Sage YMCA Summer Day Camp Membership Meeting

Summer Camp 2025 

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• Our new theme for 2025
• Big Time, Play Time
• Registration Dates
• This restriction will be done on the back end. *If someone who is not a current OST participant, they will be able to go through the whole registration process and at the end it will give them a notice that they aren't allowed to register.
• Wednesday February 19th @8am
• Current 24-25 OST participants can register
• Friday February 21st @8am
• 2024 Campers that have maintained an active FAMILY membership as of February 2025
• Wednesday, February 26th @8am
• The public can register
• A few changes to note:
• No Member vs. Non Member rate – all one rate
• Everyone will need to have a new account created and it will link to their kiddos account

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3/11/2025

New Guide

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• The e-brochure has been posted to the website
• There are still changes to come, so this is not fully accurate
• Summer Camp | YMCA - Sage Summer Camp Website
• y-daycamp25-ebrochure_v3.pdf - Summer Camp Brochure

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3/11/2025

��Marketing

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• Flyer is from the marketing team
• The QR code at the bottom will take them to the registration page.
• These will be used to send out to families and for in house marketing.

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*We only have Traditional Camp at Sage

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3/11/2025

Best Practice for Registration

Registration

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• How do we want parents to be directed to Registration?

Families can register..

• Online – can be directed to the website or the QR code
• Over the phone
• Customer Care: If they prefer to contact our team, direct them to 773-905-5115 (Monday through Friday, from 7 a.m. until 7 p.m.). 
• In person – Any walk ins can complete registration on their mobile device or the front desk.

Families who are currently approved for financial assistance or are looking to get approved for financial assistance can be directed to our enrollment coordinator.

• Lamya Cristillo
• 312-545-1730

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3/11/2025

Camper Information

• Verify that all the information for campers is up to date.
• Current members/ already in Traction?
• Please verify with them that all the information in Traction is current and up to date.
• New families?
• Make sure that all the information getting input is correct.

**We communicate heavily with emails, so please take your time when adding this information so that it is added correctly.

**We will also share invites for Remind via email and parent handbook  

Registration in Traction Rec

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• Very different from last year.
• There is only one table file for each week of camp and over 150 open spots
• *First come first serve basis this year
• The front desk will no longer need to register kids into specific age groups, that will be done on the back end in the week leading up to each week of camp.

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Registration Forms

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• These forms will be completed online!
• There is only a 3 day and 5 day option
• If families choose less than 3 days, they will be charged the 3-day rate
• If families choose 4 days they will be charged the 5-day rate for camp

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Week 2 is set to 4 day

Week 4 is set to 4 day

Week 9 is set to 3 day rate

Registration Process

Day Camp Registration Process

• All campers for traditional camps must put down a $30 non-refundable and non-transferable deposit per child/per week of camp. (If on CCAP and have a copay under $100 or have sibling with $0 copay no deposit is needed)
• All campers must be registered and paid in full by the Wednesday prior to attending the week of camp. A $15 late fee may be added for registrations & payments made after the Wednesday before the week of camp and due before the first day of the camp week. (Approval is needed for any exception by Regional or Executive Director)
• All paperwork (emergency packet) is due the Wednesday before your child attends camp. Your child will not be permitted into camp without receipt of these documents. These documents will be provided to you when you register your child(ren). If you register online, the forms will be emailed to you as well as anyone who registers over phone or at desk. Please verify email address at time of registrations.
• Paperwork will be done online.
• Online registers will receive an automated welcome email.

Day Camp Cancellations/ Refunds/Credits

• Camp Deposits for all camps are non-refundable
• Camp deposits for all camps are non-transferable.
• All cancellations must be in writing 14 days prior to the start of registered camp week and will be issued as a voucher for use toward other Y fees. The deposit will be forfeited.
• All cancellations made less than 14 day prior to the start of registered camp week will be non-refundable and non- transferable.
• In the event YMCA cancels a camp week, all money paid, including the deposit is refunded.
• The refund/ payment policies stated above are strictly enforced to allow completion of camp preparations ranging from staff hiring, camper groupings, supply purchasing and informational mailings. You're understanding and cooperations in greatly appreciated.
• This policy will be strictly enforced

Day Camp Drop/ Changes

• If any camp changes are needed, they will be completed by Concierges or MES if they are at the desk and can help customers right away.
• Anyone can take the change request at the desk and enter it on the form, or a Program Director as well can enter on the form.
• We will have a spreadsheet that we will be updating these changes on.

Employee Discount

• For Camp... Full Time Employes can receive a 25% off. Part Time Employees receive 15% off.
• You will need to Register with Lamya to receive this discount.

Responsibilities

Day Camp Roles and Responsibilities

Registration, Billing and Collections, Membership desk, Enrollment Coordinator, Program Director and business office will be working as a team for this camp season.

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Membership Desk/ Enrollment Coordinator

• Registering Participants
• For drafts obtain credit card/ACH info from parent and enter it into Traction and then set up the draft for camp.
• The Membership desk shall obtain paperwork for CCAP and Scholarship if applicable when they register the participant. Paperwork will be sent to the Enrollment Coordinator for all camps. The Enrollment Coordinator will enter details in the income calculator from documents and if qualify for CCAP they will send information to the participant. The Billing Coordinator will assist with the CCAP /Scholarship process, as needed.
• If any camp changes are needed, they will be completed by Concierge or MES
• If they are not available, Membership will fill out Microsoft spreadsheet with member details for request of camp change and be done within 24-48 hours.
• Enrollment Coordinators will assist with the changes in the spreadsheet.

CCAP/ Financial Aid Process

Enrollment Team

• Lamya Cristillo is our Enrollment Coordinator for Financial Assistance Participants
• Families can reach out to Lamya for assistance with the paperwork or questions.
• They can set up a time that works best for them to either have a phone chat with Lamya or to meet with her in the center

CCAP� Families that need financial aide

Apply on Paper

• If they are interested in 4C, there will be premade packets at the front desk with what they will need from us already filled out.
• This is only 4C information not registration for camp. Camp registration has to be done online.
• English version only (possible spanish version)
• It will have Lamya's contact information and instructions on what they need to do.

Application online

• They can register online and pay the $30 copay, but they will need to connect with Lamya, our Enrollment Coordinator. This money will be put towards differentials before it's refunded.
• Otherwise, they can call Lamya and she can help with the online registration.

Financial Assistance

• We will provide 4C applications for families and scholarship paperwork at the same time.
• Once the 4C application is completed and received, it will be submitted to the 4C office.
• It can take up to 4-6 weeks for a new application to be processed, so it is imperative that this process is started early.
• If the family is denied 4C funding, we will begin the YMCA scholarship process.

Frequently Asked Questions

Know Before You Go Packet

• Copies will be made and kept at the front desk to help answer any FAQ's

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• There is also an FAQ sheet in the camp binder at the front desk that can be used for questions.

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Day Camp 2025 FAQ sheet

Inclusion

• Shifting from modification TO accommodation
• Our online platforms and other printed materials may still use modification, but we will be working to make the changes as we are able to.
• Requiring "proof" of disability or a reason for accommodation is NOT allowed
• We cannot require medical, school (IEP), or other documentation to verify the need for modification
• Check emergency information packets
• Page 2 – Below health questions & before releases
• Look for "YES" marked on accommodation needed
• Modification/accommodation must be requested on the specific registration.
• Face-to-face transactions at the desk
• Make sure to ask the enrolling parent if accommodation is needed when prompted on screen.
• Select yes or no

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• The inclusion department can also be reached at inclusion@ymcachicago.org​

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Inclusion cont.

• Once the inclusion department is notified, a parent/guardian will be contacted via email within approximately 48 hour to set up a call and begin development of an inclusion plan for support.
• We can supply a one-on-one aide if needed. This will be upon request during registration.

*Their camper is not treated differently.

• It does not mean they automatically need to have an aide if they do not wish.
• This just better prepares our staff and gives us resources to make sure that their camper, our staff and other campers have an overall positive experience.

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• The inclusion department can also be reached at inclusion@ymcachicago.org​

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Camp Events

• (Pending Weather)
• Wednesday April 9th @6:30pm
• Please join us to learn all about our camp offerings, have all your questions answered, and make sure you have everything turned in for your campers first day!

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Parent Info Night

• (Pending Weather)
• Thursday May 29th @6:30pm
• Join us for our mandatory "meet the counselors" parent information night from 6:30-7:30 p.m. at Sage YMCA.  Enjoy some ice cream and mingle with the camp staff.  This is a great time to have all your last-minute questions answered, as well as prepare your camper for their first day of camp!

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Meet the Counselor / Ice Cream Social

• Outside by the Main Pavilion (Weather permitting)
• Thursday July 24th @6:30pm
• Parents and loved ones are invited to come watch our astounding campers showcase their talent in our annual talent show!

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Sage's got Talent

Where to Direct Questions

• Changes:
• Day Camp Email – sagedaycamp@ymcachicago.org
• Melissa and I have access to this email
• Inclusion
• inclusion@ymcachicago.org
• Other Questions:
• Day Camp Email ^^
• Meet the Counselor/Ice Cream Social
• Know Before You Go Packet
• FAQ Sheet
• Parent Handbook

Day Camp Questions

What is YMCA Camp?

7:00am – 9:00am   Before Care

9:00am – 9:30am   Opening Circle and Attendance

9:30am –11:30am   Activity Rotations

     (Art, Sports, Character Development, Large Group Activities)

11:30am – 12:30pm  Lunch

12:30pm - 3:00pm  Afternoon Rotations

     (Swim, Sports, Small Group Activities, and Snack)

4:00pm - 6:00pm   After Care

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Daily Camp Schedule

Traditional Camp

• Campers will be grouped by ages, not by incoming grades

Sports/ Swim Add on

• 9am or 10am – noon
• Monday – Thursday (offsite camps)
• 1pm-3pm or 4pm
• Monday – Thursday (offsite camps)

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Camp Groups

Week 1 June 9-13: Full STEAM Ahead�Week 2 June 16-20: Color Your World

*No Camp Thursday, June 19th�Week 3 June 23-27: Cartoon Classic�Week 4 June 30- July 4: Party In the USA*No Camp Friday, July 4th�Week 5 July 7-11: Sportstacular�Week 6 July 14-18: Astronaut Adventures�Week 7 July 21-25: Drama-o-rama�Week 8 July 28- Aug 1: Superhero Academy�Week 9 Aug 4-6: Seas the Day

*Only 3 days

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Daily Fun

Wednesday's

Dress up Wednesday- dress up information will be sent via newsletter the week before.

We will share the dress up themes with the front desk so that you can dress up as well!

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Thursday's

All Camp / Field day – stationed activities based on the weeks theme for camp

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7:00am – 9:00am   Before Care

           Latest drop off time (9:00am)

9:00am –9:30am   Opening Circle and Attendance

9:30am –3:00pm   Field Trip

3:00pm – 3:30pm  Afternoon Rotations

3:30pm      Closing Circle     

4:00pm - 6:00pm   After Care

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There will be NO early pickups on Field Trip Friday’s

The arrival time will vary based on where camp goes for their field trip, or if we are struggling with a kid at the field trip and will delay our arrival time.

Week 1 June 9-13: Full STEAM Ahead�Week 2 June 16-20: Color Your World

*No Camp Thursday, June 19th�Week 3 June 23-27: Cartoon Classic�Week 4 June 30- July 4: Party In the USA*No Camp Friday, July 4th�Week 5 July 7-11: Sportstacular�Week 6 July 14-18: Astronaut Adventures�Week 7 July 21-25: Drama-o-rama�Week 8 July 28- Aug 1: Superhero Academy�Week 9 Aug 4-6: Seas the Day

*Only 3 days

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Friday Field Trips

Week 1 - Full STEAM Ahead

Week 2 - Color Your World

Week 3 - Cartoon Classic

Week 4 -Party In the USA

Week 5 - Sportstacular

Week 6 - Astronaut Adventures

Week 7 - Drama-o-rama

Week 8 - Superhero Academy

Week 9 - Seas the Day

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Week 1 June 9-13: Full STEAM Ahead�Week 2 June 16-20: Color Your World

*No Camp Thursday, June 19th�Week 3 June 23-27: Cartoon Classic�Week 4 June 30- July 4: Party In the USA*No Camp Friday, July 4th�Week 5 July 7-11: Sportstacular�Week 6 July 14-18: Astronaut Adventures�Week 7 July 21-25: Drama-o-rama�Week 8 July 28- Aug 1: Superhero Academy�Week 9 Aug 4-6: Seas the Day

*Only 3 days

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Weekly Themes

Week 1 - Mad Scientist

Week 2 - Your Group Color (Red, Yellow, or Blue)

Week 3 - Favorite Cartoon Character

Week 4 -Red, White and Blue

Week 5 - Favorite sports team

Week 6 - Space theme

Week 7 - Favorite movie character

Week 8 – Favorite Superhero

Week 9 - Beach theme

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• Camp staff attend a full week of training before camp begins.
• Ratios

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• A huge portion of camp training relates to camper safety and Child Abuse Prevention.
• We rely on all YMCA Staff to be an extra set of eyes during camp.
• If you see something, say something.
• In situations where you would prefer to anonymously or confidentially make a report (involving child safety, violations of policy, illegal activity, requests for guidance regarding policies, as well as positive suggestions and stories), you are encouraged to use the Ethics Point Hotline at 855.249.5700

Week 1 June 9-13: Full STEAM Ahead�Week 2 June 16-20: Color Your World

*No Camp Thursday, June 19th�Week 3 June 23-27: Cartoon Classic�Week 4 June 30- July 4: Party In the USA*No Camp Friday, July 4th�Week 5 July 7-11: Sportstacular�Week 6 July 14-18: Astronaut Adventures�Week 7 July 21-25: Drama-o-rama�Week 8 July 28- Aug 1: Superhero Academy�Week 9 Aug 4-6: Seas the Day

*Only 3 days

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Camper Safety

Questions??