Summer 2025 Policies

Updated October 21, 2024

Summer at St. John's operates all summer programming under a camp license issued by the town of Danvers, MA.  As such, regardless of the program a child is enrolled in they will be referred to as a camper and must follow the state laws required for recreational camps (105 CMR 430.00).

Accommodations

Summer at St. John's programs are designed for a wide variety of children and can be adapted, to an extent, to meet the needs of individual campers.  A public accommodation shall make reasonable modifications in policies, practices, or procedures, when the modifications are necessary to afford services, facilities, privileges, advantages, or accommodations to individuals with disabilities.  A public accommodation does not have to comply if it can demonstrate that making the modifications would fundamentally alter the nature of the goods, services, facilities, privileges, advantages, or accommodations.  Accommodations will be considered on an individual basis and supporting documents such as a 504 Plan, Individualized Education Plan, or medical documentation can assist in this process.  Any accommodations that require support must be disclosed in advance - failure to do so may result in the camper being dismissed from the program with no refund.  

Any questions regarding accommodations should be directed to Laurel Grady.

Financial 

A non-refundable deposit of $75 per child, per weekly program, is required at registration and will be applied to session fees. For Session Options (Lunch, Transportation, Extended Day), a non-refundable deposit of $15 per option, per child, is also required.

All invoices must be paid in full by May 1, 2025.  Failure to do so may result in a forfeit of enrollment and deposit.  All registrations received after May  1, 2025 require immediate full payment.

Cancellations 

A 48 hour grace period allows for a full refund, including deposits, if a registration is canceled in writing to summer@stjohnsprep.org within 48 hours of submission. All emails will be time-stamped for accuracy.

Until March 31, 2025 session fees and session option fees are fully refundable, minus the non-refundable deposits listed above ($75 weekly session fees and $15 session option fees). 

Starting April 1, 2025, until 30 days before the program start date, a 25% refund is available. No refunds will be given within 30 days of the program start date. A full list of these dates is provided below.

Program Start Date	30 Day Cancellation Date (no refund offered beyond dates below)
6/9/25	5/10/25
6/16/25	5/17/25
6/23/25	5/24/25
6/30/25	5/31/25
7/7/25	6/7/25
7/14/25	6/14/25
7/21/25	6/21/25
7/28/25	6/28/25
8/4/25	7/5/25
8/11/25	7/12/25

At Summer at St. John's discretion, balances may be transferred to another program or family member, subject to availability. If space allows, campers can switch sessions. Starting May 1, 2025, a $25 change fee per child will apply to all registration changes.

Summer at St. John's does not provide refunds or fee reductions for campers who miss all or part of a session for any reason, including illness or injury (including COVID-19).

Summer at St. John’s reserves the right to cancel/change programs at any time. 

Enrollment 

All Summer at St. John's programs are subject to change, with advance notice provided whenever possible. Programs depend on meeting minimum enrollment numbers and may be canceled without prior notice if not met. We will try to offer an alternative week for canceled sessions, based on availability. If no suitable option is found, a full refund will be given.

Camper Health

Per 105 CMR 430.00 campers must not come to campus if they are experiencing the following symptoms:

• Fever of 100.4 degrees F or higher (children should be fever-free, and without medication for 24 hours before returning to camp).
• Flu-like symptoms.
• Sore throat, particularly with swollen glands.
• Vomiting or diarrhea within 24 hours prior to the start of the camp day.
• Cold-like symptoms, such as repeated coughing or sneezing, which are likely to spread infection.
• Significant headache, stomach ache, or chest pain. 
• Obvious infections such as Chicken Pox (all lesions should be crusted over before returning to camp).
• Contagious skin diseases such as Impetigo. 
• Contagious illness such as Strep Throat. 
• Any illness where a child is unable to participate fully in camp activities.
• Families must follow all updated state Covid Guidance as it pertains to testing, isolation and masking in the guidance for summer camps, as outlined here. 

If a camper is sent home by the Health Team, an authorized adult must pick them up within 60 minutes. If a camper is deemed ill at the end of the day, they may be held off the bus, and an authorized adult will be asked to pick them up from camp.

Dismissal

Summer at St. John's reserves the right to dismiss a camper without refund if they endanger themselves or others, disrupt activities, violate camp conduct, or if important information is withheld during registration. This includes frequent toileting accidents that cannot be managed by our Health Team. If a child is dismissed, an adult from the pick-up list must arrive within 60 minutes.

Medical Forms

Per 105 CMR 430.00, all emergency contact forms, signed physicals, immunizations, and medical administration forms must be received prior to a camper attending a program/camp..  

Campers must upload a valid physical form (dated within the last 18 months) to CampBrain by May 1, 2025. The form must include a dated physician's signature and a note stating 'Cleared to participate in activity' or similar. All medical forms must be in English; non-English forms must be translated by a medical translation service.

Medications

All medications must be dropped off and picked up by a parent/guardian. On the first day, families should bring medications to the Nurse station. Families using camp transportation can give medications to a bus monitor, along with a Medication Form and doctor’s order.

For off-campus trips, campers needing daily medication will create a plan with the Health Team and must bring a second, labeled container for medication.

Campers prescribed life-saving medications (e.g., epipens, inhalers) must bring them to camp, or they will not be allowed to stay. All medications must be current, in original containers, with visible prescription labels.

If a camper requires an EpiPen, they must bring both EpiPens in the original box with the prescription label.  All EpiPens must be accompanied by an up-to-date Allergy Action Plan, including a photo of the child. 

Early Dismissals/Late Arrivals

We offer two early dismissal times: 12pm and 2pm. Please notify us by 10am on the day of pick-up by calling 978-774-1427 or emailing summer@stjohnsprep.org. We cannot accommodate dismissals after 2pm or without prior notice.

Campers arriving after 9am must check in at the Main Camp Office in Memorial Gym, and staff will escort them to their program when available.

Field Trip Attendance

Starting June 25, 2025, Camp Chris Senior Camp will have weekly field trips on Wednesdays (except for July 3, 2025). Field trips are the day's program, and campers must arrive on time, participate, and cannot be dismissed early. No alternative program is available. Campers are expected to follow the same community contracts both on and off campus.

General

Per 105 CMR 430.00, all parents/caregivers of registered families have the right to review background checks, health care, discipline policies and grievance procedures upon request.

Release of Camper

Summer at St. John's is responsible for a camper from sign-in by an authorized person until they are released to an authorized parent/guardian. Campers cannot leave without an authorized individual listed in the CampBrain account.

Each week, an Authorized Pick-Up Pass will be sent to expedite pick-up. By using it, caregivers acknowledge that IDs will not be checked. If you prefer not to use the pass, contact us at summer@stjohnsprep.org before your child’s first day.

Photographic Images Policy

In order to portray our programming accurately and vibrantly, Summer at St. John’s makes an intentional effort to publicize our program in a variety of media formats. Photographic images (for example portrait, picture, video, or other reproductions) may be used for educational and/or promotional purposes in print and electronic media. Outlets for publication may include, but are not be limited to, marketing materials, the Summer at St. John’s website, press releases, social media outlets (including, but not limited to, Facebook and Instagram), newsletters, and local newspapers. While the School strives to abide by parent/guardian wishes, we do not guarantee use of a student’s name or image will never occur.  Any family that does not want their child photographed must put this in writing, sent to summer@stjohnsprep.org prior to your child’s first day of camp.

All families must upload a recent picture of their child to their registration form prior to their camper’s first session - this helps us identify children when needed.  This should be completed by May 1, 2025.

Food

Summer at St. John's is a nut-aware campus, so all food brought must be nut-free. Shared snacks or food, including for birthdays, are not allowed.

Campers without food will receive a nutritious bagged lunch, and families will be charged the daily rate.

Campers may receive food as part of their program, with the Health Care Team reviewing medical records and contacting families if needed. The Camp Store offers pre-published, nut-free snacks.

Swim

Campers in Camp Chris and Eagles MultiSports Camps have daily recreational swim. Campers in Exploration Camps, Academic/Enrichment programs, or other Summer at St. John's activities may access the pools if their schedule allows, with advance notice.

Safety is our top priority, especially at the pools. Our team of lifeguards, led by the Director of Aquatics, oversees all swimming activities. Campers receive a safety briefing and are supervised by lifeguards and counselors.

Daily swim builds confidence and water safety. Starting June 24, 2025, Lower Camp and Eagles U8 campers will receive swim lessons from North Shore Swim Club instructors. Participation in swim is expected unless excused by a physician.

Per 105 CMR 434.00, campers must shower before entering the pool.

Equal Opportunity 

St. John’s Preparatory School/Summer at St. John's is committed to providing equal opportunity to its students, campers, employees, and to eliminate  discrimination when it occurs.

St. John’s Preparatory School/Summer at St. John's does not discriminate on the basis of race, religious creed, genetics, sex, sexual orientation, age, national origin, ancestry, or veteran status.

Moreover, St. John’s Preparatory School/Summer at St. John's will not ignore any form of discrimination or harassment, including sexual harassment, nor will St. John’s Preparatory School/Summer at St. John's does not condone any form of retaliatory activity against any person who brings a complaint of discrimination or harassment or who cooperates on a compliant investigation.