Camp Hodia Staff Manual 2017
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Camp Hodia
Staff Manual 2017
1Welcome to the staff of Camp Hodia. Camp is all about having fun and
helping young people. These pages are our rules and regulations. We hope
that this information helps you succeed at Camp Hodia. We hope you’ll help us
improve this information based on your participation at our camp.
Goals and Objectives 4-8
Letters to Parents & Campers
Away from Home 9
Diabetes Philosophy 10
Camp Health Care
Health Care Policies 11-12
Health Information Review 12
Sanitation 12
Equipment and Supplies 13-14
Standing Orders 15
Working at Camp Hodia
Expectations of Staff 16
General Responsibilities 17
Camp Director Pledge 18
Hiring & Personnel Policy 19-21
Personal Possessions 22
New Staff Orientation List 23
Job Descriptions
Camp Director 24
Assistant Camp Director 24-25
Camp Medical Director 25
Health & Safety Officer 25-27
Cabin Medical Leader 27
Camp Dietician 27-28
Food Service Director 28-29
Psycho-Social Services 29
Cabin Leaders 30
Leaders-in-Training (LITs) 31
Waterfront Director 31
Lifeguard 31
Activities Director 32
Craft Director 32
Rappelling Master 32
Archery Master 33
2Technology Director 33
Apprentice 33
Working with Campers
Supervision of Campers 33-34
Staff/Camper Interaction 35
Positive Behavior Strategies 35
Dealing with Problem Behavior 36
Behavior Contract 37
Child Abuse Policy 38
Camp Safety Rules
General Camp Rules 39
Security 39
Release of Campers 40
Rules for Public Areas 40
Transportation Issues
Traffic & Transportation Rules 41-42
Vehicle Agreement 43
Emergency Plans
Emergency Communications 44
Disaster Plans 45
Missing Camper 46
Accident Report Form 47
Activity Rules & Policies
Aquatics Rules 48-50
Trail Ride Policy 52
Rappelling Policy 53
Water-Ski Policy 54
Bicycle Riding Policy 55
Bicycle Safety Rules 55-57
Archery Policy 58
Ski Hodia Policy 59
Hiking Policy 60
Missing Camper while Hiking 61
Canoe Policy 62
White Water Rafting Policy 63
3This is What We are Trying to Accomplish at Camp Hodia:
Camp Hodia Goals and Objectives
1. Ensure that each child has a basic level of knowledge about diabetes and
that this knowledge grows.
You’ll know you’re meeting this goal if you do these things:
• Interview each child and his family before camp with particular
attention to his level of knowledge and state of skills regarding
diabetes.
• Observe and assess each child during the week regarding actual
performance of skills and behavior related to diabetes knowledge.
o Provide each camper with diabetes education and counsel based
on observed skills and behavior as the opportunity presents itself
during camp session.
o Each camper will attend scheduled education sessions: after meals,
evening classes, etc.
• Each camper will be encouraged to participate in group discussions
during test times and education sessions.
2. Ensure that each camper will learn more about his/her individual case of
diabetes over time and will apply this knowledge in self-management.
You’ll know you’re meeting the goal if you do these things:
• Thoroughly consider each camper’s diabetes management.
• Interview 100% of campers, with parents present if possible, to
develop an individual medical plan.
• Each camper will participate daily in preparation for diabetes
emergencies.
4o Based on his/her ability to do so, each child will participate in daily
planning and implementation of his/her own diabetes care.
o Each camper will be encouraged to consider his/her individual
experience at camp and adjust his/her diabetes management
accordingly.
3. Recognizing that Camp Hodia will be the first time away from home for many
children, it is the goal of Camp Hodia to provide a positive away-from-home
experience.
You’ll know you’re meeting this goal if you do these things:
• Call each new enrollee to Camp Hodia by phone to discuss the
child’s first camp experience with the family and the camper.
• Make a plan with the parents for homesickness intervention, such as
calls home.
o Pay particular attention to first time campers making a friend, being
included in activities, getting to meals on time, finding their way
around camp, getting enough to eat, knowing the food and
activity options available to them.
• Watch for homesickness and intervene early and often by extra attention
and consultation with other staff.
4. Develop self-understanding and self-expression in campers.
You’ll know you’re meeting this goal if you do these things:
• Conduct camp business in an open, friendly and fair way.
• Acknowledge individuality in private and group discussions.
• Foster appreciation for the individual life experience.
o Solicit each child’s personal goals as a camper and endeavor to
incorporate these goals into existing or new programs.
5o Encourage the expression of individual and unique points of view.
5. Develop an appreciation for nature in each camper and a desire to help
preserve our environment.
You’ll know you’re meeting this goal if you do these things:
• Provide a site of natural beauty that has been maintained in a
conscientious manner.
• Encourage individual exploration and experience of the natural
world.
• Provide opportunities to talk about outdoor experiences with others.
• Teach ways of caring for the natural environment by word and by
example.
6. Provide an opportunity for campers to understand their own diabetes and
receive mutual support.
You’ll know you’re meeting this goal if you do these things:
• Help children with diabetes live together at camp.
• Help campers discover their common bonds.
• Encourage shared problem solving.
o Encourage campers to talk about living with diabetes and mutual
experiences in the family, school, and other walks of life.
7. Develop teamwork among campers.
You’ll know you’re meeting this goal if you do these things:
• Point out each individual’s contribution to the team effort.
• Make sure all play is fair.
6• Lead group projects with your cabin group such as creating and
performing skits and preparation for excursions.
8. Provide the Camp Hodia experience to any child with diabetes, regardless of
the financial situation of the family.
You’ll know you’re meeting this goal by doing these things:
• Avoid situations where a camper might be disadvantaged by a lack of
money.
• Conduct activities without regard to the pay status of the campers.
9. Give campers the experience of making choices.
You’ll know you’re meeting this goal by doing these things:
• Provide campers with options when appropriate.
• Be sure your group has options several times each day.
o Be sure individuals can choose other experiences when
appropriate.
10. Provide campers with positive role models: adults with diabetes and adults
who care about children who have diabetes.
• You’ll know you’re meeting this goal by doing these things:
• Treat children in a responsible, affectionate way.
• Let the campers see you take care of yourself and your diabetes.
o Share your diabetes in a constructive way.
11. Provide each child the opportunity to find the limits of physical activity of
which he or she is capable: to try new things and to play hard.
You’ll know you’re meeting this goal by doing these things:
7• Provide a variety of vigorous outdoor activities.
• Encourage participation in activities including guidance in
adjustment in insulin and nutrition.
o Recognize that some children with diabetes have been restricted in
their activity level and provide individual encouragement to reach
beyond these limits.
12. Encourage development of new skills and work toward improved
performance.
You’ll know you’re meeting this goal by doing these things:
• Encourage campers to try things they have never done
before. For example, offering support to: try a new
craft, play a new game, try rappelling, go for a hike,
pass the swim test, etc.
8A Note from Director About Being Away From Home
Dear Camp Hodia Family,
We are very pleased you have chosen to place your child in our care this
summer. We certainly hope it will be a positive experience for both your child
and you. Over the years we have come to realize that summer camp is very
good at some things and has limitations on others.
Camp Hodia's primary goal is to promote emotional support among the kids
and the camp staff, most of whom have diabetes themselves. We recognize
that living with diabetes is a daily struggle, and it is our hope that this week at
camp will provide some education and fun in addition to the emotional support.
Every effort is made to have good diabetes control at camp, but remember
that camp is not the same as home: the food and activity levels are so different
from your child's routine that diabetes management may be a challenge.
Food is served family-style; we emphasize carbohydrate counting and serving
size, but your child can use any system he/she wishes. We watch to make sure
the children are eating reasonably, but we are not overly strict. Each day we
have one treat such as cookies or ice cream, in keeping with the philosophy of
carbohydrate counting. Most children are very active at camp and need plenty
of carbs.
Homesickness is an issue for some campers. Campers can call home or accept
calls from home as needed. During the day it is difficult to get through to us
because of our busy schedule and the fact that there is only one phone line into
the camp, so rest assured that we will help your child call home if he or she
wants to talk to you. Every effort is made to keep your child busy and happy all
week, but we do know that some kids need to talk to mom or dad.
In some severe situations the child may even go home and try again next year.
We take this situation very seriously and do not force anyone to stay at camp. If
your child wants or needs to go home, you will be involved every step of the
way. We will give your child the best individual guidance possible so the camp
experience ends on a positive note.
We love what we do and want to do it right. This camp is a service to you and
your family. We want to hear from you with any concerns, questions or
problems.
-Don Scott and the Camp Hodia Co-Founder
9Camp Hodia’s Diabetes Philosophy and Health Practices
Camp Hodia is a traditional summer camp that serves children and teens
with diabetes. It is meant to be a lot of fun and to promote friendship. As adults
with diabetes and adults who care about children with diabetes, staff members
strive to be great role models. We want to help campers establish diabetes care
practices that allow them to lead long, productive lives.
Our camp staff includes a minimum of one physician, several registered
nurses, a registered dietician, other medical support staff, counselors, and
counselors-in-training. Nearly all of our staff has diabetes or specializes in the
care of children with diabetes. In the rare instance when our physician is off site,
he/she is available by phone.
Each camper’s diabetes management plan is reviewed before camp and at
registration. Every effort is made to adhere to this plan and the wishes of the
family and their physician. At the request of parents or campers, the camp
medical staff will evaluate the diabetes plan and make suggestions for better
control. In general, Camp Hodia recommends tight control by frequent testing,
carbohydrate counting, multiple insulin injections, and avoidance of low blood
sugars.
We support diabetes self-management with careful supervision; each
camper will participate in his/her own diabetes decisions. The child does not
have to be completely independent to attend camp. Careful consideration of
the individual child’s age and development is always necessary.
Food is always an issue for people with diabetes. Our menu is based on the
food pyramid guidelines and is served family style or cafeteria style. We do not
measure the food but we watch to make sure the camper gets enough to eat.
On the other hand, we teach carbohydrate counting by demonstrating serving
size and encouraging portion control. Most kids are very active at camp and
need some extra carbs, so each day we have one or two treats such as cookies
or a scoop of ice cream. This is incorporated into the camper’s diabetes plan. If
blood sugars are high, we recommend small extra doses of insulin and retesting.
Low blood sugars are one of our biggest concerns. Staff always carries
glucose and testing equipment. Extra snacks are always available. Medical staff
are prepared to give glucagon and may start IVs if indicated. Everyone tests
their blood sugar at bedtime; anyone whose blood sugar is under 100 is retested
at 2:00 a.m.
Our medical staff can provide treatment for diabetic ketoacidosis and other
illness and injuries. For severe illness or injuries, we may transport your child to the
nearest health care facility. Every effort will be made to contact parents or
guardians as quickly as possible.
We will always try to practice and teach the best and most current diabetes
techniques in hopes that our campers and staff will live long, healthy,
productive lives.
10Health Care Policies/Procedures
Staff Roles and Responsibilities for Health Care:
● Camp Hodia does its best to ensure the health and safety of its campers and
staff under the direction of the medical director. Camp Hodia provides
comprehensive diabetes management and medical care for illness and
injury.
● Physicians and health care providers will seek referral in advanced cases.
● Scope of practice is determined by licensure.
● Hodia's medical management: Consistent with American Camping
Association, American Diabetes Association and Association
● All medications, except insulin and glucagon, will be locked or under the
direct control of the licensed health care provider. Prescription medication
will be dispensed as prescribed by the physician. Non-prescription
medications will be dispensed at the discretion of licensed personnel.
● Lay camp staff is trained in daily diabetes management and diabetes
emergency care; they will refer illness, injury, and complex diabetes care to
licensed personnel. The medical director will access medical and mental
health resources on a case-by-case basis. Consideration will be given to the
camper’s established health care providers.
● Local emergency services will be used as available. When off site, care is
rendered within the scope of the personnel available; emergency contacts
are listed in the first aid kits.
● Camp Hodia will meet the standards for health professionals-to-camper ratios
as defined by the American Camping Association. Exceptions will be
authorized and signed by the medical director or his physician designee.
Resources:
St. Luke's Wood River Medical Center
100 Hospital Dr.
Ketchum, ID 83340
(208) 727-8500
Salmon River Emergency Clinic/Ambulance
Stanley, ID 83340
208-774-3565
St. Alphonsus RMC
(air ambulance)
1055 N. Curtis Rd.
Boise, ID 83706
208-367-2121
11Idaho Poison Control
1-800-632-8000
Air St. Luke's
(air ambulance)
208-381-2222
Health Information Review and Screening:
On arrival at camp (or when necessary before camp by phone) each
camper and camper’s parent is interviewed by the cabin medical leader. The
family is invited to share information that will help us give complete, safe, in-
depth care to the camper. This includes general health issues, diabetes
management, and psychosocial issues; the health information form is verified
and updated.
This information is considered confidential. With permission from the parent,
this information will be shared with other camp staff only as necessary to care for
the camper. A discussion of each camper’s history is held with the appropriate
staff on admission day or no later than 24 hours after the campers’ arrival.
Each camper is observed for illness, injury, or communicable disease and
concerns will be immediately directed to an on-site camp physician to
determine eligibility for camp. At the time of admission all medications (both
prescription and OTC, herbals and supplements) are collected and stored under
lock for administration by camp personnel.
Sanitation in Camp:
Universal precautions will be observed at all times. Medical waste containers
are available in all cabins, the infirmary, and the lodge. Portable sharps
containers are carried in the medical fanny packs and first aid kits. Sharps
containers are carried when the campers go off-site. All medical waste and
sharps containers are returned to SLRMC for disposal.
Camp site sanitation is the responsibility of the facility. The camp director and
staff will be aware of sanitation and cleanliness of the camp and will direct
concerns to the facility staff.
An educational session will be held at the beginning of camp to insure
environmentally sound practices. The camp dietician/kitchen liaison will monitor
food service practices (on and off-site) in cooperation with the kitchen staff.
Campers and staff are expected to maintain good personal hygiene and
keep living areas clean. Communal camp areas are to be kept clean and safe.
12Health Care Equipment and Supplies:
Camp Hodia provides materials necessary for diabetes care at all camp
activities. Each medical staff carries a medical fanny pack stocked with
emergency diabetes and first aid supplies:
Medical Fanny Packs:
● Glucagon
● Meter:
○ Test Strips
○ Unistix or Lancet/Poker
○ Kleenex
● Ketostix
● Sharps Container
● Insulin and Syringes
● Glucose Tablets and Gel
● Dressing Packet:
○ Band-Aids
○ Gauze
○ Antibiotic Ointment
○ Tape
○ Alcohol Pads
○ Gloves
● Tylenol and Ibuprofen
● D25/IV Kit:
○ Butterfly-23g or Angiocath
○ T-Connector
○ IV Start Kit
○ D25 Partial Fill
○ Dispensing Pin
○ Saline-2
○ 60 cc Syringe
○ Gloves
○ Alcohol Pads
13Reaction Fanny Packs:
(Carried by non-licensed staff)
● Glucose tablets and gel
● Dressing Packet:
○ Band-Aids
○ Gauze
● Antibiotic Ointment
○ Tape
○ Alcohol Pads
● Meter:
○ Test Strips
○ Unistix or Lancet/Poker
○ Kleenex
● Sharps Container
14Camp Hodia Standing Orders
Consultation:
It is expected that you will consult with medical staff for all complex diabetes
problems.
I. Symptomatic Hypoglycemia:
1 Oral glucose
2 Glucagon 1amp IM if stuporous or comatose
3 IV dextrose rapid push for prolonged reaction
*Insulin adjustment considerations:
● Adjust insulin down 5-10% of the dose if circumstances of diet and
activity are stable and will remain so.
● Do not adjust insulin down if a specific contributing factor can be
identified and corrected.
● Adjust insulin down 5-15% if expecting a large increase in activity in a
child with near normal blood glucose (150 or less). Monitor bg
throughout the day.
II. Hyperglycemia:
● Test urine ketones.
● Push water/fluids.
● Use the camper’s established sliding scale. If no sliding scale is
available, consult.
● common practice: ½ to 1 unit of H for every 50 points > 150 (up to 5
units)
● Retest and repeat as necessary every 2-3 hours.
● Pumps: check site and tubing, consider insulin by syringe and change
the site.
● Vomiting or bellyache probably means acidosis: infirmary for IV
consideration.
III. Anaphylaxis:
● Use Epi-Pen Jr. or Epi Pen as per product instruction guide
● Notify camp physician as soon as possible
15Expectations for All Hodia Staff
Fit for Duty
Camp Hodia protects the health and safety of campers and staff by insisting
all participants are fit for duty.
“Fit for duty” means that you are able to perform that job for which you are
volunteering in a safe and effective manner, unimpaired by any medical
conditions (we recognize that you have diabetes), personal problems,
medication, alcohol or drugs. By claiming you are "fit for duty", you specifically
endorse that you would test clean on a drug test, do not currently abuse
alcohol, and that you aren't currently using any drugs (illegal or prescription)
that have a potential to alter your mental status, or suffer from any personal
problems that have the potential to interfere with your ability to care for
campers or will interfere with interpersonal relationships with any staff members.
IDYP recognizes that some psychological and medical conditions, as well as
drug and alcohol addiction are often remediable when appropriately treated,
allowing the person to function without significant limitations with treatment. If
this applies to you, contact the Camp Director to talk about the situation.
Sleep: Being fit for duty includes adequate rest. Camp Hodia expects that all
staff alternate NIGHT bedtimes of midnight and 2:00am.
Diabetes: Please maintain good diabetes health and practices. Set a good
example for the campers and other Hodia staff.
We have great responsibilities for the wellbeing and safety of children and
each other. Please maintain a high sense of professionalism, good moral
character and strong personal integrity.
Signal Check
● All staff have the right to call a signal check.
● In fact you are expected to call a signal check if an activity is going badly
wrong.
● The signal check includes safety concerns, appropriateness of the activity,
making the right thing happen. This check should allow staff to re-direct
the activity and/or correct safety problems.
● The signal check should be discrete and constructive.
● If there is a serious conflict, please make temporary peace with each
other. Then bring the problem back to the director/assistant.
16General Staff Responsibilities
● For camper safety and medication security, staff will turn medications,
herbals, and supplements into the infirmary. Access is available to these
medications upon request. Exceptions to this must be discussed with the
Health & Safety Officer.
● Camper safety and supervision are ultimately the responsibility of the
cabin medical leader and/or cabin counselor. Any delegation of this
responsibility must be clearly communicated and time limited.
● Out of camp food: In the interest of fairness, no meals or snacks that are
not available to everyone. Mostly, this means buying drinks but not food
on road trips. Special circumstances cause exceptions.
● Participate actively in staff conferences and meetings
● Develop skills and attitudes so as to do the best possible job
● Keep necessary records (daily logs of diabetes care, inventories, etc.)
● Maintain all equipment in safe operating condition
● Report unsafe conditions
● Discuss and enforce safety regulations
● Rumor control. Rumors get out of control so quickly. Please bring them to
attention of director/assistant promptly so the record can be set straight.
● Participate in annual self-evaluation program and staff evaluation.
● Social Networking: keep it clean and decent. On the web you are the
public face of Camp Hodia.
17Camp Director Pledge
Collaboration and Consultation
● I will solicit and honor your ideas.
● I will try to give you constructive suggestions. Then I will support you in
implementation.
● If I ask or tell you to change your plans there will be a reason and I will tell
you what it is.
● I will respond promptly to questions, requests and concerns.
● I will try to minimize surprises and try to keep you in the poop.
Work Habits
● I will work hard. I will only ask you to do things I am willing to do myself.
● I will do my best to be ON TIME and to not waste your time.
● I will try to honor and respect your contributions to Hodia.
● I will take personal responsibility for my conduct.
● I will be straight with you and try to be fair.
Things I ask of you:
● Please communicate with me in timely manner.
● When you make changes in your camp attendance, let me know.
● Keep me informed about your plans for your camp responsibilities.
● Take it easy on each other. There is a lot of emotionality in our program. I
need you to be good to each other
● Help the newcomers. Share with them and show them the way. We need
them.
● Be on time.
● Work hard and share the work. Help each other out.
● Trips off-site: business only please and not when there is work to be done.
Need personal time off? Please arrange with your teammates.
Don in consultation with all staff May 09
Are You Advancing Trust and Respect with Your Teammates?
18Camp Hodia Personnel Policy
Idaho Diabetes Youth Programs provides equal employment and volunteer
opportunities to staff and applicants without regard to race, color, religion,
national origin, gender, age, disability or veteran status—except in limited
instances when age or gender considerations are bona fide occupational
requirements (for example, for cabin counselors or to meet minimum
accreditation age requirements.)
The camp counselor and camp staff person are the primary instruments
through which the objectives, goals, and philosophy of Camp Hodia are
transmitted to the camper. The counselor is expected to be aware of and
abide by the following personnel policies:
1. Salary
Camp Hodia staff is volunteers. However, staff is reimbursed for camp
expenses.
2. Tips and Gratuities
Staff are discouraged from accepting tips and gratuities except
mementos made by the campers.
3. Time Off
Each staff is eligible for 2 hours off each day.
4. Dismissal and Resignation
Dismissals and resignations will be managed by the Camp Director.
Grounds for dismissal may include, but are not limited to gross
misconduct, neglect of responsibilities, and endangerment of campers,
staff or camp property, or conduct which reflects negatively on Camp
Hodia.
5. Sick Leave and Emergency Leave
Leave will be managed by the Camp Director. Special attention to
individual needs of the staff will be given.
6. Health
Hodia’s medical staff is available to the staff. The cost of prescriptions,
doctors, or hospital visits outside of those in the Camp Health Center must
be covered under one’s personal insurance unless the injury/illness is work
related.
7. Insurance
Hodia maintains general liability insurance. Policy available for review on
request.
198. Use of alcohol and/or controlled substances is grounds for dismissal.
9. Harassment
Idaho Diabetes Youth Programs recognizes that a person’s right to
freedom from discrimination includes the opportunity to work and play in
an environment untainted by harassment. Offensive speech and
conduct are wholly inappropriate and intolerable to the harmonious
relationships necessary for the operations of the camp program.
Harassment has the potential to create an intimidating, hostile, or
offensive work environment and may unreasonably interfere with an
individual’s work performance at Camp Hodia. Harassment may include
all unwelcome advances, written or verbal innuendos, threats, insults, or
disparaging remarks concerning a person’s gender, national origin, race,
creed, color, ancestry, age, sexual orientation, veteran status, physical or
mental disability, or religious beliefs that are offensive to a person
associated with the camp program. Examples include but are not limited
to verbal harassment (derogatory comments, demeaning jokes, threats,
etc.), physical harassment (assault, unnecessary touching, physical
interference, etc.), and visual harassment (derogatory printed material,
gestures, etc.).
10. Child abuse/sexual abuse/ sexual harassment are grounds for dismissal.
The first responsibility of each and every staff member is the health and
welfare of the campers. Each staff member is expected to take every
care to protect the privacy and person of each camper. Physical
punishment or any sexual contact between staff and campers is
inappropriate and will be grounds for dismissal. Caution should be taken
any time a staff member is alone with a camper (outside of the view of
other staff members). This is for the protection of the camp and the staff
member, as well as the camp.
11. Relations
Staff is asked to be sensitive and respectful to the people from whom we
are renting the camp facilities and in the communities near the camp.
Each staff member represents the camp in his or her dealings with
members of the local communities, as well as behavior off the camp
grounds. Conflicts with the rented facility should be immediately reported
to the Camp Director/Assistant. Also, staff persons are expected to
maintain a high level of respect and care for other Camp Hodia staff
members.
2012. Grievances
Should there be a disagreement over the interpretation of camp policies
or a grievance related to one’s duties or relationships with fellow staff
members, it should be reported to the Camp Director or Assistant Camp
Director promptly. Should the Camp Director be the source of the
grievance, the staff member may report the grievance to any of Idaho
Diabetes Youth Programs’ Board of Directors Members.
13. Performance Evaluation
Each staff member will have a performance evaluation done verbally or
in writing at the end of the camping session by the Camp Director/Asst.
Camp Director. Items covered will be taking responsibility, cooperation,
initiative, and all aspects covered in the staff manual. Staff may request a
written evaluation upon request. All written requests will be signed by the
staff member as well as the Camp Director or Appointed Cabin Leader,
and filed in the staff person’s camp file. One does not have to wait fro a
scheduled supervisory conference to seek advice or counsel from one’s
supervisor. The primary responsibility of a supervisor is to be available to
deal with the day-to-day problems of his or her supervisees.
14. Non-discrimination
Camp Hodia is an equal opportunity organization.
15. Staff/Camper Interaction
Camp Hodia disallows one-on-one staff/camper contact except in
emergency situations. This includes travel to and from camp and at all
camp activities.
16. Camper/Staff Ratios
These camper/staff ratios will be maintained:
● 6-8 years of age 6:1
● 9-14 years of age 8:1
● 15-18 years of age 10:1
*Exceptions: During staff meetings there may be 1 staff per cabin for no
more than 45 minutes.
17. Facilities
Staff is responsible for the care of the camp’s personal and rented
buildings and equipment. Unauthorized use of camp equipment or
supplies is prohibited.
21Policy Regarding Camper and Staff Personal Possessions
● Each person will be sent a list of required personal gear to be brought to
Camp Hodia with a request that additional belongings be very limited.
● We ask that all personal items be labeled and kept in each person’s personal
possession during camp. This includes but is not limited to personal sports
equipment and personal electronic devices.
● Camp Hodia is not responsible for damage and loss or theft.
● All persons will be encouraged to be respectful of other’s property.
● Alcohol, drugs and weapons are not allowed by anyone at Camp Hodia.
● Smoking, vaping, e-cigs and other tobacco products are not allowed by
anyone at Camp Hodia.
● Camp Hodia will assume responsibility for any items loaned to the camp. Care
of these items will be specifically assigned to camp staff and will be limited in
use to specific amp programs.
● No dogs, pets or other animals are allowed at Camp Hodia except by
specific permission of the director and those animals will be the responsibility
and liability of their owners.
● Each individual is responsible and liable for his personal vehicle except as
covered by agreement with Camp Hodia.
22New Staff Orientation List
____ 1. Transportation assistance and/or directions to camp
____ 2. Explanation of any fees required (ie. LITs)
____ 3. Introductions to:
____ Cabin Leader (small group leader)
____ Camp Director, Management Team
____ Other Camp Directors & Personnel
____ Camp Hodia Staff (counselors, LITs)
____ Campers
____ 4. Explanation of table of organization, chain of command
____ 5. Tour of camp:
____ Cabins (& specific cabin assignment)
____ Bathrooms
____ Main lodge/dining hall
____ Craft lodge
____ Volleyball area
____ Archery range
____ Drinking water
____ 6. Explanation of:
____ Camp Hodia philosophy/goals, policies/procedures
____ Medical management of diabetes & other emergencies
____ Safety rules & camp rules
____ Fire drill, other emergency plans
____ Daily schedule
____ Meal & snack time procedures/duties
____ Archery procedure/policy
____ Craft procedures
____ Waterfront program
____ Camp staff expectations (behavior, participation, schedules, duties)
23Camp Hodia Job Descriptions
Camp Director
Qualifications
● Minimum age – 25 years
● Education or training in special needs camping
● College degree preferred
● At least two years previous experience in working with diabetes in a
health care environment
● Leadership experience
Responsible to IDYP Board of Directors
Responsibilities
● Recruit, select, train, and assign the entire camp staff.
● Direct the supervision of staff leadership positions.
● Develop and carry out positive relationships with campers, staff, and
parents.
● Responsible to IDYP board for budget and business operation.
● Lead in the determination of Camp objectives and policies.
● Participate in Camp activities to the extent necessary for proper
awareness and supervisory functioning.
● Develop procedures, routines, and practices for the Camp operation.
● Write camp reports and evaluations based on observation, discussion by
campers and staff, and conferences.
● Maintain ACA standards.
● Provide effective staff and camper organization in order to carry out the
program.
● Responsible for medical supplies and health maintenance of campers
and staff.
Assistant Camp Director
Qualifications
● Minimum age – 21 years
● Education or training in special needs camping
● College degree preferred
● At least two years previous experience in working with diabetes in a
health care environment
● Leadership experience
● Ability to take responsibility for the administration of the Camp in the
absence of the Director
24Responsible to Camp Director
Specific Responsibilities
● Administrative responsibilities include those assigned by Camp Director
● Responsible for Camp in the absence of the Director
● Responsible for directing the LIT program (Kids Camp)
●
● Assistant Camp Director in planning and coordinating the program and
educating and supervising staff and campers.
Camp Medical Director
Qualifications
● M.D./D.O. degree and licensed to practice in the State of Idaho
● Experience in public/community health is preferred.
Responsible to IDYP Board
Responsibilities
● Annual review of health plan.
● Serve as consultant to the Health & Safety Officer.
● Consult on diabetes practices.
● Promotes the health of campers and staff by directing and advising all
Hodia healthcare providers.
Camp Health and Safety Officer
Qualifications
● Registered nurse (RN) or comparable licensure.
● CPR certified.
● Current First aid certification and experience in first aid and emergency
management.
● Driver’s license.
● Experience in both children and adult illness/injury care.
● Desire to work with children and young adults.
● Community and public health and safety knowledge.
Position Purpose
The Health and Safety Officer is responsible for the health and safety of campers
and staff.
25Responsible to Camp Director/Camp Medical Director
General Responsibilities
● Provide health care to meet individual needs of camp staff and
campers.
○ Collaborate with other medical staff to meet medical needs.
○ Follow health care policies/procedures as described in the Hodia Medical
Manual and treatment procedures.
● Organize, maintain, and utilize adequate resources for serving the health
and medical needs of the campers and staff.
○ Set up the camp Health Center.
○ Inventory and order all necessary medical supplies and equipment
● Maintain accurate and detailed medical records according to state and
American Camp Association Standards.
○ Ensure staff and camper health examinations are current and on file.
○ Prepare and utilize daily medical log for treatment and medications.
○ Prepare and record insurance and accident report forms.
● Oversee First Aid procedures and supplies.
○ Prepare and distribute first aid kits throughout camp including camp
vehicles, kitchen, offices, waterfront, activity areas, out-of-camp trips.
○ Ensure supplies are well stocked and distributed as needed.
○ Ensure a staff orientation session is delivered on medical services.
○ Ensure camp staff and campers know their role related to health care
and first aid.
○ Provide or ensure orientation is provided that includes standing orders,
clinic hours, specific camper health and social needs, health center
procedures, emergency procedures, growth and development of age
groups, staff health assessment of campers, policies on contacting
parents, transportation to outside health facilities, accident prevention
and risk management, nutrition, and first aid in the camp setting.
● Campers and staff are screened on arrival by medical staff. This includes:
○ Verify health history and examination.
○ Verify emergency authorization.
○ Identify any observable evidence of illness or communicable diseases.
○ Conduct a health assessment.
○ Collect all medications used by campers and staff, and their directions,
and turn into health center.
● Supervise sanitary and safety conditions throughout camp.
○ Report any health problems or symptoms of illness to the Camp Director.
○ Act as the go-to person for any safety concerns at the camp facility,
correct or harness safety concern, and ensure Camp Director, camp staff
and campers are aware of the concern until it is corrected. This may be
done by delegation to the Camp Director.
26Other Job Duties
● Work closely with Medical Director and all health care providers of on all
camp health issues.
● Provide leadership in the camp’s risk management program.
● Supervise health assistant and/or first aid position.
● Obtain and develop information health in the camp community.
● Contact parents concerning the status of their child’s health. This may
be delegated.
● Be knowledgeable of outside health resources.
● Participate in evaluation of health services.
Cabin Medical Leader
Qualifications
● Licensed to practice in the State of Idaho
● Interest in diabetes healthcare
Responsible to Camp Medical Director
Responsibilities
● Responsible for diabetes related and health issues of everyone in the
cabin
● Practice healthcare within the scope of their license.
● Promote self-care by campers.
● Maintain diabetes records.
● Maintain diabetes health in consultation with other camp healthcare
providers.
● Collaborate with the Health and Safety Officer with medications,
treatments, and health plans.
● Responsible for keeping appropriate medical and safety supplies in their
cabins.
● Responsible to carry emergency supplies to treat diabetes related
emergencies at all times.
● Work with cabin leader in order to carry out a successful program.
Camp Dietician
Qualifications
● RD required
● Experience in diabetes management
● Experience in meal planning for various nutrition needs.
● Experience in supervising food service facilities and employees preferred
27● Willingness and ability to adjust to camp resources, conditions, and
programs.
Responsible to Camp Director
Responsibilities
● Plan and/or approve menus that meet the current standard of practice
for nutritional appropriateness for diabetes mellitus or other special
nutritional needs
● Provide carbohydrate information and other relevant nutrition data
● Approve special food purchases needed for diabetic camp
● Works with host camp cooking staff
● Provide or delegate: meal times, snacks, special food needs, special
events throughout the year and carb counting announcements.
● Enforce sanitary standards and food safety including preventing cross-
contamination
● Review all special diet needs and plan for accommodations
● Provide education of campers and staff
● Supervise dietetic students or new staff
● Responsible to maintain a professional working relationship with all staff
● Responsible to receive feedback about menus and adjust menus as
needed
Food Service Director
Qualifications
● Able to demonstrate proficiency with carbohydrate counting
● Able to demonstrate proficiency with food safety
● Able to demonstrate ability to work with camp leadership
● Able to demonstrate organization and reliability
Responsible to Camp Dietician and Camp Director
Responsibilities
• Responsible to give or delegate the nutrition announcement at each
meal and snack
• Responsible to assist in enforcing sanitary standards and food safety
including preventing cross-contamination
• Able to assist in supervising campers with special diet needs to ensure they
get appropriate food at each meal and snack
• Responsible to post the menu in the lodge - Responsible to distribute the
menu to each cabin leader
• Responsible to supervise hoppers, meal and snack kitchen patrol
28• Responsible for packaging, labeling and distribution of snacks
• Responsible for coordinating food service at offsite events
• Responsible for coordinating with the kitchen staff about meal times and
participant numbers for meals
• Responsible to work with Camp Dietitian, Camp Director, and other staff
as needed to ensure appropriate food service throughout camp
• Responsible to maintain a professional working relationship with all staff
• Responsible to collect feedback about food and convey that information
to Camp Dietitian for menu adaptation
Camp Director of Psycho-Social Services
Qualifications
● Graduate degree in counseling or Bachelor’s degree with 3 years’
experience counseling youth
Responsible to Camp Director
Responsibilities
● Organize, conduct and evaluate cabin discussion groups
● Available for individual counseling
● Participate in solving camper behavior problems
● Work closely with healthcare providers and other staff
Cabin Leaders
Qualifications
● Minimum age – >18 Years old (*(must be at least 2 years older than
campers in their assigned cabin)
● Person has diabetes, is related to person w/diabetes, or demonstrates
special interest in children with diabetes.
● Has successfully completed L.I.T program or has equivalent camping
experience.
Responsible to Camp Director and Assistant Camp Director
Responsibilities
● Provides non-medical operating of the cabin (ie. weekly plan) and is
primarily responsible to help execute planned activities.
● Provides leadership and guidance to cabin groups.
● Live with a group of 6-12 campers and help each camper adjust to other
campers and camp life.
29● Guide the individual camper in participation in group, unit, and all camp
activities.
● Assist with daily living requirements of the campers.
●
● Act as a positive role model for all campers.
● Encourage campers to discuss their emotions and feelings.
● Notify medical leader of any potential problems (health, emotional, or
other) of any camper.
● Work with cabin medical leader in order to carry out a successful
program.
Leaders-In-Training (LIT’s)
Qualifications
● Minimum age 16 years through high school graduation
● Person has diabetes, is related to person with diabetes or demonstrates
special interest in children with diabetes
Responsible to Cabin Leader
Responsibilities
● Same as leader with assistance and guidance of cabin leaders.
● Actively participates in the learning role.
Waterfront Director
Qualifications
● At least 21 years old
● Must be able to organize and direct waterfront staff (life guard &
spotters)
● Must have good judgment in anticipating and preventing accidents
● Must be able to act calmly and quickly during emergencies
● Able to teach waterfront skills and supervise campers – has previous
experience in a similar position and setting of at least 6 weeks duration
● Holds or has held one of the following certifications:
○ WSI from Red Cross
○ Aquatic Instructor BSA
○ YMCA Instructor in Swimming & Lifesaving
○ Equivalent Certification
Responsible to Camp Director and Assistant Camp Director
30Responsibilities
● Supervise the waterfront staff.
● Plan and promote waterfront activity.
● Maintains all health and safety regulations on the waterfront.
● Report all accidents to healthcare provider promptly
● Responsible for camper/swimmer safety at waterfront
Lifeguard
Qualifications
● Must be at least 18 years old, able to give and/or follow directions in an
emergency situation
● Must have current Senior Lifesaving or Water Safety instructor certificate
from the American Red Cross
● Must have judgment in anticipating and preventing accidents
Responsible to Waterfront Director, Camp Director and Assistant Camp Director
Responsibilities
● Lifeguards assigned activities.
● Promotes waterfront activities
● Enforce water safety measures at the waterfront
● Responsible for evaluating and classifying campers/staff as to areas,
equipment, and activities commensurate with their abilities
Activities Director
Qualifications
● Minimum age – 22 years
● Previous Hodia experience
● Ability to engage, supervise and organize adults and children
● Interest, knowledge, and skills in planning activities and games and the
ability to teach and enthuse others
● Ability to facilitate and encourage activities for all Hodia participants
Responsible to Camp Director/ Assistant
Responsibilities
● Support staff members in their activity interests
● Gather ideas and initiate all camp and small group activities throughout
the week
31● Ensure all activities are planned for the week and have proper staff
support and equipment
● Develop and maintain Camp Hodia Activity Guide
Craft Director
Qualifications
● Minimum age – 18 years
● Previous camping experience
● Ability to supervise and organize adults and children
● Interest, knowledge, and skills in crafts and the ability to teach and
enthuse others
Responsible to Camp Director and Assistant Camp Director
Responsibilities
● Develop and operate a meaningful craft program geared to the ages,
interests, and activities of the campers
● Coordinate craft program with the other camp activities and plans
● Encourage campers to be creative and express themselves through art
or projects
Rappelling Master
Qualifications
● Significant experience conducting rappelling programs. To be reviewed
case-by-case by IDYP board.
● At least 25 years of age.
Responsible to Camp Director and Assistant Camp Director
Responsibilities
● Conduct and supervise the rappelling program.
● Maintain rappelling equipment
Archery Master
Qualifications
● At least 18 years of age
● Has completed the Level One training course from the American Archery
Association
Responsible to Camp Director and Assistant Camp Director
32Responsibilities
● Conduct the archery program.
● Supervise archery assistants
● Maintain archery equipment
Technology Director
Qualifications
● Minimum age – 22 years
● Previous Hodia experience
● Information Technology Skills
● Ability and interest in maintaining and growing Hodia’s IT program
Responsible to Camp Director and Assistant Camp Director
Responsibilities
● Set up and maintain on site Camp Office
● Resource for all staff regarding office needs
● Promotes photography and facilitates photo collection
● Makes available technical resources
Apprentice
Any role at camp may have an apprentice. At the completion of one camp
session as apprentice, the person may advance to the full role during the next
session. During the apprentice session, a senior staff will mentor the person and
review all camp policies and practices. This serves as the one-week training
deemed necessary to assume full responsibilities.
Supervision of Campers
Upset or angry with a CAMPER?!?
Things you Can do:
● Take a break
● Take a deep breath
● GET SOME HELP FROM ANOTHER COUNSELOR
Things you can NOT do:
● Hit or touch in anger
● Yell or humiliate
● Meet in seclusion with a camper
33Keys to Safe Supervision
● Focus your attention primarily on campers’ needs and interests rather
than on other staff and yourself
● Know where your campers are and stay with them
● Always stay engaged with your campers
● Stay on task, supervising campers is hard work
● Ask for more help from another staff if your attention is divided
● Stop any activity which you cannot safely supervise
● Intervene early in fights, bullying, practical jokes, or other problems
● Inform and/or get help from your cabin leader, activity leader, or senior
camp staff for serious or persistent problems; Camp Hodia: teamwork
● Ask someone to relieve you if you need a break beyond those scheduled
● Take care of your own diabetes
● Watch for diabetes problems in campers and others
● Be on time
● Pay particular attention to the homesick child
● Pay particular attention to campers not actively involved
● Coordinate with your cabin leader; ask your cabin leader for help if
needed
● Remember and enforce the safely rules
● Use common sense, the rules won’t cover all situations so you have to
think and act safely
● Have a good time, camp is fun!
Night time Supervision of Campers
● Stay in the cabin
● Bedtime is a particular time to watch for homesickness and teasing
● If you are alone during a crisis, send your 2 most responsible campers to
the next cabin for help.
● Listen for crying and thrashing in the night; these may be diabetes
problems
● Let campers know they can wake you up if they need help in the night
Staff/Camper Interactions: How to Talk With Your Campers
● Call your campers by name or nickname
● Use language that is easily understood
● Speak with campers at eye level
● Explain what you are doing or what is happening next
● No foul language
● Do not intentionally embarrass or ridicule anyone
● Be friendly and polite
● Treat everyone fairly
34● Let them know you or other staff are always available if they have a
problem
Positive Behavior Strategies for Camp Hodia Campers and Staff
● Provide explanation for actions taken
● Clearly state the behavior you expect
● Discourage and correct behaviors that belittle or intimidate other
campers
● Clearly state the behavior you expect to stop
● Show respect for campers by calling them by their name
● State the consequences for continued behavior
● Offer lots of praise when a camper does something good (verbal or
nonverbal)
● Praise the desired behavior in others
● Model appropriate behavior
● Do the right thing yourself
● Set a good example
● Ignore attention seeking behaviors
● Directly address behaviors that put others at risk
● Ask for help before you need it
● Use eye contact and stand close to the camper when discussing serious
issues
● Do not intentionally embarrass or ridicule campers or groups
● Don’t lecture---keep it short and direct
● Give brief, logical consequences
● Allow natural consequences to occur
● Get assistance from another staff member
● Use peer support when appropriate---ask for feedback
● Treat the campers and staff as you would like to be treated or as you
would like to have your child treated
● Always respect confidentiality
● Keep private things private
● Involve those who need to know
Common Behaviors of Concern
● Bullying, badgering, belittling, teasing, tormenting, and harassing are
serious problems and should be addressed immediately.
● Watch for practical jokes that are out of control or when it could
potentially create hurt feelings.
● Watch for unwanted romantic advances or inappropriate touching.
35● A protocol exists to help you with repeated problems or dangerous
behavior. Enlist the help of a senior staff member to begin this process.
Dealing with Problem Behavior
Physical punishment is never acceptable.
If you feel yourself becoming angry at a camper, STOP, take a time out,
and get help from another staff person. This is probably the time to start a
behavior contract with your camper.
Step 1
Discuss the behaviors of concern with the camper and use the strategies
from the Positive Behavior Strategies list. This should include logical
consequences and discussion with a senior staff member.
Step 2
If the behavior continues, develop a behavior contract with the camper. This
form available from senior staff and is meant to be developed with their input
and support.
Step 3
If this does not resolve the problem, follow the steps on the behavior contract
that may include sending the camper home.
36CAMP HODIA BEHAVIOR CONTRACT
PURPOSE
The purpose of this contract is to ensure the physical and emotional well-being
of the Camp Hodia campers and staff. All camp members have a right to
personal safety and to be treated with dignity and respect.
CONCERNS
By engaging in the following behaviors you have risked the rights of others:
●
●
●
EXPECTATIONS
We expect you to do the following to remedy this problem:
●
●
●
ASSISTANCE
What help do you need to be successful?
●
●
●
CONSEQUENCES
If this behavior continues, you will have the following consequences:
SIGNATURES
_____________________________ ______________________________
Camper Cabin Leader
_____________________________ ______________________________
Camp Director Parent (if applicable)
Parent notified (if contract generated at camp) YES NO
37Camp Hodia’s Child Abuse Policy
Child abuse is a serious issue. Any concerns must be brought to the
immediate attention of the cabin leader. Cabin leaders will report to camp
licensed personnel (physician, RN, psychologist, social worker). Licensed
personnel are required by law to report within 24 hours abuse or suspected
abuse to the Idaho Department of Health and Welfare or to law enforcement.
Abuse is defined as injuries inflicted upon a child by another and may include
neglect, bruises, cuts, welts, burns, fractures, sexual contact, or other harm.
These issues must be brought to the attention of camp licensed personnel and
the decision to report will be at their discretion. Confidentiality will be
maintained at all times.
Camp policy strictly forbids corporal punishment. Sexual contact of any kind
with a camper is strictly forbidden and such behavior would be cause for
immediate dismissal from the staff and appropriate authorities will be notified.
These policies are thoroughly discussed at camp staff orientation.
38General Rules for Staff and Campers:
● Follow all safety rules given to you by your activity leader
● Treat others with respect
● No bad language
● No fighting, teasing, or bad practical jokes
● No stealing or lying
● Stay out of other people's things
● Stay in camp boundaries
● Have a buddy
● Walk in camp, stay on the trails
● No matches, fires, weapons, fireworks
● Wear shoes
● No litter
● Stay with your group
● Come to the lodge when you hear the bell
● No water activities without a lifeguard
● No alcohol, tobacco, vaping, e-cig or drug use (send-home violations)
Camp Security
If you see a person you do not know in the camp:
1 Say hello and ask “May I help you?”
2 If the person is looking for someone in camp or is there for business
reasons, escort him/her to the dining hall and locate the Camp
Director(s).
3 If the person has neither of the above reasons for being there, politely
inform him/her that she/he has entered a private camp area and give
any information that may help them find a camping area (or other
area) available to the public. Make sure that they leave the camp.
4 If there are any problems, stay with the person and send for the Camp
Director(s).
39Release of Campers
1. All campers are to be released only to a person identified by the custodial
parent. At the time of the in-take interview, pick up person is identified.
2. On pick-up day the cabin leader or designee should be available.
Questions about release of camper should be directed to cabin leader or
Camp Director.
3. If a custodial parent requests that a camper not be signed out to a
noncustodial parent, such a request must be in writing. These questions should
be directed to the Camp Director, Assistant Camp Director or Safety Officer.
4. Identification is required for anyone other than the parent(s).
5. When a last-minute change occurs in who will be picking up a camper, the
new instructions are to be verified with the camp director or designee from an
authorized person.
6. No camper may leave camp at any time without prior authorization from
the custodial parent and the camp director.
Rules for Campers in Public Areas
● Cabin Leaders should make sure campers know what to expect and what the
rules are in general, include expectations for unusual circumstances, such as
using playground equipment. Define the area in which campers are to stay
unless specific permission is obtained from their assigned staff member.
● Hodia staff will be in direct contact with campers at all times. Each cabin
leader will be responsible for his/her campers either by direct supervision or
delegation to another staff member.
● Public restrooms: Instruct campers to tell staff before going to the bathroom
and to check back in when they return. Younger campers should be
accompanied by staff. Bathroom trips require heightened attention by staff.
● When using public streets, campers will stay together under staff supervision.
Camp Hodia does not use public transportation.
● Keep belongings with the group OR have someone stay with them.
● Take a head count every 15-30 minutes, before and after moving from one
area to another, or more often if the activity or situation involves crowds,
“attractive nuisances,” or other distractions.
● In the event of separation from the group, the children are instructed to
seek an adult in the facility we are visiting, give them their name and the
group they are with and ask for assistance in relocating our group leaders.
Campers approached by a stranger are to ignore the stranger and seek the
assistance of an adult camp leader.
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