Commonly Asked Questions

How do I register my child for camp?
You may register your child for summer camp by using our online system (apm.activecommunities.com/vhw), a processing fee is required. You may also register by mail or in-person at Village Hall. Click here for complete registration information. 

We are going on vacation and my child will miss a week of camp.
Woodchucks offers 2 sessions and each session is 4 weeks long. We do not offer weekly registrations. Although we understand your family and child may have other commitments this summer, camp fees cannot be prorated. Participants must register for the full session of camp. Campers may miss days. Refunds will not be given due to absences. 

My child is on the waitlist. What are the chances they get in?
There is limited space available in all of our camps so we encourage everyone to register as soon as possible to ensure a spot for your camper. If a camp is full, we strongly encourage you to put your child on the waitlist. There is no charge to be on the waitlist; payment will be taken if a spot becomes available and you accept the spot. There is no way to know if your child will get into camp. Some years we do not use the waitlist, and others we go 10 kids deep into the waitlist.

What is your refund policy?

• A 18% cancellation fee ($50 max.) will be applied to any request for a refund to withdraw from summer camp prior to the start of the first class. Processing fees assessed through online registration are non-refundable. 
• No refunds are allowed after the start of a class or program.
• If a program is cancelled by the Village, a 100% refund of program fees will be issued. Participants may choose to withdraw from a class prior to the start date of the class.

What happens in case of inclement weather?
This is an outdoor camp. In case of inclement weather, we will attempt to move to our indoor spaces which includes the Aquatic Center Community Room, the Village Barn, and St. Matthew's Kreuger Hall. A text notification will be sent out with any changes to location. If indoor space is unavailable, camp will be cancelled for the day. 

If camp is cancelled, we are able to make-up one (1) missed camp day per week. If we cancel a day, we will offer a make-up day on Friday of that week. If two (2) or more days are missed in a week, we can only make-up one (1) day. The other day(s) will be lost. Refunds will not be issued for camp days cancelled due to weather.

What does my child need for camp?
Please send your child to camp each day with:

• A water bottle
• A snack 
• Sunscreen and insect repellant must be applied at home
• Back packs and lunch bags are encouraged
• Make sure your child’s name is on any personal items

My child has a medical condition (allergy, asthma).
Each camper must have an emergency form completed by their parent/guardian on file. Staff will not administer any over-the-counter, maintenance, or general medications. Staff will administer life-saving prescribed medication in a medical emergency. If your child has a prescription for life-saving emergency medication (such as an epi-pen or asthmatic medication) this must be indicated on your child’s emergency form. Written authorization from a healthcare provider must be provided to the Village of Hawthorn Woods (email amason@vhw.org). Authorization must include the child’s name and administering instructions. The child must self-carry their emergency/life-saving medication, preferably in a back pack or case. Medications must be in their original packaging and properly labeled with the child’s name. Refrigeration and temperature-controlled environments are not available at camp. It is strongly encouraged that parents discuss their child’s specific needs with their Camp Coordinator.

My child has not learned to swim yet and I am nervous about swimming.
Every Wednesday campers have the opportunity to swim at the Hawthorn Woods Aquatic Center for the last hour of camp, 11:00 a.m. - Noon. Campers have access to the Activity Pool only. They are not permitted in the lap pool or to use the diving boards and diving well. The activity pool is a zero-depth pool and has a max depth of 3 feet. There is a play structure and spray features. Counselors are in and out of the water with children. The pool is fully staffed with lifeguards. Preschool camp is not allowed to use the water slides. Adventure and Sports campers are allowed to use the slide if they are the appropriate height and can pass the swim test. Us Coast Guard life jackets may be used, however, life jackets and floatation devices are not permitted on the play structure. Parents may come and sit on the deck during swim time. Swimming is optional.

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