Camp HQ: Parent Resource Page
Find it fast:
HOW TO REGISTER FOR CAMP
MEMBERSHIP TYPES
PAYMENT OPTIONS AND CANCELLATION POLICY
FINANCIAL ASSISTANCE
HEALTH AND SAFETY
CAMPDOCS
NUTRITION GUIDANCE
CAMP DIRECTORS
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HOW TO REGISTER FOR CAMP:
1. Please review payment options, expectations and policies prior to registering for camp as found below. During registration, you will be asked to agree to the "payment and cancellation policy" listed below.
2. Navigate to the camp of your choice via our website and click the REGISTER button (righthand sidebar on each camp page). Click REGISTER on the next page as well.
3. You will be prompted to Log into your MetroWest Y Account or Create an Account.
MEMBER? log in to your account with your member username and password so that you receive the member rate for camp. (If you forgot your password, please click "forgot password" to receive an email to reset it. DO NOT create a new account; this will duplicate your account and will not be linked to your membership discount.)
NOT A MEMBER? If you have registered for MetroWest Y programs in the past as a non-member, log into your account. If you are new, create an account on this same page.
We recommend that you become a member first to take advantage of member pricing. Visit our membership page.
4. Choose or add the person you are sending to camp. Then add the grade they will enter in the Fall 2023.
5. From the drop down menus, choose individual camp weeks and camp options. Choose add-ons such as AM/PM care, busing (available in Hopkinton), or to purchase lunches (Hopkinton and Natick).
5. Complete the registration by following the on page prompts. You can pay deposits only, or choose to pay in full. Once registered, you will receive a receipt by email.
6. In April you will receive an email with information about how to access our camper portal, CampDoc, to upload required information (see below for details).
7. If you need to make an changes or cancellations to your camp weeks, please send details in writing to ycampoffice@metrowestymca.org
MEMBERSHIP TYPES:
To take advantage of member rates and all of our membership benefits, JOIN AS A MEMBER TODAY!
Framingham Family Memberships: (Best Value!) You receive the family rate on all camps and priority registration. You have access to the Framingham Branch facility and the Outdoor Center in Hopkinton. Benefits of membership include:
- Priority registration on camps and seasonal programs (swim lessons, water aerobics, youth enrichment, and youth sports, etc.)
- More than 45 in-person and virtual small group exercise classes per week, including Cycle, Pilates, Yoga, Strength training, and more
- Free childcare while you exercise
- Members-only open swim and open gym
- Free weekly archery and indoor rock climbing at the Outdoor Center
- Discounts on Kids Vacation Weeks and Parents Nights Out events
- Discounts on seasonal special events at the YMCA
- Access to other Ys nationwide (call ahead to check)
- and more!
Youth/Teen Memberships: If you have a youth membership through the Framingham Branch, you will receive the youth rate for summer camps and session programs at the Framingham Branch and Hopkinton Outdoor Center. However, Outdoor Center Swim Club and Outdoor Center Member benefits are not included.
Outdoor Center Memberships: NEW THIS YEAR, if you have a Hopkinton Outdoor Center Membership, you will receive the youth/teen rate for summer camps. Your family will also enjoy member benefits at the Hopkinton Outdoor Center, which include access to the facility, participation in free member events, and the member rate for session programs at the Outdoor Center.
Non-Members: You do not need to have a membership to participate in YMCA camps and programs. Non-members are welcome to register for specific programs, like camps or youth sports. There is no monthly fee for this type of account, and you do not have access to any YMCA facility except for during the programs you registered for.
Camp Fees: To receive any member rate for camp sessions, your child must have an active membership with the MetroWest YMCA at the Framingham Branch or the Outdoor Center from the time of registration through the end of the month their children are participating in camp. Memberships that are canceled or placed on hold prior to this date will be charged the non-member rate.
CAMP POLICIES
PAYMENT OPTIONS
All options require a $50/week non-refundable deposit at time of registration. Extended care and busing are paid in full at time of registration.
1) Pay in full at time of purchase.
2) Have a draft pay schedule in place as follows: June camp balances are automatically charged on May 15, July camps are charged June 15 and August camps are charged July 15 – this is the default plan when registering.
3) Log into your MetroWest Y account at any time to pay camp balances by accessing the future payments tab – any unpaid balances in accordance with option 2 will be charged on those dates as specified.
PAYMENT AND CANCELLATION POLICIES
1) Families are charged a non-refundable deposit of $50 per week, per child.
2) If applicable, busing and extended care fees are paid at time of registration.
3) Prior to April 1, you may transfer your deposit to other camp programs. After April 1, deposits are non-transferrable.
4) The cancellation deadline is May 31. After May 31 there will be no refunds, credits, or money transfers of any kind for withdrawal, failure to attend registered sessions, or partial attendance. Balances owed on any camp weeks after the cancellation deadline are the responsibility of the billed party. Balances owed for any weeks registered for after the cancellation deadline are the responsibility of the billed party.
5) Transfer requests must also must also be made by May 31.
6) All requests for changes/transfers or cancellations must be submitted in writing via email to the correct camp office. No changes or cancellations are accepted over the phone.
7) A YMCA credit or refund without deposit may be issued if a participant is unable to attend camp due to a prolonged illness/injury lasting 3 days or more. This request must be made prior to the end of the camp session and must include a doctor’s note.
8) If an automatic payment is declined or an expected payment is not received, we will reach out to collect payment or develop a payment plan. Failure to respond or make payment will exclude your child from attending unpaid weeks and may lead to unenrollment. A late payment fee of $15 is charged when payment is one week late.
9) All previous Y balances must be paid prior to camp registration. If any past due balance is unpaid, your child will be unenrolled from camp and cannot attend. There will be no refunds, credits, or pro-rating for missed days.
10) Families registered at a membership rate must keep that membership active from time of registration to the end of the month their children are participating in camp. Memberships may not be placed on hold. Failure to keep membership active will result in a camp price change to reflect the non-member price.
11) There is a $10 late pick-up fee per child for the first 10 minutes late. You will be charged $5 for every 5 minutes after.
12) If your child is waitlisted, we will contact you if an opening is available. Full tuition will be due at time of enrollment. Waitlists are monitored regularly. Being on a waitlist for a Hopkinton specialty camp does not mean your child has a spot in a traditional camp. You must register for an available camp for a spot to be held. If a waitlisted spot opens, we will transfer your child to that spot and cancel the other camp with no penalties.
13) All information collected when registering online is kept securely by the YMCA. Credit/Debit card information is not accessible by YMCA staff and is kept in a secure system.
14) The Y does not automatically send out invoices regarding camp charges. Families can access statements online by logging into their MetroWest Y account at metrowestymca.org
Need Changes to your Camp Registrations?
Please contact the following Camp Registrars based on your camps to make requests for changes or cancellations to your camp registrations. These requests much are made in writing before the May 31st cancellation deadline.
Hopkinton Camps - Cori Merchant, cmerchant@metrowestymca.org
Ninja Sports Camp and Camp Clearbrook - Arlete Wilson, awilson@metrowestymca.org
Stepping Stones, Camp OCP and YSTEAM Camp - Kathleen Glennon, kglennon@metrowestymca.org
VOUCHER AND CONTRACTED SLOTS
If your child is on a Department of Early Education and Care (EEC) subsidy with a year round voucher/contracted slot at the MetroWest YMCA or a School Closure Only voucher, you can: 1) Register online when registration opens in January if you have an active registration with the MetroWest Y, or 2) Register online in March when registration opens to community members. If your child attended camp last summer, please contact Kathleen Glennon, kglennon@metrowestymca.org or Yanessa Mendez, ymendez@metrowestymca.org to activate a voucher code so you can register online without a deposit.
If you have a voucher outside of the MetroWest Y, provide documentation before registration for the deposit to be waived or you are responsible for the $50 deposit per session per child. Please reach out to Kathleen Glennon@metrowestymca.org regarding vouchers. Please note that children with EEC subsidies can register for all camps with the exception of specialty camps in Hopkinton.
FINANCIAL ASSISTANCE
We recognize families have different abilities to pay. To keep camps and programs accessible to all, the Y gives families the option to choose a membership that best reflects the rate they wish to pay for camp. If you feel you still need help affording summer camp, the MetroWest YMCA can help. Within its available resources, the MetroWest YMCA will provide camp and membership regardless of a family’s ability to pay. Partial financial assistance through our Y-Assist program will be awarded to those who can demonstrate their inability to pay the full fee. Funds for the Y-Assist program are raised as part of the YMCA’s Annual Campaign. Visit member services or download an application online.
HEALTH AND SAFETY
Health Forms: Massachusetts State Law requires each camper to have a physical examination and current record of immunization signed by his/her physician within 18 months of arrival at camp. Our camp follows all DPH and EEC regulations. If your child has a chronic, medical condition, please also complete the Individual Health Care Plan (located in the sidebar).
Safety: As leaders and role models, our staff is dedicated to providing a safe and fun-filled experience. There will be at least two people on-site at all times who are CPR and first aid certified. Our staff to camper ratio is 1:5 (younger campers) and 1:10 (older campers) for our camps licensed following the Department of Public Health Regulations. Camps licensed by the Department of Early Education and Care are staffed based on a 1:10 ratio and include certified teachers/educators in the groups.
Pool Regulations: On the first day of each session, the children will be swim-tested and their swimming level will be recorded by their counselor and the lifeguard. If the lifeguard decides that your child needs a flotation device, they must wear it in the pool at all times.
CAMPDOC - YOUR ONLINE CAMPER PROFILE
What is CampDoc?
CampDoc is a secure online service where you can upload your child’s registration information, health records, and much more.
What information goes into CampDoc?
Records of physicals/immunizations
Medical records and authorizations
Allergy plans
Authorized pick-up contacts
And more
How do I access CampDoc?
You will receive an email from CampDoc within a few weeks of registration with additional instructions. You can log in with the email you used to register for camp and will be asked to create your own password.
When do I need to upload information to CampDoc?
All CampDoc information is due by June 1. After June 1, all information must be provided at the time of registration, including but not limited to physicals/immunizations, medication authorizations, allergy plans, etc. Registrations will not be considered complete, and children will not be able to attend camp until all forms and documents are provided.
Don’t you already have my child’s information when they were a camper last year?
Information is saved from previous years, so returning campers may only require you to review and confirm the information, or update it if necessary.
NUTRITION GUIDANCE:
Since nutritional well-being is also a priority of the MetroWest YMCA, the following procedures and polices have been developed:
All food provided by MetroWest YMCA Summer Camps is prepared, served, and stored in accordance with the US Department of Agriculture (USDA) Summer Food Service Program (SFSP) guidelines. Additionally, HEPA (Healthy Eating and Physical Activity) guidelines are followed. Each snack provided contains a fruit or vegetable, and another food group component.
The USDA is an equal opportunity provider. Water and low-fat milk is served with every meal. The menu is subject to change based on availability. If you have any questions or concerns, or would like to make us aware of any food allergies, please contact Maggie Lynch, RDN, LDN at: MLynch2@metrowestymca.org
SAMPLE MENU
The MetroWest YMCA provides free meals to campers in the Framingham-based camps: Camp Clearbrook, Ninja Sports Camp, Camp OCP and the Stepping Stones Camp. Lunch may be purchased at the Hopkinton Summer Camps and the Y STEAM Camp in Natick for a weekly cost of $25.
If you are concerned about how your financial situation may impact your children at camp, please contact Cori Merchant at cmerchant@metrowestymca.org (Hopkinton)/ Kathleen Glennon kglennon@metrowestymca.org (Natick) to have a confidential conversation regarding financial assistance for meals. The MetroWest YMCA believes that fighting food insecurity makes our community stronger.
LICENSING AND ACCREDITATION
The MetroWest YMCA summer learning programs are licensed by the Department of Early Education and Care. All other MetroWest YMCA Camp programs comply with the regulations of the MA Department of Public Health and are licensed by the local Board of Health. Parents may call the camp to request copies of policies regarding background checks, health care, and discipline, as well as procedures for filing grievances. All staff and volunteers, ages 17 and older are subject to SORI and CORI checks by the Commonwealth of Massachusetts.
CAMP CONTACTS:
SUMMER LEARNING CAMP DIRECTORS
Camp OCP
Camp Director: Ken Delorey kdelorey@metrowestymca.org
Stepping Stones Camp
Camp Director: Adiel Gutierrez agutierrez@metrowestymca.org
Y STEAM Camp
Camp Director: Hunter Baynes/HBaynes@metrowestymca.org
Director of Family Services and & Camp Registrar:
Kathleen Glennon, KGlennon@metrowestymca.org
FRAMINGHAM BASED SPECIALITY CAMP DIRECTORS
Camp Clearbrook
Camp Director: Jen Hyman JHyman@metrowestymca.org
Ninja Sports Camp
Camp Director: Connor Marc-Aurele cmarcaurele@metrowestymca.org
Business Manager & Camp Registrar:
Arlete Wilson, awilson@metrowestymca.org
HOPKINTON SUMMER CAMP DIRECTORS
Junior Unit Camp Director:
Middler Unit Camp Director: Fynn Bailey
Senior Unit Camp Director: Jesus Addarich
Business Manager & Camp Registrar:
Cori Merchant, cmerchant@metrowestymca.org
