Policies & Procedures
Onsite Camp in 2023
Medications: For medications other than an auto-injector/Epi Pen, a Medication Record Form must be completed for any required medication to be administered to your child during camp. The Medication Record Form and medication is to be given to your child’s camp instructor who will keep it in a secure location. The team member who assists your child with their medication will sign the form confirming they observed the medication was taken and at what time.
Procedure when sending medication to camp: 1. Upon arrival to camp on the first day, please notify the Camp Director that your child needs to take medication during camp hours. They will provide you with a Medication Consent form. You must read, fill out, and sign the form stating the type of medication, dosage and dispensing time. 2. Send the medication in the original prescribed container. 3. Medication should be given directly to the Camp Director by an adult.
Life Saving Medications: If your child requires an auto-injector/Epi Pen or inhaler, they must be kept with the child in a portable labeled bag (ie: fanny pack) for the entire day or given to your camp instructor who will keep it safe and readily available for use if needed. Registrations that indicate severe allergies requiring an Epi pen will be required to complete a separate auto-injector/Epi Pen Consent Form and this will be provided to you on the first day of camp.
Emergency Procedures Onsite
All Medics Camp staff members have a first aid kit and access to the emergency medical services (911). Camp instructors and counselors are certified in Standard First Aid & CPR Level C. For minor injuries your child will be assessed and treated by a member of our Medics Camp team and an incident report will be provided to you at the end of the day at pick up. In the unlikely event of a serious injury or condition, emergency medical services (911) will be called immediately to respond to the situation. The parent or person listed as the emergency contact on the registration form will be contacted immediately with information regarding the incident. If an ambulance is required to transport your child to the hospital, a member of our staff will accompany your child and remain with him/her until a parent arrives, so that a child is never left unattended.
Snacks and Lunch Onsite
Please send your child with a nut-free healthy lunch and two snacks for the day as well as a re-usable water bottle. Water bottle refill stations are available onsite, and we encourage campers to hydrate.
Medics Camp has a nut-free policy. In our pre-camp communications, we may also ask that you refrain from sending your child with other food items should another child in your child’s camp have a severe, life threatening allergy. Medics Camp staff strive to create an allergy-safe environment but please note that this does not imply a guarantee that there is zero risk. Medics Camp staff use the following safe eating procedures:
Children with severe allergies are given a colored bracelet on day 1 to identify them
Children are not allowed to share or sample food with other campers at any time
All children are required to wash their hands before and after eating
All tables and eating surfaces are washed before and after eating using Lysol brand disinfecting wipes
COVID Policies and Procedures: Medics Camp is a medical science based camp and we will continue to implement measures that reduce the risk of COVID transmission. We want to keep all campers safe. Just as we have a NO NUTS policy to protect those with severe allergies, we have COVID policies to keep our campers and staff with other medical conditions safe too.
Last summer in 2022, we required all staff and campers to wear masks while indoors because social distancing wasn't feasible and the policy proved to be extremely effective in preventing the spread of infection over the course of our 5 weeks of summer camp. Medics Camp parents and campers were overwhelming supportive of our mask and COVID policies which makes sense given the type of camp that we are.
We recognize the current challenge of implementing a mask policy for 2023, despite high case counts and hospitals being over capacity. Medics Camp continues to maintain a philosophy of "protect yourself and others" and "do no harm" but at this time our COVID policies will follow local public health guidelines related to masks. We reserve the right to change our policy at any time.
Medics Camp will always support the wearing of a mask indoors. Doctors wear masks to prevent the spread of germs and at Medics Camp, kids are doctors for a week so they should feel very comfortable in their decision to wear a mask. Camp room instructors will make every effort to create a seating arrangement that further supports those who choose to wear a mask indoors.
All staff and campers will still be temperature screened in the morning when they arrive and anyone with a fever or showing signs of illness will be sent home. We will follow public health guidelines related to return to work, school or camp. A link will be provided on our home page in July for the most current public health guidelines.
We recognize the ethical and financial dilemma parents may face when they consider whether to send a sick child to camp. While we do not provide refunds for missed camp days for any reason, we want to support families doing the right thing by keeping their sick kids home and preventing others from getting sick. If your child misses 3 or more days of camp and you provide us with a doctors note for this absence we will allow a one time transfer to another camp week if there is still a space available for their age group. If there are no spaces available for a transfer, you will be given a credit for 50% off towards next summer's camp. The credit is only valid for one year and is offered only when there isn't a transfer option for the current year.
Medics Camp Code of Conduct
We believe that a positive camp experience strengthens and builds a child’s self esteem. Our camp code of conduct rules are simple:
Be respectful of people and property
Keep your hands to yourself
Speak nicely to each other
Touch only what belongs to you
Stay within the designated camp activity area
Listen to your instructors and counselors
Ask for help if you need it
Contribute to a positive learning experience
Endangering the health and safety of themselves, other campers, and/or staff or volunteers.
Stealing, damaging, or failing to care for Medics Camp equipment or property.
Stealing, damaging, or failing to care for facility property or the property of others.
Continual disruption of program delivery.
Refusal to follow the behavior guidelines.
Inappropriate physical contact.
Using profanity or inappropriate language or displaying clothing with offensive content.
Bullying or acts of aggression or violence.
Possession or use of illegal substances, tobacco, or alcohol.
Possession of weapons - any object that may cause harm to another or place another person in fear of his/her safety, may be considered a weapon.
Code of Conduct Remediation Steps
Medics Camp Staff will redirect the camper to a more appropriate behavior.
The camper will be reminded of the behavior guidelines.
Repeated behaviors which are unacceptable at camp will be communicated to parents at sign out or if necessary, we will call you.
Staff will document the situation. The written documents will include what the behavior problem was, what provoked the problem, and the corrective action(s) taken.
If the behavior persists, the Camp Director may find it necessary to have the camper picked up early from camp and they may be asked not to return.
If a camper's behavior at any time threatens the immediate safety of him/her, other campers, or staff, the parent/guardian will be notified and expected to pick-up the child immediately.
Note: In order to ensure that all campers have a positive experience we reserve the right to withdraw a child from Medics Camp if they are unable to comply with our Code of Conduct. There will be no refunds given for campers who are withdrawn from the program due to violations of the Code of Conduct.
Each Medics Camp location has a Director and/or Assistant Director who is responsible for the safety and well-being of all of onsite campers, ensuring the delivery of Medics Camp programming, and communicating with parents (onsite and online). The Medics Camp team is comprised of instructors who are responsible for the delivery of our Medics Camp programming content to their respective age group and supported by counselors, co-op students and volunteers who are responsible for assisting with activities, experiments and games in the camp room and supervising and ensuring camper safety. Instructor backgrounds vary from camp to camp, but we look for university students and new grads who have studied a health related science and have experience in teaching and working with children. All instructors must have a satisfactory vulnerable sector screening and be certified in standard first aid and CPR.
Camper/Instructor Ratios Onsite
In order to ensure a high level of supervision and safety we meet or exceed the following staff to camper ratios.
Munchkin Medics (level 1) ages 6 -7 years - 1:8
Mini Medics (level 2) ages 8 - 10 years - 1:8
Junior Medics (level 3) ages 11 - 13 years - 1:10
FALCON ages 14-16- 1:10
The safety of our campers is our number one priority so it’s important that everyone is aware of our process for drop-off and pick-up. All campers will need to be signed-in to Medics Camp every morning. Instructors try and wait for all campers in their group to arrive (within reason) before starting their program for the day, so please let us know if your child is running more than 15 minutes late for arrival or will be absent from camp that day.
If your camper is going to be away and will not be attending camp, please call or text the director at 647-428-0004 before 9:00 a.m. on that day. Alternatively, you can also communicate to one of our Instructors at drop off/pick up, if you know in advance that your child will be away on a day of camp. Refunds or credits are not provided for any missed days.
If your child is not going to attend Medics Camp for a day due to illness, we appreciate being notified as early as possible either by phone or text. (see absent camper contact info above). Refunds or credits are not provided for any missed days.
If campers are being picked up early (before 3:30 pm) from camp, please notify us at morning drop-off. When possible, we’ll try and modify our activities so that your child doesn’t miss too much.
For the safety of your child, only those individuals you have listed as emergency contacts will be permitted to pick-up your child from camp. If your schedule changes and you need to authorize an additional person to pick up your child, please let a team member know in the morning when you sign them in or you can call or text the director at 647-428-0004. Children who are 12+ can sign themselves out if a parent or legal guardian provides written permission for them to do so in advance.
You or your designate MUST pick up your child no later than 5pm. Our building permit ends at 5pm and everyone-staff and campers ALL must be out of the building at 5pm. There is no grace period. If your child is not picked up by 5pm a $5 late fee per minute past 5pm will automatically be charged to your account. We apologize for the strict policy but even a minute late violates our building permit agreement with the school and jeopardizes our ability to operate Medics Camp.
The Medics Camp refund policy for your child’s specific camp can be found on our website under cancellations. Since this varies from year to year, we don’t include it in this document. Please note that some of our host facilities for our Mobile Medics partner program may have a different refund policy because you’re paying them directly. In this case, you should refer to their camp refund policy as we are just a guest provider. Refunds will not be provided for inclement weather, late arrivals, illnesses, absences or if your child is asked not to return to camp due to behavior issues that couldn’t be resolved.
You can use the email confirmation with household account summary that was sent when you registered or you can download it by logging into our Campbrain registration system.
Camp Onsite Emergencies
In the unlikely event of a non medical emergency at camp, our staff has been trained on site specific safety and emergency protocols. All Emergency procedures are reviewed with our campers on the first day of each camp.