Summer Camps Policies and Procedures

Registration for each program and lunch programs closes at 12 pm (MT) on the Wednesday before the camp begins.

• No late camp or lunch registrations will be accepted.
• Lunch registration will not be available the morning of camp. Please note that lunch program is not available for virtual camps. 
• All parents/guardians are required to fill-out the Camper Information and Waiver (CIW) during registration.

Date registration closes per week of summer camp:

• Week 1 (Jul 4 - Jul 7): Registration closes 12 pm (noon) on June 28, 2023
• Week 2 (July 10 - 14): Registration closes 12 pm (noon) on July 5, 2023
• Week 3 (July 17 - 21): Registration closes 12 pm (noon) on July 12, 2023
• Week 4 (July 24 - 28): Registration closes 12 pm (noon) on July 19, 2023
• Week 5 (July 31 - Aug. 4): Registration closes 12 pm (noon) on July 26, 2023
• Week 6 (Aug. 8 - 11): Registration closes 12 pm (noon) on August 2, 2023

All parents/guardians are required to review the SAIT Youth Programs Policies and Procedures prior to the first day of camp.

SAIT will not accept a camper into SAIT's Youth Programs unless the Camper Information and Waiver (CIW) form is completed.

• Information provided on the CIW form must be accurate and provided to SAIT Youth Programs upon registration.
• CIW information must be filled out for each camper attending the program.

Weekly email reminders will be sent to remind families to fill out the CIW ahead of the camp start date. This form is completed at time of registration. 

Refund policy

To cancel your registration and be eligible for a refund, SAIT Youth Programs must receive notice three (3) full working days prior to camp commencement by email.

Cancellations may be submitted via email to summer.camps@sait.ca or youth.programs@sait.ca. For all cases, a minimum administrative fee of $50, plus any applicable service costs, will be retained from the course fee. Refunds for payments made by VISA or MasterCard are credited to the account number of the credit card used to pay the camp fees. The credit card statement should indicate the refund in approximately 6-8 weeks.

Any participant suspended or expelled from a SAIT program, academic school or the Institute for any reason, is not eligible for a refund. For further information, please contact SAIT Youth Programs. 

Cancellation policy

SAIT reserves the right to cancel, postpone, or combine SAIT Youth Programs or activities, to limit registrations, alter camp content, instructors, leaders, dates and/or times. Registrants will be notified of camp changes by email before the start date. Full refunds are issued for SAIT-cancelled or rescheduled courses or activities. Registrants will be given the option of transferring into available SAIT Youth Programs but will be responsible for paying the difference for transferring to a more expensive camp. SAIT will refund the difference in the event of a transfer to a less expensive camp.

Transfer policy

To transfer or change the registration of a camper from one camp to another, SAIT Youth Programs must receive the request in writing at least three (3) full working days prior to the camp commencement date. Any transfer to another camp is subject to availability of space in that camp and any difference in fees.

Participants must meet the grade or age requirements outlined below:

• Grades 4 - 6: Currently enrolled in Grades 4, 5 or 6 or entering Grade 4 in September 2023. 
• Grades 7 - 9: Currently enrolled in Grades 7, 8 or 9 or entering Grade 7 in September 2023.
• Grades 7 - 12: Currently enrolled in Grades 7, 8, 9, 10, 11 or 12 or entering Grade 7 in September 2023.
• Grades 9 - 12: Currently enrolled in Grades 9, 10, 11 or 12 or entering Grade 9 in September 2023. 

Families will be contacted if the necessary age or grade requirements are not met for a specific camp and alternative programs will be discussed. If it is determined that age or grade requirements are not met for any of programs, then SAIT Youth Programs will follow the cancellation policy.

SAIT's P3 lot (located west of the Thomas Riley building) is the designated parking lot for SAIT Summer Camps. Parking is available at no cost in P3 for up to 30 minutes during drop-off and pick-up times.  If the maximum time of 30 minutes is exceeded regular parking rates will be applied.

Families using the parking lot outside of designated times will be subject to regular parking rates. 

When entering the parking lot do not insert a credit card into the ticket kiosk. Press the ticket button on the kiosk to receive a ticket for entrance. Upon exiting, re-insert the ticket into the kiosk. If there are issues, press the "Help" button located on the kiosk, or speak with an available parking attendant.

 

Additional parking

Visitors to SAIT campus may use any of the visitor parking lots, but only P3 is designated for SAIT Summer Camps families. Visit our Transit and Parking page for more information.

Parking questions and concerns

Any related parking questions or concerns can be addressed to parking services located on SAIT Campus. Contact information can be found below

Senator Burns building, office NN104
campus.parking@sait.ca
403.210.4494

Sign-in procedure: First day of SAIT Youth Programs 

 SAIT Youth Programs will not accept a participant into a program until the Camper Information and Waiver (CIW) form is completed.

It is the responsibility of the families to confirm or complete any outstanding paperwork by the first day of the program. SAIT Summer Camps recommend that participants arrive by 8:30 am and are accompanied by a parent or guardian on the first day of camp.

Families may allow participants to sign themselves into the program and do not need to accompany the participant to the sign-on location.

Before camp care runs from 7:30 am to 9 am each day. If a participant is late, please follow the Late Drop-off and Pick-up procedure.

Sign-out procedure

 

Self-sign-out: participants are able to sign themselves out at the end of the in-person program. 

• Participants may be designated self-sign-out by parents/guardians on the Household form in the camp registration form.
• Participants designated self-sign-out will begin being dismissed from the designated sign-in/out location at 3:45 pm each day of the program.
• Participants designated self-sign-out may attend aftercare until 5 pm. Following 5 pm the participant will be dismissed from the designated sign-in/out location.
• By selecting self-sign-out families are providing official consent to the manner of the release of participants.

Authorized individual sign-out: participants will only be released to authorized persons for pick-up at the end of the program.

• Participants that require an authorized individual for sign-out may be designated on the Household form in your camp registration portal.
• Government-issued photo ID is required by authorized individuals and will need to be presented to SAIT Summer Camps staff at the end of each day.
• Participants will only be released from SAIT Summer Camps to authorized individuals with government-issued photo ID.

After camp care runs from 4 pm to 5 pm am each day. If the authorized individual will be late for pick-up, please follow the Late Drop-off and Pick-up procedure.

Late drop-off

Campers and leaders begin departing Aldred Centre for their camp classrooms/labs/gyms promptly at 9 am each morning. It is the responsibility of all families to contact SAIT Summer Camps via telephone at 403.210.5650 to inform the admin team if a camper will be absent, late or picked up early.

If your camper is arriving after 9 am, families and their camper will need to go to the camp office (MB026), which is located in the lower level of the Stan Grad Centre. Camp admin will then direct the camper to the location of their camp and ensure that the camp leader is notified of their arrival.

Late pick-up

Except for extenuating circumstances, the following rules will apply when campers are picked up later than 5 pm:

• First-time late pick-up: Aftercare privileges will be lost. Campers must be picked up at 4 pm for the remainder of the week.
• Second-time late pick-up: Campers are withdrawn from the camps. No refund will be given.
• Campers that have not been picked up by 5 pm will be relocated to security (Q100 Eugene Coste building) with administrative staff to be signed out.

Find more information on before and aftercare.

In the event a camper needs to leave camp early, families can inform the camp leader or a member of the camp admin team in the morning when dropping off their camper or by calling the camp admin team at 403.210.5650.

Families picking their campers up early are to go to the camp office (MB026), which is located in the lower level of the Stan Grad Centre, at the designated pick-up time. The camp leader or a member of the camp admin team will bring the camper to the camp office for pick-up. Families will be required to sign their camper out at the time of pick-up.

It is the responsibility of all families to contact SAIT Youth Programs to inform the admin team if a camper will be absent.

If a family does not contact the office prior to 9 am on the day the camper is absent, the SAIT Summer Camps administration team will follow-up with the family.

General dress code

Listed below are general camp dress codes. Camps may have specific dress codes in order to safely participate in programs. Please refer to the family package received prior to camp for camp specific dress codes.

All participants are required to wear the SAIT Summer Camps t-shirt for the duration of the camp. 

• Each participant will receive a t-shirt on the first day of camp.
• Participants may wear shirts from previous weeks, or years, while at camp.
• Families may be contacted if a participant arrives without a shirt on multiple occasions.

All participants are encouraged to wear closed-toed shoes (preferably running shoes) and clothes in which they can move freely.

• Participants should be prepared for physical activity and ensure they have appropriate footwear for their recreation breaks. Activities during recreation breaks may include outdoor field and gym activities.
• Participants who are in camps that require specific dress codes may need to bring a change of clothes to camp to change into shorts and a t-shirt for recreation activities.

Want to purchase extra SAIT Summer Camps shirts for your children? They’re available at the SAIT Bookstore.

Camp-specific dress codes

Different learning environments require specific dress codes. These will be outlined in the family packages, which are sent out the Wednesday prior to the beginning of participants first day of camp. Participants will be unable to attend the program if there is a failure to adhere to camp specific dress codes.

 

Automotive, Auto Body, and Go Cart Racers camps

Required in the workshops:

• Closed-toe shoes with good tread (no sandals or open-toe shoes.)
• Long pants (no shorts or capris.)
• Camper t-shirt (no loose clothing, sleeveless shirts, tank tops or low-cut shirts.)

Hearing and eye protection will be provided. Long hair must be tied back (hair elastics will not be provided).

Welding camps

All campers are required to adhere to the following dress code policy.  In addition, participants with long hair should bring elastics to tie back their hair.

• Long sleeve shirt (100% cotton)
• Jeans (no rips allowed)
• Canvas free closed-toe shoes.  For example: rubber boots, cowboy boots, hiking boots, steel toe boots
• Running or converse-liked shoes, slip-ons (Toms, etc), and any open-toed shoes are all prohibited

Hearing and eye protection will be provided. Long hair must be tied back (hair elastics will not be provided).

It is possible that a camper may spend time on a computer with Internet access while at camp. While the camp leaders/instructors will make reasonable efforts to restrict access to questionable material, the possibility of intentional or inadvertent access exists. SAIT takes no responsibility in the event a camper intentionally or inadvertently accesses inappropriate material online.

SAIT Youth Programs adhere to the SAIT Information Services User Code (AD.2.7 and AD.2.7.1) and SAIT Code of Conduct policy (AC 3.4).

The following are considered inappropriate computer use and are violations of SAIT's computer policy:

• accessing pornography, obscene or discriminatory materials
• harassing other users
• vandalism of accounts and systems
• using abusive, vulgar or other inappropriate languages
• distributing copyrighted material
• creation or publication of explicit material
• sharing of individual and/or networked accounts and/or passwords

Violations of SAIT's computer use policy may lead to disciplinary actions that include, but are not limited to, SAIT notifying the family of the possible removal of the camper from SAIT Youth Programs without monetary reimbursement. 

Field trips are scheduled for select camps during the summer. Field trips will take place off-site at locations around Calgary. All Field Trips are subject to availability. In-person field trips will not occur for virtual programming. 

• Additional forms will need to be filled out by the family on the first day of camp.
• Campers will not be able to particiapte in the field trip if the family does not fill out the additional waiver form.
• Campers registered in the lunch program will receive a box lunch to eat if the field trip is scheduled for 12 - 1 pm.

In addition to the SAIT Code of Conduct Policy and Procedure (AC.3.4.1), campers and families are expected to conduct themselves in a mature, respectful and cooperative manner while attending SAIT Youth Programs. Campers are responsible for their own behaviour and conduct. 

Inappropriate behaviour includes:

• Actions or behaviours resulting in an increased risk to self or others.
• Threats, bullying, harassment, intimidation, abuse or fighting.
• Being under the influence or in the possession of drugs or alcohol.
• Vandalizing or abusing camp equipment.
• Possession or use of tobacco or tobacco products.
• Disregarding SAIT or SAIT Youth Programs rules and policies.
• Possession or use of weapons or harmful objects (knives, lighters, matches, etc.)

Please contact the SAIT Youth Programs team if a camper attending a SAIT Youth Program reports an experience of any form of harassment or discrimination during the course of the camp activities. Behaviour that is deemed unacceptable will result in expulsion from camp.

No refund will be given to any camper who has been removed from camp due to inappropriate behaviour.

Statement of rights and responsibilities and resolution process for SAIT Youth Programs family members

Purpose

SAIT Youth Programs is committed to establishing a partnership with each camper's family based on mutual respect to ensure that each camper reaches their full potential during SAIT Youth Programs. This partnership includes rights and responsibilities for both SAIT Youth Programs staff and each participant's family members. SAIT Youth Programs strive to foster a positive community where participants and staff feel safe.

Definition

"Family member" includes, but is not limited to: parents, guardians, stepparents, siblings, grandparents and additional extended family of SAIT Youth Programs participants.

Scope

This Code of Conduct constitutes a guide meant to be observed by SAIT Youth Programs staff and campers family members.

SAIT Youth Programs — staff rights

• Each staff member has the right to be treated with respect, kindness and dignity.
• Each staff member has the right to a safe and positive working environment.
• Each staff member has the right to communicate clearly and openly with each participant's family.

SAIT Youth Programs — staff responsibilities

• Each staff member is responsible for providing a safe, positive and meaningful SAIT Youth Programs experience to the best of their ability.
• Each staff member will treat others with respect, kindness and dignity.
• Each staff member is responsible for following all relevant SAIT Youth Programs policies to ensure safety and adherence to the SAIT Youth Programs and the SAIT Youth Programs family.

Family rights

• Each family member has the right to be treated with respect, kindness and dignity.
• Each family member has the right to express their concerns.
• Each family member has the right to communicate openly with the SAIT Youth Programs staff.

Family responsibilities

• All family members are responsible for knowing, understanding and complying with this code of conduct and the SAIT Youth Programs policies and procedures.
• Family members must respect and treat SAIT Youth Programs staff with dignity, especially when there is a concern, complaint or a dispute.
• A family member's concern will be addressed while maintaining the integrity of the SAIT Youth Programs programming and staff.
• Concerns and complaints must be dealt with respectfully and in an appropriate manner and should not be addressed (1) in front of campers or (2) during camp time.
• When communicating with SAIT Youth Programs staff, unacceptable behaviour will not be tolerated. Unacceptable behaviour includes, but is not limited to, verbal, physical or psychological abuse, bullying, or swearing.
• Each breach of the Family Code of Conduct, the SAIT Youth Programs policies and procedures and any relevant SAIT policies and procedures carries with it a degree of gravity. Consequences for breach may include but are not limited to a verbal warning followed by documentation, and the expulsion of the participant without a refund, family member/participant ban from program registration for a defined period of time or indefinitely.

Confidentiality

All concerns and complaints are subject to strict confidentiality.

SAIT Youth Programs resolution process

Every effort will be made to resolve the dispute at the earliest stage in the process, in the most efficient manner, in order to proceed without unnecessary delays. 

The SAIT Youth Programs resolution process comprises of four levels and each level must be completed before proceeding to the next level in the process. The concern or complaint will not be addressed if the order of the levels is not followed. Levels are as follows:

Level one

1. A participant's family member with a concern or a complaint must raise the issue with their SAIT Youth Program leader by the end of the following business day. The leader will work within their capacity, knowledge and authority to resolve the issue immediately.

Level two

1. If the issue is not resolved or if the issue is beyond the scope of the leader's responsibilities, the participant's family member can direct their communication by phone call, email or in person, to a member of the SAIT Youth Programs administration team within one (1) business day of the leader's response or decision.
2. The administration team will make every effort to ensure that the issue is heard and resolved with within two (2) business days. Discussion may be over the phone or via email.

Level three

1. If the matter is not resolved, the participant's family member can raise the issue, in writing via e-mail, with the SAIT Youth Programs Director within two (2) business days of the administration team's response or decision.
2. The written documentation must include a description of the nature of the concern in addition to the previous actions taken at level one and level two.
3. The SAIT Youth Programs Director may discuss the concern or complaint over the phone or via email. Concerns or complaints may also be discussed in person with the participant's family member.
4. The SAIT Youth Programs Director will consider the concern or complaint and will communicate his or her decision in writing via email within three (3) business days of receiving the written documentation from the participant's family member.

Level four

1. If the matter is not resolved at level three, the participant's family member may request, within two (2) days of receiving the response or decision from the SAIT Youth Programs Director that the matter be forwarded to the Manager, Student Experience. This written documentation must include: (1) a description of the nature of the concern or complaint, (2) previous actions taken at levels one, two and three, (3) a description of the decision taken by the SAIT Youth Programs Director, and (4) the reasons for the request for further review by the Manager, Student Experience.
2. The Manager, Student Experience may meet with the participant's family member to hear the concern or complaint. Discussion may also be by phone call or via e-mail.
3. The Manager, Student Experience will consider the concern or complaint and will communicate a response or a decision to the family member within five (5) business days of receiving the written documentation.

Appeals

The decision made by the Manager, Student Experience is final and will not be subject to further review.

The family of participants involved in any theft, loss of, or damage to SAIT, or third-party property will be held financially responsible. All instances of vandalism to or theft of SAIT property will be reported by SAIT to the police.

SAIT Youth Programs strongly recommend valuables (tablets, gaming devices, jewellery, etc.) are left at home. Participants who bring these items to camps do so at their own risk and will be expected to adhere to our usage and content policies. SAIT Youth Programs is not responsible for any damage, loss or theft of personal items brought to program.

Staff

All SAIT Youth Program leaders are 17 years of age or older, and Standard First Aid/CPR-C certified. Each staff is required to complete a Criminal Record Check with Vulnerable Sector Search. Leaders are placed in programs based on their skill and knowledge of the program topic/theme.

In some cases, SAIT instructors/coaches will also be involved in leading the program. Most programs will have two adults (either two program leaders or one program leader and one SAIT instructor) leading the program. Participants are supervised at all times.

Volunteers

All SAIT Youth Program volunteers must have completed Grade 10 prior to the first week of volunteering. Each volunteer is required to complete a Criminal Record Check with Vulnerable Sector Search. Volunteers are placed in programs for students in grades 1-6, which relate to their areas of interest. In certain circumstances, volunteers may be placed in other programs where extra support is required.

SAIT Youth Programs strives to be an inclusive environment for all participants. If a participant requires any accommodations or special considerations to ensure their full participation or if you have any questions or concerns about their medical or behavioural needs please contact us.

We welcome the opportunity for families to send a support person to accompany their participant if required. Please note this individual must obtain and present a valid Criminal Record Check with Vulnerable Sector Search prior to the first day of program.

Though SAIT Youth Programs encourages all participants to refrain from bringing nut products to our programs, SAIT is an open campus and therefore, cannot guarantee there will be no exposure to nut products while attending a youth program. Those participants with peanut or other allergies (for example, dairy) are strongly encouraged to bring their own lunch to program.

Ingredient substitutions cannot be made in the programs (including cooking and baking camps.)