Cancellation and Camp Policies

Camp Cancellation Policy

• The camp office must be notified in writing, via email, at least three weeks prior to the beginning of the camp session to receive a full refund.
• All cancellation requests are subject to a $25 administration fee per child, per week. These will not be applied if the camp is forced to cancel a week.
• If a child is sick and cannot attend the camp, a full refund will be granted with a doctor’s note.
• Pro-rated refunds are not available for days absent. The full session’s fees are due even if a child is registered and attends only part of a session.
• Transfers between sessions may be made up to three weeks prior to the start of a session providing there is available space in the desired week.

Drop off/Pick-up Policy

Drop-off and Pick-up is at 131 Lowther Ave. right on the corner of Huron and Lowther, 2 blocks north and 1 block west from St. George station. We prefer campers direct themselves on the TTC to camp but we understand that this is not possible for everyone. Drop off runs from 8:50 to 9:15 and pick up from 3:50 to 4:15 however an extended care service runs an hour before and after these times.

At City Scouts, we have a proven and safe system in place for the sign-out of campers. No camper leaves the premises without notifying a staff member signing them out.  In order to develop independence, City scouts encourages campers to attend on their own and come and go as required. City Scouts is not liable for any children until they are signed in to our care. 

Campers are expected to sign-in between 8:50am-9:15am and sign-out 3:50pm-4:15pm.  

We reserve the right to leave for activities by 9:30am if a camper has not registered by this time.  

If you have selected the Subway Meeting Zone Option campers are expected to arrive at their subway stop no later than 8:30am. City staff will leave the meeting zone area at 8:40am. If you are unsure about whether or not you have selected the Subway Meeting Zone or not, please log into the registration portal and check under session options. This is a paid addition meant to make it easier for parents who might have difficulties getting downtown for morning drop off. It is not available for pick-up.

Extended Drop off/Pick-up Policy

We offer extended drop-off/pick-up at a very affordable rates, before and after camp which you may choose to register for during sign-up.  Campers registered for extended drop-off may arrive after 8:00am on the day of camp.  Campers registered for extended pick-up may remain until 5:00pm.  Last minute requests may still be accommodated on a case-by-case basis, but we ask that you please give notice so our instructors can be prepared to come in early, or stay later.

If you child is not enrolled in our Extended Care Program, and is not picked up by 4:30 pm, we will need to charge the $10/day Extended Care fee to cover our instructor’s time for staying late.

If your child is enrolled in our Extended Care Program, and is not picked up by 5:30 pm, we will need to charge you an additional late fee of $10 for up to and including the first 15 minutes, and $10 for every 15 minutes thereafter.

Bullying Policy

Using profanity, disparaging dialogues, physical violence or threats during participation in City Scouts is strictly prohibited. Rules and instructions set forth by the City Scouts staff must be followed at all times. Bullying will not be tolerated at any City Scouts program. In general, a “three strikes” policy is followed. After the first incident, a senior staff member will address the situation with both the aggressor and victim. During a private meeting with the aggressor, the coach will explain the consequences of bullying. The parents of both parties will be notified. An incident report will be drafted and sent to head office. 

This procedure is followed should a second incident occur. In addition, the aggressor may be separated from the group or put into a different activity. If a third incident should occur, the aggressor will be expelled from camp, not only for the duration of the program but from any other City Scout program in the future. Cases of extreme bullying are not subject to the three strike rule. If it is proven that there was intent to seriously harm another child through physical or verbal means the aggressor will face expulsion from camp. His or her parents will be called for immediate pickup.

Camper Checklist

The following items are recommended for each camper.

– Mask

– Lunch or money for lunch (Provided tastings won’t be sufficient to sustain kids)

– Water bottle

– Hat

– Sunscreen

– Comfortable footwear

– Sunglasses

– Bathing suit and towel 

Missing Persons

Prevention is always the first line of defense. There are enough supervisors for the number of participants based on age and the nature of the activity. City Scouts operates a buddy system with regular check-ins. Campers should never be allowed to wander off or leave the group on their own—they must stay with their buddy. 

At no time should a camper leave the camp without informing a City Scout Staff member. If a participant goes missing, whether a child, a youth, or even an adult, an organized search will be conducted. 

If a camper becomes separated from the group they should stay in a safe place at the last known location (e.g. subway station).

Call Riley Millican at (647) 938-2515 or Zeinab Omar at (416) 300-7953.

Personal belongings and spending 

All camper’s personal belongings are their own responsibility. Expensive items such as gaming devices, jewelry, designer clothes or shoes, etc., should not be brought to the camp.

Parents agree to pay for property damage caused directly, or indirectly, as a result of action of their child.

Staff members will not monitor and are not responsible for the personal spending of campers.  

Food Allergies and Restrictions

Campers may purchase food from third party vendors. All allergies and dietary restrictions for medical, religious, or cultural reasons MUST be noted in the registration form during the registration process in the appropriate sections allocated for such information – an alternate meal with these allergies and dietary restrictions in mind will be provided.

It is highly recommended that extra snacks are packed from home.

If a child requires an Epi-Pen please ensure to provide the camp coordinator with the Epi-Pen. This will be returned at the end of each day or at the end of the week of camp. The Epi-Pen will be placed in a secure but accessible location in the event of an emergency.

Sibling Discount

City Scouts offers a sibling discount to save your family money. The first child pays the full price, each additional sibling will save $35 off each session they register for.

Changing Camp Activities

Because of the nature of the camp we do not know exactly which activities you will be doing with your group each day. Activities are randomly selected by the campers every morning. City Scouts makes every effort to ensure Campers are able to participate in their preferred activities.  However these activities are not guaranteed and are subject to change. 

COVID-19 Policies 

City Scouts will continue to do its part to ensure our programs are following any current public health guidelines.  Below are a few COVID-19 precautions we continue to take:

Camper and Staff Screening – Campers will be required to self-screen for symptoms of COVID-19.  Any staff or campers showing symptoms of COVID-19 will not be allowed to attend our program that day. All of our staff will perform a self-screening before arriving at our programs.

Masking – Masking will be optional indoors and outdoors for both our campers and staff. However, we strongly encourage the use of masks when transitioning indoors and during times when strenuous physical activity is not being performed.  We recommend that all campers who attend our summer camps come to camp with masks packed.

Vaccination – All of our staff are fully vaccinated. Campers are not required to be fully vaccinated to attend our program.

Sanitization and PPE – We will be sure to make sanitizer and PPE available at our programs for both campers and staff. We will also continue to sanitize equipment frequently throughout, before or after our programs.

Rainy Day Policy

Our coordinators are equipped with a rainy day schedule in the event of inclement weather. Students will remain in their sport-specific groups. Coaches will adapt their lesson plans for the indoor space. No refund, credit or make up days for rain days or inclement weather will apply.

Instructors

Every City Scout staff holds a current CPR a First Aid Training certification and holds a valid police vulnerable sector check.

Emergency List

We keep emergency contact information at every location, with records on medical history or allergies. We identify, treat, report, and record any occurrence of injury in a systematic way and keep up-to-date safety records of each camper.

Photo for campers with allergies or medical concerns:

We require a photo of any child with a history of serious allergy or medical concerns. Please upload the picture into your account. Please ensure the picture includes a clear view of your child’s face. If a camper requires an Epi-Pen please ensure that is kept on their person at all times. 

Lost and Found Items

Each location has its own Lost and Found Bin. All items found by the coordinator and coaches will be placed in this bin. At the end of the camp items not claimed will be donated to a charitable organization. It is highly recommended that the camper’s full name is placed on all personal items.

City Scouts is not held accountable for any lost items, including but not limited to clothing articles, electronics, water bottles etc.

First Aid Materials

Fully stocked First Aid Kits and ice packs are available at all times at all camp locations.