Participation Requirements
WHAT IS IT?
Participation Requirements allow Camp Directors to have a digital version of any completed form or waiver that a camper will need in order to be eligible to attend camp.
I WOULD LIKE TO...
CREATING FORMS & WAIVERS
1. Go to your Parent Association Page
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2. Click the navigation icon
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3. Click Participation Requirements
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4. Click the Add Participation Requirement button
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5. Fill out the relevant information in the Add Participation Requirement pop-up window
You will have the option to designate the form/waiver as:
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Document Upload - Select this option if the form/waiver is a certification or authorized document that cannot be replicated as a custom waiver. (Ex: Doctor’s signature on a physical) Click here to learn how to create a Document Upload Participation Requirement
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Medical History Release and Emergency Contact Form - Select this option if you will be collecting Medical History and Emergency Contact information through CampSpace. This will enable parents the ability to complete the medical history and Emergency Contact information within their account.
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Custom Waiver/Release Form - Select this option if you will be creating/recreating a custom form or vendor waiver. Click here to learn how to create a Custom Form/Waiver
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Pick-up Authorization - Select this option if you will be collecting Authorized Pick-up information through CampSpace. This will enable parents the ability to complete the Authorized Pick-up portion of their account.
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To learn how to create a Training Course Participation Requirement, click here
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6. Click the Submit Changes button
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7. Once your form/waiver is created, you can select which camps are required to use the form by clicking Select Action > Relationships
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8. Select the checkbox beside the program name that will require the certification
Note: These relationships are seasonal. You will need to update these relationships as new programs/seasons/divisions are added
9. Click the Update Relationship button
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APPROVING/REJECTING UPLOADED FORMS FROM PROGRAM PAGE
1. Select your camp from the dropdown in the upper left-hand corner
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2. Click on the Participation Requirements tab
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3. To view forms and waivers that have been uploaded for a particular child, simply click the button that shows the status of the form next to the child’s name
Note: The statuses are:
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Not Posted – The parent has not completed the form/waiver
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Posted, Pending Approval – The parent has completed the form/waiver but it has not been approved in the system
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Approved – The parent has completed the form/waiver and it has been approved in the system
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4. Select Approved or Rejected from the Select Approval Status drop down menu
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5. To confirm this action, click the I wish to continue button and include a custom message (optional)
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6. To send a reminder, select the checkbox next to the campers name and click the Send Reminder button
Note: To select all campers select the top checkbox in the column
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APPROVING/REJECTING UPLOADED FORMS FROM BRANCH PAGE
1. Select your branch from the dropdown in the upper left-hand corner
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2. Click on the Users & Members tile
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3. Click on the Participation Requirements tab
4. Select your camp program from the dropdown
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5. To view forms and waivers that have been uploaded for a particular child, simply click the button that shows the status of the form next to the child’s name
Note: The statuses are:
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Not Posted – The parent has not completed the form/waiver
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Posted, Not Approved – The parent has completed the form/waiver but it has not been approved in the system
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Posted – The parent has completed the form/waiver and it has been approved in the system
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6. Select Approved or Rejected from the Select Approval Status dropdown
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7. To confirm this action, click the I wish to continue button and include a custom message (optional)
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IMMUNIZATION SETTINGS FROM THE PROGRAM PAGE
1. Select your camp from the dropdown in the upper left-hand corner
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2. Click on the Participation Requirements tile
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3. Click on the Settings tab
4. Select the Immunization Expirations from the dropdowns next to each vaccine
5. Select the Immunization Age Minimums from the dropdowns next to each vaccine
6. Use the dropdown to choose whether the Immunizations are required
7. When all settings are just as you would like, select Yes from the dropdown
Note: Changing this setting to Yes will enable the participation requirements in parents accounts and notify them to complete them. Do not change this setting to Yes until you are confident your forms and waivers are ready.
8. Click the Update Settings button to apply your changes
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IMMUNIZATION EXPIRATIONS FROM BRANCH PAGE
1. Choose your Branch Association page from the drop down in the upper-left corner
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2. Click the navigation icon
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3. Click Immunization Expirations
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4. Use the drop downs to set the Timeout value, Age Minimum, and Required status for each immunization under each branch
Note: You can set the values for each branch individually, or you can use the Mass Set option to mass set all branches at once.
Timeout - The amount of time that the immunization is valid for. For immunizations that have no minimum, set the Timeout value to 0. To hide the immunization completely, set the Timeout to Hide/Do not use.
Age Minimum - Set the age minimum if an immunization is only required for a certain age or older. For example, if the immunization is only required for children 5 and over, set the Age Minimum to 5 yrs.
Required - This setting determines if the immunization is required for participants of the program to have. If this setting is set to YES, parents will be required to enter a date for the immunization in the Health History section.
5. When finished, click the Update button
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