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Douglass Community Center Trip Camps

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1. When will the required camp forms be available and when do they need to be completed?

You will receive an email with a link to the forms when you register. If you do not receive this email, the forms can be completed by visiting PRCS Licensed Programs Registration.

2. When will the daily camp itinerary be available?

The itinerary for the summer is usually released in early May. The current or most recent itinerary can be found online. Please check the dates on the itinerary. If the current one is not posted, we leave the previous summer's itinerary posted as a sample of the destinations that we typically go to.

3. Can I use the paperwork from other PRCS camps for the Trip Camp?

Yes. You can use the forms and documentation that you have submitted to any other PRCS camp or program that is licensed by the Commonwealth of Virginia as a child day center. This includes the ID Verification and the School Health Entrance Form. The Registration Form must be completed once each calendar year. Please call our staff at 703-771-5913 for details and to let us know to request your paperwork from the other camp.

4. The camp operates from 7 a.m. to 6 p.m. Does that mean that my child has to be in camp from 7 a.m. to 6 p.m.?

No. This means that if you need care, you can drop your child off as early as 7 a.m. and pick them up as late as 6 p.m. The trips usually leave around 9:30 a.m. and return around 4:30 p.m. The exact departure and return times will be available in the daily itinerary.

5. What happens if a trip is returning late to the center?

If a trip is returning more than a few minutes late for any reason such as traffic, weather, etc., we will send an email to the email address that is in your RecTrac / WebTrac account. If we find out about the late arrival close to the scheduled arrival time, we will also come out to the parking lot and look for any parents that may be waiting for the bus. We make every effort to bring all trips back on time, however sometimes unanticipated traffic conditions do cause delays. You can also call our office at 703-771-5913 to get an update at any time.

6. If my child forgets to bring lunch, sunscreen, camp shirt, swim suit, etc., what do we do in those circumstances?

If your child does not have an item needed for the camp, we will make an attempt to contact you for instructions to see if you are in a position to bring that item to the center or to the destination. If time and staff resources permit, in some cases, we may be able to obtain that item for you and give you a receipt for reimbursement when you pick your child up. In the event that none of these options are possible and the item is critical to the safety of your child, we may need to keep your child at the center to be picked up or attempt to accommodate them in the Video Gaming camp if space permits.

7. If my child arrives at the center after the trip has already left, what happens?

Our trips usually leave exactly on schedule, so it is important that you arrive a few minutes before the advertised departure time. In the event that you do not make it to the center on time, please come into the office or call us at 703-771-5913. We can discuss possible options such as you meeting the bus at their destination. We cannot hold the bus at the center and cause a late departure. In the event that you do not make it to the center in time and are not able to transport your child to the destination to join the group, it is possible that we can accommodate your child at the center in our Video Gaming Camp to be able to provide you care for the day. This will depend on available space and staff ratios. In the event that we are not able to accommodate your child in the Video Gaming Camp, we will not be able to have your child in camp for that day.

8. Can I pick my child up from the destination if they have a doctor’s appointment, sports event, etc.?

Yes, this is possible, however it does require arrangements ahead of time. Please contact the office staff at 703-771-5913. We need to coordinate the pick-up and exchange numbers, etc., as we sometimes need to change destinations due to weather or other conditions and we will sometimes go to a playground on the way home, so we need to make sure that we coordinate an exact time and location.

9. Is my elementary child allowed to go with their older sister / brother? I want them to be together.

This is possible, however it would be done on an exception basis if space is available only after considering the age of the campers and making sure that it is a good fit and would be conditional on a successful integration into the camp. Contact the office staff at 703-771-5913.

10. What is the camper to staff ratio?

The camp ratio exceeds the state licensing ratio in all cases. When at the center, direct supervision never exceeds 18 to 1 and there are always additional staff in the office or on the property that are able to assist as needed. On trips, we maintain a minimum ratio of:

• 6 to 1 for My 1st Trip Camp
• 11 to 1 for Elementary Trip Camp
• 15 to 1 for Middle School Trip Camp

When on certain trips that we feel require a higher level of supervision due to crowds or other factors, we will add additional staff above and beyond the stated ratios.

11. Can my child wear flip flops on pool days?

Your child can bring flip flops to change into when at the pool. To comply with licensing and to insure the safety of your child, we require closed toe shoes to be worn except for at the pool. This is to prevent injuries during sports games, while at playgrounds, etc.

12. What is your policy on food containing nuts?

While we are not a "nut free" center, we strongly discourage the bringing of food containing nuts for the safety of known and unknown nut allergies in other children in the camp. If your child has a nut or other allergy, please make staff aware of this.

13. Do you provide camp shirts?

You will receive a minimum of two shirts and one shirt per week up to a maximum of five as follows:

• 1 week: 2 shirts
• 2 weeks: 2 shirts
• 3 weeks: 3 shirts
• 4 weeks: 4 shirts
• 5 weeks: 5 shirts
• 6 or more weeks: 5 shirts

It is important that our campers wear these shirts every day so that they can be easily identified as part of our group when we are at destinations. When at swimming pool destinations, we will also put a wrist band on your child to further help us identify them when in the water. If you wish to purchase additional shirts, these can be purchased in the office for a fee of $6.

14. What happens in the event of inclement weather?

In the event of inclement weather that causes an outdoor trip to be changed, we will locate an alternate activity. If it is a swimming day, we will make every effort to find an indoor pool for that day that is able to accommodate us. In any event, we will go on some type of activity such as a movie or bowling. If the inclement weather can be predicted with a fair level of confidence such as an extreme heat day or a definite rain event that we know about a few days ahead of time, we may shift the itinerary for that week to fit the weather, such as changing a bowling trip to a day that will be rainy and moving the swim day to the bowling day, etc. You will receive communication about any changes that are made in advance.

15. Where do I pick up and drop off my child each day?

The Douglass Community Center is a large property with several entrances and rooms where a particular camp could be located while on the property. The possible locations of the camp while on the property include the playground / field, gym or one of the three outside buildings. The best idea is to drive down the left/east side of the building by the hockey rink and then park behind the gym by the playground. That way, you will see immediately if they are in the playground and then you will walk by the gym and the three outside buildings. If you are not able to immediately locate them just stop in the office or call us at 703-771-5913.

16. Should I send my child with extra spending money?

This is at the discretion of the parent. Some parents will choose to send a modest amount for arcade games or gift shops depending on the destination. If you choose to send money, please keep the following in mind:

1. Staff cannot hold or manage money for your child.
2. Staff cannot be responsible for money that may be stolen, lost by your child or spent on or by other campers.
3. There is no guarantee that they will get to spend the money. There will be cases that we may not allow gift shop or arcade visits, etc. based on trip circumstances such as overall group behavior, time constraints, etc.

17. What is the camp policy on personal electronics?

While at this time, we do not ban the use of personal electronics such as gaming devices, iPods, etc., it is advised that you only send these items if you are confident that your child can manage them properly. In no case, can the staff be responsible for lost, damaged or stolen games, etc. We will also not allow them to be used without restrictions. An example would be we may allow a DS to be used to pass time on the bus, however we would not want your child to play their DS and not participate in a game in the gym. Staff also reserves the right to restrict use of devices for the group based on any possible overall group behavior issues and to change the overall camp policy regarding bringing them to camp. See the electronics policy in the parent handbook.

18. May I go on the trip with my child?

Yes, this is possible depending on bus seating and destination space availability and any admission fees would need to be paid. Contact the office staff at 703-771-5913 if you would like to attend a trip.

19. Why does my child have to take a swim test when they already know how to swim and I completed the swim ability form?

The various pools we go to require children to participate in a swim test. We also want to be 100% confident in your child's ability for safety reasons.

20. My child has medications that need to be taken during camp. How should I handle this?

This is not a problem. We have multiple staff that have medication administration training. Please contact the office staff for details and forms at 703-771-5913.

21. Why does my child have to stay on the bus when they arrive back at the center while I wait outside for them to be released one by one?

When we arrive back to the center, we release the children one by one as the parent signs them out. For the safety of your child, we need to know who we are releasing them to. If we simply let everybody off the bus, there is too much activity all at once for us to safely release the children and have them signed out. Your understanding with this process is greatly appreciated and we make every effort to expedite the process.

22. When is my camp tuition due?

There is a $25 deposit due at the time of registration. The balance is due two weeks before the start of the camp week. If you register less than two weeks before the camp, then the entire fee is due at the time of registrations.

23. Should I send a reusable water bottle to camp with my child?

You can send a water bottle of your choice if you wish. If not, we will have water and cups available.

24. What happens if I have a question that is not addressed here?

If you have a question that is not addressed in the above FAQs, please do not hesitate to email the Douglass Community Center or call our office at 703-771-5913. We will be happy to answer any questions or concerns you may have about our camp.