I. Scope and Purpose
The Office of Conferences and Event (C&E) will pay college administrators who serve
as camp directors working Internal Camps from the income generated as a result of
those camps. Administrative Camp Directors will be paid with the guidance of this
policy.
II. Background
Administrative Camp Directors are responsible for hiring staff, programming the camp,
and working with C&E to market and make appropriate arrangements for their camp in
terms of housing, scheduling, meals, and purchasing equipment and supplies as necessary.
As Administrative employees, Camp Directors will be working on their camp as part
of their regular job function and they are unable to negotiate a different compensation
level. The camp director functions should be substantially operated outside normal
work hours. Administrative camp directors must have the expressed approval of the
Vice President for their area.
They may choose to accept this amount as a stipend or they may choose to split their
compensation with a Camp Staff member (i.e., assistant, student director, etc.) as
supplemental pay above and beyond their regular compensation.
III. Detailed Procedures
a. No later than 6 weeks prior to the camp, Administrative Camp Directors will submit
paperwork to obtain the appropriate clearances as detailed in the Clearance Policy.
Additionally, they will have to complete the appropriate paperwork for pay to be submitted
through Payroll and Human Resources, if necessary.
b. Administrative Camp Directors will be compensated one half (½) of the net revenues
generated by the camp. This means all expenses will be paid through the revenues generated
by the camp and then the remaining sum will be split between the Administrative Camp
Director and the College.
i. In the event the camp suffers a loss, the camp may be run the following summer
with specific attention paid to marketing (to generate more income) and to identifying
areas where expenses can be minimized.
ii. In the event the expenses exceed the total revenue generated by the camp, the
Administrative Camp Director will not be paid. Should the camp be run again the following
summer, the Administrative Camp Director will only be paid after the deficit from
the previous year has been recovered.
c. Administrative Camps Directors are responsible for acquiring approval for all purchases
through C&E. All invoices, bills, and charges will be processed through C&E. Administrative
Camp Directors are not to use their own purchasing cards to make purchases for camp
programming.
d. Administrative Camp Directors are responsible for managing the budget in terms
of creating revenue by recruiting campers, and minimizing expenses where possible.
Camp budgets must be able to cover all expenses before the Administrative Camp Director
is paid. C&E will process payment for all bills before the Administrative Camp Director
is paid. If the costs associated with the camp exceed the revenue generated, Administrative
Camp Directors will not be paid. Additionally, the loss suffered by the camp will
carry over to the next camp season and the Administrative Camp Director will not get
paid until the loss has been recovered.
IV. Additional Information
Other procedures or adjustments may be made on a case-by-case basis to accommodate
unique requests. These modifications are made only with just cause and are subject
to the approval of the Coordinator of C&E.
This policy will be reviewed by cabinet annually to determine the continuation of pay for administrative camp directors.
Approved by cabinet- April 18, 2005.