Storage containers of medical supplies and coolers are available at two locations: within the main Fieldhouse athletic training room (ATR) and ice room of the South Complex. Water and ice can be filled within both locations. It is the responsibility of the Camp Director to assist in the transportation of water, ice, and supplies to the appropriate location per their respective camp/clinic. Communication between the medical service provider and Camp Director prior to the event via email or phone is strongly recommended. Camp Director contact information will be provided upon hire.

Cups will be provided by the Camp Director, GVSU Athletics Healthcare cups are not to be used for camps. 

South Complex supplies and coolers are to be used only for camps/clinics occurring in that location. All other camps/clinics (Fieldhouse, Baseball/Softball Fields/Kelly Center/Football Center) are to utilize the supplies and coolers from the Fieldhouse ATR. The South Complex ice room always remains unlocked for supply and cooler/ice chest access.  

To access the supplies in the Fieldhouse ATR please use the 0-19 key located in the key box within the Fieldhouse storage room at the bottom of the ramp from Lot E. The code for both the storage room door and key box will be supplied upon hire. If the key is missing, contact the Camp Medical Coordinator. The key is to be returned immediately upon use to the key box. The last known user is responsible for the fee for a lost or stolen 0-19 key if not returned immediately and/or properly.

A laminated spreadsheet detailing supply contents are kept within each storage container. Please keep note of supplies used and notify the Camp Medical Coordinator when supplies run low. Camp/clinic supplies are to be purchased by ICA program and order through GVSU Athletics Healthcare. Supply containers must be returned at the end of each camp/clinic, or per restocking needs.

The athletic training rooms are not available for use other than supply storage and filling up coolers and ice chests. In case of emergency, indoor space should be accessible by the Camp Director (see Lightning Safety).

GVSU Athletic Trainers do not staff camps as part of their official job descriptions and should not be consulted unless they have been hired to provide healthcare at the camp/clinic.  The Camp Medical Coordinator may be contacted in the event of an emergency, but please do not bring camp/clinic participants into an athletic training room for an evaluation/treatment. 

DO NOT DISTRIBUTE ANY MEDICATIONS. Parents must provide and dispense all medications for their children.

WRITE DOWN EVERYTHING. Injury reports must be written when a participant misses an entire session, goes home, or per the healthcare service provider’s best clinical judgement. Make note of all preexisting injuries. Injury reports are available in each supply container.

In the event an injury requires attention by an advanced medical professional, the participant’s parent/guardian, and Camp Director must be notified at the time of clinical determination. DO NOT DRIVE CHILDREN TO ANY MEDICAL FACILITIES. In case of emergency, call 911, then the parent/guardian.

All injuries necessitating referral MUST BE DOCUMENTED with the “Referral Required” field marked appropriately, and parent/guardian email information recorded within the injury report. In the event a participant is evaluated by an advanced medical professional for an injury incurred during camp/clinic activity without the healthcare service provider’s knowledge, it is the responsibility of the Camp Director to notify the Camp Medical Coordinator at the time they are made aware of the referral.

The University carries a supplemental accident medical insurance policy for all participants in a camp.  Participants are registered camp/clinic participants, meaning those enrolled in camp activities, and volunteer counselors, volunteer coaches and hired non-GVSU employed coaches. Of note, any GVSU employee who is injured as a result of working a camp/clinic are eligible for workers’ compensation and should follow the university policy to file a claim. Payment of all medical/dental expenses incurred from accidents is made ONLY IN EXCESS over any family or employer group coverage or plan that must contribute its maximum before this coverage has any liability.  Per this policy, an accident is defined as an unexpected, sudden and definable event, which is the direct cause of a bodily injury, independent of any illness, prior injury or congenital predisposition.  

Insurance policy information is to be provided to the injured participant’s parent/guardian at the time the referral is advised by the medical service provider, or by the Camp Director when made aware of the injury necessitating a claim. Copies of the camp insurance policy information are located within the folder of each supply container or digitally within the ‘Camp Forms’ folder of the athletics shared drive. It is the responsibility of the Camp Medical Coordinator to provide the injured participant’s parent/guardian with a fileable claim form via the email specified on the injury report. It is the responsibility of the affected participant’s parent/guardian to file the claim as directed on the form. 

Completed injury reports are to be placed in the file folder within the supply container. It is the responsibility of the Camp Medical Coordinator to collect, and file reports the following Monday after each camp/clinic. The Camp Medical Coordinator will maintain all records per Michigan Public Health Code for a minimum of seven years unless noted in the subdivision code. 

Conservative clinical judgment is required when evaluating a participant with potential need for referral. Any suspected illness should be sent home. Advise parents/guardians when referrals may be/are warranted for any musculoskeletal injuries (see Injury/Illness Care section).

Camp/clinic medical service providers may not recommend location for referrals to parents other than the participant’s family physician/pediatrician. For emergency situations, the following Emergency Departments are options:

Spectrum Health Zeeland Community Hospital

8333 Felch St.

Zeeland, MI 49464

Trinity Health St. Mary’s Health Care Emergency and Trauma Center

200 Jefferson St. SE

Grand Rapids, MI 49503

Trinity Health St. Mary’s Emergency Center SW

2373 64^th St. SW

Byron Center, MI 49315

Helen Devos Children's Emergency Department (Ages 0-17)

100 Michigan St. NE

Grand Rapids, MI 49503

Facility specific EAPs are posted at each venue. Hard copies of all athletic facility EAPs are in the folder within each supply container. EAPs can also be referenced electronically on this site under Visiting Team Information.

AEDs are in the following locations:

1. Fieldhouse (FH) Athletic Training Room
2. Rec Center Main Desk
3. Fieldhouse (FH) Arena Lobby (Northeast End) 
4. Harris Center Hallway
5. Pool Office
6. South Complex Ice Machine Room (Adjoining Athletic Training Room)
7. Kelly Family Sports Center (KFSC) East Pillar Outside Athletic Training Room
8. Football (FB) Center Athletic Training Room
9. Football (FB) Center Odie Weight Room
10. Lubbers Stadium Elevator Lobby

PLEASE FAMILIARIZE YOURSELF WITH THESE LOCATIONS, AND IF NEEDED, UTILIZE THE AED CLOSEST TO YOU!  DO NOT REMOVE AN AED FROM ANY LOCATION UNLESS ABSOLUTELY NECESSARY FOR A CARDIAC EVENT.

ALL ACTIVITY WILL BE TERMINATED WHEN THE HEAT INDEX IS ABOVE 99 ° F 

Hired healthcare service providers may monitor the heat index at the following website:

https://forecast.weather.gov/MapClick.php?lat=42.9722&lon=-85.944&unit=0&lg=english&FcstType=graphical

Utilizing the Telvent Weather Sentry System, it is the Camp Directors responsibility to monitor heat index level and other weather conditions. Utilize common sense and the heat safety guidelines detailed below to determine appropriate camp activity.

Heat Index under 95°

All sports: 

• Provide ample amounts of water. This means water should always be available and athletes should take in as much water as they desire. 
• Optional water breaks every 30 minutes for 10 minutes duration.  
• Watch/monitor athletes carefully for necessary action. 

Heat Index 95° to 99°

All sports:

• Provide ample amounts of water. This means water should always be available and athletes should take in as much water as they desire. 
• Mandatory water breaks every 30 minutes for 10 minutes duration. 
• Watch/monitor athletes carefully for necessary action.

Contact sports: 

• Helmets and other possible equipment removed if not involved in contact.
• Reduce time of outside activity. Consider postponing practice later in the day. 
• Re-check temperature and humidity every 30 minutes to monitor for increased Heat Index.

Heat index above 99°

All sports: 

• Stop all outside activity in practice and/or play and stop all inside activity if air conditioning is unavailable. 

It is the Camp Directors responsibility to be aware of lightning advisories within 30 miles of Lubbers Stadium along with lightning warnings within 8 miles of Lubbers Stadium via text message from the Telvent Weather Sentry System.

Once a warning is received (lightning within 8-mile radius), all activity will be terminated, and all participants will be directed to a “safe structure” (Table A).  Following 30 minutes from the last detected strike within the warning area, an all-clear message will be sent by the Telvent System. No activity/outdoor movement will be permitted until the all-clear message is received. 

 Additionally, anytime the Meadows sirens are used to close the golf course, all athletic outdoor activities will be suspended.

Any person who feels they are in danger of any lightning activity will have the right to leave the field or event site to seek safe shelter without fear of penalty or repercussion.

If play is suspended due to severe weather, everyone (including observers) should seek shelter in the designated “safe structures” (listed in Table A).  A “safe structure” is defined as “any building normally occupied or frequently used by people, i.e. a building with plumbing and /or electrical wiring that acts to electrically ground the structure”.  This structure does not include: shower facilities, baseball/softball dugouts, outside storage sheds, and canopies/awnings/tents.  When in a “safe structure”, stay away from corded telephones, electrical appliances, lighting fixtures, ham radio microphones, electric sockets, and plumbing.  

In the absence of a “sturdy, frequently inhabited building”, one may seek shelter in fully enclosed hardtop vehicle but SHOULD NOT touch the sides of the vehicle.

If no “safe structure” is available within reasonable distance, find a thick grove of small trees surrounded by taller trees or a dry ditch and assume a lightning safe position.  A lightning safe position is one in which one is crouched on the ground with only the balls of the feet touching the ground, with their arms wrapped around the knees and head lowered. DO NOT LIE FLAT ON THE GROUND!!  Stay away from the tallest trees or objects (i.e. light poles or flag poles), metal objects (i.e. fences or bleachers), individual trees, standing pools of water, and open fields.  Avoid being the highest object in a field.

Any person who feels his/her hair stand on end or skin tingle should immediately assume a lightning safe position.  

Avoid using a landline telephone.  Cellular phones may be used in an emergency. 

TABLE A: Safe Structures

Activity Location                                                  Primary Safe Location                                                 Secondary Safe Location

Lubbers Stadium/FB Practice Fields                     Football Center/Laker Turf Building                                Odie Weight Room or personal vehicles

Tennis Courts                                                         Laker Turf Building                                                         Personal vehicles or team bus

Softball Field                                                          Laker Turf Building                                                         Personal vehicles or team bus

Baseball Field                                                        Clubhouse/Laker Turf Building                                       Personal vehicles or team bus

Soccer Field/East IM Field                                     South Complex                                                              Personal vehicles or team bus

Outdoor Track/Lacrosse Field                                South Complex                                                              Personal vehicles or team bus

Cross Country Ski Hill                                            Dorms – nearest to Parking Lot D                                 Personal vehicles or team bus

Meadows Golf Course                                           Meadows Clubhouse or weather shelter on course       Personal vehicles or team bus

Lightning Safe Position: crouched on the ground with only the balls of the feet touching the ground, with arms wrapped around the knees and head lowered.

Pay rates are evaluated annually and adjusted accordingly.  Pay rates will be discussed during the hiring process. 

GVSU STUDENTS

GVSU students must have current Federal and Michigan W-4’s on file along with an I-9 form. This is completed through the Workday platform utilizing a student GVSU email for Workday account set up and access. Forms are to be completed at time of hire. If an email from Workday or Student Employment is not received, please contact the Camp Medical Coordinator via email. It is recommended that Student Employment be contacted for all further questions or concerns regarding payment. Utilize the contact information below:

Student Employment 

104A Arend & Nancy Lubbers Student Services Center

Allendale, MI 49401

https://www.gvsu.edu/studentjobs/

Current GVSU undergraduate students must also provide both full name and G-number to the Camp Medical Coordinator directly at time of hire via email. It is highly recommended direct deposit be utilized for quick payment. This is also set up through Workday. 

GVSU EMPLOYEES

GVSU employees hired can expect a one-time payment to be added to their bi-weekly paystub following contract submission. This can be monitored via Workday account. No further Workday account set up or form submission is required.

NON-GVSU STUDENTS/EMPLOYEES

All non-GVSU affiliated individuals hired must submit I-9, Federal and Michigan W-4’s, and direct deposit forms through Workday to receive payment. Upon hire, you will be emailed a link to set up a Workday account to complete these tasks. If you have not received an email with instructions on how to submit forms through the Workday platform, please notify the Camp Medical Coordinator. It is recommended that this process be completed prior to the camp/clinic expected to work to avoid delays in payment.  

CAMP CONTRACTS

Contracts are collected at the end of each camp worked to confirm work hours for payment through Workday early the following business week. Payments will be made in accordance with the GVSU pay period schedule. Please note pay periods coincide with time of Workday submission and not the worked camp/clinic date(s) themselves. Delays are to be expected around holidays and when direct deposit information is not submitted to Workday. 

Separate camp contracts are to be filled out for each camp/clinic worked. For example, an individual who has worked in three different camps/clinics will have three separate contracts completed. Contracts are located in the folder within each supply storage container. Filled out contracts are to be left in the same folder within the container. It is the responsibility of the Camp Medical Coordinator to approve and submit contracts at the beginning of each week for payment, as previously described.

In the event a camp is cancelled, or duration shortened, within one week of the scheduled camp/clinic date, the hired healthcare service provider will be paid for hours originally designated. Camp contracts are to be completed reflecting the camp/date/time specified at time of hire, and the individual paid accordingly. 

In the event a camp/clinic in progress undergoes weather delay(s), and the healthcare service provider remains on site during agreed upon work hours, the individual will be paid accordingly. Camp contracts are to be filled out appropriately to reflect this. If, however, a camp/clinic is cancelled after commencement due to prolonged delay(s), and all participants and camp/clinic personnel are sent home, an individual will only be compensated for time up until release. Camp contracts are to appropriately reflect these situations. 

All of the participants need to have signed a concussion information sheet and that can be found here: 

http://michigan.gov/documents/mdch/Parentandathleteinfosheet_415328_7.pdf

These documents will be kept until the participant turns 21.

Camp me Michigan Public Act 343 of 2012.

http://www.legislature.mi.gov/documents/2011-2012/publicact/pdf/2012-PA-0343.pdf

Particularly, anyone exhibiting signs of a concussion should be removed from activity and referred to a physician for evaluation/clearance prior to returning to participation. Like other musculoskeletal injuries as detailed in the “Referral” section, the parent/guardian of a participant must be notified of head injuries and advised to seek further medical evaluation by their family physician/pediatrician. 

Looking at section three (3) of the bill, it clearly states that there is a need for evaluation and written clearance by an appropriate health professional for return to athletic activity. As stated earlier, conservative clinical judgment is required when evaluating participants. 

Please make sure all potential injuries are documented in a timely fashion, and all injuries are shared with the Camp Director (see Injury/Illness Care section).