Prepare for Camp 2026

Forms

STEP 1: Fill out the Online Health History Form

This form must be filled out first in order to avoid additional trips to your physician. Based on your responses, additional forms requiring physician’s signature may populate.

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. The information you provide us through our forms allows us to be best prepared to meet your camper’s needs. This form takes 20-30 min to complete.

STEP 2: Fill out the Online Forms

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.

• Meningitis Form
• Off-site Swimming Permission

STEP 3: Have Physician’s Forms ready for your next appt.

These forms must be completed by a physician prior to your child’s arrival at camp. No camper is permitted to attend Southwoods without a physical within a year of their session dates.

• Physician’s Examination Form
• Vaccination record
• Prescription form (Only required for campers with Rx meds)

If you are planning on having your camper change their Rx routine over the summer (i.e. a “Medication Vacation”), reach out to carl@campsouthwoods.com in order to come up with a plan to ensure success this summer.

• Emotional health form (May not populate if not needed for your camper. If it does populate after you fill out the Health History form, this requires a physician’s signature)

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

Step 4: Upload insurance cards

This form allows for providers to give care to your camper during their stay. Without them, campers may not receive medical treatment on or off site.

• Parent Authorization for Treatment & Insurance

Upload the front & back of your most updated insurance cards and sign the bottom of the form.

Reach out to office@campsouthwoods.com with any issues regarding the uploading of images on this form.

Step 5: Fill out additional (non-medical) forms

Additional forms are available directly through app or portal:

• 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 takes 20-30 min to complete.

• Bunk Request Form (not required)

Many of you have been waiting for this! Request up to 3 cabin mates, top or bottom bunk. Requests are fulfilled on a first-come, first-serve basis.

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.

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.

See below for details on provided medications, exceptions, dates and more. We do expect 100% participation from families with campers who will need medication while at camp.

DETAILS:

CampMeds cannot supply the following medications, so these medications only may be brought to camp (labeled & in original packaging):

Inhalers, 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 May 15. No prescriptions are required to register! All that’s needed is the camper’s information and medication details to lock in the pricing.

• Regular Pricing ($85/camper): March - May 15
• Late Pricing ($105/camper): May 16 - August

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.

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.

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!

We have extended the due date on all forms to May 1, 2026. 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:

• #1 Health History Form
• #2 Meningitis Form
• #2 Off-site Swimming Permission
• #3 Physician’s Forms
• #4 Insurance Forms

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