Policies & Procedures - Albany Academy

Academy Summer is committed to providing a safe, structured, and positive experience for every camper. Families should review these policies carefully, as they apply across all program areas and help ensure a safe, smooth, and positive experience for all campers.

Registration

How to Register

All registration for Academy Summer is completed through the Albany Academy website. Families are encouraged to review program descriptions carefully for grade eligibility, prerequisites, deadlines, and fee structures before registering.

Deposit and Payment

A 50% deposit is required at the time of registration. Full payment is due by June 1, 2026. Installment payment options are available (full details are in the registration portal).

Information and Forms

All required forms must be completed in our registration portal. These include, but may not be limited to:

Uploading immunization forms (for non-Academy students only)
Health history
Emergency contacts
Pick-up authorizations
Program-specific forms

Cancellation and Refund Policy

Our cancellation policy is designed to support families while allowing us to staff and plan accordingly.

Full refund is available before May 1, 2026 minus a $25 fee per week cancelled with written notice.
After May 1, a 50% discount is available.
No refunds will be given after June 1, 2026.
Medical exception: with a physician’s note, a prorated credit may be granted at the discretion of the Director of Summer Programs.
Behavior-related dismissals: no refunds or credits will be issued.

Safety Policies and Procedures

Emergency Preparedness

Academy Summer is supported by a comprehensive emergency preparedness plan and a trained campus response team. Staff receive regular training and work closely with medical personnel, campus safety, and school leadership to ensure a safe and supportive environment. Emergency procedures are implemented in a calm, age-appropriate manner, and weekly fire drills help students and staff remain familiar with protocols.

Emergency Communications

To ensure timely communication during urgent situations, families are encouraged to opt into CampBrain text notifications when registering. Emergency updates are shared via text message and email.

Weather Guidelines

Weather conditions are monitored continuously throughout the day, including heat index, storms, and air quality. Programming decisions prioritize student safety while maintaining appropriate engagement when conditions allow.

Heat Index

Outdoor programming stops when the heat index reaches 94°F or higher.

Thunder and Lightning

Outdoor activities pause at the first sign of thunder or lightning and resume only after 30 minutes have passed since the last observed thunder or lightning.

Air Quality Index (AQI)

AQI 101–150: Outdoor activities may be modified or limited
AQI 151–200: Programming moves indoors
AQI 200 and above: Indoor programming with additional precautions

Camper Experience and Behavior Policies

Behavior Expectations

Academy Summer prioritizes a respectful, inclusive, and a safe environment. Students are expected to:

Treat peers, staff, and property with respect
Use kind and appropriate language
Follow staff instructions

Bullying and Harassment

Academy Summer maintains a zero-tolerance approach to bullying, harassment, aggressive behavior, and repeated unsafe or disruptive conduct. These behaviors may result in dismissal from the program.

Behavior Expectations

Academy Summer prioritizes a respectful, inclusive, and safe environment. All campers are expected to:

Treat peers, staff, and property with respect
Use kind and appropriate language
Follow staff instructions promptly and safely
Participate in activities to the best of their ability
Keep hands, feet, and objects to themselves

Bullying and Harassment

Academy Summer maintains a zero‑tolerance policy for:

Bullying (verbal, physical, social, or digital)
Harassment of any kind
Aggressive behavior
Repeated unsafe, disruptive, or disrespectful conduct

Response Process

When concerns arise, staff will:

Address the behavior directly with the camper
Document the incident
Notify parents/guardians as needed
Implement a behavior plan if appropriate
Severe behaviors may result in immediate removal from the program without a refund

Health and Medical Policies

Health Office

The summer health office is open daily from 8:00 AM to 4:00 PM. Medical staff support student health needs, including illness, injuries, and general medical concerns throughout the program day.

Medical Documentation

All students, excluding those currently enrolled at Albany Academy, must submit current immunization records. Documentation should be uploaded to CampBrain, though fax submissions are accepted if needed. Health history information is completed directly within CampBrain and must be updated annually.

Medications

To ensure student safety, all medications must follow established procedures:

All prescription and over-the-counter medications must be listed in CampBrain and accompanied by a physician’s authorization if administered during program hours.
Original pharmacy-labeled containers only - no loose pills, pill organizers, or unlabeled bottles
Administration by trained medical staff only
Emergency medications like EpiPens and inhalers are stored securely and made accessible as needed. Emergency Action Plans must be uploaded for students with applicable medical conditions.

Non-Food Allergies

Non-food allergies, including bee stings, latex, and environmental allergens, should be documented in CampBrain. Emergency Action Plans should be uploaded when appropriate.
Food allergies are addressed in the Lunch and Dining at Academy Summer section of the Digital Program Guide.

Daily Operations and Program Logistics

Arrival Procedures

Arrival takes place at the Lower School and Middle School main entrance, where staff greet and direct students.
The daily arrival window is 8:45–8:55 AM. Students should be in their program rooms and ready to begin by 9:00 AM.

Early Morning Program Arrivals (7:30)

Students enrolled in Mindful Morning or Sports Start check in at the same Lower and Middle School main entrance. Staff support students as they transition to their regular program rooms.

Attendance Notification

If your child will be absent, arriving late, or leaving early, families should notify us as soon as possible to support program supervision and daily planning.
Contact information:
Summer@albanyacademy.org
518-429-2332

Late Arrival

Late arrivals and early dismissals take place at the Library side door closest to the main circle. A staff member will escort your child to you.

Dismissal Procedures

Regular Dismissal times vary by program:
• Kickstart Academy: 3:45 PM
• Discovery Academy: 3:45 PM
• Explorers Academy: 3:45 PM
• Adventure Academy: 4:00 PM
• Trailblazers: 12:00 PM (half-day) or 4:00 PM (full-day)

Early or Off-Cycle Pick-Up

Families should provide at least 30 minutes notice for early pick-up by calling 518-429-2332 or emailing summer@albanyacademy.org. Early pick-ups occur at the Library side door closest to the main circle.
Please note that non-essential early pick-ups may impact a student’s ability to fully participate in activities, projects, and group experiences.

Missed Dismissal Window/Late for Pick-Up

Students not picked up by the end of their scheduled dismissal window will transition to the 4 O’Clock Club. Applicable charges will apply. Refer to Section 10 for details.

Technology and Devices

Academy Summer programs are designed to be tech-free. Phones and smartwatches must remain off and stored away during program hours. Families will be notified if devices are used during the day.
Trailblazers may receive limited exceptions for specific offerings.

Visitor Policy

To maintain a safe and secure campus environment, access to program spaces is limited during the summer. Visitors are permitted only for pre-approved events or meetings. Parents and guardians may attend scheduled performances and special events.

Tutoring

Students receiving tutoring during summer programs must follow campus visitor procedures, which include:

Receiving prior approval from the Director of Summer Programs Tutor must undergo background check prior to campus arrival
Entering through the main entrance, signing in at the reception desk and wearing a visitor badge
Unauthorized visitors are not permitted in program spaces.

Before and After Program Policies

section 6Mindful Morning, Sport Start, and 4 O’Clock Club

These offerings are described in detail here. The policies below apply to all participants.

Eligibility

Before- and after-program offerings are available to students in grades K–8, including Trailblazers in those grades. Upper School students do not participate in these programs.

Registration and Billing

Families register for our weekly before- and after-programs in the portal when you register for all other programs.
Daily attendance may be available as space allows and is billed automatically to the card on file. Charges apply for all registered sessions unless cancellation is made according to policy.

Arrivals for Early Morning Programs

Mindful Morning and Sports Start run from 7:30–8:50 AM. Students check in at the Lower School and Middle School main entrance, and staff assist with transitions to program rooms.

4 O’Clock Club Extended Day Pick-Up

Pick-up occurs at the Library side door nearest the playground. Photo identification is required until staff become familiar with authorized adults. This program runs until 5:30 PM.

Late Pick-Up Policy

Pick-ups after 5:30 PM incur a fee of $20 per 15-minute increment. This policy applies to all participants.

Change of Pick-Up Plans (Afternoon)

If a child is registered for 4 O’Clock Club but will be picked up before regular dismissal, families must notify us at least 30 minutes in advance.

Technology Use

Phones and smartwatches must remain off and stored away during all before- and after-program times.

Behavior

Behavior expectations for before- and after-program offerings align with all program-wide behavior policies outlined in "Camper Experience and Behavior Policies" on this page.

Department of Health Inspection Statement

Albany Academy summer programs and camps (Academy Summer) are required to be permitted to operate by the Albany County Department of Health. The camps and facilities are inspected twice yearly. Inspection report reports are filed with the Albany County Department of Health at 175 Green Street, Albany, NY 12202.