Short Term Admin

Short Term Camp Administrator Resource Page

This page is a resource for Short-Term Camp Administrators in the Greater Tampa Bay Area Council.  This page contains the links you need to complete and submit the assessments.

The Process

• Before the event
  • Meet with the Program Director before the event
    • Meet at least 2 weeks prior to an event on a council property
    • Meet at least 4 weeks prior to an event not on council property
  • Review at least the following areas at this meeting:
    • Site assessment (if of council property)
    • Food Service Plan (if applicable)
      • Who is the kitchen lead and are they approved?
      • What is the menu and does it need to be approved by a dietician?
      • Who is ordering the food and how is it getting to the event?
    • Credentials of any volunteers running program areas
      • Program areas: shooting, aquatics, climbing
      • Anything additional
    • Overview of the program
      • Is it age appropriate?
      • Does it promote the Scouting Brand?
    • Safety
      • Review Check in/out process
      • How are medical forms handled?
      • When is the participant safety briefing?
      • Do they have a leader’s guide with the pertinent information?
  • Sign the NCAP Local Council Authorization and Assessment Declaration Form
  • If needed complete the NCAP Site Appraisal Form (this may require a trip to the site)
  • Submit the forms electronically with the form
  • Consider a site tour with the Program Director if at an off council location
• At the event
  • Assess the event
  • Use the Standards at a Glance for the assessment
    • If the standard is met – place an X beside it. Add notes as needed.
    • If a standard is not applicable – place an N/A beside it.
    • If a standard is a deviation – place a Dev beside it, add notes.
    • If a standard is noncompliant- place an NC beside it and circle the standard name, add notes.
    • If needed add additional notes on a separate page.
  • If something is unsafe
    • Have that area stop immediately
    • Find the Program Director and work out a safe resolution
    • If that becomes a challenge contact the staff advisor or the Director of Camping or Director of Field Service (contact info on this page)
  • When done, sign the NCAP Local Council Authorization and Assessment Declaration Form
• After the Event
  • Submit the paperwork electronically with the form within 5 days of the event.

Links

• BSA Short Term Camp Page
• Council Emergency Procedures

Before Camp

• 2023 Short Term Camp Director Pledge
• 2023 GTBAC Short Term NCAP Responses
• NCAP Local Council Authorization and Assessment Declaration Form 
• NCAP Site Appraisal Form

Health Officer Materials

• GTBAC Health Lodge SOP
• GTBAC Treatment Protocols
• First Aid Log Sheets
• Short Term Camp Health Officer Training

At Camp

• Safety Moment – Friday at Short Term Camps
• 2023 National Camp Accreditation Standards
• 2023 Short-Term Camp Standards at a Glance (From National)
• 2023 Short-Term Camp Standards at a Glance (For GTBAC Camps)
  This form is color coded with items marked that the Council assesses this should be annotated during the camp inspection and uploaded with the completed assessment form.

Form Submission

• GTBAC Form Submission Page

Contacts

• Jason Borton – Director of Support Services
  813-624-9764