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Our Summer Camp

PINECREST PAVILION SUMMER CAMP

Pinecrest Pavilion offers theme-based, weekly camp classes that run nine weeks from June 18 to August 17, 2018.  Campers may choose to attend a morning session, an afternoon session or both for a full day of fun!
Pinecrest Pavilion is open to children who are rising kindergarten through rising 6th grade in 2018.  Rising 7th graders who have attended Pinecrest Pavilion or Pinecrest School before are also welcome for any classes that include 6th graders.  Preschool camp is open to children who will turn age 4 by September 30, 2018, who are toilet-trained and who have previously attended a preschool.

2018 CAMP SESSION DATES

Week 1  ——  June 18-22
Week 2  ——  June 25-29
Week 3  ——  July 2-6 (No camp or care Wed., July 4)
Week 4  ——  July 9-13
Week 5  ——  July 16-20
Week 6   ——   July 23-27
Week 7  ——  July 30-August 3
Week 8  ——  August 6-10

CAMP HOURS

7:30-8:45 a.m.   ——  Before-care 
8:45-9:00 a.m.  ——  Camper Drop-off
9:00 a.m.-12:00 p.m.  ——  Morning Camp Session
12:00 p.m.  ——  Morning-only Campers Pick-up
12:00-12:45 p.m.  ——  Lunch and Recess for Full-day Campers
12:00-6:00 p.m.  ——  Preschool After-care
12:40 p.m.  ——  Afternoon-only Camper Drop-off
12:45 p.m.-3:45 p.m.  ——  Afternoon Camp Session
3:45 p.m.  ——  Camper Pick-up
3:45-6:00 p.m.  ——  K-6 After-care

SUMMER CAMP FAQs

What should my child bring or wear to camp?

  • Morning snack, afternoon snack and lunch if full day.
  • Bag or backpack.
  • Comfortable play clothing that might get messy!
  • Hat and/or sunglasses (outdoor use only).
  • Fridays are Camp Spirit Days; wear a Pinecrest Pavilion t-shirt!  Each camper will receive a complimentary Pinecrest Pavilion t-shirt, which will be distributed on the first day of their session.  The Pinecrest t-shirt is not a camp uniform.  Campers are encouraged to wear their camp t-shirts on weekly camp spirit days and any other time desired.
**Campers should not bring any personal items such as mobile phones, iPods, collectibles, Nintendo DS, and/or any other electronic devices.  Pinecrest School is not responsible for any items lost or damaged that have been brought into camp for any reason.  Please label everything with a name or initials.

What and when will my child eat?

  • There will be a mid-morning and a mid-afternoon break and snack time.  Campers should bring a small snack from home.
  • Campers attending full-day camp (both morning and afternoon sessions) should bring a bag lunch and drink; lunch is not provided.
  • Afternoon-only campers should eat lunch before arriving at camp.
**Microwaves and refrigeration are not available.   All food including snacks should be brought to camp in a lunch box or bag. Lunches must be clearly labeled with the child’s name and date (this is a Commonwealth of Virginia licensing requirement).

When do I drop-off and pick-up my child?

  • The morning session begins at 9 a.m.  Campers may be dropped off beginning at 8:45 a.m.
  • Morning-only campers are dismissed at 12 p.m. for pick-up.
  • The afternoon session begins at 12:45 p.m.  Drop-off begins at 12:40 p.m.
  • Full-day and afternoon-only campers are dismissed at 3:45 p.m. for pick-up.
  • Campers not picked up promptly are taken to the office (morning campers) or after-care (afternoon campers), and parents will be assessed after-care fees.
**Carefully following the drop-off, pick-up and carpool guidelines that are emailed to all parents/guardians 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.  

Is Pinecrest a nut-free 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.

Can I get a receipt for tax or other purposes?

If you would like a receipt, please submit a request to business@pinecrestschool.org.  Advanced notice is required.  Receipts will be processed as soon as possible.  Patience is appreciated as the school’s Finance Associate works on a part-time schedule.

PINECREST PAVILION POLICIES

Parents/guardians are welcome to visit any camp classes.  Many of the teachers have special activities planned to share with families 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 in the office 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.
Medication Administration
  • 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 11, or within 7 days of registering if registering after this date.  A guideline sheet for how to ensure this form is filled out correctly will be provided to parents/guardians in advance by the Pinecrest office.
  • Medication should be brought to Pinecrest 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 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.  
**Campers may not self-administer any medication.

Children with Allergies and Chronic Conditions
Pinecrest staff members are very willing to work with parents/guardians to learn more about their child’s allergies and/or medical conditions and to address any concerns.  Parents/guardians of incoming students must complete a Medical/Emergency Care Form listing their child’s allergies and other chronic conditions. It is in a child’s best interest to provide as much information as possible; for example, please specify if an allergy or medication condition will affect school performance and what activities or food(s) must be avoided during school hours.  Parents/guardians should describe all possible reactions their 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/guardians are responsible for keeping Pinecrest informed as quickly as possible of any changes in their child’s health or restrictions.

 

**Please note; however, that Pinecrest is not a nut-free environment.

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 11, or within 7 days of registering if registering after this date. A guideline sheet for how to ensure this form is filled out correctly will be provided to parents in advance by the Pinecrest office.
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 upon request) will be dismissed from camp without a refund.
Photos and videos are taken regularly at school and camp.  It should be understood that with the completion and submission of the summer camp registration form, parents/guardians give express permission to Pinecrest School that their child’s photo and/or video may be shared with the school or camp community and could be used in school or camp brochures, ads, media coverage, on the school website, on the school’s social media sites, et cetera.  Campers names are never used with photos or videos. Concerns about this should be addressed directly with the Head of School.
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 School admits students of any gender, 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.
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.
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 with instructions provided prior to the start of camp.  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.
You may communicate with the Camp Director via e-mail (camp@pinecrestschool.org) 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.  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.
**Pinecrest School does not share families’ contact information with third parties.
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).