SRSU Summer Camp Policy

For camps sponsored by university employees, departments, or registered organizations

Sul Ross State University faculty and staff are encouraged to provide on-campus summer camps as a means to introduce potential students to the Sul Ross campus.

All university employees conducting summer camps must follow the university's Facility Use policy.

Requests for summer camps, whether sponsored by an individual, university department, or registered campus organization, must be submitted to the University Center Services Coordinator, after approval by the appropriate vice president. The submission must include the camp's description and budget. Brochures must be accurate, complete, descriptive (cost, how/where to pay, when payment is due, etc.) and abide by all appropriate university policies. Overnight housing and food service will be arranged through the contract developed between the camp sponsor and the UC Services Coordinator.

Fees for the facility use are divided into two categories:

• Department or Registered Campus Organization - A university department or registered campus organization is hosting the event and is the primary sponsor. The university's name, along with the sponsoring department or organization, is used in all advertising. A separate operating account for the camp must be requested through the Controller's Office and in place before the camp begins. All revenues and expenses are to be handled through this account. Employees on normal payroll may not be paid extra for conducting the camp if the camp is operated during annual work duties. Facility fees for a department or organization are as stipulated in the Facilities Use Policy.

• Individual - An individual faculty or staff member is the camp sponsor, i.e., the John Smith Tiddlywinks Summer Camp, and has no university sponsorship. The university's name is not used as a sponsor, but only as the location of the camp. The camp sponsor is responsible for liability, signing contracts, paying insurance, bills, staff, facility use fees, etc. The revenue generated for the camp's budget is used for all expenses, including all staff for the camp and the Sul Ross employee. Camps must be self-supporting and cannot utilize university funds. Employees on normal payroll may not be paid extra for conducting the camp if the camp is operated during annual work duties. Fees for an individual's camp will be 10% of the facility use fees listed in the Facility Use Policy, or 10% of the gross revenue generated by the camp, whichever is greater.

Created by: Maggie Miller
Updated: 12 October 2004