Major Revision of Existing Policy
Minor/Technical Revision of Existing Policy
Reaffirmation of Existing Policy
I. OBJECTIVE & PURPOSE
This document promulgates procedures and policy for the conduct of both University-sponsored and non-sponsored camps conducted at the University of North Florida. II. STATEMENT OF POLICY
Camps conducted at UNF may include, but are not limited to: sports, music, cheerleading, flag corps, math, religious, adult and child education, and similar activities. Most camps are conducted during the summer months at UNF, but they may be conducted anytime during the calendar year as approved through the procedures detailed herein.
University-sponsored camps are those in which participants pay attendance fees directly to the sponsoring department. Non-sponsored camps are those in which participants pay attendance fees directly to the camp director or organizer. The Office of Environmental Health, Safety, Insurance & Risk Management (EH&S) will assist with the administration of this policy by ensuring that all required documentation is properly completed and included in an application package (see item 6 below). The Vice President for Administration and Finance must approve this package prior to commencement of camp activities.
Requests to conduct camps at UNF will be processed by the department sponsoring or camp director requesting the camp. The following documentation must be included in a request to conduct a camp: a. Camp Application Agreement: Attachment 1 b. Special Facilities Use Form(s): Include the respective form(s) required by each UNF facility used by the camp, (i.e. Housing, Arena, Aquatics Center, etc). c.Report of Outside Activity or Employment: This form must be completed for University employees who are compensated from camp proceeds and UNF or the state of Florida. This form is included as Attachment 2. d. Contracts/Agreements: Include signed copies of all contracts/agreements between the camp sponsor, respective departments, and UNF facilities as part of the application package. The Office of the General Counsel must approve all contracts before they are signed. e.Insurance: (1) Liability Insurance: The state of Florida provides general liability insurance for UNF. However proof of liability insurance, in the form of a “certificate”, must be included in the application package for all non-sponsored camps and camps not conducted on UNF property. The certificate of liability insurance must add the University of North Florida a Public Body Corporate, the UNF Board of Trustees, the Florida Board of Education, the state of Florida and its officers, agents and employees as additional insureds by written endorsement. A minimum of $1,000,000.00 coverage per occurrence is recommended. (2) Accident Insurance: The state of Florida does not provide accident/health insurance for students, OPS employees or non-university personnel. Therefore, participants or their legal representatives must complete a "Liability Waiver and Release Form" (Attachment 3). The sponsoring department or camp director must ensure these forms are completed by each participant prior to the start of the camp and that copies are retained for a period of three years. All camp participants must provide proof of accident/health insurance. Camp directors or sponsoring departments may purchase excess accident/health insurance coverage through EH&S for those participants who cannot provide proof of coverage. (3) Camp directors or sponsoring departments who need to purchase excess accident/health insurance coverage must submit the following information to EH&S no later than April 1 of each year: 1. Name and nature of camp 2. Number of participants 3. Dates of camp, (Indicate # of days participants will be in the camp) 4. General age of participants 5. Dates participants will stay overnight (if any) 6. Account number for payment of insurance premiums 7. Type of camp activity or events scheduled 8. Number of OPS or volunteer camp supervisors to be insured (if any) 9. Description of and arrangements for travel (if any) f. Usage Fees: Camps may be assessed a fee for the use of any UNF facility. The specific facility and fee amount will be reflected on the camp application form. The camp may also be assessed a fee for custodial and other maintenance services. This fee amount will be determined through coordination with the Physical Facilities Department and will be reflected on the application form. The UNF trademark is protected by copy write and cannot be used in conjunction with camp advertising without permission from the University. In order to protect the liability interests of the University, use of the UNF trademark by non-sponsored camps must also include a disclaimer that UNF does not sponsor the respective camp. Camp directors must provide an adequate number of chaperones/counselors to escort and supervise camp participants at all times. Generally, the number of chaperones/counselors should be determined by the age of the participants and the nature of the camp. At least one chaperone for every ten participants is recommended for each camp. However, camps with participants under the age of 10, those that use multiple facilities in a day, those with activities creating the potential for physical injury or those that include an overnight stay should provide one chaperone/counselor for every five camp participants. UNF employees and students may be voluntarily engaged to operate or assist with both sponsored and non-sponsored camps. Department heads must ensure that established rights and privileges are maintained for both employees and students. Formerly 9-9.002
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