The Program Planning Guide is designed to help teachers plan an exciting and successful field trip to Camp Explore at the Clyde Austin 4-H Center in Greeneville, Tennessee. The following guidelines and suggestions explain procedures, policies, and programming. We encourage you to take a few moments to review the material in the Guide. If you have questions and/or concerns, please feel free to contact the 4-H Center. We look forward to your visit to Camp Explore!

Reservations

All reservations are on a first-come, first-served basis. Non-refundable deposits are required and early reservations are advised.

To confirm your reservation to Camp Explore, there are several steps you must complete. Following is a Recommended Planning Timeline to assist you as you get organized for your field trip. All forms listed in the Timeline can be found within the Forms section of this guide.

Recommended Planning Timeline

6 Months Before Trip

• Contact Clyde Austin 4-H Center to reserve a date(s).
• Receive a Program Planning Guide containing all forms needed for field trip.
• County 4-H Agent receives notification of your field trip.

5 Months Before Trip

• Begin planning trip and fund raising strategies.
• Schedule mode of transportation.
• Return Schedule Confirmation Form, non-refundable deposit, and Government Certificate of Tax Exemption for your school system.
• Inform parents about scheduled field trip and solicit chaperones.
• Complete Adult Assignment Form.
• Plan for Flag Raising Ceremonies, Related Songs, and Evening Activities
• (Overnight Groups only).
  Collect items to be used for ?recycling? crafts, if applicable.

45 Days Before Trip

• Conduct trip preparation discussions with students. Introduce Units Of Study and/or Activities in which they will participate.
   

30 Days Before Trip

• Complete Group Assignment Forms.
• (Overnight Groups only)
  Complete Cabin Housing Assignment Forms .

14 Days Before Trip

• Discuss Participant Behavioral Contract with students.
• Send the following to parents:
  • Parent Letter
  • Parental Agreement and Consent Form
  • Participant Behavioral Contract
  • Health History Form
  • Consent For First Aid Treatment Form
  • Student Preparation Form

7 Days Before Trip

• Notify the 4-H Center as to the exact number of students participating in the Camp Explore Program.
• Collect fees.
• Collect the following from parents:
  • Parental Agreement and Consent Form
  • Participant Behavioral Contract
  • Health History Form
  • Consent For First Aid Treatment Form
• Discuss Daily Program Schedule and procedures with students.
• Discuss items listed on the Student Preparation Form.
• Discuss group assignments.
• (Overnight Groups only)
  Discuss cabin housing assignments.
• Chart route of travel on map.

5 Days Before Trip

• Photocopy the following:
  • Parental Agreement and Consent Form
  • Health History Form
  • Consent For First Aid Treatment Form
  • Group Assignment Form
  • (Overnight Groups only)
    Cabin Housing Assignment Form

Departure

• Collect medications from students.

Upon Arrival

• Have the following forms ready when you check in:
  • Parental Agreement and Consent Forms
  • Health History Forms
  • Consent For First Aid Treatment Forms
  • Group Assignment Forms
  • (Overnight Groups only)
    Cabin Housing Assignment Forms

Other Schools

Because the capacity of the Camp Explore Program at the Clyde Austin 4-H Center may be larger than your group size, it is possible that there will be another school present when your group attends. Each school group will be assigned to separate Dining Hall tables and cabins. Nonetheless, there may be shared times such as meal times, rest breaks, and the opening of the Concession Stand. These times allow for interaction between the groups. We encourage all participants to make an effort to get to know each other.

Trip Preparation

Class discussions prior to your visit will help to prepare students and adults for a positive experience at Camp Explore. This preparation should include both an introduction to the Units of Study/Activities, and an orientation to the policies, procedures, and living arrangements, if applicable. Emphasis should be placed on the realization that students will be participating in EXPLORATION SESSIONS and be responsible for learning. The classroom will be an outdoor learning laboratory with hands-on, experiential activities. It is critical that students understand their role as an ?active participant? in each educational activity. Prior to your visit, we recommend that you conduct a meeting with students and parents, especially if you have chosen an Overnight Schedule Option. Encourage both students and adults to learn more about the Clyde Austin 4-H Center by visiting our website.

Curriculum

The Camp Explore motto is "Building Character As We Explore Our Environment".  The core curriculum consists of the following Units of Study/Activities which are addressed through various EXPLORATION SESSIONS:

• Wildlife

• Orienteering

• Stream Analysis

• Lake Exploration/Canoeing

• Forest Ecology

• Team-Building Initiative Low Ropes Course

• Owl Pellets (Rainy Day Activity)

• Woodworking

• Archery

• Crafts (Recycling)

• Riflery

• Leather Crafts

• Muzzle Loading

• Swimming (May only)

Flexible programming is available and is based upon the Schedule Option chosen by your school. The program features hands-on, experiential activities which combine Character and Environmental Education. EXPLORATION SESSIONS are taught by qualified staff and encourage critical-thinking development, cooperative learning, and conflict resolution. The Clyde Austin 4-H Center is a branch of The University of Tennessee Agricultural Extension Service. Subject-matter specialists serve as support staff and evaluate curriculum to insure that it is factual, unbiased, and research-based. The Units of Study/Activities offered have been correlated with the Tennessee Science Curriculum Framework, if applicable. A copy of this correlation is available upon request.

Adult Supervision

Teachers and chaperones are required to serve as supervisors for the student groups at ALL times - during and between EXPLORATION SESSIONS, during breaks and Concession Stand opportunities, in the Dining Hall, during Evening Activities, and in the cabins. At no time, should students be unsupervised. The required adult/student ratio is 1 adult for every 10 students. We recommend that adults be assigned to the same group of students for the duration of your visit. This promotes positive small group interaction and assures that students are accounted for at all times. It is surprising how students respond to adults who are attuned to and interested in the program. We appreciate your help in orienting all participating adults to the importance of their role as chaperones and to the success of the experience.

*** PLEASE NOTE ***

One adult per ten students may participate at no cost. This number includes teachers, parents, and volunteer leaders. Adults over the 1 per 10 ratio are required to pay full student fees.

Adult Assignments

Dividing responsibilities among adults will help to make your visit run smoothly. One adult should be assigned to assist with each of the following duties:

• Coordinating Teacher (Day & Overnight Groups)

  • Serves as a contact person for the group.

  • Completes all required paperwork.

  • Shares parent and student letters/forms found in Program Planning Guide with other teachers.

  • Delegates responsibilities to other adults.

• Concession Stand (Day & Overnight Groups)

  • Reports to Concession Stand at the appropriate time to assist 4-H Center staff in organizing students and dispensing purchased items.

• Evening Activities (Overnight Groups)

  • Plans and organizes evening activities.

  • Notifies 4-H Center prior to arrival of any special needs for evening activities.

• Flag Ceremonies (Overnight Groups)

  • Coordinates flag raising and lowering with volunteer students.

  • Provides appropriate reflective materials.

• Infirmary (Day & Overnight Groups)

  • Maintains Parental Agreement and Consent Forms, Health History Forms, and Consent For First-Aid Treatment Forms.

  • Dispenses required medication to students and maintains student records.

  • Handles basic first-aid and maintains student records.

  • Consults with coordinating teacher, if medical treatment is needed.

  • Provides transportation to medical facilities.

• Dining Hall (Day & Overnight Groups)

  • Coordinates meal duties for assigned group.

  • Supervises serving line, returning tray line, and clean-up.

  • Name Tags/Recognition (Day & Overnight Groups)

  • Provides name tags for all participants PRIOR TO ARRIVAL.

  • Completes Certificates of Participation for each student (optional).  Certificates will be provided by the 4-H Center upon request. Please notify the 4-H Center of your needs PRIOR TO ARRIVAL.

• Song Leader (Overnight Groups)

  • Teaches songs to students before meals and at other
    appropriate times.

An Adult Assignment Form is provided in both the Day and Overnight Group Information sections of the Program Planning Guide.

Medical and Special Needs

Minor medical needs will be handled by the teacher or chaperone designated for Infirmary Duty. First aid kits and supplies are provided at the 4-H Center First Aid Station. Laughlin Memorial and Tacoma Hospitals are within seven miles of the Center and emergency numbers are posted by each telephone.

The University of Tennessee does not provide accident insurance coverage for participants in the Camp Explore Program at the
Clyde Austin 4-H Center. The University of Tennessee strongly recommends accident insurance coverage be provided by the participant?s parent?s/guardian?s personal policy or by a school policy. Most schools have insurance providers that will insure students for one-day or overnight field trips. If needed, please contact the school personnel that can provide you with information about field trip insurance.

Please have a Parental Agreement and Consent Form completed by the parent/guardian of each student and bring two copies with you on the first day of your visit. Even if a child is uninsured, the parent/guardian must sign the Parental Agreement and Consent Form. The parent should attach a note to the form stating that he/she will accept full financial responsibility for his/her child due to sickness or accidents that may occur during, or as a result of, this field trip. This form is extremely important in expediting emergency treatment. Students without a completed Parental Agreement and Consent Form will not be allowed to participate in the Camp Explore Program.

If a student is injured or becomes extremely ill during their stay at the Center, the adult assigned to Infirmary Duty is responsible for transporting and accompanying the student to the medical care facility. All such trips must be reported to the Program Director of the 4-H Center.

Please check all Health History and Consent For First Aid Treatment Forms prior to the field trip and note any special health needs. Inform all teachers, chaperones, and 4-H Center staff members of these health issues.

It is the responsibility of the adult assigned to Infirmary Duty to collect all medications and to dispense them at the appropriate times. Please be sure that parents have provided adequate information pertaining to how and when medication should be dispensed.

If there are any special dietary needs, please contact the 4-H Center prior to your arrival.

Dining Hall Duty

The adult assigned to Dining Hall Duty will coordinate and maintain order while students are waiting in the serving line, and while they are returning meal trays. In addition, this adult will supervise a small group of students in clean-up duties after each meal. The assignments and procedures will be explained at the first meal.

Concession Stand Duty

The Concession Stand will be open at scheduled times throughout your visit. Items served may include fruit drinks, soft drinks, crackers, chips, and ice cream. Food items offered may be restricted depending upon the time of day the Concession Stand is scheduled to be open. Special 4-H Center souvenirs may also be available.

Recreation

The 4-H Center has multiple recreational areas for use by participants during evening activities. Included are a basketball court, sand volleyball court, softball field, tether ball, knuckle ball, and Gaga. There is a Recreation Hall with ping pong tables and a stage area,
and numerous open areas for various games. A Friendship Circle with a campfire is available upon request. Participants are encouraged to take advantage of these facilities.

Housing

Cabin Housing Forms must be completed prior to your arrival at the 4-H Center. Cabin numbers will be assigned after you arrive. Males and females are housed in separate cabins. It is critical that there is adequate supervision for both males and females. Please disperse adult chaperones equally throughout the cabins. Please note that there are different forms for male cabins and female cabins. The number of beds in each cabin varies. As you look at the forms, you will notice that some of the cabins have more than one section. Please begin at the top of each form and fill in all beds with students and adult chaperones before moving to the next section.