Summer Camp | Handbook

REC SPORTS SUMMER CAMP 2026

1

CHECK-IN PROCEDURES

Youth Program staff will meet you at the passenger side of your vehicle to verify your camper’s name and confirm their registration on the roster. No need to leave your vehicle! Counselors are there from 7:45-8:30am. After this window, parents must come inside the Student Rec Center to the Membership Services Desk and wait until a counselor becomes available to check their child in. Parents cannot drop a camper off without first checking them in.

CHECK-OUT PROCEDURES

Youth Program staff will meet you at the passenger side of your vehicle to verify your camper’s name and confirm their registration on the roster. No need to leave your vehicle! Counselors are there from 4:15-5:15pm. Before this window, counselors are not outside unless an early pick-up has been pre-arranged. Anybody picking up a camper must be on the approved pick-up list and must show their ID before a camper can be checked out.

INCLEMENT WEATHER

In severe weather (thunder, lightning, heavy rain) we are not able to set-up our table outside.

Parents must come inside the Student Recreation Center to check-in or check-out. Counselors will be waiting just inside the doors.

WHAT TO PACK & WEAR TO CAMP

Athletic clothing (closed-toe shoes), swimsuit & towel (summer only), non-perishable lunch & two snacks, resealable water bottle, extra change of clothes.

ALLERGIES/MEDICATIONS

All allergy/medication forms should be filled out upon registration. We can only distribute medicine in its original container with the child's name, dosage instructions and rescription details. Please be sure to disclose any food allergies before camp. We are not a nut-free camp.

2

TABLE OF CONTENTS Our Staff ........................................................................................................... 4 Daily Schedule... ............................................................................................... 4 Payment and Refund Overview....................................................................... 4 Camper Drop-Off & Pick-Up Procedures........................................................ 5 Morning Check-In............................................................................................. 6 Afternoon Check-Out....................................................................................... 6 Early Pick-Up Procedures................................................................................. 6 Late Pickup & Fee Policy.................................................................................. 6 Summer Camp Sessions .................................................................................. 7 Pool Safety & Swim Tests .................................................................................. 8 Camper Health & Safety .................................................................................. 9 Locker Room Policy.......................................................................................... 9 Allergies............................................................................................................. 10 Medications....................................................................................................... 10 Camper Expectations......................................................................................10 Behavior Policy................................................................................................ 11

CONTACT INFORMATION Sarah Beth Heiar, Director of Youth Programs Recreational Sports Division of Student Affairs |Texas A&M University 4250 TAMU | College Station, TX 77843 (979) 458-3769 sbheiar@tamu.edu recsports.tamu.edu

3

OUR STAFF

Your camper will be supported by a team of college student counselors who are carefully selected for their leadership, patience, and ability to create a fun, safe environment. All counselors complete comprehensive training prior to camp, including child behavior management, incident prevention, safety protocols, and program rules. In addition, every staff member passes a university-administered background check and American Red Cross CPR/AED/First Aid course.

DAILY SCHEDULE 7:45am - 8:30am 8:45am 10am 10:30am 12pm - 12:45pm 12pm 1pm 4pm 4:15pm - 5:15pm

Drop Off – Free Play Swimming – Outdoor Pool Morning Snack & Group Activities Lunch Afternoon Snack & Group Activities Pick Up – Free Play

PAYMENT AND REFUND OVERVIEW DEPOSITS & PAYMENTS

A non-refundable deposit is required at registration to hold your camper’s spot. The remaining balance is due two weeks before the program begins. Families will receive one reminder email, and if the balance isn’t paid by the deadline, the spot may be released to a waitlisted family.

REFUNDS

Deposits are always non-refundable. Refunds of the remaining balance are only available if the family cancels at least 14 days before the start date or if a documented medical issue prevents attendance. Cancellations and refund requests must be made via email to rec-youthprograms@tamu.edu. Requests within 14 days are not refundable unless approved by the Youth Programs Director. Refunds are issued back to the original payment method in CircuiTree.

4

CAMPER DROP-OFF & PICK-UP PROCEDURES INCLEMENT WEATHER

If weather conditions create safety concerns, staff will be moved to the front lobby of the Student Rec Center. Inclement weather includes lightning, thunder, or heavy rain, or any other conditions that prevent staff from safely remaining outdoors based on Rec Sports Risk Management guidelines.

During inclement weather: • Morning Check-In: Parents will need to park and escort their camper inside the lobby for check-in.

• Afternoon Check-Out: Parents will check out inside the lobby, following the same ID guidelines and verification procedures.

CHECK-IN TABLE

5

MORNING CHECK-IN When arriving for camp, pull into the Circle Drive car line. Youth Program staff will meet you at the passenger side of your vehicle to verify your camper’s name and confirm their registration on the roster. No need to leave your vehicle! No photo ID is required during morning check-in. Your camper will be given a wristband and staff will escort campers up the terrace steps to Room 243 and mark them as officially checked in for the day.

AFTERNOON CHECK-OUT Afternoon pickups take place in the Circle Drive car line. Youth Program staff will meet you at the passenger side of your vehicle to verify your camper’s name and confirm their registration on the roster. A photo ID is required every day at check-out.

If an adult is not on the Authorized Pickup List, staff will reach out to the primary parent/ guardian on file. Campers cannot be released until approval is received. Parents may add an approved pickup person by emailing rec-youthprograms@tamu.edu. Written permission must be received before the camper can be released.

EARLY PICKUP PROCEDURES ADVANCE NOTICE (PREFERRED)

If you know in advance that your camper needs to be picked up early, please email rec-youthprograms@tamu.edu with the date and time at least 24 hours ahead.

SAME DAY EARLY PICKUP

For same-day early pickups, please notify staff at morning check-in and call the camp phone (979-219-8960) when you are on the way with an estimated arrival time.

EARLY PICKUP PROCESS

All early pickups will take place in Circle Drive. Staff will verify the adult against the Authorized Pickup List and require a photo ID. Once confirmed, staff will bring your camper to your vehicle and complete the handoff.

LATE PICKUP & FEE POLICY If a camper is not picked up on time, a late fee of $20 will be charged for the first 15 minutes. If pickup extends beyond 15 minutes late, an additional $1.00 per minute will be added.

All late fees are automatically charged to the family’s CircuiTree account and must be paid before the camper may return the next day. Repeated late pickups may result in further action at the discretion of the Youth Programs Director.

6

SUMMER CAMP SESSIONS Campers will have the opportunity to swim Monday through Friday morning and should arrive dressed in swimsuits under their clothing and sunscreen pre-applied.

This will allow us more time in the pool, and less time changing in the locker room. It is important to send your child to camp with a towel, plastic or wet/dry bag for wet clothing, and a change of clothes.

Campers ages 9 – 12 participate in a supervised walking field trip every other week to rotating campus locations. Field trips take place on Wednesdays before noon and walks are approximately 0.5 – 1 mile. Don’t miss this amazing opportunity for your kids to enjoy an unforgettable summer. We can’t wait to see you there!

SESSION

DATES

WEDNESDAY FIELD TRIP LOCATION

DISTANCE FROM THE REC

1

Monday, June 1 - Friday, June 5

Aggie Park

0.6 mile

2

Monday, June 8 - Friday, June 12

-

3

Monday, June 15 - Friday, June 19

Leach Teaching Gardens

4

Monday, June 22 - Friday, June 26

-

5

Monday, June 29 - Friday, July 3

Aggie Park

6

Monday, July 6 - Friday, July 10

-

7

Monday, July 13 - Friday, July 17

Leach Teaching Gardens

8

Monday, July 20 - Friday, July 24

-

9

Monday, July 27 - Friday, July 31

Penberthy Rec Sports Complex

0.7 mile

0.6 mile

0.7 mile

0.7 mile

7

POOL SAFETY & SWIM TESTS Campers will have the opportunity to swim every day in the outdoor pool. Campers who plan to swim should arrive already in pool attire with sunscreen pre- applied and clothes on over their suit. Swim tests will be conducted by a member of the Rec Sports Aquatics staff on the first day of each camp session. Campers who do not pass the test on Monday can try again on Tuesday. Campers will have the option to retest every week if they are signed up for multiple sessions.

If a camper does not pass the swim test, they will need to bring and wear a U.S. Coast Guard approved flotation device (see images below) to participate in swimming. An alternate activity will be arranged for any campers who prefer not to swim.

We will use the American Red Cross Water Competency Sequence for swim tests.

Campers will be tested on the following: 1. Enter water that is over the head, then return to the surface.

2. Float or tread water for at least 1 minute.

3. Turn over and turn around in the water.

4. Swim at least 25 yards.

5. Exit the water.

The following are the rules we ask all campers to follow in this space: 1. Rules are for patron safety. Any conduct determined by the Aquatics Staff to jeopardize the health and safety of pool users is prohibited. The Texas A&M Aquatics Staff has full authority to ask participants to leave the pool area for not following policies outline for the area.

2. NO BREATH-HOLDING ACTIVITIES ALLOWED. 3. Diving is strictly prohibited in any area of this pool. Feet first entry only.

4. RUNNING, CLIMBING ON RAILS, HORSEPLAY, AND/OR HANGING ON LANE LINES IS PROHIBITED. 5. Handrails are for exiting or entering the pool ONLY. 6. No standing or walking on islands and peninsulas.

7. Flotation devices must be US Coast Guard approved. No other flotation devices are allowed.

8. Proper swimming attire with liners must be worn. Aquatic staff may ask a patron to change if the attire is deemed dangerous or inappropriate.

9. Training equipment must be used in the manner for which it was intended and is for use in the lap lanes only.

10. Gum or adhesive bandages are not allowed in the pools.

8

CAMPER HEALTH & SAFETY WHAT TO PACK

Please have your camper wear comfortable, weather-appropriate clothing for active days.

Open-toed shoes (sandals, flip-flops, Crocs without a back strap, etc.) are not permitted for safety reasons.

Each camper should bring a labeled backpack with: • A change of athletic clothes • Closed-toe athletic shoes • Nonperishable lunch, snacks and a resealable water bottle (refrigeration is not available) • Towel & swimsuit

WHAT NOT TO PACK

Please do not send: • Valuables or toys from home • Electronic devices (cell phones, tablets, handheld games, iPods/MP3 players, etc.)

If a child is found to have any of these items, they will be instructed to put it in their backpack for the remainder of the day. Rec Sports is not liable for any lost or stolen valuables.

LOCKER ROOM POLICY When locker rooms are used, staff follow the procedures below to maintain safety and supervision: • Staff perform a full walk-through before campers enter.

• Staff monitor the hallway and surrounding area while campers are inside.

Please note that staff do not assist campers with changing clothes.

9

ALLERGIES If your child requires an EpiPen, inhaler, or other emergency medication, please provide a supply that can stay on-site for the entire session. All medications must be handed directly to a Youth Programs Student Supervisor or the Youth Programs Director. Written instructions and a treatment plan must be on file before camp begins.

Please also inform us of any food allergies. Camper groups eat together, and accommodation will be made as needed.

MEDICATIONS Any medication that must be taken during camp hours must: • Be in the original bottle, labeled with your child’s name and dose instructions • Include parent/guardian permission and care instructions on file Only designated staff members may administer medications, and all medication is securely stored when not in use.

CAMPER EXPECTATIONS To ensure a positive experience for all participants, campers must be able to meet the following expectations without 1:1 support: • Participate cooperatively and respectfully in a group setting • Physically move from place to place independently, which may include navigating stairs • Tolerate and manage the sensory stimulation of a large, active, and often loud environment • Follow verbal instructions from staff.

• Understand and communicate in English at a functional level, as our programs rely on the common use of English for safety and participation • Manage basic personal hygiene independently which includes using the restroom, washing hands, changing clothes after swimming, and applying sunscreen when needed • Eat only their own packed food; there is no food sharing at camp • Keep personal technology and electronic devices away for the entire camp day Our camp program cannot provide 1:1 behavioral, medical, or personal care support. If you have questions about whether this setting is a good fit for your child, we encourage you to contact us prior to registration.

10

BEHAVIOR POLICY Campers are expected to follow behavior guidelines that promote a safe, respectful, and inclusive environment. Please note: • A camper does not need to repeat the same behavior for disciplinary action to escalate • The discipline process may be accelerated at the discretion of the camp staff in response to serious or unsafe behavior Examples of behavior that may result in immediate escalation of consequences include: • Physical assault or threats toward another camper or staff member • Any serious offense involving harm, attempted harm, threat of harm, sexual harassment, or intentional discriminatory behavior • Bullying or use of abusive, inappropriate, or offensive language • Possession of alcohol, tobacco (including vapes or e-cigarettes), illegal drugs or drug paraphernalia, and/or weapons • Intentional damage to, destruction of, or defacing personal property or camp property. Families may be held responsible for any resulting costs or repair fees.

11