Are you a parent preparing to send your child to camp? Having all the necessary information and resources at your fingertips can make the entire experience smoother and more enjoyable for both you and your child. That’s why we’ve put together this comprehensive parent’s guide to help you navigate the check-in and check-out process, access important forms, stay connected with your camper, and more. So, let’s dive in and make sure you’re fully prepared!
Check-in and Check-out
- Check-in: Arrive on Sunday at 1pm to get your child settled in and ready for an amazing camp adventure.
- Check-out: Friday evening at 6:30pm is when you can pick up your child and hear all about their incredible experiences.
CampInTouch: Your One-Stop Resource
Our CampInTouch platform is designed to streamline communication and provide you with convenient access to all the information you need. Here’s what you can do on CampInTouch:
- Make payments
- Get required forms
- Upload and update information
- Review your selections
- Send one-way emails to your camper
- View camper photos
You can log in to your CampInTouch account anytime, day or night, for your convenience. Just look for the button at the top of our website.
Important Reminder: Please ensure that all forms and balances are submitted two weeks before check-in to avoid a late fee of $35.
CampInTouch: Photos and Emails
Can’t wait to see what your camper is up to? With CampInTouch, you have access to two fantastic features:
- CampStamps: Send one-way emails to your camper, which are printed and handed out during lunch and dinner. Each CampStamp equals one email, and you can even add puzzles, backgrounds, and games to make it extra special. Pricing starts at just $10.
- Camper Photos: Every session, we upload camper photos daily from Monday to Friday. Take a peek at your child’s adventures and order prints or digital downloads. Please note that photos are accessible until December 31st each year, and rates for purchasing photos can be found on your CampInTouch page.
Please Note: While we make every effort to capture an image of every camper each day, it may not always be possible to accommodate special photograph requests due to the number of campers and activities taking place.
CampInTouch: Camper Forms, Payment/Balances, and Waivers
All required camper forms and payment/balances can be conveniently accessed through your CampInTouch account once your camper is registered. Here’s what you need to know:
- Required forms: Physical Exam, Health History, Camper Information, and Departure for Pick Up (located in FAMILY FORMS at the bottom of the Forms section). Additionally, please submit the Immunization Form (provided or from the Health Department) and a copy of your child’s Insurance Card. The Transportation form lets us know how your camper will be arriving at camp.
- Uploading forms: Download the forms from your CampInTouch account, complete them, and then upload them directly to your account. This ensures the safety and security of your camper’s information.
Pro Tip: If you have any questions or need assistance with forms or using CampInTouch, don’t hesitate to reach out to us at 256-268-2007 or email cosbyforms@ymcabham.org.
The Parent Handbook and Other Documents
To make your experience as smooth as possible, we’ve compiled links and documents that are handy tools for you and your camper. Here are some of the resources you’ll find:
- The Sleepaway Camp Parent Handbook: A must-read for all parents, it contains essential information about everything Cosby, including changes, check-in, check-out, the health center, and communication policies.
- Camp Scholarship/Financial Assistance Form
- Weekend Camp Schedule (Updates Coming Soon!)
- Daily Schedule
- Packing List
- YMCA Leathers Program
- Cancellation Policy
Payment & Cancellation Policy – Important Information to Know
We have a few important policies to keep in mind regarding payments and cancellations:
- Payment Policy: To ensure a smooth check-in process, please submit all forms and balances two weeks prior to check-in. Any payments or forms submitted after this date may incur a late fee of $35.
- Cancellations, Session/Program Transfers, and Refunds: Deposits are non-refundable. Cancellations within 7 days prior to check-in result in forfeiture of the full camp fee. Cancellations within 8-14 days prior to check-in result in forfeiture of 75% of the full camp fee. Cancellations 15-30 days prior to check-in result in forfeiture of 50% of the full camp fee. Please note that no refunds are given if a camper leaves early due to homesickness or is dismissed due to a medical condition or behavioral issues.
- Additional Information: We understand that unforeseen circumstances may arise, necessitating cancellations or transfers. After May 1, any session or program change requests will be charged a one-time $25 transfer fee. Please submit detailed transfer requests to cosby@ymcabham.org with “Transfer Request” in the subject line, including your camper’s name, grade, session request, and supporting reasons.
If you’d like to protect your financial investment, we offer Program Protector, an insurance policy that can be purchased at the time of registration. It provides coverage for unexpected cancellations. Click here to learn more.
Frequently Asked Questions
Camp Meals – What can my camper expect?
At YMCA Camp Cosby, we pride ourselves on providing a fun, interactive, and character-building dining experience in a family atmosphere. Here’s what your camper can expect:
- Seating: Campers sit at the same table as their cabinmates and counselors for each meal, fostering a sense of community.
- Family Style Meals: Meals are plated and set on the table for campers to pass, share, and enjoy. This encourages campers to spend their time connecting with each other rather than waiting in line.
- Salad Bar/Other Options: Each meal offers a variety of options, including a salad bar. We ensure that no camper goes hungry, and dietary restrictions and special meal needs can be communicated in advance on your camper application.
- Kitchen Patrol “KP”: During each meal, one camper from each cabin takes on the responsibility of Kitchen Patrol. They set the table, refill dishes, fill the water pitcher, and help clean up. Campers love being the KP because it gives them extra responsibilities and allows them to take care of their cabinmates.
- Consolidation: After the meal, everyone pitches in to clean up the table and ensure a tidy eating area.
- Songs and Dancing: The Dining Hall is not only a place to eat but also a hub of excitement. After mealtime, the Dining Hall comes alive with songs, chants, and dances. Even if your camper doesn’t know the songs and dances yet, our returning campers and counselors will be more than happy to teach them!
What are Cosby’s facilities like?
At YMCA Camp Cosby, we take pride in maintaining safe and comfortable facilities year-round. While the best way to experience camp is through an Open House or Family Event, you can get an idea of what we have to offer through our Camp Map and Facilities. We invite you to explore and see for yourself!
How do I know my child will be with their Cabinmate Request?
We understand the importance of cabinmate requests at Camp Cosby. We allow up to three cabinmate requests, as long as the campers are in the same village and of the same gender. While most requests are easily accommodated, if we are unable to fulfill a request within our guidelines, we will contact you in advance to discuss alternatives.
How can we stay connected to Cosby Year-Round?
To stay connected with Camp Cosby throughout the year, it’s essential to have a current email address on file. We host a variety of events and programs, including Winter Camp, Family Days, Open Houses, Retreats, and our Outdoor Classroom Program. These events provide opportunities for campers and families alike to continue their Cosby experience outside of the summer season.
We hope this parent’s guide has given you a comprehensive overview of what to expect and how to make the most of your child’s camp experience at YMCA Camp Cosby. If you have any further questions or need assistance, please don’t hesitate to reach out to us. We’re here to ensure your child has an unforgettable time at camp!