Administration of Medications 
The YMCA Summer Camp Program does not administer any medication, including prescription medications, over-the-counter medications (such as Tylenol, Benadryl, etc.), or any other medications. The administration of medications is prohibited at the YMCA Summer Camp Program.

Enrollment, Health, and Emergency Forms 
All Enrollment, Health, and Emergency Forms (program registration forms) must be completed and submitted to the YMCA or Youth Development Director before the child’s first day of attendance. It is crucial to maintain up-to-date information on these forms. If there are any changes to contact information, address, or phone number, please notify the Youth Development Director immediately.

Sunscreen Policy 
We request that all campers arrive at the YMCA Summer Camp Program with sunscreen already applied. Sunscreen lotions, body tattooing, hair brushing, or applying makeup are not permitted. Additionally, staff, volunteers, or other participants are prohibited from applying medications, lip balms, or sunscreens under any circumstances. 
Children aged 8 and older are responsible for reapplying sunscreen as needed throughout the day. Staff will assist children under the age of 8 with sunscreen application. Please ensure that your child has sunscreen spray with them each day.

YMCA Policy for Recording and Reporting Accidents 
In the event of a medical emergency, staff will take the necessary actions to obtain care for the child, including: 
•    Administering first aid as deemed appropriate by the staff 
•    Completing an Accident/Incident Report, which will be kept in HR files 
•    Notifying parents regarding the incident, including the type of first aid administered, and requesting the parent to pick up the child if necessary.

Daily Attendance Policy 
A parent or authorized adult (16+ years of age) must accompany each child into and out of the YMCA Camp Program site each day. The adult must sign the child in and out on the daily attendance roster.

Daily Attendance Policy for Sports and Fitness Camps      
Youth 12+ years of age may sign themselves in and out of sports and fitness camps.  Youth under the age of 12 must have a parent or authorized adult (16+ years of age) accompany each child into and out of the YMCA Camp Program site each day. The adult must sign the child in and out on the daily attendance roster.

Adding Authorized Pick-Ups Policy 
Only the primary account holder can add or remove individuals from the authorized pick-up list. These changes must be made in person; email or phone requests will not be accepted. Authorized pick-up lists must be updated annually. Children will only be released to individuals listed on the authorized pick-up form. YMCA staff will ask for identification from the person picking up the child, and a photo ID (e.g., driver’s license) will be required.

Intoxication Policy 
If a parent or authorized adult arrives to pick up a child and appears to be intoxicated, the child will still be released to the individual, as required by state law. However, YMCA staff will immediately notify local law enforcement, providing the description and license plate number of the vehicle.

Late Pick-Up Fees Policy  
Parents are required to pick up and sign out their child by the designated closing time of each camp. A late pick-up fee of $1 per minute, after the first 5 minutes, will be charged and paid at the YMCA Member Service Desk. If parents have not contacted the camp program or picked up their child within 15 minutes, emergency authorized contacts will be notified to pick up the child. If the child remains at the program one hour after closing, local law enforcement will be contacted for child abandonment.

Sign-Out Policy (for all camps other than Sports and Fitness)  
Each child will have a designated line for sign-in and sign-out. Parents or authorized pick-ups (16+ years of age) will document the time of arrival and departure. Staff will ask to see parent identification and verify authorized pick-up names and IDs.  

Sign-Out Policy for Sports and Fitness Camps                                                            
Youth 12+ years of age may sign themselves in and out of sports and fitness camps.  Youth under the age of 12 must have a parent or authorized individual 16+ years of age sign them out.

If your child is absent or has a change in schedule, please notify us via the Remind app. Only individuals listed on the authorized pick-up form will be allowed to pick up your child. Authorized pick-ups must be at least 16 years of age.  

Emergency Closing Policy 
In the event of an emergency closure due to weather or building issues, announcements will be made via our Remind and Daxko apps. If you are unsure, please call the YMCA. Staff will make every effort to contact parents and will remain open until every child has been picked up.

Evacuation Policy 
In the event of an emergency evacuation, all children in our youth programs will be swiftly evacuated to the Q2 building.

Transportation Policy 
The YMCA Summer Camp Program organizes weekly educational and recreational field trips. YMCA transportation, operated by a certified driver, will be used for all transportation needs. The following behaviors are prohibited during bus transportation: 
1.    Loud voices or yelling 
2.    Throwing objects 
3.    Standing while the bus is in motion 
4.    Any behavior deemed unsafe by the bus driver

Parents will be notified in advance of all field trips and locations. Staff and children will adhere to all safety measures to ensure a secure and enjoyable experience for all.

All campers are required to wear their YMCA Summer Camp T-shirts on field trips. Parents will be notified if an additional field trip occurs during the week.

YMCA Summer Camp: Program and Financial Information

Registration and Fees: The camp registration fee is non-refundable and non-transferable. Detailed information regarding camp registration dates, associated costs, and late fees can be found on our website. All fees must be paid in full at the time of registration. Families requesting financial assistance must ensure that their application is submitted and approved prior to registration to qualify for any applicable discounts.

Cancellations and Refunds: Please be advised that camp fees are non-refundable, and transfers between camp weeks will not be permitted. 
 

City County Health Department Childcare Illness Policy:

To ensure the health and safety of all children in our care, the following illness policies are enforced. Children exhibiting any of the symptoms listed below are not permitted to attend the YMCA or off-site locations:

•    Fever of 100°F or higher: Children must be fever-free for 24 hours without the use of fever-reducing medication before returning. 
•    Vomiting and Diarrhea: Children must be free from vomiting and diarrhea for 24 hours before returning. Vomiting is defined as two or more         episodes within a 24-hour period. Diarrhea is characterized by an increased number of stools, increased water content, or a change in stool           consistency that cannot be contained by a diaper or clothing. 
•    Bacterial Infections: Children diagnosed with bacterial infections must have received 24 hours of antibiotic treatment before returning.                 These include:  
o    Strep throat 
o    Scarlet fever 
o    Conjunctivitis (pink eye) 
o    Impetigo 
o    Skin infections, such as draining wounds or burns 
•    Rashes: Any generalized rashes must be evaluated by a healthcare provider before the child can return. A written statement from the                     healthcare provider authorizing  
      the child’s return is required. 
•    Chickenpox: Children with chickenpox must remain at home until the sores have dried up, typically within 5-7 days. The child may not return       even with parental consent during the contagious period. 
•    Severe Illness Symptoms: Any child exhibiting severe symptoms (e.g., uncontrolled coughing, breathing difficulties, wheezing, stiff neck,             irritability, poor food or fluid intake, or a seizure) must be evaluated by a healthcare provider before returning. 
•    Nasal Discharge: Children may not be excluded for a nasal discharge unless it is green and accompanied by a fever. In this case, the child            must be evaluated by healthcare provider and authorized for return.

Response to Illness After Drop-Off: If a child develops symptoms of illness after a parent or guardian has left: 
1.    The child will be isolated immediately. 
2.    Parents/guardians will be contacted to pick up the child. 
3.    If necessary, the YMCA will report cases of suspected communicable diseases (e.g., salmonella, shigella, giardia) to the local health                         department on the same day.

Head Lice: Children with head lice must be completely free of nits and eggs before returning to camp. Multiple treatments and thorough combing may be required to ensure the lice have been eradicated. 
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Severe Medical Emergency: 
In the event of a severe medical emergency where immediate care is required: 
1.    911 will be called immediately. 
2.    Parents will be contacted as soon as possible after emergency services have been notified. 
3.    If a parent cannot be reached, authorized emergency contacts listed on the Emergency Contact Form will be contacted. 
4.    The YMCA staff, in collaboration with paramedics, reserves the right to determine the appropriate transport method to a medical facility. 
5.    Families are responsible for any expenses incurred due to medical emergencies or injuries.

Please ensure the YMCA has up-to-date contact information, including emergency contacts, so that we can reach you in case of an emergency. These details should be updated each summer. 
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Insurance and Liability: Medical coverage for children is the responsibility of the parent or guardian. 
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The Billings Family YMCA (YMCA) seeks to create a safe, nurturing environment in which its mission of youth development, healthy living and social responsibility can be accomplished. We depend on our staff and volunteers to create and maintain this environment. These standards are designed to prevent abuse, reduce the risk of false allegations, and promote transparency, accountability, and trust across all programs and services. Any behavior that violates these standards, places a consumer at risk, or undermines the YMCA’s commitment to safety and integrity will be addressed promptly and may result in disciplinary action up to and including termination or dismissal from volunteer service.

Safety Education:

•    Who Should Talk to Children About Safety? Parents are the best educators on personal safety. However, YMCA staff will reinforce these lessons with children during camp activities. 
•    When to Start Talking About Safety? It is important to begin teaching personal safety from a young age. Children should be taught the proper names for their body parts, and as they grow, the information should be adapted to their maturity level. 
•    What Else Can Parents Do to Keep Children Safe?  
o    Listen to your child and encourage open communication. 
o    Know your child's daily activities and habits. 
o    Set boundaries for places they can go, people they can interact with, and things they may do.

• Reassure your child that their safety is your primary concern.
• Teach your child to trust their instincts and encourage them to say "no" when necessary.

Bathroom General Procedures:

For Group Bathroom Breaks:

Staff or volunteers will take groups of three or more consumers to the bathroom – following the “rule of three” or more.

• Examine areas: No consumer, regardless of age, should ever enter a bathroom alone on a field trip or at another off-site location.
• Check restroom: Staff will make sure the restroom is not occupied by suspicious or unknown individuals before allowing consumers to use the facilities.
• Only one consumer can be in the bathroom at a time, this includes siblings. If a restroom has more than one stall, more than one consumer can go in at a time if you stand in the doorway to ensure that the consumers are not going into each other’s stalls. Also remember that if you only have three consumers with you and two go into a stall you have now left yourself one on one with a consumer.
• If the bathroom only has one stall, only one consumer should enter the restroom while the others wait outside with the staff
• Minimize consumers of different ages using the bathroom at the same time.
• Staff need to stand outside the bathroom door but remain within earshot or line-of-sight.
• Staff should not use the restroom at the same time as consumers in their care.

For single-use restrooms:

• Consumers must ask permission to use the bathroom.
• Staff on duty need to frequently check bathrooms and be alert for improper behavior.

Moving Groups of Children: When transitioning groups of children from one location to another, staff should conduct a head count before and after the transition. A staff member should always lead the group, and another should be at the end of the line to ensure all children are accounted for. 

 The YMCA’s policies for appropriate and inappropriate physical interactions are:

* General sports activities

• Physical contact should be limited to gentle contact at the shoulders and above whenever possible.

* Field and court sports

• Staff may use brief instructional contact for positioning or skill development when necessary and appropriate.

* Gymnastics, dance, cheer and similar activities requiring spotting or physical guidance

• Contact should be limited to what is necessary for instruction, proper technique, or participant safety and should occur in an observable and professional manner.

* Aquatics and swim lessons

• Instructors may use appropriate physical contact necessary to support water safety, skill instruction, rescue response, stroke development, floating, or proper body positioning. All contact should remain professional, observable, age-appropriate, and limited to what is necessary for participant safety and instruction.

Staff and volunteers are prohibited from applying sunscreen, lotions, lip balm, make-up, and body tattooing to consumers or brushing a consumer’s hair.

Physical restraint is used only in predetermined situations (when necessary to protect the child or other children from harm), administered only in a prescribed manner, and must be documented in writing.

The YMCA has zero tolerance for abuse, mistreatment, or sexual activity among consumers within the YMCA. The YMCA is committed to providing all consumers with a safe environment and will not tolerate the mistreatment or abuse of one consumer by another consumer. Conduct by consumers that rises to the level of abuse, mistreatment, or sexual activity will result in intervention or disciplinary action, up to and including, dismissal from the program.

Parent and Consumer Education and Reporting 

HEPA – Healthy Eating and Physical Activity

• The Billings Family YMCA is dedicated to promoting healthy eating and physical activity in our Summer Camp program, in alignment with the YMCA’s national commitment to combat childhood obesity and encourage a healthier lifestyle for all participants.
• Each child will engage in at least 30-60 minutes of physical activity per day, including a mix of moderate and vigorous activities that promote muscle and bone strengthening. 
  •    Outdoor play will be prioritized whenever possible. 
  •    The YMCA Summer Camp program does not allow television access and limits digital device time to under one hour per day. Digital device use is restricted to homework or programs that actively engage children in physical activity. 
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  Snacks and Food Service Practices
• The Billings Family YMCA participates in the Summer Food Service Program (SFSP), a federally funded program that provides free, healthy meals to children and teens in low-income areas during the summer months when school is not in session. The U.S. Department of Agriculture (USDA) administers this program. Local organizations can participate in this program to ensure that children in the community have access to nutritious meals during the summer. 
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  USDA Nondiscrimination Statement
• In accordance with Federal civil rights law and USDA regulations, the USDA, its agencies, offices, and employees, as well as institutions participating in or administering USDA programs, are prohibited from discriminating based on race, color, national origin, sex, religious creed, disability, age, political beliefs, or reprisal or retaliation for prior civil rights activity.
• Individuals with disabilities who require alternative communication means (e.g., Braille, large print, audiotape, American Sign Language) should contact the agency where they applied for benefits. Those who are deaf, hard of hearing, or have speech disabilities may contact the USDA via the Federal Relay Service at (800) 877-8339.
• To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form (AD-3027), which can be found online at How to File a Complaint. You can also write a letter providing the required information and submit it by:

•    Mail: U.S. Department of Agriculture 
      Office of the Assistant Secretary for Civil Rights 
      1400 Independence Avenue, SW 
      Washington, D.C. 20250-9410 
•    Fax: (202) 690-7442 
•    Email: program.intake@usda.gov

• This institution is an equal opportunity provider. 

Introduction

At the YMCA, we believe sports are an opportunity to build character, promote healthy living, and foster a sense of community. This Sportsmanship Code of Conduct applies to all players, coaches, parents, and spectators to ensure a positive, respectful, and fun environment for everyone. 
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1. For Players 
•    Show respect to teammates, opponents, coaches, and officials. 
•    Play fair and follow the rules of the game. 
•    Encourage and support your teammates — celebrate successes and stay positive during setbacks. 
•    Accept victory with humility and defeat with grace. 
•    Avoid unsportsmanlike behavior, including arguing, taunting, or intentional fouls. 
•    Stand against bullying — treat everyone with kindness and include others, both on and off the field. 
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2. For Coaches 
•    Model the values of honesty, caring, respect, and responsibility. 
•    Prioritize the personal and athletic development of all players over winning. 
•    Encourage effort and improvement, not just results. 
•    Treat referees, players, and other coaches with respect — never argue or criticize publicly. 
•    Create a safe, supportive, and inclusive environment. 
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3. For Parents & Spectators 
•    Cheer for all players — not just your own child. 
•    Respect referees, coaches, and players; avoid criticizing or arguing with officials. 
•    Focus on the effort and improvement of athletes rather than the score. 
•    Support the team’s coach and reinforce positive messages. 
•    Remember: Children play sports for fun, learning, and friendships — keep the experience enjoyable. 
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4. Consequences & Accountability 
Failure to follow the Sportsmanship Code of Conduct may result in: 
•    A verbal warning from the YMCA staff. 
•    Temporary removal from the game or event. 
•    Suspension from future games or events. 
•    Permanent dismissal from the program (for severe or repeated violations). 
All decisions regarding consequences will be made by YMCA staff in alignment with the values of fairness and respect. 
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5. Core Values 
Our sports programs are guided by the YMCA’s core values: 
•    Honesty — Be truthful and fair. 
•    Caring — Show compassion and support for others. 
•    Respect — Treat everyone with dignity. 
•    Responsibility — Be accountable for your actions. 
By participating in YMCA sports, all players, coaches, parents, and spectators agree to uphold this Sportsmanship Code of Conduct.

Let’s work together to create an encouraging, respectful, and fun sports experience for all!