Policies and Procedures

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Policies and Procedures

  • Registration Open or Close

    Registration

    Registration for camp and lunch programs close at 12 pm (MT) on the Thursday before the camp begins.

    • No late camp or lunch registrations will be accepted.
    • Lunch registration is will not be available the morning of camp.
    • Registration must be completed using the child's name.
    • All parents/guardians are required to fill-out the Camper Information and Waiver (CIW) upon registration.

    Date registration closes per week of camp:

    • Week 1 (July 3 - 6) - Registration closes 12 pm (noon) on June 28, 2018
    • Week 2 (July 9 - 13) - Registration closes 12 pm (noon) on July 5, 2018
    • Week 3 (July 16 - 20) - Registration closes 12 pm (noon) on July 12, 2018
    • Week 4 (July 23 - 27) - Registration closes 12 pm (noon) on July 19, 2018
    • Week 5 (July 30 - Aug. 3) - Registration closes 12 pm (noon) on July 26, 2018
    • Week 6 (Aug. 7 - 10) - Registration closes 12 pm (noon) on August 2, 2018
    • Week 7 (Aug. 13 - 17) - Registration closes 12 pm (noon) on August 9, 2018
    • Week 8 (Aug. 20 - 24) - Registration closes 12 pm (noon) on August 16, 2018
    • Week 9 (Aug. 27 - 31) - Registration closes 12 pm (noon) on August 23, 2018

    All parents/guardians are required to review SAIT Summer Camps Polices and Procedures prior to the first day of camp.

  • Program requirements (ages and grades) Open or Close

    Participants must meet the grade or age requirements outlined below:

    Grade 4 - 6

    • Currently enrolled in Grade 4, 5 or 6
    • Or, entering Grade 4 in September 2018

    Grade 7 - 9

    • Currently enrolled in Grade 7, 8 or 9
    • Or, entering Grade 7 in September 2018

    Grade 7 - 12

    • Currently enrolled in Grade 7, 8, 9, 10, 11 or 12
    • Or, entering Grade 7 in September 2018

    Hockey camps for 2018

    • Peewee (Born in 2006 or 2007)
    • Atom (Born in 2008 or 2009)
    • Novice (Born in 2010 or 2011)

    Families will be contacted if the necessary age or grade requirements are not met for a specific camp, and alternative programs will be discussed. If it is determined that age or grade requirements are not met for any of programs, then SAIT Summer Camps will follow the cancellation policy.  

  • Sign-in and sign-out Open or Close

    Sign-in procedure

    First day of SAIT Summer Camps

    • SAIT Summer Camps will not accept a participant into program until the Camper Information and Waiver (CIW) form is completed.
    • It is the responsibility of the families to confirm or complete any outstanding paperwork by the first day of program. SAIT Summer Camps recommends that participants arrive by 8:30 am, and are accompanied by a parent or guardian on the first day of camp.
    • Hard copy or electronic registration confirmations  are recommended at sign-in on the first day.

    Families may allow participants to sign themselves in to the program, and do not need to accompany the participant to the sign-on location.

    Before camp care runs from 7:30 am to 9 am each day. If a participant is late, please follow the "Late drop-off and pick-up" procedure listed in the "Polices and Procedures" section of saitsummercamps.ca

    Sign-out procedure

    Self-sign-out: participants are able to sign themselves out at the end of program.

    • Participants may be designated self-sign-out by parents/guardians on the CIW form under "Section J: End of Day Release".
    • Participants designated self-sign-out will begin being dismissed from the designated sign-in/out location at 3:45pm each day of program.
    • Participants designated self-sign-out may attend after care until 5:30 pm. Following 5:30 pm the participant will be dismissed from the designated sign-in/out location.
    • By selecting self-sign-out families are providing official consent to the manner of the release of participants.

    Authorized individual sign-out: participants will only be released to authorized persons for pick-up at the end of program.

    • Participants that require an authorized individual for sign-out may be designated on the CIW form under "Section J: End of Day Release".
    • Authorized persons for pick up can be designated on the CIW form under "Section J) End of Day Release".
    • Government-issued photo ID is required by authorized individuals, and will need to be presented to SAIT Summer Camps staff at the end of each day.
    • Participants will only be released from SAIT Summer Camps to authorized individuals with government-issued photo ID.

    After camp care runs from 4 pm to 5:30 pm am each day. If the authorized individual will be late for pick-up, please follow the "Late drop-off and pick-up" procedure listed in the "Polices and Procedures" section of saitsummercamps.ca.

  • Dress code requirements Open or Close

    General Dress Code

    • All campers are required to wear our SAIT Summer Camps participant t-shirt for the duration of the camp. For the purposes listed below:
      • ldentify participants as SAIT summer campers. Repeated failure to wear the SAIT Summer Camps t-shirt. Information pertaining to specific dress code requirements for particular camps will be outlined in the family package;
    • Failure to adhere to dress codes for certain camps will result in campers having to sit out from activities or the camp itself.
    • All campers are encouraged to wear closed-toed shoes (preferably running shoes) and clothes in which they can move freely. Campers should be prepared for physical activity and ensure they have appropriate footwear for their recreation breaks.
    • Activities during recreation breaks may include outdoor field and gym activities. Campers who are in camps that require specific dress codes will need to bring a change of clothes to camp to change into shorts and a t-shirt for recreation activities. Campers will be provided with a SAIT Summer Camps t-shirt.
  • Parking Open or Close

    Parking information - SAIT Summer Camps

    • P3 (located west of Thomas Riley) is the designated parking lot for SAIT Summer Camps.
    • Parking is available at no cost in P3 for up to 30 minutes during drop-off and pick-up times.
    • If the maximum time of 30 minutes is exceeded regular parking rates will be applied. 
    • Families using the parking lot outside of designated times will be subject to regular parking rates.

    When entering the parking lot DO NOT insert a credit card into the ticket kiosk. Press the ticket button on the kiosk to receive a ticket for entrance. Upon exiting re-insert the ticket into the kiosk. If there are issues, press the "Help" button located on the kiosk, or speak with an available parking attendant. 

    Parking information - Trojans Sports Camps

    • P6, Level 1 (top level, underground parking) is the designated parking lot for Trojans Sports Camps.
    • Parking is available at no cost in P6, Level 1 for up to 30 minutes during drop-off and pick-up times.
    • If the maximum time of 30 minutes is exceeded regular parking rates will be applied. 
    • Families using the parking lot outside of designated times will be subject to regular parking rates.

    When entering the parking lot DO NOT insert a credit card into the ticket kiosk. Press the ticket button on the kiosk to receive a ticket for entrance. Upon exiting re-insert the ticket into the kiosk. If there are issues, press the "Help" button located on the kiosk, or speak with an available parking attendant. 

    Additional parking 

    Visitors to SAIT campus may use any of the visitor parking lots, but only P3 and P6, Level I are designated for SAIT Summer Camps families

    Parking questions or concerns

    Parking questions or concerns can be addressed to parking services located on SAIT campus. Contact information can be found below:

    • Campus Centre, office V215
    • Phone: 403.210.4494
    • Fax: 403.210.4490
    • Email: campus.parking@sait.ca
  • Staff and volunteers Open or Close

    Staff and Volunteers

  • Inclusion Open or Close

    Incluison

  • Behavioural expectations Open or Close

    Behavioural expectations

    In addition to the SAIT Code of Conduct Policy and Procedure (available at sait.ca), campers and families are expected to conduct themselves in a mature, respectful and cooperative manner while attending SAIT Summer Camps. Campers are responsible for their own behavior and conduct.

    • Inappropriate behaviour includes:
    • Preventing or interfering with another camper’s experience
    • Threats, bullying, harassment, intimidation, abuse or fighting
    • Being under the influence or in the possession of drugs or alcohol
    • Vandalizing or abusing camp equipment o Possession or use of tobacco or tobacco products
    • Disregarding SAIT or SAIT Summer Camps rules and policies
    • Possession or use of weapons or harmful objects (knives, lighters, matches, etc.)

    Please contact the SAIT Summer Camps admin team at 403.210.5650 if a camper attending a SAIT summer camp reports an experience of any form of harassment or discrimination during the course of the camp activities. Behaviour that is deemed unacceptable will result in expulsion from camp.

    No refund will be given to any camper who has been removed from camp due to inappropriate behaviour.

  • Computer use Open or Close

    Computer use policy

    It is possible that a camper may spend time on a computer with Internet access while at camp. While the camp leaders/instructors will make reasonable efforts to restrict access to questionable material, the possibility of intentional or inadvertent access exists. SAIT takes no responsibility in the event a camper intentionally or inadvertently accesses inappropriate material online.

    SAIT Summer Camps adheres to the SAIT Information Services User Code, AD.2.7 and AD.2.7.1, and SAIT Code of Conduct policy.

    The following are considered inappropriate computer use and are violations of SAIT’s computer policy:

    • Accessing pornography, obscene or discriminatory materials
    • Harassing other users
    • Vandalism of accounts and systems
    • Using abusive, vulgar, and other inappropriate language
    • Distributing copyrighted material
    • Creation or publication of explicit material
    • Sharing of individual and/or networked accounts and/or passwords

    Violations of SAIT’s computer use policy may lead to disciplinary actions that include, but are not limited to, SAIT notifying the family of the possible removal of the camper from SAIT Summer Camps without monetary reimbursement. Additional rules can be found in SAIT’s Information Services User Code available at sait.ca.

  • Family Code of Conduct Open or Close

    SAIT Summer Camps — Family Member Code of Conduct

    Statement of Rights and Responsibilities & Resolution Process for SAIT Summer Camp Family Members

    Purpose

    SAIT Summer Camps is committed to establishing a partnership with each camper’s family based on mutual respect to ensure that each camper reaches their full potential at SAIT Summer Camps. This partnership includes rights and responsibilities for both SAIT Summer Camps staff and each camper’s family members. SAIT Summer Camps strive to foster a positive community where campers and staff feel safe.

    Definition

    “Family member” includes, but is not limited to: parents, guardians, stepparents, siblings, grandparents and additional extended family of SAIT Summer Camp camper.

    Scope

    This Code of Conduct constitutes a guide meant to be observed by SAIT Summer Camps staff and campers family members.

    SAIT Summer Camps – Staff Rights

    • Each staff member has the right to be treated with respect, kindness and dignity.
    • Each staff member has the right to a safe and positive working environment.
    • Each staff member has the right to communicate clearly and openly with each camper’s family.

    SAIT Summer Camps – Staff Responsibilities

    • Each staff member is responsible for providing a safe, positive and meaningful SAIT Summer Camps experience to the best of their ability.
    • Each staff member will treat others with respect, kindness and dignity.
    • Each staff member is responsible for following all relevant SAIT Summer Camps policies to ensure safety and adherence to the SAIT Summer Camps programs and the SAIT Summer Camps Family

    Member Code of Conduct

    Family Rights

    • Each family member has the right to be treated with respect, kindness and dignity.
    • Each family member has the right to express their concerns.
    • Each family member has the right to communicate openly with the SAIT Summer Camps staff.

    Family Responsibilities

    • All family members are responsible for knowing, understanding and complying with this code of conduct, and the SAIT Summer Camps policies and procedures.
    • Family members must respect and treat SAIT Summer Camps staff with dignity, especially when there is a concern, complaint or a dispute.
    • A family member’s concern will be addressed while maintaining the integrity of the SAIT Summer Camps programming and staff.
    • Concerns and complaints must be dealt with respectfully and in an appropriate manner and should not be addressed (1) in front of campers or (2) during camp time.
    • When communicating with SAIT Summer Camp staff, unacceptable behaviour will not be tolerated. Unacceptable behavior includes, but is not limited to, verbal, physical or psychological abuse, bullying, or swearing.
    • Each breach of the Family Code of Conduct, the SAIT Summer Camps policies and procedures and any relevant SAIT policies and procedures carries with it a degree of gravity. Consequences for breach may include but are not limited to a verbal warning followed by documentation, expulsion of camper without a refund, family member/camper ban from camp registration for a defined period of time or indefinitely.

    Confidentiality

    • All concerns and complaints are subject to strict confidentiality.

    SAIT Summer Camps' Resolution Process

    • Every effort will be made to resolve the dispute at the earliest stage in the process, in the most efficient manner, in order to proceed without unnecessary delays.
    • The SAIT Summer Camps resolution process comprises of four levels, and each level must be completed before proceeding to the next level in the process. The concern or complaint will not be addressed if the order of the levels are not followed. Levels are as follows:

    Level One

    1. A camper’s family member with a concern or a complaint must raise the issue with their SAIT Summer Camps leader by the end of the following business day. The camp leader will work within their capacity, knowledge and authority to resolve the issue immediately.

    Level Two

    2. If the issue is not resolved or if the issue is beyond the scope of the leader’s responsibilities, the camper’s family member can direct their communication by phone call, email or in person, to a member of the SAIT Summer Camps administration team within one (1) business day of the leader’s response or decision.

    2.1 The administration team will make every effort to ensure that the issue is heard and resolved   with within two (2) business days. Discussion may be over the phone or via email.

    Level Three

    3. If the matter is not resolved, the camper’s family member can raise the issue, in writing via e-mail, with the SAIT Summer Camps Director within two (2) business days of the administration team’s response or decision.

    3.1 The written documentation must include a description of the nature of the concern in addition to the previous actions taken at level one and level two.

    3.2 The SAIT Summer Camps Director may discuss the concern or complaint over the phone or via email. Concerns or complaints may also be discussed in person with the camper’s family member.

    3.3 The SAIT Summer Camp Director will consider the concern or complaint and will communicate his or her decision in writing via email within three (3) business days of receiving the written documentation from the camper’s family member.

    Level Four

    4. If the matter is not resolved at level three, the camper’s family member may request, within two (2) days of receiving the response or decision from the SAIT Summer Camps Director that the matter be forwarded to the Dean of the Centre for Academic Learner Services. This written documentation must include: (1) a description of the nature of the concern or complaint, (2) previous actions taken at levels one, two and three, (3) a description of the decision taken by the SAIT Summer Camps Director, and (4) the reasons for the request for further review by the Associate Vice-President, Academic and Learner Services.

    4.1 The Associate Vice-President, Academic and Learner Services may meet with the camper’s family member to hear the concern or complaint. Discussion may also be by phone call or via e-mail.

    4.2   The Associate Vice-President, Learner Services will consider the concern or complaint and will communicate a response or a decision to the family member within five (5) business days of receiving the written documentation.

    Appeals

    The decision made by the Associate Vice-President, Academic and Learner Services is final and will not be subject to further review.

  • Refunds/Cancellations/Transfers Open or Close

    Refund policy

    To cancel your registration and be eligible for a refund, SAIT's Office of the Registrar must receive notice three (3) full working days prior to camp commencement. Cancellations may be submitted via e-mail, phone, fax, mail, or in person. For all cases, a minimum administrative fee of $50, plus any applicable service costs, will be retained from the course fee. Refunds for those who have paid by cash, cheque, money order, debit card, or direct deposit are issued directly to the payee in the form of a cheque or debit refund. Refunds may be processed in person by presenting the corresponding card used in the initial transaction to the Finance office (located in Room MC201). Refunds for payments made by VISA or MasterCard are credited to the account number of the credit card used to pay the camp fees. The credit card statement should indicate the refund in approximately four weeks. Any camper suspended or expelled from a SAIT program, academic school, or the Institute for any reason, is not eligible for a refund. For further information, please contact SAIT Student Services at 403.284.7248; press option 2, then option 3.

    Cancellation policy

    SAIT reserves the right to cancel, postpone, or combine SAIT summer camps or activities, to limit registrations, alter camp content, instructors, leaders, dates and/or times. Registrants will be notified of camp changes by email before the start date. Full refunds are issued for SAIT-cancelled or rescheduled courses or activities. Registrants will be given the option of transferring into available SAIT Summer Camps, but will be responsible for paying the difference for transferring to a more expensive camp. SAIT will refund the difference in the event of a transfer to a less expensive camp.

    Transfer policy

    To transfer or change registration of a camper from one camp to another, SAIT's Office of the Registrar must receive the request in writing at least three (3) full working days prior to the camp commencement date. Any transfer to another camp is subject to availability of space in that camp and any difference in fees.

  • Late drop-off and pick-up Open or Close

    Late drop-off and pick-up

  • Early pick-up Open or Close

    Early pick-up

  • Food allergies and dietary concerns Open or Close

    Food allergies.

  • Vandalism and theft Open or Close

    Vandalism and theft.

  • Field trips Open or Close

    Field trips.

  • Camper Information and Waiver (CIW) form Open or Close

    CIW

  • Absences Open or Close

    Absent campers.