Navigating Camp and After School Program Licensing

“Because our programs are instructional in nature, we would be exempt from the camp permit requirement,” says Empow Director of Operations Matt Silverstein who points out that Empow still opts to obtain a license. “We always get the permit and call ourselves a “camp” because it gives parents reassurance, and it helps them understand the context of what we’re doing better than if we called ourselves a summer workshop or program.”

When it comes to after school programs, there can also be confusion. “All after school programs are supposed to be licensed by the Massachusetts Department of Early Education and Care (EEC),” notes Silverstein. “Even some afternoon classes would have to be licensed, if they go over a certain length of time. Unfortunately many programs do not get their license. These unlicensed programs are not required to obtain regular building and fire inspections, background check their staff, keep within staffing ratios, or keep first aid supplies readily available. Those are just a few examples. There’s a lot that goes into running a fully compliant program. Without an EEC license, parents really have no way to know how safe a program is for children.”

Requirements for Licenses

When reviewing programs, it’s important for parents or guardians to understand what category the program falls into. If an organization is seeking a camp license, it must meet requirements defined by the MDPH; if it is seeking a license for an after school care program, it follows requirements defined by the EEC.

“There is a lot of overlap in the training requirements for EEC and MDPH licensed programs,” adds Silverstein. “Generally we structure our training to cover both, since many of our after school program instructors also work at camps during vacation weeks and over the summer.”

Though students may be shuttled from school to an after school program, EEC licensing is separate from the public school system, even in cases when a program is located at a school. The EEC licenses have specific requirements for small or large groups, and include the following health, safety, supervision, and training categories:

• Programs must provide a healthy and safe environment, and offer activities that help your child develop and grow.
• Administrators and educators must be First Aid and CPR certified.
• Administrators and educators must be trained in child development and curriculum implementation.
• Programs must keep appropriate ratios of educators to children.
• Programs must complete EEC’s Background Record Check requirements.

To receive a camp license, there are additional requirements depending on the use of facilities and the activities. When local inspectors come to the site and work with staff, they are working to ensure the organization complies with a variety of regulations, including:

• Requiring safe structures and equipment; adequate sanitary facilities; sufficient supervision of the campers; appropriate plans in case of medical emergencies, natural, and other physical disasters; sufficient health care coverage; and injury and fire prevention plans.
• Requiring camps to perform criminal record background checks on each staff person and volunteer (Criminal Offender Record Information (CORI) and Sex Offender Registry Information (SORI)) prior to employment and every 3 years for permanent employees;
• Requiring proof of camper and staff immunizations;
• Requiring proof of appropriate training, certification, or experience for staff conducting or supervising specialized or high risk activities