CAC Resource Reservation Procedure & Policy
The CACCCC manages Climbing and COPE resources through this reservation system. Making and completing a reservation is a simple but multi-step process. There are 4 resources available: Dok’s Tower at LPSR, The COPE Course at GLSR, two Natural Areas Gear boxes (1 & 2). Each resource has it’s own requirements for who can request a date but the process is the same for all.
Who can request?
Dok’s Tower: The requestor must be a current CAC Climbing Instructor or Director.
COPE: The requestor must be a current CAC COPE Facilitator or Director
Natural Areas 1 or 2: The requestor must be a current CAC Climbing Instructor with an NA endorsement or a CAC Director.
The reservation process
1: The requestor fills out a date request for an open date on the calendar and specifies the resource. The calendar will show the resource as “Pending Approval” and the request date is recorded.
2: A director approves the request and the calendar will show “Pending”.
3: Payment is submitted to the council office via the form provided. When payment is received at the council office the calendar will show “Reserved” and the date will be locked.
4: The requestor will be notified via email that the reservation is complete and their email address will be linked to the reservation.
IF no payment is made within 2 weeks of the initial request, the slot is automatically released and the process starts over.
IF a unit cancels they forfeit the slot and are responsible for working out a refund or credit directly with the council office. (Cancelations must be made at least 2 weeks in advance.)
IF a requestor can not find sufficient help in staffing the event, the CACCCC will try to get the word out but does not guarantee the availability of staff – this is the units responsibility.
Sharing a resource
If a requestor wants to use a resource on a date that is already reserved, he or she may contact the owner of that time slot to request sharing of the resource. The decision to share rests entirely with the owner of the time slot, not the council office, not the committee. It frequently works out in the spirit of scouting that units share both staff and participants very effectively. Other times the nature of the planned event may not fit with a shared situation. The CACCCC encourages sharing where possible but respects the first come first serve nature of the reservation system.
If a sharing situation is worked out, the Lead Instructor for the owner of the time slot is the ultimate “Qualified Instruction” authority for that event and responsible for the safe, fun and orderly delivery of the activity to the participants.
This includes meeting standards for health and medical form processing as well as close out paperwork.