1. University Wide Policy Library
  2. Administration and Operations
  3. Establishing and Operating a Camp For Minors Policy
  4. Procedure for Hiring and Training of Camp Staff

Procedure for Hiring and Training of Camp Staff

Contact Officer: Executive Director, Risk and Safety Services; Executive Director, Office of the Provost

Table of Contents

Purpose

1. Hiring Procedures

2. Training Procedures

3. Hiring and Training records retention

Definitions

Purpose

This procedure outlines the requirements for hiring and training Camp Leadership, Counsellors and Volunteers (Camp Staff ) as per the Policy on Establishing and Operating a Camp for Minors and Protection of Minors Involved in University Camps, Programs and Activities Policy. Except where specifically noted, the requirements provided in this procedure relate to both in-person and virtual/online Camps.

1. Hiring Procedures

The hiring procedures for camp personnel must include the components described below. This Procedure outlines the minimum requirements.

1.1 Criminal Record Checks

  • To ensure Camp Staff have proper verification to work with Minors, before starting employment, all prospective Camp Staff must provide an original or certified copy of a Vulnerable Sector Search (VSS) issued a maximum of three months before the start date. Those over the age of 18 must include a Pardoned Sex Offender Database Check (PSOD) as part of their VSS.
  • Returning Camp Staff must provide an updated VSS on an annual basis.
  • A VSS issued to an individual in any other role at Queen’s, within six months before their start date with a Camp, is considered valid.
  • If any Camp Staff or Volunteer becomes the subject of a criminal investigation or is charged with or convicted of any offence under the Criminal Code of Canada after the date the VSS was issued, they have a duty to inform post-haste the Executive Director, Risk and Safety Services (or designate) at 613-533-2005.
  • Since individuals under 18 cannot obtain a background check, the Camp Director must provide to Risk and Safety Services a signed agreement that a Camp Staff/Volunteer under the age of 18, will not be left unsupervised/alone with a Minor at any time and will always be in the supervised company of another Camp Staff member who has a VS Check on file. Camp Staff and Volunteers under the age of 18 must submit to the Camp Director a reference letter from the individual’s school Principal, Vice Principal or Teacher that notes their suitability to work with Minors (template available from Risk and Safety Services). For Volunteers under the age of 16, the individual’s parent must also sign and submit a letter, noting their suitability to work with Minors.

1.2 Non-Academic Misconduct Disclosure

All Camp Directors must receive written consent from Camp Staff and Volunteers who are Queen’s students that they are aware that a Non-Academic Misconduct (NAM) record check will be conducted for Category 2 violations. Camp Directors must submit a list with the full name and student number of Camp Staff who are Queen’s University students to the Student Conduct Office at centralnam.office@queensu.ca. Camp Directors must report to the Executive Director, Risk and Safety Services (or designate)  regarding any individuals who have been found responsible for a Category 2 violation under The Queen’s University Non- Academic Misconduct process. The Executive Director, Risk and Safety Services (or designate) will work with the relevant Camp Director to determine next steps for these Camp Staff members based on the particular circumstances.

1.3 Reference Checks

Prior to making an offer to prospective Camp Staff, complete at least one detailed reference check. Reference checks must be documented and included in hiring records.

1.4 First Aid/CPR certifications

As per 5.0, Health and Emergency Procedures for camps:

1.4.1 In-person-Camps

In person Camps are required to have Camp Staff on site who have current Standard First Aid certification, which includes CPR, Level C. At a minimum, the number of Camp Staff that are required to have this certification must equal the number required to achieve the Camp Staff to Camper ratio outlined in the Procedure for Supervision of Campers, Camp Staff to Camper Ratio section 4.1. This certification must be current and delivered by a provider recognized by WSIB. Evidence of that training must be provided prior to the first day of Camp and the documentation must be kept in the employee file. This requirement applies for on-site Camps.

Volunteers who are paired with Camp Staff are encouraged but not required to have CPR and First Aid training. Camp Staff who work with chemicals as part of their activities are required to have Workplace Hazardous Materials Information System (WHMIS) training. Evidence of that training must be provided prior to the Camp Staff members’ start date and the documentation must be kept in their personnel file.


1.4.2 Virtual Camps

Virtual Camps must ensure that at least one Camp Staff member with Standard First Aid training, which includes CPR, Level C, is online at all times.

Virtual Camp Staff should have training to be able to recognize a Camper in distress and give instructions to parents/guardians if required. An online Camper or parent/guardian may turn to Camp Staff looking for help and first-aid certified Camp Staff will be able to keep people calm and give clear directions to the Camper and their parents/guardians during a first-aid incident. Camps must draft their emergency procedures to cover the virtual/online nature of their Camp and outline the steps for Camp Staff to take in a first-aid emergency.

2. Training Procedures

All Camps must provide formal pre-camp training to Camp Staff to provide an overview of responsibilities, policies, procedures, and guidelines. At a minimum, formal training must include content on each of the topics below. Camp Staff must be paid for time attending mandatory training. Training for Volunteers who work solely under the supervision of trained Camp Staff can be modified as deemed appropriate by the Camp Director.

2.1 Job Description Review

Camp Staff must receive a job description prior to their start date. This document must be reviewed with the Camp Director to establish agreement on job responsibilities and expectations.

Any job descriptions and employment offer letters for Camp Staff must clearly reference training expectations.

2.2 Handling Allegations of Inappropriate Conduct with Minors

All Camp Staff must review the training on ‘It Takes a Village to Keep Kids Safe’ developed by Family and Children’s Services for Frontenac, Lennox and Addington (facsfla) on an annual basis.

Webinars and the Duty to Report brochure are available at the facsfla website. This training includes an overview of Camp Staff obligations and reporting procedures.

Camp Staff must also be made aware of the Queen’s University Improper Acts Reporting Policy, which outlines the procedures for reporting suspected inappropriate conduct of Queen’s employees or Camp Staff.

2.3 Behaviour Management

Camps must provide training in behaviour management techniques to their Camp Staff.  A number of resources to facilitate behaviour management training are available to Camp Staff from Risk and Safety Services.

2.4 Indigenization - Equity, Diversity, Inclusion, Anti-Racism, Accessibility (I-EDIAA) Training

All Camp Staff are required to complete the following four self-paced online courses.  

2.4.1 Accessible Customer Service:

Understanding the Accessibility for Ontarians with Disabilities Act and the Accessibility Standards for Customer Service. (link)

2.4.2 Human Rights 101:

Human Rights 101, will introduce you to the principles and concepts of human rights and how to recognize different types of discrimination. (link)

2.4.3 AccessForward:

Access Forward reviews concepts and rules regarding the Accessibility for Ontarian's with Disabilities Act and Integrated Accessibility Standard Regulations (IASR). (link)

2.4.4 Ableism:
It is a responsibility of all Queen’s community members to critically engage, address, and respond to ableism in supporting colleagues, peers, customers, clients, friends, and family with disabilities here at Queen’s University. (link)

2.5 Health and Safety Awareness Training

2.5.1 The Queen’s Health and Safety Awareness course includes regulatory requirements for both workers and supervisors (link). Camp Directors must ensure all Camp Staff complete, the awareness training program that meets the regulatory requirements under Ontario Regulation 297/13, Occupational Health and Safety Act. This is mandatory in all workplaces in Ontario. Camp Staff must take the training as soon as possible after being hired. Camp Directors must take the training prior to assuming a supervisory role.


2.5.2 Camp Staff must be aware of the location of the nearest Blue Light Emergency Phone while on campus and must have immediate access to a telephony platform to contact Emergency Services such as: over-the-internet calling (VoIP) functions of Microsoft Teams, a traditional wireline telephone, Blue Light Emergency Phone, walkie talkie/radio and/or cellular phone at all times. Camp Staff training must include emergency contact protocols (e.g., 911, Camps Security and Emergency Services, Camp Director). Camp Directors must review with all Camp Staff how to contact emergency services as outlined in Section 3.3.3 of the Health and Safety Emergency Procedures for Camps.

2.6 Code of Conduct

Camp Staff must review and sign their respective camp Code of Conduct annually, which may be part of the employment contract.

2.7 Performance Evaluation

Camp Staff must have documented performance evaluations mid-way through camp and at the end of their employment or volunteer term. Performance evaluation records must be kept in employee or volunteer files according to procedures outlined in the Procedure on Documentation and Privacy of Records.   

        
Sample performance evaluation forms and procedures are available on the Risk and Safety TEMPLATE/ONEDRIVE.

2.8 Training Manuals

Each Camp must create a training manual, that includes the topics noted above, for all Camp Staff. Training manuals must be reviewed as part of camp training.

In addition to the required training outlined in section 2 of this procedure, the training manual content must include (but is not limited to):

  • History and philosophy of the Camp
  • Staff organization
  • Program ideas
  • Leadership techniques
  • Activity risk assessments
  • Essential rules, regulations, policies, and procedures
  • For Virtual/Online Camps cyber safety and how to use MS Teams, Zoom and other video conferencing platforms.

3. Hiring and Training records retention

3.1 Hiring Records

Camp Directors must keep all notes and documentation related to hiring including background check documentation, resume, interview notes and certification copies. The Procedure on Documentation and Privacy of Camp Records provides detail on record storage and retention.

3.2 Training Records

Camps must keep training records to demonstrate that all Camp Staff have completed mandatory training. These records must be stored and retained according to the Procedure on Documentation and Privacy of Camp Records.

Definitions

Camps for Minors (Camps): A day or overnight program that offers recreational activities and/or instruction to minors. Such Camps typically have five or more Campers and operate anytime during school vacations. Camps are run by academic and administrative units of the university and student groups. This may include partnerships between university units and external organizations that use university facilities or brand. A list of approved camps is posted on the Queen’s university website.

Camp Director: The Camp Staff responsible for developing Camp programming and ensuring the Camp complies with university policies and procedures related to Camps for Minors.

Camp Staff:  Employees who are responsible for delivering programming and providing care for Campers.

Minor: A person under the age of 18.

Volunteer: An individual who donates their time to deliver Camp programming and provide care to Campers, without an employment relationship or receipt of compensation.

 

Date Approved: 2015 December 14
Approval Authority: SLT
Amendment Dates: May 2023, January 2019
Date for Next Review: May 2028
Related Policies, Procedures and Guidelines:
Protection of Minors Involved in University Programs and Activities
Policy on Establishing and Operating a Camp for Minors
Documentation and Privacy of Camp Records Procedures
Health & Safety and Emergency Procedures for Camps
Documentation and Privacy of Camp Records
Supervision of Campers
Improper Acts Reporting Policy