PLEASE DOWNLOAD A COPY OF OUR PARENT HANDBOOK FOR THE MOST UPDATED INFORMATION ON CITY CAMP POLICIES & PROCEDURES, LINKED AT THE TOP OF THIS PAGE.

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ABOUT ASPEN CITY CAMP

Aspen City Camp is committed to providing a safe, nurturing, and fun filled camp and afterschool program opportunities for children that are affordable and include a variety of activities within our community and beyond.

Youth will participate in a state-licensed program with qualified counselors. Aspen City Camp is a State of Colorado licensed program and follows all State Regulations. For state rules and regulations, please visit: cdhs.state.co.us

AGES

Children ages 5—10 years of age, Kindergarten through 4th Grade

CAMP DESCRIPTIONS

AFTER SCHOOL CLUB is an extended day to school to provide care to children until their parents can pick them up after work. Consists of outside/gym time, snack time, arts & crafts, games, mindfulness activities, reading, and short field trips.
- Children will stay together as one large group
FULL DAY CAMP is a day camp held during the school year on most days school is not in session to provide care to children the whole day. Consists of morning & afternoon snack times, lunch time, arts & crafts, games, outside/gym time, reading, and short field trips.
- Children will stay together as one large group
SUMMER CAMP is a day camp held during the summer break when school is not in session to provide care to children for the whole day. Consists of morning & afternoon snack times, lunch time, arts & crafts, games, outside/gym time, reading, and short or full-day long field trips.
- Children may be split into age-appropriate groups based on what grade they will be entering the following school year.

REGISTRATION

Afterschool Club: Children must be locally enrolled in an Aspen area school to be eligible to attend.
Full Day Camp: Children must be locally enrolled in a Roaring Fork Valley (RFV) school to attend.
Summer Camp: Children must show proof of RFV residency AND must be attending a local RFV school district to receive primary resident price rate. Otherwise, will pay the non-resident rate.

Parents must pre-register their children prior to their first day of camp. Health forms, waivers, and immunizations records must be completed and submitted in full annually to www.epactnetwork.com for all children before they can attend camp. Please email the Camp Supervisor for an email invite to ePACT.

Once health forms are uploaded to ePACT, daily registration and payment can be done online at the following links:

Registration must be completed online 48hrs before attending.

Please note: incomplete forms may delay the start date of your child.

PROOF OF RESIDENCY REQUIREMENT

Aspen City Camp is accepting both primary residents of the Roaring Fork Valley (RFV) and non-residents to our programs at this time. All campers who wish to receive Primary Resident pricing must provide proof of primary RFV residency prior to attending AND must be attending a RFV school district.

Proof of Primary Residency can be confirmed with one of the following document types showing one of the below listed eligible zip codes:

1. Tax Assessment
2. Driver's License from Pitkin, Garfield, or Eagle County
3. Vehicle Registration from Pitkin, Garfield, or Eagle County
4. Pay stub from business operation in Pitkin County

Eligible Zip Codes:

Pitkin County: 81611, 81612, 81615, 81654, 81656, 81642
Garfield County: 81623, 81601, 81602, 81647, 81652, 81650
Eagle County: 81621, 81623

OTHER TUITION EXPENSES

The tuition fee covers most expenses for activities, trips, tours, and special events. However, certain field trips and activities may require an additional fee. If so, we will provide parents with adequate notice on the schedule and may collect cash at Check In or Check Out prior to the date of the activity. Children will not be permitted to attend the activity without payment.

Financial assistance is available for families who qualify. Please contact the Camp Supervisor for more information and applications.

Children will not be permitted to purchase anything while out on special activities or field trips.
Children should come prepared with their own packed lunch and snacks each day.

CANCELLATION POLICY & CREDITS

Cancellations can be done online more than 48 hours in advance through your AspenRec.com account. When logged into your account, please click on My Account > History & Balances > Cancel a Sign Up. On the next page, you will see all of your purchased programming, however you will only be able to cancel Aspen City Camp programming. All other programming is unable to be cancelled online.

Our online system calculates 48 hours from the beginning of the day (12am midnight), not the beginning of programming; therefore, please make sure you cancel online well in advance of the 48 hour cutoff.

Cancellations made online outside of 48 hours in advance of the scheduled camp date will receive credit for the day back to their account for use towards future camp dates. If you do not get an emailed receipt, you have not finalized the transaction, and the day has not been cancelled.

Cancellation requests inside the 48-hour cutoff should be e-mailed to citycampdirector@aspen.gov and will not receive credit back. All credit and cancellation questions, issues, and requests should be directed to the Camp Supervisor.

Scholarship Families, Please Note:

Failure to notify the Camp Supervisor of children’s absence (no call/ no show)
from scheduled programming will result in the applicable day’s registration fee
being assessed to your account for you to pay in penalty.
Repeated unnotified absences may result in the termination of
scholarships and financial aid.

CAMPER DAILY SUPPLIES

Each child should bring the following EVERY DAY:

Backpack
Water Bottle, with child's name and closable cap
Lunch WITH utensils *Cold lunch only, we cannot heat food
2 snacks, minimum *Please pack extra snacks, children are very hungry after activities
CLOSED-TOE SHOES
Sunscreen for self application, labeled with child's First and Last Name
Proper attire for daily activities and all weather conditions (hat, raincoat, sweater or light jacket, swimsuit, towel, etc.)
Please check the daily schedule (listed under Helpful Links on the applicable program page) for any additional items or equipment your child may need
Personal items such as toys, electronic devices, cell phones, money, or anything of value, etc. are NOT PERMITTED at Camp and are easily lost. Please leave them at home. We are a screen-free camp—phones, iPads, Gizmo watches, and other electronics will be taken away if brought to camp.

Children will not be permitted to purchase anything while at Camp. Children should come prepared with their own packed lunch and snacks each day.

Children will be responsible for their own belongings. Aspen City Camp and the counselors are in no way responsible for lost, misplaced, or stolen items. Items that are easily lost or of significant sentimental or monetary value should not be brought to camp. Toys, money, cell phones, or anything of value should not be brought to camp.

Please check the schedule daily for additional items campers might need each day.

CHECK-IN AND CHECK-OUT PROCEDURES

Every morning and afternoon, the parent or guardian of the child will sign them in and out via an ePACT QR Code. The QR code can be found once they sign into their ePACT account. Children will not be allowed to leave with another individual unless the individual is authorized and listed on the “Sign In/Out” waiver on ePACT.

Children aged 8 and older may sign themselves out to go to another extracurricular activity with written permission from the parent or guardian. Please contact the Camp Supervisor to arrange such allowances. Camp Supervisor must have written permission from parent/guardian prior to allowing child Self Sign Out Privileges.
* These rules are in accordance with State Regulations.

DROP OFF: FULL DAY & SUMMER CAMP
Children can be dropped off anytime between 8:00am and 9:00am at the designated meeting place and must be checked in via ePACT every day.

Campers may NOT be dropped off before 8:00am for Full Day/Summer Camp as there will not be a supervisor available.
Children MUST be dropped off on time for Full Day/Summer Camp (no later than 9:00am) as, often, the group will have a scheduled activity at another location.
Children who arrive after 9:00am without prior notice for Full Day/Summer Camp will not be accepted.

DROP OFF: AFTERSCHOOL CLUB
Children will walk themselves down to the Aspen Elementary School Cafeteria between 3:15 and 3:30pm (1:45—2:00pm for Early Release) to meet counselors and must be checked in via ePACT every day.

Campers may NOT be dropped off before 3:15 for Afterschool (1:45pm for Early Release) as there will not be a supervisor available.
Children are responsible for arriving at Camp on time once school ends for the day.

PICK UP: FULL DAY & SUMMER CAMP
Children can be picked up anytime between 4:00pm and 5:00pm for Full Day/Summer Camp at the designated meeting place, unless it is indicated to parents that we will be arriving late from an activity. The Camp Supervisor will make all contact with parents if this is the case.

Children MUST be picked up no later than 5:00pm for Full Day/Summer Camp

PICK UP: AFTERSCHOOL CLUB
Children can be picked up anytime between 3:15 and 5:30 pm at the designated meeting location (1:45 and 5:30 pm for Early Release).
*For Early Release days, it is likely we will be on a short field trip. Please contact the Camp Supervisor to arrange pick up prior to 3:30pm.

Children MUST be picked up no later than 5:30pm for Afterschool and Earl

If a child is not picked up by 5:30pm at After School or 5:00 pm for Summer/Full Day Camp, parents/guardians will be called as soon as camp ends to determine an estimated time of arrival. By 6:00pm for Afterschool or 5:30pm for Summer/Full Day Camp, if parents/guardians/emergency contacts have not been reached, the lead counselor on duty will call the Aspen Police and the Camp Supervisor. It is a state requirement that we report to local Social Services if parents/guardians do not come for the child.

*Please Note: There is a $10 cash fee for every 5 minutes parents/guardians are
late to pick up, owed to the counselors on duty*

CHILD / STAFF RATIO

In accordance to the Colorado State Dept. of Health & Human Services our camp can accommodate 110 children daily. A ratio of 1:9 (one staff member to nine children) will be kept when only one counselor is on staff. Once the 10^th child shows up, a second counselor must be on duty. Once 2 counselors are on site a 1:15 ratio is required. During activities that happen in and around water, a 1:10 ratio will be kept, in accordance with state regulations. Many times, our day camp has a 1:10 ratio. The Camp Supervisor is responsible for planning staff ratios. All staff members counted in the ratio hold a current First Aid/CPR Certification.

FIELD TRIPS & SPECIAL ACTIVITIES

Aspen City Day Camp will be taking field trips and participating in special activities throughout the year. All field trips & special activities will be listed on the camp schedule at least 2 weeks in advance. If parent/guardians do not agree with or have a concern with the field trip, please contact the Camp Supervisor citycampdirector@aspen.gov or 970-319-4242. Parent/guardians will be notified of any changes to the field trips & special activities as soon as possible by the Camp Supervisor.

MOVIES/VIDEOS/TV VIEWING

It is the practice of the City of Aspen Day Camp to follow the guidelines as set forth by the Motion Picture Association. We will watch G and PG rated movies and programs only. TV will not be watched at camp. Any movies which are of a different rating will require a signed permission slip from parents/guardians.

TRANSPORTATION

Aspen City Day Camp will be transporting children in and around Aspen and down valley for some field trips. We will be utilizing RFTA (the public bus system) as well as City of Aspen vans with drivers who have completed a training course provided by the city. Please be sure to sign the transportation permission slip waiver on ePACT.

While traveling in City of Aspen vans, all children will wear seat belts and remain seated at all times. In the event of a roadside emergency, children will be transported back to camp locations by another City vehicle.

VISITOR POLICY

Visitors must check-in at camp with a counselor. Visitors must sign in on the visitor sign in sheet and present one form of identification. Visitors may not check out any children without sign in/out permission slip signed by parent or guardian. Staff must be informed by parent/guardian before visitor's arrival.

PET POLICY

The City of Aspen Day Camp has a no pets policy. No pets are permitted at any camp function at any time. This is for the safety of our campers and staff.

Under the ADA, service animals are working animals, not pets. The work or task a service animal has been trained to provide must be directly related to the person's disability. Dogs or other animals whose sole function is to provide comfort or emotional support do not qualify as service animals under the ADA. Service animals are, of course, always welcome at Aspen City Day Camp.

Please contact the Camp Supervisor to arrange any accommodations needed for service animals.

CHILDREN WITH HIGHER NEEDS

In accordance with state licensing and the American Disabilities Act, we offer services to children with special needs. We work in partnership with local non-profits in order to offer excellent care to children who have special needs. A meeting with parents is required prior to enrollment to determine special accommodations needed.

If a child registers for camp requiring special assistance, we will handle the situation on a case-by-case basis. We will hire additional staff to accommodate those children needing assistance above our expertise, as needed.

INJURIES & ILLNESSES

All camp staff are trained in first aid and CPR. If your child becomes ill or injured during camp hours, you will be asked to come pick them up. Injury reports will be reported immediately.

All children who have fever, antibiotics, diarrhea, or vomiting must not attend camp for 24 hours after their symptoms cease, without the use of medication. Children who come to camp sick will be sent home. Credits will not be given if a child is sent home early due to sickness.

If, at any time throughout the year, your child develops a medical condition, please notify us so that we can be aware of the situation. You may be required to fill our additional paperwork at this time.

Parents/guardians will be contacted immediately in any event of illness or injury.

GENERAL EXCLUSION REQUIREMENTS

Children and staff must be excluded from programming when they have certain symptoms of illness, including if campers are unable to participate or staff members are unable to perform the functions required for their position.

A “child” means any child enrolled in the camp program.
A “staff member or staff” means any person working or volunteering to perform duties in the camp.

EXCLUDING CHILDREN

Staff are responsible for observing children at drop off and throughout the day for signs of illness. If a child arrives at the facility or school with signs of illness that require exclusion, they may not be accepted to camp that day.

If a child develops symptoms of illness that require exclusion during the time of care, the parent/guardian will be contacted to pick up the child at the earliest possible opportunity. The child will be provided with a place to rest which is separate from the other children until the parent/guardian arrives. The child may return to camp based on the requirements in How Sick is Too Sick, the Infectious Disease Guide, or as directed by their health care provider or public health professional.

EXCLUDING STAFF

The Camp Supervisor is responsible for observing the staff for signs of illness throughout the day. If a staff member is not well enough to work, they will be asked to go home and may return based on the requirements is How Sick is Too Sick, the Infectious Disease Guide, or as directed by their health care provider or public health professional.

MEDICATIONS
Some of our staff has been certified in Medication Administration. Medication cannot be administered without parental permission and doctor’s orders for each medication prescribed.

Permissions must be renewed annually.

Any child who requires medication that may need to be administered or carried while at camp must have documentation on file and must speak with the Camp Supervisor before the medication will be allowed at camp. This includes ALL over the counter medications.

All medications must be kept in their original container, with the child’s name, birth date, the medication name, dosage amount, time to be given, route to be given, and expiration date clearly legible.
A Permission for Medication form must also be filled out and on file with the child’s other medical forms.

If an emergency epi pen or inhaler is needed, we ask that parents/guardians provide one for us to keep and treat as we do with all other medication.

Emergency medication will be taken with us for all field trips.

Campers who wish to carry their medication by themselves must have a complete Self Carry form on file prior to the medication being allowed at camp and being self-carried with Doctor’s instructions in a secure location in their backpack. We may ask for your child to demonstrate competency in self-administering their medication before they will be allowed to self-carry.

Sunscreen & Bug Spray—are considered medication by the state; please mark “yes” on the ePACT Camper Heath Registration Form if you would like counselors to apply your children’s sunscreen.

Campers who bring their own sunscreen and/or bug spray must have the bottle labeled clearly with their first and last name.

Personal sunscreen and bug spray will not be shared between campers or staff.

Please contact the Camp Supervisor if you have a child who requires medication at camp.

INCLEMENT WEATHER

In the case of inclement or excessively hot weather, children and staff will seek shelter inside their camp facility and will participate in gross motor activities. If on a field trip, the staff will seek refuge in a safe environment suited for supervision of the campers until campers can safely return to the camp facility.

NATURAL DISASTER & EMERGENCY PLAN

If an incident occurs within the camp facility which requires evacuation, the children will be moved a safe distance away from the emergency. If an immediate evacuation from the camp facility is necessary, the children will be moved to the Red Brick Recreation Center, parents will be notified and asked to show ID at pick up. Random practice drills will take place, so children and staff know what to do in case of an emergency. In he event of a natural disaster, the children will be cared for until the parents are able to pick them up.

All children and staff will participate in training drills. Emergency plans for children with disabilities & access/functional needs will be assessed and created on a case-by-case basis.

SEPARATED CHILD PROCEDURE

Aspen City Camp staff always ensures the safety of your child. Each day and for each activity counselors will take attendance. In the event a child becomes separated from camp, counselors will stay at the site until the child is found.

Parents and police will be notified if the child is separated for more than 15 minutes, 10 minutes if we are around water.

REPORTING CHILD ABUSE

As required by Colorado State Department of Social Services, staff are required to read and sign a statement 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. If abuse or neglect is suspected, it must immediately be reported to Pitkin County Adult & Family Services, 0405 Castle Creek Rd, Aspen, CO (844) 264-5437 or local law enforcement.

DISCIPLINE POLICIES & PROCEDURES

Discipline is the guidance, encouragement, and support that we use to influence children as they learn and grow. Our staff are trained to identify the social, emotional, and developmental needs of each child and work hard to do so. In order to provide our campers with a safe, supervised environment, we must adhere to certain guidelines and expectations for appropriate behavior. The framework for these guidelines will foster responsibility, self-discipline, growth, and judgement within
our campers.

If we feel that your child’s behavior endangers the safety of the other children or staff,
parents/guardians will be notified. We work closely with the Aspen Elementary School counselors and can refer children to them, another mental health consultant, or other specialist with parent permission.

Should a child engage in any of the following behaviors during Camp, parents/guardians will be contacted immediately to come pick up their child:

Fighting/ hurting others
Spitting on others
Swearing/ talking back/ verbally abusing others
Destroying or defacing property
Disregarding Camp rules/ disrespect for authority of Camp staff'

Any child who engages in the above behaviors will be required to fill out a Better Behavior Plan with the Camp Supervisor, which will then be reviewed and signed with their parents before they will be allowed to return to camp.

If behavior persists after a Better Behavior Plan has been created and we determine that the child is a danger to themselves or other children, parents/guardians and the Camp Supervisor will meet to determine other possible routes for the child to succeed. This may entail us choosing to suspend your child for an agreed upon predetermined amount of time, referral to a mental health consultant or other specialist, and discussing whether we are the best program to be caring for your child. A removal of
your child from our program would be our very last resort.

We encourage parents/guardians to communicate with the Camp Supervisor and staff as often as possible regarding concerns, to ask questions, or simply to inquire about their child’s day.

COMMENTS, CONCERNS OR COMPLAINTS

Aspen City Camp is enrolled in a childcare program that is licensed by the Colorado Department of Human Services. The license indicates that the program has met the required standards of the operation of a childcare facility.

We want to hear from you if you have questions or concerns about your child’s care. We will make every effort to resolve any issues or concerns you have about the program, but if the problem cannot be resolved comfortably with the Camp Supervisor or Recreation Manager, you may want to file a complaint with the Colorado Department of Human Services.

Complaints regarding suspected licensing violations must be reported to:
Colorado Department of Human Services, Division of Child Care
1575 Sherman Street, Denver, CO 80203-1714
303-866-5958

Complaints regarding the actual program should be reported to the Camp Supervisor or Operations Manager.

Camp Supervisor: Lyndsey Jackson
lyndsey.jackson@aspen.gov or by phone 970-319-4242

Operations Manager: Jay Slater
jay.slater@aspen.gov or by phone 970-404-9997

Related Policies

Aspen City Camp Rules & Policies