Camps and Conferences Policies and Expectations

Summer camps and conferences participants are expected to follow university and housing policies, as well as details agreed upon in the agreement/contract. Each group sponsor and other team members are responsible for sharing policies with their attendees, as well as are responsible for monitoring participants’ behavior. The following are some of the most relevant policies and expectations for summer camps and conferences.

Policies

Abandoned, lost or stolen property

Camps and conference participants are responsible for removing all personal belongings upon checkout and for safeguarding their personal property at all times. Personal property consisting of (i) Lost Property, (ii) Abandoned Property, or (iii) Unauthorized Deposited Property may be disposed of in accordance with the policy’s procedures. University Housing assumes no responsibility or liability for personal property that is lost, stolen, damaged, abandoned or improperly stored.  

Lost Property  

Lost property is defined as personal property found by someone other than the owner and turned in to a University Housing front desk or office. University Housing will store the property in a designated lost and found area for 15 calendar days of receipt unless the items require and immediate transfer to UGA Police (e.g., purses, wallets, backpacks, credit/debit cards, government-issued identification, cash and checks, cell phones, non-housing-issued keys, property with an estimated value exceeding $100). Lost UGA student ID cards will be turned in to the UGA OneCard Office. Individuals claiming lost property must present a valid identification. Lost property not claimed within 15 calendar days of its initial receipt may be donated or discarded. 

Abandoned Property 

Property left behind after a participant has vacated a housing assignment is considered abandoned property. The former resident (also known as the “owner”) will have five calendar days after they vacated their assignment to reclaim their abandoned property and must present a valid identification. If the owner of the abandoned property does not collect their belongings within five calendar days, the property will be subject to disposal or donation. If you left something behind, please contact us at hsg-guests@uga.edu immediately and provide the following information: first and last name, phone/email, building and room number (if known), conference/camp you were with, and item description. If the item is found, you will be contacted to arrange for pick up. 

Unauthorized Deposited Property 

Exterior spaces (e.g., breezeways, grounds, playgrounds, walkways) and building common areas (e.g., hallways, stairwells, laundry rooms, kitchens, lounges, decks, patios) must remain clear of personal property to maintain safety, accessibility, housing operations, and compliance with fire and life safety regulations. Property left in these locations without housing approval is considered unauthorized deposited property and may be removed and discarded immediately without notice to the owner, as University Housing is not responsible for storing, preserving or maintaining unauthorized deposited property. Additionally, in cases where ownership has been determined, any fees related to the removal and disposal of unauthorized deposited property may be assessed to the camp or conference group in accordance with the housing damage charge schedule. 

Access control

Residence hall security is a shared responsibility.

Always lock your bedroom door and carry your key and access card.

Do not prop open any building doors or let any unknown people into the building.

Contact UGA Police to report any suspicious persons or behavior.

Know the people in your group and report any people on your floor who are not part of your group.

You are restricted to the residential floor(s) in which your group is assigned.

Do not share building access cards or PIN numbers with other individuals.

Group participants are not permitted to access unauthorized areas such as offices, mechanical spaces, rooftops and ledges.

Alcohol

Georgia law prohibits possession or consumption of alcoholic beverages by those under the legal drinking age and prohibits making alcoholic beverages available to persons under the legal drinking age. Underage participants found in possession of alcoholic beverages will be asked to dispose of the alcohol under supervision of housing staff. Common source containers (e.g., kegs, punch bowls) are not allowed in the residence halls and apartments.

Participants of legal drinking age may consume alcoholic beverages in the privacy of their room, but no alcoholic beverages may be consumed in any other areas of the residence hall or on its grounds. 

Animals on campus

No animals are permitted in residence halls during summer camps and conferences unless they are approved service animals or emotional support animals (ESAs). Group participants and staff requiring service animals or ESAs should have approval from Accessibility and Testing and have received confirmation of completed paperwork from University Housing prior to bringing the animal to campus. 

Camp store

No group may locate a camp store in or around University Housing. A camp store is defined as any location where commerce is being conducted.

Cooking

Cooking is allowed in common area kitchens available in each building; however, cooking must never be left unattended. While participants are permitted to bring pots, pans and cooking utensils, they are not permitted to bring appliances, including toasters or hot pots.

Decorations

No groups may hang up posters or signs in the residence halls without receiving prior approval from University Housing.

Disruptive behavior

Behavior that interferes with the normal functioning of a residential facility or unnecessarily impedes the rights of others is prohibited. This includes but is not limited to: behavior where the safety of any persons or property is compromised; hall sports, water fights, pranks, displays/demonstrations that create a disruptive environment; lewd or indecent behavior; or where the actions of a person or group require the response of a housing staff member or other university employee.

Drugs

The possession and/or use of illegal drugs and narcotics are against State and University regulations and are not permitted on university property.

Essential oil diffusers

Essential oil diffusers are not permitted in the residence halls. Essential oils are known to contribute to skin irritation, allergic reactions, respiratory symptoms and even hormone-related symptoms in some individuals. In addition, when not properly cleaned, mold can form and collect within these diffusers—further spreading spores into the living environment upon use. If an essential oil diffuser is seen or used in University Housing, participants will be asked to unplug, pack and/or remove the device from the premises.

Fire hazards

Burning candles, incense or lighting any other open flame in the residence halls is prohibited. The reckless obstruction of a fire exit in a residence hall or at a University Housing-sponsored activity is prohibited. Stairwell and other fire doors may not be propped open unless supported by a magnetic fire door closer. Combustibles or debris may not be kept in corridors or stairwells. Furthermore, tampering with fire extinguishers, smoke detectors, fire doors, sprinkler heads and/or other safety equipment is prohibited.

Furniture

All furnishing in the residence hall and in individual rooms should be left in the same condition as it was first found. No room furnishings (e.g., bedframes, mattresses, chairs) may be removed out of the room without prior approval from University Housing. In addition, common area furnishings must not be moved or removed without prior approval from University Housing.

Non-discrimination anti-harassment

The University of Georgia is committed to maintaining a fair and respectful environment for living, work and study. To that end, and in accordance with federal and state law, University System of Georgia policy, and University policy, the University prohibits harassment of or discrimination against any person on the basis of an individual’s age, color, disability, genetic information, national origin, race, religion, sex, or veteran status (“protected status”) by any member of the University Community (as defined below) on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for any member of the University Community. Incidents of harassment and discrimination will be met with appropriate disciplinary action, up to and including dismissal or expulsion from the University.

Tobacco and smoking

In accordance with the Georgia Smoke Free Air Act of 2005, the use of all forms of tobacco products on University System of Georgia properties (including UGA) is expressly prohibited.

Vandalism

All incidents of vandalism will be documented and reported to the UGA Police. The intentional or reckless destruction or dismantling of any university property or equipment may result in restitution fees, referral to law enforcement, and/or removal from University Housing.

Weapons

The University System of Georgia prohibits all weapons on property owned or leased by USG and its institutions, except as provided herein or as provided in federal or state law.

Windows and window screens

Participants in residence halls with operable windows should ensure window screens always remain in place. For the safety of others, throwing anything from windows is strictly prohibited and may result in the removal of a conference participant.

Expectations

Elevators

Playing on elevators is prohibited. The maximum number of people on one elevator at one time is listed in or by the elevator. Overloading the elevators can cause them to break down, which can lead to individuals being stuck inside them until repairs can be made by a certified technician.

Severe weather

If severe weather threatens the campus, be diligent in listening to warnings and follow instructions. During a tornado warning, sirens will sound outdoors, and all camp/conference participants should assemble in tornado shelter locations immediately—remaining in the building in areas away from windows with doors closed. Remain sheltered until the siren is silenced or when an “all clear” is provided.

Fire alarm

In the event of a fire alarm or other emergency evacuation, all camp/conference participants must exit the building by way of the nearest exit as soon as possible. Emergency procedures are posted on the back of each room’s door.  Sponsors with participants under the age of 18 are responsible for the evacuation and accountability of minors.

Participants must follow and comply with all posted fire and safety signs. Once outside, participants must remain 20 feet from the building until notified by housing staff or emergency personnel that the building is safe for reentry. 

Tampering with fire safety equipment, including exit signs, and/or smoke detectors is prohibited and will result in immediate removal from the residence halls and/or restitution for any charges associated with the vandalism. 

Group behavior and noise

University Housing expects all camps/conference participants to be mindful that the facilities are used by many other participants with varying schedules. Each participant should be considerate of other participants in the residence halls during their stay. Each participant is responsible for keeping noise levels to a minimum at all times, so that others are not disturbed.

Posting and signs

All posters and notices must be approved by University Housing, and group sponsors must get approval prior to check in. Non-approved or unauthorized posters or materials are prohibited and will be removed.

Supervision of camp/conference participants

The supervision of minor participants is the responsibility of the authorized adults from each individual group. To protect the safety of minors and compliance with laws relating to minor participants in campus, programs and conferences on the UGA campus, groups are expected to provide an adequate number of adults to supervise the behavior of participants—including during “free time.” 

For overnight accommodations, adult chaperones must be assigned near minor participants and will act as a liaison between the university and minors in the event of discipline, noise, destructive behavior, homesickness or other events. 