Summer Camp Series

Parent/guardian will be invoiced for the remaining balance of the camp three weeks prior to the start date of the enrolled camp week. Payment in full for the enrolled camp week is due the day following the invoice date. If payment is not received in full by the stated deadline, a $10 per camper late fee is automatically added to the account. If camp payment is not received in full, the enrolled camp week is subject to cancellation. It is highly recommended that all accounts enroll in the auto-pay feature in EZChildTrack in order to avoid late payment fees.

Non-Refundable Weekly Registration Fee
A non-refundable weekly registration fee must be paid in full at the time of enrollment. The non-refundable registration fee is $45 per week, per camper.

Scholarship Application
• Criteria is based on the Federal Income Eligibility Guidelines.
• Scholarship application can be found here.
• Deadline is April 1, 2024.
• Only complete scholarship applications with all requested documents will be considered.
• A maximum of one camp week will be awarded per qualified camper.
• The following camp locations will have designated scholarship weeks: Under the Sun, The Summer Experience, EnRoute.

2024 SCHOLARSHIP APPLICATION

2024 SCHOLARSHIP TERMS + CONDITIONS

Based on Federal Poverty Guidelines

Transfer Policy

A transfer from one camp type to another or between camp weeks is contingent upon the availability of spots within the desired camp type or week. If the desired camp is at maximum capacity, a transfer will not be allowed. Transfers will not be permitted once the camp week has concluded. Transfers between camp weeks of differing prices will not result in a refund. All transfer requests must be submitted via Summer Camp Series Transfer Request.

Summer Camp Series Transfer Request

Non-Refundable Weekly Registration Fee

A non-refundable weekly registration fee must be paid in full at the time of enrollment. The non-refundable fee is $45 per week, per camper.

Waitlist Policy

There is no fee to be placed on the waitlist. Camper may only be on one alternative camp site’s waiting list per camp week. If a spot becomes available in a desired camp week, the camper’s parent/guardian prioritized at the top of the waitlist will be notified via email. The parent/guardian will have 24 hours from the time of notification to make payment in full for the desired camp week. If payment has not been received in full, the next camper’s parent/guardian will be notified.

Age Policy

Parent/guardian will enroll camper in camp type using the camper’s grade level in the fall. Summer Camp Series reserves the right to deny enrollment to any camper whose physical age is inappropriate for the camp type, despite enrolled grade level. Appropriate age range guidelines stated in guide to serve as guidance for parents/guardians.

Cancellation & Refund Policy

• All cancellation/refund requests must be submitted via Summer Camp Series Cancellation Request.
• CCPR will issue a full refund if the department cancels a camp.
• Cancellations for a camp week must be requested a minimum of three weeks from the respective start date. In the event that a refund is issued for the remaining weekly camp fees, a $10 service charge per camp week, per participant will be charged to the refunded amount.   Weekly camp registration fee is non-refundable.

Summer Camp Series Cancellation Request

• Weekly camp fee will not be prorated.
• All refunds are subject to the State Board of Accounts claim procedure and may take three to four weeks. Refunds may be issued in the form of a check.

Camper Restroom Expectations

Our expectation is that the camper can take care of their respective restroom needs.

Field Trips

All field trips are weather and pandemic permitting and subject to change without prior notice. Refunds will not be issued in the event camp is unable to offer stated field trip.

Staff-to-Camper Ratio

Inclusion Statement

Carmel Clay Parks & Recreation’s (CCPR) Summer Camp Series (SCS) program is committed to being an inclusive program.  We are dedicated to compliance with the Americans with Disabilities Act (ADA). By making reasonable modifications, our inclusion model allows participants of many different ability levels to join our SCS program.

Reasonable modifications are individualized techniques and resources used to enhance program participation without fundamentally altering a program.

With that in mind, please note that SCS is not a specialized, respite, or therapeutic program. The safety of each and every participant is our top priority. If with reasonable modifications provided, a participant poses a threat of physical harm to themselves or others, or demonstrates that he or she cannot participate in our program safely, CCPR may decline the enrollment, or if currently participating, temporarily suspend participation.

Requesting Modifications

• To request a modification, please fill out this form  https://ccpr.formstack.com/forms/ese_assessment
• In some cases, planning reasonable modifications may take two or more weeks. The earlier we know of your need, the more likely we can make a reasonable modification when the program begins. 
• Once the request for modification form is received, SCS Inclusion + Engagement Supervisor will contact you to set up an assessment to establish an individualized success plan for you camper.
• Please be aware that CCPR reserves the right to refuse to provide a modification when that modification fundamentally alters the nature of the program or is unreasonable according to ADA regulations.

Other Considerations

There are times when a camp does not fit a participant. It may be because:

• The participant does not like the program activities and/or components (e.g., swimming, field trips or large group settings, etc.).
• The participant has a health condition that limits participation in activities of long duration.
• The CCPR staff have yet to, with the family, find the right plan to facilitate participation.
• CCPR staff have not yet reached an agreement with the family on a support plan for participation.

Whenever such a circumstance arises, CCPR reserves the right to delay the start of participation, or temporarily suspend a participant, until CCPR and the family develop a plan that assures safe and enjoyable participation for all participants.

Conclusion

CCPR’s Summer Camp Series welcomes participants of many different ability levels and strives to provide an exciting, positive, and safe program for all. Our goal is to make SCS rewarding for each and every participant. For general questions about our program process and inclusive services, please contact Aimee Rich, Inclusion + Engagement Supervisor at arich@carmelclayparks.com or 317.843.3866. 

We expect staff and participants alike to demonstrate the R.I.C.H.E.R. principles of RESPECT, INTEGRITY, CARING, HARMONY, EXCELLENCE and RESPONSIBILITY. Children who fail to exhibit these character traits will be counseled by our staff. We have trained all employees to use positive discipline approaches to modify behavior including redirection, personal reflection time, mindfulness exercises, and removal from activity until more positive choices can be displayed. We deeply respect children and will never participate in any forms of physical or corporal punishment, including spanking, hitting, using exercise as a punishment, etc. 

Our goal is to keep you informed of your child’s behavior choices, both positive and areas for improvement. When a child makes a positive choice, they will receive a R.I.C.H.E.R. “Right”-up and you will be notified with details. Chronic or severe behaviors that require improvement to safely participate in SCS programs will also be shared through an emailed behavior report and subsequent phone call, if warranted.

Behavior Guidelines are enforced:

By all staff members at all times.

• In substantial part by adult role modeling.
• Using techniques that promote the growth of positive self-esteem.
• As close to the source as is possible.
• By holding students accountable for their actions.
• By keeping parents informed.
• By limiting group discipline to a maximum of 1 minute.
• Through the implementation of the Behavior Consequence Rubric.

Whether a participant needs to take a medication regularly or needs their emergency medicine close at hand during camp, our staff have it covered. We will request a parent/guardian to complete our Medication Permission Log which will serve as the parent’s permission to give the medication as well as serve as a log for when staff administer the medication. Any medication participants need while enrolled in camp should be provided in the original container. Unless the medication is utilized for quick-relief, emergency purposes, the medication will be locked and stored on-site. Emergency medications will stay with the adults supervising the child for whom the medication belongs. With the parent’s permission, older children may self-carry emergency medications. We must receive a child’s medication for exclusive use during camp. 

Children’s allergies are disclosed by the parent/guardian at the time of enrollment. Staff keep a running list of all participants with allergies and are diligent in keeping these children safe by monitoring them and all their activities.

Please contact the Site Supervisor if your child has any outstanding medical needs and/or allergies. We work with each family on a case-by-case basis to ensure safe participation.

We appreciate parents/guardians providing the Site Supervisor any school forms related to health (i.e., asthma action plan, seizure action plan, etc.).

We do not provide over-the-counter (OTC) medication (e.g. Benadryl, Tylenol, etc).  Parents/guardians may provide OTC medication for their child’s exclusive use at camp with a completed Medication Permission Log.