Department of Parks and Recreation
Parent Handbook
 | Get Ready for Arlington's Summer Camps! Please review our Parent Handbook to be sure your child is prepared for an Arlington County Summer Camp.
|
Summertime spells fun for families and kids of all ages. The hot, lazy days of summer bring activities such as summer camps, family vacations and outings, neighborhood gatherings, and cookouts. Keep the good times rolling all summer long by reviewing safety information with your family. Have a fun, safe, and healthy summer! |  |
Summer Safety Checklist
• For parents - English, Spanish
• For kids - English, Spanish
• American Academy of Pediatrics
Fight the Bite
• Bed Bugs
• Bee Stings
• Insect Guide
• Lice
• Mosquitoes
• Rabies
• Ticks
Fight the Germ
• Flu Prevention
• Food Safety
• Hand Washing
• Hand Washing for Kids
• Recreational Water Illnesses
• Swine Flu Facts (H1N1) - English, Spanish
Injury Prevention
• Barbecue Safety
• Bicycle Safety
• Camping Safety
• Food Safety
• In and Around Cars
• Kids and Car Safety
• Lawnmower Safety
• Open Water Safety
• Playground Safety
• Pool Safety
• Sports-Related Injuries
Sun Safety
• Dehydration
• Hydrate
• Sun Protection
• Tips for Preventing Heat-Related Illness
More Information
• American Association of Poison Control Centers
• Arlington County, Public Health
• Centers for Disease Control and Prevention – Safe Child
• Home Safety Council
• KidsHealth
• Safe Kids
• Virginia Department of Health
Parent Handbook Text Version
Summer Camp Numbers to Know
Camp Registration & Information (703) 228-4747
Habla Español (703) 228-4747
Job Opportunities (703) 228-3327
Summer camp Hotline (703) 228-1856
Teen Programs (703) 228-4729
Therapeutic Recreation (703) 228-4740
TTY Number for All Programs (703) 228-4743
Volunteer! (703) 228-4724
Inclement Weather Hotline (703) 228-4715
Table of Contents
- Arlington County Mission
- Parks, Recreation and Cultural Resources Vision
- Parks, Recreation and Cultural Resources Mission
- Parks, Recreation and Cultural Resources Values and Guiding Principles
- Asset Building
- Program Information
- What to Bring to the Program
- Children's Health
- Food Policy
- Arriving and Departing from the Program
- Summer Program Weather Policy
- Access and Inclusion
- Code of Conduct
- Field Trips
- Administration of Medication
- Sun Screen and Insect Repellant
- Reporting Communicable Disease
- Selected Infectious Diseases
- Secondary Accident Insurance
- Emergency Plans
- Shelter in Place Procedures
- Evacuation Procedures
- Reporting Suspected Child Abuse
- Parent Feedback
Department of Parks, Recreation and Cultural Resources
Office of the Director
2100 Clarendon Boulevard, Suite 414
Arlington, VA 22201
703-228-7529 Fax 703-228-3328 TTY 703-228-4743
www.arlingtonva.us
Dear Parents and Guardians:
It is our pleasure to welcome your children in our programs. Our programs offer many choices, safe and inviting environments and highly qualified staff who will care for your child.
Our commitment to your children is to encourage their individual growth and learning through fun recreational experiences. We will provide a safe environment supervised by caring and responsible adults. Your children will be encouraged to explore their creativity, supported in developing new skills, make new friends and have fun!
All youth, regardless of physical, mental and/or emotional abilities will have an enjoyable, safe and successful recreational experience.
We look forward to serving you and your children and making this an experience to remember!
Sincerely,
Dinesh V. Tiwari
Director
Arlington County Vision
Arlington will be a diverse and inclusive world-class urban community with secure, attractive residential and commercial neighborhoods where people unite to form a caring, learning, participating, sustainable community in which each person is important.
Arlington County Mission
Building community through quality services
Parks, Recreation and Cultural Resources Vision
Arlington will be the happiest, healthiest place to live, learn, work and play.
Parks, Recreation and Cultural Resources Mission
The Department of Parks, Recreation and Cultural Resources promotes dynamic programs and attractive public spaces that:
- Cultivate wellness and vitality throughout the community
- Offer healthy and fun recreation, sport and leisure choices
- Develop and protect natural and cultural resources
- Provide opportunities for creative expression and intellectual growth
Parks, Recreation and Cultural Resources Values and Guiding Principles
- High Quality Service
- Diversity
- Commitment to Employees
- Teamwork
- Leadership
- Empowerment
Asset Building
Our approach to positive youth development is based on the Developmental Assets* framework. PRCR summer programs are designed to build participant's developmental assets in a safe, fun, challenging and enriching environment.
Our quality programs encourage youth to get involved, develop their sense of self and community, show positive sportsmanship, be creative and learn from those who have different life experiences than they do. Our staff is selected for their skills in nurturing a healthy development that helps young people grow up confident, caring and responsible. You can expect staff to model positive and responsible behavior and hold high expectations by encouraging youth to do well.
Our program planning standards guide staff in selecting, creating, planning, and implementing a variety of activities to meet physical, social, intellectual and emotional needs. For more information about our programming standards and/or to review our policies and procedures training manual, please contact on-site staff.
* Search Institute has identified 40 developmental assets that are building blocks proven to help young people grow up healthy, caring and responsible. For more information: www.search-institute.org
Program Information
Signs will be posted at each program location indicating which entrance to use and directions to the program location (tot camp, Summerfest, art camps, sports camp, etc.).
Each program will have a parent information area at the camp entrance. Posted at this site will be notices, reminders and locations of the program activities during the day. Field trip locations will be posted and visible at the program site.
A calendar of activities will be distributed on the first day of camp. Parents/guardians are responsible for familiarizing themselves with the daily activity calendar so they are aware of field trip dates, special needs and schedule changes.
What to Bring to the Program
Storage is at a minimum at all program locations and secure storage for personal items is not available. We request that children do not bring money or personal belongings to the program location and bring only those items requested for special activities and trips. Children who attend full-day programs should bring their lunch and a beverage.
Children should wear cool, comfortable play clothes that can get messy and closed-toe athletic shoes (tennis shoes, sneakers, etc). Please no flip-flops or sandals except on swim days. All art materials are water-based, but sometimes still stain clothing. The County is unable to replace or reimburse for soiled clothing.
Children's Health
We care deeply about the health and welfare of your child and of all the children who are in our care each day. It is our responsibility to safeguard all of them and to do what we can to protect them and prevent the spread of disease.
A child shall not be allowed to attend a program for the day if he has:
- A temperature over 100 degrees
- Recurrent vomiting or diarrhea
If your child develops any of these symptoms (temperature, vomiting or diarrhea) while at the program, the staff will contact you and ask you to take the child home until the child is healthy enough to return to the program. If you cannot be reached staff will call your emergency contact to come and pick up your child.
Food Policy
Children who are enrolled in full-day programs must bring a lunch and beverage each day. Children enrolled in extended hours should also bring a snack each day. Children who are enrolled in Tot Camp or Preschool must bring a snack to the program each day.
Refrigeration is not available for participants' lunch, so please do not include any food that is subject to rapid deterioration or spoilage (such as mayonnaise).
With an ever-increasing number of peanut allergies among young children, we strongly discourage participants from bringing any "nut products" to camp. We appreciate your consideration to ensure all our kids remain safe and healthy while participating in our programs.
Please send food in sealed containers and clearly label your child's lunch with his/her name and date.
Arriving and Departing from the Program
We encourage all children to arrive on time for the start of the day's activities. Upon arrival at the program, the accompanying adult must sign the child in on the daily attendance sheet. Do not drop-off your child outside of the building.
Staff will greet each child and guardian when he/she arrives. Please do not drop off your child before the program start time; staff are busy preparing for the day and are unable to provide supervision.
Children enrolled in programs after summer school may sign them selves into the program. Parents are required to sign them out at the end of the program day unless the parent completes a walk home permission slip.
Please note that the Department of Human Service's guidelines state that youth 8 years and younger should not be left alone. If you wish to have your older children walk to or from the program, please inform the staff accordingly and indicate the exact dates your child will be walking.
If the program has departed for a field trip before the child's arrival, the parent/guardian is responsible for transporting the child to the field trip location, if desired. Once the parent/guardian has arrived with the child he/she should locate and contact the staff to notify them of the child's arrival. Children may not be left at the program location because there will be no staff members left on-site to supervise latecomers.
Staff members will release your child only to those authorized individuals who are listed on their registration forms. They will not honor verbal instructions given to them by an unauthorized individual who may arrive to pick up your child. If you have an emergency, please contact the Program Director regarding the situation and notify them as to who will be picking up the child. Staff requires adults picking up the child to show proof of ID that matches parent instructions.
We ask that children be picked up promptly at the end of the program day. Program staff is not paid to remain after the program is finished for the day and they cannot transport children in their own vehicles. If you are running late please call the program location and let the staff know what time you will arrive.
Parents will receive a warning letter after the first late arrival. Parents who are late again will receive a second letter which will serve as a final warning. If a parent is late after receiving the second letter, the child will be suspended from camp for 3 days. Continued delays in picking up your child may result in your child being removed from the program and/or a referral to Child Protective Services.
Parents are welcome to visit programs during operational hours and we welcome feedback about our programs, staff, facilities, and anything else regarding our services.
Summer Program Weather Policy
When the Metropolitan Washington Council of Governments has issued a Code Red or Code Purple advisory:
- Summer Camps will cancel outdoor activities when Code Red/Purple is in effect. Alternative indoor activities will be offered.
- If a Code Red/Purple is forecasted for the day field trips will be moved to an indoor location.
- For more information regarding Code Red please visit the Metropolitan Washington Council of Governments webpage at: http://www.mwcog.org/environment/air/forecast
Access and Inclusion
Arlington County Department of Parks, Recreation and Cultural Resources is committed to the American's with Disabilities Act which guarantees non-discrimination and equal access for individuals with disabilities in all programs, services, and activities, and will provide reasonable accommodations upon request.
We utilize a variety of approaches to provide access to facilities, programs, and services. Accommodations are based on individual needs and may include the following:
Adapted equipment and techniques
- Technical support to staff
- Sign language interpreters
- Assistive listening devices
- Accessible facilities, parks and playgrounds
- Large print and Braille brochures
- Additional staff to provide program support
We proudly endorse the National Recreation and Park Association's Position Statement on Inclusion of 1999. We are dedicated to the four inclusion concepts of:
- Right to leisure for all individuals
- Quality of life (enhancements through leisure experiences)
- Support, assistance and accommodations
- Barrier removal
Access and Inclusion services are designed to promote the idea that all community members; regardless of physical, intellectual and/or emotional abilities, can have an enjoyable, safe and successful recreational experience. We believe in providing opportunities in settings where people of all levels of ability can recreate and interact together.
For assistance in coordinating access to facilities or inclusion in recreation/camp programs, please contact our staff in the Therapeutic Recreation/Prevention Intervention Office at 703-228-4740 or TTY (703) 228-4743, or email at TRInfo@arlingtonva.us.
Please note: To provide high quality service, it may be necessary to change a participant's placement if support, assistance and accommodation can best be provided at an alternative site.
Code of Conduct
We strive to provide a welcoming, safe, supportive and enjoyable environment for program participants. We believe that all individuals have the right to be treated with dignity and respect regardless of abilities or limitations. We are committed to promoting positive participation to ensure a successful and fun recreational experience for all.
Sample behavioral expectations for all program participants:
- Respect staff and campers
- Respect property
- Follow Directions
- Make new friends and try new activities
- Stay within program boundaries
Unacceptable behavior and actions involving:
- Intentional verbal abuse including; teasing/taunting, harassment and/or profane language
- Hitting a person - fighting
- Intentional damage to property
- Possession of instruments either construed as a weapon or known as a weapon (knives, blunt objects, sticks, etc.)
- Inappropriate sexual touching
- Creating a risk of contagion or illness
- Any action which exposes participants or staff to danger
- Consistent disregard of program procedures (i.e. not following directions, consistently picking up a participant late from a program)
Staff will make every effort to encourage positive participation and utilize strategies & available resources in response to unacceptable behavior. In the event that all measures have been exhausted, we reserve the right to implement any of the consequences listed.
Consequences shall be related to behavior, respectful and reasonable, and administered relative to the degree of unacceptable behavior.
REASSIGN
- To another group or program
SUSPENSION
- For remainder of day, next day or remainder of the week or season
REMOVAL
- From an activity for a short period of time, with staff supervision
- From the program for behavior resulting in extreme disruption, or intentional harm to self, or others
(No refund will be given if child is removed from program)
Field Trips
At the beginning of each camp session campers will receive a camp calendar which will list the specific field trip location along with additional items your child should bring with them on that day. In general, most camps will take at least one field trip a week.
If do not wish for your child to go on the scheduled field trip, please make alternative arrangements for the day. Children may not be left at the program location because there will be no staff left on-site to supervise children not attending the trip or latecomers.
If the program has departed for a field trip before the child's arrival, the parent/guardian is responsible for transporting the child to the field trip location, if desired. Once the parent/guardian has arrived with the child he/she should locate, contact the staff and notify them of the child's arrival.
Parents are welcome to meet their child at the field trip location; Parents are responsible for their own transportation and admission fees. For a full list of frequented trip locations and other camp specific questions please speak with your Director prior to field trip day.
If PRCR staff feels that a child is a safety concern to self or others, a parent/ guardian will be required to accompany the child on the trip. The child will not be allowed to go on the field trip if a parent/ guardian is unable to attend. These decisions are made on a case by case basis.
Trips may be cancelled or relocated due to inclement weather or code red. Trip relocations are limited to inside the beltway or the DC mall museums (busses cannot change route at the last minute to locations that will hinder the entire bus daily schedule).
Administration of Medication
- All medication must be labeled with the child's name, the name of the medication, the dosage amount and the times to be given. Keep all medication in the original container with the prescription label or direction label attached. All medication will be kept in a locked container and the key will not be accessible to the children.
- If possible, avoid bringing medications to programs by arranging the time of the dosage so the child receives the medication at home. Parents can speak to their child's doctor regarding time release medications or dosages that can minimize the need to give medication during the program.
- Tot Camp Directors and Preschool Teachers who have taken Medication Administration Training may administer prescription and non-prescription medication to children. All other program directors and assistant directors can administer sun screen, insect repellant and emergency medications as needed.
- Written permission from parents is required on the Authorization for Medication Form before staff can administer any medication to children. This authorization is valid for 10 working days. Parents and guardians may bring up to 10 days of their child's medication to the program after signing the authorization form. After 10 working days a new written authorization from the parent or guardian must be submitted to the program director.
- A physician's signature is required on the Authorization for Medication Form for long term medication administration required for longer than 10 days and for any “as needed” emergency medication such as inhalers, Benadryl, EpiPens, etc.
- No outdated medication will be accepted by the staff.
Sun Screen and Insect Repellant
Use of sun screen or inspect repellent requires written parent authorization on the Authorization for Medication Form noting any known adverse reactions.
Staff may administer sun screen and insect repellent in accordance with the manufacturer's recommendations. Sun screen and insect repellant will not be kept or used beyond the expiration date of the product.
Sunscreen and insect repellent must be in the original container labeled with the child's name.
Staff members can apply sunscreen to children under age 9 accompanied by written authorization from parents. Children ages 9 and older can administer their own sun screen with staff supervision.
Reporting Communicable Disease
The parent/guardian must inform the program staff within 24 hours or the next business day after his/her child or any members of the immediate household have developed any reportable communicable disease, as defined by the State Board of Health except for life threatening diseases which must be reported immediately.
Camp staff will consult the Arlington County Public Health Division at (703)228-5580 if there is a question about the communicability of a disease.
When children in the programs have been exposed to a communicable disease the DPRCR staff will contact the parents of all the children in the program within 24 hours or the next business day. Confidentiality will be maintained; staff will not reveal the name of the child or member of the immediate household.
The "Selected Infectious Diseases" list describes the communicable diseases that must be reported to program staff.
Selected Infectious Diseases
Campylobacteriosis
Chicken Pox and Shingles (Varicella Zoster)
Conjunctivitis (Pink Eye)
Cytomegalovirus (CMV) Infection
Diphtheria
Escherichia coli 0157:H7 and other enterohemorrhagic E. coli infections
Fifth Disease (Erythema Infectiousum)
Giardiasis
Group A Streptococcal Infections (Strep Throat, Scarlet Fever)
Haemophilus InfluenzaeType B (Hib), Invasive
Hand, Foot, and Mouth Disease (Coxsackievirus)
Hepatitis A
Hepatitis B
Hepatitis C
Hepatitis E
Herpes Simplex Infection
HIV Infection and AIDS
Impetigo
Influenza
Lyme Disease
Measles
Meningococcal Illness
Mononeucleosis, Infectious
Mumps
Norovirus
Otitis
Pediculosis (Head Lice)
Pertussis (Whooping Cough)
Pinworm Infection
Polio
Rabies
Respiratory Syncytial Virus (RSV)
Rocky Mountain Spotted Fever
Roseola
Rotavirus
Rubella
Salmonellosis
Scabies
Sexually Transmitted Diseases
Sports-Related Infectious Diseases
Tetanus
Tinea (Ringworm)
Tuberculosis (T8)
Secondary Accident Insurance
Arlington County provides coverage for the following: Creative Preschool Programs, Tot Camps, Camp Horizon, General Recreation Camps, Specialty Recreation Camps, Sports Camps, Teen Summer Camps, Gymnastic Camps, Therapeutic Recreation Camps, Summer Fun Centers, Playgrounds in the Park, County Nature Camps and the Boxing Program. This insurance is secondary over any other collectable insurance.
COVERAGE PROVIDED
This is a broad overview of the general coverage terms and conditions; the insurance company will determine specific claim issues.
Coverage is provided while a currently enrolled participant is taking part in sponsored camp activities.
MAXIMUM AMOUNT OF BENEFITS BY CLASS
- Loss of Life, Limbs or Sight (Principal Sum): $2,500
- Medical/Dental Expense: $10,000 subject to a & b below
- Deductible Amount: None
- A. Medical/Dental expense Benefits payable under this policy shall be reduced by any amount(s) paid or payable to or on behalf of a participant under any: group, franchise, Blue Cross, Blue Shield; or other insurance or prepayment plan or policy arranged through an employer, union, trustee or association; or by a plan or policy under any federal, state or provincial law.
- B. The term paid or payable shall mean amount of benefits that have been paid or would have been paid by a participant's primary insurance carrier(s) as described in (a) above had participant utilized such insurance to its fullest extent. Failure by a participant to follow the terms and conditions of his/her primary insurance and to utilize it properly will not in any way, increase the County's liability under this policy.
EXCLUSIONS
This policy does not provide benefits for:
- Suicide, while sane or insane; or intentional self-inflicted injury;
- Sickness, disease or infections of any kind, except: bacterial infections due to an accidental cut or wound, botulism or ptomaine poisoning;
- The insured's commission of or attempt to commit a felony;
- Declared or undeclared War, or any act of declared or undeclared War;
- Participation in any team sport or any other athletic activity, except participation in a Covered Activity.
- Serving in the armed forces of any country or international authority;
- Riding as a passenger or otherwise in any flying device;
- Any condition for which the insured is entitled to benefits under any Worker's Compensation Act or similar law.
- The insured being under the influence of drugs or intoxicants, unless taken under the advice of a physician.
Please call the Risk Management office at (703) 228-4444 if you have any questions concerning Arlington County's Accident Insurance.
Emergency Plans
All programs have an emergency preparedness plan for shelter-in-place and emergency evacuation. The plan addresses the most likely to occur emergency scenarios including but not limited to natural disasters, chemical spills, intruder or potentially violent situations.
Shelter in Place Procedures
In the event of a natural emergency, i.e. tornado, severe storms or hazardous airborne chemicals outside the program facility, the children, staff and other occupants of the building will shelter in place in a prearranged designated safe location in the building. The building will be locked and secured. Water and food supplies will be available. Shelter in Place may last a matter of hours in order to isolate people while the effects of the incident dissipate.
Evacuation Procedures
In the event of an immediate area threat (i.e. bomb threat, fire, flood, other major building problem, etc.) the children, staff and other occupants will leave the building and gather at a predetermined location within walking distance. If there is a more widespread threat such as a chemical spill, or widespread fire, it may be necessary to transport children by County vehicle further away from the building or to a mass shelter determined by the Arlington County Government.
Reporting Suspected Child Abuse
Employees of the Department of Parks, Recreation and Cultural Resources are mandated to report both via telephone and written documentation, any suspected abuse or neglect to children enrolled in summer programs, preschool programs and after-school programs to the Arlington County Division of Social Services, Child Protective Services and to the Virginia State Department of Social Services 703-228-1500. Professionals in those offices will determine the validity of the complaint and whether or not further legal action is necessary.
Parent Feedback
We value your feedback! The Arlington County Department of Parks, Recreation and Cultural Resources appreciates your assistance in evaluating your child's experience in our programs. Your feedback will help us improve our services.
Parents have several options:
- Paper/pencil surveys can be picked up at program locations, completed and returned to the program location.
- Take an online survey by visiting www.arlingtonva.us/prcr and going to the "GET IT DONE ONLINE" section.
- Take an on-line survey automatically sent through direct email at the end of each session registered, if you registered online.
For more information or to request a questionnaire, contact the Program Supervisor, Recreation Division Chief or Program Coordinator. Phone numbers for supervisors are found on the program calendars.
Summer Camp Numbers to Know
Camp Registration & Information (703) 228-4747
Habla Español (703) 228-4747
Job Opportunities (703) 228-3327
Summer camp Hotline (703) 228-1856
Teen Programs (703) 228-4729
Therapeutic Recreation (703) 228-4740
TTY Number for All Programs (703) 228-4743
Volunteer! (703) 228-4724
Inclement Weather Hotline (703) 228-4715
