Camper Recruitment Depending on the specific population you are looking for, there are various groups and associations that have large mailing lists and communities. Consider posting an ad in various newsletters for these groups or even putting up exhibits at various conferences. It would be useful to also have a basic brochure or info sheet as well as an info@ mailing address in case people have questions. Camper Application The application is released on January 1 of each year. The best way to do this is through an online system, like Google Docs. The camper application should ask for camper first and last name, parent(s) name, mailing address, email address, home and cell phone number, and shirt size. The form should ask parents to confirm various eligibility requirements (cooperating with peers and working with a group, attending to his/her own hygiene, physical/emotional stamina for a long week, within the age bracket). These requirements may change depending on the type of camp and the expectations of directors. However, it is important to recognize what a camper must be capable of in order to get the full experience out of your particular camp. In addition, the application can ask for how parents heard of the camp, why they chose this camp and if their child has attended similar programs in the past. Finally, it is best to confirm the cost and date of camp as well as an understanding that this is an application and that acceptance is not guaranteed. A sample of the Camp PALS 2009 Camper Application can be found here. Camper Selection We’ve found the safest way to select new campers is through a first come, first serve basis. This is most equitable, and makes sense as it is hard to predict which new campers will “get the most” out of camp. In regards to returning campers, you will need to make your own protocol. In an effort to maintain a tight Camp PALS family we strive to accept all Camp PALS returning campers who apply before the deadline and enjoyed Camp PALS and added to the community the previous year. Camper selection needs to be done on pace with counselor selection. In order to maintain a one-to-one ratio, it is important not to accept campers or counselors at a faster rate. For this reason, we often create a waiting list for campers who we know we would like to have with us, but are waiting for additional counselors to be chosen. Notification of Status Once an application is received, campers should be informed of when to expect a response. This can be done within the application as a form of confirmation or can be sent as a separate email. Camper should be notified of their status (accepted, waiting list or declined) as soon as possible. Sample copies of these emails can be found in this document. Camper Forms
Pairings Assigning one-to-one pairings are the most important part of camp. There are a variety of methods and ways to plan, but it is important to familiarize yourself with both the camper profiles and the counselor personalities (as seen from counselor interviews). There are a few different themes to keep in mind. First, we do not always keep returning pairs together in an attempt to introduce campers and counselors to new members of the Camp PALS Family (However, if both a camper and counselor re-request one another, have been communicating throughout the year and we feel they were an exceptionally successful match, we keep them together.) Second, it often makes sense to pair old campers with new counselors and new campers with old counselors. In this way, there is only one real unknown in each pair, and it makes planning slightly easier for teams. We also try to match camper and counselor interests, personalities and general outlooks on life. In addition, we will often pair campers and counselors together who live close to one another, but have not met previously. In this way, we hope to ensure that campers and counselors can continue to communicate after camp. Communication with Campers/Parents Prior to Camp In the weeks and months leading up to camp, there are many emails that will need to be sent to parents. Below is a list of our communication with campers and parents to serve as a model (all in this doc)
The best way to set up communication with parents during Camp is to allow campers to call home with their counselors when needed. In addition, a blog where you can post notes, pictures and videos allows parents and family members to follow camp as the week goes (sees an example at blog.camppals.org). Finally, there should be a 1-800 hotline for parents to call in an emergency. This hotline should go direct to the director(s) cell phone. |