Frequently Asked Questions
Important Documents What do I need to read?
Will you read each link below like you’ve never read them before? Of course you will! Seriously, it’s a page turner. We change it up just to see if you’re paying attention. This enthralling body of work includes:
- Trackers Code
- Packing List
- Behavior As Choice Policy - AKA Because Knives
- Trackers Camp + Find A Hearthstone
- Challenging Conditions Procedures: Weather, Air Quality, COVID… Oh my!
Packing What do I pack?
See the links below to find the packing list for your program. Always put your or your child’s FULL NAME on as many items as possible. Pack as lightly as you can!, but do include the right gear needed for the day . Keep it light and tight! Everything should fit into a single pack—nothing clipped onto the outside. Be ready! Check the NOAA weather report every morning to guide you in what to pack.
- Packing List - General (Basecamp) | [ PDF]
- Packing List - General (Adventure) | [ PDF]
- Packing List - Outdoor Adventure/Boating | [ PDF]
- Packing List - Mariners | [ PDF]
- Packing List - Studio (Blacksmithing, Woodworking, Ceramics) | [ PDF]
- Packing List - Overnight | [ PDF]
- Handbook - Camp Trackers Overnight | [ PDF]
Location Where do programs go and what does transportation look like?
At Trackers, most of our programs are transported, with the exception of Studio programs. We travel from the drop-off location to wilderness areas and other epic locations. We go beyond paved trails to visit real nature! We choose our sites based-on program goals and proximity. Often, the closest urban parks have restrictions on outdoor skill activities to maintain sustainable public access. To explore many of our wilderness survival skills, we may have to go a little farther afield - but it's worth it! Our bus travel times vary, but typically range from 20 - 65 minutes each way. Rare but special events, such as crabbing on the Oregon Coast, may have a longer travel time. But travel time is camp time, filled with songs, stories, and engaging activities for everyone on board. Students are transported on passenger vans, short buses, and full-size school buses, by fully-licensed and qualified drivers.
Transportation Vehicles How does it work?
Students are transported on passenger vans, short buses, and full-size school buses, by fully-licensed and qualified drivers. The majority of our buses are leased from the same providers that charter with local school districts. All vehicles operate in accordance to federal and local state motor regulations. Due to safety regulations related to roadside evacuation, full-size school buses utilize compartmentalized seating as their primary safety feature. School buses with compartmentalized seating feature a better safety record than other vehicle types and do not require restraints, car seats, or boosters. Passenger vans and short buses used for our older grade camps have restraints.
Found, Not Lost Museum Where do I find it?
Label all items with your child’s FULL NAME. This helps our Guides identify who owns the mysterious artifact left behind. We display unclaimed artifacts in our “Found, not Lost Museum” at each pick up and drop-off site. You can reclaim your curios during Check-In/Check-Out. If your missing artifact is located, we'll try to contact you once we escape any large rolling boulders. Museum viewing outside of camp Check-In/Check-Out hours is by appointment only. Schedule with our Family Success Team at firstname.lastname@example.org.
Challenging Conditions How do you deal with challenging weather and other conditions?
We feel our core purpose is to educate our participants on how to properly prepare and thrive in challenging conditions—weather or otherwise. With diligence and an unending commitment to safety, we can educate everyone to adventure in all environments for a successful life outdoors! In some circumstances, challenging conditions may require us to modify normal activities or site locations. On Adventure (Transported) programs, Trackers may likely pivot to an indoor location at or well within 15 minutes of the original drop-off location while carefully monitoring indoor environments. We also reserve the right to offer an early release those days. In both instances, no refund can be given as camp continues. When we’re unable to modify our normal activities, Trackers can cancel programs and schedule a make up day. When make up days are provided, refunds can not be made available. If changes to programs need to be made, Trackers will make a decision by 6:30 am the day of programming. We will contact families via text and email. Please see our complete procedures for Challenging Conditions. Every individual has their own comfort threshold. When dealing with challenging conditions, Guardians and parents are urged to use their best judgment regarding their own child.
Update Authorized Pick-ups
You need to update for any additional humans authorized to pick up your children. We cannot immediately release youth if someone is not on your list (this is a good thing). Any additions that are not on the roster may be given directly to your Family’s Guide at check-in.
- Login here
- Go to Authorized Pick-up Names
- Click Save Settings to confirm your edit
Photo ID Do I need it?
Everyone picking up a child must show a legal photo ID during Check-Out. We understand that the unexpected can occur. If your ID was eaten by a Catbus or pilfered by a pirate, we work diligently to resolve any issues. Our goal is to prioritize the safety of your child.
Independent Release How can my child self check-in & check-out?
We recognize many older youth arrive at camp independently. Legal guardians can sign a waiver that allows free-range youth to check themselves in and out of camp. To allow for independent release, do the following:
- Login here
- Go to Manage Independent Releases
- Fill out the online form
Early Pick Ups & Late Drop Offs How do I schedule this?
We understand that sometimes parents need to pick up their children early or drop them off late. We want to make sure that our staff can focus on providing the best possible experience for all campers, so we ask that parents only request early pick ups or late drop offs when absolutely necessary.
Basecamps To schedule an early pick up or late drop off at a Basecamp, please contact the Family Success Team. You can also discuss this with your guide at check in.
Adventure camps Due to the nature of Adventure Camps, which transport campers to different sites throughout the week, any late drop offs or early pick ups must be processed by Noon. Please contact the Family Success Team for assistance or discuss this with your guide at check in. Meeting locations will need to be confirmed the day of.
Here are some tips for requesting an early pick up or late drop off:
- Give as much notice as possible.
- Be specific about the time you need to pick up or drop off your child.
- Provide a reason for your request.
- Be respectful of the staff's time and resources.
Unregistered Late Pick-Up How’s that work?
Unregistered late pick-ups mean check-out past your official program ending time or your pre-registered After Camp ending time. For late pick-ups we must charge a fee of $10 for the first 10 minutes. After that we charge $25 fee for an unregistered After Camp day. Pre-register to save on After Camp. After Camp is only available for Break Camps. Register here:
- No School Day After Camp
- Thanksgiving & Winter Break After Camp
- Spring Break After Camp
- Summer After Camp
Day Camps How is medication administered?
Campers must bring medication to camp in the original packaging (with name and dosage). Medication must be kept in their backpack, our guides can not carry it. Campers must self-administer medication while at camp with us. Our guides can help provide a reminder with an alarm for when to take their medication and witness it being administered.
Overnight Camps How is medication administered?
Campers must bring medication to camp in the original packaging (with name and dosage). Medication must be turned in to their guide at check in. All medications are kept in a lock box or in the guides pack during day activities. Campers must self-administer medication while at camp with us. Our guides can help provide a reminder with an alarm for when to take their medication and witness it being administered.
Confirmation & Reminders When do I get them?
Confirmations come automatically with registration. Reminder emails are delivered one week before a program start date. The email contains the Check-in/Check-out times, address, team numbers, and what to pack.
Friend Requests When do I get them?
Groups are divided into smaller teams. To help your child get into the same team as their friend, you must make friend requests well in advance. We understand that for some kids, our programs are 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 into your user profile or by contacting us at email@example.com.
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.
Grade Level Which grade should I register my child for?
Please only register your child for their Grade or Age range. Do not fudge this. Our super intelligent AI robot will catch it. Use the following guidelines:
- Summer Camp Register for the grade your child WILL ENTER the following fall.
- School Year Programs Register for the grade your child will be CURRENTLY ATTENDING during the program dates.
- Homeschool Programs Register for the age your child WILL BE during the program dates.
Program dates full? Get on our waitlist, this is how it works
Joining a Waitlist lets you receive a Waitlist Alert—this tells you a space has become available. Everyone on the Waitlist receives such an email saying we have publically reopened the program session. We do this to ensure that reopened space fills in a timely manner. First person to register secures the spot. Registrations must be completed at our website.
- The email contains a link to the registration page.
- The "Add to Cart" button shows if the space is still available.
- Once the open space has filled, the program is closed online and no longer available.
- The open space is filled if the "Join Waitlist" button shows again for your desired program date.
- You will receive an alert email each time another space opens.
Tax Information What is your Tax ID for tax purposes?
Tax ID # 47-2600009
Refund What is your Refund Policy?
Participant Cancellation Policy
All our programs have limited spaces in teaching groups to ensure a quality experience. All spaces in the program allow us to fulfill the commitments to our educators and steward the wildlands we visit. We cannot credit, refund, or prorate tuition for scheduled absences, no-shows or days missed due to illness or injury. All our cancellation guidelines and policies are based on our duty to these needs and obligations.
Summer Camps - If participant cancels...
Summer camp programs include any programs taking place during summer school break.
Summer Camp Cancellation Policy:
- Cancellation before Feb 1: 65% of tuition is refundable
- Cancellation on or after Feb 1: 35% of tuition is refundable
- Cancellation on or after March 1: no tuition is refundable
- All refunds are subject to a 3% processing fee
School Year Camps - If participant cancels...
School year programs include any programs during the school year.
School Year Cancellation Policy
- Cancellation 80 days before program begins: 65% of tuition is refundable
- Cancellation 60 days before program begins: 35% of tuition is refundable
- Cancellation 30 days before program begins are non-refundable
- All refunds are subject to a 3% processing fee
Trackers Cancellation Policy
- If Trackers must cancel before the start of a program session due to weather, AQI, health orders, or civic mandates (including Godzilla) you receive a 100% credit for another Trackers Earth program in the next 12 months.
- If Trackers must cancel before the start of a program session for any reason NOT due to weather, AQI, health orders, or civic mandates (including Godzilla) you receive a 100% refund paid to the original payment method or as a credit for another Trackers Earth program in the next 12 months.
- If Trackers must cancel after the start of a program session for any reason NOT due to weather, AQI, health orders, or civic mandates (including Godzilla) you receive a prorated refund or as a credit for another Trackers Earth program in the next 12 months.
For Adventure (Transported) Programs
During challenging weather events (i.e. heat, AQI) Trackers will likely pivot to an indoor location at or well within 15 minutes of the original drop-off location while carefully monitoring indoor environments. We also reserve the right to offer an early release those days. In both instances, no refund can be given as camp continues.
Program Changes Change Requests must be received in writing (via email)
- Email requests to: firstname.lastname@example.org
- Change requests must be made at least 30 days prior to your original program’s start date.
- Changes to a program will incur a $58 Administrative change fee
- Changes are subject to availability
Scholarships Does Trackers Earth offer scholarships or discounts?
We do! We often offer discounts for our programs when they open for registration. Get notified about current discounts by subscribing to our newsletter here.
Trackers believes in providing opportunities for children to attend our programs in cases of true financial need. We are committed to serving as many families as possible. Scholarship funds are limited. Typical awards range from 10% - 25% of the program tuition with further consideration given based on financial need. Due to the large volume of requests we receive, awards are limited to one week of camp or one school year program per participant.
Trackers offers scholarships for school year and summer programs separately. To apply for a scholarship, please email email@example.com to request more information.
The safety of our kids, staff, and extended Trackers family is our top priority. Since the onset of Covid-19, we have continuously operated programming. We continue to review guidance from the CDC, State and Local health authorities, and recommendations from the American Camp Association to deliver the safest and most rewarding experiences possible. Our programs are designed to be flexible and we will update you as guidelines or policies change. Please contact our Family Success team for any questions or needs: firstname.lastname@example.org.
Masking What are your mask requirements?
As of October 2022, Trackers no longer requires staff or students to wear masks during programming or transportation. Masks are optional.
Cancelation What if I need to cancel due to COVID-19?
After careful review of current Covid exposure rates, as of October 1, 2022 all program cancellations will follow current policy for that program. Please review carefully the refund policy above.