4.169 University Advancement & Student Affairs
SUMMER CAMPS AND CONFERENCES
Date Adopted/Most Recent Revision: 2/13/93

  1. General
    A summer camp or conference is an activity that promotes the University's over-all mission of quality education. A summer camp or conference will include any event that extends for two (2) or more days.

  2. Use of University Facilities
    All summer camps and conferences sponsored by the university, individual members of the faculty or administration, or off-campus groups which require the use of university facilities or services must be approved by the President upon recommendation of the Vice President for University Advancement and Student Affairs. The sponsor(s) of the program shall seek approval by submitting a completed Letter Agreement with supporting documents to the Vice President for University Advancement and Student Affairs at least six (6) weeks prior to the start of the activity.

  3. Administrative Fee
    Each camp will remit to the university an administrative fee for each participant. The fee will cover building/facility use, medical insurance, and other administrative costs. The camp service fee will be Twelve Dollars ($12.00) per person per week and will be in addition to any charges for university housing or food service.

  4. Guidelines for University-Sponsored Events
    For university-sponsored functions, the following guidelines must be met:

    1. Determination of the salaries to be paid to summer camp directors:

      1. The salary payment must be approved by the senior administrator of the division sponsoring the camp.
      2. The salary will only be paid at the first pay period following the close of the camp.
      3. The maximum allowable salary of the camp director will be a part of the budget approved by the President.
      4. The maximum salary will be no greater than the funds remaining after all camp expenses are paid.
      5. If the director is on a twelve (12) month contract or is teaching full-time at the time the camp is offered, that person cannot be compensated for the camp.
      6. All salary payments will be made through the university payroll system and all applicable state and federal payroll taxes, Teacher Retirement System and Optional Retirement contributions will be deducted.
    2. A completed summer camp budget will be submitted with the Letter Agreement.
    3. All budgetary transactions will be channeled through the Business Office with all accounts kept in the Business Office.
    4. The director will ensure that the camp will be in the highest standards of excellence through instruction following the mission of the university.
  5. Guidelines for Non-University Sponsored Events
    For non-university sponsored functions, the following guidelines will be met.

    1. The director will be responsible for the payment of wages, the collection and reporting of payroll taxes, and the collection and payment of any benefits eligible to event employees.
    2. If the director is on a twelve (12) month contract or is teaching full-time at Midwestern State University at the time the camp is offered, that person cannot be compensated for the camp.
    3. The director will ensure that the camp will be in the highest standards of excellence through instruction following the mission of the university.
    4. The director will ensure that the title of "Midwestern State University" will not be used in the camp title as a sponsoring agent.
    5. The director will ensure that no university resources (i.e. phone numbers, secretaries for registration processing) will be used for the benefit of the camp.
    6. The director will be personally responsible for all debts incurred by the camp. Midwestern State University will not be responsible for debts of the camp.
    7. Liability insurance is required. The director will provide the Office of Summer Camp Services with a Certificate of Liability Insurance detailing the necessary coverage as outlined in the Letter Agreement.