Free templates
Free templates for youth programs
28 free templates for camps, after-school programs and classes: forms for families, logs for staff, policies, handbooks and plans. Print the PDFs as they are, or download the Word versions and change them to fit your program. The Word files also open in Google Docs.
Free to use and change, but not legal or medical advice. Check your state's licensing rules and your insurer's requirements, and have a lawyer review any consent or waiver language.
Templates
Registration and enrollment
Youth program registration formAn all-in-one registration form for camps, after-school programs and classes: child and parent details, emergency contacts, pickup, health and payment.PDF · Word · EspañolScholarship applicationA short, respectful application for families who need help paying. Keep every answer confidential.PDF · Word · EspañolDaily sign-in and sign-out sheetA daily log where adults sign children in and out with the time and their signature, and staff initial each pickup.PDF · Word · EspañolWeekly attendance sheetA weekly attendance grid for one group, with daily marks and totals you can use for planning, billing and grant reports.PDF · Word
Templates
Families
Field trip permission slipA one-page permission slip for each trip: where, when, transportation and what to bring, with a parent signature and consent for emergency care.PDF · Word · EspañolPhoto and media releaseLets families choose where photos, video and their child's first name may appear, from family updates to social media, and how to change their answer.PDF · Word · EspañolParticipant code of conductKid-friendly behavior expectations, what's never allowed and the steps staff take when rules are broken, signed by the child and a parent.PDF · Word · EspañolCamp packing listA checklist to send families before camp starts: what to bring every day, on swim days and for overnight camp, plus what to leave at home.PDF · Word · EspañolParent welcome letterA friendly first letter with what families need before day one: dates, hours, drop-off and pickup, what to bring, health basics and how to reach you.PDF · Word · EspañolEnd-of-program parent surveyA one-page survey on what families liked, what to improve and whether they'll come back, with ratings you can count for your board and funders.PDF · Word · EspañolLate pickup policy agreementExplains your closing time, late fees and the steps staff follow when a child isn't picked up, and gets each family's signature before the program starts.PDF · Word · EspañolVolunteer applicationScreens volunteers before they work with children: roles, availability, references, background questions and agreement to your child protection rules.PDF · Word · Español
Templates
Health and safety
Authorized pickup formLists every adult allowed to pick a child up and anyone who isn't, with the program's pickup rules. Keep a copy with each roster.PDF · Word · EspañolMedical and allergy formCollects the allergy, medication and medical details staff need, plus emergency contacts and consent for emergency care.PDF · Word · EspañolIncident and accident reportA staff form for recording injuries, illnesses and behavior incidents the same day: what happened, first aid given, who was told and what you'll change.PDF · WordMedication administration logRecords every dose of medicine staff give a child: date, time, dose, who gave it and any reaction. Use one log per child, per medicine.PDF · WordAllergy alert rosterOne page listing every child with an allergy, the signs of a reaction, what to do and where their medicine is, so any staff member can act fast.PDF · WordEmergency action planA fill-in emergency plan for fire, severe weather, lockdown, a missing child, medical emergencies and reunification, with blanks for your site's details.PDF · Word
Templates
Staff
Counselor job descriptionA ready-to-edit job description for camp and after-school counselors: duties, qualifications, physical demands, schedule and pay.PDF · WordCounselor interview questionsInterview questions for camp and after-school counselors, grouped by topic, with what a good answer shows and space to take notes and score each candidate.PDF · WordStaff training checklistTracks each staff member's training: orientation, child protection, mandated reporting, emergencies, medication, first aid, pickup and confidentiality.PDF · Word
Templates
Policies and handbooks
Parent handbookAn outline for your parent handbook with sample wording for each key policy, from hours and pickup to illness, behavior, payments and emergencies.PDF · WordStaff handbookAn outline for your staff handbook with sample wording on pay, conduct, child protection, safety and confidentiality, ending with a signed acknowledgment.PDF · WordRefund and cancellation policySample refund and cancellation wording with options for deposits, deadlines, missed days, session changes, removals and program cancellations.PDF · WordScholarship policyA sample scholarship policy: who's eligible, a sliding-scale example, how families apply, how you keep their information private and how you decide.PDF · Word
Templates
Planning and reports
Camp daily scheduleA sample day camp schedule from drop-off to pickup, plus a blank weekly grid for planning each group's activities.PDF · WordAfter-school daily scheduleA sample after-school schedule from school dismissal to pickup, with snack, homework, outdoor play and activities, plus a weekly planning grid.PDF · WordGrant attendance reportA report for funders with program details, a monthly attendance table, outcomes and stories, plus how to count child-days and average attendance.PDF · Word
In BackPR, families enter registration details online when they register, and staff see the details they need on each roster. See the registration form checklist for what to ask and why.
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