2021 Camp Parent Handbook Covid Edition

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

Content Welcome ............................... 1 Contact Information .............. 2 Camp Staff and Training ........ 3 Camps during Covid-19 ......... 4 Cowan Park Exterior Map ..... 5 Online Registration ............... 6 ePACT .................................... 6 Drop-off and Pick-up ............. 6 Before and After Care ........... 7 What to Bring ........................ 7 Lost and Found ...................... 7 A Day at Camp ....................... 8 Subsidy Programs .................. 9 Medication and Allergies ...... 10 Inclusion Support .................. 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 your children’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 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-todate 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!

Participant Safety .................. 10

Sincerely,

Newsletter and Schedules..... 11

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

Water Safety ......................... 11 Offsite Trips ........................... 12 Cancellations and Refunds .... 12

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, we suggest adding these email addresses to your contact list.

Recreation Camps Cowan Park Sportsplex—Main Covid-19 Site 895 Ridgewood Dr. - Woodstock, ON N4S 7W2 Woodstock District Community Complex 381 Finkle St. - Woodstock, ON N4V 1A3 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

519-537-8411 x2901

519-539-6761 x2801

museum@cityofwoodstock.ca

wageducation@cityofwoodstock.ca

Page 2

City of Woodstock - Camp Guide

Camp Staff The City of Woodstock camp staff members are professionally trained secondary and post-secondary students 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, inclusion 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, automated external defibrillation, and emergency preparedness;  WHMIS and Health and Safety training;  HIGH FIVE, Principles of Healthy Child Development review.

HIGH FIVE is based on five principles of healthy child development that are essential to ensuring quality programming.

This foundation comes from extensive research into what constitutes quality experiences for children, and the practical application of these principles in programs across Canada.

City of Woodstock camps are also consistently evaluated using the HIGH FIVE Quest II evaluation tool. This is a statistically validated program evaluation tool used to monitor the quality of camps and programs. The assessment requires that a program supervisor observe and score a program using 27 quality indicators and work with staff to improve the program. The Safeguard program is safety supervision training for camp staff who accompany groups of young people to pools or waterfronts. Safeguard focuses on water safety awareness, accident prevention and the principles of aquatic safety supervision.

City of Woodstock - Camp Guide

Page 3

Camps during the Covid-19 Pandemic The City of Woodstock is committed to offering safe, fun, and interactive camps during the Covid-19 Pandemic. There will be many protocols in place to ensure the health and safety of campers, staff, and parents/guardians. The City will continue to take direction from the Province and from Southwest Public Health in order to deliver high quality camps.

Location

Masks and Physical Distancing

In 2021, camps will operate exclusively out of Cowan Park Sportsplex and off-site trips will be limited to nearby outdoor spaces (i.e., local trails). This is due to the unavailability of the Reeve’s Community Complex.

All campers will be required to wear masks throughout the duration of camp. Exceptions will be made during eating times. Camp staff will also be required to wear masks, as well as face shields.

All activities will be planned to ensure campers are physically distancing from each other. Each group/cohort will have their own designated equipment and supplies that will be sanitized after each use.

Cohorts Each week, campers will be placed in cohorts and there will be no mixing with other groups. Each cohort will have their own designated staff and volunteer helpers; those leaders will remain solely with that cohort throughout the entire week of camp.

Drop-off and Pick-up Parents and guardians will drop off their campers in a designated zone in the parking lot (see page 5 for map) and must remain in their vehicles. Weather depending, campers will congregate outdoors.

Campers from the same household who are close in age may be put into the same cohort upon request from the parent/guardian.

For pick-up, parents will drive up to the same designated zone, check-in with a staff, and wait for their child to be escorted out to them. In the meantime, staff will check their photo ID and complete the camper sign-out.

What to Bring to Camp during Covid-19 

Extra Face Masks and Personal Hand Sanitizer  Pencil Case with basic craft supplies (scissors, glue, marker, pencil crayons, etc.)  Indoor Shoes (can be left at Cowan Park Sportsplex throughout the week)  Bathing Suit for Outdoor Water Activities (see Page 7 for more information on what to bring)

Page 4

Water Activities This season, swimming at aquatic centres will most likely not be an option. In place, campers will participate in a variety of safe and fun on-site water activities. Campers should still pack a swimsuit and towel when advised.

City of Woodstock - Camp Guide

City of Woodstock - Camp Guide

Page 5

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. 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 our 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 your children. An ePACT account must be completed for each child and shared with the City of Woodstock through the software before your child can attend camp.

This season, all campers must pass a Covid-19 Screening, administered through ePACT, each day before arriving at camp.

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.

This season, parents/guardians will not be permitted to exit their vehicle during camper drop-off or pick-up. You will enter into the parking lot, follow the designated signage, and drive up to the drop-off area. A camp staff will greet you at your vehicle, confirm the completion of the ePACT form and Covid-19 Screening, and officially sign-in the camper.

Upon pick-up, parents/guardians will enter the parking lot and park in one of the designated parking spaces. A staff will greet you at your vehicle, confirm photo I.D. and radio to the camp leader for the child to be escorted to the pick-up area. Children aged 10 and older may sign themselves out of camp with approval on their online ePACT registration form.

Please contact us 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. If you are arriving late, 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”.

Page 6

City of Woodstock - Camp Guide

Before and After Care The City of Woodstock Recreation Camp runs from 8:00am until 5:00pm, so children can attend camp any time during those hours.

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 us 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;  *Please note that campers will be required to apply their own sunscreen; parents/guardians should practice with children prior to attending camp) A healthy lunch and two snacks packed in an insulated lunch bag; Labelled, refillable water bottle; Comfortable shoes for outdoor play (no flip-flops or dress shoes); Clean indoor shoes for Turf; Extra face masks and Hand Sanitizer; Bug Spray (optional); 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 children require 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

Page 7

A Day at Camp Day camp 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 children may be doing on a normal day at camp.

Time

L’il Adventurers (Age 4-5)

8:00am-9:00am

Sign-In with Activity Stations and Games

9:00am-9:30am

Icebreaker and Team Building Activities

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

Moderate/High Energy Games

1:30pm-3:00pm

Water Activities

3:00pm-4:00pm

Snack and Games

4:00pm-5:00pm

Sign-Out and Activity Stations and Games

Time

Adventure Camp (Age 6-8)

8:00am-9:00am

Sign-In with Activity Stations and Games

9:00am-9:30am

Icebreaker and Team Building Activities

9:30am-10:00am

Snack and Washroom Break

10:00am-10:45am

Library Visit

10:45am-11:30am

Low Energy Games and Craft Time

11:30am-1:00pm

Lunch Break

1:00pm-2:15pm

Moderate/High Energy Games

2:15pm-3:15pm

Water Activities

3:15pm-4:00pm

Snack and Games

4:00pm-5:00pm

Sign-Out and Activity Stations and Games

Time

Adventurers University (Age 9-12)

8:00am-9:00am

Sign-In with Activity Stations and Games

9:00am-10:00am

Icebreaker and Team Building Activities

10:00am-10:30am

Team Building Activities

10:30am-10:45am

High Energy Games

10:45am-11:30am

Craft Time

11:30am-1:00pm

Virtual Guest

1:00pm-2:15pm

Water Activities

2:15pm-3:15pm

Snack and Games

3:15pm-4:00pm

Low Energy Activities

4:00pm-5:00pm

Sign-Out and Activity Stations and Games

Page 8

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?

Children 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 your child 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 are encouraged to complete the online application to receive Jumpstart funding.

City of Woodstock - Camp Guide

Page 9

Medication and Allergies All City of Woodstock camp locations follow a strict nutfree environment policy. There may be additional allergies each week, and these will be communicated to parents/guardians through the newsletter. For registrants with severe or life-threatening allergies, remember to note all medication and allergy information on the registrants ePACT account and contact the camp location to make the necessary arrangements. if you are sending your child with WOWbutter (or another nut free butter substitute) please indicate this using a note or sticker.

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.

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 campers must be fully toilet trained. If your child requires extra support in the washroom, please contact us to set up a support plan. Remember to indicate extra support required when registering your child 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 for the child. We encourage parents/guardians to communicate with camp staff daily to ensure the child’s needs are being met.

Participant Safety and Emergency Procedures Children’s 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 children arrive and children 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 child to the hospital and remain with them until an authorized caregiver arrives.

Page 10

City of Woodstock - Camp Guide

Weekly Newsletter and Schedules Newsletters provide important weekly and daily 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 camp location for up-todate 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 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. Due to Covid-19 Safety Measures, campers will not participate in swimming activities at an aquatic facility at this time.

City of Woodstock - Camp Guide

Page 11

HIGH FIVE - Our Commitment to Children The City of Woodstock is committed to developing and delivery programs that are child-centered and reflect our values of respect, diversity and inclusion. All of our camp staff are trained and certified in HIGH FIVE - Principles of Healthy Child Development and our 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 of our 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 our children’s 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

All of our program assessments are logged into the HIGH FIVE database and tracked to ensure a minimum quality standard and to address any areas of concern. We encourage parents/guardians to help us monitor program quality by discussing the program with your child. You 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.

Page 12

City of Woodstock - Camp Guide

Our Quality Indicators: How do Managers Know?

We believe that the most valuable information about the quality of a program comes directly from children and their family. All of our program plans and staff training are done with the belief that by constantly asking ourselves just a few simple questions can strongly indicate the quality of a program: Is every child making and maintain healthy relationships (with adults and other children)?  Children making friends and interacting cooperatively and respectfully is a strong indicator that care has been taken by staff to role model and foster those bahaviours.  If staff are planning and facilitating games and activities aimed at learning names and taking turns then children will form healthy relationships with each other.

How do the campers feel at the end of the day?  Do they still have energy to burn? If your child happily falls asleep in the car on the way home, we often consider that an indicator as a successful day at camp!  Have they eaten everything that was packed in their lunch bag but still have an appetite for dinner? Healthy young bodies need nourishment throughout the day. If a child comes home with a full lunch bag then our staff have not done their jobs to ensure your child’s health throughout the day. If your child appears to not have enough to eat throughout the day, camp staff will be in touch to help find the right balance.  Are they feeling bored, angry, upset or frustrated? These feelings can indicate a number of issues. Our promise to campers and parents is that we will work closely with you to ensure that we can make adaptations to the program to keep it fun and challenging for everyone; to ensure lots of choice and participation in planning from all campers, to ensure the right balance of active and quiet activities and pace throughout the day; to ensure that all leaders are attentive to and react quickly to any indication that things are not going well.  Are children excited to come back? The most important time for camp management is Tuesday morning. Are campers quickly and listlessly waving goodbye to the same parents they struggled to let go of on Monday morning? Do campers know where they are going or do they feel lost? Do they recognize their camp leaders and fellow campers? Are they nervous to begin another day or are they excited and comfortable?

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.

City of Woodstock - Camp Guide

Page 13

Offsite Trips Normally, the City of Woodstock camps make frequent offsite trips to neighborhood parks, local facilities, and other attractions. However, due to Covid-19, offsite trips will be limited to outdoor spaces within walking distance.

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 more than 2 weeks prior to the camp start date, a full credit is issued;  If cancellation is requested less than 2 weeks prior to the camp start date, a credit less a $25 admin fee is issued.

Absence/Illness does not constitute notice of withdrawal. Refunds can take 4 to 6 weeks to process. Cancellation fees are $25 per child, 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.

Page 14

City of Woodstock - Camp Guide