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,
Chris Rasmussen
Director
Table of Contents
Pre - Camp
Arrival Days & Departure Days
Transportation
The Camp Stay
Camper Mail
Extending the Camp Stay
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 2 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 3 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
Camp fees must be paid by May 1st, or within two weeks if registered after that date (must be paid prior to arrival). Additional forms and payments (trips, horseback riding, etc.) must be received two weeks prior to the period for which your child is registered for camp. Checks are made payable to New York YMCA Camp. Personal checks cannot be accepted less than four weeks prior to your child’s arrival.
Please note that we have had numerous personal checks returned to us unpaid. Personal checks are not accepted if a check has been returned to us unpaid in the past. You are also able to charge on Visa, Mastercard or American Express by completing a credit card form. Payments may be made in any amount. Due to the high cost of postage, payment receipts will only be mailed out upon request.
Buddy Requests
Camp is for making new friends. We understand that campers sometimes attend with a friend. In order to request to room together, both campers must request each other on the application form. They must be the same age and gender. We strive to meet all requests and reserve the right to make necessary accommodations.
Laundry
Laundry is provided for campers staying for two weeks or more. The importance of labeling all items cannot be stressed enough! Campers attending a two-week session must bring enough clothing to camp to last for up to 8 days. The cost for this service is included in your camp fee.
TIP: Label your laundry bag and look among your camper’s belongings at check-out.
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
Camp Store
Camp store is inclusive in the camp fee. Your child will have a choice of a beverage and snack daily. They will also receive a t-shirt and cabin photo as well as a souvenir choice. We are trying to identify ways for campers to develop “Healthy Bodies” while at camp. Therefore the following things are very important:
1. Water – Drinking water is provided throughout the day. We have several water fountains throughout camp, however a water bottle may be a more convenient way for your child to ensure he/she is drinking their water. Please pack a water bottle for your child.
2. Healthy Snacks – Fresh fruit is available in the dining hall at every meal. As we continue to promote healthy lifestyles, the camp store offers healthy snacks as their options to select from.
Please remember to discuss with your child the importance of drinking water, eating healthy and using sunscreen each dayArrival Days & Departure Days
Medication
All medication must be given to the camp Health Director, Camp Director or designee 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 (including vitamins). We cannot accept a ziploc bag with loose prescriptions in it. Prescription medication must be written for the child for whom it is intended.
TIP: Please send a sufficient supply of medication
to ensure that the child will not run out while at camp. If your child requires a nebulizer, you must send the machine to camp because we do not have that equipment in stock.
Inhalers/Epipens
If your child needs to have either of these medications with them at all times please, if possible, send two, so that one can be kept in the Health Office for back up. 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.
Luggage Tags
All luggage and bags should be clearly labeled on the outside. Campers arriving by camp transportation should use the luggage tags in their camper kit. Please PRINT your camper’s full name and age on each tag.
TIP: Ensure the tags are securely attached.
Transportation
Please complete and return the transportation form two weeks prior to your child's stay at camp. Participants have the choice of providing their own transportation or using the camp transportation we offer. A staff member will assist you with check-in and check-out and confirm all of your camper’s forms were received. The first meal of a session will be dinner on Sunday.
TIP: Make copies of your camper forms before you mail them to camp and bring the copies with you at check-in time.
Arrival Time - Sundays, 11:00 AM – 1:00 PM
Departure Time - Fridays, 3:00 – 4:00 PM
Arrival by Car
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.
Please do not arrive early because staff and stay-over campers will be involved in programs, and we like everyone to be available to meet and greet new arrivals.
Car Pick-Up and Drop-Off Safety Procedures
Trails cross the camp roads. Please follow posted speed limits in camp and drive slowly. 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.
Arrival by Camp Bus
Please complete and return the enclosed transportation form with payment if camp bus transportation is being used.
Camp bus transportation is available from:
West 62nd Street between Amsterdam & Columbus Avenues
Round-Trip Fare.......$70.00
One-Way Fare.......$35.00
Camp Bus Arrival and Departure Times.
Bus departs NYC for Camp - 12:00 NOON SUNDAYS
Return from Camp to NYC 4:00 p.m. on Friday
Arrive at least 1/2 hour before expected bus departure or arrival. Don’t leave your children until the bus departs to camp. Ensure your car is parked legally--we are not responsible for illegally parked cars. Do not block bus parking area--buses must be parked next to curb before any loading or unloading can occur.
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. There is an additional charge for this.
Departure Days
If your child is being picked up by someone other than the parent/guardian the alternate pick-up form must be completed (bottom of transportation form) and that person must also bring photo identification with them. This is in effect for pick-ups on camp and at the bus. Camp staff will follow appropriate check-out procedures. Thank you for your understanding of this procedure. If there are any changes in transportation plans please call as soon as they are known.
TIP: Have your photo ID with you when you get out of the car.
Luggage at Departure
When picking up your child, please be sure that they have all of their belongings, including crafts, 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 (Friday). The office is in contact with camp staff at all times.
Camp Stay
Medical Services
Medical care is available 24-hours a day with a Nurse or Emergency Medical Technician. We reserve the right to call a physician when necessary. The cost for medical services, including x-rays, is covered by our Camps’ 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 parent’s or guardian’s 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.
Homesickness
If it even occurs, happens at bed times and meal times. New moms and dads this can happen to you too! The reasons are the same. Activities are at a lull. You have a moment to realize that it’s a different dinner table and different bedtime and that makes me think I miss home. It may never come up and if it does it is completely normal. Our counselors understand this and are there for your kids during these brief moments. The goal is to think instead on the great things that happened that day and will happen tomorrow.
TIP: Happy campers are the worst at sending mail because they are busy having fun!
If you receive a homesick letter, odds are it was sent early and by the time you received it your child has forgotten it. Your camper is now having fun at camp. Since happy campers don’t send mail you don’t know there’s been a change. We can follow up on a homesick letter for you. We strongly discourage talking on the phone. A camper who had an early spell with homesickness will likely regress if we put him/her on the phone with you. Imagine being pulled away from the fun camp activities you were just doing to go to the camp office and suddenly feel the rush of old homesick emotions. It washes away all the good progress your child made.
TIP: This is the principal reason we won’t allow cell phones.
Part of the camp experience is being away from home and learning to live independently. In an effort to avoid homesickness and due to logistical concerns, campers are not able to receive or make calls. Of course if there is a family-related emergency the camp director would make exceptions to this policy. Please help us by explaining this to your child prior to check-in day, so s/he understands the policy and the reasons behind it. Please be assured that we will call you if the need arises.
Camper Mail
Campers love to receive cheerful mail!
The correct address is:
Camper Full Name
McAlister ages 6-11 OR Talcott ages 12-15 (include Cabin if you know it)
Session #
PO Box 622, 300 Big Pond Road
Huguenot, NY 12746
Please try to write to your child at least twice during a session. Upbeat letters and postcards mailed in advance is a great idea for first time campers. Make your expectations clear to your child about writing home to you. We will encourage all to write home. Letters to your camper saying how much you miss them are potentially unhelpful. Instead write about how proud you are that s/he is at camp!
TIP: Consider mailing the first letter the Friday before s/he checks-in. Make sure you indicate the session number.
Email
Camp has partnered with trusted camp experts Bunk1 to offer two online services this summer. Bunk1's secure service allows parents to stay connected with their camper all summer long. After registering your child, you will receive a login and instructions on Bunk1's service.
Care Packages
Please limit the size of a package to a shoe box. Please do not send junk food. Wrappers litter our camp. Gum is worse! Food in the cabin attracts insects and animals and inevitably leads to sharing problems, arguments etc.
TIP: Magazines are worth their weight in gold during the “siesta” rest time after lunch.
Contact the following companies directly if you are interested in the following:
The Basket Case - (845) 239-2492
Fruit and gift baskets.
Camp Pacs - 1-800-248-CAMP www.camppacs.com
Custom care packages (toys, cards, games, water bottles and more).
Visitation Days
In order to minimize the disruption of our program and maintain the security of our camp we ask, for logistical purposes, that visits to camp occur on regular check-in or check-out times. It is extremely helpful if your child knows whether or not to expect a visitor so they can be prepared. Campers may be taken out of camp by a parent/guardian or a person with written authorization as mentioned above and a photo ID is presented. All campers leaving camp will need to be signed out and in by the Camp Director or designee.
Birthdays
If a camper or immediate family member has a birthday while the child is at camp, please call so we can arrange a phone call on that special day. We will also recognize the child's birthday at camp.
Pets
Thank you for not bringing pets onto camp property.
Extending the Camp Stay
Enrolling in additional sessions is dependent on availability of space and possibly your child’s behavior. Payment in full is required at the time of extension either by certified check, money order, cash or credit card.
CAMPER REQUEST
Many campers enjoy their camp experience so much they express an interest to extend their stay. In such situations, camp personnel may call you to discuss the possibility.
PARENT REQUEST
If a parent inquires about extending their child’s stay at camp, the Camp Director will ask the child if they would like to extend.
Optional Out of Camp Trips
Out-of-camp excitement awaits campers who wish to take one or more optional day trips for an additional fee. To go on any of these trips, you must complete the registration form and mail it with full payment to camp. Campers must register for activities two-weeks prior to the session during which the activity is held to guarantee a place. If space is available registration will be accepted up until 3 pm on the first day of the session during which the activity is held.
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 in 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.
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.
Refunds
Parents who notify us of a cancellation by June 1st will receive a refund of all but $100.00 (per session) plus $20.00 YMCA Membership Fee. No refunds will be given after that time. If extenuating circumstances require a camper to leave camp prematurely you may request a refund for the remaining part of their stay. All requests are subject to approval by the Executive Director. 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 that is deemed acceptable for the camp environment, a child may be sent home.
Lost and Found
Our staff members will do their best to make sure your child packs all of their belongings upon departure, but ultimately it is the child’s responsibility. We try to ensure that each camper goes home with all of their own possessions and only theirs! That is why it is so important to label everything!
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 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 lost. If we are able to locate missing items and return them to you, please reimburse us for the postage. For sanitary reasons items like socks, underwear and toiletries will be thrown out, thank you for understanding of this policy.
