Policies and Procedures

Dear new and returning customers, As of January 1st, 2025, we have adjusted our policies and procedures document. We suggest you review the entire document. For any questions about our Policies and Procedures, please email admin@yourneighbourhoodcamp.com or contact our office at 519-433-0913.

Index

1-3: Cancellations, Deposits, Refunds, Medical Cancellations

4-7: Payments, Discounts, and Sales

8-9: Additional Fees

10: Illness Policy/Covid 19

11: Expulsions or Suspensions Due to Serious Occurrences

12-13: What to Bring to Camp

14: Peanut and Nut Free policy

15: Camp closures

16: Contact Information

17: Forms

18 Inclusion care

1. Non-Refundable Deposit/ Administration Fee

Beginning January 1st, 2025, a $100 non-refundable deposit/administration fee per child per week-long camp or day camp session is in the registration fees during booking (an increase from previous years). This fee secures your child’s spot in the camp session. It enables our administration to process your registration, allowing YNC to effectively schedule our program based on the number of children enrolled. This fee is incorporated into the total payment for the session and is not an additional charge on top of the registration fee listed online. This non-refundable administration fee will not be refunded if you reschedule or cancel your session.

Individual day camps, including PD day camps, one-day Summer or March Break camp bookings, and Kids Night Out bookings, do not require a deposit or administration fee. These camps are fixed and firm, and non-refundable. Please refer to section 8 for further information on our cancellation and refund policy for week-long camps.

2. Cancellations and Refunds

We understand that plans may change. However, cancellations must be made in writing and are subject to the following policies:

• 30+ business days before any week-long camp: You will receive a full refund, minus the $100 non-refundable administration fee per session and the 2.5% credit card processing fee.

• Cancellations made within 30 business days of the start of any camp will result in the forfeiture of all fees unless an arrangement is made with the administrator in exceptional circumstances to credit your account to use on a different date. 

• No refunds or credits will be granted for late arrivals, early departures, withdrawals, or dismissals from camp, including illness, unless outlined in the medical cancellation policy below.

• Before and Aftercare: Before and Aftercare bookings are fixed, and the firm is non-refundable.

3. Medical Cancellations

• In the case of medical cancellations, we require a signed note from a doctor explaining the reason for the cancellation. If approved, a credit will be applied to your account, which can be used for a future session.

  Illnesses or minor injuries that occur during the session (including COVID-19 and other viral diseases do not qualify for refunds). The remaining days of camp are not transferable.

• Cancellation due to Viral or bacterial infections/illness: At this time, we will not provide refunds due to personal choice, outbreaks, or individual infections. If our program closes due to an illness outbreak, your account will be credited for future use.

4. Payment Plans

Currently, payment plans are only available for week-long camps via AfterPay. They are unavailable for individual day camp bookings but can be used for multiple day camp bookings. If you choose AfterPay, please know that all disputes or issues must be resolved directly with AfterPay.

5. Discounts and Sales

Your Neighbourhood Camp occasionally provides discount codes and sales. Please note the following:

• Discount codes must be applied during registration and cannot applied after purchase.

• The sibling discount applies only when both children are registered under the same family address. Proof of address may be required to verify sibling eligibility.

• Any sales or discounts are valid during the specified promotion period and cannot be applied to past registrations.

6. Late/Declined Payments

Direct invoices must be paid when received unless stated otherwise on the invoice. Failure to pay an invoice will cancel your registration, and your child will not be permitted to attend camp. Previous payments will be subject to our refund policy outlined above. If your credit card is declined, you must pay immediately using a valid card. Registrations will not be secure until full payment has been completed.

7. Payment Plans

All camp registrations and payments are processed through credit card, Apple Pay, or AfterPay via our website at yourneighbourhoodcamp.ca.

Please note:

Full payment is required during registration for all online bookings.

AfterPay is a payment option for week-long camps and can be used when purchasing multiple-day camps as long as the total amount meets the minimum requirement. Please note that we do not handle disputes related to AfterPay. Any issues should be addressed directly with AfterPay.

8. Drop Off, Pick Up and Late Fees

• Drop-off time is 9:00 a.m.

• Pick-up time is 3:30 p.m.

• Kids Night Out, drop-off is at 4:30 p.m., and pick-up is at 8:00 p.m.

• All camps have a 15-minute grace period, which should not be taken advantage of and is intended for unforeseen circumstances such as traffic delays. Please text the camp phone if you will be late or require other arrangements for your child during their camp.

• If your child is not picked up by 3:45 p.m. for camps and 8:15 p.m. for Kids Night Out, a late fee of $1 per minute will be incurred. You will receive a late slip from our staff. This fee must be paid in cash directly to the attending staff and settled within one business day. Failure to do so will prevent the child from being readmitted to camp.

9. Field Trip Fees

Additional fees will apply if your child is registered for a week when we are taking a field trip to Storybook Gardens, Springbank Park, or Oakridge Pool. You will receive a field trip form detailing these fees on the Monday of your camp week. All field trip fees must be paid by the Thursday of camp; otherwise, the child cannot attend the trip. Financial aid is available for families in need; please get in touch with us for more information regarding this support for field trips.

10. COVID-19 /Non-presented Government Restrictions

If COVID-19 restrictions or guidelines prevent us from operating as planned, you will be credited to your account, which you can use later when restrictions are lifted. We will not provide refunds due to personal choice, outbreaks, or individual infections. We strongly encourage you to monitor your child’s health daily and inform us if they are experiencing symptoms or have been exposed to COVID-19. Campers who test positive and are fully vaccinated must stay home only during symptomatic periods.

If future unprecedented restrictions occur, we will follow all government refund guidelines and keep all customers updated.

Illness Policy

Do not send your child to camp if they feel unwell. 

Fever: If a child experiences a fever above 100 degrees, they must stay home for at least 24 hours and be medication-free for 24 hours. 

Vomiting or Diarrhoea: The child must stay home for 48 hours after the last episode of vomiting or diarrhea and be medication-free for 24 hours. 

Coughs: If a child has a viral cough that requires a puffer, please keep them home while they take this medication. If the puffer is long-term, contact us. We will require you to complete medical forms related to the child’s puffer.

Infections requiring medication: We do not assist with children's medicines to treat short-term infections or illnesses, including antibiotics. 

Allergy and Asthma, long-term medications: Parents must fill out appropriate forms before camp if their child has a medical condition such as allergies or Asthma or takes medication throughout the day. Please bring rescue medication and hand it directly to our Assistant Director when you sign your child in. Your medication must be clearly labelled with the child's full name and prescription. 

11. Expulsions or Suspensions Due to Serious Occurrences

Your Neighbourhood Camp maintains a zero-tolerance policy for violence, bullying, emotional harm, and property damage.

In the event of:

• Violence or bullying: Parents or guardians will be notified, and the child may be asked to leave the camp for the day. At pick-up, an incident report will be completed and signed by the parent/guardian. If the behaviour continues, the child may be expelled from the program for the remainder of the week, and no refund will be issued.

• Children requiring 1:1 support due to behavioural challenges, including self-harm, will be assessed on an individual basis. Any harm to other campers caused by a child needing 1:1 support will be addressed without exception, adhering to a zero-tolerance policy. Our support workers are trained in safe management and will strive to prevent such behaviours to the best of their ability. However, if a child exhibits violent behaviour, they will be sent home.

• Property damage: The child's parents/guardians must replace the damaged property.

12. Clothing and Regulations

For safety reasons, campers must dress appropriately for the weather and activities.

Required attire includes:

Winter months:

• snow pants

• hat

• gloves

• coat

• indoor shoes

• winter boots

• extra clothing in case clothing gets wet.

Summer months:

• swimsuit

• towel

• indoor shoes

• change of clothes

• outdoor closed-toed shoes

Children without proper attire will not be allowed to attend camp, and no refunds will be issued for missed days due to inappropriate clothing.

13. Lunch and Water 

A lunch appropriate for a busy day must be packed with all children, including a water bottle and enough food for two nutritional breaks. Children are busier at camp than school, so please accommodate this with some extra snacks. All lunch pails should have a cooling pack, as children's lunches will not be in a refrigerator. If your child is in before and aftercare, pack extra snacks in their lunch.

14. Peanut and Nut Free policy

We are a peanut and nut-free facility. Please ensure your camper does not have any peanuts or nuts in their lunches. If we have a camper with a serious allergy to another food you may be asked to refrain from bringing that food.

Parents/guardians with children who have an anaphylactic allergy can view our full policy here.

15. Camp Closures

Camp may be closed for safety reasons in extreme weather (e.g., snowstorms, power outages, or severe weather warnings), or other safety concerns. We will notify parents as early as possible, but please make alternate childcare arrangements in case of an emergency closure. If weather conditions change during a session, children will be kept safe while parents are contacted for early dismissal.

YNC reserves the right to relocate, reschedule, or cancel camp sessions due to safety, staffing, or facility-related issues. In such cases, families will be notified promptly and provided with alternative options or refunds where necessary. A complementary credit for before and aftercare may be eligible in the case of relocation.

16. Camp Phone and Address

When your child is in our care during camp hours, you may reach us by calling 519-630-0054. If your child is not in our care, please do not call our camp cell phone between 9:00 a.m. and 3:30 p.m. If you need to speak with us urgently, please email our office at admin@yourneighborhoodcamp.com. The camp phone is only used to communicate with parents/guardians of children at camp. We are located at Kings University Collage. Please refer to your confirmation or weekly parent email for more details on location of your camp.

17. Field trips Forms and waivers:

• MEDICAL FORM - required for all campers, as indicated in your confirmation email.

• ABOUT ME FORM - is required for all campers, as indicated in your confirmation email.

• MEDICATION FORM - is required for any child who takes medication at camp. Please notify us, and we will provide it.

• FIELD TRIP FORM - parents/guardians must sign a waiver and fill out additional permission forms. A small fee may be required for field trips to Storybook Gardens and Gibbons pool.

By reviewing and adhering to these policies, we aim to ensure a smooth, enjoyable experience for all campers and their families. If you have any questions or concerns before registering a child, please contact us at admin@yourneighbourhoodcamp.com. 

18. 1:1 SUPPORT

At YNC, we are committed to providing individualized support for children who may benefit from one-on-one attention during camp. Our 1:1 Support Program is designed to offer children a personalized experience with a dedicated support worker who has the skills and expertise to meet their specific needs. At YNC We take your Childs and our staffs safety seriously. A child will require two-on- one support if they have risk of elopement or exibit extreme behaviours including aggression towards themselves or others. We kindly ask parents to notify us if your child will need more than one staff to support their needs.

1. Program Overview

Our 1:1 Support Program provides children enrolled with a dedicated support worker for their camp experience. Each support worker is carefully selected based on experience, qualifications, and training. Our support workers have post-secondary education in childcare, social work, or healthcare and have experience working with disabled children.

2. Camp Facilities and Accessibility

We operate an indoor-outdoor program with accessible washrooms and elevator access for easy mobility. However, some outdoor spaces we visit, including local parks and green areas, are not fully accessible.

We plan all camp activities with inclusivity to ensure all children can participate fully. If we visit a location with limited accessibility. We will make alternative arrangements for children in our 1:1 Support Program, ensuring they are supported and able to enjoy the activity in a suitable setting.

3. Placement and Registration

After you register your child for the 1:1 Support Program, you will receive an email requesting that you complete any necessary forms. These forms will help us ensure that we understand and can address your child’s specific needs.

Once the child is registered, we will assign them a dedicated support worker. If we can place your child with a support worker, you will receive an email confirming the placement.

If we cannot assign a support worker to your child, we will notify you no later than April 1st. In such cases, a full refund for the 1:1 Support Program will be issued.

4. Program Availability and Guarantees

We strive to provide a support worker for each child enrolled in the program. However, due to limited availability, we cannot guarantee that a support worker will be available every week. If this happens, we will contact you to discuss alternative options.

We guarantee you will receive confirmation of your child’s placement or an update no later than April 1st for Summer Camp and 1 month prior to PA day or Winter Camps. A full refund will be issued if placement cannot be confirmed by this date.

5. Qualifications of Support Workers

Our support workers are trained professionals, including:

• Personal Support Workers (PSW)

• Child Youth Care workers (CYC)

• Adult staff with previous experience working with disabled children.

Our student support workers include:

• CYC students (Fanshawe College practicum 2 and 4)

• ABS students (Fanshawe Autism Behavioural Science Post Graduate program student placement)

• Student Teachers (Western University MpED alternative field placement program)

6. Fees and Payment

Inclusion Support Fees
1:1 Full Day Support

We are a private run business. We do not receive funding by the government or anyone else to support our services. Our support workers are hired for the purpose of proving support to each individual camper in need.

Online sales and discounts do not apply for 1:1 support, please reach out if you have questions regarding online sales. Do not book your child In for a camp unless you see a 1:1 support option available at purchase.

1:1 support

• $90/day

• Plus Standard Camp Fees: $60/day

• Total for 1:1 Support for A 5 day week of camp is $750.

• PA day/Single Day Camps $90 per day

• Plus Standard Camp Fees: $60 per day

• Total for 1:1 Support for 1 day camp $150

2:1 Support

• Same base camp fee $60 per day and double the rate of 1:1 support. $190 per day.  

*Part time support is available as well billed by the hour at the rate of $20 per hour per support worker. This option is available for campers who only require additional support while outdoors due to safety risks, or for children attending up to 4 hours of camp per day. This can be billed as an add on to 1:1 services or on its own standard camp fees apply.  If this is confusing for you to understand we encourage you to reach out for help reading this from a friend before booking camp or contact us and we will clarify any information needed before contacting us please read the information below as well.

We can direct bill to Von Special services at home. If you Would like this option please email admin@yourneighbourhoodcamp.com

DEPOSIT and CANCELATION:

How Our Deposits Work

The deposit amount depends on:

• The number of camp days booked ($60/day), and

• The number of support days booked ($90/day)

This deposit helps cover staffing costs, as per Employment Standards, since we must pay our team for a minimum of three hours even if a scheduled shift is canceled.

Why Invoices May Vary

Each family has flexibility with how they use support. Below we have broken it down with an example to help you understand this, and to help us to minimize the large amount of admin time we spend disguising our rates and deposits with families.

Example, a parent may book their child for 12 days of camp but only request our staff for 10 of those days, choosing to send their own support worker for the other 2 days.

In this example case:

• 12 camp days x $60 = $720

• 10 support days x $90 = $900

Their deposit would include:

• Full payment for 12 camp days = $720

• Plus a deposit of $54 x 10 support days = $540 (3 hours per day paid to the staff if you cancel)

This setup gives families flexibility and ensures they only pay for the support they need.

Cancelation

You may cancel anytime up to 1 week before your camp session. ( INCLUSION CARE ONLY)

Upon Cancelation the family will receive a refund minus the deposit listed above.

8. Communication and Coordination: 

We may need to communicate with you beyond the typical forms. Your cooperation in supplying relevant information will help us create a positive experience for your child. Please complete all forms sent to you. If further communication is needed, you will be contacted.

Please note that the inclusion program also applies to all other general policies related to cancellations, refunds, medical cancellations, and other standard policies. If you have any questions about the Inclusion Program or need clarification on these additional policies, please contact us at admin@yourneighbourhoodcamp.com.

By reviewing and adhering to these policies, we aim to ensure a smooth, enjoyable experience for all campers and their families. If you have any questions or concerns before registering your child, please contact us at admin@yourneighbourhoodcamp.com. 

Thank you for choosing Your Neighbourhood Camp!

Policy updated on May 13th 2025 to provide further clarity and break down of the fees and deposits.

Policy to date has remained the same since January 1 2025