Summer Camp Series

Policies & Procedures

• Waitlist Policy

  There is no fee to be placed on the waitlist. If a spot becomes available in the desired camp, the camper’s parent/guardian that is prioritized at the top of waitlist will be notified via e-mail or phone call. The parent/guardian will have 24 hours from the time of the notification e-mail to make payment in full for the desired camp. If payment has not been received in full, the camper’s parent/guardian next on the waitlist will be notified.

• Transfer Policy

  A transfer from one day camp to another day camp is contingent upon the availability of spots within the desired camp. If the camp is at maximum capacity, a transfer will be not allowed. Transfers will not be permitted once the camp week has concluded.

• Partial Payment Plans

  Parent/guardian may pay-in-full for summer camp enrollment(s) at the time of initial registration, or select the payment plan option. The schedule below specifies the payment dates and applicable payments.

  Enrollment Date	1st Payment	2nd Payment	3rd Payment	4th Payment
  Jan 8-Feb 28	Day of enrollment: 25% of total fees	March 1: 25% of total fees	April 1: 25% of total fees	May 1: 25% of total fees
  Mar 1-Mar 31	Day of enrollment: 25% of total fees	Day after enrollment: 25% of total fees	April 1: 25% of total fees	May 1: 25% of total fees
  Apr 1-Apr 30	Day of enrollment: 25% of total fees	Day after enrollment: 50% of total fees	May 1: 25% of total fees	N/A
  May 1-Aug 2	Day of enrollment: 100% of total fees	N/A	N/A	N/A

   

• Age Policy

  The cutoff date for a camper’s age is September 1, 2019 or a camper’s age on the first day of the camp week.

• Cancellation & Refund Policy
  • The department will issue a full refund if the department cancels a camp.
  • Cancellations for a camp week must be requested a minimum of 2 weeks from the respective camp week start date to receive a 100% refund, less a $10 service charge for cancellation per camp week, per camper.
  • All refunds are subject to the State Board of Accounts claim procedure and may take three to four weeks.
• Field Trips Policy

  All field trips are weather permitted.

• Scholarships (Based on Federal Poverty Guidelines)

  Criteria based upon Federal Income Eligibility Guidelines.

  • Scholarship application can be found at carmelclayparks.com/summercampseries
  • Deadline is April 1, 2019
  • Must include 2018 IRS 1040 tax form (please cover Social Security number)

  Summer Camp Series Scholarship Application

• Inclusion Statement, Modifications & Eligibility Criteria

  Inclusion Statement

  Carmel Clay Parks & Recreation’s Summer Camp Series (SCS) program is committed to being an inclusive program. Our inclusion model allows campers of many different ability levels to join our SCS program. Carmel Clay Parks & Recreation (CCPR) is committed to compliance with the Americans with Disabilities Act (ADA) through making reasonable modifications as required by the ADA. In addition, CCPR is dedicated to non-discrimination in the provision of programs, services, and activities to the public.

  Essential Eligibility Criteria

  Campers must meet our essential eligibility requirements, which are:

  • Comply with the age policy for the respective camp. The cutoff date for a camper’s age is September 1, 2019 or a camper’s age on the first day of the camp week.
  • Secure enrollment via payment-in-full or partial payment plan at the time of enrollment.
  • Enroll for the respective camp week prior to the camp week reaching maximum capacity.
  • Safety of each and every participant is our top priority. If, with supports provided by CCPR, a participant harms self or others, or demonstrates that he or she cannot participate in our program safely, CCPR may decline the camp enrollment, or if currently participating, temporarily suspend participation.

  Enrollment Process

  When enrolling your child/ward in a SCS program, the question below is required to complete the enrollment process.

  • Will my child/ward need a modification because of a disability to succeed in this program? YES or NO
  • CCPR welcomes people with disabilities in all programs. For campers that have answered “YES”, CCPR staff will schedule an assessment. In the assessment, CCPR will gather information about disability or health conditions, including but not limited to IEPs, 504 plans, and other plans useful at other agencies.
  • If it is determined in the assessment that supports are required for your child/ward, CCPR staff will plan and provide supports. Participation in a CCPR program may begin once a plan is in place and CCPR staff have been trained.
  • An assessment may take time to complete. The earlier CCPR staff know a camper may need a modification, the more likely program participation may begin the day the program starts.

  Modifications Based on Camper Disabilities

  CCPR recognizes the need to make reasonable modifications for campers, based on their disability or health condition. We adhere to an eight-step inclusion process. Those steps are:

  • Invite persons with disabilities to register for inclusive participation, alongside persons without disabilities, in CCPR camps.
  • Use the CCPR SCS enrollment form that asks whether the registrant needs a modification based on disability.
  • Conduct an assessment that matches the ability of the camper with planned camp activities, for the purpose of determining what supports are necessary for safe and enjoyable participation.
  • Prepare a plan for how those supports will be implemented by CCPR, whether by employee, volunteer, or contractor.
  • Provide CCPR staff with any training or educating necessary to implement the plan.
  • Maintain ongoing communication with camper parents/guardians or caregivers.
  • Implement the plan and conduct both summative and formative evaluations of the plan implementation.

  Modifications and Personal Supports

  CCPR distinguishes between modifications and personal supports for persons with disabilities. CCPR will make reasonable modifications. CCPR will provide the following supports in camps:

  • Adjust established procedures
  • Adaptive equipment, after an assessment determines it is necessary
  • Sign language interpreters
  • Other means of communication between staff, participant, and family that are effective
  • Transportation (e.g. accessible bus)
  • Additional training for CCPR staff
  • Reduced staff-to-camper ratio for a camper, after an assessment determines it is necessary
  • Behavior intervention plans and supports
  • Monitor blood sugar, and when necessary, facilitate the administration of insulin by pump, syringe, or other means
  • Where needed due to mobility limitations of a camper, an accessible facility

  CCPR reserves the right to refuse to provide a modification when that modification fundamentally alters the nature of the camp (i.e. moving an outdoor, nature-based hiking camp to an indoor camp is likely to be a fundamental alteration).

  While CCPR does provide additional staffing support (if and when determined by the assessment), staff members may be responsible for more than one participant in a group setting.

  Participants may propose to provide a person at their expense, to facilitate participation by a camper with a disability. That person must pass the criminal background check requirements for CCPR camp staff members and volunteers, must meet CCPR dress code requirements, and must meet all other qualification requirements of CCPR.

  Other Considerations

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

  • The camper does not like the camp activities (e.g. swimming, sports, or trips).
  • The camper lacks the conditioning for intense camps, such as competitive sports camp, or outdoor hiking camps.
  • The camper has a health condition that limits participation in activities of a long duration.
  • The CCPR staff have yet to, with the family, find the right plan to facilitate participation.
  • CCPR staff have not yet reached agreement with the family on a support plan for the camper.

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

  For more info on modifications and supports, please contact Aimee Rich, Inclusion Supervisor, at 317.843.3866 or arich@carmelclayparks.com.