This FAQ covers general information. Click here to visit our transportation FAQ.
How do I register?
We offer online registration only. You must complete a separate registration for each camper but family information will auto-enter in subsequent registrations. After registering, you will receive a confirmation by email that your registration was received. Acceptance to the program is not guaranteed until you receive an enrollment summary.
When do you begin accepting applications?
All registration is online. Priority registration for Potomac families and returning camp families will begin January 24. General Registration will begin January 31. Registration continues until programs fill.
How does priority registration work?
Returning camp families and current Potomac families register online during the priority week; registrations are date and time stamped, then processed on a first-come, first-served basis. All members of the family are eligible for priority registration; you will need to fill out a separate registration for each child.
Only registrations for current Potomac families (students, faculty and staff) and returning camper families are processed for enrollment during our priority registration period. After the priority period ends, all registrations are processed in the order they are received.
Priority registration does not guarantee a spot in any of our programs, as space is limited and awarded on a first-come, first-served basis. In rare cases, a program may fill before priority registration is completed.
What forms of payment do you accept?
Registration is online, and credit card payments by VISA, MasterCard, Discover, and American Express are accepted at registration. After online registration has been completed, you may pay remaining balances by logging in to your account to make credit card payments, or you may mail a personal check.
Can a portion of a camp be prorated?
No. There are no refunds for absences.
Why do you charge registration fees and deposits?
Registration fees are non-refundable and help cover many of the basic services we provide to all families, including registration processing. Deposits are part of tuition, not an additional charge, and reserve your child’s place in the program. There is no charge to change from one program to another, but if a program is dropped, the deposit ($100 per program) is non-refundable.
Do you offer refunds?
Registration fees ($40 per week/$100 per session) and deposits ($100 per program) are non-refundable. There is no charge to move from one program to another as long as the number of programs stays the same or increases. Tuition is refunded according to the following schedule:
Withdrawal from camp on or before May 1: Tuition refunded. (Registration fees and deposits for dropped programs are non-refundable.) Withdrawal after May 1: No tuition refund will be granted.*
* In the event that Summer Programs must cancel published offerings or services for insufficient enrollment, we will refund your tuition and deposit. We will refund your registration fee if not applied to an alternate program.
Do you offer any before or after camp programs?
For campers who will be entering Kindergarten through 8th grade, we offer extended hours. Before Care hours are 8:00 am – 9:00 am; After Care hours are 3:00 pm – 6:00 pm. The Before or After Care session(s) or week(s) must match the camp session(s) or week(s); weekly extended care is available only for campers in week-long camps. Please be sure to choose the matching dates for camps and extended care. We do not offer drop-in care.
Does my child need to have a physical for camp?
Every year before attending camp, all campers – new and returning – must provide a doctor’s report of physical exam and immunizations; no reports from previous years are kept on file. Deadline for forms is June 1st. For children age 5 and younger, the exam must have been within the past 12 months. Older campers may simply provide a copy of their most recent report, and provide any updates if they occur during camp. In many cases, the pediatrician’s office can fax forms directly to us at: 703-356-3945 or scan and email to firstname.lastname@example.org.
We accept the Virginia School Entrance Health Form, or parents may complete and attach page 1 of the Virginia form to a doctor’s, school, or state form. (The Virginia form may be found on our “Things to Know” page under “Camper Forms”)
What other medical forms do you require?
If your child requires medication during camp, complete the Medication Authorization Form. Parents should bring the medication directly to the nurse’s office prior to the start of camp. Medication should be in a labeled bag, and must be in the original container labeled with the child’s name and the prescriber’s instructions; include the Medication Authorization Form. You may print this form from our website; click on the cloud “Things to Know”, then choose “Camper Forms” from the list.
Please DO NOT send medication in your child’s bag.
Do you offer lunch?
No. All students should bring lunches that do not require refrigeration and a water bottle. Lunches should be labeled with the child’s name and the date the lunch was packed.
My child has food allergies. How can I be sure my child will be safe at lunch time?
Please indicate your child’s food allergies on the application form so that our staff members are aware of them. If your child’s allergies are airborne or otherwise severe, we can provide a separate lunch table.
EPI-PENS: Parents should bring the medication directly to the nurse’s office prior to the start of camp. Medication should be in a labeled bag, and must be in the original container labeled with the child’s name and the prescriber’s instructions; include the Medication Authorization Form. Please DO NOT send medication in your child’s bag.
Please Note: We are not a nut-free facility.
Who are the staff members who work at Summer@Potomac
We have a mix of teachers, other professionals, college students and high school students. Generally, the leader of an activity or a class is a professional, although occasionally an experienced, mature college student will merit a head position. All head counselors meet or exceed Virginia Department of Social Services requirements. Assistants may be college students and high school students. The mix of experience and youthful enthusiasm creates a dynamic atmosphere. Click here to meet our staff.
What is the ratio of campers to staffers?
It varies. In some activities, the ratio may be four students to each staff member. In other activities, it may be as high as 10 to one. In all cases, students are well supervised to ensure maximum safety and fun.
What qualifications do your swim instructors have?
All of the swimming instructors are certified lifeguards; some may have additional instructor certification. In addition to the swim instructors actively teaching skills, other lifeguards are always on duty.
May our babysitter or a friend pick up my child from camp or from the bus?
Yes. Please indicate all authorized pick-up persons on the online application. If any of the information changes or someone new will be picking up your child, we will need that information in writing (email) before the new person picks up your child. Remember, only campers entering Kindergarten or younger (and their siblings riding with them) may be picked up on campus. All other campers must use our free Bus Service to and from camp.
What if a student becomes hurt or injured during the program?
No matter how many precautions we take, accidents can happen. During Summer@Potomac, we have a registered nurse on campus from 8:30 am to 4:00 pm; our Before and After Care Directors are first aid and CPR trained. In addition, many head counselors are trained in CPR and first aid. Counselors of camp programs that travel off-campus are also trained in the use of EpiPens. Please note that if your child may require an EpiPen, you must supply the medication to the nurse. All serious injuries or health concerns are directed immediately to the camp nurse. The nurse will arrange for emergency transport, if necessary. We will call parents or emergency contacts as soon as possible using all phone numbers that we have on file.
May I visit the campus before the first day of camp?
We will have an Open House for all registered campers and parents on Saturday, May 18, 2019 from 10:00 am to 11:30 am. This is a great opportunity to meet the program directors and ask any questions you might have. The buildings will be available for self-guided tours during this time, so bring your camper and show them around!
Will my child be grouped with other children from their same school?
We do what we can to be sure children have familiar faces in their groups, but we also encourage students to enjoy the opportunity to meet children their age who attend other schools. If there is a specific individual that your child would like to be grouped with, please indicate this in writing before June 1. We must receive the request from both families and do not guarantee placement requests. We cannot make last-minute group switches on the first day of the session.
When will Discovery campers receive their activity schedule?
Discovery campers will receive their schedules on the first day of camp. If campers wish to make changes to their schedule(s), they may change them on the third day of camp, which is called “Change Day.” Changes are subject to available space.