General Policies

During camper check-in, all vehicles are greeted in main camp by designated staff members to check campers in. During this check-in process:

• Camp staff will conduct a health screening consisting of a questionnaire about recent health symptoms and confirmation that all information on the camper’s health form is accurate and up-to-date.

• The staff member will then inform the parent(s)/guardian(s) of their camper’s cabin and animal group. The parent(s)/guardian(s) will then be directed to the staff member directing parking.

• The staff member directing parking will direct each car to the appropriate parking location. Depending on which cabin the camper is assigned to, the parent(s)/guardian(s) will either be directed to park in Woodside Village or the main camp parking lot. Once parked, parent(s)/guardian(s) will be able to walk with their campers to their cabins. We ask that parent(s)/guardian(s) remain outside of cabins.

• Medication Collection Process: Campers with any type of medication (prescription or over-the-counter) will make a stop at the Nurse’s Station. Here our Camp Nurse and Nurse Assistant will take and organize camper medication and create a plan with the camper’s parent(s)/guardian(s) and the camper about when the camper will visit the Nurse’s Cabin throughout the session to take the medication. The healthcare staff will refer to prescription plans when making these plans with the camper and their parent/guardian.

Camper Release Verification Policy:

Campers must be picked up by their parent(s)/guardian(s) that are specified on their CampBrain account. Camp staff will ID individuals during pick-up to ensure that campers are released to their parent(s)/guardian(s). If a camper needs to be picked up by an adult other than the adults listed as their parent(s)/guardian(s) on their CampBrain account, the parent(s)/guardian(s) should email the director or registrar using the email that is listed on CampBrain.

Late Arrival and Absentee Campers Policy:

If a camper is going to be late arriving to their session, their parent(s)/guardian(s) must communicate this with Camp Downer staff by either calling the camp or emailing the director or registrar. Once communication has been made, both parties can make a plan for receiving and welcoming the camper.

If a camper does not arrive during check-in hours and the parent(s)/guardian(s) did not notify camp staff of the tardiness, Camp Downer will assume by 5 pm on Sunday that the camper is not attending the session and they will be unable to attend the session.

Camper Transportation Policy:

Camp Downer does not provide transportation for campers between camp and home or pick-up/drop-off points. In the case of an emergency, Camp Downer will call 911. If the matter is not an emergency but still urgent, such as illness or minor injury, Camp Downer will call the camper’s first emergency contact to create a plan. If the camper’s first emergency contact is not available, Camp Downer staff will follow down the emergency contact list until an emergency contact person is reached.

Payments and Refund Policy:

There is a deposit due at the time of registration per camper/per session. This deposit must be paid online with a credit card at the time of registration. Prior to May 1st, this deposit is fully refundable for any reason. After May 1st, this deposit is non-refundable. Registration deposits may be transferred to another session with written approval via email from the registrar.

The remaining balance of the tuition is due two weeks prior to the check-in date of the camper’s session. This balance should be paid via credit card online.

It may be necessary for a parent to cancel a camper’s registration. After May 1st, Camp Downer will refund the paid tuition when a cancellation is made 14 or more days prior to the start of the session. However, the initial deposit will be non-refundable. Cancellation notifications and refund requests should be made via email to the registrar at registrar@campdowner.com.

If a camper has to leave camp during their session due to voluntary or involuntary withdrawal, no refunds will be given. Prorated refunds will be considered if a camper is sick/injured or if there is a death of an immediate family member. In the unlikely event that Camp has to close with little notice, the Director will also consider prorated refunds in this situation. The prorated schedule will be as follows: total tuition, minus non-refundable deposit, divided by the number of days the camper misses up to a maximum of four days during a one-week session and nine days during the two-week session. Prorated refund requests should be made no later than September 1st of the current camping season.

Child Abuse Prevention Plan

At Camp Downer safety is our number one priority. Camp Downer understands that child abuse is a problem in our country that must be managed proactively if we are to protect those in our care. Camp Downer’s leadership and Board of Trustees have enacted the following plan to manage our camp and minimize the potential for an abuse incident to occur. If an allegation or incident does occur we will proactively work with the authorities and the family to respond in a prompt and empathetic manner.

Camp Downer believes the following policies are vital to the protection of youth in our care and will be shared with and applied to all staff, volunteers, and parents/guardians.

Hiring Practices and Screening:

• Applications: All prospective staff are required to complete an application that includes questions regarding their past work history, education, and references. All applications will be signed by the individual and maintained in their personnel file.

• Interviews: Prospective staff will be interviewed by the director. 

• Reference Checks: 

• Reference checks for new staff are conducted by Camp Downer in the following ways:

• If the prospective staff member participated in Camp Downer’s Leadership Development Program, the director will review their performance evaluations completed by Camp Downer staff. 

• If the prospective staff member did not participate in Camp Downer’s Leadership Development Program, the director will conduct at least two reference checks and verify previous work history. The references’ responses will be documented. Past employers will be asked if the person is eligible for rehire.

• Background Checks: 

• Camp Downer will conduct the following background checks on all staff:

• National Sex Offender Registry Background Check

• Vermont Adult Protective Services and Child Abuse Registry Check Background Checks

• Criminal Background Check on adult staff members

• Applicants who are returning staff will receive a new check if they have been away from Camp Downer for more than 90 days.

• File Documentation: All applications, reference checks, background checks, and interview notes will be kept in the individual’s personnel file.

Training and Education:

• Code of Conduct: Staff and volunteers will sign and date a copy of Camp Downer’s Code of Conduct prior to performing any work duties with campers. The Code of Conduct will be maintained in the individual’s personnel file. All new staff will have the Code of Conduct reviewed with them at the time of signing; the signature line states “I have read and understand the above as explained to me; I agree to abide by all of its conditions.”

• Child Abuse Prevention Training: All staff members, before working with children in any capacity, will participate in the child abuse prevention training that includes training on child abuse and neglect, peer-to-peer abuse prevention, and their responsibilities as mandated reporters. All staff members will undergo a review of the training on an annual basis. Camp Downer may perform additional training with staff on the identification and prevention of child abuse throughout the summer.

• Online Communication Policy: Camp Downer has adopted the “Online Camper Communication Policy” which is reviewed with all staff at the beginning of the summer. The purpose of this policy is to eliminate the potential for outside contact with campers via online/electronic means. Camp Downer understands that certain communication is needed as part of program operation; the policy addresses how and when it is permitted.

Staff Expectations:

• Reporting of Red-Flag and Inappropriate Behavior and/or Violations of the Code of Conduct: Camp Downer staff are mandated to report any suspicion of child abuse to the Vermont Department for Children and Families (DCF). Camp Downer staff will report to their supervisor any indication of or warning signs concerning abuse involving a child and any instances of staff or volunteers violating the Code of Conduct. Camp Downer staff who identify suspicious behavior or a violation of policy by a fellow staff member or volunteer are expected to report the event to their supervisor immediately.

• Being Alone with Children: At no time should Camp Downer staff be in a situation where they are alone with a child and cannot be observed by others. Camp Downer makes every attempt to design and structure its programs to eliminate the potential for a staff member to be in a one-on-one situation. If a staff member becomes alone with a child, they are expected to promptly move to a location where they can be observed by another Camp Downer staff member.

• Hugging and Touching of Children: Appropriate physical contact is important in the emotional development of all youth in our care. Examples of appropriate physical touch include high-fives, fist bumps, and side hugs. Staff members are discouraged from picking campers up (to reduce the potential for both abuse allegations and physical injury) except in the case of an emergency, and should not allow campers to sit on their laps. 

• Supervision Standards: All campers will be supervised by Camp Downer staff per our supervision policies. This includes programs, cabins, meals, and bathrooms. At no time should one staff member have direct care of a single child.

Supervision Ratios and Procedures:

Camp Downer campers will be supervised by the following staff in the following camp areas and activities:

• Cabin and Village Time: At least one staff member is stationed at a cabin to supervise the campers inside and outside of the cabin during transition and preparation times in the village. During Village Time when multiple campers are using the multi-stalled bathrooms, one staff member will stand close by so they can have auditory supervision of the campers. Staff members are trained to stand by the doorway of the bathroom so they can be easily seen by the campers and so they can immediately stop any inappropriate activity. 

• Meals: 

• When grouped by animal groups: Generally two, but at least one staff member supervises the campers in an animal group during meals.

• When grouped by cabins: At least one staff member supervises the campers in a cabin during meals.

• Programs: At least one staff member is assigned to instruct and supervise the campers in a program. Staff-to-Camper ratios vary greatly depending on the program, the size of the program, and the risk associated with the program.

• Rest Hour: Two staff members and one staff aide (counselor-in-training) supervise a village during Rest Hour. During Rest Hour, staff consistently circulate the cabins to check on the campers and make sure campers are behaving appropriately. Backup staff are always available and on call during Rest Hour to provide additional supervision.

• Evening Activities (EAC): 

• When EACs are grouped by animal groups: Generally two, but at least one staff member supervises the campers in an animal group during evening activities.

• When EACs are grouped as a whole-camp activity: All staff supervise the campers. Staff are assigned specific supervision locations and assignments in order to create camp-wide supervision.

• Nurse’s Cabin: At least two staff members will supervise campers who are visiting the Nurse’s Cabin.

• Flashlight Time: Two staff members and one staff aide (counselor-in-training) supervise a village during Flashlight Time. During Flashlight Time, staff consistently circulate the cabins to check on the campers and make sure campers are behaving appropriately. Backup staff are always available and on call during Flashlight Time to provide additional supervision.

• Nighttime & Sleeping: At least one staff member will sleep in the cabin at night with campers. Campers are informed during camper orientation that they can wake their counselor up if they need anything.

Camp Downer has established these ratios as minimums, not goals to achieve. Ratios alone do not equate to effective supervision, but if established ratios cannot be maintained the activity will be changed or additional staff members added. 

Supervision Audits: Announced and unannounced audits will be conducted on all Camp Downer programs and activities. These audits will look directly at abuse prevention practices. The audits will be performed by Camp Downer leadership weekly.

Contact Information for Violation of Policies: In case of a concern, parents/guardians should contact the one of the following: 

• The Camp Downer Director, Alanna Gaylord, 802-763-7007 or director@campdowner.com 

• The Vice Chair of the Camp Downer Board, Philip Batalion, pbatalion@campdowner.com 

Responding to an Allegation:

• Reporting Suspicious Behavior to a Supervisor: All staff members have received specific training concerning the requirement to report violations of Camp Downer’s policies immediately to the director. If the director does not effectively respond, the staff members have been trained to notify the Camp Downer Board of Trustees. Camp Downer staff are expected to observe other staff members’ behaviors, including that of supervisors, and to report any suspicions to that individual’s supervisor.

• Mandated Reporting: All Camp Downer staff members are mandated reporters. Any evidence of potential child abuse or observation of inappropriate contact by a parent, guardian, staff member, volunteer, or other child will be reported to the Vermont Department for Children and Families (DCF).

• Suspension of Staff or Youthful Offender: Any Camp Downer staff member who is alleged to have abused a child will be suspended pending the outcome of an investigation by Camp Downer and appropriate authorities. If the allegation is substantiated, the staff member will be terminated. If the allegation is against another camper, they will be dismissed pending the outcome of the investigation. If the allegation is substantiated, the camper will not be invited to register for camp in the future.

• Incident Investigation: Camp Downer will perform an investigation following any allegation of child abuse by a staff member, volunteer, or camper. Camp Downer may utilize its insurance company, The Redwoods Group, or other agencies to interview staff, witnesses, and/or campers.

Insurance Company Contact: Immediately after an allegation of abuse Camp Downer will notify its insurance company, The Redwoods Group. Redwoods will be asked to render assistance with the investigation.

Swim Test Policy and Procedures:

Only campers who can prove they have the ability to swim safely in the deep end of the pool will be allowed to swim in the deep end. All other campers will be restricted to only swimming in the shallow end of the pool.

There are two ways campers can be able to swim in the deep end of the pool:

1. Bring Proof of their current swim level to camp:

• American Red Cross -Level 4 or higher

• YMCA- Level 4 or higher

• Boy Scouts- Swimmer or higher

• Girl Scouts- Swimmer or higher

• Other organizations not listed will be at the discretion of the testing lifeguard

2. Campers will need to take and pass a swim test at camp. The test consists of the camper’s ability to complete all of the following requirements:

• Jump into the deep end of the pool

• Swim 1 full lap of the pool

• Tread water for 2 full minutes

Camp Downer conducts swim tests during the following times:

• Campers assigned to Swimming Program: First activity on Monday

• Campers not assigned to Swimming Program: First free time on Monday, first activity on Monday

Campers who pass the swim test will receive a bright green wristband. Campers will need to wear this wristband all week, so when they are at the pool, lifeguards can readily identify them as able to safely swim in the deep end.

Campers who do not have proof of swim level ability or do not pass or take the swim test do not receive a green wristband and are only allowed to swim in the shallow end of the pool.

Camp Downer LGBTQIA+ Inclusion Statement:

At Camp Downer, we are committed to creating a safe, inclusive, and welcoming environment for all campers and staff. We celebrate the rich diversity of our community, including those who identify as LGBTQIA+. At Camp Downer, we respect and use the names and pronouns that campers provide, encouraging an atmosphere of acceptance. Respecting others’ privacy and boundaries is fundamental to our camp culture. During cabin orientation, campers receive guidance on creating a space where everyone feels valued and comfortable. By embracing the principles of respect and understanding, Camp Downer is dedicated to fostering a camp experience where everyone can thrive, regardless of their sexual orientation, gender identity, or expression. We celebrate individuality and create lasting memories in a community that welcomes all.

The Camp Downer Board of Trustees and Director are working to address gender-inclusive housing at camp. We are actively learning about how to better include campers of all genders and identities and are discussing changes to both camp policy and practice. If you have questions about how to make your campers’ experience at Camp Downer the best it can be, please reach out to the director at director@campdowner.com.

If you have questions about any of these policies or procedures please contact the director at director@campdowner.com.