LIL CAMPERS
CONTACT INFORMATION
• Main Address: 100 Community Boulevard, Wheeling, IL 60090
• Camp Website: www.wheelingparkdistrict.com/camps
• Facebook: www.facebook.com/wheelingparkdistrict
Important Phone Numbers:
Bethany Koudelka, Recreation Services Manager
847-465-2938
bkoudelka@wheelingparkdistrict.com
Adina Zussman, Preschool Director
847-465-2942
azussman@wheelingparkdistrict.com
Community Recreation Center 847-465-3333 frontdesk@wheelingparkdistrict.com
Wheeling Park District Mission Statement
“To uphold our tradition as the provider of choice for parks and recreation in our community.”
WELCOME
We’re so excited to spend the summer with your camper!
Our programs are thoughtfully designed to provide a fun, engaging experience filled with a wide variety of activities in a safe and supportive environment.
Our caring, well-trained staff create a positive atmosphere where campers can explore new interests, build confidence, and make lasting friendships. We also partner with trusted community organizations to offer specialized lessons, exciting on-site entertainment, and memorable off-site field trips unique to each camp.
Please note that the majority of camp activities take place outdoors. In the event of inclement weather, campers will be relocated to a designated indoor space to continue activities safely. where the fun can continue safely.
Adina Zussman, Preschool Director directly oversees Lil Campers. Bethany Koudelka, Recreation Services Manager is on-site each day and is always happy to help with questions or support throughout the camp day.
CAMP REGISTRATION POLICIES & PROCEDURES
Registration Dates
• Registration for Residents and District 21/23 Students opens February 11, 2026 8:00 am
• Registration for Non Residents opens opens February 18, 2026 8:00 am
Camp Registration Deadline
• Campers must enroll by May 27 for Session 1 and June 24 for Session 2.
• No exceptions will be made.
• Payment plans are available to campers attending a minimum of 3 weeks of camp.
• Payment schedules are determined based on the date of approval.
• Families interested in payment plans must register in person before May 10.
• No exceptions will be made.
Camp Refund Policy
The following refund guidelines apply to all camp registrations:
• Campers must submit any withdrawal request no later than 5:00 p.m. on Wednesday, two (2) weeks prior to the start of the camp week or session for which they are enrolled.
• All withdrawal requests must be submitted through the online requisition form available on the summer camp webpage.
• Phone calls, emails, and in-person notifications will not be accepted.
• A $25 service charge per camper, per transaction will be applied to all approved refund requests.
Camp Transfer Policy
The following guidelines apply to all camp transfer requests:
• Campers must submit any transfer requests no later than 5:00 p.m. on Wednesday, two (2) weeks prior to the start of the camp week or session, subject to availability. No exceptions will be made.
• All transfer requests must be submitted through the online requisition form on the Summer Camp webpage. Phone calls, emails, and in-person requests will not be accepted.
• The first three (3) approved transfer requests are free of charge. Any additional approved transfers will incur a $10 service fee per camper, per transaction.
• All transfers are subject to availability and cannot be guaranteed. If a transfer request cannot be approved due to space limitations, alternative options will be offered and must be confirmed by the stated deadline.
CAMP WAITLIST POLICY AND PROCEDURES
The following guidelines apply to all waitlist placement, notification, enrollment, and refunds:
• Waitlist placement is available only for campers not currently enrolled in a camp for the requested week. Each eligible camper may be placed on one waitlist per week.
• Families will be notified only if a space becomes available, no later than May 29 for Session 1 and June 25 for Session. To accept the placement, families must confirm enrollment and submit full payment by the provided deadline. Failure to respond or submit payment by the deadline may result in forfeiture of all waitlist placements.
• No refunds will be issued after the registration deadline for any enrollments, including extended care, sibling registrations, or other add-ons, if placement from the waitlist is not offered.
GETTING READY FOR CAMP
ePACT MEDICAL/EMERGENCY PAPERWORK
We partner with ePACT to service campers and staff. ePACT offers a health record system that allows guardians to complete and store camper health information electronically. The security and privacy of health information are important to us. Families must complete all medical and emergency information electronically through ePACT prior to the start of camp. Please note: If this information is not completed, your camper will NOT be able to attend camp. Families must reach out to ePACT directly for assistance with ePACT paperwork; guest services staff cannot assist. We recommend that all authorized adults “opt-in” to text messages on ePACT. This is how last-minute updates (such as rainy day drop-off/pick up) will be communicated
WHAT TO WEAR
Please keep in mind that campers spend the majority of their day outside and may get messy while participating in outdoor play, water games, and projects. Campers should arrive each day wearing comfortable, durable weather-appropriate play clothing. Clothing that can be layered on and off is recommended to help campers stay comfortable as weather conditions change.
For safety reasons, campers must wear gym shoes at all times. Crocs, sandals, and other open-toed or backless shoes are not permitted. Articles of clothing, backpacks, or other items that are determined to be offensive or disruptive may be taken away or changed based on the discretion of the Recreation Services Managers.
WHAT TO BRING EACH DAY
• Labels:
º Please label all items with your Camper’s first and last name.
• Change of Cloths:
º Provide a hange of clothes, including shirt, pants, underwear, and socks
• A Nut-Free Snack
• Nut-Free Lunch (Full Day Only):
º All campers are required to bring a sack lunch with a reusable water bottle.
» Allergies/Nutritional Needs
» Campers with food allergies will sit in a “nut-free zone” at lunchtime.
» Please inform staff in advance of any special nutritional needs or food allergies.
» No nuts of any kind may be sent to school.
» Campers are not permitted to share food or bring in edible treats.
º Please keep in mind that lunches are NOT refrigerated but are stored indoors.
º Campers do NOT have access to microwaves.
º If your camper forgets their lunch and you are dropping one off, please speak to our staff about what time your camper will eat lunch.
º Ordering lunch and having it delivered to our facility for campers is not permitted
º Campers may NOT purchase snacks or beverages from the vending machine
• Reusable water bottle:
º Campers will have access to a water bottle filler station.
• Backpack:
º Please send your camper with a backpack to carry their belongings.
• Hats:
º Hats are optional but highly encouraged.
• Sunscreen:
º Please apply sunscreen to your Camper prior to camp.
º Send extra sunscreen in your Camper’s backpack so that they may reapply it later in the day.
º Campers will need to be able to apply sunscreen themselves, so please provide them with a product that they are able to use/apply easily without assistance.
º Summer Camp staff can only assist with applying spray sunscreen.
º Sunscreen reminders will be provided throughout the day.
• Bug Spray:
º Optional but encouraged.
PERSONAL PROPERTY/LOST AND FOUND
Wheeling Park District staff are not responsible for lost or stolen property/money brought by campers.
• Please leave all personal property at home.
• Any personal items, such as toys, Pokemon cards, sports equipment, fidget toys, poppers, etc., should not be brought to camp.
• Campers may not share personal items with other campers.
• Cell phones are permitted but should be kept in the camper’s backpack.
Please be sure to label ALL belongings with the Camper’s first and last name.
Note: Camper items left behind each day are placed on the camp lost and found table in the lobby. Lost and found items not claimed at the end of each week will be disposed of.
ARRIVAL, DEPARTURE PROCEDURES
Camp Locations
Little Campers
Adjusting to Camp
• Please arrive on time for drop-off and pick-up.
• Arriving too early may cause anxiety. Arriving late causes your camper to miss an important part of the day, when campers and counselors greet one another and socialize.
• Guardians departing quickly allows the adjustment and the camp day to begin.
• Let your camper know that you will return, and understand that some classrooms have to experience that you will come back before they can fully adjust.
• Guardians are not permitted to look into classrooms or playgrounds once camp has started.
DROP-OFF AND PICK-UP
Detailed drop-off and pick-up instructions will be provided in the weekly camper email sent to families prior to each camp week. These emails will include location-specific information to ensure a smooth and safe arrival and dismissal process. Maps of typical drop-off and pick-up locations will be made available in May with typical drop off/pick up locations
Please note that, due to facility operations, drop-off and pick-up locations may change from week to week. Families are expected to review the weekly camper email carefully. Failure to follow updated drop-off and pick-up instructions may result in delays to camp operations.
• If the program has an indoor drop-off or pick up or is moved indoors due to weather, please park your vehicle and drop off/pick up your camper inside the designated camp space.
• Parking is NOT PERMITTED in front of the Community Recreation Center.
• Designated Village of Wheeling parking spaces are NOT PERMITTED for any use.
ARRIVAL AND DEPARTURE
• Sign in/out:
º Authorized pick-up persons are required to sign in and sign out campers each day.
• Arrival:
º Drop-off begins at the camp’s start time.
º Please do not arrive earlier than 5 minutes prior to the camp start time.
º To keep traffic from backing up, we ask that all families please find a parking spot until it is time to join the car line.
º You are also welcome to park and walk your camper to the Preschool Door 6.
º Your teacher will meet you at the door and check in your camper.
• Departure:
º Pick-up begins at the camp’s end time.
º Please do not arrive earlier than 5 minutes prior to the camp end time.
º To keep traffic from backing up, we ask that all families please find a parking spot until it is time to join the car line.
º You are also welcome to park and pick up yourto join the car line. You are also welcome to park and pick up your camper at Preschool Door 6. Your teacher will meet you at the door to dismiss your camper.
º Please always have your ID ready and on hand, as our staff needs to verify to ensure that anyone who comes to pick up is on the authorized pick-up list.
• Late Pick Up:
º If a Guardian arrives after the designated ending time of their camper’s camp, late charges will apply at a rate of $1.00 per minute, beginning five minutes after the end of scheduled camp time.
º In the event a camper is not picked up after 15 minutes, the emergency phone number will be called. If the emergency contact cannot pick up the camper, alternate measures such as contacting the police may be necessary.
º If you are running late to pick up your camper, please call the preschool team at (847) 465-2942 to notify our staff.
AUTHORIZED PICK UP PERSONS
• Any person dropping off or picking up your camper should be listed on the ePACT form.
• A person must be listed on all siblings’ ePACT forms to pick them all up.
• If an authorized person is added once the camp session has started, send a notification email to camps@wheelingparkdistrict.com after adding them to each camper’s ePACT.
• Staff reserves the right to check the photo ID of anyone picking up or dropping off a Camper.
LATE ARRIVALS
• All campers dropped off after camp drop off concludes must be brought to the Guest Services Desk and checked in with our Summer Camp staff. Due to limited staff, campers may need to wait in the office until someone is available to bring them to their group.
• If a camper’s group has departed on a field trip, they will not be permitted to join camp that day.
EARLY PICK UPS
• All early pick-up requests must be emailed to bkoudelka@wheelingparkdistrict.com the day prior. Please include the information below in your email:
º Name of camper
º Name of camp enrolled in
º Name of the authorized pick-up person
º Time of pick-up
º Reason for pick-up
• Early pick-ups will not be permitted within 30 minutes prior or dismissal unless a request has been submitted and approved in advance. In emergency circumstances, the authorized pick-up person must speak directly with a full-time staff member
• To ensure timely availability, campers may wait in the office with staff prior to their scheduled pick-up time. Failure to submit an early pick-up notification may result in additional wait time while staff locate the camper and complete a safe check-out.
• All approved authorized pick-up persons must check in with Guest Services, where summer camp staff will assist with the camper check-out process.
INDEPENCE IN THE BATHROOM (TOLIET TRAINED)
TOILET TRAINING
• Campers must be fully and independently toilet trained including recognizing the need to use the toilet, being able to communicate the need in advance with sufficient time to get to the toilet, being able to use the toilet without assistance, and being able to manage clothing management and handwashing independently. Diapers and Pull-ups are not permitted.
• Guardians will be notified of all accidents. A camper will not be considered toilet trained if they consistently have toileting accidents. If accidents occur frequently, staff will request a meeting with the guardian to develop a supportive plan. Continued frequent accidents may impact a camper’s ability to remain enrolled in the program.
• Families are encouraged to reach out to the Recreation Services Manager to provide information in cases of special circumstances so a supportive plan can be developed in advance.
Accidents/Change of Clothes
• Guardians will be notified of all accidents.
• All children should be sent to school with a change of clothes in the event of an accident.
• All children must be able to independently change their clothes if needed.
• Soiled clothing will be sent home. Back Up clothes must be replaced if needed.
Frequent Accidents:
A camper will not be considered toilet-trained for our preschool program if the child continues to consistently have toileting accidents. To ensure every camper is set up for success, the following supports will be introduced:
• Step One: The guardian will be notified by the teacher that the camper is experiencing frequent accidents and is not meeting the toilet training requirements.
• Step Two: The guardian will be notified by the preschool director that frequent accidents are ongoing. The director and teacher will work with the family to develop a supportive plan that is manageable in the classroom to coincide with at-home training efforts.
• Step Three: A meeting will be called by the discretion of the Recreation Services Manager to discuss attendance moving forward if frequent accidents continue.
HEALTH & SAFETY, & MEDICATIONS
SUNSCREEN
Wheeling Park District does not provide sunscreen, nor does the staff apply sunscreen to the campers. It is your responsibility to apply sunscreen on your Camper before camp and to educate your Camper on how to apply sunscreen.
• Please provide your Camper with labeled sunscreen EACH DAY.
• Sharing sunscreen is not permitted. Please provide your camper with their own bottle.
• Check your Camper’s sunscreen throughout the summer to see if they are running low, and replace them as needed. Spray sunscreen, as well as a face stick, are recommended.
• If your Camper is sensitive to the sun, a long-sleeved swim shirt and a hat on swim days are recommended for outdoor pool days.
MEDICATIONS
• We recognize that program participants occasionally need to take prescription medications. If your Camper needs medication, complete the Medication Dispensing Form with specific instructions on the disbursement. Camp Counselors can provide you with the mediation envelopes.
• Medication will not be administered without completed forms. Forms are available online through ePACT.
• Epi-pens, inhalers, etc., must be sent in a large zip-lock bag with the Camper’s name written boldly on the bag in black permanent marker. These items can be stored overnight, upon the guardian’s request, in a locked, secure location at the CRC. Otherwise, these will be sent home every day. Throughout the camp day, the Camper’s camp counselor will administer medications. After camp is over, all medication that is not picked up by August 21, 2026, will be disposed of.
GUARDIAN PROCEDURES AND RESPONSIBILITIES
• Guardian must provide permission to Dispense Medication/Waiver and Release All Claims Forms on ePACT. Complete and sign the Medication Dispensing Information Form electronically.
• Fill out Medication Envelope: For daily oral medication, pills must be placed in individual Medication Envelopes provided by the Park District and separated by day. On the envelope, include the Camper’s name, medication, dosage, and time of day the medication is to be given. Along with written instructions from a physician, guardians must verbally communicate with camp staff regarding specific instructions for medication.
• *If a camper has noted on ePACT that the Camper has an EpiPen, inhaler, or medication, they will not be admitted into camp unless they come to camp with the medication.
ADDITIONAL HEALTH INFORMATION
We look forward to providing your Camper with the best safe summer experience. With this in mind, we ask that you share with us any additional health/medical conditions, behavioral and/or emotional issues your Camper may have so that we can be sure to accommodate your Camper’s needs.
ACCIDENTS/INJURIES
All injuries are documented and submitted to the Risk Manager. Counselors administer first aid, and camp staff speak with guardians either during or after the camp day to inform them of the incident. In the case of more serious injuries, including head trauma, camp staff will phone a guardian immediately. All camp staff are CPR-certified.
MEDICAL EMERGENCIES
If your Camper is injured or takes ill and requires more than basic first aid treatment, the following steps will be taken:
• If the situation warrants, EMS will be called.
• Guardian or emergency contact will be contacted.
• If paramedics deem it necessary, they will transfer the Camper to the nearest hospital.
• The Guardian or emergency contact will be notified of what hospital their Camper is being transported to.
• The Guardian is responsible for the emergency medical charges for all services rendered. Your
Authorization for the program permits staff to secure emergency medical treatment for your Camper. Your commitment to payment thereof is part of the registration agreement.
ILLNESS
If a Camper is ill or has a fever, they will not be admitted to camp. Campers must be fever-free for 24 hours before returning to the program. In the event that your Camper contracts a contagious illness, please notify staff immediately via email to camps@wheelingparkdistrict.com
Symptoms to watch for include:
• Cough
• Congestion
• Runny nose
• Fever
• Sore throat
• Headache
• Nausea/Vomiting/Diarrhea
• Shortness of breath/difficulty breathing, chills
• Fatigue
• Muscle pain
• Loss of taste/smell
If a camper does show signs of illness throughout the camp day, they will be separated from their group with a staff member, and pick-up will be required within one hour. If a Camper becomes ill at camp and a Guardian cannot be reached, the emergency contact(s) will be called. Refunds are not issued for days missed due to illnesses.
CODE OF CONDUCT
CAMPER CODE OF CONDUCT
Campers will show respect for all participants and staff and take directions from staff.
• Foul or abusive language will not be tolerated, and Campers will refrain from using inappropriate language.
• Campers will refrain from causing bodily harm to themselves, other Campers, or staff and refrain from using hands or body force.
• Campers will respect all equipment, supplies, and facilities, and this includes cleaning up all supplies used to participate.
• Campers must remain with their designated camp group and supervising staff
• Campers will not use phones, tablets, smart watches, cameras, or other electronic devices while at camp.
BEHAVIOR AND DISCIPLINE
A positive approach will be used regarding discipline. Staff will periodically review rules with campers.
• If inappropriate behavior occurs, prompt resolutions will be sought specific to each individual situation.
• Resolutions may include limited activities.
• The Wheeling Park District reserves the right to suspend and/or dismiss a camper who have behaviors that impact their own safety or that of others, who have behaviors that negatively affect the experience of others, who use inappropriate language, who are physically or verbally violent or threatening, or who impacts the ability of staff to conduct or manage activities.
• Refunds are not issued for days missed due to disciplinary suspension.
DISRUPTIVE BEHAVIOR DISCIPLINARY STEPS
To ensure a pleasant and safe environment for every camper, the Wheeling Park District has the following procedures in place regarding disruptive behavior:
• First Incident:
º The guardian is notified, and an incident report is completed.
• Second Incident:
º The guardian is called, an incident report is completed, and an authorized pick up person must pick up the camper within 30 minutes. The guardian must meet with the Recreation Services Managers before the Camper is allowed to return to camp.
• Third Incident:
º The guardian must pick up the Camper within 30 minutes, and the Camper may
be suspended or terminated from camp at the discretion of the Recreation Service Managers.
Depending on the severity of the behavior, steps may be adjusted or skipped at the discretion of camp leadership.
SEVERE MISBEHAVIOR
For severe misbehavior, a guardian or emergency contact is called to pick up the Camper from camp within 30 minutes. Examples of misbehavior warranting a call home include (but are not limited to):
• Disrespect
• Destruction of property
• Disregard of rules
• Verbal abused
• Physical fighting
The Wheeling Park District reserves the right to move directly to suspend or terminate a camper based on the severity of the incident/behavior. This decision is up to the discretion of the Recreation Services Managers and will be communicated directly to the guardian of the camper.
Recreation Services Managers and Preschool Director will only speak with the guardians listed on the camper’s ePACT form regarding any inappropriate behavior/ incident at camp.
GUARDIAN CODE OF CONDUCT
Any guardian or authorized person on the emergency contact form who displays any of the following behaviors will no longer be allowed at camp, and their Camper’s participation in the program may be terminated at the discretion of the Recreation Services Manager.
• Physical abuse, shaking, grabbing, hitting, or pushing of a camper or staff; verbal abuse, including inappropriate language or threats to a camper, other camp family, or staff.
• Disciplining, stalking, instructing, or inappropriately approaching a camper or staff.
Communication between any guardian and another Camper, other than their own, regarding the Camper’s behavior, will not be tolerated. If there is an issue between two Campers, the guardian should bring it to the attention of camp staff.
Additionally, as Mandated Reporters, if staff suspect a guardian or authorized emergency contact person of substance abuse or suspect any act of Camper abuse, the proper authorities will be notified. The camp staff’s first responsibility is the safety of the Campers.
Only current camp participants, guardians, and authorized individuals listed on the emergency contact form are allowed on or around premises during camp hours and must leave the campsite once the participant is signed in/out of the program.
CAMP PHONES & EMAILS
To ensure timely and appropriate communication, families are asked to follow the communication guidelines when contacting camp staff to allow staff to remain focused on camper safety, supervision, and programming during the camp day
The general camp phone line and email are the primary methods of communication and should be used for:
• Reporting camper absences
• Requesting early pick-ups
• General inquiries or concerns
These accounts are monitored by part-time camp leaders during regular weekday business hours. Responses will be provided as soon as possible during those times.
Camp staff may check the camp email periodically throughout the day; however, they do not have consistent or immediate access due to supervision responsibilities. Families should not rely on email for urgent or time-sensitive matters during camp hours.
If you have an emergency or an unforeseen circumstance and you are unable to reach camp staff, please contact the Recreation Manager, the Recreation Coordinator, or the CRC Front Desk.
GENERAL POLICIES
BULLYING
Bullying is defined as any gesture or written, verbal, graphic, or physical act (including cyberbullying via the Internet and/or cell phone) that is dehumanizing, intimidating, hostile, humiliating, threatening, or otherwise likely to evoke fear of physical harm or emotional distress. This also includes forms of retaliation against individuals who report or cooperate in preventing bullying.
Bullying or harassment interferes with a guest’s ability to learn and enjoy a program, event, or facility use. All staff, volunteers, and participants are required to refuse to tolerate bullying and demonstrate respectful behavior at all times. The Wheeling Park District does not tolerate bullying in any form. All members of the Park District are committed to ensuring a safe and caring environment for all.
SUSPECTED ABUSE OR NEGLECT
All Wheeling Park District employees are Mandated Reporters in Illinois. In accordance with the procedures set by the Abused and Neglected Camper Reporting Act, any employee having reasonable cause to believe that a Camper known to them in their professional capacity may be an abused or neglected Camper shall immediately report the matter to their supervisor. The proper authorities will be notified.
AMERICANS WITH DISABILITIES ACT
The Wheeling Park District is committed to accessibility for individuals with disabilities and strives to provide equal participation in all programs and services. The Park District policy is to reasonably accommodate all qualified program applicants in accordance with the Americans with Disabilities Act (ADA). We welcome questions, comments, and concerns of interested community members regarding Park District ADA compliance.
To arrange for auxiliary aids or accommodations enabling individuals with disabilities to participate in Park District public meetings or to request publications in a special format (such as audiocassette or large print), contact the Park District ADA coordinator, Matt Wehby, at 847465-3333, email (mwehby@wheelingparkdistrict.com), or write (100 Community Boulevard, Wheeling, IL 60090).
INCLUSIVE RECREATION PROGRAMS
In a continuing effort to meet the needs of residents with special needs, NWSRA (Northwest Specials Recreation Association) and the Wheeling Park District provide inclusive recreation services. This means that individuals with disabilities are able to participate in programs offered by the Park District. Communicate any special needs and accommodations during the registration process, and together, the Wheeling Park District and NWSRA will provide the support necessary for success.
All NWSRA requests should be made by emailing the Recreation Services Manager,
Bethany Koudelka, at bkoudelka@wheelingparkdistrict.com. Please note that a minimum of 2 weeks’ notice is required. However, more time may be needed for NWSRA to secure staff.
GIFTS AND REWARDS
Wheeling Park District employees appreciate family support and recognition. However, gifts cards and rewards are not necessary and may not be accepted by Wheeling Park District employees.
• You will receive an invite email for EACH child participating in a program this season
• Click COMPLETE REQUEST to get started
Wheeling Park District utilizes the ePACT Network, a health and safety software, to better support all our families and make it easier to submit critical data securely!
ePACT is a secure digital solution that allows you to quickly share the health and emergency information we need, and provides us with powerful communication tools to ensure we have a way to contact you in the event of an illness, injury, or larger scale emergency.
WHY EPACT?
• If you’ve never used ePACT before, you will have to Create an Account via the link sent to the email to you after you have registered for camp.
• Add your name and choose a password & accept the Terms and Conditions
• Read the instructions carefully
• Click on Getting Started
• Answer the questions on each step. Those with * are required
• Ensure all the steps have a checkmark
• Add your initials to each waiver and add your signature
• Click on the Share button to complete the process!
To save you time - With ePACT, you only need to complete your child’s information once, and then verify that it is still correct for additional programs or subsequent years (which can be done in just two minutes)! And if you need to update something quickly, just log in and update it and we'll be notified immediately.
As well, if you have more than one child registered, you only need to enter shared family information once!
For better security & privacy - ePACT's high encryption levels and commitment to security means your data on ePACT is safer than on paper- where it can be misplaced or accessible to people who shouldn't have access to it. ePACT allows us to limit and track access.
Quick Support – if you need help with your account, ePACT is there for you by email at
help@epactnetwork.com or call 1-855-773-7228 ext. 1
