Guidance: Athletic Camp 

Plan and run athletic camps with confidence using clear, streamlined guidance on registration, staffing and safety. This page outlines essential requirements, from setting up your program in Teamworks and completing youth protection training to meeting supervision standards and conducting background checks. It also covers critical health and safety practices, including on-site medical support, emergency planning and protocols for heat, weather and injuries, helping you deliver a compliant, well-managed and safe camp experience for every participant.

Registration & System Management (Teamworks)

Athletic camps generate a high volume of data. Teamworks is the mandatory system of record for all participant and staff information.

  • Program Registration: The camp must be registered with RM&I and built in Teamworks at least 60 days prior to the start date.
  • Staff/Coach Roster: All coaches, counselors, and volunteers (including student-athletes) must be entered into Teamworks.
  • Participant Portal: All parents must register minors through the portal to electronically sign waivers and provide medical history.

Youth Protection & Background Screens

  • Background Checks: All camp staff (including third-party contractors and volunteers) must have a cleared background check on file.

Please note there is a charge associated with these background checks. It is the responsibility of the LLC to cover these costs. 

  • Training: All staff must complete the Youth Protection Training.
  • Supervision Ratios: Athletic camps must adhere to strict ratios based on the age of the campers (e.g., 1:8 for ages 6–8, 1:10 for ages 9–14, 1:12 for ages 15–18). NO 1:1!

Medical Services & Policy C1 Compliance

Because athletic camps involve physical activity, the requirements for medical services are different:

  • On-Site Medical Personnel: For University-sponsored athletic camps, a Certified Athletic Trainer (ATC) must be present during all physical activity.
  • The “911/Parent” Rule remains: Even for camps, the Student Health Center is not a walk-in clinic for minors.
    • Call 911 if there is a medical emergency.
    • Call Parents for non-Emergent medical injuries. 
  • Medical Action Plan (MAP): Each camp should have a written MAP for each venue (e.g., Jerry Richardson Stadium, Halton Arena) identifying:
    • Location of the nearest AED.
    • The designated “EMS Access Point” for an ambulance to enter the field/court.
  • Medication Management: If a camper needs to take medication during camp (e.g., an inhaler or EpiPen), a Medication Authorization must be signed in Teamworks, and the medication must be kept in a secure, labeled bag.

Safety & Environment

  • Heat Stress Policy: Camps must follow the University’s Heat Safety guidelines (e.g., mandatory water breaks, cooling stations/tents, and monitoring the Wet Bulb Globe Temperature).
  • Concussion Protocol: Coaches should be trained to recognize concussion symptoms. Any minor showing signs of a head injury must be removed from play immediately and cannot return without medical clearance.
  • Inclement Weather: A designated “Weather Watcher” must monitor for lightning. If lightning is detected within 8 miles, play must be suspended, and campers must move to a “Hard Structure” (not just under a tree or tent).