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Appendix
HCJCD Summer Camp Policy
Howard College/SWCD allows summer camps and athletic leagues to be held on college property and in college facilities only within the following guidelines. These camps or leagues may be conducted either (1) by Howard College or (2) through a contract with an outside party (Contractor) and Howard College (College). In the second scenario, the camp revenue and expenses will be the responsibility of the contractor. If the camp is conducted by Howard College, the camp revenue and expenses will be the responsibility of Howard College.
Camps Conducted by Howard College and/or SWCD
n Howard College/SWCD staff/personnel will be responsible for scheduling all necessary facilities and services.
n Howard College/SWCD will receive all income and expend College funds for the purposes of the camp or league.
n A camp/league budget must be proposed by the appropriate Howard College/SWCD staff/personnel and this budget must be approved in advance by the college administration. This budget must estimate the expected revenue and all expected expenses including all personnel/staff costs.
n The responsible staff will submit a close‑out report to the administration on camp activities within 30 days following the end of the activity.
Camps Conducted by Outside Contractors
n Scheduling of each activity must be approved in writing by the College administration prior to any scheduling of facilities or release of publicity.
n The Howard College Residence Hall Directors are in charge of dorm reservations and scheduling of housing facilities.
n Howard College/SWCD Food Service has first right of refusal of meal services.
n The Howard College Coliseum Assistant is in charge of Coliseum scheduling.
n Howard College Athletic Director is in charge of sports facilities scheduling.
n The SWCD Dean of Student Services is in charge of scheduling the Maddux Student Center, SWCD Dormitories, and the SWCD Student Activity Center.
n Each activity must arrange for appropriate liability insurance, naming the College as an additional insured. Proof of insurance will be required in advance of the activity. Insurance limits shall be $1,000,000 per occurrence/ $2,000,000 aggregate.
n A minimum of 24 beds in both the Howard College men’s and women’s dormitories will be reserved for summer school students. These beds may be released to camp participants if they are not utilized by Howard College summer school students.
n Contractors will be required to provide a final guarantee of participants 30 calendar days prior to the first day of the camp. This information will be shared with appropriate departments, such as but not limited to the housing department.
n Contractors canceling a camp 30 days or less but five days prior to the first day of the camp will be charged a $200 cancellation fee. Contractors canceling a camp/reservation five days or less before the first day of the camp will be required to pay the $200 cancellation fee plus any additional fees that were incurred by the college in order to prepare for the camp (i.e. If housing had been requested a charge equivalent to the first night stay in the residence hall based on the final guaranteed numbers will be issued).
n Charges for college facilities and services will be the responsibility of the contracting party. These charges, once presented, must be paid within 30 days. Facilities and services will be charged at a rate in agreement with college policy or as otherwise agreed in advance with the college administration. Any disputes of the charges must be submitted in writing to Howard College Business Office at 1001 Birdwell Lane, Big Spring, TX 79720, within 10 working days of the date of the invoice.
n Contractors will arrange for and make direct payment for all outside costs, goods, and services. No charges to the college are allowed.
n Contractors with outstanding balances to the College that are 30 days or older will not be permitted to schedule/reserve HC/SWCD facilities and/or services.
n All camps and activities must include the wording “Howard College’s and/or SWCD’s __________ Camp or League”, or “Coach Xxxxxxx’s Howard College and/or SWCD __________ Camp” or as appropriate.
n All camps and/or activities must be operated in a manner complementary to the mission, goal, and purpose of Howard College/SWCD.
n Howard College and/or SWCD will only be responsible for providing agreed facilities and services. The Howard College/SWCD Business Office or other College personnel will not receive, hold, or disburse camp funds as this is the responsibility of the Contractor. All record keeping for the camps is the sole responsibility of the Contractor and the camp staff. Howard College/SWCD staff will not be involved in the keeping of camp records.
n Damages to college property or facilities will be charged to the Contractor.
n The Contractor shall be considered the Camp Director and this Camp Director shall be in attendance at all times during the camp.
n If facilities are rented, the College will be responsible for opening, cleaning, and securing the premises at the close of each day’s activities.
n If facilities are provided as a contractual fringe benefit to college staff, the staff person shall be responsible to open College facilities, be in attendance during the camp/league activities, maintain cleanliness and order during camp/league activities, and lock the College facilities at the close of each day’s activities.
n Howard College and/or SWCD reserve the right to cancel or terminate any activity not meeting the above stated criteria.
This camp will be (please mark one box):
□ Conducted by Howard College
□ A contract camp as described in this policy. All Contract camps must submit the Liability Insurance Certificate with this document.
I ____________________________ WILL SERVE AS THE CAMP DIRECTOR AND ACCEPT THE CONDITIONS LISTED ABOVE.
Please return this document to the Howard College Administrative Dean of Student Services, 1001 Birdwell Lane, Big Spring, TX 79720.
Approved by the Board of Trustees: February 28, 2000
Revised January 27, 2016
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