camp policies

SAFETY & PRIVACY POLICY

We take safety and supervision very seriously at Karma Country Camp. We monitor every aspect of our program to ensure the highest standards of safety and care while providing campers every opportunity for fun.

Supervision

Campers are supervised at all times by trained counsellors and staff. Our small group sizes allows for a lot of individualized attention. Carefully selected staff, mindful of our commitment to safety, implement our programs. We only hire staff who are 16 and older, who have a valid police reference check and First Aid/CPR training. Every summer our staff goes through a full day of intense training in policies and procedures.

 

Medication at Camp

For the safety of our campers, we have a strict policy for the handling of medication at camp. If your child will be taking medication while at camp, please be sure to follow the specific procedures listed below.

Please note: Campers will not be admitted to camp if these procedures are not followed.

- Only the camp's directors are authorized to give any camper over-the-counter medication

- Please refrain from bringing non-essential over-the-counter medication, vitamins and/or supplements to camp. Our staff members need to focus on administering crucial prescription medication only.
- Students needing injections (insulin, hormones, etc.) will need to self-administer the medication.
- Upon arrival at camp, all medication must be placed in the care of our on-site Director. (Exceptions: Students may hold on to their inhaler and/or Epipen). All medication information MUST be completely entered in your child's Health History form.
- All medication brought to camp MUST match what is listed on your child's Health History form.

 

Facilities

Our modern, bright and secure facilities meet all health, safety and fire regulation codes. Building security is maintained by allowing admission by buzzer entry only. All visitors must check in with a site director upon entering the building.

Pick-up authorization

Every camper family is required to complete our Pick up authorization form. In this way we can ensure children are only released to individuals on our lists. We require any new individual picking up a camper to show government issued photo identification.

Camper Code of Conduct and Progressive discipline

The safety of each individual in the program is of the utmost importance to KCC. Each registrant must recognize a personal responsibility to learn and follow at all times the safety and other rules established by KCC staff.  It is our commitment to provide a rich and wonderful camping experience for all campers.   If a camper is unable to comply with our safety standards and therefore put either staff or other campers at risk, we reserve the right to have them removed from camp.

Progressive Discipline Measures

Progressive disciplinary measures may result for those who do not follow our behaviour guidelines. These disciplinary measures include, but are not limited to:

  • Camper receives a warning from Program Director that may involve a consequence (eg. quiet time in Director's office).

  • Camper meets with Camp Director and/or parents are called to be advised.

  • Parent is called and must pick up child from camp immediately.

  • Camper is expelled from KCC camps and cannot return.

PRIVACY POLICY

In complying with the Personal Information Protection & Electronic Documents Act (PIPEDA, Jan 1st 2004). Karma Country Camp ("KCC")has developed a privacy policy to guard the collection, use and disclosure of personal information.  This privacy policy applies to personal and health information about Karma Country Camp Campers and their families/guardians.   KCC continues to serve families professionally and is committed to protecting their clients' privacy and the confidentially of their personal information.

 

REGISTRATION POLICIES

Forms of Payment:

Cheque:

  • If registering by mail, please enclose a cheque for full payment or a 50% deposit of your payment.

  • Please make cheque Payable to: Karma Country Camp, 36 Via Bagnota Ave, unit 825, North York, Ont. M6A 0B7

  • Please send a post dated Cheque for June 1st, 2019 with the final payment installment.

  • Camp must be paid in full by June 1st, 2019

  • Early Bird balance must be paid in full by March 1, 2019.

 

Credit Card:

  • We accept the following credit cards for your convenience: Visa, Amex and MasterCard.

  • Credit card payments for all sessions may be used for 1 time full payments, 1 time deposit payments, or 1 time balance payments.

  • We reserve all rights to charge any outstanding balance to your credit card on file unless other methods of payment are provided.

  • Camp must be paid in full by June 1st, 2019

  • Early Bird balance must be paid in full by March 1, 2019.

 

Electronic Email Transfer (EMT):

  • Use the email address admin@karmacountrycamp.com

  • List your full name and child's name(s) in e-transfer's message field

  • Use "karma" as answer to the security question

  • Camp must be paid in fully by June 1st, 2019

  • Early Bird balance must be paid in full by March 1, 2019.

 

Refund Policy

  • Full refunds are provided if cancellations are made online or requested in writing by June 15, 2019.

  • Partial refunds are provided if cancellations are made online or requested in writing after June 15, 2019.

  • NO refund is provided if cancellations are made less than 14 days prior to the start of the camp(s). Balances may be transferred to another program (provided there is space) or applied to another immediate family member, again based on availability.

  • Refunds are not granted if parent/guardian withdraws the camper from the session early, or if the camper is sent home for misconduct.

  • A $35 NSF will be levied on all declined payments.

 

Camp Deposit

  • A 50% deposit is required at time of registration to secure a spot for summer 2019.

  • Each deposit includes a $25 non-refundable, non-transferable administration fee

  • Camp must be paid in full by June 1st, 2019.

  • Early Bird balance must be paid in full by March 1, 2019.

  • We reserve all rights to charge any outstanding balance to your credit card on file unless other methods of payment are provided.

 

Overdue and Declined Payments

  • Campers will be refused admission to any KCC program if the session fee has not been paid.

 

Program Transfers

Transfers from one camp session to another can be made only upon receipt of written notice and are always subject to availability. Changes should be made at least one week prior to the commencement of a camp session.

 

Program Cancellation/Changes

We reserve the right to cancel any program if a minimum number of participants have not registered one month before the program start date. If registration does not meet the required minimum, we reserve the right to combine camp programs.

 

Conditions for Participation

Karma Country Camp specialty programs strive to offer a group experience and opportunities for learning within the boundaries of safety, common sense and the law. We reserve the right to terminate the participation of any camper, without refund and without formal hearing, who we believe has violated the conditions for participation or has become a hindrance to the group or goals of the program.

ACCESSIBILITY POLICY

Under the Accessibility for Ontarian's with Disabilities Act, 2005 all municipalities must meet the requirements of accessibility standards established by regulation. This policy establishes the accessibility standards for customer service for Karma Country Camp, in accordance with Ontario Regulation 429/07. This policy applies to all employees of Karma Country Camp, agents, volunteers and contracted service staff.

Definitions

Accessible means customer service is provided in a manner that is capable of being easily understood or appreciated; easy to get at; capable of being reached, or entered; obtainable.

 

Disability means:

a) Any degree of physical infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical coordination, blindness or visual impairment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog , or other animal or on a wheelchair or other remedial appliance or device,
b) A condition of mental impairment or a developmental disability
c) A learning disability, or a dysfunction in one or more of the processes involved in
understanding or using symbols or spoken language,
d) A mental disorder,
e) An injury or disability for which benefits were claimed or received under the insurance
plan established under the Workplace Safety and Insurance Act, 1997

Guide Dog means a dog trained as a guide for a blind person and having the qualifications prescribed by the Blind Persons' Rights Act R.S.O. 1990, c. B.7, s. 1 (1).
Service Animal is an animal for a person with a disability, if it is readily apparent that the animal is used by the person for reasons relating to his/her disability; or if the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability.


Policy Requirements:

1) Accessibility Training Policy

a. Every person who deals with members of the public or who participates in developing Karma Country Camp's policies, practices and procedures governing the provision of goods and services to the public; including camp staff, volunteers, agents, contractors and others who provide service on behalf of Karma Country Camp will receive training regarding the provision of goods and services to persons with disabilities.
 

b. The training will include the following information:

i. The purposes of the Accessibility for Ontarian's with Disabilities Act,
ii. How to interact and communicate with persons with various types of disabilities,
iii. How to interact with persons with disabilities who use an assistive device, or require the assistance of a service animal or support person
iv. How to use equipment made available by the camp to help people with disabilities to access goods and services
v. What to do if a person with a disability is having difficulty accessing services.

c. Training will be provided to each person according to his or her needs and duties and as soon as is practicable on an ongoing basis in connection with changes to policies, practices and procedures governing the provision of goods or services to persons with disabilities. A record of the dates on which training is provided and the number of individuals to whom it is provided will be kept.
 

2) Feedback Process

Karma Country Camp accepts feedback from the public in a variety of methods including:

  • Phone

  • In person

  • Fax

  • Email

  • Feedback forms

All feedback is reviewed by the Directors. Complaints are investigated and follow up is provided to the customer if requested.

 

3) Use of Service Animals and Support Persons

a. If a person with a disability is accompanied by a guide dog or other service animal, Karma Country Camp. will ensure that the person is permitted to enter Karma Country Camp's facilities with the animal and to keep the animal with him or her unless the animal is otherwise excluded by law. Where a service animal is excluded by law, Karma Country Camp will ensure that other measures are available to enable the person with a disability to obtain, use and benefit from the Company's goods and services. The service animal must be under the care and control of the individual at all times.

4) Notice of Temporary Disruptions

Karma Country Camp. shall provide notice of disruption of services to the public.
Any Notice of Disruption will contain the following: 

  • Reason for the disruption

  • Anticipated duration

  • Alternative facilities or services

 

Camp staff will provide such notice in at least one of the following three methods: 

  • Notice physically posted at the site of the disruption

  • Notice on the camp website

  • Notice via email

 

5) Notice of availability of documents

Karma Country Camp will provide the public notice of the availability of the documents, required by the Accessibility Standards for Customer Service, (O. Reg 429/07) upon request. Notice of availability will be provided on the Karma Country Camp’s web site and through other printed methods.
 

6) Format of documents

If Karma Country Camp is required, by the Accessibility for Ontarian's with Disabilities Act, 2005, to give a copy of a document to a person with a disability, the camp will take into account the person's ability to access the information and will provide the document or information contained in the document in a format that meets those needs as agreed upon with the person.

 

7) Related and Supporting Documentation

a) Karma Country Camp's Policies
b) Accessible Customer Service Training Records
c) Ontario Regulation 429/07, Accessibility for Ontarian's with Disabilities Act, 2005 – Accessibility Standards for Customer Service

INCLUSION POLICY

Karma Country Camp ("KCC") is committed to providing excellence and accessibility in its camp programming to campers. Services are provided in a manner that respects the dignity and independence of campers, staff, families and guests. Persons with exceptionalities are included and supported at the camp and the camp endeavours to meet the special needs of such individuals to the best of its abilities. The camp promotes equity of opportunity to those with exceptionalities and provides support systems when necessary and where reasonably possible, to facilitate equal access to obtain, use or benefit from the goods and services offered by and on behalf of KCC.

 

How we determine whether KCC is suitable for your exceptional child:

1. A KCC director will have an initial conversation with the parent(s)/ guardian(s) to discuss the camper's specific needs and to provide a detailed outline of the camp program and opportunities for accommodation.

2. If, following the initial conversation, it appears that KCC may be an appropriate fit for the potential camper, the next step is to have a meeting that includes the KCC Director(s) with the family and, as appropriate, the potential camper to further assess whether KCC is an appropriate camp for the child. We reserve the right to make the final decision on whether KCC's program and/or facilities will or will not be appropriate for your child as well as for KCC as a whole.

Ongoing assessment of situation and feedback between KCC and family

To best meet the needs of campers with exceptionalities, it is essential that KCC and the family work together to ensure the success of the camper in question, such camper's group and the overall camp program. The family's provision of  accurate information prior to camp is necessary for both parties to be comfortable and properly prepared to support the camper as necessary.

During the course of the camper's time at KCC, it may become apparent that the circumstances are not what either KCC and/or the family expected. Sometimes campers respond differently than anticipated. If this is the case, then the Camp will provide descriptive and ongoing information to the family as the situation is being monitored. The family must recognize however, that the safety and well-being of its camper and everyone at KCC must be the Camp's priority and that changes to the camper's support systems might be required at the discretion of KCC to ensure that the integrity of the Camp program for all participants is maintained in a safe and appropriate manner.

Modifications to the camper's program may be necessary during his/her time at Camp. It may be determined that certain activities may not be suitable for the camper In these circumstances, an alternative activity that can be done in the same location will be made available during that period.

Please note that all campers are expected to adhere to our code of conduct and progressive discipline policy. KCC reserves the right the make the final decision on whether or not any child in our inclusion policy should remain in the program or not. The decision is based on the safety, well-being and enjoyment of ALL campers at staff at KCC.  We look forward to working with families in our community to promote a positive and fulfilling summer day camp experience for every child.

KARMA COUNTRY CAMP 

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