1. American Camp Association ® Associate Visitor Course © 2014 American Camping Association, Inc. 1

2. Introduction © 2014 American Camping Association, Inc. 2

3. 3 Real Visit Stories!

4. Purpose of the ACA Accreditation Program Education, Education, Education Education, Education... © 2014 American Camping Association, Inc. 4

5. ACA Accreditation Is… © 2014 American Camping Association, Inc. 5

6. 6 ACA Accreditation Means…

7. pru  dence  noun \ˈprü-dən(t)s\ : careful good judgment that allows someone to avoid danger or risks. Full definition: 1.The ability to govern and discipline oneself by the use of reason 2.Sagacity or shrewdness in the management of affairs 3.Skill and good judgment in the use of resources 4.Caution or circumspection as to danger or risk Prudence © 2014 American Camping Association, Inc.

8. Associate Visitor Course Outcomes Become an advocate for ACA Accreditation Understand the role and responsibilities of a Visitor Promote the educational value of the accreditation process Become a positive representative of ACA Develop information gathering skills Use resources correctly Make consistent compliance decisions © 2014 American Camping Association, Inc. 8

9. 9 Standard HR.8.B One on One Camper/Staff Interaction MANDATORY HR.8.B.1: Does the camp provide training to all staff to minimize the potential of any staff member being in a one on one camper/staff situation when out of sight of others. AND/OR HR.8.B.2: Does the camp advise rental groups to provide training to all staff to minimize the potential of any rental group personnel being in a one on one camper/personnel situation when out of sight of others. What’s New?

10. Any camp that misses four or more mandatory standards will be required to have a complete visit the following summer (even if the ICA is accepted). Missed Mandatory Standards © 2014 American Camping Association, Inc. 10

11. The National Standards Commission feels that as camps are fully aware of all mandatory standards and the need for these standards to be continually met, this is an appropriate action to help maintain and strengthen the integrity of ACA accreditation. Missed Mandatory Standards © 2014 American Camping Association, Inc. 11

12. Maintaining Accreditation Effective 2016 © 2014 American Camping Association, Inc. 12 Any change/revisions to standards (mandatory or not), become effective in the next season (In the past, only mandatory standards were effective immediately, all other changes/ revisions were effective on the camp’s next visit. As we move to a 5-year visit cycle, potentially waiting 5 years for a camp to come into compliance with any standards is too long.

13. © 2014 American Camping Association, Inc. 13 ROLE OF VISITORS

14. The Four C’s Commitment Confidentiality Conflict of Interest Complaints © 2014 American Camping Association, Inc. 14

15. Role of the Visitor – A Review Associate Visitor vs. Visitor Key Aspects of Visitor Role Inspector vs. Visitor Accreditation vs. Licensure Legal Implications © 2014 American Camping Association, Inc. 15

16. © 2014 American Camping Association, Inc. 16 WHICH HAT ARE YOU WEARING?

17. Many Hats: Which Are You Wearing?? Educational attitude Hat Interpersonal relationships Hat ACA representative Hat Legal implications Hat © 2014 American Camping Association, Inc.

18. Educational Attitude Hat Recognize the uniqueness and integrity of each camp. Use non-judgmental language in discussion with camp personnel. Share information and resources. Consider the visit a personal learning experience as well as an opportunity to share. © 2014 American Camping Association, Inc. 18

19. Interpersonal Relationship Hat Establish rapport with the Director. Understand the dual role of standards: education and accreditation. Do not express an opinion as to whether the camp will or will not pass. Inspire confidence on the part of the Director that the visit is fair, thorough, positive, and confidential. Be as unobtrusive as possible in interviewing staff and observing the program. Follow ethical practices in relation to information obtained on the visit. © 2014 American Camping Association, Inc. 19

20. ACA Representative Hat May be the only ACA person with which the Director has face to face contact. Should have a positive attitude about the standards and the accreditation process. Should have a professional attitude. Have a COMMITMENT to the role of Visitor! © 2014 American Camping Association, Inc. 20

21. Legal Hat The Visitor is the official representative and legal agent of the Association. Visitors must act in ways consistent with their training and the ACA Code of Ethics. Visitors represent a national program that is administered uniformly across the country. The Visitor’s signature on the score form indicates that s/he has confirmed that the camp does or does not comply with the standards as written. © 2014 American Camping Association, Inc. 21

22. © 2014 American Camping Association, Inc. 22 WHICH HAT ARE YOU WEARING?

23. Information Gathering © 2014 American Camping Association, Inc. 23

24. Information Gathering Skills Develop standards-related observation skills Formulate the right questions Understand how to score programs and modes not seen Engage campers/staff as good sources of data © 2014 American Camping Association, Inc. 24

25. Photo OF DEFROSTING CHICKEN © 2014 American Camping Association, Inc. 25

26. Asking Questions Closed-ended questions Open-ended questions Threatening questions Effective questions © 2014 American Camping Association, Inc. 26

27. Closed-ended Questions YES or NO Gathers limited information Puts people on the defensive © 2014 American Camping Association, Inc. 27

28. Open-ended Questions Concisely worded Easily understood Answer requires thought Requires more than one word answer Use of who, what, where, when, why or how Discussion starter © 2014 American Camping Association, Inc. 28

29. Gathering Information Areas NOT Seen 1.Campers go horseback riding at a private stable 10 miles away. 2.Campers take a field trip to a nearby amusement park. 3.Campers take a whitewater rafting trip with a Commercial Outfitter. 4.A rental-group in the off season rents the camp and does their cooking in the camp kitchen. © 2014 American Camping Association, Inc. 29

30. Developing Your Observation Eyes © 2014 American Camping Association, Inc. 30

31. Practice Gathering Information Role Play Situation Assignments 1.Archery Range 2.Waterfront 3.Horseback Riding 4.Trip and Travel 5.Maintenance © 2014 American Camping Association, Inc. 31

32. Online Resources © 2014 American Camping Association, Inc. 32

33. ACA Accreditation Resources/Tools Web Page Access to the following: Recognized First aid/CPR Certifications List Recognized Aquatics Certifications List Recognized Horseback Riding Supervisor Training List My Visits Resources by Section of Standards Go To: www.ACAcamps.org/accreditation/resources-tools © 2014 American Camping Association, Inc. 33

34. © 2014 American Camping Association, Inc. 34 MY VISITS

35. © 2014 American Camping Association, Inc. 35 Visit www.ACAcamps.org/accreditation/resources-tools To go to the My Accreditation page My Visits

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39. Custom Reports © 2014 American Camping Association, Inc. 39 Add your email address

40. Educational resource No assurance of a successful outcome Use your own professional judgment in determining applicability The camp is responsible for any and all standards that apply to your program, regardless of results of customization efforts Customization Tools Reminders © 2014 American Camping Association, Inc. 40

41. 1.Go to the Accreditation Resource/Tools page on the ACA website 2.Choose the app you want and go to its information page 3.Watch the tutorials then launch the app 4.Check the information for you and/or your camp – UPDATE if necessary 5. Log-in and get started Accessing My Accreditation and My Visits 41 © 2014 American Camping Association, Inc.

42. Visitor Resources © 2014 American Camping Association, Inc. 42

43. Visit Related Forms To Use Camp Information Form Camp Self-Assessment Score Form Immediate Corrective Action (ICA) © 2014 American Camping Association, Inc. 43

44. © 2014 American Camping Association, Inc. 44 A tool created to assist both the camp designee and the visitor. It includes significant information about the camp. Used by Visitor Is a valuable part of visit process

45. Camp Information Form In review… Information collected from the camp in advance to help schedule and conduct visit Should include information about modes and specialized activities offered A copy is sent to each Visitor Framework for your conversations with camp © 2014 American Camping Association, Inc. 45

46. The Scene Camp Have Lots of Fun (CHLOF) operates a two-week session for children who are members of the Lots of Fun Foundation. The camp rents space at Camp Happy Days (CHD), an accredited camp. Camp Happy Days provides food service, swimming at the pool (lifeguards and swim instructors provided) and a hay ride once per week. Camp Happy Days also provides horseback riding. Camp Have Lots of Fun brings their own cabin counselors, program staff, health care staff and administrative staff and uses all the program areas of Happy Days. CHLOF brings their archery and climbing wall Instructors. © 2014 American Camping Association, Inc. 46

47. Camp Self-Assessment The Visitor will: Review all required written documentation Mark as Seen, Not Seen, Seen but needs verification on the day of the visit, or the following must be completed The intent of the standards is that they are in place when the camp opens its doors to staff and campers Required for all camps © 2014 American Camping Association, Inc. 47

48. © 2014 American Camping Association, Inc. 48

49. The Score Form Observe all things before scoring. When specialized activities, modes or other items cannot be observed first hand – be sure to note this in the comment section. Visitors do not have the authority to make exceptions or to bend things that just don’t seem to fit. Score the standard as it is written and use the comment form to alert ACA to problems or describe the situation. © 2014 American Camping Association, Inc. 49

50. The Score Form © 2014 American Camping Association, Inc. 50

51. © 2014 American Camping Association, Inc. 51

52. Score Form Information Do not use names or personal initials for comments; use generic “CD” or “Vis.” Mandatory Standards are bold and italicized. Indicate the camp name and number on each page in the spaces provided for you. Double check score form for blanks. © 2014 American Camping Association, Inc. 52

53. Score Form Information Indicate all modes you are scoring for the camp being visited. Director may make a copy of the score form minus the signature page. Visitors should not make or keep copies of score forms. Mark in pencil first, then go back over in pen later;  not ! © 2014 American Camping Association, Inc. 53 Mail the score form PROMPTLY in the envelope provided!

54. Sample Comments A.The camp has no written policy for Criminal Records checks for volunteer staff. (HR.5.1) B.Although the camp has a written safety procedure, they are from their national organization and are not specific to the camp. The director feels this is sufficient.(OM.8) C.Our camp has no need for a written system since the camp caretaker does excellent work. (SF.8) D.Make a note of any activity or mode of operation scored but not seen. E.If the SF section is a DNA because the camp being visited is using and accredited camp –Note the camp number. © 2014 American Camping Association, Inc. 54

55. Comments Are written in ink, no personal initials; use “CD” or “VIS” Explain why a standards was scored “No” Explain any differences of opinion May reflect the director’s point of view Reflect difficulty in applying a standard to a camp Reflect any activities or modes scored but not seen © 2014 American Camping Association, Inc. 55

56. Use sample comment ‘C’ from Sample Comments Sometimes a Camp Director might a director choose a “No”. NO? What are some examples of standards where this may be true? © 2014 American Camping Association, Inc. 56

57. Did You Know? © 2014 American Camping Association, Inc. 57 Accuracy will save you a call! All score forms are hand-checked for errors, omissions, and information regarding:

58. What Are the Scoring Errors? How many can you find? © 2014 American Camping Association, Inc. 58

59. © 2014 American Camping Association, Inc. 59 Mandatory Standards

60. Immediate Corrective Action (ICA) © 2014 American Camping Association, Inc. 60

61. ICA Procedures © 2014 American Camping Association, Inc. 61

62. Sample Form ~ Immediate Corrective Action (ICA) Notification © 2014 American Camping Association, Inc. 62

63. Immediate Corrective Action Only for mandatory standards Time frame to submit documentation of immediate compliance -7 days Where to send documentation Clearly define what the camp must to meet the missed mandatory standard Clearly define/prescribe how the camp must document the correction/compliance What to do with the copies of the form © 2014 American Camping Association, Inc. 63

64. Other Forms You May Use Return envelope Standards Visitor Reference Guide (booklet) Research questions Thank-you notes Visitor evaluation Other forms requested by local leadership © 2014 American Camping Association, Inc. 64

65. Compliance Decisions © 2014 American Camping Association, Inc. 65

66. © 2014 American Camping Association, Inc. 66 Written Documentation Standards requiring written documentation are very clearly identified with the words “Written documentation required” (in the margin notes) And is specifically indicated as part of the Compliance Demonstration

67. Written Documentation Rationale Consistent quality programs and services Orientation material for staff Analysis of practices and procedures Verifies practices Preserves history and tradition Provides a paper trail © 2014 American Camping Association, Inc. 67

68. Written Documentation Compliance Pertinent Content Inclusive of all parts Current Dissemination Practice/rehearsal Location of document Communication © 2014 American Camping Association, Inc. 68

69. Documenting Staff Qualifications Job reviews from former employer Job performance review from the camp for years of services Letters of recommendation Course record sheet Certification or training cards © 2014 American Camping Association, Inc. 69 Resume Application Vitas Unless VERIFIABLE

70. Compliance Demonstration Identifies the minimum expectation as to how compliance with the standards should be met Written Documentation Visitor Interviews Visitor Observations Note: Visitors may not project their own (or their camp’s) view nor judge the efficacy of the written materials. © 2014 American Camping Association, Inc. 70

71. The 72-Hour Rule © 2014 American Camping Association, Inc. 71

72. 72-Hour Rule Procedures Mark the standard a “NO” and comment on the score form. Indicate WHY the documentation is missing and WHAT documentation needs to be sent to the lead visitor. Explain to the director what and how things need to be sent to you. Explain the consequences. © 2014 American Camping Association, Inc. 72

73. 72-Hour Rule Procedures Lead visitor holds the score form for 72-hours. If documentation received is acceptable: Visitor will change the score to “YES” Add a comment on the score form related to the changed score If documentation is not received or not acceptable visitor will leave the “No” as originally scored Lead visitor will promptly send the score form to ACA national office after documentation arrives or 72- hours © 2014 American Camping Association, Inc. 73

74. Scoring Activities Run by Camp Staff But Use EQUIPMENT From a THIRD PARTY (Staffed Public Facility) When the above instance occurs, the result is a hybrid scoring situation where: – The Visitor will score any/all applicable equipment standards from the staffed public facility standards AND – Will score applicable Supervision standards from the program standards (supervision) © 2014 American Camping Association, Inc. 74

75. Scoring Activities Run by Staffed Public Facilities that Use Camp’s EQUIPMENT When the above instance occurs, the result is a hybrid scoring situation where: – The Visitor will score any/all applicable equipment standards, AND – Will score the applicable staffed public facility standards (supervision and conduct of activity) © 2014 American Camping Association, Inc. 75

76. The Positive Aspects of “No” © 2014 American Camping Association, Inc. 76

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78. © 2014 American Camping Association, Inc. 78 Bunk Buddies

79. Scoring Exercise - Aquatics © 2014 American Camping Association, Inc. 79

80. Preparing for the Visit Convey your availability as a visitor to your local office Complete a Visitor Update Course if needed Maintain current ACA membership Review your visit assignment information Review ACA Visit Resources Review the Camp Information & Camp Self- Assessment Forms Review documents that have been uploaded © 2014 American Camping Association, Inc. 80

81. Preparing for the Visit © 2014 American Camping Association, Inc. 81 Check the camp website page for more information about the camp. Visits are carried out when the camp program and site services are operational and when the most standards can be observed and verified.

82. What will you do? You and your co-visitor have received your visit assignment and reach out to the camp director about reviewing the Camp Self-Assessment. The director is reminded of the May 1 review deadline and communication options. The director states, “I am very, very busy hiring staff and attending camper recruitment fairs and not sure if I can find time to meet the CSA review date”. © 2014 American Camping Association, Inc. 82

83. © 2014 American Camping Association, Inc. 83 What will you do? While touring the waterfront you see posted signs requiring lifejackets and observe a canoeing class where everyone is wearing a lifejacket. Later in the day you notice 2 staff canoeing not wearing life jackets. As Program Aquatics is scored, the camp director is informed that PA. 22 will be scored NO since staff were observed not wearing life jackets. The director assures you that staff were simply relaxing in the boat on their time off and insists your mark it YES as campers were seen at class time wearing life jackets.

84. © 2014 American Camping Association, Inc. 84 What will you do? During the tour of camp, the director seems to steer you away from certain activities and staff by saying the activity isn’t being conducted. This happens for archery, ropes course, wood carving and fire building. At lunch the director wants you to sit at an administrative staff only table.

85. The Mock Visit © 2014 American Camping Association, Inc. 85

86. Be Sure to Read the Spring and Fall Standards Newsletter © 2014 American Camping Association, Inc. 86

87. Closing © 2014 American Camping Association, Inc. 87

88. Congratulations! © 2014 American Camping Association, Inc. 88