Coaches and Summer Coordinators
From policies and procedures to safety, these sections provide the information you need to have a great camp at Michigan.
Athletic Camp Policies
The information provided below is designed to keep you and your campers safe and happy. The online orientation provides the most comprehensive information about UM safety policies and is required for all coaches and coordinators. Your conference manager can answer any questions you may have about the online orientation or our summer safety policies.
Online Orientation for Athletic Camp Coordinators and Coaches
The University of Michigan has developed a comprehensive set of guidelines for athletic camp coordinators and coaches. Please follow the link below to read the policies and complete the Online Orientation.
Mcards will be provided to all of your staff and are required to enter the residence hall, eat meals with the campers and to pass building security. Prior to the start of your camp, we will contact you in order to schedule a time when you can pick up and return your Mcards. All Mcards must be returned at the end of your camp.
Residential campers will be given lanyards that must be worn at all times in the residence halls. If the lanyard is not visible, University of Michigan Division of Public Safety and Security (U-M DPSS) personnel and University Housing representatives will ask to see identification.
Your conference manager will advise you on how to obtain lanyards.
Non-Residential Staff and Participants
Non-residential program participants (commuters or day campers) and staff must have an ID indicating the program and the date.
All visitors (including parents and siblings) must sign in at the the residence hall and have visible identification and must be supervised at all times. Visitors must wear a self-adhesive badge that contains the following information:
- Summer Program Name
- Name of Residence Hall
You and your camp staff are responsible for supervising your campers from 8:00am to 8:00pm. This includes lunch and dinner in the dining hall.
Coaches are required to attend each meal to supervise their campers in the dining hall. We encourage all commuter campers to purchase meals and eat in the dining hall with their fellow campers. However, we will also provide another eating location in the residence hall for commuter campers with sack lunches. Coaches must supervise these campers as well.
Campers will be required to walk several blocks from the residence hall to the athletic campus. They must be supervised for this walk. Coach staff should meet the campers at the residence hall in the morning and walk with them to the athletic site.
Campers will also need to be walked to and from meals. In order to eliminate confusion, we suggest a set meeting time and place so that the campers know when and where to meet their coach, and we recommend that coaches take attendance then.
After 8:00pm, Conference Services provide evening and overnight supervision in the residence halls. Our team works to keep your campers safe and to make their time with us fun. Our trained counselors lead a variety of organized evening activities for your campers.
Evening and overnight supervisory staff includes: a camp director, an assistant camp director, six skilled camp coordinators, fifty trained camp counselors and various office staff.
Trainers are required to be in the residence hall overnight and have copies of all camper Medical Information forms with them in case of a medical emergency. University Housing provides meals and a sleeping room for your Athletic Trainer. Trainers should check in at the residence hall Camp Desk on the first day of camp.
Trainers staying in the residence halls for camps are responsible for:
- Keeping the medical release forms of the sport(s) he or she is assigned.
- Collecting and distributing any prescription medications for campers.
- Providing adequate emergency transportation for injured campers. If a trainer does not have a car, the sport must provide one.
- Working with University of Michigan Division of Public Safety and Security (U-M DPSS) to decide if a camper needs an ambulance.
- Arranging adequate training and medical supplies for treatment of common injuries.
- Communicating with University Housing when a camper is injured.
- Working to insure camper safety.
- Refraining from bringing guests and illegal substances into the residence halls.
If a camper is injured during the day, Camp Staff will contact the Trainer right away. The Trainer should have access to camper medical forms at all times.
Athletic Camp Procedures
The following procedures are designed to help your camp run smoothly. Contact your conference manager with any questions.
Meals and Meal Cards
The dining hall requires identification for entry. Your conference manager will help you choose the right arrangements for your event.
Commuters can purchase meal cards online in order to eat meals in the dining facilities on campus. Inform us before your camp if you wish to pay for the commuter meals for your campers.
The office staff keeps a list of commuters and the meals they purchased in case the campers misplace their meal card. We understand that these cards may be lost in the commotion and excitement of your activities and want to be sure that the campers receive their paid-for meals.
All campers are expected to eat all meals (Monday-Friday) in the dining hall during their camp's designated meal times. (For sample menus, visit our dining page.) We will provide alternate space for commuter campers with sack lunches.
Every effort will be made to accommodate preferred meal times. Some dining facilities may have assigned hours in order to provide service to a number of groups.
There is no food service in the Residence Dining Halls on Sunday; however, there are many eating options within walking distance for you to choose from such as fast food restaurants in the Michigan Union and countless restaurants in the University of Michigan/Ann Arbor area.
Food Allergies or Special Dietary Needs
Please notify your Conference Services contact if you have a participant or staff member with any food allergies or specific dietary needs. A dietician is available to consult with guests regarding their meals. Contact email@example.com for more information.
Conference Services may be involved in your registration process. Please consult the camp staff about your registration location, date, time, and process.
Room Assignments and Roommate Requests
- Conference Services will assign all campers to double or triple rooms in the residential halls by camp, gender, and age.
- Campers will be in the same hall as other members of their camp.
- Male and female campers stay on separate floors to eliminate unsupervised interaction.
- Campers will be in halls with other campers their own age. If two campers of different ages would like to stay together, we will assign a room based on the younger camper's age. We will not place a younger camper in an older hall.
- If campers would like to room together, the first camper to arrive may request a spot for his/her desired roommate by telling the camp staff member the name and age of the desired roommate. The best way to facilitate roommate requests is for campers to arrive at registration together.
- There are no room guarantees; we fill all rooms to capacity, regardless of roommate requests.
Check in generally occurs during the daytime hours. Conference Services prepares room keys and/or Mcards in advance of your check-in. Please make sure that you have provided an updated roster of your group prior to your arrival. Contact your Conference Services contact and make us aware of your needs at check-in including dedicated space, tables, parking, etc. If you intend to arrive after 6pm, please make arrangements with us for your late arrival. Check with us regarding your building’s specific front desk hours.
You will know your check out times before your camp begins, and parents/guardians should also be informed of these check out times.
It is important that campers check out during the assigned time so that we can clean and prepare for the following camp. Furthermore, our staff will only be available during these times to check out campers.
Under special circumstances and with prior approval, we will make arrangements for campers to check out at the front desk.
In order to check out, campers must:
- Go to their assigned hall during the scheduled check out time.
- Clean their rooms and pack.
- Check out with their hall counselors.
After Your Camp Ends
When your camp ends:
- Return all staff Mcards to the front desk.
- Review your preliminary bill, and talk to your Conference Services contact if you have any questions.
Part of the fun of Summer Programs is staying in the residence halls with other participants. We recommend that program organizers familiarize themselves with residence hall security and hold an orientation session upon check in for residential campers.
The following are suggested topics and information that should be included in your residential orientation program.
- Crimes Against Persons
- Discrimination or Discriminatory Harassment
- Tampering with Elevators
- False Alarms and Tampering with Fire Equipment
- Illegal Substances
- Personal Property
- Vandalism and Damages
- Video Camera Surveillance
- Tampering with Windows and Screens
Safety and Security Topics
- Campus Construction Areas
- Crimes Against Property
- Electrical Storms
- Campus Emergency Telephones
- Locking Room Doors
- Power Outages
- Propped Doors
- Reporting Strangers in the Hall
Each program should establish rules and procedures for the safety and security of participants. The following are suggestions for discussion:
- Transporting campers
- Disciplinary actions
- Procedures for sick campers
- The procedure for dispensing medication
- Visitor policy
- How to reach a counselor
- When to call for assistance
- Special needs or requirements
- Procedures for early checkout
We also recommend that you provide a written list of safety tips to give to your participants during orientation. Here are some basic ones - you may have others that are specific to your program to add to these.
- Never let someone who you don't know into your residence hall or your room.
- Never prop open exterior doors.
- Always know where your room keycard or Mcard are at all times.
- Keep your room door locked at all times. It only takes a few seconds for a thief to enter a room and steal property.
- Do not disable any safety feature in the residence hall (automatic door closures, fire doors, etc.)
- Walk in groups when traveling outside of the residence hall, especially at night. Travel in well-lighted, heavy traffic areas.
- If you are the victim of a crime in your hall or anywhere on campus, or observe a crime being committed or think one is being committed, contact U-M DPSS immediately.
Contact the University of Michigan Division of Public Safety and Security (U-M DPSS) immediately to report a suspicious person or activity in the residence hall or on your floor or if you ever feel that your or another's safety is in jeopardy - DIAL 9-1-1.
A printable version of these safety tips is available for use.
Camp activities begin at 8:30pm and end at 10:45pm. Campers are encouraged to participate in a wide variety of activities, including:
- Sports (kickball, basketball, Frisbee, waffle ball, four-square, silly softball)
- Games (card games, table tennis, board games, water balloon toss)
- Food runs (Counselors take campers to area food vendors)
- Food ordering (Counselors place food orders for campers, which is delivered to a common area in the residence halls)
A hall meeting takes place at 8:30pm on the first night of camp. Every camper is required to attend. The meeting covers:
- Camp rules
- Camp schedules
- Medical procedures
- Check Out procedures
Athletic Camps Required Forms & Camper Counts
Before your arrival, your Conference Services contact will expect the following information:
- Residential campers enrolled
- Commuter campers enrolled
- Meal cards you are purchasing for commuters
- Roommate assignments
We use these figures to designate bed space for residential campers and to determine the number of meals to serve.
Permission and Consent Form
The University of Michigan requires that two standardized forms (a permission slip with rules and regulations and a medical release form) be completed for each youth participant (17 years and younger) attending your program.
Staff Background Check
Criminal background checks are required for all staff who are in classroom or residence hall buildings and who supervise or spend time alone with campers or minor guests. This is for the safety of your staff as well as participants in University of Michigan programs. Directions for this process are in the online orientation.
We know what it takes to keep your campers happy and safe. Every U-M camp benefits from our decades of experience with adolescents and our unbeatable campus security. In addition, our policies, procedures and safety resources help prepare you and your staff for any situations that may arise while you are on campus.
Summer Safety Oversight Group
The Summer Safety Oversight Group (SSOG) was formed in 1999 to establish safety and security standards, develop supportive procedures and provide oversight to ensure compliance with all requirements. Members represent a variety of departments.
If you have any questions or comments, please contact a member of the Summer Safety Oversight Group:
- Rob Rademcher, Athletics
- Tom Blessing, Office of the General Counsel
- Michael Corrigan, MD, University Health Services
- Teresa Oesterle, U-M DPSS/Housing Security
- Pamela Staton, Conference Services, Housing/DSA
- Kate Rychlinski, Risk Management
- Jamie Saville, Women in Science and Engineering Program
- Debbie Taylor, Women in Engineering Office
- Pat VanVolkinburg, Div. of Kinesiology Summer Youth Camps
- Jennifer Vitale, University Audit
Staying Safe on Campus
Here's what you need to know to stay safe — and keep your participants safe — while you are visitng us:
Campus Emergency Telephones
Emergency telephones are located throughout campus and are identified by a blue light on the top of the booth. This telephone will put the caller directly in contact with the University of Michigan Division of Public Safety and Security. Exterior building phones, located outside the residence halls, may be used to call the University of Michigan Division of Public Safety and Security by dialing 3-1131 or 9-1-1.
In the event of a fire, pull the alarm and leave the building immediately. Proceed as guided by your Summer Program Staff.
During the summer, Ann Arbor may experience dangerous electrical storms. Participants should remain indoors and away from windows during the storm.
During the day, proceed to an area that has natural light or go outside. Do not light candles.
A Tornado Watch means that a tornado is expected to develop. A Tornado Warning means that a tornado has actually been sighted.
In the event of a Tornado Warning:
- the city of Ann Arbor alarm system will emit a steady tone for 3 to 5 minutes
- take cover by going to ground level or below
- stand in an interior corridor on the lowest floor or in the basement
- stay away from windows and glass
- avoid large rooms with free-span roofs
- remain calm and help others to remain calm
- listen to a radio for the latest information and instructions
- there will be no "all clear" alarm sounded
Locked Residence Halls
All residence halls are locked 24 hours a day, seven days a week, 365 days a year. Access is restricted to summer program participants and authorized staff. For the safety of everyone in the residence halls, never prop open an exterior door.
Keyless Lock Door Entry System
All room and bathroom doors have keyless locks, which require a keycard.
Locking Room Doors
Room doors must be locked at all times. It only takes a few seconds for a thief to enter a room and steal property.
Crimes Against Property
Any theft or malicious destruction should be reported the University of Michigan Division of Public Safety and Security.
University of Michigan Division of Public Safety and Security (U-M DPSS) personnel patrol the residence halls to monitor activities, respond to emergency calls, and check exterior doors. At night, security personnel are on duty in the building to provide security coverage and to respond to emergencies.
Routine and Emergency Maintenance in Rooms
On occasion, University of Michigan maintenance staff must enter a room to provide routine or emergency maintenance. Any time someone appears who does not belong in the hall, behaves in a suspicious manner, or threatens another's safety, dial 9-1-1.
Ann Arbor streets are very busy and there are many one-way streets. Use extreme caution when crossing the street.
Campus Construction Areas
All construction areas are off limits. Do not enter any construction area.
University Health Services
University Health Services offers a range of outpatient medical services for summer program participants. For more information, follow this link.
Local CPR and First Aid Training
The Washtenaw County Red Cross provides CPR and First Aid classes, including:
- Adult/Child/Infant CPR/AED & First Aid
- Infant/Child CPR & First Aid
- Adult/Child CPR/AED & First Aid
- Adult CPR/AED & First Aid
- CPR/First Aid/AED Review
- CPR/First Aid/AED Challenge
- CPR/AED First Aid Instructor
- First Aid Basics
- First Aid Review
- First Aid Challenge
Visit their website for more information or to sign up for a class.
Important Phone Numbers
All phone numbers have an area code of 734
- All emergencies: 911
- Ann Arbor Police Department: 994-2911
- University of Michigan Division of Public Safety and Security (U-M DPSS): 763-1131
- Department of Occupational Safety and Environmental Health (OSEH): 647-1143
- University Health Services: 764-8320
- University of Michigan Hospital ER: 936-6666
- University of Michigan Hospital Main Number: 936-4000
- Counseling and Psychological Services (CAPS): 764-8312