SayPro Registration Forms: Completed participant forms, including emergency contact information and health details.

SayPro Responsibility: Registration Forms

Objective:
To ensure that all participant registration forms are accurately completed and securely maintained, capturing essential personal, health, and emergency information necessary for safe and efficient camp operations.

Key Responsibilities

🔹 1. Collect Comprehensive Participant Information

• Personal Details
  • Full name, date of birth, and contact information of the participant.
  • Parent or guardian contact details including phone numbers and email addresses.
• Emergency Contact Information
  • At least two emergency contacts listed with relationship to participant and up-to-date phone numbers.
  • Clear instructions on preferred contact order in emergencies.
• Health and Medical Information
  • Details of any allergies, medical conditions, medications, or special needs.
  • Consent for medical treatment in case of emergency.
  • Information about immunizations if required.
• Participation Consent and Liability Waivers
  • Signed consent forms agreeing to camp rules, photo release, and liability waivers.

🔹 2. Ensure Accuracy and Completeness

• Form Verification
  • Review each form for completeness and legibility before final acceptance.
  • Follow up promptly with parents or guardians to clarify or complete missing information.
• Secure Data Handling
  • Maintain confidentiality and secure storage of all participant data in compliance with privacy regulations.

🔹 3. Organize and Manage Registration Records

• Digital and Physical Records
  • Store completed forms in organized digital databases and/or secure physical files.
  • Maintain easy access for camp staff during the program for safety and administrative needs.
• Reporting and Updates
  • Provide registration summaries to camp coordinators and coaches prior to camp start.
  • Update participant records promptly if any new information arises.

Deliverables:

• Fully completed and verified participant registration forms
• Secure and organized participant data records
• Registration summary reports for camp management and staff