Episcopal Summer Institute
Academic overnight camps for middle schoolers located at Episcopal High School in Alexandria, VA

Policies

Inclusion Policy

Headfirst and Episcopal Summer Institute strive to provide a safe and supportive environment for each camper regardless of race, gender identity, ethnicity or background. Our goal is to create a space where campers feel secure enough to expand their comfort zones, try and discover new passions and stretch themselves. We have a diverse camper and staff base, and work to ensure that all of our staff have the appropriate training and emotional intelligence to effectively support our campers along their journey. Incidents that involve any demographically-based or historically-charged language or actions that may jeopardize a camper or staff member’s physical or emotional safety will be immediately escalated to our Leadership Team and could result in dismissal from camp without a refund or credit.


Refund & Credit Policies

If you wish to cancel your camp registration and apply for a credit to another week of camp, you can contact our office at 202-625-1921 or info@episcopalsummerinstitute.org. The following policies and timeline apply:

  • If you notify us before June 1st, you can apply for a 75% refund or a 100% credit on your account for a future enrollment.
  • If you notify us after June 1st, but at least one month (30 days) before the start of that specific camp week, you can apply for a 100% credit on your account for a future enrollment, or a 50% refund.
  • If you notify us less than one month (30 days) but at least two weeks (14 days) before the start of that specific camp week, you can apply for a 100% credit on your account for a future enrollment.
  • If you notify us less than 2 weeks (14 days) before the start of that specific camp week, you may receive a 75% credit on your account.
  • Once a program begins, we cannot make any adjustments or offer any credits.

Medication Authorization & Administration

Episcopal Summer Institute has a Registered Nurse on staff who is trained and licensed in the administration of medications. When dropping your child off, please include all prescription medications (and any preferred or specific over-the-counter medicines) in clearly marked bags, along with the Medication Administration Authorization form.

Episcopal Summer Institute provides most over-the-counter (OTC) medications needed at camp. It is not necessary to pack OTC medications. Upon registration, parents/guardians will be able to select the medications they want to be made available should their camper need them.

Campers are not permitted to have over-the-counter (OTC) medicines in their possession. Under the supervision of our nurse, we will administer any necessary medication — including both OTC and prescription.

All medication is distributed by our on-staff registered nurse. All morning and evening medications are distributed at meals. Bedtime medications are distributed by the nurse immediately prior to camper lights out.

Dormitory & Residential Policies

All dorms at Episcopal Summer Institute will be single-gender by building. There is no visitation to dorms of a student’s opposite gender. Students of the same gender are permitted to visit each other's rooms until 9:30pm. Students must be in their own room prior to 10:00pm lights out.

All dorms are supervised by ESI staff on each floor, as well as a residential lead counselor in each dorm.

Roommates
  • All ESI students will be placed with roommates based on age and program. If your student is attending with a friend, you may indicate that during registration, and we will do our best to place them together in their dorm. Dorm rooms at Episcopal vary from doubles to quads, and depending on enrollment, age and programming, campers may be with one to three roommates during each week of programming.
Dorm Hours
  • Students may not leave the dorm between Daily Closing (9:30 pm) and morning wake-up (7:15 am).
Dorm Appearance, Standards and Safety
  • The occupants of each room are responsible for its condition. At the beginning of each session the dorm head will take an inventory of the room. When students vacate a room, missing or damaged items not on the original report will be billed to them. Episcopal furniture is not to be removed from a room without the permission of the dorm head. Where applicable, screens are not to be removed from windows.
  • It is vitally important that certain fire safety and health practices be followed in order to ensure the safety and well-being of others:
    • Multiple plug adapters and extension cords are forbidden by city fire ordinances. Power bars with circuit breakers should be purchased and used when operating multiple electrical devices.
    • Candles, incense, or other incendiary items are not allowed in the dormitory. This is considered a major violation.
Security of Rooms and Room Searches

Episcopal Summer Institute reserves the right to search a student’s room, belongings, phone, computer, or other personal electronic devices when concerns arise over substance use, theft or other major rule violations. In the event any search yields information regarding behavior by any camper that appears to be improper, Episcopal Summer Institute reserves the right to use that information as it sees fit, including sharing it with appropriate authorities.

Students are hosts in their rooms. They are responsible for what transpires in their rooms and may be accountable for disciplinary action even if they personally have not participated in the rules infraction.

No students may enter or remain in another student’s room unless the occupant is present in the room. Violation of this expectation will result in a disciplinary response. Therefore, it is important that students do not share room combinations with others.

For the safety and security of dormitory residents, first-floor dorm room windows are equipped with window guards. They may only be removed by the dorm resident in the case of an emergency. Otherwise, tampering or removing the guards will result in a disciplinary response.


Communicable Diseases

In the event that a camper contracts an illness while at camp, Episcopal Summer Institute may quarantine that camper as necessary to prevent its spread. Our on-staff nurse is licensed to provide care and will communicate with the camper's parents as necessary.

The McAllister Health Center houses a 12-bed observation unit and overnight infirmary for campers requiring isolation. Admission to the infirmary is at the discretion of the nurse on-staff.


Behavioral & Discipline Policy

Episcopal Summer Institute dormitory and teaching staff use the positive techniques of guidance, including logical or natural consequences applied in problem situations, redirection of students to more acceptable behavior, anticipation of and elimination of potential problems and encouragement of appropriate behavior rather than comparison, competition or criticism. Staff members encourage students to solve problems rather than imposing solutions as a mechanism for fostering and developing independence and autonomy.

Episcopal Summer Institute reserves the right to dismiss a student for consistent behavior that makes it difficult or impossible for the staff to meet his/her needs and/or the needs of other students in the group, or for behavior which endangers the safety of him/herself, other students or staff. This will occur without a refund (or portion thereof) or credit towards a future program. This will occur only after parent/staff discussion has occurred.

Episcopal Summer Institute will under no circumstances tolerate the introduction to campus or the use of any illicit, banned or age-restricted substances or materials by campers. In the event that a student is found to have violated this policy, he or she will be immediately dismissed from the program.


Responsible Use of Technology Policy

All members of the Episcopal community who use the School’s computing and information resources must act responsibly. The guidelines for the acceptable use of technology can be found on the Episcopal website under Technology Support – “Acceptable Use of Technology”. Please refer to it for a complete guide on the acceptable use of technology. Ignorance of these guidelines is not an excuse for misuse of the School’s technology.

All students must take reasonable and appropriate steps to see that their computing devices are password protected and have active antivirus and malware software installed. If you do not have security software, it will be provided to you free of charge.

Only devices that have been approved by Episcopal Summer Institute may be attached to EHSnet, and not every Internet-capable device may be connected to the School’s network. The Technology Department reserves the right to remove any device that poses a threat to the safety of the computer network.

Ultimately, each user is responsible for their own computing and own work using a computer; this responsibility and privilege should be taken seriously. Misuse of technology may result in disciplinary action ranging from loss of privileges to dismissal. In addition, it is important that students cooperate with members of the Technology Department when requested for information about computing activities. Under certain circumstances, a network administrator may be authorized to access your computer and/or email files.


Financial Assistance Application

Episcopal Summer Institute is proud to partner with Episcopal High School's Admissions & Financial Aid team to deliver partial scholarships to students who qualify. To apply for financial assistance, please complete this form by March 15, 2019. Financial assistance decisions will be made and communicated to individual families by April 5th.