Everything families need to know before camp
Camp Policies & Medical Information
Below is AICL’s conduct, medical, supervision, allergy, photo release, and vaccine policies for the 2026 summer session.
These policies help us care for campers, support staff, and keep camp running safely. If you have questions about your camper’s needs, please reach out before camp begins.
Quick Links
Use these links to quickly find important information before camp begins.
Inclusive Camp Community
AICL promotes a welcoming, inclusive environment for every camper, regardless of race, color, religion, creed, disability, sex, sexual orientation, gender identity, or gender expression.
Part of our support for transgender and gender-expansive campers is affirming the gender they tell us they are and including them in camp accordingly.
Conduct & Disciplinary Policy
Camp works best when everyone can feel safe, respected, and able to participate. These expectations apply to campers throughout the summer session.
~ Additional Information ~
Items Not Permissible at Camp: We have a policy that campers may not bring cell phones, ipods, ipads, computers, unnecessary valuables (electronics, jewelry, etc.), any substantial amount of cash, weapons, pets, cigarettes, alcohol, drug paraphernalia, marijuana, non-prescribed prescription drugs, or any illegal substances.
Disciplinary Actions: During any of AICL’s summer camp programs, if any campers prove to be dangers to themselves, dangers to others, and/or consistently, significantly impede camp programming, it is at the directors’ discretion to send such campers home. Additional behaviors that could be grounds for dismissal from camp include bullying and sexual harassment.
Campers found with illegal drugs, drug paraphernalia, alcohol, tobacco products/e-cigarettes, or weapons will also be sent home. In such circumstances, directors will contact campers’ parents/guardians, and campers must be picked up or have travel arrangements made so that they depart within 24 hours of notification of dismissal. Until that time, these campers will be supervised but will not fully participate in activities. There will be no refund of tuition. Campers' rooms may be searched at the director’s discretion.
Medical
We are committed to maintaining a healthy environment for our campers and staff while maintaining accessibility of our programming. We reserve the right to make changes in our policy as necessary depending on the latest public health recommendations.
For any questions regarding our medical policies, please email medicaldirector@appalachianinstitute.org.
~ Prior to Camp ~
Forms
- All campers must have a physical examination within 12 months before arriving at camp.
- All health forms must be completed and signed by a licensed health care provider each year and submitted no later than June 1, 2026.
- Health forms are available in the AICL Parent Portal, including the downloadable form for the physical exam requirement.
Vaccines
- SARS-COVID vaccination is strongly recommended including booster doses as recommended by the CDC.
- We follow the immunization policy set forth by Kentucky public schools, and you can see the full list of required vaccines at the bottom of this page or at https://www.chfs.ky.gov/agencies/dph/dehp/imm/KentuckyImmunizationRequirementsSchoolAge.pdf.
~ During Camp ~
Care of Mildly Ill Campers: Staff will report any signs of illness to the camp medical provider and/or directors, who will assess each situation. The camp medical clinician and/or directors may administer over-the-counter medication as necessary if they are authorized by the parent/guardian. For conditions that cannot be managed with over the counter remedies, the camper will be taken for assessment at an off-site medical facility with parent permission. If the camp medical clinician/directors determine the child should be sent home, the parent/guardian will be contacted as soon as possible. Refunds are not possible if a camper has to leave due to illness.
Care of Campers who have an Illness/Accident at Camp: Campers who arrive at camp with a fever or other signs of contagious illness will be sent home with their parents/guardian to return after 24 hours of being fever/symptom free. Parents/guardians will be notified as soon as possible should a camper need to be taken to the doctor's office/hospital for an injury or health condition and if medications have been prescribed. The camp directors or camp medical personnel will notify parents/guardians of any persistent conditions or ailments. Parents/guardians should notify their doctor and health care provider of any health condition or accident/injury occurring at camp for follow-up visits and billing. AICL is not responsible for medical bills incurred while at camp or after camp for conditions arising while the child is at camp.
- Any camper testing positive for COVID, Flu, or Strep while at camp will isolate from other campers and may be required to leave campus.
- Any camper with a fever but negative for COVID, Flu, or Strep will be isolated from other campers. Parents will be notified and in consultation with AICL medical staff will determine whether camper can remain on campus or whether they need to be picked
up by a parent or designated guardian.- Staff members testing positive for COVID must isolate for 5 days before returning to campus and must remain masked for 10 days.
Allergies, EpiPens & Dietary Needs
Please include all allergies, dietary restrictions, and emergency medication needs in your camper’s health forms.
~ Additional Information ~
Allergies/EpiPens: If your camper has a severe allergy or carries an EpiPen, contact AICL before camp so staff can confirm the care plan, storage expectations, and emergency procedures. We want to know about allergy needs early so we can prepare staff, coordinate with dining services, and reduce avoidable risks.
Additional Information
We are committed to maintaining a healthy environment for our campers and staff while maintaining accessibility of our programming. We reserve the right to make changes in our policy as necessary depending on the latest public health recommendations.
~ Mental Health & Camper Support ~
AICL serves many campers who are neurodivergent, LGBTQ+, anxious, intense, creative, sensitive, or simply new to overnight camp. We want families to tell us what helps their camper feel safe, regulated, and ready to participate. If your camper has support needs staff should know about, please share them before camp begins. The more we know ahead of time, the better we can support your camper during the week.
~ Camper Supervision~
Campers are supervised throughout the camp day by AICL staff, including teachers, counselors, directors, and designated program staff. Our staffing model ensures a ratio of no more than 1 counselor for every 10 campers, with our actual ratio of staff to campers being much higher.
~ Photo, Video & Camper Artwork Release ~
AICL may use photos, video, camper projects, or camper artwork to share camp stories with families, donors, alumni, and the broader AICL community. Families should review the media release information during registration. If your family has a specific privacy concern, please contact AICL before camp begins.
Kentucky Vaccine Requirements
Vaccination requirements for Kindergarten (5 years):
| Vaccine | Number Doses Required Before School Entry* |
| DTaP | 4-5 doses |
| Polio (IPV) | 3-4 doses |
| MMR | 2 doses |
| Hep A | 2 doses |
| Hep B | 3 doses |
| Varicella (chickenpox) | 2 doses |
Vaccination requirements for 6th grade children (11-12 years):
| Vaccine | Number Doses Required Before School Entry* |
| History of DTap | 4-5 doses before the age of 7 |
| Polio (IPV) | 3-4 doses |
| MMR | 2 doses |
| Hep A | 2 doses |
| Varicella (chickenpox) | 2 doses |
| Hep B | 2-3 doses |
| Tdap | 1 dose |
| Meningococcal (MenACWY) | 1 dose |
Vaccination requirements for children 16 years & older:
| Vaccine | Number Doses Required Before School Entry* |
| History of DTap | 4-5 doses |
| Polio (IVP) | 3-4 doses |
| MMR | 2 doses |
| Hep A | 2 doses |
| Varicella (chickenpox) | 1 dose |
| Hep B | 2-3 doses |
| Tdap | 1 dose |
| Meningococcal(MenACWY) | 1-2 doses |