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TREFOIL ACADEMY presents
HOGWARTS:
THE SUMMER SESSION 2014
ACCEPTANCE PACKET
Summary of Acceptance Packet Contents:
Acceptance Letter
Post Enrollment Paperwork Checklist: Who Are We? We are not Hogwarts.
Directions, Arrival and Departure Information / Accommodation Information
General Information: Website (wealth of information), Forums, Pre-Mystery, Mystery, Trefoil Shop
Decorating Your House (Optional)/ Academy Drive (Optional)
Special Events
Rules/Policies
OWL Post (Mail Information)
First Time Trefoil Students / Advice for First Time Camper Parents
Packing List
POST ENROLLMENT PAPERWORK: Submit the forms via: (You do not have to submit all at the same time)
*Online (preferred) *Email: [email protected] *Snail: Ash Boynton, P.O. Box # 11243, Blacksburg, VA 24062
Download Library: http://filebox.vt.edu/users/anash/camp/hogwarts/pages/forms.htm __________________________________ Camper Preference & Bio Survey: (DEADLINE: April 15,,2014 – sooner is strongly preferred)
First come, first serve. Sorry, no changes allowed. Please have the camper fill out this form.
ONLINE: http://filebox.vt.edu/users/anash/camp/hogwarts/pages/forms_preference.htm Guardian's Camper Bio Survey: (DEADLINE: April 15, 2014– sooner is strongly preferred) Please have a guardian or an adult fill out this form ONLINE: http://filebox.vt.edu/users/anash/camp/hogwarts/pages/forms_bio.htm A recent photo: (DEADLINE: April 15, 2014 but sooner is preferred)- electronic preferred
Movie Permission Slip: (DEADLINE: April 15, 2014 – sooner is strongly preferred) As part of the evening activity, campers will be able to vote which movies will be watched at the marathon. Written permission is needed for the viewing of these movies. DOWNLOAD ONLY: http://filebox.vt.edu/users/anash/camp/hogwarts/download/movie_permission.pdf Medical Authorization Form: (DEADLINE: April 15, 2024 – sooner is strongly preferred) Requested by the Hogwarts: The Summer Session medical staff. This is different than the GS health history form.
DOWNLOAD ONLY: http://filebox.vt.edu/users/anash/camp/hogwarts/download/HSS-med-authorize_final.pdf
Complete the Proof of Physical: (DEADLINE: April 15, 2014 – sooner is strongly preferred)
Your camper's primary physician needs to complete the entire page verifying that your camper has had a wellness exam since 7/21/12 AND MUST sign and date it. If your camper has not had a wellness exam since 7/21/12, you will need to schedule one before camp. This is required by the Girl Scouts for any program more than 3 nights. Please make a copy of this form for your own records. DOWNLOAD ONLY: http://filebox.vt.edu/users/anash/camp/hogwarts/download/proof_of_physical.pdf WHILE WE ARE BEING HOSTED AT HOGWARTS, WE ARE NOT HOGWARTS…
Reaching up, you strain up on your toes with your hand reaching high above you. Just as you begin to lose your
balance, you manage to seize your prize. Stumbling backwards, you catch the large dusty tome before it falls.
Carved into the worn brown leather are the large elegant gold words, “Trefoil Academy – A History”. After
settling on a plush purple cushion, you carefully open the book and begin to read the spider-like writing:
“Many noteworthy events occurred at the 1406 Tri-Wizard Tournament, hosted at Durmstrang Institute.
But, the most historic event was the enduring friendship born out of competition among the three
champions. On their travels, they met a sister of their heart who shared their passion. The four later
became the founders of an illustrious school for gifted young wizards and witches. Since 1420, the
Trefoil Academy of Magery and Sorcery has traveled across the world, offering advance wizarding training
by the elite in their respective fields to gifted young minds. Since then, Trefoil Academy is most known for
...”
If you decide to turn the page, visit: https://filebox.vt.edu/users/anash/camp/hogwarts/pages/academy.htm
The 4 Noble Houses of Trefoil Academy of Magery and Sorcery "In the beginning you are told your house is like your family and it's true!" -­‐ 2010 Trefoil Academy Student House Motto:
We will be known by the tracks we leave
behind
Wolfin Phoenixter Dragonor Waverider Color:
Green
House History:
http://filebox.vt.edu/users/anash/camp/hogwart
s/pages/academy_wolfin.htm
House Motto:
Nothing is impossible, only implausible but
even then it is still possible
Color:
Red
House History:
http://filebox.vt.edu/users/anash/camp/hogwart
s/pages/academy_phoenixter.htm
House Motto:
Roar not when a whisper will suffice; but when
you must, Roar!
Color:
Yellow
House History:
http://filebox.vt.edu/users/anash/camp/hogwart
s/pages/academy_dragonor.htm
House Motto:
Creativity can solve almost any problem
Color:
Blue
House History:
http://filebox.vt.edu/users/anash/camp/hogwart
s/pages/academy_waverider.htm
Arrival and Departure Information
Address/Directions: Icimani Adventure Center 5488 Yellow Mountain Road Roanoke, VA 24014 (540-­‐774-­‐7725)
http://maps.yahoo.com/index.php#mvt=m&lat=37.191816&lon=-­‐
79.926755&mag=3&zoom=16&q2=5488%2BYellow%2BMountain%2BRoad%2B%2BRoanoke%2C%2BVirginia%
2B%2BVA%2B24014%2B
For the most recent information (instructions, arrival and departure times, parking information etc), please visit:
http://filebox.vt.edu/users/anash/camp/hogwarts/pages/enrolled_arrival_departure.htm
IMPORTANT: IF YOU ARE RUNNING LATE, DO NOT RISK BEING CLASSIFIED AS A NO SHOW
AND HAVING YOUR SPOT GIVEN TO SOMEONE ON STANDBY. PLEASE CALL 540-774-7725 ASAP
AND LEAVE A MESSAGE. NO REFUNDS WILL BE GIVEN IF YOU ARE CLASSIFIED AS A NO
SHOW!
Accommodations
Students will be sleeping inside (slumber -­‐ party style) in our homemade castle by house and year group. Each house is decorated to celebrate their house mascot/theme. Sleeping Arrangements: -­‐ *Each year group is assigned a section of the house. This is to encourage the meeting of new people as well as to assist with the rolling bedtimes routines. -­‐
An eggshell mat, sleeping pad, or a thick blanket to place under the sleeping bag is strongly encouraged. -­‐
A mattress will also be provided to each camper. Concerning Trunks: Student's trunks (aka rubber totes) will be stored at the head of their bed. It is important that all items fit into their tote with the exception of their sleeping gear and toiletries. Max tote dimensions are included in their packing list. If the student prefers to bring a soft luggage bag, they may do so. Rubber totes are just encouraged to provide a private shelf space for the student. Last year’s students recommended a tote with wheels. Concerning Fans: There is no air conditioning at Hogwarts: The Summer Session and outlets are in short supply. While there will be fans in each of the houses, we recommend bringing a small battery operated fan with extra batteries. It gets hot. Last years students recommended the water bottles that had the fans on top of them, and they also really enjoyed it when they had a fan that could sit on their trunk. There are no outlets for fans to be plugged in so please use battery operated only. GENERAL INFORMATION
HOGWARTS: THE SUMMER SESSION WEBSITE:
Anything you might ever need can be found on our website. This acceptance packet is what happens when
we have to condense over 95 pages of information. Detail information is provided on the program, what to
expect as a Trefoil student, a site tour of our Hogwarts, the professors’ bios and much more may be found at:
https://filebox.vt.edu/users/anash/camp/hogwarts/index.htm
MODERATED FORUMS:
Come make new friends, catch up with old ones and hang out with the professors as we all eagerly await the day
that Hogwarts opens it doors again. Discuss the on-going mystery, camp life or life in general at
http://h0gwartscamp.proboards.com/index.cgi
MAIN MYSTERY (Runs the Entire 2014 Session):
Whispers of rumors. A odd foot print. Something is not quite right, but Hogwarts is never quiet. Ask questions
and keep your wits about you for the clues are there for those can spot them. Can you solve the mystery in the
time? The Hogwarts: The Summer Session mystery spans entire camp. All the counselors play suspicious
characters the entire time in a mystery play where the campers are the stars who have to figure out who dunnit.
The mystery rules and some tips on interrogating staff may be found here:
http://filebox.vt.edu/users/anash/camp/hogwarts/pages/program_mystery.htm
Visit the website to learn about some of the colorful characters you will meet. `
http://filebox.vt.edu/users/anash/camp/hogwarts/pages/academy.htm
IMPORTANT: 3 to 5 days before you are due to arrive, you will receive an email from Ash with an attachment labeled "Mystery -­‐ Do NOT read". Please print off the attachment. DO NOT READ IT UNTIL YOU ARE IN YOUR ENCHANTED CAR AND ON YOUR WAY TO HOGWARTS. TREFOIL ACADEMY ONLINE STORE:
Location: http://www.printfection.com/trefoil_academy
We have opened an online shop through Printfection. As a
non-profit organization, $3 of every purchase will go towards
improvements for the academy. The remainder of the cost is
Printfection's own services for hosting our shop and printing
the items. The store contains a host of clothing and items
such as water bottles, tote bags and more.
The designs span from Trefoil Academy pride, wizarding
related humor, and of course, house pride.
•
•
•
Purchasing from the shop is not required for camp attendance. Purchasing from the shop does not guarantee a spot on the camp's roster. Purchasing house-­‐specific items or clothing from the shop does not guarantee a spot in that house.
MAKING A HOUSE DECORATION - Optional
House pride is very important at Trefoil Academy, and we understand our students truly enjoy decorating the
houses even further. We invite you now to prep a decoration before hand. If you do not know what house you
will be in, we love it if you would consider making an academy decoration. A word of caution . . . please
understand that any decorations brought can accidently get destroyed. While on a whole, our students are very
careful with the decorations and we love them for that, it is an outdoor site, and accidents due occur.
Rules:
1) One decoration per person.
2) Decorations may be bought (i.e. streamers etc) or made. We preferred made but if you are going to
buy something, please do not spend more than a few dollars.
3) Decorations need to be able to be taped to the wall or pinned to the fabric so nothing too heavy. If
they are a ground decoration, there is a distinct chance that the decoration will not necessarily be by
your bed.
4) Any decorations will become property of the house to be passed on to new group of the house.
Please keep in mind that our storage space is limited.
5) Decorations may not put down other houses
Possible ideas (but not limited to): banner, poster with house mascot or house related theme, streamers, a houserelated book (alumni’s journal, stories of the house), or founder’s artifact. Have fun with it!
Wolfin: Green, wolves, woods, forest, earthy, living in a den
Phoenixter: Red, phoenix, fire, rich and vibrant colors, friendship, warmth, cozy, living a nest.
Waverider: Blue, hippocampus, beach, ships, sea creatures, ocean related, underwater
Dragonor: Gold, dragons, light and airy, a spirit central club or party zone.
Trefoil Academy: Hippogriff, Purple.
ACADEMY CRAFT DRIVE – Optional
"Never doubt that a small group of thoughtful, committed citizens can change the world. Indeed it is the only thing that ever has." -­‐ Margaret Mead Hogwarts: The Summer Session is staffed completely by unpaid volunteers. While our numbers are few, our
impact is astounding. If 54 volunteers are able to have this type of impact, imagine what 154 individuals could
do if they band together. Because volunteerism is the driving force behind this camp, each year we commit to a
different fundraiser. In 2010, Hogwarts: The Summer Session raised a sizable donation to the local food bank.
In 2011, we built an extremely popular library for Icimani. And then in 2012, we raised constructed a
phenomenal game corner. In 2013, we did a mix drive which helped even further.
This year we will be holding a craft drive. Various craft supplies (kid scissors, washable markers, paintbrushes,
color pencils, crayons etc) are heavily used by all the camps. We wish to continue to restock what the site has to
offer. If you have any spare craft supplies lying around the house, we would love to have them.
Donations may be dropped off at the check-in station upon arriving for the Summer Session.
SPECIAL EVENTS
Breakfast-On-Demand (Arrival Day Only): ACCIO Breakfast
Whether you traveled by flying car or by dragon, our wonderful
kitchen staff knows that sometimes a hot breakfast is exactly what
you need to fortify yourself for the adventures ahead. As part of the
academy fundraising campaign, the kitchen staff is once again
offering Breakfast-On-Demand. 100% of the proceeds earned from
this camp to purchasing new additions for future campers of all
Icimani camps. These additions include items such as more prep
sink, air conditioning, zipline etc.
DIAGON ALLEY (will be held outside regardless of inclement weather)
Outfit yourself for the magical journey ahead
Welcome parents and students alike to Diagon Alley, the wizarding world’s most popular place for shopping and supplies! Trefoil Academy Students and their families are invited to explore
the different shops. Parents will have the option of purchasing their
wizarding robes or browsing our academy pride store, which
contains items crafted by our talented group of volunteers. More information may be found at:
http://filebox.vt.edu/users/anash/camp/hogwarts/pages/program_first_day_diagon.htm
Parents, please note that Knockturn Alley remains “student only”.
Every Night Is Special At Trefoil Academy
Sunday: Pirates vs. Ninjas
We invite you to take part in this ancient debate. Which is better: pirates or ninjas? Dress up to show support
for your side. Do not forget to wear an article of purple to demonstrate
your academy pride.
Monday: Halloween
Students are invited to bring a half mask or Halloween costume for the
Ghost Carnival. Costumes must be G and easy to move around in.
Tuesday: Wizarding World Cup
If you have a favorite wizarding country team, tonight is your night to show
your pride as they compete for the wizarding world cup.
Wednesday: Muggle Night
Muggles are non-wizarding folk, and they have a strange sense of fashion compared to us wizarding folk! Show
off your muggle-studies prowess, or lack thereof, with this fun evening of silly costuming by dressing up to
blend in with the muggles.
Thursday: Ancient Wizarding Civilizations - Rome
With our time machine from last year, we will be traveling back to ancient Rome. Fashion a toga to blend in.
TREFOIL ACADEMY POLICIES:
The complete list of policies and procedures may be found at:
http://filebox.vt.edu/users/anash/camp/hogwarts/pages/enrolled_safety.htm
The cliff note version is as follows:
Concerning Electronics:
The following electronics are not allowed at: alarm clocks/watches, beepers, cell phones, MP3 players, laptops,
kindles that have Internet access and video cameras. Alarm clocks and watches have been added to the list since
they were used as tools in hunting for mystery clues at night, which is a safety concern.
The following electronics are permitted at the
school: battery operated fans, independent
cameras, and hair dryers.
In Case of Dire Emergency Only in the case of a dire emergency (i.e.
death of a family member), please call 540774-7725 and leave a message with your
name, the name of your child, the situation,
and a phone number that we can reach you.
Your call will be returned.
Concerning Phone Calls:
Phone calls undermine a student's
independence and confidence that everything
is all right. Students are not allowed to use the
phone for any reason. If you do not hear from
us, please assume that your child is having the
time of their life. On rare occasions, we may
contact you if we have questions or wish to
share some major accomplishment that your child has done that we just couldn't wait till check-out to tell you
about them. (On the other hand, letters actually foster independence while providing support since it takes a few
days to go back and forth. Please send mail - you will make your student's day. Many of the adult staff still has
our letters from when we were campers.)
TREFOIL ACADEMY Rules (. . .these are interesting times in wizarding world . . .):
Please familiar yourself with the academy rules before arriving:
http://filebox.vt.edu/users/anash/camp/hogwarts/pages/enrolled_safety.htm
Owl Post (Mail) Please use the following address format wherever possible: First Name Last Name House Name if Known (Dragonor, Wolfin, Phoenixter, Waverider) Trefoil Academy -­‐ Hogwarts: The Summer Session Icimani Adventure Center 5488 Yellow Mountain Road Roanoke, VA 24014 Owls deliver mail and packages each afternoon to each house's roost.
Prefects will collect their house's mail and deliver it to the students.
In today's technological era, written letters are rare and are made that
much more precious because of it. Students adore mail. We strongly
encourage you, the students' extended family and friends to send snail
mail. Many of us professors still have the letters our parents sent us
when we were students.
Delivery Options: 1) Bring all mail to check in. Owl Post Office (Diagon Alley) will be collecting it when students arrive. We will then deliver the mail over the course of the program. 2) Snail mail to the camp. Make sure to include your child's full name, Trefoil Academy -­‐ Hogwarts: The Summer Session, with the address. You will want to mail a few days before the camp or by the start of the camp to ensure that it comes. Mail often takes 3-­‐5 days. Care packages Delivery options are the same as above Camp is a sufficient gift for anyone. However, parents sometimes
desire to send their camper a care package. If you send a package,
please abide by the following rules:
1) Do NOT include the following items: candy, snacks, gum or food, money, weapons, squirt guns and electronic games or appliances. These items will be confiscated. 2) Label the package with your child's full name and their house assignment if it is known before. 3) Limit the size to that of a shoebox to prevent jealousy from one's housemates. 4) Limit the number of large packages to two to prevent jealous from one's housemates. For parents who don't know what to pack, here are a few ideas that we have noticed campers in the past really enjoying: pictures from home, comics or books, random trinkets picked up in the dollar store, little stuffed animals, puzzles, Mad Libs, brainteasers, mazes, deck of cards etc. FIRST TIME TREFOIL ACADEMY STUDENTS: Congratulations!!!
You must be so proud (and if you aren't, you
should be)!! You applied to the Trefoil Academy
of Magery and Sorcery, an international school
for gifted young witches and wizards, and were
accepted! No doubt you are excited beyond belief.
Who wouldn't be? You are about to go on an
incredible journey full of surprises around every
corner and will making friends and memories that
are going to last you a lifetime. But with all of
that excitement, you may be a little nervous
especially if you have never been away from
home for a full week.
We talked with last year’s students and they have
come up with a list of advice for you that we would like to share. We compiled all of that advice along with our
own at: http://filebox.vt.edu/users/anash/camp/hogwarts/pages/enrolled_first.htm
PARENTS OF FIRST TIME TREFOIL ACADEMY STUDENTS:
PREPARING FOR THE TRANSITION
The first time sending a child off to camp is not only a transition for the camper but for the parents as well. Here
is some advice to help first time camper's parents based on different experiences and different sites. We also
strongly encourage you to check out the camp parent forum board "Easing the transition".
Help preparing a camper for a residence camp is more involved than just packing their belongings for you also
want to make sure that they are emotionally ready for this adventure. It is a delicate balance. On one hand, you
don't want to over do it for you could result in overwhelming her and cause her to focus only how much she will
miss home. But on the other hand, she will be looking to you to figure out how to handle this new experience.
The following information at http://filebox.vt.edu/users/anash/camp/hogwarts/pages/enrolled_first.htm covers
the following topics:
* How to Talk About Camp
* General Do’s and Don’ts
* Tips for Months Before
* Weeks Before Camp
* Night Before Camp
* The Day of Check in
* During Camp
* Dealing with Homesickness
* Pick up and Transition Home.
TREFOIL ACADEMY PACKING LIST (revised 12/03/14)
Please LABEL ALL belongings!!!!!! Peeves enjoys running off with one sock.
General Gear – please label with full name
- pack in rubber tote, trunk or suite case
1 Rubber Tote with lid, Trunk or Suite case – no bigger
than 36" length and 22" width for space is limited. The
dimensions are located on the sticker for the rubber
totes. This is usually a 37 gallon or 106 quart storage
bin. This also acts as your shelf. Last year’s students
found the ones with wheels worked the best.
Non-aerosol bug spray - Containing tick-­‐repellant. Recommended: deep-­‐forest repellant. Apply right before arriving to camp
Sun screen lotion – Apply right before arriving at camp
Laundry bag – for dirty clothing
Writing paper – for letters home
Pre-address envelopes that are stamped for letters to
write home
Sealed letter from parents (at least one, please see
mail/care package policy under policies)
Clothing – Please label with full name
- Pack in rubber tote, trunk or suite case
Shorts (8 - 10)
Shirts (10 - 12) – if you are returning to your house,
wearing your house color can earn house point.
We participate in impromptu water games when it is hot
out. Please do your best to avoid white unless that shirt
is for tie- dying or you will need to always leave a
colored shirt in your day bag that you can throw on.
Sweat shirts (1 - 2) – it gets nippy in the morning
Jeans/long pants (3 - 4) – in case it gets cool at night
May not have any tears in them. Long pants are
required for 3rd years & older for Wands-At-The-Ready.
Undergarments (9 pairs of underwear, 4 bras)
Socks (12 - 16 pairs)
PJS (5 pairs)– it get cool in the building at night
Full Piece Bathing Suit (1) AND one bathing suit cover.
The cover should at least have shorts. Please no bikinis.
Water Shoes - NOT FLIP-­‐FLOPS! Shoes MUST close around the ENTIRE foot so they won't fall off! This must be followed by all attendees in this camp
Sneakers (3 pairs) – we do a lot of walking/running
Rain jacket/poncho (1)
Rain boots (1)
Jacket (1)
Day Gear – Please label with full name
- Pack into the day bag
Back-pack – this serves as your day bag and will need to
hold your class supplies & the following items
20 ounce water bottle (2)
3 ring binder to serve as your spell book with paper
Notebook
Pens (2 – 5)
1 plain, pre-washed white t-shirt – for tie-dye, please preback in your day bag
Sleeping Gear – Please label with full name
- May be pack externally to the trunk
Flashlight – pack in trunk
Batteries for the flashlight – put into flashlight
Pillow
Sleeping Bag
Blanket - Can get cool at night
Ear plugs - pack into trunk
Bathroom Gear – Please label with full name
Recommend packing together
(3) Handkerchiefs to dry hands to help save on paper
towels.
Shower shoes – flip-flops are allowed
Bath Towels (4)
Wash Clothes (3)
Shampoo/conditioner in a waterproof bag
Soap
Toothbrush
Toothpaste
Shower caddy – strongly encourage to let you pack all
bathroom gear into one location for easy access
Hairbrush and hair ties
Deodorant
Tissues
Nail Clippers
Feminine care products
Foot powder
Optional – Please label with full name
Stadium seat cushion for portable seating
Stuff Animal/Pictures of home to put up on your trunk
Book
Sunglasses/Hat
Disposable camera (Camera phones are NOT allowed)
Camp Sister Gift – please keep it $2.00 or less for your
camp sister. We prefer something hand made
Academy Craft Drive - (Optional):
We wish to continue to restock what the site has to
offer. If you have any spare craft supplies lying
around the house that you do not want, we would
love to have them.
Battery operated fan with batteries (1-2) - Strongly
encouraged. It gets hot. We will not have outlets for
people to plug fans in by their beds – battery operated is
a must.
Sunday Night's Theme: Pirates or Ninjas
Come dress as a pirate or ninja. Don’t forget to include
an article of purple for academy pride.
Monday Night's Theme: Halloween
Half masks only if you bring a mask. Please keep
costumes ‘G’.
Tuesday Night's Theme: Wizarding World Cup
Show your pride for a particular country’s wizarding
team
Wednesday Night's Theme: Muggle
A wacky dress night
Thursday Night's Theme: Ancient Wizarding Rome
Please bring bed sheet and rubber band to fashion a
wizarding toga over your clothes.
MEDICATIONS:
All medications (prescription and over-the-counter) are to be given to the camp nurse upon arrival at camp.
Please put your daughter’s medications in a clear ziplock bag and clearly mark the following on each
medication:
Child’s Name
Time and Dosage
Name of Medication
Need for Refrigeration
Reason for Taking
Special Instructions
If your camper remotely has problems with seasonal or environmental allergies, please consider bringing an
over counter medication for them. It is suppose to be a bad allergy season.
PLEASE LEAVE AT HOME
Cell phones*
Pagers and Beepers
Water guns
Food – very curious wildlife
Laptops/Kindles (some have internet
Snacks and Gum
access). We have books you can read.
IPods, MP3 players
Weapons**
Watches (we will give out warning cries of Money
how much time is left)
Alarm Clocks
Items of monetary or sentimental value
* We have a phone for emergencies. The director will determine what constitutes an emergency. We
have found that phone calls increase homesickness.
** Concerning Private Archery Bows:
Many of the campers attended have their own bows. (For those who don’t, don’t rush out and buy one
for there is plenty of loaner equipment for archery). Campers may choose to bring their own bows at
their own risk. We will take the bow upon arrival and store it securely until it is time for you to use it.
All bows must undergo an equipment inspection by a range marshal (Ash, Moon, or Belle). The bow
must have a storage sock and be labeled.
The Leave At Home items WILL be confiscated ESPECIALLY CELL PHONES. We are not responsible for
the condition or security of items confiscated or brought by campers. We also reserve the right to search bags to
confiscate any items deemed dangerous or not appropriate.