Terms and Conditions
1.The Camp America Programme
a) Camp America is part of the American Institute for Foreign Study (AIFS (UK) Ltd) and does not own any camps. Once placed, your camp will pay Camp America a fee which covers agency sponsorship, administrative fees, SEVIS fee & flight contribution.
b) Applicants who wish to participate on the programme should understand that they enter into a contract with Camp America and will be bound by the following conditions.
2. Services provided by Camp America;
Camp America will assist you in completing your application (via face-to-face interview) and, subject to acceptance on to the programme, make your application available to camps searching for staff. Placements are made according to suitability of availability dates, skills and experience.
A basic London – New York return cost is covered by the fee paid by your camp on completion on assignment. If you are designated to fly from another European airport, an additional fee may apply (see our website).
c) Visa Sponsorship
Assist you in obtaining a J-1 U.S. visa by provision of the DS2019 and give you information relating to your work in the camp/resort and your stay in the U.S.
d) Arrival to the US
Provide lodging at a hotel or hostel selected by Camp America for the day of your arrival in the New York area, except where specified, in your flight/travel to camp information via our on line system. If applicable, Camp America will arrange transportation for your arrival in New York to the Camp America accommodation following your June transatlantic flight. It should be noted that we will provide instructions for onward travel to your camp at the hotel. Participants should expect to undertake transportation from the hotel to camp (which will be via plane, bus or train) by themselves. It should be noted that travel costs incurred at this time should be paid by the participant, but that these costs will be reimbursed by your Camp Director upon production of receipts. Transportation to camp/resort will not be arranged by Camp America for participants who have previously arranged to be on the ‘Own Transport’ scheme, nor for those for whom May or July transatlantic flights have specially and individually been arranged. For more information, please see the OT contract available on the website. Please note that early May departures fly directly to Camp.
e) Medical Insurance
In return for a medical insurance payment we arrange for insurance to cover your medical treatments up to $500,000 (semi private room only) and the cost of flying you home if medically necessary. Participants pay a deductible/excess charge in respect of each separate sickness or injury.
Pre-existing conditions (even if declared in the Camp America application) are not covered by our insurance. Coverage may be obtained with pre-approval from the insurance company, whereupon payment of an additional fee will secure some limited coverage. All applicants (including those taking pre-existing coverage) will be required to complete the Camp America medical questions & submit a medical form.
f) Emergency/Crisis Management
Keep available at Camp America headquarters in Connecticut during normal business hours throughout your stay in the U.S. a member of our staff for purposes of consultation who can be reached by telephone +(203) 399 5000 (from outside the US) or on free-phone 1 866 222 2074 (inside the US) and provide emergency back-up services. Emergency back-up service is also provided outside office hours (i.e. 24-hour emergency coverage) by either phoning the above number and being connected to our answering service, or by phoning Protocol direct on 1 888 868 454430.
3. Applications to Camp America
a) To apply to the Camp America programme, you must be aged at least 18 by June 1st, be able to provide, a police check (or DBS if applying in the UK), 2 references that adhere to our 2013 reference policy (as detailed on our website).
b) Applications for the 2013 season are made via our On-Line system which is administered by AIFS (UK) Limited. By applying to the programme you accept our privacy and cookie policies and accept all communications via our online system.
c) Applications cannot be accepted without the First Deposit payment.
d) We actively promote equality of opportunity for all our applicants and seek out the right mix of talent, skills and potential and we welcome applications from a wide range of candidates. We select all candidates for interview based on their skills, qualifications and experience. At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to a position with Camp America.
e) Booking a Camp America interview or acceptance of your application at a placement event constitutes application to the programme.
f) Camp America may refuse to accept an application, or may reject/withdraw an application at any stage without reason.
4. Late Applications
a) Late applications will only be accepted for pre-placed applicants up until 15th May 2013 (depending on availability of embassy interviews in your country of application). A late application fee will apply for all applications received after March 31st, 2013.
b) All applications received after 1st March 2013 should expect to depart from London.
5. The Applicant Programme Fee
a) Payments to Camp America are currently
First Time Applicants:
1st Deposit £69
2nd Deposit £95
Final Payment £423
(incl med insurance & departure fees)
Total Camp America Fee £587
PLUS: approx £44 DBS cost
approx £139 UK embassy fee
which are collected by Camp America, and paid directly to the appropriate third party organisations.
We want you to be clear in understanding your costs for participating – so including the 3rd party costs the total you should expect to pay will be approximately:
TOTAL (including 3rd party costs) £758
Repeat Applicants arranging their own transport to the US:
1st Deposit £69
(£25 of this payment is non-refundable when a DS2019 has been issued)
2nd Deposit £95
Medical Insurance £72*
Repeat participants applying for a new camp, an additional placement fee of £96 will apply.
In all instances your camp will be charged a SEVIS fee of $35
Repeat Applicants taking a Camp America flight:
1st Deposit £69
(£25 of this payment is non-refundable when a DS2019 has been issued)
2nd Deposit £95
Medical Insurance £72*
Departure Fees £80
Your camp will be billed for your flight. Currently this amount is $995.
*For sale of travel insurance Camp America (AIFS UK Ltd) is an appointed representative of CareMed, which is authorised and regulated by the Financial Services Authority (FSA), FSA Firm Reference Number 493329.
b) PLEASE NOTE: Prices are fixed until December 1st 2013, however 3rd Party costs (detailed in the section ‘What is Not Included in the Programme Fee’) are subject to airline and Government revision and cannot be guaranteed.
6. What is included in the Applicant Programme Fee?
a) Payments to Camp America include Application & Placement Services, J-1 Visa sponsorship, medical insurance, departure fees (including security, fuel, tax & departure fees).
7. What is not included in the Programme Fee?
a) Costs incurred in obtaining criminal and medical records checks, and costs related to the J-1 visa application are not covered. In the UK payment for DBS & J-1 visa is made via Camp America.
b) Costs incurred during travel to interview, placement events, orientation, US Embassy and airports.
c) Fuel surcharges by airlines are subject to change and increases will be passed on to participants.
d) At the end of camp the participant will be required to make their own way back to New York for their return flight at their own expense.
e) Additional charges are made for optional items such as Baggage Insurance, merchandise and return flight options. These items can be selected if you wish via your Camp America Direct (CAD) site, which is available to you online following acceptance on the programme. Baggage insurance is by default added to your payments, but you can deselect this.
f) Please note that some camps may require immunizations for Hepatitis A or B, Mumps or TB and any costs incurred are the responsibility of the applicant.
a) Programme payments are due 14 days from the date the charge appears on your Camp America Direct (CAD) site. You should adhere to deadlines issued via their ‘Camp America Direct’ (CAD) site in order to avoid penalties.
9. Acceptance on to the programme
a) Following interview, your application will be submitted to the Camp America office for assessment. Once accepted, and once a complete application with references, police check and deposits have been received, it will be made available to US Directors to view online.
If your application is accepted there is no guarantee that a camp will offer you a summer position. Placements are offered based on a match in your availability, skills and experience. Placements are made through early July.
10. Notification of Placement
a) You will be notified of placement via your CAD site. Once your placement has been confirmed you are expected to make your second payment.
11. Criminal Background Checks
a) Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. As Embassy regulations are extremely strict, non-disclosure of information may result in a visa refusal. No refunds will be given to participants whose visa has been refused due to a criminal background. Failure to disclose details of criminal convictions (including juvenile, cautions and current charges) are grounds for dismissal from the programme, and will lead to any deposit payments already made being forfeited. If you have had incidents with the law, you are advised to check our website and discuss such matters with your interviewer or the local recruitment office before you are interviewed for the programme. Please note that because all our participants work closely with children our programme comes under the Rehabilitation of Offenders Act 1974 (Exception) Order 1975 and you must therefore declare relevant spent convictions.
b) Camp America requires all participants including returners to provide Criminal Background checks (see our website or talk to your interviewer for details). Charges for a criminal record check varies from country to country and payment will be the responsibility of the applicant. Camp America reserves the right to dismiss anyone from the programme without compensation or refund if they are found to have concealed any criminal conviction, caution or pending charge. You are therefore advised to make such information known at the earliest possible opportunity. If you have problems with legal authorities between applying to the programme and embarking for the United States you must notify the London Office of Camp America. Any attempts to conceal such incidents are grounds for dismissal from the programme and will lead to any deposit payments already made being forfeited. In the UK, it is Camp America policy to obtain Disclosure and Barring Service checks under the American Institute for Foreign Study (AFIS) name.
12. Medical Background Checks
a) There are a number of medical conditions that render applicants ineligible for the programme. Please see the FAQ section on our website, www.campamerica.co.uk, for the details of our current medical policy.
b) Having checked the website, please discuss with your interviewer any medical problems that you have or have had in the past which may affect your chances of being placed or of participating on the programme. You will be required to complete a medical history form countersigned by your Doctor. Failure to disclose relevant medical information at the earliest opportunity is grounds for dismissal from the programme. Any deposit payments already made will be forfeited, and our medical insurance policy rendered invalid.
c) Please note that pre-existing medical conditions may not be covered by Camp America’s insurance provider, and participants may be required to buy a supplementary non-Camp America policy at their own additional expense to ensure they have sufficient coverage for programme participation.
13. Changes to your Criminal or Medical Background
a) Even after you pass the interview and are accepted as a candidate for the programme and after being offered a place, it remains your responsibility to inform the Camp America office by email to firstname.lastname@example.org of any material changes to your medical or criminal history. Camp America reserves the right to vary, delay or cancel your placement should your medical circumstances change or deteriorate between the time of your application and the date that you are due to depart for the United States. Please note that some camps may require immunizations for Hepatitis A or B, Mumps or TB and any costs incurred are the responsibility of the applicant.
b) Failure to supply criminal history documentation or medical documentation within 14 days of placement may result in your placement and flight being suspended and penalty fees (USD$200 plus airline charges) being imposed in order to reinstate your application.
14. Obtaining the J-1 Visa
a) You agree to complete all visa requirements including attending personal interview at the United States Embassy or Consulate at your own expense in accordance with the instructions thereof and to be responsible for obtaining a valid passport at least six months prior to departure.
b) You are required to declare at interview, any previous US visas applied for. Failure to declare this information can have serious consequences on your visa application and may result in your cancellation from the programme, and any previous payments will be forfeit.
c) Once a placement has been confirmed and upon receipt of the second deposit, Camp America will dispatch the DS2019 visa application form required for application for the J-1 visa from your nearest American Consulate.
d) You cannot participate on the programme without a J-1 visa stamped in your passport.
e) This visa is obtained by attending a face to face interview at your nearest American Embassy/Consulate. All US embassies now impose dollar based visa fees mandated by Congress (currently US$160), which you will be required to pay in addition to Camp America payments (see our website for the most recent details). Applicants are also responsible for the costs of travel to and from their visa appointment and any courier fees charged by the embassy (see our website for further details of embassy procedures). Applicants are advised to complete visa interview formalities as soon as possible once placement is confirmed. Interview appointments become very booked up after April 1st – and failure to book a timely appointment or update your CAD record with your appointment date will constitute cancellation from the programme.
15. Visa Refusal
a) If you are refused a visa by the American Embassy/Consulate, please inform Camp America immediately. Refunds may be made at the discretion of Camp America, once proof of refusal is received. It should be noted that to process your J-1 visa the US Embassy will be required to keep your passport in order to print the visa into it. You should notify Camp America if you need to use your passport for other travel in the April to July period. Please email to email@example.com
16. Visa Regulations – while in the USA.
a) You are permitted to enter the US no more than 30 days before the programme date shown on your DS2019. You are not permitted to work during this time. Upon successful completion of your programme you have a grace period of 30 days to depart the US. The United States Government has greatly improved systems to track participants who over stay their visas and the penalties involved may well include lifetime bans for the violator and their relatives. Camp America will assist the United States authorities in every way to deport anyone who violates the privileges of their J-1 cultural exchange visitor’s visa. In addition to reporting all violators of the visa to the US authorities, Camp America will report all such visa misdemeanors to the university, college, employer and referees of anyone who abuses the privileges of the visa.
b) If you are participating on the Campower programme, you will additionally be required to complete a ‘Monthly Check-In’ which will be emailed to you every 30 days. Completing this questionnaire is a regulation of your programme and failure to do so within 48 hours will result in termination of your visa from SEVIS.
c) You agree to abide by all appropriate regulations and instructions of the U.S. Government, including returning home within the designated period of 30 days following successful completion of the programme.
d) As your visa sponsor, Camp America has the right to revoke J-1 visa sponsorship at any time if you fail to comply with programme requirements. If your visa is terminated while you are in the US, you will have 7 days to reqularize your status or depart the US.
17. Participation on Camp America – placement on a camp.
a) Camp America does not own or in any way assume responsibility for the operation of camps/resorts. The running of each camp/resort is solely at the discretion of its proprietor and/or director. As a consequence, Camp America cannot, and does not, accept liability for any decisions, actions or omissions of whatever nature made by or on behalf of the proprietors and/or directors of the camps/resorts. If you consider that you have suffered any loss, injury or damage whatsoever as a result of any such decisions, actions or omissions, your right to recourse lies against the director or proprietor of the individual camp or resort. Your acceptance of a placement with a camp/resort is subject to this condition.
b) You are required to complete a 9 week assignment (10 weeks for Day Camps).
c) Any requirement to work longer than 9 weeks should be confirmed with your Camp Director prior to the start of your placement. Participants taking a Day Camp placement may be required to undertake a 10 week placement due to the time off given during the placement. Camp America is required by the US Department of State to keep your SEVIS record updated. You are therefore required to keep Camp America informed of any changes to your placement.
d) The responsibility of the camp to you is limited to housing, food, linen, the cost of transport from the arrival city in the U.S. to the camp/resort, and the after camp payment paid to you by the camp/resort. If any problems should arise between you and your camp/resort during the course of your stay, you must promptly inform our representative in Connecticut via our 24/7 answering service on 1 866 222 2074
18. While on Camp:
a) You agree to carry out your Camp Counsellor/Campower duties and other responsibilities towards the participating camp/resort to the best of your ability and with due respect.
b) You agree to co-operate fully with those supervising the programme on behalf of Camp America, and you agree to abide by any reasonable instructions they may give you.
19. Child Protection
a) Camp America considers children and young people to be individual and valuable members of society who have an unconditional right to be treated with dignity and respect. As such they should be fully protected against any exertion of inappropriate power, whether sexual, physical or emotional. Relationships with campers, or with anyone under the age of 18, are strictly forbidden. Camp America will fully support any action taken against perpetrators of abuse.
20. Behaviour, drugs & alcohol
a) You agree to abide by all lawful rules and reasonable regulations of Camp America contained herein and of the camp/resort in which you are placed. Please be advised that all camps have a strict no alcohol/drugs policy. If you break any of these rules you will be required to leave camp immediately and will be responsible for your own costs and for any costs incurred by Camp America through non-payment or reduced payment of fees by the camp. It is illegal to buy, consume or be in possession of alcohol under the age of 21 in the USA.
21. Emergencies while in the US
a) Understand that Camp America or its affiliates or agents may, without liability, or expense to themselves take whatever action they deem appropriate with regard to your health and safety and may place you in a hospital for medical services and treatment or, if no hospital is readily available, may place you in the hands of a local medical doctor for treatment. You undertake to reimburse us, our agents or the summer camp/resort in which you are placed for any expenses incurred by us or them in taking any action reasonably considered necessary in the interests of your health and safety, which is not covered by the medical insurance policy. If deemed desirable by Camp America or its agents, you authorise them to transport you back to your country of origin at your own expense.
b) You agree to waive and release Camp America and its affiliates, agents and employees from any claims whatsoever arising from any injury, loss, damage, accident, delay, or expense resulting from events beyond its control, including without limitation acts of God, acts of war, strikes, incidents of politically motivated violence, terrorism, sickness or quarantine, government restrictions or regulations, and, in the absence of gross negligence (or negligence in the case of personal injury) by Camp America, arising from the use of any vehicle or from any act or omission by any agent or employee or guests of the participating camp, individual, firm, or company in relation to transportation to, from and within the U.S. or another facility or service organised on your behalf.
22. Pocket Money (payment from Camp)
a) Reimbursement for the full pocket money indicated on the brochure insert and as confirmed in your online personal placement profile will be awarded based upon the following criteria of days worked - 63 days for Camp, 70 days for Day Camps. If you do not work the full amount of days indicated above for your respective programme, you will be awarded your pocket money on a pro-rated basis upon the number of days you actually worked. If you leave the programme for any reason, you will also only be given pro-rated pocket money based upon your actual days worked. This pocket money payment includes the refund of deposit payments you paid to Camp America prior to your departure.
b) In some few instances taxation may be deducted from the amount of after camp payment you receive. You can claim this money back from the United States Government and you will receive the refund in December. Camp America will assist you in obtaining this refund by referring you to a commercial tax assistance company who will charge for their services.
23. Flights to the US – charges & penalties
a) Payment of your medical insurance is your confirmation to us to ticket your flight. If you withdraw from the programme following the ticketing of your flight, you will be required to pay an additional $200 towards your unused flight ticket. Penalties are necessary because of the expense of flight reservations, interviewing, matching applicants with vacancies and general administrative costs involved in the programme. Camp America must be informed immediately of all cancellations.
b) In most instances your departure airport will be assigned according to the country from which you apply. The flight will either be free or subsidised and a regional supplement due.
c) No changes to your choice of departure airport can be made after 1st April.
d) After you have confirmed your westbound (to US) flight, any changes will incur a penalty fee of $100 prior to departure. If you reject your assigned westbound flight within 48 hours of your flight the penalty is increased and can be up to $275.
e) Understand that Camp America flights, unless specified otherwise, will normally depart from and return to London (unless a special surcharge is paid to Camp America in order to depart from another airport) and that you are responsible for any other transport costs prior to departure and upon your return.
f) You agree to be present in good time for all flights or other transportation provided or arranged by Camp America. Camp America will not provide or be responsible for alternative transportation, except in the case of illness or accident in accordance with its group insurance policy.
24. Flights from the US
a) You understand that you must make your own way back to your assigned U.S. departure airport (usually New York) at the end of the programme in time for your return flight and pay any transportation costs from your camp to the airport
b) Detailed procedures of eastbound (from US) flights will be sent to you from April 1st.
c) Due to a high volume of air travel there are a certain dates that may be very difficult to book flights back from the USA. For summer 2013 these dates are August 26th to September 6th 2013. Unless a flight date is requested before April 1st 2013 we will be unable to provide flights during the specified dates.
25. If Camp America fail to place you
a) If Camp America does not accept your application, or if we fail to find you a placement, you will receive a refund of all deposits paid to Camp America. Please note that third party costs paid via Camp America (such as DBS fee) are not refundable. Being unplaced in a season will not affect any future applications to Camp America.
26. If you withdraw from the programme: before placement.
a) Substantial expenses are incurred by Camp America on your behalf while your application is considered by Camp Directors. If you withdraw following a successful interview, you will forfeit your First, Second and Third Deposit Payments. (At Camp America’s discretion exceptions may be made in some cases of bona fide illness or medical incapacity as confirmed by a medical certificate.) If you decide to withdraw from the programme, you must inform Camp America via your CAD site immediately in order to reduce/limit penalties due.
27. If you withdraw from the programme: after placement
a) After placement, if you fail to participate for any reason except bona fide illness, medical incapacity (as confirmed by a medical certificate and at Camp America’s discretion), the first, second, third deposit payments along with airport tax, together with any regional flight surcharges will be forfeit.
28. Seeking a rematch while in the US
a) Sometimes participants may seek a rematch to a different camp while in the US. Once you arrive in the US, Camp America’s ability to rematch you, if your initial placement is unsuitable, is limited. It is important that you contact our US office and if possible, we will undertake the search for an alternative placement only once a positive recommendation has been received from your previous camp. Accommodation and food costs etc during the time of seeking a new placement will be your responsibility. During this time you will be required to maintain daily contact with our US office or will be deemed to have left the programme and cancellation of our visa sponsorship will ensue.
29. Ending your placement early/termination of your placement while in the US
a) Should you decide to leave camp early or if you do not accept a rematch, you will be liable to reimburse Camp America a portion of the agency fee (US$800) which is normally paid by camp on the completion of your 9 week assignment. This amount will be pro-rated (as will your pocket money) according to the number of days completed.
b) If for any reason you fail to complete your assignment, if you are fired from camp or if you engage in conduct that in the opinion of Camp America is deemed detrimental, you will forfeit your pocket money, application payments, airport tax contribution, insurance payment and all other payments. You will also jeopardise your visa status and be sent home at your own expense. You will not be permitted to remain in the United States under the terms of your J-1 visa and must leave the country or regularise your immigration status immediately.
c) Camp America has a legal and moral obligation to report to the US authorities anyone who leaves the programme prematurely or who in any other way violates their J-1 cultural exchange visitor’s visa. You will also be liable to pay US$800 to cover costs incurred by Camp America through non-payment or reduced payment of fees by the camp.
30. Camp America withdrawing a placement prior to departure.
a) In order to protect the children in the facilities to which we send staff, Camp America reserves the right to cancel placement without explanation right up to the moment of departure. In these very rare circumstances, at Camp America's discretion, a refund of charges will be made.
31. Refunds & Complaints
a) We take complaints very seriously and request complaints to be put in writing. We will always endeavour to provide you with a detailed response in a timely manner. Applicants should be aware that all refund claims should be submitted by November 30th in the year you applied for or participated on Camp America programme. No further claims will be accepted after this time.
b) It should be noted that only Camp America fees are refundable. Some third party fees (which may be paid via Camp America) are non-refundable.
32. Participation on a Cultural Exchange
a) Understand and acknowledge that you are not an employee or agent of Camp America or any affiliate thereof and agree not to make any representations to any third party or employee of the participating camp/resort to that effect. You understand that you are a cultural exchange visitor and not an employee of the camp to which you are assigned.
b) As a Cultural Exchange Visitor you are expected to experience & form a greater understanding of the culture of the US. Camp America encourages you take full advantage of days off and time after camp to travel, learn & enjoy.
33. And finally...
a) Understand that Camp America and its staff undertake at all times to treat applicants and enquirers with courtesy and respect. In return for this we require our applicants to always be courteous and polite to our staff and associates. You therefore agree that hostile or aggressive behaviour by applicants will result in immediate cancellation from the programme and the forfeiting of all payments.
c) Consent to your image and any comments, photos and videos uploaded to the Camp America website to be used for marketing purposes.
d) Understand that the law of the State of Connecticut should apply to the Agreement between us and you agree to submit to the jurisdiction of the Connecticut Courts.