Registration Process and Fees
Registrations are processed on a first-come, first-served basis. A separate registration form must be completed for each child. A non-refundable/non-transferable $30 registration fee per child and a non-refundable/non-transferable $150 deposit per child must be paid at the time of registration. The deposit amount will be deducted from the total amount due. You will receive a statement in early May with your balance. The balance is due by May 16, 2008. If final payment is not received by then, your child’s space in the camp may be forfeited. Full payment is due at the time of registration for any registrations received after May 16, 2008. Pinecrest Summer Pavilion accepts checks only. Please make checks payable to Pinecrest School and put Summer Pavilion on the subject line. Fees will not be pro-rated for partially attended sessions. Please see the Checklist for Registration (in Forms section) for a step-by-step guide to registering.
Sibling Discount
Pinecrest Summer Pavilion is pleased to offer a sibling discount. Families with multiple children enrolled at the camp will pay full camp fees for the child with the highest balance. For each additional child, a discount of $15 per class will be taken off the total balance. The discount will be reflected in the bill parents/guardians receive in early May.
Refund Policies
Full refunds (minus the deposit and registration fee) can be requested prior to May 16, 2008, and must be submitted in writing. E-mail is acceptable. After that date, refunds will only be granted if a class is full or is cancelled due to insufficient enrollment.
Schedule Changes
Changes may be made to your child's schedule any time before May 16, 2008. After that date, changes may be made, but only if the total number of sessions in which your child is enrolled remains the same or is increased. A $15 per class administrative fee will be charged for each change made after May 16, 2008. Requests for changes must be submitted in writing and must be received two weeks prior to the start date of the class. E-mail is acceptable. All changes will be subject to class availability. Unfortunately, if there are no classes remaining open at the time of your request we will not be able to accommodate your change or offer a refund.
Cancellations
Pinecrest Summer Pavilion reserves the right to cancel classes due to lack of sufficient enrollment. Any cancellations will be announced by June 1, 2008. If a class is cancelled, parents/guardians will be contacted to make an alternate choice or offered the option to request a refund (in full). Instructors are subject to change and are not guaranteed.
Drop-off and Pick-up
Morning session begins at 9 a.m. Campers can begin arriving at 8:45 a.m. Morning-only campers will be dismissed at 12 p.m. Afternoon session begins at 12:30 p.m. Afternoon-only campers should not arrive before 12:25 p.m. All-day and afternoon-only campers will be dismissed at 3:30 p.m. Campers not picked up promptly will be taken to after-care, and parents will be assessed a fee. After-care is available from 3:30-6 p.m. for an additional fee. More detailed information on drop-off and pick-up procedures will be included in the Pinecrest Summer Pavilion Camp Handbook.
Health History
A complete Virginia Health History Form including immunization record (signed by a physician) must be submitted by May 16, 2008. 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 Pinecrest School or have previously attended Pinecrest Summer Pavilion do not need to submit this form. A Virginia Health History Form is already on record.
Pinecrest Summer Pavilion adheres to Pinecrest School’s heath policies as stated in the Pinecrest School Parent/Student Handbook (available on the school website).
Medical/Emergency Care
A complete medical/emergency care form with a parent/guardian signature must be submitted at the time of registration. Medical/emergency care forms that not filled out completely or accurately will be returned.
Minor accidents or injuries will be treated at camp and parents/guardians will be notified of any such incidents and the treatment administered. If an injury, illness, or allergic reaction is serious enough to require more than standard treatment, the school will immediately call 911 and the child’s parents/guardians or the emergency contact representatives.
Parents/guardians of any child requiring 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 Forms section of the camp website.
Proof of Identity and Age
In accordance with Commonwealth of Virginia childcare center 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 school report card. This information must be presented in person at the Pinecrest School office by May 16, 2008. (Children who do not satisfy Virginia’s proof of identity requirements will not be allowed to attend camp. (Parents/guardians of children who attend or have previously attended Pinecrest School or have previously attended Pinecrest Summer Pavilion do not need to provide this information. Proof of ID is already on file.)
Fourth of July Holiday
Pinecrest Summer Pavilion will be closed Friday, July 4, 2008, due to the Fourth of July holiday. There will be no camp or supervision on this day.
Fourth of July Holiday
Pinecrest Summer Pavilion will be closed Friday, July 4, 2008, due to the Fourth of July holiday. There will be no camp or supervision on this day.
Field Trips
Some classes will be taking field trips. Transportation will be provided either by the Pinecrest School bus or in cars driven by school/camp personnel or camp parents/guardians. Field trips will be announced in advance. Children are asked to wear camp t-shirts on field trip days.
Lunch and Snack
A daily snack period will be offered mid-morning and mid-afternoon. Campers may bring a small snack for each session that they attend unless otherwise indicated by the teacher.
Pinecrest Summer Pavilion does not provide lunch, and refrigeration is not available. All-day campers should pack a bag lunch and drink and will participate in a supervised lunch and play period before attending their afternoon sessions. Afternoon-only campers should eat lunch before arriving at Pinecrest Summer Pavilion; there is no lunch period during the afternoon session.
Bus Service
There is no bus service at Pinecrest Summer Pavilion.
After-Care
After-care is offered from 3:30-6 p.m. Additional fees apply, and an after-care registration form must be completed. Please see the After-care Section of our website for more details. After-care registration forms can be found in the Forms section of our website. Any family wishing to use after-care at any point during the summer must complete and submit this form.
Conduct
Pinecrest Summer Pavilion 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 in the school handbook) will be dismissed from Pinecrest Summer Pavilion without a refund.
T-shirts
Each camper will receive one Pinecrest Summer Pavilion t-shirt as a part of his/her registration. T-shirts will be distributed on the first day of the session the child attends. Campers are asked to wear their camp t-shits on field trip days. The t-shirt is not a camp uniform.
Confirmation of Registration
Once a child’s application (including registration form, medical/emergency care form, registration fee, and deposit) has been processed, parents/guardians will receive confirmation of registration via e-mail. In early May, parents/guardians will receive a statement with the balance due. Once the balance has been paid and the child’s health form and proof of identity have been received (due by May 16, 2008), the child’s application will be complete and parents/guardians will again receive an e-mail notice. Camp welcome packets will arrive by mail in early June. This mailing will include the Pinecrest Summer Pavilion Camp Handbook as well as any information specific to the class(es) the child is taking, detailed drop-off and pick-up arrangements, information about theme days and more.
Staff
Pinecrest Summer Pavilion 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.
Non-Discrimination Policy
Pinecrest Summer Pavilion 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 camp.
Emergency Closing
In the event of an emergency, Pinecrest Summer Pavilion will contact all parents via e-mail through our camp list-serv, PinecrestSummerPavilion@googlegroups.com. You may also call the school office at 703.354.3446 for information.
Contact Information
Pinecrest Summer Pavilion
Mrs. Beth Hartzler, Camp Director
Pinecrest School
7209 Quiet Cove, Annandale, VA 22003
703.354.3446 phone • 703.354.0502 fax
summercamp@pinecrestschool.org
www.pinecrestschool.org