Policies and Procedures

Western Engineering Outreach aims to offer science, technology, engineering and math (STEM) outreach experiences where everyone feels safe and included. We believe that STEM is for everyone. Our Code of Conduct and behavioral management approach helps ensure the safety and inclusion of all participants as well as a fun and positive experience for all! To help ensure all participants are safe and treated with dignity, all program participants must follow our Code of Conduct and understand our “Green Light – Yellow Light – Red Light” approach to behavioral management. While every effort will be made to correct inappropriate or harmful behaviour, it is our policy that parents/guardians will be notified of such behaviours and if it continues, Discovery Western requires that the camper be sent home. Discovery Western will not be held responsible for any costs associated with the camper’s dismissal and no refund will be provided. 

Code of Conduct

If a camper cannot attend camp we understand that families may seek a refund. Our refund policy is designed to balance this important need with the resources already committed to program operations.

• Partial refund: A refund 80% of the registration costs will be issued if the request is received at least 10 business days prior to the start date of camp; a 20% non-refundable administration fee is applied to all cancellations made up to 10 business days prior to the camper's start date. All cancellation requests must be submitted to discover@uwo.ca in writing at least 10 business days prior to the camper’s start date. We are unable to process refund requests over the phone.
• No refund: No refunds will be issued for cancellations made less than 10 business days prior to the camper's start date. No refunds will be provided to campers who do not attend camp;  please note, we do not follow up with campers who have not signed into camp. No refunds may be issued once the program has begun as resources have been committed for the camper’s participation. Refunds will not be issued in the event your camper is sent home due to inappropriate or harmful behaviors; please refer to our Code of Conduct. No refunds will be made in the event of a university closure.
• Exceptional circumstances: Please contact us if your camper is experiencing exceptional circumstances that may impact their planned attendance. Please note that once the program has begun, we are unable to provide a refund as resources have been committed for the camper’s participation.
• Requests to switch groups: If you choose to change camps (either week, location or age group) this must be submitted in writing to discover@uwo.ca at least 10 business days prior to the camper's start date. Changes can only be made if there is availability. Campers are not permitted to switch camps less than 10 business days prior to their start date.
• Request for groupings: If your camper is experiencing exceptional circumstances where their grouping request may impact their attendance or overall experience, please contact us directly at discover@uwo.ca or 519-661-2111 x 88826 to discuss grouping before their start date. As camp groupings and their associated documentation are closely tied to our safety procedures, we are unable to make changes to groupings after the start of camp.

We want our campers to have a positive experience with us each summer and we will always prioritize safety. While we do our best to accommodate friend or grouping requests, we unfortunately cannot guarantee all camper grouping requests. While we understand how much campers look forward to seeing their friends at camp, our camp groups are set ahead of the start of each camp week to ensure ratios of campers to instructors are maintained; to allocate appropriate resources including activity supplies and technology; to allow us time to prepare the necessary documentation we require to safely facilitate sign in and sign out, head counts, and emergency procedures; to plan for field trips to amazing campus locations; and to allow our instructors time to review any notes provided by parents/guardians to ensure we’re providing the best experience we can for your camper. Thank you for helping us put safety first. 

Friend or grouping requests must be submitted during registration. Families may request that their camper be paired with one fellow camper attending the same week and age cohort at registration. However, as many factors influence camp groupings, we unfortunately cannot guarantee all requests. Rest assured though, our camp staff are passionate and dedicated to creating a welcome space; there are lots of opportunities to make new friends at camp and we will do our best to honour requests. Camp groups spend time together during outdoor time, field trips, lunch and special workshops so there are some opportunities to connect throughout the day, too.

If your camper is experiencing exceptional circumstances in which their grouping request may impact their attendance or overall experience, please contact us directly at discover@uwo.ca or 519-661-2111 x 88826 to discuss grouping before their start date. 

As camp groupings and their associated documentation are closely tied to our safety and emergency procedures, we are unable to make changes to groupings after the start of camp. While we’re here to help, please reach out to us a week or two prior to your camper’s start date to discuss.  

Please reach out to our team if your camper will be missing a part or full day of camp due to personal circumstance so that we are aware and can communicate this to camp room staff. 

Please let us know in advance if your camper will be late to camp or will be picked up early so that we can ensure someone is available to receive your camper at the registration desk or collect them from the camp group. As some of our field trips may take campers away from the camp room, knowing about early pick-ups in advance helps us ensure a smooth sign out process for you and your camper. Parents/guardians must follow all sign out procedures for early pick ups.  While we have robust safety policies related to sign in and sign out procedures, camper supervision and for head counts throughout the day, we do not actively follow up with families whose campers are late or who do not attend their sessions. Our safety policies and procedures apply to campers who have been signed into our programs until they have been signed out. 

We are unable to offer refunds if your camper misses a part or full day of camp. Please see our Cancellation Policy for more details.