Heartland Conference of the United Church of Christ

Outdoor Ministries Virtual program procedures

1. Where to start:
a. Remember what camp is about. What are the Essentials. Think about your camp
culture and its values. What defines your camp?
i. All Heartland UCC Summer Camps:
1. Faith
2. Fun
3. Community
4. Bringing people together to support them along their Christian
journey
ii. Any other things specific to your camp session?
b. Think about ways you can include these camp values in projects they can do at
home. Examples:
i. One of our camp values is Faith and bringing people together to support
each other on their Christian Journey. How can we do this at home?
What have they been doing and what else can they do?
ii. One of our camp values is Fun. How can we do this at home? What have
they been doing and what else can they do?
iii. One of our camp values is Community. How can we do this at home?
What have they been doing and what else can they do?
1. What would it have looked like if for one week the values and
culture of camp happened in our families’ homes? What if they
treated their brothers and sisters like their cabin mates at camp?
What if instead of parents and children they acted as Counselors
and campers? What if the children were hoppers at home during
meals?
2. All Outdoor Ministries Policies remain in effect in Virtual programming especially and
including camper interaction and supervision policy for Minors and Vulnerable adults.
a. Camp Staff should only contact campers through official camp channels. EI: not
private email or Social media accounts. Do not give out personal phone contacts.
b. Rule of three with one being an adult always still apply
c. Recommended 2 adults on communications
3. Follow the Heartland Conference Electronic Communication Policy that states:
a. Any private (one to one) electronic communication between staff and youths,
including the use of social networking websites like Facebook, Instagram,
Snapchat, instant messaging, texting, etc is prohibited.
b. All communication between staff and youths must be transparent and public.
i. Appropriate Examples:
1. They may communicate on approved closed group sites where
anyone who is a member can see the conversation and all
members a registered participants/parents and approved
volunteers.
 2. Email communication is preferred to be between the parent and
camp staff/volunteer and should be done through the
“campsession”@heartlanducc.org account. Group email to all
campers should be sent through campbrain.
3. Email communication to the child will include at least two
approved volunteers
4. They may communicate in private media set up for two-way
classes and discussion groups, such as a zoom class. These will
be always facilitated by at least two approved adults with at least
two children and one approved adult in each breakout room. The
overall facilitators may join any breakout room at any time.
4. Programming should be planned in partnership between Outdoor Ministries volunteers
and professional staff. Heartland Conference Outdoor Ministry Executive Director should
be aware of and approve all programming. They have the right to observe or participate
in all programming. They will assist with programming as needed.
5. Communication:
a. Directors should send emails to participants at least one week prior to camp
welcoming them and giving them information on how to connect, what to expect,
schedules and more.
i. These emails should be sent through Camp Brain
b. Videos will be housed on the Heartland Conference Vimeo page in the
appropriate folder for each camp or activity. The video link may then be inserted
into the Camp 2.0 website.
c. Instructions can be found on the Camp 2.0 Google Drive. Camp Directors will
determine who needs access to this drive and additional information.
6. All programming involving minors and vulnerable adults:
a. Communication about how to connect will go to parents/guardians only and
should be emailed to participants through CampBrain.
b. Parents/guardians give permission to attend, by setting it up for child or passing
information to older child/youth and signing permission slip.
c. Staff should provide parents and children resources for staying safe online
d. Staff will ensure all statements in permission slip are agreed to
e. Two-way programming must be on private channels.
i. Zoom must use password and only available through link given only to
approved participants. Moderator must let participants in from the waiting
room.
ii. There must always be two approved adult facilitators. Breakout rooms
must have at least 1 approved adult and 2 youth and floating facilitator
may join any breakout group at any time to check in.
iii. Any platform (FB/FB live, youtube, others) is used must be a channel/
closed group if minors/vulnerable adults names are used or photos,
videos, or live discussions
iv. Private camp session groups or groups should be used, only allowing
current campers and approved staff in. Groups by age level or “Cabin”
may be appropriate in addition to “camp wide” channel. Children under 13
that are participating should be participating with their parents on their
accounts.
 v. Only official conference or approved accounts should be used.
vi. If staff want to screen shot or record any session for future use in
promotion, they must first inform participants. Allow participants a chance
to turn their video and/or microphone off prior to screenshot or recording.
Remind them that if they stay on, they are giving consent and they should
check with their parents for consent.
f. Staff should inform campers how they can and cannot contact them outside of
scheduled activities. Try to limit connection to scheduled activities. However,
communicate other possibilities if needed. Let them know all communication
must include at least two staff or their parents. Possibilities: Send message to
group page where all staff can see conversation, have parents email official
email, or copy parents on email. Make sure that parents have Conference
contact information as well.
7. Volunteers may provide static one-way program or videos to be viewed on public
channels, if no names or personal information of participants are shared.
8. Facilitators and participants should be mindful of “background”.
a. Visual: It is highly recommended that a plain wall is used so that everyone is not
seeing into your home. One idea is to get a “green screen” to put behind you
and then you can project images. You could project images of camp and make it
look like you are there. Or any generic nature scene. Let participants know about
this illusion and that you are not really at camp. Another idea is to have campers
and staff to craft/make their own backgrounds. Use a large sheet of paper or old
sheet and draw/color it and put it up on the wall behind camper.
b. Verbal: Encourage participants to use headphone and microphones so that
others in the household do not hear conversations. And to mute when not talking.
9. When participants are sharing, all participants should be aware of “who’s in the room”.
IE: if parents or siblings or others are listening in or participating.
10. Staff should create a group covenant for virtual sessions just the same as they would at
camp. This would include guidelines for language, no bullying, name calling, talking
about others not in the room, how to handle taking turns speaking, what can be shared
outside of this group and what cannot, be present with camp group on line and not doing
other things, and more. It should also include protocols for what do to if they are being
bullied outside of group sessions.
a. Appropriate behavior for participants will be expected. Camp staff will review
appropriate and inappropriate behaviors with campers. Bullying, including
cyberbullying, during a session or outside of a session is not appropriate. Issues
and consequences will be addressed with camper and parent including and not
limited to temporary or permanent removal from Camp 2.0.
b. Staff may immediately turn off video or audio of participant sharing
inappropriately.
c. To address issues immediately with campers, two staff can pull one camper into
a breakout room to have a private conversation. There should always be at least
one adult with the other groups of campers.
d. Further consequences will be determined by Camp Director and Executive
Director of Outdoor Ministries.
e. Conversations with campers and/or parents will include at least two staff
 11. In the same way camp is different from school and church, virtual camp needs to be
different from virtual school or church
12. Use resources such as:
a. AUCE: https://www.auce-ucc.org/copy-of-resources
b. https://www.acacamps.org/resource-library/coronavirus/virtual-program-
resources
13. Camp Directors will instruct volunteers in additional practices for how their camp session
will operate.

Definitions in this situation:

Staff: Approved/trained/appointed volunteers and professional staff
Public channel: Pages or channels that anyone can join or with members other than current
year camp participants and staff
Private channels: Pages or groups or sessions that only allow in approved volunteers and
registered participants.