Policies and Procedures

The following tabs are a list of our standard policies and procedures with respect to forms that are required for camp, payment and registration, camp rules, terms and conditions, etc. If you have a question regarding these rules or need more specific detail, please feel free to contact us at campeagle@williamsburgchristian.org.

In order to keep camp costs affordable and the camper’s information accurate, the application process is online only. If you do not have access to the internet, you are welcome to apply from a Williamsburg Christian Academy computer terminal.  We hope you find the process easy to follow.

General Camp Guidelines Cancellation and Refunds  Terms and Conditions  Requirements and Forms  Extended Care  Other Policies  Available Discounts

General Camp Guidelines

General Camp Guidelines

Camp Eagle's Full Day Themed Camp Series is open to campers age 3 years old (toilet trained) through 11 years of age.

Other Specialty Camps (Athletics, Interests) will have specific age ranges listed in the camp directory. If your child is outside that range, please contact campeagle@williamsburgchristian.org to make that request directly. 

Cancellation and Refunds 

Cancellation Policies are currently on hold due to the Coronavirus Quarantine. At this time, we are only taking Pre-Registrations and will advise interested camp families at least two weeks prior if a camp is on for any specific week. At that time, all dues would be payable and non-refundable in order to allow us to determine staffing requirements. 

 

Cancellation and Refund Policy:

  • All registration fees are non-refundable.
  • Camp tuitions are 100% refundable if written cancellation request is received 60 days prior to the start of the camp week
  • Camp tuitions are 50% refundable if written cancellation request is received 30 days prior to the start of the camp week.
  • Camp tuitions are not refundable if written cancellation request is received less than 30 days prior to the start of the camp week.

If you choose to switch a camp week, a $15 transfer fee per camp week is required.

 

Terms and Conditions 

Terms and Conditions:

Williamsburg Christian Academy reserves the right to:

  • Dismiss, without refund, any camper for inappropriate or unsafe conduct. Conduct such as fighting, stealing, defacing Camp property or property of others, lack of respect for staff members, uncooperative with staff instructions, discourteous behavior towards other children, improper and inappropriate language are examples of unacceptable behavior.
  • Cancel any class program or service with insufficient enrollment.
  • If a camper is not picked up within 15 minutes of their dismissal time, the camper will be placed into the extended Care program and the camper’s account will be billed accordingly.
  • Use photographs or videos of campers in promotional materials unless a written document is provided to WCA stating that photographs and videos of their camper cannot be used for any purposes.

Requirements and Forms 

Required Forms and Records:

A copy of each campers Physical/Immunization Records must be provided to WCA no later than June 1 (or date alternatively set after absolute lifting of any governmental restrictions related to the Coronavirus).

Forms and Records to be provided no later than June 1, 2020 (or date alternatively set after absolute lifting of any governmental restrictions related to the Coronavirus).:

  • Extended Care Form
  • Authorization to Pick Up Camper (if other than registering parent)
  • Medication Authorization Form (for both prescribed and over the counter medicines)
  • Physical/Immunization Records

Physical/Immunization Records are required each summer for all campers.  Submit either the Virginia School Entrance Health Form completed by a doctor, or a school or doctor’s form with page one of the Virginia Form completed by a parent and attached to the school/doctor’s form.  For children age 5 and younger, the doctor’s visit must have been completed within the last 12 months; for all other ages, a copy of the most recent record is acceptable.

Extended Care 

CAMP EAGLE EXTENDED CARE POLICY

Extended Care is offered to campers ages 3 years old (toilet trained) through 11 years old.  The costs for extended care are not prorated but instead are a flat rate:

  • Mornings: 7:00 AM – 9:00 AM; $15 per occurrence
  • Afternoons: 4:00 PM – 6:00 PM; $15 per occurrence

If you are interested in Extended Care, you must fill out the following Extended Care Application Form. Space is limited, so please reserve early.

(AM/PM CARE)

Williamsburg Christian Academy’s Camp Eagle Program offers an extended careprogram for 3 year old through 11 year old campers to meet the needs of workingparents. Because of space limitations, this program is only available to campers that are active in the Camp Eagle Program and only for the weeks that the camper is participating in the program. Our goal is to provide a safe and caring home-like environment for children where Christian principles are practiced. Hours of Operation Before Care -7:00 a.m. to 9:00 a.m. After Care - 4:00 p.m. to 6:00 p.m. We have designed a semi-structured program to give children safe boundaries, while allowing more freedom than the normal classroom setting. During PM care there is a generous amount of playtime. We also provide a nutritious afternoon snack each day. Our AM/PM care director and staff are CPR and first aid certified. Enrollment coincides with the Camp Eagle enrollment period. Space is limited. The AM/PM director will determine when the program is full, and notify parents.

GENERAL POLICIES

Arrivals & Departures

  • A parent or person authorized by the parent must sign in a child attending AM care.
  • The care provider will sign in a child attending PM care.
  • All children attending PM care should report promptly. No one is admitted after 4:30 PM unless prior arrangements are made with the PM care director.
  • At pickup, the child must be signed out by the parent or person authorized by the parent. All children in a family must be picked up at the same time.
  • Once a parent has signed their child(ren) out of PM care, the child(ren) may not return to PM care that day.
  • Written notification from a parent is required if the AM/PM Care program is no longer needed.

Illness

Limitations in attendance or requiring immediate pick up will be as follows:
  • Child’s temperature is 100 degrees or over
  • There is green or yellow discharge from the nose
  • Child has a contagious illness

Inclement Weather

  • If Camp Eagle is closed no AM/PM care is provided

Disciplinary & Behavior Management

Parents will be informed in person, by telephone, in writing, and/or through parent conferences if their child displays inappropriate behavior.  Inappropriate behavior may lead to disciplinary action including possible suspension and/or termination from the program.  The following list of inappropriate behaviors may result in disciplinary action, and this list may not be all-inclusive:

  • Fighting
  • Stealing
  • Defacing school property
  • Lack of respect for staff members
  • Uncooperative with staff instructions
  • Discourteous behavior toward other children
  • Improper and inappropriate language use
  • Other behaviors as noted by the Camp Director

  Disciplinary action may include the following:

  • Timeout
  • Verbal or written report to parents
  • Parent conference
  • Suspension
  • Expulsion
  • Other actions as noted by the Camp Director

Snack

  • A nutritious snack is provided daily for aftercare
  • Candy and other junk food is discouraged, but is permitted with parent permission
  • Gum is not allowed

Toys/Games

Children are not allowed to bring certain toys or games from home.  This includes toy weapons.

Students not picked up by 4:15

At the end of the Camp day, parents or designated parties come to the classroom of their camper for pickup.  At 15 minutes after dismissal time (4:15) all campers who have not been picked up are taken to the PM Care room.  Our policy and insurance company requires that students be supervised at all times.

Billing

Parents will be billed based on the fee schedule for use.  Invoices are prepared semi-monthly on the 15th and 30th days of the month following the provided services.  The invoices will be posted to the family’s parent portal. Payment is to be made through the parent portal and is due within 10 days of being posted.  Williamsburg Christian Academy reserves the right to suspend services if payments are delinquent more than 20 days from the date of invoice.

CAMP EAGLE EXTENDED CARE FEES

Summer 2020

AM CARE (each camper) 7:00 AM – 9:00 AM               $15.00; maximum of 2 hours per morning

PM CARE (each camper) 4:00 PM – 6:00 PM               $15.00; maximum of 2 hours per afternoon

LATE PICKUP FEE (each camper) $5.00 per each 15-minute interval or fraction thereof per student.

If you are interested in Extended Care, you must fill out the following Extended Care Application Form. Space is limited, so please reserve early.

Other Policies 

Other Matters of Note:

  • Healthy snacks will be provided to full-day campers and Extended Care program participants.
  • Campers attending full day camps are required to bring their own lunches.
  • Attire with inappropriate words or pictures will not be permitted

Available Discounts

Discounts: WCA offers opportunities for families to qualify for tuition and fee discounts.  Please note that discounts only qualify if the family tuition and fee account is fully paid by the due date.

  • Extended Number of Camp Weeks Discount: If a camper is enrolled by May 1 for 5 or more full day camp weeks and the total tuition is paid in full by June 2, a 15% tuition discount will be offered.
  • Extended Number of Camp Weeks and Extended Care Use Discount: If a camper is enrolled by May 1 for 5 or more full day camp weeks and the tuition is paid in full by June 2 AND the camper is also enrolled for the same number of weeks in both AM and PM extended care for the full week, a 15% tuition discount will be offered for the full day camp weeks and a 50% discount will be offered for the extended care weeks billed. All payments must be paid in full by June 2.
  • Sibling Discount: Sibling discounts apply to full day campers and does not apply to registration fee. A sibling discount of 8% applies to the second full day camper in the family. A sibling discount of 10% applies for the third full day camper in the family.
  • Currently Enrolled Students at WCA: If a camper is currently enrolled at WCA, the registration fee is waived.

Camp Staff Discounts: Campers of camp staff receive a 25% discount per week for each week the staff parent works at Camp Eagle.  The discount week does not need to be the same week the staff parent works at Camp Eagle.

 

These discount cut-off dates are obviously only valid if the camp or camps in question have been officially determined to be able to be held per any governmental stay at home orders issued by the State of Virginia.