OPERATION SUMMER CAMP 2023
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 participate in annual inspections to ensure we meet/surpass rigorous licensing regulations to provide exception childcare. We are currently in the self-study phase of national accreditation and a planned verification visit will take place in the fall.
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, talk with families during check-out and send notifications, updates, etc. through email and SmartCare.
Should parents have questions or concerns, our door is always open. Please contact Laura Roberts via email at LRoberts@ASYMCA.org or call 757-464-9404. 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). 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 SmartCare and respond to one healthcare-related question and sign them out through SmartCare 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. The child must be free of symptoms and fever for 48 hours (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 8:30 a.m. each morning to participate in summer camp unless arrangements have been made in advance and approved by the School-Age Care Director; and
- Parents must list all persons authorized to pick up their child(ren) from camp on the Emergency Contact list on the camper registration form. 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).
ALL CAMPERS MUST arrive by 8:30 AM daily. 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 should contact the director ASAP to make any needed changes during the summer. If space is available in the appropriate classroom, your camper may attend. Attendance is NOT guaranteed if not signed up IN ADVANCE for the weeks you would like them to attend.
PAYMENT PROCEDURES
All payments are DUE FRIDAY, prior to the next week at camp. Payments will be AUTOMATICALLY PROCESSED each Friday through RecTrac by an office administrator using the card on file. 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
$225/week*
5% Multi-Sibling Discount
A one-time $50 per/family registration fee is due when completing the Summer Camp Registration Process.
ALL Families should apply for subsidy support through Child Care Aware of America or Child Care VA.
*ASYMCA Scholarships are available for E1 to E5 families that do not qualify for tuition subsidy
Summer Camp Payment Disclaimer
The one-time $50/family Registration Fee is due at the time of registration. I also 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 in RecTrac will be used to process payments.
I also acknowledge that Summer Camp hours are strictly 6:30 AM- 5:30 PM. There will be a 5-minute grace period if this is not a consistent occurrence. Should pick-up be later than 5 minutes, I understand that I will be charged $1/minute fee and this late fee will be added to my weekly tuition.
All charges are Non-Refundable.
CLASSROOM and OUTSIDE PLAY
- An individual art box of supplies and materials, as well as a drawstring bag for use in cubbies/lockers, and on field trips will be provided to all campers;
- Students will wash hands before and after handling shared supplies;
- Parents can be assured that all frequently touched areas will be cleaned and sanitized throughout the day as per ASYMCA protocols;
- Social distancing will be maintained throughout the day whenever possible;
- 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;
- Please be sure your camper has 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;
- 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.
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 signed by the physician and parent, and 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.
MEDICATION
ALL medications MUST be turned in to staff at the front desk during check-in. Proper paperwork (including a parent signature) will need to be completed and 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, etc. in their possession at any time for the safety of ALL campers. We are very cognizant of allergies.
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 when registering your camper. If your camper has an IEP or 504 Plan, please plan to meet with the director prior to enrollment and bring these documents with you to the meeting to ensure needed accommodations can be put in place to meet each camper's needs.
BREAKFAST, LUNCH, and SNACKS
- Breakfast will be provided between 8:00-8:30 AM. Clean-up will be at 8:30 AM (no exceptions).
- Parents must provide lunch for their campers each day. We recommend that lunch includes a sandwich, Lunchable, and/or non-microwavable items, and other nutritious food items from a variety of food groups.
- A microwave is ONLY available if we are at the academy, so this should not be an expectation.
NOTE: Should the ASYMCA provide a special luncheon, parents will be notified in a timely manner.
- 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 snack and beverage DAILY during the afternoon snack period.
- Weekly SNACK MENUS will be posted on the parent board in the lobby and near the sign-in kiosk.
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 subject to change), with departure time from the academy and a time when we will return to the academy. Field trip reminders will be posted near the SmartCare kiosk and at the entrance to the academy each week.
Weekly swim dates and times (TBD)-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.
A weekly schedule of themed activities will be sent home to help keep our parents/guardians informed.
ONE FREE CAMP T-SHIRT PER CAMPER - Please select your child’s t-shirt size below. For the safety of our campers, all campers MUST wear their camp t-shirts while attending field trips. 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 and PAYMENT IS 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 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. Parents should fully review the Behavior Expectations in the FIVE STAR KIDS ACADEMY Parent Handbook with their camper(s) prior to camp.
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);
- 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 ACs 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.