Hiring for summer is in full swing! While most camps have moved beyond paper files, it’s still critical to maintain a complete personnel file for every staff member or volunteer joining your program this season.
Why? Documenting a thorough screening and hiring process isn’t just about compliance—though requirements like I-9 forms and licensing are important. It’s also about defining your camp’s culture and philosophy from the very first interaction. Beyond that, strong screening practices serve as one of your first lines of defense against abuse and misconduct.
When allegations of abuse arise, investigations often begin with personnel files—not just for the accused, but for anyone who may have failed to report red flags or supervise appropriately. Missing documentation can lead to claims of negligent hiring, which occurs when an employer hires someone they knew—or should have known—posed a risk. Common gaps include skipped background checks, missing interviews, or absent reference documentation. Anecdotally, references are the most frequently missing piece.
According to Praesidium’s 2024 report, negligent hiring is cited in 65% of adult-to-youth abuse cases, 23% of adult-to-adult cases, and 4% of youth-to-youth cases.[1] These claims often accompany allegations of negligent supervision or retention—underscoring the employer’s duty of care.
What does this mean for you? As hiring season continues, take time to audit your files. Ensure every step of your screening process is documented and aligns with your policies. This isn’t just about compliance—it’s about protecting your campers, your staff, and your camp’s reputation.
Action Step: Hold a date on your calendar in May to complete a file audit. Confirm that background checks, interviews, and reference documentation are complete for every staff member. Your diligence today can prevent serious risks tomorrow.
Sample Hiring Checklist
q Completed Application (signed and dated)
q Interview Notes (documented questions and responses)
q Reference Checks (minimum of two, documented)
q Background Check Results (criminal history, sex offender registry – may be stored separately)
q Verification of Work Eligibility (I-9 form and supporting documents)
q Licensing or Certification Copies (if applicable)
q Signed Policies & Code of Conduct (acknowledgment of camp rules)
q Training Records (orientation and safety training)
q Any Additional State or Accreditation Requirements
[1] Praesidium (2024, October). Understanding Negligent Hiring: Preventing Sexual Abuse Through Comprehensive Screening Practices. https://bit.ly/understandingnegligenthiring