CAMPS AND CONFERENCES

UW-Whitewater's address is, 800 W. Main Street, Whitewater, WI 53190. A good directional map can be found online here: Maps/Direction. 

UW-Whitewater at Rock County's address is, 2909 Kellogg Ave, Janesville, WI 53546. A good directional map can be found online here: Maps/Direction. 

This information will be available on each event-specific website. Summer camp information will be available three weeks prior to the camp start date. 

Registrants who cannot meet the time frame of regular check-in must notify the camp office in advance at cesevents@uww.edu. Late arrivals should reference pre-camp communication and the website for a detailed schedule of events.

Yes, most events will and will be listed on the event website.

Resident and commuter campers must use the drive thru check in for housing assignments/keys and drop off medications at the location mentioned in the Camp Information Packet. Parents/guardians are invited to the residence halls to visit with staff members and ask any last minute questions. Please note that there are no structured activities during the check-in period, but residential staff will be in the residence hall to help campers get settled in their rooms and encourage campers to begin getting to know one another in an informal setting. Commuter campers can socialize at the dorms and go with the group to the first session.

Please do not attend if you are feeling sick. Participants will be sent home if sick. Contact cesevents@uww.edu and inform us that the participant will not be attending the event. Doctors note will be needed to refund, fee minus deposit.

Can we bring snacks?

Snacks are permitted between meals. Residence Halls and campus buildings have vending machines and the University Bookstore has convenience items.

Some camps may offer special late-night food options, at an additional cost. Watch for details in your pre-camp communication.

Where will we eat?

Most meals are provided in the campus dining halls, some meals may be catered and eaten off-campus at Starin Park. Meal specifics, including the location, will be provided in all pre-camp communication.

How are special dietary needs considered?

Special dietary needs will be met and must be included in attendee registration to be accommodated.

Yes, coolers are permitted. No refrigerator will be provided or accessible, except in Pulliam Hall and Ma'iingan Hall. 

Room and board costs are included in the camp fees. Various summer camps sell athletic apparel or other merchandise, offer trips to the University Bookstore and allow nightly pizza deliveries. If registrants wish to participate in these activities, additional funds are needed. Please review the camp information packet for additional details regarding your specific camp.

No (with the exception of Pulliam Hall and Ma'iingan Hall). Participants are advised to bring fans. Note: The gymnasiums are also not air-conditioned. Greenhill Center of the Arts, Moraine Bookstore, Upham Hall, University Center and dining halls are air-conditioned. During periods of heat, directors will provide a cool area for participants and will take all the necessary precautions to avoid heat fatigue. This may include canceling awards ceremonies in the gymnasium.

Roommate requests must be made at the time of registration. Requests must be made by both participants to be honored. Room assignment requests will not be shared until time of check-in and cannot be guaranteed. Continuing Education Services works to match roommates based on age, team, school/community. Every effort is made to ensure that campers are not housed alone. However, "no-shows" and uneven numbers do occur from time to time. Requests for single rooms will not be honored.

Most camps have organized activities during non-instructional periods. Free time is supervised by camp staff members. Commuters are welcome to join the group in the residence halls, and are encouraged to bring activities for free time (Uno, coloring books, crosswords, etc.).

Mail should be sent to participants in care of University of Wisconsin Whitewater. The mailing address is:

Event Name
Registrant Name
UW-Whitewater
800 W Main Street
Roseman 2005
Whitewater, WI 53190

Please understand that mail delivery to participants will take at least 2 extra days, as the mail must travel from the US Postal Service to the UW-Whitewater Mail Center to the Continuing Education office and then to the participant. Also, UW-Whitewater mail does not deliver on Saturdays or Sundays. Any mail received after participant leaves will be mailed to the address provided in the registration.

I UNDERSTAND THAT I AM BEING ASKED TO READ EACH OF THE FOLLOWING PARAGRAPHS CAREFULLY.  I UNDERSTAND THAT IF I WISH TO DISCUSS ANY OF THE TERMS CONTAINED IN THIS AGREEMENT, I MAY CONTACT: RISK MANAGEMENT AND SAFETY AT (262)-472-1856 OR CONTINUING EDUCATION SERVICES AT (262) 472-3165.

Liability Waiver: Registrants understand that not all risks can be foreseen and there are some risks which are unpredictable. They understand that certain inherent risks that cannot be eliminated regardless of the care taken to avoid injuries. They are aware of the risks of participation, which include, but are not limited to, the possibility of physical injury, fatigue, bruises, contusions, broken bones, concussion, paralysis, and even death. Registrants understand that the university has advised them to seek the advice of their physician before participating in the above-named program. They understand that they have been advised to have health and accident insurance in effect and that no such coverage is provided for them by the University or the State of Wisconsin. Registrants know, understand, and appreciate the risks that are inherent in the above-listed programs and activities. They hereby assert that their participation is voluntary and that they knowingly assume all such risks.

Hold Harmless, Indemnity and Release: In consideration of my participation in these activities, the registrant, for themselves, spouse, heirs, personal representatives, estate or assigns, agree to defend, hold harmless, indemnify and release the Board of Regents of the University of Wisconsin System, the University of Wisconsin-Whitewater, and their officers, employees, agents, volunteers, and all others who are involved, from and against any and all claims, demands, actions, or causes of action of any sort on account of damage to personal property, injury, or death which may result from their participation in the above listed program. This release includes claims based on the negligence of the Board of Regents of the University of Wisconsin System, the University of Wisconsin-Whitewater, and their officers, employees, agents, and volunteers, but expressly does not include claims based on their intentional misconduct or gross negligence. Registrants understand that by agreeing to this clause they are releasing claims and giving up substantial rights, including their right to sue.

Consent for Emergency Treatment: In the event of a serious injury, the registrant authorizes the University of Wisconsin-Whitewater and its designated representatives to consent, on their behalf, to any emergency medical/hospital care or treatment to be rendered upon the advice of any licensed physician. Registrants agree to be responsible for all necessary charges incurred by any hospitalization or treatment rendered pursuant to this authorization.

Photographs and Videos: By applying for this event, registrants understand that the University may take photographs and/or videos of event participants and activities. Registrants agree that the University of Wisconsin - Whitewater shall be the owner of and may use such photographs and/or videos relating to the promotion of future events. Registrants relinquish all rights that may claim in relation to use of said media. Any shared with the University of Wisconsin-Whitewater on social media or use of its hashtags grants use of those media for any purpose.

Registrant Conduct: Any misconduct by a registrant is grounds for immediate dismissal without a refund and/or refusal of participation in future events. Event Directors have final determination of registrant conduct. Participation in this event is voluntary.  Participants who have been removed from previous events for conduct may be banned from participation in any future events.

Smoking/Vaping: The University of Wisconsin Whitewater is committed to providing a safe, healthy environment for all visitors to the campus.  UW-Whitewater prohibits smoking/vaping indoors and within twenty-five feet of all building entrances, air intakes, operable windows or other designated areas.  Smoking/Vaping use by minors is illegal and will be subject for immediate dismissal from event without refund.

University Property Damage: Any damage to University property by registrants will be paid for by the registrant or the registrant’s guardians.

Lost or Stolen Items: Be aware that we advise you to leave all non-essential, portable electronic devices at home, but ultimately it is your decision. UW-Whitewater will not be responsible for any lost or stolen items.

Data Collection: Our registration collects several pieces of personal information as a part of the registration process.  The full privacy notice from UW-Whitewater .

The University of Wisconsin-Whitewater is committed to equal opportunity in its educational programs, activities and employment policies, for all persons, regardless of race, color, gender, creed, religion, age, ancestry, national origin, disability, sexual orientation, identity, political affiliation, marital status, veteran status, parental status and pregnancy. 

If you require any special accommodations or attention, please advise us well in advance by calling 262-472-3165 or e-mailing us at cesevents@uww.edu.  We will make every effort to accommodate your special needs.

Camp Information Packet: The camp information packet will be available on the camp website to download at least three weeks prior to the start of camp. Camp information packet will include an electronic medication form to be completed only if bringing medications to camp, check-in and out times with locations, confirmed daily schedule, what to bring and other important information you will need to know before attending camp. Pre-camp information will be available via QR code for participants, individuals interested in a hard copy should bring their own.

Health Services Staff Available: Each of our summer camps has dedicated Health Services Staff assigned for the duration of the camp. The health staff will administer medication, treat injuries typical to participation and will monitor participant hydration.

University Housing (Applicable to residential camps only): University Housing residence halls provide student-style housing conveniently located on campus. Most campers will be assigned rooms that include two twin beds, desks, chairs, and shared bathroom facilities with individual stalls.

Campers will need to provide bed linens and pillows. Please note that our residence halls are not air-conditioned. We strongly advise campers to bring a fan, if possible. Laundry and vending machines are located within halls. Campers may be assessed fees for any damages incurred and/or lost keys. 

Registrants are not allowed to enter any residence hall other than the one assigned to their camp. Boys are not allowed to enter girls’ rooms and vice versa. Public spaces are provided in each residence hall for campers to socialize. With the exception of check-in and check-out, visitors are NOT permitted in your room at any time. Campers are responsible for their own money and personal items; the University and the camp are not responsible for lost items. Keep your doors locked at all times. Do not share your room keys with others. Contact staff with concerns or questions.

Individual restroom facilities will be provided for staff and youth participants. All participants are required to use the facilities designated for their use.

Roommate requests are to be made at the time of registration and cannot be guaranteed. Requests must be made by both participants to be honored. Room assignment requests will not be shared until time of check-in. Campus Event Services works to match roommates based on age, team, school/community.

Meals (UW- Whitewater Main Campus): You will be given a name tag and lanyard at time of registration. Your lanyard will determine how many meals you’ll receive. In most instances, commuters receive lunch and dinner, whereas resident campers are provided four meals. Camp specifics are outlined in the pre-camp communication.

Event registration will ask that you disclose any dietary needs. The registrant must reach out to the meal staff for help in making dietary decisions.

Meals (UW-Whitewater at Rock County): Cold lunches are required for all multi-day registrations. In the event of activities that include food, the event registration will ask that you disclose any dietary needs. The registrant must reach out to the meal staff for help in making dietary decisions.

Parking and Transportation (Main Campus): Parking fees are included in your registration.  Parking permits details will be available in the camp information packet. All vehicles must have a parking permit displayed in their window and park in assigned lots indicated in the camp information packet. Failure to do so will result in a fine. More information on parking is on the Visitor Center website.

Parking and Transportation (UW-Whitewater at Rock County): Parking fees are included in your registration. More information on parking is on the Visitor Center website.

Deposit: All summer camp events require a minimum of a $100 non-refundable deposit.

Cancellations and payments: Most registrant accounts must be paid in full 21 days prior to the start of event; check event website for specific details. Registrants with outstanding balances after payment is due in full are subject to being removed from the event roster without refund. Please contact Continuing Education Services at cesevents@uww.edu prior to this deadline if extenuating circumstances prevent you from completing a payment.

Refunds: In the event of a cancellation, Continuing Education Services should be notified no later than 21 days before the start of the event to receive a refund, less the deposit. Most cancellation requests received less than 21 days from the start of camp will receive a refund minus 50% late cancellation fee. See summer camp event website for specific policy. Cancellations due to medical reasons will receive a full refund, less the deposit, if the cancellation is requested and medical documentation is provided prior to the start of event. Valid medical cancellations must include a signed letter from a licensed physician to qualify. NO REFUNDS will be given for withdrawal due to early departures, disciplinary reasons or no show after the camp has started. 

All cancellation requests must be submitted to cesevents@uww.edu; provide registrant’s name, camp title and medical documentation, if applicable. Refunds will be returned to name and address of payer. 

We reserve the right to cancel any event for any reason; in such case, all fees paid will be refunded or contact cesevents@uww.edu for alternate arrangements.

Health Insurance: Registrants are encouraged to have their own health insurance, as accident insurance provided by the University is limited. Registrants understand that UW-Whitewater provides each registrant a limited accident insurance policy. The insurance includes primary coverage up to $10,000. Insurance does not cover pre-existing injuries and is for accidents only. The cost of insurance is included in the registration fee. This insurance will not cover you while you are traveling to or from campus.

Awards and Scholarships: Past camp awards from UW-Whitewater or scholarship awarded to you from your school, coach, club, etc. must be applied before your balance is paid in full. A processing fee will be assessed if refund check is issued due to overpayment on your account. Discount cannot be applied after you register and pay.

Medical Information: If any medical information changes, it is your responsibility to notify Continuing Education Services at cesevents@uww.edu. Individuals requiring prescription or non-prescription medication while at camp must complete the Medication Form. It’s encouraged individuals complete the form 2 weeks prior to camp arrival to ensure most up-to-date prescription details. All medications must be in original containers. Individuals should only bring the required dosage needed while at camp. Medications left at camp will be destroyed 2 weeks following the session. Contact cesevents@uww.eduif you suspect you left medication at camp, medication will not be returned via mail and must be picked by the adult participant or authorized individual. 

Off Campus Trips: All minor registrants are confined to the University campuses’ proper; any trips off campus require field trip liability acknowledgment at the time of registration . All minor registrants making off campus trips will be accompanied by a staff member unless written permission from the guardian is provided.

Minor’s Cell Phone Use: Cell phones are allowed at events, but usage cannot interfere with the event and other participants. Guardians are responsible for setting clear guidelines for cell use with the minor.

Adults attending an event with their child: Guardians attending events with their child are not allowed to take custodial care of another child at any time and the guardian must remain with their own child at all times, unless they are noted as an authorized pick-up or emergency contact. 

Alternative Airport Pick-Up: Alternative pick-up arrangements should be noted at the time of registration. For individuals requesting airport pick-up, airfare should not be purchased until confirmation is received from the camp staff. Three youth participants must utilize the arrangement to ensure youth protection standards are met. Individuals will be advised to book at the nearest airport (Milwaukee) and must have a scheduled landing time within 3 hours of each other. This service will incur an additional fee, including: residence halls, transportation, meals, insurance and staff time. 

Camp Cross-Over (only available for campers participating in multiple camps, at an additional cost): A cross-over refers to an individual participating in multiple camps and remaining in custodial care of UW-Whitewater’s staff outside of the traditional camp time. For example: Gymnastics Session 1 ends on Saturday and Gymnastics High Performance begins on Sunday. In this case the camper would remain in care Saturday evening through check-in on Sunday. Camp Cross-overs must be noted at the time of registration and is not available for all camps. This service will incur an additional fee, including: residence halls, meals, insurance and staff time.

Arriving to Campus: Guardians are asked in the registration how their child is arriving to campus for camp.

• Minor participants may arrive to camp via authorized person listed in the registration.
• Participant aged 16 and older may drive themselves with a valid driver's license. If yes, guardians permission for their child to check in and out of camp independently at the scheduled times indicated on the pre-camp communication. They understand prior to camp starting and at the conclusion of camp. The University of Wisconsin-Whitewater will no longer have custodial responsibility for the participant. Guardians also recognize the participant should leave the UW-Whitewater campus immediately following the conclusion of camp. Additionally, participant vehicle keys will be turned into the session direction at the start of camp and return to the minor participant at check-out.
• Participant aged 15 and older may walk/bike to camp. If yes, Guardians give permission for their child to check in and out of camp independently at the scheduled times indicated on the pre-camp communication. Guardians understand prior to camp starting and at the conclusion of camp The University of Wisconsin-Whitewater will no longer have custodial responsibility for the participant. Guardians also recognize the participant should leave the UW-Whitewater campus immediately following the conclusion of camp.

Cancellations and payments: All registrant accounts must be paid in full 21 days prior to the start of event. Registrants with outstanding balances after payment is due in full are subject to being removed from the event roster without refund. Please contact Continuing Education Services at cesevents@uww.edu prior to this deadline if extenuating circumstances prevent you from completing a payment.

Refunds: In the event of a cancellation, Continuing Education Services should be notified no later than 21 days before the start of the event to receive a refund, less the deposit. Most cancellation requests received less than 21 days from the start of camp will receive a refund minus 50% late cancellation fee. See summer camp event website for specific policy. Cancellations due to medical reasons will receive a full refund, less the deposit, if the cancellation is requested and medical documentation is provided prior to the start of event. Valid medical cancellations must include a signed letter from a licensed physician to qualify. NO REFUNDS will be given for withdrawal due to early departures, disciplinary reasons or no show after the camp has started. 

All cancellation requests must be submitted to cesevents@uww.edu provide registrant’s name, camp title and medical documentation, if applicable. Refunds will be returned to name and address of payer. 

We reserve the right to cancel any event for any reason; in such case, all fees paid will be refunded or contact cesevents@uww.edu for alternate arrangements.

Health Insurance: Registrants are encouraged to have their own health insurance, as accident insurance provided by the University is limited. Registrants understand that UW-Whitewater provides each registrant a limited accident insurance policy. The insurance includes primary coverage up to $10,000. Insurance does not cover pre-existing injuries and is for accidents only. The cost of insurance is included in the registration fee. This insurance will not cover you while you are traveling to or from campus.

Awards and Scholarships: Past camp awards from UW-Whitewater or scholarship awarded to you from your school, coach, club, etc. must be applied before your balance is paid in full. A processing fee will be assessed if refund check is issued due to overpayment on your account. Discount cannot be applied after you register and pay.

Medical Information: If any medical information changes, it is your responsibility to notify Continuing Education Services at cesevents@uww.edu. Individuals requiring prescription or non-prescription medication while at camp must complete the Medication Form. It’s encouraged individuals complete the form 2 weeks prior to camp arrival to ensure most up-to-date prescription details. All medications must be in original containers. Individuals should only bring the required dosage needed while at camp. Medications left at camp will be destroyed 2 weeks following the session. Contact cesevents@uww.edu if you suspect you left medication at camp, medication will not be returned via mail and must be picked by the adult participant or authorized individual. 

Off Campus Trips: All minor registrants are confined to the University campuses’ proper; any trips off campus require a complete activity waiver form. All minor registrants making off campus trips will be accompanied by a staff member unless written permission from the guardian is provided.

Minor’s Cell Phone Use: Cell phones are allowed at events, but usage cannot interfere with the event and other participants. Guardians are responsible for setting clear guidelines for cell use with the minor.

Adults attending an event with their child: Guardians attending events with their child are not allowed to take custodial care of another child at any time and the guardian must remain with their own child at all times, unless they are noted as an authorized pick-up or emergency contact.

Cancellations and Refunds: No refunds will be given. See event website for specific policy.

Health Insurance: Registrants are encouraged to have their own health insurance, as accident insurance provided by the University is limited. Registrants understand that UW-Whitewater provides each registrant a limited accident insurance policy. The insurance includes primary coverage up to $10,000. Insurance does not cover pre-existing injuries and is for accidents only. The cost of insurance is included in the registration fee. This insurance will not cover you while you are traveling to or from campus.

Awards and Scholarships: Past camp awards from UW-Whitewater or scholarship awarded to you from your school, coach, club, etc. must be applied before your balance is paid in full. A processing fee will be assessed if refund check is issued due to overpayment on your account. Discount cannot be applied after you register and pay.

Minor’s Cell Phone Use: Cell phones are allowed at events, but usage cannot interfere with the event and other participants. Guardians are responsible for setting clear guidelines for cell use with the minor.

Adults attending an event with their child: Guardians attending events with their child are not allowed to take custodial care of another child at any time and the guardian must remain with their own child at all times,unless they are noted as an authorized pick-up or emergency contact.

Cancellations and Refunds: No refunds will be given. See event website for specific policy.

I understand that I am being asked to read each of the following statements carefully. For youth events, parents/guardians are required to share the statements to the participating youth. Continued issues and/or breaches of this code may result in being removed from the activity, event, or program permanently and without refund. 

• Respect differences of all participants and will not discriminate against anyone else on the grounds of gender, race, sexual orientation, ability, or other identity
• Report any incidents of bullying to adults immediately
• Support and encourage all other program participants
• Respect all staff, directors, and volunteers
• Follow online safety and internet use policies

Prohibited Conduct:

• Abusive language towards a staff member, volunteer, or another participant
• Bringing dangerous or unauthorized materials such as explosives, firearms, or weapons onto to campus property
• Inappropriate or rude treatment of a peer, staff member, or volunteer
• One-on-one interactions with any program staff member before, during, or after any program
• Verbal, physical, or visual harassment of another participant, staff member, or volunteer
• Actual or threatened violence toward any individual or group
• Conduct endangering the life, safety, health, or well-being of others
• Failure to follow any UW System or campus policy, including but not limited to sexual assault/violence/harassment policies, dishonest academic behavior policies, or emergency procedures
• Bullying or taking unfair advantage of any participant
• Failure to follow directions of supervisors/youth programming staff/event leaders
• Possession or use of alcoholic beverages or illegal drugs on campus property or reporting to the program while under the influence of drugs or alcohol

My child has permission to participate in the field trip during their camp/clinic/event participation. I understand that this activity involves traveling off campus either by walking or vehicle transportation. I acknowledge that I have spoken with my child about my child’s need to comply with the specific rules and requirements established for this activity; all camp/University policies and procedures; participant code of conduct; and, state and federal regulations and laws. I also understand that I have the ability to refuse to sign this form. In addition, if I refuse to sign, my child will not be permitted to participate in the field trip. I confirm that I have carefully read this CONSENT AND RELEASE and agree to its terms knowingly and voluntarily. I also confirm that I am the parent or legal guardian of the child. This consent and release has been read and is understood by me.

UW-Whitewater Camps and Conferences Office takes your input very seriously. Especially a report of endangering the safety of youth participants. A link is provided below to report any concerns you may have regarding our programs.

Report a Concern

Yes! All event health staff supervisors and athletic trainers are ready and available to quickly and carefully respond to injuries and illnesses. We have a national athletic trainers association certified trainer. UW-Whitewater Camps and Conferences meet or exceed compliance under HFS 175. Click here for HFS 175 specifics.

Due to state regulations, we are required to collect all reported medications used by minors. Medications will be collected by our athletic trainers at event check-in. All medication, including vitamins, supplements and over the counter medication should be properly labeled in original containers with correct dosage for the duration of the event.

We recommend bringing two to the event- one to keep on hand with the participant and another with athletic trainers. If only one is available, it will be kept with the minor unless requested to stay with an athletic trainer.

We will hold onto medications for a period of two weeks. If not collected during that time, medications will be destroyed and disposed of.

Parents/guardians will be notified for advice and recommendations if the problem does not require immediate medical attention. Should a youth participant require medical attention, a certified athletic trainer or camp health supervisor will assess appropriate measures to take. UW-Whitewater Camps have the full cooperation of Fort Memorial Hospital and emergency room personnel. For participants taking medication, please complete the health form prior to arrival. When possible, athletic trainers and health staff will contact parent(s)/guardian(s) before seeking treatment

 You will be required to provide health information in the registration. Athletic Trainers and health staff will refer to the registration whenever medical treatment is necessary; this is the only guide a health care provider will have in case of emergency, so make sure all health information is accurate and up to date.

Should an injury occur the event director will seek medical attention from athletic trainers, health staff, or call 911 in a medical emergency.

1. After a youth participant has been cared for, the Event Director will notify parent/guardian of injury and details thereof.
2. The Event Director will distribute an injury claim form to the injured participant’s parent or guardian.
3. If parent or guardian so chooses to submit an injury claim form they will submit it to Arthur J. Gallagher Risk Management Services, Inc. Gallagher then submits the injury claim form to Health Special Risk (HSR).
4. Upon confirmation of a covered claim, HSR will add the injury to their claims systems so that corresponding medical bills will be eligible for coverage.

Injury Claim Form

Injury Claim Form

1. The injury claim form should be fully completed and submitted within 90 days from the date of injury. Parents are required to sign the line for authorization, so that Health Special Risk, Inc (HSR) and the doctors/hospital may communicate concerning your claim if needed.
2. Once completed, make a photocopy for your records, and mail (email or fax) to the address shown below.
3. DO NOT assume that anyone else will mail this claim form to HSR for you.

Incomplete claim forms are one of the most frequent reasons why claim payments are delayed.

YOUR BILLS

1. Please advise all doctors/hospitals regarding this coverage so they may forward HSR their itemized bills.
2. If a participant has already been to the doctor/hospital and did not know about this coverage, then they can either submit itemized bills directly to HSR at the address below or instruct the billing department to do so.

• The bills should include the name of the doctor/hospital, their complete mailing address, telephone number, the date you were seen by the doctor/hospital, what the doctor saw you for and the specific itemized charges incurred.
• Please note, if this information is not on the bill your claim will be denied for the missing information. “Balance Due” statements do not contain sufficient information to complete your claim. Ask your physician or hospital to provide you with a HCFA1500 or UB04 to avoid delays.

PRIMARY INSURANCE

1. This policy provides coverage on a primary basis. All medical bills should be sent to HSR first.
2. HSR will process benefits on a primary basis, after which, claims can be submitted to a secondary carrier, if applicable.
3. Your secondary insurance will require a copy of HSR’s Explanation of Benefits (EOB), which will be received from HSR via mail advising if a claim was paid or denied, and the reason(s) why.

Health Special Risk, Inc.

8400 Belleview Drive,  Suite 150

Carrollton, TX 75007

If you have any questions, please contact Customer Service at (800) 328-1114. They are available from 8:00 a.m. thru 6:00 p.m., Monday – Friday. You may also forward any documents by fax to (972) 512-5820.or via email to claims@hsri.com.

Camp health and safety regulations allow for only two persons per room, each camp participant in a single bed. Depending on residence hall layout,3 or 4 participants may share the same room or suite.. Every effort will be made to ensure each participant has a roommate. However, we cannot guarantee each event will have an even number of participants. Accommodations will be met on a case by case basis and determined by the Continuing Education Services.

While registering for the event, participants may request a roommate. All roommate requests must be reciprocated between the involved participants.  

No, entering a residence hall other than the one assigned to your event is grounds for non-refundable dismissal from the event.

Each residence hall will be locked after hours of instruction. Those participants who become locked out will need to notify the Event Director. There are numerous emergency phones with a blue light around campus in public locations. To guarantee not being locked out, participants should not leave the building unsupervised.

 Note: Individual residence hall keys DO NOT unlock the main building entrance.

No. Participants are not allowed off campus except under the supervision of an event director or designated staff. If your event has a sponsored off-campus activity, a permission slip will be included in the camp information packet. Permission slips will be collected at camp check-in. Participants will not be allowed to participate in off-campus activities without a signed permission slip on file.

We have many options for campers with allergies or who follow a vegan or vegetarian lifestyle. In the dining halls we have a concept called Azone which is free from the top 8 allergens except soy on occasion. This station does not contain gluten/wheat, dairy, nuts, eggs, fish/shellfish. We also have a vegan option available at this station daily. Our dining hall has signage at each concept that displays the entree names, calories/serving size, and will also list any allergens that are in the entree if there are any. This is noted by symbols and each sign has a legend that explains what each symbol means. This signage will also indicate what items are vegan and which are vegetarian. Esker dining hall is a nut free facility in which we do not offer peanut butter to keep our campers safe.

Each event will provide a staff number where parents may call and leave messages for participants during the event session. This phone number will be available in the camp information packet located on the event website. Messages will be checked regularly. You may also call Continuing Education Services during regular business hours (Monday-Friday, 8:00 am- 4:30 pm) at 262-472-3165. Additionally, campers are welcome to bring their personal cell phones to use.

Guardians are welcome to watch their child to participate in camp activities on an event by event basis. It’s recommended that you communicate with the Event Director to determine the most appropriate time for you to watch/participate in event activities.. When you arrive, please plan to provide proof of identification. The event director will verify guardianship. For security reasons, only guardians or authorized pickups are allowed to be in facilities not announced as a public performance.

Yes. All UW-Whitewater employees and youth serving staff/volunteers will have undergone a Criminal Background Check before the event. All youth serving staff/volunteers are required to complete a Youth Protection Best Practices and Reporting Responsibilities training.

Youth participants are supervised by adult staff. If the program includes an overnight, adult staff will also reside in the residence halls with the youth participants. In most instances, an adult/youth ratio of 1:10 is mandatory. Adult staff will be responsible for the supervision and care of youth participants for the entire duration of the event.

All university faculty, staff, volunteers, interns and students, as well as third parties who interact with youth participants as part of a covered activity.

Violations of the Policy may result in disciplinary action for any University employee, whether paid or volunteer, up to and including termination of employment. Violations of the Policy also may result in discontinuation of the program or banning of the program from use of University facilities.

Yes. Training, screening, and vetting is based on how the person interacts with minors and not their affiliation with the institution.

All events, operations, endeavors, or activities designed for participation by Youth Participants and organized, sponsored and/or operated by the Institution regardless of location; and all events, operations, endeavors, or activities designed for participation by Youth Participants held on property owned or leased by the Institution that are organized, sponsored and/or operated by Third Parties.

Examples of covered activities include, but are not limited to, programs, events, camps, clinics, workshops, symposia, conferences, tournaments, meets, clubs, projects, competitions, internships, job shadowing, mentoring, private lessons or instruction, coaching, tutoring, field trips, lab visits, precollege programs, and service-learning placements.

Individuals, age 18 and over, paid or unpaid, who are authorized to interact with youth participants as part of a covered activity following completion of screening and training requirements. This includes, but is not limited to, faculty, staff, volunteers, graduate and undergraduate students, student-athletes, interns, and individuals associated with Third Parties. Authorized adults cannot have unsupervised access to minors.

An authorized adult who is counted in the supervision ratio for a covered activity. Designated individuals are responsible for ensuring the care and safety of youth participants in covered activities. Additional training is required for authorized adults serving as designated individuals.

• Know who is authorized, and not authorized, to pick up each child.
• Obtain a written statement if the child is to be released to someone other than those persons designated on the registration form (this person must bring identification).
• Do not release a child to anyone younger than 16 years of age or to anyone who arrives intoxicated or questionably under the influence of alcohol or drugs.
• If it is a non-custodial parent who is demanding to remove the child, call 911 immediately.

Do not engage or communicate with minors through email, text messages, social networking websites, Internet chat rooms, or other forms of social media at any time except and unless there is an educational or programmatic purpose, and the content of the communication is consistent with the purpose of the program and available to all program participants.

In accordance with UW-Whitewater Policy on Mandatory Reporting of Child Abuse and Neglect, all UW-Whitewater employees, volunteers, and contractors working for UW-Whitewater sponsored programs or activities are required to report suspected abuse or neglect under Wisconsin Executive Order #54 or EO54.

Yes, all reports of suspected child abuse or neglect, made in good faith, will not result in discharge from employment, discipline, or otherwise discriminated against in regard to employment, or threatened with any such treatment.

Persons required to report, who intentionally fail to report suspected child abuse or neglect may be fined not more than $1,000 or imprisoned not more than 6 months or both.