Piedmont Family YMCA 2015 SUMMER DAY CAMP PARENT HANDBOOK The Piedmont Family YMCA 233 4th St. NW, Suite Y Charlottesville, VA 22903 Telephone: 434-974-9622 Fax: 434-974-4651 Website: www.piedmontymca.org
13 SUNSCREEN POLICY: In consideration of your child s safety and appropriate management of current childcare standards, the Piedmont Family YMCA has adopted the following sunscreen application procedures, as recommended by the Virginia Department of Social Services. All sunscreen will be furnished by the parent, labeled with the child s name and grade and stored in the camp office. Sunscreen cannot be kept in the child s backpack. The Sunscreen Policy Form must be signed before we allow your child to apply sunscreen. The YMCA Staff can not apply the sunscreen except in the presence of multiple staff. We suggest that your child ask a friend to apply lotion to hard to reach places. The YMCA Staff will monitor the application of sunscreen and offer guidance when needed. The YMCA Staff will remind campers to apply sunscreen before leaving the site for swimming and at each break. The staff welcomes any involvement or suggestions you wish to share. Please call with any questions or concerns. Help us make this a positive, memorable and fun summer for your child. CHAIN OF COMMAND: Board of Directors Executive Director Chief Operating Officer Senior Program Director Head Counselor Counselor Counselor-In-Training
All field trips will be scheduled and posted at least 24 hours in advance. Children who cannot go on the field trips will stay at the camp site with the YMCA staff. TRANSPORTATION: The camp will utilize school buses. We will post at the YMCA Administration Office and the camp site where we are going, the time we will be leaving and returning and the telephone number where we can be reached. 12 A staff person will board the bus first and will exit last. Groups of campers will board and exit the bus in an orderly manner, one person at a time. After the bus is boarded, the staff person will take the roll. The bus will move when all children are present and accounted for. When the bus is moving, each camper will remain seated; arms, head and legs will remain inside the bus. The YMCA Administrative Office will attempt to advise parents if the bus is going to be delayed beyond 20 minutes. SWIMMING: FIELD TRIPS The camp will use local indoor pools, outdoor pools and county lakes for swim trips. Lifeguards will always be on duty and the staff will work with the lifeguards when necessary. The YMCA and the on-duty lifeguards will conduct swim tests for any children who are classified as swimmers, and group them as necessary. Camp Details LOCATION: Day Camp: Hollymead Elementary School 2275 Powell Creek Dr. Charlottesville, VA 22911 Crozet YMCA 1075 Claudius Crozet Park, Crozet, VA 22932 DIRECTIONS: Hollymead Elementary School: From the YMCA, Take US-29 N/ Seminole Trail. Turn right onto Ashwood Blvd. Turn left onto Powell Creek Dr. Crozet YMCA: From the YMCA, Take I-64W towards Staunton. Take exit 107, US-250 toward Rockfish Gap. Turn right onto Rockfish Gap. Turn left onto Crozet Ave/VA-240. Turn right onto Tabor St. Turn right on High St. Take first left on Hill Top St. Turn slight right on Claudius Crozet Park. AGES: Hollymead: 6 (rising first grade) - 14 years old Crozet: 5 (rising kindergartner) - 12 years old HOURS AND DAYS OF OPERATION: Hollymead: Camp Hours: Monday Friday, 9:00 AM 4:00 PM *Morning Extended Care: 7:00 AM 9:00 AM *Afternoon Extended Care: 4:00 PM 6:00 PM Crozet: Camp Hours: Monday Friday, 9:00 AM 4:00 PM *Morning Extended Care: 7:00 AM 9:00 AM *Afternoon Extended Care: 4:00 PM 5:30 PM CONTACT INFORMATION: Hollymead: (434) 975-9385 Crozet: (434) 205-4380 Piedmont Family YMCA: (434) 974-9622 Email: bsims@piedmontymca.org Website: www.piedmontymca.org Piedmont Family YMCA Summer Day Camp Licensed by: Virginia Department of Social Services Regional Office: Augusta Professional Park 57 Beam Lane Suite 303 Fishersville, VA 22939 Phone: 540.332.2330
11 DISCIPLINE POLICY CONT D... Counselors will abide by the following policy after all other options have been exhausted. THE POLICY: TABLE OF CONTENTS Introduction 3 Getting Started 4 Weekly Checklist 5 Daily Helpful Hints 6-9 Discipline Policy 10-11 Field Trips 12 Swimming Policy 12 Sunscreen Policy 13 Chain of Command 13 1. If the above expectations are not met by the child, a discipline referral will be completed by the counselor and referred to the Camp Director. A conference will be held with the Camp Director and the child. A copy of the discipline referral with the results of the conference will be provided to the parent(s) or guardian(s). 2. If the child s behavior does not change, the Camp Director will set up a meeting with the parent(s)/ guardian(s) and a behavior contract will be established and signed by the child, parent(s)/ guardian(s) and the Camp Director. 3. If the child s behavior continues to be disruptive and/or unsafe, the child will be subject to suspension or dismissal. 4. Failure of the parent(s)/guardian(s) to attend conference(s) and cooperate will subject the child to suspension or dismissal. 5. The YMCA will not refund payments for campers who have been suspended or expelled. The Piedmont Family YMCA is committed to the practice of equal opportunity and non-discrimination. We administer our programs for children without regard to race, creed, national origin, political affiliation, marital status, age, gender, sexual orientation or number of dependents. We our an equal opportunity provider and employer. CHILD ABUSE: Under Virginia Commonwealth Law, YMCA Staff are required to report all suspected child abuse directly to the Department of Social Services.
THE DISCIPLINE POLICY 10 Behavior is expected to be consistent with the following: Use appropriate language at all times Cooperate with staff and follow directions Respect other children, staff, equipment and facilities Maintain a positive attitude Stay in program areas TERMINATION FROM CAMP: A child may be suspended either temporarily or permanently from camp for disruptive behavior or behavior which could cause harm to self, campers, staff or property. Suspension from the program shall be at the discretion of the Camp Director. DISCIPLINARY ACTIONS: May consist of time outs or detention in the Director s office Are never to be punitive in nature Are taken without the presence of a group Are not taken in the form of verbal, physical, or emotional punishment Will not consist of depriving food or drink Discipline must relate to the behavior that needs changing. Unacceptable behaviors include profanity, disrespecting others and their space, failure to comply with staff member s directions, excessive horseplay, inappropriate physical contact, and possession of a weapon. INTRODUCTION The Piedmont Family YMCA Summer Day Camp is licensed by the Commonwealth of Virginia and operated by the Piedmont Family YMCA. 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 experience. We 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. 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 environment. YMCA SUMMER DAY CAMP GOALS: -Grow personally -Learn Values -Develop responsibility -Appreciate diversity -Become better leaders and supporters -Continue learning throughout the summer -Encourage healthier habits through the HEPA program -Have fun 3 OUR SCOPE The Piedmont Family YMCA camps are headed by professional YMCA Directors with camp experience and years of dedicated service to enhancing the lives of our children. All programs are based on guidelines provided by the YMCA of the USA, the nation s leading day camp provider. The Piedmont Family YMCA is a not-for-profit, charitable organization dedicated to providing quality programs, services and activities for the youth, adults and families of Albemarle County, the City of Charlottesville and all surrounding areas. Programs are designed to help people - regardless of age, sex, ethnic origin, religious affiliation and ability - achieve their fullest potential spiritually, mentally, physically and socially.
4 9 GETTING STARTED ADMISSION AND REGISTRATION: Parents must visit the YMCA Administration Office to fill out all appropriate forms and meet with a member of the camp administrative staff. State licensing requires: 1. An application with all current information to be kept on file (during enrollment) 2. A copy of the camper s school entrance health form with physical and immunization certificate 3. A birth certificate. FEES: Upon acceptance of a child for admission, parents must pay a non-refundable registration fee of $50 per child for Hollymead or $35 per child deposit for each registered for Crozet. Tuition is $165 per week for Hollymead Tuition is $185 per week for Crozet (Nonmember rate) No refunds will be given for any camp after June 15. You will be charged for all weeks which you have registered. There will be a $35 charge for all returned checks. The Piedmont Family YMCA Does not provide end-of-the year statements. If you wish to receive a receipt, please enclose a self-addressed, stamped envelop with each payment, or pay in person at the YMCA. For your records, our Tax ID number is 54-1717336. FEES & DEADLINES The registration fee/ deposit, plus the first week of camp must be paid prior to the first day of camp. For campers who will be attending more than one week, payment is due each Friday... prior to the next week that the camper will be attending. All payments not received by 6:00 PM on Friday are subject a $25 late payment fee. Children will not be admitted to camp if payments are not received in advance, or previously agreed upon with the Camp Administrators. DAILY HELPFUL HINTS Cont. DAILY SCHEDULE Children will follow a daily schedule posted on the bulletin board at the camp site. Throughout the day the children will do art, science and nature, technology, brain games, organized group activities, character development, drama, 60 minutes physical activity and 30 minutes of reading. HEPA (Healthy Eating and Physical Activity): The Piedmont Family YMCA implements a series of Healthy Eating and Physical Activity standards in our programs as part of the Y s national commitment to combat childhood obesity and ensure that all those who participate in YMCA programs live a healthier, balanced life. The New Standards: Physical Activity Ensure that children engage in at least 60 minutes of physical activity per day, including a mix of moderate and vigorous physical activities that promote bone and muscle strengthening. Play will take place outdoors whenever possible. Screen Time No access to television or movies. Limit digital time to less than one hour per day. Digital device use is limited to programs that actively engage children in activity. Beverage If we must provide lunch for your child, 1% milk will be given for lunch. Juice should contain no added sugar and should be 100% fruit juice. Water will be available at all meals and throughout the day. The standards are part of the Y s nationwide commitment to the Partnership for a Healthier America (PHA) that focuses on ending the childhood obesity epidemic. PHA works with the private sector and its honorary chairwoman, first lady Michelle Obama, to solve the nation s childhood obesity crisis. Over the next three year to four years, the standards will benefit at least 85% of the more than 700,00 children who participate in the Y s early childhood, afterschool childcare, and camp programs yearly in program sites across the nation. *If your child s lunch or snacks do not meet our standards and the Piedmont Family YMCA has to provide a lunch or snack, it will be charged to the parent.
8...DAILY HELPFUL HINTS WEEKLY CHECKLIST 5 MEDICATION CONTINUED Medication will be stored in a locked box and will be returned to the parent when the child is no longer taking it. Staff giving the medication will sign and indicate the time it is given in the log. No medication will be kept at the YMCA camp site without a current authorization form. If parents do not pick up medication within 14 days after authorization expires it will be disposed of by the Camp Director. CHILDREN S STORAGE AREA: Children are to bring a backpack containing items on the checklist. Backpacks will be brought to camp every morning and brought home every night. No personal items are to be left at the camp site. LOST AND FOUND: Neither the YMCA nor Greer Elementary School are responsible for lost or stolen items and will not replace any items. LUNCH AND SNACKS: Day campers are required to bring their own nutritious, nonperishable lunches, water bottle, plus a morning and afternoon snack. Please pack a healthy, low sugar and balanced meal, and soda is not allowed! Do not send food or drinks in glass containers. We encourage using coolers. Lunch must meet USDA requirements and must be clearly labeled to identify the owner (daily with child s name and date). A marker and masking tape for labeling lunches will be available at the sign-in desk and in the camp location. If a lunch does not meet the requirements we will provide a lunch at your expense. MONEY: Do not allow your child to bring large amounts of money to camp. The Summer Day Camp Staff, and the YMCA are not responsible for money lost or stolen. READ PARENT HANDBOOK Sign your child IN and OUT every day. Pick up weekly informative newsletter at sign in/out table. Check camp board for notices and reminders. Bring a backpack daily for personal items. Pack lunch and morning/afternoon snacks in a small cooler if perishable. Label items with camper s full name and date. Write camper s full name on all personal items. Wear swim suit (on swimming days only). Pack sunscreen when campers will be outside. (*Must fill out a sunscreen permission form). Bring beach towel (on swimming days only). Wear YMCA issued T-Shirt on field trip days (not swim days). Wear comfortable sneakers (no open-toed shoes) and comfortable clothes. Flip flops are not to be worn at camp. Be sure to see staff for medication forms if your child must take medication during camp hours. Lost & Found items will be donated to Goodwill 2 weeks after camp ends.
6 DAILY HELPFUL HINTS...DAILY HELPFUL HINTS 7 SIGN IN AND OUT: For your child s protection, sign-in and sign-out sheets will be placed on a table by the door. It will be assumed by the camp staff that if your child is not signed in, he/ she will not be in attendance for that day. DROP OFF: The drop-off location for Day Camp at Hollymead is the cafeteria. The drop-off location for Crozet is the YMCA Crozet Park. LATE ARRIVAL: We encourage you to have your child at camp no later than 9:00 AM. When circumstances prevent this from happening, please advise camp staff that your child will be late. It is still your responsibility to sign your child in when you do arrive and make sure your child s counselor is aware that he/she is there. Never leave your child alone without notifying the YMCA staff that he/she has arrived. Do not leave your child with an unauthorized person. PICK UP: Hollymead: Pick-up must be no later than 6:00 PM ($1 per minute will be charged after 6:00PM). The pick-up location for camp will be the cafeteria. Crozet: Pick-up must be no later than 5:30 PM ($1 per minute will be charged after 5:30PM). The pick-up location for camp will be the YMCA Crozet Park Please note that ONLY individuals who are listed on your application will be allowed to pick up your child without written permission. Authorized pick-ups must be at least 16 years old. I.D. may be required. NATURAL EMERGENCY PLAN: In the event of a natural emergency, parents will be notified by local radio and news station, YMCA website and Facebook. WORD OF CAUTION Parents are cautioned to drive slowly in the parking lots and to turn off car engines when picking up and dropping off children. Staff will block off sections of the parking areas before allowing the children to play there. Parents are asked to obey all school traffic and parking signs. Emergency & Injury Procedures: Children experiencing minor injuries or illnesses will be treated by the counselors who have received first aid training. The camp shall retain a written record of the child's minor and/or serious injuries. An injury report will be completed and a copy given to the parents at pick-up time if the injury is minor. When the injury is serious parents will be notified as soon as possible. A report will be written at the time and a copy given to the parents. COMMUNICABLE DISEASE: Parent will inform the Piedmont Family YMCA within 24 hours or next business day after their child or any peer in the immediate household has developed a reportable communicable disease, as defined by the State Board of Health. Exception for life threatening diseases which must be reported immediately. SICK POLICY: Parents will be called to pick up a child who has become ill while at camp. A child may not attend camp if he/she has a fever, vomiting, or diarrhea. Children with these symptoms and/or a contagious illness will be excluded from the other campers while waiting for parents. Once the YMCA notifies parent/guardian/emergency contact, we request that the child be picked up within one hour. MEDICATIONS: Prescription and non-prescription medication require a written authorization form provided by the YMCA to be filled out by the parent. Medication may be given up to ten (10) days on the same authorization. If medication is needed long term, the YMCA Administrative Office will provide a form for the doctor to complete and sign. All medication must be in the original container with the original label attached. The child s name, date, name of the medicine, dosage and the time the medication is to be given are to be clearly marked on the container. Expired medication will be returned to the parent. Parents must supply the package insert (or pharmacy printout) for a complete list of possible side effects and special instructions. Additional special instructions include any concerns related to possible interactions with other medication the child is receiving or concerns regarding the use of the medication as it relates to the child s age, allergies or any pre-existing conditions. Also describe situations when medication should not be administered.