Policies & Procedures

Registrations  

Unless other arrangements have been made, registration and payment for camp is done online at  www.medicscamp.ca using our new Camp Brain system. This system makes it easy for families to  register year after year for different camps, register siblings and the sibling discount will automatically  be applied at checkout. You can also view registrations past and present as well as print off tax receipts.  Once a camp session is full the system waiting list feature will kick in. If a space becomes available we’ll  contact you in the order of sequence.  

Medications at Camp  

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  

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  


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 coloured 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

 

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 counselors  

  • Ask for help if you need it

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 the program.  

  • 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 behaviours 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 behaviour 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 campers, ensuring the delivery of Medics Camp programming, and  communicating with parents. The Medics Camp team is comprised of instructors who are responsible  for delivery of camp content to their respective age group and counselors, junior counselors, LITs and  volunteers who are responsible for assisting with activities, experiments and games in the classroom  and supervising and ensuring camper safety during breaks and outside time. Each of our 4 age groups  are led by an instructor. Instructor backgrounds vary from camp to camp, but we look for those with  experience in teaching and have an interest in science or health. All instructors must have satisfactory  vulnerable sector screenings as a condition of employment with Medics Camp. Our instructors are  supported in the classroom by mature and responsible high school students that do well in school, enjoy  science and working with kids. All of our instructors and counselors are certified in Standard First Aid  and CPR level C. We also have LIT/CITs helping us deliver the Medics Camp activities and supervising  campers outside with mentorship from counselors. These bright LIT/CIT students are mature,  responsible and already demonstrate strong leadership skills. Many of our LIT/CITs have attended  Medics Camp in the past as campers and want to share their knowledge and enthusiasm with younger  children.  

Camper/Instructor Ratios  

 

In order to ensure a high level of supervision and safety we meet or exceed the following staff to camper  ratios.

Munchkin Medics ages 5 - 6 years - 1:8  
Mini Medics ages 7 - 9 years - 1:8  
Jr. Medics ages 10 - 12 years - 1:10 

 

Drop-off/Pick-up  


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.  If Medics Camp is being delivered onsite at host location (Mobile Medics), campers may also need to  sign-in to the host facility first before they can enter and sign-in to Medics Camp. We try and wait for all  campers to arrive (within reason) before we get started for the day, so please let us know if your child is  running more than 30 minutes late for arrival or will be absent from camp that day.  


*If COVID safety protocols are in effect, you will be emailed instructions on what additional measures  are required.

 
Absent Campers 


If your camper is going to be away and will not be attending camp, please call 647-428-0004 or email  the Director at minimedics@helpgta.com 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 email. (see absent camper contact info above). If for some reason  you are unable to reach the Camp Director, in case of an emergency, you may call or text 647-640-4199 and our lead counselor, Olivia Roberts will assist you. 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.  


Sign-Out  

For the Safety of your child, only those on the Authorized Pick-Up list will be permitted to pick-up your  child from camp. A Medics Camp team member will ask you in the morning at drop off who will be  picking up. If your child is in the LIT program and you’d like to give them permission to leave camp by  themselves, please inform the Director and a waiver form will be provided.  


Changes to Pick-Up: Please don’t call and leave a message at the end of the day about adding a last  minute authorized pick-up person unless it is truly a last-minute emergency change. (It happens, we get it)  For emergency changes to pick-up please call the Director at 647-428-0004. No emails please.  


Late Pick-Up  


If you know you are going to be late picking up your child, please call the Director at 647-428-0004 or if  no answer contact the Lead Counsellor at 647-640-4199. Your camper will be cared for until you arrive but there will be a late fee of $5 charged for every 5 minutes past the designated pick up time. You  must bring the late fee with you in cash the next morning at sign-in. Late fees incurred on the last day of  camp will be billed. Please be on time picking up your child. They are excited to see you and tell you  about their day and our facility permits don’t extend past 5pm. Late pick-ups after 5:05pm are subject  to double the late fees as you are putting our facility permit at risk.  


Refund Policy  


The Medics Camp refund policy for your child’s specific camp can be found on your registration receipt  that you received when you paid online. 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, absences or if your child is asked not to return to camp due to behaviour 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 get it by logging into your Medics Camp account in at  http://medicscamp.campbrainregistration.com  


Camp On-Site 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.  

Virtual Medics Camp Policies and Practices

Medics Camp online is hosted on Zoom. Munchkins, Mini and Junior age  groups will each have their own unique Zoom room ID to access their  camp session. All login/password information for Zoom will be found on  the doctor ID badge found in their material kit. It will also be emailed  to parents prior to their camp week.  


Zoom is easy to use and has multiple features including breakout rooms  for our older campers that are ideal for a virtual camp. The Zoom  platform has many built in safety features and Medics Camp is  implementing additional measures to ensure a safe and fun virtual camp  experience for everyone.  

 

  1. All Medics Camp Zoom rooms are password protected and change  weekly.  
     

  2. Each age group has their own unique zoom session login information.  
     

  3. Zoom information is never made public in any way.  
     

  4. At the beginning of each session campers or their parents will sign-in  to Zoom where they will enter the “doctor waiting room”. This feature  allows one of our team members to approve entry of only registered  participants. To do this, we need parents to make sure that their child’s  display name on Zoom matches the name you provided us on their child’s  registration form. 
     

  5. Clinic room instructors will be able to control participant microphones,  videos, and screen shares.  
     

  6. By registering for Medics Camp, participants and their parents are  agreeing to our Policies and Practices.  
     

  7. When the chat feature is used, it will be actively monitored by our  team members to ensure what is being posted is “camp appropriate”  
     

  8. Any behavioural issues at camp will be addressed with parents. If  behavioural issues persist that are negatively impacting the camp  experience of others, the offending child will be removed from the  session and in some cases may not be allowed to return.  
     

  9. If your child will be late for their camp session or not able to attend  at all, please contact the camp director at minimedics@helpgta.com or  647-428-0004 so that your child’s instructor can be notified.  Instructors try and wait until all campers have arrived before beginning  a session so please be on time and if something comes up, just email, call  or text us to let us know.  
     

  10. There are no refunds for late or missed sessions. Our cancellation  policy varies from year to year so please visit our FAQ page on our  website for details. 
     

Contact Us: If you have any questions or need to speak to the Camp Director, you may email, call or text  Amanda Farris at 647-428-0004 or email her at minimedics@helpgta.com

Call Us: 647-428-0004  |  minimedics@HELPgta.com   |  Newmarket, Ontario Canada

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