Policies and DEI

Camp Policies and Procedures (Public Version)

Diversity, Equity & Inclusion

At Life Gears Academy we are committed to fostering an inclusive, diverse, equitable, and accessible learning environment for team members, youth, and community members. We believe that a strong foundation in DEI principles is essential in shaping the minds, hearts, and characters of our community as we grow and develop. Our policies for participants and team members are communicated on our website, in training, and during registration and include our expectations for behaviours that support an environment free of racism, harassment, sexism, and any other harmful actions. As a team we acknowledge that anti-oppression and DEI work is a long-term commitment that requires on-going research, feedback, and action so every year we have a team that adds to our training and policies.

Diversity

We celebrate and value the unique qualities, experiences, and perspectives that each individual brings to our community. We embrace diversity in all its forms, including but not limited to race, ethnicity, nationality, gender, sexual orientation, socioeconomic status, religion, ability, and learning styles. By embracing diversity, we aim to create a vibrant and inclusive learning environment that prepares our youth and team to thrive in an increasingly interconnected and diverse world.

Equity

We are dedicated to creating an equitable learning and working environment that ensures every individual has adaptable access to educational opportunities, resources, and support. We recognize that everyone has different needs, strengths, and challenges, and we strive to provide individualized attention and tailored approaches to our work. We are committed to removing barriers to resources, promoting kindness, and empowering all youth and staff to reach their full potential.

Inclusion

We foster an inclusive culture where everyone feels valued, respected, and included. We promote a sense of belonging, collaboration, and open dialogue among youth, teachers, families, and the communities that we engage with. We actively encourage the exchange of ideas, perspectives, and experiences, creating a safe and welcoming space for all. We embrace inclusivity as a feature of our approach, enabling the skill to develop empathy, compassion, and a deep appreciation for the richness of human diversity.

Our commitment to DEI extends beyond the programs that we offer. We continuously seek opportunities to enhance our curriculum, training, pedagogy, and policies to align with best practices in inclusion, diversity, equity, and accessibility. We provide professional development and training for our staff and volunteers to ensure they are equipped with the knowledge and tools necessary to cultivate an inclusive learning environment. We engage with parents, guardians, and community partners to promote understanding, collaboration, and support for DEI initiatives.

By embracing diversity, promoting equity, and fostering inclusion, we strive to nurture well-rounded individuals who possess the skills, knowledge, and attitudes necessary to navigate a complex and interconnected world with empathy, respect, and a commitment to social justice. Together, we are dedicated to creating an organization and community that celebrates the unique worth and potential of every human.

Behaviour Policy

Life Gears Academy works to provide an inclusive and supportive environment for all who wish to attend our programs. We acknowledge that this comes in different approaches and forms for each individual, so we do our best to adjust to the needs of each individual.

We do not tolerate bullying, violence, racism, sexism, abuse of property or other behaviours that may harm others or take away from another participant's experience. If a participant is behaving inappropriately, families will be contacted and they may be sent home for the remainder of the day or week depending on the severity. Responsive measures will be in collaboration with the family of the campers and at the discretion of the director of Life Gears Academy.

Inappropriate behaviours refer to anything that is done deliberately that puts someone at risk mentally, physically, or emotionally as well as actions that continue consistently after being asked to stop. Though we try our best to accommodate each child’s individual needs, some campers may require support beyond our staff’s capacity, expertise, and training. After discussing options with guardians, if the behaviour persists, the Camp Director may ask that the child no longer attend our camp. Referrals to other community supports can be provided.

COVID-19 Protocol

We will be monitoring public health guidelines and will adjust our programming and environments to keep everyone as safe as possible.

Screening

Each camper, staff and visitor are encouraged to self-screen for symptoms and relevant exposure to COVID-19 and other viruses prior to entering camp facilities and/ or participating in daily camp activities. We ask that you/your camper please refrain from attending camp if you/your camper are unwell. If exposure is made known following arrival at camp, the individual(s) will be directed to an isolation area while plans are made to safely leave.

If you have symptoms and are concerned you may have COVID-19, please visit the public health website

On-site Safety Measures

Camp takes place outside as much as possible. While indoors campers and staff are encouraged to wear masks (even if public health doesn't mandate the use of them) and maintain physical distance where possible. Windows and doors will be opened to increase ventilation, (weather permitting). Alcohol-based sanitizer will be accessible and frequently touched surfaces (doors, buttons, tapletops) are cleaned and disinfected at least twice a day and more frequently if needed.

We want everyone to feel safe and comfortable so please contact us if you have any needs.

Management of Symptomatic Campers or Staff

At the isolation area, the symptomatic/ exposed individual will be given a medical mask and will be supervised by a staff member until arrangements to leave have been made. Siblings or other household members who are present at camp will also be sent home.

Photographs

Photographs are only taken of participants who have given us permission to do so via indication on their registration form or a signed photo release form. We ask that Guardians do not take photos of participants that aren’t yours. If a photo is taken of a participant that has not given permission, we will be mindful that it does not show their face or any other identifiable features. Please contact us if you have any concerns with photographs.

Technology/Personal Devices Policy

Although we encourage healthy and moderated uses of Electronics and Personal Devices in our lives, technology can be both a distraction and theft risk, so we discourage the use unless it is discussed with us in advance. If necessary, technology can be kept on the camper, but they will have to let staff know when they need to step aside to make any texts or phone calls to guardians. If you would like to get in contact with your camper, you are welcome to drop by or contact us. Life Gears Academy is not responsible for any lost or stolen belongings.

Payment Policies

Payment for Program

Payments will be accepted by cash, e-transfer, and cheque. We are unable to accept debit or credit at this time.

We request that payments are made within 4 weeks of registering in order to hold your spot. If a payment isn't made within that time period, we will email you with a reminder and may give your spot to someone on the waitlist. Please contact us if you would like to request more time or a payment plan with partial payments.

Cancellations and Transfers

All cancellations & transfers are done on the back-end of the registration process, please contact us at admin@lifegears.org or call 519-766-3030 to complete the cancellation or transfer.

Cancellation

In order to receive a full refund, cancellations must be requested more than 2 weeks prior to the session start date in which the participant is enrolled. Cancellations after this time will be subjected to a depreciating value.

Less than 2 weeks before the program: 75% refund
Less than 1 week before the program: 50% refund
Less than 48 hours before the program: 25% refund
On or after the First Day of the program: No refund

Refund must be made in the same form in which the payment was made.

Example of Cancellation Protocol:

For example, if someone is registered for a program the week of Monday July 11th – Friday July 15th, here is the following protocol for cancellation:

Cancellation before Monday June 27th = 100% refund
Cancellation between Monday June 27th to Sunday July 3rd = 75% refund
Cancellation between Monday July 4th to Friday July 8th = 50% refund
Cancellation on Saturday July 9th & Sunday July 10th = 25% refund
Cancellation on Monday July 11th or later = No refund

Transfers

Camp transfers are free of charge, however we can't guarantee space in the program that you are hoping for.

Refunds After a Program has Started

Life Gears Academy wants what is best for both the participants and those who register them, so we do our best to make programs that will interest a wide range of people, however we cannot guarantee that our programs will meet the interest of all participants. If you are unsatisfied with your experience, please contact us and we will do our best to work something out.

Virtual Programs

Supervision

Virtual programs offered by Life Gears Academy are for educational and engagement purposes and are not intended to be used in replacement of childcare. While programs are running, an adult or care provider must be available at all times in the case of any emergency or any other difficulties. Our online activities shouldn't require adult supervision (unless stated) but assistance might be requested from your child.

Emergency Cases

Please ensure that the emergency contact person provided is available during the program duration. Without us being in direct supervision of the youth, we are unable to help in any physical emergencies and will have to call the emergency contact to provide assistance. Emergency support/vehicles will be called to your house if no one is available in the home to assist with any serious issues (eg. the youth is unconscious).

Behaviour Policy

Life Gears Academy does not tolerate bullying, violence, abuse of property or other behaviour that may harm or take away from another participant's experience. If a participant is behaving inappropriately they may be excluded from the session or from the remainder of the program depending on the severity. Disciplinary measures are at the discretion of the director of Life Gears Academy.

Families and campers are responsible for ensuring that the video image is appropriate for camp (nothing in appropriate in the background, inappropriate clothing, etc.) With live video calls, Life Gears staff will mute or remove any participants who are being inappropriate during calls.

Photographs/Recordings

Photographs and recordings are only taken of participants who have a signed photo release form, so please do not take photos/recordings of participants other than your own child and we will refrain from taking photos as well. If a photo/recording is taken of a participant who does not give permission, it will not be showing their face or anything identifiable. Please contact us if you have any concerns with photographs being taken during our programs.

Video sessions that are one on one (tutoring) will be recorded and available for the participant and will be kept on file by Life Gears Academy as a safety precaution.

Payments Policies

Payment for Program:

Payments will be accepted by e-transfer, and cheque as well as from any participating subsidy organizations/partners.

We request that payments are made within 2 weeks of registering in order to hold your spot. If payment isn't made within that time period, we will email you with a reminder and may have to give your spot to someone on the waitlist. Please contact us if you will need more time.

Cancellations and Transfers

All cancellations & transfers are done on the back-end of the registration process, please contact us at admin@lifegears.org or call 519-766-3030 to complete the cancellation or transfer.

Cancellation

Less than 2 weeks before the program: 75% refund
Less than 1 week before the program: 50% refund
Less than 48 hours before the program: 25% refund
On or after the First Day of the program: No refund

Refund must be made in the same form in which the payment was made.

Transfer

Camp transfers are free of charge for the first transfer with a $5 fee for every additional transfer, however we can't guarantee space in the program that you are hoping for.

Refunds After a Program has Started

Life Gears Academy wants what is best for both the participants and those who register them so we do our best to make programs that will interest a wide range of people however we cannot guarantee that our programs will meet the interest of all participants. If you are unsatisfied with your experience, please contact us and we will do our best to work something out.

Outdoor Programs

Outdoor programs run in local parks or public areas with access to public washrooms, shelter, play structures, and forest space. These spaces are shared with the public but the group will stay together and be supervised by our staff at all times. There may not be access to running water with outdoor programming so we ask that participants bring a full water bottle.

Outdoor programs will run rain or shine but may be cancelled for part of the day or the full day if there is an extreme heat warning or lightning. A refund of $40/day will be offered and this will be communicated before the camp day begins.

Extreme Weather Conditions

In the event of extreme weather conditions that threaten the safety of our campers, emergency contacts will be called to pick up their camper. For outdoor camps, this includes thunder and lightning and extreme heat. If the conditions exist prior to the start of camp, guardians will be notified of any changes to the camp plans and the camp day may be canceled. If you are not contacted, please assume that camp is still running.

In the event of a hurricane/tornado or anything else that is sudden and unsafe to be outside in, the camp group will make their way to the closest indoor public location. For Guelph this would be Kortright Hills P.S. and for Mount Forest, this would be the Mount Forest and District Sports Complex. Once in that location, the group will stay together and find a spot away from any windows, and campers will be asked to sit on the floor with their knees up to their chest and arms covering their heads.

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