Woodstock Camp Guide

Your guide to a fun, safe, and successful camp experience.

Content Welcome ............................... 1 Contact Information ............. 2 Camp Training ....................... 3 Online Registration ............... 4 ePACT.................................... 4 Drop-off and Pick-up............. 4 Before and After Care ........... 5 What to Bring........................ 5 Lost and Found ..................... 5

A Day at Camp ...................... 6 Subsidy Programs ................. 7 Medication and Support ...... 8 Participant Safety ................. 8 Newsletter and Schedules .... 9 Water Safety ......................... 9 HIGH FIVE .............................. 10

Dear Parents and Guardians, Welcome to the City of Woodstock Camp Guide; your guide to a fun, safe, and successful camp experience.

Enclosed within are important details about all City of Woodstock camps, along with helpful tips to make this year’s camp experience the best possible, including what to bring to camp, extra support, and cancellation and refund policies. The camp staff encourage you to review this guide carefully and keep it nearby throughout the year.

The camp staff believe that camp provides children and youth the opportunity to learn, engage, and grow in a healthy and safe environment. Parents and guardians are viewed as partners and camp staff welcome your questions, suggestions, and feedback so the City of Woodstock can continue to offer meaningful and engaging camp experiences.

The City of Woodstock is always introducing a wide selection of new and exciting camp opportunities for children and youth ages 4 to 16. Camps are offered throughout the year and at a number of public locations across the city. For the most up-to-date information, please visit www.cityofwoodstock.ca/camps.

The City of Woodstock and Camp staff look forward to making this the most memorable camp experience for your children, ever!

Sincerely,

Camp Inclusion ..................... 11 Offsite Trips........................... 12 Cancellations and Refunds ... 12

Camp Staff - City of Woodstock Recreation, Art Gallery and Museum.

Contact Us Parent and guardian’s questions and concerns are important to the City of Woodstock and camp staff. Camp staff can be contacted at the locations, phone numbers, and emails listed below. To avoid updates, weekly newsletters, or other important information from going into your junk mail folder, please add these email addresses to your contact list.

Recreation Camps Woodstock District Community Complex 381 Finkle St. - Woodstock, ON N4V 1A3 Cowan Park Sportsplex 895 Ridgewood Dr. - Woodstock, ON N4S 7W2 Southside Aquatic Centre 315 Finkle St. - Woodstock, ON N4S 3E3 519-539-2382 x2701 summeractivities@cityofwoodstock.ca Facebook - @woodstocksummerprograms Instagram - @cowsummercamp

Museum Camps

Art Camps

Woodstock Museum National Historic Site

Woodstock Art Gallery

466 Dundas Street Woodstock ON, N4S 1C4

449 Dundas Street Woodstock, ON N4S 1C2 519-539-6761 x2801

519-537-8411 x2901 museum@cityofwoodstock.ca

Facebook - @WAGIT Instagram: @thewoodstockgallery Twitter - @WAGWoodstock wageducation@cityofwoodstock.ca

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City of Woodstock - Camp Guide

Camp Staff The City of Woodstock camp staff members are professionally trained secondary and post-secondary students and graduates hired by the City to provide engaging and enriching experiences that foster healthy personal growth and development of all participants in a fun and safe environment. The camp team consists of camp supervisors, team leaders, camp leaders, and trained volunteers to assist with program delivery and safety supervision. Camp staff are certified in HIGH FIVE—Principles of Healthy Child Development, Standard First Aid, CPR C, and Safeguard.

Orientation and Training All City of Woodstock camps adhere to the Ontario Occupational Health and Safety Act and Regulations. Upon hire, orientation and training for camp staff occurs during the first few weeks of employment, which includes: •

City policies and procedures review as well as site specific policies and procedures review; • Standard First Aid, CPR, and automated external defibrillation practice; • WHMIS and Health and Safety training; • HIGH FIVE, Principles of Healthy Child Development review; •

Child safety including allergies, medications, sign-in and sign-out procedures, safety supervision, child abuse and neglect, swimming safety, encountering strangers, and more;

•

Accident and incident reports and emergency preparedness;

•

Customer service and communication with children, staff, and parents/guardians;

•

Off-site travel, bus transportation, off-site safety inspections, sun safety, and severe weather conditions;

•

Inclusion training including bathroom assistance, changing assistance, feeding tube training, and special needs accommodation and adaptation

•

Behaviour management, conflict resolution and bullying

•

Emergency procedures including missing person, bomb threat, evacuation procedures, and high risk situations.

City of Woodstock - Camp Guide

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Online Registration Participants are encouraged to register online early to ensure a spot in camp and to avoid disappointment. To register, please visit www.cityofwoodstock.ca/onlineregistration.

Following the third week of June, registration will be considered on a case-by-case basis. This will ensure all children registered will have their needs met, and appropriate planning can occur for a successful camp program.

All registrations are confirmed once payment is received. No reservations or holds are permitted. Wait lists are available if camp session is full.

To review up-to-date information on camp programs, please review our recreation and leisure guide, or visit www.cityofwoodstock.ca/camps.

ePACT City of Woodstock uses ePACT, an emergency network software system. ePACT is a safe, secure, and easy-to-use system that replaces the City’s emergency and medical paper forms. ePACT provides the camp staff access to the important emergency management information of all registrants including contact information, medical, diet, and allergy concerns, accessibility support, and who is authorized to pick-up and drop-off.

Watch for an ePACT invite in your inbox (this may end up in your junk mail).

Create an account and complete the e-form for the registrant. An ePACT account must be completed for each camp participant and shared with the City of Woodstock through the ePACT software before the child is able to attend camp.

Registrants will not be permitted to attend camp without this vital information, it is for their safety.

If you require assistance with your account, please visit ePACT for families.

Drop-off and Pick-up Arrival at camp can be overwhelming for both parents and campers; the first day of camp can be as scary as the first day of school. For that reason, the Camp Staff recommend you bring your children early on the first day. Upon arrival, staff will be present to greet you, make introductions, answer questions, and assist with making drop-off as easy as possible.

Parents, guardians, and authorized personnel are required to provide a piece of Government issued photo I.D. to Camp Staff at time of pick-up. Registrants aged 10 and older may sign themselves out of camp with approval on their online ePACT registration form.

Please contact the appropriate Camp location (page 2) if your children will be absent or arriving late. If registrants are not present and accounted for at roll call, parents/guardians will be contacted. Please note that many camps leave the drop-off location quickly in the morning; you may be required to drop-off your child at an alternate location depending on the camp and time of day. If you require other authorized personnel to pick-up or drop-off your child, this must be updated on the ePACT registration form under section “Authorized to pick-up”.

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City of Woodstock - Camp Guide

Before and After Care The City of Woodstock Recreation Camp now runs from 7:30am until 5:30pm, so before and after care is now included with registration. Some specialty camps have the option of adding before or after care for a fee, depending on the location of the program.

The Art Gallery camps run from 9:00am to 4:00pm. A flat rate of $5.00 per day is charged for Before and After Care which extends the camp from 8:30am to 4:30pm.

The Museum camp run from 8:30am to 4:30pm with no option to extend.

Parents/Guardians are responsible for making arrangements outside of Before and After Care hours.

Please contact the appropriate camp location for unexpected late pick-ups. Registrants not signed out by the end of the camp day will be automatically enrolled into after care and parents/guardians will be contacted.

If a child remains at a facility after camp has ended without notice or explanation, parents/guardians will be required to pay $5.00 for every additional half hour.

What to Bring to Camp It is important that registrants are prepared for all weather, rain or shine and for indoor and outdoor activities.

Registrants must be able to carry their own belongings. The following is a list of what to bring to camp: • • • • • • • • •

Large backpack with comfortable straps; Sun hat, sunglasses, and sunscreen; A healthy lunch and two snacks packed in an insulated lunch bag; Refillable water bottle; Comfortable shoes for walking and outdoor play (no flip-flops or dress shoes); Swimsuit, towel, and plastic bag; Weather and activity appropriate clothing; Change of clothes; Umbrella or raincoat when applicable.

Lost and Found The City of Woodstock is not responsible for any lost or stolen items. Please do not bring electronic devices (i.e. video games, iPods, cell phones, digital cameras, toys, etc.). If your child requires electronic equipment for extra support, parents/guardians must contact camp supervisors to make arrangements. Camp staff will gather items left behind at the end of each week. Items not claimed by the end of the summer will be donated.

City of Woodstock - Camp Guide

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A Day at Camp Camp staff makes every attempt to keep the day consistent as this helps children adjust and become comfortable in the program. The following is an example outline of what participants may be doing on a normal day at camp.

Time

L’il Adventurers (Age 4-5)

7:30am-9:00am

Sign-In with Activity Stations and Games

9:00am-9:30am

Walk to Southside Park

9:30am-10:00am

Snack and Washroom Break

10:00am-11:00am

Fire Fighter Visit

11:00am-12:00pm

Low Energy Games and Craft Time

12:00pm-12:30pm

Lunch Break

12:30pm-1:30pm

Play at Park

1:30pm-3:00pm

Southside Aquatic Centre—Wading Pool

3:00pm-4:00pm

Snack, Return to Complex and Team Building Games

4:00pm-5:30pm

Sign-Out and Activity Stations and Games

Time

Adventure Camp (Age 6-8) and Adventure University Camp (9-12)

7:30am-9:00am

Sign-In with Activity Stations and Games

9:00am-9:30am

Walk to Southside Park

9:30am-10:00am

Snack and Washroom Break

10:00am-10:45am

Team Building Activities and High Energy Games

10:45am-11:30am

Theme Camp: Craft Time or Action Camp: Active Games

11:30am-1:00pm

Bus to Activity and Lunch Break

1:00pm-2:15pm

Offsite Activity (ex. Cowan Park Sportsplex)

2:15pm-3:15pm

Bus Return Trip and Snack Break

3:15pm-4:00pm

Low Energy Activities

4:00pm-5:30pm

Sign-Out and Activity Stations and Games

Time

Woodstock Art Gallery Camp

9:00am-9:15am

Sign-In and Setup

9:15am-10:00am

Warm Up Activity

10:00am-11:00am

Art Technique Lesson and Practice

11:00am-11:30am

Snack and Games

11:30am-12:15pm

Art Gallery Tour

12:15pm-1:00pm

Lunch Break

1:00pm-2:00pm

Studio Art Activity

2:00pm-3:00pm

Group Art Project

3:00pm-3:30pm

Snack and Games

3:30pm-4:00pm

Art Challenge Experience

4:00pm-4:30pm

Clean-up and Sign Out

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City of Woodstock - Camp Guide

Fee Assistance in Recreation Program (FAIR) The FAIR program assists City of Woodstock residents living in low income with the opportunities to participate in recreation and leisure activities provided by the City, including Day Camp.

If eligible, a credit of $200 for each child, and $50 for each adult in a family will be placed on the Recreation Legend account. This credit will be good for 1 year.

Families can complete the simple online application form to receive this funding.

Jumpstart

Who Can Apply?

Participants between the ages of 4 and 18 years old may apply for Jumpstart funding. The only camps that are eligible for funding through Jumpstart are the Sport themed camps, Museum and Art Gallery camps are excluded. Additional funding details include:

To qualify, you must meet the following criteria:

•

Applications must be submitted before the program start date; • Funding is up to $175 for sport camps; • Proof of financial need must be submitted with the application, and the ideal documentation is the Canada Child Benefit and Ontario Child Benefit Notice; • If the grant application is approved, the City of Woodstock will register the individual into the program and will receive payment directly from Jumpstart;

•

Live in the City of Woodstock; • Have a family income that falls below the Low Income Cut-Off (LICO) for your family size.

Family Size

Family Income

1 Person

$24,600

2 People

$30,625

3 People

$37,650

4 People

$45,712

5 People

$51,846

6 People

$58,473

7 People

$65,101

More than 7 people, for each additional person, add $6,628

Parents/Guardians are encouraged to complete the online application to receive Jumpstart funding.

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Medication and Allergies All City of Woodstock camp locations follow a strict nutfree policy. There may be additional allergies each week, and these will be communicated through the newsletter. For registrants with severe or lifethreatening allergies, remember to note all medication and allergy information on the registrants ePACT account and contact the camp location to make the necessary arrangements.

The City of Woodstock is not equipped to properly store or administer medication. For registrants that require medication to be administered during camp, the staff can supervise registrants taking prescribed oral medication. All medication must be kept in the original package, including a pharmacist label indicating proper dosage instructions and the participant’s name. All medication and allergy instances will be individually discussed and planned for on a case-by-case basis.

Extra Support and Bathroom Assistance City of Woodstock camps facilitate an inclusive environment for all registrants. If registrants require extra support to participate or manage a health condition, please contact the camp location to set up a meeting in person or over the phone with an Inclusion Facilitator. Inclusion Facilitators will meet with both parents/guardians and children prior to the start of the program to discuss and develop a support plan.

All registrants must be fully toilet trained. If an individual requires extra support in the washroom, please contact camp staff to set up a support plan. Remember to indicate extra support required when registering an individual as well as on the registrants ePACT account by checking the extra support required box. ePACT will allow parents/guardians to provide details regarding the additional support required. Parents/Guardians are encouraged to communicate with camp staff daily to ensure their child’s needs are being met.

Participant Safety and Emergency Procedures Safety is the camp staff’s number one priority. Hazard elimination is the key to accident prevention. Please keep in mind that participation in some activities does involve some risk. Staff have designed the daily activities with safety in mind.

Lesson plans are reviewed by a supervisor for safety as well as pace and balance throughout the day. All camp locations are screened before participants arrive and campers are under constant supervision throughout the day.

All camp staff have access to first aid kids and Emergency Medical Services (EMS) at all times, onsite and offsite. In the event of a serious injury, EMS and parents/guardians will be contacted immediately. If an ambulance is required, a camp staff will accompany the individual to the hospital and remain with them until an authorized caregiver arrives.

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City of Woodstock - Camp Guide

Weekly Newsletter and Schedules Newsletters provide important detailed information for participants of all City of Woodstock camps. Swim days and offsite trips will be communicated in this format. In addition to weekly email newsletters, hard copies of newsletters can be provided upon request at drop-off/pick-up. Please feel free to contact the appropriate camp location for up-to-date details. The weekly camp schedules are posted at the drop-off/pick-up area, however schedules are subject to change without notice. We encourage parents/guardians to review the weekly schedule with their children at drop-off.

Swim and Water Safety City of Woodstock camps may include water and swimming activities, including splash pads and swimming pools. Most camps will not be swimming every day, unless specified. Please communicate to camp staff if your child requires a personal flotation device (PFD) while swimming. Camps taking place in or around water are supervised by trained lifeguards.

This also includes offsite trips to water parks. Many of the camps include swimming as an activity and campers are expected to participate. All camps adhere to the pool’s admission standards with respect to access to the deep-end as well as guidelines for adult to child ratios. Campers ages 4-5 will only participate in the Splash Pads and Wading Pool. Campers 6 and up will be allowed in the shallow-end of the pool, and those who pass the swim assessment will be permitted in the deep-end. All children will be required to pass a swim test each week if they wish to swim in the deep-end.

Campers are allowed to bring PFDs or lifejackets, however water wings are not permitted. All aquatics facilities supply PFDs. If you have any concerns about your child’s swimming abilities, please contact the appropriate camp location.

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HIGH FIVE - Our Commitment to Children The City of Woodstock is committed to developing and delivering programs that are child-centered and reflect the City’s values of respect, diversity and inclusion. Camp staff are trained and certified in HIGH FIVE - Principles of Healthy Child Development and programs are evaluated regularly to ensure a high standard of quality. To learn more, please visit www.highfive.org.

Five Principles of Healthy Child Development A Caring Adult: Acts as a positive role model and allows the children to feel comfortable to challenge themselves.

Friends:

Create a safe environment where children can learn to be part of a team, and feel welcome to discuss their feelings, learn new skills, and work out conflicts.

Play:

Encourages creativity, cooperation, and fun!

Mastery:

Develops self-esteem and positive identity in children.

Participation:

Involves children in the planning and implementation of activities, helping them to feel involved, independent, and competent.

Three Design Guidelines • • •

Safe Developmentally Appropriate Welcoming of Diversity and Uniqueness

Quality Assurance - The HIGH FIVE Standard All camp programs are formally evaluated using the HIGH FIVE Quality Experience Scanning Tool (QUEST). This is a statistically validated program evaluation used to monitor the quality of the programs. The QUEST assessment requires that a program supervisor observe and score a program based on 27 different quality indicators. The categories are: • • • • •

Leader-to-Leader Interactions - counselors showing warmth, interest and care Supervision and Safety - counselors know the whereabouts of children at all times Child-to-Child Interactions - children are acting respectfully and inclusively Leader Behaviour and Interactions - leaders demonstrate appropriate behaviour Program Characteristics and Support - lesson plans in place, appropriate use of facility space and equipment

Program assessments are logged into the HIGH FIVE database and tracked to ensure a minimum quality standard and to address any areas of concern. Parents/Guardians are encouraged to help monitor program quality by discussing the program with their children. Feedback is always appreciated and will help to improve your child’s experience. Parents/Guardians can complete a Parent Program Review, which includes both a Program Checklist as well as an Ask Your Child Questionnaire.

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City of Woodstock - Camp Guide

Your Quality Indicators: How do Parents Know?

HIGH FIVE registered organizations provide programs that: • Are run by staff trained to meet emotional, social, and cognitive needs of children • Use child-focused policies and procedures for risk management and safety What to look for when choosing a program/camp: • Are the leaders confident and friendly? Do they treat all children with respect and honesty?

• Does the program content provide challenges that are right for your child’s age and skill level?

• Is the focus on achieving personal bests rather than winning?

• Are activities well organized and do they provide opportunities for children to have a choice or to participate in decision making?

Please speak with your child at the end of each camp day and if you are unhappy or concerned with any feedback you receive about your child’s day, please speak with the Camp Supervisor. This will be the best person to have insight about what may have happened and how to move forward to ensure solutions are put in place.

Camp Inclusion

Behaviour Management

The City of Woodstock is strongly committed to the principles of inclusion and integration where these principles support the growth and development of the child. Camp staff will work with children so they feel comfortable participating in activities and provide modifications when necessary to ensure all children can participate successfully.

Camps staff encourage and support a team environment between participants, leaders and volunteers. As a member of this team, everyone follows these 5 behaviour expectations:

At the time of registration, if parents/guardians feel their children require additional support, they may fill out the Participant Information Form. This will allow camp staff to better prepare for a successful day at camp.



   

Keep your hands and feet to yourself.

Speak nicely/positively to each other Touch only what belongs to you.

Stay within the program area.

Listen to your camp leaders.

If a child is having difficulty following rules, camp staff will talk with parents/guardians to develop a plan for success.

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Offsite Trips Many of the City of Woodstock camps make frequent offsite trips to neighborhood parks, local facilities, and other attractions. For neighborhood trips, campers may walk or take public transit. For longer trips or out of town venues, school bus transportation will be provided. Camp staff receive training in managing camps offsite which includes, but is not limited to, loading and unloading busses and camp supervision in public places. All offsite trip locations are approved by management and the staff and must have access to medical services in case of an emergency. Offsite trip locations within walking distance could include Victoria Park, Vansittart Park, Southside Park, and more. Parents/Guardians will be advised of all offsite trips via the newsletter one week in advance.

All medication and allergy instances will be individually discussed and planned for on a case-by-case basis upon request.

Cancellation and Refund Policy The City of Woodstock offers day camps on a cost recovery basis. Sometimes a camp may be cancelled due to low registration. If the City of Woodstock cancels a camp, a full credit or refund will be available. Please note the following: •

If cancellation is requested prior to the camp start date, a full credit is issued; • Refunds are subject to a $25 admin fee per child per week of camp unless program is cancelled by the City.

Absence/Illness does not constitute notice of withdrawal.

Refunds can take 4 to 6 weeks to process. Cancellation fees are $25 per registrant, per camp. Medical notes may be required for refund requests due to illness.

Credits do not expire, can be used at all camp locations, and are processed onto parent/guardian’s account within 72 hours.

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City of Woodstock - Camp Guide