Coordinator for University Reservations and Conferences

Student Center, Room 220
(936) 468-3400

1. INTRODUCTION AND PURPOSES
2. ELIGIBILITY
3. AGE OF PARTICIPANTS
4. REQUEST FOR CAMP/CONFERENCE FACILITIES
5. INSURANCE REQUIREMENTS
6. HEALTH CLINIC
7. EMERGENCY PHONE NUMBER
8. BILLING PROCEDURES
9. HOUSING
10. FINAL ARRANGEMENTS
11. DINING SERVICE (Meal Card, Special Catered Events)
12. FACILITIES (Swimming Pool, Etc.)
13. GAMES AREA
14. MEETING ROOMS
15. ACADEMIC BUILDINGS FOR MEETING ROOMS
16. COLISEUM
17. UNIVERSITY POLICE/PARKING
18. HOUSING & RESIDENCE LIFE'S CAMP DIRCTOR GUIDE (Print Form Only)

Camp and Conference Reservations

B-4

Original Implementation: 1987

Last Revision: October 23, 2003

Each year Stephen F. Austin State University is host to a variety of camps, clinics, workshops, and conferences. To facilitate the many and varied requests of these groups, the Coordinator for University Reservations and Conferences, referred to in this booklet as the Coordinator, located in the Student Center, room 220, is available to assist Camp Directors in arranging housing, meal tickets, meeting space, insurance, parking permits, and banquets. A camp as referred to in this document refers to all special programs, camps and conferences.

Eligibility

Any camp or conference requesting use of University facilities must have a University sponsor. If profit-making agencies are involved with the program, the sponsoring organization must receive prior approval from the Vice President for Business Affairs to conduct the camp

It is the responsibility of the sponsoring individual or organization to ensure that programs and activities conducted in the Student Center or at other locations on the University campus are in compliance with the Americans with Disabilities Act.

Age of Participants

Camp participants under ten (10) years of age are not permitted to stay over-night in the residence halls unless accompanied by parents and under close supervision at all times.

Request for Camp/Conference Facilities

The first step for the Camp Director will be to submit a completed "Camp/Conference Reservation Contract" to the Coordinator (see appendix for sample). The form should be completed with estimates of size of the camp. Housing, meal cards, meeting space and other requests will be reserved according to the stated needs on this form. Completion and return of these forms as early as possible will help assure that each specific need will be met. Some areas are limited and will be supplied on a first-come, first-serve basis. A packet containing passes, tickets, insurance forms and instructions will be assembled and should be picked up at the Coordinator's office two (2) weeks before the scheduled camp date.

Insurance Requirements

It is the responsibility of the sponsoring department to ensure that each group has appropriate liability coverage. All non-credit participants spending the night in University residence halls must be insured. A per camper/night fee will be assessed at the completion of the camp and billed to the proper account. A list of names of all participants to be insured must be submitted to the office of the Coordinator on the first working day of the camp session. Completing insurance forms are the responsibility of the Camp Director. Forms returned because  of insufficient information are also the Camp Director's responsibility.

Health Clinic

A medical release and consent form (see appendix for sample) must be completed and signed by the parent/guardian of each camper under age 18. Neither the clinic nor local hospitals will treat a minor student without this release form in hand. The Camp Director is responsible for having these forms signed and readily accessible at all times in case of an emergency.

Claim forms are available from the Coordinator as needed. The attending physician/professional will forward the claim form to the insurance carrier following a medical visit. No claim will be processed without the signature of a camp official.

A camp official must accompany a student camper to the University Health clinic, local hospital emergency room, or pharmacy.

Emergency Phone Number

All camp participants should be informed that a campus 911 number is available to them should an emergency take place.

Parents of participants should be informed of the twenty-four (24) hour emergency phone number (936) 468-2608 at the University Police Department.

Billing Procedures

Billing for summer camps will be handled through the Coordinator's office. Costs for meals, housing and insurance will be negotiated each year and the projected costs made available upon request. An account number or billing address should be supplied at the time of the original camp reservation. After the camp is completed, one total bill for lodging, damages, lost keys, meals, special banquets, SFA food service deliveries and pick-ups, insurance, and other applicable costs will be assessed and billed to the camp account. Any damages, etc. discovered after the close of the camp will remain the Camp Director's responsibility.

Camp cancellations must be made in writing to the Coordinator. Cancellations within one month to two weeks prior to the starting date of the camp will incur a $100 dollar cancellation fee. There will be a $150 per day charge for each day that the camp was scheduled when the cancellation is made within two weeks of the beginning date of the camp.

Housing

The Camp Director should estimate as closely as possible the number of students and counselors needing University housing for the camp session. Space will be reserved as per the reservation completed by the Camp Director. Concurrent camps may result in two or more groups occupying the same residence hall. In the event that this becomes necessary, the Camp Director will be allowed the opportunity to request additional facilities. The request for additional facilities will be granted if housing facilities are available. Additional fees will be charged for this service and will be established according to the type of facility requested.

Before the camp session, the Camp Director will receive lists of final hall assignments, summer Hall Directors and their current phone numbers. Two weeks before the camp session the Housing Department will send floor plans, roommate lists, information specific to the building such as rooms being used for storage and not available to campers, and the current phone number for the Hall Director. The Camp Director should contact the Hall Director as soon as the lists are received and should keep the Hall Director updated on changes and special needs the camp may have in the hall.

If it is necessary for a camp to have camp staff or campers arrive one night early or check out one day later than the main camp, the early arrivals/late checkouts may be housed in a different facility for this time. Any early arrivals or late checkouts must have authorized supervision.

Final Arrangements

At least two (2) weeks prior to the start of the camp session the Camp Director should contact the Hall Director assigned to the camp to finalize arrangements. Issues to be discussed include early arrivals, pre-camp inventory of the residence hall, check-in and checkout procedures, room assignments, storage of equipment, late departures and end of conference inventory of the residence hall.

The SFA Housing Department is responsible for the overall cleaning of the residence halls, but it is the Camp Director's responsibility to make sure campers’ posters, trash and other items are removed from the rooms and taken to the dumpster. The Camp Director is responsible for removal of any writing on walls, mirrors or doors prior to departure.

Housing damages and lost key charges are assessed after the group has left the residence hall, but remain the Camp Director's responsibility. (See Damages for more information) Groups meeting in the lobbies of the residence halls are responsible for the general cleaning of these areas. Food deliveries are not permitted after the front desk closes.

Participants may not use hallways, floors, or rooms other than those assigned to the camp.

Special Accommodations

Any camper or conference attendee that will need special accommodations due to a disability should contact the Coordinator prior to arrival on campus.

The Camp/Conference Director Responsibilities

(Participants as presented below refer to all individuals associated with the camp/conference including campers, instructors, staff and guests).

The Camp/Conference Director:

1.      Will provide counselors and staff for the camps, preferably one counselor per ten campers. Campers should be supervised during any free time.

2.      Inspects residence hall facilities immediately prior to and after the camp session;

3.      Advises participants of appropriate check-in and checkout procedures including charges for damages and lost keys;

4.      Familiarizes participants with University policies, especially those pertaining to fire and emergency evacuation procedures, appropriate conduct, possession of controlled substances and fire arms, and authorized entry into rooms;

5.      Maintains discipline of all participants;

6.      Cooperates with the residence hall director and staff who are responsible for the safety, security and maintenance of the building;

7.      Collects and has readily available all Medical Release and Consent Forms on all participants;

8.      Informs the University in advance of early and late arrivals;

9.      Completes insurance forms at the time of treatment;

10.  Handles insurance forms returned for lack of student information;

11.  Furnishes the coordinator with a camp roster as soon as possible but no later than twenty-four (24) hours after camp check-in begins.

12.  It is the responsibility of the sponsoring individual or organization to ensure that programs and activities conducted in the University Center or at other locations on the University campus are in compliance with the Americans with Disabilities Act.

The Hall Director's Responsibilities

The Hall Director is responsible for supervising the SFA residence hall staff. He/she will develop a comprehensive work schedule, assist with distribution of keys and room assignments as needed to provide the best possible service to conference guests. The hall director will be available to assist the Camp/Conference Director in providing adequate supervision and disciplinary guidelines to campers.

After camp completion, the Hall Director will be responsible for submitting to the Housing Department the final count of rooms/beds used.

The Hall Director:

1.      Acts as a daily contact person to assigned groups;

2.      Prepares staff for handling emergencies and familiarizes them with overall building layout (elevators, fire alarms, etc.);

3.      Interprets, supports, and enforces University policies, procedures, and regulations;

4.      Completes work orders and maintenance requests as needed for efficient hall maintenance;

5.      Completes administrative paperwork as required by the Residence Life Office or the Housing Department.

6.      Assesses all Housing charges at the Conclusion of the conference.

Hall Director Phone List

Units 6620 Wilson 4906

Wisely 2663 Hall 14 5408

Todd 4907 Griffith 5401

North 2644 Hall 16 5100

Hall 10 4708 Steen 4607

Mays 4707 Kerr 5306

South 2793 Hall 20 2671

The Hall Director reports to the Coordinator of Residence Life.

The Residence Hall Staff's Responsibilities

The residence hall staff, under the supervision of the Coordinator of Residence Life and the day-to-day responsibility of the Hall Director, will assist in summer camp programs.

The Hall Staff:

1.      Cooperates with the Hall Director in the operation of the residence hall;

2.      Assists with check-in and preparation of facilities for each camp;

3.      Assists with checkout and inspection of rooms at the close of each camp ;

4.      Performs desk responsibilities during assigned desk hours, gives information, checks guests in and out, issues keys, takes messages, and/or any other duties deemed necessary;

5.      Serves as a referral/resource person to camp participants;

6.      Assists in acquainting Camp Director with University policy, emergency procedures and facilities lay-out;

7.      Maintains necessary reports and an accurate accounting of money, keys, maintenance requests, damages, etc.;

8.      Is accessible in emergency situations;

9.      Maintains duty hours as assigned by the Hall Director;

10.  Attends staff meetings as assigned by the Hall Director; and,

11.  Performs other duties as assigned by the Hall Director.

Residence Hall Rules and Regulations

Agenda/Schedule. A copy of the agenda or schedule for each conference group must be left with the Hall Director to assist the residence hall staff in directing student during their stay.

Alcohol. Alcohol is not allowed in residence halls at any time.

Cleaning Fee. Cleaning charges may result if the participant leaves the room in any condition that requires custodial personnel to be called in for extra cleaning or the removal of trash from the building.

Controlled Substance. Unlawful use, manufacture, possession, or delivery of any controlled substance or dangerous drug is prohibited in residence halls.

Damages. The camp will be charged for any damages to the residence hall or its furnishings. Attaching signs or posters to the doors or the walls with tape may result in damage charges. The University is not responsible for any damage to a camper's room as a result of theft, vandalism, or maintenance failure. The Housing Department encourages a representative from each group to conduct a walk through inspection of each room prior to the arrival of the camp. All pre-existing damages should be noted at that time. The Hall Director will be available to inspect each room with the Camp Director upon request. The Camp Director is responsible for removal of any writing on walls, mirrors or doors prior to departure. Housing damages and lost key charges are assessed after the group has left the residence hall, but remain the Camp Director's responsibility.

Desk. The desk will be open from 10 a.m. until the Camp curfew (no later than midnight). Messages for camp participants received by desk attendants will be posted in a central location and not delivered to individual rooms. The Hall Director will unlock the front doors at the time requested by the camp director. The front door will be locked at midnight, or earlier if requested. Any one that is locked out of the building may use the emergency phone located next to the door to contact the University Police Department for admittance to the building.

Desk Deliveries. Deliveries of prepaid merchandise may be made to the residence hall desk while it is open. Desk assistants will notify participants of a delivery, but shall in no way be made accountable for such items. Occupants will be contacted for deliveries when payment is needed.

Discipline and Supervision. It is the responsibility of the Camp Director or camp staff to administer discipline to participants who violate camp or University regulations. On occasions when camp personnel are not available, residence hall personnel will temporarily handle the situation. In cases of chronic or severe discipline problems, the residence hall director reserves the right to recommend that a camp participant be sent home. Violation of federal, state or municipal law will require the involvement of the University Police Department. All camps must provide on - site camper supervision throughout the duration of the camp. This includes overnight supervision within the residence hall.

Emergency. In case of an emergency call 911 or University Police at (936) 468-2608.

Entry-Authorized Entry Into Rooms. Entry into a residence hall does not normally constitute a search. University personnel and the camp staff may enter a room to remove a potential fire, safety, or health hazard; to perform maintenance; to correct situations intruding upon the comfort of others (a phone or alarm clock continuously ringing, loud radios, etc.); to retrieve items upon request of the participant's immediate family; and to retrieve the personal belongings of other individuals where there is no apparent dispute to ownership of the property.

All other situations which would require entry into a room should be coordinated with the Hall Director who may consult with University Police.

Evacuation Procedures. All persons are required to evacuate a building when an emergency alarm is activated. If an alarm sounds, each person must leave the room and proceed to the nearest clear exit. Stairwells must be used instead of elevators. If the camper is unable to exit the room, a towel, sheet, or similar item should be placed outside the window, so that emergency personnel will know that someone is in the room. Camp Directors may request that a fire drill be scheduled during the camp by contacting the Hall Director prior to arrival.

Facility Sharing. In order to be more energy efficient, two or more camps may be scheduled in the same facility.

Firearms. Possession or use of weapons or explosives (such as pistols, rifles, shotguns, firecrackers, cherry bombs, or any weapons prohibited by laws of the state of Texas) in University-owned-or-controlled buildings is prohibited.

Fire Safety. No incense or candles may be burned in residence halls. If an extinguisher is maliciously discharged, a fee for refilling the extinguisher and for clean-up will be assessed. Transmission of a false alarm is a violation of state law and violators will be prosecuted.

Gambling. Gambling in any form is prohibited.

Games. Because of potential physical harm or residence hall damage, active games such as running and the use of frisbees, footballs, ice or water fights etc., are not allowed within residence halls. It is the responsibility of the camp to store the equipment for the camp such as basketballs, etc.

Guests With Disabilities. Conference guests that need any special accommodations should contact SFA's Camp Coordinator prior to arrival.

Housekeeping. Housekeeping staff are on duty Monday through Friday. Common areas of the residence halls and community bathrooms are cleaned daily. Cleaning of individual rooms and trash in individual rooms is the responsibility of the camper. Any housekeeping concerns should be reported to the front desk.

Keys. Keys are issued according to the Camp Director's request and University Policy at the time of check-in. Keys must be turned in to residence hall staff at checkout. A replacement fee will be assessed for each key that is not returned at the end of the camp session. This charge covers the cost to change the lock and make a new set of keys. Camp officials will not be issued master or front door keys to any building. In the event a camper is locked out of a room, Camp Staff will be asked to confirm the identity and room assignment of the camper before a new key is issued. Each Camp Director will develop the camp procedure for lockouts.

Laundry Facilities. Coinless washing machines and dryers are located in each residence hall.

Lost and Found. Lost and found items should be turned into the front desk. At the end of each camp, the Camp Director may pick up any lost and found items. Anything left over from the camp will be turned into the University Center Information Desk on campus. SFA cannot be responsible for lost or stolen items.

Maintenance. Any maintenance problems should be reported to the Hall Director or desk personnel. Abuse of elevators, televisions, laundry machines or ice equipment or other excessive maintenance charges may be billed to the camp.

Medication. The residence hall staff will not dispense any type of medication to a camper. Contact the SFA health clinic at (936) 468-4008 if a camper will need assistance with medication during the camp session.

Movies. No movies may be shown in the residence hall lobbies due to licensing law restrictions.

Pets. No pets are allowed within the residence halls.

Public Areas. Eating, drinking and smoking are not permitted in the lobbies, hallways, laundry rooms, community baths or other public areas. Pizza parties etc., should be held outside or the food distributed and the campers dispersed to their rooms.

Roommates. The Camp Director will handle all roommate problems. If a room change is necessary, consult the Hall Director.

Smoking. No smoking is allowed in the residence halls or on the front porches during camps.

Storage. Rooms used for reasons other than living space will be charged the private room rate, (i.e. storage, offices or conference rooms).

Telephones. The University does not furnish telephones for individual residence hall rooms. Camp staff members are encouraged to bring telephones. Local telephone service is provided in each room. Dial 9 for an outside line. In order to place a long distance phone call, a telephone calling/credit card must be used. Incoming collect calls may not be accepted. The phone number is printed on the telephone jack.

Trash Policy. The SFA Housing Department is responsible for the overall cleaning of the residence halls, but it is the Camp Director's responsibility to make sure campers' posters, trash and other items are removed from the rooms and taken to the dumpsters located outside of each building. The Housing Department will furnish each camper with a plastic trash bag when they check into the building and large bags at the end of each camp to gather all of the smaller bags for removal from the building.

Vending. Vending machines are provided for the convenience and enjoyment of the camp participants. Empty or malfunctioning machines should be reported to the front desk as soon as possible. Camp participants who lose money in the machines should report to the U.C. Business Office, located in the basement of the University Center, for a refund.

Windows. Windows in residence halls must be closed at all times for air conditioning systems to function properly. Window screens may not be removed by residents.

Dining Service

Meal and Hall Access tickets to be used by camps will be enclosed in the camp packet according to the estimated number stated on the reservation form at a price per card. As a general rule, 10% extra meal tickets will be included to handle lost and damaged cards at no charge.  Meal cards are numbered for use in assignment. If a card is lost, the Coordinator's office  may be notified immediately and SFA Dining Services will be alerted to watch for the lost card. SFA Dining Services will charge the group for actual meals eaten. There will be a charge for failure to notify reservations if the group misses a meal. The count will be taken at the cafeteria register and that count will be considered final, should a dispute arise.

To facilitate quick access to the cafeteria when several large groups are on campus simultaneously, meal times  should be staggered. From the information provided on the reservation form, Food Services will be notified of the first and last scheduled meals to be eaten in the cafeteria and whether or not the group will be missing a meal. If the group misses a meal and the Coordinator was not notified, a 75% minimum charge will be assessed. Special banquets in the University Center can be arranged through the Coordinator's office according to University Center policies.

Campus Recreation Facilities

PHYSICAL ACTIVITY FACILITIES

Primary physical activity facilities are the Shelton Gym, Norton Health and Physical Education Complex (HPE), the outdoor swimming pool, tennis courts, intramural fields and sand volleyball courts. Facility requests will be made in writing by the Camp Director on the Camp/Conference Reservation Contract. All physical activity facilities will be scheduled around academic classes (to be set in March), maintenance, intramural programs and field condition.

1.      Shelton Gym – basketball or general use. One regulation size basketball court or two smaller basketball courts with P.A. system and bleachers for approximately one thousand. Can be booked for sports camps and cheerleading camps during the day, 8am –7 pm. Can be booked for recreational camp use from 7pm – 10pm. Camps will be allowed one gym only.

2.      Norton HPE Complex – five basketball courts with no seating or PA system. Can be booked for sports camps and cheerleading camps from 8am – 7pm and for recreational use from 7pm – 10pm. Camps will be allowed one gym only.

3.      Outdoor Swimming Pool – capacity of 150 swimmers, can be booked from 7pm –10pm for camp use with a two hour minimum.

4.      Tennis Courts – twelve courts available for camps/conferences, can be reserved from 8am – 10pm. No equipment will be furnished by the University.

5.      Intramural fields – located on Wilson Drive, usually set up for softball during the summer months. Can be requested from 8am – 10pm. The fields will not be confirmed until two weeks prior to the camp.

6.      Sand volleyball Courts – four courts. Can be reserved from 8am – 10pm.

Student Center Meeting Rooms

Rooms in the Student Center are made available to summer camps on a first-come, first-serve basis following established Student Center policies. Only food purchased through the University is to be served in the Student Center meeting rooms. Arrangements for room set-up and food orders for banquets or meetings must be made in the Coordinator's office two weeks prior to the event. Failure to notify the Coordinator of a cancellation approximately 72 hours in advance of the scheduled activity will result in payment of the cost incurred by the Student Center or Food Service personnel. Student Center decorating restrictions will be strictly enforced. Lounges are primarily intended for general use by the public. Due to limited space in the Student Center, rooms in the S.C.. will not be available for storage before the camp dates. Boxes shipped before the group's arrival to the campus must be held by the sponsoring department.

Academic Buildings for Meeting Rooms

The Coordinator will be available to assist Camp Directors in reserving meeting spaces in academic buildings and auditoriums following policy guidelines for each building. For assistance, the Camp Director should specify dates, hours, and group size on the reservation form.

Coliseum

Reservations for use of the coliseum will be arranged by the Coordinator following the University regulations for coliseum usage. A per-event fee may be charged.

University Police/Parking

Parking permits will be available through the Coordinator's office for campers bringing cars and buses to the SFA campus. Parking permits are to be displayed in the car window while on campus and disposed of after the camp is completed. If a group of parking spaces is needed, the Coordinator will arrange with the University Police Department for an area to be marked off for the camp.

Source of Authority: Board of Regents, President, Vice President for University Affairs

Cross Reference: None

Contact for Revision: Director of Student Center Administration

Forms: Medical Release and Consent Form (available in Student Center Reservations office); Camp/Conference Reservation Contract (available in Student Center Reservations office); Camp Director's Check List Form (available in Student Center Reservations office)

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