2016 SUMMER CAMP STAFF HANDBOOK - Texas Arts Project · 2016 summer camp staff handbook. contents texas arts project philosophy 3 senior camp 3 junior camps 3 advanced camp 3 structure

Texas Arts Project offers a personalized artistic journey combining inter-disciplinary course work, individual attention from industry professionals, artistic challenges encouraging growth, and a safe space for students from all backgrounds to overcome personal artistic obstacles.

There is no benchmark at TAP camp. We believe that with direction and motivation, each camper can push beyond his or her perceived personal limitations. Teachers use the small classes as an opportunity to advance and enhance each student’s personal journey. Fast-paced, professional-style rehearsals and film shoots allow campers to excel as both artists and people. Campers leave with a sense of personal fulfillment, often exhibiting greater self-confidence, a deeper passion for their art form and a true commitment to themselves, their art, and the people around them.

2016 SUMMER CAMP STAFF HANDBOOK

CONTENTS

TEXAS ARTS PROJECT PHILOSOPHY 3

SENIOR CAMP 3

JUNIOR CAMPS 3

ADVANCED CAMP 3

STRUCTURE 4

CAMPS OFFERED 4

CHECK-IN 4CHECK-OUT 4

ITEMS TO BRING TO CAMP 4

RULES AND REGULATIONS 5

CONSEQUENCES 5

PROHIBITED DISCIPLINARY ACTIONS 5

CAMPER RULES AND CONSEQUENCES 5

BUSINESS OFFICE PROCEDURES AND POLICIES 6

EXPENSES 6

PURCHASE ORDERS 6

CHECK REQUESTS 6

REIMBURSEMENTS 6

ST STEPHEN’S CREDIT CARD PURCHASES 7

PAYROLL 7

PAY DATES 7

PAYROLL DISTRIBUTION 7

GENERAL CAMPUS INFORMATION 8

SCHOOL AMENITIES 8

BREWSTER MAIL ROOM 8

MEALS 8

MEALS PROVIDED 8

SUPERVISION 8

STAFF 8

HEALTH AND MEDICATION 9

MEDICAL CARE 9

MEDICATION 9

MAINTENANCE AND CUSTODIAL SERVICES 9

MAINTENANCE PROBLEMS 9

CAMPUS SECURITY 9

RAIN 9

TRANSPORTATION 9

PARKING 9

HOUSING 9

ROOM ASSIGNMENTS 10

FIRE SAFETY GUIDELINES 10

LAUNDRY 10

GENERAL CAMPER/PARENT INFORMATION 11

EMERGENCY PROCEDURES 12

FIRE ALARM PROCEDURES 12

SEVERE FIRE 12

DORM FIRE ASSEMBLY 12

SEVERE WEATHER PROCEDURES 12

TORNADO PROCEDURE 13

THUNDERSTORMS, HAIL AND LIGHTNING PROCEDURES 13

STAFF PROCEDURES AND EXPECTATIONS 14

EMPLOYMENT FORMS 14

STAFF RESPONSIBILITIES 14

PROGRAMMATIC RESPONSIBILITIES 14

ADMINISTRATIVE RESPONSIBILITIES 14

STAFF CHARACTERISTICS 14

STAFF RULES 15

BASIC JOB DESCRIPTIONS 16

COUNSELOR JOB DESCRIPTION 16

GENERAL RESPONSIBILITIES 16

POSSIBLE ADDITIONAL DUTIES 16

ARTISTIC STAFF JOB DESCRIPTION 16

CLASSROOM INSTRUCTION 16

ADMINISTRATIVE DUTIES 17

ACCOMPANIST JOB DESCRIPTION 17

CLASSROOM AND REHEARSALS 17

OUTSIDE OF CLASSES AND REHEARSALS 17

PERFORMANCE 17

ALL RESIDENTIAL STAFF 17

CAMPUS MAP 18

TEXAS ARTS PROJECT 3

Texas Arts Project (TAP) is committed to offering high quality arts training through boarding summer camps. TAP recognizes that the operation of such camps requires a great deal of effort, a well-qualified staff, and adequate facilities for participation. As we continue to evolve and grow, we hold steadfast to the following philosophies:

♦ To encourage growth and foster education through the arts.

♦ A commitment to excellence in every aspect of the arts. ♦ To foster a lifelong love of the arts. ♦ Help campers discover talents and accomplish goals. ♦ To instill the values of teamwork, self-confidence, and

discipline. ♦ To give each camper the opportunity to develop to the

fullest of his/her own potential. ♦ To introduce career and life skills involving, but not

limited to the arts. ♦ To emphasize attitude, academics, and arts. ♦ Campers are encouraged to discover and develop their

individual gifts and passions. ♦ Dedicated faculty and staff committed to a positive

educational and artistic experience. ♦ A community that respects and honors students of all

faiths, nationalities, and abilities.

SENIOR CAMP

ACCEPT THE CHALLENGETAP strives to create the “complete artist.” Each camper chooses a major and devotes at least half of each camp day to an intense study in that chosen field. There is an expec-ta tion that all campers try new things as they strengthen the skills in their com fort area and learn to enjoy expand ing their hori zons in all other areas. Individual atten tion along with high expec ta tions for the group encour age per sonal respon-si bil ity and teamwork.

DISCOVER THE PROCESS The study of any sub ject begins with the basics and the per-form ing arts at TAP camp are no diff er ent. Campers vig or-ously study the nuts and bolts of each field of study — from act ing tech niques and musi cal the atre his tory to film edit ing and body con di tion ing. Only through inti mate aware ness with our field can we prop erly work towards our great est potential.

REALIZE YOUR POTENTIALAt TAP camp, we never lose sight of the final goal. Showcase rehearsals require campers to inte grate their tech nique with strong per for mance skills. Film shoots and hours in the edit ing stu dio keep our film mak ers guided towards the final prod uct. Our rig or ous rehearsal and prepa-ra tion process ensures a feel ing of accom plish ment and per sonal suc cess with each and every camper as they take their final bow or watch their last cred its roll.

JUNIOR CAMPSTexas Arts Project continues to bring high quality theatrical training to younger campers during these 1 and 2 week camps. Junior Campers sing and dance their way through campus going from classes to rehearsals to fun activities. Each session culminates in a final performance showcase. Junior Camp is devoted to theatrical training where campers are challenged in an encouraging environment, stretching to reach their individual potential on a daily basis. When they are not training, campers enjoy planned activities including swimming, arts and crafts, movie sing-a-longs, scavenger hunts and more. Campers are assigned to big brothers and big sisters from Senior Camp for joint activities during the week.

ADVANCED CAMPAdvanced Camp is an extension of Senior Camp for ages 15 and up. Campers who register for Senior Camp may send in a video audition for acceptance. This program is specifically designed to prepare campers for the college audition circuit.

College acting and musical theatre programs are becoming increasingly competitive for acceptance and the staff at TAP are uniquely prepared to help young people to get into a program that will satisfy their needs and ambitions.

TEXAS ARTS PROJECT PHILOSOPHY

4 TEXAS ARTS PROJECT

CAMPS OFFEREDSENIOR CAMPAges 14 – 18 or Completing grades 8 – 12 3- week Session: June 12 – July 3, 2016 Musical Theater and Acting Showcase: 5pm Saturday, July 2, 2016 Film Screenings/Awards: 1pm Sunday, July 3, 2016

SENIOR ADVANCED CAMPAges 15 – 18 or Entering grades 11 – 12 1- week Session: June 5 – 10, 2016

Campers may continue through to attend Senior Camp.

JUNIOR CAMPSAges 9 – 13 or com plet ing grades 3 – 7

Junior 1 Beg - Int Session 1: Sunday June 5 — Friday June 10, 2016 Showcase: 12pm Friday June 10, 2016

Junior 2 Int - Adv Sunday June 12 — Saturday June 25, 2016 Showcase: 1pm Saturday June 25, 2016

CHECK-IN DIRECTIONS TO CHECK-IN @ Hines Hall Take a right at the first stop sign. Take a right at the top of the hill. Park on the right. Hines Hall is on the left.

CHECK-OUTJUNIOR CAMPS Check out immediately following showcase.

SENIOR CAMP Check out immediately following Film Screen-ings/Awards.

ITEMS TO BRING TO CAMPCheck the web site for additional items per camp.

♦ Swim suit ♦ Pool Towel ♦ Sunscreen ♦ Water bottle ♦ Bed sheets for a single bed or a sleeping bag ♦ Blanket ♦ Pillows ♦ Towels ♦ Toiletries ♦ Laundry Detergent

♦ Trash Bag

STRUCTURE


These rules apply to all Campers while on the St. Stephen’s Episcopal School campus or at any St. Stephen’s sponsored off campus activity. The rules and regulations of the camps provide the structure for the camp community and as such merit the respect of that community. When a major rule is broken the community is faced with behavior that threatens the orderly, safe and principled operations of the community as a whole. Campers and parents alike should be thoroughly familiar with the camp rules. Observance of these rules is of fundamental importance to camp life within the community.

RULES AND REGULATIONSAll camper behavior is to be based upon respect and consideration for the rights of others for a safe, secure experience. Violation of any of the following rules may lead to severe consequences including expulsion.

CheCk-In Campers must check-in at scheduled check-in times with scheduled residential staff.

ThefT Do not take anything that does not belong to you without obtaining permission.

fIghTIng Or BullyIng Verbal threats and “put downs,” sexual harassment, or physical assault of another person is unacceptable. There is NO reason for campers to fight, either verbally or physically. This includes foul or demeaning language or gestures.

PersOnal PrIvaCy Do not go into another’s backpack, purse or dorm room without permission

skIPPIng aCTIvITIes Campers must attend all scheduled and mandatory classes, practices, rehearsals, games, performances and activities, unless permission is granted from camp upper management.

IndIvIdual rIghTs Do not exhibit any behavior that seriously violates the rights of individuals.

drugs The use, possession, sale and/or distribution of illegal drugs or controlled substances is strictly forbidden.

dOrm vIsITaTIOn There is no visitation allowed between camper rooms without staff approval and supervision Campers may only enter the common area of the opposite sex dorm with the permission and supervision of camp staff.

WeaPOns Use and or possession of firearms, explosives or other dangerous weapons are not allowed on campus.

TOBaCCO Use, possession or distribution of tobacco is forbidden.

gamBlIng No form of gambling is allowed.

TeChnOlOgy St. Stephen’s computers are to be used in a legal, ethical manner.

CurfeW vIOlaTIOns Absence from the dorms after 11pm is prohibited.

damage TO PrOPerTy The willful damaging of St. Stephen’s property or the property of a community member is not tolerated.

fIre hazard Any act that creates a fire hazard is not permitted. This includes smoking in school buildings as well as the burning of candles or incense. The misuse or discharge of fire fighting equipment is not permitted.

CONSEQUENCESConsequences for misbehavior are usually progressive and reflect the severity of the unacceptable behavior. Campers also range in age from 9 to 18, so consequences will vary dependent upon the age of the camps. Listed below is a progression of discipline. Please note that discipline may not be sequential and one severe act could lead to dismissal from our programs.

• Verbal Warning • Time Out or Loss of Privileges• Phone call to the parent/guardian • Removal of the camper for the day or temporary

suspension from the program • Dismissal from the program

No refund will be given if a participant is dismissed from a program.

PROHIBITED DISCIPLINARY ACTIONS• Physical punishment of any type• Withdrawal of food, rest, or bathroom opportunities• Abusive or profane language• Unsupervised isolation of the camper• Any other type of punishment that is hazardous to the

physical, emotional, or mental health of the camper

CAMPER RULES AND CONSEQUENCES


EXPENSESAll bills for camp related expenses should be filed using existing forms for expenses (e.g., check requests, purchase orders) and submitted to the Camp Manager. Do not assume expenses will be covered. Check with the Camp Manager or Director before making a fiscal commitment. The Business Office will not process any camp related paperwork without the Summer Camp Director’s signature.

PURCHASE ORDERSPurchase Orders are completed before a good or service is purchased. They always require a Budget Manager’s approval. If the Purchase Order is for over $500 then the Business Office must sign & approve the purchase as well. The department(s) code number, item or service purchased, vendor name and price. You may notate Price not to exceed ($ Pick a number) on the purchase order if you do not have an exact amount.The copies are then distributed:

• White Copy To Vendor• Pink Copy To the Business Office as soon as the order is

placed.• Blue Copy To the Business Office as soon as you receive

your goods or service and want the bill paid. Attach the packing slip from the box when you receive the goods. If you do not receive everything you ordered we will be billed for the partial shipment. Therefore, in these cases, Xerox the purchase order, circle (on the P.O.) the items you received, write partial shipment on the Xerox copy, attach the Xerox copy to the packing slip and turn this in. The Yellow Copy yours to keep, if you return the item and do not want us to pay the bill turn this in with a note to that effect, you would then be keeping the blue copy for your records. NOTE: Be sure to give the vendor our Tax Exempt ID Number 74-1109670 and/or Tax Exempt Certificate. Billing Address (Never have an invoice mailed to your attention, always to the attention of Accounts Payable)

CHECK REQUESTSUse this method when the vendor will not accept a Purchase Order. Date needed should be at least five (5) business days after the request is being made. Be sure to mark whether you want the check placed in your mailbox or if you want SSES to mail the check. If you want us to mail the check make sure to include remittance copies to go with the check for the vendor to know what the check is for. If you are using a new vendor that is not already set up in Accounts Payable you must provide:

• Vendor Name• Vendor Address• Vendor Tax ID number or Social Security Number• Type of Business, ie.) Individual, Partnership, Corporation.

When you calculate the amount to make the check for, do not to include sales tax. You may need to provide the vendor with a Tax Exempt Certificate. Staple to the check request backup (invoices, order forms, etc.) for what the check is being used for. The backup should be originals whenever possible. Backup will not be mailed with the check it is retained by the business office to provide IRS proof that funds were used properly. If you need anything to be mailed out with the check those documents should be paper clipped to the check request so they can be detached and included with the envelope. Remember to mark the “Mail with attached documents:__” area on the Check Request. Check request must be turned in ten (10) business days before needed. Check are cut on Fridays and mailed out by Mondays. For emergency cases we will try and expedite this procedure. All Check Requests must be made with the Camp Manager.

REIMBURSEMENTSReimbursements are for small (under $100) out of pocket expenses you have incurred. The receipts must be coded to the correct department and signed off by the budget manager/Camp Manager. Please keep copies of the Tax Exempt Certificates with you because you will not be reimbursed for sales tax paid. Receipts must be turned in within 5 days of purchase. Warning: Late receipts will not be reimbursed. This rule is required so that department income statements, which reflect expenses on a month-by-month basis are accurate. We therefore will not honor old receipts that would result in an inaccurate income statement. Receipts must clearly show what was purchased and prove that sales tax was not included. When you turn in a receipt for reimbursement, please be sure to write your name on the receipt and put it in the envelope marked “reimbursements.”

BUSINESS OFFICE PROCEDURES AND POLICIES


NOTE: We are not exempt from sales tax on meals consumed off campus. Also, we are not exempt from sales tax when traveling on items such as food and gas. You will be reimbursed for sales tax’s paid from which we are not exempt. When traveling about the only tax we are exempt from is the Texas Hotel Tax, and you will not be reimbursed for that tax if paid.

ST. STEPHEN’S CREDIT CARD PURCHASESYou may check out the credit card at any time. Your purchases must be cleared through the Camp Manager or Residential Director prior to use. Should you fail to use the sales tax certificate, you will be responsible for the sales tax. Should you lose or forget the receipt, you will be responsible for the entire purchase. You must take the Credit Card Travel Pouch, which can only be checked out by the Camp Manager or Residential Director. Keep everything in that pouch. When you return, put the credit card in your envelope and give the pouch immediately to the Camp Manager or Residential Director upon your return to campus. Be sure you officially check out the pouch upon departure and check in the pouch when it is returned (with the credit card and a receipt). You will not receive your final paycheck unless all receipts have been turned in and recorded properly.

PAYROLLCamp staff will be paid through SSES payroll process after the Camp Manager has submitted a timely Payout Request Form. Paychecks cannot be processed for individuals whose processing documents have not been completed and received.

PAY DATESPayment will be deposited on a biweekly basis to coincide with SSES’s regular paydays. First and final payment dates will depend on paperwork submission and acceptance.

June 22, 2016

July 6, 2016

July 20, 2016

PAYROLL DISTRIBUTIONPaychecks are all direct deposited into the employee’s bank based on the direct deposit form. A receipt will be given to each employee by the Camp Manager or will be mailed to his or her residence.


GENERAL CAMPUS INFORMATION

SCHOOL AMENITIESINTERNET Employees may use the Internet on the computers in Becker Library. Wireless access is available throughout the campus. Wireless will be available in the dorms. Please limit the amount of streaming (Netflix, Hulu, HBOgo) as it hogs the bandwidth.

PRINTING AND COPYING is available for camp business but a record of copies must be maintained. The Becker Teacher’s Lounge and Brewster Mail Room copy machines may be used. Please contact the Production Manager before any copies of more that 15 sheets is made.

INSTRUCTIONAL AUDIOVISUAL EQUIPMENT is scheduled through the Production Manager and must be arranged 24 hours in advance.

BREWSTER MAIL ROOMLocated in Brewster Monday – Friday 9:00am – 3:00pm

When receiving mail from outside sources, please instruct the sender to utilize the following address format: St. Stephen’s Episcopal School[Camp Name/Name of Camp Director or Sponsor][Name of Recipient]6500 St. Stephen’s DriveAustin, TX 78746

Mail is put in Camp Director’s box or a TAP Camp bin Packages are placed in the center of the mail room. The residential director must pick up and deliver packages daily.

MEALSWeek Day Meals are provided at the SSES Dining Hall. There is standard fare for each meal and a featured daily dish. Standard breakfast includes scrambled eggs, waffle station, toast, bagels, a cereal bar, oatmeal, coffee, and juice Standard lunch and dinner includes a deli sandwich station, a salad bar, peanut butter and jelly and fruit. Featured dishes range from lasagna to chicken stir-fry to burgers to fajitas. Dishes are always accompanied by a vegetable and a starch side dish. There are vegetarian options available.

Weekend meals and additional meals may be prepared by TAP Staff. All Residential Staff will assist in the preparation of meals for staff and campers.

MEALS PROVIDED

CAMPERS AND STAFF LIVING ON CAMPUS Three meals a day are provided starting with dinner on the first day of camp and ending with Lunch on the last day of camp.

DAY STAFFMeals are provided for Day Staff when a meal period aligns with the beginning, end, or middle of the work day.

DINING HALL PROCEDURES• ALWAYS thank the staff.• Don’t waste food (you can return to the lines as many

times as you’d like but please don’t get more than what you’ll eat).

• Put tray away properly through the window. THANK THE PERSON WASHING YOUR DISHES.

• Be on your best behavior at all times. St. Stephen’s faculty and staff and their families eat in the dining hall.

• Clear your table off completely and push in your chair.

SUPERVISIONCampers are typically arranged in groups based upon age or experience level. Our camper to counselor ratio is at least 8:1. We feel that a 8:1 ratio helps provide better supervision resulting is a safer camp experience for everyone involved. Campers are not to be left unsupervised.

STAFFStaff members are a combination of local, regional and national educators, and artists. All staff members undergo a thorough background check and must take a seminar mandated through the Episcopal Diocese titled, “Safeguarding God’s Children,” which is an educational program for preventing child sexual abuse. Many staff members are certified in CPR and First Aid.


HEALTH AND MEDICATIONWe do not have a nurse on duty. We have a relationship with nearby medical facilities for illnesses and emergencies. Should a camper get sick or injured, notify the Residential Director or the Camp Director and make arrangements to take the camper to one of the following medical care facilities.

MEDICAL CAREBEE CAVES MEDICAL CLINIC6836 Bee Caves Rd. Suite #112

Austin, TX, 78746

(512) 327-4AID

(512) 327-4243

Fax (512) 327-4245

THE HOSPITAL AT WESTLAKE MEDICAL CENTER5656 Bee Caves Road

Westlake, Texas 78746

Phone: 512.327.0000

Web: www.westlakemedical.com

Campers must have complete medical history and health forms on file prior to the start of camp.

MEDICATIONThe camp staff will not dispense prescription or non-prescription medications to campers without parental permission. If you want your child to receive a non-prescription or a prescription medication, you must provide the medication in its original container and fill out the proper medication paperwork. Campers may NOT self-medicate. Medications will only be distributed by the Residential Director/Associate Residential Director of each camp. TAP does not provide any over the counter medication.

MAINTENANCE AND CUSTODIAL SERVICESMAINTENANCE PROBLEMSIn Case of a Maintenance Issue, contact the Camp Manager who will get in touch with the appropriate SSES staff.

For emergency situations call security: 512-801-7589

We are responsible for keeping the dorms and all rooms neat and clean. Custodial services take out the trash and do routine cleaning. A thorough cleaning is done between camps.

CAMPUS SECURITY24 Hour Campus Security may be reached at 512-801-7589.

RAIN In the event of rain or inclement weather, any outdoor activities will be relocated to an inside facility, where activities will continue to the best of our abilities.

TRANSPORTATIONCampers may not be transported off the SSES property without the specific advance written authorization of the appropriate Residential Director or Camp Director, unless there is a need for timely medical care. Individuals who will be operating motor vehicles as part of their camp duties must have their driver’s license record cleared in advance by Security and Transportation to insure that necessary insurance coverage is in place. Campers with a valid driver’s license may only leave camp with written parental permission and must sign out with the Residential Director. Non-licensed campers are not permitted to leave campus during camp hours unless specified through written parental consent. Any staff who drives the TAP Camp golf carts must have a valid Drivers License.

PARKINGAll camp participants and employees are required to abide by St. Stephen’s parking regulations while on campus. Camp Management should ensure that campers, coaches, counselors, staff, volunteers, and parents are aware of pertinent parking regulations. All participants should be advised of areas in which they should park their vehicles while they are on campus. If camps include participants who are under the age of 18 and will be remaining overnight on campus, care should be taken by the Camp Director. To ensure that no unauthorized use of vehicles occurs during the period camp is in session. No cars may be parked in fire lane, by fire hydrants or blocking driveways. No cars may be parked in handicap spaces or in handicap accessible routes without proper identification. All vehicles illegally parked in any St. Stephen’s Episcopal school property will be towed at the owner’s expense. Towing charge may be up to $150. Assured Towing 512-292-9869 is contracted with St. Stephen’s Episcopal School for towing services. All staff members must have staff windshield cards.

HOUSINGAll boarding campers reside in St. Stephen’s Episcopal School dormitories. The dorms are equipped with full


kitchens, common areas with television and comfortable lounging and community bathrooms with showers. The dorm rooms each accommodating between two and three campers. Each camper has access to closet space, dressers and shelves. Many dorm rooms have a sink and a mirror. Showers are located in the bathrooms in each wing of the dorm.

ROOM ASSIGNMENTS• It is expected that two to three campers

will be assigned to each double room.• Exceptions may be made when circumstances

require individuals providing supervision to be assigned to separate floors or halls of the residence hall, etc.

• Except in cases involving family members or staff assigned to provide supervision and/or control of campers, male and female campers are assigned to different residence buildings.

• If male and female campers are assigned to the same residence building, male and female campers will be assigned to different floors or halls.

• Staff may be assigned a roommate or given private rooms. Assignments are based on availability and camp roles. Guest instructors are given first priority for private rooms.

• Counselors will live in a room in the same area as their designated campers. Counselors will likely share rooms with two or three other staff members.

• All other staff will be given rooms either singles or doubles wherever availability exists. We strive to make the living arrangements as comfortable as possible for the staff and faculty.

FIRE SAFETY GUIDELINES The following guidelines have been developed to ensure the safety of all residents in the residence halls. Strict measures may be taken when residents do not comply with the guidelines. Camp Personnel may remove hazardous materials if residents fail to comply with these guidelines.

• Any item that takes excessive space or is flammable MUST be avoided. No items can be hung on the walls (pictures, posters, drapes, cloth tapestries, etc.)

• No item may be placed on or near the automatic fire sprinklers in each room, as the spray could be diverted should a fire occur.

• Heating appliances such as popcorn poppers, hot pots and coffee pots are not allowed and should not be brought to the campus.

• Electric hair dryers and curlers may be used in the rooms. However, they must be unplugged when not in use.

• Matches, lighters, candles, burnable incense, kerosene lamps, flammable liquids, fireworks or any items with an open flame, are not permitted.

• Smoking is absolutely prohibited.• Tampering with or misuse of smoke detectors, fire alarms,

emergency lighting, emergency signs is strictly prohibited. Because of the serious risks involved, evidence of the misuse of any of these devices is grounds for dismissal.

• Bulbs used in lamps and ceiling fixtures may be no more than 60 watts. Halogen lamps are not permitted. For safety reasons, cellophane, theatre gels, or colored paper may not be used inside fixtures to give color.

LAUNDRYThere are free laundry facilities in each dorm. Detergent is not provided. All washing machines are high efficiency and requires HE laundry detergent.


E-MAILING YOUR CAMPERParents will now have the opportunity to e-mail their camper through the residential director of their specific camp:

Advanced/Senior Camp: [email protected]

Junior Camp: [email protected]

These e-mails will be checked before lunch each day and handed to the camper during lunch. Please put the campers First and Last Name in the subject line. Campers might not have regular access to personal e-mails. Designated times will be allotted to use computers on the weekends.DAILY CHECK-IN TIMESSenior campers must check in four times a day. 1. Breakfast (by 8:45am) 2. Lunch (by 12:15pm) 3. Dinner (by 6:30pm) 4. After evening activities (by 10:30pm)VISITOR POLICYSt. Stephen’s does not allow visitors on campus without prior knowledge. If you need to stop by, please notify the residential director so we can alert security. Parents are welcome to visit only during the designated Sunday visitation times and must take their children off campus for those three hours. To ensure safety, we will not release a camper unless the proper forms have been completed. On parent visitation days, the residential director will gather all campers on the parent visitation list and take them to Hines Hall. They will be checked out at 10am and the RD will be there waiting for their return at 1pm. DOES MY CHILD NEED SPENDING MONEY?If you would like to send spending money with your camper, we suggest no more than $100. The only times campers might have the opportunity to make purchases are at off-campus outings, the campus concession stand, and soda and snack machines.CELL PHONES AT CAMPWe realize that many of our campers are used to having cell phones. In order to maintain productivity and a healthy lifestyle during the camp weeks, we limit the use of cell phones at camp. We will allow campers to bring cell phones, but they will be collected and kept safe. Once a day, at 12:30pm, campers may check their phones for messages. Our goal is to avoid obvious intrusion that can be caused by cell phones - talking late at night and keeping roommates awake, ring tones during classes and rehearsals, texting, focusing on old friends instead of new ones, etc.

TALKING TO MY CHILDWe prefer that you e-mail your campers. However, if you wish to talk to them, feel free to leave a message on his or her phone and he or she will return the call at the designated phone time. TAP parents should feel free to e-mail the Residential Director ([email protected]) should you have any questions or concerns during camp. Please do not call the Residential Director to reach your child unless there is an emergency. Send an e-mail requesting that he or she call you or leave a message on his or her phone. WHAT HAPPENS IF MY CHILD GETS SICK?It’s kind of like being at home. For minors injuries, we have First Aid Certified staff members along with a sports trainer on campus during the day. For more severe medical issues, we have a relationship with a walk-in clinic just up the road from St. Stephen’s. For emergencies, we take campers to a nearby emergency center. Campers must have complete medical history and health forms on file prior to the start of camp.DO THE CAMPERS HAVE ACCESS TO LAUNDRY?There are laundry facilities either in the dorm. Laundry is included in the tuition of Texas Arts Project. Please send high efficiency detergent to camp and take a moment to teach your child how to do laundry. Our staff will assist, as needed.

VALUABLESCampers are encouraged to leave valuables at home. Although we’ve never had an issue with theft, we want to be sure your valuables are kept safe. Texas Arts Project will not be responsible for lost or stolen items. SHOWCASE ATTIRE-Stage or regular make-up (optional).

-Black Dance pants/jazz pants or pants you can move in (required). Cargo pants, jeans, capris, gauchos or pants with extra color or embellishment are NOT acceptable.

-Black socks and shoes (required). Jazz shoes or jazz sneakers are certainly acceptable.

GENERAL CAMPER/PARENT INFORMATION


EMERGENCY PROCEDURES

FIRE ALARM PROCEDURESAll Camp Staff Members will handle the situation following these steps:

• Immediately begin to clear people out of the building.• If there is a fire, get remaining residents out of the

building and away from any immediate danger. Tell people to get out of the building by speaking loudly and forcefully. Knock on doors announcing who you are and why they need to get out of the dorm.

• Close all hall windows and doors as you have residents evacuate the building. This will cut down on the air supply being provided to the fire and slow the spread of the fire.

• AS YOU PROCEED THROUGH THE HALLS DO NOT PUT YOURSELF INTO ANY UNNECESSARY DANGER.

• Grab the Dorm Roster/ checklist from your room or from the exits.

• After grabbing the Dorm Roster, report to your dorms designated area.

• Attempt to fight the fire only if it is small enough to be handled with an extinguisher. Be sure to keep your back to an exit at all times so that you do not get trapped. DO NOT attempt to fight a fire unless you have or another staff member is in the process of doing the above steps.

SEVERE FIRE• Pull fire alarm box nearest you.• Call Security (801-7589) or 911 and

give name and exact location.• Contact the Camp Director or Camp Manager.• Extinguishers are located on each floor

to use in controlling small fires.• Do not attempt to salvage any personal belongings. Only

grab enough clothing for the weather conditions outside.• If you can without placing yourself in extreme

danger, turn off all electrical appliances and room lights. Close all doors and windows as you leave a room.

• Before entering a room, feel the door from the bottom to the top with the back of your hand to see if it is hot. If the door is hot, do not open it! Go out a window or yell for help. If the door is not hot, brace yourself behind the door and open it slowly just in case there is a fire and heavy smoke behind the door. This could blow the door open with an on rush of superheated air, causing instant death upon inhalation.

• When moving around in any building that is on fire, stay as close to the floor as possible, and do not beneath

the smoke and heat. This will also protect your lungs.• Try to get out of the building as quickly as

possible and do not try to save anyone if you are unsure that you will survive as well.

DORM FIRE ASSEMBLYDorm Exits Assembly

Allen House East and West Stair ways

Dining Hall/Student Center Portico

Wycliff /Freeman

All 4 exits Dining Hall/Student Center Portico

SEVERE WEATHER PROCEDURES• In the event of sever weather, a prolong ringing of

the emergency siren indicates there is an emergency.• Campers and faculty are to report to their dorms

immediately, where the Camp Liaison will take roll.• Windows and doors should be opened.• Everyone should move to the center of the dorm,

preferably the corridors away from the glass. Caution: Several dormitories have windows above the corridors.

• The Residential Director will be in contact with each dorm.• Campers unable to get to their dorms in time will go to

the nearest building and move to an area away from glass.• A prolonged sounding of the emergency

siren will indicate an all clear.


TORNADO PROCEDUREThe Emergency Services Personnel from the City of Austin keep a watchful eye on weather conditions and warns the populace of impending tornadoes. Civil Defense sirens will sound a continuous three-minute unwavering blast in the event a tornado has been sighted and the National Weather Service has issued a tornado warning. St. Stephen’s security will also receive notice of the warning by way of their communications connection. In the event of a tornado warning, residents should take the following steps:

• If inside a building, go to an interior hallway or other enclosed area on a lower floor and away from windows.

• Avoid auditoriums, gymnasiums or other large rooms where roof collapse may be more likely to happen.

• In wood frame buildings, go to the basement or seek shelter under heavy furniture.

• If you are outside when the siren sounds, seek shelter indoors, preferably in a steel-framed or reinforced building of substantial construction.

• AVOID WINDOWS.

THUNDERSTORMS, HAIL AND LIGHTNING PROCEDURES

• Stay away from trees. Seek shelter inside and away from windows. Close drapes or other window coverings.

• Turn off and unplug electrical appliances.• To avoid electrical shock do not use or come in contact

with plumbing fixtures.


EMPLOYMENT FORMSPrior to beginning work, all camp workers (excluding consultants) must have the following on file with Business Office:

• Summer Camp Application (if applicable)• SSES Application• W2• I9 (including proper forms of identification)• Background screenings• Proof of TB test results. (Payment of fees related to TB

testing is the responsibility of the employee.)• Payroll Form• Safeguarding God’s Children (Every 3-5 Year)• Direct Deposit Form

RETURNING STAFF FORMS NEEDED• W2 • Background Screenings• Proof of TB test results every 3 years. (Payment of fees

related to TB testing is the responsibility of the employee.)• Payroll Form• Safeguarding God’s Children (If you have lapsed)• Direct Deposit Form

STAFF RESPONSIBILITIES

PROGRAMMATIC RESPONSIBILITIES• sTaff COmmunICaTIOns Consistent communication among instructors, counselors and administrators will reflect in the overall success of the program. Communication is everyone’s job and must be a daily priority.

• CusTOmer COmmunICaTIOns In the spirit of good customer service, it is imperative that the staff establish and maintain a positive relationship with each camper.

• Plan and develOP CurrICulum Instructors will be responsible for teaching, planning and implementing their program of structured activity for each class appropriate for the specified age or skill level. Residential Staff are responsible for collaborating and preparing for all activities.

• PrOmOTe CleanlIness Please ask that campers clean up after themselves before leaving any class, activity, practice, game, rehearsal or performance.

ADMINISTRATIVE RESPONSIBILITIES• COmPleTe PaPerWOrk PrOmPTly Various reporting and administrative procedures are required of all staff. These procedures are essential for a successful operation. Time sheets (if applicable), roll sheets, reports, camper assessments and any other necessary forms should be completed in a thorough and timely fashion.

• emergenCIes In the case of illness, accidents or incident, please notify administration promptly and fill out appropriate forms before leaving that day.• safeTy hazards Please notify administration about any unsafe conditions or objects.

STAFF CHARACTERISTICS• WOrkIng WITh CamPers Challenge each and every camper. Assist them in developing an awareness of their personal potential and give them the challenge and support to grow towards that potential.

• human value A basic conviction that all human beings have worth and dignity and a determination to help them improve the quality of their lives.

• Team Player The ability to work effectively with others, drawing forth their best efforts as a catalyst or enabler, rather than as an authoritarian director.

• PrOBlem sOlver The ability to think clearly and logically, to understand and analyze problem situations and to arrive at intelligent conclusions. Emotional and physical maturity. Successful staff members should understand themselves and others, should be as free from irrational prejudice as possible and should be able to manage disagreement or opposition constructively.

• OPen COmmunICaTOr Communicate effectively with others, verbally, non-verbally and in writing.

• self-mOTIvaTOr A high level of self-motivation and the ability to motivate others and to work hard; personal ambition, initiative, energy, confidence and the ability to see projects through to completion. This is one of the most important attributes of an effective staff member.

• adaPTaBle PersOnalITy Flexibility in the sense that the individual is ready to grow and change over time rather than cling to outmoded views or professional attitudes. The ability to learn from defeats or mistakes, not rationalizing them but facing them squarely and turning them into positive assets.

STAFF PROCEDURES AND EXPECTATIONS


STAFF RULESRemember that you are here to work. While at times this job feels like you are at summer camp, remember that your main responsibility is the safety, health, well being and education of each and every camper. In order to ensure that there is one common staff goal, there are a few rules to follow.

On Call Each residential staff member will be required to be “on call” on a rotation basis. There will be an on call staff member in each dorm on every night of camp. Below are the rules of being “on call”

1. Staff Member on call must stay in their assigned dorm from “In Dorms” to leaving the next morning for the first activity.

2. When a Staff Member is on call, he or she cannot consume any alcohol.

3. The On Call Staff Member will be required to stay in the common area of the dorm for 20 minutes following light’s out in case of a camper need or concern. After which, he or she may go to his or her dorm room.

4. On call staff member is responsible for cleaning the kitchen in the dorm that evening.

alCOhOl Alcohol may only be consumed by staff who are over 21, during off hours when not directly responsible for campers. Staff who are under 21 are not permitted to drink alcohol at all.

drugs The use, possession, sale and/or distribution of illegal drugs or controlled substances is strictly forbidden.

smOkIng Smoking is not allowed on the St. Stephen’s Campus. If you do choose to smoke, you must never smoke in view of the students. Driving off campus to smoke is suggested.

language Please limit the use of foul language while on St. Stephen’s Campus.

ThefT Do not take anything that does not belong to you without obtaining permission.

QuIeT CamPus After 10p, St. Stephen’s becomes a quiet campus and all noise must be kept to a minimum, for all staff and campers. This also includes the dorms, as St. Stephen’s Faculty live at the end of each dorm hallway.

gOlf CarTs The golf carts are to be used for work purposes ONLY. Each golf cart must be checked out by the Camp Manager. Counselors may only use golf carts if specifically requested by a supervisor and must be returned immediately.

Cell PhOnes Cell Phone use must be kept to a minimum when around campers. The only time the use of a cell phone while on duty is acceptable is for camp purposes such as: communicating with other TAP Staff, taking photos and videos of campers, and using the internet for classes or rehearsals. Cell Phones may be used on off time. No checking your personal social media in front of campers or during classes, rehearsals or activities.

leavIng CamPus Staff is required to be on campus unless time-off has been approved by Supervisor.

COmmunICaTIOn Send a group text to Camp Director and Camp Manager when you leave campus and when you return. Send group text when you want to be “off duty” during the day.

CamPus & gOlf CarT keys All keys must be returned to designated key holder in storage room at the end of each night.

dOrm rOOms Staff should not enter camper dorms rooms once move in is complete. If you are suspicious of dorm room activity, please notify Residential Directors.

relaTIOnshIPs No relationships between a camper and a counselor shall be permitted. Relationships between staff shall be permitted so long as it does not interfere with either party’s ability to fulfil his or her job duties.

WeaPOns Use and or possession of firearms, explosives or other dangerous weapons are not allowed on campus.

gamBlIng No form of gambling is allowed.

TeChnOlOgy St. Stephen’s computers are to be used in a legal, ethical manner.

damage TO PrOPerTy The willful damaging of St. Stephen’s property or the property of a community member is not tolerated.

fIre hazard Any act that creates a fire hazard is not permitted. This includes smoking in school buildings as well as the burning of candles or incense. The misuse or discharge of fire fighting equipment is not permitted.

ChIld aBuse: Corporal punishment or any form of physical, emotional or sexual abuse, or any endangerment of a camper is grounds for immediate dismissal.

dress COde There is no strict dress code. Please dress in a respectable manner, setting a positive example for the campers. No exposed cleavage or mid drifts. No excessively short shorts. Smart shoe choices for walking or running in the case of emergency.

Texas Arts Project is an exceptionally unique experience for both staff, artists and campers. For the last 12 seasons, TAP Camp has provided some of the best arts education programing in the United States and this year will be no different. As a team, we can help our campers grow as artists and individuals during the months of June and July on the beautiful St. Stephen’s Campus. Take pride in the work that you will do and know that as a team, we can continue the legacy of offering truly remarkable educational programming to this growing generation of artists.


COUNSELOR JOB DESCRIPTIONCounselors report to Residential Director, Camp Director and Camp Manager. Counselors are our front line and direct link to the campers. Counselors are directly responsible for the supervision of their assigned campers, and are to participate in the daily camp activities. Counselors generally take on teaching, administrative, production and marketing roles as well. Counselors provide direct supervision to student campers who are enrolled in the Texas Arts Project Summer Camp program. All Counselors play a vital role in developing a positive, safe, and enriching camp experience for every camper. Please refer to your individual Letter of Agreement for more information.

GENERAL RESPONSIBILITIES• Assist in planning and conducting camping programs that

have been developed by the Residential Director• Prepare campus for check-in and assist with check-in• Keep the campers under constant supervision• Be responsible for the care, upkeep, and storage of all

camp equipment• Assist in teaching or leading activities, as assigned• Fill out paperwork as assigned by Camp Manager• Complete jobs requested by the Residential Director and

Camp Directors• Assist with checking campers out of their dorms• Assist with the strike the following camp• Upload photos for web site during camp• Submit blog updates for website• Check, print and distribute camper e-mails• Pick up and distribute camper mail/packages• E-mail parents weekly regarding camper progress• Be present, 100% coherent and alert during your “on

duty” days. In case of emergency, contact RD, CD, or CM.

POSSIBLE ADDITIONAL DUTIESADMINISTRATIVE DUTIES

• Maintain camper records• Create the showcase programs• Type the showcase script• Take notes during staff and camper meetings• Create camper schedules• Assist Camp Directors with all administrative duties

• Fill out post class, rehearsal, or film paperwork

TEACHER/TEACHER ASSISTANT• Assist teachers during classes, rehearsals, and

production• Teach classes, give lectures, and conduct forums• Lead warm-ups/work-outs• Semi-private or private coaching for individuals who are

struggling or falling behind• Monitor campers as they work on individual projects or

assignments.

PRODUCTION ASSISTANT• Assist with building or painting set• Assist campers to make show shirts• Coordinate rehearsals• Create and upkeep of rehearsal reports• Run spotlight, sound, projector, etc during rehearsals

and/or performance

MARKETING AND PR ASSISTANT• Film classes, rehearsals, activities, production, etc.• Edit film into a camper DVD and promotional DVD• Send press releases for showcases• Create camper surveys• Update media lists• Create new and unique forms of marketing and PR for

TAP campThese statements on duties are not to be taken as the final and only work to be done by staff members. Frequently it is necessary for individual staff members to cooperate on a project, which is important for the continued smooth operation of the camp. Such duties will be under the direction of the Residential and Artistic Directors.

ARTISTIC STAFF JOB DESCRIPTIONPlease refer to your individual Letter of Agreement for more information.

CLASSROOM INSTRUCTION• Instruct classes with a clear objective and a positive

attitude.• Prepare and organize syllabus and class goals. Maintain

class roll if applicable.

BASIC JOB DESCRIPTIONS


• Maintain open dialogue with camp directors, fellow instructors, camp counselors and teaching assistants.

• Evaluate each student’s progress. Notify directors of any individual concerns.

• When dealing with an accompanist/assistant, maintain an open dialogue regarding your class needs.

• Assess each camper as an individual and be sure he or she feels both challenged and nurtured.

ADMINISTRATIVE DUTIES• Demonstrate responsibility in regard to work schedule,

meetings & trainings• Keep equipment, binder, and supplies in order, well

maintained, and in the proper location• Complete and submit paperwork accurately (lesson

plans, reports, assessments, etc.)• Dress in appropriate attire• Maintain a positive attitude while working, help wherever

needed, work well with coworkers• Display good customer service skills with parents• Accept feedback and make necessary corrections• Follow all camp policies and procedures

ACCOMPANIST JOB DESCRIPTIONPlease refer to your individual Letter of Agreement for more information.

CLASSROOM AND REHEARSALS• Arrive at each class/rehearsal on time and prepared• Be aware of instructors’ plans for each class• Maintain an open dialogue with your instructor regarding

his/her needs• Be prepared to teach music to individuals or groups

OUTSIDE OF CLASSES AND REHEARSALS• Assist in finding and copying music• Work with director/choreographer on song cuts, additions

and changes.• Record music for private lessons or classes or rehearsals

PERFORMANCE• Practice pieces for final showcase• Ask questions regarding any changes or tempos• Work with drummer or other musicians as needed

ALL RESIDENTIAL STAFFTypically, dorm duties fall under the counselor job description. However, if you live in the dorms, you may be asked to assist with any of the following:

• Food preparation for weekend meals• Dorm cleaning in common areas• Monitoring of campers • Check in and check out procedures• Pre-production assistance

sT. sTePhen’s sTaff POlICyIt Is prohIbIted to manufacture, dIstrIbute, sell, dIspense, possess or use drugs whIle at work or on the st. stephen’s property. unacceptable behavIor In the form of abusIve language or physIcal abuse to partIcIpants, staff, or the publIc wIll not be tolerated. smokIng Is not permItted anywhere In the buIldIngs. do not smoke In vIew of the campers.


CAMPUS MAP

2016 SUMMER CAMP STAFF HANDBOOK

Documents

2016 SUMMER CAMP STAFF HANDBOOK - Texas Arts Project · 2016 summer camp staff handbook. contents texas arts project philosophy 3 senior camp 3 junior camps 3 advanced camp 3 structure