7.1 Summer Camp Guidelines

Chapter 2 Business Operations> Section 7 Summer Camp

TABLE OF CONTENTS

• Overview/Purpose
• 7.1.1 Camper Definitions
• 7.1.2 Camp Registration
• 7.1.3 Promotions
• 7.1.4 Standard Rates
• 7.1.5 Fees & Payments
• 7.1.6 Attendance & Withdrawal Policies
• 7.1.7 Field Trips & Meals
• 7.1.8 Drop-Ins
• 7.1.9 Transition Sheets
•  7.1.10 COA Xtreme
• 7.1.11 Key Dates
• 7.1.12 DSS Fee Matrix

Overview/Purpose

To establish guidelines and procedures for Summer Camp 2025, ensuring a structured, flexible, and enjoyable summer program for campers.

7.1.1 Camper Definitions

• Senior Campers: Children participating in offsite field trips.
• Preschool Campers: Children enrolled in Two’s – Pre-K who participate in in-house summer activities.

7.1.2 Camp Registration

The steps outlined below pertain to the registration process for Summer Camp:

• Camp Registration will start February 10^th.
• Families with currently enrolled childrenwill login to their Online Portal to complete Camp Registration for their enrolled child.
  1. www.childrenofamerica.com/portal
• Potential new families and currently enrolled families with siblings not enrolledmust complete the standard registration process, which includes being added to the leads, leaving a deposit in ProCare, and claiming the EBS promo in PEEEPS for Senior Campers.
  1. Note: EBS Promo does not need to be claimed for currently enrolled children (this is handled through the portal)

7.1.3 Promotions

The following promotion will be available for Summer Camp 2025:

• Early Bird Special
  1. New and existing families have from February 10^th to March 31st to lock in EBS promotional rate.
  2. EBS Rate is exclusive for Senior Campers (only).
     • See definition for Senior Campers.
  3. The rate is inclusive of the activity fee, fuel, and registration if applicable.
  4. Families with currently enrolled children will be required to secure the EBS Promo through the COA Portal.
  5. Potential new families and currently enrolled families with siblings not enrolled, must submit a deposit and claim the promo on the PEEEPS website to be eligible for the offer.
  6. A $200.00 deposit is required to secure the promo and will be applied to the first week of attendance. Tiers will apply.
  7. Employees are excluded, as they already receive a discount on standard rates.
  8. DSS families may be eligible to receive the EBS promo based on their state:
     • CT, DE, FL, IL, IN, MD, NC, NJ, Chestnut Hill (PA), Glen Allen (VA), WI are:
       • EBS promotion will have included in their calculated upcharge, Activity Fee, Fuel, and Registration.
       • The calculation is as follows: *2024 Standard Camp Rate minus projected 2025 Subsidy Camp Reimbursement Rate equals estimated upcharge.  
     • MA, NY, no Activity Fee, Fuel or Registration will be charged, therefore EBS does not apply.
     • OH, PA, TX, VA will be charged Activity Fee and Fuel at a discounted rate equal to 15% off the fees.  No Registration fee will be charged.
       • The calculation is as follows: 2025 Activity Fee and Fuel multiplied by 85%
  9. All EBS Promotions will be advertised on the Schools Landing Page.

7.1.4 Standard Rates

• Standard rates will take effect once the Early Bird Special ends.
• Standard rates include the activity fee and fuel listed on the Rate Sheet (all inclusive).
• DSS families will be subject to the following by state:
  1. CT, DE, FL, IL, IN, MD, NC, NJ, Chestnut Hill (PA), Glen Allen (VA), WI will subject to upcharges, which will be inclusive of activity fees and fuel. Registration will apply.
     • The calculation is as follows: *2025 Standard Camp Rate minus projected 2025 Subsidy Camp Reimbursement Rate equals estimated upcharge.  
  2. OH, PA, VA, TX will be charged the full Activity Fees and Fuel.
  3. DSS families in MA, NY will continue to have no additional fees. 
• Employees receive 50% off standard rates, not to exceed “per paid period per child” limits outlined in the employee discounts policies (see 22-04 for details).
• Children currently enrolled in Kindergarten, Kindergarten Enrichment, Half-Day, or the Universal Pre-K Program will not retain their current rate for summer. Their rate will be adjusted to either the Summer Camp Rate or Full-Time Pre-K Rate.

7.1.5 Fees & Payments

This section explains the applicable fees and payment policies.

• For Senior Campers, the rate, activity fee, and fuel will be combined into a single fee rather than being billed separately.
• Preschool Activity Fees will be billed $15.00 weekly.
  1. The activity fee will not be waived, regardless of the child(ren)'s attendance.
  2. The activity fee remains the same for DSS families.
  3. All families pay the same activity fee, regardless of their schedule.
  4. The activity fee will not be pro-rated.
• Although not preferred, all Pre-School Campers and certain DSS Senior Camper in OH, PA, VA, TX that wish to prepay their activity fee may do so. Managers will collect the activity fee, submit a billing request to hold a deposit. Deposits will be released at the beginning of summer.
  1. The calculation is as follows: multiply the activity fee by 10 (average weeks of summer). Please note exceptions will not be made to the projected number of weeks attended or a lesser amount of summer camp weeks.
• Employees will get 50% off the activity fee, not to exceed “per paid period per child” limits outlined in the employee discounts policies (see 22-04 for details).
• All Families are required to be on COA Fast Pay while enrolled.
• Communication via a letter will be sent to families for the applicable programs regarding the fees.

7.1.6 Attendance & Withdrawal Policies

This section explains the policies regarding attendance, withdrawals, and flex weeks.

• Two-Week Notice: Required for all withdrawals.
• Summer Camp Flex Weeks:
  1. Maximum of four flex weeks for the whole summer.
  2. Available for Senior Campers and their siblings.
  3. Credits will be applied on the Friday before the week of non-attendance.
  4. Credits will be applied weekly rather than as a lump sum if a family is out for multiple weeks.
  5. Families who do not attend at all during the summer should not remain enrolled for the entire summer.
  6. Schools must submit billing request tickets by Friday to allow the billing department sufficient time to apply credits before Fast Pay processing on Monday.
  7. Valid only for summer months.
  8. Flex Weeks cannot be used in conjunction with the two weeks’ notice, i.e. you cannot offset two weeks' notice responsibility with flex weeks.
• Summer Drops:
  1. Families may withdraw for summer by paying for Fall Registration.
     • Prepaid registration fees are not refundable.
  2. All Temporary withdrawals are required to go through compliance and should be marked Intake Meeting as their potential status in ProCare.
     • Temporary Withdrawals in less than 30 days may not require a formal Intake Meeting but need to be approved by compliance.
  3. No paid registration and return date: Family will not be guaranteed a spot.

7.1.7 Field Trips & Meals

This section covers policies for field trips and meal provisions during the camp.

• Pools: Field trips to pools and wading pools are prohibited.
• Meals for Offsite Trips:
  1. Centers provide box lunches.
  2. Parents may not supply food for field trips.
  3. Non-CACFP participants must adhere to the Summer Camp Box Lunch Policy.
• Camp Shirts & COA Bracelets: 2025 Camp Shirts & Bracelets must be worn on all field trips and offsite events. 
  1. Marketing will provide these. 

7.1.8 Drop-Ins

This section outlines the drop-in policy for school-age children for any full-time attendance before or after camp starts.

• School-age children whose school schedule does not align with camp dates—ending before camp begins or after camp concludes—will be subject to a drop-in fee for each full-time day they attend. The following charges will apply if
  1. Enrolled School Age children scheduled for Before, After, and B&A attend a full day.
  2. Enrolled School Age children in Before, After, and B&A attend on a NON-scheduled day.
  3. NON-Enrolled School age children attend a day.
  4. If a currently enrolled school-age child attends more than 3 consecutive drop-in days, the Pre-K Premium rate will apply.
• These rates and practices apply when school age children attend on a day that public school is closed, e.g., Holidays, Inclement Weather Days, School Breaks.
• DSS families are charged drop-ins if the children are not authorized to attend the extra day or time.
• COA Employees receive 50% off the Drop-in Rate.
• This will be identified and billed accordingly through formula billing.

7.1.9 Transition Sheets

This section describes the process for transitioning children into and out of Summer Camp.

• Transitions Sheets are completed out going in and out of Summer Camp.
• Home Office will save Transition Sheets to the Schools Camp Folder on the O Drive two weeks before transition occurs.
• School Management is required to have the transition sheet completed the week before the transition occurs.
• ED is required to review the transition sheet with School Management before it is confirmed as completed.
• When a child transitions to a new room their classroom and schedule need to be updated by school management in Procare.
• Field Memo: 4- COA 23-04 Summer Camp Transition Procedure.
• Soapbox: 
  1. https://soapbox.wistia.com/videos/bgoxqvwW0I

 7.1.10 COA Xtreme

This section only applies to COA Xtreme and affiliated COA Educational Childcare Facilities.

• EBS Promotion is calculated as 10% off the current year’s rate.
  1. The rate is inclusive of the activity fee, fuel, and registration if applicable.
• COA Xtreme will host primary camp; Camp Xtreme. Camp Xtreme will operate exclusively under COA Xtreme’s youth camp license.
• Xtreme campers align with Senior Camper requirements.
• Camp Xtreme will plan similar camp calendars to traditional COA Camps, including in-house activities and field trips.
• Affiliated with COA, Educational Childcare Facilities may be used as an overflow camp when Xtreme reaches capacity.
• All other camp policies apply.

7.1.11 Key Dates

This section lists important dates related to Summer Camp.

• Camp Registration: 
  1. EBS: February 10^th-March 31st.
  2. Standard: April 1^st through Camp.
• Camp Dates Due: April 11th.
• Camp Shirt Order Due: April 11th.
• Camp Calendar & Budgets Due: 
  1. April 18th (to ED).
  2. May 2nd (ED to Capitol Campus).
• Bus Schedule Due: April 25th.
• Transition Sheet (Pre-Camp): Two weeks before camp starts.
• Summer Enrollment Goals: May - June.
• Transition Sheet (Post-Camp): Two weeks before camp end.

7.1.12 DSS Fee Matrix