SUMMER CAMP INFORMATION PACKET Troop Camp Adventure

SUMMER CAMP INFORMATION PACKET

Troop Camp Adventure

Summer Camp 2024

CAMP INFORMATION PACKET - TABLE OF CONTENTS

Why GSWNY Troop Camp Adventure? Page 3

Mission Statement

Goals of Camp

Outcomes to Goals of Camp

American Camp Association

General Information Pages 4-6

Questions or Concerns

Meet the Camp Directors

A First-Rate Staff

Paying for Camp: Camp Balance; Cookie Credits Card; Camp Gift Certificates

Refund Policy

Campers Who Require Reasonable Accommodations

Inclement Weather | Safety First

Rabies & Lyme disease Information

Important Information for Troop Leaders Page 7

Mandatory Troop Meeting

Troop Liaison

Attendance Roster/Schedule

Getting Ready To Go To Camp Pages 8-12

Visiting Camp

Pets

Did You Know

Important Paperwork

Medication

Packing Tips | What Not To Pack

Getting To Camp Page 12

Directions to Camp

Arriving at Camp Pages 13

Troop Camp Adventure at Camp Timbercrest

Check-In Procedures

Departing From Camp Page 14

Procedures for departing Troop Camping

Reading the Required Forms Pages 15-18

Camper/Parent Agreement | Internet | NYS Flyer

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WHY GSWNY TROOP CAMP ADVENTURE CAMPING EVENTS?

MISSION STATEMENT

The GSWNY summer camp mission is: To build girls of courage, confidence, and character who make

the world a better place.

GOALS OF GSWNY SUMMER CAMP

The goals and objectives at GSWNY summer camps are:

 At Girl Scout camp we will provide opportunities for campers to develop and improve on their

leadership skills.

 At Girl Scout camp we will nurture and develop campers’ personal accomplishments and

responsibilities.

 At Girl Scout camp we will educate campers on the importance of acceptance and tolerance

OUTCOMES OF GSWNY SUMMER CAMP

The outcomes at GSWNY summer camps are:

 Girls will be able to list two to three activities (they participated in) that gave them an increased

belief in their leadership abilities

 While at camp girls will have tried two to three new activities and improved on an existing skill.

 Girls will be able to recognize and communicate at least two ways to be a sister to every Girl

Scout

AMERICAN CAMP ASSOCIATION: FUN AND SAFETY – ACA CAMPS SET THE

STANDARD

What does it mean to be an accredited camp?

ACA Accreditation means that our summer camp programs have submitted to a thorough (up to 300

standards) review of its operation — from staff qualifications and training to emergency management.

American Camp Association® collaborates with experts from the American Academy of Pediatrics, the

American Red Cross, and other youth serving agencies to assure that current practices at the camp

reflect the most up-to-date, research-based standards in camp operation.

Our GSWNY summer camp programs and ACA form a partnership that promotes summers of growth

and fun in an environment committed to safety.

ACA helps all accredited camps provide:

 Healthy, developmentally appropriate activities and learning experiences

 Discovery through experiential education

 Caring, competent role models

 Service to the community and the environment

 Opportunities for leadership and personal growth

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GENERAL INFORMATION - QUESTIONS OR CONCERNS

Troop Camp Adventure at Timbercrest

Camp Director – Annette German 716-358-3593 when camp is in session or email her at

cd.timbercrest@gswny.org

Sr. Director of Outdoor Program, Janet M. DePetrillo

716-935-6063 or 1-888-837-6410 ext. 6063

Fax: 716-706-1359 Email: customercar[email protected]

MEET THE CAMP DIRECTOR

Troop Camp Adventure:

Camp Timbercrest – Under the Direction of Annette German (A.K.A Net)

My very first memories of camp are from when I was 4 years old camping with my family

and since then my love of all things summer camp has grown! As a native of Western New

York, I have had the pleasure of working at a variety of different camps for GSWNY and I

am excited to return to Camp Timbercrest as the Camp Director.

I have over 20 years’ experience working at camp and over 10 years’ experience as a

teacher. I am looking forward to hearing the girls sing their favorite songs, paddle Keyser

Lake, and make more memories that will last a lifetime!

A FIRST-RATE STAFF



The members of our camp staff are committed to working with every camper so each has a positive

camp experience.



Camp staff members provide encouragement to girls and mentor them as they develop positive

moral values, a healthy self-image, a commitment to learning, social competencies, and

empowerment as well as how to use their time constructively. Girls also learn about teamwork and a

healthy respect for diversity.



Staff selection is based on a set of stringent, verifiable qualifications.



Waterfront staff is required to have American Red Cross Lifeguard & Water Safety Instructor

Certifications.



All staff members receive certification in First Aid and CPR before camp sessions begin.



Specialty staff (e.g., for our horseback riding, waterfront, and the adventure challenge courses)

possess required certification/training/experience prior to being hired.



The staff attends a week-long training session that includes, but is not limited to, child development,

risk management, and safety.

PAYING FOR CAMP

Camp Balance: Your camp payment is due two weeks prior to the start of your daughter’s camp session.

Payment may be made by check, money order, or credit card (MasterCard, Visa, AMEX, or Discover).

Questions about your camp payment should be directed to the Camp Registrar at 1-888-837-6410.

CAMP PAYMENT PLAN

Did you know that Camp Doc offers a payment plan? Now paying for camp can be easy and hassle free.

Please refer to your camp doc registration account page and click on set up payment plan. All payments

plan must be paid by August 1, 2024.

COOKIE CREDIT CARD

Cookie Credit Cards may be used toward your camp balance by mailing it into the council office. Cookie

Credits Cards cannot be used toward your camp deposit. These cards cannot be processed with online

orders. They can be brought to any service center to be applied to any camp registration.

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CAMP GIFT CERTIFICATES

Camp gift certificates may be used to pay your camp balance. Purchase your camp gift certificate in any

amount by utilizing this link Camp Gift Certificate

REFUND POLICY



No refunds will be given without three weeks prior notice of scheduled troop camp event.

 No refunds will be given if a troop arrives for their camp event late or leaves their camp event early.



No refunds will be given if a camper is sent home early from camp due to violating the

camper/parent agreement.

REFUNDS WILL BE CONSIDERED FOR THE FOLLOWING REASONS ONLY:



The registrar is notified three (3) weeks prior to the start of the troop camp session. The refund

consists of camp program fees less the $25 non-refundable deposit.



The troop has a health issue (supported by physician's written recommendation) that prevents

them from attending camp then a full refund of the registration and camp fees will be made.

CAMPERS WHO REQUIRE REASONABLE ACCOMODATIONS

Dear Troop Leaders/Parents/Guardians, we want to make sure that every child/adult that

attends camp has a successful experience with us. We want to be prepared and ready for your

troop’s/child’s arrival and we ask that you please partner with us and provide as much

important information as possible about your troop/daughter.

Based on the information provided it might be determined that a member of your troop or child

would benefit by having an Individual Camper Plan (ICP). The I.C.P is a plan that is specifically

customized for your child which allows for a much smoother and successful camp experience.

We ask that the troop leader or parent/guardian meet with the Sr. Director of Outdoor Program,

the Camp Director and Behavior Specialist at least 4 weeks prior to your troop’s/child’s arrival

to camp, and together discuss the best course of action. The Girl Scouts of Western New York

wants to provide a positive summer camp experience to every girl. If a girl in your troop/ or

your child has an I.E.P (Individual Educational Plan) or if a member of your troop or your child

requires special accommodations (transportation, diet, food restrictions, extra supervision, etc.)

while at camp, please contact the Sr. Director of Outdoor Program

PRIOR to REGISTERING

YOUR TROOP/CHILD

for camp at 1-888-837-6410 or custo[email protected] to discuss

the possible accommodations that could safely and reasonably be made for your troop/child.

INCLEMENT WEATHER

Troop leaders please note that, for safety reasons, all of our horseback riding and water programs may

be canceled when the weather conditions are unfavorable. When this occurs, alternative activities will

be provided. Refunds will not be issued when programs are canceled due to weather.

SAFETY FIRST

The safety and well-being of our patrons is our NUMBER ONE priority. Our camps are inspected twice a

year and issued operating permits by the State of New York.



Camp Seven Hills/Goodyear, Camp Timbercrest, and Camp Piperwood are all accredited by the

American Camp Association (ACA). An accredited camp must meet a nationally recognized set

of standards for policies, procedures, and practices related to all aspects of camp operation,

including program, health, and safety and staffing.



All of our Girl Scouts of Western New York camps meet national standards set forth by Girl Scouts of

the USA.



Records and inspection reports are on file at the Depew Girl Scout office.

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RABIES INFORMATION

Bats, raccoons, skunks, and foxes have many things in common. They’re all wild animals, and they help

us by eating insects and other pests. Unfortunately, they also have one other thing in common — they all

carry a disease called rabies. You can get rabies by being bitten or scratched by an animal that is

infected with the disease. If this happens, you must go to the doctor so you won’t get ill.

To ensure you don’t get rabies, don’t touch or play with any wild animals. Most wild animals are afraid of

people and stay away. Many only come out at night. Sometimes animals with rabies will act sick or

mean, fight with other animals, bite at trees, or even chase people. If you see wild animals that are

friendly or are out during the day, stay away and tell the nearest counselor or adult.

Bats, raccoons, and foxes can also spread rabies to cows, horses, and other wild animals like skunks,

woodchucks, or even deer. So remember, no matter how cute or tempting, don’t touch or play with any

wild animals.

LYME DISEASE: WHAT IS LYME DISEASE?

Lyme disease is the most common tick-borne disorder in the United States and can affect the skin, joints,

nervous system, heart, and eyes. It is transmitted by a tiny tick the size of the period at the end of this

sentence.

WHAT CAN YOU DO TO PROTECT YOURSELF?



Walk in the middle of trails, away from tall grass and bushes.



Wear a long-sleeved shirt.



Wear white or light-colored clothing to make it easier to see ticks.



Wear a hat.



Spray tick repellent on clothes and shoes before entering the woods.



Wear long pants tucked into high socks.



Wear shoes or sneakers. Avoid going barefoot and don’t wear sandals.

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IMPORTANT INFORMATION FOR TROOP LEADER

MANDETORY TROOP CAMP ADVENTURE MEETING

Troop leaders that register for a Troop Camp Adventure program are required to attend a

mandatory Troop Camp Adventure meeting taking place Wednesday, May 29, 2024 from 7-8:30

via zoom. Zoom link will be sent via email prior to the meeting.

This meeting will cover expectations of the program, responsibilities of the troop leaders and adults

attending, sleeping accommodations, camp program, troop participation and more. Troop

leaders must attend this meeting in order to attend and participate in a Troop

Camp Adventure program.

ATTENDANCE ROSTERS

Please make sure that you have completed the required attendance roster template located in your

Camp Doc profile. If there are any changes to your attendance roster prior to your troops attendance

please notify your troop liaison prior to arrival.

TROOP CAMP ADVENTURE STAFF SUPPORT

 Prior to check in, you will be assigned a Camp Timbercrest staff mentor/liaison.

 Your troop liaison will contact you at least 1 week prior to your check in. This contact will allow us to

confirm that we have received final roster and health forms, discuss any special needs or requests

that your troop has, and work with you on programming requests.

 Your liaison will also ask if you would like to have a cookout during your stay and will work with the

kitchen to make sure that we have everything needed for your menu. This staff member will be with

you during your stay (they will have their own sleeping accommodations) and assist you with your

program schedule and help answer any questions or concerns that you may have.

TROOP CAMP ADVENTURE SCHEDULE

Your troop liaison will provide a schedule of your troop’s program events prior to your

arrival to camp. You may work with your troop liaison on updating the schedule up until one week prior to

arrival. At that time your scheduled is confirmed and cannot be change. Once you arrive at camp your

troop liaison will review your confirmed schedule, please keep this with you the entire time.

If you scheduled down time for your troop please bring games, books, crafts, etc. for you to do with your girls

during this time. Please note that your confirmed schedule cannot be change and while we make every

effort to follow your confirmed schedule at camp, please be mindful that there will be changes that are

outside of our control. For example, if a thunderstorm cancels your boating time, every effort will be made to

reschedule this, but it is not always possible. In this event, weather appropriate activities will be provided.

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GETTING READY TO GO TO A TROOP CAMP ADVENTURE EVENTS

OPEN HOUSE AT CAMP TIMBERCREST

This year’s Open House takes place Sunday, June 30, 2024 from 1-3 p.m. Tours of camp will be

ongoing throughout the afternoon. While at camp you will get a firsthand look at our top-notch facilities.

Spend the day meeting our qualified staff & observe Camp Timbercrest Resident Camp during its

summer operation. Stop by the Tuck Shop for a look at our new summer merchandise.

Please remember when at camp, to take note that our properties consists of ravines, uneven terrain,

gravel roads, streams, and hills. For your safety and the safety of others, we strongly recommend you do

not wear flip- flops of any kind and only wear closed-toe shoes, take extra caution in inclement weather,

as the camp paths/roads can become slippery, and inform us of any onsite transportation assistance that

is required. We want you to enjoy your visit while at camp and we ask that you partner with us in

assuring your safety by following these basic guidelines and instructions.

PETS

Pets of any kind are not allowed on camp property. Troop leaders, when you are coming to camp for

your camping event we ask that you please leave your family pet at home. We thank you for your

understanding and assistance by following this policy.

TRADING POST

The Camp Timbercrest Trading Post will be open for troop camp adventure participants. We will have

items for sale such as patches, water bottles, t-shirts, sweatshirts and stuffed animals. Troop

leaders/parents/guardians please remind your girl/s to bring their spending money to camp with them. It

is recommended that girls bring $10 to $20 to shop at the trading post.

FINANCIAL AID

Financial aid is available for troop camp adventure participants. Did you request financial aid during

your online registration process? It is not too late please contact customer care @ 1 888 837 6410 to

let them know that you are interested in applying for financial aid for your troop camp event. Financial

aid will consist of each participating girl receiving $5 towards their troop camp adventure fee. No

income verification needed. FA will be applied to your account via customer service.

SLEEPING ACCOMMODATIONS -Troop Camp Adventure: participants will be either in

Jackman Lodge, Cabin Tent or Platform Tent Units.

ARCHERY is not available for Daisy Girl Scouts.

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IMPORTANT PAPERWORK - CAMP DOC. COM

Upon completing your online camp registration through Camp Doc you were directed to

complete all necessary paperwork (Troop leader information, troop information, roster,

health forms, etc.). As troop leader in charge of your Troop Camp Adventure event

you MUST do the following:

 PLEASE COMPLETE YOUR TROOP HEALHT PROFILE BY JUNE 3, 2024

 Follow the instructions and complete the financial aid (if applicable), troop leader information,

troop information and roster

Alerts will appear for any missing required information. Returning troops only - will not

have to complete the entire form again, you will just have to make changes that need

updating and

re-sign for 2024.

 Troop leaders attending camp for the first time will have to complete all

necessary forms thoroughly and completely.

 YOU MUST download the girl and adult health form, have your troop complete them and

then upload back into your CampDoc.com account. If you need assistance customer care

can assist you.

 Return to CampDoc.com at any time to make changes/updates to your camper’s

health information before camp begins.

 To avoid being canceled out of a program or denied funding, please adhere to all

required deadline dates.

Please set as a ‘safe sender,’ to avoid accidental delivery to junk and spam folders.

We are excited to continually evolve – building safer, more productive and more efficient

systems to create the best experience for you and your family.

HEALTH FORMS

The following is a check list to help you make certain your troop’s health form is completed

properly which in turn will make your troop’s check-in at camp much smoother.



YOU MUST download the girl and adult health form, have your troop

complete them and then upload back into your CampDoc.com account. If

you need assistance customer care can assist you.



PLEASE NOTE: A health form if required for each person in your troop.



Please make sure that the both the girl and adult health forms are completed and signed by

the parent/guardian or adult prior to uploading into your Camp Doc health profile.



Your daughter’s physician completes and signs his/her portion of the health form both the

front and back.



The troop girl’s physician completes and signs the individual standing orders for prescription

Dear Troop Leaders,

In our continuous efforts to provide the best possible care to our campers and staff, GSWNY is once

again partnering with CampDoc.com. for all health and camp registration information.

CampDoc.com is an electronic health record system for camps, and will help us consolidate and

integrate camper health information into a centralized and secure location. Their system will give our

doctors and nurses instant access to camper health information, a key component in providing quality

patient care.

The security, confidentiality and privacy of your camper’s personal health information will always be

protected. Only GSWNY’s health staff will have access to camper health information, and the

CampDoc.com site is secure, encrypted and password protected.

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medication or over the counter medication on the reverse of the health form. This section

MUST be signed in order to dispense medication at camp. PLEASE NOTE: The NYSHD

considers bug spray and sun screen FDA approved over the counter medications.

Parents/guardians are now authorized to sign the health from stating permission for

their child to use. However, please make sure your family physician is signing off on

all over the counter medications.



The immunization section is completed with dates. It is not acceptable to write “up to date.”

Remember your troop cannot stay at camp without immunizations stated. If a girl in

your troop is not immunized, please contact Janet DePetrillo, Sr. Director of Outdoor

Program for further instructions.

PERMISSION TO PARTICIPATE

Your troop’s safety is our #1 concern. It is imperative that you provide the parent/guardians of

every girl attending your troop camp adventure event, with a permission to participate to form.

Please bring the signed forms with you to camp.

MEDICATION: DO NOT HAVE GIRLS OR ADULTS PACK MEDICATIONS IN THIER

BAGS

Here are a few things to remember about medications at camp:



Medication will be collected by the nurse during check-in



Campers who require prescription medication or over the counter medication or vitamins

while at camp MUST have their individual standing orders signed by a physician. No

medication will be dispensed to a girl in your troop without standing orders and the

physician’s signature. No Exceptions.



All medications, both prescription and non- prescription (including vitamins), need to be

stored in the infirmary and be administered by the nurse. This pertains to all girls and

adults in your troop.



All prescription & non-prescription medications, including vitamins must be brought to camp

in the original bottle with the Rx label intact and labeled with girl/adult name on it.



The NYSHD considers bug spray and sun screen FDA approved over the

counter medications. Parents/guardians must sign the health from giving

permission for their daughter to utilize.



Remember to pick up any leftover medication from your troop liaison at the end of your

stay.

PACKING FOR CAMP

PACKING TIPS FOR OVERNIGHT CAMP

The following are tips and suggestions to make packing easy. Do not go out and purchase brand new

equipment. Many of the things you and your family will need are already around the house.

HOW SHOULD MY TROOP PACK?

There is no room in the tents, cabins, lodges, or yurts for footlockers or trunks. Suitcases tend to be very

bulky and often won’t fit under a cot. We recommend backpacks or duffel bags with carrying straps.

ORGANIZATION TIPS

Camp can be messy. Lodges, tents, and cabins tend to become messy and campers often say “I can’t find

my sweatshirt!” For those less-than-organized campers, we suggest packing a day’s worth of clothes in a

zip-lock bag (the gallon size works great). Each morning your camper can reach into her duffel bag and

pull out an entire outfit. Extra socks, shirts, etc., can be put in other zip-locks and labeled. This system

works really well for younger campers too.

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PACKING LIST: Essential Items

 t-shirts or blouses

 socks (worn all the time)

 sunscreen

 shorts, jeans, long pants

 a hat

 flashlight and extra

batteries

 warm sweatshirt or sweater

 WARM sleeping bag w/ warm blanket NO SLUMBER BAGS

 warm jacket

 If your group would like to participate in a cookout, you

will need: plastic plate, bowl, cup and silverware (or mess

kit) dunk bag (nylon mesh bag used to hold dishes to be

sterilized and then hung to dry)

 rain gear (poncho or coat)

 bathing suit

 laundry bag

 sturdy shoes, sneakers,

boots

 toiletries

 underwear

 towels and washcloths

 canteen or water bottle

 pajamas

 insect repellent

 small backpack /nap sack

OPTIONAL ITEMS LIST:



pillow



camera and film (no digital)



compass



sunglasses



stationery and stamps



stuffed animal



books



CAMPERS IN THE HORSE PROGRAM:

 Loose-fitting long pants

 Boots with a hard heel and toe (heel should be no higher than 1/2 inch). Work boots are

acceptable.

 HIKING BOOTS, SNEAKERS or RUBBER RAIN BOOTS ARE NOT PERMISSIBLE WHEN

RIDING. Camp Timbercrest will have riding boots on hand for those girls that do not have any.

However, we cannot guarantee shoe size.

PACKING FOR FUN

Each week, we will add to the fun with a special theme. Look below to see what the theme will be when

you are at camp—if you can bring along a few items to add to the fun, that’s great! Our themes are meant

to spark the creative fun in all of us—there are no limits to your imagination, so whatever you think might fit

will be fantastic! We have included a few items as suggestions.

SPECIAL THEMES

Session 1

Celebrate the Holidays

Items that represent all of the holidays

Session 1

Wild and Wacky

Items that represent anything wild and wacky for camp

Session 2

My Passport to the World

Items that represent different parts of the world

Session 3

The Battle of the Colors

Items to wear that are red or blue. Bring a plain white T

shirt

Session 4

Retro

Items that represent retro items for camp

Session 5

Olympics

Items that represent your Olympic pride

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WHAT NOT TO PACK

Safety at camp continues to be our number one priority. To avoid temporary confiscation of undesirables,

we ask that parents please examine your child’s belongings prior to her arrival at camp. We thank you for

your assistance and understanding.

 Candy, gum, food and snacks of any kind

 Fruity-smelling deodorant or toothpaste

 Body sprays or perfumes & aerosol containers of any kind

 Valuable jewelry

 MP3 players/iPods/iPads

 Cell phones and digital cameras

 Pocket knives or weapons of any kind

 Permanent markers

LOST AND FOUND

All lost and found items will be held at Camp until September 30

. After that, items will no longer be held

for claim. Please label every item your child brings or wears.

Getting To Camp

DIRECTIONS TO CAMP TIMBERCREST – 11169 More Road, Randolph, NY

From Dunkirk: Take Rt. 10S from Dunkirk, turn left on Rt. 83S (GLS business is on the right at turning

point). Go 6 miles' and turn right on Rt. 86S. Once on 86South go 2.5 miles to a stop sign -go through

the stop sign -continuing on Rt. 86S (towards Cherry Creek). Go 5.5 miles turning left on Rt. 68E to

Cherry Creek. Go approximately 1.5 miles down Rt. 68E until you come to a flashing red light. Turn

right on Main St Rt. 83S and go 4.8 miles and turn left on Rt. 62N {Conewango Valley} Go 1.7 miles to

Rt. 241S {to Randolph} at stop sign, turn right onto Rt. 241S. Go 7 miles to the end of Rt. 241S to

Randolph. At stop sign (Landmark Chevrolet will be across the street) turn right onto Main St/ Rt. 394W

12.5 miles down Main Street/ Rt. 394W is COLDSPRING Rd (on left) -Take COLDSPRING Rd and

continue up the hill. The road will change names to CORBETT HILL RD. Follow the same directions

from the Jamestown area

From Jamestown: Take Route 17/86E to Randolph and take exit 16.

Turn left onto Main Street and drive approximately 1 mile (Icons to look for: Sugar Creek Blue Seal I

Moonrise Farms, Presbyterian Church on left, Catholic Church on right). Make a right onto

COLDSPRING RD. and follow this road out of town. It runs parallel to the expressway for a short

distance. You will come to a stop sign, go straight through the stop sign and continue up the hill. The

road will change names to CORBETT HILL RD. It will wind through several curves for approximately 2

more miles till you reach a Y in the road. Bear to the left of the Y (Moore Road) and the camp driveway

will be immediately on the right side.

From Silver Creek: Take Rt. 883 into Conewango Valley. Turn left onto 241 and take 241 into

Randolph (You will see the Randolph Manor, Chevy dealership, etc.) turn right and proceed into

downtown Randolph. You will come to a three-way stop (Lake County Dairy will be on your right.) Go

straight and the 1st road on left is COLDSPRING RD. Follow the same directions from the

Jamestown area.

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ARRIVING AT CAMP

TROOP CAMP ADVENTURE AT CAMP TIMBERCREST

 If you have registered for a Sunday to Tuesday program

a. Please arrive Sunday at 2 p.m.

b. Your program will end on Tuesday at 2 p.m.

 If you registered for a Wednesday to Friday program

a. Please arrive Wednesday at 2 p.m.

b. Your program will end on Friday at 2 p.m.

 If you registered for a Friday to Sunday program

a. Please plan on arriving Friday at 7 p.m. *Dinner will not be provided.

b. Your program will end on Sunday at 10 a.m.

CHECK-IN PROCEDURES

We make every effort to move your troop/child through the check-in process as quickly as

we can. We ask for your patience and understanding when delays occur.



Check in will start at 2 or after and only after your entire troop

attending is present.



When you arrive at camp, you will be met by a Timbercrest staff member who will inform

you of your troop’s unit and program and provide you with a detailed checklist and other

important documentation.



Prior to entering camp, a designated staff member will take each troop member’s

temperature and ask the required health screening questions.



Once your troop/child clears the health screening, you may head to the dining hall to

finish the check in process. Please have all paperwork (if applicable), medication and

money ready.



Once you enter the Dining Hall, go to the table marked “Start Here” The staff member

sitting at this table will give you instructions, answer questions and collect paperwork.



You will then proceed to see the nurse to hand in your troop’s/child’s health medication

that she is taking. Troop leaders and all adults participating in the troop camp adventure

event MUST also hand in all medication at this time.



You are now ready to head to the Infirmary. Girls/adults will have their head checked.

If you or a member of your troop has Planter’s Warts please let the nurse know about

it. You or your troop member will have to wear socks or water-shoes while in the lake

or shower.



You may now proceed to your troops/child’s unit.

HEAD LICE POLICY

Part of the check in process for your troop is for each member of the troop to have their temperature

taken and their head checked for head lice. Please note that if you or a member of your troop has nits

(lice eggs) or active lice you/they will not be permitted to stay at camp. You or a member of your troop

can return to camp when your//their head has been treated and is clear of all nits and lice and

you/they have a letter from their family physician or professional establishment that handles head lice

treatments, stating you/ they are cleared to attend camp. Please note that you or a member of your

troop will be rechecked by our health supervisor upon returning to camp.

CAMP MEALS

All camp meals and snacks are provided. We offer our main meal and a vegetarian option. Our camp

meals are camper friendly and provide a balance of fruits, grains and dairy. The Girl Scouts of Western

New York wants to provide a positive summer camp experience to every girl. If you or someone in

your troop requires special accommodations (diet, food restrictions) while at camp, please

14 | P a g e

contact Janet DePetrillo, Sr. Director of Outdoor Program PRIOR to REGISTERING YOUR TROOP for

camp at 1-888-837-6410 or customercare@gswny.org to discuss the possible accommodations that

could safely and reasonably be made for your child

DEPARTING FROM CAMP

YOU MUST CHECK OUT WITH YOUR ASSIGNED LIAISON prior to your

departure from camp. Please remember to collect your troop’s medication if

you brought any, from the nurse.



Your troop’s luggage will be under the tent marked with your unit sign.



Your Troop Liaison will assist you with any lost and found

_______________________________________________________________________________

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TROOP CAMP ADVENURE

CAMPER AND PARENT CAMP AGREEMENT

Parent/Guardian: The safety and well-being of your child is our number one concern. Therefore, this

camp agreement has been developed to help you and your daughter understand our safety regulations

at camp. We ask that you and your daughter read over this camp agreement. You no longer need to

bring this form to camp, but you and your daughter are still expected to comply with this

agreement.

We agree that our child will attend camp and follow all rules, regulations, and safety guidelines.* We also

understand that if while at camp our child prevents the staff from safely supervising her and/or others or

becomes harmful to herself, to campers or to staff, she will be in violation of this camp agreement and

could be sent home from camp. If this situation does occur, we understand that we or the designated

emergency contact person (if parents/guardians cannot be reached) will be responsible for taking our child

home from camp. If our child is sent home from camp, we understand that there will be no reimbursement

monetary or otherwise.

We as parents/guardians agree to and accept all rules, regulations and safety guidelines provided for our

daughter as set forth by camp.* We also agree that as parents/guardians we will not make any

unreasonable demands of camp in relation to our daughter’s participation at camp.

Participating Camper: As a participating member at camp, I agree to adhere to all rules, regulations,

and safety guidelines set forth at camp.* I understand that if I put the safety of other campers, staff

members or myself in danger or if I prevent the staff from safely supervising me or others, I will be in

violation of this camp agreement and will be sent home from camp.

My daughter and I have read, understand, and agree to the terms and conditions of this camp agreement.

Rules, Regulations and Safety Guidelines

1. Fun, friends, and lots of laughter.

2. Campers will be respectful, at all times, of themselves and others.

3. Campers will not verbally or physically threaten, abuse or harm other campers and or staff

at any time while at camp and or on the bus to and from camp.**

4. Campers will be respectful, at all times, of others’ personal property.

5. The use of alcohol, non-prescribed drugs, and tobacco is strictly prohibited.

6. Campers will be respectful, at all times, of all camp property and equipment.

7. Campers always travel (whether on or off the camp property) with a buddy.

8. Cell phones, digital cameras, portable TVs, iPods, iPads, MP3 Players, personal sports

equipment, and pets, as well as weapons of any kind, are strictly prohibited.

9. Campers are always supervised by the camp staff.

10. Campers are required to participate in all aspects of camp life (i.e., unit and all-camp kapers, all-

camp activities, emergency practice drills, etc.).

11. Campers will not pack or bring to camp gum, candy, cookies, or snacks of any kind.

**Parents/guardians, the aforementioned safety rules, regulations, and safety guidelines are put in place

for the safety of our camp patrons. Our staff will work with your child to make sure that these safety

regulations are adhered to and that everyone at camp has an enjoyable experience. However, there are

some displays of behavior or actions that are unacceptable and require immediate action. If your child

displays any type of the following behaviors while at camp or on the bus, she will be removed from

the camp program.

 Biting

 Spitting at campers or staff

 Destroying camp property

 Destroying personal property

 Hitting campers or staff

 Running away from the group

16 | P a g e

TROOP CAMP ADVENTURE

CAMP PROCEDURES REGARDING THE INTERNET AND TECHNOLOGY

Camp and Parent/Guardian Partnership: Our promise to you is to continue to build your trust in us.

These procedures/guidelines will be enforced to ensure the continued safety and security of your

daughter(s) while at camp. We can’t do this alone. We need your help. Please share this very important

information with your daughter(s). Together we can make a difference!

Your Daughter(s), Our Staff During Off-Peak Season: We recognize and understand that

campers and counselors can develop close, trusting relationships with one another while at camp and

that these relationships are healthy, wholesome, and beneficial to campers and staff alike. We also

recognize and understand that it is natural for campers to want to keep in touch with their favorite

counselors after camp. The Girl Scouts of Western New York, Inc. does not encourage or sanction the

exchange of contact information between campers and the seasonal staff, nor do we take responsibility

for what may occur as the result of such contact. Our procedure/guideline is to forbid the exchange

of contact information of any kind between campers and the seasonal staff, whether paid or

volunteer. While we cannot keep you from allowing your child to visit or communicate with one of our

staff members, by doing so, you take full responsibility.

Cell Phones: Cell phones are not allowed at camp. There is one fundamental problem with campers

having cell phones at camp, and that is trust. We understand that you are making a leap of faith by

entrusting your daughter(s) over to the care of our counselors. As children learn to trust other caring

adults, they grow and learn, little by little, to solve some of their own challenges. We believe this

emerging independence is one of the greatest benefits of camp. It is one important way your child

develops greater resilience. Contacting you by phone essentially means they have not made this

transition. It prevents us from getting to problems that may arise and addressing them quickly. Please

know that you may communicate with the camp staff at any time during your daughter(s) stay at camp.

We also agree to tell you if your child is experiencing a challenge in her adjustment to camp. You can

help by talking with your daughter before she leaves for camp and telling her that there is always

someone she can reach out to, whether it is her counselor, the Unit/Village Director, the Director or camp

nurse. Please review “preventing homesickness” in your parent guide. We all want the same thing for

your daughter to have a successful camp experience.

Digital Cameras: To ensure the protection and privacy of campers, staff, etc., digital cameras are not

permitted at camp. A camper taking inappropriate photos of campers and/or staff changing or showering

and uploading these photos on the Internet is strictly prohibited. Disposable cameras are permitted and

encouraged. Parents/guardians, please help us maintain a safe environment by explaining this to your

child (please refer to the camper/parent agreement). Any camper that takes a compromising

photograph of another camper or staff member and uploads it on the Internet or makes it public in

anyway may be subject to dismissal from camp or may not be allowed to return. If the law is broken, the

appropriate authorities will be notified.

Children’s

Camps

New

York

State

In New York State, summer camps must

have a state, city or county health

department permit to operate legally.

These permits are issued only if the camp

is in compliance with the state’s health

regulations. The permit to operate must be

displayed in a conspicuous place on the

premises.

The camp must be inspected twice yearly

by a health department representative. At

least one inspection must be made during

the time the camp is in operation. Each

camp is checked to make sure that the

physical facilities are safe and that

supervision is adequate.

When choosing a summer camp for your

child, consider the following:

Staff Credentials/Supervision

What are the qualifications of the camp

director?

The New York State Health Code requires

that the director of an overnight camp be at

least 25-years-old or hold a bachelor’s

degree; a day camp director must be at

least 21-years-old.

All directors must have experience in

camping administration or supervision.

Camp directors’ backgrounds are screened

by the Office of Children and Family

Services Central Register Database for

reported incidents of child abuse and

maltreatment. Their backgrounds are also

screened by the Health Department for

criminal convictions. Only individuals who

are considered to pose no risk to campers

are accepted by the Health Department as

camp directors.

What are the qualifications of the camp

counselors and how are campers

supervised?

Counselors must have experience in

camping and supervision of children or

have completed an acceptable training

course. Stringent counselor-to-camper

ratios and staff qualifications are mandated

for supervision of swimming, archery,

riflery and camp trip activities.

At overnight camps, 80 percent of the

camps’ counselors must be at least 18-

years-old; up to 20 percent may be 17-

years-old. There must be at least one

counselor for every 10 children aged eight

years or older, and one counselor for every

eight children younger than eight years old.

At day camps, counselors must be 16

years of age or older. There must be a

minimum of one counselor for every 12

children.

Camps that must provide at least 10

counselors may choose to use counselors-

in- training (CITs) to meet 10 percent of the

required number of counselors. These

CITs must be at least 16 years of age at an

overnight camp and 15 years of age at a

day camp. They must work with senior

staff, have had previous experience as a

camper and complete a training program.

Ask the camp operator if any of their

counselors are CITs and how they are

used to supervise campers.

Ask about the camp’s staff and

supervision procedures, including

discipline policies. Do they meet your

expectations?

Health

Ask about medical

coverage and when you

will be notified if your

child becomes ill or injured.

Is a doctor or nurse in residence or on

call for campers at all times?

Physicians or nursing services must be

available. All summer camps in New York

State are required to have a health director

and a written medical plan approved by the

Health Department. The written plan must

include, among other things, provisions for

medical, nursing and first aid services.

Injuries and illnesses must be reported to

the Health Department and are thoroughly

reviewed.

Does the camp require medical records

for campers?

Camps must keep current medical history

reports on file for all campers. Be sure to

detail your child’s history of immunization,

illness, disability or allergy. Specify special

diets and activity restrictions. Provide

instruction for any medication your child

must take.

Camp Safety

Are the camp facilities and activities

safe?

The camp operator must develop a written

plan to include maintenance of facilities,

provisions for training staff members and

orientation of campers, supervision of

campers, campsite hazards, emergency

procedures and drills, safety procedures

and equipment for program activities.

Swimming

Are waterfront personnel

qualified?

Are campers always supervised while in

the water?

All waterfront activities at camps in New

York State must be supervised by an

experienced certified lifeguard or water

safety instructor. On site, one qualified

lifeguard is required for every 25 bathers.

All aquatic staff are required to be trained

in cardiopulmonary resuscitation (CPR).

Camps that use off-site pools or beaches

operated by others must make special

arrangements to provide a safe activity.

Even off site, the camp remains

responsible for supervising campers.

Some children’s camps use sites for

swimming that are not inspected by local

health departments. Parental permission is

required in these instances, and the camp

must follow established guidelines to

protect campers.

While campers are involved in aquatic

activities on site, there must be one

counselor for every 10 campers eight

years or older; there must be one

counselor for every eight children aged six

and seven; and one counselor for every six

children younger than six years old. When

swimming off-site, there must be one

counselor for every eight campers six

years or older and one counselor for every

six campers younger than six years.

Are bathing areas marked off for various

swimming skills? Are campers tested to

determine their level of swimming ability

before participating in aquatic activities?

Are non-swimmers kept in water less than

chest deep? Is the buddy system used?

Are campers required to wear life

preservers when boating or canoeing?

New York State regulation requires that the

answers to all these questions must be

“yes.”

Camp Trips

Are camp trips supervised by counselors

who have the maturity and experience to

make decisions that could affect the safety

of campers?

All trips must be supervised by a trip leader

who is at least 18 years old and competent

in the activity. Counselors

must accompany trips and all

staff must review the safety

plan prior to the trip.

Counselors should

have the skills and

expertise in the

camp activity

(canoeing, rock-

climbing, etc.) to

handle any emergency that might arise.

Ask whether the camp has conducted

similar trips in the past without incident. In

New York State, the drivers of camp

vehicles must be licensed and at least 18-

years-old. Seat belts must be worn when

provided and vehicle capacities not

exceeded. When transporting children in a

truck, only a truck cab can be used.

Sports and Activities

How are activities in craft shops

supervised, especially when campers are

using dangerous tools, such as power

saws and lathes? Are archery and rifle

ranges at a safe distance from activity

centers? Are spectators protected at

baseball fields and similar areas? Do

players wear protective equipment?

State regulation requires that archery,

riflery and horseback riding be

supervised by counselors with

special training in those

activities.

Fire Safety

Are there periodic fire drills

for both campers and staff?

Does each floor of every

building have fire exits in two different

locations? Are flammable materials

(gasoline, pool chemicals, etc.) stored

away from activity centers and kept under

lock and key? Are functioning smoke

detectors located in every sleeping room?

All of the above are mandatory in New

York State.

Location and Facilities

Are barriers erected against such natural

hazards as cliffs and swamps? Are foot

trails located away from such dangerous

areas and from heavily traveled roads and

highways? Do the camp facilities (bunks,

bathrooms, mess hall, recreation facilities)

meet your aesthetic tastes and those of

your child? Is the camp located in an area

that will not aggravate your child’s

allergies? Will your child be required to

perform chores, such as cleaning or

cooking?

For information on the camp’s location and

facilities, visit the camp or interview the

camp operator by telephone, prior to

making a decision to enroll your child at

the camp.

Nutrition

Are good health practices observed in the

camp kitchens, dining areas and food

services? Does the camp serve food your

child likes?

At camps in New

York State, food

must be prepared

from inspected

sources. Food

preparation and

handling activities are reviewed to assure

safe and sanitary practices. Kitchen

employees must be healthy and follow

hygienic practices. Potentially hazardous

food must be maintained below 45°F or

above 140°F.

Rights and Responsibilities

The regulatory program of the New York

State Department of Health places specific

responsibilities on camp operators, and on

local health departments that enforce

department regulations. Following is a

summary of rights and responsibilities:

Rights of Parents and Guardians

• To be informed by the camp director, or

his or her designee, of any incident

involving your child, including serious

injury, illness or abuse.

• To review inspection and investigation

reports for a camp, which are maintained

by the local health department issuing the

camp a permit to operate (present and

past reports are available).

• To review the required written camp

plans. These are on file at both the camp

and the health department issuing the

permit to operate.

Responsibilities of the Camp Operator

 To inform you and the local health

department if your child is involved in any

serious injury, illness or abuse incident.

 To screen the background and

qualifications of all staff.

 To train staff about their duties.

 To provide supervision for all campers 24

hours a day at overnight camps, and

during hours of operation for day camps.

 To maintain all camp physical facilities in a

safe and sanitary condition.

 To provide safe and wholesome meals.

 To have and follow required written plans

for camp safety, health and fire safety.

 To notify the parent or guardian, with the

enrollment application or enrollment

contract, that:

– the camp must have a permit to operate

from the New York State Department of

Health or the designated permit-issuing

official;

– the camp is required to be inspected

twice yearly; and

– the inspection reports and required plans

are filed (address of state, county or city

health department) and available for their

review.

Responsibilities of Local Health

Departments

• To review and approve the required

written camp plans for compliance.

• To inspect camps to assure that: (1) all

physical facilities are properly operated

and maintained; and (2) adequate

supervision exists to provide a healthy and

safe environment in accordance with the

New York State Sanitary Code.

• To issue a permit to operate when the

required plans and inspection results are

satisfactory.

• To investigate reports of serious incidents

of injury, illness and all allegations of

abuse or maltreatment.

• When requested, to provide parents or

guardians of prospective campers an

opportunity to review inspection reports

and required plans.

The time and effort spent in selecting the

camp your youngster will attend is

important. Keep in touch, especially if it is

your child’s first camp experience. If

possible, visit the camp before and during

the camping season.

Information

For further information about New York

State health laws relating to summer

camps, call the State Health Department’s

Bureau of Community Environmental

Health and Food Protection in Troy at 1-

(800) 458-1158, ext. 27600.