CAMP POLICIES

Key Definitions

Registration- A complete registration includes a completed, signed and submitted registration form and full payment of all participation fees.

Camp-week(s)- Refers to the week(s) of camp that your child is registered for or you intent to register your child for.

Staff- Includes camp counsellors, volunteers, supervisors, and directors.

 

Registration

Children will be considered registered in the camp program when a complete registration is submitted, and camp fees have been paid in full by one of the accepted methods of payment. Families can register their child for one or multiple weeks.

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The last day to register for a camp week is the Friday (before 1:00 PM) prior to the start of the camp week you want to register your child for.

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Before submitting a registration form, families must check the Camp Overview section on the website to confirm there are spots available in the week(s) you intend to register your child.

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If a family submits a registration for a week that was indicated as “FULL” on the website, the family will have the option to change their registration to another week with available spots. If all weeks are FULL a refund will be made minus a $60 administration fee.

All registrations are non-transferable.

 

Payment methods

Families can pay by one of the following payment methods:

• Online Card Payment (Visa, Mastercard, and American Express)

• E-transfer

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If you require a different payment method, please contact us prior to submitting a registration.

 

Participation Fees

All participation fees must be paid in full in order to secure a spot at our camp.

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Our participation fee is $210 per camper, per week. Week 5 will only run from Tuesday to Friday due to the stat holiday on August 1, the participation fee for this week is $180.

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We offer after care pick-up for an additional $25 fee per camper, per week. See Extended after care hours below for more information.

 

Cancellations/Refunds

All cancellation requests must be sent in writing to latinrootsproject@gmail.com

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Families can cancel a registration and receive a full refund until May 20, 2022. After May 20, all cancellations will be subject to a non-refundable $60 cancellation fee per camper, and all changes (i.e., switch registration to another week and/or remove after-care) will be subject to a $15 change fee per occurrence based on availability.

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If a cancellation request is received within 10 days before a camp-week start day, no refunds will be made; considerations may be given to change the registration to a different camp-week subject to availability and subject to the $15 change fee.

No refunds or changes will be provided if a cancellation request is received within 3 days prior to the camp-week start day.

 

No refunds will be made under any circumstances once the camp-week has started including, but not limited to; any absence, inclement weather, or days the camp was unable to open/was required to close due to circumstances beyond the control of Latin Roots Cultural Project; including, but not limited to natural disasters, and/or other health and safety concerns.

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COVID-19

Covid-19 is continuing to spread around the world. Latin Roots Cultural Project will closely follow federal and provincial recommendations and guidelines to ensure that we are doing our part to provide a healthy and safe environment for all participants.

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Latin Roots Cultural Project reserves the right to change or update our programming as needed due to health authorities and professionals making recommendations and/or changes to the covid-19 guidelines prior to and/or during the summer or other factors affecting indoor or outdoor venue availability.

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In the event we are prohibited from operating due to a governmental decree, lock-down, or restrictions that significantly affect our programming related to COVID-19 or any other infectious disease emergency, parents will be notified in writing by email and will be offered a refund for the upcoming affected week(s). Our “Cancellation/Refunds” policy applies to any other type of cancellation/changes requests.

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Lost/Stolen Items

Our staff is not responsible for lost, stolen or damaged belongings including clothing, electronics, backpacks, etc. Campers should not bring any valuables to camp.

 

Inclement weather and programming

Most of our camp activities are intended to be done outdoors. However, in case of inclement weather, activities will be conducted at the indoor facility. Latin Roots Cultural Project reserves the right to adjust or change our programming as needed due to any factors affecting our camp programming.

 

Extended after-care hours

We offer an extended after-care pick up option from 4:30 PM to 5:00 PM for an additional fixed fee of $25 per camper, per week regardless of how many days extended after-care is needed in a week.

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This option can be selected during the registration process. If a family already completed a registration and wishes to get after-care service afterwards, please contact us.

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The last day to request after-care service is the Friday (before 1:00 pm) prior to the camp-week start day.

 

Late Pick up

We ask families to ensure their children are picked up no later than 4:30 PM. If a family has requested and paid for extended after-care pick up, we request that children are picked up no later than 5:00 PM.

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Any late pick-up will be subject to a charge of $15 per every 15 minutes paid directly to onsite staff. We also reserve the right to ask families to withdraw from camp for multiple late pick-up occurrences.

 

Sign in/out procedures

Families will be asked to include a list of persons who are authorized to drop-off and pick-up their camper(s) on the registration form. Children will only be released to the care of authorized persons who are a minimum of 18 years of age.

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All campers must be signed in/out of camp by a pre-authorized adult each day. Children will not be permitted to arrive at or leave the camp unless accompanied by a parent/guardian or authorized person. Authorized adults are required to identify themselves when picking up campers.

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Parents/guardians must inform staff in writing, of any changes in the pickup arrangement for their child(ren) and advise the authorized person that they will be required to show photo identification in order to assume responsibility for the child.

Further details on sign in/out procedures will be sent to families within a week of camp-week start day.

 

Anti-bullying policy

Bullying is when one or more people exclude, tease, taunt, gossip, hit, kick, or put down another person with the intent to hurt another. Latin Roots Cultural Project seeks to provide an environment that is safe and enjoyable for all participants.

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At our camp, any type of bullying is inexcusable and will not be tolerated. We reserve the right to ask you to remove your camper from camp if we deem the behaviour to be inappropriate.

 

Aggressive, offensive and inappropriate behaviour

To promote a safe, comfortable, and inclusive atmosphere, each child and parent/guardian is at all times expected to be respectful of self, others, the environment (both indoor and outdoor), equipment, materials, or property; and communicate through listening and speaking in ways that attempt to resolve conflict in a peaceful manner.

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Our organization has a zero-tolerance policy for any type of aggressive, offensive or inappropriate behaviour against staff, campers and other guests.  Anyone exhibiting this behaviour will be asked to leave camp immediately and not welcome to return.

 

Nut Policy

Our camp is an allergy aware environment. Please do not send your child to camp with any peanut or nut products, including peanut butter and jelly sandwiches, snickers bars, or peanut M&Ms, etc. We encourage parents/guardians to read labels to avoid bringing in any product containing nuts or known allergens.

 

Medical Policy  

The Medical Information section included in the registration form must be completed and signed by families to include all information related to allergies, medications, medical limitations, etc.

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If requested, staff will administer prescription medication to campers with the written authorization of the parent/guardian. Parents/guardians must provide written medical authorization including the dosage and times/circumstances any medication is to be given; provide medication in the original container/packaging, clearly labelled with the child’s name, name of the medication, dosage, the dates of purchase and expiry, and instructions for storage and administration of the medication; directly hand medication to a staff member; ensure that non-prescription medications are accompanied by a doctor’s note along with the above information.

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Our staff will not administer expired medication. If the administration or handling of a medication requires the administering person to have special training, credentials, or qualifications, our staff will not administer the prescription medication. A parent/guardian or a qualified individual will be responsible to administer the medication during camp hours.

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Note: If your child requires special medical, behavioural, or social support; contact us before submitting a registration, as we may not have the right supports in place for all children.

 

Illness

Children exhibiting signs and symptoms of illness should remain at home until they are well enough to fully participate in the camp program.

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For the safety of all campers and staff, a camper’s return to the program after being ill will only be allowed with a doctor’s note indicating that the camper has fully recovered and can return to camp activities. If a doctor’s note can’t be provided, the camper’s return will be determined under advice and consultation from Saskatchewan Health Authority.

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Should a child become ill during the day, the parent(s)/guardian(s) will be contacted to pick up their child. Staff will provide the parent(s)/guardian(s) with information regarding when their child may return to camp, according to guidelines established by Saskatchewan Health Authority.  

 

Photos & Video waiver & release 

By registering for “Summer with Amigos” camp, you acknowledge that camp photos and video of campers will be taken during camp activities and that they remain the sole property of Latin Roots Cultural Project Inc. These photo and video materials may be used in current and future print & online marketing and promotional campaigns including our website and other digital platforms.

 

Policy changes

Latin Roots Cultural Project reserves the right to change or update our policies, terms and conditions and/or programming as needed. Information about new policies and procedures or changes to existing ones will be communicated through email to registered families.

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Privacy Policy

Latin Roots Cultural Project is committed to keeping the personal information of our campers and families accurate, confidential, secure, and private.

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We collect information about your camper and family so that we can provide the best and safest experience for your child at camp. Personal information allows us to ensure the safety and welfare of the campers in our care.

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We use personal information to share updates with camper’s families about news and information about camp. We also use personal information for collecting/processing payments, email and mail or other digital and social media promotional/marketing purposes.

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Consent to Use Personal Information

We may obtain your express consent to use personal information, or we may determine that consent has been implied by the circumstances. Consent could be in writing such as: signed registration form, signed medical forms, submitted e-forms online, or verbally in person or over the telephone.

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As part of the registration process, we ask that you provide information that allows us to provide the best care for your child. In doing so, you consent to our collection, use and disclosure to appropriate third parties of such personal information for these purposes.

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