YMCA Camp Hi-Rock
A Branch of the Central Connecticut Coast YMCA

Camp with Character, Programs with Purpose since 1948

Day Camp Parent Information

Note: Parents of Resident Campers can find more relevant information by going to the Resident Camp Parent Info page.

This page details the policies and procedures for YMCA Camp Hi-Rock's Day Camp program. To learn more about specific programs and activities, please visit our Activities page or our Day Camp page. Carefully browsing through the contents of this page, as well as the rest of the website, can help you prepare your camper (and yourself) for a successful Hi-Rock summer. You can also download a comprehensive Day Camp Parent Handbook to read at your convenience.

Camp Hi-Rock is committed to ensuring that every camper's stay with us is safe, happy, and rewarding. Our goal is to challenge and nurture the individual, build self-esteem, instill leadership and social skills, strengthen the body, lift the spirit, and sharpen the mind. We strive to accomplish this by fostering an atmosphere built around the YMCA's four character values - caring, honesty, respect, and responsibility - while developing skills, making friends, and having a great time!

Feel free to contact us at any point if you have any questions or concerns not answered within this website. The Camp Hi-Rock staff would love to hear from you!

Administrative Information: Before/After Camp

Registration Policies
Changes, Cancellations, or Special Requests
Medical Policies and Procedures: Required Medical Forms
Medical Policies and Procedures: Medical Care
Transportation
Morning Drop-Off
Afternoon Pick-Up
What to Bring
After Camp
Other Important Administrative Information

Day Camp Information: While Your Camper is at Camp

Swimming and Waterfront Policy
Parents Nights and Overnights
Camp Store
Homesickness/Other Problems
Camper Code of Conduct
Other Day Camp Information

Registration Policies

Registration forms are published in the fall and sent to all campers who attended camp the prior summer. All forms are also available for download here. Upon receipt of a registration form and deposit, the camp office will send parents a confirmation packet, which includes: confirmation of registration and payment; medical forms; and a Parent Handbook, which details all the information found on this website. Camp Hi-Rock will only process registrations and mail confirmation packets once we receive a complete registration form AND payment for the initial deposit. This is to ensure that all our camper spots are held fairly.

Final payment of day camp program fees, as well as any written changes, cancellations, or additional requests, are due by June 1. Payments can be made by check, money order, or credit card authorization (VISA/MasterCard only). Payment plans are available; please contact our office well in advance of the June 1 deadline to find out more. If you are registering after June 1, please submit all payment and paperwork immediately or no later than 2 weeks before your camper's intended arrival, to ensure your camper's place at camp.

If there are any special custodial circumstances of which we should be aware, please inform the camp office, in writing, as soon as possible. YMCA Camp Hi-Rock must be provided with legal documentation concerning any parental visiting issues. Our camp office will not release to anyone personal records or data, medical examination reports, or evaluations, without the consent of the camper's parent/guardian.

Changes, Cancellations, or Special Requests

If you need to make any changes to your original registration form, please contact the camp office as soon as possible, and send written notification no later than June 1. These changes or requests may include: session changes, waterskiing requests, transportation needs, special dietary requests, or authorization of persons to pick up your camper.

If, for any reason, your camper cannot come to camp at the scheduled time, PLEASE NOTIFY OUR OFFICE IMMEDIATELY! There may be a waiting list for camp, and someone might be glad to take the place originally reserved for your camper. The initial deposit is not refundable. Any other payments will only be refunded if the camp office receives written notice of cancellation by June 1. Refunds can take 8-10 weeks to process, regardless of the amount. If a camper is unable to come to camp due to an accident or illness after June 1, all advance payments are refundable provided a doctor’s note is submitted. Refunds will not be granted to campers who choose not to complete their stay due to homesickness, dislike of our programs, or failure to comply with the Camper Code of Conduct.

Medical Policies and Procedures: Required Medical Forms

Commonwealth of Massachusetts law requires campers to have documentation of a physical examination, conducted by a licensed physician within two years prior to their stay at camp. Camp medical forms are available here, and are preferred to any other forms. If you will be submitting medical forms other than the Camp Hi-Rock forms, please make sure that the physician has signed off on the "Camp Hi-Rock Medical Form" or included a screen for signs of active tuberculosis.

1. Medical Form/Medical History Form: The camper's parent/ guardian must complete and sign the front side of the Medical Form within 6 months of their camper's stay at camp. A licensed physician must complete and sign the reverse side of the form, which includes a Medical History, immunization records, and a physical examination report. Please include your camper's insurance information on this form and provide camp with a copy of both the front and back sides of your camper's health insurance card.
2. YMCA Camp Hi-Rock Medication Administration Release Form: Camp Hi-Rock cannot administer any prescription or non-prescription medication brought from home to a camper without a complete Medication Administration Release Form. This form requires details including the name of medication, directions for use, and the patient's name. Both a parent/guardian and a licensed physician must sign this form.

Please mail your completed medical forms to camp no later than 2 weeks before your camper's stay at camp, and retain a copy to bring to check-in or to hand in at the bus stop on check-in day if your camper will ride a bus. We cannot allow any camper to remain at camp without a current and complete medical form. The Medical Form also includes documentation of parental consent, allowing the camp staff to provide emergency medical attention for a camper if necessary, and basic health insurance information to be used if the camper requires medical care or prescription medication. In order to meet specifications set by our local Board of Health, only the Camp Hi-Rock medical forms are acceptable.

Medical Policies and Procedures: Medical Care

Daily medical care is provided by the camp nurses, in accordance with standing orders from our consulting medical practice, Macony P.C. Our nurses are available 24 hours a day. First aid kits are kept in all program areas, and are also carried on hikes and overnight campouts. The majority of first aid will be administered by medical staff; however, the general staff are trained in CPR and First Aid and will administer first aid when necessary.

All prescription or non-prescription medications should be handed to the camp staff in its original, prescription container, and placed in a labeled bag. This will be submitted to our camp nurses. Medications, including vitamins, are only to be administered under the direct supervision of a camp nurse. These medications will be locked in the camp infirmary when not required. Should a medication be required to be kept on a camper’s person (such as in the case of inhalers or Epi-pens), a physician must provide written authorization for the medication to be kept with the camper at all times. Medications will only be administered once the camp nurses have approved the prescription as detailed on the Medication Administration Release Form. The nurses may administer other nonprescription medications according to our standing orders if needed by your camper during their stay, provided you have not indicated an allergy to such medications on the Medical Form. They may also administer prescription medications prescribed by a local physician during your camper's stay.

At least one of our registered nurses will be on camp at all times, and our counselors are certified in CPR and First Aid. When any serious accident or illness occurs at camp, we will administer medical care and contact parents as quickly as possible. In the case where the emergency medical attention is required, our Emergency Action Plan will be activated. If parents are not available, we will call the emergency contact you have provided on your camper's registration form.

Should your camper require medical treatment by a doctor, we will provide transportation to and from the hospital or doctor's office if you are unable to do so. Any expenses incurred (doctor or hospital fees, medications, etc.) will be the responsibility of the parents/guardians. YMCA Camp Hi-Rock does not provide insurance for campers. Please include your camper's health insurance information on his/her Medical Form, and provide a copy of the front and back sides of the camper's health insurance card.

Please note that YMCA Camp Hi-Rock does not provide insurance for campers.
Parents should include all health insurance information with medical documentation;
any fees incurred as a result of medical treatment will be applied to the parent's bill at the end of the summer.

Transportation

As an alternative to driving your campers to and from camp, Camp Hi-Rock offers free bus transportation to campers from some of our major service areas: Great Barrington, Sheffield, South Egremont, Stockbridge, and Mount Washington, MA, as well as Austerlitz and Hillsdale, NY. Parents may specify a morning location that is different from the afternoon location, if desired. Please sign your camper up for bus transportation when you fill out the registration form. If you would like to change either location for your camper, please contact our office at least one week in advance. Changes to bus routes can only be made before the relevant week has begun.

Locations are listed below. For bus times, please refer to your confirmation material, or contact our camp office (times are subject to change; please contact our office in advance for confirmation of pick-up and drop-off times):

Please note:
Locations may be added if there is sufficient interest; please contact our office to express interest in additional locations.

Morning Drop-Off

Because of the variation in driving times, please try to bring your camper to the morning location at least five minutes in advance. You should remain with your camper until our bus arrives, and accompany your camper to the bus in order to sign our sign-in/sign-out sheet. At this time, you may also submit to the day camp staff any waivers or parental notes you wish submitted to our office. If you have medications (specified on the Medication Administration Release Form) which you would like administered to your camper during the day, please label a paper bag clearly with your camper's name and submit that to the camp staff as well. Parents should not expect to pay camp fees at the bus stop. Please contact our office no later than two weeks prior to your camper's first day of camp to arrange payment of any balances, including store fees.

Afternoon Pick-Up

YMCA Camp Hi-Rock will not leave campers unsupervised if a parent is not present at the afternoon pick-up location. There is a fee of $1/minute after the printed pick-up time, until an authorized parent/guardian arrives to pick up his/her camper. If no one arrives to pick up your camper, we will continue on the scheduled route and return to the pick-up location after all other campers are dropped off from the bus. If there is still no one authorized to pick your camper up, we will return to camp with the camper and attempt to contact you. In the case that we cannot reach you or the emergency contact, we will then notify the local authorities.

What to Bring

Since campers spend a large part of each day outside, we advise that they bring clothes which they will not mind getting dirty. Please remember that camp will still run in periods of light rain. To avoid lost articles, make sure that all clothing and personal items are clearly labeled. Lost and found items will be washed and sent to Goodwill after each session. If your camper loses something of significance, let our office know and we will do our best to locate it.

Please help your camper pack appropriately for camp, and discourage him/her from bringing expensive electronics or valuables. Each camper is responsible for his/her belongings. We cannot accept responsibility for damage to, or theft of, personal property while at camp. The following items may not be brought to camp: glass containers; aerosols; target sport equipment; PSPs, Gameboys, or similar handheld games; radios; knives or Leathermans; fireworks; gum; TVs; computers; lighters; or cellular phones. If these items are found, they will be confiscated and parents will be notified.

If you have medications (as specified on the Medication Administration Release Form) which you would like administered to your camper during the day, please label a paper bag clearly with your camper's name and submit that to the camp staff on the bus.

After Camp

Gratuities: YMCA policy prohibits tipping. You may show your appreciation by making a donation to the Staff Appreciation Fund, which supplements the end of season banquet and our Staff Appreciation events and purchases. Please notify our office if you would like to support our staff recognition efforts in this way.

Adding Sessions: If your camper is interested in attending camp for another week or session, we would be delighted to accommodate you! Please call our office to see if there is space in our program and to arrange registration details (bus transportation, meals, programming, etc) and payment information. If possible, please contact us by the Wednesday prior to the relevant week that you would like your camper to attend.

Camp Store Accounts: Before leaving camp on Parent's Night, please visit our camp store to close your camper's account, and to pick up any summer souvenirs. While there, please indicate what you would like to do with any remaining camper balances. Remaining funds can be processed in three ways:

• Leftover store funds can be left in your online account as a system credit. This is the simplest method. The credit can be applied towards any future Central Connecticut Coast YMCA fees, including, but not limited to, future Hi-Rock fees.
• The remaining funds can be donated. Donations can go either to our Strong Kids Campaign which provides financial assistance to campers and a general subsidy to all of our youth camp programs, or to our staff appreciation fund, which helps defray the cost of our staff yearbook and end-of-summer staff banquet.
• The balance can be refunded. If you paid via check or cash, the refund must go through our Corporate office and can take up to 8-10 weeks, regardless of the amount. Please consider leaving store funds as a system credit, as this avoids expensive administrative processing costs.

Store funds which are left unprocessed will be automatically applied as a system credit to your account for balances under $15. For balances above $15, families will be contacted.

Other Important Administrative Information

Personal History Form: A Camper Personal History Form is available here. This form allows you the opportunity to share information with the camper's Unit Director, the Camper Care Specialist, and appropriate camp staff, and will help us better serve your camper. Please use this form to provide any information that may affect your camper's stay at camp.

Coaching Period Request Form: YMCA Camp Hi-Rock offers individual choice programming for older day campers. Coaching periods give campers who are 8 years or older some scheduling flexibility from week to week, and are an opportunity for them to try new activities or develop skills in others. If your camper is eligible, please fill out the Coaching Period Request Form and submit it to our office no later than two weeks before the start of camp. If your camper is staying for longer than two weeks, the staff will ask partway through each session if his/her preferences have changed for the next session.

We will do our best to help campers get at least one of their most desired coaching periods every session. However, please understand that the availability of coaching periods will vary throughout the summer, based on our staff's skills, scheduling, and overall camper interest. Please encourage your camper to approach new activities with a positive attitude.

Camp Birthdays: If your camper’s birthday falls during his/her stay at camp, we would be happy to prepare a cake for them and to have the whole camp wish them a happy birthday. Please contact the camp office well in advance to let us know of a birthday that will happen at camp.

Swimming and Waterfront Policy

The 90-acre lake at YMCA Camp Hi-Rock is a wonderful location to develop swimming skills and a love of the water. Campers have up to 90 minutes of swimming and waterfront time each day. Each camper is given a swim test on the first day of the week to assess his/her swim level. All campers will be enrolled in swim classes except those who reach our advanced (green) swim level, or those who present a note from their parents excusing them from water activities.

Please see our Activities page for a description of our swim program and other waterfront activities.

Parents Nights and Overnights

Parents Nights: Every two-week session will culminate in a Parents Night on the second Thursday of each session. During this time, parents are welcome to visit camp and to see their campers in the midst of the camp experience. Our camp store will also be open at this time, if parents wish to make cash purchases of clothing and apparel, food and drinks, or souvenirs. At the close of Parents Night, campers who are 8 years or older will have the opportunity to remain on camp for an Overnight.

Overnights: The Day Camp staff will offer an overnight experience once during a two-week session, provided the weather cooperates. Overnights are available for day campers 8 years or older, and are entirely optional. On an overnight, the staff will cook dinner for the campers, who take part in some evening camp activities (campfire songs and skits, s'mores, etc), sleep under the stars, and get to experience a part of the sleep-away camp experience. Campers should bring an appropriate sleeping bag for their overnight.

Camp Store

Campers and adults are welcome to visit our camp store while on camp to buy stamps, postcards, clothing and apparel, limited amounts of food, and other supplies. Campers must draw on money deposited towards store accounts during the registration process. We feel that about $40 is sufficient for a two-week period. If you have not already done so and would like to set up an account for your camper, please contact our office. During the camper's stay at camp, store funds can only be applied towards purchases in the store, and cannot be used to fund laundry fees, field trip fees, or other incidental expenditures.

Homesickness/Other Problems

Often, homesickness lasts only until the camper becomes adjusted to the camp schedule. Our staff members are trained to aid campers in becoming adjusted as quickly as possible. However, if you suspect your camper may experience some homesickness, you can help his or her transition by saying goodbye promptly at the bus stop. Please refrain from making a fuss, or from suggesting that your camper might become homesick while in their presence. Please do not call camp expecting to talk with your camper. If you wish to receive information about your camper over the telephone, you can contact our office and ask to hear back from their Unit Director. In our experience, homesickness is aggravated, rather than deterred, by phone calls from home. It is for this reason campers are not permitted to receive phone calls.

Camper Code of Conduct

At YMCA Camp Hi-Rock, we want all members of our community to develop the character values of caring, honesty, respect, and responsibility. We aim to provide a sense of fellowship, an atmosphere of freedom, a sense of enjoyment, and a respect for others. To this end, we have developed a set of behavioral standards for campers to follow called the "Camper Code of Conduct." This document is sent to families in the spring. It is critical that parents/guardians read through this document with their campers, and that everyone understands the nature of these standards before coming to camp. Please contact our office if you have any questions or concerns regarding our expectations of camper conduct. Violations of the Camper Code of Conduct are grounds for removal from camp, without refund, at the discretion of the Executive Director or the Camp Director. Staff members must sign and abide by a similar Code of Conduct while at camp.

Other Day Camp Information

Newsletters: The Day Camp staff will produce a newsletter for parents several times each week. These newsletters will highlight planned events, such as our Parent’s Nights or overnights, announce weekly themes, review highlights of the previous week, and introduce some of the staff members. A copy of the newsletter will be sent home with campers each day that they are produced. If you do not receive a copy of the newsletter, or would like to be sent additional copies, please contact the Day Camp Director by calling (413) 528-1227 x17 during the summer.

Important Day Camp Updates: The camp office will do its best to stay in frequent communication with Day Camp parents regarding any changes to the program, its policies, or procedures. Because we will be constantly making changes to meet your needs and interests, please read carefully any updates we send you, either through your camper or separately through the mail. You are always welcome to contact our office and leave a message for the summer Day Camp Director, who will be happy to call you back and speak with you within 24 hours.

Please see our Day Camp page for more detailed information on Resident Camp structure and activities.

Visit the Central Connecticut Coast YMCA,
an Activate America YMCA

Welcome! We hope you will spend some time exploring our website. Camper forms and staff forms are available for downloading. We welcome any comments or questions you may have.
Emails can be sent to info@camphirock.com
We add new materials often, so please bookmark us and check back soon!

This camp must comply with regulations of the Massachusetts Department of Public Health and be licensed by the local board of health.