Manual and Dropbox

Camp Kesem hosts its manual through a password protected website on WordPress, and access to all resources and templates will be provided to students at the beginning of the year. Storage of shared tracking documents should take place through an online database system called Dropbox.

• ckPO-17: Donation Processing and Banking:
  • Camp Kesem is accountable to the IRS as a 501(c) (3) organization and must submit all financial documents (including donations, reimbursements, and other financial information) annually to the IRS.  As a result, campuses mustfollow specific guidelines related to donation processing, reimbursements, petty cash, and expense tracking. The Finance Memo in the manual outlines the following procedures in detail.
    • Processing check donations
    • Processing cash donations
    • Reimbursements & Check Requests
      • Please note: Reimbursement checks must be cashed within ninety days of being issued or they will be cancelled and considered donations to the campus.
      • Entering donations into BlackBaud on a regular basis.

• ckPO-18: Insurance:
  • Camp Kesem provides comprehensive liability, accident, medical, and workers’ compensation insurance for each camp. In order to do so, Program Directors require each camp facility’s contact information prior to camp. After receiving the facility information a general coverage certificate will be issued for the camp. In order to process accident medical insurance campuses must submit final camper and staff numbers at the end of camp. Campuses will be charged a flat fee for the general liability certificate, accident medical insurance, and worker’s compensation.

• ckPO-19: Background Checks
  • Applications for counselor and coordinator positions will ask, “have you ever been arrested, charged, convicted, or plead guilty to a crime (including felony, misdemeanor, alcohol-related offenses, DUI, etc.). If yes, please explain. Note – a “yes” answer does not necessarily preclude you from being a part of Camp Kesem.”
  • In compliance with ACA Standards and accepted standard of care, Camp Kesem will run a criminal background check on 100% of applicants who we wish to offer a role within the program, regardless of their answers to questions. A copy of these checks will be kept on file. The Criminal Background Check (CBC) will be valid for one-year and all participants must be re-screened annually
  • If an applicant’s CBC shows a conviction or guilty plea for any charge (other than minor traffic violations), the applicant must complete the following process in order to be considered for a position:
    • Any background check identifying crimes must be elevated to the Camp Director.
    • The Camp Director will review the applicant’s written summary and determine if s/he believes the applicant is fit to join the program – the CD has the authority to disqualify the applicant.
    • Any applicant who does not self-identify as having any criminal history and is later found to have a  criminal history through the CBC will be considered to have lied on their application and immediately rejected. Any inconsistencies with background results and answers to application questions will be explored and acted on accordingly.

• ckPO-20: Confidentiality:
  • Throughout our work with Camp Kesem it is important to remain cautious when working with families and to observe confidentiality at all times. Private information will be disclosed on applications, on medical forms, and throughout the week of camp. It is required that all coordinators and counselors keep this private information confidential.
  • Camper files should be kept organized in a container which can be closed and stored in a safe place. Only coordinators should have access to these files during the year. During the summer, while at camp, the nurse, mental health professional, and Camp Kesem staff are the only people who should have access to camper files. Medical files should be with the nurse while at camp. Staff files should also be kept confidential, and in a closed container, kept in a safe place.
  • Phone calls that are made in regards to Camp Kesem families should be made in private locations, and any documentation of those calls should be kept in the camper’s file in the Active database system.
  • All required release forms must be signed in order to use pictures or footage of a camper in press related materials. Any requests to be left out of such materials must be honored.
  • Staff must sign required confidentiality agreement attached to the online counselor application
  • Staff Policy: All staff must follow the policies set forth in the Staff Manual. These include the Camp Kesem Staff Policy, which discusses General Staff Expectations, Internet Conduct Rules, and Counselor-Camper Communication Guidelines.  If a staff member violates the Staff Policy he or she may be asked to leave camp. See the Staff Manual for the Staff Policy.

• ckPO-21: National Contribution:
  • All Camp Kesem campuses are required to pay an administrative fee (“Fee”) to Camp Kesem National.  The Fee is determined, based on chapter age.  The annual Fee is:
    • $1,000 (for chapters in first year of operation)
    • $3,000 (for chapters in second year of operation)
    • $5,000 (for chapters in third year of operation), and
    • $7,000 (for chapters in fourth or greater year of operation).  During the FY 2013 year ONLY, chapters that are in fourth year of operation or older will only be required to pay a fee of $5,000 or ten percent (10%) of all amounts deposited to the Fund, whichever is greater.  This “cap” will be removed after the FY 2013 has ended.
    • The Fee will be paid by monthly transfers from the campus bank account to the Camp Kesem National bank account, according to the following schedule:

This flat fee covers a portion of the programming costs that benefit the local campus.  Camp Kesem requires a contribution from each of its campuses to support three areas- campus support, development of services, and national growth.

Campus Support: The contribution covers a portion of the costs associated with supporting each campus.  This includes travel costs for Program Directors to visit campus for fall training, and for camp in the summer.  Also, this contribution helps cover a portion of the salary and other employment expenses for Program Directors that support campuses on a daily basis through phone conferences, email support, bulk purchases, and other assistance.

Organizational Development:  The contribution covers investments into our organizational development that we make on the national level to improve efficiency and provide more tools to our campuses.  One specific example of these types of investments is our investment into the Kintera system.  Through this system, we have access to technology to help students more easily raise funds through “Friends of Camp Kesem” and manage our database in a central location.  While this is one example, Camp Kesem is always searching for ways to improve efficiency and develop as an organization.

National Growth:  Camp Kesem is dedicated to serving as many families coping with cancer across the country as possible.  We help support campuses in their initial development, before they begin fundraising and contributing nationally.  Support from campuses is essential to ensure we can continue reaching as many families and campuses across the country as possible.

Transparency:  Camp Kesem will provide a list of all expenditures to campuses.