Summer Camp 2024 Policies and Procedures 

Sick Policy

  • Please keep your child home if they are sick. Even if children are free of fever, being sick in an outdoor program will mean they are unable to participate in the activities of the day due to being too tired or not feeling well. Part of our agreement of Respect Self is to rest at home when you are sick.

  • If you find out you’ve been exposed to COVID, please follow the CDC guidelines for exposure.

  • After a positive COVID test, we refer to CDC guidelines for when to come back to class.

I agree to follow the Sick Policy.   

Refund Policy

If a family decides not to attend camp after registering, here are the policies:

If you cancel before May 1st, you are eligible for a partial refund of the camp fee less $100 per child per week. (If you paid $350 for one week of camp for one child, you would be refunded $250.)

If you cancel on May 1st or later, no refunds will be offered.

I understand and agree to the Refund Policy.

 

Clothing

Due to the fact that Summer Camp is an all outdoor, all-weather program, it is NECESSARY that your child come wearing the appropriate clothing for the weather. Below is a list of needed gear. If you need help acquiring any of this, definitely let us know! We are happy to help.

  • Light Breathable Long-Pants (for bugs and sun) in backpack

  • Light Breathable Long-Sleeves (for bugs and sun) in backpack

  • Close-toed waterproof shoes

  • Rain gear for rainy days includes rain pants, rain coat, and rain boots

  • Sunhat, sunscreen

  • Bugspray,

  • Swimsuit

  • Backpack

  • Towel

  • FULL 32oz. water bottle(s) for all locations (no water source)

  • Lunch and snacks (please send enough food to last the whole day) 

  • Optional gear: a Crazy Creek Chair or Camp chair or blanket to sit on, floats for creek and river play, camping hammocks to hang, change of shoes in case one pair gets wet

I agree to send my child with the requested weather appropriate clothing, adequate food, and water bottles. I understand that lack of appropriate clothing/gear may result in my child not being able to participate in the activities for the day or in some cases for safety may result in being sent home. 

 

Communication 

We will communicate urgent information such as late starts or early pickups due to inclement weather with guardians during camp via group text rather than individual calls and texts. We will still use individual calls to communicate about specific children’s needs.

 

I agree to be included in a group text to stay up to date with urgent camp information. 

 

Arrival, Dismissal, and Absences

If your child will be late or miss a day, please send us an email or text message as soon as you are aware that this is the case. It helps us know who we are waiting for before beginning the day.

Please arrive on time at 9am. Teachers will be on location to set up prior to 9, but will be unable to receive children while they are preparing for the day. Parents are welcome to stay with children on site until 9am when teachers can receive them.

 If a child(ren) arrive after drop-off and the group has moved elsewhere for a hike or activity, it is the guardian’s responsibility to contact the teachers and bring the child to our location at the time.

Please be on location and ready to receive your child at 3pm. If you are more than 10 minutes late picking up, there is a $1/min late charge beginning at 3:11pm, per child. 

I agree to notify Judy of absences as soon as possible, and to arrive on time (9 am) for the program start and to pick up on time (3pm) for program end.

 

Inclement Weather Policy

Since we are meeting outdoors, our environment is up to the elements. We love this. But it also means that on rare occasion it will not be safe to be outside. We will have the following procedures in place based on inclement weather. We do not issue refunds for days with inclement weather events.

  • Lightning. If it is storming with lightning before the program start time, we may choose to start the program late, once the storm has died down. We will communicate via group text about this, so please check your phone regularly. If the storm begins after drop-off and we feel we are in danger, we will text parents to pick up early.

  • Extreme Heat: If the temperature raises to an extreme level, we may choose to amend our hours meeting in person, meet online, or to text parents for early pickup.

 

I understand that extreme weather conditions might lead to program cancellation, late start, or early pickup. I agree to stay near my phone for notifications of changes. 

 Swimming

During weeks at Harpeth River State Park, children will have the chance to play and swim in the Harpeth River. We ask you to let us know if your child cannot swim or is uncomfortable in water, and to provide a life jacket for the times we will be near the water.

I understand my child will have the opportunity to swim and play in the river. I agree to send a life jacket, and inform teachers of my child’s swimming abilities.

 Pocket Knives

Although we understand that many families teach their children to use pocket knives, and other tools safely, our Summer Camp is NOT set up to allow these items. 

 

I understand and will talk to my child about the Summer Camp Pocket Knife policy. 

 

Tree Climbing

If your child chooses to climb trees or other natural or man-made structures at Nature Explorers Summer Camp, you agree to assume all liability for these activities. Teachers will not encourage or help children to climb. 

 

I understand and assume complete liability for my child’s climbing. 

 

Restrooms

There are not full restrooms at either location. Although there are Port-a-potties about a 10 minute walk from the Harpeth River location, we mostly practice what we call "nature potty". We will teach children how to properly find locations for using the restroom for “nature potty” if needed. We provide toilet paper and hand sanitizer. Your child must be able to use the toilet without assistance.

 

I understand that my child might learn to “nature potty”, and may not have access to flush toilets and running water during the program time.

Summer Camp Program Expectations

For Children:

  • Comfortable being outdoors in various weather conditions (rain, etc.), in summer (including being around bugs and in heat), or flexible enough to be willing to learn how to do this

  • Comfortable with “nature potty”

  • Able to follow our agreements of Respect Self, Respect Others, and Respect Nature (outlined in detail in the section titled Conduct Agreements)

  • Able to follow directions from teachers, and rules in games with other children (for example: has the emotional skills to handle being given a chore they don’t like, get tagged in a game, lose a game, and play fairly)

  • Able to handle and resolve conflicts at an age appropriate level, and ask for help when needed

  • Able to pack up belongings, unpack, change clothing, and take off and put on shoes independently

    If this is good fit for you child, you are welcome to sign up! And if your child is not yet a fit, we look forward to teaching them when they are ready!


For Parents:

  • You understand our Agreements Policies, and the way that breaking the Agreements are handled both for your child, and for other children in the program

  • You agree to send your child with the proper gear each day, including clothing AND FULL water bottles and lunches/snacks

  • You understand that developmentally, children are not all able to follow the Agreements when first joining our program, but that these policies are designed to teach them how, and help them practice

  • You understand that all of our programs give children the opportunity to make and learn from their mistakes

  • You understand that our students come from many backgrounds, socio-economic situations, neurotypical and neurodivergent, family types, religions, faiths, cultures, and parenting styles, and that we create an atmosphere where everyone can learn to collaborate together and enjoy each other’s company

  • You understand that by registering, you agree to pay the entire amount of tuition, and agree to the refund policies outlined on the program page, and that refunds are unavailable after the un-enrollment deadline, even if you discover the program is not the right fit for you, if you move, travel, become ill, we have to unenroll your child, or are otherwise unable to attend the entire program

  • You want to work collaboratively with teachers to be sure your child has the best possible experience at our program

Conduct Agreements

On the first day of class, we guide the children in creating a list of group Agreements.  We will operate with certain agreements of how to behave, how to take care of ourselves and others, and how to relate to each other.  Each child and teacher will be asked to sign a copy of the Agreements.  This helps the group be together in a way that is supportive of both nature and each other.  Due to the nature of being outdoors and in the elements, it will be important for everyone to honor the Agreements. 

 

  • Respect Nature

  • Respect Others

  • Respect Self

  • Stay within Eyesight of Teachers 

  • Listen and Act the First Time

 

We understand that developmentally, each child is on a path of learning how to follow expectations. Because of the necessity of safety in outdoor spaces, we will emphasize the importance of doing our best at upholding the agreements. If your child is consistently not following the agreements/expectations on a given day, we will offer reminders and ask you to help practice at home too. If a child is having a particularly difficult or “off” day, we may ask them to be picked up early. If a child cannot follow agreements to an extent that creates an unsafe situation for themselves, the teachers, or the group, the child may not attend the remainder of the week or subsequent weeks, but can try again the following summer. 

 

Please note: We are not set up to adequately support children with certain behavioral and developmental challenges. If you have any questions as to whether we can support your child with skills they have, please reach out to us prior to registration. 

 

I understand that my child will be asked to uphold agreements of conduct. If they are unable to do so repeatedly, endangering themselves, the teachers, or other children, they may be asked to leave camp for the remainder of the summer. I also understand that I could be asked to pick my child up early from the program if they are having a particularly difficult day. 

 

 

Payments

By registering your child for this camp, you are committing to pay regardless of hours/days your child misses due to travel or illness. Your full fee is due upon registration if you have not secured a payment plan with the teachers. A late payment may result in a late fee, or in your child being unable to attend camps. 

 

I understand and agree to pay my child’s fee in full, or create a payment plan with the teachers.