ACCREDITATION OF A CAMP
Accreditation is the responsibility of the Board of Directors of the OCA.
PROCESS TO OBTAIN ACCREDITATION BY A NON-MEMBER CAMP
1. An owner/operator or designate applies to the OCA for Provisional Membership.
2. The Membership Committee of OCA ensures that the application is complete and includes all prerequisite letters and documentation.
3. The Board approves the camp as a Provisional Member in its first year of a two-year accreditation process.
4. In the spring, the Standards Committee assigns a visitor who contacts the
camp to answer questions, make suggestions, and encourage involvement in
5. During the following summer, the assigned visitor does a Standards Visit.
6. The Answer Sheet, Director’s Summation Form and Visitor’s Summation
Form are returned to the office.
7. The Standards Committee reviews these forms and informs the camp of any
areas of concern.
8. An accreditation visit takes place the second summer. The Standards
Committee assigns a different, experienced OCA visitor. All forms are
returned to the office.
9. A Provisional Camp shall at the end of the third year lose all rights of
membership in OCA unless it becomes an accredited member within that
period. After a one-year lapse, the camp may reapply to become a
Provisional Camp Member
PRIOR TO THE VISIT
The visitor is responsible for contacting the camp to arrange a mutually convenient date for the visit. The initial contact should be made as soon as the Standards Committee appoints the visitor. The date for the visit should be set as early in the summer as possible. At this time, an alternate date could be set in case the first date has to be changed. The camp notifies the OCA office of the agreed date.
The visitor and/or the camp must contact the OCA office if difficulty is experienced in arranging the visit or if, for any reason, the visit cannot be completed.
The visitor reviews the Guidelines for Accreditation just prior to the visit to ensure that he or she is familiar with all aspects of the standards.
The camp director completely reviews the Guidelines for Accreditation, completes the Answer Sheet, and prepares to discuss all answers with the visitor. If the camp director is unsure of the meaning of a question, he or she may leave the question blank and seek clarification from the visitor before answering. The director may choose to photocopy sections and distribute them to staff members to educate them on the standards relevant to their part of the camp operation.
A good visit involves a minimum time period of four hours.
The director accompanies the visitor on a complete tour of the facilities. During the tour, there should be an exchange of ideas in which the visitor and the director can freely ask questions of each other regarding any aspect of the camp. In a co-operative and supportive manner, colleagues may discuss concerns related to the specific camp or camps in general. The visitor should be able to talk with staff and campers and visit with the whole camp during a meal or a camp-wide activity.
The director and the visitor review the Guidelines for Accreditation and every answer. Both parties are responsible for ensuring that all questions are answered. ALL “NO” AND “NOT APPLICABLE” ANSWERS SHOULD BE DISCUSSED AND A FULL EXPLANATION WRITTEN BY THE DIRECTOR AND VISITOR.
The camp is responsible for mailing the completed forms to the OCA office. The visitor is responsible for mailing the Visitor Summation Form to the OCA office.
AFTER THE VISIT
In September, the Standards Committee reviews the Answer Sheet and other forms that have been completed by the camp and the visitor. The committee makes a recommendation to the Board.
The Board will automatically accredit the camp if the camp meets all applicable Mandatory Standards and complies with ninety percent (90%) of the applicable Recommended Standards in each section.
If a camp does not respond “yes” to all applicable Mandatory Standards and/or does not attain a minimum of 90% of the applicable Recommended Standards in each section, the Standards Committee will conduct a review.
This review may involve personal contact with the owner/director of the camp and the visitor.
The contents of the review, the evaluation of the Standards Committee, and its recommendation will be forwarded to the OCA Board.
The Board must act in one of the following ways:
Each camp visited will receive a letter from the OCA office giving the Board’s decision on the camp’s membership status. Accredited camps are encouraged to display the “OCA Accredited Camp” sign in a prominent location at camp and use the OCA logo in their marketing.
A member camp may appeal the Board’s decision. The By-Laws 1.D (2006) 8.1 a. viii define the appeal process.
The member camp and the President agree to a mutually acceptable date for the camp member to meet with the Board at the OCA office. The camp may then present evidence to challenge the findings of the Standards Committee and the Board’s decision. The Standards Committee may attend the meeting.
The Board may revoke the membership of any camp if, in the opinion of the Board, the continued membership of the camp is detrimental to the OCA or if the camp does not adhere to the objectives, goals or standards of the OCA. The camp may appeal such a decision of the Board.
For camps and visitors participating in this year’s standards visits, please note the following important information to assist you with your Visit.
Checklist for Visitors
Information for First Time Visitors
Standards Visit Answer Sheet 2013
Standards Visit Feedback Form 2013
Standards Visit Cover Letter 2013
Confirmation of Visit 2013
Volunteers are valuable to this program. Become a Visitor, complete the attached form and we will get in touch with you!
STANDARDS / GUIDELINES FOR ACCREDITATION
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