Policies + Forms
To reserve your child’s spot, a non-refundable, non-transferable deposit of $150 per week, per child is due at the time of registration and is deducted from the total amount due. Full payment is due on or before May 1, 2020. If final payment is not received by May 1, the space will be forfeited. After May 1, payment is due in full at the time of registration. A fee of $25 will be charged for any returned checks.
The Langley School Summer Studio program reserves the right to charge the credit card on file for outstanding balances.
Upon completion of your registration, you will receive an e-mail confirmation of classes for which you have registered along with a statement.
Space permitting, class changes may be made before registration closes for a camp week. A $25 fee will apply to each change in a camper’s schedule, plus the difference in cost between the classes.
Parents/guardians must inform the Summer Studio Office in writing if they are withdrawing their child from any class. If a cancellation is made at any time before May 1, 2020, all payments, minus the non-refundable deposit, will be refunded. No refunds will be granted for withdrawals after May 1, 2020. Deposits are non-refundable and non-transferable between classes, siblings, and other programs offered by The Langley School.
If a class is under-enrolled, Summer Studio reserves the right to cancel the class and a full refund will be granted. Advance notice will be provided in these situations two weeks prior to the start of class, and the Summer Studio team will help families find alternative class options. In cases where the cost of the new class is greater than the class being replaced, the price difference will be charged to the camper. All changes are based on availability and grade requirements.
There are no refunds for absences and there is no provision for make-up classes. No refund will be granted in the event of dismissal for inappropriate or unsafe conduct.
Due to the popularity of many of our classes, waitlists do occur. To place your child on the waitlist, you must register online for the specific class’ waitlist. There is no fee for being on a waiting list, nor is any credit card information required. We cannot take waitlist registrations or hold spots over the phone. As spaces become available, they are filled in the order in which they were registered online.
Should a space become available for a waitlisted class, you will be notified via e-mail and/or telephone to confirm interest in the available spot. If you decide to enroll your child in the available spot, you will need to complete your registration by paying the deposit and/or full payment online (please see our class changes, cancellations, & withdrawals policy). There is no penalty should you choose not to enroll; we will simply notify the next family on the waitlist.
In accordance with the Commonwealth of Virginia licensing requirements, a parent/guardian must present in person one of the following:
- certified copy of a birth certificate
- birth registration card
- notification of birth
- copy of the placement agreement or other proof of child agency
- the most current report card from a public school in Virginia or certification by a principal, or his/her designee, of a public school in the United States that a certified copy of the child’s record was presented
This information must be provided before the first day of Summer Studio classes. Please do not mail original documents or send copies via fax. If your child attended The Langley School for the 2018-2019 academic year or is a returning camper from the 2017, 2018, or 2019 season, you will NOT need to resubmit this form unless an update has been made.
If prescription medication (including EpiPen) is required, parents/guardians must submit a Medication Authorization Consent Form completed by a parent/guardian and physician. See more information below.
In order for prescription medication (including EpiPen) to be administered to a child by a Summer Studio staff member, the Authorization/Parental Consent for Administering Medication Form must be completed by a parent/guardian and that child’s physician. This form must be completed prior to a child’s first day at Summer Studio.
The Langley School requires that all parents/guardians who have informed the Summer Studio Office that their child has a potentially life-threatening allergy provide the school with at least two EpiPens (epinephrine injectors). If medication and documentation is not provided, the child will be sent home and not permitted to return to Summer Studio until all materials have been submitted.
Per the Virginia Department of Social Services, each child is required to submit a current Virginia School Health Entrance Form. Each record must be signed by a physician or his/her designee, registered nurse, or official of a local health department. Campers who do not have this form on file will not be permitted to participate in Summer Studio.
If your child attended The Langley School for the 2019-2020 academic year or is a returning camper from the 2017, 2018, or 2019 season, you will NOT need to resubmit this form unless an update has been made.
Children not picked up during afternoon carpool will be sent to Extend the Fun and parents/guardians will be charged accordingly. Drop-in fee of $20 will be charged after the date of attendance to the credit card on file. Please see Camp Extras for additional information.
It is the parent/guardian’s responsibility to apply sunscreen to their child prior to the start of their day at camp. Sunscreen will be applied by a Summer Studio staff member to those campers who stay for the afternoon session or who participate in a field trip. Summer Studio uses a hypoallergenic sunscreen that has a minimum SPF of 30. A spray sunscreen is used for bodies, and a lotion sunscreen is used for faces.
Insects (mosquitoes, gnats, chiggers, ticks, etc.) can bite campers and can make them uncomfortable. There are many safe and effective insect repellents now available for children. The Langley School’s Summer Studio program commits to taking the appropriate steps to ensure the health and safety of every student in our program. Our summer Insect Repellent Policy falls under The Langley School’s main Insect Repellent Policy, which recommends that parents apply insect repellent to their children before arriving at camp. Our summer program does have an exception to this guideline. All destination field trips, require parents to complete an authorization form to allow Summer Studio staff to apply insect repellant to campers. We will continue to monitor developments about the Zika virus as it becomes available and make any adjustments if needed.
The Langley School Summer Studio supports the American Academy of Pediatrics’ recommendations regarding the use of insect repellents, but we will only accept or apply insect repellent to students enrolled in Destination Traveler classes, as campers enrolled in these classes will spend the majority of their time outside, and have a greater risk of receiving bug bites. Summer Studio will provide the Sawyer Products Premium Insect Repellent with 20% Picaridin spray. You are welcome to provide your own insect repellent spray or you may opt out of having any spray applied.
The Langley School Summer Studio adheres to Langley’s conduct and discipline policies and expects campers to comply with generally accepted standards of behavior. No refund will be granted in the event of a dismissal for inappropriate or unsafe conduct.
We strive to make carpool efficient and safe, as the safety of your children is our first priority. Please help us to do so by following the carpool guidelines below:
Please approach Langley from Lewinsville Road so you may make a right turn into campus. We do not allow left turns into campus during carpool. Illegal u-turns or use of the Government Center lot to cut into the carpool line are strictly prohibited. Upon entering campus, all cars must stop where stop signs are posted and traffic must remain below 10 mph.
Drop-off and Pick-up Times
Please do not come to Langley prior to the designated time. Morning carpool begins at 8:10 a.m., mid-day carpool starts at 11:30 a.m., and afternoon carpool starts at 3:30 p.m. Please slow down when driving along Langley’s driveway. If your child arrives late for a class, he/she must be brought to the Summer Studio Office and signed in by an adult. A staff member will take the child to class already in progress.
During Drop-off and Pick-up
When picking up your child, please place your placard on your dashboard. This allows school personnel directing traffic to move the carpool line along more efficiently. Stay in your car, as staff will be available to help your child at the curb. Pull your car into a parking spot in order to fasten your child’s safety belt. School personnel are not able to buckle children into their seats.
Park + Pick-up
We offer a “park & pick-up” option during afternoon carpool. Rather than waiting in the carpool line, we invite you to park your car in our main lot and bring your carpool placard or photo ID to the side door of the Betty Brown Lower School building to pick up your child.
If no adult is present at the drop-off location to receive the camper, he or she will be brought back to The Langley School at the completion of the route. For mid-day busing, the camper will wait in the Summer Studio Office until pick-up. For afternoon busing, he or she will join Extend the Fun. In both cases, parents/guardians will be charged the Extend the Fun drop-in fee of $20 per day.
Transportation fees will be charged the following week to the credit card on file. Please see Camp Extras for additional information.