YMCA Parent Manual
The YMCA Parent Manual provides information to help you and your child have a successful experience in YMCA of the Triangle Youth Programs, including Before & After School, Track Out Camp and Summer Day Camp.
Our staff believe every child should have the opportunity to grow, build friendships, and thrive in a caring and encouraging environment. We take pride in our youth staff, directors, and leadership team who work each day to create safe, engaging, and meaningful experiences for children.
If your experience is not positive, please contact your Program Director. If you have serious concerns about any YMCA youth program, you may also call our confidential hotline at 919-719-9690 or submit a confidential report.
For billing and account information, please call 919-719-9989 (Monday–Friday, 8 a.m.–6 p.m.) or email our Customer Service team at [email protected].
Thank you for choosing the Y. We appreciate your partnership.
Conduct & Expectations
The YMCA has a Youth Code of Conduct, policies on bullying and conflict resolution and guidelines for teens and technology. We encourage all parents and caregivers to read and understand these policies and guidelines.
Program Information
- Before School programs will operate from 7 a.m. until school begins.
- After School programs will operate from school dismissal until 6 p.m.
- Track Out Camps will operate from 7 a.m. until 6 p.m.
- Summer Day Camps will operate from 7 a.m. until 6 p.m.
- Holiday Care programs will operate from 7 a.m. until 6 p.m. except the following branches: Alexander Family YMCA, Chapel Hill-Carrboro YMCA, Chatham Park YMCA, Northwest Cary YMCA, Lakewood YMCA and Southeast Raleigh YMCA.
What to Wear
Children should wear clothing appropriate for active play.
The YMCA recommends the following:
- Closed-toe shoes or sneakers
- Weather-appropriate clothing
- Hat or cap for sun protection
- All belongings should be labeled with the child's name.
What to Bring
Before & After School
- Healthy snack
- Water bottle
- Homework (if needed)
Track Out Camp
- Lunch
- Two snacks
- Water bottle
- Swimsuit and towel (locations with swimming)
Summer Day Camp
- Backpack
- Lunch
- Two snacks
- Water bottle
- Swimsuit and towel on swim days
- Change of clothes (younger campers)
What to Leave at Home
- Toys
- Electronics
- Trading cards
- Stuffed animals
- Money
The YMCA is not responsible for lost or damaged items. You can find a full packing list here.
Most YMCA youth programs do not provide meals. (We do provide meals at all Camp Excel programs.)
Children attending full-day programs should bring:
- Nutritious lunch
- Two snacks
- Water bottle
Recommended snack options include:
- Fresh fruit
- Pretzels
- Granola bars
- Raisins
Please note:
- Refrigeration is generally not available
- Microwaves are not available
The YMCA works to accommodate children with food allergies whenever possible.
The YMCA emphasizes positive character development through our core values:
- Respect
- Responsibility
- Caring
- Honesty
- Faith
Staff recognize youth who demonstrate these values throughout the program day. All programs include regular devotions or Values Time lessons.
At most YMCA Track Out Camps, Summer Day Camps and Holiday Care programs, your child will have an opportunity to swim. To ensure all participants are safe, each child will take a swim assessment on the first day of the session or on his/her first day attending the program. Color-coded swim bands enable lifeguards to differentiate swimmers of different abilities. If a lifeguard does not feel like a child is a strong enough swimmer to receive a swim band, then the lifeguard will encourage the child to keep practicing and try again at a later date.
Children who do not pass a swim test or who do not wish to take a swim test will wear a US Coast Guard-approved life jacket.
Some of our Summer Day Camps offer skill-building activities called Ranks. Ranks help participants build skills in areas such as sports, arts and outdoor activities. There are different skill levels and requirements for demonstrating mastery at each level.
All YMCA programs offer crafts and recreational activities that focus on fun, friendships, and exploration without skill mastery requirements.
Communication & Partnership
YMCA staff provide regular communication to keep families informed about program activities, schedules, and important updates.
Communication timelines vary by program:
- Before & After School: Monthly email newsletter
- Track Out Camp: Weekly email sent the Friday before your child attends
- Summer Day Camp: Weekly email sent the Friday before your child attends
Additional updates may be shared through:
- Email communication
- Posted signs at program sites
- Staff communication during Rides In and Rides Out
- Program newsletters and calendars
Families should ensure that your email address on file in your online YMCA account is correct. This is the email address we will use to send program communication. If you have questions at any time, please contact your Program Director.
Parent Input
- Families are encouraged to contact their Program Director with questions or concerns.
- For serious concerns, families may call the confidential hotline: 919-719-9690.
Parent Visits
- Parents wishing to visit a program should schedule a visit with the Program Director. All visitors must check in at the program office.
Written Notes
Parents should provide written communication for:
- Early pickup
- Alternate pickup arrangements
- Medication instructions
- Special accommodations or support
Please alert the YMCA program office of child custody arrangements. It is imperative that official, current court documents are maintained in your child’s file if custody or visitation is a concern. Without court orders, we cannot withhold a child from his/her parent. Based on the information that you share with your director, he/she will tell you if additional documentation is required. If additional information is required, you may send it to [email protected].
We’re committed to providing equal opportunity and access to all children.
YMCA of the Triangle does not discriminate against any individual on the basis of disability or on the basis of any individual’s association or relationship with an individual with a disability in the full and equal enjoyment of the goods, services, facilities, privileges, advantages, or accommodations offered at any of our locations.
Everyone who attends YMCA programs has unique needs. The YMCA offers inclusive, welcoming programs dedicated to serving those needs in the best way possible.
Because every person is unique, we address each request individually. Your child’s success and safety in our programs are our top priorities; therefore, we respectfully ask parents and caregivers to inform the YMCA, prior to the start of the program, of any special needs that may require special accommodations, so we can work together to support your child in reaching their full potential.
If you have questions about ADA accommodations at the YMCA, please contact your Program Director for assistance.
Health & Medicine
Parents must bring medication directly to program staff.
Requirements:
- Medication must be in the original container
- Medication must be labeled to include child's name, medication name, medication dosage and medication expiration date.
- YMCA Medication Form must be completed for staff to dispense all medications, including over-the-counter medications (topical ointments, teething gel, diapering creams, lotions, sprays)
- Medications are stored securely in program offices.
- Children may only self-carry medication with physician authorization.
Notice: For those children who may require injections, medications that require insertion into a body cavity, and/or have other special medical needs, the YMCA will consider all requests for reasonable modifications to its program, including meeting with the parent/guardian to discuss such modifications, and strive to develop a mutually acceptable plan designed to address the medical circumstances of each child, provided that the requested accommodation does not amount to a fundamental alteration to its program
If staff assistance is needed to apply Sunscreen or Insect Repellent, the parent/caregiver must complete a Sunscreen/Insect Repellent Form.
Sunscreen and Insect Repellent information is on the Medication Form.
Children should remain home if experiencing:
- Fever
- Vomiting
- Diarrhea
- Excessive coughing
- Head lice
- Contagious illness
Children must be symptom-free for 24 hours before returning. A physician’s note may be required before re-admitting a child to the program. Please read our refund policy for illness.
Programs promote:
- Frequent handwashing
- Clean equipment and spaces
- Adherence to CDC and NCDHHS guidelines
Safety
Many YMCA programs operate within local schools or community facilities.
To maintain security:
- Doors remain locked
- Authorized adults must show identification
- Emergency contacts must remain updated
Staff receive safety training, including:
- Child abuse prevention
- Bullying prevention
- Emergency response
In the event of severe rain, lightning or other unsafe conditions, activities will be modified as necessary to ensure the safety of all participants.
When it is very hot outside, we will:
- Modify activities as needed
- Plan activities to be in the shade or indoors during the hottest parts of the day
- Take frequent water breaks
All YMCA staff are trained on Heat Safety, including signs of heat exhaustion and heat stroke.
Staff
The YMCA prides itself on hiring quality staff that embody our Mission and have a passion for being positive role models for children. Many of our counselors are high school and college students. Staff members are selected through a comprehensive application and interview process and often have previous experience in other YMCA programs.
All YMCA staff receive thorough training before working with your child, as well as ongoing training throughout the program.
Staff training includes:
- Positive Youth Development
- Safety procedures
- Behavior Support and Guidance
- Child abuse prevention
All leadership staff are certified in First Aid and CPR, as well as administering emergency medications (epi-pen, glucagon.)
Typical ratios for school-age children are between 1:10 and 1:12, depending on the program.
The YMCA trains staff on appropriate staff interactions. We want to share with parents/caregivers what they can expect to see, as well as what they should not see from staff in our programs.
Appropriate interactions include:
- High fives
- Side hugs
- Positive praise
Inappropriate behaviors include:
- Lap sitting
- Rough play
- Harassment
- Profanity
During staff time off or when no longer employed with the YMCA, these persons are private citizens and are not subject to our employment rules and procedures. Knowing this, we instruct our staff that any contact with participants outside of our programs, whether in person, by phone or via electronic communication, can only happen with the express approval and involvement of the camper’s parent or guardian.
It is our policy not to endorse or recommend staff as babysitters. Any babysitting arrangements with present or former YMCA staff shall be based on the judgment of the parent or guardian.
Drop off, Pick Up & Transportation
All YMCA programs have a process for drop-off and pick-up that prioritizes the safety of our participants, staff and the adults approved to pick up. At pickup time, children will only be released to parents, legal guardians and those designated as emergency contacts with pickup on your child’s account.
Photo identification or a YMCA pickup card will be required.
To ensure the safety of all participants, parents will receive pickup cards. Please clearly print your child’s first and last name on the card and display it on the car windshield at pickup time. YMCA staff will request a picture ID from anyone who attempts to pick up a child without displaying a card. If you need additional cards for sitters, grandparents, etc., please ask at the program office. If a questionable situation arises, staff will hold the child until a parent has been contacted. A driver’s license may be requested at any time for identification.
Severe weather may affect the pickup process. In cases of driving rain and/or lightning, staff will keep children sheltered until conditions improve. This may slow down the pickup process, requiring drivers to wait. The safety of YMCA children, their parents/caregivers and our staff is our first priority.
YMCA staff and volunteers do not buckle children of any age into their car seats or fasten seatbelts, even when requested by the parents. We provide parking spaces or space for a parent to pull or space for a parent/caregiver to pull up so they can secure their own child.
A late fee is charged for children picked up after the last pickup time. For most YMCA programs, this is 6 p.m. The late fee is $5 for the first 10 minutes past the pickup time, and $1 for each additional minute thereafter. Payments may be made via cash, check or via the card on file on your child’s account.
Two staff members will remain with the child until a parent arrives.
Some programs may include transporting your child from school to another location for after school programs. Some programs also include field trips.
YMCA drivers:
- Complete driver training
- Hold a CDL license when required
- Pass background checks and drug testing
YMCA vehicles undergo regular safety inspections.
Youth and Teen Program Technology Guidelines
The purpose of these guidelines is to establish clear rules and expectations for the use of technology within YMCA programs and facilities.
These guidelines are intended to protect the privacy and safety of participants and ensure that technology is used in a responsible, mission-focused way. Cell phones, smart watches and other devices should not be in use during program hours unless given explicit permission from YMCA Staff. If permission is given, staff should have the ability to view screens at all times and participants should not share screens or use someone else’s device. Participants and parents should work through their Y program office to contact one another during program hours.
Online or app-based bullying, harassment, or unwanted contact will not be tolerated. Should the YMCA become aware of any online behavior that violates YMCA Behavior Expectations or policies, participants are subject to disciplinary action in line with the YMCA Discipline Policies.
Should participants be found to have shared, searched or to have downloaded content that goes against the YMCA Behavior Expectations or policies, or is contrary to the Y’s Mission, participants are subject to disciplinary action in line with the YMCA Discipline Policy. While the YMCA is not responsible for virtual content shared in and outside of program hours, we will investigate and/or hold accountable participants who share content that goes against YMCA policies, Behavior Expectations or is contrary to YMCA Mission and Values.
Our YMCA staff are not allowed to communicate one-on-one with participants using social media, apps, texting or phone calls. This includes participants “friending” staff on social media. Messages between staff and participants under the age of 18 must include a parent or guardian. There are three exceptions to this rule:
- Texting/phone calls between YMCA staff and teen participants with parent permission (signed program registration form) when the staff member is using a YMCA issued device.
- Communication related to YMCA employment between a YMCA staff member with a teen who is also a YMCA employee.
- Communication with a participant who is over the age of 18.
Unwanted recording, or picture taking of participants is prohibited. Authorized YMCA staff will take pictures for the purpose of parent communication and program promotion.
Some teen programs may have Instagram or other social media accounts associated with the programs. In these cases, the following guidelines will be followed:
- Marketing and Communications should be included as an Admin on all social media accounts/closed groups.
- Private/direct messages sent through social media accounts or closed groups to the Teen Director can be replied to via social media.
Should participants be found in violation of these expectations or utilizing their device outside of the standard expectations of the YMCA, the participant is subject to disciplinary action in line with the YMCA Discipline Policy. This may include, but not be limited to, revoking phone usage, requiring phone to be turned off and stored during program hours, or program suspension or dismissal.
The YMCA is not responsible for any personal items damaged, lost or stolen at our programs. If a participant or anyone on YMCA property causes damage to property belonging to the YMCA of the Triangle or another individual due to negligence, misuse or unsanctioned activity or behaviors, the YMCA reserves the right to charge a damage repair assessment fee.
Bullying and Conflict Resolution
Bullying is any unwanted behavior that involves a power imbalance. Here at the Y, our goal is to stop bullying, and we encourage everyone to be Upstanders.
An Upstander is one who recognizes when something is wrong and acts to make it right. If there is disclosure, discovery, or suspicion of bullying, we will handle each instance on a case-by-case basis and with care. At the Y, we are building a caring, respectful, honest, and responsible community for all; the safety of our program participants is our main concern.
Conversely, we define conflict as a disagreement or argument in which both sides express their views and there is an equal power balance. We believe conflict with resolution is a natural and important part of Youth Development. Conflict can be constructive if managed in the right way. We will identify and resolve conflicts in a healthy and proactive fashion. The conflict resolution skills we learn and practice will make a positive impact on our Y programs and in every child’s future.
