West Ohio Camps - COVID-19
Policies and Procedures
These are the policies and procedures that have been carefully reviewed and adopted by West Ohio Camps as a source of mitigation and care of our valued campers, parents, retreat guests, and staff. We recognize that there are a wide breadth of viewpoints, realities and special situations in our world that each person and family should review before attending camp. If you and your family should find that this year’s camp opportunity simply does not align with your families’ needs, we understand and support your decision to not attend, and look forward to being in ministry with you again in the near future.
We also understand GREATLY the need for the camping ministry in such a time as this to exist and thrive; where the love of Jesus Christ is shown to each one of us by way of Abundant Adventure, Christian Community, and Faith Formation that happens here at camp. Come and be filled!
Page last updated 2/8/2021
(These documents and policies may be updated periodically as new information is available.)
Documents and Forms
10-Day Self Health Assessment - Campers & Retreat Attendees - Please print this document to fill out daily and bring with you! For everyone's heatth and safety there can be no admission without completed document!
As we all know, any time we are in the public domain, it is impossible to avoid potential exposures to a host of infectious germs, viruses and diseases. Potential exposure does not necessarily mean someone is infectious to others unless the proximity and duration guidelines from the CDC are met or exceeded. Camp Director will refer to those current standards and provide all campers, staff, and retreat guests current guidance on how to best use appropriate precautions and self-monitor. Similar to traveling through a grocery store or other public space, always use good hygiene and practices.
The information listed below is written mainly for our Summer Camp and Summer Retreat season campers and guests.
If you are attending camp as a year round retreat, please be in contact with us as to how these health and safety procedures may be applied to your group.
Masks / Face Coverings
- Each camper is asked to bring at least 3 cloth masks with them. Masks should be marked with the name or initials of the camper. Campers must carry a mask with them at all times.
- Masks must have at least two layers of fabric. If a buff style face covering is being used, it must be folded in half so that two layers are covering the mouth and nose.
- The use of a face shield is optional but does not replace the use of a mask.
- All campers, staff, and volunteers must wear a mask when interacting with people outside of their cohort. This includes but is not limited to passing another group on a trail, attending worship, meal serving line, using a shared restroom, and any interaction with staff outside the cohort.
- Masks are not required when a cohort is isolated in a specific area or activity location.
- All persons must wear a mask at check-in and check-out.
- Every camper, staff member, and volunteer must complete a 10-day self-health assessment before arriving at camp (see attached document above)
- If the completed self-health assessment form is not provided at arrival, the camper, staff, or volunteer is not permitted to stay at camp.
- The self-health assessment includes the following:
- A daily check of the following symptoms:
- Fever or chills (100.4°F or higher)
- Cough, sore throat, congestion, or runny nose that you cannot attribute to another health condition
- New shortness of breath or difficulty breathing
- Fatigue that you cannot attribute to another health condition
- Muscle aches that you cannot attribute to another health condition or specific activity (such as physical exercise)
- Headache that you cannot attribute to another health condition
- New loss of taste or sense of smell
- Nausea, vomiting, or diarrhea
- In the past 10 days, have you been in contact with an individual who has been ill with respiratory complaints or fever, or who is known to have tested positive for Covid-19?
- In the past 30 days have you have tested positive for COVID-19? If so, what was the date on which you were notified that you were no longer contagious with COVID-19? Documentation will be required.
- To prevent close contact between campers and staff we will not be doing lice checks at check-in. Please check your camper’s hair for head lice and nits before arriving at camp.
- Were lice or nits found in your camper’s hair?
- A daily check of the following symptoms:
- If a camper, staff, or volunteer answers “yes” to any of the questions above they are not permitted to attend camp until they can provide the results of a negative COVID-19 test and/or are cleared to attend by a medical professional.
- Campers, staff, and volunteers should be encouraged to make safe decisions and limit their interactions with others during the 10 days leading up to their event or start of work. This includes avoiding large gatherings and public events, travel and family vacations, and close contact with others outside of their household.
Daily Health Assessment
- Every camper, staff member, and volunteer must complete a daily health assessment every day while at camp.
- Staff must also complete a daily health assessment on their days off during the summer.
- Staff who do not live on site must complete the assessment when they arrive before beginning work.
- The daily health assessment includes a check of the following symptoms:
- Fever or chills (100.4°F or higher)
- Cough, sore throat, congestion, or runny nose that you cannot attribute to another health condition.
- New shortness of breath or difficulty breathing.
- Fatigue that you cannot attribute to another health condition.
- Headache that you cannot attribute to another health condition.
- New loss of taste or sense of smell
- Nausea, vomiting, or diarrhea
- If a camper, staff, or volunteer answer positively to any of the health screening questions, they must be isolated following the procedures in the following section.
- If a camper, staff, or volunteer exhibit any of the symptoms listed above, the rest of their cohort group will begin twice daily assessments adding a second assessment in the evening.
- Staff and campers should be mindful of COVID-19 symptoms and alert the Health Officer at any point throughout the day that they begin to exhibit symptoms.
Isolation and Quarantine
Isolation of Campers
- If a camper is showing signs of COVID-19, they must immediately be isolated in a designated location.
- A parent or guardian will be contacted to immediately to pick the camper up.
- A camper may not spend the night in isolation unless they begin to show symptoms after bedtime. In such a case, the parent will be notified immediately and have the option to pick them up then or first thing in the morning.
- A camper in isolation must wear a mask at all times while they remain at camp.
- The Health Officer or another designated staff member will supervise the camper while they are waiting to get picked up. The staff member must wear a mask at all times, keep at least 6 feet distance between themselves and the camper, and wash hands regularly.
- The staff member supervising the camper is responsible for recording all symptoms that the camper experiences, their onset and duration, and any other pertinent information. A copy of this information will be given to the parent picking the camper up and a copy will be kept in the camper’s file.
Isolation of Staff
- If a staff member is showing signs of COVID-19, they must immediately be isolated in a designated location.
- The staff is responsible for recording all symptoms that they experience, their onset and duration, and any other pertinent information.
- A staff member showing signs of COVID-19, must get a PCR COVID-19 test as soon as possible.
- Staff can remain at camp in isolation and receive meals while waiting on the results of their test.
- Staff, campers, and volunteers may end isolation and/or return to camp when they meet the following conditions:
- At least 24 hours have passed since recovery defined as resolution of fever without the use of fever-reducing medications and improvement in respiratory symptoms (e.g., cough, shortness of breath); and
- At least 10 days have passed since symptoms first appeared.
- A negative PCR COVID-19 test result. Documentation will be required.
Communication and Contact Tracing
- If a camper is sent home or a staff member or volunteer is isolated with signs and symptoms of COVID-19, parents of the other campers in the cohort will be notified in accordance with the County Health Department guidance. The camper, staff member, or volunteer’s name will not be included in the information shared with other parents.
- If a camper, staff member, or volunteer tests positive for COVID-19 during or after camp, they should notify the contact tracers in their home county that they attended camp.
- The camp’s county health department will work with the camp directors to contact parents of campers who may have been exposed.
Cabins and Cohorts
- The purpose of cohorts is to contain any potential spread of the virus to the members of a smaller group and to prevent a camp-wide outbreak.
- Cohorts will consist of a small group of campers, staff, and volunteers that will experience their week of camp together.
- Cohorts should be as small as possible with no more than 15 people including campers, staff, and volunteers.
- All campers, staff, and volunteers sharing a cabin/bedroom must be in the same cohort. A cohort can include no more than two cabins/bedrooms.
- Interaction between cohorts should be limited. All campers, staff, and volunteers must wear a mask, sanitize hands, and keep a distance of at least 6 feet when interacting with people outside of their cohort. This includes but is not limited to passing another group on a trail, attending worship, meal serving line, using a shared restroom, and any interaction with staff outside the cohort.
- Activity schedules and large group gatherings should be planned to avoid interaction between cohorts.
- Masks are not required when a cohort is isolated in a specific area or activity location. Members of a cohort should still avoid close contact with each other such as hugs, sitting on someone else’s bed, sharing clothes or towels, etc. and regularly wash and sanitize hands.
- If a group is interacting with a staff member outside of their cohort, such as kitchen staff or an activity leader, all campers, staff, and volunteers must wear a mask, keep at least 6 feet distance, and sanitize or wash hands regularly.
Staff and Volunteers
- Staff and volunteers will read and agree to the camp’s COVID-19 policies before beginning work.
- Contact between staff and staff outside their cohort and campers should be limited. When necessary, everyone present should wear a mask and keep distance as possible.
- Staff will follow safe practices of social distancing and mask wearing while not at work.
Building and Restroom Use
- All campers, staff, and volunteers must wear a mask whenever inside a building other than the room they are sleeping in and wash or sanitize hands before entering a building.
- When possible, windows and doors should be left open to provide proper ventilation.
- When possible, restrooms will be assigned to a single cohort for use during the entire session. If restrooms are to be shared by more than one cohort, restroom times should be scheduled whenever possible, leaving time to sanitize between uses.
- Campers, staff, and volunteers should remain at least 6 feet from others and follow any posted traffic flow signs and rules when inside a building or a congested area outside.
- Campers must bring their completed 10-Day Self-Health Assessment with them to check in. Campers who do not bring a completed form will not be allowed to attend.
- Each camper must take a Daily Health Assessment upon arrival including a temperature check. If a camper answers “yes” to any of the questions on the Daily Health Assessment they will not be allowed to attend.
- We request that only one parent arrive with the camper to check-in if possible.
- Parents and family members are not permitted to exit their car during check-in. Camp restrooms are not open to parents and family members, please plan accordingly.
- Everyone in the vehicle must wear a mask during check-in.
- A camp specific check in procedure will be provided.
- Closing programs and large-group gatherings will not be held.
- We request that only one parent arrive to pick up the camper if possible.
- Parents and family members are not permitted to exit their car during check-out. Camp restrooms are not open to parents and family members, please plan accordingly.
- Everyone in the vehicle must wear a mask during check-out.
- A camp specific check out procedure will be provided.
- Additional food service safety and cleaning measures will be taken.
- Camp specific procedures may include eating outdoors, within cohorts, with additional air flow, proper distancing between cohort tables, masks while in waiting lines, and additional hand washing and sanitation.
Cleaning and Sanitation
- Campers, staff, and volunteers should wash or sanitize their hands regularly using hand soap and warm water for at least 20 seconds or hand sanitizer with at least 60% alcohol.
- Restrooms used by multiple cohorts should be cleaned between each use using a disinfectant.
- Restrooms used by a single cohort should be cleaned daily using a disinfectant.
- Commonly touched surfaces such as doorknobs, light switches, and water bottle fillers should be disinfected regularly, at least once per day.
- Program equipment must be cleaned with a disinfectant between each use.
- Staff should wear gloves and a mask while cleaning and disinfecting.
- If a camper, staff member, or volunteer is isolated due to showing symptoms of COVID-19, their bed and any other areas and items they may have come into contact with should be thoroughly cleaned and disinfected.
Worship and Vespers
- Large group worship will take place outdoors or under an outdoor shelter with significant airflow.
- Campers and staff will be seated with their cohort with as much space between groups as possible (at least 6 feet)
- Everyone attending worship must wear a mask, including while singing.
- Campers and staff may stand, dance, and move around as long as they stay within their cohort’s designated area.
- Speakers and worship leaders may remove their mask to lead worship given that they stay in a designated location at least 6 feet away from others.
- Communion will be received by cohort. Communion servers must wear a mask and gloves. Those talking communion must sanitize or wash hands before approaching the servers and wait to consume the elements until away from the serving area.
- Communion should either be served in single serving cups or with a new cup for each cohort. Bread should be handed to the participant by a server wearing gloves.
- If more than one cohort is swimming at the same time, each group must stay in a designated area to minimize interaction between groups.
- Lifeguards should be stationed so that they are in a dedicated space at least 6 feet from others so that they can safely guard without a mask.
- When possible, life jackets should be assigned to a specific camper for each session. If life jackets are to be shared, they should be disinfected between each use.
Summer Camp - Registration, Cancellations & Refunds
- Registration for each individual camp will close 12 days before camp starts. This will allow for a “10-day self-health assessment” for each individual camper before arriving at camp. Camps will have limited capacities to meet cohort and lodging requirements. Early registration is suggested.
- Cancellation and refund policies may vary from previous years as circumstances are very different and we are maintaining policies that allow us to best stay in operation. If for any reason a camp is closed or cancelled, full refunds will be given. Cancellations up to 14 days before the first day of camp receive a full refund of the amount paid minus $50. Or transfer to another week in 2021. Cancellations 14 days or less before the first day of camp receive no refund as the spot will go unfilled. That includes no-shows.
- We will work with families that have serious emergencies.
- A camper or immediate family member tests positive for COVID-19.
- A camper shows up at Check-In day and has any symptoms of illness. Try to reschedule.
- Any refunds from listed exceptions are full refund of fees paid minus $15 handling fee.
- Campers going home early because of COVID symptoms will receive a partial refund.
- If we incur staff shortages due to symptoms or positive tests, the last campers registered may be cut for us to maintain ratios. Alternate weeks will be offered or a full refund.