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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 safe  

  • 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


Violation Examples: 

  • 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.  

Camp Staff  

​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 


Drop-off/Pick-up Onsite

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.  


Absent Campers 

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.  


Sick Campers  

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.  


Early Pick-Up  

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.  

Late Pick-Up  

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.  


Refund Policy  

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.  


Tax Receipts  

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. 

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