WELCOME
TO THE
2012
Programs Meeting
Introductions
FOLDERS
○ Contact Sheet for Summer Programs
○ Campus Hours (Bookstore, Bradley Center, etc.)
○ Updated Invoice (see Payments table with ?s)
○ Summer Concert Series Flyer
○ Info Sheet on Lyme Disease for distribution
FLASH DRIVES
○ Summer Conference Housing Information
○ Blank Roster to use for housing assignments
○ Events and Conferences Information and forms
FOR TODAY
1. Paperwork Due: sign and submit at E&C table
☼ Standards of Conduct
☼ Guest Wireless Request
☼ Alert Me Now Form
☼ Fire Safety Checklist
☼ Meal Schedule (sign and keep copy)
2. Payments see E&C table
3. Sign-Up: 2 Week Program Review Meeting
4. Info Tables after meeting (If Needed)
☼ Dining Services
☼ Summer Conference Housing
☼ Events and Conferences
Mandatory
2 Week Program Review Meetings
Meet with RCNJ personnel to:
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Discuss move-in and parking procedures
Determine set-ups
Finalize all details
Schedule pre and post walk through
Request check-in assistance from Summer Conference Housing
What you need to bring:
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Final schedule
Final numbers
List of specific sleeping rooms needed (use master roster on flash drive)
Indicate infirmary location
Last opportunity to update dining and housing numbers for billing purposes.
*Once a room is prepared, it will be charged to the Renter regardless of use.
PAPERWORK DUE
by 2 Week Program Review Meeting
Paperwork:
☼ NJ Youth Camp License (if applicable)
☼ Insurance Certificate
☼ Copies of all trainers’ certifications (Medical Director, nurses)
☼ Color sample of your program's wristband
☼ Copy of program brochure or link
☼ Copy of your Camper Medical Release Form
☼ Early Arrival Requests to Conference Housing Office (sumconf@ramapo.edu)
☼ Phone Requests (e-mail request to dspina@ramapo.edu) Limited availability
☼ Final meal counts to Dining Services (Fax: 201-684-7982 or dcarrera@ramapo.edu)
As mentioned above:
☼ List of specific rooms needed to the Conference Housing Office:
(sumconf@ramapo.edu) Indicate where the infirmary will be located.
☼ Copy of final schedule
CHECK-IN
1. Submit roster of specific participants/staff with room
assignments to the Summer Conference Housing staff
(for security purposes.)
2. Submit copy of the roster (to also include day participants)
to the E&C Student Site Manager.
CHECK-OUT
Submit updated roster to E&C Site Manager
or initial/date the original.
No changes made be made after group departs campus.
Student Site Manager
2012 Student Site Manager for 2012: Wendy Castro
Her role is as follows:
o Primary contact for summer programs during non-business hours.
o Serve as liaison between campus personnel + Group.
o Greet program directors upon arrival and departure.
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Collect rosters at Check-In and updates at Check-out.
Coordinate info with Summer Conference Housing
Conduct pre- and post- inspections of non-sleeping spaces.
Coordinate signage on move-in day.
Distribute Welcome Packet and wristbands (if needed) upon arrival.
Schedule Program Review Meeting and any on-site meetings needed
For anything not related to housing….call Wendy.
CALLING HOURS: 7am-10pm
Contact Information will be in the Welcome Packet.
Assistant Staff: Kathia Cintron
General things to know
All campus spaces, indoor and outdoor, must be reserved
through the Office of Events and Conferences.
Please share the Ramapo Mission Statement with your
staff. Ramapo embraces diversity and asks its guests to be
respectful of this mission.
Athletic Facilities
· Open Rec is only for enrolled students and/or Bradley Center members.
Contact Events and Conferences to reserve the pool for private use.
· Bradley Center spaces & outdoor courts/fields must be scheduled in advance.
· Photo ID available at Bradley Center for $25 (with ok from the program director)
Entitles user to facilities. Good for staff who wants to work out and swim.
· Balloons are not permitted in the Bradley Center.
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Groups supply their own equipment (i.e., basketballs, tennis balls).
· Storage space is not available. Camps may make arrangement for
a POD at a location determined by E&C.
· Parking/dropping off is not permitted at the cut-out;
parked cars will be ticketed.
POOL USE
· Open Swim is only for enrolled students and/or Bradley Center members.
Contact Events and Conferences to reserve the pool for private use.
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An identifying wristband must be worn during a group's schedule swim time.
· Participants must sign-in and out on the sheet provided by Athletics.
· No floatation devices, freestanding decorations, food, drink, or glass in the
pool area.
· As per state policy, summer camps/programs must have 2 lifeguards for the
1st 30 swimmers, and 1 lifeguard for the 2nd 30 swimmers.
Limit: 60 swimmers at one time. RCNJ can only guarantee 2 lifeguards.
· Red Button in pool area - please do not push or touch.
Computer Use on Campus
· Fill out Guest Wireless Request form today.
· Group will receive username and password in Welcome Packet at Check-In.
· A staff member will be asked to sign a responsible use agreement when
accepting the access codes
· Will provide participants Wi-Fi access in residence hall lounges, classrooms,
and public spaces during the dates of the program.
· In sleeping rooms, users need their own Ethernet cable to connect.
Note: The Campus Store sells Ethernet cable.
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Facilities
· Please do not use tape or duct tape information on windows,
campus signage, trees or benches.
· Coordinate any signage with Events and Conferences.
· Any signage on Rte. 202 must be approved.
· E&C can arrange extra trash cans or a clean-up crew if
excessive garbage is anticipated.
Dining Services
· Please be respectful of other guests by
o Not running, shouting, or yelling in the dining areas
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Not blocking entrance and hallways with equipment and bags
Asking participants to buss their own tables
Sticking to your scheduled meal times to avoid lines
Wearing shoes (not cleats) at all times in the dining areas
Important
o A program representative MUST be present at the arrival and departure of
every meal and to sign off at the end of each meal to verify the meal count.
Groups will not be allowed access without a representative.
See Dining Services Info table after the meeting
about minimum guarantees or to discuss your assigned times (in your folder).
Media
· If you are using AV equipment, request it through E&C!
No charge if it occurs Monday-Thursday, 8am-5:15pm.
An equipment review with a media representative
is strongly encouraged.
· Please do not disconnect any equipment in rooms.
A technician can be scheduled to assist.
· To hire a media technician for evening or Friday-Sunday
events, contact Events and Conferences.
Environmental Health and Safety
· RCNJ Fire Marshal & Public Safety conduct Fire Drills for overnight groups.
· Participants must immediately leave the building for all alarms using the nearest
exit (stairs).
· Failure to respond to a fire alarm or drill will result in a fine per person.
· Weekly inspections may be held by the RCNJ Health & Safety Committee.
· Be prepared for an inspection from the Mahwah Health Department or
by a representative from the State Fire Marshal’s Office.
· When at all possible, inspections will be coordinated and conducted at the
same time by the various state, local and Campus departments.
Please read the information in your contracts for complete details.
Distribute the Lyme Disease information to parents/guardians.
FIREWORKS/GRILLS
Thursday, July 12 (rain date July 19):
GRILLS:
As per College policy, participants or staff/counselors may not
use personal barbecues anywhere on campus.
FIREWORKS:
Groups using space on Athletic Fields side of Rte. 202 are required by state fire
regulations to leave grounds at 3pm on Fireworks day or at the time
requested by Fire Safety officials if earlier. (Could be as early as noon)
All person groups using the Tennis Court parking lot on the Athletic Fields side
of Route 202 are required by state fire regulations to limit the # of vehicles
and remove them no later than noon or at the time requested
by the Fire Marshal.
*Cars remaining will be towed at the owner’s expense.
Contact Dennis Harrington, Ramapo College Fire Marshal with any questions
or concerns in connection with these Policies and Procedures.
Health Services
· Groups (if applicable) must abide by the State of New Jersey Youth Camp Safety Standards.
· In cases of emergency, Public Safety does not provide transport off campus. Public Safety
will activate the 911 system for all emergencies.
· Minors (under 18) cannot refuse medical treatment.
· Directors must use (1) one of the residence hall rooms as a dedicated infirmary.
· Medical Directors may sleep in infirmary room if there is an additional bed.
· The Infirmary may also serve as an area for camp storage.
· Medical Directors may be shared provided they have written documentation available.
· The Medical Directors must be available during the entire program (24/7).
· RCNJ Groups: Discuss requirements & processes with Deb Lukacsko in Health Services.
**And now a word from the Mahwah Health Department**
FOR YOUR SAFETY
Friendly Reminders for your participants…
Don't feed the animals, especially the geese.
Beware of poison ivy as well as ticks & bees.
Beehive at the Sustainability Center - please avoid contact.
Do not use tents when there is a wind advisory (25 mph)
Public Safety
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Public Safety does not respond to lock-outs. Groups will have submasters to
access rooms.
Wristbands identifying participants must be worn at all times on campus.
Report incidents and emergencies immediately to Public Safety at x 6666 (201-6846666).
Uniformed Public Safety personnel patrol campus 24/7.
All New Jersey Motor Vehicle Regulations (Title 39) apply on campus.
Parking is prohibited in handicapped or reserved spaces. Remind parents at check-in
and check-out.
Driving on walkways or pulling up to doorways and parking on Rte 202 is prohibited.
Counselors must escort groups across Rte 202; Public Safety is not permitted to
direct or stop traffic.
Public Safety does not provide transport off campus even in cases of emergency.
Groups with more than 50 participants may require Public Safety assistance at check in.
Parking Passes will be arranged with E&C at the Program Review meeting.
CONFERENCE HOUSING
See flash drive for the Summer Guide to Community Living.
· If you would like Conference Housing conference staff to assist with your check-in and/or
check-out, e-mail sumconf@ramapo.edu at least 10 days prior to your check-in and/or check-out.
· Renter must provide a senior member to participate in a mandatory pre- and post-occupancy
inspection of contracted facilities, accompanied by Conference Housing staff.
· Renters will receive access cards & a max of 3 submasters at check-in. Return within 24 hours of
departure to avoid replacement charge.
· Report any missing/damaged/non-functioning access cards to the Conference Housing Office.
· Staff should use submasters to access individual rooms if participants misplace their access
cards. (Public Safety does not respond to lock-outs)
· Participants may not enter any rooms or floors not assigned to the Renter.
· Trash should be deposited in the trash room on the 1st floor. Trash should not be left in any
common or public areas including, but not limited to, hallways, lobbies, or stairwells, or in
micro-fridges.
Any trash left behind will result in a $10.00 per item charge.
Don’t let this happen to you ☺
Safety Rules!
· Participants may not block doorways or elevators
with athletics equipment or bags.
· Doors to sleeping rooms may not be propped open at
anytime as it represents a serious fire hazard.
Violation may result in a fine.
Concessions
Groups selling food, T-shirts, etc.
must apply for a Mercantile Permit.
Copy of permit must be sent to E&C
and posted at the site of concessions.
REMINDERS
Payments:
Accounts must be in good standing to receive access cards
to rooms and use of facilities.
Contact me to arrange alt. payment schedule if needed.
Meeting covers the highlights only
Please review your contract language and stipulations
thoroughly for full information.
Report Incidents and Issues
To the Site Manager even if after the fact.
QUESTIONS??
FOR TODAY
1. Paperwork Due: sign and submit at E&C table
☼ Standards of Conduct
☼ Guest Wireless Request
☼ Alert Me Now Form
☼ Fire Safety Checklist
☼ Meal Schedule (sign and keep copy)
2. Payments see E&C table
3. Sign-Up: 2 Week Program Review Meeting
4. Info Tables after meeting (If Needed)
☼ Dining Services
☼ Summer Conference Housing
☼ Events and Conferences