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Camps at OU

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Camps on Campus

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Summer 2022 Camp Guidelines

Updated March 2022 - Third parties and/or OU colleges and departments that wish to host summer camps on the OU Norman campus during the 2022 summer period must adhere to the following guidelines:

  • Overnight and Day Camps Permitted: Overnight and day Camps may be hosted on the OU Norman campus from May 25, 2022, through July 31, 2022. All camps must conclude by July 31, 2022.
  • For overnight camps, participants that are minors (under 18 years of age), must return to their assigned room by 10 p.m. each day. Camps may begin no earlier than 6 a.m. and must conclude by 9 p.m. each day.
  • Camp staff and attendees must always observe the university’s COVID-19 protocols.  
    • The university strongly encourages that all camp staff and participants be up to date on their COVID-19 vaccinations. This would include the initial dose(s) of a WHO approved vaccine and booster. Unvaccinated individuals are strongly encouraged to become vaccinated.
    • The university strongly encourages masking when inside OU's academic, athletic, housing, and administrative facilities.
    • Riders on transit buses and shuttles must wear masks, in compliance with Federal Department of Transportation mandates.
    •  In the event that the university must cancel reservations for overnight and/or day camps due to public health concerns related to COVID-19, camp sponsors/organizers will be issued a full refund.
    • These protocols are subject to change following local, state and CDC guidance.
  • Required Minors on Campus Training: Camps that host any minors or have staff/volunteers who are minors (one or more individuals under the age of 18) must adhere to the university’s Minors on Campus Policy
    • All camp staff MUST complete the university’s minors on campus training (30-minute online course) and submit all required forms. For more information on the minors on campus policy and training, please visit https://www.ou.edu/web/landing/policy 
    • OU employees assisting with university-sponsored summer camps must complete the Minors on Campus training through the university’s OnPoint learning management system. 
    • Please contact the Office of Enterprise Risk Management at minorsoncampus@ou.edu for more information on training and required forms.
  • To reserve space on campus, all initial summer camp scheduling requests and inquiries MUST be directed to the Campus Scheduling office
  • Any dining/food needs must be fulfilled through OU Food Services.
  • Camps not observing all applicable university guidelines will be asked to leave campus without a refund

Refunds from the University of Oklahoma will only be issued if the university must enact partial or complete shutdowns of campus housing related to COVID-19 public health concerns. 

  • Overnight camps that have concluded at the time of a campus shutdown related to COVID-19, will not receive a refund. 
  • Overnight camps that are checking out at the time of a campus shutdown related to COVID-19, will not receive a refund.
  • Overnight camps that must conclude early at the time of a campus shutdown related to COVID-19, will receive a prorated refund.
  • Overnight camps reservations must be canceled because of a campus shutdown related to COVID-19, will receive a full refund.

 

Overnight camps that choose to cancel their reservations are subject to standard cancellation and refund policies.

  • No charge if cancelation received no later than 4 p.m., 15 or more calendar days prior to check-in date.
  • 25% charge of agreement amount and any additional service amounts if cancellation received no later than 4 p.m. 8-14 calendar days prior to check-in date.
  • 50% of agreement amount and any additional service amounts if cancellation received no later than 4 p.m. 7 calendar days prior to check-in date.

Refunds from the University of Oklahoma will only be issued if the university must enact partial or complete shutdowns of day camps related to COVID-19 public health concerns. 

  • Day camps that have concluded at the time of a campus shutdown related to COVID-19, will not receive a refund. 
  • Day camps that are checking out at the time of a campus shutdown related to COVID-19, will not receive a refund.
  • Day camps that must conclude early at the time of a campus shutdown related to COVID-19, will receive a prorated refund.
  • Camps whose reservations must be canceled because of a campus shutdown related to COVID-19, will receive a full refund.

 

 

Day camps that choose to cancel their reservations are subject to standard cancellation and refund policies.

  • Day camps that cancel 45 days prior to the event will receive a full refund of their room(s) deposit. 
  • Day camp catering cancellations must be made three full working days prior to the event. Cancellations made 25-48 hours prior to the event will result in a 30% cancellation fee based upon the final guarantee. Cancellation 24 hours or less prior to the event will be charged 100% of the order.

Camp Information Form

The Campus Scheduling office will be used for the collection of information about camps being hosted on the OU Norman campus. This will ensure a central location to help with the safety for all camp staff members and attendees while on campus.

For PDF version of procedures, click here.



Camp Coordinators/Contacts

Any camp that is taking place partly or entirely on the Univ. of Oklahoma Norman campus must follow the steps below:

  1. Submit the requested information on the below, 'Camp Information' form.
    • This information should be submitted no later than 30 days before the first day the camp will be on the OU Norman campus.
    • Completing this form does not act as a reservation for use of campus facilities. All reservations will still need to be made with the appropriate managing department of that space in addition to completing this form.
    • The information you will need to complete this form includes: 
      • A full itinerary, including activity locations and times, for your camp while on campus (available itinerary template).
      • Full contact list for all staff members on campus.
      • If having reserved your spaces already, any university contacts you have used to reserve spaces you will be using.
  2. Reserve all spaces that you will be using on campus with the managing department of that space. The Campus Scheduling office can connect you with appropriate facility managers to reserve spaces.
  3. Complete any supplemental paperwork necessary. After submitting your camp information, departments at the university may reach out to you for additional information to ensure your camp is prepared for success.

This new policy is to help our university staff to provide the best environment and safety for each camp on campus.

SUBMIT CAMP INFORMATION

 

If the schedule for your camp changes at any time after this submission, please complete this form, Camp Schedule Changes.

  • Additionally, the Campus Scheduling office will communicate with all listed facilities and partners at OU to ensure that all itineraries are current.


OU Departments Hosting Camps

If your department is hosting a camp on campus:

  1. Please ensure that a camp representative has completed the above form. 
  2. The Campus Scheduling office will initiate communication with your office so that any location changes can be recorded. The map of the Camp Information Recording process can be seen here.
    • If the schedule of any of your hosted camps changes after submission, you may also list those changes on the below form.

For any questions or assistance, please contact scheduling@ou.edu | 405-325-2121.

Camp Schedule Changes

FAQ

The Campus Scheduling office will be used for the collection of information about camps being hosted on the OU Norman campus. This policy will enable our university staff to provide the best environment and safety for each camp on campus.

No, you will still need to reserve all spaces that you will be using on campus with the managing department of that space. The Campus Scheduling office can connect you to the appropriate space managers for your desired space.

The Camp Information form is necessary so that our Campus Scheduling office can disseminate information to necessary offices across campus (Campus Safety, etc.).

After submitting your camp information, departments at the university may reach out to you for additional information to ensure your camp is prepared for success. Please complete any supplemental paperwork necessary. 

The Camps Scheduling office will reach out to you prior to your camp's starting date to ensure that the itinerary is the most up to date.

The Campus Scheduling office will send you a final confirmation after all necessary trainings and reservations have been completed.

The information you will need to complete this form includes: 

  • A full itinerary for your camp while on campus (including locations and times).
  • Full contact list for all staff members on campus.
  • If having reserved your spaces already, any university contacts you have used to reserve spaces you will be using.

Any camps involving minors must have all staff complete the Minors on Campus Training

If any additional training is required dependent on the space used on campus, the facility should make you aware of that during the reservation process.

  • Camp staff and attendees must always observe the university’s COVID-19 protocols.  
    • The university strongly encourages that all camp staff and participants be up to date on their COVID-19 vaccinations. This would include the initial dose(s) of a WHO approved vaccine and booster. Unvaccinated individuals are strongly encouraged to become vaccinated.
    • The university strongly encourages masking when inside OU's academic, athletic, housing, and administrative facilities.
    • Riders on transit buses and shuttles must wear masks, in compliance with Federal Department of Transportation mandates.
    • In the event that the university must cancel reservations for overnight and/or day camps due to public health concerns related to COVID-19, camp sponsors/organizers will be issued a full refund.
    • These protocols are subject to change following local, state and CDC guidance.