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Parents' Guide to

Windwood Day Camp’s

​Policies and Procedures

 

DAY CAMP SOFTWARE DETAILS  

A couple things to note:  Additional discounts will be applied to your cart based on the number of weeks you have selected.   All discounted registrations must be paid in full.   If you would like to select a payment plan, you will need to choose from the Regular Rate Weekly Sessions.   A deposit will apply to each week at check out only for the payment plans.  Please make sure to pay attention to the payment plans dates.  Those will be when your payment gets applied.  If you have siblings that qualify for the multi-child discount, you can apply the discount at check out by using the code: CHILD15.  Please remember the primary child does not qualify for this discount and it cannot be combined with any other discounted pricing. (Please remember if you forget to apply the code, we cannot adjust pricing after you have checked out.)

NEW UPDATES FOR THE 2024 SEASON

  • Drop off times will begin at 7:30am (7:30-9am) and (pick up times will remain 4-6pm)

    • Please contact the office at windwoodpark@gmail.com if you ​have any questions. 

    • Arrangements can be made for drop off between 7-7:30am for an additional charge. Space is limited.

  • Open House will be on Wednesday May 22 from 5:00-7:00pm

  • July 4th & 5th (Camp is only open July 1-3rd for a 3-Day Week)

    • Camp will not be open on July 4th and 5th. 

    • The weekly rate will be adjusted for this week.

    • Multi-Week Discount and Multi-Child discounts do not apply to this week.  

ADDING WEEKS 

  •  Weeks registered for at the time of registration may qualify for the multi-week discount.  If you need to add weeks to the initial registration, you will need to log back into your account and select those weeks. (A link to the account login in page can be found under the login tab on the website) *PLEASE NOTE:  THE MULTI-WEEK DISCOUNT ONLY APPLIES TO WHAT YOU HAVE IN YOUR CART AT THE TIME OF REGISTRATION.   FOR EXAMPLE: THAT MEANS IF YOU REGISTER AND PAY FOR 2 WEEKS AT THE $285 RATE AND AT A LATER DATE REGISTER FOR 3 MORE WEEKS AT $265 RATE, THE SYSTEM WILL NOT COMBINE THE SEPARATE TRANSACTIONS TO GIVE YOU THE 5 WEEK RATE OF $245. 

  • Please make sure to take this into account when you register for the initial registration.  Adjustments will not be made through the office. 

  • Weeks added after initial registration will not be combined with previously registered weeks.  Pricing will be based on the number of weeks you are adding at one time.  

ADDITIONAL FEES/CHARGES/LATE FEES

  • Project Fee

    • ($5/session)

  • Deposit

    • $50 will be charged for each session/week at check out. 

    • The deposit does apply to the balance if you attend the sessions/weeks you signed up for.

    • The deposit of $50/session is non-refundable for weeks not attended after the May 1st deadline.

  • Payment Plans

    • Are available at check out and auto pay is required for the payment plans. 

    • The software will auto bill for your weeks based on the payment plan you have selected.  

    • If you are not paid in full and you back out of weeks, you must contact the office to stop the auto pay.  Please make sure to check the dates that the payment is coming out.  We must be notified a week in advance to make the adjustment.  ($50 Deposit per session will not be refunded)

  • Transfer Fee

    • $10/per transfer (Weeks can be moved to different weeks if approved by the office ahead of time.  Please contact the office at least two weeks in advance to get possible approval.)

    • Please remember to let us know if lunches need to be transferred when the week is moved.

    • Lunches will not transfer to the following year.  Those will need to be applied during the current registered season.

  • Transferred Weeks

    • Sessions/Weeks that are paid in full but cannot be attended have the option to be moved to an open week later in the summer.

    • Moving weeks must be officially approved by the office before making that change.

  • Refunds

    • Deadline for refunds is May 1st.  (Processing fee will still apply to each session) There are no refunds after the May 1st deadline.  

    • If you need to back out of a week, refunds are available until May 1st.  Processing fees of $50/week will apply (Max of $150) prior to the May 1st deadline.  No refunds will be given after the May 1st deadline.

  • Processing Fees

    • A $50.00 processing fee will be charged per session for ALL refunds over $100.(Max of $150) before the May 1st deadline.

    • A $15.00 processing fee per session for ALL refunds under $100 (Applies to lunches, clinics, snack accounts, breakfast, etc.) (No refunds after May 1st for unused accounts)

  • Late Fees

    • ​$35 Late Fee/Week Applies if weekly tuition in not paid on time.  Must be paid on or before the Friday prior to the week you are attending.  Auto pay will be set up and processed on the dates you have selected under your payment plan.  If auto pay does not process because of insufficent funds, expired card, etc. you will be charged a late fee if you do not make the adjustment before the auto pay date. 

  • Registration Form

    • Parents must fill out a separate form for each child.  Sessions/weeks for both children cannot be combined at check out.  

  • Multi-child Discount pricing

    • Can be applied at check out for your second, third, etc. children only.  The discount does not apply to the primary child and can only be applied to the regular tuition rates.

    • Multi-child Discount Coupon Code: CHILD15 (only used towards regular rates)

  • Credit weeks

    • Can only be transferred to the following season and are not valid towards any other seasons.  

    • Credit weeks that are not applied to the following season will be void after that point. 

    • Transferred weeks also cannot be applied to any other child besides the child they were originally registered with.  

  • Promotions

    • All promotional offers cannot be applied to a week or weeks after you have checked out in the system.  Please make sure that if you are applying a promo code to do that before you check out.  You will not be refunded the difference if you forget to apply it. ​

ADDITIONAL FORMS AND DETAILS

  • Meal Tickets

    • $32.50/WEEK ($6.50/lunch) are available to purchase (online).

    • Late arrivals must call 724-935-6880 by 9am and contact the proper program extension, if they need a hot lunch. Lunches are nonrefundable. 

    • If you do not come to camp on a day you paid for lunch and you want to move it to another day, you must contact your child's program (724-935-6880) a day in advance or at the latest before 9am.  No changes will be made past 9am the day of. 

    • The Hot Lunch ticket and payment are required to get lunch for the day or week. They can be found online under the meals tab.

  • What not to bring

    • CAMPERS ARE NOT ALLOWED TO BRING: Star Wars Miniatures, Pokémon Cards, Swords, Squirt Guns, etc. to camp. Cell phones and game boys are only allowed during certain times of the day. Please see the parent policy guide. Please remember camp is not responsible for these items.

  • Parent/Guardian and Outside Help

    • No one will not be allowed to stay on the property with the children during camp unless they are hired staff members or are approved by management to attend.

  • Campers must remain in their assigned groups, unless director has approved a switch. 

  • Clinics will be available before the start of next summer.  

    • These are optional but great opportunities for more specialized sport training and creative minds.​

PICK UP AND DROP OFF PROCEDURES

 

  • Speed Limit of 5mph in this area

    • While In Line to pick up kids

      • Do not pass other cars.

      • Do not get out of your car when in line.  If you need to speak with us or come up to the office, please park down in the grass area or parking lot. 

      • Please have pickup password available to help keep things moving smoothly. 

      • Anyone that picks up your child must have the pickup password.  

    • Early Pick Up

      • Please check the schedule or call the main office (724-935-6880) to let us know when you will be arriving.

      • We will let you know which location to get your child.  Please have your pickup password available when you arrive.  

      • If you have someone besides the parent/guardian picking up, please let us know that when you call.

      • If you know ahead of time the details of leaving early, please provide us with a written note with the details for early pick up.  Who will be picking up, what time, and what date.     

    • Late Pick Up

      • If you are running late and cannot pick your child up until after 6pm.  Please call the proper camp department (724-935-6880) to let us know.  There is a $3 charge for ever 5 minutes you are late.  That payment must be made when you arrive.

    • Storming During Pick Up

      • If it is storming during pick up time, we may move pick up locations.  We will inform everyone if this happens.

    • Late Drop off

      • If you are dropping your child off late, you will be responsible for getting them to their group.  Please keep a copy of the schedule on hand.  A copy will also be available at the upper day camp.  Please make sure your child checks in with their counselor. 

  • Lunches

    • Packed lunches will be put in the upper day camp refrigerator when your child arrives at camp

    • Hot lunches need to be signed up and paid for before 9am at the upper day camp office.

    • Lunch tickets must be filled out and paid for at the time of checkout.

    • Lunch tickets are only available online under the Meals tab.

    • The lunch ticket and payment need to be submitted in order to receive lunch. 

 

  • Documentation

    • A Signed Registration Form and Payment in Full or Deposit must be paid in order to register your child for the weeks you would like to have.

    • An Emergency Card, Health Report, (these will be prompted to be filled out after you register) and Parent Policy Form (this form is attached to the registration) must also be filled out when you send in your registration.

 

  • Behavior Policy

    • We have a strict NO bullying policy.  Please see the attached “Anti-Bullying Policy” specifically explaining our expectations of the children and you as parents.  Please do not take this lightly. 

    • Bad Behavior Time Out policy

      • Warnings (your child will receive a warning before serving any time out.)

      • If the issue is severe, we will dismiss the warning and put your child in time out for 15 minutes.

      • If they receive a warning and the issue continues, then your child will be put in time out for 15 minutes. 

      • If the issue continues, and time out is given several times, you will be contacted, and your child will be sent home for the day. A meeting may also be scheduled with the parents/guardians to see if we can get to the root of the issue. 

      • After that if the issue continues each day, your child will be dismissed from camp. 

 

Please understand we want each and every child to have a great experience and enjoy being a child.  We also want each parent to feel confident in the safety and supervision of our staff.  That is why these rules are in place. 

 

  • Field Trips Policy (We are currently not doing field trips)

    • Each field trip will have its own individual permission slip.  We will include the description of supervision for that specific field trip and also specifics on lunch.  These slips will be handed out on Monday the week of the trip.  Please fill out the slip to your specifications and approval.  Then sign and have it back to us before the trip. 

 

  • Deep Water Test Policy

    • A deep-water test will be given in order to see if your child is safe to swim in the deep water.  The test also determines whether your child can go down the waterslide alone or not. 

    • The test consists of swimming the short length of the pool and back, certain strokes are expected to be used and treading water for the length of 60 seconds. 

    • If your child struggles and calls for help they will fail the test.

    • We will require that your child wears a specific wristband while in the swimming pool if they have not passed the deep-water test.  This is just and additional precaution that will be doing.  Please talk to your children about the importance of keeping it on while at the pool.  Our staff will hand out and collect the wristbands each day.

 

  • Electronics At Camp

    • We prefer you do not send the electronics to camp. We have seen may get lost or stolen.  The electronics have become a distraction to many of the children while at camp. 

    • Our policy states that no electronics are allowed to be used during scheduled activities, group games, or watersports.  Please relay this information to all of your children. 

    • If children do not listen and continue to have the electronics out, we will take them for the day and will return them to you during pick up.

    • Any inappropriate behavior on the electronics will result in dismissal from camp for the day and a phone call to the parent/guardian.  Also, the camper will not be allowed to bring that electronic back to camp.   

    • There is an attached “Policy for electronics”, that we ask you to read, sign, and return to camp their first day.

 

  • Pool Rules

    • We will provide you a list of the pool rules.  These rules are set for the safety of all people at the pool. 

    • Children not following the pool rules will result in a warning, time out, meeting with parents/guardian, then dismissal if it continues.

 

  • Bad Weather

    • During bad weather the children will be split up under the three separate pavilions.  We have many indoor games and projects for the children to do during this time.  If we need to move our pickup location to the lower camp, we will notify you by email that day.

  

  • Illness

    • If your child has developed an illness and has been at camp, please make us aware of what your child may have.  We will need to send home an illness report to the parents. 

    • If your child has diarrhea, please let us know.  Any child that has diarrhea will not be allowed in the swimming pool until they are feeling better.  If an accident would happen in the pool, we would need to close it for a long time to heavily chlorinate the water. 

 

  • First Aid

    • Basic cuts are taken care of by our counselors but anything more than that is taken care of by our First Aid/CPR Certified Staff Members. 

    • Emergency Action Plans are put into place in case a major accident would happen. 

    • Accident Reports are filled out, unless it is a basic cut. 

    • We will send home a small report if something has happened while at camp. 

 

  • Photo Permission Slip

    • We sometimes like to take pictures of the fun activities the children are doing at camp.  This will be available on the registration form.  

  • Bathroom Policy: 

    • All children must be properly potty trained before attending Windwood Park.  We understand that accidents can happen, so we have put a policy in place for that.   

    • If your child has an accident while at camp:

      • 1. If your child has a messy accident while at camp, you will be contacted by the director, assistant director, or head counselor.  You will have the option to come change your child or pick your child up for the day.  

      • 2. If your child has a non-messy accident while at camp, we will have your child shower and change into their extra closes for the day.  Then we will let you know at pick up that your child had an accident and if there are any further details, we may have for you at that time.   If your child does not have any extra clothes, you will need to bring clothes for your child to change into or pick your child up for the day.  

      • 3. If your child has multiple accidents while at camp, the director and assistant director may make the decision to remove your child from camp.  

  • Changing Policy

    • Children must be able to change themselves while at camp.  Counselors are not permitted to help change a child, unless written permission has been given.  Children will be responsible for following the changing room policy of 1 child to a stall.  Children will have time to change into and out of their swim wear, before and after swimming.  Counselors will monitor the main area but will not be permitted in the stalls to help change a child.  

 

ANTI-BULLYING POLICY

 

Bullying is when one or more people exclude, tease, taunt, gossip, hit, kick, or put down another person with the intent to hurt another. Bullying happens when a person or group of people want to have power over another and use their power to get their way, at the expense of someone else. Bullying can also happen through cyberspace: through the use of e-mails, text messaging, instant messaging, and other less direct methods. This type of bullying can also lead to persons being hurt during or between the camp seasons and be especially hurtful when persons are targeted with meanness and exclusion.   

 

At  Windwood Day Camp, bullying is inexcusable, and we have a firm policy against all types of bullying. Our Camp philosophy is based on our mission statement which ensures that every camper has the opportunity to acquire skills, knowledge, friendships, and life experiences while here at camp. We work together as a team to ensure that campers gain self-confidence, make new friends, and go home with great memories.

 

Unfortunately, persons who are bullied may not have the same potential to get the most out of their camp experience. Our leadership addresses all incidents of bullying seriously and trains staff to promote communication with their staff and their campers so both staff and campers will be comfortable alerting us to any problems during their camp experience and between camp seasons. Every person has the right to expect to have the best possible experience at camp, and by working together as a team to identify and manage bullying, we can help ensure that all campers and staff have a great summer at Windwood Day Camp.

 

  • If a camper is caught bullying, there will first be a strict warning given to make them aware of what they are doing.  A letter will be sent home to the parent or guardian that day.  We expect all parents or guardians to talk with the child about the bullying situation to help prevent it from happening again. If you have done this, then your child may return to camp.   

  • If the bullying continues, a parent will be contacted, and the child will be required to be picked up immediately.  A meeting with the parents or guardian will be held on the phone or in person to discuss the matter further.  The parents must agree to put their full effort in at home to help the child understand that what they are doing is unacceptable at camp.  This is the final straw.  If the effort is put in and we at camp feel comfortable with the child returning to camp, we will give them one last shot.

  • Anymore bullying from here on will result in the child being dismissed from camp.  

 

POLICY FOR ELECTRONICS AT CAMP

 

  • As we see the world of technology changing from when we were children, we also notice the affect it is having on the children. Although we prefer that you do not send electronics to camp, we are not going to ban them completely but instead try to limit the usage.  We have noticed over the last few years that it has become more and more difficult to get the children to participate in activities.  Many children want to sit out and play on their electronic devices instead of participating.  We feel that it is important for your children to enjoy the outdoors, try new things, and use their social skills while at camp.  When children are on their devices, they are much less social and unwilling to participate in activities.  This year we will have a strict policy on when the children can use the electronics.  It is our hope that you understand why we are putting this policy in place and that you speak with your children about when they will have permission to use the devices.  The electronic devices consist of game boys, tablets, cellphones, ipads, ipods, etc.

  • Also, we do not allow your child to take pictures or videos of other campers. If you child is caught taking pictures/videos we will ban your child’s device from camp for the remainder of the season. 

  • Social media is also not allowed to be used between campers and staff. We also do not allow children to verbally bully another child through social media.  If this is caught you child may be dismissed from camp. 

  • Windwood is also not liable for the electronics if you choose to send them to camp with your child. We are also not liable for how your child chooses to use the device while here at camp. 

Social Networking and Blogging Policy

In general, our camp views social networking sites (e.g., Facebook), personal Web sites, and Weblogs positively and respects the right of campers to use them as a medium of self-expression. If a camper chooses to identify himself or herself as a camper at our camp on such Internet venues, some readers of such Web sites or blogs may view the camper as a representative or spokesperson of the camp. In light of this possibility, our camp requires, as a condition of participation in the camp, that campers observe the following guidelines when referring to the camp, its programs or activities, its campers, and/or employees, in a blog or on a Web site.

 

  • Campers must be respectful in all communications and blogs related to or referencing the camp, its employees, and other campers.

  • Campers must not use obscenities, profanity, or vulgar language. 

  • Campers must not use blogs or personal Web sites to disparage the camp, other campers, or employees of the camp.

  • Campers must not use blogs or personal Web sites to harass, bully, or intimidate other campers or employees of the camp. Behaviors that constitute harassment and bullying include, but are not limited to, comments that are derogatory with respect to race, religion, gender, sexual orientation, color, or disability; sexually suggestive, humiliating, or demeaning comments; and threats to stalk, haze, or physically injure another person.

  • Campers must not use blogs or personal Web sites to discuss engaging in conduct that is prohibited by camp policies, including, but not limited to, the use of alcohol and drugs, sexual behavior, sexual harassment, and bullying.

 

Any camper found to be in violation of any portion of this Social Networking and Blogging Policy will be subject to immediate disciplinary action, up to and including dismissal.

Here are the times your child will be allowed to use electronics!

  1. All Children will be allowed to use devices during drop off (7:30-9am) and pick up times (3:45-6pm). 

  2. Children ages 7+ will be allowed to use their devices between 1-3pm (which is part of their free swim time)

 

POOL/SLIDE RULES

 

  • Deep Water Test Rule: As a member anyone under the age of 12, will be required to take the deep-water test. If you cannot pass the test, you will be required to stay in the shallow end of the pool which is roped off for your protection.

  • The deep-water test can be given to any one of any age so please let us know if you feel like you need to take the test.

  • Wristbands will also be available to purchase at the front desk as an additional precaution. The lifeguards know that if they see the wristband, that person has not passed the test and must stay in the shallow end of the pool.

  • Adult Supervision: All adults with small children are responsible for watching their young children while here at the facility. Please make sure to keep a close eye on them at all times. Any child left unsupervised causes a higher risk for injury and is unsafe.

  • Deep End of Pool: The deep end of the pool gets deeper as you walk in because of the angled sides, so please be careful as you walk towards the center of the pool.

  • Flotation devices are allowed up to the side chair closet to the diving board. Please do not take them into the area where people are diving.

  • Adults are allowed to swim in the deep water with a child but must be within arm’s length of the child at all times. Anyone that does not follow this rule will be told to go to the shallow end of the pool. Adults are only allowed to have one child at a time with them.

  • Potty Training: Children that are not potty trained will be required to wear a swim diaper. Also, if you have a young child, please remind them to use the restroom before they go swimming.

  • Baby Pool Area: The baby pool area is for children aged 0-4. There are no scheduled lifeguards at this location. Adults must be present at all times if child/children are in the pool.

  • Waterslide: You must pass the deep-water test, be taller than the sign, or be over the age of 11 to go down the waterslide.

  • Only one person at a time can go down on each slide. Mats must be used, and you must sit with your feet first.

  • Please wait for a lifeguard to signal you to go. No goggles or floats allowed on the slide.

  • Pool Closing Time: An announcement will be made 15 minutes prior to close to remind you that closing time is near. Please use that time to prepare for departure. The pool will not close until the scheduled time.

  • One bounce on the diving board

  • No goggles on slide or diving board

  • Kids must walk up on the path to the top of the slide.

  • Kids must exit the slide pool immediately.

  • Must sit or lay flat going down the slide, No knees or headfirst!

  • No ball tossing or chasing ANYTHING down the slide, it will get sucked into the blowers.

  • Must pass the deep-water test before going on the slide.

  • No one is allowed to sit on a parent's lap going down the slide.

  • No swimming under the diving board

  • No stopping the water coming out of the jets in the pool, it will blow up the filter.

  • No running on the concrete

  • No chicken fighting or children on shoulders

  • No parent can catch a kid off the water slide!

  • No hitting with the noodles

  • Only squishy balls can be in the pool, no further than the 1st guard chair. No playing with the balls/squirt guns on the diving board, no exceptions!!

  • No swimming under the board or hanging on the board.

  • No playing around the ladders or hanging on the ladder.

  • NO back flips off the board

  • No Jumping/diving on the sides of the diving board, jumping from the side of the pool desk is to be done between the ladders.

  • NO HANGING ON THE ROPE or SWIMMING OVER THE ROPE!!!

  • No stacking of inner tubes or diving off of them.

  • No chairs are allowed in the swimming pool.

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