WELCOME TO CAMP
Table of Contents
**please note this is best viewed on a desktop.
1. Letter from the directors
2. Phone, GPS, mailing Information
3. Accessing the parent portal
4. Completing camp forms
6. Transportation to/from camp
7. Electronic and internet policies
8. Behavior Policy
9. Communicating with your camper
10. Medical and health information
11. Emotionally preparing for camp
12. Camp uniforms and packing list
13. Welcome to camp bingo!
Letter from the directors
Hello Kutsher's Sports Academy families!
Summer 2023 is just around the corner, and we can't wait to see you all at KSA! We're busy preparing for what we expect to be the best KSA summer yet.
This Welcome to Camp guide is your number one resource for all things camp. Please review the complete guide to ensure you and your camper/s are prepared for the first day. A few important reminders:
Please purchase the required KSA clothing as soon as possible to ensure it arrives in time for camp.
Please submit all forms in a timely fashion.
All outstanding balances are due on or before May 1, 2023.
Thank you again for trusting us with your wonderful children!
Hillary & Mike
109 Lake Buel Road
Great Barrington, MA. 01230
United States Postal Service:
PO Box 252
Great Barrington, MA. 01230
25 Deerwood Park Road,
Great Barrington, MA. 01230
Accessing the parent portal
CampInTouch & The Campanion App
CampInTouch and the Campanion App will be your central area for all things camp!
Before camp begins, you will want to log in to complete all the camp forms and submit your final camp payment. You can do this on a desktop using CampInTouch or on your phone using the Campanion app.
To access the parent portal from our website, click Parent Portal and CampInTouch. You will be prompted to enter your email and password. If you have not set a password, simply click the button that says “retrieve/set password”.
Once a login has been created and you have signed in, you will be taken to your dashboard (see picture below). Here, you can start exploring your CampInTouch portal!
We're excited to use Campanion again this summer! Campanion is the mobile app we’re using to share your child’s experience at Kutsher's with you this summer. With a personalized stream of content featuring photography, regular updates from camp, and more, our hope is that Campanion makes you feel closer to your camper's experience than ever before.
To get started, follow these simple steps:
Once logged in to the portal, click here to complete camp forms
Click here to pay your final camp balance.
Completing Camp Forms
All camp forms MUST be completed prior to your camper's arrival to camp. You can see a full list of forms by clicking here.
If you have any questions or need assistance with forms, please feel free to reach us anytime.
To upload camp forms, click "Forms & Documents". The best way to complete most forms is through the Campanion app. All non-digital forms must be printed, signed, and uploaded.
Your camp balance is due by May 1, 2023. If you have not yet paid your camp balance, please do so immediately.
Kutsher's Sports Academy accepts checks, all major credit cards, and wire transfers for tuition payments. You can pay online through our parent portal. To pay your camp balance, simply log into your Camp InTouch account, scroll down and click "Financial Management," and add your credit card information. All checks can be mailed to PO Box 252, Great Barrington, MA. 01230.
The balance of the camp fee is due by May 1, 2023. A physician-authorized medical excuse is required to be considered for a refund of camp fees after May 1, 2023. If your child is at camp and needs to leave for a medical reason, the refund will be pro-rated and transferred as a credit to the following summer. We suggest taking insurance for camp if you believe this is a possibility.
Transportation to/from camp
DRIVING TO CAMP
Most campers will arrive by car with their parents/guardian. Final procedures will be sent closer to opening day. We will provide transportation from the airport for any campers arriving by plane.
We have arranged for chaperones on flights from Fort Lauderdale (FLL) to camp. These flights ensure your child can travel with other Florida campers and KSA staff. Please click here for the Florida flight details. Additionally, all families traveling from Florida should have received an email from our directors with flight information. We recommend booking your flights ASAP. If your camper/s is taking a chaperoned flight, please select "Florida group flight" on your transportation form.
ALL OTHER AIRLINE TRAVEL
In order for us to arrange ground transportation for your child, please book one of our recommended flights to and from John F. Kennedy (JFK) airports. We cannot guarantee transportation to and from camp if you choose different flights.
SHIPPING LUGGAGE TO CAMP:
You may ship luggage to camp a week prior to your session. Please make sure your camper's name is clearly labeled on the luggage and notify the main office so that we can accept delivery. Camp receives deliveries from UPS and FedEx. The shipping address for luggage is 25 Deerwood Park Road, Great Barrington, MA. 01230. Luggage cannot be shipped via USPS.
ELECTRONIC AND INTERNET POLICY
Cell phones are NOT PERMITTED at Kutsher’s Sports Academy. With the exception of campers traveling by plane, there is no reason to bring a phone to camp. Any phones brought to camp must be turned in to the front office and will be mailed home at the parent's expense.
Campers are not allowed to bring computers, DVD players, iPod Touches, or any device that allows for texting or
internet access. These items will be confiscated and mailed home at the parent's expense.
As a general rule, if your electronic device has a screen, you should not bring it to camp. If you'd like to send your camper with a music player, we recommend the Campfire Player, which can be purchased here. Kutsher’s Sports Academy does not assume responsibility for these items.
CAMPER BEHAVIOR POLICY
We expect campers to always act respectfully when they are on our property or participating in our programs. Campers are to behave in a mature, responsible way and respect the rights and dignity of others.
When a camper does not follow the behavior guidelines, we will take the following action steps as behavior problems progress:
Staff will redirect the camper to more appropriate behavior.
If inappropriate behavior continues, the camper will be reminded of behavior guidelines and camp rules, and the camper will be asked to decide on action steps to correct his/her behavior.
If a child’s behavior still does not meet expectations and is affecting the experience of other campers, he/she will be referred to one of the Division Leaders or Camp Directors, who will also notify the camper’s guardian/s.
If inappropriate behavior continues, the camper may be dismissed from camp.
The Camp Director may also be called upon to work with cabin groups needing additional support and behavior guidance.
Examples of unacceptable behavior:
Refusing to follow behavior guidelines or camp rules
Using profanity, vulgarity or obscenity
Stealing or damaging property (personal or camp property)
Refusal to participate in activities or cooperate with staff
Disrupting a program
Leaving a program without permission
Endangering the health and safety of children and/or staff
Use of illicit drugs, alcohol or tobacco or sexual conduct of any kind
Teasing, making fun or bullying of other campers or staff
Fighting of any kind
Camper fees are non-refundable if a camper is sent home for disciplinary reasons. Physical violence or bullying toward another camper or staff member will result in immediate dismissal from the camp program.
All campers are permitted to have one ten-minute phone call per week after the first week of camp. No phone calls are permitted during the first week of your child’s stay at KSA. This lets your camper adjust to the camp environment and fully settle into their routine.
If you are staying for three weeks, you are permitted two calls. If you are staying for six weeks, you are permitted five calls. Session 2 campers are not allowed to schedule calls until the week of July 23.
You can schedule phone calls through our CampInTouch portal. When you log in, click "Phone Reservation System."
Campers love to receive mail. Positive, supportive letters let your camper hear from you in a constructive way. Please remember to include your child's name and bunk on all mail sent to camp.
If you would like your camper to write home, please send pre-addressed envelopes (with stamps), stationery, and writing supplies. To purchase fun camp stationery through our online camp store, click here.
Campers are allowed to receive packages. However, we do not allow outside food on camp. Any food, or prohibited items, sent in packages will be confiscated and discarded.
KSA now has a very convenient in-house emailing system that works in conjunction with your Camp InTouch Parent Portal. By purchasing “Camp Stamps” you may send a letter electronically to your camper that will be delivered directly to them. The“Bunk Note” will be printed out like snail mail. You can also choose to have your camper write you a handwritten response. Once these are given to our staff, they will be scanned and sent to your email.
1. Log into your Parent Portal. Once you have logged in, you will see our virtual KSA camp Dashboard. Scroll down to where it says Online Community; beneath that, you will see an icon labeled EMAIL.
2.. Once you click the Email icon, the system will guide you through purchasing CampStamps. By purchasing CampStamps, you can send camper emails as frequently as you’d like throughout the session. Each email uses a certain number of CampStamps based on your selections. Standard emails without add-ons (e.g., Stationery, Smart Words, and Sudoku) use 1 CampStamp. Once you have purchased CampStamps, you can also gift them to a guest if you wish (ex: grandparents).
Photographs are posted daily on Camp InTouch as a wonderful way for you to feel connected to your camper throughout their stay with us!
To access photos, follow the same steps as you would to send an email, but this time, choose photos. Through your portal, you can mark favorites, view, and share photos of your camper. Click the icon below each photo to do any of these functions. All of the photos you view online are available for purchase as prints, high-resolution digital downloads, or gift items such as t-shirts, calendars, or mousepads.
We also encourage parents to connect with us on social media outlets. We will post fun updates exclusively on Facebook or Instagram.
Communicating with your camper
Online medical forms must be completed four weeks prior to your camper's arrival on camp. This allows our nursing staff ample time to review each camper’s file. Some forms are online only and some require a physician’s signature. Please click here for a full list of the forms that you must complete. Our forms checklist can also be found in your parent portal.
We use Camp Meds for all prescriptions. Our policy and procedure for dispensing and administering medicine require camp families to have ALL of their child’s medicine dispensed by CampMeds and sent to camp prior to their arrival.
CampMeds will fill:
1. Prescription medication in pill form (daily and “as needed”)
2. Prescription medication in liquid form (daily and “as needed”)
3. Prescription nose sprays, eye/ear drops, inhalers, and creams/ointments
4. Non-prescription items (OTC) such as allergy medication (daily and “as needed”)
5. Vitamins (for specialty vitamins/supplements, email CampMeds to confirm that they can provide)
The exceptions are: Epi-pens, Accutane, growth hormone, insulin, injections, birth control pills.
* There is no need to have CampMeds dispense typical OTC items. Please see the CampMeds document in your parent portal for more information about CampMeds!
COMMUNICATION IN THE EVENT OF ILLNESS/INJURY
Kutsher’s Sports Academy strives to provide the highest level of safety and medical care. Care is managed by our 24 hour on-site nursing staff and counselors who have been trained in First Aid and CPR. In the event that your camper should become ill or injured during their stay at camp, here are our communication procedures:
If your camper comes to the health center with a minor injury or illness, (i.e. laceration, scrape, sprain,
headache, sore throat, nausea, etc.,) we will provide the necessary medical care and allow him/
her to continue their activities at camp without interruption. In this instance, we will monitor the
situation and provide follow-up care as necessary.
In the event of a more significant illness or injury, (i.e. prescription of antibiotics, fractures,
evaluation by a specialist, or an overnight stay in the health center,) we will contact you as early as
possible. Please note that you will likely be contacted by one of our medical staff members as
they are most familiar with the situation. You can also speak to a director at any time.
TICKS AND OTHER BUGS
Camp is in the woods! Our campers' safety is our top priority, so here are a few tips to help ensure a safe and fun summer for everyone. We do not allow food in the bunks as it can attract animals. Any food that is sent with packages will be discarded.
We do have mosquitos and we recommend sending your campers with bug spray. Our counselors and coaches will make sure your camper applies the repellent when necessary.
Ticks and bed bugs are also common in a camp environment. Campers will be educated during orientation about spotting ticks and how to properly respond. We want all our families to know that KSA has taken appropriate preventative measures and has procedures in place to deal with any potential issues involving bed bugs. While rare, we take this very seriously so we ask that all parents take precautions as well to ensure that bed bugs aren’t brought into the camp.
Due to the increased incidence of head lice in the school systems, we strongly advise that you ask your physician to check your camper for any indication of the condition. We ask that all parents check their children during in the month leading up to camp, including a final check on departure day. We have partnered with the LiceDoctors, who will check all campers and staff for head lice upon their arrival to camp. Campers and counselors will not be allowed in bunks until they have been checked for lice. We will immediately notify any camper’s parents if head lice are discovered. You will be financially responsible for the treatment, and your camper will not be allowed in the bunk until they have been treated. The LiceDoctors will treat all positive cases for a fee of $250.00.
We strongly encourage all campers to be vaccinated against COVID-19. All campers are required to take two at-home COVID-19 tests before they arrive at camp. Campers must test the day before arrival and again on the arrival date. Two negative test results will be required to get on the bus or enter the camp. Printouts/screenshots of the results should be provided in person (not emailed). If your camper is diagnosed with COVID-19 during camp, we will reach out to discuss quarantine options. Quarantine guidelines will be based on guidance from the Massachusetts Department of Health and our Healthcare Consultant.
Medical & health information
Emotionally preparing for camp.
For many of our families, homesickness is the number one concern when adjusting to life at camp. It is important to remember that homesickness is a normal feeling. According to the American Camp Association, “it is the natural result of separating from home and loved ones.”
Here are some tips from the American Camp Association to help you prepare for the summer:
Never say, “If you feel homesick, I’ll come and get you.” This conveys a message of doubt and pity that undermines children’s confidence and independence. Pick-up deals become mental crutches and self-fulfilling prophecies for children as soon as they arrive at camp.
Discuss what camp will be like well before your child leaves, acknowledging feelings; consider role-playing anticipated camp situations.
Send a letter to your child before camp begins so they will have a letter waiting for them.
Allow your child to pack a favorite stuffed animal and/or picture so that your child will have a reminder of home.
Probe for Positives, Not Negatives! When talking with your child ask him/her for positive experiences, stories, and events.
Camp Uniform and Packing List
While we do not require campers to wear a uniform on camp, we will require them for special event days. You can purchase required camp items by clicking here. You must place your order before April 15, 2023.
You can download our packing list by clicking here.
Laundry is done once per week on camp grounds. For a $10 charge, we will supply each camper with a laundry bag that conforms with our machines. Otherwise, please send your camper with a mesh laundry bag that is large enough to hold a week's worth of clothing and can be washed in commercial machines.
WELCOME TO CAMP BINGO!
YOU MUST CHECK OFF ALL ITEMS TO WIN!
Complete all medical forms in your parent portal.
Download the Campanion App!
Schedule your camper's physical appointment with their physician.
Visit everythingcamper.com to purchase camp clothing.
Register for CampMeds (if your child takes medication).
Follow us on social media.
Send your child a bunknote or letter
Read our covid policy.
Leave valuables at home, including electronics.