Parent/Guardian Handbook (Kids Camps)

Welcome to our Summer Camp Information page. We have included essential information to help you familiarize yourself with our UFV Recreation and Athletics day camps. Please take a minute to review the information in this package and obtain the appropriate Informed Consent Form to hand in on the first day of camp.

We recommend you arrive 15 minutes early on the first day of camp to allow for a smooth transition. Arriving early allows us to introduce ourselves and ensure we have all the required information and forms. This extra time will also allow for us to answer any questions you may have on the first day.

Camp Contact Information

If you have any concerns or questions you can contact Cheryl Van Nes, Program Manager Campus Recreation and Wellness. email: cheryl.vannes@ufv.ca phone number: 604-504-7441 ext. 5111

Student-leader Ratios

We have an 8:1 camper to instructor ratio for our 6-8 yr. old camps and a 10:1 camper to instructor ratio for our 9-13 yr. old camps. Leaders are trained in physical literacy.

Drop-off and Pick-Up Locations

Camp hours are from 9 a.m. – 4 p.m. Drop-off will start at 8:30 a.m. and Pick up will be from 4 p.m. to 4:30 p.m.

Abbotsford camps will be held in Building E, Student Activity Centre North Gym (1395 McKenzie Road, Abbotsford).

Chilliwack camps will be held in the Black Box (A2106 – 45190 Caen Ave, Chilliwack).

Parking will be free prior to 9:15 a.m on both campuses.

Please continue reading to find out more information about our sign-in and sign-out procedure.

Consent Forms

An Informed Consent Form must be filled out by a parent or legal guardian and submitted to Camp Leader or Coach on the first day of camp (one form per camper). Click on the camp name to download and read prior to the first day of camp. Hard copy forms will be available on the first day of camp, if you do not have access to a printer.

Active FUNdamentals

Cascades Multi-Sport Camp

Explore UFV

Volleyball Camp

Basketball Camp

Wrestling Camp

Soccer Camp

Activity Schedule

A detail schedule of our Recreation Camps will be sent out in an email from UFV Campus Rec to parents and guardians at least one week before the first day of camp. Below is a general outline of what a week at camp will look like. For our sport-specific camps (basketball and volleyball), the schedule will be reviewed with athletes on the first day. If a parent would like a more detailed schedule, please contact the Program Manager at campusrec@ufv.ca.

Sign-in and Sign-out Procedures

Sign-In:

Sign-In begins at 8:30 a.m. All campers must be signed in with the appropriate camp leader. Please be aware there are often multiple camps dropping off in the same location or in different gyms in the same building. Camp Leaders will have distinguishing camp t-shirts.

Sign-Out:
Sign-out will begin as early as 10 minutes before camp end time, location is the same area as Drop-off/Sign-In. Please be aware of our rules around late pick-up outlined below.

UFV operates with a strict Sign-Out policy, whereby those names listed on the registration form will be designated to sign-out the child each day of camp. This includes the parent or guardian listed on registration form; as well as, “Emergency Contact” and “Authorized pick-up person”.  If you would like to make changes, a Sign-out Authorisation Form  (click to download), must be submitted ahead of time. We will also have hard copies at the sign-in table during camp.

All staff are directed to verify the identity of an individual picking up a camper by cross-referencing the names listed on the sign-out form, with the individual’s name on a piece of photo identification. A signature will be required when signing out. Without this piece of photo identification, a camper will not be released to parents until adequate steps have been taken to identify the individual picking up; which will require the involvement of a UFV Athletics and Recreation administration staff person, and could take over 30 minutes to complete.

Campers 12 years of age or older:
A camper who is registered in one of our camps and is 12 years of age or older are able to sign-in and out of camp on their own. This must have been indicated on the registration form upon registration.

Early Sign-Out:
If your child will be leaving early, please notify the Camp Leaders or Program Manager (cheryl.vannes@ufv.ca) in writing, on the morning of or prior to the designated day. A Camp Leader will ensure your child is prepared to depart at your requested time. Remember that you will still need to sign your child out as per above policy. Pick-up location will be the same as Drop-off/Sign-In.

Late Pick-Up:

We close promptly at 4:30 p.m. For all children not picked up by the end of the program, there will be an additional charge for extended care for the following rate:

  • First 5 minutes: Grace Period
  • If late past 4:35pm there will be a charge of $5.00 per 5 minutes thereafter. The late fee is in place to compensate staff members for their time. If you know you will be late, please attempt to make alternate pick-up arrangements.

If Your Child is Unable to Attend

We ask that if you know your child is not able to attend camp on one of the days, please let us know beforehand, if possible, by emailing the Program Manager at cheryl.vannes@ufv.ca. This allows us to plan accordingly and advise the Camp Leader not to expect them. If your child falls ill, please do not send your child to camp.

What to Bring to Camp

To make the most of your child’s camp experience, we have provided a list of items you should bring to camp.

What to Bring/Wear:

  • Indoor running shoes
  • Comfortable clothing for physical activity
  • Lunch (see more information see below)
  • Reusable water bottle (no glass)
  • Appropriate clothing and footwear for going outside
  • Sunscreen (see sunscreen policy)
  • Hat
  • Change of clothing and towel. Weather dependent we will play water games throughout the week. See camp schedule for details.

What NOT to bring:

  • Money
  • Electronic devises (video games, iPods, cell phones, cameras)
  • Anything of value

Sunscreen Policy

Sunscreen will need to be provided by parent/guardian. Please send it in its original container labeled with the camper’s name. Campers will be required to put on their own sunscreen and will not be allowed to share or borrow.

You’ll need to pack a lunch

We are a nut-free camp! Please do not send nut products with your child as some campers have severe nut allergies and we want to avoid any preventable medical complications. Please provide your child with a nutritious lunch and 2-3 snacks and a reusable water bottle (with their name on it). We will take regular water breaks to stay hydrated during our high energy days. Refrigeration and microwaves are not available.

UFV will implement the following safe eating procedures:

  • Participants are not allowed to share or sample food at any time with other campers
  • All children are required to wash their hands before and after eating
  • Provide a safe eating area for camps
  • Ensure all tables and eating surfaces are washed before and after eating using warm soap water

Epi-Pen and Medication

If your child requires an Epi-Pen, please place the Epi-Pen in a clear plastic bag with your child`s name on the outside of the bag. This bag and any necessary instructions should be presented to the Camp Leaders on the first day sign-in.

If you child requires prescription medication, the medication must be stored in its original container with directions for administration. Staff do not actually administer medication, but will supervise participants capable of administering their own medication.

Photo/Video

We appreciate the desire to take pictures/video of your child during programs; however, for privacy of each child we will not allow any pictures/video be taken. During camp we will have a UFV designated photographer who will be taking pictures and video during the activities for the purpose of promotional material in connection with the Athletics and Recreation department. If you wish to receive pictures taken of your child please contact cheryl.vannes@ufv.ca. Also see Consent Form for additional Photo/Video consent.

Lost and Found

Lost and found items may be claimed daily at the sign-out table while camp is in session. Items are left after the last day of camp, they can be picked up from the Envision Financial Front Desk (604-557-4041) in Building E on the Abbotsford campus. Items will only be kept until September 3, 2019, beyond that time they will be donated to a local charity.

Behaviour Management

We want to make sure that camp is a positive and enjoyable experience for everyone. Our goal is to ensure children develop a passion for physical activity and build their self-esteem and confidence. Program Leaders are dedicated to providing creative age appropriate and innovative programs, and will endeavor to control, monitor and manage behaviour in order ensure all participants are enjoying their experience. Through all activities we will ensure that it is fair play and respect is shown to ourselves and others.

Program Leaders will outline the following expected behaviour to participants, by means of age appropriate messaging:

  • Show respect to all and ensure everyone is enjoy a positive camp experience.
  • Hurtful language and swearing is not acceptable.
  • Aggressive behaviour is not tolerated.
  • Show respect for all personal property and the facilities.
  • Show respect through listening to and follow instructions.

If a conflict arises, we will go through the following protocol:

  1. In a quiet and professional manner, a Program Leader will discuss the situation with the child. The instructor will inform the coordinator about the situation.
  2. If the problem persists, parents will be approached in an attempt to search for a possible solution.
  3. The coordinator may need to take action, and could result in the child being asked to leave the camp.

Cancellations/Refund Policy

All refund requests are subject to a $15 administration fee. Written notice received prior to 14 days of start date (or more) will be eligible for a refund, minus the administration fee. If the refund request is due to a medical reason a doctor’s note may be required for a refund request made with less than 14 days before the first day of camp. If the refund is being requested 13 days or less before the first day of camp and no medical note is provided, a 50% refund will be issued. Once camp has started refunds will be pro-rated and subject to a $15 administration fee. Requests for refunds can be sent to campusrec@ufv.ca. UFV Athletics and Recreation reserves the right to cancel a course for any reason; in this case a full refund will be issued with no administration charge.

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Indigenizing at UFV

The University of the Fraser Valley is situated on the unceded traditional territory of the Stó:lō peoples. The Stó:lō have an intrinsic relationship with what they refer to as S’olh Temexw (Our Sacred Land); therefore, we express our gratitude and respect for the honour of living and working in this territory.

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