Philosophy of the Eliot Youth Program:

The Youth Program will support the Eliot Mission Statement, and will comprise a balanced daily schedule. Ideally, the program at each conference will offer a balance of spiritual, intellectual, physical, intergenerational and social components. The overall Youth Program will be planned by the Youth Advisor in consultation with Youth Staff and Youth Committee. Activities implemented during the week will be coordinated and planned with participating Youth.

Selection: The Youth Advisor is selected and appointed by the Board in consultation with the Youth Committee and the Dean. H/she is responsible directly to the Dean.

Qualificaitons: The most desirable candidate for this position loves and understands teenagers, wants to work with youth, and has a demonstrated ability to relate to them. Excellent interpersonal and good organizational skills are required. Preference will be given to a qualified candidate who is an experienced Eliot camper and who has held staff positions at previous conferences. Experience as a teacher, recreational leader or counselor is also useful.

General Responsibilities: The Youth Advisor is responsible for coordinating the planning, staffing, implementation and supervision of a daily Youth Program that supports the Mission Statement and traditions of Eliot. The Youth Program should include a variety of stimulating, challenging activities throughout the day for all Conference registrants in High School*. The program should include some form of an all-youth gathering for at least a couple of hours, as well as organized activities made available for other times. When possible, all activities should be inclusive and interactive.

Specific Responsibilities:

Obtain from the Registrar prior to the conference the names and ages of all registered youth of High School age.

Write a letter of welcome to each youth before the Conference, informing them and their parents of the kind of program and experiences to expect, and what they might bring along to complement the program.

Consult with the Dean to determine the staffing allocation (ratio of staff to youth is 1:8), and remuneration available. Select staff, making every effort to have men and women represented on the staff and at least one support staff in the 21-25 year age range.

Consult with the Dean to determine the existing inventory of Eliot supplies for the Youth Program. Purchase additional supplies only as required -- and within budget.

Establish a program and time schedule.

Develop, in consultation with Program Assistants and Youth, additional plans for intergenerational or youth social activities for each evening of the conference. Ensure that Assistants or appropriate chaperones supervise all youth program activities.

Provide the Dean with an outline of the week's program in advance of the conference. Update with changes and additions as the week progresses.

Be aware of Eliot policies regarding no sex, no firearms, and no drugs and review these with all youth, parents and staff on the first evening of camp.

Ensure that youth understand during the morning they will be in their own room, the designated youth space, or in a youth-sponsored activity.

Attend the Dean's daily staff meetings during the conference.

Early in the week, determine whether the youth wish to coordinate or participate in the traditional Youth Worship Service. Ensure that they are assisted by an adult who is experienced in presenting quality worship services and music.

Establish which night the youth will hold its overnight (usually Friday night) and the location. The youth themselves should assist in recruiting responsible adults (25 years & over) for overnight supervision shifts. The Youth Advisor must be satisfied that adequate supervision is provided before he/she gives final approval for the overnight. The Youth Advisor shall conduct a meeting of youth, parents and chaperones to review guidelines.

Ensure that all supplies and equipment used by the Youth Program and belonging to Eliot Institute are accounted for, re-inventoried, and returned at the end of the conference to storage with assistance as needed from the Volunteer and Operations Coordinator (Seabeck Camps) or Operations Manager (Naramata Camp). Provide this person with a written inventory of remaining supplies, for use by the next Youth Program (and for inclusion in the Dean's Report to the Board). A dated copy of this inventory should also be stored with the surplus supplies.

Within two weeks after the conference, submit to the Dean a written report on the Youth Program, including recommendations for subsequent conferences.

*Generally, youth enter the Youth Group during the first camp season that precedes their Fall entry to High School. They graduate out of the Youth Group the season before they graduate from High School. Exceptions are sometimes made-in conjunction with Youth Advisor, parents and Children’s Director-to enter the Youth Group later or earlier given individual circumstances and levels of social maturation. Individuals who are out of High School and who are 18 years of age or older are expected to participate in the Adult programs.

The Youth Advisor of each Eliot will organize the Youth Group according to the needs of each year’s age ranges and the activities of the program. This may include dividing the group into age or other groupings as deemed appropriate by the Youth Advisor and staff.

(Approved 04/04; Revised 4/04)
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Youth Advisor Time Line

Before Camp:

Apply for camp and sign contract, Code of Ethics and undergo a police background check.

Obtain from the Registrar prior to the conference the names and ages of all registered youth, from 9th graders to 18-year-olds.

Consult with the Dean to determine the staffing allocation (ratio of staff to youth is 1:8), and “camp credits” available. Determine which of you will inform the Registrar of staff as they selected.

Recruit staff, making every effort to have men and women represented and at least one support staff in the 21-25 year age range. Inform each staff person that they must register for camp, sign a contract and Code of Ethics and undergo a Background/Police Check. (See “Background/Police Check for Conference Staff”)

Write a letter of welcome to each youth before the Conference, informing them and their parents of the kind of program and experiences to expect, and what they might bring along to complement the program.

Consult with the Dean to determine the existing inventory of Eliot supplies for the Youth Program. Purchase additional supplies only as required -- and within budget.

Establish a program and time schedule. Provide the Dean with an outline of the week's program in advance of the conference.

Become familiar with Eliot policies and procedures that will affect the youth

First Day of Camp:

Attend camp staff meeting

Set up area where program will be held

Facilitate a Youth-Parent-Youth Staff Orientation the first night

At this meeting Review Eliot policies regarding no sex, no alcohol, no firearms, and no drugs

Determine consequences for non-adherence to Eliot policies

Ensure that youth understand during the morning they will be in their own room, the designated youth space, or in a youth-sponsored activity.

During Camp:

Develop, in consultation with Program Assistants and Youth, additional plans for intergenerational or youth social activities for each evening of the conference. Ensure that Assistants or appropriate chaperones supervise all youth program activities.

Inform the Dean of any changes and/and additions to your program as the week progresses.

Attend the Dean's daily staff meetings during the conference.

Early in the week, determine whether the youth wish to coordinate or participate in the traditional Youth Worship Service. Ensure that they are assisted by an adult who is experienced in presenting quality worship services and music.

Establish which night the youth will hold its overnight (usually Friday night) and the location. The youth themselves should assist in recruiting responsible adults (25 years & over) for overnight supervision shifts. The Youth Advisor must be satisfied that adequate supervision is provided before he/she gives final approval for the overnight. The Youth Advisor shall conduct a meeting of youth, parents and chaperones to review guidelines. [See below]

Establish some procedures for cleaning up the youth area and surrounding grounds during the week.

Last Day of Camp:

Oversee clean-up of youth area.

Ensure that all supplies and equipment used by the Youth Program and belonging to Eliot Institute are accounted for, re-inventoried, and returned at the end of the conference to storage with assistance as needed from the Volunteer and Operations Coordinator (Seabeck Camps) or Operations Manager (Naramata Camp). Provide this person with a written inventory of remaining supplies, for use by the next Youth Program (and for inclusion in the Dean's Report to the Board). A dated copy of this inventory should also be stored with the surplus supplies.

After Camp:

Within two weeks after the conference, submit to the Dean a written report on the Youth Program, including recommendations for subsequent conferences.

Guidelines for Overnight:

The chaperone will remain present and awake during his/her shift.
You are not permitted to share bedding -- one body per sleeping bag.
You are not permitted to leave the designated area during the night unless accompanied by a chaperone. The designated area is the Pines meeting room, usually, and outdoors near the front of Pines.
Let sleeping youth lie. (Those who are asleep should not be disturbed)
Excessive use of caffeine or other stimulants, especially after midnight, is discouraged.
Normal curfew and noise expectations apply.
(Time line drafted November 2003)