2009 Parent Handbook
Download a Parent Handbook (.pdf format)
Dear Parents:
Our Parent Handbook contains important information concerning your child’s upcoming camping experience. We have attempted to answer routine questions and address other concerns you may have. We will do everything possible to make your child’s camping experience memorable and enjoyable. The partnership between parents, guardians and the camp staff is crucial in providing all of our campers with a safe, pleasant and rewarding experience. By providing your child with the appropriate information, you can help us to ensure that your child’s summer camp experience includes fun, values and learning. Please feel free to contact us if you have any other questions.
Thank you,
Sam Rose
Director
srose@ymcanyc.org
Table of Contents
Pre - Camp
Arrival Days & Departure Days
Transportation
During the Trip
Post Camp
Pre - Camp
Our camps are permitted to operate by the Orange County Department of Health and are inspected a minimum of two times each camping season. A permit is issued yearly, and copies of these permits are available at each camp office. You can also find a copy at the Orange County Health Department Office. The office is located at 124 Main Street, Goshen, NY 10924, phone number (845)-291-2331. New York YMCA Camp of Greater New York is accredited by the American Camping Association (ACA). This ensures the highest standards in areas of administration, program activities, transportation, facilities and personnel.
Medical Form
All participants must have a completed camp medical form. Your child is required to have a physical exam done by a physician within 24 months of his/her last day at camp, and the results of the exam should be recorded by the physician on page 3 of our medical form along with the physician’s signature on page 4. Please complete the medical form and return it to the camp office two weeks before the camper’s arrival. YOUR CHILD WILL NOT BE ALLOWED IN CAMP WITHOUT THIS COMPLETED FORM. Please keep a copy of this form for your records.
State health laws require the physician to complete the dosage and schedule for all over the counter medication (page 4). The parent/guardian must also sign permission on page 4 for administration of any over the counter medication.
Emergency Authorization - Bottom of page 1 of the medical form
This MUST be signed by the parent or guardian. This permits us to secure appropriate emergency medical treatment for your child should the need arise, and we are unable to contact you immediately.
Immunizations- Page 2 of the medical form
New York State Health Laws require that we have the dates (month and year) of each dose of the immunizations for every camper under the age of 19. Thank you for ensuring that this section is complete.
Note: Parent or Guardian also needs to sign Meningococcal Meningitis Vaccination Response Form if attending camp for more than one week.
Payment of Fees
Please ensure that all camp fees are paid within two weeks of receipt of your statement or prior to your child’s camp start date whichever comes first. Additional forms and payments with a credit card may be received two weeks prior to the start of your child’s session. You are able to charge on Visa, Master Card or American Express by completing the enclosed credit card form. Receipts will only be mailed upon request.
Personal checks cannot be accepted less than four weeks prior to your child’s arrival. Personal checks are not accepted if a check has been returned to us unpaid in the past. Make checks payable to New York YMCA Camp.
Additional Forms
The following forms are also required (unless optional is noted) two weeks prior to the period for which your child is registered for camp:
- Camper Information Sheet
- Transportation/Alternate Pick-Up Form
- Signed Releases/Permission Slip
Permission Forms
Permission forms/releases for each trip will be mailed with trip schedules. Each form necessary for your child’s trip must be signed and returned to us at least two weeks prior to the trip. If these forms are not signed and returned to us, your child will not be able to attend. Please keep a copy of each form for your records. A Permission Form/Behavior Contract is enclosed and must be reviewed, signed and returned.
Cancellations
There will be no refunds made after June 1st.
Marking Items
All personal items and clothing should be clearly labeled with your child’s full name. TIP: Use a Laundry marker.
Name Tapes
Bell of Maine - (207) 784-2964 ext. 233 www.bellofmaine.com
Printed name tape labels, heavy duty laundry bags and duffle bags, water bottles and more
Luggage
All luggage and bags should be clearly labeled on the outside. Please clearly mark all luggage with the camper’s name and ‘Outdoor Adventures.’
Food
Most meals will be easy to cook meals using ingredients which can be kept without refrigeration. All meals will provide a balanced diet and take into consideration the high-energy demands of the activities on the trip. Peanut butter, granola bars, fruit, vegetables, pasta, tuna, rice, lentils, cereals, cheese, fruit juices, jerky, soup and canned meats are examples of possible meal ingredients.
Fitness
Outdoor Adventures trips involve energetic activities every day so please prepare your child physically. Biking, swimming, or running regularly before the trip will definitely increase your child’s enjoyment of the activities and the trip as a whole. Please refer to the conditioning plan on page 11 to ensure that your child can meet the necessary requirements.
Arrival Days & Departure Days
Information Updates
If any information, prescription or medical conditions change after you submit the medical form, please provide us with written notification on the day of arrival.
Medication
All medication must be given to the Camp Health Director for administering. Please make sure that all medication (prescription and non-prescription) is sent in its original container and properly marked with the camper’s name. Prescription medication must be written for the child for whom it is intended. Please send a sufficient supply of medication to ensure that the child will not run out while at camp.
Inhalers/Epipens
If your child needs to have either of these medications with them at all times please send two, so that one can be kept in the Health Office or with the trip director for back up.
Arrival Day Orientation
On Sunday afternoon an orientation will take place so that your child can meet trip companions and participate in activities designed to allow campers to set group expectations for the trip. They will discuss safety regulations, practices to protect the environment, camping skills and first aid and emergency procedures. It is mandatory that all campers participate in the orientation so please ensure that you arrive no later than 2pm.
Transportation
Transportation to and from camp is the responsibility of the participant. Please follow the directions to camp (map included in this packet). Please note the following arrival and departure times:
Arrival Time - Sundays, 11:00 am – 1:00 pm
For those arriving by car we will be hosting a Strong Kids Campaign barbecue and hope you will join us for lunch. There is no charge for this but we will be accepting donations for our Strong Kids Campaign.
Departure Time - Fridays, 3:00 – 4:00 pm
Important - If you get delayed for any reason, please call to notify us so that we can plan appropriately and inform your child of your schedule.
Car Pick-Up and Drop-Off Safety Procedures
- Please follow posted speed limit in camp.
- Park in designated spaces.
- Give right-of-way to cars arriving in camp.
- Do not pass any vehicles while on camp property--be patient while driving.
Plane
Camps can provide airport pick-ups, with two weeks notice. Please call for details. Nearest airports are Stewart International in Newburgh, NY, or Newark International in Newark, NJ.
Public Transportation
If it is more convenient for you to accompany your child to camp and you do not have a means of transportation, public transportation is available. Shortline Buses and the Metro North Railroad run daily to Port Jervis. From the station in Port Jervis you would need to take a taxi to Camp. Call the New York YMCA Camp office for taxi information.
Allowing Other Parents to Transport your Child
Many parents elect to carpool--which is fine. However, for safety reasons we need written authorization from a parent approving that their child leaves camp with another person. Please note: the person you designate to pick up your child must bring photo identification with them in order to be able to leave with your child. Thank you for your understanding of this policy.
If there are any changes in transportation plans, please call as soon as they are known.
Luggage at Departure
When picking up your child, please be sure that they have all of their belongings, including sleeping bag and laundry bag before you leave.
TIP: Don’t forget any medications.
TRANSPORTATION CHANGE NOTICES
You may contact the New York YMCA Camp office for any changes in schedule. For arrival changes please call by 11 a.m. on the arrival day. For departure changes please call by 11 a.m. the day before departure. The office is in contact with camp staff at all times.
Pets
Thank you for not bringing pets onto camp property.
Tipping
It is against the YMCA policies and our principles of operation to have the staff accept tips of any kind. Thank you for respecting this policy.
During the Trip
Medical Services
Camps will provide healthcare for campers under the direction of the Trip Leader 24 hours a day. Camp reserves the right to call a physician when necessary.
The cost for medical services, including x-rays, is covered by our Camp’s insurance up to $5,000.00 for accidents and dental. Illness is covered up to $750, except for conditions that existed before the child came to camp. If a child is required to stay overnight in a hospital or if a surgical procedure is required, our insurance is supplemental to the parents or guardians up to the limits noted above.
Vehicle Safety Rules for Campers
The following rules are very important for maintaining safety, and we ask that you review them with your child before their departure to camp.
Safety Rules for Bus and Van Travel:
- Children will be asked to maintain appropriate behavior and volume levels while on the bus/van.
- Children will be asked to remain seated while on the bus/van.
- No personal radios or audio equipment will be allowed on the bus/van.
- Wear seat belts while in the van or bus if equipped.
- In case of emergency, follow the Camp Director or Camp Staff’s instructions.
Phone Calls
Part of the trip experience is being away from home and learning to live independently. In an effort to avoid homesickness and due to logistical concerns, campers are generally not able to receive or make calls. Please help us in explaining this to your child prior to their attendance so they understand the policy and the reasons behind it. Please be assured that we will call you if the need arises. In case of an emergency, you can contact camp 24-hours a day. Camp will then get in touch with the trip leader as soon as possible. Due to cell phone reception in some areas of the trip this may take some time. Thank you for your cooperation.
If you would like a report on how your child is doing on the trip, please call on Wednesday afternoon (for one week trips) at which point we will be able to give you specific information on your child. For East Coast Adventures, please call on Wednesday and on the second Monday of your child’s two week stay.
Camp Store
Outdoor Adventures campers will be at Camp Talcott for a few days during each trip, and will be able to purchase healthy snacks and souvenirs. Please complete the enclosed form and return with required payment.
Spending Money
Campers can bring a small amount of money on the trip for souvenirs. The Trip Director will hold all money. $20.00 per week should be sufficient. New York YMCA Camp is not responsible for money lost or stolen on the trip.
Respect for Facility
We expect campers to adhere to our values by being responsible, caring, honest and respectful. Buildings are inspected at the end of each session. If damages are found, campers will be charged accordingly for necessary repairs.Post Camp
Evaluations
An evaluation will be available online as well as a paper version (this will be sent to you). The feedback we receive is very important to help us plan for future summers. We would appreciate it if you could take a few minutes to complete this form. In order for your evaluation to be included in our yearly report, it must be completed by September 30th.
Refunds
Parents who notify us of a cancellation by June 1st will receive a refund of all but $25 (retained for processing fee). No refunds will be given after that time.
If your child leaves camp due to illness or injury, a refund will be given for the remaining full days they were scheduled to attend camp (the fee will be pro-rated).
If it becomes apparent to the camp staff and/or the parent/guardian that a child is unable to adjust to the program and is overcome with homesickness (these instances are rare), you may request a refund for the remaining part of their stay as explained in the previous paragraph.
Please consider contributing any refund to the camp scholarship fund if your child needs to leave camp early. Thank you.
In certain situations a camper may leave camp for disciplinary reasons in which case no refund will be issued for the remainder of that session. Our goal is for the parents and camp to set clear expectations for campers regarding behavior. Should a child choose not to behave in a responsible, honest, caring and respectful manner or any other manner that is deemed not acceptable in the camp environment, that child may be sent home.
Lost and Found
We try to ensure that each camper goes home with all of their own possessions and only theirs!! If upon your child's return home you find you are missing something or have something which does not belong to you, please call the New York YMCA Camp office with a description of the items. We will try to locate missing articles for you and, also, forward any items your child may have. If we are able to locate missing items and return them to you, please reimburse us for the postage.
