Parent Handbook Summer 2021 - Camp Hotspots
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Parent Handbook
S u m m e r 2021
© 2021 HotSpots Extended Care Program, CORP 2021.02.3005
Table of Contents
About Camp HotSpots 3 Sick Policy 9
Mission Sick Policy
Vision COVID-19 Control, Response, and Management
Values Medication Requirements
Camp Management
Camp Contact Information Behavior Policy 11
Hours of Operation Behavior Policy
Weeks of Operation
Parent Communication & CIT 12
Enrollment Details 4 Parent Communication
Enrollment Details Counselor in Training Program (CIT)
How to become a CIT
Packaging & Pricing 5
What to bring to camp
Extended Care & Transportation 6 & Lost & Found 13
Extended Care What to Bring to Camp
Transportation Lost and Found
Drop Off & Pick Up Procedures 7 Weather Policy & Injuries 14
Drop Off Procedures Inclement Weather Policy
Drop off: “Kiss and Go” Injuries 14
Pick Up Procedures
Pick up: “Park and Call” Sunscreen, Snack, and Breaks 15
Sunscreen Policy
Child Protection & Supervision 8 Snack
Child Protection and Supervision Water & Restroom Breaks
Supervision by Qualified Staff
2
About Camp HotSpots
Mission:
The mission of our camp is to provide a safe, positive
and child centered experience that will continuously
meet the needs of all children.
Vision:
We envision a camp that inspires you to try new
adventures, engage in fun experiences and make
meaningful memories by connecting with others.
Values:
Inspire, Connect, Educate
Camp Management: Hours of Operation:
Camp Director: Lesley Kroll Before Care: 7:00 AM - 8:30 PM
Camp Hours: 8:30 AM - 4:30 PM
Camp Contact Information After Hours: 4:30 PM - 6:00 PM
Phone Number: 410.329.8345
Email Address: info@camphotspots.com Weeks of Operation
Camp Address: 8650 Winding Way June 21, 2021 - August 20, 2021
Perry Hall, MD 21128 *Camp will be closed on July 5th for Independence
Website: www.camphotspots.com Day Observation
3
Enrollment Details
Enrollment Details
• A child may not begin at Camp HotSpots without the completion of all required online paperwork.
Please be sure to use a valid email address that you can easily access at the time of registration. Email is
our primary method of communication.
• A non-refundable $65.00 enrollment fee is due at the time of enrollment. Applications are accepted on
a first-come first-serve basis.
• Cancellation requests and enrollment changes of any kind (weeks registered, camp selection, etc.) need
to be made in writing to info@camphotspots.com for consideration.
• Under our Family Discount Program, a discount of 10% will be received on the lowest tuition when
enrolling two or more siblings.
• As an equal opportunity provider, Camp HotSpots considers enrollment without regard to race, religion,
color, sex, national origin, disability or any other basis prohibited by law.
• A full refund of payment will be provided prior to April 1, 2019 if a child cancels their enrollment.
• There is no tuition deduction for child illness or other circumstances beyond Camp HotSpot’s control,
including but not limited to power, gas or water outages, and states of emergency.
• The tuition payment options available are: (1) Tuition will be electronically processed through an auto
withdrawal either to a preferred credit card or banking account or (2) Tuition will be electronically
processed by payer through an online payment withdrawal either to a preferred credit card or banking
account. Cash payments will not be accepted.
• Should payment be returned for insufficient funds, a fee of $35.00 will be assessed and the child’s
placement at Camp HotSpots will not be guaranteed.
• A late fee of $1.00 per minute per child will be charged if a child is in care past the posted operating
hours. If a child is in care more than 15 minutes after closing, every attempt will be made to locate the
emergency contacts. If a contact cannot be located within two hours, Child Protective Services may
be contacted. If a child is repeatedly picked up late Camp HotSpots reserves the right to suspend or
disenroll children.
• Camp HotSpots reserves the right to immediately disenroll a child at its sole discretion for inappropriate
conduct (as determined by Camp HotSpots) by the child or parent.
4
Packaging & Pricing
$65 non refundable registration fee due at the time of enrollment.
Activity Active Arts Package Adventure Package
$299 $299
Swimming/Water Play
Nature Hikes
Playground/Field Trips
& Court Games
Special Activities
STEM
Dance and Music
Drama
Film
Art
Rock Climbing
Mountain Biking
Zipline & Ropes Course
Archery
Sports
5
Extended Care & Transportation
Extended Care
• Camp HotSpots offers on-site extended care options for an additional fee per child per week. This
additional fee must be paid prior to May 24th, 2021.
• Selection of extended care options must be made at time of enrollment.
• Children may bring their own healthy snack or breakfast to eat. No microwave or refrigerator will be
available.
Additional
Care Options Time Activities Offered
Price
Student Choice, Snack, Spot Challenges,
Before Care 7:00 - 8:30 AM $30 per week
Academic Support (Reading/Math)
Student Choice, Snack, Spot Challenges,
After Care 4:30 - 6:00 PM $30 per week
Academic Support (Reading/Math)
Before & After 7:00 - 8:30 AM Student Choice, Snack, Spot Challenges,
$55 per week
Care 4:30 - 6:00 PM Academic Support (Reading/Math)
Transportation
• Transportation to and from Camp will be provided for no additional charge.
• Transportation pick up and drop off locations are:
· Harford County: Hickory Elementary, William S James Elementary, and Joppatowne Elementary
· Baltimore County: Timonium Elementary and Lyons Mill Elementary
· Carroll County: Freedom Elementary
· Additional locations will be added as needed.
• Transportation pick up and drop off times will vary by location. The bus will depart on time and will not
wait for students dropped off late.
• Whether to participate in the transportation program or not must be made at the time of enrollment.
• At least one Bus Counselor and a certified driver will travel with the children to and from camp. The Bus
Counselor will be First Aide and CPR certified.
• Parents/Guardians must wait for the bus to arrive each morning before departing and are required to
sign their child in daily.
• The same late fee policy will apply for children being picked up from the Transportation locations and
Parents/Guardians are required to sign children out daily.
6
Drop Off & Pick Up Procedures
Drop Off Procedures Pick Up Procedures
• Students not utilizing Camp Transportation • Students not utilizing Camp Transportation
or Before Care must be dropped off to Camp or After Care must be picked up from Camp
HotSpots directly. HotSpots directly.
• Camp HotSpots begins at 8:30am. Children can • Camp HotSpots closes at 4:30pm and parents/
begin being dropped off as early as 8:15am. guardians can begin picking up at this time.
We ask that parents/guardians remain in their We ask that parents/guardians remain in their
vehicle at all times. vehicle at all times.
• When entering Camp HotSpots parking lot • When entering the Camp HotSpots parking lot
parents/guardians will follow the signs around parents/guardians will follow the signs around
the roundabout to drop off their child. the roundabout to pick up their child.
• Children will be instructed to exit their vehicle • While children are entering their vehicle,
with the assistance of a Camp Staff Member parents/guardians will be asked to sign their
and will then be escorted to Morning Meeting. child out of Camp HotSpots.
• While children are exiting their vehicle, parents/ • After children have entered their vehicle and
guardians will be asked to sign their child into have been signed out of camp, parents/
Camp HotSpots. guardians will follow the roundabout and exit
• After children have exited the vehicle and have the parking lot.
been signed into camp, parents/guardians will • Children will only be released to those
follow the roundabout and exit the parking lot. authorized by the parent/guardian. All
individuals picking up a child will be required to
have a valid ID.
Drop off: “Kiss and Go”
• During drop off, all individuals will undergo daily: • If a child’s dismissal procedure changes the
Camp Director must be notified prior to 3:30pm
• Temperature check
via phone call. The Camp HotSpots phone
• Standard screening questions
number is 410-329-8345.
• All information will be documented and kept
confidential for our records
Pick up: “Park and Call”
• Individuals from outside camp will not be
• Camper pick up will follow similar procedures as
permitted to enter the camp grounds or enter
camper drop off
any camp buildings without explicit permission
from a member of camp management and only • Upon arrival to pick up your child, please remain
if the situation permits in your vehicle
• Only one individual will be permitted to • Call and speak with a member of camp
accompany campers to check in and all management
individuals will be required to wear a face • A staff member will escort your child to your
covering at this point vehicle
*Please be advised that these procedures may change due to the Maryland Department of Health requirements related to COVID-19*
7
Child Protection & Supervision
Child Protection and Supervision
• Employees are required to ensure children are not subject to abuse, neglect, mental injury, or injurious
treatment.
• An employee who has reason to believe that a child has been abused, neglected, and/or subjected
to injurious treatment, shall report that belief directly to the protective services unit of the local
department or to a law enforcement agency, as required under Maryland law.
• The Camp HotSpots team will ensure the safety and security of each child at all times.
• Each child will receive attention to the child’s individual needs, as well as, adequate supervision and care
at all times.
• Employees will directly supervise children engaged in all activities through close proximity and will
adhere to state child to adult regulations.
• Camp HotSpots is licensed under the State of Maryland Department of Mental Health and Hygiene.
• Camp HotSpots has an Emergency Disaster Plan established and approved by the state. The plan
includes procedures for fire, inclement weather, natural disasters, emergency evacuations, etc.
• Parents/Guardians will be notified via email, phone or text message if the Emergency Disaster Plan is
being utilized.
• Children will only be released to those authorized by the parent/guardian. All individuals picking up a
child will be required to have a valid ID.
Supervision by Qualified Staff
• All staff will have been subject to Criminal Justice Information Systems, which includes State and
Federal Criminal Background investigations, as well as, Child Protective Services clearance.
• At least one staff member per group will have completed First Aid and CPR Certification.
• All staff will have successfully completed Camp HotSpots Orientation Training.
8
Sick Policy
Sick Policy
• We observe children for signs of illness on a daily basis. If these symptoms should occur during the day,
parents/guardians will be notified immediately. It is most important and necessary for prompt pick up of
your child. If your child is sent home due to these symptoms, we ask that they not return to the camp for
24 hours, unless seen by a physician with written notice.
· Skin rash
· Diarrhea and/or vomiting one time
· Evidence of lice infestation or any contagious / communicable disease
• Any child who is suspected of having a communicable disease shall be isolated immediately in the
Nurses office.
• Sick children will be kept as comfortable as possible until a parent/guardian can pick them up.
• It is most important and necessary that Camp HotSpots be notified immediately, if children should
contract a com-municable disease. These include, but are not limited to; strep infections, influenza,
chicken pox, impetigo, lice, pink eye, measles, mumps, TB and polio. Such children must receive a
medical re-examination prior to his/her return to camp. A note, both written and signed by the child’s
physician stating the disease and treatment, if any, must be pre-sented to the Camp Director upon their
return to camp.
• Camp HotSpots will only administer medication that is provided to the camp and meets all of the
standards listed below in the ‘Medication Requirements’ section.
COVID-19 Control, Response, and Management
• All Camp HotSpots staff will be trained on the following:
• Monitoring for signs and symptoms of the COVID-19 virus
• Proper cleaning and disinfecting of equipment and facilities
• Camp Hot Spots COVID-19 policies and procedures
• Campers will sanitize hands before and after each scheduled activity to prevent cross-contamination
• Campers should bring hand sanitizer for personal use throughout the day
• Camp HotSpots will have adequate inventory of medical supplies including hand soap, alcohol-based
hand sanitizer, and cleaning/disinfecting products
• In the event an individual shows signs or symptoms of COVID-19:
• The individual will be safely isolated with a face covering
• Safe transportation will be immediately secured home or to a healthcare facility
• Any staff or camper exposed to a person who has been diagnosed with a confirmed or probable case
of COVID- 19 will not be permitted to work or attend Camp HotSpots until they have completed self-
quarantine in accord ance with CDC guidelines
• • In the case of a confirmed case of COVID-19 at Camp HotSpots, parents and local health officials will
be notified and all recommended actions will be taken
**All policies and procedures outlined above are subject to change as recommendations from health officials and government
regulations are updated**
9Medication Requirements
• Any and all medication (prescription and/or over-the-counter) your child needs to take during camp
hours must meet all of the following requirements in order to be accepted into camp.
• The medication(s) is in it’s original container with a prescription label in place.
• The dosage and frequency are listed on the prescription label(s).
• A proper medication measuring tool is provided if needed.
• A completed Medication Administration Authorization Form including doctors signature as well as
parent/guardian signature.
*Campers who require more than 3 medications at camp will require multiple Medication Administration Authorization forms*
Please note that the medication(s) and all accompanying tools and forms must be hand delivered to Camp
Director or Camp Assistant Director prior to or on the first day a child attends camp. Youth Camps cannot
accept forms used for medications in Public Schools.
10Behavior Policy
Behavior Policy
• Our goal is positive reinforcement of positive behavior. Our philosophy is one of guidance, not
punishment.
• Negative behavior will be noted and discouraged using various techniques appropriate to the
developmental and social needs of the child and group. These techniques may include, but are not
limited to: redirection, removal of the child from an activity area to a safe place where he or she may
regain self-control, natural and imposed or prearranged consequences, and in extreme cases, removal
to the Camp Director's office.
• Parents will be informed at all times of any behaviors that persist or are detrimental to the child or
group. Parents and staff may initiate conferences at any time to discuss concerns. Parents should view
these conferences as opportunities for concerned, caring, supportive dialogue.
• Camp HotSpots reserves the right to suspend or cancel a child’s enrollment due to consistent and
frequent behavior concerns.
• Camp HotSpots identifies the following as behavior concerns:
· Refusal to follow staff directions
· Using profanity
· Stealing or damaging camp equipment or materials
· Endangering the safety of other campers or staff
· Teasing or bullying other campers
· Physical violence
· Possessing or using any weapon or illegal substance
11Parent Communication & CIT
Parent Communication
• The Camp Director and Assistant Directors are available for questions or concerns at any time via phone
call, email or face to face conversation.
• A scheduled appointment with the Camp Director is an effective way to assure that you will have
undivided attention to address your questions or concerns and is recommended during COVID-19.
• Weekly reminders and updates will be sent electronically via our CampInTouch app and via email.
• The Camp Director will distribute a weekly parent newsletter on the Thursday prior to each week of
camp, detailing what to expect for the following week!
Counselor in Training Program (CIT)
• A CIT has “graduated” the camper stage and is ready for the next step! CIT’s are working towards
becoming a camp counselor one day.
• CITs will learn leadership skills, childcare training and experience by working side by side with a talented
staff member and their designated camp group.
• The CIT program is available for 9 weeks. (June 21st-August 20th). CIT’s must commit to attending at
least 3 weeks of camp.
• The age requirement for CIT’s is 12-16 years old.
• The weekly rate for CIT’s is $100. CIT’s are also responsible for paying the $65 non-refundable
registration fee.
How to become a CIT:
• Complete application online. Applications are due by April 19, 2021.
• CIT’s may be asked to attend an interview with the Camp Director.
• Selection of CIT’s will be made prior to May 21, 2021.
• CIT’s must attend an evening or weekend training date prior to camp beginning. Training dates will be
determined one month prior to camp and communicated to all CITs.
12What to bring to camp & Lost & Found
What to Bring to Camp
• All campers should bring/wear the following to camp daily:
• Reusable water bottle (water stations will be available to refill bottles)
• Comfortable and appropriate clothing
• Closed toed shoes (sneakers are highly recommended)
• Swimsuit and towel
• Sunscreen
• Healthy lunch and snacks kept cool in a lunch box with an ice pack (no microwave or refrigerator will be
available)
• Camper Name Tag (provided by Camp HotSpots)
• All camper belongings should be labeled with the campers first and last name,
• Campers should NOT bring any valuables or electronics to camp. Camp HotSpots is not responsible for
any lost or damaged belongings.
Lost and Found
• Any items left at camp at the end of each day will be placed in that week’s lost and found.
• Parents or Campers should notify Camp Management of any lost items immediately.
• Any items not claimed by the end of each week will be held and stored at camp for 2 weeks, then
donated or disposed of. *The lost and found from week 1 at camp will be donated at the end of week 3
of camp and so on.*
13Weather Policy & Injuries
Inclement Weather Policy
• The Camp Director will monitor the weather regularly and communicate with parents/guardians any
changes in camp activities or schedule.
• If inclement weather occurs all campers will be moved indoors for safety and provided supplemental
activities. Normal camp activities and schedule will resume after the inclement weather has passed.
• If inclement weather continues for more than an hour, Camp HotSpots reserves the right to close camp
for the day. Parents/guardians will be instructed to pick their child up from camp directly or campers
may utilize camp transportation and be picked up from an approved HotSpots Extended Care Program
location.
Injuries
• All injuries that occur at Camp HotSpots will be documented and communicated to the parents using
the email provided at the time of registration. The Camp Team will use an electronic version of the
‘injury report’ to inform you of any minor injuries that occur during the camp day. The below injuries will
automatically prompt a phone call home:
· Broken Skin
· Injuries above the neck
· Biting
14Sunscreen, Snack, and Breaks
SUNSCREEN POLICY
• Each Camper’s parent/guardian must provide written permission for use and application of sunscreen.
• Sunscreen containers must be clearly labeled with the Camper’s name and must be provided to the
Camp at check-in. This signed authorization form must submitted along with the sunscreen.
• Campers should, in most instances, apply the sunscreen on their own. If assistance is needed it will be
provided by Camp Staff ONLY if specifically authorized (see full Authorization Form).
• Campers need to have sunscreen applied to them by the parent/guardian BEFORE arriving at camp,
not when dropping off.
Snack
• Camp HotSpots will provide campers with a healthy snack in the morning after drop off and in the
afternoon before pick up. Campers who are dropped off late or picked up early, may need to pack their
own snacks. Additional snacks from home are welcome.
Water & Restroom Breaks
• The Camp HotSpots activity schedule allows extra time for campers to take bathroom and water breaks
during the day.
• Campers will also be reminded to continue drinking water during activities and will have refill stations
available at all times.
• Campers will be prompted to take bathroom breaks and will always be able to access the bathroom
outside of designated times.
• Campers should let their camp counselor know any time they need to go.
• We suggest an extra set of clothes be packed for campers, just in case!
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