Certainly! Below is a detailed breakdown of the SayPro Participant Registration Forms, which are essential for ensuring that each individual attending a SayPro program receives the care, support, and accommodations they need to participate fully and safely.
SayPro Participant Registration Forms
Comprehensive Intake for Personalized, Inclusive Programming
Overview
The SayPro Participant Registration Forms are designed to collect critical personal, medical, and support information for every participant in order to:
- Ensure individual needs are met with appropriate accommodations.
- Support medical and safety planning.
- Allow for effective activity planning and group assignments.
- Foster inclusive, respectful, and responsive care environments.
All information is collected confidentially, securely stored, and shared only with authorized staff involved in the participant’s care and supervision.
1. Form Structure and Categories
Each registration packet consists of multiple sections. Forms are available in digital and printable formats and may be adapted to be accessible (e.g., with symbol support, screen-reader compatibility, or caregiver assistance).
Section 1: Personal Information
| Field | Details |
|---|---|
| Full Name | Legal name of the participant |
| Preferred Name/Nickname | For use in casual settings |
| Date of Birth | For age-appropriate grouping |
| Gender Identity | Optional; used to ensure respectful communication |
| Pronouns | Optional; supports inclusive dialogue |
| Parent/Guardian Name(s) | Primary contact(s) |
| Primary Address | Full mailing address |
| Phone Numbers | Primary and secondary |
| Email Address | For digital communication and forms |
| Emergency Contacts (2+) | Names, relationships, and phone numbers |
Section 2: Medical History and Health Information
| Field | Details |
|---|---|
| Primary Diagnosis(es) | Developmental, physical, neurological, etc. |
| Secondary Diagnoses | Mental health conditions, learning disabilities |
| Mobility Level | Independent, wheelchair, walker, assistance needed |
| Hearing/Vision Impairments | Use of aids or devices |
| Seizure History | Type, frequency, triggers, recovery protocol |
| Allergies | Food, environmental, medication, severity |
| Dietary Restrictions | Religious, medical, texture, or sensory-based |
| Feeding Requirements | Assistance needed, feeding tubes, adaptive tools |
| Toileting Needs | Independent, assistance, changing supplies required |
| Medication Needs | List of all medications, dosages, and times |
| Emergency Medication | EpiPen, inhalers, rescue meds with clear instructions |
| Preferred Medical Facility | For emergency transport if needed |
| Insurance Information | Optional for emergency care purposes |
| Physician Name & Contact | In case further clarification is needed |
Section 3: Accommodation and Support Needs
| Field | Details |
|---|---|
| Communication Methods | Verbal, non-verbal, sign language, AAC devices |
| Behavioral Supports | Known behaviors, triggers, effective strategies |
| Sensory Sensitivities | Noise, light, texture, crowd sensitivities |
| Calming Techniques | What helps participant self-regulate |
| Social Interaction | Prefers one-on-one, group activities, peer support |
| Activity Preferences | Likes and dislikes for art, music, sports, etc. |
| Physical Accommodations | Modified seating, ramps, lifts, etc. |
| Visual Supports Needed | Picture schedules, task cards, timers |
| Therapist Involvement | OT, PT, SLP contact info and therapy plans |
| One-on-One Support Needed | For high needs or safety monitoring |
| Transportation Requirements | If camp provides transportation services |
Section 4: Consent and Permissions
| Field | Details |
|---|---|
| Medical Treatment Authorization | Allows staff to administer first aid or emergency care |
| Medication Administration Consent | Parent/guardian signs for routine and emergency meds |
| Photo/Video Release | Consent for participant images used in SayPro media |
| Field Trip/Community Outing Approval | Allows participation in off-site activities |
| Behavior Intervention Consent | Allows use of positive support strategies as needed |
| Information Sharing Permission | Authorizes SayPro to consult with therapists or schools for planning |
Section 5: Additional Notes and Attachments
Participants or caregivers may attach:
- Copies of Individualized Education Plans (IEPs) or Behavior Intervention Plans (BIPs)
- Recent therapy or medical reports
- Letters from physicians outlining restrictions or care instructions
- Assistive device manuals or use instructions
- Photos of participant for identification
6. Digital Accessibility and Submission
- Forms can be submitted online through a secure portal.
- Alternate submission methods include email, mail, or in-person drop-off.
- Accommodations for filling out the form include:
- Caregiver-assisted interviews (over the phone or Zoom)
- In-person intake meetings for those with limited tech access
- Translated versions in multiple languages
7. Post-Submission Review and Follow-Up
Once submitted:
- Forms are reviewed by the Program Coordinator, Medical Team, and Inclusion Specialist.
- A follow-up call is scheduled with the parent/guardian for:
- Clarification on medical or behavioral needs
- Confirmation of medication and accommodation plans
- Building the participant’s Individual Support Plan (ISP)
8. Privacy and Data Protection
- All registration forms are protected under HIPAA-compliant standards.
- Information is stored securely and shared only with authorized staff.
- Staff are trained in data confidentiality and secure information handling.
Conclusion
The SayPro Participant Registration Forms ensure every participant is welcomed, respected, and supported according to their unique strengths and needs. By gathering comprehensive information in a structured and accessible way, SayPro builds the foundation for a safe, inclusive, and personalized camp experience.