FORMS FOR REGISTERED UNITED STATES AND CANADIAN UNITS

Michigan International Camporee 2008 will be a spectacular event. Scouts from the United States and Canada will welcome Scouts from more than 20 countries around the world to join in fun and fellowship at Northwoods Scout Reservation. We are delighted that your troop or crew is registered to be part of our camporee!

One key position within your troop or crew will be your Troop/Crew MIC 2008 Coordinator. That person will be responsible for the paperwork and payments for the Scouts/Venturers and leaders in your troop or crew’s MIC 2008 contingent. The MIC paperwork process includes the use of Excel spreadsheets, so your unit MIC 2008 coordinator should be able to use Excel spreadsheets or have another volunteer designated to submit your unit’s Excel spreadsheets. Specific duties of your Troop/Crew MIC 2008 Coordinator:

HEALTH HISTORY AND PHYSICAL EXAMINATION FORMS - BSA requires Health History and Physical Examination forms for all youth and adults who participate in a week-long camp. There are two forms, the Adult Health and Medical Record Form and the Youth Health and Medical Record Form. Youth and adults who will be under 40 at the time of the camporee must have had a physical examination, with a doctor’s signature, within 3 years of the event. Adults who will be 40 or older at the time of the camporee must have had a physical examination, with a doctor’s signature, within 1 year of the event. BSA Health and Medical Record Forms used for other camps and activities that have the same information as the first two pages of these forms are acceptable. If different BSA forms are used, adults also need to complete page 3, “ADULT VOLUNTEER FORM,” and parents of Scouts and Venturers also need to complete page 3, “Camper Release Form,” on the Northwoods Health and Medical Record Forms. Photocopies of these forms are acceptable. In order to enable our Health and Safety staff to prescreen MIC participants and make the MIC 2008 check-in day run more smoothly, your unit’s completed Health and Medical Record Forms should either be brought to the April 25-27 MIC 2008 Planning Weekend at Northwoods or mailed to MICHIGAN INTERNATIONAL CAMPOREE 2008, PO BOX 244, ST JOHNS MI 48879 by May 1.

MEDIA RELEASE FORMS - We need permission for Scouts and adults who participate in MIC 2008 to appear in photos, videos, etc., of the event. Adult campsite troop leaders and staff members should fill out their own form, the Adult Media Release Form. For Scouts and Venturers, parental permission is needed and there are two options. If you would like each parent to fill out a separate form, there is an Individual Scout/Venturer Media Release Form. If you would prefer to use one form for all the Scouts in your contingent, and have all their parents sign that one form, there is the Group Scout/Venturer Media Release Form. Please choose one or the other, collect signatures, and submit the form(s) with your unit’s Health and Medical Record Forms.

CAMPER MEDICATIONS INFORMATION FORM - Any MIC youth participant who will be bringing medicine to MIC and expects to take the medicine during MIC week needs to have a parent complete the Camper Medication Form. You need to bring those forms with you to MIC 2008.

SWIMMING ABILITY CHECK FORM - BSA rules require that all youth and adults who plan to take part in MIC 2008 aquatic activities have their swimming ability checked within 6 months of the event and be placed in one of three ability groups, nonswimmers, beginners, and swimmers.

Beginners must pass this test: Jump feetfirst into water over the head in depth. Level off and swim 25 feet (8 meters) on the surface. Stop, turn sharply, resume swimming as before, and return to the starting place.

Swimmers must pass this test: Jump feet first into water over the head in depth. Level off and swim 75 yards (69 meters) in a strong manner using one or more of the following strokes: sidestroke, breaststroke, trudgen, or crawl; then swim 25 yards (23 meters) using an easy resting backstroke. The 100 yards (92 meters) must be completed in one swim without stops and must include at least one sharp turn. After completing the swim, rest by floating.

Please have a BSA or American Red Cross lifeguard administer this test and complete the Swimming Pre-test Form for the members of your contingent before you leave for MIC 2008 and bring the form with you. If the members of your MIC 2008 contingent will be at a BSA summer camp in the summer of 2008, the summer camp waterfront staff can complete this form.

INTERNATIONAL FESTIVAL DAY FORM (optional) - On Saturday afternoon, August 2, MIC 2008 will hold an International Festival. The festival will take place at the activity field (about the size of a football/soccer field). Every troop at the camporee and many camporee visitors will attend. Each international contingent and some patrols from the US will have a display area to use and may choose to demonstrate an activity, share sample foods, and distribute information or souvenirs from their country or region. (All items will be offered for free. There will be no opportunity to sell things.) At the international Festival, members of U.S. and Canadian troops and crews assist with the presentations of the international contingents in their MIC campsite troop. We need to know if U.S. and Canadian troops and crews would like to have a display area of their own. If your contingent would like to have a display, please use the International Festival Day Form to let us know what your contingent plans to do and what supplies you will need, save it, and email it as an attachment to troopoperations@micamporee.org by May 1, 2008.

It will be the responsibility of your MIC 2008 coordinator to ensure that applications and payments are received according to the following schedule:

$25 deposit per Scout/Venturer	Already in
Adult Leader Applications and US $100 staff fee	January 15, 2008
Scout/Venturer Applications and US $100 payment	January 30, 2008
Final Scout/Venturer US $125 payment	March 1, 2008
Medical Forms (Michigan units bring to Spring orientation. Other units mail in.)	April, 2008

If you have any questions, please contact troopoperations@micamporee.org. Thank you for your help in making the processing of information and payments for the more than 800 Scouts, Venturers, and adults who will be participating in MIC 2008 go as smoothly as possible.

Note: The forms on this page are to be used only by members of U.S. and Canadian troops, crews, and companies that are registered to participate in MIC 2008 and are listed in the “Currently Registered” section of the MIC 2008 web site. Any individual Scout, Venturer, or leader application received by MIC 2008 that is not endorsed by the leader of one of those units will be discarded.

CAMPSITE TROOP LEADER APPLICATIONS AND PAYMENT INSTRUCTIONS

The CAMPSITE TROOP LEADER APPLICATION must be completed by each adult who is selected by your troop or crew to be an MIC 2008 campsite troop leader in the MIC campsite that contains Scouts/Venturers from your unit. Every MIC 2008 campsite troop will contain two patrols of 8 Scouts and/or Venturers from Michigan host unit(s) and one patrol of 8 Scouts and/or Venturers from another state or Canada. A troop or crew that will be bringing one patrol must select two campsite troop leaders. A Michigan host troop or crew that is authorized to bring two patrols may select between two and four campsite troop leaders. That means every campsite troop will have 4 to 6 U.S./Canadian troop leaders. A campsite troop leader from a campsite host troop or crew will be designated as the campsite Scoutmaster. The other U.S./Canadian campsite troop leaders, along with the adult leaders of the international contingent(s) in the campsite, will be campsite assistant Scoutmasters. All campsite troop leaders must have completed adult leader basic training and must be currently certified in BSA youth protection training at the time of the camporee. The campsite Scoutmaster must have experience as a Scoutmaster or Venturing Advisor.

MIC 2008 needs to receive both an Excel version of the CAMPSITE TROOP LEADER APPLICATION and a paper version of the CAMPSITE TROOP LEADER APPLICATION for every MIC 2008 U.S. and Canadian campsite troop leader. There are two ways a campsite troop leader can accomplish this:

In accordance with Youth Protection, the council office of each campsite troop leader applicant will be contacted to verify the applicant’s qualifications.

MIC 2008 U.S. AND CANADIAN SCOUT AND VENTURER APPLICATIONS AND PAYMENT INSTRUCTIONS

A Scout/Venturer Application Form must be completed by each Scout and/or Venturer who will be a part of your unit’s contingent to MIC 2008 and turned in to your unit’s MIC coordinator with the $100 second payment. (A $25 first payment for each Scout or Venturer was your unit’s initial deposit. If your troop or crew made that deposit payment from your treasury, you might want to specify a $125 first payment from Scouts and Venturers at this time. If you do that, you will want to have MIC payment checks made out to your unit and then write a troop/crew check for the $100 per youth payment to MIC. All checks sent to MIC 2008 should be payable to CHIEF OKEMOS COUNCIL BSA.)

Each participating troop/crew should set a deadline for Scouts and Venturers to turn in applications and payments to their MIC 2008 coordinator that will allow them to meet the January 30, 2008, deadline for receipt of these applications and payments by MIC 2008.

SCOUT/VENTURER APPLICATION PROCESS
(RESPONSIBILITY OF MIC 2008 COORDINATOR)

STEP 1 - If you have not already done so, select a Troop/Crew MIC 2008 Coordinator who will collect youth applications and payments, mail those applications and payments to MIC 2008, and email Excel files containing information from youth applications as attachments to MIC 2008.

STEP 2 – Use Excel to create a unit-specific MIC 2008 SCOUT/VENTURER APPLICATION FORM that contains standard MIC 2008 lines requesting information from the applicant but also contains information that is specific to your troop or crew, such as payment deadlines, a payment accompanying the application of $100 if your unit has already collected $25 deposits or $125 if your unit did not collect $25 deposits, the name and contact information for your unit’s MIC Coordinator, etc.. Print copies of both pages of the form. Any Scout who will not yet be 13 year old at the time of MIC 2008 also needs to complete and turn in the additional Application Page for Scouts who will not yet be 13. Print copies of that form.

STEP 3 – Hold an MIC 2008 information/promotion meeting with the Scouts, Venturers, and parents of your troop or crew. Distribute the application forms you have printed. Also email the application forms to your troop/crew email list as attachments and/or post the application forms on your troop/crew web site.

STEP 4 - Have your Scouts and Venturers complete the forms and return the completed forms and their payments to your MIC 2008 coordinator by the specified deadline. Some troops and crews might want to lessen the load on their MIC coordinator by encouraging Scouts and Venturers to complete the electronic version of the form, save it as mic2008-USCanScoutVenturerApplication-YourName-YourTroop.xls, and email it as an attachment to the MIC coordinator. That will reduce the amount of information the MIC 2008 coordinator needs to enter electronically.

STEP 5 - Once MIC coordinators receive all their unit’s youth applications and payments, they will then:

IMPORTANT - It is essential that MIC 2008 forms and checks be mailed to the MIC 2008 post office box. They should not be mailed to or dropped off at the Chief Okemos Council office.

Thank you in advance for all your efforts in making the Michigan International Camporee 2008 a memorable experience for our Scouts and our guests. If you have any questions, please send an e-mail message to registration@micamporee.org.