TEACHER ORIENTATION AND

SUMMER TRAINING
T.O.A.S.T. to 2023!
Please follow along as we discuss
• New Adjunct Faculty Agreements
• Updated Protocols
• Summer Camp Info Sheets, Forms, and FAQs
• Teacher Expectations & Responsibilities
• Museum Policies & Procedures
• VMFA History & Grounds
 Youth & Teen Studio Staff &
 Contacts
Staff On-Duty, while camps are in session, call or text
(c) 804.868.0879 to request prompt assistance from our staff
youthstudio@vmfa.museum is the best email to reach our team
 Megan Liles Endy, Programs Coordinator | megan.endy@vmfa.museum
(o) 804.340.1438 | (c) 757.403.8889
 Alex Parrish, Programs Unicorn | alex.parrish@vmfa.museum
(o) 804.340.1331 | (c) 804.921.2782
 Kassidy Strosnider, Studio Tech (Apr-Sep)
kassidy.strosnider@vmfa.museum
 Education Interns (unpaid), TBD
youthstudio@vmfa.museum
NEW Adjunct Faculty
Agreement

Additional notes and highlights…

• Please read entire agreement thoroughly!!
• See enclosed “Adjunct Faculty Expectations” • Agreements no longer mention
mask requirements; however, we still
• Agreements are emailed via DocuSign; contact Megan Endy
ask that you consider wearing a mask indoors while students
ASAP if you have not received your agreement.
are present, regardless of vaccination status; particularly if
• If you are a NEW faculty member, there are added steps and you have a student in risk
paperwork that are handled through our HR Dept. • Remember to self-screen for illness prior to coming to the
• Remember that you must arrive at least 30 minutes prior museum; contact Megan Endy (757.403.8889) immediately if
to the start of class; if you are running late, please let staff you start feeling ill before or during your class, regardless of
know ASAP. the time of day or night.
Payroll Info
• Instructors are compensated for hours listed on the Adjunct Faculty Agreement (not
the sign-in sheet).
• Remember to sign-in/out daily on the Teacher Sign-in sheet. Note: This does
not affect payment unless the instructor is late, absent, or worked extended
hours with prior approval due to extenuating circumstances.
• Hours are submitted into the KRONOS timekeeping system by the
supervisor (not faculty). You may, however, receive email notifications when
hours are inputted, submitted, and/or approved. No action is required by faculty.

W1: 6/26 – 6/30

W2: 7/3 – 7/7

W3: 7/10 – 7/14

W4: 7/17 – 7/21

W5: 7/24 – 7/28

W6: 7/31 – 8/4

W7: 8/7 – 8/11

W8: 8/14 – 8/18

INSTRUCTOR
SIGN-IN
SHEET
• Please remember to sign-in upon
arrive and sign-out when you leave

• Sign-in sheets are located at the

Check-in Table in the Art Education
Center and at the Security Desk in
the Pauley Center

• Compensation is based on
contracted hours – and not the hours
listed here – unless you are late,
leave early, or have approved
“additional teaching services”
COVID & Health Practices
Click here for VMFA’s COVID-19 protocol [as of 5/9/23]

Mask statement for Youth & Family Studio Programs (only): In this program, we are still
encouraging faculty and staff to wear masks, particularly while indoors with groups of
students for extended periods of time and when community levels are high in our area. We
also strongly suggest that, if you have any known, high-risk students in your camp(s), wear a mask. We show respect
and support our students’ personal choice in mask wearing. Further health and safety practices include the
following…
Personal safety Support mask wearing, 3ft Enrollment Reduced class sizes
distancing, and hand washing Capacity Only faculty, staff, students, interns
Cleaning Wipe down tables and chairs, and volunteers are permitted, unless
frequently touched surfaces, and invited in the studio by instructor
supplies after use unless teacher invites caregivers
PPE Supplies Masks, hand sanitizer and wipes, Supplies Individual art kits, wash hands before
disinfectant cleaner, gloves, etc. sharing, use disposable products when
Tests Free covid tests readily available reasonable
on-site for faculty (ask coordinator) Water While water fountains are available, we
Mitigations Action plan for positive cases; still encourage bringing water bottoms
cleaning protocols enforced; from home.
modified check-ins Air Quality Proper ventilation and filters plus air
Screening Daily health screening at check-in; purifies in every studio.
staff and faculty self-screen at home
Youth & Teen Studio
Programs: Summer Camp Info
Packets
Please read entire packet(s) thoroughly. These
packets are not only helpful to participants, but
they provide almost everything you need to
know about the programs…

Packets Include

• Updated Info Sheet + Guidelines

• Updated Forms
• Updated FAQs
• Map + Parking
VMFA YOUTH & TEEN SUMMER CAMPS 2023: FREQUENTLY ASKED QUESTIONS
For updates to youth or teen studio programs guidelines, visit www.vmfa.museum/youth-studio/guidelines

What are your COVID-19 guidelines for summer camps?

VMFA is committed to providing a safe and healthy space for our visitors, students and their families, staff, and volunteers. VMFA Education
programs continue to follow the most up-to-date recommendations from VDH and CDC, and monitor community levels. Our staff works directly
with the VMFA Human Resources Dept. regarding mitigations, exposures, and cases.

What is the camp drop-off and pick-up process like?

Please review the Youth/Teen Studio Programs Summer Info. On the first day, we collect forms and welcome new campers. Adults must escort
children (under 13) to/from camps daily; teens do not require an escort. At pick-up, adults must show their ID.

What if I need to reach my child in the event of an emergency or I’m running late to pick up?
Call or text 804.868.0879!* This is our emergency-only line that we use while programs are in session. We are often busy with camps and may
not answer right away but we check voicemail and texts frequently and will be in touch very soon! You may also contact Visitors Services at
804.340.1405 and ask them to notify summer camp staff.
*Please do not use this number for general inquiries; for non-urgent matters, call 804.340.1438 or 804.340.1331.

Our plans have changed – can I get a refund or transfer to another camp?
Here is VMFA’s statement regarding cancellations:
Fees are nonrefundable except when VMFA cancels a class. Classes may not be substituted or switched once registration is complete. Be sure
to mark your calendar! Classes and workshops with insufficient enrollment will be cancelled at least a week before they are scheduled to
start. Please register early. Please check the VMFA website for current sold-out or cancelled offerings.
Nonetheless, we understand that summer is a busy time for families, so we’ve made some exceptions (charges apply):
Cancellations and Transfers for Youth and Teen Summer Camps ONLY: There is a $50 refund deduction for each camp cancellation or $30
charge per transfer (pending camp availability). To be eligible, cancellations and transfers must be made at least two weeks (or 14 days)
prior to the first day of camp. No refunds or transfers within two weeks of camp.
What should I do if my child is sick?
Please, stay home! Students cannot attend camp with symptoms of illness such as fever (100.4˚ F or above), vomiting, diarrhea,
cough, sore throat, etc., or with a contagious illness such as COVID-19, RSV, strep throat, stomach virus, etc. Students must be fever-
free for at least 24 hours (without fever-reducing medication) before returning to camp.
VMFA does not provide refunds for sick days, as they occur so frequently with children. For more severe cases, COVID-19, or other
conditions, however, you may submit an email to youthstudio@vmfa.museum requesting a refund or partial refund; if possible,
please attach a doctor’s note. We will review the request and determine whether you are eligible for a refund.

Does my child have to wear a mask?

We appreciate when students wear properly fitted masks indoors, particularly when COVID-19 community levels are high in our
area, but masks are not required (subject to change based on CDC recommendations). Extra masks are available onsite, if needed.

Can I attend camp with my child or sit with them in the studio?
Unless your child has a medical condition or other need that requires an aide, caregivers are not permitted. Only registered students
and staff are allowed in the studios in an effort to keep occupancy low and mitigate the spread of COVID-19.

Do students get to go outside during camps?

Yes, we love going outside! Unless it’s raining or the heat index is too high, youth camps typically go outside for their daily break.
Teachers will also lead select art activities in the Sculpture Garden (for both youth and teen camps). If sun exposure or insect bites
are a concern, feel free to reach out to our staff. You may also want to consider applying skin protection prior to arrival.

Do you offer before or after care?

Not at this time – we are unable to offer childcare due to limited space, staff, and museum operating hours.

My child is only registered for one camp, but I need more time. Can I sign them up for the Connect-
a-Camp program?
No, Connect-a-Camp is only available to students registered for a full day of youth camps (both morning and afternoon). We are
unable to accommodate additional check-ins or check outs during that time. Please plan accordingly.
What if my child doesn’t meet the age requirement for the camp or class they want to take?
Look for another camp or wait until they are old enough. Please do not register for a program designed for a different age group.
Otherwise, your child may be turned away upon arrival. Camps are tailored to specific audiences, with age-appropriate activities.

But my child is advanced in art and very mature for their age – can we register for camps intended
for older students?
Please only register for the proper age group, as camps are designed with varying abilities in mind. We have excellent teachers who
are experienced in working with students who have different levels of skill, talent, and even maturity. Lessons and activities are
usually modified to meet the independent needs of each student, whenever possible.
Furthermore, most students seem to prefer being with peers closer to their own age (particularly teens). We have noticed that older
students tend to find our programs less desirable when we allow younger kids to enroll in the same classes.

Why don’t you offer camps for every age group in morning like you do in the afternoon? I want to
register all of my kids for the same week but they’re different ages and one is always left out!
We hear you and understand your frustration! The summer camp program, however, is only one of many fantastic programs that
VMFA has to offer. The Art Education Center studios are shared spaces and, in the mornings, one of the rooms is occupied. Contact
megan.endy@vmfa.museum if you have further questions or need assistance.

Your camps are so popular and fill up almost immediately – why don’t you offer more? Have you
thought about adding an evening session? What about weekends?
Thank you so much! These questions come up a lot and we would love to accommodate everyone’s requests; however, we simply do
not have the staff, time, or space to run additional camps and classes. We are truly at maximum capacity.
Your patronage and understanding are greatly appreciated!
I’m trying to sign up for more camps online but I’m having trouble registering – what do I do?
First, check availability – go to your desired camp or program and click the “Register Now” button/link. If you see “No times are
available for this date. Please try another date.” then the camp is sold out. (The links or buttons “Register Now” and “Sold Out” are
simply added text that we must change manually so when there’s a high volume of registrations, updates can be delayed.)
For other issues or inquiries about registration, contact Visitor Services at info@vmfa.museum or 804.340.1405.
For issues or inquiries regarding your VMFA membership, contact membership@vmfa.museum at 804.340.1520.

Do you have a waitlist?

Yes, please email Visitor Services at info@vmfa.museum with the following information:
 Subject: Summer camp waitlist
 Your Name
 Name of participant(s)
 VMFA Member ID, if applicable
 Title + Date of desired camp(s)
 Phone number
 Email
EMERGENCY INFO
FORM
Please make time to review forms as soon
as check-in is complete (or when a staff
person delivers the clipboard to the Safety
Sack).

Important things to note:

• Nicknames
• Pronouns
• Allergies
• Medical conditions
• Needs
• Student info
We’ll do our best to highlight this info
for you, if/when possible.
EMERGENCY
MEDICATION
PERMISSIONS FORM
FYI: Youth Studio Staff will manage these cases
and notify teachers and Security Staff, if medically
necessary, of any students requiring with specific
needs.

“VMFA Staff are not authorized to administer

medications on a regular basis.

If a student is to self-carry a medication for use in

the event of an emergency, it must be noted on the
Emergency Information Form and clearly written
instructions on the administration of medicine must
be provided by the parent or legal guardian on the
Emergency Medication Permission Form.”
MAP & PARKING
INFO
• Check-in stations are indicated by 
• Caregivers dropping off or picking up
students can park free in the deck for up to
30 minutes. (VMFA Members park free)
• If more time is needed, we can validate
parking tickets at the Check-in Stations.
• Staff and faculty pay to park ($6 per day or
$10 per pay period).
• Interns get a free parking pass. Volunteers
can park for free but need to have tickets
validated tickets at Visitor Services.
• Side note: Teachers get a $10 discount on
any VMFA membership level.
CODE OF CONDUCT
FOR TEEN STUDIO (only)
The Code of Conduct is submitted by the
student at check-in on Monday before
their first class; however, teachers should
still review this agreement at the start of
class.

Teachers should know and understand

all rules and consequences, as well as
follow the same dress code restrictions as
students.
Guardian & Minor Model Release
(aka Photo Release Form)
• Note that a VMFA Photographer may stop by
periodically throughout the summer; camp staff
will procure release forms prior to their visit.
• This form is authorized for VMFA use ONLY,
for museum media, promo, and publications.
• DO. NOT. PHOTOGRAPH. STUDENTS.
• If you would like to take photos for your own
promo or portfolio, please ask before doing so.
Students should not be identifiable in any way
(including their name on an artwork or shirt);
absolutely no faces.
YOUTH CHECK-IN SHEET
• Check-ins stations are located near studios
• Staff usually signs students in while Faculty greets
student in the studios (unless we are short staffed)
• We ask screening questions but no longer do
temperature checks
• All forms are collected during check-in on the first
day of camps. Please remember to review
Emergency Forms at the start of camp
• No parents in the studios; teachers, please be
prepared to come OUT of the studios to talk with
parents, as/if needed

NOTE CHECK-IN/CHECK-OUT TIMES

(KIDS)
• Check-ins
• 8:40 – 9:00 am
• 12:45 – 1:05 pm
• Check-outs
• 11:50 am – noon
• 3:50 – 4:00 pm
TEEN CHECK-IN SHEET
• Check-in station is located outside the studios
• We still screen but no longer do temperature checks
• All forms are collected on the first day of class;
remember review the student Emergency Forms.
• Instructors, at the start camp on the first day, please go
over the Teen Code of Conduct with students and have
them fill out pre-vals (if provided to you).
• Teen Instructors may be asked to manage the check-
ins/outs for their own classes when staff is limited –
please familiarize yourselves with the process
• Teens must be supervised at all times while classes are
in session.
• Dismissal is at noon or 4pm; DO NOT release students
early for any reason (not even by a few minutes early)
and do not keep them late.

CHECK-IN/CHECK-OUT TIMES
(TEENS)
• Check-ins
• 8:45 – 9:00 am
• 12:45-1:00 pm
• Check-outs
• Noon
• 4 pm
STUDENT ART
SHOW
• Choose one artwork per camp …and only one
Kids Camps Only …sorry Teens
• Consider size – 3D works should be no bigger than a bread box;
there are currently no limitations on the size of 2D pieces

• Select artwork before then end of the week, if/when possible.

• Please remember to give the top half of the form to the

caregiver.

• Be optimistic and enthusiastic – if you’re excited, they’ll be

excited!

 Present it as it is – they’ve been selected because [note positive

feedback] and that their artwork will be featured in a special
exhibition at the Virginia Museum of Fine Arts!!! Be gentle about
keeping work and avoid referencing time. Put a positive spin on it,
for example, say “we’ll hold on to your artwork for a bit and keep it
nice and safe! We’ll even have it professionally framed! Not only
that, your art will have its very own label with YOUR NAME, just
like the art we saw in the museum! But before we borrow it, we have
to show it to [caregiver] who is going to be so proud of you! Let’s
make sure they get plenty of pictures so you can have a copy of it at
home, too!

 Of course, if you present it in a negative way, the student will not

want to participate. This usually happens when the teacher or TA
says, “they want to put your artwork in the show but that means
they’re going to keep it for a really long time and you won’t be able
to take it home today.” See the difference?
 Youth Studio:
Class Critique
• Check-in staff usually has caregivers
complete evaluations on the last day of
camp.
• Instructors should be communicating
with parents throughout the week.
• Remember to update the studio
whiteboard with your daily activities
and gallery visits.
Teen Studio: PreVal + Class Critique
• Instructors hand out Summer PreVals in the beginning and review on the first day, when possible.
• At the end of class, hand out Class Critiques – please give students privacy and have them put
forms in a pile facedown or a folder. Please review critiques after all students have departed (time
permitting). DO NOT review any critiques when students are present.
Youth & Teen:
Staff Observation
Periodically, staff and interns will come by and
assess your class. We usually choose classes
based on staff available or intern interest. These
are merely observations to monitor how
programs are going. This also gives our intern
staff an opportunity to learn from different
teachers.

Please do not be concerned if your class is

chosen for observation. 
Youth & Teen: Instructor Self-
Eval
• Due to the recent migration from Google Suite to
Microsoft 360, we are modifying forms, shared
files, and so forth.

• Teachers will be sent a new Google form or self-

evaluation to submit upon completion of camp(s).

• Your feedback is VERY important to us – you are

the ones who see it all! You ARE the program and
without you, camps would not exist. Please share
what you think works, what doesn’t work, and any
recommendations you may have to improve your
experience.

Thank you for all you do!

Policies & Procedures
VMFA Emergency Procedures
Emergency Procedures
Summarized for
Youth & Teen Studios

[INFO TO BE UPDATED] Copies are

available in each studio by the nearest
Please contact megan.endy@vmfa.museum if phone (or at the teacher desk in the
you need access to the official policy. lab).
Youth & Teen Studio Programs | Quick Guide for Emergency Procedures
FIRST AID
FOR ALL MEDICAL EMERGENCIES: report immediately to VMFA Security Console at x.1563 or phone 804.340.1563.
After contacting Security staff, alert Program Coordinator or Education Staff of emergency. Note that 911 will be called only by VMFA
Security staff. VMFA Security is also trained to provide first aid, if needed.
Note that first aid treatment is carried out with more than one adult present except in the rare occasion where delay in providing urgent first
aid pending the arrival of medical aid would be harmful to the child. Cursory or minor first aid can be administered by gloved VMFA staff
person, such as, but is not limited to, distribution of bandages or cold packs.
***An “Ouch Form” will be completed for any minor incident requiring first aid and given to the parent to review and sign.***

FIRE EMERGENCY OR EVACUATION

In the event of a fire or other emergency evacuation, the teacher or education staff should get the “Safety Sack” and immediately lead the
class to the VMFA Parking Deck via the nearest exit. Remain at the deck until Security gives clearance.

WEATHER RELATED SHELTERING-IN-PLACE

During a significant weather event, it may be more prudent to shelter in-place instead of evacuating the building. If this decision is made,
all children and staff will be directed to an interior room such as the Cheek Theatre or Pauley Center basement, away from windows and
glass doors. This procedure will continue until Security staff advises that the weather event no longer poses a threat.

MISSING CHILD
The contract teacher, staff, or group leader should account for all members of their group. If they are missing any person, VMFA Security
must be alerted immediately, along with Program Coordinator or Education Staff. Do not hesitate! Give Security staff a detailed description
of the child. VMFA will activate a Missing Child Alert and proceed accordingly. If VMFA staff or visitor finds a lost child, they should take
that child immediately to the nearest VMFA Security officer.

CLEAN UP OF BLOOD & OTHER BODILY FLUIDS

Quickly notify Security and Facilities Service, followed by the programs coordinate, of any blood spills or other bodily fluids. While it is
human nature to want to help, do not attempt to clean a spill yourself. VMFA’s policy for cleaning bodily fluids is to follow Universal
Precautions (i.e. treating ALL human blood, other body fluids and potentially infectious material, as if it were infected regardless of the
person, their age, or any other factor). The use of PPE during clean up and the proper disposal of the waste and contaminated clean up
material is required. Facilities Service staff have the proper training and equipment to handle any cleanup.
“Ouch!” Form
• For minor injuries only; more severe injuries
must be reported to Security to file an Incident
Report.
• Complete top and bottom with the same info
• Top copy should be signed by the parent and
given to staff
• Bottom copy should be signed by Camp Staff
and given the parent at pickup (or given to the
teen)
Children Protection
Guidelines
Children Protection Guidelines:
Summarized for Youth & Teen Studios

Please contact megan.endy@vmfa.museum if you need

access to the official policy. The following slides summarize
relevant information (last updated 2019).
 VMFA Child Protection Guidelines - Internal document for VMFA training purposes
Updated, Summarized, and Reformatted for Summer Camp Teachers (5/14/19) (For complete document, see coordinator)

The Virginia Museum of Fine Arts welcomes visitors of all ages and abilities. VMFA aims to provide a healthy and safe environment for all
visitors, especially children. The well-being of children is a critical part of our health and safety management process, and it is our responsibility
to ensure the protection of children on our premises and engaged in activities under our direct control. Children will be protected from physical,
emotional, and sexual abuse to the best of our ability while on our premises. Staff members and volunteers in this organization recognize and
accept our responsibility to develop awareness of the issues that cause children harm, and act appropriately.

We define children as persons under 18 years of age. Children less than 13 years of age are regarded as needing a higher degree of protection
than those ages 13 and above.

Code of Conduct for Staff Members

(“Staff Members” encompasses Employees, Adjunct Faculty, Volunteers, and Interns)
 Staff members are required to be good role models and maintain a professional demeanor at all times. They may not use offensive
language, make sexually suggestive comments or gestures, smoke, use illegal drugs, or drink alcohol in the presence of child visitors.
 Staff members will wear a photo identification badge at all times.
 Staff members may not strike, spank, shake, or slap children.
 Staff members may not pose any health risk to children.
 Staff members may not verbally humiliate, ridicule, threaten, or degrade children.
 Staff members may not touch a child in a sexual or other inappropriate manner.
 Staff members may not use discipline that frightens a child.
 Staff members may not spend excessive time with individual young people, take children home in private or state vehicles, engage in
rough play or physical contact, isolate themselves in a bathroom or any private room with an individual child, do things of a personal
nature that the child can do for themselves, or physically restrain other than to prevent harm to child or others.
 Staff members have a responsibility to report lapses in acceptable standards by other staff members to their VMFA supervisor.
 Failure to maintain appropriate standards in working with children will be dealt with using VMFA disciplinary procedures.
Student Drop-Off/Pick-Up
 If a child shows up for class and is not preregistered, the adult accompanying the child will be asked to register with VMFA
Visitor Services at the front desk.
 For Youth Studio Programs: The assigned VMFA instructor or designated staff member will require a parent/guardian to sign in each
child (aged 5-12) on a VMFA sign-in sheet upon arrival. This adult must leave emergency information and a contact number for that
day, as well as the name of the person picking up the child.
 A valid photo ID is required for an adult to pick up a child. VMFA sign-in/out sheets will be provided by VMFA Staff prior to each
class. If someone different from the name listed as the pick-up person arrives to pick up the student, a VMFA staff member will
contact the child’s parent or guardian for confirmation before releasing that child with the adult.
 For Teen Programs: Students (ages 13-17) are permitted to sign themselves in and out of each class. VMFA Staff will supply the
sign-in/out sheets to designated staff member prior to each class. Students must give emergency contact information and phone
number upon arrival and sign in.
 For Teen Programs: If the student is to leave early, they must notify the instructor and provide a note from their parent/guardian
before the start of class.
 VMFA is responsible for students’ safety only during a scheduled program time. Staff member or instructor will not release
students to explore the museum without an accompanying teacher, parent, or chaperone.
 VMFA does not offer extended care for any child. Parents/guardians are required to pick-up their child at the end of the class.
 Faculty Teacher or a VMFA staff member is required to wait with student(s) until each are satisfactorily picked up. If the student
drives a car to class, they can leave on their own accord. If the adult is more than 30 minutes late picking up a child, the class
instructor may surrender the child to a designated VMFA Education staff member or Security staff to wait with the child until
they are picked up. The child will not be permitted to attend future VMFA children or teen programs if the parent is more than
30 minutes late on two occasions.

Student Behavior
 Youth Programs Rules and Consequences are available in the Youth Programs Information Packet sent upon registering for
camps, as well as on our website. In order to make our art programs a positive experience for all students (ages 5–12 in Youth
Classes) and staff, we reserve the right to remove students from class who do not adhere to student behavior policy. The
behavior policy will be reviewed by the teacher on the first day of class.
Supervising Students
 All students ages 5-12 who are enrolled in Youth Classes are supervised at all times while participating in studio classes and
guided gallery experiences. This includes escorting students to the restrooms.
 All students ages 13-17 who are enrolled in Teen Programs are supervised at all times while participating in studio classes and
correlating gallery experiences. They do not require restroom supervision.

Restrooms
 Single-stall restrooms are bright, well lit, and easy to supervise. Multiple-stall restrooms require an adult to make a visual check of
the entire restroom before permitting children to enter. In the Youth Studio Program, an adult will stand outside the door of the
restroom and monitor it acoustically.

General Safety
 The museum is protected from fire by a smoke and heat sensor system linked to the fire alarm. Well-rehearsed evacuation
procedures ensure all visitors can safely leave the premises. All staff, teachers, and volunteers will be familiar with the emergency
exits, the evacuation path from the building, and the refuge location.
 Telephones are located in an easily accessible location within each room or studio where teachers and children may be working.
 Emergency contact telephone numbers are visible near each telephone.
 Student contact information emails and/or emergency numbers are not shared directly or indirectly.
 An incident report will be completed and submitted to VMFA Security for any accident, mishap, disciplinary, or unusual
circumstance deemed notable.
 Backpacks and packages are not permitted in the galleries.

Classroom Safety
 Paper cutters are secured with a metal hook/guard over the cutter arm. Do not remover the guard for any reason.
 Sharp cutting tools and hazardous materials are secured and out of reach of younger students.
 No child will handle, mix, or work with materials not meeting the AP (Approved Product) Seal without approval from
parent/guardian or proper safety gear and protection.
First Aid
 All medical emergencies will be reported immediately to VMFA Security at 340-1563.
 911 will be called by VMFA Security for all medical emergencies, not studio staff or faculty.
 VMFA has staff members who are trained to provide first aid.
 First aid treatment is carried out with more than one adult present except in the rare occasion where delay in providing urgent first
aid pending the arrival of medical aid would be harmful to the child.
 Cursory or minor first aid will be administered by gloved VMFA staff member at their discretion. This could include, but is not
limited to, the distribution of bandages or instant cold packs.
 An “Ouch” forms will be completed for any minor incident requiring first aid. The report will be given to the parent/guardian to
read and sign to verify that they were notified of the child’s incident.

Medical Notice for Caregivers:

VMFA Education Staff are not authorized to administer medications on a regular basis. If a student is to self-carry a medication for use
in the event of an emergency, it must be noted on the Emergency Information Form, and written instructions on the administration of
medicine must be provided by the parent/legal guardian on the Emergency Medication Permission Form.

It is strongly advised that should your child need emergency medication, VMFA staff is notified at least two weeks ahead of the
program. If your child has an allergy of any kind, it is important to inform VMFA staff on the first day of camp/class. If your child has a
serious life-threatening allergy, we welcome you to remain on campus while your child is participating in the program.

In the event of an emergency, VMFA Staff will respond to the situation promptly and accordingly; a staff person will immediately
attempt to reach the parent or guardian.

Missing Child
 The group leader, staff, or faculty teacher should account for all members of their group. If they are missing any person, VMFA
Security Console will be alerted immediately. VMFA will immediately activate a Missing Child Alert and notify the local police
dept.
Abuse
 All VMFA staff members, instructors, interns, and volunteers will treat every child with dignity and respect.
 Any staff member, instructor, intern, or volunteer working with minors will be instructed as to appropriate and safe behaviors.
 The welfare of children is paramount, and any suspicion or allegation of abuse will be taken seriously. All our staff, volunteers,
and trustees have a responsibility to report any concerns or suspicions that may arise with an appropriate supervisor.

Photography
 Staff members obtain the caregiver, parent or guardian’s consent in writing prior to taking photographs or videotaping of children
in the museum, or during class.
 Student names are not published with accompanying published photos.
VMFA Gallery Guidelines | Quick Reference for
camps
 Keep a safe distance from the art. No touching
(this includes walls and cases)
 Sketching is permitted
 Graphite pencils only
 Sketch pads cannot exceed 18”X24”
 Drawing boards cannot exceed 24”x26”
 No food or drinks; no large backpacks (one
shoulder bags are okay); no umbrellas
 No running or playing in the galleries
 Use “museum voices” and be mindful of others
 No flash photography
 Sitting on floor is permitted as long as we do not
impede the passage of other visitors. Sitting on
stairs and blocking egress, however, are strictly
prohibited.

Please contact megan.endy@vmfa.museum if you need

access to the official policy.
VMFA Policy:
Civility in the
Workplace
 Policy 2.35
Effective Date:
1/1/19
Supersedes Policy 1.80, Workplace Violence, and Policy 2.30 Workplace Harassment

CIVILITY IN THE WORKPLACE

Application: All Executive Branch employees whether covered or non-covered under the Virginia Personnel Act. This includes all teaching,
research and administrative faculty, employees of the Governor's Office, the Office of the Lieutenant Governor, and the Office of the Attorney
General.

Expectations for appropriate behaviors extend to contract workers, customers, clients, students, volunteers, and other third parties in the
workplace.

POLICY
It is the policy of the Commonwealth to foster a culture that demonstrates the principles of civility, diversity, inclusion, and equity. In keeping
with this commitment, workplace harassment (including sexual harassment), bullying (including cyber-bullying), and workplace violence of
any kind are prohibited in state government agencies.

PURPOSE
The purpose of this policy is to ensure that agencies provide a welcoming, safe, and civil workplace for their employees, customers, clients,
contract workers, volunteers, and other third parties and to increase awareness of all employees' responsibility to conduct themselves in a
manner that cultivates mutual respect, inclusion, and a healthy work environment. All employees should be trained to recognize, prevent, and
report behaviors that constitute harassment, sexual harassment, bullying, cyber-bullying, and threats or violence related to the workplace.
Agencies are required to provide avenues for addressing complaints and holding employees accountable and to communicate how employees
may access these procedures and participate in related investigations, free of retaliation.
https://documentcloud.adobe.com/link/track?uri=urn:aaid:scds:US:7a8df64f-a081-43c6-a89f-359fd1176615
 AUTHORITY
The Director of the Department of Human Resource Management (DHRM) issues this policy and is responsible for the official interpretation of this
policy pursuant to the authority provided in § 2.2-1201 of the Code of Virginia. DHRM reserves the right to revise or eliminate this policy as
necessary.

This policy consolidates and supersedes Policy 1.80, Workplace Violence and Policy 2.30, Workplace Harassment.

Agencies may supplement this policy to accommodate specific business needs. Supplemental policies must be consistent with the provisions of
DHRM policy and must be communicated to all agency employees.

RELATED POLICIES
Policy 1.60, Standards of Conduct
Policy 1.75, Use of Electronic Communications and Social Media Policy 1.80, Workplace Violence (Superseded)
Policy 2.05, Equal Employment Opportunity Policy 2.30, Workplace Harassment (Superseded)

ADMINISTRATIVE PROCEDURES CIVILITY IN THE WORKPLACE

A. Prohibited Conduct

1. Harassment, Bullying, Workplace Violence:

The Commonwealth strictly forbids harassment (including sexual harassment), bullying behaviors, and threatening or violent behaviors
of employees, applicants for employment, customers, clients, contract workers, volunteers, and other third parties in the workplace.
Behaviors that undermine team cohesion, staff morale, individual self-worth, productivity, and safety are not acceptable.
 2. Retaliation:
The Commonwealth will not tolerate any form of retaliation directed against an employee or third party who, in good faith, either
reports these prohibited behaviors or participates in any investigation concerning such behaviors.

B. Complaint Procedures

1. Timely Reporting:
Employees and third parties should report incidents of prohibited conduct as soon as possible after the incident occurs.

2. Recipient of Complaint:
Under no circumstances shall the individual alleging prohibited conduct be required to file a complaint directly with the individual(s)
alleged to have engaged in the prohibited conduct.
3. Assurance against Retaliation:
Employees and third parties who, in good faith, make complaints of inappropriate workplace conduct or provide information related to
such complaints will be protected against retaliation. If retaliation occurs, the complainant(s) should report the retaliation through the
appropriate complaint procedure.

4. Discriminatory Prohibited Conduct:

Employees and applicants for employment seeking to remedy workplace harassment on the basis of an individual’s race, sex,
color, national origin, religion, sexual orientation, gender identity or expression, age, political affiliation, veteran status, or
disability may file a complaint using any of the options noted:

(i) Internal Agency Procedure for Discriminatory Prohibited Conduct The employee or applicant may report incidents of
discriminatory harassment to his or her supervisor(s), the agency human resource director, the agency head, or any individual(s)
designated by the agency to receive such reports; OR
 ii.State Complaint Procedure for Discriminatory Prohibited Conduct The employee or applicant may follow the
Commonwealth Employees' Discrimination Complaint Procedure, which is administered by DHRM; OR

iii.Grievance Procedure for Discriminatory Prohibited Conduct Eligible employees also may use the State Employee Grievance
Procedure, which is administered by DHRM, to address discriminatory harassment; OR

iv.Federal Complaint Process for Discriminatory Prohibited Conduct Employees (and applicants for Commonwealth
employment) may file a complaint with the U.S. Equal Employment Opportunity Commission.

Those wishing to file a complaint may also contact the Advice Line, administered by DHRM, to discuss concerns and be advised of
options and procedures.

5. Non-Discriminatory Prohibited Conduct:

Employees and third parties who have been subjected to or have witnessed non- discriminatory prohibited conduct may report the
incident(s) to their supervisor(s), the agency human resource director, the agency head, or any individual(s) designated by the agency
to receive such reports. Each agency shall communicate its internal procedure to employees and respond to third parties accordingly.

The procedure shall ensure the safety and anonymity of those reporting threats or violent situations and shall include a mechanism to
address such situations immediately. This may include prompt notification of appropriate law enforcement or medical authorities.
C. Policy Violations

1. Engaging In Prohibited Conduct:

Any employee who engages in conduct prohibited under this policy or who encourages or ignores such conduct by others shall be
subject to corrective action, up to and including termination, under Policy 1.60, Standards of Conduct.

2. Allowing Prohibited Conduct to Continue:

Managers and/or supervisors who allow observed or reported prohibited conduct addressed in this policy to continue upon
becoming aware of the behavior may be considered parties to the offense and subject to disciplinary action, up to and including
termination, under Policy 1.60, Standards of Conduct.
.
3. Failure to Respond:
Managers and/or supervisors who fail to take appropriate action upon becoming aware of the behavior shall be subject to
disciplinary action, up to and including termination, under Policy 1.60, Standards of Conduct.

4. Violations Outside the Workplace:

Violations occurring outside the workplace may be grounds for disciplinary actions, up to and including termination. In these
situations, the agency must demonstrate that the conduct committed has a sufficient nexus to the workplace or the agency’s
operations, services, or reputation to be addressed by this policy.

D. Agency Responsibilities

5. Complaint Procedures:
Agencies must establish internal complaint procedures, designate recipients of such complaints, and assign responsibilities for
investigation and communication of findings.
2. Safety Protocols:
Agencies must establish and communicate protocols for assessing and addressing emergency situations involving threatening or violent
behaviors.

3. Communication:
Agencies must communicate this policy to employees and third parties on a periodic basis. Communication must include:
 The agency’s commitment to providing a safe work environment; to fostering a culture of civility, diversity, inclusion, and equity;
and to immediately addressing prohibited conduct.
 The requirement that employees participate in training on the Civility in the Workplace policy and about the types of behavior that are
considered prohibited conduct.
 Directions and procedures established for filing related complaints. Complaint procedures shall be communicated periodically and
through multiple media to ensure that employees are aware of their right to report prohibited conduct and are assured that there will
be no retaliation for doing so.

4. Agency Management:
Agency managers and supervisors are required to:
 Stop any prohibited conduct of which they are aware, whether or not a complaint has been made;
 Express strong disapproval of all forms of prohibited conduct;
 Intervene when they observe any acts that may be considered prohibited conduct;
 Take immediate action to prevent retaliation towards the reporting party or any participant in an investigation;
 Take immediate action to eliminate any hostile work environment when there has been a complaint of workplace harassment;
and
 Take immediate action to address any threats or violent behavior that could endanger the safety of employees and others in the
workplace or result in damage to physical structures.

5. Contract Workers/Other Third Parties:

Agencies must ensure that contract workers or other third parties are made aware of this policy and are provided with related training.
E. Department of Human Resource Management (DHRM) Responsibilities
DHRM must:
 Provide online training coursework related to this policy to be accessible to employees;
 Provide policy and training guidance to agencies; and
 Communicate to agency heads and human resource directors the requirement that all employees complete the online training
provided by DHRM or comparable training provided by the agency.

GLOSSARY
Prohibited Conduct

Bullying
Disrespectful, intimidating, aggressive and unwanted behavior toward a person that is intended to force the person to do what one wants, or to denigrate or
marginalize the targeted person. The behavior may involve a real or perceived power imbalance between the aggressor and the targeted person. The behavior
typically is severe or pervasive and persistent, creating a hostile work environment. Behaviors may be discriminatory if they are predicated on the targeted
person’s protected class (e.g., using prejudicial stereotyping or references based on the targeted person’s characteristics or affiliation with a group, class, or
category to which that person belongs, or targeting people because they are in a protected class).

Cyber-Bullying
Using technology to intentionally harm others through hostile behavior, threatening, disrespectful, demeaning, or intimidating messages. Bullying that occurs
via the Internet, cell phones, or other devices (e-mails, IMs, text messages, blogs, pictures, videos, postings on social media, etc.).
Pretending to be the victim or spreading rumors or visual images online in order to denigrate or marginalize the targeted person. Behaviors may be
discriminatory if they are predicated on the targeted person’s protected class (e.g., using prejudicial stereotyping or references based on the
targeted person’s characteristics or affiliation with a group, class, or category to which that person belongs, or targeting people because they are in a protected
class).
Discriminatory Workplace Harassment [Harassment illegal under equal employment laws]
 Discriminatory Harassment
Any unwelcome verbal, written or physical conduct that either denigrates or shows hostility or aversion towards a person on the basis of race, sex, color,
national origin, religion, sexual orientation, gender identity or expression, age, political affiliation, veteran status, or disabilities, that: (1) has the purpose
or effect of creating an intimidating, hostile or offensive work environment; (2) has the purpose or effect of unreasonably interfering with an employee’s
work performance; or (3) affects an employee’s employment opportunities or compensation.

 Sexual Harassment
Any unwelcome sexual advance, request for sexual favors, or verbal, written or physical conduct of a sexual nature by a manager, supervisor, co-workers or
non-employee (third party).

 Quid pro quo

A form of sexual harassment by a manager/supervisor or a person of authority in which an
employee’s receipt of a job benefit or the imposition of a tangible job detriment is conditioned on the employee’s acceptance or rejection of the harassment.

 Hostile work environment

A form of sexual harassment when a victim is subjected to unwelcome and severe or pervasive repeated sexual comments, innuendos, touching, or other
conduct of a sexual nature that creates an intimidating or offensive place for the employees to work.

Non-Discriminatory Workplace Harassment [Harassment not based on protected classes]

Any targeted or directed unwelcome verbal, written, social, or physical conduct that either denigrates or shows hostility or aversion towards a person not
predicated on the person’s protected class.
VMFA History
 VMFA’S
_
HISTORY OF
THE MUSEUM

https://vmfa.museum/about/museum-history
VMFA’S LAND
ACKNOWLEDGEMENT

www.vmfa.museum/about/land-acknowledgement
 VMFA’S
_
HISTORY OF
THE GROUNDS
First Peoples

For thousands of years, native peoples lived in

the region of present-day Richmond, sustained
by plentiful natural resources along the banks
of the James River. At the time of the earliest
English landfall and settlement in the 17th
century, this site stood at the western perimeter
of the chiefdom of Powhatan made up of a
broad alliance of Algonquin speaking tribes.

https://vmfa.museum/about/grounds-history

https://vmfa.museum/about/grounds-history
HIPS™
VMFA
HiPS™ VMFA is a digital
immersive experience of the
history of the VMFA grounds
through the Black Experience.
Visitors can access this three-part
story via any internet-enabled
device and through touch screen
interactives on view in the
Interactive Gallery exhibition, A
Closer Look. VMFA will also
host pop-up Virtual Reality
Headset experiences of HiPS™
VMFA throughout the run of the
exhibition.
Quick Reference Guide for Youth & Teen Summer Studio
Faculty
 Abide by your Adjunct Faculty Agreement. Review and understand all info provided in this training, notably Youth & Teen Info Packets.
 All emergencies are reported to VMFA Security at 340-1563 (not 911). Other serious injuries are also handled by First Responders or Security,
and will need an incident report filed. For all minor injuries, instructors must complete “Ouch Forms”.
 Always have another adult present when giving medical attention to a minor. You should never be alone with a student.
 Masks and 3ft physical distancing (when reasonable) are still encouraged while indoors, particularly when community levels are high.
 Supplies are reserved before summer camps began. If the items you requested are not in stock, leave a list on your bin and staff will supplies as
they become available (or substitute them for like materials).
 Prep materials before the start of class and be ready to welcome students upon arrival. Please do not take away your students’ time in the studios
prepping for their projects. Students should have something constructive to do at all times (no “dead air”). Keep in mind that we have fewer
volunteers then we’ve had in the past. Plan accordingly. Expect to teach independently and do not rely on helpers to manage breaks or clean up
after you.
 Arrive at least 30 minutes prior to the start of camp. Remember to self-screen prior to arrival. If you are running late, let staff know immediately.
Please remember to sing-in/out daily.
 Start welcoming students into the studio at least 15 minutes before the start of camp. Campers (5-12 yrs. only) should also be ready for dismissal
10 minutes till noon or 4pm. Teens are released promptly at noon or 4pm.
 Students are screened and signed in/out daily by staff. We collect the Emergency Form(s), as well as Code of Conduct for teen programs on
their first day. Review these documents as soon as possible; look for allergies, conditions, needs, or special notes.
 Remember to review Rules & Consequences or Code of Conduct at the start of class daily and before visiting galleries.
 Know the location and inventory of the Safety Sack and keep it with your group at all times (in the studio, galleries, restrooms, outside, etc.).
 Youth restroom breaks must be supervised; call on staff to assist as needed. See that no one else is in the restroom; monitor acoustically by the
door; do not let others enter. Kindly point others to the nearest restroom. Avoid taking students to the restrooms at the main entrance.
 If/when possible, bring your own laptop and adaptor to convert VGA and/or HDMI cable from projector to your device’s port. If you should need
a VMFA laptop or other device, please let us know at least two weeks in advance.
 Clean and disinfect after every class – put all supplies away and keep studios organized. Help inventory and restock art supplies accordingly
before leaving on Friday.
 Complete a self-evaluation at the end of camp/class.
 THANK YOU FOR COMPLETING THE
TEACHER ORIENTATION AND SUMMER TRAINING