2023 Children & Youth Summer Camp policies

General (all camps)

• Health and Safety

  Parents/guardians are responsible for reading, understanding, and agreeing to the detailed information on the 2023 Ontario Tech University Camps (Children & Youth) Assumption of Risk and Release of Liability and Code of Conduct. The notes below do not contain all the information on the forms. 

  All campers and staff have the right to a positive and safe camp experience.  For this reason, campers are asked to follow the Code of Conduct when attending camps (whether virtual or in person). In general, we ask that campers:

  1. Be safe
  2. Be kind to yourself and others
  3. Respect yourself and others
  4. Listen to others and follow directions
  5. Have fun!

  *Virtual camps can be attended from a variety of locations. During virtual camps, camp staff will reference the Camper Location, Parent/guardian 1, Parent/guardian 2, and Emergency Contact information provided at the time of registration for the purposes of addressing any on-screen Code of Conduct violations, issues and/or emergencies, or by police or other law enforcement agents in the event of an incident. We ask that registrants provide accurate information at the time of registration.

  Family Camps

  Adult participants (aged 18 and older) of Family Camps are responsible for reading, understanding, and agreeing to the detailed information on the 2023 Ontario Tech University Camps (Children & Youth) Assumption of Risk and Release of Liability (Adult). A signed copy of this form must be submitted to camp staff prior to attending a Family Camp.

  The Code of Conduct applies to all campers.

• Registration and payment

  Due to the nature of the information collected, and the permissions/waivers requested during camper registration, camp forms must be completed by the legal parent(s) and/or legal guardian(s) of the individual(s) named in the form, who is a minor at the time of registration.

  Registration must be completed through the applicable online camp registration form. Payment by credit card must be made at the time of registration. All listed prices are in Canadian dollars. Mastercard, VISA and VISA debit are accepted.

  If you cannot pay by credit card, please contact us.

  You will need to agree to the Assumption of Risk and Release of Liability, the Code of Conduct, the listed policies/regulations, and provide camper information as part of camp registration. 

• Cancellations and refunds

  Paid Camp Cancellations

  Cancellations for paid camps made in writing to summercamps@ontariotechu.ca at least ten (10) days prior to the start date of the related camp are entitled to a partial refund. A cancellation fee will apply. Refunds will not be given for cancellations made after this date.

  A list of cancellation fees organized by the type of camp.

  Camp type	Cancellation Fees
  In-person	$40 (per camper, per camp)
  Virtual	$20 (per camper, per camp)
  Family	$30 (per Family)

  Campers/participants who do not attend their registered camp without a notice of cancellation are considered a No Show. In this case, a refund will not be given.

  A camp may be cancelled if the minimum number of participants required to run the camp is not met. Early registration is recommended to avoid cancellation due to low registration. Note: Where cancellation of a camp occurs due to low registration, registrants of the affected camp will be given a full refund.

  Free/Scholarship Camp Cancellations

  To ensure camps remain available to interested campers, we request that cancellations for a free camp or scholarship funded camp registration be submitted to summercamps@ontariotechu.ca at least ten (10) days prior to the start date of the related camp. Because of limited availability, please only register if your camper plans to attend all sessions. Cancellation fees do not apply to a free camp or scholarship funded camp registration.

• Self sign-in/out

  During registration, a parent(s) /guardian(s) may authorize their camper, aged 13 years and older at the time of participation to sign themselves in and out of the registered camp.

  Campers/participants must be at least 13 years of age to qualify for self sign-in/out.

  Minimum age exceptions will not be granted.

• Waitlists

  If a camp is full, you can ask to be added to a waitlist by emailing summercamps@ontariotechu.ca.  Please provide up to date contact information, including a daytime and evening phone number.

  You will be contacted with registration instructions if a spot becomes available. A deadline for registration may apply.
• Scholarships
  As of July 11, 2023 funding is limited to qualifying applicants of:

  • the Turtle Island camp
  • select camps within the 14 to 17 age range

  Limited scholarship funding may be available to campers who would benefit from financial assistance. For information regarding the scholarship application process, including the link to the application form, please email summercamps@ontariotechu.ca.

  Note: where approved, one scholarship will be issued per camper. Scholarships cover the cost of one (1) camp registration. Before and/or after care is not included.

  Please note:

  • The Scholarship Application Form must be completed by a parent/guardian.
  • Scholarships are available to permanent residents and/or Canadian Citizens residing within Ontario, Canada.
  • Due to the nature of available funding, camp scholarships may be limited to specific camps and/or age groups. We cannot guarantee all requests will be filled.
  • Applications will be reviewed on a first-come basis, where funding is available.

  Additional conditions may apply. Details are subject to change without notice.

  Ontario Tech thanks all partners for their generous contributions.

  Partners include:
  

  • actua
  • General Motors Canada (select Turtle Island camp scholarships)
  • Ontario Power Generation (select Turtle Island and Counsellor in Training camp scholarships)
• Contacting you

  The Summer Camps Team will contact registrants primarily by email using the parent/guardian email address(es) provided at the time of registration. 

  Emails from summercamps@ontariotechu.ca may be redirected into your spam and/or junk email folders. 

  Registrants are asked to check their email inbox, including spam and/or junk email folders on a computer or laptop, as some devices (and Apps) apply additional spam and junk filters.

  Please add summercamps@ontariotechu.ca to your email address book.

In-person camps

• Ontario Tech University/Durham College discount

  Discounted pricing is available to parents/guardians if they are:

  • A current Ontario Tech University student, staff member, faculty member and/or alumni
  • A current Durham College student, staff member, and/or faculty member

  Discounts include:

  In-person camps:

  • • 4-day camps: $30 discount 
    • 5-day camps: $40 discount

  Family camps: no discount is available

  Virtual camps: no discount is available

• Photo/Video release

  The Summer Camps team will be taking photos and videos during in-person summer camps that may be used in future marketing materials. For this reason, parents/guardians of campers can opt-in on the Photo/Video Release during registration to give Ontario Tech University permission to take and use these photos and videos.

  *Parents/guardians are responsible for reading and understanding the detailed information on the Photo/Video Release form before providing consent. Consent will be requested at the time of registration.

  The notes below do not contain all of the information on the form and are only meant to help clarify some of the information.

  By consenting to Photo/Video Release you give Ontario Tech permanent permission:

  • • to take photos and video of the camper
    • to use all photos and video taken in various ways for marketing, promotion and advertising
    • to fully own and edit all photos and video taken
    • to use all photos and video taken without the need for approval from you of its use or how it is used
    • to not be prevented from using all photos and video taken

  Note: A camper photo will be requested at the time of registration. This photo will be on file for identification purposes only. This photo will not be used or shared as outlined in the above Photo/Video Release.
• Camper photo ID

  Ontario Tech University is committed to providing a safe environment for all children attending camps at the University. 

  A camper photo will be requested at the time of registration for in-person and family camps only.

  This photo will be on file for identification purposes and will only be used as necessary by University staff, campus security, police or other law enforcement and/or emergency services agents in the event of an incident. Retention of this photo is temporary. This photo will be deleted after the 2023 Summer Camps program has concluded.

  Please note:  It is the responsibility of the camper's legal parent/guardian to upload a suitable photo, as per the photo requirements listed below. University staff will not review photos for quality assurance. Photos sent by email will not be accepted.

  Photo requirements include:

  • Colour photo with clear facial features
  • .jpg/JPEG or .png file types only
  • Maximum file size: 10MB
  • Minimum recommended resolution: 400px x 600px

  How to reduce image size if your file is greater than 10MB:

  • Windows
  • Mac
• Medication(s), epi-pens & inhalers

  Medication(s)

  Over the counter medication(s) will not be administered by staff and should not be brought to camp. Staff will confiscate any over the counter medication(s) from campers, which will be held until check-out for the parent/guardian to retrieve.

  If a camper requires prescribed medication(s) during the course of their registered camp, parents/guardians will be required to contact the Campus Health and Wellness Centre to make arrangements for a health care professional to administer the prescribed medication(s). An appointment prior to camp may be required.

  Inhaler and/or epi-pen

  IMPORTANT! We recognize that campers may carry an inhaler and/or epi-pen. If this is the case please contact summercamps@ontariotechu.ca to complete the necessary forms, share pertinent information, and/or address any further questions.

  Epi-pens required for life threatening allergies must remain in close proximity to the camper. We suggest these items be carried in a labelled belt pack. Campers must show their camp counsellor where the epi-pen and/or inhaler is located.

  Campers are responsible for carrying their epi-pens and/or inhaler at all times.

• Camper drop-off/pick-up

  Unless a parent/guardian has arranged for their camper to sign-in or sign-out independently during camp registration, individual(s) authorized to drop-off/pick-up a camper will be asked to show photo ID and must sign an attendance sheet with a staff member during drop-off/pick-up.

  Only the listed parent/guardian, or other authorized individual(s), will be permitted to pick-up the camper. If someone attempts to pick-up or visit a camper who is not listed as a parent/guardian, or other authorized individual, we will not allow access to the camper until it has been verified by a listed parent/guardian.

• Packed lunches
  Any packed lunches, snacks, and/or beverages* must:
  

  • be nut free
  • be banana free
  • be non-perishable (a fridge will not be available for food storage)
  • be individually labeled and not shared

  Reduced litter lunches are highly encouraged.

  Campers are not permitted to use microwaves or other multi-use appliances (e.g., toasters, kettles, serving utensils).

  Nutrition and hydration breaks are taken outside (weather permitting).

  *Refillable beverage containers must be individually labelled. Refillable water stations are available to campers upon request.

• Before and after care

  Before and after care is available for all in-person summer camps (excluding Family camps). Before and after care are supervised by camp counsellors. Camp counsellors will escort campers going to and from before and after care. 

  You can sign up for before and after care when completing your child(ren)’s camp registration.

  Times

  Before care is available from 8 to 9 a.m.
  After care is available from 4 to 5 p.m.

  Pricing

  Before care

  $25 for 5-day camps
  $20 for 4-day camps

  After care

  $25 for 5-day camps
  $20 for 4-day camps

  Location

  Ontario Tech University - North Campus
  2000 Simcoe Street North
  Oshawa, Ontario L1G 0C5
  Canada

  Further information regarding drop-off and pick-up locations will be shared with registrants prior to the start of camp.

• Bring your own device (optional)

  Bring your own device (BYOD) is not a requirement. Campers will be provided with a laptop/computer for use during their registered camp as applicable.

  Attendees of select camp programs may bring a personal laptop for use during the registered camp. This option is applicable to the following camps only:

  Camp	Ages	Dates
  Battle Robotics	Ages 11 to 13	Week 7: August 14 to August 18
  Learning to Code: Beginner Python	Ages 12 to 13	Week 3: July 17  to July 21
  Learning to Code: Intermediate Python	Ages 12 to 13	Week 8: August 21 to August 25
  Design with Python	Ages 14 to 17	Week 4: July 24 to July 28
  Our Autonomous World	Ages 14 to 17	Week 5: July 31 to August 4
  Design of User Interfaces	Ages 14 to 17	Week 6: August 8 to August 11 (4-days)
  Design, Build, Battle Robotics	Ages 14 to 17	Week 7: August 14 to August 18

  Campers who bring their own device to camp must abide by the 2023 Ontario Tech University Camps (Children & Youth) Code of Conduct and Assumption of Risk and Release of Liability. 

  Please note that Ontario Tech is not responsible for lost, stolen or damaged personal items. IT Services does not provide repair or software support services on personally owned devices.

  Minimum laptop standards apply. See below for details:

  Operating System	Windows	Mac
  OS Version	Windows 10 or 11*	Mac OS version 10.15 or higher*
  CPU	Intel: Core i5/i7/i9, >1.5 GHz AMD: Ryzen 5/7/8, >1.5 GHz	Intel: Core i5/i7/i9, >1.5 GHz M Series: M1/M2, >1.5 GHz
  RAM	16 GB recommended
  Storage	250 GB minimum, Recommended 50 GB open space
  Graphics	Integrated graphics or better
  Network	Wireless Network (WiFi) capabilities
  Antivirus	Recommended; Windows Defender is available at no extra cost	Not required

  *Please ensure the latest software updates have been installed prior to the start of camp.

Virtual camps

• Online discussion rules

  All campers and staff have the right to a positive and safe camp experience.  For this reason, campers need to follow the following online discussion rules as well as the 2023 Camps (Children & Youth) Code of Conduct.

  1. Be safe
     • Examples:
       • Do not share personal information
       • Do not click links unless they are posted by the discussion facilitator or moderator
  2. Be kind
     • Examples:
       • No bullying, discrimination, or harassment
       • No harmful "jokes"
  3. Be respectful
     • Examples:
       • No explicit speech
       • Respect other people, their feelings, and ideas
  4. Be a good listener
     • Examples:
       • Listen to discussion, facilitators, and moderators
       • No spamming or all caps in the chat
  5. Be inclusive
     • Examples:
       • Give everyone a chance to speak
       • Create a safe environment for everyone
  6. Be relevant
     • Examples:
       • Keep conversation relevant to discussion topics
       • No advertising and/or promotion
       • No argumentative speech

  *Examples are not an exhaustive list. 

• Technology requirements & specifications

  Technology requirements for virtual camps vary and are specified in each camp description. Participants are responsible for reading this information and ensuring they meet the minimum technology requirements as well as they can prior to the start of camp. Please note that loaned school board equipment cannot be modified.

  A stable internet or data connection, webcam and microphone are required for all virtual camps.

  Minimum computer standards apply to our virtual camps. See below for details:

  Operating System	Windows	Mac
  OS Version	Windows 10 or 11*	Mac OS version 10.15 or higher*
  CPU	Intel: Core i5/i7/i9, >1.5 GHz AMD: Ryzen 5/7/8, >1.5 GHz	Intel: Core i5/i7/i9, >1.5 GHz M Series: M1/M2, >1.5 GHz
  RAM	16 GB recommended
  Storage	250 GB minimum, Recommended 50 GB open space
  Graphics	Integrated graphics or better
  Network	Wireless Network (WiFi) capabilities
  Antivirus	Recommended; Windows Defender is available at no extra cost	Not required

  *Please ensure the latest software updates have been installed prior to the start of camp.

• Physical material requirements
  Where relevant, physical materials may be required for virtual camps. If applicable, a materials list will be provided to registrants prior to the start of a virtual camp.
• Supervision and support

  During a virtual camp session, parents/guardians are responsible for supervising their child(ren).

  Some adult support (or support from an older sibling) may be needed to start the daily session for younger campers. Counsellors will then provide the support during the camp activities. Depending on the camper age and ability, additional support may be required by an adult and/or older sibling. 

  *Virtual camps can be attended from a variety of locations. During virtual camps, camp staff will reference the Camper Location, Parent/guardian 1, Parent/guardian 2, and Emergency Contact information provided at the time of registration for the purposes of addressing any on-screen Code of Conduct violations, issues and/or emergencies, or by police or other law enforcement agents in the event of an incident. We ask that registrants provide accurate Camper Location information at the time of registration.