PROGRAM POLICY GUIDE

Camp@HHome: Winter Edition

Alternative Programming
Winter 2021

97 Hidden Valley Road, Lake Luzerne, NY 12846

518-696-5676

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 Introduction
The Double H Medical Advisory Board and Board of Directors made a decision to
implement a suspension of our traditional in person Adaptive Winter Sports program
due to the COVID19 global pandemic. The Operations team has pivoted and is
working to provide our campers, families, volunteers and staff with a memorable, safe
and engaging online program for our winter season.

We will incorporate the successful parts of our Summer 2020 and Fall 2020
programming along with adaptive winter sports skills, community building activities
and opportunities for our campers and families to remain engaged with Double H. We
will also continue to develop ways to engage our families who have not participated in
Camp@HHome, due to either a lack of interest or a lack of technology/support.

Double H Mission Statement

The mission of the Double H Ranch is to provide specialized programs and year-round
support for children and their families dealing with life-threatening illnesses. Our
purpose is to enrich their lives and provide camp experiences that are memorable,
exciting, fun, empowering, physically safe and medically sound. All programs are FREE
of charge and capture the magic of the Adirondacks.

Its secondary mission is to provide year-round residential and day services for children
with chronic illnesses and their families that promote health and wellness, as well as
teach a life-long recreational skill.

Camp @ HHome: Winter Edition

The goal of Camp@HHome: Winter Edition is to create and distribute a winter camp
program that is age appropriate, safe, intentional and engaging for our campers,
families, volunteers and staff.

Camp@HHome: Winter Edition, will provide a space for campers and families to
choose how they want to engage with Double H either through media content,
monthly cabin chats and/or Saturday evening large group camp activities.

Definition of participants: Any camper, family member, staff, volunteer, alumni

camper, alumni staff who interacts with our content.

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 Program Objectives
 To provide a safe and protected camp experience, that incorporates adaptive
winter sports skills and allows for participants to choose their level of
engagement.
o Measurement Tool: Survey, Activity plans, Statistics

 To give participants the physical and psychological strength to enable them to

better cope with their illnesses.
o Measurement Tool: Survey, Cabin Chats, Qualitative Data collected from
emails, conversations and staff/volunteer observations

 To develop and implement programs designed to be universally accessible to

participants and staff, which meet the psychological, physical and recreational
needs of these participants.
o Measurement Tool: Activity plans

 To create adaptive, inclusive activities that are age-appropriate and suited to the
stage of development of each participant.
o Measurement Tool: Activity plans, age specific cabin chats

 To provide the highest quality of safe programming, requiring that all activities be
reviewed and approved from a medical standpoint by Nursing Director and all
online programming follows all Child Protection and Privacy policies.
o Measurement Tool: Standards Match up, Policies Match Up

 To carry out all activities through a designated Challenge by Choice policy,

based on each individual participant’s success level.
o Measurement Tool: Saturday Activity Plans

 To execute programming that meets all American Camp Association (ACA),

Department of Health (DOH), and SeriousFun Children’s Network criteria.
o Measurement Tool: Standards Match up, Policies Match Up

 To create a safe online community that respects the privacy of our participants.
o Measurement Tool: Policies Match Up, Qualitative Data

 To support participants who don’t have access to technology or have physical

limitations that might restrict their access to technology.
o Measurement Tool: Hospital group statistics, Media Content engagement
numbers

 To create opportunities for staff and volunteers to remain involved in the

program development and facilitation of programming and continue to feel
connected to our campers, families and each other.
o Measurement Tool: Volunteer opportunities, Volunteer statistics,
qualitative data
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 To support our Hospital Partner Groups who have had limited engagement in our
virtual efforts thus far.
o Measurement Tool: Hospital Group Packages, Qualitative Data

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 A Participant’s Perspective
Double H programming is a balance between the new and the traditional. Families
look for activities that they are used to and are successful with; however, they also are
searching for new experiences and activities. During this time of social isolation and
distance from peers, it is important that we create programming that allows
participants to feel connected in a safe way. We also want to encourage our
participants to remain empathetic to their peers and family members.

How Participants Should Feel

When facilitated with thought and care, activities can have a profound effect on the
self-confidence and self-image of campers. When viewed from a child’s perspective,
it might look like this:

“I’m not sure if I

“I feel like I belong “I’m surrounded by
can do this, but its
here.” friends.”
ok if I try.”

“If I have
“I feel like I can be "I can do camp questions, I can
myself here.” activities at home always ask my
with my family" counselors."

"I can feel

“I just learned
“I never thought connected to my
something I can
that I could have friends without
show my friends
this much fun.” being physically
from home.”
near them"

“If I try this and fail, "I miss camp, but I “I can’t wait for my
I can always try realize that camp family to be a part
again.” can look different of camp"
and still be fun"

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 Program Calendar and Descriptions: Winter 2021
For Winter 2021, we will be providing a flexible but consistent program
schedule for participants. Below find the calendar and then program descriptions.

January 2021
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
3 4 5 6 7 8 9
Media Community Camp@HHome:
Monday Campfire: Activity
6-12 yrs old
10 11 12 13 14 15 16
Media Community
Monday Campfire:
13-16
17 18 19 20 21 22 23
Media Community Camp@HHome:
Monday Campfire: Activity
Alumni
Campers
17-21
24 25 26 27 28 29 30
Media Community
Monday Campfire:
Caregivers
31

February 2021
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5 6
Media Community Camp@HHome:
Monday Campfire: Activity
6-12 yrs old
7 8 9 10 11 12 13
Media Community
Monday Campfire:
13-16
14 15 16 17 18 19 20
Media Community Camp@HHome:
Monday Campfire: Activity
Alumni
Campers
17-21
21 22 23 18 25 26 27
Media Community
Monday Campfire:
Caregivers
28

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March 2021
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 Media 2 3 4 5 6
Monday Community Camp@HHome:
Campfire: Activity
6-12 yrs old
7 8 Media 9 10 11 12 13
Monday Community
Campfire:
13-16
14 15 16 17 18 19 20
Media Community Camp@HHome:
Monday Campfire: Activity
Alumni
Campers
17-21
21 22 23 18 25 26 27
Media Community
Monday Campfire:
Caregivers
28 29 30 31
Media
Monday

Media Monday:
Every Monday of the month
We will be posting a video on our YouTube page or putting out our podcast every
Monday for participants to watch/hear that helps them stay connected to camp on
their own schedule.

Community Campfire
4 times a month, 1 per age group
This is a time for participants to join together to have a cabin chat with their peers.
The Community campfires will be a mix of facilitated conversations, small activities
and special guests. Each will be held in the evening and will run for about 45 minutes
to an hour.

Camp@HHome: Activity
2x a month
The Camp@HHome activities will be facilitated camp activities that participants can
sign up for and will incorporate traditional camp events, activities and traditions.
These activities will be a blend of small group and large group activities and will
include adaptative sports-based content.

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 Hospital Partner Groups
We have found that through the Summer 2020 and Fall 2020 virtual
programming that a large population of our campers who come to camp through their
Hospital group, have not participated in our virtual program opportunities. There are
many reasons for this and this winter, we hope to create opportunities to connect
with these participants.

We will work to advertise to our Hospital Partners that there are easy access
points for their patients to interact with our virtual programming.

We will also be sending hospitals some camp materials that they can put in
their clinics, waiting rooms so families can take a little camp magic with them when
they are visiting the hospital.

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 Program Logistics

This section of the Program Policy Guide outlines the program logistics taking place
for Camp@HHome.
People
The following is a breakdown down of the Summer 2020 census goals for camper,
staff and volunteers to participate in the weekly virtual sessions.

Participants Max Session Number Min. Session Number

Campers
Cabin Max
Volunteers
Seasonal Staff
Year-Round Staff & Board
Total

Registration Process

Area Registration Details

Camper Step 1- Complete jot form
Step 2- Scheduled in database
Step 3- Confirmation/Remind app
Staff Step 1- Complete Application
Step 2- Interview/Selection
Step 3- Hired and process payroll
Volunteer Step 1- Complete Application
Step 2- Selection & Dates Offered
Step 3- Confirmation & schedules

Cabin Set Up
Each session, we will have a seasonal staff members and volunteers assigned to
specific cabins with specific campers. Staff and volunteers will stay with that cabin
group unless there is a need to shuffle people around based on volunteer numbers

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 Staff and Volunteer Manual
The following information is taken from the Summer Manual and adapted to meet the
needs of our virtual program.
Core Values

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 Staff and Volunteer Manual
CAMPER RULES

• Staff members and volunteers will always treat ALL camper information as
confidential and utilize such information in a professional manner . This
information is not to be shared with anyone outside of the cabin.

• Camper disclosure of any child abuse (sexual, physical, or neglect) or suicidal

thoughts must be reported immediately to the Camp Director. All staff
members and volunteers are required to comply with all NYS regulations
regarding mandated reporting.

• Abuse of campers by a staff member or volunteer is strictly forbidden.

Disregard of this policy will constitute grounds for immediate dismissal and will
be reported to local authorities.

STAFF AND VOLUNTEER RULES

• Drugs, Alcohol and Tobacco: During all camp activities, staff and volunteers
should not be using drugs, alcohol, or tobacco. When it is designated time off
or on evenings when camp activities are happening, staff and volunteers should
make safe choices and that don’t impact their time commitment and energy
level at work.

• Sexual harassment is a violation of Title VII of the Civil Rights Act of 1964. It is
against policy for any employee, male or female, to sexually harass others.
Employees or volunteers who believe they are victims of sexual harassment or
have witnessed sexual harassment are to immediately report to the Camp
Director.

• Staff members and volunteers are prohibited from accepting tips or gratuities
from parent/guardians or relatives of campers. Please re-direct any offers of
gratuities towards contributions to camp.

• There is no cell phone use while on active camp duty or in front of the
campers.
Please see the Program Safety section of this document that explains in detail our
internet safety policies.

Performance Management
It will be important that all staff and volunteers receive formal and informal feedback
throughout the summer. While this is a new way of delivering camp to our campers,
we still want to maintain our commitment to providing feedback and areas of growth
to staff and volunteers.

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 Staff and Volunteer Manual
Informal debriefs and meetings about the success of the program will be held
frequently throughout the program timeline and one formal evaluation process will be
held for staff members. As always, if a staff or volunteer feels that they would like
additional time to gain feedback or discuss ideas, the year round team is available to
chat at any time.

Disciplinary Action
If a staff or volunteer member infringes on any of the rules stated below, or their
performance is not satisfactory, disciplinary action will be undertaken to correct and
curtail any further occurrence.
• Verbal warning
• Written warning
• Meeting with supervisor and administration
• Termination

Gross Misconduct
Gross Misconduct is employee behavior that warrants immediate termination without
following the steps in progressive discipline. Examples are:
• Violent Behavior
• Abuse, neglect, or exploitation of campers
• Committing a crime while at work
• Violation of the Substance Policy
• Extreme insubordination
• Gross neglect of duties
• Sexual harassment
• Bullying of staff, volunteers, or campers
• Attendance compliance

Social Media Policy

Social Media Guidelines
Once you have identified yourself as being associated with The Double H Ranch in a
social networking profile, website, group page, or anywhere on the internet, anything
and everything you say, even if you state otherwise, can be seen as a reflection of
camp.

As a member of the Double H community you agree to be respectful of the camp, its
program, and the campers and is employees in all communications in profiles, web
logs, or other internet sites and communities. This includes the following:

• Employees and volunteers may only access Social Media and social networking
sites on breaks and/or before and after work. Social Media activities should not
interfere with work commitments.

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 Staff and Volunteer Manual
• Employees and volunteers may not claim they are the official spokesperson for
the organization. Employees may not use the Double H Logo as their profile
pictures.
• If you identify yourself as an employee or volunteer of the Ranch on your
website, blog, or social media site, you are expected to make clear that you are
not authorized to speak on behalf of the Ranch, that the views you express are
yours alone and do not necessarily reflect the Ranch's views.
• Be respectful and do not post or display comments or content about your
coworkers or supervisors, or the Ranch's services that are obscene, vulgar,
threatening, intimidating or harassing, or in any manner that would otherwise
violate the Ranch's policies.
• Employees and volunteers should not post photos featuring campers and
participants on Social Media.
• Employees and volunteers may not discuss information that is confidential in
nature on Social Media.
• Employees and volunteers may not record multimedia on Double H Ranch
property that may be considered offensive, derogatory, and/or poor reflection
of the organization.
• Employees and volunteers may not post any video, photo or audio featuring
Double H Ranch programs or participants without prior approval.
• Employees and volunteers must always abide by all applicable Ranch policies,
including, but not limited to, policies concerning harassment, confidentiality
and disclosure of proprietary information, alcohol or drug use, destruction of
property, harassment, or intimidation.

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 Program Safety
The purpose of the Double H Ranch online safety and privacy policy is to outline our
continued commitment to creating a safe and secure environment for all participants
at camp, in virtual programs and connections throughout the year.

Online Safety & Privacy Policy

1. Double H staff will use official camp channels to contact families. These
channels include the Double H associated Jigsaw account, Double H Zoom
account, email addresses, communication apps and cell phone numbers.
2. Double H will maintain a 1:6 adult to child ratio during online camp programs.
3. Double H will maintain rule of 3 followed during online programming to ensure
proper adult supervision and limit 1:1 adult and child interaction. This policy
states no child will be alone with any adult during a Double H program. In the
event of onsite or virtual, a line of sight with a camper and adult is always
maintained.
4. Meeting links, event recordings, and session photos will only be shared with
participating Double H families and volunteers via this password protected
Weekend Website. If any photos are shared to a greater audience for
promotional purposes, Double H will contact the participants directly
beforehand.
5. When participating online, it's recommended that you “Share with care,”:

a) Limit what information is shared: do not use a full name or picture.

b) Create a virtual background or sit in a neutral location at home, such as in
front of a blank wall.
c) Be thoughtful of what information is shared in the virtual meeting itself.

6. During all virtual events, the following features will be turned off by the
facilitator: screen sharing, public and private chat boxes, screen recording, and
file transfer.
7. There will always be at least two Double H staff or volunteers present during
camp events. We’ll also use a waiting room feature to ensure that the first
attendee enters the meeting with at least one other participant.
8. If possible, the computer should be in a shared family space during events.
9. If possible, your computer’s security settings should be calibrated so that
campers don’t have access to other sites or apps beyond the camp-provided
channel(s) during events, especially for younger children.
10. Anyone receiving threatening or inappropriate chat messages should
immediately report it to a trusted adult — parent/guardian, Double H Camp
Director, etc.

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 Program Safety
Social Media Policy
1. Any photos/videos taken during camp events or shared on the Weebly
Website should be used strictly for personal display and memories. You
may NOT post any photos/videos on social media (Facebook, Instagram,
Snapchat, Twitter, TikTok etc.) that depict the images of campers or family
members other than your own. If you would like to use photos/videos from
camp for a presentation, please ask Double H staff for permission.
2. Double H Ranch strongly discourages camper/volunteer/staff relationships
through social media outlets other than official Double H channels. Camp staff
should contact campers only through official camp channels (such as a Zoom
meeting invitation) and vice versa.
3. Any participant using inappropriate language or sharing inappropriate materials
(photos, online content, background scenes) will be prohibited from taking part
in the Double H online program.
4. Any participant who engages in any form of harassment, bullying or
discrimination of any form will be immediately removed from the online forum
and will be prohibited from taking part in the Double H online program.

Staff & Volunteer Hiring/ Selection

1. All seasonal staff and volunteers participating in virtual programs must have
attended on-site training and program in the past to be considered for a 2021
position.
2. All seasonal staff and volunteers must have completed a background check
within the last two years.
3. Once selected, all seasonal staff and volunteers must attend virtual training
that will include bullying prevention, online privacy and security, child
development and emergency management.

Program Management Security

1. Each virtual camp event will have multiple qualified staff participating to
ensure adequate coverage and experience to manage participants.
2. Each session will include staff responsible for the following areas:
1. Virtual Camp Director
2. Program Facilitator
3. Behavior Support and Psych/Social on call support
4. Chat Moderator
5. Family Liaison
6. Medical on call support

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