It's hard to believe that Summer Camp is right around the corner. The camp key staff are working really hard to get the camp ready. Here are some updates and helpful tips to help you prepare.
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Leader Informational Meeting
| At least one leader from each unit, preferably the acting summer camp Scoutmaster, is to attend the informational meeting. Critical information about summer camp will be provided and questions answered.
Attend the meeting in-person at Cockrell Scout Center (2225 N Loop W, Houston, Texas 77008) or virtually. |
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Paperwork |
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It's time to be working on some of the paperwork that will need to be provided during check-in.
Learn more details in the Leader's Guide
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Medical Forms
| Two copies of the BSA Annual Health and Medical Record
| Out-of-council units
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Proof of insurance (provided by home council)
| | ATV Forms | Bring ATV forms for Scouts participating in the ATV program |
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| Background Checks
| All adults are required to submit a form at least two weeks before camp. | Diet Requests
| All special diet requests must be entered into the online registration system (Doubleknot) at least two weeks before camp. |
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Every adult and youth participant must provide a current BSA Annual Health and Medical Record
(including Parts A, B & C - under Are You Going to Camp?) signed by a physician for every camper (youth and adult). |
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• Forms must be completed annually. An AHMR is valid through the end of the 12th
month from the date it was administered by the medical provider. For example, a physical administered June 3, 2022, would be valid until June 30, 2023. • When bringing forms for check-in, please do not bring the form in a binder or plastic sheeting. Parts A, B and C should be stapled for one person. This will allow the staff to efficiently review and file the forms. There is no room in the office to store troop binders. The unit will keep the second copy at the campsite.
• Do not provide original forms. While the camp staff will try to return forms, it is best to provide copies. The forms are destroyed after camp. • Ensure parents check (Yes or No) on Part B2 of the medical record whether non-prescription medications (e.g., acetaminophen, antibiotic ointment, antacids, antihistamine, hydrocortisone cream) can be administered at camp.
| Background Checks |
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All adults coming to camp, whether working on staff or not, must complete the Adult in Camp Compliance
(ACC) form. Forms are due no later than two weeks before camp. Completing this form allows the council office staff to complete a criminal background check on each adult in camp (regardless of time spent in camp) in accordance with the Texas Youth Camp Safety and Health Act. |
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Please ensure all adults attending camp have submitted their ACC form. For questions about background checks, contact wayne.mcleland@scouting.org
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Please take a photo or screenshot of the receipt for documentation of when you submitted your form.
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| ACC Form |
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BSA ID Numbers |
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It is vital that accurate BSA ID numbers for youth are listed in the Doubleknot registration system. Also, the first and last name of the youth must match what is listed in Scoutbook. A few weeks after camp, the council will upload all completions into Scoutbook. Before camp login to doubleknot and ensure all the names and numbers are correct.
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Summer camp is an extension of the unit’s program. As such, each troop must provide adequate and appropriate leadership as outlined in the Barriers to Abuse
. A minimum of two BSA registered adult leaders 21 years of age or over are required at all Scouting activities, including meetings.
There must be a registered female adult leader 21 years of age or over in every unit serving females. A registered female adult leader 21 years of age or over must be present for any activity involving female youth. |
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Notwithstanding the minimum leader requirements, age- and program-appropriate supervision must always be provided. (Source
) Troops must have a minimum of two adult leaders and enough leaders to provide adequate and appropriate leadership. Troops can join another troop to share leadership. The troops register separately but will note the troop number they are sharing leadership with during the registration process. Remember that boy troops and girl troops cannot share leadership as they will be in different campsites.
All adults in camp must: • Submit an Adult in Camp Compliance
(background check form) (Source) • Be a registered BSA leader (Source)
• Have current Youth Protection Training (YPT) • Bring a BSA Annual Health and Medical Record
Rotating Leaders:
Adult leaders may rotate in and out as needed so long as there is sufficient supervision on the property at all times. Register and pay for the adult that will be arriving first. When a rotation needs to occur, both adults must check in/out of the camp office so that the camp staff is made aware of the identity and contact information for all adult leaders for each troop in camp. Every adult must submit an Adult in Camp Compliance form, be a registered BSA leader and have current YPT training.
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