FREQUENTLY ASKED QUESTIONS

 

Application Process:

• Why does CYLC have a Two-step Application Process?
  In the past years of 2018 & 2019, CYLC received more than 1300 applications during Step One online application and accepted the first 400 based on their timestamp, who were then notified to submit the Step Two Acceptance Package. To save all parties’ time and effort, CYLC has adopted this two-step process to timestamp all applications and ensure that all applicants have a fair opportunity to apply and attend.
• How do I apply using this two-step process? Please refer to the CYLC Two-Step Application Process Instructions.
  
• Which website should I go to for the registration or would the link be distributed through email?
  Please check on www.cylc-dfw.org and go to the Application tab to find the information.  You may also refer to CYLC’s Facebook page to obtain the updated information.  CYLC will send an email reminder for the application process, but it is your responsibility to check the website regularly for details or updates as changes may occur during the process.
  
• Is the online application reviewed on a first-come-first-serve basis?
  Yes, the online application is sorted using the timestamp on the final confirmation page and reviewed on a “first-come-first-serve” basis. The application for most grade levels was filled in less than 1 minute 40 seconds in past years.  It is important to have all necessary information (Camper personal information, parents’ contact, shirt size, roommate, past camp years…) in hand to complete the application. 
  
• When will the applications be available online?
  To avoid crashing the servers, CYLC has assigned certain dates when applications will become available for each grade level.  To increase your chances of acceptance, please aim to apply as early as possible during the correct time window.  Applications submitted prior to the assigned dates and times for your grade level will not be considered.
  1. 1/22/2024 Monday 8:00pm – 10 years old before 8/31/2024 and current 4th grader
  2. 1/23/2024 Tuesday 8:00pm – Current 5th grader
  3. 1/24/2024 Wednesday 8:00pm – Current 6th grader
  4. 1/25/2024 Thursday 8:00pm – Current 7th grader
  5. 1/26/2024 Friday 8:00pm – Current 8th grader
  6. 1/27/2024 Saturday 8:00pm – Current 9th grader
  7. 1/28/2024 Sunday 8:00pm – Current 10th, 11th, 12th grader

  Registration is open to all applicants who are at least 10 years old by 8/31/2024.

  Assistant Counselor application is for those who are at least 15 years old by 8/31/2024.
  Registration will be opened at 8:00pm (Central Standard Time) for each of the above dates.
  *Please be honest when filling out the birthday and grade level on the application.  CYLC reserves the right to reject any application with false information.
  

• May I send in the Acceptance Package directly by mail without using the online process?No, Acceptance Packages/Step 2s directly sent via mail without first applying online and receiving an email acceptance notification will NOT be accepted and will not constitute a valid application.  Please wait until you receive the email acceptance notification and then submit the paper Acceptance Package. 
  
• How soon should I turn in my paper Acceptance Package?Please wait until you receive the acceptance confirmation email from CYLC.  Then complete the Acceptance Package by following the instructions of step two, described in the instructions section of the application process.  Mail the completed package to CYLC, P.O. Box 868156, Plano, TX 75086, postmarked on or before February 9, 2024.  Please double-check that the Acceptance Package is completed before mailing, as an incomplete Acceptance Package may be subject to disqualification. 
  
• Is the applicant “IN” when I complete the online application?No, completing the online application is only the first step.  Once you receive an email notice that your application has been ACCEPTED, please submit the paper Acceptance Package with the required documents as instructed and postmarked on or before February 9, 2024.
  
• Do I need to do the online application if I am applying for a counselor?Yes, both camper and counselor applicants need to apply online as the first step. Check the “apply for counselor” box if you want to apply for a counselor or assistant counselor position. In step two, you need to complete camper forms as instructed.  You may apply online for counselor and assistant counselor after completing the camper application. We have limited spots; there is no privilege for past counselors in the application.  Please follow the process carefully as instructed.  
  
• Do I get a confirmation timestamp after completing the online application?You will get a confirmation page at the end of the online application but not necessarily the actual time stamp.  Please print out the confirmation page for your record.  The application data (including the confirmation) is transferred to CYLC’s database by the sequence of time of completion. It is important to put the confirmation# on the mailed Acceptance Package. 
  
• I messed up my application; can I make a change without affecting whether or not I get in?It is your responsibility to follow the application process and carefully check all the documents before submission.  Any mistakes may adversely affect the processing of your application, especially the correct contact information such as email address and cell numbers. The uniform size will also be based on what is recorded on the application. 
  
• How quickly do spots run out?It depends on how many applicants apply for each age team.  In 2018 and 2019, the teams were filled on average in 1 minute 20 seconds. The times ranged from 1 min to 1 min 45 sec.
  
• How many campers will CYLC take? How many groups and what is the group size?CYLC will take 400 applicants, including assistant counselors and counselors.  There are ten teams, and each team has on average 34-36 campers (balanced by gender).  The return/past campers and new campers acceptance ratio is 75% vs 25% (3:1). Please honestly specify as a past camper (actual years attended) or a new camper. 
  
• Is there a place I can specify who I want to room with during camp?Yes, please specify who you want to room with during camp.  CYLC will assign a roommate for you if your roommate did not get in or you did not specify a roommate on the application form.  You may specify who you do not want to room with as well, but there is no guarantee either way.  We will do our best to accommodate all requests. 
  
• Will everyone get a confirmation email?Yes, CYLC will email the acceptance notice and you may mail in the Acceptance Package as the 2nd step.  You will also receive an email notice if the team is full and you are put on the applicant waitlist.
  
• Can I pay the camp fee online? For example by Paypal or credit card? What method of payment will be accepted for the camp?No, the online application is the first step, and you don’t pay the camp fee until you submit your paper Acceptance Package (if you are accepted). After you receive the acceptance notice, then you should include the camp fee and submit it with the application package as the 2nd step.  Personal checks and money orders are accepted for the camp.  Any returned check penalty will be paid by the applicant. 
  
• Shall I register by age group or by grade level?Please follow the grade level and sign up on the assigned date.  CYLC reserves the right to verify an applicant’s birthday or school grade level, as any “incorrect” birthday or grade level may cause disqualification.  CYLC may request the birth certificate or school report card as a reference.  
  
• May I register the camper after the assigned date? Yes, you may still sign the camper up after the grade level assigned date.  Online Application will remain open until February 9, 2024 or close early by announcement. Your information will still be time stamped in the CYLC database after completing step one (the online application).  
  
• Can I sign all the documents online?Not at this time.  The online registration is only for general information and to obtain a timestamp confirmation.  You need to submit the paper Acceptance Package after you receive the email acceptance confirmation.  Counselor applicants also need to mail in hard copies of the Acceptance Package. However, the counselor application itself will be submitted online and counselor candidates will be given individual notice to apply after completion of Step One.
  General Questions:
  
• What does CYLC stand for?CYLC stands for “Community Youth Leadership Camp”.  The camp is held once a year and is usually on the 3rd or 4th week of July.
  
• What’s the age limit for the camp?Currently, CYLC accepts 4th grade (age 10) to 12th grade students. Different grades may have more than one team based on age and number of applicants.  
  
• Does my child have to find his/her own roommate or will you pair them up?CYLC will assign the roommate based on the following:1) Whether both campers list each other.

  2) Whether one camper lists another.

  3) If no roommate request is submitted, then CYLC will assign the roommate for that camper.
  

• What’s the dorm arrangement for the camp?Each dorm room has two beds, a shared living space, and a private bath.
  
• If I want to withdraw from the camp due to some emergency reason after I registered and paid in full, can I get full refund or partial refund and how much I can get? Is there a refund if my kid can’t attend?There is a $50 nonrefundable application fee.  You will get the refund with a $50 registration fee deduction before March 31, 2024.  No refund after April 1, 2024. Please submit a written request to withdraw from camp. Once you withdraw from camp, you will lose your spot in the camp and can’t request to get the spot back. Applicants cannot request a personal replacement if the applicant cannot attend the camp. No camp fees can be rolled over for next year. 
  
• May I pay the camp fee in installments?No, the camp fee must be paid in full by check with the Acceptance Package.
  
• If my child has to leave before the end of camp, will I still have to pay the full amount?Yes, the full amount of camp fee should be submitted with the Acceptance Package. The camp fee is not refundable after April 1, 2024 (see question 5 for more details).  Please plan your schedule accordingly to allow your camper to attend for the whole duration. 
  
• If my child has an important event during the camp, can they still attend the camp and miss one day of camp? Once my child leaves camp for another obligation, can he/she return to camp?Yes, the camper may still attend the camp and miss one day.  Please send in written notice to the team teacher and counselor before camp starts.  It is the parent’s responsibility to organize transportation to and from camp. 
  
• If my child needs to take medicine every day, do you have a nurse to help him/her about this?Yes, we have a nurse on site to take care of all medical situations.  All prescription medications must be given to team teachers/counselors on the first day of check in.  Team teachers are responsible for ensuring that the camper takes the medicine on time. The camp site also has a medical center for general medical needs.  CYLC will notify parents immediately of any medical emergencies should the situation arise.
  
• Is the camp overnight? Any requirements for a kid to attend the camp?Yes, CYLC is an overnight camp on a college campus. It is open to all children who meet the age requirements.  The camp requires a lot of physical activities and team work; any misconduct may lead to dismissal from the camp without refund. CYLC will send out a parent’s letter in July with details of things to bring, check in/out process and the drop off location for buses.  
  
• How many teachers/TAs/Counselors are in the camp?CYLC has a dedicated teacher and a counselor team of 5-6 C/ACs for each team. Teachers/TAs/Counselors total about 85 people at camp.  CYLC also has around 10 extra parents and volunteers to help on the first and last days of camp. 
•  
• What are the activities in the camp?The main activities include Leadership classes/workshops, dance/performing arts, arts & crafts, cooking, filming, performing arts, etiquette, self-defense, rock-climbing, team building, and team project and leadership themed programs. 
  
• How safe is the camp?The teams are always escorted by teachers and counselors and are under their supervision for every class.  The dorm is dedicated for CYLC use only and the entrance cards are only held by CYLC staff and counselors. On-duty teachers also walk around the floors to make sure campers are sleeping after curfew. Each floor has teachers, TAs, and C/ACs to ensure that campers’ needs are promptly met and addressed. 
  
• I am not in the same Ban/team as my friends. How are the Bans/teams split?In most cases, the same grade level should be in the same team, but some of the grade levels may have more applicants than others, which may split them into different teams.  CYLC cannot differentiate who is friends with whom and is not capable of meeting each camper’s needs/requests.  CYLC encourages campers to meet new friends and learn new things. 
  
• Do I still have to go to Formal if I don’t bring formal clothes?Everyone in the camp is required to follow the scheduled events. CYLC will ask the parents to deliver formal clothes to camp before the formal night on Tuesday, July 18, if the student did not bring formal clothes. It is important for parents to read the parent’s letter and make sure all items are prepared before camp.
  
• What should I bring to the camp? What’s the drop off and pick up procedure of the camp?Please refer to the parent’s letter in July for all details of things to bring and drop off/pick up schedule. You may call the teachers/counselors with questions then. 
  
• When is the camp reunion?The camp reunion usually is scheduled on the weekend 1-2 weeks after the camp.  We will send out an email to each camper for the date of the reunion. 
  Counselor/Assistant Counselor Application Questions:
  
• Do I need to turn in the camper application in order to apply to be a counselor?Yes, please submit the online application first and mark that you are also applying for counselor.  Once you receive the acceptance email, then submit the Acceptance Package. The online counselor Google Form application link will be emailed at the same time as the acceptance email.
• How long does my essay need to be?The essay is 250-650 words. Longer is not better as long as you adequately address the prompts. 
  
• How long do my answers to the questions need to be?Answers should be concise and clear.  We are looking for creative ideas and practical solutions.
    
• How can I submit my counselor application package?We have set up a Google Form for you to submit your question answers, resume, essay, and code of conduct.  We will email the link to you directly after you are accepted through Step 1 .  
• Are grades/rank a major factor in selecting C/ACs? What factors are considered?No, CYLC provides equal opportunities for all candidates. The school ranking/grades are not the major factors for selection.  CYLC is looking for the leadership traits of creativity, confidence, integrity, positive attitude, and behavior.  Most important is being a good team player and a good role model for campers.
  
• If I don’t make C/AC will I be a camper?Yes, you will keep your spot as a camper.  The ratio of C/AC selection rate is historically about 50%, but this is a great opportunity for you to prepare yourself early for college applications and the interview process. Every step of the C/AC application process is important.  CYLC hopes this experience can help you build up confidence and also polish other leadership skills.
  
• I have never been to CYLC camp before; can I still apply to be a counselor?Yes, you have the same opportunities as other candidates who have attended CYLC before. 
  
• If I have an unscheduled emergency and I miss more trainings than allowed, will I be disqualified?CYLC counselor training is very important.  Please arrange your schedule accordingly so as not to conflict with the counselor training schedule especially for new assistant counselors.  Missing any session will make it hard for you and your team to evenly divide the workload and will be unfair to other counselors.  As such, all training sessions are mandatory, but reasonable excused absences will be considered on a case-by-case basis. With the exception of illness and emergencies, all excused absences must be disclosed in advance and preapproved by the CYLC committee. 
  
• I have absolutely no talent for dancing. How will this affect my candidacy?CYLC is not a dance camp but dance is an important way to present your teamwork skills.  Your actual skill level will not affect your counselor selection, but it is important to keep a positive attitude as that will be considered more heavily during the review process.  
  
• How can I improve my application?Be yourself.  CYLC does not have any cookie-cutter requirements in its counselor candidates.  Each candidate will be considered individually and evaluated holistically based on his or her individual strengths and weaknesses.  Pay attention to details and make your application look professional (e.g., make sure your application, resume, essay and picture are nice and clean). Each interview is six minutes long.  Let the teachers get to know you, and you may always seek more practice by asking your parents for tips or speaking with past counselors for additional advice prior to the interview.
  
• What is the counselor training schedule for 2024?
  • The Counselor application due date is 2/20/2024. You will be notified of your interview time by 2/23/2024. If you can not make your scheduled time, you must arrange yourself to switch with another candidate and notify CYLC Admin Team by 2/25/2024.
  • Counselor interview:  3/2 Saturday and 3/3 Sunday.  
• • The first Meet and Greet is 3/23 Saturday 
  • Counselor Training dates are 6/22-6/23, 6/29-6/30, 7/13-7/14
  • Move in date is 7/21 Sunday. 

  Note: Selected Counselors and Assistant Counselors may only be excused from a maximum of two trainings, however the training sessions on July 13-14 and July 21 are mandatory. With the exception of illness and emergencies, all excused absences must be disclosed in advance and preapproved by the CYLC committee. C/ACs with any unexcused absences or who miss a training not due to special circumstances (e.g., illness or emergencies)  will be removed from the C/AC team. Tardiness or early departure is considered an absence.  
  The dates and event place may be changed subject to availability – emails will be sent for notice.  The C/AC team may need to fulfill the team work or assignment responsibilities during weekdays. It is very important for C/ACs to commit to the training schedule. 
  *For any other questions, please email cylcdfw@gmail.com