The following policies and procedures have been put in place to ensure every child has a safe and enjoyable summer at camp.  It's important that every parent reviews the following rules and makes sure they talk to their kids so they know what is expected of them and can make the most of their time at camp!

Activity Fee Refund Policy

To register your child for a seat in our program a down payment is required for each week. This consists of the activity fee for your child to participate in the weekly trips. In order to get the best rates, we must purchase tickets in spring, and in some cases the previous winter.  Therefore, this is non-refundable and non-transferable to other weeks.

Remaining Activity Fee Due Date

For those that register for 7 or more weeks have an option to delay 50% of their activity fee’s due at registration. The other half of the activity fee is due any time prior to June 1, 2018. Any remaining activity fee’s paid after that date will have a $50 late fee assessed.


Tuition is due on the first day of each week you have registered for. Any payment received after Tuesday and is considered late. The late tuition fee is $30 and will be assessed on that week’s tuition cost.

Tuition Refund Policy

To register your child for a seat in our program a down payment is required for each week. This consists of the activity fee for your child to participate in the weekly trips. This is non-refundable.

Camp Changes

All changes must be in writing. Your activity fees cannot be refunded or reapplied to other weeks. If you withdraw in less than 7 day’s notice of that week you are responsible for that week’s tuition.

Late Pick-Up

Late pick-up is considered to be any time after 4:30pm, or 6:00pm for extended care. If you are late, a late fee of $1.00 per minute will be accrued until pick up. The pick-up time is determined by the time
you sign out of our system.

Food & Water

Campers bring their own lunches from home. A refrigerator will be provided to store lunches. Please pack both a morning and afternoon snack and label with the camper’s name. Because our goal is to get kids out and experiencing summer we ask that kids bring water with them to camp. Sugar-based beverages are discouraged.

Booster Seats

The State of Maryland’s current law on booster seats is that a child who is younger than 8 years must be in a booster seat, unless they are 4’9” in height.  If your child needs a booster one must be left with him/her at drop off.

Transportation Agreement

Parents will be responsible for communicating with Active Minds Learning Camp LLC before 7:45am if their child(ren) will not attend camp for that day, so not to impede any schedule trip times or activities.


Please apply sunscreen in the morning before your child leaves the house. You may also send a bottle of sunscreen labeled with your child’s name for their cubby. It is important to note that staff
members cannot apply sunscreen directly onto campers. Staff will remind campers to reapply sunscreen throughout the day.

Personal Items

Please do not bring valuables to camp. This includes electronics, such as cell phones and tablets.  Active Minds is not responsible for lost or stolen items. We have a set of tablets that are used in
structured station time and as incentives.

Early Arrival

Before care starts at 7:30am and the regular camp day begins at 8:30am. You cannot drop campers off before their set time, regardless of any staff that may be in the building.

Custodial Concerns

You must make Active Minds Learning Camp, LLC aware of any court orders relating to any child.  Please provide a copy of the court order for our records. If someone is specifically not allowed to pick up a child, please make the director aware of this and note it in your authorized pick up form.


Sneakers are recommended daily. Please send your child with a swimsuit and towel on swim days. An extra pair of clothes, swimsuit, and towel for your camper’s cubby or backpack is required.

Signing In/Out

All campers must be signed in and out by a parent, guardian or other adult listed on their emergency contact card. Adults must show valid photo id at the time of signing out.


Active Minds cannot administer any medication. This includes both prescribed and over the counter medicine. If your child can self-administer, either their doctor prescribed medication or over the counter medication, such as Tylenol or allergy medicine, a doctor must fill out the proper form for us to allow them.

Hot & Inclement Weather

Our daily schedule can be modified due to unseasonable hot weather or rain. We will monitor the weather daily throughout the week to ensure that we can accomplish as much of our experiential program as possible. Some weather issues are unavoidable and we are planning alternative activities that we could do when bad weather takes the entire day away.

Illness Policy

Please do not send your child to camp if they are feeling ill. If your camper suddenly feels sick we will make your child as comfortable as possible while parents are contacted for immediate pick-up.

Campers displaying symptoms of commutable disease such as vomiting, diarrhea, or fever must be clear of such symptoms for at least 24 hours before re-admitted to camp. Depending on the nature of the illness, a doctor’s note may be required before the camper may be readmitted to camp.


In the unfortunate event that your child is injured, we are trained to provide emergency care, while getting emergency help. It is imperative that you are reachable by phone because doctors and hospitals will not treat children with non-life threatening injuries without a parent’s presence

In case of emergency requiring immediate attention, Active Minds staff will:

  • Administer first aid
  • Make the child comfortable
  • Call 911
  • Notify the parent
  • Notify Active Minds Leadership
  • Accompany child to the hospital

In the case of injury not requiring emergency care, camp staff members will:

  • Administer appropriate first aid
  • Notify parent by pick-up time
  • Observe and monitor the child’s activity

Behavior and Discipline Policy

At Active Minds we believe in making good decisions. We encourage, and support good decision making skills through positive reinforcement. As educators, our staff has been trained extensively on positive reinforced behavior modification. We support positive behavior by:

  • Focusing on the positive
  • Offering a wide selection of activities for children to participate in
  • Developing rules with the kids, which gives ownership and makes clear expectations and consequences
  • Believe in “cool-out” time, to allow kids to calm down before engaging them.

Behavior Expectations

All campers, and parents, are expected to exemplify Active Minds core values of respect and responsibility at all times while at camp. Appropriate and respectful language, mannerisms, and behavior is expected at all times.

Behavior Intervention Plan

The purpose is to enable a child that may be having behavioral difficulties to reach success in the program and sets acceptable limitation on the amount of disruption that will be allowed.

Disruptive Behavior includes but is not limited to:

  • Refusing to participate in programs/activities
  • Bullying
  • Physical harm
  • Lying or stealing
  • Destroying property

Procedures for Behavior Management Plan

The timeline for these procedures in unspecified and will vary

The director will:

  • Alert parents to the problem behavior
  • Document the behavior
  • Review the plan with the child’s parent and ask for suggestions and help with implementation
  • Seek the counsel of a behavioral interventionists
  • If the problem persist, the director will require that the child be picked up immediately and suspend the child.

Immediate Suspension from camp will result if the child:

  • Endangers or physically threatens the camp, staff or campers
  • Destroys property intentionally