DROP OFF/PICK UP PROTOCOLS
To help the drop-off/pick-up process run smoothly and efficiently for all, please follow the following guidelines upon registration for camp:
- Prior to the first day of the program, ensure you have completed all required items: payment, registration, health history, medication, additional waivers.
- Know where program is located, its address and specific parking/drop-off/ pick-up instructions.
- Ensure the Y has your correct email on file. Weekly program newsletters are sent via email the Thursday before the program begins.
- Program hours vary by site, please see your site director specific site program hours
- When you pick up your child: Always bring a valid government issued photo ID. (i.e. - driver’s license, military ID, passport, ID card)
- Ensure that every person who will pick up your child is listed as Authorized Pick-up on health history form and/or on Playerspace electronic forms and that it matches the name on their government issued photo ID.
Once you arrive on site, follow these steps:
- Park in the parking lot and proceed to the tables for sign-in and sign-out.
- You and your child(ren) will be greeted by our staff who are happy to assist you with all of your questions. We will escort your child(ren) into the program area in the morning.
- After showing your government issued ID and signing out your child(ren) in the afternoon our staff will assist you in locating your child(ren).
- What if my child is going to be absent?
If your child will be absent from the program, please call your site director. Give your child’s name and his/her group name if possible. There will be no credits or refunds for missed days unless a doctor’s note is provided.
What if I am late picking up my child from the program?
Participants not picked up at the end of the day will be supervised by YMCA staff. A fee of $1.00 per minute after program closing time will be charged per child. For example, program ends at 5:00 pm, and a child is picked up at 5:25 pm, there will be a charge of $25.00. Every attempt will be made to contact parents and Emergency Contacts listed on your child’s Health History form. If by 1 hour after closing we cannot get a hold of the parents and the child has not been picked up, we are required to contact Child Protective Services and local authorities.
What if I need to add or delete someone from my authorized pick-up list?
You may change pick-up information at any time, simply update your Medical Consent Form through the PlayerSpace website.
What is the process to fill out my health history forms and waivers?
After you are registered for camp, you will receive an additional email will invite you to fill out the necessary forms and waivers through PlayerSpace. PlayerSpace is the safe and secure third-party vendor we will be utilizing to collect the necessary forms. If you are returning to us, you will only need to update the previous information we have collected from you in the past. If you are new this year, you will need to fill out all forms.
Am I required to sign my child in and out daily?
Your child’s safety is our top priority. You must sign your child in and out of our programs each morning and afternoon. Please do not drop your child off or instruct them to sign themselves in and/or out. This is for the protection of your child as well as the YMCA. The only people that your child will be released to are the ones you have listed on your Authorized Pick Up on your medical Consent Form. Teens enrolled in our Teen Camp may sign in and out only if current permission form is submitted prior.
CAMP RULES
The YMCA has 7 basic rules for all children:
Speak for yourself... not for anyone else.
Listen to others... then they’ll listen to you.
Practice caring and honesty... be a bucket filler.
Stay with the group and keep a safe distance
Show respect... every person is important.
Take charge of yourself... you are responsible for you.
Have fun!
SUPERVISION
Who is watching and caring for my child?
We are confident that we have the best staff around. Our staff is as diverse as our youth. The majority of them are college students and a small percentage are finishing high school. 80% of our staff are at least 18 years of age and older.
All program staff are fingerprinted and undergo background and reference checks. All staff are certified in basic or pediatric CPR, first aid and Child Protection Training.
Most importantly, our staff are people who love kids. They want to spend their time playing, teaching, and working with children. They are caring, energetic and responsible people with big hearts.
What training do staff receive?
All staff are required to attend 3 days of training prior to the first day of the program. The directors attend additional training.
In addition to learning all the policies and procedures of the YMCA of Silicon Valley camping program, staff learn techniques for how to best interact with children and how to use positive discipline techniques. They also learn songs, games, skits, and arts & crafts projects.
What is the YMCA's commitment to the safety of my child?
As camp professionals, we understand that your biggest concern is for the safety of your child. We also know you have goals for your child’s development related to the powerful lessons the camp experience provides in community, character-building, skill development, and healthy living. We share those same goals, which is why we have taken the added step of becoming an accredited camp through the American Camp Association (ACA).
Beyond this accreditation, the YMCA is deeply committed to keeping youth safe. Protecting children in our programs is our top priority. YMCA of Silicon Valley provides a safe and nurturing environment for 160,000 children and teens who participate in our programs throughout Silicon Valley each year. We maintain rigorous procedures and policies related to hiring, training and supervising staff, and caring for children of all ages. Learn more about our Commitment to Safety.
What if my child needs special accommodations to participate in a YMCA Day Camp program?
If your child has special needs, please let us know during enrollment. We want to provide the best environment for everyone and will make reasonable accommodation to fully include every child in activities. Failure to inform the Y at time of enrollment may result in a delayed program start.
Can YMCA staff babysit my child?
Although our staff work well with children, our child protection policy does not permit YMCA staff to babysit for families involved in our YMCA programs.
What if my child becomes ill or gets injured while at the program?
If your child becomes ill while at the program, our staff will contact you to pick them up. If your child is injured, the staff will take whatever steps are necessary to obtain medical attention. Your child may be transported to the hospital by an ambulance or by a YMCA vehicle. All expenses for emergency medical care are the responsibility of the parent or guardian.
In the case that a camper develops COVID symptoms at camp, we will contact the family to pick up. The camper will be directed to an isolation area where they will await pick up. We are asking parents to pick up their child within the hour of our call for the safety of the child and other participants and staff.
What happens if my child has a discipline issue at the program?
Our staff are trained and are expected to resolve misbehaviors in a positive manner. Our staff speaks with the child, allows them to take time out to think about the issue, discuss the issue/solution with the child, then let the child return to the activity. In more severe cases, the child will be kept out of the activity and the parent will be asked to pick up the child. Together, parents and YMCA staff will work out a custom-designed behavior modification method depending on the severity of the issue.
In the event the issue persists, the child may be suspended or expelled from the program. Some acts may result in immediate suspension or expulsion, including but not limited to fighting, intentionally harming others, theft, and possession of weapons or drugs. Our policies do not grant refunds or credits for missed program days due to behavior issues.
What are the bathroom procedures?
No child is ever alone and no child is ever alone with a staff member. All children will take trips to the bathroom with the entire program and/or program groups escorted by staff. Bathrooms are inspected for safety by staff before children are allowed to use them.
What if I need to speak with my child while they are at the program?
We understand that urgent situations come up. If you should ever need to reach your child while they are in program, please call the site director for your location.
How do I communicate with the YMCA Staff?
Most communication can be done through contacting the site director and speaking directly with your child’s staff during drop-off and pickup each day. It is vital that you inform us of changes happening in your family. Such changes include moving, hospitalization of a sibling or parent, altercations in the parent’s relationship, etc. These influence the way your child relates to others. Staff members can better provide for a child’s needs if they are aware of the situation. We will treat this information with the utmost confidence.
In case of an emergency:
If you need to get in touch with your child in case of a family emergency, call your program director. You can also email ycamp@ymcasv.org
Sign In & Out Procedures
We ask that parents/guardians be mindful of social distancing
Sign in/out will take place in a general area
THINGS TO BRING / WEAR
What should my child wear to the program?
Children are required to wear closed-toe shoes daily. We encourage children to wear comfortable clothes that they don’t mind getting dirty. Weather varies during summer, please bring jacket or sweatshirt accordingly. Additionally, some specialty camps require specific attire. Please review the highlight sheet for camps for these requirements.
What should my child bring to the program?
Lunch
Water bottle: This will help your child stay hydrated during the day
Label all items
Face coverings are recommended. We encourage families to pack it in the event their children become ill, etc.
Should I pack water for my child?
Yes, parents are responsible for providing their child with plenty of fluids for the day. We will take several water breaks throughout the day so children will have opportunities to refill their bottles.
What if my child loses something at the program?
We know that sometimes things get lost. The best ways to prevent the loss of property is to leave it at home and to label all of your child’s belongings. Lost and found items are kept at the YMCA for two weeks before it is donated to charity. The YMCA is not responsible for possessions that are lost or stolen.
What shouldn’t my child bring to the program?
- New or expensive clothes
- Personal computers/tablets
- Video games
- Cell phones
- Personal CD players/stereos/MP3 players
- Expensive jewelry/watches
- Money
- Toys and card games
- Alcohol or drugs
- Personal sports equipment
- Vehicles
- Animals
- Weapons
DEPOSIT / CANCELATION / REFUND POLICY
DEPOSITS
For each child attending Day Camp, there is a $20/week deposit. Camp deposits are non-refundable, but can be transferred as a deposit for a different week of camp. Transfers require two week notice and are subject to space availability.
FEES
Fees are due in full two weeks prior to the start of the session. If day camp fees are not paid in full two weeks prior to the start of the session, your child’s registration will be cancelled. If you are struggling to pay the fees in time, please notify our staff. Financial Assistance is available for those who need help to pay. Once your camp balance is paid in full, your child can attend if space is still available.
CANCELLATIONS AND REFUNDS
Cancellations made in writing up to two weeks prior to the start of the session will receive a refund, minus the $20 per week per child nonrefundable deposit and a $15 processing fee.
Cancellations requested less than two weeks prior to the session start date are non-refundable. Cancellations are required in writing by emailing ydsupport@ymcasv.org.
All fees are charged on the basis of enrollment, not attendance. Refunds/prorates cannot be granted for absences due to vacation. If your child becomes ill, a refund will be processed if a Doctor’s note is provided. A refund for missed days or an entire week of camp will be issued as appropriate.
Refunds will not be given if your child is suspended or terminated from the program.
A TYPICAL DAY CAMP SCHEDULE
Day Camp Daily Schedule:
Activities times are subject to change based on site, camps and field trip schedules.
- 8am-9am: Youth choice activities (outdoor games, board games, arts, etc.)
- 9am-10am: Rally and Small Group Games (Teamwork activities)
- 10am-12pm: Theme Activities Specific to Individual Camp (STEAM)
- 12pm-1pm: Lunch and Group Game
- 1pm-3pm: Theme Activities Specific to Individual Camp (STEAM)
- 3pm-4pm: Snack provided by YMCA and Small Group Activities (SEL activities)
- 4pm-5pm: Youth choice station activities (outdoor games, board games, arts, etc.)