Medical Information for Campers

Required Electronic Health Information

All medical/health information and required forms are listed on the Forms Dashboard when logging into your parent portal.

Forms can be printed from this dashboard and include a camper-specific barcode.
When the barcoded forms are faxed back to CSM’s parent portal fax back number (585-282-0218), the forms will be reviewed and automatically uploaded into the camper’s account.

Required Health Forms

Health History: (Web form) This is your chance to share info about your camper’s physical health history, mental & emotional health history, dietary concerns, allergies, and medications. CSM requires full disclosure of significant medical and behavioral information as well as mental health concerns of all campers. Our staff will review this information and contact you should we have any questions or concerns.

Camper Waiver: (Web form) Legal waiver signed electronically by parent/guardian.

Immunizations: You may use the blank CSM form, a school record, or a doctor’s form. Include ALL dates, not just recent vaccinations or booster shots.

Healthcare Provider Form: You may use the blank CSM form, a school record, or a doctor’s form. The form must:
– State any restrictions a camper may have while participating at camp
– Have the date of the examination within 24 months from the camper’s month at camp.
– Be signed by a physician.

Medication

You will have a chance to review medications with the health center staff during check-in.

Please bring only the EXACT amount of prescribed medication your camper will need for their week at camp.

All medications must be properly labeled, in the original container, and have a valid expiration date.

The strength, dosage, and time given of each medication must be labeled on the container.

For minor ailments, the CSM health center stocks selected over-the-counter medications (listed on the medication form) which are dispensed by a camp nurse.

Over-the-counter medications include but are not limited to: Advil, Tylenol, Benadryl, Cortisone Cream, cough drops, homeopathic remedies, vitamins, sleep aid, etc.

All medications, vitamins, sleep aids, etc., must be kept in our health center.

Reminders will be given, and follow-up from the health center if a camper forgets to come for their meds.

Health & Accident Insurance

If your camper needs to be treated by the camp physician, requires hospital/emergency care, or needs a medical prescription, the parent/guardian is responsible for any medical or dental expenses. 

Special Medical Attention

To help ensure a positive camp experience, it is expected that campers are physically and emotionally able to participate in the majority of camp activities. If your camper has special medical concerns, such as requiring a nebulizer or injections, orthopedic brace, diabetes, etc., the parent/guardian must submit details of their needs in the “Health History” web form. This form will be reviewed prior to the camper’s arrival by a member of our medical staff. If we have questions and/or concerns, we will reach out prior to your camper’s arrival for further discussion. You are welcome and encouraged to reach out to us at any time to discuss any concerns.

Payment Information

Payment Agreement

Each camper’s registration must be accompanied by a $75 non-refundable deposit/session.

All registrations made before June must be paid in full by June 1 (of your registered summer camp year). Registrations with unpaid balances will not be guaranteed. Final payments made by check must be postmarked no later than May 24 or received before June 1 (of your registered summer camp year).

All registrations made after June 1 (of your registered summer camp year) must be paid in full at the time of registration.

Cancellation & Refund Policy

Cancellations prior to June 1, a full refund, less deposit, will be issued.

Cancellations on or after June 1, no refund will be given.

We know that schedules can change at the last minute. If something comes up after June 1, give our office a call and we’ll work with you to get your camper into another week if there is an open spot.*  If for some reason we can’t, we’ll keep that money on your family account for up to one year.**

In the case of an injury or serious illness that prevents your camper from attending their session we’ll work with you to get your camper into another week, if there is an open spot, and a doctor has cleared them to participate. If for some reason we can’t, we’ll keep a credit on your family account for up to one year. Refund considerations, less the deposit, may be made. A signed letter from the acting physician stating the camper’s inability to participate in camp activities will be required.

Campers voluntarily leaving early or arriving late for their session will not receive a refund or prorated fee.

Any camper dismissal occurring after the start of a session will be handled on a case by case basis at the discretion of the Executive Director.

*Some sessions close before June 1. Registrant will be responsible for cost of any applicable fee difference.

**Registration fee less the non-refundable deposit will be credited to your family’s account for up to one year from the change request date. The credit may be used towards any camp that we offer within that year.

Financial Assistance

Need-based assistance is available through CSM’s Campership Fund.

Campership is available for all CSM programs. One campership is allowed per camper per calendar year.

Campers must first be registered, including payment of program deposit. Campership application will be sent after receiving deposit payment.

Please call (585) 346-2243, ext. 105 for more information.

Sibling Discount

Families will receive a $20 discount per camper for the corresponding number of sessions on each additional child registered per household.

The discount is redeemable for summer programs only during the same season.

If multiple siblings are registered and one cancels, the corresponding discount will be forfeited.

Drop-off & Pick-up Procedures

Arrival Times: All Overnight Campers (includes 4-Day-Stay & Overnight Experience)

Sunday from 2:00-4:00 pm (Arriving before 2:00 will extend your check-in time).

– Camper’s last name begins with A–L; arrival is 2:00-3:00 pm

– Camper’s last name begins with M-Z; arrival is 3:00-4:00 pm

Please use the Vanzandt entrance to camp

Arrival Time: Day Camp

Monday – Friday: between 8:45 – 9:15 am at the Riedman Family Pavillion at the Arts & Nature Lodge.
Early drop-off is available starting at 7:30 am for an additional $25/week. Please email melissa.haynes@campstellamaris.org to register for early drop-off.

Please use the Vanzandt entrance to enter camp.

Drop-off Procedure: Overnight Camps

Camp check-in takes approximately 30 minutes (time can be extended if not all paperwork is complete upon arrival) and includes the following steps:

Step 1: You’ll be greeted at your car by a CSM staff member. If CSM has all the required paperwork (health forms and balance due), you’ll receive your cabin assignment* and be directed where to park your vehicle.

*You may expect significant delays during check-in if not all required paperwork is received by the Monday prior to arrival.  If you have outstanding or late paperwork, you’ll be directed to the Pole barn. Once all required paperwork has been received, you’ll receive your cabin assignment and further instructions.

Step 2: If your camper will be taking prescribed medication while at camp, please proceed directly to the blue tent outside the Health Center. You will be guided through the process of labeling your camper’s medications and meeting with a camp nurse to review all medications. If wait time becomes long, you will be put on a waitlist and sent a text when we are ready to process your medications. ALL medication must be stored in our Health Center.

Steps 3-6: Campers and families travel directly to the cabin, meet cabin counselors, pick their bunk via lottery, and verify who will be picking the camper up.

The Camp store is open for CSM merchandise and food purchases (optional)

Drop-off Procedure: Day Camp

Day Camp check-in takes approximately 10-15 minutes on Monday and includes:

– Checking in with the Day Camp Directors.

– Providing additional names of individuals who can pick up your camper, inc. carpooling.

– Providing all outstanding medical paperwork and, if necessary, dropping off/reviewing any medications with a camp nurse.

– Meeting counselors, other campers, and settling in.

Please continue to check in with the Day Camp Directors daily.

If your camper will not be attending for the day or you are running late, please call (585) 613-2175.

Late Arrivals

All overnight campers arriving after 4 pm on Sunday are asked to notify the camp office in advance. Drop-off will be at the Health Center. If your camper will not make it to camp before 7 pm on Sunday, we ask that you arrive between 8-8:30 am Monday morning.

Departure Times- Overnight Camp (including LIT & CIT)

– Weeks: B, D, F, H – Saturday departure 9:00-10:00 am

– Weeks: C, E, G, I – Friday departure 5:00-6:00 pm

Parents/guardians should proceed directly to their camper’s cabin.

Departure Day & Time: Overnight Experience

Tuesday, July 1st at 6:30 pm at the lower level of Peggy’s cafe.

Departure Day & Time: 4-Day Stay

B Week: Wednesday, July 2nd
I Week: Wednesday, August 20th

6:30 pm at the lower level of Peggy’s cafe

If a 4-Day Stay camper has decided to stay the entire week, follow the Overnight Camp Departure Times.

Departure Time: Day Camp

Monday – Friday between 4:45 – 5:15 pm at the Riedman Family Pavilion at the Arts & Nature Lodge.

If campers are not picked up one hour after the scheduled departure time, all attempts to contact the parent/guardian and emergency contact have failed, and/or the trusted adult refuses to pick up the camper the proper authorities will be called . 

Pick-up Procedures: All Overnight Camps (including LIT & CIT)

A photo ID is required to sign a camper out with the cabin counselor.

If the pick-up person is not on the counselor’s list, a phone call will be made to the parent/guardian to verify identity (photo ID will be required).

If campers are not picked up one hour after the scheduled departure time, the proper authorities will be called if all attempts to contact the parent/guardian and emergency contacts have failed and/or the trusted adult refuses to pick up the camper.

Pick-up Procedures: Day Camp

Day camp pick-up takes place at the Riedman Family Pavilion at the Arts & Nature Lodge and includes:

– Showing photo ID to the Day Camp Directors and signing out your camper(s).
   *If the pick-up person is not listed, a phone call will be made to the parent/guardian to verify identity.

– Checking your camper’s bag to ensure they have everything they came with.
   *Please let the Day Camp Staff know if you are missing anything, and they can help you search the lost and found.

Leaving During a Session

If your camper needs to leave during their session, please contact the office (585-346-2243) so prior arrangements can be made. Campers will be picked up at the Health Center.

Cabin Placements for Overnight Camps

All campers reside in cabins according to age (not grade) and are categorized into divisions. Think of your cabin being your ‘homeroom’ and your division being your ‘grade’ in school. If you are not placed in the same cabin with all your friend requests, most likely you will all be in the same division and see each other most of the day.

Each camper has the option to submit a request for ONE cabinmate. *Feel free not to request anyone…meeting new people is strongly encouraged and the BEST part of camp!

Why only one request? We want your camper to have the opportunity to meet new people, we don’t want campers who come without friends to feel left out because of a clique, and with 250 campers per week, we can only accommodate one request per camper.

To reasonably consider the request, BOTH campers must request each other (reciprocal request).

If more than one camper is listed, we will pick one from the group.

If a younger camper requests to be with an older camper, or vice versa, the older camper will be placed in the younger camper’s cabin at the discretion of the Camp Director.

Due to certain logistics, we cannot make any guarantees when it comes to cabinmate requests. However, please know that we work hard to accommodate everyone.

To give every child a positive camping experience, we dedicate a great deal of time and care to arranging cabin placements

Sometimes we make a mistake; sometimes there is no way of giving you what you request. We kindly ask that you be understanding if this situation arises.

Campers enrolled for multiple weeks may not be assigned to the same cabin or division in the proceeding weeks.

Bunk Assignments

To be fair to all campers, bunk assignments will be conducted using a lottery system upon arrival to the cabin.

Each bunk is numbered, so that every camper will select a numbered chip from a bag that corresponds to a specific bunk.

If your camper would like a bottom bunk, please tell their counselor at drop-off

Packing for Camp

Space is limited in the cabins; please keep this in mind when packing. Please make sure all items are labeled with your camper’s name. We have a few wagons to borrow, if needed, but we strongly encourage you to bring your own wagon to help move belongings to your cabin.

Printable Packing List- Overnight Camp
Printable Packing List- Day Camp

Clothing

– t-shirts/sweatshirts/long-sleeved shirts
– shorts/pants/sweatpants
– undergarments
– socks
– bathing suits*
– pajamas
– Laundry bag/garbage bag (for dirty clothes)

*Swimsuits must cover and contain all private areas and be appropriate for the activity.

Shoes

– sneakers (required)
– water shoes (required)
– Crocs/flip flops (shower shoes)

Cabin Gear

– pillow/sleeping bag or sheets/blankets (twin-sized)
– twin-sized fitted sheet
– flashlight/reading light
– book/Sudoku/mazes/coloring books/etc. (to help fall asleep at night)
– snacks & candy
– water bottles
– sunscreen/bug spray

Shower/Personal Stuff

– bath towels (2)
– beach towels (2)
– wash cloths
– toothbrush/toothpaste
– soap or body wash/shampoo/conditioner
– deodorant
– brush/hair ties
– shower caddy with holes/something to carry shower stuff in
– contacts/glasses
– feminine products

Optional Items

– white t-shirt to be tie-dyed
– lacrosse stick, football, etc.
– battery-powered fan

What NOT to pack

– any items of high personal or monetary value
– cell phones
– money

A note on cell phones

We whole-heartedly believe in the benefits of unplugging at camp and ask that you respect this policy. Camp Stella Maris is a unique setting where kids are given the valuable resource of belonging to a community of their own. A community in which kids interact face-to-face, with positive role models who have time to listen, talk, relax, and reflect. CSM provides a safe environment that allows kids to learn what positive things to say and do when they make mistakes and face challenges. Suspending electronic interactions teaches kids not only how to read facial emotions and non-verbal cues, but how to make social adjustments to new and different people. We believe campers do their best when they are fully invested in the camp experience, and they can experience camp independently. We have often found that this separation can be harder for our parents than our campers. We encourage you to talk to your camper ahead of time about ways they can share their camp experience. Letters, journaling, and photographs are some great ways to connect while apart.

Packing Tips

Have your camper pack with you. Not only will this build excitement (especially if there might be potential homesickness), but also accountability. You won’t be there to help find a missing sock, so this is a great opportunity to work on responsibility and taking care of their belongings.

Make sure your younger camper can open all shower bottles and know how much to use.

For younger campers, we recommend packing a change of clothes for each day in separate zip lock bags.

Bath and beach towels? Yes, maybe 2 of each. Beach towels tend to get sandy & dirty.

Extra socks & underwear – you can never have enough dry socks (or underwear)!

A couple of swimsuits – putting on a wet swimsuit is the worst!

Extra sheets and/or blankets for accidents at night.

Whatever you decide to pack in, remember you have to carry it to and from your vehicle. We recommend plastic totes (some have wheels)! Cabin floors may get dirty, wet, and sticky. There is no right or wrong; make it practical and easy for your camper to get in and out of. We have wagons to borrow if needed.

Candy? Really? YES! Think: baseball cards – campers get to know each other by trading/sharing their candy & snacks. Please no melty stuff – cabins can get very toasty.

If you want it back, label it!

Lost & Found

CSM is not responsible for lost or damaged clothing or equipment.

We encourage parents/guardians to check cabin clotheslines and CSM’s lost & found areas prior to departure.

Please make sure to pick up your camper’s medications at the Health Center.

We will hold lost & found items until October. Please call the main office if your camper is missing something.

Programming

Weekly Themes

Every week at CSM is designed to satisfy kids’ need for physical activity, creative expression, and true participation in a community environment. Creating weekly themes allows us to enhance our programming by adding a creative twist to our traditional activities. Themes do not make or break any week.

Full description of our weekly themes.

B week – Patriotic Palooza
C week – A Trek Through Time
D week – Color Wars
E week – Cultural Kaleidoscope
F week – Get in the Game
G week – Hammie Goes to Hollywood
H week – Mystery of the Mad Scientist
I week – Hollywood Mashup

Program Areas

Adventure, Arts & Nature, Ballfield, Spiritual, and Waterfront.

All campers will have age-appropriate activities to choose from in each program area.

Typical Daily Schedule: Overnight Camp

7:30 – 8:30 am-    Morning Routine (Breakfast, Hygiene, Medications)
9:00 – 12:20-         Area Programming (Adventure, Arts, Ballfield, Spiritual, Waterfront)
12:20 – 1:40 pm-  Lunch & Store
1:40 – 2:00 Rest & Change for Waterfront
2:10 – 3:40/4:15 – Open Waterfront (M/W/F)/Extended Waterfront (T/Th)
4:15 – 5:00 pm –   Mass (M/W)
5:20 – 6:30 pm-   Dinner, Rest Hour, Store
6:30 – 7:15 pm-   Open Ballfield
7:30 – 8:30 pm-   Evening Program
8:30 – 10:00 pm   Night Routine (Cabin time, Hygiene, Medications, Night Prayers)
9:00 – 10:00 pm- Lights out

Catholic Mass

Twice a week, all Overnight Campers will attend a kid-friendly Catholic Mass. 

Campers attend Mass as part of CSM’s focus on community, reflection, and shared values. It is a respectful, inclusive experience that supports personal growth and belonging.

Participation in Mass is not required, however, attendance is. We ask that campers be respectful while Mass is happening- stand when everyone is standing, no talking or fooling around, etc.

All campers also participate in our spiritual rotation during the morning. This is meant to be a time of reflection and personal growth with an emphasis on values and lessons that can be applied throughout their lives. 

Camper Experience

Communicating With Your Camper

We encourage parents/guardians to write their children while at camp. There are two options:

Option 1: US Postal Service
Camper name (first & last)
Camp Stella Maris
4395 East Lake Road,
Livonia, NY 14487

Option 2: Camper email
Through the parent portal (log on and click “email”) or on the Campanion app (click Letters from the menu).

Please do not tell your child to call you if they are homesick or arrange special times for your child to call you (the majority of homesickness will disappear once the camper gets involved in activities and camp programming).

Stella Snack Packs

Are you looking for a great way to surprise your camper while they’re away at camp? Look no further than CSM Stella Snacks! Our snacks and fun camp merchandise are the perfect way to show your camper some love. Plus, our special CSM bags are stylish and practical, making them perfect for everyday use long after camp is over. With new and improved merchandise every summer, there’s no better way to help your camper remember their amazing time at CSM!

To find out more information or place an order visit the Stella Snack page.

Camp Store

The Camp Store has slushies, sno-cones, ice-cream, snacks, and popcorn.

Each camper is allowed one store visit per day (no money needed – cost is included in registration fee).

Birthdays

CSM provides a memorable celebration for any camper having a birthday during their stay.

Please remind the cabin counselor during drop-off of your child’s birthday.

Visitors

Visits during the week are strongly discouraged.

All visitors must check in at the Health Center and have a photo ID.

Laundry

Laundry facilities are available for emergency situations.

CSM Camp Culture Agreement

Our Agreement

No person is more or less deserving of safety than another.

Community members can believe anything they want; however, in this space, actions must follow our Camp Culture Agreement.

No one’s identity permits them to break rules/cause harm, or for someone to harm them.

The social, emotional, physical, and spiritual safety of a person should be prioritized over the comfort or discomfort of others.

How I (camper) will follow our agreement at Camp Stella Maris

I will mind my own body and refrain from touching or hurting others.

I will show respect to others by using kind and inclusive language, avoiding racist, sexist, homophobic, or hurtful words.

I will listen to others (including staff members) and respect what they say, what they need, and what they ask for.

I will not bring or use alcohol, illegal substances, tobacco products, weapons, or electronic devices.

If I am in a harmful situation, I will reach out to a trusted staff member for support.

If myself or others are not abiding by our Camp Culture Agreements, causing harm to our camp culture, I will reach out to a staff member I trust to support me.

Behavior Response Policy

If harm to our camp community occurs, campers will have conversations with their counselors and the Division Director to make a plan to maintain camp expectations. Certain behaviors or choices may result in the decision that the camper is no longer eligible to participate in our camp community.

Harassment and other behaviors that create a physically, socially, emotionally, or spiritually unsafe environment will not be tolerated. If the Camp Culture Agreement is not adhered to, the camper may face actions up to and including immediate dismissal from camp.