Service Unit Camp Out Training

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Service Unit Camp Out Service Unit Camp Out TrainingTraining

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What is a Service Unit Camp Out?What is a Service Unit Camp Out?

A Service Unit Camp Out is a camping experience entailing one to two nights with 50 or more participants on the same site with centralized food, health and/or programs. A SUCO cannot exceed 72 hours due to New York State Department of Health regulations.

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Training RequirementsTraining Requirements

• As per the Girl Scouts of Western New York, Inc. Polices and Procedures, service unit camp out directors and members of their core staff are required to take appropriate training offered by the council. Service unit camp out directors must remain on site during the entire weekend event.

• Service unit camp out training is valid for 5 years from date of training.

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• How many adults should be trained?

a. 2 adults for the first 100 people

b. 3 adults for 101 to 200 people

c. 4 adults for 201 to 300 people

d. 5 adults for 301 to 400 people

e. 6 adults for 401 to 500 people

f. 7 adults for 501 to 600 people

Training RequirementsTraining Requirements

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How do we request a service unit How do we request a service unit camp out?camp out?

• Spring/summer service unit camp out requests must be received by September 1.

• Fall service unit camp out requests must be received by March 1.

• Placement notification will be made by Sept. 30 for spring/summer and March 31 for fall events. Status updates will not be available during the interim period.

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Service unit camp out requests should be given to your service unit manager and then your Membership Manager. Once signed by both parties you may submit your request to the Council registrar either in Rochester or Depew.

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Service Unit Camp Out Service Unit Camp Out ConfirmationConfirmation

• When your service unit camp out request is processed, a confirmation letter and contract will be mailed to the service unit camp out director. The confirmation letter will list the site, dates and other important information. Please review this information carefully.

• The contract needs to be completed, signed by the service unit camp out director and returned to the Council registrar with a 25% deposit.

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Service Unit Camp Out Contract Service Unit Camp Out Contract

• Have you utilized your check off sheet• Fill out forms completely• Include 25% deposit• Trained personnel and health supervisor

and first aider(s) and CPR• Include certifications • List your core team members • Sign your contract

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Service Unit Camp Out Fee Charts Service Unit Camp Out Fee Charts

• Larger Venue Facilities: 100 people +

Seven Hills

Timbercrest

Pinewood

Smaller Venue Facilities: Less then 100 people

Sky High

Windy Meadows

Piperwood

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Service Unit Camp Out Service Unit Camp Out Equipment List Equipment List

• Rentals and security deposits are required for all equipment rentals

• You may bring your own equipment.

• You are responsible for your own equipment.

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Strategic Planning Strategic Planning

Developing a Plan:Planning a service unit camp out is a great deal of work.

Be certain you have a reliable team in place to effectively plan your event. The service unit camp out director needs to feel confident to delegate tasks to her team. With a successful team comes a successful service unit camp out.

Devising a Plan:There is no one way to plan a service unit camp out.

Please consult your service unit camp out training guide for options to consider when starting your planning process.

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Planning for a SUCOPlanning for a SUCO• Sample Planning Timeline: Following is a sample timeline for a fall encampment.• May 2011 Service Unit Camp Out Team members

attend SUCO trainingSUCO Team liaison reports to Service Unit and dates are discussed/decided upon

• June 2011 SUCO Team hosts a Brainstorming Coffee Hour for all interested adults. LOTS of ideas are generated.

• July 2011 SUCO Team solicits the help of 2 Senior Girl Scouts who LOVE camp and need service hours. The Senior Girl Scouts look at all of the ideas and begin to look for patterns and themes.

• August 2011 The SUCO Team meets with the Service Unit Manager to discuss their

plans and how they are going to incorporate the planning into the upcoming Scouting year. An informational flier is designed so that it can be distributed to parents as troops get underway in September/October.

• September 2011 Troops are getting under way. Fliers are distributed.

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Planning for a SUCO continuedPlanning for a SUCO continued• October 2011 Service unit camp out team meets.

• November/December 2011 Informational Parent Meeting: What is a service unit camp out? What are our plans? How can you help us? Etc.

The Service Unit Camp Out Request is submitted to the SUM and Membership Specialist for approval.

• January 2012 The Service Unit Camp Out Team meets to finalize program ideas.

• March 2011/April 2012 The Service Unit Camp Out Team meets and assigns volunteer jobs.

• May 2012 A parent permission slip, letter, etc. is sent out.

• June/July/August 2012 Registrations are being returned, units are assigned, food ordered, etc.

• September 2012 SERVICE UNIT CAMP OUT!• October 2012 The SUCO Team and Service Unit

Team should meet to debrief and discuss event strengths, weaknesses and opportunities for improvement.

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Human Resources Human Resources

• The Service Unit Camp Out Team needs to make their expectations of each persons responsibilities very clear. Please consult the job descriptions that are included in the service unit camp out training guide for the specifics of each position.

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Risk ManagementRisk Management

What is risk?

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Risk:Risk:

An uncertainty or probability concerning loss of resources.

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What is risk management?What is risk management?

It is a process by which an organization analyzes all exposures to loss and determines how to handle these exposures.

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The risk management process:The risk management process:

• Identify the risk

• Analyze the risk for frequency and severity

• Identify solutions

• Select the appropriate technique

• Implement the solutions

• Monitor for modifications

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Risk Management TechniquesRisk Management Techniques

• Avoidance

• Transfer

• Retention

• Reduction

• Loss Control

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Areas of ExposureAreas of Exposure

• Property

• Operational finances

• Human resources

• Third party

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Risk ManagementRisk Management

The Service Unit Camp Out Director is responsible for seeing that accurate records are kept for the SUCO operation. The Service Unit Camp Out Director is not expected to complete this task alone, but she needs to identify the types of records to be kept, who is to keep them, where they are to be stored and for how long. Records serve a number of purposes:

• To provide a paper trail that shows when, where, and why things were done• To provide information about the financial status of the SUCO• To provide information to analyze SUCO practices for efficiency, health,

safety and effectiveness (In other words, what were our strengths, weaknesses, and opportunities for improvement?)

• To show that the SUCO is in compliance with local, state, and federal regulations, GSUSA and ACA standards

• To protect against and be available as evidence in litigation matters• To maintain a history of the SUCO

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Emergency DrillsEmergency Drills• When girls arrive at camp, they should be told, and then shown

what will happen in the event of an emergency. Many groups have had great success using air horns (found locally in most sporting goods stores) to gather all campers and adults to a central location.

• After all campers have arrived on site and before the campers head to bed, a fire drill should be conducted. Telling campers that it is just like a fire drill at school activates prior knowledge. Establish that when a fire drill is being held, there is to be no talking and that all adult directions must be followed.

• Seven Hills Goodyear - either the Sports Complex or Pool Field. • Seven Hills Lakeside - the field to the side of the Dining Hall.• Timbercrest - the area by the flagpole near Bellinger Lodge• Pinewood - the flag area adjacent to the dining hall • Sky High, Windy Meadows & Piperwood – Open meadows • Be certain that these areas have been established before the

weekend’s activities begin. When all campers and adults are assembled, the adults serving as unit leaders need to take a head count.

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9 – 1 – 19 – 1 – 1

• Meet the emergency squad at the gate (road entrance)

• Specify which side of camp you are on, Goodyear or Lakeside, if you are holding your event at Seven Hills.

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Arriving at CampArriving at Camp

• The Service Unit Camp Out Team should arrive at camp before the parents, leaders and girls begin to arrive

• Create an organized check-in and check-out system

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Supervision of CampersSupervision of Campers

• The appropriate supervision of campers is essential to the appropriate management of risks. As Girl Scout volunteers, you have prior knowledge regarding supervision and supervision ratios, and you have also had the opportunity to work with Safety-Wise. When planning and implementing a Service Unit Camp Out it is important to consider who will be supervising the girls. Due to the size and scope of a Service Unit Camp Out, it is highly likely parents and other chaperones will be involved in supervising campers.

• Please review ‘Basic Safety Guidelines’ found on pages 30-31 of Safety-Wise. They are summarized here for your convenience. The Service Unit Camp Out Director must have a complete list with her of everyone that will be on our site (addresses, phone numbers and emergency contact information needs to be included on this list).

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IntrudersIntruders

The Girl Scouts of Western New York, Inc. has a ZERO tolerance against intruders and trespassers. Our main concern is the safety of the girls and adults using our facilities. Our property is properly posted. It is the policy of the Girl Scouts of Western New York, Inc. to press charges against anyone suspected of violating this directive, regardless of the situation. The liability and negative impact that the Girl Scout community could suffer would be irreparable. If you see an intruder on property please contact the property staff immediately.

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Medical Log and Health FormsMedical Log and Health Forms• The Health Supervisor is responsible for leaving

the medical log, health forms, and permission slips with the SUCO Director.

• All confidential forms should be placed in an envelope clearly marked with the service unit name and dates of the event.

• The SUCO Director must return all health forms, permission slips and the medical log book to the Outdoor Program Team Member in the Depew or Rochester Service Center.

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Participant MedicationsParticipant Medications

• Any prescription or over the counter medications not claimed from the Health Supervisor at check out MUST be discarded.

• Make sure that your check out procedure includes the return of medications to the appropriate individuals before they depart from the SUCO site.

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Site and Facilities Site and Facilities

• Site Director - an integral part of the drop-off and pick-up procedure at camp. This person needs to be visible in the parking lot during these times. When communicating with parents and guardians about picking up and dropping off, emphasize the importance of abiding by the camp speed limit of 15 mile per hour.

• Vehicles should only be driven on the graveled roads. No vehicles of ANY KIND should ever be driven into the units. It is a good practice to stop vehicles from going beyond the parking lots (vehicles designated as the emergency vehicles are the exception).

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Site & FacilitiesSite & Facilities

• Equipment: please do not remove any equipment from the kitchens.

• Fire Circles: Please do not make additional fire circles. Each unit has a fire circle to use.

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Unit EquipmentUnit Equipment

• Bow saws

• Buckets

• Brooms

• Rakes

• Shovels

• All equipment is located in the kitchen shelters of the individual units

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Site & FacilitiesSite & Facilities

• Do & Don’ts of the unit:Don’ts – leave flaps rolled for days and days, roll flaps

when they are wet, leave the unit at the end of your stay with tent flaps rolled up, use lantern inside tents, use spray cans inside tents

Do’s – shake out and re-roll ten flaps every day, let them dry after they get wet, make sure that the guide ropes are taut, make sure there are four cots and four mattresses inside each tent and five mattresses inside each cabin tent when you leave the unit.

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Fire ExtinguishersFire Extinguishers

• Located in all buildings

• Familiarize yourself with location as well as how to use them

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Fire CirclesFire Circles

• Do not create your own fire circles

• Be sure to have filled water buckets by each fire

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Fire SafetyFire Safety

• Make sure all fires are extinguished before you leave the property

• Make sure all stoves and ovens are turned off

• Turn all pan handles in when cooking

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CotsCots

• If the legs are not set properly they will collapse

• Occasionally girls will set one so it will collapse

• Horseplay can turn into an accident

• Please return cots to their original location

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Waterfront ActivitiesWaterfront Activities

• Waterfront activities (boating & canoeing) are available at Camps Seven Hills, Timbercrest and Pinewood only.

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NYSHD Boating/Canoeing NYSHD Boating/Canoeing Guidelines Guidelines

• Girl Scouts of Western New York, Inc. • 3332 Walden Ave. Suite 106 Depew, NY 14043• Phone: (716) 837-6400 Fax: (716) 837-6407• www.gswny.org• CANOEING AND BOATING REGULATIONS• HEALTH DEPTEPARTMENT APPROVED 2006• All participants using the boating area at one of our Girl Scout facilities must follow these guidelines. • SUPERVISION: 1 LIFEGUARD FOR 25 PARTICIPANTS (MUST POSSESS THE FOLLOWING):• ALL LIFEGUARDS ARE REQUIRED TO POSSESS AMERICAN RED CROSS ( BASIC LIFE SUPPORT FOR

THE PROFESSIONAL RESCUER) • MUST BE LEVEL II B - POOL AND BEACH CERTIFIED (WATERTON MODUEL CERTIFICATION. • CPR ( MUST BE RENEWED ANNUALLY).• LIFEGUARD IS MINIMUM OF 18 YEARS OF AGE• LIFEGUARD CERTIFICATIONS ARE VALID FOR MAXIMUM 3 YEARS FROM DATE OF ISSUANCE.• ALL CERTIFICATIONS MUST BE GIVEN TO CAMP REGISTRAR PRIOR TO CAMP COMMENCING AND

USAGE.• BOATING INSTRUCTOR: 1 CANOE/BOAT INSTRUCTOR FOR 25 PARTICIPANTS. (MUST POSSESS THE

FOLLOWING): • LIFEGUARD AND BOATING INSTRUCTOR CANNOT BE SAME PERSON • INSTRUCTOR CERTIFICATIONS: SMALL CRAFT OR EQUIVALENT OR WRTTIN DOCUMENTATION• MUST BE 21 YEARS OF AGE TO OVERSEE PROGRAM.• ALL CERTIFICATIONS AND OR DOCUMENTATION MUST BE GIVEN TO CAMP REGISTRAR PRIOR TO

CAMP COMMENCING AND USAGE.• ADULTS REQUIRED AS WATCHERS:

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Boating/Canoeing Cont. Boating/Canoeing Cont. • A. 1 : 10 PARTICIPANTS AGES 8 OR OLDER• B. 1 : 8 PARTICIPANTS AGES 6 & 7 YEARS OLD• C. 1 : 6 PARTICIPATS AGE LESS THAN 6 YEARS OLD• BOATING & CANOEING REGULATIONS:

• ALL PARTICIPATNS ARE CLASIFIED AS NON-SWIMMERS• PERSONAL FLOATATION DEVICE (PFD): MUST BE U.S .

• COAST GUARD APPROVED.• PFD’S MUST BE WORN AT ALL TIMES BY BOATING PARTICIPANTS REGARDLESS OF SWIMMING ABILITY.

• PERSONAL PFD’S CAN BE WORN IF APPROVED BY COUNCIL SITE MANAGER AND IN GOOD CONDITION.

• EMERGENCY VEHICLE MUST BE PARKED ON THE SIDE OF CAMP ROAD ON POND SIDE OF BRIDGE WITH VEHICLE FACING BRIDGE. (Only if using Seven Hills Lakeside)

• EQUIPMENT NEEDED FOR BOATING PROGRAM:– ROW BOAT AND OARS ( PROVIDED )– 24 UNIT FIRST AID KIT– RESCUE BACK BOARD ( PROVIDED )– RESCUE TUBE ( PROVIDED )– RING BOUY WITH ROPE ( PROVIDED )– THROW ROPE BAG ( PROVIDED )– CANOES AND OARS ( PROVIDED)– PFD (LIFEJACKETS) ( PROVIDED)

• CANOES 15 FEET OR LESS IN LENGTH HAVE A CAPACITY OF NO MORE THAN 2 PEOPLE.• CANOES AND BOATS MUST BE LOCKED UP WITH CHAIN WHEN NOT IN USE AND SUPERVISION IS NOT

AROUND.•

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Ropes CourseRopes Course

• Stay off the course

• This is a high risk area

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HikingHiking

• Use buddy system

• Use caution in the creek beds – clay acts like quicksand

• Stay on the marked trails

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Transportation Transportation

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Bus TransportationBus Transportation

Make sure bus contract stipulates that the campers will be driven into camp (Dining Hall or parking lot areas) and that they will be picked up in camp (Dining Hall or parking lot areas). The contract should also stipulate that gear will be transported with the campers.

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Transportation Transportation

• Site Director: - is an integral part of the drop-off and pick-up procedure at camp. This person needs to be visible in the parking lot during these times. When communicating with parents and guardians about picking up and dropping off, emphasize the importance of abiding by the camp speed limit of 15 mile per hour.

• Vehicles should only be driven on the graveled roads. No vehicles of ANY KIND should ever be driven into the units. It is a good practice to stop vehicles from going beyond the parking lots (vehicles designated as the emergency vehicles are the exception).

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Program & Design Program & Design

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Designing ProgramDesigning Program

Scheduling

Implementation

Organizational

Design

Resources

Activities as Tools

Planning Process

Balance, Flow, Progression

Operating Procedure

s

Evaluation

Factors that influence program: age, gender, numbers, site, session length, equipment, weather, specialized clientele, number & quality of staff

Mission/Philosophy Camper/Parent Needs and InterestsDesired Outcomes

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Centralized vs. DecentralizedCentralized vs. Decentralized

• If the majority of the activities are going to be planned and implemented by the SUCO team, then this is known as a centralized program.

• If the majority of the activities are going to be planned and implemented by each individual troop, then this is known as a decentralized program.

• Review different forms

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Ropes Course Ropes Course

• The Ropes Challenge Course• The Ropes Challenge Course is a popular programming activity for older

girls. The Ropes Challenge Course programs are offered to encampments at a discounted rate. There are three levels of programming available:

• Challenge I/ Initiative Team Building Games Only• Begin your adventure program by working on teamwork, trust and

leadership. Allow our ropes course facilitators to help you and your group learn teambuilding skills through games and initiatives. These activities will help group members become better communicators. After you master the basics, our facilitators will give you a group challenge to conquer.

• Challenge II/ Low Ropes Course• You and your group will spend some time brushing up on your trust,

teambuilding and leadership activities before you begin the next step in your adventure program. During this visit to the Challenge Course, the focus will be on our low elements.

•

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Ropes Course continuedRopes Course continued• Challenge III (Whole Day ONLY)/Full Course Low & High• This program will challenge you to put all of your adventure skills to use. You

will begin your day working on initiatives and becoming a cohesive team. Participants will learn how to attach harnesses and helmets. You will work as a team to help one another up, across and over some of Camp Seven Hills most challenging elements. Whether you are on the ground or in the trees, you will need to use your leadership skills to help your group successfully complete their challenge.

• Challenge IV Full Day - Tower• Start your morning off fine tuning your communication, trust and teambuilding

skills on our low ropes challenge course elements such as the Wild Woozy, the Swinging Log, the Tension Traverse, the Nitro Crossing or the Climbing Wall. Then spend the rest of the day conquering the Tower! Participants will put their skills to the test as they rock-climb, rappel and free climb the elements of our Giant Tower. This is sure to be a fun filled event. This program will allow individuals to work on their self-esteem, confidence and individual leadership skills.

• The Ropes Challenge Course programming is available based on facilitator availability. If the Ropes Challenge Course is chosen as a programming option, please contact the Director of Outdoor Program at the Service Center.

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Ropes Course FacilitatorsRopes Course Facilitators

• If requested by the Service Unit Camp Out Team, the Ropes Challenge Course programming is provided for your event based on facilitator availability. If the Ropes Challenge Course is chosen as a programming option, please contact the Director of Outdoor Program at the Depew Service Center.

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Business & Finance Business & Finance

• Checking Account• Many service units choose to open a separate checking

account for encampment income and expenses. The Girl Scouts of Western New York, Inc. guidelines are the same for this account as they are for a service unit or troop account.

• The name on the account should read: The Girl Scouts of Western New York, Inc., XXXXX Service Unit Camp Out

• The signature card needs to have a minimum of three signatures

• Any check written must have two signatures on it

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Food Service Food Service

• As a service unit camp out director, it is imperative that one have a basic knowledge of food service as well as expectations for sanitation. When working with the head cook, be certain that meal times are scheduled and the schedule is followed as closely as possible. A late meal can have serious programming ramifications.

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KitchenKitchen

• DO NOT remove pots and pans

• DO NOT allow children to enter the kitchen

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Food DeliveryFood Delivery

• Call the property office to arrange to have the gate opened

• Specify which side of camp you are using (applies to Seven Hills only)

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Dining Hall ProceduresDining Hall Procedures

• The following jobs help to ensure that a safe & orderly environment is maintained in the dining hall.

• Head• Foot• Hopper• Popper• Wiper• Washer• Scraper• Sweeper

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Health & WellnessHealth & Wellness

• Health Cards

• Medications

• You Can Send People Home

• Log Book

• Accidents

• Insurance

• Child Abuse Reporting

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Health & Wellness Health & Wellness

• Medical Personnel• The SUCO health supervisor must have one of the following New

York State licenses:• RN• LPN• EMT• American Red Cross Advanced First Aider (54 hour course)• PA• NP• MD• The service unit camp out health supervisor must remain on site at

all times. A copy of the health supervisor’s license must be on file at either the Depew or Rochester Service Centers before the event.

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Rabies & Lyme DiseaseRabies & Lyme Disease

• We have not had any incidents

• Remember you are in the animals’ environment

• If you see a bat, call the property staff

• Follow the NYSDOH guidelines for Lyme Disease protection

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Additional Information Additional Information

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• Please be advised that there is no smoking in any Council owned building or structure and those who choose to smoke must be out of sight of campers at all times.

• Service unit camp out directors are responsible for selecting a site that meets the Council’s criteria.

Smoking Smoking

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SecuritySecurity

• Call the non-emergency number for the State Police to let them know that you are on the property

• Close the gate in the evening

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Driving through CampDriving through Camp

• DO NOT drive through camp

• DO NOT drive on grass

• The Site Director needs to monitor site traffic

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Clean-UpClean-Up

• Supervise latrine clean-up

• Assign more than one person to make sure everything is in place and cleaned up before you leave

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Property StaffProperty Staff

• Friday evening: 7:30 – 8:00 p.m.• Saturday morning• Saturday evening• Sunday (to lock-up)• Please report any problems to the property staff member

on duty• Please have your nurse hand in the medical log for the

weekend to the SUCO Director• The SUCO Director must then turn in the medical log,

health forms, and permission slips to the Outdoor Program Team member in the Depew or Rochester Service Center

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Who do I Call Who do I Call

• If you still have questions regarding your service unit camp out and how to plan for it, please contact Janet DePetrillo, Camp Manager at (716) 935-6063 or [email protected] or Bob Mann, VP of Asset Management at (716) 537-9583 or [email protected].