Family Guide

The Family Guide is designed to provide details about the Campership Program, including a timeline, to help you through the process of applying for a Campership.

Our Family Guide is broken down into 3 sections:

PROGRAM DESCRIPTION

PROGRAM TIMELINE

FREQUENTLY ASKED QUESTIONS


PROGRAM DESCRIPTION

What is a Campership and What Does It Include?

The Campership Program is intended to bring the Camp experience to underserved youth who would not otherwise have access to a high-quality Camp experience. This is done through the award of a Campership which is a scholarship to one of the JACF recognized Associate Camps, and it includes:

    • Partial Tuition for one 2-4 week camp term per summer
    • Transportation Assistance (if requested)*
    • Equipment Assistance (if requested)*
    • Camp Store Assistance*
    • Support from the Mentor throughout the campership application process, camp enrollment process, Capstone Service Project (when applicable)
    • Potential to reapply for funding throughout the lifespan of the camper

    *Available to applicants enrolled in the Full Support Program.  Not available to those in the Partial Support Program (See Income Eligibility-Family Contribution Table in Resources)

What are the Eligibility Requirements of a Campership Applicant?

  • Applicant will be 10 years old or older by June 1st
  • Applicant will be able to be away from home for up to 4 weeks
  • Applicant will be from a family with income generally not exceeding 500% of Federal Poverty Guidelines. (See Income Eligibility – Family Contribution Table)
  • Applicant will have the potential toward or openness to grow in the areas of Friendship Skills, Independence, Teamwork, Family Citizenship, Perceived Competence, Interest in Exploration, Responsibility, Affinity for Nature and Problem-Solving Confidence
  • Applicant will contribute in positive ways to the Camp community
  • Applicant must reside in the contiguous United States of America

What is a JACF Campership Mentor?

A Mentor is a person with youth development experience that provides support to the Applicant/Camper Family throughout the Campership process.  The Mentor plays an essential role in the ‘check and balance’ system JACF has developed to ensure we are serving those children for which the campership was designed. 

Mentors may be veteran volunteers for the foundation that have worked in a particular region of the country, personnel within a partnering youth services agency or school or a person selected by the Camper who is willing to become a volunteer for the John Austin Cheley Foundation.

All JACF Mentors must be screened and approved by JACF by completing a JACF Volunteer Application.

Who Can Become a Mentor for my Child?

Someone who is a non-familial adult professional currently working in the youth development field (teacher, school counselor, principal, youth leader, coach, Scout leader, etc.) who knows the applicant well and has observed applicant interactions with others.

Someone who lives in the applicant’s geographic hometown area to assist with logistics.

Someone who will support the Applicant/Camper and Family through the application process, Capstone Service Project (when applicable), and camp preparation over multiple years.

Someone who is NOT related to the applicant or is NOT an immediate family friend.

Someone who had completed the JACF Volunteer application and been approved as a JACF Volunteer.

How Do I Apply For a Campership?

There are 3 different types of Campership applications. Click HERE to learn about the differences and to apply.


PROGRAM TIMELINE

The Campership Program comprises various components from application to post-camp commitments. Expand the Timeline below to view them all and to understand what the overall program timeline looks like.

Timeline

PROGRAM TIMELINE

Screen Shot 2015-08-31 at 11.07.14 AM

SEPTEMBER 1st

  • Campership Application is available online 
  • Paper applications available upon request from the JACF Campership office.

LATE SUMMER/EARLY FALL

  • Mentors meet with Applicant and Family to:
    • interview Applicant to complete the Mentor Statement
    • view Camp Directory on the JACF website and Associate Camp websites to identify camp and term preferences
    • assist with Applicant or Family Campership Application forms as needed
    • monitor Campership Application deadlines to ensure timely submission
    • review Capstone Requirements with Capstone applicants when applicable.  (See Capstone Service Project Outline in Resources)

OCTOBER 15th  

  • Capstone Campership Applications due

NOVEMBER 1st  

  • Renewal Campership Applications due

DECEMBER 1st

  • First Summer Campership Applications due.  
  • A rolling deadline for First Summer and Renewal applications will continue until all camperships have been awarded.

NOVEMBER – JANUARY

  • Applications reviewed by JACF Application Review Team
  • Campership Award Letters along with a Campership Agreement distributed to the Campership Applicant and Family as well as copied to the Mentor.  
  • Campership Denial letters distributed to the Campership Applicant and Family as well as copied to the Mentor.  
  • Campership Agreement to be signed and returned to the JACF Office by due date on letter.

Campership Agreement includes:

  • camp assignment, term assignment and camp dates
  • transportation assistance
  • financial responsibility of all parties
  • instructions to review, sign and return Campership Agreement to JACF office by due date on letter

JANUARY – FEBRUARY

  • Camper and Family begin camp enrollment process on camp website.   
  • Camper Family creates a savings plan or set up payments with JACF to ensure Family Tuition Contribution is paid in full to JACF by April 1st.

MARCH

  • Airline transportation for qualifying applicants, is arranged by JACF and made available to Camper Faily.  Mentor receives copy upon request.
  • Verify all Camp enrollment forms, including a health physical (required by all camps), are returned to the Camp by May 1st.
APRIL 1st
  • Family Tuition Contribution due to JACF

APRIL

  • Review and obtain all items on camp Packing List. (See Equipment Assistance Guidelines in Resources)
  • Verify that all travel arrangements are in place.

MAY 1st

  • All enrollment forms are due to the Camp.
MAY
  • If camp requires luggage be shipped, pack luggage to take to UPS/FedEx for ground shipping 10 days before camp start date.  (See Baggage Assistance Guidelines)

JUNE-AUGUST

  • Mentor contacts Camper and Family one week before camp start date to review last minute details.
  • Mentor may send letter to the Camper while they are at camp.
  • Mentor will be notified by the JACF Office on a “need to know” basis if the Camper leaves Camp early or of any circumstance which may impact the Camper’s participation at Camp.

JULY-AUGUST

  • Mentor meets with Camper and Family to assist with Post Camp requirements due to the JACF office within 10 days of Camper returning from Camp (even if the Camper does not intend to reapply for a future Campership).
  • Post Camp requirements are available online and include:
    • Camper Survey
    • Camper Thank You Letter
    • Parent/Legal Guardian Survey
    • Counselor Letters/Reports (provided by camp via mail or online)
    • Action picture(s) of Camper while at camp. Email directly to our Photos Account with camper’s name in subject line of email.

SEPTEMBER 1st

  • Reapply for next season funding.

FREQUENTLY ASKED QUESTIONS

Which Campership Application Should the Applicant Complete and When Is It Due?

The First Summer Campership Application is for a Campership Applicant who is applying for JACF funding for the first time.

First Summer Campership Applications are due December 1st.

The Renewal Campership Application is for a Campership Applicant who is re-applying for funding following receipt of one or more Camperships.  NOTE: If a Campership Applicant will be 15 years of age by the time of camp and are interested in completing the Capstone Service Project, they should select the ‘Capstone Campership Application’.

Renewal Campership Applications are due November 1st.

The Capstone Campership Application is for a Campership Applicant who is applying for JACF funding for the summer they will be 15 years of age. The Capstone Program has a service project requirement (See Resources: Capstone Service Project Outline).

Capstone Campership Applications are due October 15th.

What Does JACF Contribute Toward Financially AND What Does the Camper Family Contribute Toward Financially?

Camp Tuition:  The Camper Family is required to contribute a portion of camp tuition as outlined in the JACF Income Eligibility-Family Contribution Table.   JACF will fund any tuition not covered by the family contribution. Camp Tuition fees to be paid by Camper Family must be paid directly to the John Austin Cheley Foundation by April 1st.  Any unpaid balance after April 1st could result in forfeiture of campership. (See  Income Eligibility-Family Contribution Table in Resources)

Camp Bank Expenses: For campers whose Family Income falls within the posted range for ‘Full Support’ on the JACF Income Eligibility-Family Contribution Table, JACF will credit the Camp Bank in the amount outlined in the Campership Agreement. Any camper charges to camp bank over the amount deposited by JACF is the responsibility of the Camper Family and collectible by the Associate Camp.

For campers whose Family Income falls within the posted range for ‘Partial Support’ on the JACF Income Eligibility-Family Contribution Table, deposits into the camper’s Camp Bank account is the responsibility of the Camper Family.  Any camper charges over the amount deposited by the family is the responsibility of the Camper Family and collectible by the Associate Camp.

JACF is not responsible for any unresolved Camp Bank or any other accrued expenses due to Associate Camp.  Family must settle all Associate Camp balances prior to reapplication for JACF funds.

Transportation:  For campers whose Family Income falls within the posted range for ‘Full Support’ on the JACF Income Eligibility-Family Contribution Table and for whom request is noted on the JACF Campership application form, JACF will arrange and fund travel costs to include airfare, baggage fees, UM fees, shuttle fees to and from destination airport for camper only.  Transportation fees for family members and/or Mentor will not be covered.

For campers whose Family Income falls within the posted range for ‘Partial Support’ on the JACF Income Eligibility-Family Contribution Table, all travel and travel related expenses (including, but not limited to flights, shuttle, unaccompanied minor and baggage fees) will be the responsibility of the Camper Family.  

Equipment:  For campers whose Family Income falls within the posted range for ‘Full Support’ on the JACF Income Eligibility-Family Contribution Table, JACF offers Equipment Assistance with preapproval by the JACF Campership office.  All other equipment as listed on Camp’s Packing List are the responsibility of the family. (See Equipment Assistance Guidelines in Resources)

For campers whose Family Income falls within the posted range for ‘Partial Support’ on the JACF Income Eligibility-Family Contribution Table, all equipment as listed on Camp’s Packing List are the resposibility of the family.

Camp Clothing:  Camper Family is responsible for providing all clothing for the Camp experience as listed on Camp’s Packing List.  

Health and/or medical insurance coverage:  Camper Family is required to carry health/medical insurance for the time the Camper is at Camp (as required by the Camp).  Health and/or medical insurance is the responsibility of the family. (See Short Term Health Insurance Options in Resources)

Medical Expenses:  Any medical expenses charged by the Camp will be the responsibility of the Camper Family.

Will JACF Help Fund Travel To/From Camp?

For campers whose Family Income falls within the posted range for ‘Full Support’ on the JACF Income Eligibility-Family Contribution Table and for whom request is noted on the JACF Campership application form, JACF will arrange and fund travel costs to include airfare, baggage fees, UM fees, shuttle fees to and from destination airport for camper only.  Transportation fees for family members and/or Mentor will not be covered. If the Applicant is located within reasonable driving distance to Camp then air travel will not be provided. In this case JACF will not fund the road travel.

For campers whose Family Income falls within the posted range for ‘Partial Support’ on the JACF Income Eligibility-Family Contribution Table, all travel and travel related expenses (including, but not limited to flights, shuttle, unaccompanied minor and baggage fees) will be the responsibility of the Camper Family.  

Unaccompanied Minor (UM) Fees:  JACF will pay UM fees for campers who are required to fly UM status per airline regulations.   JACF will pay to fly a camper UM if the Transportation Coordinator deems it necessary for reasons of late arrival time, distance, etc, subject to airline UM rules.

Baggage Fees: JACF will reimburse for up to two checked bags provided they comply with airline guidelines. Any additional baggage fees (oversize, overweight, etc.) will be the responsibility of the Camper Family.   JACF Reimbursement form and airline baggage receipts must be submitted to the JACF Campership office in order to obtain reimbursement.

Campership Cancellation or Early Camp Withdrawal:  Any travel expenses incurred by JACF and/or travel expenses  incurred as a result of cancellation or early withdrawal will become the responsibility of the Camper Family.  Camper may reapply in subsequent years provided they are in good standing with JACF and Associate Camp.

Dismissal from Camp:  Any travel expenses incurred by JACF and/or travel expenses  incurred as a result of dismissal will become the responsibility of the Camper Family.  Camper may reapply in subsequent years provided they are in good standing with JACF and Associate Camp.

Travel Day Responsibilities:  JACF arranges travel as a courtesy, and is not responsible for campers during transportation to and from camp.  The responsibility of travel day support lies with the parent/legal guardian and the Camp.  Therefore, any travel day questions or emergencies  should be directed to parent/legal guardian or the Camp directly.

General Travel Procedures

  1. JACF provides written instructions to camper and family regarding travel day procedures (including airline check-in, luggage, chaperone details, camp pick-up / drop-off details, and emergency procedures)
  2. JACF provides a luggage tag which lists all camp’s contact details in case of travel day emergency
  3. JACF pays camper one-way or round-trip air travel (as requested) to the airport(s) designated by the Associate Camp
  4. JACF pays UM fees in accordance with airline policy
  5. JACF reimburses the camper’s parent/guardian for the cost of up to 2 checked bags on each flight (provided that they meet airline restrictions). Any charges relating to oversize luggage fees are the responsibility of the camper’s parent/guardian
  6. Whenever possible JACF will book direct flights from the camper’s local airport to the arrival airport designated by the Camp
  7. JACF notifies the associate camp of its travel policy and outlines the camp’s travel day responsibility to the JACF camper

Travel Day Procedures

JACF provides travel day support (staffed and managed through a 24 hour emergency phone line) to assist in resolving issues such as delayed or cancelled flights and missed connections. On-call staff will support campers with changing itineraries, or booking new flights required as a result of missed connections or cancelled flights

Where airport connections are required JACF will attempt to provide assistance to the camper in the form of a screened and trained staff/adult volunteer, provided that the airline grants permission for the JACF chaperone to access the gate area.  JACF will provide the camper and their family with contact details of the chaperone.

What Does JACF NOT Contribute to Financially?

Health and/or Medical Insurance Coverage or Medical Expenses:  JACF will not fund or reimburse for health and/or medical insurance, medical expenses or medications.

Transportation:  JACF will not fund or reimburse for transportation to and from the Camper’s home to their home airport or car travel to and from camp.  JACF will not fund or reimburse for family member or Mentor transportation fees. If a Camper is sent home or chooses to come home before the end of the camp term, JACF will not fund or reimburse the cost for any transportation from camp to home, including ticket change fees.

Clothing and Personal Items:  JACF will not fund or reimburse for camper clothing or personal items as listed on Camp’s Packing List.

What is the Camp Bank?

The Camp Bank is a fund from which a Camper may draw during their time at Camp to cover items like daily snacks, shampoo, stamps, or a camp logo sweatshirt. The Camp Bank eliminates the need for the Camper to keep track of, or carry money while they are at Camp.  Any charges that exceed the agreed upon contribution by JACF are the responsibility of the Camper Family. Renewal Campers with outstanding balances at the Associate Camps from the prior year will not be considered by JACF for renewal until the balance is paid in full.

Why Does an Applicant/Camper Need a Mentor?

The Mentor plays an essential role in the ‘check and balance’ system JACF has developed to ensure we are serving those children for which the campership was designed.  They provide local support for the Camper and Family that could otherwise not be provided. The Mentor is the key support to the Camper Family in the Campership process.

How Does the Applicant Select a Camp and Term?

The Applicant, their Family and Mentor should familiarize themselves with the Camps that are available for selection by viewing the Camp Directory on the JACF website and Associate Camp websites then discuss which would be a good fit for the applicant. Three preferred choices of Camp are invited on the Campership Application.  If the Applicant and/or Family has a connection or history with an Associate Camp, indicate this on the Campership Application.

JACF makes every effort to place Campership Applicant at their preferred choice of Camp. However, placement depends upon space availability and best use of campership funding.  With this in mind, Mentors should emphasize that NO child is guaranteed a Campership, and he or she may not receive their preferred Camp selection.

What If a Campership is Not Awarded?

Occasionally an application is submitted that is not a good fit or the Family income exceeds the Financial Eligibility Guidelines threshold.  When this occurs, the Applicant and Family are notified that he or she did not receive a Campership.  The Mentor will also be notified of the decision.

What If an Applicant is Placed on the Wait List?

If an Applicant is approved but all Camperships have been awarded, he or she has the option to be placed on a Wait List.  As Camperships become available, the Wait List Applicant and Family, as well as the Mentor will be notified.

Applicants on the Wait List who are not accepted may reapply for future funding.

What are the Responsibilities of the Mentor and JACF in Helping the Camper Acquire Equipment and Clothing for Camp?

The Mentor should review the Camp’s Packing List with the Camper and Family. Note items needed and assist with acquiring those items by:

  • Check with the Camp for availability of loaner or rental equipment.
  • Ask friends or colleagues for any equipment that the Camper may be able to borrow
  • Visit local thrift shops, flea markets and second hand stores (i.e., Goodwill, Play It Again Sports)
  • Visit local stores’ ‘scratch and dent’ sales or ‘Garage Sales’
  • Visit online camp equipment stores (See Equipment & Clothing Resources in Resources)

If a Camper is in need of required equipment as listed on the Camp’s Packing List (riding boots, sleeping bag, backpack, etc.), the Camper Family may apply for Equipment Assistance.  With demonstrated need and preapproval from the JACF Office, a portion of select items may be reimbursed. (See Equipment Assistance Guidelines in Resources)  

How Do We Identify Adequate Equipment for Camp?

The following equipment is generally required for a summer at Camp. However, for a more detailed list refer to the Camp’s specifications and recommendations.  

  • Sleeping bag:  Discuss importance of a warm sleeping bag for residential camping.  A cotton bag is not appropriate for cold overnights.
  • Hiking Boots:  Quality hiking boots with good ankle support should be acquired several months ahead of time so they can be ‘broken in’ before having to be worn at camp to prevent blisters.
  • Riding Boots: English or Western riding boots are required for participation in horseback riding.      
  • Backpacks:  Campers will need a quality day pack or large outcamping pack, depending on the Camper’s level of interest.

How Do Applicants Access the Campership Application?

To access the JACF Campership Application:

  1. Click HERE (http://www.cheleyfoundation.org/campership/apply)
  2. Click on the ‘Camperships’ tab
  3. Select ‘Campership Application’
  4. Select ‘First Summer Applicant’, ‘Capstone Campership Applicant’ or ‘Returning Applicant’ as appropriate to begin the JACF Campership Application
  5. Click ‘APPLY HERE’ to begin application
  6. Once the initial application is complete, continue to the Forms and Documents section.  The Campership Application is not complete until all required forms are completed.

If a Campership Applicant and Family do not have access to the internet, please contact the JACF Campership Program Director to obtain an offline Campership Application Form.

Does the Mentor Have Access to the Online Campership Application?

In an effort to maintain a high standard of confidentiality, only the Campership Applicant and Family have access to their online application.  Campership Applicant and Family can grant Mentor access to their account at their discretion. For insight into the structure and expectations of a Campership Application, visit the JACF website Campership Application page. Contact the JACF Campership Program Director to obtain an offline Campership Application Form.

Scope of a Campership Award

Application Requirements:  Campership awards will be based upon eligibility criteria and camp enrollment decisions made by the Camp (NOT BY THE FOUNDATION).  Recommendations for an award are made by the Campership Application Review Team to the Program Director. Final decisions are made by the Campership Program Director and the Executive Director.

Evaluation Requirements:  JACF strives to understand and track camp impact, therefore, JACF requires post-camp camper and Family evaluations.  These evaluation surveys must be submitted upon return from camp in order to be considered for re-application the following season.

Placement:  The Applicant gives preference of what camp is preferred but JACF and the Associate Camp have the final word on placement in order to optimize the camp match.

Waitlist:  Acceptable applications will be placed on a Wait List based on the date of application completion.  The Applicant Family will be notified of waitlist status and can remain until placement or camp start date at the Family’s discretion.  Placement of  Wait List applicants will take place as spots become available.

Applicants on the Wait List who are unsuccessful will be notified by camp start date.  They will be eligible to reapply the following season by completing the new season application.

Term of Funding:  JACF will fund for the full “life-span” of the camp years as camper and leadership program participant (ie, CILT, JC, etc) contingent upon successful yearly re-application for JACF funding.

Re-application:  Campers are required to reapply each camp season in order to obtain new season funding.   It is at the discretion of JACF to determine if an applicant who has previously canceled, withdrawn or been dismissed from camp is eligible to reapply.  All applicants must be in good standing with JACF and the Associate Camp.   JACF reserves the right to reevaluate applications of campers who have been dismissed.

Camp Tuition:  Camper Family is asked to contribute a minimum camp tuition amount as outlined in the JACF Income Eligibility – Family Contribution Table.  JACF will fund all tuition NOT covered by the family contribution. Camp Tuition fees to be paid by the Camper Family must be paid directly to the John Austin Cheley Foundation by April 1st.  Any unpaid balance after April 1st  could result in forfeiture of the Campership award.

Camp Bank:  For the qualifying family, JACF offers Camp Bank Assistance. These funds may be used by the Camper to purchase items from the Camp Store while they are at Camp. Any camper charges incurred in excess of the amount deposited become the responsibility of the Camper Family. JACF is not responsible for any unresolved Camp Bank or any other accrued expenses due to Associate Camp.  The Family must settle all Associate Camp balances prior to reapplication for JACF funds. NOTE: medical expenses cannot be settled through the Camp Bank and are the responsibility of the Camper Family.

Equipment: For the qualifying family,  JACF offers Equipment Assistance (See Resources: Equipment Assistance Guidelines). For reimbursement, the JACF Request for Reimbursement form must be submitted.  Equipment that is available on loan or to rent by the Associate Camps may be used and funded by JACF instead of purchasing new at the discretion of JACF.

Camper Behavior:  The Camper is expected to abide by Associate Camp behavior policies and will be subject to Associate Camp discipline procedures.

Health Insurance:  It is the responsibility of the Family to understand and provide camper medical insurance as required by the Associate Camp.   JACF does not pay for camper health insurance or any medical expenses incurred while at Camp.

css.php