Frequently Asked Questions
Click on any of the topics below to find out more information. Have a question that isn't answered here? Contact us.
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Youth Program Questions
What to pack for camp
Lunch and snacks Pack enough for a full and active day.
Water bottle We recommend a water bottle that is at least 12 oz. While many parks have water fountains, our activities often take us down trails or into areas where fountains are not readily available.
A sweater or jacket The weather can change rapidly. Wool and synthetics are advised since they do not absorb moisture the same way cotton does. Trackers programs typically go outside every day, rain or shine. Please pack rain gear if the weather predicts rain (water-proof jacket, pants, and boots).
Layers / change of clothes Having an extra long sleeve shirt, a warm hat, and a pair of pants can make the difference between a happy kid and a not-so-happy one when the weather changes. At the end of the day, expect that kids may be wet, muddy, and/or covered in poison oak (although of course we try and avoid that last one!) You may wish to bring a change of clothes for the ride home.
Long pants Long pants help provide protection from thorns and poison oak.
Sturdy, but worn in closed toe shoes Comfort is key, but we suggest something that is water resistant with a little ankle support.
Sunscreen / hat Sunburns are possible, even on cloudy days! Please pack some form of sun protection.
Carving knife (Optional) Campers are welcome to bring their own knives, although we have loaner knives available for any carving activities. Knives should be non-serrated with a fixed or locking blade. Note that we may or may not engage in carving activities depending on the camp theme and group needs. This is at the sole discretion of the instructor. If you have any questions about choosing a knife, please feel free to ask us.
Drop-off and pick-up details
For DAY CAMPS, Morning drop-off is between 8:30 - 9:00am
For DAY CAMPS, Afternoon pick-up is between 3:00-3:30pm
For Homeschool and Apprenticeships, Morning drop-off is between 7:30-8:30am
For Homeschool and Apprenticeships, Afternoon pick-up is between 3:00-3:30pm
For other program times, please consult your confirmation emails for start and end times.
Authorized pick-ups During morning check-in you will be asked to list the names of anyone who might possibly pick up your child (another parent, babysitters, grandparents, neighbors, friends, etc). We require all adults picking up children to present a photo ID every day, including parents. We do this to provide the highest level of safety for our participants. Find out more about our company's safety policies.
Self-check-out If your child has permission to check themselves in and/or out, please sign the independent release form in your account under Students & Forms. Click "Enable Independent Release" and submit the form. During summer camp, you must do this by Thursday at 5 PM for it to be printed on our rosters for Monday.
Late Drop-off: Please make every effort to be on time! We transport kids to our locations, so we cannot guarantee that you will be able to join your group if you arrive late. If you are running late, please call us at (888) 998-3903 so that we may direct you to the day's program destination. During check-in time it may not be possible for us to answer the phone immediately as we may be assisting parents already. We do check our voicemail frequently. Please leave a message and we will call you back.
Late Pick-up: Contact us as soon as you know you will be late. For the first 10 minutes we charge a fee of $5 and there is a charge of $1/minute thereafter. After 30 minutes you will be charged the full $35 fee for unregistered Extended Camp. We do this in order to make every effort to compensate our instructors for the time they invest. We need our team leaders to be able to go home, rest, and return refreshed and ready to care for children the next day.
Missed Day Policy
Tuition will not be prorated for missed days. If a program day is cancelled by Trackers, we will try to schedule a make-up day. If one cannot be scheduled, we will issue you a credit for the missed program day.
How to report an absence
To report an absence, please fill out the absence form here: Portland Absence Form. This form would have been sent to you in your reminder email.You may also e-mail us or leave us a voicemail. In your message, please state your child’s name, grade, and program if you know it.
For all programs call: (888) 998-3903
Please note that, due to the small size of our program, we are unable able to offer credit, refunds or make-ups for missed program days.
Where do your programs go?
At Trackers, most of our programs are transported: We travel from the drop-off location to local parks and green spaces. We go beyond paved asphalt trails and visit real nature! We choose our sites based on program curriculum and the available natural resources and biodiversity. Often times, the closest urban parks have many restrictions on activities and use that mean we have to go a little farther afield - but it's worth it! Our daily bus travel times vary, but typically range from 20 - 90 minutes each way. Bus time is camp time, with songs, stories, and engaging activities for children.
How are children transported?
Students are always transported by fully licensed and qualified drivers. We use a variety of passenger vans, short buses, and full-size school buses which comply with all applicable laws and regulations. For more information about our rigorous driver training and vetting process, please contact us.
Program Email Reminders
Summer Camps: Reminder emails go out the week before a students camp start date, on Monday and Thursday. The email will contain the check times, address, group numbers along with what to pack and some policy information.
School Year Programs: Reminder emails go out a week before the program's start date. The email will provide details on what to pack, drop off and pick up time and address and some policy information.
Found! Not Lost
The goal of the Found! Not Lost is to reconnect items to their rightful owners in a timely & efficient manner. Lost items in landfills create a negative environmental impact, and it is economically costly to replace them.
Please label items plainly with your child’s name to help staff identify the owner of lost and found items. Unclaimed items are displayed in our Found! Not Lost area and can be viewed during Check-In & Out. During Check-In & Out please look to see if your child is missing any items. If items are not reclaimed in a 4 week period of time (2 weeks during Summer), they will be donated or discarded appropriately.
Trackers Earth is not responsible for lost, stolen, or damaged articles.
If you’re unable to check for a lost item during Check In or Out, please complete the request form located here or and we’ll check for you. If the item is located, we’ll contact you to arrange pick-up or mail & send an invoice for shipping cost. For Found! Not Lost pick up, outside of camp check-in & check-out hours, is by appointment only. Appointments should be scheduled with our Family Success team at firstname.lastname@example.org
Which grade should I register my camper for?
For Summer Camps, campers should be registered for the grade they will be entering in the fall. For all other camps, campers should be registered for the grade they are currently in.
We understand that for some campers, camp is an opportunity to spend time adventuring with old friends while making new ones. We go to great lengths to make sure friends are placed together. Friend requests may be updated by logging in to your user profile or by contacting us.
Please note: Friend requests must be 10 days prior to the start of camp. We may not be able to honor requests made after this cut-off. Campers must be registered for the same grade and camp theme in order to be placed together, and all friend requests must be mutual (your child's friend must also request them). Please double check your registration to ensure your camper is enrolled in the same grade and camp theme as any friends. In order to keep group dynamics balanced, we ask that you do not request for your child to be placed with more than one other camper.
Trackers understands the very real risks involved when conducting outdoor activities in excessive heat, cold, or inclement weather. Whenever possible, we embrace these as opportunities to learn! We always stage activities as appropriately as we can (i.e. in the shade on hot days). When activities involve exposure to the sun, regular shade and hydration breaks will be enforced. We modify activity including shade structures and the option to return to the pick up and drop off site. Trackers will assess weather risks daily and decide whether or not activities will take place outside. In the event that a Trackers day needs to be delayed or cancelled due to severe weather, we will email every parent the morning of by 6:30 AM as well as leave a recorded message on our main phone line at (888) 998-3903.
Cancellation and Change Fee Information
If your family needs to cancel a registration related to CV-19 at any time (even after camp begins), you’re covered by our CV-19 Policy. In these circumstances, there will be no cancellation fees and you will receive your full purchase price as a transferable credit on your Trackers account for any future Trackers program, valid until the end of December 2022. Otherwise, our normal cancellation policy will remain in effect. If Trackers cancels or changes the program structure, you will receive 100% of what you paid as credit back on your account. Please contact us directly if the credit option does not work for your family. This type of cancellation could occur due to a location change, inclement weather, or poor air quality.
School Year Program Cancellations:
- Cancellations received with more than 21 days notice are 75% refundable
- Cancellations received between 14-21 days notice are 50% refundable
- Cancellations received with less than 14 days notice are not refundable.
- We do not prorate or refund tuition for days missed due to illness or injury
- Please Note Additional restrictions apply to Summer Camps (see below)
If your family needs to cancel a registration related to CV-19 at any time (even after camp begins), you’re covered by our CV-19 Policy. In these circumstances, there will be no cancellation fees and you will receive your full purchase price as a transferable credit on your Trackers account for any future Trackers program, valid until the end of Summer, 2022. Otherwise, our normal cancellation policy will remain in effect:
- Cancellations until April 30: 75% of tuition is refundable
- Cancellations on or after May 1: 50% of tuition is refundable
- Cancellations on or after June 1: No tuition is refundable.
Program Change Requests must be received in writing (via email) at least 7 days prior to your original program's start date. All changes are subject to availability.
- Changes to a program incur a $35 Administrative Change Fee
- Registrations and fees are non-transferable to other accounts
About Summer Refund Policies
Due to the popularity of our camps, parents often register to reserve a spot while still working out their schedule. This has led to an unsustainable amount of camp cancellations and changes. We have updated our refund policy with this trend. Please register only if you are certain you have the availability to attend the camp and the week you register for.
Both our summer and long-term programs have limited room in groups to insure quality mentoring. If someone leaves a program, we still have the expense of them attending due to commitments such as paying our educators. When we fill a camp and someone decides not to attend, it is often too late to find a student to take their place as waitlisted students have frequently chosen another program.
Summer Camp Email Reminders
Reminder emails go out the week before a students camp start date, on Monday and Thursday. The email will contain the check times, address, group numbers along with what to pack and some policy information.