Summer Camp Information and Policy

The D.O.O.R.S. Summer Camp
The D.O.O.R.S. Summer Camp Program
The Summer Camp Program is a program provided by the Douglass Organization for
Occupational and Related Services (D.O.O.R.S.), the parent-professional organization affiliated with
the Douglass Developmental Disabilities Center (DDDC). As an independent 501(c) charitable
organization, D.O.O.R.S. collects donations and organizes fund-raising events to support the DDDC’s
Adult Program, the After School Program, the After Work Program for adults, the summer camp,
other student/client related special activities , events and services, and staff appreciation.
The camp program is available on a “first come, first serve basis” to all active D.O.O.R.S. members.
D.O.O.R.S. underwrites this program supplemented by application fees. The D.O.O.R.S. executive
board has oversight of the summer camp program, and partners with New Jersey Camp Jaycee to
manage the program. The camp is in Effort, Pennsylvania in the Pocono Mountains. In operation
since 1975, NJ Camp Jaycee offers a residential camping experience for one week in mid or late
August for DDDC campers having developmental disabilities who are at least 7 years of age.
Typically, a DDDC senior staff person is the on site coordinator for our campers, and other DDDC
staff and Camp Jaycee counselors work with both school age and adult participants.
Activities may include:
 bowling
 swimming
▪ art
▪ hiking
▪ Dance
▪ music
▪ Sports and Games
▪ camp fires
▪ movies
▪ boating
The health and safety of campers is of utmost concern. D.O.O.R.S. and Camp Jaycee employ resident
nurses who staff a modern infirmary. They carefully administer all medication, both emergency and
routine medical care, and provide comfort and support. The Camp also retains the services of a
consulting physician who is available to see campers as needed, and it has a good relationship with
local hospitals should emergency care be needed.
Please read the following pages for admission criteria, policies, the organizational hierarchy, fiscal
responsibilities, job responsibilities, a flow chart for managing crisis events, and a sample calendar
and other important information.
The D.O.O.R.S. Summer Camp Program
Enrollment Process and Payment Policies
o The D.O.O.R.S. Summer Camp Program (DSCP) is open to any DDDC student/client who meets eligibility
requirements and whose family is an active members of D.O.O.R.S. Registration forms are distributed in early
spring. D.O.O.R.S. provides the funding for the DSCP to the extent possible based on the success of its fundraising efforts each year; however, in most years parents, sometimes with the support of DDD, are responsible to
pay a portion. The fee structure is determined by the D.O.O.R.S. Board based on their fiscal budget. Payment is
expected to accompany registration forms. Scholarships may be available through D.O.O.R.S.. Scholarship
allocations are determined on an annual basis. All medical and emergency contact information must be
submitted with application.
o Once enrolled, participants are committed for the entire session.
o Payments must be made by check or money order – cash cannot be accepted. Make checks/Money Orders
payable to “D.O.O.R.S.”
o Registration forms always have a due date and the due date is strictly adhered to for processing purposes (e.g.,
staff recruiting, finger-printing, paperwork, and training).
o Note: Should a camper need medical attention beyond what the camp facility provides, he or she will be
transported to a local hospital. The parents/guardians of the child being treated will be contacted, and they will
be billed directly by the hospital for services provided. Any charges can, of course, be submitted to individual
health insurance carriers.
Schedule and Transportation
o Each year the D.O.O.R.S. summer camp is scheduled by the administrator/coordinator. Families are informed
well in advance in order to apply for funding from any number of sources (e.g., DDD). The daily schedule for the
week of camp is determined by the Summer Camp Coordinator in conjunction with Camp Jaycee.
o Families are responsible for transporting their child/adult to and from camp. It is important that campers are
dropped off and picked-up at the stipulated times (Typically, Drop-off at 2:00pm; Pick-up no later than
Camp Policies and Procedures continued…
• Student/Client Eligibility
o Students/Clients must have been enrolled at the DDDC at least 3 months prior to registering for the DSCP to insure staff
familiarity with students/clients.
o There must be a DDDC camp counselor who is familiar with a student/client available for assignment to that
o To preserve the integrity of the program, to insure continued community access and the safety of all campers D.O.O.R.S.
and Camp Jaycee have the following specific participation criteria:
• Campers must be at least seven years old
• Campers must be able to self-feed
• Campers must be on a regular diet or simply modified diet
• Campers must be free of restrictive medical problems (e.g., broken limbs, uncontrolled seizures, etc.)
• Campers must have physical stamina for active camp program so they can participate in routine camp programs
• Campers must have manageable toileting/hygiene skills
• Campers must be able to be supervised safely in a 1:1 ratio**
** Some applicants may present with special behavioral needs requiring extraordinary supports. The D.O.O.R.S. Summer
Camp Coordinator will consult with DDDC staff to asses manageability, and he/she will make every effort to recruit staff
accordingly. Please be advised that there may be times when the nature of an individual’s needs may preclude him/her
from participating in the camp experience due to an inability to recruit appropriately trained staff. If a child is unable to
participate in the Camp program through Jaycee, DOORS may provide support for alternative camp options. Requests for
alternative placements will be made on a case by case basis by the DOORS board.
o Applications will be distributed in late February
o Applications will be due by March 20th ( All corresponding paperwork must be attached, such as the release form for the
Camp Coordinator to speak to DDDC direct service staff)
o The D.O.O.R.S. Summer Camp Coordinator will collect applications, review applicants and then forward all applications to
the D.O.O.R.S. Summer Camp- Jaycee liaison who will process applications
o The D.O.O.R.S. Summer Camp Coordinator will speak to DDDC direct service staff regarding any individual applicant with
extraordinary needs and begin the recruiting process
Timeline continued…
o All individuals who are interested in being camp counselors must sign a contract by June 1st
o The D.O.O.R.S. Summer Camp Coordinator will create a final list of camper/counselor assignments and advise the
D.O.O.R.S. Summer Camp-Jaycee liaison if there are any campers unable to attend camp due to extraordinary needs
that could not be supported through staff recruitment by June 15th.
o The D.O.O.R.S. Summer Camp Coordinator will advise parents and counselors of individual assignments, and begin to
create a schedule for the weeks events.
• Other Important Information
There may be times when unforeseen circumstances arise (e.g., Hurricane Irene; the camper becomes ill; or a camper’s
behavior deteriorates to an unsafe level). When such a circumstance arises the DSCP Coordinator will call the
emergency contact. The contact person or his or her designee must come and pick up the camper. If the camp cannot
reach the emergency contact person or he/she refuses to come, a fine will be assessed and that camper may not
be admitted to camp the following year.
Authorization to Release Information
Please complete the following as part of the admission process for DOORS-Camp Jaycee for summer 2012:
Campers Name: ___________________________________________________
Date of Birth: _____________________
Parent/Guardian’s Name: ___________________________________________
Address: _________________________________________________________
City: _________________________State:______ Zip: _________
Phone (cell): __________________________________________
Authorization for Exchange of Information
Release of information, both written and verbal is requested explicitly for the purposes of the enhancement of your child’s psychosocial intervention and
continuity of care while at camp. Obtained information will not be shared with any third party. It will also assist the DOORS Summer Camp Coordinator in
determining staff assignments and ratios that best meet your child’s needs while insuring the safety of all.
This release of information may be revoked at any time by the signee. All revocations must be in writing and signed.
I hereby authorize DOORS Summer Camp Coordinator to OBTAIN INFORMATION about my child from the DDDC Administration and Staff.
DATE: _____________ Signature of the Parent: ________________________________
Print Name: ____________________________________________________________
DATE: _____________ Signature of Witness __________________________________
Print Name: ____________________________________________________________
Return to the DOORS Summer Camp Coordinator with application by June 10, 2012.
Supervisory Oversight for the D.O.O.R.S. Summer Camp Program
D.O.O.R.S. Board
and Liaison to
Camp Jaycee
Summer Camp
Other Support
Financial Oversight for the D.O.O.R.S. Summer Camp Program
D.O.O.R.S. Board
D.O.O.R.S. Camp
Jaycee Liaison
Summer Camp
• Sets fees based on
annual budget
• Sets scholarship
allocations if
• Recruits Camp
Jaycee Liaison
• Recruits a Summer
Camp Coordinator
• Prepares/ sends
out applications in
• Enforces D.O.O.R.S
/ Camp Jaycee
• Confers with DSCP
• Confirms expenses
with D.O.O.R.S.
Treasurer at end of
each session
• Assists Liaison in
• Sends out notices
for staff
• Has final approval
on admissions
based on staffing
and behavior
• Assigns staff
• Creates a staff
• Provides D.O.O.R.S.
treasurer with
payroll information
• Logs application
fees for the
• Processes payroll
• Reconciles budget
Job Descriptions
Summer Camp
D.O.O.R.S. Liaison to
Camp Jaycee
• Review applications; recruit staff; assign staff; create the
schedule for camp week; collect emergency contact
information; generate incident/emergency reports
• Distribute and process applications; notify families if staff
are unavailable
• Provide direct services to DDDC campers; follow the
assignments and schedule
• Notify Camp Coordinator immediately in the event of any
incidents/medical emergencies
Jaycee Camp
• If available, camp Jaycee counselors may provide
temporary break periods for D.O.O.R.S. camp counselors
Managing Crisis Events
Medical Crisis Event: DSCP Coordinator or Designee directs action,
isolates the camper from others, re-assigns staff as necessary to the
individual in crisis; Consults with Camp Jaycee Medical Personnel
DDDC staff/Camp Jaycee Medical Personnel will notify
parents/guardian of assessment and treatment information (medical
staff will determine the need for emergency room treatment)
Ill or injured campers will be treated on site or at a local hospital;
campers must have emergency medical information available for local
authorities (police/emergency transport and medical assistance
The DSCP Coordinator and Camp Jaycee medical personnel/hospital
physician will determine whether the camper may stay or must be
picked up by parent(s)/guardian. DSCP Coordinator will write an
incident report..
Behavioral Crisis
Behavioral Crisis Event: DSCP
Coordinator or Designee
directs action, isolates the
camper from others, reassigns staff as necessary to
the individual in crisis;
Coordinator or designee
assures other individuals are
appropriately monitored;
notifies all appropriate
As soon as it is safe to do
so, the individual in crisis
will rejoin the group and
camp activities; or, an
emergency contact
person will be notified to
come and pick up the
camper; DSCP
Coordinator will write an
incident report.
DDDC staff/Camp Jaycee
staff will follow
appropriate protocol for
managing behavioral
crisis situations (see
DDDC Crisis Intervention
Manual); DSCP
Coordinator or designee
will insure that other
individuals are
appropriately monitored
Sample Camp Calendar August

similar documents