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Incident Response Playbook

VLC SUMMER CAMP

NOTICE: This is not a policy. It is a guide to assist leaders in handling incidents during Victory Life Church events involving minors.

OVERARCHING PRINCIPLE: Camper safety is our #1 priority. Parents have entrusted us with their children, and we will not betray that trust. Anyone who disrupts our ability to keep campers/leaders safe must be removed from the campground, either voluntarily or with assistance from law enforcement. This includes the campers themselves. If their actions/behavior make things unsafe for themselves or someone else, they must be returned to their parent/guardian. If a camper behaves in a way that prevents us from keeping them safe, they must be returned to their parent/guardian.

Active Shooter

If a credible threat or gunfire is identified, immediate actions (in order of priority):

  1. Clearly delegate someone with a phone to call 911
  2. Communicate clearly to camp leaders: “LOCKDOWN – ACTIVE THREAT.”
    • Move campers away from the threat if a safe escape path is obvious. If escape is not safe, secure in the nearest structure. Lock or barricade doors using available materials. Move campers out of line of sight (interior rooms, behind solid barriers). Silence phones. Maintain quiet. Do not open doors for anyone unless directed by law enforcement. Provide medical aid only when safe to do so.
  3. Camp Pastor coordinates with law enforcement upon arrival.
  4. Notify the Executive Pastor by phone as soon as possible.
  5. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (Audio is acceptable—state full name, phone number, time, and role at the camp)
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  6. Coordinate with the Executive Pastor regarding communication to parents.
    • ACTIVE SHOOTER—INITIAL NOTIFICATION (As soon as able)
      1. CHILD IS SAFE: “Hi, this is [Name] from Camp Victory. I need to inform you of a serious situation, but I want to begin by telling you this: your child is safe. We identified a potential active threat on or near the camp property. As soon as that was identified, we immediately implemented our lockdown protocol and contacted law enforcement. All campers have been secured, and our team is with them. We are in active coordination with authorities right now. Out of care for everyone involved, I won’t be able to share all details at this moment, but I want you to hear directly from us that your child is safe and being cared for. We will continue to update you as soon as we have confirmed information. If anything changes regarding your child specifically, you will hear from us immediately.”
      2. CHILD HAS BEEN INJURED: NOTE: The content of this communication will be very situational and, if at all possible, communicated in person, potentially by the Campus Pastor and a camp representative or Executive Pastor.
        • Do not minimize or speculate about severity.
        • Move quickly to logistics (hospital, transport, who they will meet).
        • Have a person assigned as the direct contact for that parent.
      3. CHILD HAS BEEN KILLED: NOTE: The content of this communication will be very situational and if at all possible, communicated in person, potentially by the Campus Pastor and a camp representative, Executive Pastor, and or Law enforcement.
        • Use clear language: “did not survive” or “has died” (avoid euphemisms like “passed away” in first sentence)
        • Pause. Allow silence.
        • Do not provide unnecessary details immediately.
        • Transition quickly to presence and support, not explanations.
      4. CHILD’S STATUS IS UNKNOWN NOTE: The content of this communication will be very situational and, if at all possible, communicated in person, potentially by the Campus Pastor and a camp representative or Executive Pastor.
        • This is [Name] from Victory Life Camp. I need to speak with you about your child, [Child’s Name]. There has been an emergency situation at camp, and we are actively accounting for all students. At this moment, we have not yet been able to confirm your child’s status. I want to be very clear: this does not mean they are injured, but we have not yet been able to verify their location. Emergency responders are on site, and we are working urgently to locate and account for every student. We will stay in direct communication with you and update you as soon as we have confirmed information. I know this is incredibly difficult, and we are taking this with the highest level of urgency and care.
        • Avoid false reassurance.
        • Avoid worst-case framing.
        • Commit to continuous updates and then follow through.
    • ACTIVE SHOOTER – FOLLOW-UP (ALL-CLEAR GIVEN) “Hi, this is [Name] from Camp Victory. I’m following up on the situation from earlier today. We did have an active threat situation, and we immediately implemented our lockdown protocol and involved law enforcement. At this time, the situation has been secured by the authorities. Your child is safe and [state condition—no injuries / evaluated / etc.]. Our team remained with the campers throughout, and we are continuing to care for them and help them process what happened in a calm and appropriate way. We are working closely with our leadership team on next steps and any additional communication. I know this is a heavy situation, and I’m here to answer what I can.”
    • IF INJURY INVOLVED (ADD-ON LANGUAGE) “…I also need to let you know that your child was [brief factual description—evaluated / minor injury / receiving care]. They are currently [state condition clearly].
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Bullying

  1. Separate individuals immediately.
  2. Ensure the camper’s safety.
  3. Notify Camp Pastor.
  4.  Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor.
  5. If the infraction is mild, clearly warn the bully that one more instance of bullying will result in ejection from camp. 
  6. If the infraction is severe, eject from camp.
  7. If ejection from camp is necessary due to the severity of an infraction or repeated infractions, inform the Executive Pastor and then call the parent to retrieve their camper.
    • Script: (warning) “Hi, this is [Name] from Camp Victory. I’m calling to inform you of a situation involving your child. They have been repeatedly/seriously abusive toward another camper. We’ve addressed it directly and made expectations very clear.  At this point, [warning/escalation], and we are monitoring closely. I wanted you to be aware so we can work together on this.”
    • Script: (ejection) “Hi, this is [Name] from Camp Victory. I’m calling to inform you of a situation involving your child. They have been repeatedly/seriously abusive toward another camper. [Describe behavior] We’ve addressed it directly and made expectations very clear; however, our responsibility is to maintain a safe and focused environment for all campers, so we must remove them from camp. We will need you to arrange pickup. I’ll walk you through the next steps.”

 

Example infractions:

  • Mild – name-calling, jostling, mild or playful threats to personal safety
  • Severe – physical violence resulting in injury, humiliation, serious verbal threats to personal safety.
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Contraband

(Drugs/Alcohol/Weapons)
  1. Notify Camp Pastor immediately.
  2. Secure item(s) by requesting the individual willingly give the item to camp staff if you can do so safely. Do not hesitate to call 911 if you know about the contraband but are not 100% sure you can safely secure the items.
    • NOTE: Do not search an individual’s belongings without the owner present.
  3. Photograph and document items.
  4. Notify Executive Pastor within one hour.
  5. Contact law enforcement if the item(s) in question are illegal:
    • Illegal drugs
    • Non-prescription cannabis products.
    • Prescription pills that do not belong to the person in possession.
    • Alcohol in the possession of a minor.
    • Unlicensed Firearm of any make or caliber
  6. Items not allowed at camp, even if legal.
    • Air guns
    • Sling shots
    • Crossbows
    • Sharp-edged weapons of any length – knives, utility knives, machetes, etc.
    • Licensed firearms
    • Alcohol, prescription cannabis, vape, or nicotine products in the possession of an adult
    • Occultic paraphernalia, i.e., tarot cards, satanic bible, etc.
  7. The Camp Pastor will discuss the situation with the Executive Pastor and make a judgment call on how to handle it. Options available range from confiscation and a warning to permanent ejection from the Camp.
  8. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  9. If it involves a camper, notify parents of the situation and the actions taken.
    • Script: “Hi, this is [Name] from Camp Victory. I’m calling to let you know we discovered an item in your child’s possession that is not permitted at camp. The item was [state factually—no embellishment], and we have secured it.  Based on our policies, we have [state action—confiscated/escalated / dismissal under review].  We’ve spoken directly with your child, and they understand the seriousness of this. I wanted you to be aware and involved as we move forward.”
  1.  
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Criminal Trespass

(Intruder/Suspicious Person/Active Threat)
  1. If the individual appears dangerous, agitated, or threatening: Call 911 immediately.
  2. Notify Camp Pastor immediately.
    • Camp Pastor may seek assistance from another adult at camp if they are trained or more physically equipped to manage the situation, i.e., a current or former law enforcement officer, security professional, etc.
  3. Do not engage physically unless necessary to protect life.
  4. Move campers away from the individual and, if possible, restrict access points.
  5. If the individual is non-threatening but unauthorized:
    • Notify Camp Pastor for evaluation.
    • Monitor from a safe distance.
    • Do not allow ANY interaction with campers.
  6. The camp pastor determines the removal approach or law enforcement involvement.
  7. Notify Executive Pastor if the situation escalates or law enforcement is involved.
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Food Poisoning

  1. Notify nurse and Camp Pastor immediately.
  2. Identify and isolate affected individuals.
  3. Suspend serving suspected food items.
  4. If multiple cases or severe symptoms, call 911 and/or local health authorities.
  5. Preserve food samples if possible.
  6. Notify Executive Pastor.
  7.  Document:
    •  Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the legal dept
  8. Notify parents if their child is affected.
    • Script: “Hi, this is [Name] from Camp Victory. I wanted to inform you that your child is experiencing symptoms consistent with a possible food-related illness. They are currently being cared for by our nurse, and we are monitoring closely.
      1. We’ve also taken steps to identify and address the source.
      2. We’re investigating the source. I’ll keep you updated as we learn more.”
      3. If sending home: Your child is still recovering so we would like you to arrange pickup.  I can walk you through that process.
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Grooming and Boundary Testing

  1. Report immediately to Camp Pastor.
  2. Separate the suspected individual from contact with minors.
  3. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the legal dept
  4. Executive Pastor consultation required immediately to determine next steps.
    • All legal reporting per the Camp Minor Protection Policy will be carried out if warranted. Any adult found to be engaging in inappropriate behavior with a minor or reasonably suspected of engaging in inappropriate behavior with a minor will be ejected from camp with no further contact or access to minors.
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Insubordination

(Counselor/Adults)
  1. Address immediately with direct instruction and clarification of expectations.
  2. Notify Camp Pastor.
  3. If behavior continues or is severe:
    • Remove the individual from responsibilities involving minors.
    • Escalate to Executive Pastor.
  4. If behavior compromises camper safety, notify the Executive Pastor by phone and discuss Ejection from camp.
  5.  Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the legal dept.
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Medical Emergency

(Including severe allergic reactions)
  1. Call 911 if life-threatening (before notifying nurse)
  2. Notify and summon nurse – nurse assumes medical authority until paramedics arrive.
  3. Notify Camp Pastor
  4. Notify parents of the situation and the actions taken. (Nurse on duty may make this call)
    • Script (non-life-threatening): “Hi, this is [Name] from Camp Victory. I wanted to update you on a medical situation involving your child. They experienced [brief factual description], and our nurse has evaluated them. At this time, [state condition clearly].  We are continuing to monitor and care for them. I wanted you to hear directly from us and make sure you’re fully informed.  What questions do you have?”
    • Script (transport / serious): “Hi, this is [Name] from Camp Victory. I need to inform you of a medical situation involving your child. They experienced [brief factual description], and based on our medical evaluation, we have called [EMS / paramedics], and they are being taken to [location if known].  We are with your child and caring for them. I will stay in communication with you as this develops.”  I know this is a lot to process. What questions do you have?
    • Script (non-emergent/non-life-threatening medical care outside of camp): “Hi [Parent Name], this is [Name] from Victory Life Camp calling about [Child’s Name]. [Child’s Name] is okay, but they have an injury that we believe should be evaluated by a medical provider. At this time, it does not appear to be a life-threatening emergency.  Because you are a significant distance from camp, we want to partner with you on next steps. One option is for our team to take [Child’s Name] to a local urgent care or hospital for evaluation, using your insurance, while we remain with them the entire time. Before we take any action, we want your permission and input. I can walk you through exactly what we’re seeing, the level of concern, and the type of care we’re recommending. If you’re comfortable, we would:
      • Transport [Child’s Name] with screened staff
      • Stay with them throughout the visit
      • Keep you updated in real time
      • Coordinate any follow-up care with you
      • How would you like us to proceed?”
  1. Work with Camp Admin and/or Nurse to get the camper’s Insurance and medical releases to the camp staff. Camp staff should follow the emergency vehicle to the ER
  2. Notify Executive Pastor.
  3.  Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
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Medication Error

  1. Notify the nurse immediately/Call 911 if an emergency
  2. Nurse assesses and determines medical response (including 911 if needed)
  3. Notify Camp Pastor.
  4. Notify parents of the situation and actions taken.
    • Script: “Hi, this is [Name] from Camp Victory. I need to inform you of a medication-related error involving your child. [State exactly what happened—clear and factual].  Our nurse has assessed the situation, and at this time [state condition and response]. We are taking this seriously and monitoring closely. I wanted to ensure you were informed immediately.”
  5. Notify Executive Pastor.
  6.  Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
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Mental Health Crisis

  1. Ensure immediate safety (self-harm or harm to others).
  2. Do not leave the camper alone.
  3. Notify nurse and Camp Pastor immediately.
  4. If there is any indication of self-harm risk, call 911.
  5. Remove the camper to a safe, quiet environment (within campgrounds).
    • We can offer prayer and comfort, but do not attempt to do the work of a licensed counselor, therapist, or psychiatrist. Do not risk making things worse.
  6. The Camp Pastor coordinates parent notification and likely removal from camp.
    • Script: “Hi, this is [Name] from Camp Victory. I need to update you on a situation involving your child. They experienced a mental health-related episode, and we have ensured their safety and involved our nurse.  [Describe situation] Out of care for your child, we believe it is best to [monitor/have you pick them up]. Let me walk you through the steps for pickup.”
  7. Notify Executive Pastor.
  8. Document:
    •  Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
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Missing Camper

  1. Communicate to counselors: Freeze all camper movement immediately. (lockdown)
  2. Share the name, gender, approximate age, and description of the missing camper.
  3. Perform double (2 people) Headcount – report groups and numbers to Camp Pastor.
    • Check for people who should be or should not be in the expected group – for example, a cabin group. Are all names accounted for? Is there anyone extra in the group?
  4. All adult personnel/Interns not required to supervise kids begin an immediate sweep of the property coordinated by the Camp Pastor.
  5. Call 911 if not located within 10 minutes.
    • Camp Pastor should meet & communicate with emergency personnel
  6. Notify Executive Pastor by phone.
  7. When the camper is located, communicate an “all clear” with appropriate leaders.
  8. Document:
    •  Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  9. Notify parents of the situation and the actions taken.
    • Script: “Hi, this is [Name] from Camp Victory. I want to update you on a situation involving your child. There was a brief period when we were unable to locate them during camp activities. We immediately locked the camp down and initiated our full search protocol, and your child has now been located and is safe. We are reviewing the situation to understand exactly what happened and ensure it does not repeat. I wanted you to hear this directly from us and know your child is safe.”

 

NOTE: If the camper willingly left the designated group or area, see Runaway Attempt.

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Physical Violence

(Adult Attacking A Camper)
  1. Separate immediately.
  2. Nurse evaluation required. Call 911 in an emergency.
  3. Notify Camp Pastor immediately.
  4. Call the police to report an assault against a minor.
    • The Camp Pastor should meet and communicate with law enforcement.
  5. Notify Executive Pastor via phone.
  6. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  7. Eject the adult from the campground – permanent ban.
  8. Notify parents of the situation and the actions taken.
    • Script (Discuss first with Executive Pastor and Legal Dept.)
    • “Hi, this is [Name] from Camp Victory and __________________. We need to inform you of a serious situation involving your child. An adult on site [describe their actions] toward your child, and we immediately separated them, involved law enforcement, and removed that individual from camp.  Your child has been evaluated by our nurse and is [state condition].  We are taking this extremely seriously and are fully cooperating with authorities. Your child is safe, and we are continuing to care for them closely.  I know this is difficult to hear, and we’re here to answer any questions you have.”
  9. Notify Campus Pastors of the individuals involved, if applicable.
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Physical Violence

(Adults Fighting)
  1. Separate immediately.
  2. Nurse evaluation required. Call 911 in an emergency.
  3. Notify Camp Pastor immediately.
  4. Determine if law enforcement is required.
    • If there is any injury, credible threat, or escalation, call the police to report the incident. The Camp Pastor should meet and communicate with law enforcement.
  5. Remove individuals from active participation pending review.
    • One or both individuals may be ejected from the campground.
    • Any act of aggression that endangers campers or staff should result in immediate ejection and potential permanent ban.
    • If it is clear that one of the adults involved was not guilty of aggression, was defending themselves or another camper, and used every option available to avoid and de-escalate the altercation, they may be allowed to remain for the rest of camp.
  6. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  7. Notify Executive Pastor via phone to assist with the decision.
  8. Notify Campus Pastors of the individuals involved, if applicable.
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Physical Violence

(Between Campers)
  1. Separate immediately.
  2. Nurse evaluation required. Call 911 in an emergency.
  3. Notify Camp Pastor.
  4. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  5. Executive notification:
    • If the altercation is minor (small scuffle, no injury, mutual repentance, no indication the incident will be repeated), notify the Executive Pastor via email.
      • Make sure the campers know that a second instance of physical violence will result in automatic ejection from camp.
    • If the altercation is major (Injury sustained, no repentance, heated fight, indications situation remains unresolved, or the incident may be repeated) notify the Executive Pastor by phone and discuss ejection from camp and the length of ejection.
  6. Notify parents of the situation and the actions taken.
    • Script (general): “Hi, this is [Name] from Camp Victory. I want to let you know about an incident involving your child earlier today. There was a physical altercation between campers.  Your child has been evaluated by our nurse, and [state condition factually]. We’ve separated the students and addressed the situation directly.  At this point, [state outcome—resolved/being monitored / disciplinary action]. We’ve made expectations very clear moving forward.  I wanted you to hear this directly from us and know that your child is safe and being cared for. I’m happy to answer any questions you have.”
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Physical Violence

(Camper Attacking An Adult)
  1. Separate immediately.
  2. Nurse evaluation required. Call 911 in an emergency.
  3. Notify Camp Pastor.
  4. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  5. Executive notification:
    • If the altercation is minor (small scuffle, no injury, camper is repentant, no indication the incident will be repeated, adult does not desire the camper to be ejected, and the camper is young enough that the incident can be overlooked), notify the Executive Pastor via email.
      • Make sure the camper knows that a second instance of physical violence will result in automatic ejection from camp.
    • If the altercation is major (Injury sustained, no repentance, heated fight, indications situation remains unresolved, or the incident may be repeated, the camper is old enough to know better or old enough to do real damage to an adult) Notify the Executive Pastor by phone and discuss Ejection from camp and the length of ejection.
  6. Notify parents of the situation and the actions taken.
    • Script: “Hi, this is [Name] from Camp Victory. I need to inform you about an incident involving your child.  There was a situation where your child became physically aggressive toward a staff member. The situation has been contained, and everyone involved has been evaluated by our nurse.  We’ve addressed this directly with your child, and [state next step—warning/review/possible dismissal].  Our priority is maintaining a safe environment for everyone at camp, and we’re taking this seriously. I wanted you to hear this clearly and directly from us.”
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Refused or Delayed Pickup After Ejection

  1. Notify parents immediately with a clear pickup time expectation. Have the parent supply you with an expected arrival time.
  2. Document all communication attempts – method, time, screenshots, etc. Use all communication methods at our disposal – not just texting.
  3. Camper must be supervised at all times. (follow the rule of 2 or 3)
  4. If the delay exceeds a reasonable timeframe or the parent is unresponsive:
    • Contact any other contacts we have for the camper, including their Campus Pastor if applicable.
    • Inform the Executive Pastor
  5. If the situation becomes prolonged or concerning, consult law enforcement or CPS as appropriate.
  6.  Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
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Runaway Attempt

  1. Intercept and stop the camper if safe to do so.
  2. Notify Camp Pastor immediately.
  3. If the camper leaves line of sight, initiate the Missing Camper protocol immediately.
  4. Keep the camper under supervision once located.
  5. Ejection is recommended, but the Camp Pastor determines if ejection is required.
  6. Notify parents of the situation and actions taken.
    • Script (not ejecting/warning) “Hi, this is [Name] from Camp Victory. I need to inform you of a situation involving your child. They attempted to leave the camp without permission. We were able to intervene, and they are now safe and under supervision. I wanted to inform you immediately.
    • Script (ejecting) “Hi, this is [Name] from Camp Victory. I need to inform you of a situation involving your child. They attempted to leave the camp without permission. We were able to intervene, and they are now safe and under supervision. However, we believe that they may attempt to leave again, which puts them at an unacceptable level of danger while under our care, so we will need you to arrange pickup. I’ll walk you through the next steps.”
  7. Notify the Executive Pastor and document if ejecting.
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Severe or Repeated Behavioral Issues

(Camper)
  1. Camp Leader – Address behavior immediately and directly.
  2. Notify the Camp Pastor after the initial incident if the behavior is significant.
  3. Escalation ladder:
    • First instance: Verbal correction and clear expectations.
    • Second instance: Formal warning, documentation, and inform the parent.
    • Third instance or severe behavior: Camp Pastor review for dismissal.
  4. If behavior threatens safety or significantly disrupts camp, skip steps and escalate immediately.
  5. Notify the Executive Pastor by phone and discuss Ejection from camp and the length of ejection.
  6. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
      • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  7. Notify parents of ongoing concerns and action being taken.
    • Script (warning stage):“Hi, this is [Name] from Camp Victory. I wanted to make you aware of some ongoing behavior concerns with your child. We’ve addressed this directly with them and have given a clear warning about expectations moving forward. At this point, we’re continuing to work with them, but I wanted you involved early so we’re aligned.”
    • Script (dismissal likely): “Hi, this is [Name] from Camp Victory. I need to talk with you about your child’s behavior at camp. Despite multiple interventions, the behavior has continued, and at this point, we are moving toward dismissal from camp. Our responsibility is to maintain a safe and focused environment for all campers. We will need you to arrange pickup. I’ll walk you through the next steps.”
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Severe Weather

  1. Designate people to monitor conditions via designated weather alerts.
  2. At the first sign of lightning, high winds, rotation, or severe storms, the Camp Pastor signals camp leaders to suspend all outdoor activities immediately & move campers to cabins or lodge, depending on severity.
    • The Camp Pastor should convey calm and confidence in communications.
  3. Counselors should perform a count before and after sheltering.
  4. Notify Executive Pastor via phone/text once kids are safely sheltered and counted.
  5. If there is a tornado watch (Conditions are favorable for tornadoes to develop)
    • Communicate to camp leaders that a warning is in effect, and they should be prepared to take tornado cover. Remind them where to shelter and instruct them to bring peace to the campers, not fear.  They should focus on comfort, prayer, singing, gratitude exercises, etc., with the kids, not weather reports on their phones.
  6. If there is a tornado warning (A tornado has been detected)
    • Communicate to camp leaders: TORNADO – TAKE SHELTER
      • Move campers immediately to the safest available locations:
        1. Lodge interior rooms (pantry/office areas preferred)
        2. Cabin interior bathrooms
        3. If no structure is available, move to the lowest ground (ditch) and cover the head/neck
      • If a tornado touches down on camp property:
        1. Account for all campers (headcount by group leaders)
        2. Ask counselors to report any injuries or structural damage.
  7. If injuries or damage occur, follow Medical Emergency protocol.
    • Coordinate with the Executive Pastor regarding communication to parents
    • Communication to parents should happen ASAP per the Medical Emergency Protocol.
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Sexual Misconduct

Between Adult and Minor (Statutory Rape)
  1. Separate the two people involved – they must be out of sight and earshot of one another.
  2. Notify Camp Pastor immediately. Do not interrogate to determine consent, intent, or guilt.
  3. Call 911.
  4. Report the situation to Oklahoma CPS: 1-800-522-3511
    • Sexual Abuse includes any sexual activity involving a minor. Minors cannot have consensual sex as minors cannot legally consent in the same way adults can.  Any employee or volunteer with a reasonable suspicion of abuse or neglect must immediately report to civil authorities.
  5. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Complete the “Suspected Abuse Form”
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  6. Notify Executive Pastor ASAP
    • The Executive Pastor must notify the Executive Team and the Legal Team ASAP.
  7. The Executive Team and Legal team will handle the situation, and an Executive Pastor will notify parents of the situation and the actions taken.
    • SEXUAL MISCONDUCT – ADULT AND MINOR (INITIAL PARENT CALL) “Hi, this is [Name], one of the Executive Pastors at Victory Life. I’m calling regarding a serious situation involving your child. I want to begin by telling you that your child is safe and is currently with trusted staff who are caring for them.  We received a report of inappropriate conduct involving an adult and your child. As soon as this was reported, we immediately separated the individuals and contacted both law enforcement and Child Protective Services, as required.  We are fully cooperating with authorities, and they will be responsible for determining the details of what occurred.  At this point, we are focused on your child’s safety, care, and support. We will also work with you on the next steps, including pickup and any support your family may need.  I know this is extremely difficult to hear. I’m here with you in this, and I will answer what I can while also honoring the process that authorities now have in place.”  “Out of care for your child, we do need you to come pick them up as soon as possible. We will ensure they are supported and not alone until you arrive.”
    • IF PARENT PRESSES FOR DETAILS “I understand why you would want every detail. At this stage, because law enforcement and CPS are involved, we are not able to investigate or share conclusions. What I can tell you is what we observed and the actions we’ve taken to ensure your child’s safety.”
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Sexual Activity

Between Minors (Beyond PDA)
  1. Separate the two people involved – they must be out of sight and earshot of one another.
  2. Notify Camp Pastor immediately.
  3. Do not interrogate to determine consent, intent, or guilt.
  4. If the situation is suspected to be rape, call 911.
  5. Report the situation to Oklahoma CPS: 1-800-522-3511
    • Sexual Abuse includes any sexual activity involving a minor. Minors cannot have consensual sex as minors cannot legally consent in the same way adults can.  Any employee or volunteer with a reasonable suspicion of abuse or neglect must immediately report to civil authorities.
  6. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
  7. Notify Executive Pastor within one hour.
  8. Minors will be removed from camp. The Camp Pastor will discuss the situation with the Executive Pastor and make a judgment call on whether the minor will be allowed back in the future.
  9. Notify parents of the situation and the actions taken.
    • Script: “Hi, this is [Name] from Camp Victory and _________________________. We need to inform you of a serious incident involving your child. An incident involving inappropriate sexual behavior was reported involving your child and another minor. We have separated them and ensured their immediate safety. As required, we have made a report to the appropriate authorities. Your child is currently safe and being cared for. We will be coordinating next steps and will keep you informed.  I know this is a lot to process—I’m here to answer what I can.”
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Special Needs Crisis

(Minor)
  1. Ensure the immediate safety of the camper and surrounding campers.
  2. Notify nurse and Camp Pastor immediately.
  3. Remove the camper to a quiet, controlled environment if possible. (Do not violate the rule of 2 or 3)
  4. Follow any known medical plans or instructions on file.
  5. Do not physically restrain unless necessary to prevent harm.
  6. The Camp Pastor will determine if parent contact or removal from camp is required.
  7. Discuss with the Executive Pastor if the situation is difficult or ongoing.
  8. Document:
    • Objective, fact-driven description of the situation (can be recorded extemporaneously and then transferred to a written form when the situation has settled)
    • Witness statements. (audio is acceptable – state full name, phone number, time, role at the camp).
    • Documentation must be emailed to the Executive Pastor and the Legal Dept.
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Unauthorized/Unscheduled Pick-Up Attempt

  1. Notify Camp Pastor immediately – Do not release the camper under any circumstances.
  2. Verify identity against authorized pickup records.
  3. If the individual refuses to leave or becomes agitated, call 911.
  4. Contact the parent/guardian for clarification.
    • Script: “Hi, this is [Name] from Camp Victory. I’m calling to verify a situation regarding your child. An individual attempted to pick them up who was not listed on the authorized pickup list. We did not release your child.  Can you confirm whether this person was approved? We want to ensure everything is handled correctly and safely.”
  5. If they are authorized to pick up the camper, proceed with the usual discharge process.
  6. Notify Executive Pastor if the situation escalates.
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Locations