It's hard to believe that Winter Camp is less than a month away. The camp key staff are working really hard to get the camp ready. Here are some updates and helpful tips to help you prepare.
"Building Towards Your Future" |
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Leader Informational Meeting
| At least one leader from each unit, preferably the acting winter camp Scoutmaster, is to attend the informational meeting. Critical information about winter camp will be provided and questions answered. This is not the same meeting as the staff meeting (December 13th).
The meeting will be held both in person at the Cockrell Scout Center (2225 North Loop West, Houston, Texas 77008) and virtually (Zoom). Early-check-in will also be conducted beginning at 5:00 pm. A recording of the meeting will be available. |
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December |
6 | Early Check-in Begins:
5:00 pm
Meeting (in-person and virtual):
6:00 pm |
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| Zoom Meeting Link: Meeting Link (6:00 pm)
Meeting ID: 916 4541 3094
Passcode: 679993 |
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Troops can early check-in and submit required paperwork on select dates prior to camp. By checking in early, a troop will be provided with a pass to present at the security checkpoint when arriving in camp that will permit the troop to proceed immediately to their campsite. If registration changes are needed to the early check-in paperwork, an express check-in line will be available only to those who have checked in early.
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Early check-in requirements:
- December 6, 2023 (Leader's Meeting) from 5:00 - 8:00 pm at the Cockrell Scout Center
- December 13, 2023 (Staff Meeting) from 5:00 - 8:00 pm at the Cockrell Scout Center
- December 16, 2023 (Work Day) from 8:00 am - 1:00 pm at Camp Strake
In order to be eligible to participate in early check-in, each troop must have the following:
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Staff Informational Meeting
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All winter camp staff are to attend the informational meeting. Critical information about winter camp will be provided and questions answered. The meeting will be online (Zoom).
Staff Meeting Link
Meeting ID: 980 4141 5364
Passcode: 986811 |
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December |
13 | 6:00 - 8:00 pm |
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Service Day |
Winter camp staff are to help set up camp during the staff work weekend held at Camp Strake. Unit leaders are also encouraged to attend. Early-check-in will also be conducted beginning at 5:00 pm. |
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December |
16 | 9:00 am - 1:00 pm |
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It's time to be working on some of the paperwork that will need to be provided during check-in.
Learn more details in the Leader's Guide.
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Medical Forms
| Two copies of the BSA Annual Health and Medical Record (see specific instructions below) |
Out-of-council units
| Proof of insurance (provided by home council) |
ATV Paperwork
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Bring ATV forms for Scouts participating in ATVs (see specific instructions in program) |
Special Diets |
Special diets are submitted in Doubleknot. |
Background Checks
Medication Forms | All adults are required to submit a form by Dec. 15th. Forms submitted after the 15th
run the risk that the results won't be ready before camp.
Routine Drug Administration Record for each Scout with medications
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Every adult and youth participant must provide a current BSA Annual Health and Medical Record (including Parts A, B & C - under Are You Going to Camp?) signed by a physician for every camper (youth and adult).
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• Forms must be completed annually. An AHMR is valid through the end of the 12th month from the date it was administered by the medical provider. For example, a physical administered December 3, 2021, would be valid until December 31, 2022.
• When bringing forms for check-in, please do not bring the form in a binder or plastic sheeting. Parts A, B and C should be stapled for one person. This will allow the staff to efficiently review and file the forms. There is no room in the office to store troop binders. The unit will keep the second copy at the campsite. • Do not provide original forms. While the camp staff will try to return forms, it is best to provide copies. The forms are destroyed after camp.
• Ensure parents check (Yes or No) on Part B2 of the medical record whether non-prescription medications (e.g., acetaminophen, antibiotic ointment, antacids, antihistamine, hydrocortisone cream) can be administered at camp. See the Winter Camp Participant Guide for more information.
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All medication is the responsibility of either the individual taking the medication or that individual’s parent or guardian. A leader, after obtaining all the necessary information and permission, can agree to accept the responsibility of making sure a youth takes the necessary medication at the appropriate time, but the BSA does not mandate or necessarily encourage the leader to do so. (Source)
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All adults coming to camp, whether working on staff or not, must complete the Adult in Camp Compliance (ACC) form. Forms were due December 15th. Completing this form allows the council office staff to complete a criminal background check on each adult in camp (regardless of time spent in camp) in accordance with the Texas Youth Camp Safety and Health Act.
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Please ensure all adults attending camp have submitted their ACC form. For questions about background checks, contact wayne.mcleland@scouting.org.
Please take a photo or screenshot of the receipt for documentation of when you submitted your form.
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| ACC Form |
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It is vital that accurate BSA ID numbers for youth are listed in the Doubleknot registration system. The merit badge counselors use the BSA ID number to input advancements completed by Scouts in Scoutbook. Please login to doubleknot and ensure all the numbers are correct.
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Currently, there are some periods that have limited spots available. We will be opening up additional spots in the next two days. Ensure Scouts read all of their merit badge books and bring documentation of prerequisites. See the list of prerequisites at shac.org/winter-camp/#schedule.
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Traditional Troop Leadership Requirements: Winter camp is an extension of the unit’s program. As such, each troop must provide adequate and appropriate leadership as outlined in the Barriers to Abuse. A minimum of two BSA registered adult leaders 21 years of age or over are required at all Scouting activities, including meetings. There must be a registered female adult leader 21 years of age or over in every unit serving females. A registered female adult leader 21 years of age or over must be present for any activity involving female youth. Notwithstanding the minimum leader requirements, age- and program-appropriate supervision must always be provided. (Source) Troops must have a minimum of two adult leaders and enough leaders to provide adequate and appropriate leadership.
Troops Sharing Leadership: All adults in troops that are sharing leadership must be a BSA-registered leader in both troops (Source). Linked boy troops and girl troops cannot share leadership as they will be assigned to different campsites.
Super Troop: Super Troop is a temporary troop made up of Scouts from troops around the council. Super Troop is supervised by a volunteer Scoutmaster along with the parents of the Scouts who are attending Super Troop. There cannot be more than three Scouts in the same troop; if there are more than three Scouts, the troop must provide a second registered adult and register as a traditional troop. Learn More
Staff Volunteers: Winter camp is staffed by volunteers. Troops must have at least one of their adults serve as a staff member for every six Scouts attending winter camp. Adults serving on staff pay half price. All adults attending camp must be registered members of BSA and submit an Adult in Camp Compliance Form (background check). Staff attending with their troop will register with the troop; staff volunteers attending individually can register on their own. Learn more.
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Winter camp is staffed by volunteers. Troops must have at least one of their adults serve as a staff member for every six Scouts attending winter camp. In addition to being included in the troop registration, the winter camp staff must also complete a staff application.
Please check with the staff attending with your troop and ensure they have completed a staff application. We are working on staff assignments and need the applications to finalize.
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How to Update Registration
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