Camps & Conferences Residence Life Agreement

 

Camp Coordinator Information
As the previously listed camp(s) will be housed on the campus of Arkansas Tech University during the summer of 2018, the following agreement has been made public and understood. The agreement entered on this date between the Camp Coordinator and the Office of Residence Life, is as follows:
Rates
The housing room rates will be as follows: 



Brown, Critz, Hughes, Turner, Wilson  |  Double Occupancy  |  Community Style Bath Facilities  |  $14.75 per night / per person

Baswell, Nutt  |  Double Occupancy  |  Suite Style Tier I Bath Facilities  |  $19.19 per night / per person

M Street  |  Double Occupancy  |  Semi Private Tier I Bath Facilities  |  $19.19 per night / per person

Jones  |  Double Occupancy  |  Suite Style Tier II Bath Facilities  |  $15.98 per night / per person

Tucker  |  Double Occupancy  |  Semi Private Tier II Bath Facilities  |  $15.98 per night / per person

Paine  |  Double Occupancy  |  Private Bath Facilities  |  $19.19 per night / per person

Any Hall  |  Single Occupancy  |  $22.00 per night / per person


Housing


The Office of Residence Life will make every attempt to house your camp in the facilities that you have requested (on Facility Request Form). However, accommodating your total number of campers in the most efficient manner possible manner will take priority in the facility assignment process.

Meals

All requests for cafeteria use, catering and/or other meal service needs to be arranged by each  individual Camp Coordinator.  Information for this service is located on the Contact Information sheet provided. It is recommended that contact with our dining provider begin immediately.
Building Roster

The Office of Residence Life will provide each Camp Coordinator a floor plan of the building space that will be used for housing campers three (3) weeks prior to the start of each camp. Camp Coordinators are to fill out these rosters once assignments are made with the FIRST and LAST NAME of each person (including staff) assigned to each room. A copy of these rosters are due to the Office of Residence Life before 12 noon on the second day of your camp.

Supervision

It is the responsibility of the Camp Coordinator to provide adult live-in supervision in all facilities occupied by their camp. Each supervisors room assignment must be clearly posted in the lobby of each facility and their room door also needs to clearly indicate that a "blank" Camp Counselor/Supervisor resides there. Any time in which a camp attendee is in an assigned facility, a supervisor must be present.  The ratio of supervision is 1 : 20 counselors to attendees of the same gender. It is the responsibility of the camp to ensure that all staff and/or volunteers have a clear criminal history.

Incident Reporting


Camp Coordinators are responsible for reporting any/all incidents that occur or are reported to have occurred that involved camp attendees or counselors (supervisors) immediately to the Office of Residence Life (assigned staff member). Camp Coordinators are required to type up a summary of the incident/issue and related actions to be submitted to the Office of Residence Life.

Camp Insurance

The Office of Residence Life does NOT provide any type of insurance for any camp. Information regarding camp insurance can be found on the Contact Information sheet.

Keys/Swipe Cards

Camp Coordinators will be provided the appropriate keys and swipe cards for their assigned buildings on the day of camp arrival.  Camp Coordinators are responsible for issuing and collecting keys and swipe cards.  A charge $25.00 for lost or damaged keys/cards will be added to the final conference bill when noticed at return key audit (done the day your camp departs).  Due to the rapid turn around of our facilities for other camps, a key returned AFTER the conclusion of your camp will NOT reverse the key charge.
Damages

Any damages in the assigned Residence Life facilities will be the responsibilty of the camp and will be detailed on the final camp bill. Total costs for some damages may not be immediately available due to FAMA/Contracted estimate timing. Camp Coordinators will be notified of any damages immediately following the final facility 'walk through' once all attendees and staff have left.

Group Size

Preparations will be made to provide rooms for amount of attendees listed on the Facility Request Form.  Camp Coordinators are required to solidify this number two (2) weeks prior to the start of the camp. Any increase in the original number of rooms may not be able to be accommodated.   Not notifying the Office of Residence Life of decreases in your camp size will result in related charges (staffing, cleaning, etc…).

Policies

All University and Residence Life Policies/Procedures and State and Local Laws are in effect for any person residing in our facilites and on our campus (to be provided). It is the responsibility of the Camp Coordinator to ensure that all policies/procedures are followed at all times.

Agreement and Contact Information
Agreement Confirmation: