Registration F.A.Q. | Camp CUBBER

FREQUENTLY ASKED QUESTIONS ABOUT CAMP REGISTRATION

When is the earliest I can register?

Do I need to wait to pickup the paperwork until I arrive or is it available ahead of time?

Registration field trip / activity schedules as well as the complete registration packet is available online now (on the registration page). Having your registration packet completely filled out in advance is VERY important in order to not significantly delay your registration process.

How are registrations accepted?

Once open registration begins, registration is accepted on a first come, first served basis. Priority registration is available to Stars & Comets families, Westlake Christian families, Robin’s Nest families, PHUMC members / attendees, and returning camp families. See above for dates. Once a week is full for a certain age group, we will no longer be able to take students for that week for that age group.

What happens if one of the weeks I wanted is full?

At that point, parents may decide to place their child on a "waiting list" for the week(s) that were full to see if that week becomes available. Priority is given to those students who are on the waiting list earliest (so still based on the first come, first served method).

Does that mean I need to be there as soon as registration opens to register my child?

When you register is completely up to you. Since registration is accepted on a first come, first served basis, registering earlier rather than later does improve your chances of securing a spot. Remember, registration is accepted by appointment only at this time, so reserving an appointment for your appropriate registration window (and keeping said appointment) is extremely important. In the past, we have seen some weeks fill shortly after open registration started, so again earlier is usually better.

How long does the registration process take?

With an appointment, registration should be completed in less than 15 minutes (provided you have all of your registration paperwork completely filled out correctly). If for some reason you do not have all of your paperwork completely filled out, typically you have to exit the line to complete your paperwork and then wait for another opening to become available, which could take 30 - 45 minutes or more, or schedule an alternate appointment time.

When are registration packets accepted?

Registration appointment times will be set soon. Check the registration page soon for times and a link to set an appointment.

What do you mean registration appointment?

Registrations are accepted almost exclusively by appointment only. A link to make a registration appointment will be posted at least one week prior to the start of a registration window. As we get closer to the start of registration, check back often for those to be posted. Once on the appointment site, you will see a list of available days and times and you will be able to select the next available appointment that fits your schedule. Typically there are appointments available at various times throughout the day to make it as easy as possible to fit into your schedule. To make an appointment reservation you will need to provide your name, email address, child / children's names, and verification that you qualify for the priority registration window you are selecting (unless you are selecting open registration of course).

I have more than one child, do I need to make more than one appointment?

No. Well, not unless you are registering 4 or more campers. Our team is typically able to completely go through the registration process with up to three packets from one family in the 15 minute registration appointment time. If you happen to be registering 4 or more campers, please select a second consecutive registration appointment. Again, please remember to have your paperwork COMPLETELY filled out, otherwise we cannot guarantee that we can get through your paperwork in the allotted time (and you will have to step out of line or reschedule).

Do I really need to turn my packet in to a camp office staff?

The simple answer - YES!!! Since we cannot accept partial packets, packets with errors, or packets with partial payments, any packets that are turned in that way will be marked as pending and WILL NOT be entered. Spaces are not guaranteed until your paperwork has been accepted and reviewed by a camp office staff. A camp office staff will go over your paperwork with you to make sure it is completely filled out and that you are paying the right amount.

Can I just leave my paperwork with a church staff member instead of turning it into a camp office staff?

Unfortunately, no. Please turn your paperwork in to a camp registration staff at the time of your registration appointment only.

I only have a few small things missing on my paperwork. Will it still be accepted?

Unfortunately, no. Registration paperwork must be completely filled out in order to be accepted. That includes full street addresses, zip codes, phone numbers, etc. When registering, the camp office staff will ask for any missing information at the time of registration (which will obviously slow down your registration process). The best solution is to have it completely filled out ahead of time.

I have filled out my paperwork, but I haven't had it notarized yet. Where can I get it notarized?

You can have your registration paperwork notarized ahead of time if you like, or we can notarize your registration paperwork here @ the camp office. We will have notaries on site during camp registration hours. If we are going to notarize your camp paperwork please make sure you bring your state issued driver's license / photo ID, passport, or military ID. If we are notarizing your paperwork please be sure NOT TO SIGN the areas that need notarized until you are in our office in front of our notary staff.

What else do I need to bring to register?

Other than your completed registration packet and a photo ID (if we are notarizing the paperwork here), you will need the monies due at registration. If you are paying via EFT, only the registration fee is due at registration, which will need to be paid via check, cash, money order, or credit card (Visa, MasterCard, Discover). The tuition for the first week of camp will be collected on May 31, 2024. Then each subsequent week your child is signed up to attend, you will see an EFT taken out of your account on the Friday prior to said week for that upcoming week's tuition. Please remember that will happen every week he / she is signed up to attend (whether they attend or not). If you are paying via EFT, you will want to bring a check to void and attach to your EFT form (auto withdrawal). If your account does not have checks, you will want to go to your bank and have them provide you with an EFT verification letter that shows both your routing and checking account number. Some banks also have a way to print an EFT verification letter online or via their app, but you will want to make sure you have that taken care of PRIOR to your registration appointment.

If you are paying via prepay for the summer, you will need to bring the monies for registration AND the tuition for all weeks you are signing up for. Again, those can be paid via check, cash, money order, or credit card (Visa, MasterCard, Discover). We cannot accept partial payments at the time of registration. Please note that starting Summer 2023, there will be a 3% surcharge on credit card payments FOR TUITION. This is specific to tuition only. Families paying for the registration fee only (via credit card) will not be charged the 3% surcharge.

So exactly how much money will be required at registration?

That will depend on a few things -

1) Whether you are a new camper, returning camper, or current Stars & Comets family?

2) Whether you are paying via EFT or Prepay.

To register, all families will need to pay the registration fee. In addition families who will not be paying via EFT will need to prepay for all of the weeks your child is enrolling in for the summer. Families who are paying via EFT WILL NOT need to pay any tuition payments at the time of registration (only the registration fee).

Can I have my registration monies come out as an EFT?

Unfortunately no. We will set up the EFT's prior to the May 31 draw, but you will need to pay for everything due at registration with a check, money order, cash, or a credit card (Visa, Master Card, or Discover only).

Is there any benefit to paying for the summer in full?

Summer prepay does not have a cost savings advantage, so really the advantage would be to not have to think about making payments throughout the summer. Enrollment in the camp's EFT program (auto withdrawal) is the preferred method of payment.

I have multiple kids, is there a sibling discount?

Yes, there is a $5 per week discount for your 2nd, 3rd, or even 4th or 5th child.

I want to sign up, but I'm not exactly sure of our summer schedule and may need to cancel a week. What should I do?

Well, again this is a bit of personal preference. As you know, once you sign up, you are obligated to pay for all weeks that you sign up for. So you have two options. Your first option is to wait to sign up until you are absolutely sure of what weeks you will need and hopefully there will still be space in those weeks at that time. Or you can sign up for the weeks you are moderately certain your family will need and then plan to pay the 50% cancellation fees if canceling by May 29, 2024. After May 29, 2024, it is full price even if your child does not attend.

What is the cancellation policy?

- Cancel by May 29 - 50% Cancellation Charge

- Cancel after May 29 - Full price of tuition

What comes with the price of registration?

The cost of registration also includes one camp t-shirt (which you will receive when you register) and a camp backpack.