R 400.11117(1) Roster of Campers

Roster of Campers and Records Overview 

Legal Reference: R 400.11117(1) Roster of Campers; records 

1. A camp shall maintain a current roster of all campers.
2. A camp shall keep records for each camper at the camp when in session. The records shall include all the following information:
   1. Camper’s name, age, and home address
   2. Authorized person’s name, address, and telephone number and where the authorized person may be reached in case of emergency.
   3. The dates of arrival and departure.
   4. For each camper, identification of any special needs, limitations, and adaptations to assist in camper participation in all aspects of camp life and activities.

   Technical Assistance

   A camp must collect and keep up to date camper information. This is done with a camper registration form and camper roster. The camper registration must include name, age, and home address. In addition, the records shall include the campers parents/legal guardians name, address, telephone number and where the parents/legal guardians may be reached in case of emergency. The camper registration also includes session dates, arrival times/departure times, identification of any special needs, limitations, and adaptations to assist in camper participation in all aspects of camp activities. Camp operators may use electronic or paper methods to obtain and maintain the required camper registration forms. A camp will keep records for each camp while the campers are in session. 

   NOTE: If health information is collected on the registration form, the records must be maintained for 3 years from the last day the camper is in  attendance. [R 400.11127 (4)]

   Parents/legal guardians may appoint an authorized person to act in their absence. This may serve essentially for pickup of the child after camp. It is advised these arrangements are documented by the camp operation to ensure the safety of the camper. In addition, camp operators must keep an accurate and up-to-date roster of campers. A current roster clearly lists the campers in care by first and last name. The roster may also indicate the camper age, cabin/group membership, and responsible adult staff member. The roster may also include session dates, time in and time out. 

   Consultation:
   A camper roster provides a quick tool to track the current campers in care. Many camp operators will use both a registration system which includes registration forms filled out by parents/legal guardians to register their child for camp as well as a camper roster (report generated from the registration program) that provides camp staff with up-to-date and important quick reference information about the camper.

   Samples: 

   Residential Camp: Camper Roster

   Name of Camp Program (if applicable): __________________ 

   Counselor/Adult Leader: ____________________ Session Dates: _____________

   Cabin/Group Name: _____________________________

    

   Camper Name	Age	Check In/Out (if different than regular schedule)	Special Needs/Limitations/Adaptations
   -	-	-	-
   -	-	-	-

Day Camp: Camper Roster

Name of Camp Program (if applicable): __________________ 

Session Dates: _____________

Date: ______________________________________

All Camp: Camper Roster

Cabin - Camper Roster