Parent Handbook

2016 Parent
Handbook

www.southwoods.com

Dear Parents:
This e-handbook is intended to serve as a guide for your summer
preparations. If you follow the information within, you will find
camp preparations to be quite simple. Please feel free, as always,
to call us for assistance anytime.

If you are a returning family, please be careful to note any
changes that have taken place since last year.

We are looking forward to an exciting and fun-filled summer, and
are delighted that your family will be a part of this camping season
at Southwoods. Parents of new campers can expect a check-in call
from a Head Counselor within the first 4 days of camp.

Best Regards,
Andrea and Scott

Table of Contents

Contact Information 2
Important Dates / Forms 3

Camp Policies 4
Health Care 5-6
Mail / Fax-Email-Website / Packages 7
Phone Calls / Misc. / Contacting Directors 8
Packing / Baggage 9
Arrival Day / Bus Departure 10
Parent’s Day 11-12

Page 1

Contact Information

Founders/Owners/Directors
Andrea and Scott Ralls

[email protected] [email protected]

Winter Summer
P.O. Box 201 532 NYS Route 74
Granite Springs, NY 10527 Paradox, NY 12858
Phone: (914) 214-8780 Phone: (518) 532-7717
Fax: (914) 245-1683 Fax: (518) 532-0266

Page 2

Important Dates / Forms

Winter 2015-2016 IMPORTANT DATES
April 20
May 1 BOTH SESSIONS
June 7 Purchase camp clothing from The Camp Spot & make reservations for Parent’s Day

New Parents Night

All forms are due
First day to schedule camper phone calls.

SESSION 1 JuneJu2n5e 27 SESSION 2
July 18
May 31 Deadline to register for CampPacks July 15 Deadline to register for CampPacks
June 6-10 Camp Trucking Baggage Service home/apt. pick-up July 23 Camp Trucking Baggage Service pick-up
June 17 Keys due to camp office (for locked luggage) July 24 Keys due to camp office (for locked luggage)
June 18 Southwoods Baggage Service pick-up August 18 Southwoods Baggage Service pick-up
June 26 Opening Day August 20 Opening Day
July 21 Parent’s Day/ Departure Parent’s Day/ Departure
July 23 Southwoods Baggage Service drop-off Southwoods Baggage Service drop-off

FORMS

Please return all Southwoods forms by May 1st. If a form (or forms) must be sent after the May 1st deadline, please
contact camp to inform us of when the particular form(s) will be sent. If a form must be mailed after May 1st, it can
be sent to the winter address at Granite Springs until May 15th. After May 15th, all forms should be sent to the
summer address at 532 NYS Route 74 Paradox, NY 12858.

All Southwoods forms are available as a PDF at: www.southwoods.com/forms-southwoods-campers

Camper Information Form Horseback Riding Forms
Parent/Camper Information Form Parent’s Day RSVP Form

Authorization Form Transportation To/From Camp Form
Off-Site Swimming Permission Form
Southwoods Baggage Service Registration Camp Trucking Registration

CampPacks Medication Form

*Please Note: The Health History, Insurance and Meningitis Medical Packet will be sent as a hard copy along with the Parent
Handbook and The Camp Spot Catalogue. This medical packet will also be available as a PDF online at the link provided above.

Page 3

Camp Policies

We aim to make Southwoods a wonderful experience for your child! In a group living environment such as ours,
cooperation is essential and we find that campers are most comfortable when they know what is expected of them.
So we ask that you and your child follow these expectations:

1. Gratuities: There is NO TIPPING at Southwoods. Our staff are aware of this rule and know that anyone

accepting “tips” in the form of money or gifts will be dismissed from the staff.

2. Food: It is against camp policy to send candy, gum or food to camp and campers are not allowed to keep

any such items at camp. Campers having candy in the bunks can create unhealthy and unnecessary competitive
situations. In addition, food tends to attract small animals to the bunk, and gum is very difficult to remove from the
surface of camp athletic facilities, equipment and furniture. Camp supplies alternative beverages as well as a full
array of fat-free condiments, so campers need not bring their own. Do not send bottled water to camp.

3. Pocket Money and Valuables: We request that only upper camp campers (Upper Inter, Lower Senior,

Upper Senior) bring pocket money to camp. We recommend $20.00-$40.00 per person for souvenir purposes only. The
pocket money should be in an envelope with the camper’s name and amount listed on the front. It will be collected and
provided to campers on their out of camp trips. Money not spent will be recollected after camp trip and can be picked
up at the office on Parent’s Day. Unclaimed money will be sent to Project Morry. We cannot assume responsibility for
any valuables kept by a camper in his or her bunk, so we ask that campers bring no such items to camp.

4. Appliances: Electrical power is very limited at camp and we cannot handle the strain caused by

appliances. All such equipment, including computers, stereos, electric fans, hair dryers and flat irons, and any
other object that plugs into an electrical outlet are not permitted in camp. The only exception to this electrical power
policy is no-internet capable personal music devices. These will be allowed to charge in the cabin. They must be video
free. In addition, cell phones, electronic handheld video games, wifi capable e-readers, tablet computers, and
portable stereo units, all of which are easily broken, misplaced and subject to abuse, must be left at home. If a
camper has a device that contains games or video content of any kind, that device will be collected and held until
this material can be removed or the end of camp. If you have questions, please call our office to clarify what is
allowed at camp.
*Please do not call our office about loss or damage to items not permitted at Southwoods.

DRUG/TOBACCO/ALCOHOL/WEAPONS POLICY

No smoking or possession of any tobacco, alcohol products, controlled substance, or weapons, will be tolerated
at any time by any camper or staff member. We are a non-smoking, non-alcoholic, drug-free, and weapon-free
environment.
Any camper or staff member violating this policy is subject to immediate dismissal from Southwoods. There
will be no tuition reimbursement should a camper be dismissed from camp for violating this policy.

Page 4

Health care

Each camper’s health history is required so it may be reviewed by our Medical
Staff, Tripping Staff and the State Department of Health prior to camp opening.
Please keep in mind that the more we know about the health habits and history of
your child, the better we can take care of him or her.
Any and all information pertaining to your child’s psychological
development (including any counseling) is enormously helpful as we work to
maximize your child’s experience at Southwoods. Our health history form
requires it and we ask you to be as detailed as possible. Be assured this
information is essential for the success of your child.
Your health history form must be filled out completely and returned to our office
by May 1, 2016. No camper will be allowed to depart for camp unless we have
received a health history form. We advise that you make your appointments now,
in order to complete your health history form by May 1, 2016.

Page 5

HealtH care cont’d

To further help us in this area, we ask you to adhere to the following guidelines:

1. Our entire Health History and Examination form must be completed including a signature of a
parent/guardian. You may staple your physician’s personal health form to the back of our completed Health
History form for physician’s signature purposes only.

2. New York State makes mandatory the listing by physicians of immunization dates for diphtheria, measles,
mumps, polio and rubella. No camper, American or International, is exempt from this requirement. Anti-
tetanus injections must be given where needed. Also, New York State mandates that we have on file
completed meningitis forms that we have sent you.

3. All medication being sent to camp must be sent prepackaged via CampPacks. The only exceptions are
injectables such as insulin, epipens and growth hormones. Please note that your child’s registration form and
$25 registration fee must be turned into CampPacks by May 31, 2016 for July families and June 26, 2016 for
August families in order for your child’s medication to arrive at camp on time. Any medication brought to
camp with a child instead of through CampPacks will be mailed back to the parents. We will keep enough
medication on hand to last until their prepackaged medication can be overnighted from the CampPacks
pharmacy. All medications that cannot be filled through CampPacks, such as insulin, epipens, and
growth hormones, must be sent to camp prior to the camper’s arrival. We will not be accepting
medications at the bus.

4. Dental and orthodontic work must be completed before camp. Please send special instructions from your
orthodontist should adjustment or treatment be necessary.

5. Please send a second pair of glasses with each camper.

6. Please note any special diet instructions on the health history form.

7. Advise camp in writing of any contact your child has had with any contagious disease after June 1.

8.The insurance portion of the Health History Form must be completed including the RX BIN number for
prescriptions. All international families must choose option 2 on the insurance form and provide complete
information on the Southwoods Insurance Plan.

9.To ensure a smooth transition into camp, the day before departure please conduct a simple health screening
of your child. This should include a thorough head check for lice and a temperature reading. There will be a
$300 treatment fee for any child found to have lice. Please consult your pediatrician and share any areas of
concern with camp.

10. Lyme disease, though a problem downstate, is not the same issue in Essex or its surrounding counties. To
be safe, however, teach your child how to do a personal body check. We will instruct your child to notify a
member of our staff should they think they have a tick on their person.

11. The New York State Department of Health annually inspects all health records, grounds and facilities of
Southwoods. These reports are on file at the Departments of Health Regional Office, 11 St. Bernard Street,
Saranac, NY 12893-1834.

Page 6

Mail / Fax,mail,website / packages

MAIL

Campers must write letters two times each week and may send as many as they like. Parents should provide an adequate
supply of postage and stationery for their children, as well as pre-addressed envelopes for younger campers.
To facilitate distribution of mail, please write your child’s cabin name on the outside of the envelope (during the
first week of camp, you will be notified as to your child’s cabin name). We cannot stress enough how much your
children love to receive letters from you. Please send at least two letters per week.

If you are traveling anytime during the summer, please provide the camp as well as your child with an itinerary,
complete with phone numbers, of where you can be reached in case of emergency.
Please bear in mind that some letters you receive will be filled with love and joy, others quite the opposite. Children’s
letters are generally subject to oversimplification as well as exaggeration. Please don’t panic when trying to interpret the
meaning behind a child’s letter. If you are concerned…call us. You have placed great trust in our ability to work with
your children, let’s exercise that trust together.

FAX/E-MAIL/WEBSITE

Fax (518-532-0266) and e-mail service is available into our camp office 24 hours a day during the camp season for
free. Please do not e-mail or fax just one sentence, since we download and distribute them as mail. To e-mail your
camper, go to www.southwoods.com and follow the online instructions. Please place your camper’s cabin name in the
subject line. All e-mails and faxes must be submitted by 10:00 AM for the camper to receive it on the same day. Any e-
mails that come in after 10:00 AM will be given to the camper the following day.
Please visit our website, www.southwoods.com for daily updates and pictures of what’s going on at camp. We will
provide the parents with the username and password to gain access. We hope you will find it fun to follow along and
gain insight into your child’s Southwoods experience.

PACKAGES

In the interest of placing emphasis in camp on activities, programs and friendships, we wish to eliminate the inevitable
competition caused by receipt of toys, video games, water guns, and the like. Books, magazines and toiletries are fine,
but please do not send packages with “gifts” for your child or his/her fellow campers. There is a limit of 2 packages
per camper.
Electronic games, food, candy and gum are not allowed at Southwoods. For the safety of your child and everyone at
camp you give us the right to check all incoming packages. The campers are aware of this policy. PLEASE HELP US
BY ALERTING RELATIVES AND FRIENDS. Food and bunk gifts are not allowed and are sent to Project
Morry as donations. They will not be held and returned at the end of camp.

Page 7

Phone calls / misc. / contacting directors

PHONE CALLS

Because our activity program is such a busy one, and as telephone calls can often be very “difficult” for campers, we
limit the number of calls that may be placed. Please plan on a maximum of two phone calls during the summer (where
there is a divorce or separation, each parent may schedule two phone calls). An extra call can be arranged for a child
celebrating a birthday in camp.
To arrange a phone call with your child, simply call our camp office on or after June 7 and let us know when you would
like your return call. Calls are scheduled between 4:30 PM and 7:45 PM so as to not interfere with the daily program.
Calls should be with parents only.
To help with the initial adjustment to camp and in recognition of all the special events which take place at the end of
camp, we ask you to understand that we cannot schedule camper phone calls home before July 2 or after July 16 for
Session 1, and before July 30 or after August 13 for Session 2. Please limit your calls to 15 minutes, as other campers
are scheduled for phone calls on that same day. Our office staff will dial your number direct - please do not call our
office during the scheduled time.

Needless to say, we will contact you if we feel that a phone call between you and your child will help to resolve any in-
camp problem. Our switchboard is open 24 hours a day. However, we do use an answering machine between the hours
of 8 PM and 8 AM. If you have an emergency during those hours, please call camp, as our night guards monitor for
emergency messages.

MISCELLANEOUS

Canteen: All in-camp canteen snacks are included in our tuition.
Tutoring: Please advise us by May 1 if your child requires tutoring in any subject. We can arrange for a staff member,
qualified to teach the particular subject, to work with him or her. Please have your child bring the appropriate material
needed for tutoring to camp, and provide us with detailed instructions as to the desired frequency of the tutoring. The
charge for tutoring is $45 per hour. We will pay the tutor directly and will then bill you accordingly. After May 1, any
request for tutoring may not be met.

CONTACTING ANDREA AND SCOTT

You can contact Andrea and Scott by either calling the office (518) 532-7717 or e-mailing them directly
([email protected] or [email protected]).

Please be aware that during the day Andrea and Scott are out interacting with campers. Our office staff will be able to
answer many of the questions that you may have. Unless it is an emergency, please expect a response from Andrea,
Scott and our Head Counselors after 9:45 PM.

Page 8

Packing / baggage

CLOTHING AND PACKING

Our outfitting list, which is available in the Camp Spot catalog, allows for an adequate type and supply of clothing.
Preoccupation with clothing and makeup is not a part of Southwoods. As such, no dressy clothes are needed; do not
bring skirts, skorts and dresses. We remind you; the lack of facilities for ironing, dictates use of wash and wear clothing
only. We ask that you send color-fast items only. To help you with your packing, please note the following:

1. Please remember to enclose an accurate inventory of what your child has packed inside his or her luggage. All
clothing must have your child’s name imprinted or a name tape sewed inside.

2. We recommend the use of two large cargo duffels. For storage, durability and ease of handling, we have found these
to be superior to the standard hard sided luggage.

3. Parents are advised to have baggage and personal belongings insured against fire, loss or theft and check that they are
covered under a Family Floater Policy. Valuable jewelry, expensive watches, etc. are not needed or permitted in camp.
We cannot be responsible for any damage or loss for such items.

4. Sleeping bags that have been dry cleaned should be thoroughly aired before packing.
5. Southwoods requires one piece swimwear only for girls and trunk-style swim shorts for boys. Girls’ swimwear
should not contain ties or strings of any kind.

6. Fishing gear should be packed in the luggage which is shipped to camp (for safety reasons, camper may not bring this
gear on the bus). Campers may not bring knives of any kind to camp.

7. Super Seniors will be sent an alternative packing list in March.

BAGGAGE INSTRUCTIONS

To allow the beginning of camp to go as smoothly as possible, all campers from the U.S. (except as noted) must pre-ship
their baggage to camp. Only international campers and campers from outside the areas mentioned below should arrive
with baggage.

The following outline details instructions for shipping baggage to Southwoods:

1. Southwoods Baggage (Metro NY, CT, NJ): SW Baggage (914-214-8780) provides camp families with an
economical and closely supervised baggage transport service from centrally located pick-up points on specific days and
times prior to the start of camp. This program is planned, organized and manned by Southwoods personnel (so you need
not lock your baggage).

2. Camp Trucking (available to the Continental US): Camp Trucking www.camptrucking.com (970-949-0690)
provides door to door baggage pick-up. They will advise you on or about June 1 as to the specific day of home pick-up
and delivery. They will provide baggage tags and are able to deliver most baggage within five working days of the close
of camp. We suggest that all baggage sent this way, be locked. Please make sure we receive your child’s baggage
keys by June 17 (for Session 1 campers), or by July 15 (for Session 2 campers).

3. International: All International baggage will accompany campers to and from camp. Luggage should be closed only,
not locked and trunks should not be used.

4. Bus carry-on luggage: Campers may only bring one carry-on item on the bus.
5. Campers who fly may bring their luggage with them. Please clearly label all luggage with your camper’s name and
address.

6. Request for baggage returning home with campers via camp transportation is not guaranteed. From time to time, we
may be able to accommodate SW baggage with return camper transportation. Return luggage that arrives with the
camper via Southwoods transportation would be considered “one-way SW Baggage” and charges will apply.

Page 9

Arrival Day / Bus Departures

ARRIVAL DAY AND BUS DEPARTURE

Session 1: Sunday, June 26
Session 2: Sunday, July 24

BUS DEPARTURE TIMES AND LOCATIONS ARE AS FOLLOWS FOR RESIDENTS OF:
Westchester, Connecticut, Riverdale and Rockland: 11:30 AM at Bloomingdales of White Plains, in
the upper parking lot behind the store. Bloomingdales is located just off Exit 8 of the Cross Westchester
Expressway (I-287) on Bloomingdale Rd.

Manhattan: 10:00 AM at Fifth Avenue between 85th and 86th Streets, on the west side of the street.

Long Island, Brooklyn and Queens: 10:00 AM in front of the parking garage entrance for the Loews
Bay Terrace Theater. The theater is located at 211-01 26th Ave, Flushing, Queens, NY just off the
Clearview Expressway, 26th Avenue exit.

Pennsylvania: 9:00 AM at the main entrance of Bloomingdales at Willow Grove Mall, located at 2800
Moreland Rd., off of Exit 27 of the Pennsylvania Turnpike.

New Jersey: 12:00 PM at the Syms store parking area, located at 330 Route 17, Paramus, New Jersey,
exit 163 off the Garden State Parkway.

Any family not covered by this transportation schedule or any family making special transportation plans
should contact our office prior to June 1.

Procedures at Departure Point

1. There will be a Senior Staff member present who will be the designated Travel Leader. Please arrive at least 15
minutes prior to departure. Check in with the Travel Leader and have your child go directly to the assigned bus
with any carry-on luggage.
2. Please provide your child with a bag lunch that is peanut-free, including drink. Please do not send excessive
food and sweets on the bus; this will minimize the possibility of motion sickness (it can become unpleasant and
embarrassing for a child to become ill en route to camp.) Please bear in mind that all unconsumed food will be
disposed of upon arrival.
3. Medication will not be accepted on the bus.
4. Please limit carry-on luggage to one piece per camper.
NOTE: If you should miss the camp bus, please call camp immediately at 518-532-7717 for further
instructions. Typically the Long Island buses meet and travel with the Westchester buses and the NYC
buses meet and travel to camp with the New Jersey buses.

Page 10

Parent’s day

PARENTS DAY
Session 1: Thursday, July 21
Session 2: Thursday, August 18

Parents Day takes place on departure day of each session and is optional. (Children not being picked up by parents
will return home the same way they arrived.)

Parents Day begins at 10:30 AM and concludes at 3:00 PM. We ask that you do not arrive at camp prior to 10:10
AM as we will be in the process of bus departure. Parents Day is an exciting and fun day. We provide lunch for all
guests and encourage participation in all camp activities.

Please help us by not bringing any pets with you and by arriving at 10:30 AM. There are no pets allowed at camp.

ACCOMMODATIONS

Parents Day is during the height of resort season. We strongly urge you to make your travel and lodging arrangements
now. Below you will find a list of several accommodations in our area.

WARRENSBURG AREA LODGING (AREA CODE 518)
Cornerstone Victorian
Super 8 LAKE GEORGE AREA (Continued) TICONDEROGA

CHESTERTOWN 623-3308 Holiday Inn 668-5781 Super 8 Best Western 585-2617
Friends Lake Inn Landon
Hill B&B 623-2811 Courtyard by Marriot 523-2900

SCHROON LAKE Contessa Resort 644-5921 LAKE PLACID
Maple Leaf Motel
Drake’s Quality Inn Canoe Island 668-3525 Mirror Lake Inn 523-2544
Schroon Lake B & B
494-4751 Lodge Wingate by Wyndam 688-4884 High Peaks Resort 800-755-5598

494-2599 Tahoe Resort 668-5711 Crowne Plaza 523-2556

Sagamore Resort 644-9400 Golden Arrow Hotel 523-3353

Hotel Chelka Lodge 668-4677

532-7474 Brookside Cabins 668-3344 Best Western 523-2424

532-7481 Ramada Inn 793-7701 Lake Placid Summit Resort 523-2587

532-7042 Fran Cove Motel 668-2161 Northwoods Inn 523-1818

Silver Spruce B & B 532-7031 Super 8 623-2811 Lake Placid Lodge 523-7000

Tumble Inn B & B 351-5020 Fort William Henry 668-3081 NORTH CREEK
Best Western 668-5701 Copperfield Inn
LAKE GEORGE AREA The Summit at Gore
Tall Pines Motel 668-5122 ELIZABETHTOWN 877-235-1466
Great Escape Lodge 824-6060 The Woodruff House B&B 873-6788 251-4180

www.southwoods.com/parentsday

Page 11

Parent’s day cont’d
DIRECTIONS TO SOUTHWOODS

From the South: NY Thruway (I-87) to Exit 24.After the toll, follow signs to the Adirondack Northway (also I-87).
Follow the Northway to Exit 28 (Ticonderoga/Route 74). Take a right at the end of the exit ramp. Proceed directly
through the flashing light and continue for 3 miles. Camp will be on your right.
From the North: NY Thruway (I-87) to Exit 28 (Ticonderoga/Route 74). Take a left at the end of the exit ramp and
then follow the directions above.

Page 12