Policies and Procedures

Camper Contact Policy

Camp Cherith views the use of e-mail, instant messaging and social networking sites like Facebook and Twitter as positive ways for individuals to express themselves and keep in touch with their friends. As a staff member, you have the right to exchange letters, e-mails or IMs with other staff members and invite other staff members to be on your “friends” list in any way that you see fit.

Similarly, many campers actively use e-mail, instant messaging and social networking sites, and will want to exchange e-mails and IMs with other campers and invite other campers to be on their “friends” lists. As Camp Cherith has no control over this, it is up to each camper’s parents to supervise their children.

However, when it comes to exchanging contact information between a staff member and a camper, you may do so only with permission from the camper’s parents. This includes giving or getting mailing addresses, e-mail or IM addresses, phone numbers, social networking profiles, blogs or any other contact information. It’s not that we don’t think your relationships with your campers are important. They are! It’s just that, once you leave camp, we can’t take responsibility for what happens between you and the campers —only their parents can.

Regarding e-mails, IMs and comments you might make to other campers on their social networking profiles, we ask you:

to keep what you say positive and respectful of staff and campers alike;
not to use obscenities, vulgar or sexual language;
not to say mean or threatening things to or about other campers or staff;
not to post pictures online that would embarrass or violate anyone’s privacy;
not to pose as another camper or staff member online or spread false information about anyone or say damaging or threatening things to or about anyone;
not to use a website or blog or e-mail to talk about things that are against camp policy, like using drugs or alcohol or bullying or sexual behaviour.

Any staff member who violates these policies not only puts their own reputation at risk, they also risk damaging the Camp Cherith name and reputation (remember – as a staff member, you are a representative of Camp Cherith!) A harassment complaint from an upset parent could result in your being turned away as staff in the future, and could also result in the involvement of police or other law enforcement authorities.

Camp is meant to be a fun, safe and happy place for all of us. We need your help to keep the way people from camp communicate with one another positive and in the spirit of camp—a way that makes everyone feel safe.

Recommended Practices

Ask permission from the parents if you wish to keep in touch with their child after camp ends. Respect their wishes if they decline. (Remember that 140 hours you’ve spent with your campers? You’ve only spent five or ten minutes meeting their parents.)
Do not ask campers to give you their email address or contact information, and do not initiate “friend requests” to campers on social networking sites.
Instead, offer your email address or contact information to the camper’s parents. Let the camper, guided by his or her parents, make the first move in sending you a message or adding you to their “friends” list (which you can then accept or ignore).

Camp Cherith Follow Up Policy and Practices

Camp Cherith provides several different kinds of follow-up communications to campers and staff members throughout the year after camp ends.

To Campers

If a decision of salvation is made at camp:

Staff should be aware of and use the follow-up material available at camp. Tracts are available, as are free Bibles and New Testaments. See your Divisional Director or the Camp Director.
The Cabin Leader should encourage the camper to tell their Divisional Director about their decision. The Cabin Leader or DD should meet with the camper to discuss and reinforce the decision. Encourage the camper to write a letter to themselves, reminding them of the decision they have made. This letter will be mailed to the camper about one month later from the camp office. (Romans 10:9-10)
The Cabin Leader should write the camper a letter encouraging them in their new found faith in Christ. This letter can be given to the DD or Camp Director and will be mailed from the camp office. (1 Thessalonians 5:11)
Devotional material will be sent from the Camp office for one year. (2 Timothy 2:15)
The follow up committee will attempt to get the camper in contact with a church children’s program (such as Pioneer Clubs) or youth group that is close to their home. (Hebrews 10:23-25)

A survey / questionnaire will be sent to every camper (and their parents) several weeks after camp has ended.
Camp Cherith encourages cabin leaders to write birthday postcards, provided by camp, and mailed from the Camp Office, to each camper.

A short personalized note should be written to each camper by his or her Cabin Leader during the week at camp.
The camper’s birth date should be printed in the upper right hand corner so that it can be covered with the stamp.
Divisional Directors will provide these for each Cabin Leader and will return them to the Camp Office.
Cards will be kept in the Camp Office and mailed to the camper about one week before their birthday.

To Campers and Staff Members

A Camp Cherith newsletter is sent approximately quarterly to all staff and campers (addressed to their parents). Newsletters are sent in the fall, at Christmas time, and in the spring. Digital copies of the newsletter are provided at the Camp Cherith website.
The Camp website is updated periodically with news and from each summer’s camp sessions, camp fundraising events such as the Spring Fling Dance and Silent Auction and the 1 Under The Son Beach Volleyball Tournament, camp work weekends, and other camp activities.
In addition to the main website, Camp Cherith maintains a blog tracking construction-related updates, and Facebook and Twitter account profiles providing notification of current and upcoming camp activities.
Special mailouts may occasionally be sent to notify campers or staff members about other special events related to Camp Cherith including retreats or reunions. Notifications of these events will also be posted on the camp website.
Promotional videos and clips highlighting events at camp may occasionally be posted on Camp Cherith’s YouTube channel.
The Camp Registrar may occasionally send broadcast emails containing announcements and other important information to staff and parents.

Camp Reunions

We understand that, after a great week at camp, leaders (and even campers) may be enthusiastic about seeing each other again, and may want to organize “camp reunions”. Camp Cherith does sometimes organize official reunion activities. When we do so, we must ensure that all aspects of the activity conform to our usual standards for camper supervision, staff recruitment and background checks, safety, insurance, liability waivers, etc. Because our staff and Board of Directors are entirely volunteer-driven, the sheer effort of ensuring all of these checks and balances are met unfortunately means that we can’t do this very often.

If leaders or campers (with their parents supervising) wish to get together on their own, they are certainly free to do so. However, for insurance and liability reasons, Camp Cherith cannot and does not officially endorse these activities. When organizing such activities, do not refer to them as “Camp Cherith reunions” or use the word “official”, or use the Camp Cherith logo, or in any way represent the event as a “Camp Cherith” activity. It must be clear that this event is organized by you, not by Camp Cherith.

If you do wish to organize an “official” camp reunion activity, please contact a member of the Board of Directors so we can discuss what is required in order to make your event official. Typically this will require a minimum number of staff members to supervise the event, and camper permission and waiver forms to be signed by their parents.

Social Networking and Camp Staff

We believe social networking sites are a great place for self- expression and generally have a favorable regard for them. What you do privately, on your own time, is your business. However, once you identify yourself as a Camp Cherith staff member in a social networking profile, website, group page or blog, or use the camp name, logo or any official camp photograph or text, everything and anything that you post or say can be seen as a reflection of camp. That is why we require you, as a staff member, to observe the guidelines below. We established these guidelines to assure that camp remains an emotionally and physically safe environment for all staff, employees, campers and families.

As a camp volunteer, before you…

use the camp name or official camp logo
include text or photographs that are the property of camp;
include photographs of campers or other staff members;
or create a camp “group page” with the above items…

… you must request and receive prior written approval from the camp.

As a camp volunteer you agree to be respectful of the camp, its program, the campers and its employees in all communications in your e-mails, instant messages, social networking profile, blogs, YouTube channel, and other sites. As such, you agree to the following:

You will not use obscenities, profanity or vulgar language.
You will not engage in harassment or intimidation.
You will not post comments that are derogatory with regard to any individual’s race, gender, religion, sexual orientation or disability.
You will not use sexually explicit, suggestive, humiliating or demeaning comments.
You will not post photographs that compromises anyone’s privacy or that is used to demean, humiliate or otherwise embarrass anyone.

As a camp volunteer you agree not to use a social networking profile, group page, blog or other Internet medium to discuss behavior that is prohibited by camp policy, including, but not limited to alcohol or drug use, sexual behavior, delinquent behavior, destruction of property, harassment or intimidation.
You recognize and accept the camp’s policy on out-of-camp contact with campers. As per the policy, you may not share any contact information (including, but not limited to cell phone number, e-mail address, IM, weblog address or social networking site) with a camper unless the parents are fully aware of this exchange, give expressed permission for such contact, and take full responsibility for it. You understand that the camp takes no responsibility for securing this permission.
Once you identify yourself as a staff member at camp, the general public may see you as an ambassador or spokesperson of camp. You therefore must understand that is a condition of employment that you agree to and adhere to the guidelines outlined above. You understand that if any of the guidelines outlined in this measure are violated, it may result in disciplinary and/or legal action including possible termination of your service at camp.

Staff Policies While At Camp

Working at Camp Cherith is not just a summer job. We use the word “ministry” – and for good reason. Camp Cherith exists to provide an environment where campers come to know Jesus Christ as their Saviour, and be challenged to grow in their faith. For this to happen, each of our staff members must approach the work we do with a sense of mission and purpose. The policies described below are intended to help guide us in that mission, as well as maintain a safe and healthy camp atmosphere.

As a staff member, you enjoy certain privileges that campers do not. We want you to enjoy your camp experience and enjoy fellowship with your friends, but we ask you to remember that our primary focus is always on the camper experience. Staff members are expected to lead by example and follow the same rules that the campers do. Develop a spirit of accommodation with respect to your camp lifestyle. This may mean setting aside some personal desires for the sake of the community. It may also require living under tighter guidelines than you normally do, in order to maintain an environment that is healthy and appropriate for a group of people with a broad range of backgrounds and expectations.

Lifestyle and Attitude

The quality of the ministry at Camp Cherith depends largely on the quality of the staff! Remember that you represent Camp Cherith, and more importantly, Jesus Christ, whether you are on or off camp property. Therefore, staff members are expected to model a positive Christian lifestyle in all conduct and relationships. This includes modesty in your choice of dress and swimwear, use of appropriate language, and maintaining respectful relationships with other people.

Alcohol, tobacco of any kind, and recreational drugs are not allowed at Camp Cherith. You will be asked to sign our Drug, Alcohol and Tobacco Abuse Policy which states your agreement not to use any of these substances.

We want camp to be a place free of “workplace politics”. Please respect the direction of those in authority. If you have concerns, speak to the person privately – do not second-guess or criticize other leaders in public, especially in front of campers. If your concerns are serious, address them privately with the Camp Director.

Remember that our staff works as a team. We are all members of Christ’s body, and are to encourage each other, showing respect to each other and to those who are in positions of authority. We welcome feedback, so if you feel something isn’t right, please let your Camp Director or a Board member know.

Your Own Spiritual Growth

The nature of camp ministry requires that we spend much of our time giving spiritually to others. The danger, of course, is that too much giving can cause the well to run dry. To maintain a vital ministry, you must pay attention to your own spiritual walk. The daily staff meeting is designed to provide spiritual nurture and an opportunity to fellowship and pray with other staff members. We also have a Sunday morning worship service and Wednesday morning vespers service. It is expected that you will attend. In addition, we encourage you to find time in your day for daily devotions so that all of our hearts and minds are continually ready to be used by God.

Relationships with Other Staff Members

Spending a week surrounded by other Christians is a unique and wonderful experience. We know you want to spend time with your friends and significant others. We encourage this and try to provide opportunities specifically for staff to spend time together. However, we cannot allow this to detract from your primary purpose for being at camp, which is to minister to campers. Please ensure you are not spending time with anyone to the exclusion of other staff or campers, or in a way that impacts your ability to be an effective leader.

Dating relationships sometimes form at camp, or you may already be in a relationship with someone who will coming to camp with you. Great! But to avoid becoming a distraction to others, or a source of “he likes / she likes” rumours, we ask that you keep dating relationships discreet and hidden from campers. This means no public displays of affection are allowed (with limited exceptions for married couples.) Camp Directors introduce all married couples to the campers on the first day of camp.

We joke about the “six inch rule” – stating that you must always be at least six inches away from members of the opposite sex. This “rule” is not real, but the principle behind it is – we want to model positive, healthy relationships with no room for even the appearances of any inappropriate behavior. Remember, campers are constantly bombarded with mixed messages about relationships from the media and from their peers. Camp is a place where we have an opportunity to be positive role models!

Staff members may not pursue dating relationships with campers (including Service Team and CILT.)

Arrival and Departure

So that camp operates smoothly and the children arriving can receive the best possible care, we expect you to arrive at camp by 4 p.m. on Saturday, the day before camp starts. At the very latest you must be there before 8:00am on Sunday morning. Please plan to stay until after 2:00pm on the following Saturday to help with cleaning and closing up camp at the end of the week. Please discuss with your Camp Director if you have an exceptional circumstance or need help with transportation in order to keep to these times. Remember that if you are not able to do your part to help prepare or clean up, someone else is taking on your responsibilities on top of their own. “Many hands make light work!” Your fellow staff members will appreciate your cooperation.

Whenever you arrive at camp, and whenever you leave, you must check in or out with the Camp Director. They need to know who is on site and who is not at any given time. This applies to campers as well as staff – if you see a parent taking a camper home without checking out with the Camp Director, remind them that they must see the Camp Director first.

Dress Code

Staff shirts must be worn on the first and last days of camp (Sunday and Saturday) so that parents can easily identify staff members. Staff should always dress in a manner that reflects positively on camp and our Christian values. This means, no underwear showing, no inappropriate wording, slogans or graphics, no bikinis, Speedos or otherwise revealing or immodest clothing.

For hygiene reasons you must change out of your bathing suit and into dry clothing before entering the Dining Tent for meals.

Footwear must have closed toes and good ankle support in order to provide adequate protection from rocky and hilly terrain. We strongly recommend good running shoes or hiking boots. Open-toed sandals should only be worn while at waterfront.

Laundry

Camp has limited laundry service, which is used primarily for kitchen linens and for occasional emergencies (camper wetting the bed, sleeping bags that get rained on, etc.) Please plan to bring enough clothing to last for the entire week (remember to pack extras.) If you are coming to camp for more than one week, plan to go home in between weeks to do your laundry. Exceptions to this policy must be cleared by the Camp Director.

You may use the clotheslines outside cabins to hang towels and bathing suits to dry. For hygiene reasons, do not hang wet clothing anywhere inside your cabin or any other buildings.

Vehicles and Transportation

If you drive to camp in your own vehicle, you must park it in a designated parking area and keep it locked.

Vehicles may only be driven and parked on marked roads and parking areas. Please stay off the grass and areas where campers play or congregate. Do not drive through into Cabin Circles once camp starts.

If a personal vehicle is to be used for transporting campers, a form must be filed with the Director giving camp permission for the use of the vehicle. This implies that the owner believes that the vehicle is adequately insured and in suitable condition for transporting campers. If you allow other people to drive your vehicle, you may be asked to leave your keys in the camp office.

Campers may only be transported by drivers over the age of 21 holding a full “G” license whenever possible. Drivers under 18, drivers holding only a “G1” license, may not transport campers. The Camp Director must approve all drivers, and their credentials must be on file with the camp office. Drivers must observe posted speed limits and obey the rules of the road at all times.

Campers or staff may not be transported in or on any vehicle not intended for passengers, such as on riding lawnmowers, tractors or their accessories.

Telephone

Camp telephones are located in the Cook’s Cottage, Director’s Trailer, the Kitchen, and the Dining Hall. There is only one phone line that must be kept available in case of emergency or for parents calling in, so personal calls must be kept short. Staff may use the phone only during their free time. Camp cannot afford to pay for long distance bills so please call “collect” or use a calling card.

Family and friends may reach you by dialing the camp phone number, (613) 288-5806, and pressing “2” when prompted by the voice menus.

Internet

The campsite is equipped with internet access for camp business purposes. Staff may only use the Internet for specific, camp-related purposes (examples: to view a YouTube video for drama class, to look up song lyrics, to confirm your ride home by email). Ask the Camp Director for permission if you need to access the Internet.

Campers may not access the internet except if directly supervised and only for a specific, camp-related purpose. (Facebook is not a camp-related purpose!)

Internet access may not be used for any purpose that may be disruptive or offensive to others, or harmful to morale. This includes display or transmission of sexually explicit materials, or any communications that contain ethnic or racial slurs, or anything that may be construed as harassment or disparagement of others based on race, nationality, sex, age, disability, political beliefs, etc.

Free Time

All staff members have at least one hour of time off each day. Note that this usually does not coincide with camper “Free Time” on the daily schedule. As a staff member, you may be asked to lead an activity or otherwise be on duty and available to campers during “Free Time”.

You are welcome to use your time off for personal activities such as napping, reading, showering, devotions, etc. Feel free to socialize with other staff members who also have time off, but please do not distract staff that are leading activities or interfere with activities that may be going on around you.

If you need to leave the campsite (for example to go for a hike or to drive into town) please inform the Director of your plans. You may be asked to bring a walkie-talkie – in case of an emergency, the Camp Director needs to account for everybody’s whereabouts.

Rest and Curfew

Camp ministry is intense, and you will work long days in an outdoor environment. For these reasons, everyone must get enough rest. If you are not well rested, you will have less energy and enthusiasm for your daily tasks. Worse, you could pick up an illness, or be so tired that you become a safety risk to yourself and others. By not performing adequately you may be unfairly forcing others to pick up the slack. This becomes even more significant if you are coming to camp for more than one week.

We need to have you at your best! So, we ask that you honour a 12:00am (midnight) staff curfew. Your Camp Director can set a different curfew time if they feel it is necessary, and can make exceptions for special occasions. Cabin Leaders, we have to ask you to make one additional sacrifice for your campers, and stay in the cabin once your campers have gone to bed.

Remember that different divisions go to bed at different times. By the time you are heading to bed, others may already be asleep. Make sure you do not make too much noise or cause disruptions.

Tuck Shop and Staff Fridge

Camp operates a tuck shop for campers and staff to purchase snacks such as soft drinks, chocolate and candy. We take a deposit at the beginning of the week, and your purchases are applied against your account. The remaining balance is refunded at the end of the week, or carried over to another week if you are coming back. During the week, a special collection will be taken to support the camp mission project. You will have the opportunity to donate a portion of your tuck balance to support the project.

To help promote healthy eating habits, a $2.00 per day limit is enforced for purchases of candy and soft drinks. As a staff member, you may exceed this limit if you wish to purchase additional treats, for example as a reward for campers in your cabin or in an activity you are teaching.

Please do not simply take items from the tuck cabinet, even if you intend to pay for them later. This can send the wrong message to anyone who sees you “stealing” from the cabinet. If you want something from the tuck cabinet, inform the Business Manager first so they can settle your account.

A Staff Fridge is available if you need to store limited quantities of your own food, typically for special dietary needs. Store your items together in a box or bag with your name clearly labeled. Please respect the property of others and do not take anything that does not belong to you!

Visitors

Please remember that your first priority is your ministry to campers and the fulfillment of your responsibilities. If you wish to invite friends or family to visit camp, they must receive permission in advance (before the week starts) from the Camp Director. Without prior awareness and preparation, the Camp Director may have to turn visitors away for the safety and well being of the campers. If your visitors are staying for meals, the Kitchen Staff must know in advance so they can prepare enough food.

Visitors must not disrupt the flow of camp activities or distract staff members from performing their duties. Failure to comply could result in your visitors being asked to leave the campsite.

When your visitors arrive, they must notify the Camp Director immediately. The Camp Director will introduce the entire camp to your guests at the earliest opportunity so that campers are not alarmed by their presence. Visitors must be escorted at all times unless they have a Police Check on file with camp.

If you see someone unfamiliar on camp property, report it to the Camp Director immediately. If you feel comfortable, politely but firmly challenge them (“Hi, can I help you find someone?”) and escort them to see the Camp Director. Refer to the later section about Visitors and Intruders for more information.

Respect of Facilities

Camp Cherith is staffed and run entirely by volunteers working to accomplish our mission – providing a safe, peaceful environment where campers and staff can come to know Jesus Christ as their Saviour. We do our best to provide well-maintained facilities for your use and for use by rental groups. You can help by treating all buildings and grounds with respect, by doing your part to take care of them, and by reporting any problems promptly so they can be corrected. Encourage your campers to do the same.

Smoking is not allowed in any Camp Cherith facility. Campers and staff are expected to refrain from tobacco use entirely, but visitors may need to be reminded of this policy. If you observe a visitor smoking inside a building, politely ask them to smoke only outdoors in the main area of camp. Remember, discarded butts can be a forest fire hazard!

Graffiti and vandalism of any kind is not allowed. Do not write or scratch your name on your bunk or on any tables. Stop campers from doing so if you see them, and report any existing damage so that it can be cleaned up quickly (otherwise, they are setting an unwelcome example.) Some buildings may have “Tagging Walls” where you can leave your mark – do so in a tasteful and appropriate manner.

Harassment and Abuse

Child abuse has become a nationwide issue in recent years. Schools, camps and other organizations have come under intense scrutiny. We must be sensitive and well informed in order to avoid potential difficulties in this area.

We cannot be too careful in the area of sexual, physical or emotional abuse. Even the appearance of a wrong or a false allegation can cause irreparable damage to the reputation of the accused staff member and to Camp Cherith. All staff members, therefore, must be cautious to avoid doing anything that could be interpreted as sexual, physical or emotional abuse.

In an effort to ensure the safety of campers and staff, and to protect Camp Cherith staff from undue and unfounded accusations regarding inappropriate behavior, we have guidelines which we require all staff members to follow at all times.

Here is a summary for a quick reference overview. The full policy follows below.

Staff to Camper: When speaking with a camper one-on-one, you must do so in a public place where both of you are visible to others. Avoid circumstances where you would be alone with a camper inside a building or away from sight. If you are visiting a camper who is alone in a cabin, bring another leader or camper with you, or stay outside the cabin and talk through the window. Be very aware of any physical contact you may have with a camper and whether it can be misinterpreted by the camper or any observers. Always respect the wishes of the camper if they do not wish to be touched, regardless of your intent. Ask for permission where appropriate (e.g. “Can I show you where to put your arms when holding this bow?”)

Camper to Camper: Watch for any inappropriate behavior between campers, including unwanted physical contact, suggestive comments or jokes, harassment or bullying. Remember, any kind of contact can be inappropriate if it is unwanted. If you see it, put a stop to it immediately and remind campers to respect each other’s personal space. Notify a Cabin Leader or Divisional Director if you continue to see any problems in this area.

Staff to Staff: Our commitment (and our obligation, under Ontario law) is that all staff members will be able to live and work in an environment free of harassment from others. Any kind of harassment or discrimination will not be tolerated. Legally, we must maintain the same standards that would be required in any professional work situation. Further, as Christians, we recognize the God-given value and worth of each individual and we require behavior that acknowledges that value. Remember, as staff we are serving as role models for each other and for the campers.

Sexual innuendo in comments, statements, skits, jokes, etc. will not be tolerated. If you feel you are the victim of harassment, or you observe an inappropriate incident, report it to the Camp Director immediately.

Harassment and Abuse Protection Policy

At Camp Cherith we endeavor to provide our staff and campers with a wholesome environment while at camp, free from any kind of abuse or harassment. To this end, our policy is to ensure proper staff screening and training before camp, and prevention and monitoring while at camp.

Staff Screening BeforeCcamp:

Staff Application form includes statement of Camp Cherith policies.
Application includes three references, including a pastor from their church.
Police Criminal Records Checks are received for all staff members.
Staff members are interviewed by the Camp Director(s) and/or Assistant Director(s) on behalf of the Board of Directors using a specific structured questionnaire.
All staff must attend a training session covering the abuse and harassment guidelines before camp. This session will be provided at both Pre-Camp and In-Camp training.
Staff members are asked to sign a Staff Agreement and acknowledgements of the Harassment and Abuse Protection Policy.

While at camp:

All staff at camp must always be alert for behavior that does not adhere to Camp Cherith policy and must report any concerns immediately to the Director or the Health Care Worker in confidence.
The Laurentian Camp Cherith Board of Directors will pray for the strengthening and preparation of all staff, and be ready to respond to any incidents.

Policy Statement

It is our desire that the children in our care experience the precious love of God as they learn about Christ. It is our aim to provide a suitable and safe environment for both campers and staff.

Guidelines

The political and social climate, combined with the mandate of the courts to pursue with vigour any abuse allegations, requires a focus on prevention.

No one in the camp environment has the authority to administer physical punishment to another individual. Forceful apprehension is not to be used except to restrain a child for his or her own safety, for the protection of property or if the safety of another person is at risk. The Director shall handle severe discipline problems.
No one shall inappropriately touch another individual. Inappropriate touching is defined in the “Definitions” section of the Camp Cherith Policy on Abuse and Harassment, and can include any form of touching if it is undesired touching. (See Note 1)
Derogatory or disrespectful language is not to be used.
No child is to be left alone in the company of only one adult in a closed space (tent, cabin, room, etc.) unless the adult is the Health Care Worker, parent or legal guardian of the child. (See Note 2)
All adults present at camp shall be staff of the camp or visitors admitted by a staff member and approved by the Camp Director. Staff members who admit visitor(s) are responsible to ensure that the visitor(s) comply with all camp policies.
Leaders checking for wet beds must do so when campers are out of the cabin, and if they need to do so at night, must request that the child first get off the bed.
Leaders and Health Care workers are to be careful where they place their hands in providing medical and emergency care.
It is the legal responsibility of every adult to report any well-founded suspicion of child abuse. The Director or Health Care Worker must report concerns directly to the Children’s Aid Society.
Staff members are to report any violations of this policy statement to the Camp Director or Health Care Worker.
Any incident resulting in the dismissal of a camper or staff member will be reported in confidence to the Laurentian Camp Cherith Board of Directors in writing.

Notes:

Hugs: A safe hug does still exist, but should be used carefully. It should be available to all, not be long or suggestive, and great care should be taken to avoid inappropriate contact (e.g. watch the placement of your hands).
Counseling should always be done in an open environment in view of other adults.

Reporting Abuse – Staff to Camper

Cases:

If any staff member has a concern about a camper he/she must immediately and in confidence talk to the Director or Health Care Worker.
If a camper confides in you about abuse from another staff member you must immediately write down your conversation with this camper and follow up with the Director or Health Care Worker. (See How to Handle a Disclosure)

Steps:

The Director must write down specific information given by a concerned staff member.
The Director and the Health Care Worker will speak in confidence with each of the parties involved.
After the Director and Health Care Worker have completed their investigations if any doubt remains regarding the original concern, the accused staff member will be released from camp. This is to ensure that the safety of the child is always first.
If an allegation is upheld then it must be reported to the proper authorities. Child Welfare and/or Police Investigation must begin within 48 hours. Investigation should begin immediately when:

the child may be at immediate risk;
there is injury to the child
the child or parent is upset and requires immediate support and reassurance; or
possible evidence is likely to be available only at the time of reporting.

Reporting Abuse – Staff to Staff

Cases:

If any staff member has a concern about another staff member he/she must immediately, and in confidence, talk to the Director or the Health Care Worker.
If a staff confides in you (as a staff member) harassment or assault by another staff member you must immediately write down your entire conversation with this staff member and report, in confidence to the Director or Health Care Worker. (See How to Handle a Disclosure)

Steps:

The Director must write down specific information given by concerned staff member.
The Director and the Health Care Worker will speak in confidence with each of the parties involved.
After the Director and Health Care Worker have completed their investigation, if any doubt remains regarding the allegation, the accused staff member will be released from camp. This is to ensure that the safety of the victim is always protected.

How to Handle a Disclosure

Hearing an individual tell you that he or she has been abused is a very painful experience for both you and the individual. It is very important to have planned ahead and put some thought into how you want to respond to the individual. Remember, the initial response that the individual gets when disclosing abuse is the most important predictive factor for the individual’s long term healing. The following are some guidelines to help you.

Take the individual SERIOUSLY.

Don’t ask questions like “are you sure?”
Don’t ignore the allegation or make excuses for it.

Find out JUST ENOUGH to confirm the suspicion.

LISTEN, but do not investigate.

Do not lead the individual by asking questions like “Was it ____ who hit you?”
Use words such as, “and then what happened” or “and…”

STAY CALM.

Be aware of your facial reaction. You will be shocked and angry, but save your feelings for later
Use a normal tone of voice. Don’t criticize the offender or the child.

REASSURE AND SUPPORT THE CHILD.

Say “I’m glad you told me” or “it’s not your fault” or “You are very brave to tell me.”

BE OPEN AND NON JUDGEMENTAL.

Choose a PRIVATE LOCATION to talk with no distractions for any discussion, yet in open view of other adults.

DO NOT MAKE ANY PROMISES YOU CAN’T KEEP.

You cannot keep this a secret. You will TRY and get some help for them, but you must tell the authorities. Do not tell anyone else – this is confidential.

LET THE INDIVIDUAL KNOW WHAT WILL BE HAPPENING.

They have lost control in their lives and need to be part of the process and be kept informed (on a case by case basis).

GET SOME SUPPORT FOR YOURSELF.

Contact Information For Child Protection Services

Children’s Aid Society (Ottawa region): (613) 747-7800

Abuse, in Ontario law, also extends to doing nothing to stop it – in other words “permitting” abuse by standing by and letting it happen. Any person who has reason to believe a child is being abused must report that belief to the Children’s Aid Society. Should civil action be brought against a person who makes a report, that person will be protected unless he or she acted maliciously or without reasonable grounds for the belief or suspicion. (CFSA s 68(7)).

Definitions

Legal definitions shall prevail over any definitions in this Plan, but for the internal operation of the programs of this camp, the following policy definitions shall be in force:

The legislative enactment of the Child and Family Services Act – R.S.O. 1990, c.c. 17, in Ontario represents what society perceives as abuse of a child, and therefore what must be responded to by Camp Cherith. Reference need be made to s.81 (1) and 5.37 (2) (a), (c), (e), (f), and (h) of the said act.

These statutory references define when a child is considered to have suffered abuse. In these sections abuse incorporates:

physical harm
sexual molestation or exploitation
the failure or refusal to provide medical treatment for physical harm or suffering
emotional harm
the failure or refusal to provide treatment for a child suffering from a mental, emotional, or developmental condition that could seriously impair the child’s development.

Child Abuse: A state or condition of being physically or emotionally harmed, sexually molested or sexually exploited.

Physical Abuse: Using physical force or action that results, or could result, in injury to a child. This includes slapping, shaking, grabbing, spanking, striking with any sort of weapon (stick, belt, etc.), punching, burning or pulling off a bunk. It is more than reasonable discipline.

Emotional Abuse: When a person in a position of power or authority chronically attacks a child’s sense of self or self worth. This may also be referred to as verbal abuse. This includes: yelling, name-calling, belittling, swearing at, threatening, unfairness, teasing, gossip, insults, or other forms of rejection.

Sexual Abuse: Occurs when a child or youth is used by somebody else for sexual stimulation or gratification. It includes behaviour that involves touching such as fondling, sexual activity, and rape. It also includes behaviour that has non-touching aspects, such as verbal comments, showing or creation of pornographic material, exhibitionism or allowing children to witness sexual activity.

Assault: This term refers to any contact, physical or sexual, where consent has not been given.

Neglect: Failure to provide and exercise reasonable care, such as leaving a child unattended, improperly supervising activities, or ignoring a child’s physical needs.

Harassment: This is a general term that applies to any: comment, gesture, sound, joke, slur or question that for reasons of: age, race, nationality or ethnicity, religion, colour, marital or family status, sex, ability/disability, make someone feel unsafe, attacked, demeaned, threatened, degraded, intimidated, manipulated, or uncomfortable, particularly by someone stronger than they or relating to them from a position of authority or power leaving them helpless to resist.

Improper Touching: This includes behaviour such as kissing a child, coaxing a child to kiss you, extended hugging or tickling, touching a child in any area that would be normally be covered by undergarments or a bathing suit, wedgies, pulling pants down, carrying older children, or coercing them to sit on your lap.

Discipline: Proper discipline involves establishing clear boundaries of acceptable behaviour by children and youth. It includes informing them of these behavioural expectations and also maintaining them with firm and kind expressions of authority. Improper discipline includes yelling or screaming at children, threatening them, physically hurting them, and such like actions. Corporal punishment (spanking or any other form of physical punishment) is unacceptable in all cases.

Alcohol, Tobacco and Drug Abuse Policy

Laurentian Camp Cherith believes that the use of alcohol, tobacco and other non-prescription drugs has no place in a camp environment.

The policy acknowledges the use of prescribed medications for individuals as directed by their physician. The use, storage and dispensation of these medications should be managed by the camp’s health care worker and as directed by any requirements set by Camp Cherith.

Guests and visitors are to comply with our camp’s alcohol, tobacco and other drug policy. Doing so will help ensure their safety and health and that their activities are consistent with our camp’s philosophy. Staff members who invite guests are responsible to inform them of this policy. Staff members who observe visitors acting contrary to this policy are to take corrective action (for example, bringing it to the attention of the Camp Director or speaking to the visitor directly.)

Camp Cherith recognizes that the consumption of alcohol, tobacco and other drugs can impair an individual’s well-being and impair their ability to learn and to function. We acknowledge that substance use disrupts camp life and undermines the purpose of our camp.

The effects of alcohol and drug-related injuries on civil liability can be devastating for the individuals in question, the camp and its existence.

Our camp wishes to prevent the use of alcohol, tobacco and other drugs among staff and campers:

during any camp-related program or activity, in all of its facilities
in a way that ensures the health and safety of all participants, the protection of the camp and equipment and the protection and maintenance of the surrounding natural environment.

To meet the needs of campers and staff, and the requirements of the administration and of the law, the following regulations and enforcement guidelines have been developed.

Definition of a Drug

A drug is:

a substance (including alcohol, tobacco, legal and illicit drugs) used for its mood-altering or psychoactive properties
a substance that poses some threat or harm to the user, such as an increased risk of acci¬dents and injuries, possible medical problems or the development of drug dependence

Statements

Alcohol, tobacco and other drugs and drug paraphernalia are not to be brought into camp.
Drugs are not to be consumed on any property operated by the camp or while participating in any camp-related program or activity.
Impairment by drugs while on any property operated by our camp or while participating in any camp-related program or activity is not allowed.
No one will be allowed to return from time off in a condition where their presence would prove disruptive or a liability to the camp.
Anyone who fails to comply with these regulations is subject to specific consequences.

Consequences of Policy Violations

The goal of the camp’s enforcement strategy is to protect the health and safety of all staff and campers by responding to any substance-related problem in a way that is consistent with the camp’s concern for the well-being of the individual.

For any violation of the above noted policy statements, the following may apply:

The individual will be informed that his or her behavior is violating the camp’s policy, be advised of the disciplinary action being taken and be asked to acknowledge in writing their understanding of the situation.
A disciplinary committee will review the case and make recommendations to the camp director.
One or more of the following will be issued: a warning, a probationary condition, or an immediate dismissal on a temporary or permanent basis.
If there is a dismissal, the parent or legal guardian will be informed.
Police officials may be called by the camp director if the situation warrants that such an action be taken.
If the individual is found intoxicated, the individual will remain under the supervision of the camp’s health care worker or designated staff member to ensure his or her safety.
In the instance that an individual is in a drug-induced stupor, or in the context of other related emergencies, the need for a medical transfer will be assessed and requested by the camp health care worker, camp director or his/her designate Parents or a legal guardian will be informed.
Should the individual reveal a problem with a substance and is expressing some concern, appropriate steps will be taken to help the individual.
Substances found on a person or on camp property will be confiscated. Illicit drugs and illicit drug paraphernalia will be turned over to the police.

Discretion

The Camp Director reserves the right to use discretion when considering the consequences for the incident in question. Considerations for dismissal can include:

The nature of the substance and the type of infraction
Indications that the individual will continue using drugs
Lack of serious concern by the individual about the consequences of use
The level of disruption imposed on campers, staff and the camp
Other forms of disruptive behaviour
The potential for or the presence of, injuries or damage to property
Violation of drug laws

Pranks

Camp is a fun environment and often full of unexpected surprises! Pranks and jokes can be fun, but must be planned carefully to avoid damage, hurt feelings, and inappropriate repeat behavior from campers. If poorly supervised, pranks have a way of escalating out of control as victims retaliate. Campers who are the victim of a prank may feel harassed, and having campers or staff members “at war” can damage the trust and team spirit that leaders work so hard to build. Remember again that we are role models for the campers. Let’s teach them how to have fun, perhaps in unconventional ways, but always within boundaries.

Ask yourself the following questions to judge whether a prank is appropriate: Will this prank result in damage to camp property or to personal property? Could this prank cause anyone physical or emotional harm? Are you willing to clean up the mess afterward? If someone did this prank to you, would you find it funny? Will your “victim” be laughing with you or will they be angry, embarrassed or humiliated? Is this prank in the spirit of camaraderie and friendship, or is this an act of revenge or one-upmanship?

You must clear pranks through your supervisor before being given permission to execute them. Camp Directors have the final say in whether or not they will allow pranks to occur during their week.

Staff Discipline

We trust that you are at camp for the right reasons and are willing to abide by the policies written in this handbook. Remember, our first priority, and the mission of camp, is to minister to campers. Even though we are all volunteers, camp must be conducted in a professional manner in order to protect our staff and campers from liability and harm.

Common sense and respect is the best guide to proper conduct. We don’t want to “police” each other or live in fear of judgment from others. However, sometimes action is necessary for the purpose of improving undesirable behavior and preventing reoccurrences. The following steps may be followed to ensure that camp rules and policies are being enforced consistently and in the best interest of camp. The Camp Director has the right to take additional or different actions if feel that is appropriate.

Step 1: Verbal warning. The supervisor will approach the staff member about the problem that has occurred and the possibility of corrective action if the problem continues. Where possible the supervisor and staff member will work together in a spirit of cooperation to ensure that the problem does not happen again.

Step 2: Escalated warning. If the problem continues, the supervisor will approach the Camp Director. The Camp Director will review the facts of the case with the staff member and attempt to explain what was done wrong and what could have been done (and should be done in the future). The staff member will be told that further corrective action will be considered if another violation occurs. The Camp Director is required to document the incident.

Step 3: Termination. If the problem still continues and cannot be resolved to the satisfaction of the Camp Director, the staff member may be asked to immediately leave camp premises.

Reporting Inappropriate Behavior: If you notice a staff member doing something that you feel may be inappropriate, you can attempt to address it with them privately and in a discreet fashion. Say, “Hey, I noticed you doing ____ and I don’t believe that was appropriate for camp.” Perhaps it was an honest mistake, and this is an opportunity to learn and correct the behavior. Perhaps it was just a misunderstanding. However, if you don’t feel comfortable approaching the staff member, if the misconduct was serious, or if the behavior continues, then report it to their supervisor promptly.

Grounds for Dismissal: This list is not all-inclusive, but examples of what would lead to dismissal:

Theft or careless destruction of Camp Cherith property.
Incompetence or negligence in the performance of your duties.
The consumption of alcohol during camp hours.
Unwillingness to perform normal quality of work.
Being caught in a cabin of the opposite sex.
Use of abusive language towards the public, a supervisor or a camper.
Intentional harassment or abuse of other staff members or campers.
Dishonesty, drug use, drunkenness, recklessness on the job, misconduct and attitudes that constitutes an unwholesome influence on other employees.
Immoral, unethical, notoriously disgraceful behavior or other actions of personal conduct affecting or impairing the reputation of Camp Cherith.

Visitors and Intruders

A visitor is any person present on the campgrounds who is not part of the camp staff or camper roster.

Visitors can pose a risk to camp because unexpected visitors may have unknown intent, and visitors who have not undergone Police Records Checks or staff training could, inadvertently or intentionally, pose a risk to the health and safety of campers or staff members. As a result, the Camp Director must pay special attention when any visitors are on site. Also, the Camp Director must be able to account for the number of people on site at any given time, which includes campers, staff members, and visitors.

Anyone who enters the campsite must check in with the Camp Director immediately upon arrival. Conversely, the Camp Director must be notified when a visitor departs.

The Camp Director will, at the earliest opportunity, introduce visitors to all campers and staff. This is to ensure that campers and staff members will not be alarmed should they see an unfamiliar person on the grounds.

If you see someone unfamiliar on camp property:

If you feel comfortable, approach the stranger and politely but firmly challenge their presence. Introduce yourself, and ask, “Hi, can I help you find someone?”
Remind them that they must check in with the Camp Director if they have not already done so.
Report the incident to the Camp Director immediately.
The Camp Director will approach the stranger and determine the reason for their presence. If necessary, the stranger will be asked to leave the camp grounds.
If the situation cannot be controlled, the Camp Director will contact the authorities and put the Intruder Lockdown Plan into effect.

Arranging a Camp Visit

Visitors to camp must receive permission to visit from the Camp Director before the week begins. This is so that the Camp Director, Health Care Worker, and Kitchen Staff all have adequate notice of any changes to the number of people expected to be on site.

When asking for permission to visit, advise the Camp Director of the date and time of your expected arrival, the expected duration of your stay, and the purpose of your intended visit. Camp Directors have the right to refuse permission to visitors if they feel the visit may be disruptive to their week of camp, based on factors including the number of people already on site, the resources available (e.g. food and housing), the nature of the proposed visit, and any other circumstances, at their discretion.

Remember that the Camp Director may be dealing with factors that a visitor might not be aware of. Even if you were previously approved, the Camp Director may have to cancel your visit if they feel it is in the camp’s best interest. Please respect the Camp Director’s discretion.

The Camp Director must keep accurate records of all visitors, and their entrance and exit times, in their Director’s Handbook.

Visitors must not disrupt the normal flow of camp or interfere with the ability of staff members at camp to perform their normal duties. Visitors who cause disruptions or distractions may be asked to leave the campground at the Camp Director’s discretion.

Visitors who have not undergone Camp Cherith staff training or have a Police Record Check on file with the camp office must be escorted by a staff member at all times, and will not be allowed to stay overnight on camp premises.

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