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 + Other Considerations

  Inclusion Statement

  Carmel Clay Parks and Recreation’s Summer Camp Series (SCS) program is committed to being an inclusive program. 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, note that SCS is not a specialized, respite, or therapeutic program. Safety of each and every participant is our top priority. If, with reasonable modifications provided, a participant poses a threat of physical harm of 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

  • When you register for camp, mark “yes” in the inclusive services request section. 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.
  • SCS Inclusion Supervisor will contact you to set up an assessment to establish an individualized success plan for your 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 program 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, large group settings, etc.)
  • The participant 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 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 produce 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 Supervisor at arich@carmelclayparks.com or 317.843.3866.