Summer Coordinators
From policies and procedures to safety, these sections provide the information you need to have a great summer program at Michigan.
Summer Programs Policies
The policies described below are designed to keep you and your participants safe and happy. The online orientation provides the most comprehensive information about U-M safety policies and is required for all camp and summer conference organizers. Your Conference Services contact can answer any questions you may have about the online orientation or our summer safety policies.
Staff Identification
Mcards will be provided to all of your staff and are required to enter the residence hall, eat meals with the campers and to pass building security. Prior to the start of your camp, we will contact you in order to schedule a time when you can pick up and return your Mcards. All Mcards must be returned at the end of your program to avoid charges.
Camper Identification
Residential campers will be given lanyards that must be worn at all times in the residence halls. If the lanyard is not visible, Division of Public Safety and Security (U-M DPSS) personnel and University Housing representatives will ask to see identification.
Your conference manager will advise you on how to obtain lanyards.
Non-Residential Staff and Participants
Non-residential program participants (commuters or day campers) and staff must have an ID indicating the program and date.
Visitor Identification
All visitors (including parents and siblings) in the residence halls must have visible identification and must be supervised at all times. Visitors must wear a self-adhesive badge that contains the following information:
- Name
- Summer Program Name
- Name of Residence Hall
- Date
Supervision
All participants who have reason to return to residence halls during the day must have supervision. Program organizers are responsible for this supervision.
Conference groups must also provide supervision for their participants while in the residence hall dining rooms to ensure orderly conduct before, during and after the meal.
Door Access Arrangements
All residence halls are locked 24 hours a day, 7 days a week, 365 days a year. This means that you will need to make access plans for your group on their arrival day and make provisions for late arrivals. We recommend that you have a “greeter” at the front door to welcome and direct your group.
Please prepare for both arrival and departure days.
After Your Program Ends
Your final bill will be based on the roster count you will submit 7 days prior to check-in or your actual number, whichever is greater. We will not decrease your housing, meal charges, or make adjustments to your bill after this date because of variations in participant numbers, program schedule, or individual plans. Payment of the final invoice for room, board, and any miscellaneous expenses is due 14 days after the invoice date. Conference Services reserves the right to charge a late fee for unpaid balances. Please follow the due dates on your contract to avoid penalties for unused rooms and meals. This contract is based on a good faith estimate.
Failure to sign and return the contract according to the schedule and instructions may result in cancellation of your reservation. Don’t forget additional required forms and submissions such as: Certificate of Insurance (non-U-M affiliated groups), Deposit (non-U-M affiliated groups), or U-M Short Code (U-M affiliated groups) Online Orientation Exhibits (including background check form).
For U-M affiliated groups, payment will be processed by University of Michigan Journal Entry, with your designated shortcode.
For non-affiliated groups, payment will be processed by University of Michigan invoice. Please pay your bill according to your contract agreement.
U-M Vehicle Driving Regulations
All U-M affiliated summer program staff must follow the driving regulations pertaining to all University Vehicles.
Summer Camp Procedures
The following procedures are designed to help your camp run smoothly. Contact your Conference Services contact with any questions.
Checking In and Out
Check-in time is 3:00pm. Because all residence halls are locked 24 hours a day, 7 days a week, 365 days a year, you will need to make access plans for your group on their arrival day and make provisions for late arrivals. We recommend that you have a “greeter” at the front door to welcome and direct your group.
Standard checkout time is 12:00pm (noon). Arrangements must be made in advance if you require late check out, and we may not be able to accommodate these requests. Late check outs that have not received prior approval will be charged for an extra day.
Room Assignments
Conference Management Services will provide you with a list of rooms assigned to your group, with capacities, gender assignments, and bathroom locations listed. You may assign all participants as you wish. Conference Management Services will enter your group into our rooms management system as requested.
Keycards
Your residential campers and participants will receive keycards during registration. These keycards will allow the campers to access their rooms and the bathrooms. All keycards must be returned at check out. Some programs also provide participants with Mcards for building access. Your conference manager will discuss this option with you.
Meals and Meal Cards
The dining hall requires identification for entry. Your Conference Services contact will help you choose the right arrangements for your event.
Commuters can purchase meal cards online in order to eat meals in the dining facilities on campus. Inform us before your camp if you wish to pay for the commuter meals for your campers. We will prepare the meal cards and staff instructions.
Every effort will be made to accommodate preferred meal times. Some dining facilities may have assigned hours in order to provide service to a number of groups.
Food Allergies & Nutrition
Food allergies can almost always be accommodated by Dining Services. Parents of campers and summer students/guests should contact Residential Dining Services to inform them of food allergies and special dietary needs, or to inquire about menus. Contact [email protected] for more information.
Dispensing Medication
Groups affiliated with the University of Michigan must have a signed parental consent form that authorizes camp staff to dispense medication to participants who are under the age of 18.
All other groups are required to store and dispense medication in a safe manner, but may use their own forms and protocol. Documentation for the safe dispensing of medication must be available for review.
Camper Orientation
Part of the fun of Summer Programs is staying in the residence halls with other participants. We recommend that program organizers familiarize themselves with residence hall security and hold an orientation session upon check in for residential campers.
The following are suggested topics and information that should be included in your residential orientation program. These topics are covered in more detail in the online orientation for summer program coordinators and directors.
Community Living
- Crimes Against Persons
- Discrimination or Discriminatory Harassment
- Tampering with Elevators
- False Alarms and Tampering with Fire Equipment
- Illegal Substances
- Personal Property
- Smoking
- Telephones
- Vandalism and Damages
- Video Camera Surveillance
- Tampering with Windows and Screens
Safety and Security Topics
- Campus Construction Areas
- Crimes Against Property
- Electrical Storms
- Campus Emergency Telephones
- Fire
- Keycards
- Locking Room Doors
- Power Outages
- Propped Doors
- Reporting Strangers in the Hall
- Tornados
- Traffic
Program-Specific Topics
Each program should establish rules and procedures for the safety and security of participants. The following are some suggestions for discussion:
- Transporting campers
- Curfew
- Disciplinary actions
- Procedures for sick campers
- Procedures for dispensing medication
- Visitor policy
- How to reach a counselor
- When to call for assistance
- Special needs or requirements
- Procedures for early checkout
Residence Hall Security
University of Michigan Division of Public Safety and Security (U-M DPSS) personnel patrol the residence halls to monitor activities, respond to emergency calls and check exterior doors. At night, Security personnel are on duty in the building to provide security coverage and respond to emergencies. U-M DPSS also provides mobile patrols throughout the night.
Safety Tips
We also recommend that you provide a written list of safety tips to give to your participants during orientation. Here are some basic ones—you may have others that are specific to your program to add to these.
- Never let someone who you do not know into your residence hall or your room.
- Never prop open exterior doors.
- Always know where your room keycard or Mcard are at all times.
- Keep your room door locked at all times. It only takes a few seconds for a thief to enter a room and steal property.
- Do not disable any safety feature in the residence hall (automatic door closures, fire doors, etc.)
- Walk in groups when traveling outside of the residence hall, especially at night. Travel in well-lit, heavy traffic areas.
- If you are the victim of a crime in your hall or anywhere on campus, or observe a crime being committed or think one is being committed, contact U-M DPSS immediately.
Contact the University of Michigan Division of Public Safety and Security immediately to report a suspicious person or activity in the residence hall or on your floor or if you ever feel that your or another’s safety is in jeopardy, dial 911.
Required Information
Before your week of camp, your Conference Services contact will ask you for the number of:
- Residential campers enrolled
- Commuter campers enrolled
- Meal cards you are purchasing for commuters
- Roommate assignments
We use these figures to designate bed space for residential campers and to determine the number of meals to serve.
Also, the University of Michigan requires all U-M–affiliated programs to collect one standardized form for each youth participant (17 years and younger). This form includes parental consent and medical information.
We recommend that groups not affiliated with U-M use this form with their youth participants, but it is not required.
Staff Background Check
Criminal background checks are required for all staff who are in classroom or residence hall buildings and supervise or spend time alone with campers or minor guests. This is for the safety of your staff as well as participants in University of Michigan programs. Directions for this process are in the online orientation.
Safety Resources
We know what it takes to keep your campers happy and safe. Every U-M camp benefits from our decades of experience with adolescents and our unbeatable campus security. In addition, our policies, procedures and safety resources help prepare you and your staff for any situations that may arise while you are on campus.
Summer Safety Oversight Group
The Summer Safety Oversight Group (SSOG) was formed in 1999 to establish safety and security standards, develop supportive procedures and provide oversight to ensure compliance with all requirements. Members represent a variety of departments.
Staying Safe on Campus
Campus Emergency Telephones
Emergency telephones are located throughout campus and are identified by a blue light on the top of the booth. This telephone will put the caller directly in contact with the Division of Public Safety and Security. Exterior building phones, located outside the residence halls, may be used to call the Division of Public Safety and Security by dialing 3-1131 or 911.
Fire
In the event of a fire, pull the alarm and leave the building immediately. Proceed as guided by your Summer Program Staff.
Electrical Storms
During the summer, Ann Arbor may experience dangerous electrical storms. Participants should remain indoors and away from windows during the storm.
Power Outages
During the day, proceed to an area that has natural light or go outside. Do not light candles.
Tornados
A Tornado Watch means that a tornado is expected to develop. A Tornado Warning means that a tornado has actually been sighted.
In the event of a Tornado Warning:
- the city of Ann Arbor alarm system will emit a steady tone for 3 to 5 minutes
- take cover by going to ground level or below
- stand in an interior corridor on the lowest floor or in the basement
- stay away from windows and glass
- avoid large rooms with free-span roofs
- remain calm and help others to remain calm
- listen to a radio for the latest information and instructions
- there will be no “all clear” alarm sounded
Locked Residence Halls
All residence halls are locked 24 hours a day, seven days a week, 365 days a year. Access is restricted to summer program participants and authorized staff. For the safety of everyone in the residence halls, never prop open an exterior door.
Keyless Lock Door Entry System
All room and bathroom doors have keyless locks, which require a keycard.
Locking Room Doors
Room doors must be locked at all times. It only takes a few seconds for a thief to enter a room and steal property.
Crimes Against Property
Any theft or malicious destruction should be reported to the Division of Public Safety and Security.
Security
University of Michigan Division of Public Safety and Security (U-M DPSS) personnel patrol the residence halls to monitor activities, respond to emergency calls and check exterior doors. At night, security personnel are on duty in the building to provide security coverage and to respond to emergencies.
Routine and Emergency Maintenance in Rooms
On occasion, University of Michigan maintenance staff must enter a room to provide routine or emergency maintenance. Any time someone appears who does not belong in the hall, behaves in a suspicious manner, or threatens another’s safety, dial 9-1-1.
Traffic
Ann Arbor streets are very busy and there are many one-way streets. Use extreme caution when crossing the street.
Campus Construction Areas
All construction areas are off limits. Do not enter any construction area.
University Health Services
University Health Services offers a range of outpatient medical services for summer program participants. For more information, follow this link.
Local CPR and First Aid Training
The Washtenaw County Red Cross provides CPR and First Aid classes, including:
- Adult/Child/Infant CPR/AED & First Aid
- Infant/Child CPR & First Aid
- Adult/Child CPR/AED & First Aid
- Adult CPR/AED & First Aid
- CPR/First Aid/AED Review
- CPR/First Aid/AED Challenge
- CPR/AED First Aid Instructor
- First Aid Basics
- First Aid Review
- First Aid Challenge
Visit their website for more information or to sign up for a class.