the grassy areas of the site
• Story telling
• Teams building activities
• Mountain Boarding
• Communion and other Holy Sacraments
• Horseback riding
• Water sports
• Skiing/Snowboarding/Cross Country Ski
• ...and many more
The camper registration form requires a parental signature for camp participation.
However, some activities, such as Teams Building Course, Horseback Riding
excursions, etc. require additional parental permission.
Campers and minor staff members are not allowed to participate in these activities if
parental permission is not secured.
(PA-5 & PC-13)
All campers and staff will receive a safety orientation before they are involved in
• Aquatic activities
• Team Building activities
• Winter activities on frozen bodies of water
• Off-site excursions
Safety Orientations may apply to other activities as well.
Camper and Staff safety is critical at all times
Aquatic, Teams Building Course and Archery Course activities and equipment are NOT
available without trained personnel present.
Please see Staff Swimming and Boating Regulations on page 7 of this section.
A more complete list of instructions and ACA requirements can be provided to you by
the Waterfront Director at each site.
STAFF ROLE AND TRAINING IN HEALTH CARE
ORM staff will receive First Aid-CPR, Universal Precautions and Blood Born Pathogens
There are two levels of health care in which camp staff participate.
1. Help to maintain the health of the campers.
2. Support role during illness and/or injury
Rationale: It is reasonable for parents to assume that their child will return from a camp
experience in good health. Consequently, it the responsibility of the entire staff to help
monitor that health status and refer the child to the Health Care Provider as warranted.
Counselor Role in Health Care
Counseling staff are an integral part of the campers health and well-being. They are
specifically charged with managing cabin and activity groups to support activities of
daily life, (e.g., adequate rest, water, nutrition).
• You may be the first person to notice symptoms of illness or injury . It is your
responsibility to act appropriately to your observations.
• During cabin times, it is the counselor responsibility to monitor camper self-care—such
as brushing teeth, etc.
• During activities, it is the counselor responsibility to monitor camper activity and safety.
• Intervene as needed
First Aid people may only treat individuals within the training that he or she has been
qualified to provide.
The majority of care will be administered by the Camp Health Provider
Response to Injury and Illness
It is the position of the Outdoor & Retreat Ministries that campers too ill to participate in
the program should be under the care of the Camp Health Care Provider.
• Counselors are to refer sick and/or injured campers to the Camp Health Care Provider
• Provide an appropriate activity level for those campers who are recovering from illness
• Regard to injury is based on the State Good Samaritan law and use of universal
• Assist inured people according to the level of your training ONLY
• Initiate the camp emergency response system as outlined
• Relinquish care of an injured person to the Health Care Provider or Community
Emergency Response Team
The Program Director, Camp Health Officer and/or Site Manager will contact parents in
the case of camper emergency
The Executive Director of Outdoor Retreat Ministries
is the ONLY person authorized to talk with media
HEALTH CARE OFF SITE
Each group traveling off-site will have take with them:
• Copies of Health Care and permission to treat forms
• Any medications needed to be taken during time away
• A First Aid/CPR certified person will act as the Primary Care Giver for that group in the
event of incident, accident or injury. Their role will include watching campers for:
• Hyper or hypothermia
• Ticks or other insect bites and stings
• Behavior issues
• Risk management
In the event First Aid Care is needed, the Primary Care Giver must:
• Always wear protective gloves and follow all sanitary procedures when dealing with
infectious waste or body fluids
• Strictly adhere to all standards and procedures of care given per training
• If injury or sickness is life threatening OR beyond the scope of training , call 9-1-1 on
cell phone (or send another leader to make that call)
• Stay with camp participant until emergency care arrives
• Send another leader with camp participant if taken for emergency care. The Primary
Care Giver MUST remain with the group
• Contact the Camp Office and the NIC Office as soon as possible
• Complete paperwork and charting for Health Log
ALL CARE MUST BE CHARTED IN THE CAMP HEALTH LOG
ORIENTATION FOR OFF SITE HEALTH CARE
Orientation for off-site Health Care is provided by:
• First Aid/CPR Course Instruction
• Staff Training before camper arrival
• Individual instruction from Health Care Provider
• Parental instruction at time of camper registration
Orientation by Health Care Provider will include:
• Any symptoms to watch for, I.e., diabetic reaction, seizure, etc.
• Information on medications, including dosage, time to be given and proper
• Precautionary information on sunburn, dehydration, etc.
• Proper use of asthma inhaler, epi-pen or other emergency medications
• Proper use of any medical equipment needed
NOTIFICATION OF CAMPERS WITH SPECIAL NEEDS (HW-9)
Due to privacy issues, ORM staff will be notified of campers with special needs on an
individual ‘as-need-to-know’ basis.
Due to important laws of privacy, campers medical conditions, medications,
history and other private information is NOT topic for discussion with campers or
If staff person needs pertinent information for camper safety, please be extremely
careful how questions are asked, who is able to hear question and response and
how this information is handled.
Confidentiality must be maintained
at all times.
An unfamiliar person on the camp property may range from someone lost and looking
for directions to a person with intent to do harm to persons or property. Some judgments
must be made on the part of staff.
To prevent false alarms and unnecessary fright, all camp personnel will carry flashlights
and identify themselves when walking in the camp at night.
• When you become aware of an unfamiliar person on site, address the person with an
inquiry such as, “May I help you?”
• Be polite, give assistance when possible, refer the person to the camp office, or
politely ask them to leave.
• Observe to ascertain that the person leaves the site
• Be observant as to the make, model, and license number of the vehicle
• If the appearance of the unfamiliar person makes you uncomfortable, approach with
another staff member—but make sure a leader stays with the campers away from the
• If the person refuses to leave, contact the Program Director and Camp Director
• If the person appears to be threatening in any way, DO NOT APPROACH or take any
chances. Remove yourself and the campers from the area, notify the camp office and
observe the whereabouts of the person
• If you see or suspect an intruder at night, immediately and quietly notify the other staff
members and the Camp Director.
Check all camper sleeping areas with a head count.
— Teach campers to come quietly and tell you if there are unfamiliar persons on the
— Reassure the campers without frightening them. Allow the camper to express their
emotions and to know that it is okay to be afraid. Allow them to talk about their
• Complete Incident Reports and any other required paperwork