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Projectmanagement.docxProject management
Project Scope Statement assignment
Introduction
This is a preliminary outline for the project scope statement. It will be updated as more information becomes available to the team.
Purpose and Justification of the Project.
The purpose of the project is to collaborate as a team, to develop course content and lesson and activity plans for a Teen CERT (Community Emergency Response Team) camp to be held on the Texas State University campus for the dates of June 12th through the 14th of 2018. The camp will be open to 15 high school students in the grades 10 through 12. We are trying to develop a strategy for selection of the 15 students. The justification of the project is to attract interest to the Emergency Management department here at Texas State University as well as getting youth involved in the community and teaching them how to respond in the event of a local emergency.
Scope Description
The scope of the Teen CERT project is to design a youth camp that encompasses the necessary training and education required to become a certified civilian emergency response team member. The challenge is determining what the curriculum will be and how it will be presented to young people in a way that is entertaining and educational to keep their interest and hopefully inspire them to seek an education and career in emergency management. We must identify what requirements this project will need to plan, design, develop and implement a three-day, two-night camp for young people.
High level Project requirements.
Team member involved in this project need access to all information concerning the camp and the emergency management departments goals and concerns.
We need to determine:
What type of budget we have available?
Which instructors are planning on being involved?
what safety concerns do parents and TSU administrators have so that we can address them appropriately?
What methods will be used to determine student eligibility for the program?
Boundaries
The Teen CERT camp project includes all work associated with planning, developing, and implementing the program. We will be responsible for troubleshooting and addressing unforeseen issues as we become aware of them. A major limitation right now is not having a general idea of interest in the camp among the targeted age groups. We also do not know how much financial support will be made available for the department and the University. With the limited information available now, it is difficult to establish distinct project boundaries.
Strategy
Our team will develop a plan to generate an interest in the camp among local high schools. At the same time, we will be developing a plan for course content and activities and determine what materials will be needed and what we have available from inside and outside interest.
Deliverables
1. A concept for a Teen CERT camp that can be implemented in full on June 12th, 2018.
Acceptance Criteria
Acceptance criteria have not been made available to the team at this time.
Constraints
There are several constraints that have been identified and will need to be dealt with as more information is made available. The two biggest constraints right now are budget concerns and generating the necessary interest to be able to fill a roster for the course.
Assumptions
Team members and the department are assuming that we will be able to generate interest among the targeted age group and that we will be able to deliver a completed project to be able to carry out the camp this summer.
Cost estimate
There is not enough information available at this time to determine an estimate cost.
Cost benefit Analysis
There is not enough information available at this time to conduct a cost benefit analysis.
Texas State University
TSU Office of Camps & Conferences Through the Department of Administrative Services Procedure Manual for TSU Camps & Conferences
Texas State UniversityDepartment of Administrative Services 1505 North Boulder Avenue Browning Hall, room 101 Russellville, AR 72801 479-968-0697 Phone 479-880-4068 Fax
[email protected] http://www.TSU.edu/adminservices/
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The TSU Office of Camps & Conferences through the Department of Administrative Services serves to collaborate with the camp directors, event coordinators, and campus departments to promote, facilitate and streamline processes and procedures for camps and conferences held at Texas State University. Specifically, the TSU Office of Camps & Conferences is committed to:
1. Providing stellar customer service to all camp directors and event coordinators so their
events will run smoothly & effectively.
2. Promote and support TSU’s current camps and conferences with an emphasis to grow
current and potential new programs.
The TSU Office of Camps & Conferences will serve as the liaison between the respective event director and the various aspects of the university utilized for any given event (housing, dining, facilities, etc). In this role, the TSU Office of Camps & Conferences is prepared to:
✓ Serve as a single point of contact for various campus entities to address concerns and find
answers to questions concerning any event. ✓ Work closely with each event director to deliver programs that meet or exceed the expectations
of everyone involved. ✓ Coordinate all aspects of events including, but not limited to, dining, housing, health, facility
scheduling and setup, and security/safety. ✓ Manage all aspects of the registration process.
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• All Camp Directors/Event Coordinators are required to complete the TSU Institutional Request Form for Camps & Conferences. This form can be found online at: http://www.TSU.edu/adminservices/summercampsandconferences.php *THE DEADLIINE DATE TO HAVE THIS FORM COMPLETED AND SUBMITTED IS MARCH 29TH 2016.
• After approval of camp is granted & all required documents are received through the TSU Office of Camps & Conferences and the Controller’s Office expenditures may begin
• All camps must follow the TSU Cash handling policy
• All camp meals must be provided through Chartwells
• Availability of concessions is only allowed through Chartwells
• Apparel is only allowed to be provided if it is available to all attendees as part of the mandatory camp registration fee
• If registration fees are collected on site; there must be a representative of Finance, which will be assigned by the Controller’s Office,present to collect these fees and issue standard University receipts
• All camp personnel will be subject to background checks (with the exception of AR Public School Personnel, referees, and score board operators)
• All University employees receiving payment for camps must use accrued leave time while working camps
• All camp personnel must complete required employment documents and obtain proper employment training prior to working a camp
• University sponsored Camp Directors & Event Coordinators will be required to meet with the Controller’s office to review final financials before the camp can be officially closed
• Camp registrants are encouraged to make online payments when available. More online payment options will be forthcoming.
• A final detailed listing of all camp attendees and their method of payment must be submitted to both the Controller’s Office and The TSU Office of Camps & Conferences no later than 5pm on the 2nd day of the camp
• ALL CHECKS MUST BE MADE PAYABLE TO TSU AND MAILED TO:
TSU - CONTROLLER’S OFFICE 1505 NORTH BOULDER AVE, ROOM 311 RUSSELLVILLE, AR 72801 *CHECKS MAY NOT BE MADE OUT TO ANY COACHES, CAMP DIRECTORS, OR THE TSU FOUNDATION*
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These rules have been established to make our events an enjoyable and safe experience for everyone. Respective camps may choose to make additional rules applicable to their events. Any breach of these rules will result in the immediate notification to parents and dismissal of the participant from the event. Participants so dismissed will not receive any refund of camp fees.
1. Smoking, the use of alcohol and other drugs, firearms, weapons or fireworks are prohibited. Parents will be notified and violators will be sent home immediately. There will be no refund of fees for violation of this policy.
2. All campers are confined to the University campus proper; any trips off campus require written permission from the parent and approval of the camp director or head counselor. All campers making off-campus trips must be accompanied by a staff member unless written permission from the parent is provided.
3. Any damage to University property by campers will be paid for by the camper or his/her parents.
4. Campers are encouraged to have their own health insurance as limited accident insurance is provided by the University. University insurance coverage is included in the registration fee and covers campers only while on campus and for camp-related accidents. This insurance will not cover commuters while traveling to or from camp. Camp insurance does not cover pre-existing injuries.
5. Campers will be given a meal card that must be brought to every meal. Lost or destroyed
meal cards will be replaced at the Card Office in Doc Bryan at a fee to the camper.
6. Campers are not allowed to enter any residence hall other than the one assigned to their camp. Boys are not allowed to enter girls’ rooms and vice versa. With the exception of check-in and check-out, no visitors are permitted in campers’ room at any time.
7. Campers are responsible for their own money and personal items; the University and the camp are not responsible for lost items. DOORS AND LOCKERS SHOULD BE LOCKED AT ALL TIMES. ROOM COMBINATION OR KEYS SHOULD NOT BE SHARED WITH OTHERS.
8. Hazing, taunting or teasing of other campers or guests on campus will not be tolerated
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Situations that require a minimum of two counselors.
A minimum of two counselors are required to be at activities with elevated risk such as aquatics, challenge courses, and other potentially high risk activities. Also, a minimum of two counselors must be present on all overnight activities and trips, including at least one counselor of the same sex as the attending campers. Similarly, there must be a minimum of two counselors for any situation or conversation with a camper that could be perceived as uncomfortable or sensitive, such as changing time in the locker room or gathering information about an allegation against another camper or a staff member.
Ratios:
Camper Age Number of Staff Overnight Campers Day-only Campers
5 years and younger 1 5 6
6-8 years 1 6 8
9-14 years 1 8 10
15-18 years 1 10 12
At least 80 percent of the staff should be 18 years old or older.
Attendance should be checked frequently. Check attendance every time your group enters or leaves a building, at the beginning and end of every activity period. Keeping attendance is the best way to keep your campers safe. Every camper should be accounted for at all times.
All camp personnel must complete the Mandatory Reporter training. NO EXCEPTIONS.
The TSU Controllers office will be responsible for all accounting of payments and receipts. All camps & conferences must follow the TSU cash handling policy. The Controller’s office will assign a representative of finance to be present at the beginning of each camp to collect payments that have not been previously processed. The Budget office will create an account for all affiliated events. This account will be used for all financial transactions related to the event, including revenue collection and expense transactions. All camp directors and event coordinators will be required to meet with the Controller’s Office to review final financials before the camp can be officially closed. A final detailed listing of all camp & conference attendees and their method of payment must be submitted to The TSU Office of Camps & Conferences and the Controller’s Office no later than 5pm on the 2nd day of the camp.
All petty cash reimbursements, refund requests, or any transaction relating to each specific camp must be turned in to the Controller’s Office by 5pm the day following the camp. After these final transactions have been submitted the camp will be officially closed and the Controller’s Office will begin creating the final financial statements for the camp.
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It is the policy of the Health and Wellness Center to offer health services to participants in summer camps. Campers will pay a $1.00 fee and may utilize the services of the Health and Wellness Center if ill or injured. Campers must complete the health form and return it with a parent’s signTSUre prior to obtaining treatment in the Health Center. The parent or guardian must also indicate on the health form if it is allowable for their child to receive over the counter medication from the nurse. If needed, campers will be allowed to obtain a prescription from the Advanced Practice Registered Nurse with the parents’ permission. If prescriptions are warranted, the parent or guardian will be notified via the telephone. It is the responsibility of the camp director to ensure that the camper gets their medication and that is administered as prescribed. The Health and Wellness Center will not distribute chronic home medications to campers. It will be the responsibility of the camp director to ensure that home medications are stored properly and distributed.
Athletic camps are exempt from the $1.00 Health Services fee due to the fact that they have athletic trainers on site.
The Health and Wellness Center is open during regular University operating hours, which is typically from 8am -5pm Monday – Friday. Services are not available on the weekend.
Fees for the Health and Wellness Center services will be charged to the camps final bill for camps & conferences.
All meals provided on campus will be served in accordance with existing food service contracts. Accordingly, meals for all participants will be served in one of the following manners when eating meals on campus:
✓ Dine in University dining facilities ( Chambers Dining Hall, Baztech Food Court) ✓ Contract catering services with the university food service provider.
Summer Camp meal rates are as follows:
Breakfast - $3.75
Lunch - $5.25
Dinner: $6.35
The Summer Camp meal rates will be updated every year and provided to the camp director and event coordinator at the mandatory summer camp & conference meeting held by the TSU Office of Camps & Conferences.
Any day camp that will be hosted on the Texas State Campus for more than 4 hours will be required to provide meals for all participants through our food service provider.
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The TSU Office of Camps & Conferences will work closely with the Office of Residence Life to serve all camps & conferences by scheduling Texas State University’s housing facilities as necessary. The Office of Residence Life will provide a floor plan to all camp directors and event coordinators who need housing. It is the responsibility of the camp director and event coordinator to manage roommate placement.
The housing rates for summer camps & conferences will be updated every year. The rates for 2016 are:
Dorm Rooms Bathroom $$ Per Night Comments
Brown Double Community $14.75 Offline Summer 2016
Caraway Double Community $14.75
Critz Double Community $14.75
Hughes Double Community $14.75
Turner Double Community $14.75 Wilson Double Community $14.75
Baswell Double Suite Style I $19.19
Nutt Double Suite Style I $19.19
Jones Double Suite Style II $15.98
Roush Double Suite Style II $15.98
M Street Double Semi Private Tier I $19.19
Tucker Double Semi Private Tier II $15.98 Offline Summer 2016
Paine Double Private $19.19 Offline Summer 2016
Any Hall Single Any Type $22.00
Any Linens Any Type $8.00 *Rates & Facilities are subject to change*
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The Human Resource Office must have the following for each camp: Extra Labor Packets for each employee who did not work the previous year. If an employee needs to make a change to personal information that is already on file, please contact Human Resources Office for the appropriate form. The Human Resources Office will make these packets for you, but you must call and request the number of packets needed. If employing students, contact the HR office prior to camp for procedures. HR must receive ALL INTERNATIONAL STUDENT’S campus work verification forms before camp begins.
Submit a list with the following information: Name of every employee working in the camp (Given Names- NO NICKNAMES) Banner T# (or if new employee, provide social security number) for each employee The amount each employee will be paid
At the top of the sheet please include: The Title of the camp The Dates of the camp The Organization Code and position number for which these employees will be paid. The SignTSUre of the Camp Director
These packets must be complete and received in the Human Resources Office by the first day of the camp so that the information can be processed for the appropriate payroll cycle. The information that concerns the Payroll Office will be forwarded on to them by the specified payroll deadline. Student workers will be paid on the 15th of the following month. (Please do not send this information directly to payroll)
Extra-Labor Packets:
• Make sure that each packet is completely filled out (i.e. hire date, department, address, F-3 forms,ect)
• Personnel Event Data form: name must appear as shown on social security card
• The Human Resources Office will complete the I-9 information making sure that we have all of necessary forms of identification. If I-9 documents are not submitted the first day of the camp this person cannot work until they are received. NO checks will be processed for these counselors.
• Human Resources will need a copy of the signed Social Security Card. This copy will be attached to his/her packet.
• Packets must be completed in ink and information legibly written.
Employment of Minor’s:
• Must be at least 14 years of age to work.
• Cannot use or operate any mechanical equipment
• Approval from Department of Labor must be received by the Human Resources Office prior to employment
• A work permit is not required for a minor 16 or 17 years of age.
*PLEASE NOTE: THE HUMAN RESOURCE OFFICE HAS TO HAVE ALL THE REQUIRED DOCUMENTS COMPLETED BEFORE ANY CAMPS OR CONFERENCES WILL BE ALLOWED.* THIS
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INCLUDES BACKGROUND CHECKS, SO PLEASE HAVE THAT INFORMATION SUMBITTED TO THE HUMAN RESOURCE OFFICE NO LATER THAN MAY 8TH 2015.*
Check out:
1) On the final day of camp, directors should notify all campers of procedures to be followed prior to departure. Campers are responsible for leaving the residence hall spaces exactly as they found them upon arrival (emptying all drawers, closing windows, removing garbage into outdoor dumpsters, vacuuming the floor, cleaning any dirtied items, and returning all furniture to the manner in which it was set up). Any checked out linen should be left on the campers’/staff’s beds. Camp directors should establish a process to check all rooms and ensure that all keys are accounted for prior to vacating the residence hall(s). Any staff or camper keys not returned at the end of the camp session will be re-keyed and the expense will be assigned to that camp’s org-code. 2) All camp participants should be given any materials that are to be sent home with the camper
including awards, feedback, certificate of participation, etc. 3) Camp Director should co-ordinate with the camp health staff to ensure the return of all
medications to the campers.
Cert Academy Questions:
June 12-14th
Contact Number:
Q: Cost?
A: Free (Full scholarshipping for the first round of students)
Q: How long is the actual training part?
A: 24 hours of class and practical exercises
Q: What are the exact times of the camp?
A: Check back/agenda will be updated. Pickup will be at insert time here
Q: Food and Housing?
A: Fully provided- required to stay on campus for full time
Q: What organizations will be represented?
A: TSU, Office of Emergency Management,
Q: What skills will I learn?
A: Disaster preparedness, disaster medical operations (basic first aid), fire suppression, team building, and search & rescue
Q: How do I register?
A: Online (details to come)
Q: Will it be safe?
A: Yes. RPD & P-Safe are awesome
Q: What about transportation?
A: Students/Parents will be responsible for arriving and leaving. The entire camp will be located at TSU.
Q: Why is this Academy important?
A: Cert Academy equips students with a unique skill set that is possessed by an elite group of citizens. These skills will set them apart in their communities and allow them to be leaders in times of crisis.
Q: Can we visit them?
A: In order to ensure proper team building, we would highly prefer the students to be completely immersed in the program. We will have mentors/ counsellors on site ready to help students with whatever they need. We will have a “family showing” of our last exercise where you can see your student putting their skills into action!
Q: Is this college credit?
A: No. It will, however, look fantastic on a resume or application.
Q: Do they need to bring money?
A: There will be vending machines and on-campus convenience stores open during the time of the camp. Students can use these if they wish.
Prohibited Items:
Alcohol, drugs, knives, guns, fireworks, tobacco products, Offensive/Revealing clothing, Shane Shackleford
