Summer Camp Advisory

Camp Risk Assessment Worksheet

Subject: Camps and Enrichment Programs Management (2009)

Responsible Parties: Vice Presidents, Deans and Directors

Related University Polices: University Policies 1103, 1401, 1404 and 2221

The purpose of this advisory is to provide guidance to individuals and departments (camp sponsors) hosting camps and enrichment programs on the inherent risks and liabilities created by these activities.  Each camp sponsor must review their activities for identifiable risks or hazards.  Camp sponsors should use the attached Risk Assessment Worksheet to evaluate risks associated with various camp activities.  No worksheet can encompass all of the possible scenarios for camp activities and risk, nor will every section of the worksheet apply to every camp.  It is the responsibility of each camp sponsor to review the sections of this worksheet that correspond to the activities of their camp or enrichment program.  Camp sponsors must also exercise due diligence in designing program activities in such a way as to reflect safety considerations for all participants.  Camp sponsors are encouraged to obtain assistance from the Office of Risk Management (3-2599) to address questions regarding the design of safe camp and program activities and to identify potential hazards or risk before accident or injury occur.

1. Programs operated under University auspices (funds passing through the Accounting Office), are covered by the Commonwealth’s Risk Management Plan. However, the following documents are required to assure coverage under the plan:
   • A Risk Assessment and Release form for all participants (which includes risk, health and emergency contact information) (signed by the parent or legal guardian of minors).  These forms should be retained in the sponsoring department and made available to the Office of Risk Management upon request.  See form list for samples of Risk Assessment forms.
   • Proof of medical insurance from each participant.  This protects the participant, as well as the University, in the event of an injury.
   • During the activity or event, the department sponsoring the event shall log all accidents or illnesses, identifying the injured or ill participant and documenting the circumstances, the date and time, the response provided and by whom. Accidents that require medical attention should be reported in accordance with University Policy #1404.
2. Programs operated by individuals and/or non-GMU organizations are not covered by the University’s insurance (e.g. Coaches holding camps as independent contractors). To protect the sponsoring individual and the University from pecuniary damage, the following items are required:
   • A Facility Rental Agreement.
   • Professional Liability Insurance.  Coverage protects the organizer and the University from claims based on professional negligence.  Insurance must provide a minimum of $1,000,000 coverage for each incident.
   • General Liability.  Coverage protects the organizers and the University from claims by participants and third parties who are injured or suffer a lost or damaged property.Again, insurance must be at a minimum of $1,000,000 coverage for each incident.
   • In addition, the University and the Commonwealth of Virginia should be named as an additional insured on each of the above policies and a copy of the Certificate of Insurance provided to the department sponsoring your camp.
   • Finally, all promotional material should have a disclaimer that indicates that the program is not part of the University.