Welcome to the LLYC Staff Manual webpage! We’re excited that you will be joining us on staff this summer. Please take time to read through every section of this manual.
All of the information in this staff manual is a part of your Staff Agreement which you will sign during your online onboarding process. By signing the Staff Agreement, you are indicating that you have read, understood, and agree to uphold and abide by everything outlined in this staff manual. Failure to uphold any of the following could lead to termination of employment.
Laity Lodge Youth Camp is a Christian youth camp nestled in the Texas Hill Country’s stunning Frio River Canyon. Year after year, LLYC offers campers the best two weeks of their lives through a blend of high-energy recreation, wild adventures, peaceful renewal, and meaningful community. We hope campers can be themselves, develop deep friendships with their peers and counselors, explore faith in Christ, and encounter God.
Learn more here.
LLYC is committed to being a community that is modeled after the way of Christ and that provides campers with the best possible camping experience. Our primary goal has always been the safety and well-being of every individual who comes to camp. In order to achieve this goal, certain policies, procedures, rules, expectations, and guidelines are necessary. These things allow our unique and beautiful community to function efficiently and appropriately.
What are the rules we have in place for our staff? How are you expected to behave while employed by LLYC? Make sure you read these policies carefully so that you can understand where “the lines” are and proceed in your job with confidence.
Camp is a casual environment. We should, however, be thoughtful in how we present ourselves to campers and one another. We will not apply the same standards to campers as we will to staff.
Camp directors reserve the right to make judgment calls concerning all issues of general appearance including clothing, personal hygiene, cleanliness, hair issues (including facial hair), etc.
All staff are required to wear clothing that is modest and appropriate for a youth camp setting. Clothing such as swimsuits, shorts, and tops are not to be revealing or in any way draw attention to private areas. With the exception of exercising or swimming, we require a tank-top or T-shirt to be worn by guys and girls during the camp day, particularly when walking around camp.
Additionally, clothing should not display profanity or any questionable material unsuitable in our setting. Clothing that is polarizing or promotes illicit substances or behavior will not be permitted while you are working for LLYC.
Staff members are expected to maintain an appropriate and respectful level of personal hygiene and cleanliness. For sanitary reasons, and also out of respect for others, staff should shower regularly, brush teeth, wear deodorant, wear shoes/sandals, and wash hands frequently.
Our staff members are role models to our campers who are young, impressionable, and immature. As a result, at the discretion of the directors, you may be asked to cover tattoos or remove piercings during camp.
Possession or use of illegal substances at any time will result in immediate dismissal.
The use of tobacco, electronic cigarettes, vaporizers, and any related products are not permitted while you are employed as a summer staff member at LLYC. This policy remains in effect whether you are at camp or away from camp. If you use any of these products, we ask that you break the habit for the summer. Because you are a role model, we believe this effort is a sacrifice and commitment that will send a very powerful message to our campers and other staff. Violation of this policy could result in immediate dismissal.
What we communicate verbally matters. Words are powerful. We ask our staff to commit to avoiding the following things:
Camp should be a place where we are always seeking to speak positively and to build one another up with our words.
Consumption of alcohol is not permitted while you are employed as a summer staff member of LLYC, even if you are above the age of 21. This policy is obviously strictly enforced while staff are “on duty” in the Canyon, but remains in effect on days off and/or when staff members are away from camp. The reasons for this policy are multilayered, but at its heart are the following desires:
Staff members should exhibit appropriate behavior, especially in the area of romantic or dating relationships. Staff dating relationships should not become a focal point, should always be a positive example for our campers and other staff members, and should not interfere with staff duties, responsibilities, and camp goals.
The cultivation of romantic relationships between paid staff and work crew/program crew is not permitted. Any behavior deemed inappropriate will be evaluated by the camp directors, resulting in possible disciplinary action or termination of employment.
The following rules and guidelines will be shared with campers on Opening Day to help ensure that every camper at LLYC has an incredible session.
Respect others
Respect the canyon and all camp property
Camp boundaries
Dress code
Health and Hygiene
Prohibited Items
Tell your counselors if you brought any of the following items (24-hour grace period)
Rest time
Hammocks
Lights out
Camp should be a safe, fun place
Any behavioral correction of a camper must be predicated with love, care, and concern for the camper. If you are not the counselor of the misbehaving camper, it is best to seek out that camper’s counselor if possible. Any disciplinary procedures or consequences must be cleared with a camp director.
No staff member should be an encourager or a participant in changing a camper’s physical appearance while at camp, nor should they knowingly let anyone alter the physical appearance of a camper. This includes shaving heads, coloring hair, piercing, tattooing, or drawing on campers’ skin.
Additionally, staff should not make similar changes to their physical appearance while working at camp this summer.
We recognize that social media and other online platforms are vital components of life and culture today. When used wisely, these platforms can be amazing tools for positive influence and connection. When used carelessly, they can have a severe impact on your reputation and your relationships.
As an employee of LLYC and the H. E. Butt Foundation, your online conduct reflects on our organization. Know that LLYC campers and families will likely be searching for you and making judgements about you and our organization based on what they see. Use good judgment when posting photos and commentary. Monitor your profiles for inappropriate material, comments, or shared content that friends or acquaintances may have posted on your site.
Also, it is always possible that photos of you appear online with or without your knowledge. If you know you may be photographed or filmed, be extra conscious of your conduct and the way your behavior or your whereabouts may be perceived. This is especially important any time you are wearing LLYC staff or promotional gear.
Overall, your conduct in the online world should be taken as seriously as when you are on the LLYC property.
We do not actively police the internet, but should we see a picture or post that reflects poorly on LLYC, we may ask you to remove it. Inappropriate material posted online could result in termination of employment or affect your future hiring.
Obviously, we love when staff can continue to build relationships with campers and minister to them outside of camp. This section is meant to give you some clarity on how to do that in ways that are above board and appropriate. If you ever have any questions about any form of contact with a camper outside camp, we encourage you to contact a director. We are happy to help you if a camper reaches out and you are unsure how to proceed.
Below are a few clarifications and important procedures for the day-to-day.
Every staff member has one day off each week. The day off, for paid staff, begins at 1:00 p.m. and ends at 2:30 p.m. the following day, at which time you must be back in camp and ready to work.
The day off for Work Crew and Program Crew begins at 9:00 a.m. Crews must be back in camp by 9:00 p.m., at which time they must check in with their bosses. They are expected to be back on duty for breakfast the following morning.
Failure to return to camp at the assigned times may result in time being subtracted from the next day off, at the discretion of the camp directors.
Any special activity requiring extended time off from camp such as weddings, family reunions, school orientation, etc., must be approved by the camp directors. This will count as that staff member’s days off for that session.
If you are performing camp tasks assigned to you by your bosses or directors, whether on our property or not, you are considered “on duty.” If you are not performing assigned camp tasks, whether on our property or not, you are considered “off duty.” This includes personal free time during the normal work day. Should you get injured any time you are “off duty,” neither LLYC, nor the H. E. Butt Foundation assumes any liability for your injuries or medical expenses.
Because we are 60 minutes from the nearest hospital, we are committed to having a medical doctor and nurses in the Canyon during the summer months, most of whom have expertise in either emergency care or pediatrics. One doctor and two nurses along with health care assistants serve Singing Hills and Echo Valley clinics 24 hours a day.
We have fully stocked medical clinics in both of our youth camps. These are furnished with equipment, supplies, and medications that meet or exceed industry standards and allow us the ability to treat a wide range of aches, illnesses, injuries, etc. as they may occur.
With the exception of lifesaving meds (inhalers, Epi-pens), all staff medications need to be kept in a place that is not accessible to campers. This means that all counselors must store prescription meds AND any personal over-the-counter meds in the camp clinic. This goes for Work Crew and Program Crew as well. You will be able to visit the clinic at any time to access your medication. If you are on support staff, you may keep your medications in your cabin.
Additionally, our on-site camp nurse and healthcare assistants keep a comprehensive stock of over-the-counter medication in our clinics.
There is no access to wireless internet at camp unless you have permission from a director for job related or urgent communication needs. Temporary internet vouchers can be issued by a director in these circumstances.
We have no cell phone service in camp. Pay phones at each camp accept calling cards and can be used occasionally to make brief personal calls. You may only use the phones during your free time or with permission from your bosses or directors.
Any camp phone is considered a business line and should not be used without permission from one of the directors.
No staff member is allowed in the kitchen without permission from the food services manager, ranch house managers, lead cooks, work crew bosses, or one of the directors. Our menus are carefully planned, so no food or drink should be taken from the kitchen without permission. The staff lounges will be stocked daily with juices and food for your benefit.
The Sugar Shack is our camp store where we sell drinks, snacks, and LLYC merchandise. Cantina is a snack window at Singing Hills.
Besides Sugar Shack staff, some Central Staff, and full-time staff, no staff member is allowed in the Sugar Shack or Cantina without permission.
Each paid staff member gets a $20 credit per half to spend at the Sugar Shack.
Because of the potential liability problems and distractions that may ensue from unrestricted visitations—visitors and guests (including former staff) are not allowed in camp without prior approval from a camp director. Members of your immediate family may be the camp’s guest for one meal per session with permission from the camp director.
There are only two times throughout each campers’ experience when we are given the opportunity to interact with their parents and family — Opening Day and Closing Day. It’s crucial we leave a good impression.
It is extremely important that all of our staff are educated and prepared to recognize and respond appropriately should child abuse become apparent at camp.
Child abuse is a tragic reality, and it is something that campers may confide in you about. Staff members often feel nervous or incapable of responding well to a disclosure of abuse. However, it is a place of honor for someone to trust you enough to disclose such a personal issue. It may surprise you, but you already know how to respond—with empathy, compassion, and kindness. Trust that the Lord will use you as an instrument of healing.
Before moving forward, if you have had any thoughts of being sexual to any degree with a child, or have been sexual in any form or degree with a child, LLYC is not the place for you. You need to withdraw your application, and we encourage you to seek professional help.
Child Protective Services (Texas Department of Family Protective Services) recognizes 4 types of maltreatment: physical abuse, sexual abuse, emotional abuse, and neglect. While all forms of abuse are detrimental, the purpose of this training is to focus on sexual abuse and provide all staff members with a clear understanding of the following: definition of sexual abuse, signs and symptoms and effects of abuse, how perpetrators operate, preventing abuse, and reporting abuse.
Sexual abuse can be defined as ANY sexual activity between an adult, (18 or older) or older child (greater than two years age difference), including but not limited to:
fondling a child’s genitals, sexual intercourse, oral sex, sodomy, kissing, indecent exposure to sexual activity or information, exploitation through prostitution, or producing or viewing pornographic materials.
There are different forms of sexual abuse; it is not always a physical act. Most often, people think of sexual abuse as involving the touching of a child’s private body parts, but it also includes encouraging or forcing a child to touch their private body parts or someone else’s Additionally, sexual abuse includes exposing a child, either verbally or visually, to sexual material. For example:
In Texas, the definitions of child abuse and neglect include specific acts or omissions by a person responsible for a child’s care, custody, or welfare. Here are important legal definitions from Section 261.001 of the Texas Family Code.
“Abuse” includes the following acts or omissions by a person:
“Sexual abuse” includes the following acts or omissions by a person:
“Neglect” includes the following acts or omissions by a person:
Sexual abuse may be violent or non-violent and is an exploitation of the child’s vulnerability and powerlessness. Therefore, the signs and symptoms of abuse can vary. There are many general signs that could indicate someone might be experiencing sexual abuse. However, these signs can also signal the person may be facing other difficulties. It is vital that you do not make assumptions of abuse, but view these as “red flags” that the person is struggling and more information is needed.
Possible signs of abuse include, but are not limited to:
More probable signs of sexual abuse are seen when abuse is most likely occuring or has occured. They include:
While any abuse can create emotional or behavioral problems, the severity of the effects of abuse are determined by several factors. Primarily:
Victims of abuse can suffer from an inability to trust others, which can lead to problems in developing and maintaining relationships. This occurs because the perpetrator is usually known by the victim so they do not trust others or their own judgements of others. Feelings of anger, guilt, and low self esteem are common and can develop into depression, anxiety, eating disorders, or other mental health diagnoses.
**However, with therapy and support children/adults can heal from the impact of abuse.**
Statistics show that at least 90% of perpetrators are known by their victim and aren’t strangers. They tend to be male, married, have children of their own and are heterosexual. There are two types of perpetrators, preferential offenders and situational offenders.
Preferential Sex Offenders
Situational Sex Offenders
Abuse is about manipulation, coercion, threats, and intimidation. Perpetrators use different strategies to gain access to a child.
Grooming — Grooming is a gradual and subtle process, one that has extraordinary power, desensitizing the victim to increasingly inappropriate behavior while rewarding the victim for tolerance of that behavior. Grooming is often used to manipulate the perceptions of other adults around the child, while gaining the child’s trust.
Tricks — Children naturally see adults as authority figures and seek their attention and approval. Perpetrators are skilled at taking advantage of this and trick the child into a situation where abuse can occur. They will isolate a child from supervision, where they are more vulnerable to abuse.
Bribes — A molester might attempt to entice a child into secrecy using gifts, cute animals, or any favors that interest a child.
Perpetrators are experts at using the following to scare a child in attempt to prevent them from disclosing the abuse:
Blame — The molester tells the child that they are at fault for what has happened and that they will get in trouble if they disclose the abuse.
Shame/embarrassment — The molester tells the child that what has happened is wrong and that they should feel badly about it.
Loss of Affection — Often the molester is a person who is loved by the child. The molester threatens the loss of their affection or of the affection of others.
Threats — The molester threatens the child or someone in the child’s family with physical harm or death.
**These are several of the reasons why victims do not tell about the abuse they are suffering, and children are not prepared to protect themselves from someone they trust.**
We know abuse occurs, and when someone is ready to talk about it, their healing starts. You have the honor of being an instrument of healing. The Lord has prepared you for this.
Here are a few things to remember:
Stay calm. You know how to be compassionate, empathic, and kind.
Believe them. One reason victims hesitate disclosing abuse is because they are worried they will not be believed, especially given that the perpetrator is likely seen as trustworthy. Your job is to offer compassion and empathy, not determine if the facts are true.
Do not promise to keep it a secret. If a camper or friend asks you to promise them you will not tell anyone, do not say yes. The law requires us to report SUSPECTED abuse, not abuse we know for certain is occurring, and you do not want to lie to the camper. Respond with something like, “I am so glad you want to talk to me, and I want to hear what you have to say. I care about you, but I cannot promise I will keep this a secret. Please keep going, I really want to hear what you have to say.”
Reassure them. Let them know they did the correct thing by telling you about the abuse. Let them know the abuse was not their fault and you think they are courageous and brave for talking about it.
LLYC has a zero tolerance policy toward any type of physical, emotional, or sexual abuse. Any alleged abuse by a camper, staff member, or family member will be treated with serious attention. We will respond to any mention, suspicion, or witness of possible abuse with the following protocols.
The law states if you SUSPECT abuse, it needs to be reported. You do not need to confirm abuse is occuring, just suspect it might be.
If a camper or staff member tells you information that leads you to believe they might be a victim of abuse, follow these steps:
1. Respond as written above in “How to Respond to an Outcry.”
2. Immediately, regardless of the time of day or night, contact the guys/girls director or camp director depending on whom you find first.
3. Director will gather information from you and then contact LLYC’s mental health consultant.
4. The mental health consultant and the directors will collaborate and determine what next steps need to occur, including if CPS or local authorities need to be contacted.
5. Any occurrence of abuse by a staff member employed by LLYC, will also immediately be reported to and involve representatives from the HR and Risk Management departments of the H. E. Butt Foundation.
As an LLYC staff member, you are expected to think, talk, and act in a way that shows absolute respect to campers, fellow staff, and other adults at all times. Your charge is to honor, respect, and guard each individual’s dignity and personal boundaries, and to do your best to ensure that everyone at camp feels safe and comfortable.
Abuse could occur at any time between a camper and staff member or between campers. The following policies are in place primarily for the protection of campers and staff from abuse. However, they also serve to keep you safe from suspicion of abuse and to protect you from false accusations of sexual abuse. These policies apply to ALL staff members, regardless of their job title or if they are summer or full time staff members. We ask you to adhere to the following policies and to monitor each other—not to accuse, but to protect each other in case of an allegation. Failure to comply with these rules could lead to termination of employment.
LLYC is passionate about mental health. The rates of mental illness, primarily depression and anxiety, have risen over the last several years, especially during the pandemic. We know that many of our campers or their family members might struggle with depression, anxiety or other mental health issues, and we want you to feel confident in how you respond to them. We also know that many of you might have mental health issues, and we want to support you as best we can while you are here this summer.
One of the reasons we are passionate about mental health is because Howard Butt, Jr. spoke openly and courageously about his struggles with depression. He prayed for the Lord to show him how to use his depression for God’s glory. This is one of the reasons for which “the renewal of the laity (the people)” became central to the work of the H. E. Butt Foundation. There can be a stigma attached to mental illness, and we strive to decrease this by normalizing the topic and creating a safe space for non-judgmental listening in our camping programs.
While you are here this summer, we want to partner with you in taking care of YOUR mental health, as well as your campers. If you see a therapist during the academic year, please feel free to let a director know so we can help make the needed arrangements for you to continue those appointments, either in person or online. Also, you are welcome to let our nurse know if you are taking medication, so we can ensure you are able to take it as prescribed. If there are situations or circumstances at camp that increase your symptoms, please speak to your directors so we can resolve the situation. LLYC partners with a mental health consultant who is available to meet with you during the summer as well.
There are three key guidelines to remember when responding to a camper about difficult subjects, including mental health issues, relationship problems, family dysfunction, or grief:
1. Get comfortable with discomfort. It is not easy to listen to hardship stories. Feeling sad or nervous is a normal emotional response and means you are a kind and empathic person, not that you are doing something wrong.
2. No fixing … they are not broken. We often think the only way to help someone is to be able to solve their problems. Your role is to actively listen, offer compassion, and empathy.
3. Listen well. Active listening is powerful. It lets someone know they are not alone and validates their experience and emotions. This can help lead to healing.
Our waterfronts are beautiful places to have fun, and it’s important to know how to keep the environment safe for both campers and staff.
At LLYC, we want to do everything in our power to prevent emergencies from happening in the Canyon. Still, serious injuries or crises can and do sometimes occur on our property. The purpose of this section of the manual is to prepare you to properly respond to any emergency that may arise in the Canyon.
Every emergency situation is different. In short, your response to any emergency should be to follow these three main steps: 1) Remain calm. 2) Get safe and get help. 3) Render aid to the level of your training.
1) Remain calm. Do your best to keep your composure and focus on what actions need to be taken.
2) Get safe and get help. Get yourself and any campers in your care to safety quickly and sound the alarm. The main communication network in the Canyon is a two-way radio system. Get word out via radio as soon as possible. All leadership staff have a radio, and there are permanent radios in the Echo Valley kitchen and the Singing Hills kitchen. The following are our guidelines for who to alert in an emergency:
You should know that we have staff in the Canyon who are trained to deal with any type of emergency situation. They will respond quickly when alerted. In the off chance that you cannot get a hold of anyone via radio and you have access to a telephone, Real County has a 911 emergency system. Dial 911 and give the operator the information requested.
3) Render aid to the level of your training. Do only what you’ve been trained to do. If there is an accident or medical emergency, render only the first aid that you are qualified to render. If you attempt to render any type of first aid or emergency response without the proper training or supervision, you could do further damage and you and LLYC may be considered negligent in responding properly to the emergency.
Severe weather can approach rapidly. In the event of severe weather and heavy rains, you need to understand the river can and will flood. Camp directors and the on-call crisis manager try very hard to monitor severe weather and alert guests in the canyon when there is the threat of a flood. Flash flood dangers are taken seriously because of the inherent danger associated with people in close proximity to the river. You should know that you are safe in any camp building. All of the buildings in camp are built above the 100 year floodplain (the highest point water might reach during a flood).
The main rules:
1) Do not attempt to leave the campsite.
2) Campers and staff are prohibited from approaching flooded waterways either by foot or by vehicle.
When the threat of a flood is high, camp directors and the on-call crisis manager will announce that the river is closed via all radio channels and ensure that barriers are placed across the roads. Do not cross these barriers. Your responsibility is to make sure you and all campers are safe.
Fire is the most destructive potential hazard we face in the Canyon. There are two categories of potential fires in the canyon: Structural fires and brush fires. In the event of a fire, your number one responsibility is to get yourself and any campers in your care to safety.
In the event of a structural fire—get everyone out immediately! Perform a head count to make sure no one was left in the building. Do not attempt to re-enter the building to get personal belongings. Do not attempt to fight the fire. Get to a radio and notify the camp directors (LLYC channel) and the on-call crisis manager (Guest Services channel) as soon as possible.
In the event of a brush fire—get everyone away from the fire immediately. Move upwind or toward water if possible. Brush fires are extremely dangerous and fast moving. Do not attempt to fight the fire without the camp director’s authority. Get to a radio and notify the camp directors (LLYC channel) and the on-call crisis manager (Guest Services channel) as soon as possible.
If you are having a campfire anywhere on the property, please follow these rules:
As in all emergency procedures, it is important to stay calm if a camper goes missing. If this happens, follow these steps:
1. Determine if the camper is actually missing. Check with other staff and campers to see who might have seen them last. Quickly check the obvious places (the cabin, the bathroom, etc.). Do not send campers out looking for the person.
2. Notify the camp directors and alert them of any pertinent information. If the camper has been having any challenges that might relate to their disappearance, make sure to fill in a director on those details immediately. There is a difference between a camper who has become lost and one who has run away. At this point, let the camp director and the crisis manager handle the situation and direct the search.
3. Note the time of disappearance and try to get a description of what the camper was wearing.
4. The director and you will use radios, central staff, and other staff to search camp and any areas where the camper was last seen.
5. If the camper is not able to be located quickly, the director will notify the on-call crisis manager via radio on the Guest Services channel. The crisis manager will standby and assist as needed.
Do not be embarrassed to report a lost camper. It is important to begin the process of searching quickly and with many people. Even if it turns out the camper was simply in a different location than expected, we would rather start the process in case the situation is serious.
The Frio River Canyon is still a wilderness in many respects. It has cliffs. It is hot. It is large. There’s a river. And of course, it’s filled with people who have the ability to make poor decisions. Here are a few high-risk activities that must be avoided and/or reported should you become aware of them happening at camp.
The H. E. Butt Foundation camp property has dangerous bluffs and cliffs. Individuals are sometimes tempted to climb without proper equipment or supervision. Campers and staff are not allowed to use climbing equipment or attempt free climbing on their own. Technical climbing is permitted when sponsored and supervised by camp staff.
Being near edges of precipices and cliffs, throwing rocks, taking high-risk photos in these areas, and going past rock barriers are extremely dangerous actions and could result in immediate dismissal. Additionally, overview sights at camp such as Antenna or Circle Bluff are not areas for loud noise, considering camps are in session below.
Campers are not allowed to swim or participate in waterfront activities in water above the knees without at least two certified lifeguards on duty.
Individuals are sometimes tempted to jump from high rocks, bluffs, or buildings into the river. Over the years, there have been a few serious injuries as a direct result of these kinds of activities. Consequently, the Foundation prohibits any jumping or diving from undesignated cliffs or high places into the river. Exceptions are made only for designated jump points such as the Blue Hole cliff jump and the Singing Hills inflatable water toy when lifeguards are on duty.
Unauthorized use of firearms is strictly prohibited. Any use of shooting ranges must be under the supervision of certified staff. Any firearms brought into the Canyon must be reported to the on-duty guest services manager and must stay securely locked in a vehicle.
Many reported injuries are directly related to rock throwing. Rock throwing is prohibited at camp. This includes rocks thrown into the river or rolled off bluffs.
When hiking, individuals should travel in groups and let someone staying behind know who is in the hiking group and the intended route of travel. All hiking groups are required to carry a radio.
Because of low branches, guy lines, clothes lines, electrical lines, variations in elevation of terrain, and other obstacles, individuals should not run at night.
Believe it or not, just being at camp in the heat of the Texas summer is a high-risk activity. Heat exhaustion and dehydration are very real threats to health and safety in the Canyon. Make sure you and all campers and staff drink lots of water and have plenty of chances to rest and find shade, especially during the heat of the day. If you feel that you or anyone else is overexerting themselves or overheating, stop all activity, move to a cooler area, get a cool drink, and rest. Notify medical staff or a director if you suspect you or anyone else is experiencing heat exhaustion.
