Camp Explorations Parent Handbook

Healthcare Policies

CHA has a responsibility to all parents and campers to maintain strict standards regarding attendance at camp if a camper is ill.
Any camper with a fever, diarrhea, undiagnosed rash or sore, vomiting, or discharge from eyes, ears, or nose indicating an infection may not attend camp. Should a child become ill at camp, the camper’s parent/guardian will be notified and asked to pick up the camper within one hour. We reserve the right to request a child wear a mask while at camp if presenting with symptoms of or recovering from an illness. When campers are sent home with an illness, they must stay home the remainder of that day as well as the following day and can return once they have been symptom-free for 24 hours.

Immunization requirements - A current Certificate of Immunization must be completed and on file each year before a camper may attend. If your child receives additional immunizations, please share an updated copy with our camp team by emailing it to camp@chestnuthillacademy.com or by providing a copy to our Front Desk team. If you need an Immunization Waiver, please see the Administrative Assistant.

Requirements for Parents

Keep your camper at home when symptoms of illness or disease are present!

Please communicate any symptoms we need to be aware of and/or any precautions that we may need to take to protect the health of our campers. Let us know the danger signs to look for and any precautions we may need to take. We know it is not practical or realistic to expect parents to keep campers at home every time they have a runny nose.

However, it is equally impossible for our staff to be relied upon as medically trained professionals or to provide one-on-one care. We have carefully outlined our policies and procedures regarding illness versus attendance below.

Common Illnesses and Procedures

Fever - Any camper with a temperature of 100 degrees Fahrenheit or higher shall be excluded from camp for the remainder of that day and the following day until free of fever for 24 hours. 

Vomiting - Any camper having one or more occasions of vomiting will be excluded from camp that day and the following day until they have gone 24 hours without any further occurrences.  We may exclude a camper from camp if we feel the situation, illness, or disposition of the camper warrants.

Diarrhea - If a camper has two or more loose stools, we will exclude them from camp that day and the following day until they have gone 24 hours without further occurrences. Watery, loose stools typically indicate that a bacterium, virus, or parasite may be present. Campers having diarrhea caused by medication or food intolerance should not be in camp if their condition cannot be stabilized within 24 hours. If Immodium, BRAT diet, or similar treatments are controlling diarrhea, the stool will slow, but the camper may still be contagious and should not be in camp.

Eye Discharge/Pink Eye/Conjunctivitis - Any camper having drainage, discharge, or pink and itchy eyes will be immediately excluded from the classroom. Pink Eye is conjunctivitis and can be caused by many germs and viruses. Campers must be seen by a physician and treated 24 hours before returning to camp. Parents will need to provide a doctor's note stating that the camper has been cleared.

Head Lice - Any camper suspected or diagnosed with head lice will be excluded from camp and cannot return until treated such that lice and nits are no longer present in the camper’s hair. We also require parents to wash all the camper’s personal belongings before returning to camp. All family members should be examined and treated simultaneously to avoid re-infestation.

Respiratory or Nasal Discharge - Any camper having progressive symptoms of a respiratory infection (green-yellow mucus, watery eyes, congestion, etc.) for 3 consecutive days will be excluded from camp at our discretion. We will not administer medications intended to treat these kinds of symptoms for more than 3 days without medical advice. Any camper experiencing these symptoms must be able to participate in regular activities, or they will be excluded from camp.

Severe and Progressive Coughing - Any camper having severe or prolonged coughing that interrupts the camper’s daily activities will be excluded from camp at our discretion. If the camper has a high-pitched, croupy sound associated with the cough, we will require medical advice before the administration of any cough medicines or prescriptions, and we will exclude them from camp until symptoms disappear or are stabilized.

Skin Rash or Lesions - Any camper having an undiagnosed rash or lesion will be excluded from camp until diagnosed and/or treated as necessary. As with many illnesses, the effects on a camper may be such that the camper is unable to be in camp, even though they may not be contagious. In those circumstances, attendance is at our discretion. Parents will need to provide a doctor's note that the student has been cleared to return to camp.

Communicable Diseases - Any camper having symptoms of a known communicable disease will be excluded from camp immediately. This includes but is not limited to strep throat, pneumonia, chickenpox, mumps, measles, rubella, bacterial meningitis, fifth disease, diphtheria, and hepatitis. Campers diagnosed with a communicable disease may return to camp when cleared by a physician or nurse practitioner through written notification. If their illness requires antibiotics, they must be treated for 24 hours before returning. 

Strep throat is an exception that requires 48 hours of treatment before returning to camp. Please report any communicable or contagious diseases immediately so we may inform the other families as well as contact the local health department for further guidance and information.

Participation without Restriction - Any camper unable to participate in regular daily activities may be excluded from camp at our discretion. If a camper needs special attention, has severe diet restrictions, needs to stay indoors, or has limited activity, his or her situation may be such that the well-being of other campers is significantly compromised. Thus, we feel it appropriate for campers to be kept at home until they can participate in regular activities. If your camper becomes ill during the day, he or she will be removed from the group, and you will be contacted to pick up your camper within the hour.

Medication Management

All documented medications for your child must be on-site, in their original container, and not expired in order for us to provide care for your camper.

CHA staff, according to the directions received from the camper’s physician and or parent, will dispense medications needed by the camper during the day.

Whenever possible, ask your camper’s doctor to prescribe medications that can be administered during non-camp hours. 

Medication Dispensing Process - An Administration of Medication Form must be filled out by the parent for both prescription and non-prescription medicines before administration. This form will be kept with the medication. Forms may be found at the front desk and on the website. Medications will be kept in a locked cabinet, either refrigerated or non-refrigerated, as needed. Administrators will monitor the documentation of all medications.  Medicines will be inaccessible to campers.

• Prescription medications must be in the original bottle or container from the pharmacy. The label must include the physician’s name, the camper’s name, the name of the medication, dosage, legible instructions regarding the number of times per day to be administered, and the expiration date.  Non-prescription oral and topical medications such as antihistamines, non-aspirin pain relievers, decongestants, anti-itching ointments or lotions, sunscreen, and non-narcotic cough suppressants may be given with daily written parent consent. However, we will administer non-prescription medications only according to the appropriate guidelines specified on the manufacturer’s label (duration, age, weight, dosage). The camper’s name must be on the container.
• A non-prescription written authorization from your camper’s physician is required for any non-prescription medication not listed above or any non-prescription medication to be administered contrary to the manufacturer’s label.
• All medications given will be recorded on the Medication Report and will include the camper’s name, medication, the reason for giving, amount administered, time it was given, and the signature of the person administering.
• Unused medications will be sent home or discarded regularly.
• Blanket authorizations from a physician are allowed only for certain chronic or life-threatening conditions requiring medications. These authorizations must include a signed statement from the camper’s physician or a prescription indicating that the treatment is for the above-mentioned condition (administration of non-Aspirin pain relievers does not fall into this category). It is CHA’s policy to administer such medications only with a daily written Medication Consent Form from the parent. The authorization cannot be taken over the telephone.
• CHA may request a physician’s authorization for any medications for which we are uncomfortable or hesitate to administer. We also reserve the right to refuse the administration of certain medications even with a physician’s authorization, where and when we feel uncomfortable assuming responsibility.
• Children prescribed controlled substances or with chronic illnesses such as severe allergies or asthma, or children with unusual circumstances, including but not limited to a seizure disorder, must have on file a health care plan completed and signed by their medical provider and parent/guardian. A Medication Authorization form is required in addition to the Health Care Plan if the Plan does not have complete medication information. A new health care plan is required annually, or any time there is a change during the year, including changes to the child’s medical condition or treatment, including medication or elimination of the illness/allergy. Medication documented on the health care plan must be on-site while the child is in attendance. Authorization for prescribed medication or OTC medication requiring medical provider authorization may not be written and signed by a parent/guardian who is also a medical provider.
• A child cannot receive medication at camp unless the parent/guardian has administered the first dose at home to monitor the child for side effects.  “Once a day” medications (including vitamins) should be administered at home unless a specific time during the day is required by a physician.

Medication Record Keeping - Chestnut Hill Academy maintains records of all medications we administer. We also record minor and major injuries and incidents.

Minor INJURIES

In the case of minor injuries such as small cuts, bruises, strains, or bumps, a Chestnut Hill Academy staff member trained in First Aid and CPR will take the appropriate steps for treating your camper’s injury. The faculty also receives training in Epi-Pen usage. An Incident Report Form will be filled out by the staff member in Blackbaud, and you will be sent a notification. We will inform you immediately if the injury requires any medical attention.

Major Emergencies

In the event of a life-threatening or major medical emergency to a student at Chestnut Hill Academy, one staff member will remain with the injured or ill camper while another staff member calls 911. The parent will be notified as soon as medical care has been obtained. If Chestnut Hill Academy is unable to reach the parent, we will contact one of the emergency contacts listed in Blackbaud. Transportation to a care facility (Overlake Hospital) will be arranged through a rescue team or the camper’s parent. Please keep the school informed with updated telephone numbers and emergency contacts concerning your whereabouts.

Student's Personal Items at School

WATER BOTTLES:
It is important for campers to stay hydrated during the day so we encourage campers to bring water bottles to school and have stations where they can be refilled during the day. Water bottles should be labeled and only contain water. Gatorade, Prime, and similar caffeinated or energy drinks are not allowed at camp. These drinks should not be brought on-site or consumed at any time during the camp day.

CHAPSTICK/HAND SANTIZER:
Campers should not bring in Chapstick (unless it is accompanied by a completed Administration of Medication), or personal hand sanitizer dispensers. While we understand that parents want to make sure that their camper's hands are as clean as possible at all times, school policy is still that hand sanitizer is not permitted in the building.  All rooms in the building are equipped with handwashing facilities, and campers are encouraged to wash their hands frequently, including before they are offered food.

PERSONAL ITEMS:
Toys, stuffed animals, collections, and trading cards are strongly discouraged.
To ensure safekeeping, your child will be asked to put the item back in their backpack for the remainder of camp.

PERSONAL DEVICES: CHA does not allow campers to bring or use smartwatches, cell phones, tablets, laptops, or similar devices at camp. Campers may wear wrist devices only if they are used solely for telling time or counting steps. Devices with features such as games, calculators, phone capabilities, Wi‑Fi, cameras, or GPS are not permitted. If a camper brings a prohibited device, it will be collected by their camp leader and held at the front desk until a parent or guardian retrieves it at the end of the camp day.

Lost and Found

Found items are kept on the school’s Lost and Found cart by the entrance to the Admin Offices. Parents are welcome to visit the cart themselves or email support@chestnuthillacademy.com. Uniform items with name labels are kept on the cart and parents are informed via email. Uniform items without names are kept on the cart if there is space, sent to the uniform swap if there is not.

At the end of the month (or when the cart is full), non-uniform clothing items will be moved to the storage racks in the parking garage, prior to being sent to Goodwill. Please label your camper’s clothing items to help prevent the loss of clothing. 

Mabel’s Labels are available on the Uniform page of the school website. 

Online Presence

Facebook - Please visit and like our Facebook page at www.facebook.com/Chestnut.Hill.Academy where we encourage members of our community to share relevant information. 

CHA You Tube Channel - Occasionally we upload student work, slideshows, or performances as well as informational videos to our own You Tube Channel. 

Instagram  The handle is @chabellevue.

MORNING DROP-OFF

All campers must be accompanied into the building by a parent/guardian through entirety of check in process. 

Parking and Walking-In

• Park inside the white lines of the parking spots in the upper parking lot.
• Check your child(ren) in with our staff. Allow additional time if you have paperwork, sunscreen, or medication that needs to be dropped off.
• If you are parking in the neighborhood, please cross the street only at the designated crosswalk.

Parents, please note that while you can briefly drop off/pick up in a handicapped spot, you cannot park in one and enter the school without a placard.

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AFTERNOON PICK-UP

• Park inside the white lines of the parking spot
• If you are parking in the neighborhood, only cross the street at the sidewalk.
• Ask at the front desk to find out where your child is if you want to go and collect them, or ask the front desk to page your child and make yourself comfortable in the lobby.
• When you collect your child, please make sure a member of staff checks out your child on their roster.
• Leave promptly so someone else can have your parking spot.

At CHA, we believe that a strong partnership between families and our camp is essential for a positive learning environment. To support this, we ask all parents and guardians to adhere to the following:

Respectful Communication

• Speak respectfully to and about all members of the camp community, including staff, other parents, and campers.
• Use appropriate language and tone in all interactions—whether in person, by phone, email, or on social media.
• Address concerns constructively and privately with the appropriate staff member.

Support for Staff

• Trust and support the professional judgment of our staff.
• Avoid interrupting or approaching staff while they are supervising children.
• Schedule meetings in advance to discuss any concerns or questions.

Consideration for Neighbors

• Drive and park safely and respectfully in the school neighborhood.
• Avoid blocking driveways or using private property during drop-off and pick-up.
• Keep noise levels down during school events and transitions.

Positive Role Modeling

• Demonstrate kindness, patience, and empathy in all camp-related settings.
• Encourage children to follow camp rules and treat others with respect.
• Refrain from gossip, negative talk, or divisive behavior.

Responsible Use of Social Media

• Use social media responsibly when discussing camp matters.
• Do not post photos of other children or staff without permission.
• Avoid sharing confidential or sensitive information online.

Responsiveness to Camp Communication

• If the camp contacts you to pick up your child (due to illness, behavior, or other urgent needs), please respond promptly.
• We understand your time is valuable — and we want your child here just as much as you do — but when we call, it’s because your child needs you.
• Timely pick-up helps us maintain a safe and supportive environment for all campers.

Safety and Security

• Follow all camp safety procedures and visitor protocols.
• Report any concerns to the camp administration promptly.
• Respect boundaries around staff-only areas and camper privacy.

By being part of our camp community, you agree to uphold this Code of Conduct and contribute to a welcoming, respectful, and safe environment for all.

In 2023, Washington State joined many other states in passing a law that guarantees daily recess for elementary students CHA adopted the Washington State School Directors' Association (WSSDA) model policy, which explicitly provides that physical activities including recess, “will not be used or withheld as punishment for any reason.” 

Outdoor play is an important part of the camp experience a critical part of a camper’s social and emotional learning. Weather permitting, the campers will spend time outdoors each day including when it is drizzling. Dress your camper appropriately for the weather conditions.

All CHA staff will implement and put into practice the new law of every child attending every recess every day that is within their schedule. Campers who have a medical reason not to participate, as stated by a doctor and shared in paperwork provided by parents, will continue to be supported while working towards a solution to get them outside in a manner that keeps them safe and still provides them the necessary socialization and fresh air needed to give their brains a break. 

The playground is an area where accidents, injuries, and conflicts can occur. Therefore, Chestnut Hill Academy implements the following rules for camper’s safety:

CHA Playground Rules

• Rule #1: Use your common sense!
• Rule #2: Have courage and be kind!
• All playground equipment must be used appropriately
• Campers must clean up at the end of every recess
• Campers must have permission to re-enter the building
• Campers must have an adult present when crossing the parking lot between the playground and playfield
• Campers may not climb on fences or walls
• Campers may not intentionally throw any object over the fence into the parking lot or wooded area next to the field
• Campers may not enter the woods behind or next to the field without an adult
• Wrestling, tackling or carrying other campers is not permitted.

Playground

• Balls and other playground equipment should be kept on the cement area of the playground
• Campers must make sure the area around the bars is clear before spinning or engaging in activities that might result in injury to other campers
• Campers should not spin on equipment until they become nauseous
• Campers may not be excluded from games or activities unless in special circumstances (i.e. a group of campers is already playing a game).

Playfield

• Campers must share the playfield
• Group consensus determines what game(s) will be played on the field
• Campers choosing not to play the group game must watch out for flying balls and may not interfere with the game being played by the majority.

Emergency CLOSURES

We will use the following methods to let you know if CHA is on an emergency schedule:

• Finalsite Messages XR - The cell number we have on record for you will be used to send you an SMS text and voice call. The message will come from +1 833 545-5095. If you decide you want to opt out of SMS text messages, reply STOP to the text we send you. To opt out of the phone calls, press 9 at the end of the message.
• CHA Homepage  - The school website will be updated.
• FlashAlert (TV Station Ticker Tape) - click on the link to subscribe.

• If CHA is on a Late Start, we will open at 10 a.m. Please drop off between 10:00 and 10:30. Camp will start at 10:30. There will be no a.m. Extended Day. The kitchen will be closed, so please bring a sack lunch. Parents who ordered a hot lunch will not be charged. Please do not attempt to enter the building before 10:00 as it may be alarmed.
• If CHA is Closed, there will be no childcare. 
• If CHA is on Early Dismissal, p.m. Extended Day is canceled. Parents should come and collect their child(ren) as soon as possible so that families and staff can get home safely.

NOTES

• Campers must bring a sack lunch when school reopens after a closure.
• Keep your contact information up to date to receive emergency alerts via email. 

Partial Openings:

• The ability to provide childcare on closure days depends on available administrators and Instructional Assistants.

Security

The main entrance will always be locked to ensure the safety and security of our students and staff. 

If you arrive outside of our confirmed hours, DO NOT ATTEMPT TO ENTER THE BUILDING. If the alarm goes off police will arrive with weapons drawn. It is alarming and expensive.

Student Custody Situations

Chestnut Hill Academy’s policy is to release campers only to the custody of their legal parents or guardians unless a copy of a court order is on file in the school’s office, granting custody to a non-custodial parent. If a court order is on file, and a non-custodial parent arrives to pick up a camper without clearance, the release of the student will be denied.
 

EMERGENCY PREPAREDNESS

CHA is committed to providing a safe and healthy environment for our campers, families, and staff. In order to provide the high standards we have adopted, the following systems have been put in place:

• Earthquake Preparedness Program - Emergency supplies, including food, shelter, tools, and means of communication, are stored in an easily accessible common area. Earthquake drills are held and practiced separately from fire drills. Each year, Chestnut Hill Academy participates in The Great Washington Shakeout to better prepare the school staff and students in the event of an earthquake.

• Register with FlashAlert to receive alerts regarding school closures and emergencies.

EMERGENCY SITUATIONS

In the event of a catastrophic situation in which CHA staff are unable to update via email, the school website, or Flash alert, you should call the Bright Horizons Ready to Respond hotline. Please be prepared to provide the following information:

If you do need to call the Ready to Respond hotline, please be prepared to provide the following information:

Bright Horizons Ready to Respond number is 800-420-1970, Center Number CHA - 0872 Division CHA – 12

• Primary Location – Large Field
• Secondary Evacuation Location – Bright Horizons at Sunset - 13808 SE Eastgate Way, Bellevue, WA 98005 

Listen to local radio and television stations for updates. Should we request you pick up your camper, come to the front office. Support staff may not recognize you and will not release your camper unless proper identification is presented. No camper will be dismissed on his or her own accord. If you are not able to return for your camper and you have no alternate person to send, please call the Ready-to-Respond number so we can plan accordingly for those campers who may require long-term assistance.

Picking Up Campers during an Emergency - Listen to local radio and television stations for updates. Should we request you pick up your student, come to the front office. Support staff may not recognize you and will not release your camper unless proper identification is presented. No camper will be dismissed on his or her own accord. If you are not able to return for your camper and you have no alternative person to send, please call the Ready-to-Respond number so we can plan accordingly for those campers who may require long-term assistance. If you have any additional questions, please contact the school administrators regarding safety policies.

Lockdowns - Lockdown drills are practiced twice a year. Chestnut Hill Academy follows a plan devised and vetted by the Bellevue Police Department.

Fire Drills - Monthly Fire drills are conducted at Chestnut Hill Academy at various times of the day.  Each classroom has an outlined evacuation plan and a designated meeting area outside of the school. Staff members are trained in evacuation procedures. The fire equipment at Chestnut Hill Academy is checked annually. 

Earthquake Drills - The school practices earthquake drills and participates in the Great Washington Shakeout every year.

MANDATED REPORTER

In an instance when a Chestnut Hill Academy staff member has reason to suspect that a student has experienced physical, sexual, or emotional abuse, neglect, or exploitation, the school is mandated by Chapter 26.44 Revised Code of Washington to contact Child Protective Services.

FAQ's

Q: Why is there a restriction on wearing smartwatches at camp?

A: To ensure a safe, focused, and positive camp environment, we have implemented guidelines regarding the use of smartwatches at camp. While analog watches are permitted, smartwatches present certain challenges and concerns that led to this policy. We value equity among campers and strive to prevent distractions, protect privacy, and maintain a safe atmosphere throughout the camp day. Here are the main reasons behind our policy:

Distractions: Smartwatches have various features that may divert campers’ attention away from activities. To create an engaging and participatory environment, we encourage campers to stay focused without the potential distractions caused by these devices.

Internet Connectivity: Smartwatches that connect to the internet pose risks related to content exposure and safety. While devices can be put in airplane mode, staff do not have the capacity to monitor or manage personal devices and their apps. This could allow unsupervised access to media in various settings.

Privacy Concerns: Smartwatches equipped with cameras, recording capabilities, and other advanced features raise concerns regarding the privacy of campers and staff. We are committed to protecting the confidentiality and comfort of everyone in our camp community.

Liability and Responsibility: Due to the valuable and delicate nature of smartwatches, the camp cannot assume responsibility or liability for personal items that may be misplaced, lost, or damaged during the camp day.

Equity: Expensive devices like smartwatches can create inequalities among campers. By restricting their use, we aim to promote a more inclusive environment and avoid differences based on access to high-end technology.

We understand the role of technology; however, our goal is to provide a structured and supervised environment where campers can fully engage in activities.

Camper safety is always our top priority. Rather than relying on personal technology, we have trained staff who maintain supervision at all times and follow established safety procedures. Staff use camp communication systems and protocols to ensure efficient communication when needed.

By adhering to these guidelines, we aim to create a safe, inclusive, and engaging camp experience for all campers.

Please dress your child in weather appropriate clothing.

• A jacket for outdoor activities.
• Extra sun protection like a hat and sunglasses are optional for summer days.
• Closed-toe shoes are recommended most days, but sandals are acceptable if they have a backstrap. No flip flops, please.
• Younger campers should bring a spare change of clothes in case of accidents.