SayPro Camp Enrollment Forms: Registration forms for participants, detailing personal information, emergency contacts, and medical requirements.

SayPro Camp Enrollment Forms

The SayPro Camp Enrollment Forms are critical tools for gathering essential information about each participant, ensuring their safety, well-being, and smooth registration process for the SayPro Quarterly Summer Camps. The forms are designed to collect personal information, emergency contact details, and medical requirements while also complying with legal and safety standards. Below is a detailed breakdown of the key sections included in the SayPro Camp Enrollment Forms, along with their purpose and requirements:

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1. Participant Information

This section collects the basic personal details of each participant, ensuring that the camp staff has the necessary background information for identification and communication.

• Full Name:
  • First Name, Last Name (Middle Name, if applicable)
• Gender:
  • (Optional) Male / Female / Non-binary / Other
• Date of Birth:
  • [Day] / [Month] / [Year] (Age at time of camp)
• Home Address:
  • Street Address
  • City
  • State/Province
  • Postal Code
• Phone Number:
  • Parent/Guardian Contact Number
• Email Address:
  • Parent/Guardian or Authorized Adult Email for communication
• Preferred Name or Nickname:
  • (If applicable)

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2. Parent/Guardian Information

This section provides the contact details of the parent or guardian who will be responsible for the participant during the camp, as well as emergency contact details in case the primary guardian cannot be reached.

• Primary Parent/Guardian Name:
  • First Name, Last Name
• Relationship to Participant:
  • Mother, Father, Legal Guardian, Other
• Phone Number(s):
  • Cell Phone Number
  • Home Phone Number
  • Work Phone Number
• Email Address:
  • Email address for camp updates and emergency communication
• Secondary Emergency Contact:
  • Name of secondary emergency contact (e.g., a relative or friend who can be reached if the primary guardian cannot be reached)
  • Relationship to Participant
  • Phone Number
  • Email Address

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3. Medical Information

This section collects the participant’s medical history, current health conditions, and required medications, ensuring the camp staff is prepared for any medical needs during the camp. It also allows the camp to plan for any necessary accommodations based on the participant’s health.

• Health Insurance Information (Optional but Recommended):
  • Insurance Provider Name
  • Policy Number
  • Primary Policy Holder Name
• Primary Care Physician’s Name and Contact Information:
  • Name of Physician
  • Phone Number
  • Address of Clinic or Office
• Allergies:
  • Does the participant have any allergies?
    • Yes / No (If Yes, specify: Food, Medicine, Environmental, Other)
    • Detailed description of allergy symptoms, triggers, and management steps
• Medications:
  • Does the participant take any medications?
    • Yes / No (If Yes, list all medications, including dosage and frequency)
    • Indicate if the medication needs to be administered during camp and how it should be managed
    • Include any necessary instructions for administering the medication (e.g., timing, special requirements)
• Pre-existing Medical Conditions:
  • Does the participant have any pre-existing conditions (e.g., asthma, diabetes, epilepsy)?
    • Yes / No (If Yes, specify the condition and provide any special instructions)
    • Provide emergency management information or specific care instructions needed for the condition
• Recent Surgeries/Medical Procedures:
  • Has the participant undergone any surgeries or medical procedures in the past year?
    • Yes / No (If Yes, describe the procedure and recovery status)
• Dietary Restrictions or Special Needs:
  • Does the participant have any dietary restrictions (e.g., vegetarian, vegan, gluten-free, religious dietary preferences)?
    • Yes / No (If Yes, specify the dietary needs)
  • Are there any special needs or accommodations required (e.g., mobility issues, learning disabilities)?
• Immunization History (if applicable):
  • Required vaccinations (e.g., tetanus, MMR) and the date they were administered (or opt-out if permitted by law)

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4. Emergency Medical Authorization

This section is a legal requirement to ensure that in the event of an emergency, the camp staff has permission to seek immediate medical care for the participant if the primary guardian is unreachable.

• Medical Emergency Consent:
  • “I, the undersigned, give permission for SayPro staff to seek emergency medical treatment, including hospitalization, for my child if necessary, during the camp session.”
  • Signature of Parent/Guardian
  • Date of Signature
• Consent for Medical Treatment:
  • A statement authorizing SayPro staff to provide basic first aid and seek professional medical help if needed.

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5. Camp Program and Activity Consent

This section outlines the types of activities the participant may engage in during the camp, requiring explicit consent from the parent/guardian.

• General Camp Activity Consent:
  • “I consent to my child participating in all regular camp activities, including sports, arts, leadership activities, and group outings.”
  • Signature of Parent/Guardian
• Field Trip and Off-Site Activities:
  • “I give permission for my child to participate in field trips and off-site activities organized by SayPro during the camp.”
    • List any specific field trips, excursions, or off-site activities planned
• Use of Photographs and Videos:
  • “I consent to my child being photographed or filmed during camp for promotional materials and documentation purposes, including the SayPro website, social media, and printed materials.”
    • Yes / No

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6. Behavioral Agreement and Code of Conduct

This section outlines the camp’s expectations regarding behavior and discipline, ensuring that participants and their guardians are aware of the camp rules.

• Camp Code of Conduct:
  • “I agree that my child will abide by the rules and guidelines set by SayPro Camp, including respecting staff, peers, and camp property.”
  • Outline of specific camp rules and expectations regarding behavior, such as bullying, alcohol, and substance use, curfew adherence, and communication with staff.
• Behavioral Expectations Agreement:
  • “I understand that failure to comply with the camp rules may result in the participant being sent home early at my expense.”
  • Signature of Parent/Guardian

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7. Parent/Guardian Acknowledgment and Signature

This section confirms that the parent or guardian has reviewed the enrollment form, understands all the provided information, and acknowledges the terms and conditions.

• Acknowledgment of Information Provided:
  • “I acknowledge that the information provided in this form is accurate to the best of my knowledge, and I agree to notify SayPro if any changes occur prior to or during the camp session.”
• Waiver of Liability:
  • “I, the undersigned, understand the inherent risks associated with the camp activities and agree to release SayPro, its staff, and volunteers from any liability for accidents or injuries that may occur during my child’s participation.”
  • Signature of Parent/Guardian
  • Date

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8. Additional Notes or Special Requests

This section allows parents/guardians to provide any additional information that could help camp staff better serve the participant’s needs.

• Special Instructions or Requests:
  • Space for parents/guardians to provide any additional details about the participant that might assist in their experience at the camp, including fears, preferences, or personal notes.

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Conclusion

The SayPro Camp Enrollment Forms serve as an essential tool for gathering participant information, ensuring safety, and obtaining necessary consents and medical details. By collecting detailed data in an organized manner, SayPro ensures the smooth operation of the camp, addresses any special needs, and guarantees that staff are prepared to handle any situation that may arise. These forms should be completed and submitted well in advance of the camp session, ensuring all logistical, medical, and safety protocols are in place to provide a successful and enjoyable camp experience for all participants.