Girls Camp & Boys Camp FAQ

Girls Camp & Boys Camp FAQ

VISITORS

  • In order to ensure the safety and security of our campers Pineywoods has implemented a NO VISITOR POLICY DURING ALL SUMMER CAMPS. (effective 3/22/18)
  • The Pineywoods Board of Trustees felt it necessary that we implement this policy because of unpredictable violent events against innocents in our country and in our churches.
  • We have historically enjoyed a family-like atmosphere and could welcome anyone to campus; however, just as our schools and churches are tightening protocols and increasing security, we have to do the same.
  • Guests are limited to church pastoral staff members of attending churches who are required to do the following:
    1. Pre-arrange their arrival on campus
    2. Check in at the camp office with their driver license
    3. Have approved criminal/sex offender background checks on file
    4. Wear a nametag while on campus
  • Church pastoral staff members can see their group during business hours – 8 AM to 5PM.
  • Parents, family, friends, etc. are not permitted as guests “with” pastoral staff members.

REGISTRATION

Registration for Girls Camp opens March 1st. Registration for Boys Camp opens April 1st.
Yes, every registered person at camp is a camper and pays the stated camp cost for the session.
Additions after the Registration Deadline are based on space availability and must be approved. Such additions are not guaranteed a camp T-shirt.
Yes. Sponsors can split the week if it is absolutely necessary. A fee of $15 is required for the addition of another person.
No. Younger children cannot stay in the dorms with campers, and sponsors are required to stay in the dorms with their students.

PAYMENT

Yes, Pineywoods needs to know how to direct the payment when it is received. For your convenience, you can complete only the top and bottom sections of the form and skip the middle section if you've already given us contact information (and nothing has changed). The top portion tells us your church and camp session. The bottom portion tells us what kind of payment it is.
No, we do not accept checks from individuals.
We do not accept credit card payments or electronic check payments.
Refund checks are issued during the camp session and are usually available the afternoon of the last full day of camp (the day before your departure day).

CANCELLATIONS

The refund and forfeit amounts are dictated by the cancellation date. Refer to the refund schedule at the bottom of the registration page for the amounts.

PAPERWORK

Every registered individual/camper must submit a complete and accurate Registration & Consent Form. In addition, every adult must submit the required adult paperwork.
As of 2017, the form is submitted online. The link to the form is available on each camp registration page. The link will also be texted and/or emailed to the group leader to pass along to parents of minor students, students 18 & older, and sponsors. The Registration & Consent Form is required to register for camp.
The Registration & Consent Form can be submitted from a smartphone, a tablet, or a computer.
The form must be submitted by the parent or legal guardian of a minor camper (17 & under) or by an adult camper (18 & older). An 18 year old student must submit his/her own form.
Pineywoods cannot distribute submitted forms to anyone. If you desire a copy of the forms you have three options:
  1. Have the parent/adult forward their electronic copy to you.
  2. Have the parent/adult enter your email address in order for you to receive the electronic copy.
  3. Have the parent/adult print their electronic copy and give to you.
  • Changes in medical condition/history, allergies, or medications --> Submit a Consent & Medical Release Addendum.
  • Changes in other information (e.g. parent contact information, custody information, emergency contact information) --> Submit an entirely new Registration & Consent Form.
  • Age, grade, shirt size or spelling corrections --> Email us the change information.
  • Girls or boys camp class choice changes --> Email us the change information.
You will receive an email notification each time a form is submitted.
  • Make sure that we have the correct email on file.
  • Check your spam and/or junk email to see if the emails are delivered there.
  • If your email interface won't deliver the emails to you at all (not in spam/junk) try adding these two domains to your safe senders/white list: pineywoodscamp.com and formstack.com
NO.  The group leader cannot allow anyone to travel to camp without prior online submission of the Registration & Consent Form.  Minor students that arrive at camp without a Consent Form on record CANNOT ATTEND CAMP AND WILL BE REQUIRED TO RETURN HOME IMMEDIATELY AT THE CHURCH’S EXPENSE.
By law all persons 18 and older attending retreats or summer camps lasting three or more nights must do the following in addition to submitting a complete Consent/Medical Form:
  1. Submit printed copies of results from national criminal and national sex offender background checks for the current year.
  2. Complete a state-approved training and examination program on sexual abuse and child molestation and submit a valid certificate of completion.
  3. Provide a character and integrity reference.
Complete details and links to documents are provided at pineywoodscamp.com/requirements-for-adults/.
No. The state Health Inspector scrutinizes our files and forms each time he/she inspects Pineywoods. Because the camp is subject to requirements by law, our staff has to review all of the paperwork in order to ensure we remain in compliance with the state's youth camp rules. After the paperwork is reviewed by our staff, the group leader is notified if any portion of the requirements is not met. Requiring paperwork two weeks prior to camp gives us almost that much time to get missing forms and sometimes correct/replace paperwork.
No. The background checks must be for the current year. They must be run annually. Background Check FAQ
No, the Pineywoods’ Registration & Consent Form IS NOT a liability release for churches and cannot be used as such.

LODGING

No. Pineywoods makes all lodging assignments based on numbers and cannot take requests for specific assignments.
No. During summer camp ALL STUDENTS AND SPONSORS are housed in dorm-style accommodations and grouped together by church.
No. Only registered campers (sponsors, students, program leadership, and camp staff) are allowed to stay overnight during summer camp.
Churches are grouped together in dorms unless a church’s girls or boys fill up a dorm. On average, the dorms sleep 20 each.

MISCELLANEOUS

  • Adults/Sponsors who attend camp with their students are an integral part of the camp program.  Sponsors lead their group and are active participants throughout the camp session.  Sponsors maintain order in their group and make sure students follow rules and follow the schedule.  Sponsors have the opportunity to invest in the lives of students and reflect Christ in every situation.
  • Sponsors also teach or help with classes and are expected to attend the Sponsor Meeting each morning to prepare for the day.
Check-in is just that, checking in your group. Expect the following:
  • Verify your numbers (total number, # females, # males)
  • Discuss all changes to your registration
  • Discuss late arrivals and/or early departures
  • Pay your camp balance
  • Turn in medications
  • Receive program materials and facility assignments
Medications are turned in at check-in upon arrival at camp.  Go to pineywoodscamp.com/medications/ for complete details regarding medication rules and preparation.
Pineywoods encourages campers to experience the entire camp session with their group, beginning to end, and to participate in all scheduled camp sessions/activities. Once at camp, no student is allowed to leave campus for any reason without written consent to leave from his/her parent or legal guardian.
  • A Student Check-Out Authorization form must be filed in the Camp Office prior to the expected departure, and it must specify who is authorized to pick up the student.
  • The form is required if a student has to leave for any reason prior to camp dismissal on the last day.
  • The form is required even if a student is simply leaving early separate from the group.
  • No one under the age of 21 can pick up a student from camp.
  • Boyfriends/Girlfriends, no matter their age, are not permitted to pick up a student.
  • No student will be released without the presentation of a photo ID by the person picking him/her up.

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