arts assembly
Arts Assembly A2 / POLICIES 2025/2026
Arts Assembly A2 / Nutrition & Food Policy
Purpose
To ensure the health and safety of all campers, Arts Assembly A2 maintains a strict nutrition and food policy that supports allergy safety and healthy eating habits during camp hours.
Parent Responsibility: Food Provision
● Parents/guardians are responsible for providing all food and beverages for their child during camp hours, including snacks and lunch.
● Food must be packed in clearly labeled containers with the camper’s name and any relevant dietary instructions.
● Camp staff do not provide food or snacks unless otherwise communicated for special events.
Allergy Safety: Nut-Free Environment
● For the safety of campers with life-threatening allergies, Arts Assembly A2 is a nut-free camp.
● No peanuts, tree nuts, or foods containing nuts are permitted on camp premises, including snacks, lunches, baked goods, or products made in facilities processing nuts.
● Parents/guardians are asked to carefully read labels and avoid sending any food that may contain nuts or nut oils.
● Camp staff reserve the right to inspect food items and remove any that pose a potential allergy risk.
Dietary Restrictions and Special Needs
● Parents/guardians should inform camp staff of any specific dietary restrictions, allergies (beyond nuts), or medical dietary needs using the Camper Health & Emergency Contact Form.
● Staff will work with families to ensure a safe environment but do not provide special meals or snacks.
Food Storage and Handling
● Campers’ food should be packed with appropriate ice packs or insulated containers if refrigeration is needed.
● Camp staff will store food safely but are not responsible for warming or preparing meals.
● To prevent cross-contamination, campers will eat in designated areas supervised by staff.
Hydration
● Parents/guardians are encouraged to provide a refillable water bottle for their camper.
● Staff will remind campers to drink water regularly, especially during physical activities.
Prohibited Items
● No candy, soda, or highly sugary beverages are allowed unless specified for special treats by camp staff.
● No sharing of food or drinks is permitted to minimize allergy risks.
Policy Enforcement
● Camp staff will remind campers of this policy and intervene if unsafe food is brought to camp.
● Repeated violations may result in parent notification and could impact camper participation.
Parent Acknowledgment
● Parents/guardians must review and agree to this Nutrition & Food Policy before the start of camp.
● Questions or concerns about the policy should be directed to the Camp Director.
Arts Assembly A2 / Camper Release Authorization Policy
Purpose
To ensure the safety and security of all campers during pick-up and dismissal,Arts Assembly A2 maintains strict procedures regarding camper release. This policy protects children by verifying authorized adults and preventing unauthorized release.
Authorized Pick-Up
● Campers will only be released to the parent(s), legal guardian(s), or adults explicitly authorized in writing by the parent/guardian on the Camper Release Authorization Form.
● Authorized individuals must be at least 18 years old.
● Parents/guardians must provide the full name, phone number, and relationship of all authorized individuals.
● Any changes to the list of authorized pick-up persons must be submitted in writing (email or form) prior to the pick-up.
Identification Verification
● All authorized pick-up persons must present valid photo identification (driver’s license, state ID, or passport) at the time of pick-up.
● Staff will verify that the ID matches the authorized individual’s name on file before releasing the camper.
Release Procedures
● Camp staff will maintain a daily attendance and pick-up log documenting the date, time, and name of the person picking up each camper.
● Campers will not be released to anyone who appears intoxicated, under the influence of drugs, or otherwise impaired.
● If staff have concerns about a pick-up person’s ability to safely transport the child, they will delay release and contact the parent/guardian and emergency contacts immediately.
Emergency or Special Releases
● In emergency situations where a person not previously authorized must pick up a camper, the parent/guardian must notify camp staff by phone or email and provide detailed information about the individual.
● Camp staff will verify the identity of the individual and document the emergency release in writing.
● If the parent/guardian cannot be reached and release is necessary, camp staff will use their discretion to ensure the child’s safety and notify licensing authorities as required.
Non-Release Situations
● Camp staff will not release a camper to anyone without proper authorization and identification.
● If there is a custody dispute or court order restricting pick-up, camp staff must have a copy of the court order on file and comply with all legal requirements.
● Any attempt by unauthorized persons to pick up a camper will be reported immediately to the Camp Director and, if necessary, law enforcement.
Parent/Guardian Responsibility
● Parents/guardians are responsible for providing accurate and up-to-date information regarding authorized pick-up persons.
● Parents/guardians agree to notify the camp promptly of any changes.
● Parents/guardians must sign the Camper Release Authorization Form acknowledging this policy before camp participation.
Policy Review and Training
● This policy is reviewed annually and staff are trained on camper release procedures during orientation and periodically throughout the camp season.
Arts Assembly A2 / Emergency Preparedness Plan
Arts Assembly A2 Location: Bethlehem United Church of Christ, 423 S. Fourth Ave., Ann Arbor, MI Prepared in compliance with Michigan Public Act 116 and Licensing Rules
1. Purpose
This plan outlines our procedures for preventing, preparing for, and responding to emergencies including fire, weather, intruders, injuries, and environmental hazards. It is designed to ensure the safety and well-being of all children, staff, and visitors.
2. Emergency Roles & Responsibilities
● Camp Director is the designated Emergency Coordinator and ensures drills are conducted, staff are trained, and emergency materials are available.
● All staff are trained in first aid, CPR, and basic emergency response.
● Staff carry emergency contact lists, first aid kits, and cell phones at all times during off-site or outdoor activities.
3. Emergency Contact Information
● Police / Fire / EMS: 911
● Poison Control: 1-800-222-1222
● Local Hospital (Michigan Medicine ER): (734) 936-6666
● Ann Arbor Police Department (Non-Emergency): (734) 994-2911
● Washtenaw County Health Department: (734) 544-6700
4. Evacuation Plan (e.g., for Fire, Gas Leak)
Primary Assembly Area: Parking lot behind the church Alternate Assembly Area: Liberty Plaza Park (1 block south)
Evacuation Procedure:
1. Staff lead children calmly out of the building using the nearest safe exit.
2. Camp Director brings attendance lists and emergency binder.
3. Staff perform a headcount at the assembly point.
4. 911 is called if not already done.
5. Children remain outside until emergency personnel clear the building.
Drills are conducted monthly, with one drill during the first week of camp.
5. Shelter-in-Place Plan (e.g., Tornado)
Shelter Area: Church basement (marked "Severe Weather Shelter")
Procedure:
1. All groups are guided to the designated shelter.
2. Staff bring emergency supplies and attendance list.
3. Headcount is conducted before and after movement.
4. Children remain until "all clear" is given.
5. Parents are notified of any delay or early dismissal.
A tornado drill is conducted at least once per month during camp season.
6. Lockdown / Intruder Procedure
Trigger: Threat inside or immediately near the building.
Procedure:
1. Staff are alerted via pre-determined signal or verbal cue.
2. All doors are locked; lights are turned off.
3. Children and staff hide silently away from windows.
4. Camp Director calls 911 and remains in communication with authorities.
5. Parents are notified once it is safe and appropriate.
Lockdown drills are practiced at least twice per camp season.
7. Medical Emergency Protocol
● Staff provide first aid or CPR as needed.
● 911 is called for serious illness or injury.
● A staff member will accompany the child to the hospital, bringing the medical release form and emergency info.
● Parents/guardians are contacted immediately.
● Incident report is filed the same day.
8. Missing Child Procedure
1. All campers are immediately accounted for with a headcount.
2. Staff search designated zones for no more than 5 minutes.
3. If the child is not located, 911 is called and parents are notified.
4. All available staff continue the search until authorities arrive.
5. A written report is filed, and licensing is notified as required.
9. Environmental Emergencies
(Includes water, power outage, hazardous material nearby)
● Camp Director assesses the threat and decides on shelter-in-place or evacuation.
● If water is shut off or becomes unsafe, bottled water will be used and camp may be dismissed early.
● Parents are notified via email and text as needed.
10. Communication with Families During Emergencies
● Families will be contacted via: ○ Phone call for serious, individual issues
○ Mass text/email alerts for camp-wide emergencies
● Emergency updates are also posted on [camp website or social media if used].
11. Continuity of Operations
In the event of a temporary site closure:
● Alternate location (if available) or remote programming may be offered.
● Tuition credits or refunds will be issued for missed programming per camp policy.
12. Staff Training & Drills
● All staff are trained during orientation on this plan.
● Drills are documented, reviewed, and revised as needed.
● Copies of this plan are available in each classroom and activity area.
Arts Assembly A2 / Health Services Policy
Arts Assembly A2 Location: Bethlehem United Church of Christ, Ann Arbor, MI Prepared for: Michigan Camp Licensing (PA 116 Compliance – R 400.11119) Last Updated: [Insert Date]
1. Purpose
This policy outlines procedures for maintaining the health, safety, and well-being of all campers and staff. It defines protocols for medication, illness, injury, and emergency response in accordance with state licensing regulations.
2. Designated Health Officer
The Camp Director or a trained staff member will serve as the Designated Health Officer (DHO) and will:
● Maintain all camper health forms
● Administer minor first aid
● Oversee storage and documentation of medications
● Coordinate emergency care and parent communication
3. Camper Health Records
Before attending, each camper must submit:
● A completed Health & Emergency Contact Form
● Information on allergies, medications, chronic conditions
● Permission for emergency medical treatment
Health records are securely stored and reviewed before the start of camp.
4. Medication Policy
a. Storage & Access
● All medications (prescription or OTC) must be: ○ In original containers
○ Clearly labeled with the child’s name and dosage
○ Stored in a locked container accessible only to authorized staff
b. Authorization
● A signed Medication Authorization Form is required from the parent/guardian.
● Prescription medication also requires physician instructions.
c. Administration
● Only trained staff may administer medication.
● Each dose is logged with date, time, and staff initials.
● Staff will never administer medication without prior written approval.
5. First Aid & Injury Care
● Staff are trained in basic first aid and CPR.
● Minor injuries (e.g., scrapes, bumps) will be treated on-site using standard supplies.
● All injuries are documented on a Health/Injury Report Form.
● A stocked first aid kit is kept in each activity area and during off-site travel.
6. Illness Policy
Campers who display signs of illness will be:
● Isolated in a supervised, comfortable space
● Monitored by staff
● Promptly sent home
Do not send your child to camp if they:
● Have a fever above 100.4°F
● Are vomiting or experiencing diarrhea
● Show signs of a contagious illness (rash, persistent cough, etc.)
Campers must be symptom-free for 24 hours without medication before returning.
7. Infectious Disease & COVID-19 Addendum (optional)
If applicable, the camp will follow current CDC and Washtenaw County Health Department guidance for communicable disease prevention. Policies may include masking, sanitizing, and modified group sizes if needed.
8. Emergency Medical Care
In the event of a serious injury or emergency:
● 911 will be called immediately
● Parents/guardians will be contacted
● The camper will be transported by ambulance if necessary
● A staff member will accompany the child and bring all medical forms
9. Emergency Contacts & Services
The camp maintains agreements with:
● Local EMS / fire department
● Nearest emergency room or urgent care center
● Parent/guardian emergency contacts
All emergency drills (fire, weather, lockdown) are conducted per licensing rules.
10. Staff Health
Staff must report any communicable illnesses and may not work if they show symptoms of contagious illness. Staff are trained annually on camp health protocols.
Arts Assembly A2 / Camper Discipline & Behavior Management Plan
Arts Assembly A2 Location: Bethlehem United Church of Christ, Ann Arbor, MI Prepared for: Michigan Camp Licensing (PA 116 Compliance) Last Updated:
1. Philosophy of Discipline
At Arts Assembly A2, we emphasize the development of self-discipline and self-regulation in all children. Our behavioral approach is rooted in learning and growth—not punishment.
All community members—campers, staff, and volunteers—are responsible for creating a safe, creative, and respectful camp culture. Adults are expected to model the behaviors we ask of campers, including responsibility, respect, self-awareness, and the ability to repair mistakes when needed.
2. Key Concepts
✨ Self-Discipline
We help children:
● Take responsibility for their actions
● Set personal goals and work toward them
● Follow through on expectations
● Reflect and learn from challenges
🌿 Self-Regulation
We support campers in:
● Understanding and managing emotional responses
● Recognizing how their behavior affects others
● Practicing self-awareness and conflict resolution
● Promoting wellness, safety, and inclusion
3. Behavioral Expectations
Campers are expected to:
● Be kind, cooperative, and respectful
● Use safe hands, feet, and language
● Follow staff directions
● Participate fully and positively in activities
● Respect the space, materials, and community
These expectations are shared on Day 1 and revisited daily.
4. Behavior Guidance Process
a. Positive Reinforcement & Redirection
Staff will use proactive strategies such as:
● Clear expectations and transitions
● Encouragement and praise
● Redirection and choices
● Calm-down opportunities when needed
b. Reflection & Conversation
When behavior escalates, staff will:
● Talk with the camper privately
● Use reflective questions: “What happened?” “How did that affect others?” “What could you do next time?”
c. Parent Notification
For persistent or concerning behavior, parents/guardians will be contacted by phone or email. We believe in collaborative problem-solving and want families to be partners in helping children grow.
The goal is to foster:
● Reflection
● Responsibility
● Self-discipline
● Self-regulation
5. Serious Infractions
Serious infractions include, but are not limited to:
● Repeated fighting
● Bullying or harassment
● Verbal threats
● Inappropriate language
● Bringing prohibited or dangerous items
● Vandalism or destruction of property
● Persistent disruption or refusal to follow staff direction
In these cases:
● The child's age and social development will be considered
● Families will be contacted immediately
● Appropriate consequences will be determined by the Camp Director, which may include a behavior plan, temporary removal from camp, or dismissal
6. Bullying Policy
Bullying is defined as behavior that is:
● Unwanted and aggressive
● Involves a power imbalance
● Repeated (or likely to be repeated)
Bullying is a serious infraction with severe consequences, including possible expulsion from camp. Staff are trained to recognize, intervene, and document incidents of bullying.
7. Threats to Safety
We take all threats—verbal, physical, written, or implied—very seriously. In such cases:
● Campers may be immediately removed from camp activities
● A return may be conditioned on meeting with a licensed professional
● Final decisions will be made by the Camp Director
8. Prohibited Disciplinary Practices
As required by Michigan Licensing Rule R 400.11113, we do not:
● Use corporal punishment (e.g., hitting, spanking)
● Use physical restraint unless needed to prevent harm
● Deny food, rest, or bathroom access
● Isolate children in locked spaces
● Use threats, humiliation, or public shaming
9. Documentation & Incident Reports
All serious behavioral incidents are documented using the Camper Incident Report Form and filed with the Camp Director. These are reviewed weekly and shared with families when appropriate.
Arts Assembly A2 / Child Protection Policy
Arts Assembly A2 Location: Bethlehem United Church of Christ, Ann Arbor, MI Prepared for: Michigan Camp Licensing (PA 116 Compliance – R 400.11115) Last Updated: [Insert Date]
1. Purpose
This policy establishes clear guidelines to protect the health, safety, and well-being of all children enrolled in our program. It also outlines the responsibilities of staff and volunteers in identifying, preventing, and reporting any form of child abuse or neglect in compliance with Public Act 238 of 1975 (Michigan’s Child Protection Law).
2. Zero-Tolerance Statement
Arts Assembly A2 has zero tolerance for child abuse, neglect, or exploitation. All children have the right to a safe, supportive, and caring environment, free from harm.
3. Definitions
● Child Abuse: Non-accidental physical or mental injury, sexual abuse, or maltreatment inflicted by a person responsible for the child’s welfare.
● Neglect: Failure to provide adequate food, clothing, shelter, medical care, or supervision to a child.
● Mandated Reporter: Under Michigan law, all camp staff are required to report suspected abuse or neglect immediately.
4. Staff & Volunteer Screening
● All staff and volunteers undergo a Comprehensive Background Check, including fingerprinting, ICHAT, and State Central Registry clearance.
● References and employment history are reviewed before hire.
● Staff receive annual child protection training during orientation.
5. Reporting Suspected Abuse or Neglect
If a staff member suspects or observes abuse or neglect, they are required to:
1. Immediately report the concern to Child Protective Services (CPS) by calling 855-444-3911.
2. Inform the Camp Director after the report is made.
3. Complete an incident documentation form, which is stored confidentially.
Staff do not investigate or notify the family — this is handled by CPS and law enforcement.
6. Supervision Practices
To prevent abuse and maintain safe supervision:
● Children are never left unsupervised.
● Adults are never alone one-on-one with a child in an enclosed, private space.
● Staff conduct regular head counts and document camper transitions.
● All bathroom visits are monitored with appropriate boundaries (e.g., no staff enter stalls; visual check-ins only).
7. Behavioral Boundaries
● Staff must always maintain professional relationships with campers.
● No roughhousing, inappropriate touching, or private texting/social media communication is allowed.
● Physical contact, when necessary (e.g., comforting a child, first aid), must be respectful, brief, and appropriate.
8. Parent Communication
Families are informed of our child protection standards during registration and orientation. Any allegations or investigations involving their child will be handled with confidentiality and cooperation with CPS.
9. Training & Accountability
● All staff are trained annually on: ○ Recognizing signs of abuse
○ Mandated reporting obligations
○ Boundaries and appropriate supervision
● The Camp Director oversees ongoing compliance and documentation.
10. Policy Violations
Any staff member found in violation of this policy will be subject to:
● Immediate removal from their position
● Investigation by the appropriate authorities
● Potential termination and legal action
Arts Assembly A2 / Staff Qualifications & Training Overview
Arts Assembly A2
Purpose
To ensure the safety, well-being, and quality of programming for all campers, Arts Assembly A2 establishes minimum qualifications and ongoing training requirements for all staff members.
1. Minimum Qualifications
● Age Requirement: All staff must be at least 18 years old.
● Education: A high school diploma or equivalent is required. Preference is given to candidates with relevant post-secondary education or experience in education, child development, arts, or related fields.
● Experience: Prior experience working with children in educational, recreational, or childcare settings is preferred.
● Background Checks: All staff must undergo and clear criminal background checks and child abuse registry checks as mandated by Michigan law before beginning work.
● Health Requirements: Staff must provide proof of current immunizations and a health screening.
● CPR and First Aid Certification: Key staff, including camp leaders and those supervising physical activities, must hold current CPR and First Aid certification.
2. Training Requirements
● Orientation Training: All new staff participate in a comprehensive orientation covering camp policies, safety procedures, supervision, behavior management, and emergency preparedness.
● Child Protection Training: Staff receive training on recognizing, preventing, and reporting child abuse and neglect, including mandatory reporting laws and confidentiality.
● Behavior Management: Staff are trained on positive behavior support, discipline policies, and conflict resolution
techniques tailored to children’s developmental stages.
● Health & Safety Training: This includes emergency procedures, first aid basics, medication administration protocols (if applicable), and hygiene best practices.
● Ongoing Training: Refresher courses and updates on policies, emergency drills, and child safety are provided at least annually or as needed.
3. Staff Evaluation & Professional Development
● Staff performance is reviewed regularly through direct observation, feedback from supervisors, and camper/parent feedback.
● Opportunities for professional development are encouraged, including workshops, conferences, and courses relevant to youth development and arts education.
● Staff demonstrating exceptional skills and leadership may be offered advanced training or leadership roles.
4. Substitute and Temporary Staff
● Temporary staff must meet the same minimum qualifications and complete a condensed orientation and training before beginning duties.
● Substitute staff are supervised closely and supported to ensure consistency in camper care and safety.
5. Documentation & Record-Keeping
● Staff qualifications, background checks, certifications, and training records are maintained securely and updated regularly to ensure compliance.
● Records are available for review by licensing authorities upon request.