WITH YMCA SUMMER DAY CAMP
YMCA at the Essentia Wellness Center 4829 Ugstad Rd. Hermantown, MN 55811
RISE & SHINE
Questions? Call or Email Us! (218) 722 - 4745 x 111 For billing and registration call (218) 722- 4745 x 140 daycamp@duluthymca.org
North Star Academy 3301 Technology Dr. Duluth, MN 55811
Dear Day Camp Families, Welcome to the Day Camp program! We are excited to partner with you for another amazing year. The Day Camp program is facilitated by the Duluth YMCA in partnership with the Y at the Essentia Wellness Center and Duluth Edison Charter Schools (DECS). Our Day Camp program shares a commitment to providing a safe, supervised environment for youth to thrive. Please read and retain this handbook for future reference, as it will serve as a helpful guide throughout the year. Day Camp youth ages 5-13 and focuses on enrichment activities designed to foster learning, life skill development, and fun opportunities. Thank you for choosing the YMCA Day Camp for your family. We look forward to working with you and your children to create a safe, enriching, and enjoyable experience at our camps! YMCA Day Camp is a summer day program serving kids ages 5 -13. 5-year-old children must have completed kindergarten to attend. Owned and operated by the Duluth Area Family YMCA since 1979, the YMCA offers programs designed to develop self-esteem, life-long skills, acceptance of all people, and an appreciation for the environment. YMCA DAY CAMP CONTACTS AND LOCATIONS Location The Y at the Essentia Wellness Center (EWC) Contact 218.722.4745 x319 jones@duluthymca.org Address 429 Ugstad Rd, Hermantown, 55811 Location North Star (NS) Academy Contact 218.722.4745 x156 jknading@duluthymca.org Address 3301 Technology Drive, Duluth, 55811 Location Billing and Registration Contact 218.722.4745 x140 or 103 ar@duluthymca.org Address Duluth YMCA 9 West Superior Street Location Program Director/Information Contact 218.722.4745 x111 lbucar@duluthymca.org Address Duluth YMCA 28 E. Village View Drive Location Branch Executive Director Contact 218.722.4745 x107 mfanning@duluthymca.org Address Duluth YMCA 28 E. Village View Dr Refund/Cancellation/Transfers: Registration and schedule changes must be made by calling the registration office at 218-722-4745 ext. 140 or ext. 103, or emailing ar@duluthymca.org. Families must contact us at least 17 days prior to the camp week to drop or change day camp dates. After this deadline, weeks cannot be cancelled for a refund, but an existing registration can be transferred to a later week. A $10 change fee will apply for transfers made within two weeks of the camp week. Please note that accommodations cannot be guaranteed. Financial Assistance: We believe every child should experience Day Camp. Thanks to the generous support of our donors, we are able to offer financial assistance to families in need. Families must apply for Child Care County Assistance prior to applying for financial assistance. Financial Assistance is awarded to qualified applicants on a first-come, first-served basis. Families are responsible for all child care payments until financial assistance has been awarded. Financial assistance is awarded at a discounted rate based on qualifications and applies only to future enrollments, not past-due balances. Families should wait to receive their financial assistance award notification before registering their child for the program. Financial assistance applications are available by contacting kcorbett@duluthymca.org or 218-722-4725 x 124. Child Care Assistance Program (CCAP) The Duluth Area Family YMCA will send you an invoice at the beginning of every month for the outstanding balance. Please be advised that the county payments are often behind on their periods of service payouts and the bill may not reflect all periods of service that we have received payment on from the county. All CCAP families must fill out a “CCAP Families Payment Agreement” that will be provided upon receipt of CCAP paperwork. It is the caregiver/guardian responsibility to: ● Know what you have been awarded from the county. ● Know your co-pay amount. ● All communication with the county is the responsibility of the caregiver(caregiver/guardian). ● The county is not allowed to share information with us beyond your awarded amount of coverage. ● Pay balance in full. Please notify your case worker directly that you are utilizing the Day Camp program for care and what Day Camp site your child(ren) will be attending. YMCA Day Camp has a child care provider number with St. Louis County. Families must have CCAP arrangements in place and paperwork completed by the start of camp. We can assist you with your provider number as needed. DROP OFF AND PICK UP Drop-off is from 7:00 - 9:00 a.m. and pick-up is from 4:00 - 6:00 p.m. We start our activities for the day at 9:00 a.m. Locations at each site: Day Camp at the Y Essentia Wellness Center is near the soccer field at the back of the parking lot. Day Camp at North Star will be by the first set of doors when you are entering the school in the front. YMCA Day Camp works hard to ensure the safety at drop-off and pick-up of every camper. Campers' parents/guardians will be asked to sign-in or sign-out their camper. Please be prepared to show your photo ID at pickup. Only authorized people will be allowed to pick up without notification from a guardian. No one under the age of 16 may pick up a child from day camp. Late pick-up fee: A late fee of $1.00/child/per minute past 6:00 p.m. will be charged to your billing account. If you receive financial assistance, you will be personally responsible for this charge. If there are ongoing late pick-ups, your child will be removed from the program. ITEMS TO BRING: Most campers bring a backpack or bag to camp that contains the following items: Closed-toe shoes that attach to the foot (please no sandals or shoes with heels) Water bottle(s) A hat Change of clothes Sunscreen Bug spray Healthy lunch, extra snacks & drinks (no sugary drinks or soda permitted at camp) LUNCH AND SNACK IS NO LONGER PROVIDED AT EITHER DAY CAMP Campers should wear OLD CLOTHES to camp. A towel On swim days, a swimsuit and extra towel A nylon/parachute material hammock Rain gear A book IS CAMP RIGHT FOR MY CHILD? To ensure your child is successful in our program, they must be able to do the following: The child can stay with the group at all times. For the safety of all in the program, we must stay in the ratio. Children that elope from the group pull staff out of ratio. The child is able to participate in structured activities and transition independently. We are not able to provide one-to-one or small group support. We are in ratios of 12-15 children to one (1) staff member. The child is toilet trained and can use the bathroom without assistance. We are not able to provide support in the bathroom and/or change soiled clothing. The child is able to participate for long periods of time outdoors. The majority of our programming takes place outdoors. In light/moderate rain, we will still hold outdoor programming. In the event of lightning and/or thunder, we will move indoors until the weather improves. Youth will encounter bugs, engage in a lot of hiking, and will play in the woods in different types of weather/temperatures. Youth will experience sun, rain, heat, bug bites, and dirt. If your child is not able to follow the areas above, they may be removed from the program. If a child is removed from the program, families will still be responsible for the weekly fee. Families who have children with special needs are welcome to register and attend the YMCA Day Camp program. If your child needs accommodations or has an Individualized Education Plan (IEP) during the school year, please contact the Camp Director at your child’s site prior to starting the program. SUPERVISION STAFF TO YOUTH RATIOS The Day Camp program follows the state guidelines for staff-to-child ratio at each site with a 1:15 (or less) at all times during programming. Families who have children with special needs are welcome to attend the Day Camp program. Our program is not able to provide one-to-one care for children who benefit from individualized care during the school day and staff do not have additional training to support all abilities. It is a requirement of our program that all youth are toilet trained and can use the bathroom without assistance. STAFF TRAINING Day Camp staff are trained annually on the following items: health and safety standards, child development, and emergency preparedness. All new staff are provided orientation within 14 days of their start date. Before the completion of orientation, a staff person is supervised while providing direct care to a child. Staff are required to be certified in CPR and First Aid. MANDATED REPORTING (Required by DHS) We all are mandated reporters. Anyone who knows, has reason to believe, or suspects abuse or neglect is occurring is obligated to make a report to the St. Louis County Human Services. It is a misdemeanor to fail to make a required report. ORIENTATION Orientation to the Day Camp programs will be handled through the Family Handbook. All communication will be via email or weekly/monthly newsletters. Caregivers/guardians are welcome to visit their child’s site at any time during program hours. If you ever have any questions, concerns, or input, please do not hesitate to contact the Site Coordinator at your child’s camp. ILLNESS If your child develops a fever or becomes sick while attending the program, staff will contact the caregiver/guardian to plan to take your child home. Your child will rest under supervision until you or the person you designate to pick them up arrives. If your child has a contagious illness, please keep them home until a medical professional determines they are no longer contagious. Please alert the Site Coordinator of a contagious illness so we can notify other participants in the program confidentially (no names). As a state certified program, this is a requirement and families must follow these instructions. CHRONIC HEALTH CONDITIONS Staff must be aware of any children with chronic health conditions (i.e. asthma, diabetes, etc.). Please note any special conditions on the registration form so staff members are aware. MEDICATION (REQUIRED BY DHS) Ideally, prescription and nonprescription medication will be given to the child(ren) by the caregiver/guardian prior to attending the program. If your child needs to take medication while attending the program, please contact the Site Coordinator to make these arrangements. Any medication, prescription or nonprescription, must be sent to the site in its original container and labeled with first and last name, accompanied by a medication permission slip. If your child has an EpiPen or inhaler, please provide one to the Site Coordinator to be kept at the program at all times that your child is attending. DHS state certification guidelines require these items to be out of reach of any youth and we will store all medications in a locked location. Medication, including EpiPen’s and inhalers, cannot be stored in a child’s backpack. If the program goes on a field trip, the medication that is needed for the time off site, will be placed in a secure location with staff. ALLERGIES (REQUIRED BY DHS) If your child suffers from any type of allergy, please share this information on the registration form. Please include the following information: ● A description of the allergy, specific triggers, avoidance techniques, and symptoms of an allergic reaction ● Procedures for responding to an allergic reaction including medication, dosages, and a doctor's contact information. IMMUNIZATIONS (REQUIRED BY DHS) DHS state certification requires that each site has current immunization records for each child in our program. Families must submit prior to the first day of attendance. If your child is exempt for immunizations, families must fill out an exemption form. To access this form, please contact the Day Camp Director at lbucar@duluthymca.org. The program must have records or an exemption form on file prior to your child starting at the program. GROUP SAFETY AND BEHAVIOR Day Camp staff work to help all youth feel comfortable and confident, and to keep the program physically and emotionally safe for all children. In the event an intervention is necessary, the following steps are taken: ● 1st Time: Verbal Warning. The child will be reminded of the expectations and guidelines for behavior. ● 2nd Time: “Think Time.” The child will be asked to sit out of the activity and will be reminded of expectations and guidelines. Redirection or guidance into a more positive activity will be provided. The child will remain supervised at all times. ● 3rd Time: Removal from program area. The child will be removed from the activity area for the day(s) and caregiver/guardians will be notified. Potentially dangerous or inappropriate behaviors will result in immediate removal from the program and the caregiver/guardian will be called to pick-up the child. A behavior plan may be discussed with the guardian. Our staff are trained in behavior management skills and active supervision techniques, but are NOT trained in doing holds or physical restraints. Staff will only intervene physically in an emergency situation. “Emergency” means a situation where immediate intervention is needed to protect a child or other individual from physical injury. BEHAVIOR RUBRIC Our behavior rubric shows a detailed description of the day camp behavior procedures. To view, please contact the Day Camp Coordinator or Director. Behavior plans will be created according to the individual circumstances on a case to case basis. Documented behaviors and notices will follow with a child to all Out of School Time and Day Camp program. PLAYGROUND SAFETY The youth are aware of these rules as they are the same rules they are expected to abide by during their school day recess time. Please remind our youth to follow these. general rules: Youth are to speak and show respect for self, other youth and playground staff at all times. Be kind to one another, and no bullying. No food or drink is allowed on the playground. Follow directions given by staff the first time. No throwing/kicking dirt, sand, bark, sticks, snow or ice. Youth are to keep their hands, feet and bodies to themselves. No rough play is allowed. This includes hitting, tripping, pushing, shoving, kicking, wrestling and unwanted chasing. Youth cannot leave the designated boundaries of the playground without staff permission Youth cannot hide from staff Youth will follow playground equipment rules according to the school’s policy: sit on swings and do not twist them, slide feet first one at a time, no climbing up slides, no pushing off or lifting other youth on equipment, not climbing on equipment not designed for climbing, only those that can reach zip line may use it, no climbing on top of monkey bars. Only one person is allowed on the monkey bars at a time. Climbing on top or hanging upside down is not permitted, and no one should sit underneath while others are using the equipment. Children under the age of 8 generally lack the upper body strength to safely traverse the monkey bars. As a result, this equipment will be off-limits to them unless a staff member is present to spot and ensure their safety, in compliance with insurance requirements. WILDLIFE ENCOUNTERS While at camp, your child may encounter many forms of wildlife. YMCA Day Camp flora and fauna include a wide variety of insects, mammals, reptiles, plants, birds and much more. Parents should have conversations with their child making sure they know to never touch or approach anything they don’t know. Ticks are especially important to go over with your children as they like to find their home in areas that staff and other campers cannot help them look. YMCA Day Camp shares the north woods with many amazing creatures. Bears do visit our camps from time to time, looking for unattended food. Please help us prevent visits from bears by reminding your child to throw away any food and garbage properly. While black bears are not usually dangerous to humans, remember that they are unpredictable wild animals and to keep a safe distance. ACCIDENTS Day Camp staff members are trained in First Aid and CPR. If an accident occurs, First Aid will be given immediately, if necessary, the child will be transported to a hospital, accompanied by a staff person. Please be sure Day Camp has your current work, cell and home phone numbers on file so you can quickly be notified of an emergency. Please be sure to have updated numbers for emergency contacts as well. MINOR INJURY REPORT A minor injury is one that can be handled by our staff without the need to call for help. Staff will do the following: ● Apply First Aid as needed. Be sure that any open cut or scrape has been washed with soap and warm water. ● Apply an ice pack to any minor bump. They will report any bumps to the supervisor, and caregiver/guardians. ● Staff will fill out an incident form to send home with the child and tell the caregiver/guardian of the accident. MAJOR INJURY REPORT A major injury is one that requires a call for help, or the need for a doctor’s visit or any injury that is beyond the skills of the staff. ● We will call 911 if we feel it is necessary. ● We will do our best to bring the injury under control and make the child as comfortable as possible. ● We will call the caregiver/guardian. If unable to reach the caregiver/guardian, we will call the other authorized people on the child’s emergency card. ● We will do our best to keep the child calm and have another staff person keep the other children away and busy. ● The Site Coordinator will call the child's caregiver/guardian during evening hours to check on the status of the child. ● Incident reports will be filed with the YMCA, school district, and state, if required. DHS REPORTING (required by DHS) A person mandated to report physical or sexual abuse or neglect occuring within a certified center shall report the information to the commissioner. The certification holder must inform the commissioner within 24 hours of: 1. the death of a child in the program: and 2. any injury to a child in the program that required treatment by a physician or advanced practice registered nurse. POISONING All poisonous substances will be kept out of the reach of children. This includes medications, cleaning substances, and toxic paint and chemicals. All medications and toxic substances must be clearly labeled containers listing the ingredients and the necessary precautions and antidotes. In case of a suspected poisoning, staff will call Poison Control at (800) 222-1222. MISSING CHILD Day Camp children who do not arrive on the scheduled day ARE considered missing. ● Staff will ask friends or siblings where the missing child might be. ● If no information is found, the Site Coordinator will contact the caregiver/guardian immediately. We will call all numbers listed, including emergency numbers. ● If you know that your child will not be attending Day Camp, please call the Site Coordinator at your site. RUN AWAY POLICY If a child leaves the designated area without permission from the staff, these procedures will be followed. When possible, staff should stay with the child or keep them in visible line of sight to ensure other youth are safely supervised. If unable to leave the space, they will contact the Site Coordinator or lead staff for additional support. If the child's location is unknown, a staff person(s) will look for the child in logical places around the school/site (bathrooms, playgrounds, classrooms, etc.). If a child cannot be found, staff will contact the Site Coordinator immediately, who will then contact the caregiver/guardian and then call 911 if necessary for assistance in locating the child. A complete description should be put together. Expand search using available staff on foot, car, etc. When the child is found, staff will explain the seriousness of the matter and consequences and problem solve with the youth. When possible, your child will be allowed to return to the program. If the child refuses to return to the room, the caregiver/guardian will be notified and asked to pick up the child. If a child leaves the building, staff should try to keep the child in sight. We will then contact the caregiver/guardian immediately. It is up to the discretion of the Site Coordinator and program director as to whether the child should be dismissed from the program or if further action is required for participation within programming. GUARDIAN ACCESS An enrolled child's caregiver or legal guardians are allowed access to the caregiver's or legal guardian's child at any time while the child is in camp. Caregivers/guardians are welcome to come visit the program at any time. If you would like to view the program for a longer period of time, please contact the Site Coordinator prior to the date of arrival. Any guardian with physical custody of a child may pick up the child. If there is an Order of Protection that denies a guardian to pick up, legal documentation must be provided to Site Coordinators. Any person who is not a current employee of the YMCA should be accompanied by a current employee during any site visit. DATA PRIVACY PROVISIONS Out-of-School Time, True North AmeriCorps (TNAC), and other community programs (4H) are collecting information about children enrolled in their program(s). We will use this information to understand the impact out-of-school time programs have on children. This is part of our evaluation process, which will help with program planning and grant funding, so we can continue to improve our programming in the future. The information will be coded so that no names of children or families will be included. When the results are reported, they will be describing a group of children and not any one child. It is possible that we will use some examples of how children change. No names or identifying information will be used. You have the right to decline this information sharing and program evaluation on your child’s registration. Your child can still participate in all activities of the program and will not be in the evaluation. Your consent is voluntary and may be withdrawn at any time. FIELD TRIPS Periodically, your child may have an opportunity to participate in program field trips and activities sponsored by or related to Day Camp. You assume all risks and hazards incidental to such participation and release Out-of-School Time (including all staff members, event sponsors, participants and volunteers) from any claims arising from an injury to your child. It is understood and acknowledged that you are responsible for your child's insurance coverage and will not hold Duluth Edison Charter Schools or the Duluth Area Family YMCA liable for any accident or injury which may occur during the above stated activities. Going on a field trip is a privilege. If your child does not follow our behavioral expectations, they may not be able to attend the field trip with the group. TRANSPORTATION It is the caregiver’s/guardian’s or other authorized adult responsibility to transport their child home each day at the end of the program along with bringing the child to the program for the summer. If the program goes on a field trip, a local bus company will provide the transportation. Staff will be on the bus to ensure safe and secure transportation for all. SHELTER IN PLACE Youth are kept inside the building because of severe weather or other identified emergencies. During a lockdown, youth are secured in areas within the building because of danger inside or outside. Only law enforcement is allowed to enter or leave the building. EVACUATION OFF SITE When the school building or grounds are unsafe, youth are moved to an alternate location. When youth are moved, they are under staff supervision. Please listen to local TV/Radio alerts stations or look online for up-to-date information and directions. Staff will try to call families to inform them of procedures to pick-up children. Each Day Camp site has a planned off-site evacuation location. Please ask your Site Coordinator where this location is for your child’s camp. INCLEMENT WEATHER/SCHOOL CLOSING If weather conditions become poor, YMCA Day Camp remains open, but may close early in extreme conditions. Staff will contact parents/guardians regarding the early pick-up and will not close until all youth are safely with a guardian. COMMUNICATION Day Camp staff is committed to providing open, two-way communications with families. Day Camp will also use school and program newsletters and/or emails to share information on a regular basis. Our communications will be in a respectful tone and will be shared in a timely manner. We all want what is best for your child, and the best way for us to do our job is if we have open and respectful communication with our families. We also expect that our families are open and respectful with our program staff. Face-to-face is generally the best way to communicate, but when we want to share information with families, it is more efficient to email or send letters home. Please feel free to speak with Day Camp staff any time with questions, feedback and ideas. The Day Camp staff will be happy to talk with you. We value your thoughts and opinions about our program, and we want to make your child’s experience as positive and fulfilling as possible. If at any time you have a concern regarding issues that happen at your child’s program, first contact the Site Coordinator at your site to discuss the issue. If the issue does not get resolved, the Site Coordinator will then direct you to the program Director. Any communication that goes against YMCA policy and values can lead to removal of a child from the program. GRIEVANCES Written Complaint Required for Formal Process Verbal complaints are encouraged, particularly for issues that may be easily and expeditiously resolved, but a written complaint is required to initiate this grievance process. To ensure a timely and effective response, complaints should include the following information to the extent possible: 1. The name(s) of individuals involved; 2. The Date(s) the behavior occurred; 3. The name(s) of any known witness(es); 4. A summary of the conduct meriting the grievance including: a. The behavior complained or and/or the alleged policy or legal violation(s); b. Direct quotes when relevant and available; and c. Any relevant documentation. 5. The remedy sought by the person making the complaint. Timeline: Youth or families who themselves have complaints or who are aware of behavior meriting a complaint must provide the above described written complaint via email to their Program Director or Branch Executive within 5 – 10 business days. The Program Director or Branch Executive Director will meet with the person who reported the information to hear their concern and attempt to resolve the complaint within 5 – 10 business days. Following that meeting, the Program Director or Branch Executive Director will provide a brief written response to the person who brought the complaint that includes brief written findings on the issues raised and relief sought. This written response will be provided within 5 – 10 business days of the meeting. If the person filing the grievance is not satisfied with the written response, the individual may submit an appeal to the District Vice President. The District VP will follow up with the person filing the grievance within 5 – 10 business days to hear the concern and attempt to resolve the complaint. Following this meeting, the District VP will provide a written response within 5 – 10 business days of the meeting. Investigation: Any employee of the Duluth Area Family YMCA that receives a written grievance will thoroughly investigate the issues raised and will protect the privacy and confidentiality of all parties involved to the extent possible by law. All parties must cooperate with the investigation. If the Duluth YMCA determines a violation of policy or law has occurred, the Duluth YMCA will take appropriate action, up to and including termination and notification of external authorities. Retaliation: The Duluth Area Family YMCA strictly prohibits retaliation against any person for reporting, filing, testifying, assistant or participating in any manner in any investigation, proceeding or hearing conducted by the Duluth YMCA or a federal or state law enforcement agency or court. Any suspected retaliation should be reported to the Branch Executive, the District VP, or the HR Director immediately after becoming aware of it. Any report of retaliatory conduct will be objectively, timely and thoroughly investigated. Any report of retaliatory conduct will be objectively, timely and thoroughly investigated. If a report of retaliation is found to be valid, the organization will take appropriate remedial action, up to and including discharging the individual(s) responsible. This organization will not retaliate against any person for raising a complaint and will not knowingly permit retaliation by management or other employees. WEATHER AND OUTDOOR PLAY We try to be outside as much as possible during YMCA Day Camp. We will be inside only if severe weather approaches. Please ensure your children have water bottles and sunscreen and any other weather protectant gear so that we can make the most of our camp experience. Safety is our number one priority, for our campers and staff. We follow the guidance of the Minnesota Weather Watch rubric to help guide decisions on heat and activity level. Any feels-like temperatures above 90 degrees F will lead to lower outside activities and more time spent indoors. Any feels-like temperatures of over 100 degrees F will lead to all indoor activities. We are an outdoor camp, and as such, the majority of our programming takes place outdoors. In light/moderate rain, we will still hold outdoor programming. In the event of lightning and/or thunder, we will move indoors until the weather improves. PROTECTION FROM ENVIRONMENTAL HAZARDS/POOR AIR QUALITY: Sometimes weather conditions result in poor air quality that can pose significant health risks to children with respiratory problems, such as asthma. Local health authorities or the National Weather Service will issue ozone or smog alerts when the air quality is approaching unhealthy levels. When the Air Quality Index (AQI) increases, activities for YMCA programming will be modified to provide the safest environment possible. AQI 0-100: Programs run as planned. Sensitive groups (participants with asthma, heart conditions, or other underlying medical conditions) are monitored for breathing difficulty. AQI 101-150: Programs will be modified to primarily include indoor activities, but occasional/short low-intensity outdoor activities may still be scheduled. AQI 151+: All activities will be moved indoors. If your youth has an underlying medical condition that may be affected by poor air quality, please let our staff know so that we may plan appropriately. PERSONAL ITEMS (toys, cards, electronics) Please leave valuable toys and other items at home. If the Site Coordinator gives permission for personal items to be brought to the program, clearly label those items with your child’s name. Leave cell phones, handheld games, iPods or other electronic devices at home. If they’re brought to the program, a staff member will hold them until the end of the day and return them to the caregiver/guardian. Day Camp is not responsible for items lost, stolen, or damaged when brought to the program. LUNCH, SNACK AND WATER BOTTLES YMCA Day Camp does not provide lunch or snacks. Please ensure your child brings their own lunch and snacks to camp. There is no access to refrigeration or microwaves. Youth are encouraged to drink plenty of water. Please send a labeled (first and last name) water bottle with your child. Water bottles should be washed at home every day after the program and returned with the child daily. SUNSCREEN/BUG SPRAY When necessary, please apply sunscreen to your child(ren) prior to the program. For reapplication purposes during the summer, please provide a labeled (first and last name) bottle to be left at the program. Children will apply their own sunscreen with supervision when possible. Staff will assist younger children, especially when applying to the face. Spray on sunscreen is recommended for ease. DHS state certification requires sunscreen and bug spray to be stored out of reach of youth and cannot be stored in a backpack. For this reason, we ask that families leave the sunscreen and bug spray at the program. SUPPORTING OTHERS/DONATIONS Please consider supporting other families who need a scholarship to participate in our program. To make your gift to support youth in our community, please go online at duluthymca.org/give (select the Community Services Campaign) or mail your cash/check (checks payable to the Duluth Area Family YMCA) donation, along with details about wanting the funds to support our out of school time programs to:Duluth YMCA, 302 West 1st Street, Duluth, MN 55802. Thank you for being a part of the YMCA Day Camp program! Our behavior rubric shows a detailed description of Out-of-School Time behavior procedures. Behavior plans will be created according to the individual circumstances on a case to case basis. Documented behaviors and strikes will follow with a child to all Out-of-School time programs. *Please see the behavior rubric at the end of this document* ACCIDENTS YMCA Day Camp staff members are trained in First Aid and CPR. If an accident occurs, First Aid will be given immediately. If necessary, the child will be transported to a hospital, accompanied by a staff person. Please be sure the program has your current work, cell, and home phone numbers on file so you can quickly be notified of an emergency. Please be sure to have updated numbers for emergency contacts as well. MINOR INJURY REPORT A minor injury is one that can be handled by our staff without the need to call for help. Staff will do the following: Apply First Aid as needed. Be sure that any open cut or scrape has been washed with soap and warm water. Apply an ice pack to any minor bump. They will report any bumps to the supervisor, and parents/guardians. Staff will fill out an incident form to send home with the child and tell the parent/guardian of the accident. MAJOR INJURY REPORT A major injury is one that requires a call for help, the need for a doctor’s visit, or any injury that is beyond the skills of the staff. We will call 911 if we feel it is necessary. We will do our best to bring the injury under control and make the child as comfortable as possible. We will call the parent/guardian. If unable to reach the parent/guardian, we will call the other authorized people on the child’s emergency card. We will do our best to keep the child calm and have another staff person keep the other children away and busy. The site coordinator will call the child's parent/guardian during evening hours to check on the status of the child. Incident reports will be filed with the YMCA, school, and state, if required. POISONING All poisonous substances will be kept out of the reach of children. This includes medications, cleaning substances, and toxic paint and chemicals. All medications and toxic substances must be clearly labeled containers listing the ingredients and the necessary precautions and antidotes. In case of a suspected poisoning, staff will call Poison Control at (800) 222-1222. RUN AWAY POLICY If a child leaves the designated area without permission from the staff, these procedures will be followed. When possible, staff should stay with the child or keep them in visible line of sight to ensure other youth are safely supervised. If unable to leave the space, they will contact the site coordinator or lead staff for additional support. If the child's location is unknown, a staff person(s) will look for the child in logical places around the school/site (bathrooms, playgrounds, classrooms, etc.). If a child cannot be found, staff will contact the site coordinator immediately, who will then contact the parent/guardian, and then call 911 if necessary for assistance in locating the child. A complete description should be put together. Expand search using available staff on foot, car, etc. When the child is found, staff will explain the seriousness of the matter and consequences and problem solve with the student. When possible, your child will be allowed to return to the program. If the child refuses to return to the room, the parent/guardian will be notified and asked to pick up the child. If a child leaves the building, staff should try to keep the child in sight. We will then contact the parent/guardian immediately. It is up to the discretion of the site coordinator and program director as to whether the child should be dismissed from the program or if further action is required for participation within programming. GUARDIAN ACCESS An enrolled child's parents or legal guardians are allowed access to the parent's or legal guardian's child at any time while the child is in care. Parents/guardians are welcome to come visit the program at any time. If you would like to view the program for a longer period of time, please contact the Site Coordinator prior to the date of arrival. DATA PRIVACY PROVISIONS True North AmeriCorps (TNAC) and other community programs (4H) are collecting information about children enrolled in their program(s). We will use this information to understand the impact Out-of-School time programs have on children. This is part of our evaluation process, which will help with program planning and grant funding, so we can continue to improve our programming in the future. The information will be coded so that no names of children or familieswill be included. When the results are reported, they will be describing a group of children and not any one child. It is possible that we will use some examples of how children change. No names or identifying information will be used. You have the right to decline this information sharing and program evaluation on your child’s registration. Your child can still participate in all activities of the program and will not be in the evaluation. Your consent is voluntary and may be withdrawn at any time. FIELD TRIPS Periodically, your child may have an opportunity to participate in program field trips and activities, such as swimming, sponsored by or related to YMCA Day Camp. You assume all risks and hazards incidental to such participation and release YMCA Day Camp (including all staff members, event sponsors, participants and volunteers) from any claims arising from an injury to your child. It is understood and acknowledged that you are responsible for your child's insurance coverage and will not hold the Duluth Area Family YMCA liable for any accident or injury which may occur during the above stated activities. Going on a field trip is a privilege. If your child does not follow our behavioral expectations, they may not be able to attend the field trip with the group. TRANSPORTATION It is the parent’s/guardian’s or other authorized adult responsibility to transport their child to and from the program each day. If the program goes swimming off site or on a field trip, a local bus company will provide the transportation. Staff will be on the bus to ensure safe and secure transportation for all. SHELTER IN PLACE Youth are kept inside the building because of severe weather or other identified emergencies. During a lock down, youth are secured in areas within the building because of danger inside or outside. Only law enforcement is allowed to enter or leave the building. EVACUATION OFF SITE When the building or grounds are unsafe,youth are moved to an alternate location. When youth are moved, they are under staff supervision. Please listen to local TV/Radio alerts stations or look online for up-to-date information and directions. Staff will try to call families to inform them of procedures to pick-up children. Please ask your site coordinator where the off-site location is for your child’s location. INCLEMENT WEATHER/SCHOOL CLOSING If weather conditions become poor, YMCA Day Camp remains open, but may close early in extreme conditions. Staff will contact parents/guardians regarding the early pick-up and will not close until all youth are safely with a guardian. COMMUNICATION YMCA Day Camp staff is committed to providing open, two-way communications with families. YMCA Day Camp will also use program newsletters and/or emails to share information on a regular basis. Our communications will be in a respectful tone and will be shared in a timely manner. We all want what is best for your child, and the best way for us to do our job is if we have open and respectful communication with our families. We also expect that our families are open and respectful with our program staff. Face-to-face is generally the best way to communicate, but when we want to share information with families, it is more efficient to email or send letters home. Please feel free to speak with YMCA Day Camp staff any time with questions, feedback and ideas. The camp staff will be happy to talk with you. We value your thoughts and opinions about our program, and we want to make your child’s experience as positive and fulfilling as possible. If at any time you have a concern regarding issues that happen at your child’s program, first contact the Site Coordinator at your site to discuss the issue. If the issue does not get resolved, the Site Coordinator will then direct you to the Program Director. GRIEVANCES Written Complaint Required for Formal Process. Verbal complaints are encouraged, particularly for issues that may be easily and expeditiously resolved, but a written complaint is required to initiate this grievance process. To ensure a timely and effective response, complaints should include the following information to the extent possible: The name(s) of individuals involved; The Date(s) the behavior occurred; The name(s) of any known witness(es); A summary of the conduct meriting the grievance including: The behavior complained or and/or the alleged policy or legal violation(s); Direct quotes when relevant and available; and Any relevant documentation. The remedy sought by the person making the complaint. Timeline: Youth or families who themselves have complaints or who are aware of behavior meriting a complaint must provide the above described written complaint via email to their Program Director or Branch Executive within 5 – 10 business days. The Program Director or Branch Executive Director will meet with the person who reported the information to hear their concern and attempt to resolve the complaint within 5 – 10 business days. Following that meeting, the Program Director or Branch Executive Director will provide a brief written response to the person who brought the complaint that includes brief written findings on the issues raised and relief sought. This written response will be provided within 5 – 10 business days of the meeting. If the person filing the grievance is not satisfied with the written response, the individual may submit an appeal to the District Vice President. The District VP will follow up with the person filing the grievance within 5 – 10 business days to hear the concern and attempt to resolve the complaint. Following this meeting, the District VP will provide a written response within 5 – 10 business days of the meeting. Investigation: Any employee of the Duluth Area Family YMCA that receives a written grievance will thoroughly investigate the issues raised and will protect the privacy and confidentiality of all parties involved to the extent possible by law. All parties must cooperate with the investigation. If the Duluth YMCA determines a violation of policy or law has occurred, the Duluth YMCA will take appropriate action, up to and including termination and notification of external authorities. Retaliation: The Duluth Area Family YMCA strictly prohibits retaliation against any person for reporting, filing, testifying, assisting, or participating in any manner in any investigation, proceeding or hearing conducted by the Duluth YMCA or a federal or state law enforcement agency or court. Any suspected retaliation should be reported to the Branch Executive, the District VP, or the HR Director immediately after becoming aware of it. Any report of retaliatory conduct will be objectively, timely and thoroughly investigated. Any report of retaliatory conduct will be objectively, timely and thoroughly investigated. If a report of retaliation is found to be valid, the organization will take appropriate remedial action, up to and including discharging the individual(s) responsible. This organization will not retaliate against any person for raising a complaint and will not knowingly permit retaliation by management or other employees. WEATHER AND OUTDOOR PLAY We try to be outside as much as possible during YMCA Day Camp. We will be inside only if severe weather approaches. Please ensure your children have water bottles and sunscreen and any other weather protectant gear so that we can make the most of our camp experience. Safety is our number one priority for our campers and staff. We follow the guidance of the Minnesota Weather Watch rubric to help guide decisions on heat and activity level. Any feels-like temperatures above 90 degrees F will lead to lower outside activities and more time spent indoors. Any feels-like temperatures of over 100 degrees F will lead to all indoor activities. We are an outdoor camp, and as such, the majority of our programming takes place outdoors. In light/moderate rain, we will still hold outdoor programming. In the event of lightning and/or thunder, we will move indoors until the weather improves. PROTECTION FROM ENVIRONMENTAL HAZARDS/POOR AIR QUALITY: Sometimes weather conditions result in poor air quality that can pose significant health risks to children with respiratory problems, such as asthma. Local health authorities or the National Weather Service will issue ozone or smog alerts when the air quality is approaching unhealthy levels. When the Air Quality Index (AQI) increases, activities for YMCA programming will be modified to provide the safest environment possible. AQI 0-100: Programs run as planned. Sensitive groups (participants with asthma, heart conditions, or other underlying medical conditions) are monitored for breathing difficulty. AQI 101-150: Programs will be modified to primarily include indoor activities, but occasional/short low-intensity outdoor activities may still be scheduled. AQI 151+: All activities will be moved indoors. If your youth has an underlying medical condition that may be affected by poor air quality, please let our staff know so that we may plan appropriately. PERSONAL ITEMS (toys, cards, electronics) Please leave valuable toys and other items at home. If the Site Coordinator/Director gives permission for personal items to be brought to the program, clearly label those items with your child’s name. Leave cell phones, handheld games, iPods, or other electronic devices at home. If they’re brought to the program, a staff member will hold them until the end of the day and return them to the parent/guardian. YMCA Day Camp is not responsible for items lost, stolen, or damaged when brought to the program. LUNCH, SNACK AND WATER BOTTLES YMCA Day Camp does not provide lunch or snacks. Please ensure your child brings their own lunch and snacks to camp. There is no access to refrigeration or microwaves. Youth are encouraged to drink plenty of water. Please send a labeled (first and last name) water bottle with your child. Water bottles should be washed at home every day after the program and returned with the child daily. SUNSCREEN/BUG SPRAY When necessary, please apply sunscreen to your child(ren) prior to the program. For reapplication purposes during the summer, please provide a labeled (first and last name) bottle to be left at the program. Children will apply their own sunscreen with supervision when possible. Staff will assist younger children, especially when applying to the face. Spray on sunscreen is recommended for ease. DHS state certification requires sunscreen and bug spray to be stored out of reach of youth and cannot be stored in a backpack. For this reason, we ask that families leave the sunscreen and bug spray at the program. SUPPORTING OTHERS/DONATIONS Please consider supporting other families who need a scholarship to participate in our program. To make your gift to support youth in our community, please go online at duluthymca.org/give/ways (select the Community Services Campaign) or mail a check (please make checks payable to the Duluth Area Family YMCA) donation to the Duluth YMCA at 302 West 1st Street, Duluth, MN 55802 along with details about wanting the funds to support the day camp program. Thank you for being a part of the YMCA Day Camp! Please note the following exceptions and additions: Threats of harm to self or others will be dealt with immediately on an individual basis in relation to severity. The severity of each incident will be individually evaluated and may warrant variance from the rubric as determined by Site Coordinator. Multiple infractions in close proximity may result in additional consequences as determined by the Site Coordinator. Staff retains the right to remove any participant from program or call 911 if safety of program/ program participants/staff is jeopardized After a second strike accrues, it might be suggested that the child is temporarily removed from program so they can return at a later date Behavior rubric and any behavior plans created will follow child throughout their enrollment in all OST programs
For more information about the Duluth YMCA Day Camp, please visit duluthymca.org,. Follow us on Facebook at Duluth YMCA Day Camp for updates, closing notices, announcements, and pictures. If you have any questions, concerns, or complaints, please contact the Program Director at 218-722-4745 x111. PROGRAM HANDBOOK DEFINITIONS Day Camp Director: The person who oversees the Day Camp program along with the leadership team. This is your main contact for any program questions and information. Day Camp Coordinator: The main contact at each Day Camp location. This person will be your day-to-day contact about programming at your child’s site. Leadership Team: Consists of the Day Camp Director of the Duluth Area Family YMCA, Community Services Branch Executive Director of the Duluth Area Family YMCA, and Out of School Time Director at the Duluth Area Family YMCA. The Site: The specific location (Essentia Wellness Center/Hermantown YMCA or North Star Academy) where the youth are participating in YMCA Summer Day Camp. Billing and Registration: Your main contact for anything related to billing and registration for Day Camp. To register and for billing information, please go to www.duluthymca.org/register or contact 218-722-4745 x140 or ext. 103. DHS State Certified: The Department of Human Services (DHS) is responsible for certifying and monitoring license-exempt child care centers that participate in the Child Care Assistance Program (CCAP). Certification helps protect the health and safety of children by requiring that providers meet minimum standards for care and physical environment. Assistance Program (CCAP). Certification helps protect the health and safety of children by requiring that providers meet minimum standards for care and physical environment. PROGRAM HOURS & TYPICAL DAY A Typical Day Day Camp programming begins at 9:00 a.m. and ends at 4:00 p.m. Campers can be dropped off as early as 7:00 a.m. and all campers must be picked up by 6:00 p.m. Programs will vary by location, but all will include the same components, including small group time, outdoor play, and enrichment activities. The North Star location will take a bus to swim one day a week at the Downtown YMCA. Campers at the EWC will swim on-site at the facility. The days and times of swimming opportunities at each site vary and will be announced prior to attending camp.
We are an outdoor camp and the majority of the programming takes place outside. Youth will encounter bugs, engage in a lot of hiking, and will play in the woods in different types of weather/temperatures. REGISTRATION, BILLING, AND PAYMENT Visit duluthymca.org to register for Day Camp at the Essentia Wellness Center or North Star Academy. For assistance, call 218-722-4745 ext. 140 or ext. 103. Be sure to have your child’s current medical information, health history, and vaccination records available during registration. As a Minnesota state-certified program, vaccination records are required to meet state certification requirements. For the summer programs, youth must be at least 5 years old and have completed kindergarten through age 13. If you have a family membership, (does not include youth memberships) with the Duluth Area Family YMCA, you will receive the member rate for the program. A $52 deposit must be paid for each week that you would like your child(ren) to attend camp when registering. Deposits are non-refundable as of May 25. If the remainder of the balance is not paid by the due date, it will result in the forfeiture of the deposit and camp spot..
Daily Schedule:
Times:
Activities:
7:00 a.m. - 9:00 a.m.
Check-In and Choice Activities
9:00 a.m. - 9:30 a.m.
Opening Ceremonies
9:30 a.m. - 10:00 a.m.
Huddle at Home Base
10:00 a.m. - 11:00 a.m.
Activity Period 1
11:00 a.m. - 12:00 p.m.
Swimming, Low Ropes, or Weekly Activity
12:00 p.m. - 12:30 p.m.
Lunch
12:30 p.m. - 1:30 p.m.
Turtle Time
1:30 p.m. - 2:30 p.m.
Activity Period 2
2:30 p.m. - 4:00 p.m.
4:00 p.m. - 6:00 p.m.
Reflection, Choice Activities, and Check- out
Pricing: Member Pricing: Member pricing is for anyone with a family membership with the Duluth Area Family YMCA. Youth memberships are not eligible for the member rate. $252/week for 5 days (The week of June 30-July 3 will be prorated for 4 days only) Community Pricing: $283/week for 5 days (The week of June 30- July 3 will be prorated for 4 days only) Discounts: Sibling Discount: 10% off when enrolling multiple children at the same time using promo code WEAREFAMILY at checkout. Member Discount: Families with a Duluth Area Family YMCA membership (not youth memberships) will receive the member rate. Required Deposits: A non-refundable $52 deposit is required for each week your child will attend camp. This deposit guarantees your child’s spot in the program. Please note that camps fill up quickly each summer. If the remaining balance is not paid by the due date, the deposit and camp spot will be forfeited. Deposits are non-refundable as of May 25 and non-transferable. Required Forms: As a part of registration, you filled out a required health history form. Be sure you provided all pertinent information regarding your child’s health, medications (extra form will be needed), allergies, and health insurance on the registration system. Due to our state certification, we must receive a copy of your child’s immunization records on or prior to the first day of camp or your child will not be able to attend. You can submit a copy prior to camp by sending it to daycamp@duluthymca.org or enter accurate details in the registration system when enrolling. If your child is exempt for immunizations, families must fill out an exemption form and be notarized. To access this form, please call the Day Camp Director. Requesting Same Group With a Friend: Camp is fun and friends should be together! Please provide this information on the registration form. They must remain together in the same group for the entire week. Waiting Lists: Spaces are limited to best serve our campers. If a specific week is full, we will add you to the waiting list and notify you if a spot becomes available. Payments Process: Remaining balances are due Monday, two weeks prior to the week of attendance. Payments can be made by automatic bank draft or credit card. If payment is not made by the deadline, your child will be unenrolled, and you will lose your spot for that week. Cancellations and changes must be made at least 17 days prior to the start of the camp week. No refunds will be given for missed days.
Day Camp Dates
Last Day to Cancel (- $52 deposit per week)
June 16- June 20
Friday, May 30
June 23- June 27
Friday, June 6
June 30- July 3
Friday, June 13
July 7- July 11
Friday, June 20
July 14- July 18
Friday, June 27
July 21- July 25
Friday, July 4
July 28 - August 1
Friday, July 11
August 4 - August 8
Friday, July 18
August 11 -August 15
Friday, July 25
August 18- August 22
Friday, August 1
Payment Due Date
June 2
June 9
June 16
June 23
June 30
July 7
July 14
July 21
July 28
August 4
Behavior
Step 1
Step 2
Step 3
Mild Behaviors (Any behavior that demonstrates a lack of respect for the feelings and well being of others) Repeated incidents such as:name calling, mocking, put downs, rude gestures (eye rolling, dirty looks, sighing), taunting, spitting, refusal to participate, being disrespectful, and related behaviors.
Conversation about behavior/choices Conference with victim if necessary Remind child of expectations Form of apology
Conversation about choices Take a break from activity Complete think sheet or behavior plan Logical consequence (e.g. disobeying rules that group set up; going up slide the wrong way = can’t go on slide for remainder of day) Staff documents incident on behavior sheet Staff talks face-to-face with caregiver about repeated behaviors and caregivers sign form
Removal from program area Removal from Program for remainder of day, Staff calls caregivers to pick up child from program Form of apology Personal Behavior Plan developed by staff or SC (and possibly the child) Staff documents incident Staff talks face-to-face with caregiver about repeated behaviors and caregivers sign form
Moderate Behaviors Repeated incidents such as:damaging property, incidents of rough play, exclusion, gossip/ spreading rumors, insults, negative written notes, negative behaviors toward a specific person, minor physical harm, restraining others, throwing objects, swearing/inappropriate language, and related behaviors.
Personal Behavior Plan developed by staff or SC (and possibly the child) Form of apology Staff documents incident Staff talks face-to-face with caregiver about behaviors and caregivers sign form Date: (possible) Strike given: #
Review/modify Personal Behavior Plan Possible removal from Program for remainder of day plus additional days of suspension depending on severity of incident # of days suspended: ______ Staff documents incident Staff talks face-to-face with caregiver about behaviors and caregivers sign form Date: (possible) Strike given: #
Possible removal from Program until the following school year Staff documents incident Caregivers and SC meet before the child can return to the program. Depending on the age/maturity of the child, they will be included in the meeting. SC and OST Director Facilitates Date: (possible) Strike given: #
Severe Behaviors (Any behavior that may cause injury or is a safety issue to self or others) Repeated incidents such as: biting, harassment (racial, ethnic, gender, or religious), stealing, hitting, kicking, punching, repeated/chronic failure to comply with rules, vandalizing, verbal or written threats, slapping, grabbing, hair pulling, kneeing, damaging property, stabbing with materials, exposure of private body parts, eloping/leaving/hiding from program, stomping on/jumping on others, throwing object with intent to hurt, repeated/chronic moderate behaviors, and related behaviors.
Personal Behavior Plan developed or reviewed by staff or SC (and possibly the child) Possible removal from Program for remainder of day plus additional days of suspension depending on severity of incident # of days suspended: ______ Staff documents incident Staff talks face-to-face with caregiver about behaviors and caregivers sign form Date: (possible) Strike given: #
Possible removal from Program for remainder of day plus additional days of suspension depending on severity of incident # of days suspended: ______ Staff documents incident Staff talks face-to-face with caregiver about behaviors and caregivers sign form Date: (possible) Strike given: #
Child is removed from Program and is not able to return Staff documents incident SC talks face-to-face with caregiver about behaviors and caregivers sign form SC and OST Director Facilitates Date: (possible) Strike given: #