2015 Day Camp Parent Handbook

Transcription

1 YMCA of Metropolitan Washington 2015 Day Camp Parent Handbook YMCA National Capital 1711 Rhode Island Avenue NW Washington, D.C

2 TABLE OF CONTENTS Welcome Parents YMCA Mission / Vision Goals of Our Summer Programs Character Development Locations Where to Get Camp Information Registration Policies How to Register Membership Financial Assistance Giving Back Deposits/Payment Options Refund Policy Transfer Policy Waiting Lists Age Exceptions Pro-Rating Camps Tax Information Termination Policy Camp Hours, Pick-Up and Drop-Off Info 2015 Camp Schedule Camp Hours Extended Hours Absences Sign-In Early Pick-Up Pick-Up Late Pick-Up Children at Risk Program Content What to Expect A Typical Day at Camp Camp Evaluations Instruction in Sports Camps Instruction in Specialty Camps Parent Shows/Events Swimming Field Trips Transportation Camp T-Shirts Grouping Campers Together Weather Special Events & Birthdays Lunches & Snacks Camper Supervision Staff Organizational Chart Staff Training Camper Ratios Baby-Sitting Policy Gratuities Special Needs Bathroom Procedures Contacting your Child at Camp Communicating with YMCA Camp Staff Parent Communication Log Parent Participation Child Abuse Medical / Emergency Information Essential Forms Address & Telephone Numbers Bugs & Bees Illness Policy Accidents/Emergencies Emergency Plan Allergies Special Diets Medication Policy Preparing for Camp: FAQs Rules & Safety Expectations of Campers Bullying Policy Guidelines for Discipline Child Abuse Policy Special Notes for Parents Orientation Quick Reference Checklist 2

3 WELCOME PARENTS Welcome to the YMCA Camp. We're glad that you ve chosen to spend some memorable moments with us this summer. We look forward to providing an exciting summer, filled with tremendous summertime experiences that only YMCA camp can offer. We are committed to providing your child with a rewarding and memorable experience. Our camp and site directors have planned for this summer throughout the entire year. We have hired role models for your children who will help build character, positive experiences and memories that will last a lifetime. Our staff is trained to display and encourage the values of caring, respect, honesty and responsibility throughout the daily activities and games of the camp curriculum. A YMCA summer can make an impression that lasts a lifetime! Whether you are new to the YMCA Summer Camp or a seasoned Y Camper, we are pleased to welcome you to the 2015 camp program. This parent handbook is designed to prepare and assist you with sending your child to summer camp. It contains helpful and pertinent information that will make camp a meaningful experience for your child as well as a valuable service to you, the parent. Please review this handbook carefully and review the camp rules and guidelines with your child. If we can provide you with any additional information or be of any service to you throughout the summer, please do not hesitate to contact the Summer Camp Director at or via at nationalcapital @ymcadc.org 2

4 MISSION / VISION The YMCA National Capital is part of the YMCA of Metropolitan Washington the 17 th largest association in the United States. Although health and wellness is one of our core areas, please know that we are so much more than just a place to exercise. We are a charitable organization that is cause driven, and we work diligently each and every day to strengthen our community in our focus areas of youth development, healthy living, and social responsibility. Thanks to the generous support of many of our members and those living in our community through our annual Caring for Community campaign, we are able to ensure that no one is turned away due to an inability to pay, which help us ensure that our core programs and series are open to all. Below are a few ways that our Y association helped strengthen our community Highlights 39,420 children participated in our nationally renowned youth wellness program, PHD (Physical, Healthy and Driven). PHD combats childhood obesity and inactivity using assessment, exercise, nutrition, education, and family involvement. $474,935 was provided in scholarships and subsidies to local children and families who turned to the Y for help. This equates to 2,203 children, teen, adults, seniors and families. 17,895 children explored new interests, discovered new passions and learned core values in our day camps. We cannot do what we do without the support of staff and volunteer leaders. If you would like to support our cause, here are a few ways to make a difference: Make a donation to our Y. This enables us to provide financial assistance and scholarship to those who need our help. Serve a volunteer for our Y by logging onto and clicking on Volunteer at the Y under the social services tab. Thank you for your continued support. Please call the YMCA office at for more information on how you can invest in our community today! 3

5 GOALS OF OUR SUMMER PROGRAM Our cause is for youth development, healthy living and social responsibility. Our camp programs, as part of the YMCA, reflect these values and are designed to help our campers grow physically, mentally, and spiritually within a fun camp environment. Well-trained camp staff that lead the campers in challenging activities act as a catalyst for growth in your child. All YMCA camps are designed to meet the following goals that are established for these three causes. Each camper will: Grow personally Learn values Improve personal and family relationships Appreciate diversity Become better leaders and supporters Develop specific skills and assets Have fun CHARACTER DEVELOPMENT At the YMCA, character development and values are a part of who we are. At the YMCA National Capital that means more than just activities. We believe character development is an important challenge for all of us staff, volunteers, members, participants and parents to accept and demonstrate the positive values of caring, respect, honesty and responsibility. 40 DEVELOPMENTAL ASSETS The YMCA also adopts the practices of the Search Institute s 40 Developmental Assets that help young people make wise decisions, choose positives paths, and grow up competent, caring, and responsible. The assets are grouped into eight categories. 1. Support 2. Empowerment 3. Boundaries and Expectations 4. Constructive Use of Time 5. Commitment to Learning 6. Positive Values 7. Social Competencies 8. Positive Identity 4

6 LOCATIONS On Site YMCA National Capital 1711 Rhode Island Avenue NW Washington, D.C Off Site Weekly site to be announced Ross Elementary School 1730 R Street NW Washington, D.C Seaton Elementary School th Street NW Washington, D.C WHERE TO GET CAMP INFORMATION Camp Registration Information Kate Dadourian, School Age Child Care/Camp Director ext Kate.Dadourian@ymcadc.org YMCA National Capital Member Services nationalcapital @ymcadc.org Camp Program Information Kate Dadourian, School Age Child Care/Camp Director ext Kate.Dadourian@ymcadc.org Camp Site Directors Cierra.Brown@ymcadc.org Platrina.Alexander@ymcadc.org Zakiya.Toms@ymcadc.org For Additional Information REGISTRATION POLICIES How to Register In order to register for camp, you may choose any of the methods listed below. Enrollments are subject to availability. Regardless of the method you choose, hard copies of the completed registration forms (including DC Universal Health Certificate, DC Oral Health (Dental Provider) Assessment Form, Travel & Activity Authorization, Authorization for Child s Emergency Medical Treatment, and Registration Record for Child Receiving Care Away from Home) must be submitted before your registration is considered complete. Via the website at by clicking on Easy to Enroll In person at the YMCA National Capital, 1711 Rhode Island Avenue NW, Washington, D.C Fax your registration to

7 your registration to or By mail to YMCA National Capital, 1711 Rhode Island Avenue NW, Washington, D.C (Attn: Camp) Membership All campers must be AT LEAST a Program Member to participate. Program Memberships are annual. New program members or renewals need to include the annual $62 membership fee. Financial Assistance The YMCA seeks to make its services available to all persons regardless of their ability to pay. A family must meet the required guidelines in order to receive funding. Applications are available at the Member Services desk and are accepted on a first come, first served basis. Funds will be awarded based on availability. Please call the YMCA National Capital for details regarding the financial assistance / scholarship application procedures. The financial aid is made available due to generous Caring for Community contributors. Giving Back Every year, members and program participants like you donate to the YMCA s Caring for Community Campaign to ensure that every child, adult and family in your community has access to quality child care, summer camp, and the opportunity for a healthy lifestyle, regardless of their financial ability. If you wish to make a contribution to the YMCA 2015 Caring for Community Campaign, you may do so by completing the bottom of your payment options form, online at (be sure to designate National Capital as the branch), or by sending your donation directly to the YMCA National Capital. Deposits / Payment Options There are two payment options: 1) You may pay in full at the time of registration or 2) You may pay a non-refundable $50 per child per camp deposit at the time of registration and sign up for EFT. We will draft your account according to the following schedule: Camp Schedule Camp Dates Draft Date Session A (Weeks 1 & 2) June 22 rd July 3 rd June 10 th Session B (Weeks 3 & 4) July 6 th July 17 th June 26 th Session C (Weeks 5 & 6) July 20 th July 31 st July 10 th Session D (Weeks 7 & 8) August 3 rd August 14 th July 26 th Weeks 9 & 10 August 17 th August 28 th August 10 th All returned checks will incur a $20 processing fee. Any bank draft payments returned with non-sufficient funds will incur $20 processing fee. After 2 returned checks or bank drafts, we will only accept money orders, credit cards or cash. NO child will be accepted into camp unless the balance has been paid in full by the start date of camp. 6

8 Receipts can be sent via upon request, provided we have an address on file. Please allow a two-week processing period for annual receipt requests. Refund Policy All withdrawals from a camp session and/or refund requests must be done in writing through the YMCA National Capital, 1711 Rhode Island Avenue NW, Washington, D.C The phone number is , the fax number is and the address for withdrawals or transfers is Kate.Dadourian@ymcadc.org. Refunds/credits will be issued as follows: A full refund (less the deposit) will be issued if a written cancellation is received at least 2 weeks prior to the start of the camp session. Cancellations less than two weeks in advance will be charged a 20% processing charge in addition to the non-refundable deposit. If you paid by check/cash or your camp payments were made through FFT draft from a checking or savings account, it takes 4-6 weeks from the date requested to receive a refund in the mail. If you paid by credit card or your camp payments were made through EFT draft from a credit card account, it takes 1-2 weeks from the date requested to receive a refund on your credit card statement. Transfer Policy Camper transfers from one session to another or from one program to another will only be made if space is available. Transfer requests must be made in writing. Waiting Lists In the event that a camp fills prior to your registration, you may place your child on our waiting list. You will be contacted if a spot becomes available. Age Exceptions Campers must be the age indicated in the camp brochure by September 30, There will be no age exceptions. Camps are designed with curriculum and programming for campers of a certain age. Pro-rating Camps We believe that a true camp experience is a week-long experience. For this reason, we do no pro-rate camps. Tax Information The YMCA s tax ID number is Termination Policy The YMCA reserves the right to terminate your child s camp enrollment with or without refund if the staff deems in the best interest and/or safety of the camper, other campers, parents or staff. If a child s camp enrollment termination is deemed necessary by YMCA staff parents will be informed of reasons for termination of services. 7

9 CAMP HOURS, PICK-UP & DROP-OFF INFORMATION 2015 Camp Schedule Each of our camps run either in two week sessions or one week long camps. Please refer to the camp brochure for an indication of the session or week for your choice of camp. Two Week Session Dates: Session A: June 22 July 3 Session B: July 6 July 17 Session C: July 20 July 31 Session D: August 3 August 14 One Week Camp Dates: Week 1 June 22 June 26 Week 2 June 29 July 3 Week 3 July 6 July 10 Week 4 July 13 July 17 Week 5 July 20 July 24 Week 6 July 27 July 31 Week 7 August 3 August 7 Week 8 August 10 August 14 Week 9 August 17 - August 21 Week 10 August 24 August 28 Camp Hours YMCA National Capital offers a day camp program Monday through Friday: 9:00 am to 4:00 pm *No Camp July 3 rd (4 th of July Holiday observed) Extended Hours Extended Hours are available as follows: Before Care 7:00 am-9:00 am $30 One Week Full Privilege Members / $45 One Week Program Members per week $60 Two Week Full Privilege Members / $90 Two Week Program Members per session After Care 4:00 pm-6:00 pm $30 One Week Full Privilege Members / $45 One Week Program Members per week $60 Two Week Full Privilege Members / $90 Two Week Program Members per session Both Before and After Care 7:00 am 9:00 am and 4:00 pm-6:00 pm $50 One Week Full Privilege Members / $80 One Week Program Members per week $100 Two Week Full Privilege Members / $160 Two Week Program Members per session Absences To ensure the safest possible environment, please report any absences by calling the YMCA office at if your child is not going to attend on any given day. Sign-In The YMCA requires that all children are to be properly signed in by an adult and turned over to a YMCA staff person. This helps ensure the safety of your child. The YMCA does not and will not assume responsibility for children that arrive before the start time (7:00am for before care) at any location. 8

10 Early Pick-Up If your child will be leaving early, please notify the site director, in writing, on the morning of the designated day. The staff will have your child prepared to depart at your requested time. Remember that you will still need to sign your child out. Pick-Up Sign your child out when you pick them up from camp. PLEASE NOTE: It is our responsibility to see that your child leaves with the appropriate person each day. We will ask for identification daily (or until the staff recognizes the authorized person). Please do not be offended. This is done with your child s safety in mind. Please bring a photo ID with you everyday. Children will be released only to those authorized by the parent on the child's Registration Form. It is the parent's responsibility to notify the camp of any changes in authorization. If someone other than these people must pick-up your child, a written note must be sent in ahead of time. Those picking up children should be prepared to show identification to the camp staff member upon request. No child will be released to anyone who is not authorized to pick up that child. **Note: Appropriate legal paperwork is required to be on file with the YMCA when the custodial parent requests the center not to release the child to the other parent. No camper under the age of 12 will be allowed to leave by him/herself and/or sign him/herself out of camp, regardless of written permission. Teen Leadership participants ages 13 and over (Counselors, in Training) may sign themselves out of their programs with expressed written permission on the YMCA of Metropolitan Washington Walk Home Permission Form. Late Pick-Up We close promptly at 6:00 pm. For all children not picked up by the end of the program, regular or extended hours, the following late policy will be in effect: First 5 minutes: Grace Period Each 5 minutes thereafter: $5.00 per child After your third late fee please note that you may be asked to withdraw your child from camp. Payment should made out of the YMCA National Capital and given to the staff on duty. If you are running late, please notify the camp and attempt to make alternate pick-up arrangements. NOTE: When a child is not picked up in emergency situations including, but not limited to: inclement weather or natural disasters, we will follow the above late pick-up policy starting 45 minutes from when the parent has been informed of the need for campers to be picked-up. 9

11 Children at Risk Parents who arrive at the YMCA in an incapacitated condition (i.e. alcohol, drugs) present a risk to their child. The staff in charge will advise the parent of their options regarding the transportation of their child to his/her home. Some options that may be exercised are: Call another person on the child s emergency contact list Call the other parent Call a taxi Call a nearby neighbor / friend If a reasonable conclusion cannot be reached, the parent will be advised that either Child Protective Services or the Police will be called. Parking Please remember to drive slowly and carefully. Park in the spaces provided utilize curbside dropoff/pick-up as designated at the camp site. During early morning and afternoon pick-up, please note parking is limited so please plan accordingly. See the Authorized to Pick Up placard for a map and details. PROGRAM CONTENT What to Expect Going off to summer camp is a very exciting experience for campers and parents/guardians. It s very natural for everyone to be anxious about the first day of camp and meeting new friends. It is our commitment at the YMCA National Capital to make the experience a positive one by employing counselors that are committed to excellence and to serving as role models. A Typical Day at Camp Each camp is unique but follows similar schedules. Swim times may vary and are only offered to Traditional and Aquatics Camps. The following is a sample schedule: 7:00 am 9:00 am: Before Care (board games, playground, balls, jump rope, etc.) 9:00 am 9:30 am: Morning Rumble (songs, skits and contests/challenges) 9:30 am 3:30 pm: Camp Activities (attendance, field trips, group games, arts & crafts, water breaks, lunch, fun activities, camp songs, clean up, snack; if in specialty camps sessions will be offered based on the theme) 4:30 pm 6:00 pm: After Care (board games, group games, reading/storytelling, etc.) Campers participate in a variety of activities each day. Camp Activities have been designed to fit the theme of each camp and may include: Ice Breakers, Arts & Crafts, Sports, Games & Fitness for Kids, Hands on Science, Songs, Music & Drama, Character Development, Transitional Activities, Special Events and Swimming (depending on the camp). The activities can be camp wide activities, personally selected activities, and unit activities. Each camp will offer a different set of activity choices designed to optimize the child s camp experience. The Specialty camps and Sports camps will have a focus on the weekly theme. Trip and Adventure camps will offer activities depending on the location of the trip and theme. Children in the extended hours program will be given a variety of structured and non-structured activities to choose from each day. Activities may include: Puzzles & Games, Arts & Crafts, Sports, Group Games, and Special Events. 10

12 Instruction in Sports Camps Sports Camps will spend hours on the field / courts / gym at their designated location each day. Please remember, you are signing up your child to attend a sports camp not a sports clinic. The YMCA views sports as a way to fulfill our mission statement. Our sports camps are designed to teach selfesteem, leadership, teamwork and character values through sports. They will execute drills, learn new techniques, play games and practice the sport. Always remember, if your child would like more intensive instruction, encourage him/her to ask the camp staff. Instruction in Specialty Camps Specialty Camps will spend hours focused in their specialty focus each day. Please remember, you are signing up your child to attend a specialty theme camp not an intensive class. Specialty camps are designed to encourage self-esteem and creativity through the arts or sciences. Camp Evaluations The YMCA National Capital Summer Camp program is always looking for feedback from the parents to further improve our camp program. We will be distributing evaluations to parents over the course of the summer. We ask that you please fill out and return these evaluations. Parental assessment of the camp s strengths and weaknesses will aid in the improvement of camp programs and in the facilitation of new ideas. Parents are invited to give regular assessments of the camp program to the site director at any time. Parent Shows / Events Some of our camps will have parent shows on Fridays. We invite you to see your child s new skills and to meet the staff and the new friends your child has been talking about all week! Parent shows will take place where you child s camp has been located all week. For specific information about time, location, and whether your child s camp will be performing, please see your camp schedule and / or ask your child s camp director or counselor. Swimming ONLY TRADITIONAL AND AQUATICS CAMPERS Please send your child to camp with a swimsuit and change of clothes EVERYDAY, along with a plastic bag for their wet suits. Although you will be provided with a schedule that indicates your camper s swim schedule, sending your camper with his / her swim gear each day will allow them to participate in any activities in case of a schedule change. Aquatics campers should arrive at camp dressed in their swimsuit with shorts and shirt over their suit. Children will be swim tested at the beginning of each session and grouped accordingly. The swim test will consist of swimming one length of the pool using a recognizable stroke and treading water for one minute. The procedure is required to ensure safety in the pool. Successful completion of this test will allow the children to swim in the deep end of the pool during camp time. Those campers that do not pass the required swim test will be restricted to designated areas of the pool. No exceptions! All campers will be marked as swimmers (with a green wristband) or non-swimmers (with a red wristband) at the completion of the swim test. Day camp staff, as well as certified lifeguards, will supervise all pool times. 11

13 Please note the following regarding your child s camp of choice: Aquatics camp will receive swim instruction and recreation time. Traditional camps will receive recreational pool time only. All other camps will NOT receive a swim period. Water Safety Rules 1. Swimming safety is based on common sense. Keep rules in mind at all times. 2. Stay in assigned section of the pool. 3. No roughhousing in the water. 4. Do not dunk other swimmers. 5. Do not hold anyone under water. 6. Do not accept a dare. 7. Always walk. No running in the pool areas. 8. Get dressed quickly. Changing rooms are not play areas. Show courtesy to others in changing rooms. 9. No diving or jumping from the sides of the pool. Field Trips Several day camps may participate in field trips to different places or have special guests coming to the day camp sites. Please check your child s camp bag for trip announcements. In case of rain, a field trip may be changed or cancelled. On trip days, campers are advised to come dressed in their YMCA summer camp shirt and to bring a completely disposable lunch as well as extra water and snacks. Unless your child is participating in a Trip/Adventure Camp where field trips are implied, permission slips must be signed in advance for your child to attend. Notice of such outings will be posted prior to any trip. Trips may or may not include transportation on YMCA bus, van, public transportation, or walking. You will have the option for your child not to attend field trips or special events. Parents are always welcome and encouraged to attend our field trips. Please do not send your child with money for food, souvenirs, drinks, etc. There will not be an opportunity for campers to purchase goods. Transportation There is no transportation available for YMCA National Capital camps with the exception of field trips or special events. The transportation schedule for Trip/Adventure Camps are as follows. All children in camps that require transportation must be dropped off no later than 9:00 am in order for buses to depart promptly at 9:30 am. The buses will return to the transportation site by approximately 3:45pm. Camp T-Shirts Each camper will receive one YMCA T-Shirt for the entire summer (exceptions are noted below). Camp T- shirts should be worn on field trips. Trip/Adventure campers will be provided with 3 shirts per summer, 12

14 as they will be expected to wear their shirt on each off-site field trip. CITs will be provided with 3 shirts per summer as they will be required to wear their shirts daily. Grouping Campers Together We ll do our best. Many of our camps are divided into groups by age and/or ability. Please send a note to your child s Camp Director on Monday morning, and we will make our best effort at keeping your child with his/her friend. Of course, there are circumstances (age and/or ability) in which the YMCA camp staff will be unable to meet your request. Luckily, there are times campers will see each other throughout the day. Your child will be able to be with his/her friend during this time. And remember, camp is for making new friends too! Weather Outdoor play is an important part of our daily camp schedule. Parents are asked to dress their children appropriately for the weather conditions. A light sweater or jacket may be needed in the mornings or in air-conditioned buildings/rooms. During periods of extreme heat (Code Red), the camp staff will scale down the physical camp activities. Campers will not be able to be outside for more than minutes at a time. Indoor facilities will be utilized by programming more low-energy events or activities. The staff will take children inside to increase their water intake on these days. All precautions will be taken to prevent heat related injuries during these times. Hints for the Heat The YMCA will monitor the weather conditions and plan our camp day accordingly. On Code Red days, we will limit outdoor play. Additionally, here are some ways you can keep your camper COOL: 1. Provide at least two drinks in his/her lunch. 2. Drinking water is encouraged at camp. (We instruct our counselors to water their campers whenever they pass the drinking fountain.) 3. Provide them with a hat to wear and dress them in light colors. Rainy days and code red days are specially programmed days at the camps. Alternative indoor activities have been planned and may include sing-a-longs, indoor sports and games. Field trips, swimming, outdoor activities will resume as weather permits. Screen-Free Camp Camp is a screen free and cell phone free zone. Cell phones, video games, ipods, etc., become disruptive to camp life and detract from the camp experience. If a cell phone, ipod, DSi, etc., comes to camp, it will be collected and placed at the front desk until pick up. Please contact the YMCA if there is an emergency in which you need to contact your child. The YMCA is not responsible for lost electronics. Special Events & Birthdays Special food treats may be brought in for holidays, special events or birthdays. Arrangements should be made ahead of time with the camp director. All food must be brought in covered containers with written directions if necessary. If sending in store brought items, please send unopened packages. 13

15 LUNCHES & SNACKS All campers should bring a non-perishable lunch, snack, beverage and water bottle to camp daily unless otherwise notified. Please pack a healthy, low sugar and balanced meal, no soda please! Do not send food or drinks in glass containers. Lunches will not be refrigerated; therefore, we ask that you send lunches that do not contain mayonnaise or other food items that will spoil if not kept cold. Freezing lunches and juice the day before and/or inserting a cold pack in the lunch container will help preserve the food. Please mark all lunches (and all containers inside lunches) with the camper s first and last name. Please do not provide your camper with food that will need heating or to be microwaved. Camp staff are not responsible for food preparation or pre-heating meals. We will have one snack period daily. Please send extra food for these times as well as a water bottle. *Campers are NOT permitted to use the soda or vending machines. All food and drinks should come from home. Campers in Trip/Adventure camps should bring food and drinks from home. The YMCA National Capital is a NUT FREE ZONE. We ask that you do not provide lunch or snacks that contain peanuts, peanut butter or other nuts at camp to ensure the safety of all children. Please note that if your child brings a lunch or snack that contains nuts or nut products, YMCA staff will try to provide a nutritious alternative and the item will be returned to you at the end of the day. Your understanding and support in helping us to provide a NUT FREE ZONE is greatly appreciated. The YMCA National Capital continues to work towards an inclusive environment that supports and acknowledges the right of each person to be fully included in all activities that occur in our programs. CAMPER SUPERVISION Staff We feel confident that we have the best staff around! Our staff is as diverse as our campers. Many members of our staff team are enrolled in teaching credential programs, are college students, or are fulltime teachers. The YMCA strives to hire a highly qualified, well-trained staff to conduct all YMCA childcare programs. All staff, including our junior staff members that are at least 16 years of age and our senior staff members that are at least 18 years of age, have been properly screened and trained. All camp staff have basic first aid and CPR/AED certifications. All staff meet requirements set forth by the State, County and YMCA, as applicable. YMCA Staff model the YMCA Character Development values which are caring, honesty, respect, and responsibility. More importantly, our staff are people who love working with kids. They are good people with good hearts who are silly enough to sing The Y Song at the top of their lungs! Volunteers The YMCA welcomes program volunteers and matches them with programs that they are best suited for. All volunteers are interviewed and are required to complete a background check before working in the program. Volunteers are not counted in adult to child ratios. 14

16 Organizational Chart YMCA National Capital Summer Day Camp Programs School Age Child Care/Camp Director Camp Site Directors Assistant Camp Site Directors Senior Camp Counselors Junior Counselors Volunteers/Interns Staff Training All camp staff are required to attend 40 hours of training prior to the first day of Summer Camp. Our comprehensive training and development program includes behavior management, conflict resolution, planning age-appropriate activities, and risk management. In addition to learning all the policies and procedures of the YMCA National Capital Summer Camp program, they learn how important it is to do head counts, how to check children in and out, and how the drop-off and pick-up operates. They explore techniques of how to better interact with children, build other s self-esteem and confidence, and become experts in songs, games, skits, and arts & crafts projects. At the end of our training, they are ready to use their new skills and knowledge with campers. Camper Ratios We operate with the maximum ratio of 1:10 (staff per child) and may go as low as 1:5 ratio for younger children. Baby-Sitting Policy Although Y Camp staff work well with children, our policy states that employees of the YMCA are not permitted to have additional contact, baby-sit or provide transportation for families with children enrolled in our YMCA programs. Gratuities Although our staff members work long, challenging hours, our policy states that employees are not to accept gratuities. If you wish, we would encourage you to make a donation to our Caring for Community to help children who otherwise wouldn t be able to go to camp. Contact the Member Services desk at the YMCA for more information. Special Needs The YMCA of Metropolitan Washington is committed to living out our value of inclusiveness which guarantees nondiscrimination and equal access for all in our programs, services, and activities. We strive to provide the best day camp experience for your child, and ask that prior to registration, you consult 15

17 with the camp director regarding any special needs for your child. We will work to provide reasonable accommodations upon request. In addition, please complete an Inclusion Form. Inclusion information for children with special needs must be provided at the time of registration & directly to the child s Camp Director on the first day of each camp. Due to the fact that there are some medical treatments and procedures that legally the YMCA staff is not trained, nor qualified to perform, children will be enrolled on an individual basis. We will make every attempt to serve all children. Bathroom Procedures No camper is ever alone and no camper is ever alone with a staff member. All campers will take trips to the bathroom with the entire camp and/or groups of campers escorted by camp staff. Campers will only use bathrooms inspected for safety by camp staff. Contacting your Child at Camp Please do not call to speak to your child unless it is an emergency. If your child is experiencing problems, we will call you immediately. If you have any questions or concerns, please contact the site director at any time. Campers are not allowed to have cell phones or any other electronic devices at any of our camp sites. Communicating with the YMCA Camp Staff Exchange of information between parents and staff provides insight for both parties. The format may be formal or informal. It is vital that you inform us of changes happening in your family. Changes at home include: moving, hospitalization of a sibling or parent, altercations in the parent s relationship, etc. These influence the way in which your child relates to others. Staff members can better provide for a child s needs if they are aware of the situation. We will treat this information with the utmost confidence. On the first Monday of each session you will receive important information regarding schedules, field trips, special events, etc. Please read all information carefully and save it for future reference. Parent Communication Log At each camp, you will find a binder or notebook in which you can leave messages for the Camp Director or Counselor. Please write all messages down in this book including, known absences, vacations, the need to conference, etc. Parent Participation Parents are an important part of our camp program. We encourage you to share your talents, hobbies, and/or profession with your child s group. Please contact the camp office to volunteer your services. Parents of enrolled children may make unannounced visits at anytime but must be escorted by a Camp Director. All custodial parents have the right to enter the day camp (center) at any time. We request, however, that visits of a lengthy nature are scheduled with the Director ahead of time in order to avoid having too many people in the room at one time. Visitors other than parents are welcome to visit, but should make an appointment with the Director ahead of time. 16

18 We would also like to invite all the parents to attend special events and shows put on by the children each session. Child Abuse District of Columbia laws require the YMCA to report suspected or actual child abuse and/or neglect to the proper authorities. In compliance with the laws, the YMCA has adopted a policy, a summary of which is as follows: a. Sexual misconduct and/or child abuse on the part of employees is prohibited by the YMCA. Any employee that admits to or is found guilty of an incident of illegal sexual misconduct shall be immediately terminated from employment and any position of responsibility with the YMCA. b. Any employee of the YMCA who has reason to suspect that a child is abused or neglected should report that matter immediately to his/her supervisor who shall make a report forthwith to the local department of the county or city where the child resides or where the abuse or neglect is believed to have occurred. If neither locality is known, then such report shall be made to the local department where the abuse or neglect was discovered. c. Any employee making a report of child abuse or neglect pursuant to the appropriate sections of the District of Columbia statutes or who participates in a judicial proceeding resulting there from shall be immune from any civil or criminal liability in connection therewith, unless it is proven that such employee acted in bad faith or with malicious intent. MEDICAL / EMERGENCY INFORMATION Essential Forms As required by the local licensing authority, each camper must have a completed: Camp Registration Form District of Columbia Universal Health Certificate District of Columbia Oral Health (Dental Provider) Assessment Form Travel & Activity Authorization Authorization for Child s Emergency Medical Treatment Registration Record for Child Receiving Care Away from Home These forms must be given to the YMCA at the time of registration or your registration is incomplete and your child will NOT be able to attend camp!! Please be sure that the information on the forms is accurate and complete. Please do not leave any of the fields blank on any of the forms. Address & Telephone Numbers Please inform the YMCA in writing of all changes to address and phone numbers. If your emergency numbers change, it is important that we are notified immediately to ensure proper notification of parents in case of an emergency. Also, please notify the YMCA if you are going out of town; this allows us to quickly contact others on your emergency contact list if necessary. 17

19 Bugs & Bees To reduce the possibility of both bug bites and stings, a few simple precautions can be taken. Bugs and bees are attracted to patterns on clothing that resemble foliage in the outdoors. To reduce this attraction, wear solid, light colored shirts, shorts, or trousers. Another major attraction occurs from smell. Sweet smelling soaps and shampoos will attract both bees and bugs so try to use unscented products when showering and bathing and avoid the use of perfumes. Please also try to use a sun block of at least SPF 15 that is unscented. Illness Policy All children must have a current physical on file. Physical examinations must be complete and signed by a child s physician. All immunizations must be current. Children must be healthy enough to participate in the program s daily routine. We do not have the facilities to care for sick children and therefore do not allow them to attend the program. For the safety and comfort of your child, please keep them home until they feel better and no longer present the danger of passing on their illness. If you are keeping your child home due to illness, please contact the camp by 10:00 am and let the staff know of your child's absence. When your child has a fever (fever of 101) or vomiting/diarrhea, please make sure they remain at home 24 hours after their temperature and symptoms returns to normal. We may require a physician s release for any medical or health condition. If your child becomes ill while at the center, you will be asked to pick up your child as soon as possible. The following are defined as illness or communicable health problems: Conjunctivitis (pink eye) A chronic runny nose with colored discharge A chronic cough A fever Vomiting or upset stomach Signs of general fatigue or discomfort An open rash Head lice Knowledge that the child has had a fever within the past 24 hours Please notify the YMCA if your child or any member of your immediate household develops a communicable condition (as defined by the local health department), such as pink eye, chicken pox or lice. Parents are responsible to notify the YMCA within 24 hours or the next business day. In the case of a life-threatening illness, please notify the YMCA immediately. It is important for us to post a notice to other parents as soon as possible. In the case that your child becomes ill during the program, you will be contacted as soon as possible. If the parent or guardian is unable to be reached, the child s emergency contact will be notified. It is the responsibility of the parents to arrange for the child to be picked up from the center as soon as possible. 18

20 Accidents/Emergencies All precautions will be taken to prevent serious health risks to all campers. In the event that a minor injury occurs, First Aid will be administered at the camp location by the camp staff. The following procedures will be followed: First Aid will be provided and the incident recorded in the camp log. The child will periodically be observed after First Aid has been applied. In the event of a medical emergency, immediate action will be taken by the staff as per your orders on the camp registration form and policies and waivers. Please be sure to keep these forms updated at all times. If parents or other responsible adults are unable to be reached, the child will be taken to the nearest hospital for any necessary treatment. In general, in the event that a major injury or health problem arises and professional medical care is required, the following steps will be taken: Immediate First Aid will be administered by the camp staff person until professional services arrive. You will be contacted. If you cannot be reached, the emergency contact person will be notified. 911 will be called. A staff person will accompany your child to the hospital and remain until you or your emergency contact person arrives. The incident will be described in writing on the YMCA incident report. Emergency information is very important for us to provide the safest possible environment for your children. *** Please notify us right away when there is a new work or home phone number, or if you have moved and have a new address. If your child is sick or injured, it is important for us to be able to contact you right away. Please keep these accurate at all times. The YMCA does not incur the cost of medical treatment and it is imperative that you indicate on your child s health history/ what type of health insurance you carry on the registration forms. Emergency Plan Each camp site will have a site-specific emergency plan including an assembly area program, facility evacuation plan, notification (sounding of alarms) system, shelter-in-place plan, locations of fire extinguishers and first aid kits, etc. Staff have been trained and are expected to be well-versed in emergency procedures. Each session of summer camp will include both a fire drill and shelter-in-place drill, so that campers are aware of what to do in an emergency. The YMCA summer camp sites emergency plans are available for parents to read. Please see the camp director for a copy of this plan. The following are general procedures for the YMCA National Capital Summer Camps in case of emergencies: Shelter-in-Place: In the event of an emergency that requires an on-site shelter-in-place, campers, members, and staff will assemble in the designated area on site (please refer to site-specific plans for actual locations). In the event of an emergency that requires campers, members or staff to be moved to 19

21 an alternate location, participants and staff will be transported via YMCA buses to the following locations in order as possible: YMCA Anthony Bowen W Street NW, Washington, DC YMCA Ayrlawn Oakmont Avenue, Bethesda, MD Facility Evacuation (in case of fire, or other emergency): In the event of an emergency requiring facility evacuation, campers and staff will exit the building through the nearest exit, and meet at pre-determined assembly areas. Camp staff will take roll of campers in their groups, site directors will take a total count to assure that all children have left the building safely, assistant site directors are responsible for medication, first aid kits and evacuation kits. Chemical / Biological / Terrorist Emergency Plan: In the event of any of these emergencies, campers and staff are required to relocate to the on-site shelter in place location. Once there, no one (including parents and children) will be allowed to enter or exit the building until there is further notification from a YMCA Senior Staff person. Severe Inclement Weather: In the case of severe inclement weather campers will meet at their designated camp area. All campers will remain in their groups until the weather passes or the parents pick the camper up. No refunds will be given for inclement weather closures or modifications. Parents: Please create an emergency plan to have your child picked up during emergency situations. Be aware of local weather conditions that you feel may warrant your child being picked up from camp. Due to the large number of campers attending camp, the YMCA will not call you to pick up your child unless the camp is canceled. Allergies In recent years, there has been an increase in the number of children with severe allergies to peanut products and other things in our camps. We try our best to accommodate these campers without inconveniencing other campers. If you re aware that your child is severely allergic to something, it is your responsibility to notify the YMCA in advance so we may take proper precautions. The YMCA National Capital is a NUT FREE ZONE. We ask the you do not provide lunch or snacks that contain peanuts, peanut butter or other nuts to camp to ensure the safety of all children. Please note that if your child brings a lunch or snack that contains nuts or nut products, YMCA staff will try to provide a nutritious alternative and the item will be returned to you at the end of the day. Your understanding and support in helping is to provide a NUT FREE ZONE is greatly appreciated. The YMCA National Capital continues to work towards an inclusive environment that supports and acknowledges the right of each person to be fully included in all activities that occur in our programs. Special Diets The YMCA must be made aware of any child who requires a special diet due to medical or religious reasons. 20

22 MEDICATION POLICY Our medication policy is primarily established to accommodate the administration of medications(s) commonly prescribed by physicians for the treatment of short-term illnesses. Prescription and "over-thecounter" medications will not be dispensed without written consent from the child s parent. Complete the medication authorization form included in your camp registration packet. Keep all medication in the original container with the prescription label/direction label attached. Medication must be labeled with the child s name, the name of medication, the dosage amount, and the time or times to be given. Hand all medication (including inhalers, etc.) to the sign in staff or Camp Director. Campers are not allowed to keep medications on their person, in their backpacks or lunch bags. All medications will be locked up and given to your child at the prescribed time. Medication authorizations are only valid for 10 days, at which time all unused medication will be returned to the parent or disposed of, unless a new form is completed. If a child is taking medication for an extended period, a note with these specifications and signed by a physician must be submitted. Sunscreen Should your camper be required to use sunscreen while participating in the camp day, the following procedures MUST be followed in accordance with YMCA Requirements. Please complete the medication authorization form included in your camp registration packet Keep the sunscreen in the original container, labeled with your camper s name and hand to the camp counselor for storage. Camp staff with appropriate medication administration training will apply sunscreen to campers under the age of 9 years old. All campers that are older than 9 years old will be permitted to apply their own sunscreen. Bug Spray Should your camper be required to use bug spray while participating in the camp day, the following procedures MUST be followed in accordance with YMCA Requirements. Please complete the medication authorization form included in your camp registration packet. Keep the insect repellent in the original container, labeled with your camper s name and hand into the camp counselor for storage. PREPARING FOR CAMP: FREQUENTLY ASKED QUESTIONS What information will I get before camp? Besides this handbook, a pre-camp is our courtesy communication tool to inform you of the week s schedule of activities as well as answer any questions you may have. If you sign up for a camp Thursday Sunday the week before camp, you will not get a pre-camp . If you do not receive a pre-camp , please confirm your address with the Member Services desk. 21