Week 1 – June 27-July 1
Week 2 – July 5-9 (No camp Monday, July 4)
Week 3 – July 11-15
Week 4 – July 18-22
Week 5 – July 25-29
Week 6 – August 8-12
Week 7 – August 15-19
Week 8 – August 22-26
As you know, we’re growing our school and construction will be taking place at Pinecrest this summer. As such, we are using two off-site locations for summer camp in 2016: Bethlehem Lutheran Church, 8922 Little River Turnpike in Fairfax, and Providence Presbyterian Church, 9019 Little River Turnpike, in Fairfax; these two locations are within 0.4 miles of each other. Mrs. Aust will supervise operations at Providence Presbyterian Church while Mrs. Perricone (assistant summer camp director) will supervise operations at Bethlehem Lutheran Church. Ms. McDermott will be in and out of both locations.
Hours of Operation/Daily Routine
||Before-care staff arrive
||Morning camp classes begin
||Morning campers dismissed
||Full-day campers have supervised lunch and outdoor play
||Afternoon campers arrive
||Afternoon camp classes begin
||Afternoon/full-day campers dismissed
Registration Process and Fees
- Registration remains open throughout the summer if classes have space available.Registration is online https://fs9.formsite.com/pinecrest/form6/index.html. The system will not allow you to register for a class that is full. If you want to be waitlisted for a class, please email email@example.com. A separate registration form must be completed for each child. Registrations will not be accepted by mail or in-person.
- A non-refundable, non-transferable $40 registration fee per child and a non-refundable, non-transferable $190 deposit per child must be paid online at the time of registration. The deposit amount will be deducted from the total amount due when it is time for final payment. The two email addresses provided on the registration form will be sent an invoice in April with your balance and a link to necessary forms and information needed. The balance and these necessary forms are due by Friday, May 13, 2016. If final payment is not received by then, your child’s space in the camp class(es) may be forfeited.
- There will be a $50 late fee assessed for final balance payments received after the payment due date.
- For families registering for one class only, a final balance will not be owed but necessary forms still must be completed and turned in by Friday, May 13, 2016.
- For families registering after May 13, full payment and all forms are due within one week of completing the online registration.
- Please make checks payable to Pinecrest School and put camp in the memo line. There will be a $25 charge for returned checks.
- Fees are not prorated for absences or partially-attended sessions.
Families with multiple children enrolled at the camp will pay full camp fees for the child taking the most classes/with the highest balance. For each additional child, a discount of $10 per class is deducted from the total balance. The discount will be reflected in the invoice parents/guardians receive in April.
Pinecrest reserves the right to cancel classes due to lack of sufficient enrollment. Any cancellations will be announced by Monday, May 2, 2016. If a class is cancelled, parents/guardians will be contacted to make an alternate choice or offered the option to request a refund for that class. In the unlikely event that a class must be canceled due to unforeseen circumstances after this date, parents/guardians will be guaranteed a choice of a full refund for the cancelled class or alternative arrangements within the program. Instructors are subject to change and are not guaranteed.
Schedule Change Policy
The deposit and registration fee paid at the time of registration are non-refundable and non-transferrable. Any parent/guardian wishing to withdraw his/her child from a camp class after registering must submit a request to firstname.lastname@example.org; verbal withdrawal requests are not accepted. There will be a $25 per class fee for any class changes after registering but before Friday, April 1, 2016. After this date, no class drops or changes will be allowed, no refunds will be given, and parents/guardians are responsible for paying in full for all classes for which your child is registered. All changes are subject to class availability. Refunds are not given for absences or partially-attended sessions.
School Entrance Health Form
In accordance with Commonwealth of Virginia licensing requirements, parents/guardians must submit a complete Commonwealth of Virginia School Entrance Health Form, including immunization record, by Friday, May 13, 2016. This form must be signed by a physician or his/her designee, a registered nurse, or an official of a local health department. If a child is under six years old, the exam must have taken place within the last year. Failure to provide a complete health history will result in forfeiture of deposit, and the child will not be permitted to attend camp. Parents/guardians of children over six years old who currently attend or previously attended Pinecrest School for school or camp do not need to submit this form as it is already on file. It is possible an updated form may be needed from children who were in kindergarten in 2015-16 or in preschool camp during the summer of 2015 depending on the dates of their physicals.
Pinecrest Summer Pavilion adheres to all Pinecrest School’s policies on health, illness and communicable diseases as stated in the Pinecrest School Community Handbook.
Medical Emergency Care Form
A complete medical/emergency care form with a parent/guardian signature must be submitted by Friday, May 13, 2016. A $5 fee per field will be assessed for any fields on the medical/emergency form not filled out completely or accurately. All information requested on this form is required by the Commonwealth of Virginia licensing requirements, and we must have the information on file in order for a child to attend camp.
Proof of Identity and Age
In accordance with Commonwealth of Virginia licensing requirements, parents/guardians must verify a child’s identity. To do this, parents/guardians will need to present one of the following: a certified copy of a birth certificate, a birth registration card, a passport or an original Virginia public school report card. This information must be presented in person at Pinecrest School by Friday, May 13, 2016. Children who do not satisfy Virginia’s proof of identity requirements will not be allowed to attend camp. Parents/guardians of children who currently attend or previously attended Pinecrest for school or camp do not need to provide this information as it is already on file.
Confirmation of Registration
Your registration will be confirmed as you register your child for each class. If the online system allows you to register for a specific class, your child is confirmed in that class. If a class is full, the system will not allow you to register for that class. If you would like your child to be waitlisted for a class, please email email@example.com. Confirmations will be sent in a timely manner by Mrs. Aust to the two email addresses provided on the registration form. When you receive this email, this is the time to ensure your child’s schedule is correct. Any changes to registrations must be processed through the camp director by emailing firstname.lastname@example.org; please note section above about schedule changes.
If you are new to Pinecrest camp, or if you have added or changed your email address from last year, you will also receive a separate email notifying you of your addition to the Pinecrest Summer Pavilion Google Groups email list-serv used for camp communication. In April, parents/guardians will receive an e-mail statement with the balance due; this will be sent to the two email addresses provided on the registration form. Once the balance has been paid and the child’s health form and proof of identity have been received (due by Friday, May 13, 2016), the child’s application will be complete. Camp welcome information will be sent in early June. This information will include camp policies, detailed drop-off and pick-up arrangements, carpool placards and more.
Parents/guardians of any child requiring prescription medication during the camp day are required to submit an Authorization to Administer Medication form that has been completed by parents/guardians and the child’s physician. This form is available in the Summer Camp Forms section of the website. Pinecrest accepts only the Pinecrest School Authorization to Administer Medication form. A separate form must be provided for each medication being used. Form(s) must be on file no later than Friday, May 13, 2016. A guideline sheet for how to ensure this form is filled out correctly will be provided to parents in advance by the Pinecrest office.
Medication should be brought into camp at the beginning of the week by a parent/guardian and must be picked up at the end of the week by a parent/guardian. Children may not transport their own medication. All medication must be in the original container, with the child’s name, the name of the medication and the dose of the medication indicated on the prescription label. All medications are placed in a locked location and may be dispensed only by the Camp Director, Assistant Summer Camp Director, Head of School or Administrative Assistant.
Pinecrest School does not dispense non-prescription medication unless it is part of an allergy management protocol and we have a Pinecrest School Authorization to Administer Medication form on file. Please arrange dispensing times so that medication is not required during the hours your child will attend camp.
Students may not self-administer any medication.
Children with Allergies and Chronic Conditions
Parents must list on the Medical/Emergency Care Form their child’s allergies and other chronic conditions. Please be very specific and give us as much information as possible; this is to your child’s benefit. Note if the allergy or condition will affect camp performance and what activities or food(s) must be avoided during camp hours. Please describe all possible reactions your child may exhibit if exposed to an allergen and delineate the specific procedural instructions the school must follow if the child is exposed to an allergen. Parents are responsible for keeping Pinecrest informed as quickly as possible of any changes in the child’s health or restrictions. Pinecrest staff members are very willing to work with parents to learn more about children’s allergies and/or conditions and to address any concerns.
Special Procedures for Medicating Students with Life-Threatening Allergies or Medical Conditions
If a child has a life-threatening allergy or condition, parents must meet with the Camp Director prior to camp to discuss it and its implications. The Camp Director and at least one other member of the staff will be trained to administer necessary medication or to use medical equipment correctly and to follow any required emergency procedures. The parents are responsible for keeping Pinecrest updated on changes in the child’s condition. Parents of children who need to be or may need to be medicated at camp must complete a Pinecrest School Authorization to Administer Medication Form. A separate form is required for each medication. Form(s) must be signed by both the child’s doctor and the child’s parent(s) and must be on file no later than Friday, May 13, 2016. A guideline sheet for how to ensure this form is filled out correctly will be provided to parents in advance by the Pinecrest office.
Drop-off and Pick-up
Morning session begins at 9 a.m. Camper arrival period begins at 8:45 a.m. Morning-only campers are dismissed at 12 p.m. Afternoon session begins at 12:45 p.m. Afternoon-only campers should not arrive before 12:40 p.m. Full-day and afternoon-only campers are dismissed at 3:45 p.m. Campers not picked up promptly are taken to the office (a.m. campers) or after-care (p.m. campers), and parents will be assessed after-care fees. Before-care is available to beginning at 7:30 a.m. Additional fees apply. After-care is available for preschoolers from 12-6 p.m. and for K-6 campers from 3:45-6 p.m. for additional fees. More detailed information on drop-off and pick-up procedures will be provided closer to the start of camp.
Before-care is offered beginning at 7:30 a.m. each day camp is in session. Additional fees apply, and before-care registration forms must be completed prior to the start of camp.
After-care is offered each day camp is in session from 12-6 p.m. for preschoolers and from 3:45-6 p.m. for K-6 campers. Additional fees apply, and after-care registration forms must be completed prior to the start of camp.
Fourth of July Holiday
Pinecrest will be closed on Monday, July 4. There will be no camp or care on this day.
Lunch and Snack
Campers attending both morning and afternoon sessions should pack a bag lunch and drink. Microwaves and refrigeration are not available. Lunch boxes/bags must be clearly labeled with the child’s name and date. This is a Commonwealth of Virginia licensing requirement. All full-day campers participate in a supervised lunch/play period and are then be taken to their afternoon sessions. Afternoon-only campers should eat lunch before arriving at camp. Pinecrest is not a nut-free environment. During the daily lunch period, one space is designated nut-free and campers with nut allergies may opt to eat in that room if they or their parents/guardians wish.
There will be a mid-morning and a mid-afternoon break and snack time. Your child may bring a small snack from home to eat if s/he would like. All food should be brought to camp in a lunchbox or bag labeled with the child’s name and the date. This is a Commonwealth of Virginia licensing requirement.
Field Trips and Special Events
Some classes take field trips. Transportation is provided either by the Pinecrest bus or in cars driven by school/camp staff. Field trips are announced in advance. Children are asked to wear this year’s camp t-shirt on field trip days. Campers may also attend special assemblies conducted by guest performers and/or end-of-week shows given by fellow campers.
Each camper will receive one Pinecrest Summer Pavilion t-shirt as a part of his/her registration. Shirts will be distributed on the first day of the session your child attends. If your child’s class is going on a field trip, s/he will be asked to wear the t-shirt on that day. The t-shirt is not a camp uniform. Campers are encouraged to wear their camp t-shirts on occasional camp spirit days and any other time desired. Gildan shirt sizes are available in Youth XS, S, M and L and in Adult S, M and L. T-shirts are unisex and may run large. Once your child has received his/her t-shirt, it will not be possible to switch sizes.
Students should come to camp comfortably and appropriately dressed in clothes that reflect modesty and self-respect. Hats are not to be worn inside the building.
It is very helpful for each camper to come to camp with a bag or backpack that s/he can use to transport his/her snack/lunch as well as any camp items. Please ensure the bag or backpack has the child’s name on it.
Campers are expected to exhibit safe, positive and appropriate behavior at all times. Campers not complying with the standards of behavior outlined in the Pinecrest School Behavior Accountability Plan (available on the school website and handbook) will be dismissed from camp without a refund.
Photos and Media Release
Photos and videos are taken regularly at Pinecrest. Parents/guardians should understand that with the completion and submission of this camp registration form to Pinecrest that their child’s photo and/or video will be shared with the Pinecrest community and could be used in school or camp brochures, ads, media coverage, on the school website, et cetera. Names are never used with student photos or videos. Concerns about this should be addressed directly with the Head of School.
Lost and Found
A lost and found area is kept in the camp office. If your child is missing something, please let us know and we will be glad to check for it. Please make sure anything brought to camp has the child’s name or initials; this will greatly reduce items that end up in lost and found.
There is no bus service to and from Pinecrest. Transportation on field trips is provided by the Pinecrest bus or in cars driven by school/camp staff.
All personal items such as collectibles, Nintendo DS, iPods and/or other listening devices, cellular or smart phones, or any other electronic devices should be kept at home while your child is at camp. Teachers of some classes may give special permission for children to bring in items that pertain to the camp that they are in. Any items brought in at the teacher’s request should be clearly labeled with the child’s name. Pinecrest School is not responsible for any items lost or damaged that have been brought into camp for any reason.
Carpool Line Guidelines
Following carpool guidelines carefully will help ensure that the carpool line runs efficiently and that children are safe during arrival and dismissal times. Please exhibit patience and caution at all times in the drop-off/pick-up line. Your assistance and cooperation are appreciated. More details will be provided on these procedures prior to the start of camp.
You are welcome to visit any camp classes. Many of the teachers have special activities planned to share with the parents at week’s end and they will let you know any details at the beginning of the camp week. There is a sign-in sheet for all parents/guardians and any other visitors. This must be completed when all parents/guardians and any other visitors arrive and exit for any purpose.
If you would like a receipt, please submit a request to email@example.com. Advanced notice is required. Receipts will be processed as soon as possible. Patience is appreciated.
Suspected Child Abuse
As mandated reporters, Pinecrest staff members are legally obligated to report instances of suspected child abuse and neglect to Child Protective Services (CPS). Parental permission is not needed for the child to be interviewed by Child Protective Services staff. Parental permission is not needed to release information that relates to or documents concerns about abuse and neglect
Pinecrest staff members are carefully screened through a process of interviews, reference verifications and background checks. The core of our teaching team consists of professional educators and experienced instructors. They are a talented, creative and enthusiastic group of professionals who love working with children and who are dedicated to providing a fun and enriching summer for each camper. Assisting our teachers are an equally passionate, dedicated and energetic group of young adults in college or high school who love the experience of working in a small, nurturing environment where they can really get to know all the campers.
Pinecrest School admits students of any sex, race, color, sexual orientation, national and ethnic origin to all the rights, privileges, programs and activities generally accorded or made available to students in the school or camp.
Arrival and dismissal take place as usual if it is just sprinkling. If it is raining hard, camp staff may escort campers to and from the cars with umbrellas to keep campers as dry as possible. This may take longer than usual and patience is appreciated. Please be prepared to be flexible in bad weather situations. Safety is our number one concern.
Emergency Closings/Delayed Openings
Camp closings and delayed openings, and any information that needs to be shared in the case of a crisis/emergency is announced to the camp community through our Google Groups e-mail list-serv. Parents who choose to sign up for the opt-in text alert system (highly encouraged) will also receive a text message on their mobile phone. The text alert system will only be used in cases of emergency or when it is time sensitive (such as minutes before dismissal is to begin) or when email is not available. Parents can subscribe to the camp text alert system by texting " @psp2013 " to 81010; you will then receive a response back asking for you to reply with your name; please reply with your child’s first and last name; you are then subscribed / no further action needed to receive text messages. When text messages come to you from this service, they will not come from any staff member's phone number and parents cannot reply to the number. This is a safe channel of communication with no spam or reply-all messages.
Pinecrest School has a comprehensive Emergency Preparedness plan, including how to communicate with parents as well as evacuation and shelter-in-place procedures. A copy of this plan is available upon request and in the school handbook.
In the event of an emergency when parents/guardians must contact the school and cannot get through on the school’s main line, they may try the cellular numbers of Mrs. Aust (703.946.7634), Mrs. Perricone (703.350.7239) or Ms. McDermott (508.344.5481). Please note these numbers should only be used in the case of a crisis/emergency.
You may communicate with the Camp Director via e-mail at any time. Pinecrest also uses a Google Groups list-serv to communicate with its constituency. Email addresses of members of the camp community are automatically subscribed to the list. Then, when an e-mail message is sent to the list, it reaches everyone. This list is used to communicate news, updates, reminders and other valuable information. Additionally, the list is used in any emergency situations when parents need to be reached quickly. The only people with access to the list are those who are subscribed to the list; it is a safe channel of communication with no spam or reply-all messages.
Parents may also subscribe (highly encouraged) to our text alert system to receive important emergency or time sensitive information in the form of a text message on their mobile phone; see above instructions. The text alert system is only be used in cases of emergency or when it is time sensitive (such as minutes before dismissal is to begin) or when email is not available.
Licensing and School Affiliations
Pinecrest School’s preschool, kindergarten, before-care, after-care, and camp programs are licensed and inspected semi-annually by the Commonwealth of Virginia (Department of Social Services). Pinecrest School is fully accredited by AdvancED/Southern Association of Colleges & Schools Council on School Improvement (SACS CASI).