Dear Parents/Guardians,
Welcome to a new, great season of summer programs at Penn State Berks!
I am always proud to welcome your children to campus each summer. We hope you will consider spending another summer with us this year. We are happy to answer any questions you might have about our summer programs. Our staff is dedicated to providing an educational and fun summer experience for your child.
Every year we strive to improve and provide the best possible programs in the safest environment. We review our program policies and procedures annually, and institute any necessary changes to better ensure the well-being of our students. Below I have outlined some of the measures we take to ensure that all students have an enjoyable and safe summer program experience.
Please do not hesitate to contact me if you have any questions about our programs or our campus procedures. Our office is located in the Office of Continuing Education, in Williams Cottage. My direct number is 610-396-6225, or you can email me at cxp57@psu.edu
With regards,
Cathleen Phillips
Summer Program Safety/First-Aid/Emergencies
All programs are located on the Penn State Berks campus, a 258 beautifully landscaped acre campus located in Berks County in Reading, PA. Driving directions and a campus map and will help you navigate with confidence.
Staff instructors are a mix of University faculty members and University approved local school teachers. Our team of teaching assistants consists of current Penn State students. Teaching assistants must be 18 years or older.
The average size of a camp ranges from a minimum of 9 to a maximum of 24 students. Instructor/teaching assistant to participant ratio is either 1:6 or 1:8 and is determined by University AD39 Policy.
All instructors and teaching assistants receive training and information about their responsibilities and expectations; campus policies, procedures, and enforcement; appropriate crisis/emergency responses and reporting procedures; safety and security procedures; and confidentiality issues involving minors. All Authorized Adults who have direct contact with minors are required to have a valid background clearance on record with the University at the time of hire and/or beginning work with minors. The three clearances required include:
- Pennsylvania State Police Criminal Background Check (SP4-164)
- Pennsylvania Child Abuse History Clearance Form (CY-113)
- Federal (FBI) Fingerprint Criminal Background Check (Criminal History Report)
Teaching assistants and staff members supervise students throughout their entire day on campus.
All students on campus who are under the age of 18 are considered minors. All program staff adhere to University policies outlining appropriate supervision of minors involved in University-sponsored programs.
During the day, students are escorted and supervised to and from all destinations. Teaching assistants and adult program staff are responsible for the supervision of students during the entire lunch hour. Students are not permitted to leave their program area and/or classroom buildings without supervision by instructors and/or teaching assistants. Additionally, students are not allowed to leave the campus for any reason without written permission from their parents/guardians.
For additional information about Penn State University's Youth Program policies, click here: Information for Parents
Registration is available on a first come, first serve basis. Full payment is required at the time of registration.
Students have the option of bringing a brown bag lunch or purchasing a lunch package as part of the registration. Information about the pre-paid lunch meal plan for campers will be made available prior to the start of camps. The campus cafeteria offers a wide selection of items, including many healthy options for students.
- Boxed Lunch Option: Campers have the option to enjoy either a boxed lunch or counter service in the Penn State Berks Tully's Cafe for an additional charge. During the program registration process, you'll have the opportunity to select this option.
- Bringing Lunch from Home: For campers who choose not to purchase lunch, please note that they will need to bring their lunch from home each day.
Instructors and teaching assistants are on hand during the lunch hour to assist and supervise. Snacks are not provided during the morning or afternoon segments of camp. If needed, students are welcome to bring their own snacks. Students are encouraged to bring a refillable water bottle each day.
Please review the specific program description for camp hours of operation.
Programs begin at 9:00 a.m. Drop-off and pick-up takes place in the various program classrooms. We recommend that students get dropped off between 8:50-9:00 a.m. Sorry, we do not offer before and after care for our summer participants.
Parents/guardians of minors are required to “sign-in” each student at the start of each day and “sign-out” their children at the end of each camp day. Parents/guardians must list on the program registration form all individuals authorized to pick up the student from the program. Minors will not be released to anyone not designated by parent/guardian. Persons picking up campers will be required to show ID on the first day of the program.
Please note that the University cannot release the names or phone numbers of other participants.
**Early Pick Up
Parents/guardians who need to pick up students before the designated end time of the program must provide a signed note stating the time of pick up and who will be picking up the student. During early pick up, a parent/guardian will be required to sign out and pick up the student directly from their classroom.
**Late Drop Off
Students arriving late should report directly to the program classroom and sign their students in with the teaching assistant. Parents arriving late should notify the Continuing Education office at 610-396-6225 to find out the location of the classroom.
Please call 610-396-6225 or 610-396-6230, or email cxp57@psu.edu if your child is not able to attend class due to illness or any other circumstance.
Contacting Your Child During the Day
If you need to contact your child for any reason during the day, please contact the Continuing Education Office at 610-396-6225 or 610-396-6230.
Summer Program Safety/First Aid/Emergencies
Protecting our students is our number one priority on campus. That means being ready for the unexpected. We are continually reassessing our safety practices to ensure an enjoyable experience by all.
All classrooms are equipped with basic first aid kits and the instructional staff is trained in basic first aid procedures. During any issue involving injury, parents/guardians will be notified immediately. Penn State Berks does not have a nurse on campus during the summer, however all campus police officers as well as numerous campus officials are first aid/CPR/AED trained and certified. Our campus is located a short proximity to Penn State St. Josephs Hospital and Tower Health Reading Hospital.
In the event of an illness or injury that would require more extensive evaluation, every reasonable attempt will be made to contact the parent/guardian.
Please note that The Pennsylvania State University does not provide medical insurance to cover emergency care or medical treatment of your child.
Parents/guardians may sign up for emergency alerts via social media at PSUAlert.
Penn State Berks program officials are not permitted to administer any topical or oral substances to students, including topical antibiotic creams, sunscreens and insect repellents.
Penn State Berks program officials may dispense over-the-counter or prescription medications to participants under the following conditions:
- Parents/Guardians must provide written permission and instructions for any medications taken during the program by any student under the age of 18.
- The student’s family must provide the medicine in its original pharmacy container labeled with the student’s name, medicine name, dosage and timing of consumption.
- Over-the-counter medications must be provided in their manufacturers’ container.
- Staff will keep the medicine in a secure location, and at the appropriate time for distribution shall meet with the camper.
- Staff members will allow the camper to self-administer the appropriate dose as shown on the container.
- If a camper is not able to self administer medication, then arrangements for the administration of any medicine must be coordinated between staff and parents/guardians.
- Personal “epi” pens and inhalers may be carried by the student during all camp activities.
Parents/Guardians of students with severe allergies are required to complete a Youth Medical Form. A copy of this plan will remain with the student’s teaching assistant(s) and instructor at all times.
Special Accommodations and Special Needs
Penn State encourages qualified individuals with disabilities to participate in its programs and activities. Information involving special accommodations must be received by our office in writing at least one month prior to the start of the program for which you are registering your child. This information will be kept confidential and revealed only to the necessary staff and health professionals. Parents are encouraged to share any special issues that the program director and instructors should be aware of (diet restrictions, learning challenges, behavioral challenges, etc.)
- Students are expected to be respectful and courteous to one another, instructors, teaching assistants and all staff.
- Students are required to participate in all scheduled activities. If there is any reason that the student needs to be excused, please contact the instructor.
- Students are not permitted to go off campus without the written consent from a parent or guardian.
- Misuse or damage of University property is unacceptable. Charges will be assessed against those who are responsible for damage or misusing University property.
All program participants must abide by the following University Regulations and Standards of Conduct prohibiting the following:
- Possession and use of alcohol, tobacco, or other drugs
- Possession of fireworks, guns and other weapons
- Stealing
- Disruptive behavior
- Hazing and bullying (including verbal, physical and cyber)
- Violence of any kind– this includes sexual abuse and harassment
- Inappropriate use of cameras, imaging, and digital devices including use of such devices in restrooms, or other areas where privacy is expected by participants
Participants in violation of any of the above rules and regulations will be verbally warned and given a first offense. If a second violation is observed, the program staff will contact the parent or guardian of the participant. If a third violation is observed, the student will be withdrawn from the program and the parent/guardian will be contacted to pick up the child immediately. No refunds will be given for students released from the program due to conduct violations.
Enrollment is limited in all of our programs to ensure a quality learning experience for everyone involved. The registration system will indicate the number of positions available in each camp. We encourage you to register early.
Program enrollment is on a first-come, first-serve basis. Once a program is full, you are encouraged to add your name to the waitlist. Waitlist participants will be notified on a first-come, first-serve basis if a spot becomes available.
All cancellations made by participants up to the Wednesday prior to the first day of the program start. An administrative cancellation fee applies per program cancellation request. Refund requests made after that will not be honored and the participant and/or sponsoring organization will be responsible for the entire fee. All cancellations must be made in writing to cxp57@psu.edu.
All program prices and dates are subject to change at any time.
The University reserves the right to cancel or postpone any program due to insufficient enrollment or unforeseen circumstances. If a program is cancelled by the university, registrants will be notified immediately and the registration fee will be refunded.