THE ASPEN CAMP HANDBOOK

for Parents, Students, and Staff

Dear Parents, Students, and Staff,

This handbook is designed to paint a clear picture of what you or your child/student will experience at Aspen Camp. If you have questions about any of the policies described in this handbook please contact our office. Our programs are intentionally designed to be unique, with much thought, understanding, and wisdom. It is in everyone’s best interest to make sure that our students, families, and participating schools feel that what we offer is what they want in an outdoor education experience. Through this process, we are able to provide exceptional programs for our students, and help with the development of capable, responsible, and respectful citizens of the future.

Sincerely,

Aspen Camp Board (Ryan, Karen, and Eric)

Safety
Community
Travel
Medication and Medical Treatment
Equipment
Challenge
Food
Swimming
Bathing
Learning
Homesickness
Mail & Phone Calls
Electronic Media & Technology
Consequences for Inappropriate Behavior
Code of Conduct
Safety

The procedures for handling lost children and other emergencies at all times, including during field trips.
An outline of a plan of action in case of natural disaster is found at Section 7.712.83, G.

Lost Camper and Search and Rescue Reporting
Within 24 hours of each incident, AC’s Director shall submit to the State Department a written report about any camper who has been lost from the campsite and for whom a report has been made to the local sheriff’s department for search and rescue. Such report shall indicate the name, age and address of the camper; the name of parent(s) or guardian(s) and their address if different; the date when the child was lost; the location, time and circumstances when the camper was last seen; circumstances of locating the camper.
Action Plan
AC has a written plan for action in case of natural disasters, lost campers/swimmers, injuries, and illnesses on file at the camp office. The staff shall receive training regarding the implementation of these plans. In the case of a travel-trip or primitive camp, these plans shall accompany the staff members and campers. 

The policy on children’s safety related to riding in a vehicle, seating, supervision, and emergency
procedures on the road.

Transportation 
Because AC transports children from the airport or other traveling destination, the Camp assumes responsibility for the child between the place where he/she is called for and the camp, and from the time he/she leaves the camp until delivered to his/her parents or to a responsible person designated by the parents or guardians, such as the airport or train station. 
Any transportation of the camper during the camp session is the responsibility of AC. 
There shall be at least one adult supervisor in addition to the driver when nine or more children are being transported at any one time. No child shall be permitted to remain unattended in any vehicle at any time.
Only that number of children and adults for whom there is comfortable, designated seating space shall be transported. Standing in the vehicle while it is moving shall be prohibited. No person shall sit on the floor or in aisles, or project head or limbs out of the vehicle. 
No more than three persons, including the driver, shall be permitted to occupy the front seat of the vehicle. All campers must be secured by a seat belt at all times while in a moving vehicle. The use of trucks as transportation is not allowed, except in the cabin of the vehicle. At no time shall a camper ride in the truck bed. 
AC provides a written policy including, but not limited to, the following topics: safety education while riding in the vehicles, seating, highway stops, relief drivers, when necessary, supervision, and emergency procedures on the road. Staff and campers shall be informed of this policy and be provided with safety education training. 
All vehicles transporting children shall comply with the applicable regulations of the Colorado Department of Revenue, Motor Vehicle Division, and the ordinances of the municipality in which the vehicle is operated. 
All persons who transport campers shall be properly licensed to operate the vehicle being driven. 
At least one adult in each vehicle shall hold a current Red Cross standard First Aid and safety certificate or equivalent. Each AC vehicle shall be equipped with a First Aid kit. 
Any vehicle which transports nine or more passengers shall carry a fire extinguisher, reflective equipment, and road side markers.

The policy regarding the reporting of child abuse

Reporting of Child Abuse 
AC requires each staff member of the facility to read and sign a statement clearly defining child abuse and neglect pursuant to state law and outlining the staff member’s personal responsibility to report all incidents of child abuse or neglect according to state law. 
Any caregiver or staff member of AC who has reasonable cause to know or suspect that a child has been subjected to abuse or neglect or who has observed the child being subjected to circumstances or conditions that would reasonably result in abuse or neglect must immediately report or cause a report to be made of such fact to the county department of social services or local law enforcement agency. 
If the suspected child abuse occurred at AC or during any AC activity, the report of suspected child abuse must be made to the county department of social services, police department, or other law enforcement agency in the community or Pitkin County. 
If the suspected child abuse did not occur at AC, the report of suspected child abuse must be made to the county department of social services in the county in which the child resides or to the local law enforcement agency in the community in which the incident is believed to have occurred. 
At the time of admission the facility must give the child’s parent or guardian information that explains how to report suspected child abuse or child neglect. It is the responsibility of the Camp Director to contact family members. 
Investigation of Child Abuse 
Staff members of the county department of social services or a law enforcement agency that investigates an allegation of child abuse must be given the right to interview staff and children in care and to obtain names, addresses, and telephone numbers of parents of children enrolled at AC. The Program Manager and the Camp Director are responsible for giving out this information. 
Any report made to the law enforcement authorities or a county department of social services of an allegation of abuse of any child at AC will result in the temporary suspension or reassignment of duties of the alleged perpetrator to remove the risk of harm to the child/children if there is reasonable cause to believe that the life or health of the victim or other children at the facility is in imminent danger due to continued contact between the alleged perpetrator and the child/children at the facility. Such suspension or reassignment of duties will remain in effect pending the outcome of the investigation by the appropriate authorities. The Camp Director or Program Manager can ask that the alleged perpetrator find alternative housing during the investigation. 

The procedure for filing a complaint about child care

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The procedure for identifying where children are at all times

Itineraries 
On trips away from AC, including overnights, there shall be a day-to-day itinerary prepared prior to departure. The AC Program Director shall keep a copy of the itinerary. The itinerary shall be followed as closely as possible. The Program Director must be notified of an itinerary change as soon as possible. A travel-trip camp shall establish a day-to-day itinerary. A copy shall be on file at the camp office and held by the Program Director. The itinerary shall be followed as closely as possible. In case of emergency, if a change in the itinerary is necessary, the Program Director shall be notified as soon as possible.

The policy regarding severe weather.

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The procedure concerning children’s personal belongings and money.

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The policy regarding visitors

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Community

6. The procedure concerning admission and registration of children.

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The hours and dates when the center is in operation, specific hours during which special activities are offered, holidays when the center is closed

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Services offered for special needs children in compliance with the Americans with Disabilities Act

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The policy regarding the parent’s or guardian’s responsibility to notify the child care program when parents
or guardians withdraw their child(ren) from the program

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Travel

The procedures followed when a child is picked up from the center after the closing hours of the center or
not picked up at all, and the procedure to ensure that all children are picked up before the staff leave for the
day.

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The written policy and procedure governing field trips, and special activities,
including the staff’s responsibility for the supervision of children.

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The procedure for transporting children, if applicable, including transportation arrangements and parental
permission for excursions and related activities.

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The procedure for caring for children who arrive late to the center and their class/group is away from the
center on a field trip or excursion.

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The procedure for releasing children from the center only to persons for whom the center has written
authorization.

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Medication and Medical Treatment

The procedure for administering children’s medicines and delegation of medication administration in
compliance with Section 12-38-132, C R S., of the “Nurse Practice Act.”

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The procedure, including notification of parents and guardians, for handling children’s illnesses, accidents,
and injuries.

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Challenge

Aspen Camp's purpose and philosophy on child care

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Food

The policy concerning meals and snacks.

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Electronic Media & Technology

The written policy and procedure governing field trips, television and video viewing, and special activities,
including the staff’s responsibility for the supervision of children.

Consequences for Inappropriate Behavior

The policy regarding the child care facilities’ responsibility to notify parents or guardians when the program
will no longer be able to serve children

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The policy on discipline.

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Frequently Asked Questions (FAQs)

Are you a licensed camp facility?
How do you screen and train staff?
What is the staff to camper ratio?
What is the registration process like?
How does transportation work?
Can I keep in touch with my camper while at camp?
Can I send care packages?
Can I visit my camper while at camp?
What is the food like?
How do you handle picky eaters?
How do you deal with allergies?
Do campers have laundry time?
How much money should I send with my camper?
What is the camp’s plan in cases of emergency or disaster?
Are you a licensed camp facility?

Yes. We are licensed by the state of Colorado. You can view our licenses at http://coloradoofficeofearlychildhood.force.com/oec.

We’ll be happy to provide more documentation (i.e copy of license, inspection reports) upon request.

How do you screen and train staff?

Because we care and know that you entrust your children with us, we have high standards for staff members. All staff are rigorously screened with a time-tested interviewing and reference check process. Once hired, they undergo intensive background checks that may include checking with sex offender registry, state records, federal records, DMV records, and drug screening.

Once they pass the checks, they then get intensive hands-on training. Training, depending on the position, may include:

  • First Aid/CPR/AED
  • Bloodborne pathogens
  • Swimming safety
  • Fire training
  • Food Handler’s Permit
  • Healthy boundaries & role modeling
  • Cultural leadership (i.e. Deafhood, People Of Color, LGQBT, Women/Girls)
  • Developmental disability (i.e. autism, blindness)
  • Domestic and sexual violence
  • Confidentiality & compassion
  • Child development
  • Identifying and addressing bullying
  • Outdoor education
  • Survival skills
  • Leadership
  • Communication
  • Teamwork
  • And more…

Yup. We take camp seriously.

What is the staff to camper ratio?

It depends on the program. Please refer to the program page for more information. Generally, it is 1:5 off campus and 1:8 on campus.

What is the registration process like?

Our simple online registration process is an improvement from the days of messy paperwork, long shipping time, and missed opportunities. Registering for a program at Aspen Camp includes the following processes:

  1. Discuss with your child on which camp they are interested in. Make sure they feel ready and understand what homesickness means and what to do when it comes.
  2. Create a profile on our third-party website, if you have not already, and fill out the form to submit a registration request. A payment for the minimum of the reservation fee is required.
    1. Please note that registration is not automatic. A variety of factors may affect your registration request including the number of spaces left, the order requests were sent in, financial balance, and more. Please do not make arrangements for camp until you get confirmation from Aspen Camp.
    2. The payment will not be processed until we accept your registration request. If the request was not accepted or you were waitlisted, the payment will not be processed.
  3. If you plan to apply for financial aid, now is the time to do so.
  4. Once we accept your registration request, you will get a Welcome Packet with further information about the program and how to prepare.
    1. If you opted for a payment plan, we will charge the card on file per the agreement.
  5. Make travel arrangements as outlined in the welcome packet.
  6. Fill out the forms as outlined in the welcome packet by the deadline.
    1. This includes a physical signed by an authorized medical professional. (Note: If you have one that is less than two years old from the date of summer camp, that works!)
    2. This also includes a medicine administration form that is required to be signed by an authorized medical professional for any medication and supplements (including vitamins) that you plan to send with the camper to camp.
  7. Prepare for camp by obtaining supplies needed, packing, and having more discussions with your little camper!
  8. Enjoy your vacation while your camper has their own vacation!
How does transportation work?

When your registration request is accepted, you’ll find more information about travel options in the welcome packet shared with you.

Just to give you an idea of possible options, we can:

  • Pick up & drop off campers at the Denver or Aspen airport (If flying in, our staff will wait for campers at their gate to escort them back to the group. If flying out, our staff will escort campers to their gate and stay until their plane is in the air.)
  • Pick up & drop off campers in Denver
  • Welcome family and friends who drops off & picks up campers (with explicit parental authorization)

Note: camp tuition does not include these kind of travel arrangements. Shuttle to/from Denver is available at an additional cost.

Can I keep in touch with my camper while at camp?

Campers do not have access to the phone while they are at camp, however we do encourage them to write home as often as possible. We highly encourage each camper is sent to camp with a set of self-addressed, stamped envelopes and letter writing tools.

We will call you if your child is in the health center overnight, is seriously homesick, or if we have any other concerns for which we value your input.

Can I send care packages?

Absolutely! We highly encourage it. We distribute mail during social time, so it’s perfect for them to open packages that has their favorite snacks and drinks.

Can I visit my camper while at camp?

Due to research and the recommendations by the ACA, we discourage parents to visit campers at camp. Not only will it increase the risk of homesickness for the camper at camp it may also cause homesickness in other campers who see you and miss their own parents.

For this reason, we will automatically check out the camper for the duration of camp if a parent makes an appearance at camp or wherever we take campers out.

What is the food like?

We have a me-no-likey bar with bread, peanut/almond butter, jelly, deli meat, condiments along with chips they can opt for. However, to ensure a balanced diet while at camp, campers are limited on the number of times they can opt for the me-no-likey bar. This provides them with critical thinking and strategic skills to determine when to do so.

How do you handle picky eaters?

The camp provides healthy and balanced meals and snacks throughout the day. We pride in homecooked meals and not those ‘cafeteria’ meals. A menu may be shared with you a few weeks prior to camp.

We encourage parents to send campers’ favorite snacks and drinks with them or in the mail. Campers have the opportunity to enjoy these snacks during Social Time after dinner.

How do you deal with allergies?

We take allergies seriously. If your child has a severe allergy, we will do our best to clear the entire campus of the allergen (i.e. go peanut free if someone has a peanut allergy).

If it is not possible to clear the entire campus (i.e. having a pollen allergy), our staff will be specially trained in the allergen and instructed to minimize any triggers.

Do campers have laundry time?

Yes! We actually will do laundry for campers once a week. A counselor will accompany a group of campers and teach them how to do laundry, if needed.

It is very important that all campers’ items are permanently marked with campers’ names. Sometimes, even after countless efforts to find the owner of an item, a camper will deny that it’s there to find that it is theirs after camp is over. Please help us prevent this by writing the camper’s name on every item they bring including socks, jackets, cameras, and toys.

Laundry soap pods and dryer sheets are available in the camp store if needed.

How much money should I send with my camper?

There is no real need for campers to bring money to camp. However, there are special outings where campers may wish to have their own spending money. We also have a camp store with shirts and gifts that campers may wish to buy before they leave. We suggest that campers bring at least $50.

What is the camp’s plan in cases of emergency or disaster?

We have written plans for when an emergency happens (fire on campus, dangerous animal on campus, wildfire, missing camper, etc) as well as disaster where we need to evacuate (i.e. wildfire, acts of terrorism, and so forth. This plan was written with the help of local committees and experts like firefighters and police.

Every quarter, our staff undergo certain drills to keep the information fresh in our mind and our reflexes on the right path. During camp, we host fire drills with campers and staff.

Please click here to read our emergency procedures.

We are working on updating our continuity plan. Once it’s done (forecasted by Dec 2017), we will link the document here.

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