Instructions for Parents Registering Children for Camp Walter Johnson

Instructions for Parents Registering Children for Camp Walter Johnson These instructions are for parents to create a registration profile for your own child and will complete the child s health history on your own. GOOGLE CHROME: You will need to access CampDoc website using Google Chrome. If you have an outdated browser, you will get an error message and will need to copy and paste the URL into a Google Chrome browser. REGISTERING YOUR CHILD FOR CAMP: Using Google Chrome, enter this link in the browser: app.campdoc.com/register/sacwalterjohnson Enter your email address (you will create a password in the next screen), and click Continue. In the next screen, re-enter your email address to confirm it, and enter your own first and last name (as the parent our guardian) and create a password. Passwords must be at least 8 characters, must contain both UPPER and lower-case letters, and have at least one number or symbol. Click Continue In the next screen, make sure your first and last name is correct, and enter your phone number and mailing address. Click Update New Participant: In this next screen, enter the camper s information as the New Participant. Only boxes in RED are required. Fill out the name, sex and birthdate, and click Continue You will see a note indicating the participant is not currently registered for any upcoming sessions. Click Register for a new session In the next screen, select The Salvation Army unit/location where your child will attend camp from. This will be your corps location, or in some cases, your Boys and Girls Club s specific unit name. Click Continue Select Sessions: You will need to know what sessions of camp your child will be attending to proceed. Sessions are Carolinas Music and Arts Conservatory, Teen Camp, Girl Guard Camp, Boys Leadership/Adventure Corps Camp, Sunbeam and Boys and Girls Club Camps 1 & 2, etc. Your corps officer or Boys and Girls Club director can help you know which Camp sessions to register for. In this next screen, the session selection options will vary according to your child s age, gender and location selection. You will see a box for each session available to your child. The boxes indicate the session name, dates, age/gender/group descriptions. At the right it will also indicate how many spaces are left for that particular session, which is based on gender/cabin occupancy. ABOUT OCCUPANCY/# OF SPACES LEFT/WAIT LIST: If a session is full, the camper will be placed on a wait list. You will not have access to complete the health profile, authorizations, document uploads, or other information until a space becomes available. If a space becomes available, you will receive an email indicating this, and you will then be able to complete the profile and have the parent electronically sign the authorizations. IMPORTANT NOTES ON AGE RESTRICTIONS: Campers may not attend a camp session if they are age 18 during any part of the session. CampDoc restricts participants from registering for a session if they are age 18 or older on the first date of that session of camp, but it doesn t have the capability to restrict a registration if someone turns 18 during that session. Please make sure your child s 18 th birthday falls AFTER the camp session ends before continuing the Health Profile. Also, if you have a child whose 13 th birthday falls between Teen Camp and Boys & Girls Club Camp, CampDoc will not show an option to attend either of these, because during Teen Camp, he/she is too young (must be at least 13) and during Boys & Girls Club, he would be too young (must be age 12 or younger). If you have a camper with a birthdate in this window, please contact your local Salvation p. 1

p. 2 Army camp representative, who will follow up with our camp staff. We will allow the camper to attend one session or the other, and will override the restrictions for that particular camper. Select the session(s) the camper will attend by clicking the box. Note, they are not in chronological order. Your selections will appear in an orange box at the top of the screen. You can deselect sessions at this point by clicking the check marks in the gray boxes. Click Continue Protection Plan: This is not something that our campers need, but is a part of CampDoc s standard set up. Scroll toward the bottom below the chart and click the gray box Decline Protection Plan, then click Continue. Confirmation: The tuition settings are also a standard part of CampDoc s set up, but we are not using CampDoc to handle camper fees, so the tuition appears as $0. You can still use this screen to verify the sessions for your child. Click the back button if you need to change anything. Otherwise, click Register. If you see the screen below, you are doing great! Your child is registered for his/her session(s) of camp. Click Close. Health Profile: Due/Lockout Dates First of all, please don t let the dates on the screen cause you to panic. CampDoc states that May 24 th is a due date all health profiles to be completed. While that would be ideal, the reality of the delayed launch of our CampDoc will makes this a lofty goal, especially for our camps later in the season. What we would like to have, however, is at least the camper s names and registrations entered (sessions selected) by May 24th. That is to say, what you would have entered up to this point. There are other questions later in the profile that pertain to specific tracks for Junior Soldier, Sunbeam, Girls Guard and Adventure Corps camps. These questions only appear for campers attending those sessions. Please also try to have these selections made by May 24 th so we can begin giving leaders a projection on class size. These selections are year groups, special interest tracks, Honor Jr Soldiers, Totally His, etc. On this first screen, please note the dates which in which changes to registration and health profiles can be made. The date shown will vary according to the first session the camper will attend. The last date to make changes will be 10 days prior to the start of the camper s first session. 10 days prior to the start of the camper s session his/her profile must be 100% complete in order for him/her to remain registered for that session of camp. That means all information must be complete, USDA forms and shot records uploaded, etc. So.back to the camper s heath profile At the very bottom of this screen with tips to help you get started, you will note that the Health Profile at this point is 0% complete. This percentage will go up as you complete the profile. Click Continue.

p. 3 GENERAL INFORMATION Contact information Enter the camper s address, city, state & zip Enter grade entering in the fall. As with most all of the questions to follow, if you do not have the answer handy, skip it for now. The question box will remain RED, indicating that it still needs to be completed, which you can go back and answer at a later time. Other questions & information Select t-shirt size from the drop down menu If the camper will attend Jr Soldier Camp, Girl Guard/Adventure Corps Camp, or Sunbeam Camp, you will be instructed to select which class, year group, or track the camper will be participating in. The drop down list has a description of each option. A packing list is available for download and printing. Click download under the packing list heading for this list. A parent information letter is available for download and printing. Click download for this document. Click Next Step Emergency Contacts The first entry Parent/Guardian #1 should be the parent or guardian who has primary caregiving responsibility for the child and who can authorize permission for the child s participation and medical care/treatment at camp. Select this person s relationship to the camper from the drop down menu Check Yes or No if the address is the same as camper s and fill out address if checked No Repeat steps for 2 nd parent and other emergency contacts. Only boxes with RED border are required, but please list as many contacts and phone numbers as possible in order to help us reach someone quickly if an emergency situation should occur while the child is at camp. Insurance If the camper is covered by insurance or Medicaid, click yes, or no if not. If yes, select from the options to enter the insurance information manually or to upload a copy of the insurance card, front and back. Having a copy of the card in uploaded is preferred, but not necessary. If you do not have the capability to scan and upload a copy of the card, please bring a copy to your local Salvation Army representative for assistance in getting the insurance card scanned and uploaded into CampDoc. If uploading a copy of the card, scan it to your computer (front and back.pdf is preferred, but other formats are listed as options) and click in the large gray box Drag files here or click to upload. A window will pop up with your files to select from. Select the correct file, and click Open or whatever your window says to do to upload the file. Healthcare Providers You must at least enter the child s primary physician and phone number. You may also include the child s dentist and orthodontist, if applicable. Immunizations There are two options to provide this. The option to Scan and Upload is automatically highlighted, as this is the preferred method. You may also enter the immunization record manually. If using manual entry, if a particular immunization was not given, click not received to the right. You will need to indicate the reason the immunization was not received. In order to come to camp, children must have all necessary immunizations, unless the child s doctor provides a letter indicating that the immunization cannot be administered due to an underlying health condition of the child.

Health History & Mental, Emotional & Social Health Answer the Y/N questions. Skip any answers you do not know for now. For any Yes answers, you will need to provide details, such as date and description of illness, injury or surgery. For the question Wears glasses, contacts, eyewear simply indicate what they will be bringing to camp. Over the Counter OTC Medications Indicate Yes or No to authorize camp health staff to administer the medications in the list. Parents need to know that if a camper has an illness or injury that the health staff is not permitted to treat with the appropriate medications, it may be necessary for the camper to return home during the camp session in order to receive proper medical treatment. The only Lice Shampoo that will be administered to campers is a natural olive-oil based solution. This will only be used as a follow-up treatment for campers who have been treated at Pediatric Hair Solutions clinic prior to their arrival at camp, and camp has been notified in advance. It may also be used in the instance that a camper is discovered to have lice and/or nits during the course of their session of camp. Head lice/nit procedures are covered separately. Diet & Activity Activity Restrictions After reading the camp s program and activities information in the parent letter attachment, select from the drop down menu either to allow the camper to participate without restrictions or to participate with restrictions as detailed by the parent/guardian in the red box provided. Diet Restrictions Select the option that best describes the child s diet. For special food needs, describe in the box provided. Physician s recommendation - If the child s doctor has made specific recommendations, parents may click Yes and download the USDA form to take to the physician to be filled out. The form can then be scanned and uploaded. Camp food services will make every effort to accommodate dietary needs and substitutions, regardless of this form being submitted. However, if a physician s form is submitted, we are required to follow the physician s exact plan in order to receive reimbursement of USDA/Summer Food Service funding. Milk substitution If a child cannot drink milk due to medical reasons, this form may be used to indicate the appropriate substitution (soy, almond, etc.). Please limit the option to use this form in the case of medical necessity, and not for a child s taste preference or dislike of milk. Campers have the option to return unopened cartons of milk immediately if they do not want to drink it. Allergies Please indicate whether or not the camper has allergies to certain foods, medicines, or environmental allergies (such as latex, insects, plants, etc.). If yes to any of the allergies, choose the allergen from the drop down menu of common allergens or type it in if it is not found in the drop down. For reactions, choose from common reactions, or type this in if it is not one of the options. Mark Yes or No indicating if the child is at risk for anaphylaxis when exposed to this allergen, and whether or not he/she will bring an EpiPen to camp. When all red boxes are complete, click Save Allergy. If that option is not highlighted, look back to see what boxes are still red and need to be complete. Note: In this section, you will not be able to move to the next screen if some questions are not complete. If you do not know the answer to any of the questions that are required to continue, click Cancel at the bottom left of the screen and come back to this later when you have the answers. Do not click no or leave important information out in order to move to the next screen if there the camper has allergies. Click Next Step after allergy information has been saved, if applicable p. 4

Medications Please indicate whether or not the camper takes medicine regularly. If yes, choose the medication from the drop down menu of common medications or type it in if it is not found in the drop down. Complete info: strength, dose quantity, dose form (ie: pill, liquid), frequency (ie: daily, 3X day), and times given Indicate dates to give medicine or select continuously Indicate why the camper takes this medicine (for ADHD, asthma, bed wetting, etc.) Indicate any special instructions for camp health staff. When all red boxes are complete, click Save New Medication. As with the allergy questions, if that option is not highlighted, look back to see what boxes are still red and need to be complete. Note: In this section, you will not be able to move to the next screen if some questions are not complete. If you do not know the answer to any of the questions that are required to continue, click Cancel at the bottom left of the screen and come back to this later when you have the answers. Do not click no or leave important information out in order to move to the next screen if there the camper has medications. Click Add Medication after information has been saved, if additional medication(s) are given Medication confirmation form When all medications have been entered and all information for medications is complete, click Download Medications Form. Print this form out. Parents must review the form for accuracy and sign if correct. If not correct, make edits to the profile and reprint when correct. Print out two copies one to keep, and sign and send with the camper s medications to camp. Use this form as a check off to make sure you have all medications for the camper, and that the prescription medication label s dosing and instructions match the medication form. Having this form match the medications will save a lot of time during registration check in, and may even prevent a camper from having to return home if the proper medications are not accompanying him/her to camp. Turn this in with the medications to the Salvation Army staff who will be bringing your child to camp. You may make a copy of this signed form to bring to camp if the camper returns for later sessions, but a form must be presented at each session s check in with his/her medication. Please update the form, reprint and sign it if any additional medications are prescribed after the initial print/signature. If new medications are prescribed after the profile lockout date, email camp staff for instructions. Click Next Step Authorization THIS SECTION MAY ONLY BE COMPLETED BY THE PARENT OR GUARDIAN. Even if you have Salvation Army staff helping you complete your child s profile, you as the parent should view the profile on the computer, or a print out of the profile may be created for your review by clicking on PRINT in the bottom right corner of the screen. Please only sign that the health history is correct and accurately reflects the health status of the person to whom it pertains when all sections prior to this point are complete. In the window to the right, you will see a list of the various sections of the profile. Those marked with a green check are complete. Those with a red dot are incomplete. Though the CampDoc form does permit the electronic signature at any stage of completion, the parent should only accept the authorization once the all sections listed above Authorization are complete and marked with a green check. p. 5 Accuracy of health history/permission to treat, etc. - The first section of authorization in necessary for the parent/guardian to accept in order for the camper to come to camp. There is not an option to deny authorization for what is outlined in this section. Parent/guardian only will electronically sign the authorization by typing in their name, indicating their relationship to the camper, and clicking Accept Authorization Media release Parent or guardian will sign form in the same manner above, but will have the option to click on either Deny Authorization or Accept Authorization

p. 6 Parent s agreement Parents should discuss the importance of good behavior with the camper and indicate this with by typing in their name and clicking the Accept Authorization button For campers age 10 & older, the Challenge Course authorization can be accepted or denied. If a camper is under the age of 10 for the first session of camp he/she is attending and will turn 10 prior to a subsequent session, please notify camp if you wish for the child to participate and the form will be permitted in the profile. USDA Meal Application Click download template to get a PDF of meal application. Fill out the form, scan and upload it. Make sure the following is completed or accurate: Part 1 list all household members age 18 & younger (under the age of 19), including the participating child Part 2 If marked yes write in the case number. Part 3 o Not needed if Part 2 is marked YES and case number is included. o If Part 2 is marked NO, complete by indicating incomes of all household members, including children if they earn or receive an income. Multiple children s incomes can be combined in Part 3a. o List ALL adult household members, and indicate their incomes, frequency, and type or mark 0 if no income is received for a household member Part 4 The boxes to the right (that are slightly raised above the heading), and below should be complete o Last 4 digits of the adult household member s Social Security Number o Number of people in the household (adults and children combined) o Printed name, signature, date, address of the adult completing the form Adding additional campers (siblings, etc.) In the column on the left of the screen, click the green + New Participant button. This will allow you to register another child, using the steps as outlined above.