OPERATION SUMMER CAMP 2024
COMMUNICATION
We know that you are trusting us with your most valuable assets-your kiddos! The safety and wellbeing of our campers and families is our priority at the Armed Services YMCA (ASYMCA) of Hampton Roads. We are fully licensed through the Virginia Department of Education and Nationally Accredited through the National Early Childhood Program Accreditation (NECPA). WE participate in annual inspections to ensure we meet/surpass rigorous licensing regulations to provide exception childcare.
COMMUNICATION is essential to meet the needs of campers and families. We will post all pertinent information on our social media sites, our parent board in the lobby at the academy, talk with families during check-in and check-out, and send notifications, updates, etc. through email and our new program management system ProCare.
Should parents have questions or concerns, our door is always open. Please contact the School-Age Care Manager Robyn Eley by email at reley@asymca.org or call 757-363-1884 for more information or questions you may have.
We are here for YOU!
POLICIES AND PROCEDURES
CHECK-IN AND CHECK-OUT
Parents, please TURN OFF YOUR VEHICLE before entering the building with your child(ren). PLEASE remember that the handicap parking space in front of the entry door is for handicap drivers with a handicap placard clearly displayed on their vehicle. If this is not you, DO NOT park there. We also ask that you only park in clearly marked parking spaces in our parking lot or along the street on Lakeside Road (not on the neighbors' grass please). Please do NOT park in the spots marked for buses near the building.
The following procedures will be strictly followed during the daily check in process.
- Each student will have their temperature taken using a touchless thermometer;
- Staff will conduct a visual inspection daily of each child, looking for signs of illness which could include flushed cheeks, cough, sneezing, runny nose, watery or red eyes, or obvious fatigue. The ASYMCA reserves the right to send a child home with any symptoms;
- Parents are expected to sign their camper(s) in upon arrival in the morning through ProCare and respond to one healthcare-related question and sign them out through ProCare in the afternoon. IMPORTANT: ASYMCA staff must be accountable for every child in the program at all times. There must be an exchange of responsibility from one adult to another; (parent/guardian to ASYMCA staff and vice versa);
- If a child is feeling ill, parents should plan to keep the child home and notify staff of the child's absence;
- If a camper should become ill during program hours, the child will be placed in a supervised area and made comfortable in a room separate from other children. The parent/guardian will be called for immediate pickup (45 minutes). The child must be free of symptoms and fever for 24 hours without medication to mask a fever (or have a doctor's note) before returning to camp;
- Due to safety and staff: student ratios, all campers must arrive and be checked in by 8:15 a.m. each morning to participate in summer camp unless arrangements have been made in advance and approved by the School-Age Care Director;
- IMPORTANT--ON SWIM DAYS: students must arrive at the academy by 8:00 AM to be able to attend the swim field trip (no exceptions--late arrivals increase the safety risk to students and staff and our campers' safety is our PRIORITY); and
- Parents must list all persons authorized to pick up their child(ren) from camp on the Emergency Contact list when registering their camper for camp. NO CHILD will be released to anyone who is not listed on this form and phoning in authorization is not permitted. Any authorized person checking out a child(ren) from summer camp must be prepared to show a picture ID (driver's license, military ID, or passport). Please make any updates to authorized pick-ups in writing and submit to the Camp Director.
REMINDER: ALL CAMPERS MUST arrive by 8:15 AM daily (except swim days which has a an 8:00 AM drop off). Late arrivals must be REQUESTED IN ADVANCE and PRE-APPROVED by the director.
CAMP ATTENDANCE
The ASYMCA uses the pre-selected Weekly Camp dates requested during registration to determine staffing needs, order supplies and materials, and purchase breakfast and snacks. All parents MUST sign up IN ADVANCE for the weeks their child(ren) will be attending summer camp to guarantee their spot(s).Parents must complete a withdrawal form two weeks in advance if their camper will not attend a week that had originally been selected. Parents should contact the director ASAP to request to add weeks not originally on the enrollment form. If space is available in the age-appropriate classroom, your camper may certainly attend. Attendance is NOT guaranteed if not signed up IN ADVANCE for the weeks you would like your children to attend.
PAYMENT PROCEDURES
All payments are DUE FRIDAY, prior to the next week of camp. We do NOT permit families to carry a balance. Weekly tuition must be paid in advance of the following week of camp for attendance. Payments will be AUTOMATICALLY PROCESSED each Friday through ProCare using the card or ACH you placed on file. PLEASE BE SURE THAT FUNDS ARE AVAILABLE EACH FRIDAY MORNING AS FEES ARE INCURRED IF PAYMENTS CANNOT BE PROCESSED. We understand that family illness and unexpected circumstances may arise, however, there are no credits given for absences.
We make every effort to provide a high-quality program for our campers while keeping our fees affordable for our families.
WEEKLY TUITION FEES
$250/week
A one-time $50 per/family registration fee and one week of camp for each camper is due at the time of enrollment.
New families will have an account set up in ProCare and a link will be sent to your email to add your payment method to your account for weekly tuition fees to be processed. app so weekly tuition can be processed. Parents will also receive an email with instructions on how to check your camper(s) in and out of the academy each day through the ProCare app or kiosk.
ALL Families should apply for subsidy support through MCCYN (Navy), Child Care Aware (Army, Air Force, Marines) or VA-DSS.
Online applications are available for each subsidy program on the Summer Camp website.
Summer Camp Payment Disclaimer
The one-time $50/family Registration Fee and one week of tuition for each camper is due at the time of enrollment and is non-refundable.
I understand and agree to allow the ASYMCA-HR to process the weekly tuition for my camper(s) the Friday before the next week of camp. My credit card on file or ACH will be used to process payments and an email will be automatically generated to keep me apprised of the transaction.
I also acknowledge that Summer Camp hours are strictly adhered to: 6:30 AM- 6:00 PM. I understand that I will be charged a late fee of $10 per 5-minute interval if I am late in picking up my camper. TWO staff members must be on duty at all times. We want to be very respectful to our dedicated staff who have families to get home to and other obligations after 6 pm. I understand the fee will be added to my weekly tuition.
All charges are Non-Refundable.
CLASSROOM and OUTSIDE PLAY Info.
- All activity supplies and materials, as well as a drawstring bag, camp t-shirt and hat will be provided to each camper and will be required attire for off-site field trips (excluding swimming at Gator Pool);
- Campers will be encouraged to use healthy living habits throughout the day and to wash hands frequently;
- Parents can be assured that all frequently touched areas will be cleaned and sanitized throughout the day as per ASYMCA protocols;
- Campers will spend 1 to 2 hours each day engaging in outside physical and gross-motor activities. Weather alerts will be monitored to ensure the safety of campers and shaded areas are utilized as much as possible during hotter temperatures;
- Parents are requested to bring a full change of clothes that will stay in the camper's cubby/locker to be available when needed;
- Campers should have a light-weight jacket and tennis shoes for outdoor play. Campers may also need a light sweater/sweatshirt as they transition from outdoors to inside where the AC is operating all summer;
- The ASYMCA will provide a standard sunscreen for all campers, and it will be administered as per the manufacturer's directions on the label.*If a camper requires a unique product, parents are asked to present it to staff during check-in so the proper paperwork will be completed. Sunscreen will be applied as specified, as long as a signed authorization form is on file; and
- Water is available at ALL times to campers and camper MUST bring a clean water bottle each day.
IMPORTANT!
MEDICAL NEEDS and EMERGENCY Information
Please list any medical conditions (including allergies or food intolerances) or birthmarks that the ASYMCA should be aware of for EACH camper when completing the registration form. Be sure to explain the SYMPTOMS we should be aware of and what ACTIONS should be taken should an emergency occur.
ALL campers with EMERGENCY MEDICAL CONDITIONS MUST have a current EMERGENCY ACTION PLAN and a MEDICINE AUTHORIZATION FORM signed by the physician and parent. All emergency medications MUST be delivered to the academy prior to the camper's start date. The Rx must be in its original container, have the child's name, name of the medication, dosage, and when to administer. Rxs cannot be expired and cannot be shared with siblings.
ALL campers with food allergies or food intolerances MUST hae a Food Allergy & Anaphylaxis Emergency Care Plan (FARE) completed and on file prior to the start of camp. The ASYMCA cannot allow students to attend without this form on file so staff are fully aware of procedures to follow should an emergency arise.
MEDICATION
ALL medications MUST be turned in to staff at the front desk during check-in. Proper paperwork (including a MEDICINE AUTHORIZATION FORM completed and signed by the parent) will need to accompany all medications. Medications MUST be current (not expired) and in their original containers.
Campers are NOT permitted to have any type of medication, hand sanitizer, insect repellent, special lotion, lip balm, etc. in their possession at any time for the safety of ALL campers. We are very cognizant of allergies.
Again EMERGENCY MEDICATIONS require:
- A current Emergency Action Plan;
- Signed Medicine Authorization Form be completed and signed by the parent and the physician; and
- All medicine must be current, in its original packaging and have the label provided by the pharmacy with the specific camper's name of the Rx.
OVER-THE-COUNTER SKIN PRODUCTS
The FIVE STAR KIDS ACADEMY staff are happy to apply sunscreen, insect repellent or bug bite relief wipes provided by the academy or a parent as long as the following requirements are met:
- Written Parental Authorization noting any adverse reactions has been provided on the child's Enrollment Application or other documentation has been shared;
- Are in a spray canister (except for the bug bite relief wipes); and
- Products are in their original containers and labeled with the child's name.
Note: Children under 9 years of age may not apply their own sunscreen per licensing. ASYMCA staff will apply sunscreen or insect repellent or bug bite relief to this age group in accordance with standards for licensed child day centers.
SPECIAL NEEDS/ACCOMMODATIONS
Does your camper have any special needs or behavioral challenges that could affect their ability to participate in any of the Summer Camp activities? Please include this information on the registration form when registering your camper and share specifics that may be helpful to staff during the enrollment meeting with the program director or manager. If your camper has an IEP or 504 Plan, please plan to bring these documents with you to the meeting to ensure needed accommodations can be put in place to meet each camper's unique needs. A two-week trial period will be provided to ensure staff is able to meet the unique needs of each camper successfully.
BREAKFAST, LUNCH, and SNACKS
- Breakfast will be provided between 8:00-8:30 AM. Clean-up will be at 8:30 AM (exception is on swim days when campers will depart for Gator Pool at 8:20 AM. Breakfast on these Wednesdays will be served 7:45- 8:15 AM).
- Parents must provide lunch for their campers each day. We recommend that lunch includes a sandwich, Lunchable, and/or non-microwavable items (microwaves are not available off site), and other nutritious food items from a variety of food groups. WE ARE A NUT-FREE ACADEMY! NO NUTS OR ITEMS MADE IN A FACTORY THAT MAY CONTAIN NUTS ARE PERMITTED DUE TO SEVERE ALLERIES. PLEASE READ LABELS CAREFULLY!
- The ASYMCA follows USDA requirements and 3 food components are served during breakfast and 2 are served during the afternoon snack. Weekly menus are posted on the Parent Board and on ProCare for families one week in advance.
NOTE: Should the ASYMCA provide a special luncheon, parents will be notified in a timely manner. Currently, July 5 is a BARBEQUE being held at the academy so no lunches will be needed that day.
- Food must be contained in a lunchbox with your camper's name and date clearly marked on the monthly tag provided.
- Campers should also bring a water bottle DAILY and MUST have the camper's name and the date clearly marked when signing your camper in for the day.
- No sodas are permitted.
- All campers will be provided a nutritious breakfast and afternoon snack DAILY.
- Families must complete a CACFP Application during enrollment.
FIELD TRIPS
Our summer camp has always been able to facilitate amazing weekly field trips for our campers, and this year is no exception. A full list of field trips is provided (may be subject to change) and times indicated for departure from and return to the academy. Field trip reminders will be posted near the ProCare kiosk and at the entrance to the academy each week.
Weekly swim dates we be on Wednesdays each week (except Weeks 1 and 5). Campers will depart from the academy at 8:20 AM for GATOR POOL and return to the academy by 11:30 AM. Parents are REQUIRED to provide the camper(s)' swimming level/ability to swim in order for them to participate in any swimming activities (Mandatory State Licensing Regulation 560B) and should share any details as to the camper(s)' confidence in/around water and if they have taken swimming lessons. It should also be noted if the camper needs to wear a lifejacket or use floatees.
Gator Pool will offer weekly swim tests to determine each camper's swim level and which parts of the pool they are permitted to swim. If a camper does not meet the requirements when testing, they may retest the following week.
For safety reasons, At NO TIME can a parent drop off or pick up their child(ren) at/from a field trip (unless the parent is notified to pick up their child(ren) due to illness of injury).
ONE FREE CAMP T-SHIRT and BASEBALL CAP PER CAMPER - Please select your child’s t-shirt size on the enrollment document. For the safety of our campers, all campers MUST wear their camp t-shirts while attending field trips off-site. Baseball caps are a new addition to Summer Camp, and we hope they will help to block the sun and make ASYMCA campers easier to spot in a crowd. Camp t-shirts will remain at the academy where they will be washed/dried ready for each field trip. Campers CANNOT attend field trips without wearing their camp t-shirt.
Parents may purchase ADDITIONAL SHIRTS (PAYMENT DUE AT TIME OF ENROLLMENT). Please specify the size when registering your camper(s) and list the number of additional shirts you wish to purchase.
CHILD S, M, L & XL = $10.00/t-shirt
ADULT S, M, L & XL= $12.00/t-shirt
TRANSPORTATION BY ASYMCA VEHICLE
ALL campers MUST follow basic safety rules while being transported on an ASYMCA vehicle/bus. Transportation is a PRIVILEDGE and should be treated as such. All students are expected to remain SEATED with SEATBELTS SECURELY FASTENED AT ALL TIMES and follow the bus-riding rules below.
1. Keep hands, arms, feet (all body parts) inside the vehicle;
2. Keep hands to themselves;
3. Talk quietly to those seated near them, allowing the driver to concentrate on the road and remain alert to any potential dangers;
4. Rough-housing of any kind could result in suspension from ASYMCA transportation;
5. Exit the bus ONLY when it comes to a complete stop AND when directed to do so by staff; and
6. Walk on the sidewalk or parking lot in a straight line, going directly to the building/destination.
Parents are requested to review all of the above rules with their camper(s) and their expectations of their child(ren)'s behavior prior to attending camp.
POSITIVE BEHAVIOR GUIDANCE
All efforts will be made to redirect campers to make good choices and use appropriate behavior. The Armed Services YMCA of Hampton Roads has clear expectations for the campers in our care. We attempt to set limits, assist children with understanding rules, and provide clear definitions of acceptable and unacceptable behavior, as well as examples.
We PRAISE campers when they make good choices to self-regulate and manage their emotions appropriately. Most times, our campers do a great job. In the event that a camper is consistently not having a “good day” and exhibiting unsafe behaviors toward themselves or friends (given much redirection and opportunities to improve), the ASYMCA reserves the right to contact the parent for possible pick-up. If contacted, parents should plan to pick their camper up within 45-minutes from being notified. Again, parents should fully review the Behavior Expectations in the FIVE STAR KIDS ACADEMY Parent Handbook with their camper(s) prior to camp and when they may need reminders. We want camp to be enjoyable and safe for all students and staff every day.
DRESS CODE
Campers are expected to wear appropriate clothing, which includes:
- Shorts/pants that fit well at the waist;
- Skirts and dresses are great but shorts MUST be worn as well;
- Shirts and t-shirts (appropriate for a childcare setting) and closed-toe, rubber-soled shoes are required at all times (no sandals or flip flops, please);
- Swim/Water shoes are permitted when campers go to Gator Pool, Ocean Breeze Water Park or the beach. Campers must have a change of shoes (with socks) when they return to the academy;
- On swim days, campers should arrive at the academy dressed in their bathing suit, water shoes and have a towel with a plastic bag to return wet items home at the end of the day. Campers will change from their wet clothes in a dressing room at the swim site or when they return to the academy (we understand that some of our younger campers may need some assistance and it will be provided by staff, as appropriate); and
- If wearing spaghetti strap tops or tanks tops, please be sure to have a sweater or lightweight jacket that covers the camper's shoulders as the classroom AC can cause the rooms to seem cool.
PERSONAL BELONGINGS
Each camper will receive a camp bag to stay at the ASYMCA for the duration of the camp. This bag will hold the camper's change of clothes and be used on field trips.
NO toys, stuffed animals, games, electronics, or cell phones are permitted. Please be sure children leave these at home as we have ample equipment and activities to keep your camper(s) engaged throughout the day.
The ASYMCA is not responsible for any personal property lost, damaged, or stolen while using ASYMCA facilities or involved in ASYMCA programs.
*I have read, understand, and will comply with the above policies, procedures, and requests for all needed information.