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Policies and Procedures


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Attendance & Eligibility:

Young women are invited to attend Oakcrest during the summer following their 7th grade year.  This is a one-time opportunity for girls who have just completed the 7th grade and will be entering 8th grade.  Exceptions will not be made for those who have been accelerated or held back a year in school for any reason, including disability or illness.  Age is only considered an eligibility factor for girls who are home schooled. Oakcrest is an LDS girl’s camp and LDS doctrine will be taught. Young women of other faiths are welcome to attend. We encourage campers to come for the entire week of Oakcrest. Campers should not plan on coming late to camp, leaving early, or coming and going during the week. Campers who cannot attend the entire week their stake is scheduled are welcome to register through Open Enrollment. Open weeks will be posted on the website by April 1st. Should an emergency arise which would require the camper to go home early, arrangements need to be made with the camp through the stake leader.

Bishop’s Signature on the Registration Card:

We are now requiring that a Bishop sign each registration card. This should be the Bishop of the ward that the camper resides in, member or non-member. Concerns have arisen in the past regarding discipline or special need campers, so we desire that each Bishop knows who is coming from his ward and approves of each camper that is planning to attend. This policy will also alert the Bishops and Stake Presidents as to the individual girls who will be up at camp when they come visit on Mutual night.  We are hopeful that this new policy will aid the Bishop and prevent many problems.

Bus Assignments:

Stake leaders will be called the week before camp with the bus number(s) their campers will be riding on. If it is necessary to put your stake on more than one bus, the stake leaders will decide which girls will be riding on which bus. Prior to Monday morning busing, stake leaders should write the bus number on each bus ticket.

Camp Leadership:

Oakcrest is overseen by a 17-member women’s committee and a priesthood executive committee who reports to a member of the Seventy. Each year the women’s committee hires a staff of amazing young adult women to lead and direct the camp. Campers will be under the supervision of a counselor at all times. Two full-time service missionary couples live on the premises to ensure the safety of the campers and the continuity of the camp.

Campers from non-participating stakes:

Stake leaders should not register non-participating stake campers with their stake.   Campers who wish to attend Oakcrest but do not live in a participating stake need to wait and register through Open Enrollment.  Available openings will be listed on the website on April 1st.  Open enrollment instructions for these campers are found on the website. Campers from participating stakes may room with campers from nonparticipating stakes as long as each has listed the other’s name(s) on their registration forms; however, nonparticipating campers must still wait to enroll until April 1 st . If there are openings, the Women’s Committee will make every effort to place these campers together.

Campers with Allergies, Dietary Needs, and/or Medical Concerns:

The Oakcrest staff can assist those with special dietary needs (such as diabetes, lactose intolerance, celiac disease, peanut allergy, or vegetarian), but your help is needed. It is crucial that parents write down any food allergies or concerns on the registration card. Parents whose daughters have dietary needs will receive phone calls or emails prior to camp to determine if special dietary arrangements need to be made. Menus can be sent to parents upon request. If the camper has severe restrictions, the parents will need to send the food necessary for their daughter up to camp where it will be stored in the kitchen. The kitchen staff will prepare this food for her. Please see the website for camp procedures and policies regarding food concerns. food concerns. Parents whose daughters have other moderate or severe health concerns will also be contacted before camp begins to discuss medication and other special needs. Please note that there are no trained medical personnel residing at the camp.

Campers with Special Needs or Limitations:

Oakcrest does not have wheelchair-accessible cabins or bathrooms and uneven terrain and distance between activities makes the use of crutches at camp very wearisome for campers. Young women with uncontrolled diabetes or other severe physical, emotional, or mental disabilities that prohibit full participation are encouraged to consider stake camp or special needs camp instead of Oakcrest. Local stake/ward leaders do not attend Oakcrest with their campers and hired Oakcrest counselors are not trained to handle severe limitations. Campers who come to Oakcrest are expected to function independently and be self-care. Some young women with physical or mental needs that require only a little individual help can come with a Laurel-age buddy. Any limitations, even minor ones, need to be noted on the registration card.

Chaperones (must be female and over 18 years of age):

Each stake needs to find female chaperones to ride the bus with the campers Monday and Friday. Please assign someone other than the check-in person to be the chaperone. Please use the following scale:

  • 1- 40 campers –     1 chaperone on Monday and 1 on Friday
  • 41-100 campers –  2 chaperones on Monday and 2 on Friday

Information on arrival times for chaperones and other instructions are included on the Female Chaperone Information Form included in the packet and on the website. Friday chaperones need to remain at the central busing location until ALL CAMPERS FROM THEIR STAKE have been picked up. Please assign a back-up chaperone in case one of your chaperones cancels at the last minute.

Communication with Campers:

Cell phones are not allowed at Oakcrest Camp.  Parents should not send a cell phone with their daughter or allow her to take one.  To ensure the best possible Oakcrest experience, personal phone calls and personal visits are not allowed at camp. We encourage parents to write to their daughters. Campers love to get letters from home. Please allow 3-4 days for mail to arrive.  Please send mail addressed to them c/o Oakcrest LDS Girl’s Camp, 5850 East Bench Creek Road, Kamas, UT 84036. Parents will be called if their camper is ill or terribly homesick, or if there is any other problem. If there is an emergency at home, stake leaders can contact a member of the women’s committee who will assist them in contacting their daughter at camp. Please note that emails sent through the website are received by a women’s committee member in the valley and not by the staff up at Oakcrest.

Dress Code:

Modesty and safety are taken seriously at Oakcrest. Campers should only bring clothes that fit the following guidelines: Shirts should completely cover cleavage, the midriff, and shoulder, and should not be tight. To protect against tick bites, pants must be long (no shorts, leggings or capris) and without holes. Shoes must cover the entire foot (no sandals or flip-flops) and socks need to be worn at all times. Long socks are encouraged to prevent tick bites. In addition, campers are expected to follow the dress and behavior guidelines listed in the For the Strength of Youth pamphlet. Campers who are not dressed according to these standards when they arrive at the busing location on their first day of camp will be asked to change before boarding their bus.

Electronics:

NO CELL PHONES or any other electronic devices should be brought to camp.  Oakcrest is a wonderful place where girls can get away from the world and focus on spiritual and personal growth. In order to keep the great spirit of the camp, the director will collect all unauthorized electronic devices and hold them until the end of the week. Digital cameras are allowed but be aware that many cameras are lost each summer, so PLEASE LABEL THEM! Disposable cameras are available for purchase at the camp Trading Post.

Hike & Nature Walk

All campers will go on a moderate hike. Campers who are unable to hike should bring a note from their physician.

Late Registration:

Young women may register up to two weeks before the week they wish to attend as long as there are openings. Available openings will be listed on the website April 1. The registration card and payment must be turned in two weeks prior to the week of camp. Late registration payments can be in the form of a stake/ward check, a cashier’s check, or a money order and should be made out to Oakcrest Girls Camp. Registration cards and payments should be sent to the Oakcrest Women’s Committee member over registration for odd or even weeks, depending on which week you are scheduled. Addresses can be found on the website under Open Enrollment.

Laurel-Age Buddies

For campers with disabilities and/or special needs who only require a little individual help, Laurel-age buddies are invited to attend Oakcrest with them. Laurel-age buddies are not charged a registration fee. Parents and stake leaders should work together in selecting a buddy for the camper who will facilitate the best experience for the camper. Laurel-age buddies need to fill out a Buddy Registration Form. They should be listed separately from the campers on the Stake Registration List. The primary responsibility of a buddy is to aid her assigned camper. She may not be able to participate in all camp activities, depending on the needs of her camper and whether or not there is sufficient time.

Lost and Found Items:

Any luggage items left on Friday with your stake’s colored tape attached will be sent home with the chaperones. The chaperones will then return the items to the stake leader for distribution. Most items left without identification will be kept for three weeks and then will be taken to the D.I. Valuable items, such as digital cameras, will be kept for three months. Campers should contact us within that time to claim their items. Stake leaders may contact Marilyn Knapp (385-220-2305) with specific concerns.

Luggage and Labeling:

Because luggage space is limited on the buses, campers are only allowed four luggage items: one large duffle bag OR medium suitcase, one warm sleeping bag, one school‐size backpack, and one pillow. Each stake should distribute duct tape in their assigned color. (Assigned colors are listed on the 2017 schedule.) All luggage, backpacks, sleeping bags and cameras must be marked with the camper’s full name and parent’s cell phone number on the colored tape. Experience has shown that the colored tape is the best way to get lost items back to their owners. New clothes or valuable items should be left at home. NOTE: We highly recommend that stakes meet before Monday to distribute the colored tape and mark luggage items.

Meals and Snacks:

Oakcrest offers delicious, well-balanced meals three times a day. Several choices are offered through hot entrees, a salad bar, and a cereal bar. Campers are welcome to bring their own snacks, especially those who may be picky eaters. Refrigerators and freezers are not available to campers unless they have specific dietary needs. Personal snacks should be labeled and will be kept in a sealed “critter-proof” container. Snacks can also be purchased at the Trading Post.

Medical Emergencies: 

Should a camper require medical treatment at a clinic or hospital, a parent would be contacted immediately. Oakcrest staff will make sure the camper is transported to the clinic/hospital immediately, but a parent or other adult family member will be required to meet the camper at the clinic/hospital. Once a family member arrives, the camper will be turned over to his/her care. Oakcrest contact information will be given to the parent or other family member, so that he/she can contact the camp and inform them as to the camper’s condition and whether or not the camper will be returning to Oakcrest. If the medical problem is resolved in time for the camper to finish her stay at Oakcrest, she is welcome to return, but the family must provide transportation.

Medication/Shots:

All medication (including over the counter items) must come to camp in the original container labeled with instructions, not in baggies or envelopes. Campers must be willing and able to give their own injections as there is not a registered nurse on the premises. Camper’s insulin can be kept in a refrigerator in the First Aid room.

Monday Morning Stake Leader Responsibilities:

Stake leaders should be at the central location on Monday morning by 7:30 a.m. They should find their stake flag, check in campers as they come, and distribute colored tape and bus tickets. When the buses and chaperones have both arrived, invite the campers to immediately load their luggage and get on their bus. After all campers have checked in, or at 8:20 a.m. (whichever is first), complete the Oakcrest Busing Form and check in at the registration table. Your stake’s Oakcrest binder will also need to be turned in at this time. You may keep the contents of the binder for our reference. Buses cannot leave until all stakes have checked in and all busing forms are received.

Mutual Night:

Mutual is held on Thursday night. Mutual is for the stake presidency and their wives, bishops and their wives, and the stake young women’s presidency. An invitation, Mutual Night Information Sheet and Map is included in the packet for you to copy and give to the stake presidency and bishops.

New Medical Information Form:

If a young woman’s medical situation changes after her registration card has been turned in, her parent needs to fill out a New Medical Information form and return it to the stake leader by Monday morning. Stake leaders should then give these forms to the women’s committee member over registration. These forms can be obtained from the stake leader or from the website.

Nut Free Cabin:

For those campers who are severely allergic to nuts of any kind, lodging is available in a cabin that is kept free of nuts and nut products all summer. Campers and their cabin mate(s) who wish to stay in this cabin, should indicate this on all of their registration cards under “Food Concerns.” All campers in this cabin will be required to eat their snacks outside of the cabin.

Open Enrollment:

Open enrollment is for girls from nonparticipating stakes who wish to attend Oakcrest and girls from participating stakes who decide to attend after stake registration day. After all participating stakes have registered on March 11, additional available openings will be posted April 1st on the website. Campers and their parents should follow the open enrollment instructions on the website. Open enrollment is accepted up to two weeks prior to camp and only where space is available. The fee for open enrollment is $150. Campers from participating stakes who register during open enrollment still pay the $125 fee.

Opening and Closing Assignments:

Participating Oakcrest stakes have the opportunity to help open and close camp. Because these are rotating assignments, your stake will not need to help every year, but your stake will be given an assignment every few years. If you have a sticker on the front of your registration packet and a form in your packet, you are assigned for an opening or closing assignment this year. Please follow the instructions on the form.

Participation:

Campers derive the most benefit from and will be expected to participate in all camp activities, service projects, classes, and daily housekeeping duties.

Registration Cards:

Each girl (and Laurel-age buddy) attending camp needs to have a registration card correctly and completely filled out. Each card must have three signatures:  1) camper; 2) parent/guardian; 3) Bishop.  Please make sure each line on each card is filled out legibly and completely. Registration cards with missing information will be returned to the stake leader who will work with the ward leader or parent until all information is complete. Each registration card has a detachable bus ticket at the bottom. The Stake leader should remove the bus tickets before registration day.The Stake leader will distribute the tickets, with the bus number written on them, to the campers as they check in on the Monday morning of their scheduled camp week.

Registration Day:

On Saturday, March 11, bring your registration materials to the Glenmoor LDS Church at 4200 W. Skye Drive (9800 South) at your assigned time. (Times are listed on your registration packet cover). Before coming, please email a copy of your Stake Registration List to oakcrestcamp@gmail.com.

When you come please bring:

  1. A list of any changes in your stake contact information within the past year, including the emails and phone numbers for the Stake Young Women’s President, the Oakcrest contact person for your stake, your Stake President, and the High Councilor assigned to the young women.
  2. All signed registration cards (with roommates stapled together) (double and triple check for 3 signatures on each card).
  3. One printed copies of the alphabetized Stake Registration List.
  4. The completed Projection Questionnaire (found in your packet)
  5. The Oakcrest flash drive containing the promotion video
  6. One stake check for the total amount due made payable to Oakcrest LDS Girls Camp.

Registration Fee:

The registration fee for each girl from a participating Oakcrest stake is $125. The fee for campers from nonparticipating stakes is $150. This fee covers lodging, meals, transportation, staff salaries, and all other camp expenses Local leaders within stakes provide guidelines on whether the ward or the family pays the Oakcrest registration fee, based on the needs in their area. Please remember that registration fees are nonrefundable, but replacements are allowed for girls who cannot attend after registering. Payments for replacements should be worked out at the local level or among the families involved, whichever is applicable Girls may also choose another week to attend as long as space is available. A single stake check made out to Oakcrest LDS Girls Camp must be cut for the initial registration payment. Count your money and reconcile it with the number of campers registered. Give the money to your stake clerk and have him cut a check to Oakcrest for the entire amount. Make sure two people sign the check. Late registration payments may be in the form of cash, cashier’s checks, money orders, or stake/ward checks. Oakcrest cannot accept personal checks.

Registration Kickoff Meeting:

Please see separate sheet in the packet entitled, “How to hold a Stake Kick- Off Meeting.”

Registration List:

Stake leaders will fill out the Stake Registration List with all campers listed in alphabetical order. Although there is a hard copy example in the packet, please download the form from the website and type in the required information. Please note the following:

1. Do not use any other form but the one currently on the website.

2. Enter in all the information directly from the registration card, including food concerns, any and all health concerns, allergies, a listing of all permitted and non-permitted over-the- counter medications, and prescription medications. Please be specific. This information should be entered in the “Special Needs” column of the Stake Registration List. If there are no special needs please type “none listed” in this column. Please do not leave this column blank!

3. Please do not put the form in a PDF file. Email the form just the way it was when you downloaded it from the website.

4. Please do not scan the form and email a scanned copy. Email the form just the way it was when youdownloaded it from the website.

5. Do not use all caps when filling out the registration form.

Once the information is entered, it should be alphabetized electronically and emailed to oakcrestcamp@gmail.com by the week before registration day. Please bring one paper copy of this list on stake registration day (March 11 th ). Stake leaders should bring a second copy the Monday morning of Oakcrest to assist them in their check-in process.

Release Forms:

Although discouraged, a young woman may leave camp early if necessary. Campers will not be allowed to check in or out more than once during the week. For safety reasons, a release form needs to be filled out and signed by the parent. This form needs to be turned in with the registration information by the Monday morning of camp. Campers will only be released to the person listed on the form who has picture I.D. A copy of this release form is found in this binder and on the website. Campers who will be arriving late should be noted on the Oakcrest Busing Form. Campers must be dropped off or picked up between the hours of 8am-10pm.

Respect for Camp Property:

Campers will be responsible for their personal cleanliness, as well as the cleanliness of their room and their camp area. Campers are expected to respect the natural environment by taking proper care of the camp and surrounding areas and keeping the grounds clean and free from litter. National forest regulations are observed at all times. Graffiti of any type is prohibited at Oakcrest.

Roommates: Stake leaders should staple together the registration cards of campers wishing to be in the same counselor group. Two or three girls may room together, but foursomes must be split. Some girls have a very difficult time if they are not paired up correctly, so your care and concern when performing this task is appreciated. Many young women choose not to have a roommate. This option is often ideal as these girls have a great opportunity to make new friends. Please note that requests to change roommate assignments cannot be accommodated after registration day unless the involved girls and their parents have been notified and are in agreement. Any roommate changes must be requested before the Monday two weeks prior to your assigned week. No changes can be made after that date.

Showers:

We are fortunate at Oakcrest to be able to offer our campers one shower per week.

Spending Money:

Suggested spending money is $20‐$40. It can be used for crafts ($1‐$5), T‐shirts ($10), sweatshirts ($18), snacks, and other Trading Post items. For a list of items for sale see the Trading Post section under the Campers tab on the website. Spending money is optional. One free craft, an Oakcrest t-shirt, and all other essential costs are covered with the registration fee.

Stake Kickoff Meeting: This meeting should be held in January or February under the direction of the stake leader assigned to Oakcrest. Girls eligible to attend Oakcrest and their parents should be invited. The purpose of the meeting is to inform them about the opportunity to attend Oakcrest and give registration instructions and forms. (See the sheet in this binder entitled Suggestions for Your Stake Oakcrest Kickoff Meeting.) Please make sure that only those girls who will be finishing 7 th grade in June, 2017, are invited to attend.

Stake Leadership Changes:

Please email any changes in the Stake President, Stake Young Women President, High Councilor over the young women, or Oakcrest contact person to oakcrestcamp@gmail.com. If you are released, please pass your Oakcrest binder and promotional flash drive on to the new presidency.

Transportation:

All young women are transported to and from camp on chartered tour buses which leave from and return to the central busing location at the Murray South LDS Stake Center, 5735 S. Fashion Boulevard in Murray, Utah. Young women should arrive by 8:00 a.m. on Monday morning and will return about 12:30 p.m. on Friday afternoon.

Ward Leaders:

Leaders: A ward young women leader from each ward can be asked to assist the stake with the registration process. You may ask the ward leader to collect registration cards and payments from each camper and ensure that each card is filled out completely and signed by the camper, the parent, and the Bishop. The ward young women leader may also help by writing comments about the camper on the registration card that would be helpful for the staff to know. Stakes may also have the girls turn the cards and checks in directly to the stake.

Women’s Committee Contact Information:

Stake leaders are welcome to call anyone on the women’s committee with questions or concerns. Please do not give any phone numbers out to your campers or parents.

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