Sample Camp Documentation

Empty headinSamples of Required Documents

NOTE:  The following are samples of documents required for camp policies. Please check the most current recreational program regulations (105 CMR 430) and the inspection checklist to ensure that your policies also meet the most current standards set by the MA Community Sanitation Program. 

• Guidance Documents for Developing Required Written Plans for Camps (PDF)

Permits

• Certificate of Inspection from Building Department 1 
• Certificate of Inspection from Building Department 2
• Sample Compliance Checklist from Local Fire Department
• Bacterial Analysis Report

Camp Policy 

• Staff and Volunteer Background Check Policy
• Staff and Volunteer Background Check Procedures
• Sex Offender Registry Information (SORI) Request
• Staff and Volunteer Orientation and Training Plan and Overview
• Abuse and Neglection Prevention/Reporting Procedures
• Camp Discipline Policy

Camp Plans

• Fire Drill Checklist
• Fire/Emergency Evacuation Plan
• Lost Participant/Lost Swimmer Procedure
• Emergency Evacuation Traffic Control Plan
• Emergency Plans and Fire Prevention Checklist
• Special Contingency Plans (No show, unregistered participant, participant not at pick-up)
• Unrecognized Persons Policy
• Emergency Plans for Incidents and Natural Disasters
• Camp Pick Up Authorization Form (Template)

Promotional Literature for Parents/Guardians

• Parent Right to Review Template
• Participant Pick-Up Policy
• Authorized Persons to Pick Up Child Form (to be completed by parents/guardians)
• Meningococcal Disease FAQs
• Immunization Requirements
• Mildly Ill Campers Policy

Staff Qualifications

• Lifeguard Training and Certification Requirements
• Required Ratio of Counselors to Campers

Medical Documents and Policies

Medical Personnel

• Medication Administration Competency Skill Checklist
• DPH Standards for Training Health Care Supervisor in Medication Administration
• DPH Standards for Training healthcare Supervisor and Other Employees on Use of Epinephrine Auto-Injectors
• HCC Acknowledgement of On-Site Medications
• Sample HCC Acknowledgement of On-Site Medications
• Healthcare Consultant Agreement
• How to Recognize and Respond to Anaphylaxis
• Guidelines for the Storage and Administration of Meds in Camps (PDF)
• Parent Authorization to Administer Medications to a Camper (PDF)
• Sample Daily Log for Medication Administration (PDF)
• Meningococcal disease - According to Massachusetts General Law, this state Department of Public Health fact sheet must be given to all parents or guardians of children in youth camps.
  • Commonly asked questions (PDF)

Medical Policies and Procedures

• Allergy and Anaphylaxis Emergency Care Plan

• Page 1
• Page 2
• Page 3
• Page 4
• Page 5
• Page 6

• Sample Injury Report Form Template 1
• Injury Report Form Policy
• Medication Storage and Administration Requirements
• Sample Advisory to Parents Regarding Required Authorization to Administer Meds to Campers
• Sunscreen Permission Form (Template)
• Insect Repellant Permission Form (Template)

Medical Records

• Daily Log for Medication Administration
• Parent/Guardian Authorization to Administer Medication to a Camper
• Injury Report Form
• Communicable Disease Reporting Form

Aquatics

• Christian's Law and Waterfront Requirements
• Swim Test Form Template
• Virginia Graeme Baker Act
  • Mass.gov: the VGB Act
  • VGB Q&A and sample replacement log
  • VGB sample certificate of compliance
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Laundry

• Sample Laundry Policy

Grounds

• Emergency Communication System Policy
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