Campout Registration Procedures

Navigator Training and Orientation

Topics

Campout registrations are conducted by Circle. Members should attend the camp registration meeting designated by their Circle Navigator. Each member must provide payment by a check payable to the Yomechas Federation. (Payments should not include Friday Night fees -- if any. Those are handled separately.)
If the camp registration deadline has passed, a member may not register unless they first obtain approval from their Nation Navigator -- either directly or through their Circle Navigator.
If an individual misses their Circle's campout registration meeting, that individual must work through their Circle Navigator to register for camp.

General Responsibilities

Register by Circle.
Only a Circle Navigator (or acting Navigator) may register members for a campout.
Your Circle must be properly enrolled in the program before you register for camp. Any members that are not properly enrolled in the program may not participate in the campout.
Obtain a camp registration envelope. For the Fall Campout, a registration envelope will be included with your enrollment kit. Otherwise, your Nation Navigator should distribute campout materials at your Nation Navigators Meeting at least a month prior to the campout.
Observe the campout registration deadline -- the normal registration deadline is 2 weeks prior to the campout. Registration after the deadline must be approved in advance by your Nation Navigator.
Before the registration deadline, collect camp payments from your Circle members. Checks only -- payable to Yomechas Federation. (The YMCA desk has been instructed not to accept cash.) Collect only the basic camp fee -- you do not need to collect Friday Night fees at this time.
Place payment checks in the registration envelope and complete the face of the envelope. If Friday Night payments have been received ahead of time, keep them. Do not include Friday Night payments in the envelope.

At the YMCA Desk (before the registration deadline)

Give the desk clerk your registration envelope and checks. Do not tender cash! Do not pay Friday Night fees at the YMCA desk -- Nation Navigators must collect those fees separately (usually at the campout).
Log your members in the Campout Registration Binder -- one name per line, parents and children listed separately. The Campout Registration Binder is the official registration log. A member is not registered for the campout unless they are properly listed.
Be sure the desk clerk reconciles the amount you have paid against the number of members you listed in the Campout Registration Binder.
Obtain a receipt from the desk clerk. Review the receipt for clerical accuracy. Retain it for your records.

Fall campout registration is not conducted at the YMCA desk. It is handled at our program enrollment desk.
It is treated as a matter distinct from program enrollment. Bring a separate set of payment checks for your fall campout registration.
You must complete your Circle's enrollment before you register your Circle for the Fall campout.

Preliminary

At a Federation Board meeting about a month before the campout you should receive campout registration packets for your Circles.
Distribute the registration packets to your Circle Navigators at your Nation Navigators meeting -- at least a month before the campout.

Two weeks before the campout: Close your Nation's registration.

Visit the YMCA. Remove your Nation's registration sheets from the binder at the front desk or get them from our Adventure Guides representative.
Review your registration sheets carefully for clerical accuracy. Contact any missing tribes.
Use the registration sheets as the basis for the counts you phone into the camp.

At the campout

Check attendance against your registration sheets. In particular, identify all no-shows -- to help you control refund requests later on.
Collect any Friday Night camp visit fees.
Go over the final billing with your Camp Director -- final attendance, Friday Night, etc. Obtain copies of the bill. (After the campout, forward a copy to the Yomechas Treasurer and a copy to the Yomechas Camp Scheduler.)

Schedule the campouts -- minimum and maximum attendance for each Nation.
Set the campout fees -- we average our fees across all campouts so the cost per campout is consistent throughout the year.
Set up a Campout Registration Binder at the YMCA desk.
Be sure YMCA desk personnel are familiar with camp registration procedures.

The desk clerk must verify that registrants properly record their members in the Campout Registration Binder.
The desk clerk must verify that the total payment tendered agrees with the number of members recorded in the Campout Registration Binder.
The desk clerk must accept checks only -- no cash.
The desk clerk must verify that all checks are payable to Yomechas Federation.
The desk clerk must provide a properly completed receipt for the payment tendered.
Once the campout registration has closed (binder sheets are gone), the desk clerk must ask whether the registrant has obtained permission from their Nation Navigator to register late. The desk clerk should not accept late registration unless permission has been obtained.

Yomechas Federation is sponsored by the Indian Boundary YMCA, Downers Grove IL
Visit our web site at www.yomechas.org.