2022 Participant Screening and COVID-19 Protocols
As you prepare for arrival at the Summit Bechtel Reserve (SBR) the following procedures have been
implemented to address the current public health crisis impacting our communities. All participants will
participate in this plan. Your participation is important for the success of this endeavor, health and safety is each of our
It is the goal at the SBR to operate our programs and camp operation with zero instances of communicable illness exposure.
We can achieve this goal through a series of steps that begin with pre-arrival virtual assessments, departure community
outbreak intelligence and clear communications.
The following procedural guidance is the SBR’s best efforts to identify and prevent the transmission of communicable
illnesses, such as: COVID-19, Norovirus, Influenza, Strep and other associated camp/outdoor communicable illnesses. It is the
intent of this document to provide a transparent and simple process for protecting the health of our staff and participants.
All participants must have a current Annual Health and Medical Record (AHMR) valid thru the last day of their visit at the SBR.
The AHMR must be fully completed and signed by a physician.
All participants must provide at least one of the following to gain access to the Summit:
- Vaccination card, a copy of it, or a photo of it. (The Summit considers a participant to be fully vaccinated if they
have completed the initial series of vaccination and received a booster. People at high risk for severe COVID illness
should consult with their physician about additional boosters or go to CDC Booster Info to learn more about
- A negative COVID-19 test within 5 days of arrival to SBR (can be at home, self-administered, a time stamped picture
of the results is sufficient documentation)
- If you have had COVID-19 in the past 90 days, you will need a physician note detailing you’ve had COVID-19 and are
clear to return to normal activity and are symptom-free.
Mask Policy – Optional (at this time)
The Summit requests that all participants furnish their own:
- personal hand sanitizer
While we hope to not need to implement a mask mandate at SBR this summer, if the changing Covid-19 climate calls for
additional precautions, we ask that you adhere to the guidance of our local health department based on the current conditions
of Fayette County, WV.
The Summit has been authorized to camp participants 2 per tent. We feel this is the best experience for many youth and is
a part of the Scouting program. If there are concerns about this policy, we can make accommodations on a case-by-case
Additional Camping Considerations:
The Summit recommends, but does not require you consider bringing the following for the best and safest possible experience:
- Disinfectant wipes Recommended
- Your own chair/hammock (not to be shared) Recommended
- Tent/Cot Nice to have
The Summit has roofed housing in a number of different configurations. Housing capacities will be limited if those staying
there are not from the same family. As an example, bunk house rooms have a capacity of 6. The Summit will limit these
rooms to 3 participants per room.
- If someone is feeling ill, it should be immediately reported to the Summit Operations Center before proceeding to
breakfast. If symptoms onset during program, the entire unit should isolate and all participants in that program area
should separate and await instructions. The SOC can be reached at:304-465-2900
- If a high temperature (greater than 100.4) is recorded or vomiting or diarrhea; OR two of the following: headache,
nausea or sore throat is reported, the unit will stay in campsite or stay in place and notify the Summit Operations
- Food will be delivered to the unit until the concern is resolved
- The person showing symptoms will be rapid tested either on-site or sent to Raleigh General Hospital and Unit will
maintain isolation until results from the test are complete
- Medical team will assess the entire unit in isolation
- Contact tracing will occur
- If the test is positive, coordination will take place between health departments in each state or locale. Arrangements
will be made to send the unit home
- Individuals will be responsible for the cost of test after insurance
- Requests can be submitted to the BSAs Accident Health and Sickness Insurance policy
The Summit will allow visitors who are preapproved by the unit or group they are visiting. Days and times they are allowed
on property are detailed to the units ahead of time. Those visitors will need to adhere to the same screening process for
COVID-19 as outlined in this document.
Our dedication to the health and safety of participants and our staff is of the highest priority.
COVID-19 Mitigation at Summit Bechtel Reserve
COVID-19 mitigation efforts continue to develop at SBR. Click below to view our 2022 COVID-19 Mitigation Plan Summary.
Summit Bechtel Reserve Update: 5/27/2022
All crews/attendees in 2022 will be expected to abide by the following:
Before arriving at SBR:
- All participants will be required to provide proof of vaccination or a negative test taken within 3-5 days of arrival at SBR.
- Vaccination means a full complement of vaccines with a booster. This does not need to be within 6 months though we strongly recommend you stay current.
- Masks will not be required in all indoor settings.
- Masks will not be provided to crews; all participants should bring with them a CDC approved face covering.
- Participants are encouraged to continue to mask where they feel comfortable (i.e., in large groups).
Documentation Due Upon Arrival
All individuals coming to the Summit (Youth/Adult Participants, Visitors, and Guests)
MUST bring one of the following in order to be allowed onsite at the Summit:
- Vaccination card, a copy of it, or a photo of it. (The Summit considers a participant to be fully vaccinated if they have completed the initial series of vaccination and received a booster. If the primary series was completed within the last 5 months of arrival on site, then no booster is required. Up-to-date would mean that the scout is within 2 weeks to 5 months after getting the primary vaccine series. People at high risk for severe COVID illness should consult with their physician about additional boosters or go to CDC Booster Info to learn more about vaccinations)
- A negative PCR or antigen test within 24-72 hours of arrival to SBR
AND (IF APPLICABLE)
- If you have had COVID-19 in the past 90 days, you will need a physician note detailing you’ve had COVID-19 in the past 90 days and are clear to return to normal activity and are symptom-free.
COVID-19 Supplementary Safety Forms
SBR requires that anyone who has been hospitalized for Covid-19 since the beginning of the pandemic be cleared by their primary care provider. SBR recommends that participants who had a positive Covid-19 test or Covid-19 illness, regardless of severity, within 6 months of scheduled arrival at SBR be cleared for high levels of exertion on rugged terrain by their primary care provider.
SBR requires that all participants review and agree to our Code of Conduct form. Please be prepared to turn these in at registration.
Welcome to the Summit Bechtel Reserve!
All arriving participants and visitors will be screened by SBR Medical Staff a thorough review of their Annual Health & Medical Records and documents due on arrival. If a participant does not meet the entry requirements, the participant (and possibly those who traveled with the participant) will be isolated to their vehicle while the SBR Medical Director and Leadership are notified, and a plan of action determined.
The SBR has the ability, depending on the severity and number of participants not meeting the entry requirements to make accommodations appropriate to the given situation. This may include tenting in the isolation area for a period of days (generally until 48 hours symptom-free). This decision will be made based on the recommendations of the SBR Medical Director in consultation with the SBR Leadership.
The Summit Bechtel Reserve, regardless of the trending health environment, is committed to providing a safe and fun experience. Our dedication to the health and safety of participants and our staff is of the highest priority. If a participant or guest should have any questions about the safety and health practices at the SBR, please contact the health lodge at (304)465-2727.
Daily Operations - What to Expect
Public Health responsibility is yours, while in camp and anywhere on site. It is everyone’s duty to do their part in keeping all areas clean and sanitized. This includes following the recommendations of frequent hand washing or hand sanitation, cough or sneeze into your elbow, practice expanded personal space and, if you feel sick put on your mask and non-latex gloves and notify your adult leader, a staff member, or medical team immediately. Click on the tabs below to expand for more info.
The SBR team will be aggressively engaged in sanitizing facilities, equipment, and program areas before, during and after use. SBR staff will use environmentally safe but approved disinfectant materials and processes to eliminate communicable pathogens. Participants will share responsibilities in the cleaning process by wiping down program equipment with provided approved materials before and after use.
All staff, participants, and guests must practice appropriate hand sanitizing prior to entering the dining halls and will be required to wash their hands prior to entering the food service line. Masks will not be required while indoors and not actively eating. It is recommended that everyone practice social distancing while in the food service line, and refrain from unnecessary touching of surfaces.
Hand sanitizing and hand washing facilities will be located at multiple locations to provide for easy access to participants and staff. Staff will allow for a hydration and hand sanitization break at minimal every hour of activity. Participants will be prompted to wash or sanitize their hands using multiple media resources.
The Summit requires that all participants provide proof of completion of the annual BSA swim check prior to arrival. It is up to the crew to validate swimmer status.
- More and more pools and aquatic facilities are opening making it possible to attain your unit swim check ahead of arrival
- Units will need to provide the completed Summit Swim Test Master Form. We encourage you to assist your Scouts in finding the valid check off for that test.
- If pools are not open in your area, then we will be able to accommodate a swim test on site.
- This onsite testing will be reserved ONLY for participants whose local pools are closed due to regulations.
- If your local pools are closed, check with your local scout camp.
- Upon arrival at Ruby Welcome Center, the Unit Leader (or Contact Person) will enter the Ruby Welcome Center with all required paperwork.
- COVID guidelines will be reviewed in-depth at each SBR program’s respective opening leaders’ meeting
- Resources detailing the most up to date SBR COVID guidelines will be provided to participants for their reference
All areas, activities, and operations are subject to the latest guidelines as issued by the CDC, the State of West Virginia, and the SBR Health & Safety Department
- All participants arriving together and are from the same unit, will reside in the same campsite for the duration on their stay.
- Participants are permitted to camp two per tent based on selection completed during registration process.
- Participants will be advised not to share hammocks, camp chairs, or any other miscellaneous camping structures with other people unless they are properly washed or disinfected between use.
Shower Houses (Toilet Facilities Included)
- Base Camp Staff will clean and disinfect surfaces of communal shower houses.
COVID-19 Testing and Vaccination Requirements FAQ
No, while we strongly recommend anyone who is eligible to get vaccinated, do so, we do not require vaccinations to attend SBR at this time. However, if you are not vaccinated, you must arrive with a negative COVID-19 test, taken ideally three to five days before your arrival at SBR.
SBR will accept proof of a negative test using a PCR or antigen test. An antibody test will not be accepted.
The Summit considers a participant to be fully vaccinated if they have completed the initial series of vaccination and received a booster. If the primary series was completed within the last 5 months of arrival on site, then no booster is required. Up-to-date would mean that the scout is within 2 weeks to 5 months after getting the primary vaccine series. People at high risk for severe COVID illness should consult with their physician about additional boosters or go to CDC Booster Info to learn more about vaccinations.
Ideally your crew should receive a negative COVID-19 test 3 days before arrival at SBR, but we understand that due to travel that time frame may be difficult and will accept a test that is within 5 days. It is important that participants make an effort to avoid potential exposure between the time of the test and arrival at SBR.
The goal of testing before arrival is to ensure that you and your crew are safe while traveling to SBR. If a member of your crew tests positive for COVID-19 before beginning the trip they should stay home and isolate according to state and CDC guidelines. If other members of your crew have been in close contact with the person who tested positive, they should also stay home and follow the appropriate isolation and testing guidelines.
If members of your crew have tested negative and have not been in close contact with the person who has tested positive, they may still attend.
Yes. If a member of your crew tests positive for COVID-19 before leaving for your experience, we would consider it a valid reason for a medical refund.
While we would prefer that you get tested no more than three days in advance of your arrival, we understand that this may be difficult due to travel so we will accept a negative test within 5 days if everyone on the crew has done their best to stay safe and distanced from others outside of their cohort during travel.
The CDC does not recommend that you get tested for COVID-19 within 90 days of a positive test. If you have had a recent positive test for COVID-19 you will need to provide proof of the positive test and be cleared by your medical provider after the positive test to be exempt from the testing requirement.
Yes. Participants in SBR’s individual programs also need to be able to show proof of a vaccine or a negative test.
Yes. While a printed copy is preferred, we will accept a digital copy of a negative test as long as the date, and the result are clearly legible.
While we respect deeply held religion beliefs, there is no religious exemption from COVID-19 testing. If you are not able to arrive with a negative test, you should reschedule your adventure for a later date . All participants must be able to test, for either diagnostic reasons, or as part of our surveillance testing program to attend SBR at this time.
If someone develops symptoms COVID-19 the SBR Infirmary will perform testing and evaluation of the participant. If they are found to be positive for COVID-19, the entire crew (Cohort) may be required to isolate. Once the crew is isolated SBR will make every effort to help the crew get home in a safe manner but is prepared to house them in an isolation area for up to 10 days.
No, you are welcome to upload the vaccination card as part of your BSA Health and Medical Form but we also ask please bring a copy or a photo of your COVID vaccination card with you to SBR.