Summer Camps and Programs

ADM 43.0

Camps/Events/Activities are to be evaluated by their relationship to the parish/school to determine applicable requirements as stated below.

Purpose:

• To determine if/when the applicable requirements for a third party (vendor, lessee, outside organization, etc.) using your parish/school, it is necessary to evaluate the relationship between the parish/school and the program/activity/event.

Commentary/Procedural Points:

1. If the camp is (1) being run by teachers that are on your faculty and (2) the school is being paid directly for all fees for the camp, then the teacher, camp and school are covered under the liability coverage already provided to your location under the Archdiocesan insurance program and nothing further is needed. Keep in mind under this structure the school administrator is ultimately responsible for the oversight of the camp or program and the teacher(s) is merely the agent of the school in delivering this program.

2. If the camp is (1) being run by others than teachers and members of your faculty or a teacher on your faculty is hosting the camp, having payments issued directly to them by the parents of the children and the only relationship between the school and the teacher is that the school is allowing the teacher to use the school facilities, then such camps and program need to be handled as being operated by a third party vendor. If the camp or program is structured as noted in this section, the following is required:

2. • • 1. There must be a lease agreement between the school and the operator of the camp or program;

2. • • 2. The program needs to provide evidence of their own liability insurance;

2. • • 3. The program needs to provide evidence of their own sexual misconduct coverage;

2. • • 4. The program needs to verify that all employees, agents and contractors working for that camp have had current criminal background checks done;

2. • • 5. All advertisements, parent forms, permission slips and any other communication issued by the camp or program must include a statement that the program is not sponsored by or associated with the school. The statement is to read as follows:

The (Name of Organization/Camp) is not sponsored by or affiliated with (School Name), (Parish Name), or the Archdiocese of Baltimore.  (School Name), (Parish Name), or the Archdiocese of Baltimore does not direct, supervise, or control the activities of the Name of (Organization/Camp).

• Prior to allowing the use of the facility, your school needs to have in its possession the following:

1. The executed lease agreement;

2. A certificate of insurance showing $1,000,000 in general liability per occurrence with $2,000,000 in the aggregate and the school and Archbishop must be named additional insured entities;  

3. A certificate of insurance showing $300,000 in sexual misconduct coverage must be provided and the school and Archbishop must be named additional insured entities;

4. A letter verifying all employees, agents and contractors working on behalf of the camp or program have undergone a criminal background check;

5. A copy of all communications showing the disclaimer language that the camp is not sponsored by or associated with your school, parish or the Archdiocese.

June 24, 2015