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, guardian s 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,
Steve Henry
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.
Changing Sessions
If unforeseen circumstances arise and it is necessary for your child to change sessions, please notify the main office as soon as possible. Changes will be made if space is available.
Cancellations
There will be no refunds made after June 1st.
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
Spending money of $15/week is sufficient for snacks and drinks. The camp store also carries the following items: t-shirts, long-sleeve sweatshirts, leotards, shorts and caps. Prices of souvenir items start at $2. Campwear items range from $10 to $40.
Please complete the camp store deposit form and send your check, money order or credit card information to the New York YMCA Camp office. Please remember that personal checks must be sent four weeks prior to your child's arrival.
Money not sent prior to the camper's arrival may delay their store privileges. Story money is deposited into your camper's account and withdrawn as purchases are made. Campers are not allowed to have or spend cash at the camp store.
If you wish to send additional money to be deposited into a camper's account while the camper is at camp, it should be sent directly to the camp office, not to the camper. This ensures that the money is handled appropriately. You can also call and pay with a credit card.Arrival 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.
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, 10:30 - 12:30 PM
Departure Time - Fridays, 3:00 - 4:30 PM
Arrival by Car
We like everyone to be available to meet and greet new arrivals. 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.
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.
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.
Volleyball Tournament
Please join us at 12:30 on Friday for our Volleyball tournament and end of session awards and recognition. Departure will follow after the tournament.
Important - If you get delayed for any reason, please call to notify us so that we can plan appropriately
and inform the camp director and/or your child of your schedule.
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.
Camper Mail
Campers love to receive cheerful mail!
The correct address is:
Camper FULL Name
World Volleyball Training Center
PO Box 622, 300 Big Pond Road
Huguenot, NY 12746
TIP: Consider mailing the first letter the Friday before s/he checks-in. Make sure you indicate the session number.
Email
Camp has continued its partnership with trusted camp experts Bunk1 to offer one way email services this summer. Bunk1's secure service allows parents to say 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).
Phone Calls
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 generally not able to receive or
make calls. Obviously, in extenuating circumstances, the camp director can make exceptions to this policy. Please help us by 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, and you can contact us 24 hours a day in the
case of an emergency.
Visitation Days
Although the YMCA has an open door policy, for logistical purposes we try to minimize the disruption to our daily program. We suggest parents who wish to visit their child at camp do so on Saturday. This is a convenient time in-between sessions. It is extremely helpful if your child knows whether or not to expect a visitor, so they can be prepared and not spend their day wondering. Campers may be taken out of camp by a parent/guardian or another person provided we receive written permission from the legal parent/guardian. 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.
Horseback Riding and Trips
Campers may choose to participate in these optional activities for an additional fee. Please complete
the “Day Trip and Horseback Registration Form” and mail it with full payment to the Camping
Services office. 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 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. Dorm rooms 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 minus $100.00 deposit (per session) and $20.00 YMCA Membership 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 prorated).
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.
Store Refunds
All bank refunds will be mailed to you after your child’s departure. Money not spent will be refunded or donated to the scholarship fund per your instructions on the store form. Refunds under $50 will be in the form of a check written at camp and made payable to the person you request on the bank form. Refunds over $50 must be reimbursed through our Association Office and will take approximately four weeks to receive. Refunds under $5 will only be made upon your request.
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!
