Prepare for Camp

Forms Reminders & Requirements

Remember that all medical forms are due on May 1st through CampInTouch.

Your child’s health and safety at camp is the most important thing to us, and in order to effectively treat them while in our care in accordance with NY State and ACA guidelines please ensure:

• All medications your child will take at camp (even vitamins or daily OTC) must be written in 3 places: Physician’s, Health History and Treatment forms
• Doctor’s signature must be on Standing Orders on the Treatment forms and Physician’s Forms
• Upload all medical forms to CampInTouch by May 1st
  • Health History Online Form
  • CSW 2025 NY State Mandatory Forms
    • Meningitis Form
    • Off-Site Swimming Form
  • CSW 2025 Physician’s Forms
    • Physician’s Examination Form (must be completed and signed by physician)
    • Immunization Form
  • CSW 2025 Treatment Forms
    • Parent Authorization
    • Standing Orders Form (must be signed by both parent and physician)
• Sign up for CampMeds for all medication (review exceptions above)

All forms will say “pending” until the health center reviews them. Errors and omissions will require new forms to be filled out and resubmitted.

We pride ourselves on providing the highest quality of care to our campers, counselors, and staff. We need your cooperation in completing all forms in a timely manner to allow us ample time to review them and be best prepared to meet your child’s needs.

We have extended the due date on all forms to May 1, 2025. Please view all forms and complete them on CampInTouch (pro-tip, download the Campanion App and ensure you have push notifications enabled to make this even easier!)

Forms Due May 1:

• NY State Mandatory Forms
• Physician’s Forms
• Treatment Forms
• Health History

Forms Due ASAP:

• Bunk Requests (Done on a first-come, first-serve basis)
• Text message opt-in (We’ll be texting updates on arrival & departure days)

Forms due 2 weeks before arrival:

• Travel form
• Camper Profile

Please understand, no child will be permitted admittance to camp without us first receiving and reviewing all of the necessary forms.

Bus Registration and Travel Form

Do you know how you’re getting to camp yet? The Southwoods bus makes it easy, with 4 convenient pickup options to save you time and get camp started right away!

Bags will go under the bus, lunch will be provided and camp movies + activities will start right after we leave.

Fill out the Transportation Form on CampInTouch to save your spot on the bus, let us know you’ll be dropping off at camp, or fill out flight information. The bus is $200 round-trip, or $100 one-way if you want to dropoff or pickup one way.

The form is due 2 weeks prior to your session start date.

Pickup & Dropoff locations

If you fill out the transportation form after your last payment, or have already completed payments, the fee will be charged on the following 1st of the month.

Early Bird registrations (Registered by 9/1): Please note that when you select the bus, the $200 fee will be automatically applied to your account. We will do our best to check all accounts, but please email the office to make sure it is removed as part of your early bird discount. Thank you!

Apparel Through EverythingCamper

We are excited to share with you the official 2025 packing list and logo’d clothing from Everything Camper. While no items are required, we recommend a white shirt, a blue shirt and a sweatshirt. Campers will receive 1 Southwoods t-shirt upon arrival at camp.

The 2025 packing list along with all of the amazing gear can be found on the Southwoods Page on Everything Camper. New items have been added for the 2025 season!

Download the packing list and see our favorites from Everything Camper on our packing list page!

The international packing list, super senior, and LIT packing lists are available in the Forms & Documents section through your CampInTouch portal under the family section. Please reference your specific packing list for each camper to be best prepared!

CampMeds

In our on-going commitment to meet the needs of our campers who require medication while at camp as well as comply with strict state regulations regarding medication dispensing for summer camps, we will be working with CampMeds. CampMeds provides a convenient service of dispensing, packaging and shipping medications directly to summer camps.

Our policy and procedure for dispensing and administering medicine requires all prescription medications be dispensed by CampMeds and sent to camp prior to their arrival.

CampMeds cannot supply the following medications, so these medications only may be brought to camp: Avi-Qs, insulin, growth hormone injections, injectable medications, birth control, Accutane, Seysara, temperature-sensitive medications or supplements (e.g., certain probiotics), and Hiya or other subscription based-supplements. CampMeds does supply EpiPens if you would like, but you are welcome to bring your own as well.

Our camp stocks over the counter items such as Tylenol, Advil, Benadryl, etc. so there is no need to have CampMeds dispense typical OTC items. If, however, your camper takes an OTC medication daily, it must be dispensed by CampMeds.

We recommend registering as soon as possible, as prices increase after February. No prescriptions are required to register! All that’s needed is the camper’s information and medication details to lock in the pricing. Prescriptions must be submitted 30 days before camp to avoid late fees, and updates can be made after registration. Campers can also adjust their medication list if they need to add, change, or remove a medication up to 15 days before the start of camp.

Medications that are in pill form are individually packaged and sealed according to date and time of administration. This method of dispensing medicine during summer camp minimizes potential med errors, ensuring that every camper gets the correct medication and dosage, at the right time, on the right day. It also allows your children to return to their camp activities sooner, because administering meds that are pre-packaged and organized reduces their time spent in line waiting for meds. Our nurses now have more time to devote to your child’s other healthcare needs.

You are responsible to check that your child’s prescriptions are written exactly how and when the medication is to be given. We do expect 100% participation from families with campers who will need medication while at camp.

If your camper will be taking medication at camp this summer, please go online to register your camper. We are confident that this program continues to help us achieve our primary goal; the health, well-being and safety of your child. We thank you in advance for your participation!

Forms

The information you provide us through our forms allows us to be best prepared to meet your camper’s needs.

Forms can be accessed and uploaded through your CampInTouch portal and/or through the Campanion App. Please know that depending on your responses, additional forms may be released, please plan accordingly.

The following must be printed, completed and then scanned through the app or uploaded through CampInTouch:

CSW 2025 NY State Mandatory Forms

• Meningitis Form
• Off-site Swimming Permission

These forms are required by the State of New York for all residential camps. Without them, campers are not permitted to live on premises. They take approx. 2-5 minutes to complete.

CSW 2025 Physician’s Forms

• Physician’s Examination Form (must be completed by physician)
• Immunization Form

These forms must be completed by a physician prior to your child’s arrival at camp. It is very important that you schedule your campers physical with enough time to get an appointment and remember to bring these forms with you for your child’s doctor to complete. No camper is permitted to attend Southwoods without a physical within a year of their session dates.

CSW 2025 Treatment Forms

• Parent Authorization
• Standing Orders Form (must be signed by both parent and physician)

These forms allow for providers to give care to your camper during their stay. Without them, campers may not receive medical treatment on or off site. They take 5-10 min to complete.

Please contact us if you have an insurance related scheduling issue regarding your camper’s physical.

Additional forms required directly through app or portal:

• Bunk Request Form
• Health History Form

This form gives our health center staff a birds eye view of your child’s overall health. Please be as thorough as possible so that Southwoods’ doctors and nurses can provide the highest quality care while your child is at camp. This form takes 20-30 min to complete.

Camper Profile

This form gives our cabin staff a birds eye view of your child’s personality and development so that they can give them the best possible mentorship and support during their stay at camp. The information you provide should be as thorough as possible to set your child up for success during their stay at Southwoods. This form can take 20-30 min to complete.

All forms must be completed by April 15th - we cannot allow your child to come to camp without all forms completely filled out!

We pride ourselves on giving the highest quality of care to our campers, counselors, and staff. We need your cooperation in completing these forms in a timely fashion.