Institute - Interlochen Center for the Arts

2013 Institute Student and Parent Handbook 

June 15 - 21 

This handbook is for the Institute session of the Camp season from June 15 to June 21. Please be 

aware that because of the Institutes shorter length there are differences with some policies, 

procedures and services from the Arts Camp programs that take place from from June 22 to August 5. 

Greetings from Interlochen! If you are a returning student, we welcome you back, and if you are a new student, 

we are pleased to count you as part of the Interlochen educational community. Interlochen is a special place 

where talented young people are free from the distractions of the outside world so they may focus intently on their 

artistic endeavors, developing friendships and enjoying the beauty of our 1200-acre campus. Our goal at 

Interlochen is to provide a safe environment with exceptional learning opportunities for our students, many of 

whom travel great distances to attend. 

We ask that students and parents read through this INSTITUTE STUDENT AND PARENT HANDBOOK 

thoroughly before coming to Interlochen Arts Camp. Each year’s handbook has new and updated information. It is 

divided into three sections. You can click on the link in the table of contents to advance to that page in the 

handbook. 

CONTENTS 

PACKING AND PLANNING 3 

If you have Questions 3 

Mailing Information 3 

TRAVEL INFORMATION 4 

Driving Directions to Interlochen 6 

PACKING - WHAT TO BRING / WHAT TO LEAVE BEHIND 6 

WHILE YOU ARE AT INTERLOCHEN 8 

ARRIVAL AND YOUR FIRST DAY AT INTERLOCHEN 8 

CAMPUS SERVICES AND GUIDELINES 8 

Institute Division Headquarters 8 

Cabin Clean-up 8 

Telephones 8 

Cell Phones 8 

Camp Division Boundaries 9 

Dining Services 9 

Menus 9 

Food Allergy Guidelines 9 

Campus Stores 10 

Banking Services 10 

Campus Safety and Security 10 

Transportation 11 

Health Services 11 

Counseling and Psychological Services 12 

Recreation 12 

ARTISTIC SERVICES AND GUIDELINES 12 

Attendance 12 

Academic and Music Libraries 12 

Concert Etiquette 12 

Image/Performance Waiver 12 

WELCOME 1

Instrument Services 13 

COMMUNITY STANDARDS 14 

The Pledge 14 

Property Searches 14 

Substance Use/Abuse Policy 14 

Disciplinary Infractions and Consequences 14 

Harassment Policy 15 

Voluntary Withdrawal 15 

Student Support 15 

Body Piercing / Tattoos 15 

Filming / recording / photos in cabins 15 

Graffiti 15 

RESOURCES 16 

ADDRESS AND TELEPHONE DIRECTORY 16 

Performance Calendar Web Site: http://presents.interlochen.org/events 16 

Health Notifications 16 

Pesticide/Herbicide Application Notification 16 

Asbestos Notification 16 

HIPAA - Health Insurance Portability and Accountability Act of 1996 17 

Class Materials List 2013 19 

Music Institutes 19 

Theatre Institute 20 

Visual Arts Institutes 20 

Instrument Services Policies and Procedures 21 

INDEX 22 

The handbook is available for parents online at the Camp Parent Resource Center and via the Camp parent 

portal in Aspen, Interlochen’s new student information system. Copies for students to reference will be available in 

each cabin. Within the first few days of programming, students are asked to sign a statement indicating that they 

are familiar with the Student and Parent Handbook and agree to abide by Interlochen Arts Camp policies. Paper 

copies can be mailed home upon request. 

INTERLOCHEN’S MISSION: 

“Interlochen Center for the Arts engages and inspires people worldwide through excellence in educational, artistic and 

cultural programs, enhancing the quality of life through the universal language of the arts.” 

WELCOME 2

PACKING AND PLANNING 

If you have Questions 

Interlochen website: http://www.interlochen.org 

Interlochen camp link: http://camp.interlochen.org 

Interlochen camp parents information: http://camp.interlochen.org/campparents (Parent Resource Center) 

Parent Portal/Aspen student information system (NEW): http://aspen.interlochen.org (password required) 

Camp Questions: campquestions@interlochen.org or by phone at 231-276-4371 (active in March) 

These offices are open year round: 

Questions about Office Phone number 

Applications, financial aid, class schedules, private lesson/teacher 

requests, audition times, class fees, performance information, 

Enrollment Agreements, day campers 

Admissions 231-276-7472 

800-681-5912 (toll free) 

Cabin life, uniform, laundry, student conduct, off campus requests Student Affairs 231-276-7378 

Arrivals, departures, changes in travel plans, shuttle from airport or 

bus station, lost luggage 

Student Travel 

Transportation 

231-276-7373 

231-276-7303 

Tuition payments, personal spending accounts, allowances (Juniors/ Business Office 231-276-7348 

Intermediates) 

Health forms, health concerns, accessibility concerns Health Services 231-276-7220 

Purchasing uniforms and other clothing, supplies, music, CDs of 

performances, cabin photos 

Scholarshop 231-276-7386 

**Office Hours: The offices above are generally staffed 8:30 AM – 4:30 PM, Eastern Standard Time, 

Monday through Friday during the school year except for major holidays. For specific hours please 

contact the office directly. On camp arrival dates falling on Sundays, these offices are open during 

registration hours.** 

These offices are open only during the camp season: 

Division Headquarters Direct Line Email Address 

High School Boys 231-276-7275 hsboys@interlochen.org 

High School Girls 

231-276-7271 

231-276-7270 

hsgirls@interlochen.org 

Intermediate Boys 231-276-7265 intboys@interlochen.org 

Intermediate Girls Lakeside 231-276-7260 intgirlsl@interlochen.org 

Intermediate Girls Meadows 231-276-7280 intgirlsm@interlochen.org 

Junior Boys 231-276-7255 jrboys@interlochen.org 

Junior Girls 231-276-7250 jrgirls@interlochen.org 

Institutes 231-276-7285 instdiv@interlochen.org 

Camp Health Centers Fax: 231-276-7881 

Boys Health Center 231-276-7225 boysinfirm@interlochen.org 

Junior/Intermediate Girls Health Center 231-276-7224 jiginfirm@interlochen.org 

High School Girls Health Center 231-276-7220 health@interlochen.org 

Mailing Information 

If you are shipping luggage/boxes/packages before or during camp, see detailed instructions on page 5. 

If you use the United States Post Office for mail or packages, use this address: 

Student name 

Division (e.g. HSB, HSG, IB, IGL, IGM, JB, JG, Institutes) 

Interlochen Center for the Arts 

P.O. Box 200 

Interlochen, MI 49643-0200 

If you are using UPS or FED-EX for mail, packages or luggage, use the following shipping address: 

(Private carriers and do not recognize post office boxes and must have a street address) 

Student name 

Division (e.g. HSB, HSG, IB, IGL, IGM, JB, JG Institutes) 


9900 Diamond Park Road 


PACKING AND PLANNING 3

TRAVEL INFORMATION 

Important Travel Information for Camp Parents and Students: 

With over 2,500 camp students arriving and departing at various times each summer to take part in a number of 

different camp programs, it is important to have accurate and up to date information regarding each student’s 

travel plans. The Travel Plans Form that includes specific arrival and departure information must be completed for 

all students, regardless of the mode of travel. This includes those planning to arrive by automobile. 

The Travel Plans Form can be found online via the Parent Resource Center link on the Interlochen Arts Camp 

website or via the Camp parent portal in Aspen: http://aspen.interlochen.org. Those without Internet access, or 

anyone experiencing difficulty in completing the form online, can call the travel coordinator with travel plans at 

231-276-7373. 

When booking plane or bus tickets, the preferred Interlochen travel agency is Classic Travel. They have extensive 

experience with scheduling student travel to and from Interlochen. Classic Travel offers special assistance to 

Interlochen students and parents with travel bookings, and they actively help solve any problems students may 

experience while traveling. Classic Travel contact information is as follows: www.classictravelusa.com or call 

1-800-643-3449, 467 Okemos Road, Okemos, MI 48864. Be sure to reference Interlochen when contacting them. 

Those using Classic Travel to book plane or bus tickets must still complete a Travel Plans Form. 

Completing the Travel Plans Form reserves a seat on an Interlochen shuttle vehicle and ensures that Interlochen 

staff will meet a student at the Traverse City airport or bus station when he/she arrives, and/or provide 

transportation to the airport or bus station in time for him/her to depart, according to the information provided on 

the form. Interlochen transportation service also takes care of transporting student luggage to and from campus. 

The fees for the Interlochen transportation service are listed below. 

PLEASE NOTE: Interlochen provides transportation to and from the airport and bus station in Traverse City, 

Michigan ONLY. Interlochen is not able to provide transportation to and from other cities in the state. 

Parents traveling with their children who desire transportation to and from campus should request transportation 

by sending an email to Transportation@interlochen.org detailing the travel request. 

Travel Plans Due Date: 

Travel plan due date is May 1, or within 7 days of acceptance if admitted after May 1. As noted above, all student 

travel plans, including those traveling by car, must be filed using the online travel form. 

Transportation Fees: 

$10 – Each one-way trip to or from the Traverse City airport or bus station. The fee is 

deducted from the student account. There is no need to carry additional cash to pay the 

transportation fee. 

$30 – Additional fee if travel plans are submitted after May 1, or if there is less than 48-hour notice prior to 

arrival for travel plans changes. Late enrolling students must provide travel plans within 7 days of 

acceptance to avoid the late fee. 

Travel Dates: 

Please pay close attention to the travel dates for each camp session. Students arriving prior to the session start 

date, or departing after the end of his/her session, will be charged a substantial fee for accommodation and 

supervision. Arrival and departure dates for each session are posted on the Parent Resource Center at 

http://camp.interlochen.org/campparents and via the Camp Parent Portal http://aspen.interlochen.org 

Unaccompanied Minors: 

Unaccompanied Minor is a term used by the airlines to designate a young traveler that needs to be escorted by 

airline personnel. The airlines charge a separate fee for this escort service. Each airline has its own specific 

requirements for transporting younger persons. We recommend that parents check with the air carrier to 

determine what requirements apply to a minor child. We also recommend that you schedule flights early in the 

day to avoid students having to re-book their travel and return to Interlochen for departure on the re-booked 

flight(s). Airlines will not board an Unaccompanied Minor if it is the last flight of the day or if any of the 

intermediate flights are the last flight of the day. When making unaccompanied minor arrangements, airlines will 

ask for the specific name, address and phone of the receiving adult. Please provide the following information: 

Adult Name: Tom Ronayne, Interlochen Travel Coordinator 

Address: Interlochen Arts Camp, 4000 M-137, Interlochen, MI 49643 

Phone Number: 231-276- 7373 


Changes and updates to travel plans 

Notify the Interlochen Student Travel Office as soon as possible if there is a change in the students travel plans. 

The preferred way to make a travel plans change is to submit a new online travel form on the Interlochen Arts 

Camp Parent Resource page of the ICA website. Or, if the change in travel plans requires immediate action, call 

the Student Travel Office (231-276-7373) or the Transportation Office (231-276-7303). 

There is no additional fee for changing travel plans if resubmitted at least 48 hours before the scheduled travel. A 

$30 fee will be charged for changes made within 48 hours of scheduled travel. 

Delayed or Cancelled Travel: 

Occasionally there may be a problem with a student being transported by air or bus. This can be caused by 

weather delays or mechanical problems. 

If a student experiences an airline or bus delay, or a cancellation, he/she should do the following: 

1. Call his/her parents first! 

2. Rebook flights as needed 

3. Notify Interlochen of the changes (two steps): 

a. Monday – Friday, 8:30 a.m. - 4:30 p.m. EDT: Call the Travel Office at 231-276-7373 

OR IF 

b. Saturday, Sunday, or M-F after 4:30 p.m. EDT: Call the Transportation Office 231-276-7303 

4. Contact the student’s camp division (high school boys or girls, intermediate boys or girls, junior boys or girls) 

by calling the Interlochen main switchboard at 231-276-7200 (open 7 days, 24 hours). The switchboard will 

connect students or parents to the appropriate camp division. 

International Students: 

Students need to make sure their documentation is accurate and up to date in order to avoid delays or the 

possibility of being denied travel. Passports and/or Visas that will expire while a student is here at Interlochen 

must be updated prior to arrival. Students will also need an I-20 and I-94 that are accurate and up to date. The 

I-20 will usually be issued for the duration of the student’s stay at Interlochen. Make sure the documents are 

signed by both the student AND his/her parent. 

Without current and signed documents student travel will be delayed or denied. While at Interlochen, for the 

safety and security of these documents, these documents are kept in the travel office where they can be 

locked and stored until needed. These documents are very difficult, if not impossible, to replace. Further 

information is available at: http://travel.state.gov/visa/temp/types/types_1268.html 

Final Important travel tips: 

• It is strongly recommended that copies of receipts for any prepaid airline fees (unaccompanied minor, 

baggage/luggage, etc.) be sent with the camp student, to be stored with his/her travel documents for proof of 

payment. The Interlochen Travel office cannot be responsible for reimbursement of additional fees paid to the 

airlines in the absence of a receipt. If you have questions regarding this, please call the Student Travel Office 

at 231-276-7373. For safekeeping, airline tickets, passports and other travel related documents are stored in 

the Travel Office safe as noted above. 

• Send as much luggage as possible ahead by USPS, UPS or FED-EX. Also plan to ship back home as much 

as possible. The airlines have very strict luggage requirements, and will charge substantial fees for oversized 

and/or excess luggage. See “Packing and Planning” section in the Student and Parent Camp Handbook. 

• Check individual airline websites for more information: http://www.united.com, http://www.aa.com, http:// 

www.delta.com 

• It is important that the student’s name, address, and phone number are inside, as well as outside, each piece 

of luggage. 

• Use the luggage tags available in Aspen via the Camp parent portal (see page 7 - “Luggage”) so that 

Interlochen can properly identify baggage as it arrives and deliver it to the correct Camp division. Luggage 

without the proper tags will delay delivery. 

• Students should carry travel money for personal needs and/or any costs that may arise during travel. 

Departing junior and intermediate students who travel by air or bus will be issued travel money from his/her 

personal account. Typically, $20 for domestic flights and $50 for international flights is allotted. High school 

students must obtain his/her own travel money at the Business Office. 

• Traveling from Cherry Capital Airport is very different than traveling from a big city. The planes are smaller and 

during the camp season nearly every passenger is a student. Please trust us when we say that there are no 

exceptions to the policies involving checked and carry-on luggage. 

• Luggage may sometimes not travel on the same flight as the student if the planes are full, and therefore will 

not arrive with the student. If a student’s luggage does not arrive with him/her, Interlochen staff will check 


each arriving flight for the delayed luggage. If the luggage is not located within 24 hours, Interlochen staff will 

file a lost luggage report with the airline. 

• Do not pack medications or other items in checked luggage that students will need immediately or can’t go 

without. These items should be taken in the carry-on bag. Students are expected to turn medications in during 

the check in process when arriving at their Camp division. 

Driving Directions to Interlochen 

Directions are available on our website: http://www.interlochen.org/getting-here 

From Traverse City Airport 

• Exit terminal by turning right on South Airport Road 

• Drive approximately 4 miles and turn left onto US-31/M-37 South 

• Turn right onto US-31. (M-37 and US-31 split at this point) 

• Follow US-31 South to M-137 and turn left 

• The main entrance of Interlochen is 2 miles ahead on the right 

From the South/Southwest US-131 to M-115 (Cadillac) 

From central Michigan - take US-27 North to US 10 West to M-115 

From East/Southeast- take I-75 North to US 10 West to M-115 

Once on M-115 

• Take M-115 North through Cadillac 

• Turn Right onto M-37 North 

• Turn Left onto US-31 South 

• Follow US-31 South to M-137 and turn left (This is Interlochen Corners) 

• The main entrance of Interlochen is 2 miles ahead on the right 

PACKING - WHAT TO BRING / WHAT TO LEAVE BEHIND 

General Information 

The cabin is “home” for campers at Interlochen. Campers form friendships at Interlochen with cabin mates, and 

the staff do their best to ensure that students work together to foster a comfortable, clean, and congenial living 

environment. Cabins are inspected every morning and each student is responsible for an assigned job during 

cabin clean-up. 

Although the cabins differ slightly from one another, each contains similar furnishings and bath fixtures. Cabins 

are rustic, wooden and unheated. Campers have a bunk bed, a locker or closet (about 9" wide) to share, two 

shelves (2' wide) and a place to hang towels. Storage space is very limited so bring only clothing and other items 

that are absolutely necessary. Lofts in cabins provide storage space for trunks and suitcases. 

EQUIPMENT AND CLOTHING LIST 

□ shorts and t-shirts for the week * 

□ 1-2 sweatshirts (any color) 

□ 1 raincoat/poncho/lightweight jacket 

□ 8 pairs underwear 

□ 1-2 pairs pajama’s (1 flannel or sweat suit) 

□ 1 pair sandals or beach shoes 

□ 1 pair of sturdy shoes 

□ 1-2 pair blue jeans or pants 

□ socks 

□ toilet articles 

□ small tote for toilet articles 

□ soap, soap dish/dispenser 

□ plastic drinking glass or water bottle 

□ 

□ 

□ 

□ 

□ 

□ 

□ 

□ 

□ 

□ 

□ 

□ 

□ 

□ 

flashlight 

inexpensive watch 

umbrella 

backpack or tote to carry to classes 

tissues 

camera and accessories 

book 

sleeping bag OR 

1 set inexpensive twin sheets and blankets 

1 pillow and pillow case 

1-2 bath towels 

1-2 washcloths 

sunscreen 

* Note: The traditional Interlochen Arts Camp uniform worn by all Camp students during the 6-week 

session is NOT required for the Institute students. Students will be given have ID badges they must wear. 


Do NOT Bring the Following Items: 

• Nice jewelry 

• Appliances 

• TV’s or DVD players 

• Large electric amplifiers 

• Food, candy, gum 

• Rollerblades 

• Scooters 

• Skateboards 

• Bicycles 

• Laptops (see materials lists for 

exceptions by arts major) 

• Keyboards 

• Items of high monetary/ 

sentimental value 

• Large weights or workout 

equipment 

• Heelies (shoes with wheels) 

Students may bring small battery-operated radios, MP3/CD players and iPods, provided they are equipped with 

earphones. Students who bring small electronic devices do so at their own risk. Any inappropriate items brought 

to Interlochen will be confiscated and stored or shipped home at camper’s expense. Interlochen is not responsible 

for lost or damaged confiscated or collected items. Recordings with “Parent Advisory” labels are not permitted for 

public broadcasting in any location or activity. Please label all electronic devices brought to Camp with student’s 

name. 

Labels – Clothing and Equipment 

It is IMPORTANT that all articles of clothing and other belongings have a name clearly marked for quick and easy 

identification. Please mark other personal items with a permanent laundry marker. Paste an inventory list of 

clothing and equipment inside footlocker or suitcase to facilitate packing at the close of the Camp session. Pack in 

duffel bags, suitcases or footlockers, as storage space is limited. All bags will be stored in the cabin rafters, and 

are not used during your time at Interlochen. 

Luggage 

Allow at least two weeks for items to arrive at Interlochen from the continental U.S. and Canadian sites and 

longer from other locations. Place origin and destination addresses, and phone numbers, inside shipped items in 

case exterior tags become lost. It is recommended to ship belongings in boxes that can be reused at the end of 

the session. 

All baggage that accompanies students who are flying to Interlochen or luggage sent in advance to Interlochen 

must have INSTITUTES labeled on it. You can print your own luggage tags from the in Aspen via the Camp 

parent portal: http://aspen.interlochen.org. Four Institute luggage tags are on one printable PDF page. Be sure to 

indicate arrival date on the tag as this helps with sorting. 

To ship luggage and boxes in advance use the following address and indicate arrival date: 

Student’s Name 

Institute Program 


9900 Diamond Park Road 



WHILE YOU ARE AT INTERLOCHEN 

ARRIVAL AND YOUR FIRST DAY AT INTERLOCHEN 

Arrival and Departure information can be found on the Parent Resource Center at the Interlochen website. Use 

the link to “Camp 2013 Forms and Information” link to find the schedule for arrivals and departures. It is also 

available in Aspen via the Camp parent portal. Please note that once a student checks in at registration, he/she 

must follow all policies for checking off campus. 

Registration Times and Opening - Saturday June 15 

• 9:00 a.m. to 1:00 p.m. (will continue to 4:00 p.m. at division headquarters for any arriving later) 

• Students should arrive on campus and complete registration in time for activities to begin at 2:30 p.m. It is 

recognized that because of limited airline flight schedules some students might not be able to arrive until after 

2:30 p.m. Those students will be integrated into their programs as they arrive later in the day. 

Arriving On Campus 

• By car - park in lots on Ormandy Drive, and proceed to Fine Arts Building for registration 

• By bus or plane - Students will be dropped off at division headquarters and guided by staff from there 

Registration 

At registration, students will be checked for complete paperwork, screened by health services and asked about 

travel plans at the end of the session. The following items must be complete before receiving cabin assignment: 

• Admission & Financial Aid must have signed enrollment agreement on file 

• The Business Office must show that tuition bill is paid 

• Health Services must show that all health forms are complete 

Students with any medications, must bring them to registration and give them into Health Services staff. Once a 

student receives his/her cabin assignment, he/she is officially checked in and may not leave campus until the 

Institute session is over. 

CAMPUS SERVICES AND GUIDELINES 

Institute Division Headquarters 

• Send and pick up mail and messages 

• Place and receive telephone calls 

• Check out games and supplies 

• Obtain cabin clean-up supplies and toilet paper 

Practice huts are available in all divisions. Because the cabin area is intended as a haven from noise and activity, 

you may not practice or rehearse in or around the cabin. 

Cabin Clean-up 

In the interest of maintaining a clean and healthy living space, each morning all students participate in cabin 

clean-up, so that the cabin and its surroundings remain presentable. With the supervision of the cabin counselor, 

students will clean the bathroom areas, sink areas, sweep, and tidy personal and public areas within the cabin, 

complete a campus chore, and rake around the outside areas. 

Telephones 

There are limited phones available for student use within each division to place a calling card, third-party or collect 

call. Keep in mind that this is a camp setting, telephone access is limited, and students have limited time to place 

calls. 

• Students will need to utilize calling cards to make long distance calls from an Interlochen telephone. It is 

recommended that calling cards be purchased on campus at the Scholarshop on campus (Camp store). 

• Due to busy schedules, students often do not receive phone messages until late evening. It might be the next 

day before students are able to return a call. 

Cell Phones 

Interlochen is a busy and intense program. We strongly recommend leaving cell phones at home if they are not 

needed while traveling. Students who bring a cell phone to camp are expected to adhere to established 

parameters for cell phone use that will be explained to them by faculty and camp division staff. Cell phone use is 

not permitted during performances, in cabins, the dining hall or other venues identified by faculty and staff. Cell 

phone policies are strictly enforced. Students who abuse the cell phone policy will have their cell phone 

confiscated on the first offense and held until they depart camp. Interlochen is not responsible for lost or damaged 

phones that are brought to camp. 

WHILE YOU ARE AT INTERLOCHEN 8

Camp Division Boundaries 

Following arrival, Institute students will be informed about appropriate campus boundaries for their session. 

Boundaries for Institute students are generally limited to the cabin area, the campus mall area and the 

instructional buildings and areas around those buildings. Students are responsible for knowing where they are 

allowed to be at what times. We expect students to act responsibly. It should be noted that students may not loiter 

in residence hall lounge areas at any time. Due to the short duration of the Institute programs, waterfront activities 

are not planned and students are not permitted to use the lakes at any time. 

Dining Services 

Meals for Institute students are provided in the Stone Center during posted times. Camp students are expected to 

be in appropriate attire for all meals and exhibit proper behavior. 

Menus 

The Dining Service team at Interlochen Center for the Arts, strives to provide the highest quality food service and 

hospitality to our students and guests. Menus are created to ensure fresh, local, and seasonal products are used. 

Entrees and soup are made from scratch, with a vegetarian entree and vegetarian or vegan soup offered at both 

lunch and dinner. The basic menus for all three dining halls are similar and evaluated by an experienced 

nutritionist. Menus are scheduled on a two or three-week rotation to provide both variety and repetition of popular 

offerings. Suggestions and comments are always welcome. During the summer camp season the dining services 

team provides 6,500 meals per day. With this many meals being provided, the dining services staff is not able to 

provide meals for individualized or specialized diets. note that Interlochen cannot accommodate special food 

needs by preparing special meals. However, dining services staff will work with students as much as possible 

regarding any food allergies. See Food Allergy Guidelines below. 

Breakfast Menu 

Hot and cold cereal 

Hot entrees 

Continental breakfast 

Toast and Baked goods 

Fresh fruit 

Assorted juices/beverages 

Lunch Menu 

Soup and Salad bar 

1 vegetable 

2 entrees 

Deli bar 

Cookies and/or pudding 


Dinner Menu 

Soup, Salad and Deli bar 

2 vegetables 

2-3 entrees 

Specialty bar (pasta, chili, etc) 

Rolls/bread 


Food Allergy Guidelines 

The dining service staff keeps track of all menu ingredients, and assists in checking ingredients for students with 

specific allergies: i.e. gluten, nuts, dairy, shellfish, etc. All managers and full-time employees are Serve Safe 

certified. Dining Services will provide storage for students who would like to bring food to help address their 

specific allergies. Separate microwaves are also provided. 

During the summer camp season the dining services team provides 6,500 meals per day. With this many meals 

being provided, the dining services staff is not able to provide meals for individualized or specialized diets. 

Dining Services Responsibility 

• Meet with student (and parents when appropriate) and be sure that his/her food allergies are understood. 

Introduce student to key dining services staff members to make him/her feel comfortable in seeking 

ingredients information, and accommodate any special needs regarding his/her specific allergy that is 

possible. 

• Work with each student to develop a plan to accommodate his/her allergies. Set up a system of 

communication to inform him/her in advance of any menu items containing allergens. 

• Have allergen information available for every food item offered. Assist the student in finding reasonable 

substitutes. Remind the student about and explain how to guard against cross contamination. 

• Store any items the student chooses to provide to supplement cafeteria offerings. Refrigerator, freezer and 

non-perishable storage is available. Microwaves and toasters are also available that are safe from cross 

contamination. 

Family Responsibility 

• Notify Interlochen of student’s food related allergies and their severity 

• Contact both Dining Services and Health Services so that together a plan can be developed to accommodate 

the student’s needs. Please remember that the dining services responsibility lies in providing allergen free 

options, not lifestyle or food preference options. 

• Educate your student in the self-management of his/her food allergy and in the investigation of ingredients 

prior to their consumption. 


• Prior to your student’s arrival, set up an appointment with a Dining Services manager at the appropriate dining 

hall on his/her arrival day. This appointment will enable staff to meet the student, store any food he/she 

brings, and familiarize him/her with staff and facilities. 

• We have found it very helpful for families to provide dining services staff with a flyer containing your student’s 

picture, name and specific allergies. This will enable staff to identify and help assist your child. 

Student/Camper Responsibility 

• Introduce him/herself to Dining Services shortly after checking-in to explain allergies so staff can develop a 

plan for informing the student of the contents of food offerings 

• Be proactive in the management of a food allergy. Ask a Dining Services employee about the ingredients in 

anything the student plans to consume 

• Introduce yourself to Health Services staff to explain food allergies and their severity. Inform them if you carry 

an Epi-pen. 

The dining services goal is to ensure that any student with food allergies will enjoy his/her Interlochen experience. 

By following these proven guidelines, we are confident that goal can be achieved. 

Campus Stores 

The stores are located on main campus and include: 

• The "Melody Freeze" snack bar 

• The "Scholarshop", which sells sweatshirts, uniform clothing, gifts, film, toiletries, stamps, various other 

supplies, etc. 

• The Music Store is located within the Scholarshop and sells sheet music, manuscript paper, instrument 

supplies including reeds, rosin, strings, metronomes, and drum sticks 

• The Instrument Repair Shop, where skilled workers can repair virtually any instrument, is located in the 

basement of the Stone Center 

Banking Services 

Outstanding tuition balance and fees should be paid by May 1. No student will be assigned cabin space or 

permitted to attend classes without payment IN FULL of all fees prior to May 1. 

Institute camp students do not have personal accounts in the business office. It is recommended that Institute 

students bering a small amount of spending money with them for personal needs. An ATM (cash dispensing only) 

is located in the Stone Student Center. Traveler’s checks may be cashed at the Scholarshop in conjunction with a 

purchase. Camp counselors and administrative personnel cannot be responsible for individual student money. 

Campus Safety and Security 

Campus safety and security are top priorities at Interlochen Center for the Arts. The campus is patrolled by trained 

campus safety professionals, providing response and assistance 24 hours a day, 7 days a week, year-round. The 

camp life division staff is also trained in camp emergency procedures and they play a supervisory role across the 

campus. It is important to note that Interlochen has an open campus. Campus access roads are gated during 

certain times of the day and night, restricting vehicle access onto campus. However, the campus grounds are not 

fenced. Each summer Interlochen enrolls hundreds of young people in multiple camp divisions and thousands of 

guests visit the campus. 

The Campus Safety Office is located on Ormandy Drive. In case of any emergency which may require the 

attention of safety personnel, students may contact a member of the camp division staff or adult employee, call 

Campus Safety directly (x7575) from any campus telephone / 231-276-7575 from a non-campus phone, or in the 

case of a life-threatening emergency, call 911 from any telephone. An emergency telephone, identifiable by a blue 

light, is located in front of the Campus Safety building. 

Interlochen has a sophisticated communications network and multiple emergency alert systems throughout the 

campus. These systems are part of an extensive emergency plan that has been developed in cooperation and 

consultation with local law enforcement and homeland security personnel. Emergency procedures are routinely 

evaluated and updated in cooperation with law enforcement and homeland security. Emergency procedures are 

posted in each cabin and building for evacuation and emergencies. 

Crosswalk Responsibility 

When students need to cross the highway to reach another division, they must do so at the established 

crosswalk. A crossing guard is on duty daily from 7:00 a.m. until 10:00 p.m. to assist students and ensure that 

they safely cross the highway. All headphones, earplugs, etc. from personal listening devices must be removed 

and turned off before crossing. Students must obey the direction of the crossing guard. 


Lost And Found 

Lost and found items are turned in to one of three places: The Stone Hotel front desk, individual Camp Division 

Headquarters and the Campus Safety Office. Missing articles should be reported right away to Campus Safety. 

Students are required to complete a Lost/Stolen Items Report. If an item is discovered missing after the camper 

returns home, items may be reported to the Campus Safety Office using the online lost and can be accessed on 

the Camp Parent Resource Page: http://camp.interlochen.org/campparents. 

Due to the volume of items left behind at the end of the Camp season, Interlochen Center for the Arts will only 

maintain a record of, store, and ship home the following items of value: 

• Electronic items (to include music CDs, DVDs, computer storage devices, musical timing equipment, 

watches) 

• Musical Instruments 

• Medications with the owner’s name clearly marked on the container 

• Personal documents (passport, I-20, State ID, etc.) 

• Personal medical devices (hearing aids, glasses) 

• Key sets (home, car, etc.) 

• Wallets, cash, financial transaction devices 

• Any single item with a fair estimated value of $100 or more 

• Any item not listed above deemed to have “extreme sentimental value,” will be dealt with case-by-case 

While every reasonable effort will be made to assist in locating the lost items listed above, Interlochen Center for 

the Arts cannot assume financial or other responsibility for lost, stolen or broken personal property of students. It 

is strongly recommended that parents insure any items of high value brought to camp, on an individual basis. 

Any found items not claimed within 90 days after the end of the camp season will be donated to local charities or 

otherwise recycled. Interlochen Center for the Arts will not be responsible for maintaining, locating or returning 

various clothing items, laundry, bed linens, personal toiletries water bottles etc. These items will be disposed of or 

donated to local charities. 

Transportation 

There is a fee for transporting students to and from the Traverse City airport and bus station at the beginning and 

end of each session. Interlochen’s Transportation Service is not able to act as a personal taxi service for students, 

faculty, staff, parents or families. Transportation Services will not take students off campus without prior approval 

from the appropriate personnel: health services, division directors, or other administrators. All students must 

follow the sign-out procedure in the Division before leaving campus. Exceptions to the Parent Permission Form 

require a phone call to/from parents. Students needing transportation to town for additional trips, appointments, 

etc will be charged for this service. SEE: TRAVEL INFORMATION 

Health Services 

There are three Health Centers on campus; one serving all of the boys divisions, one serving Junior and 

Intermediate Girls, and one serving High School Girls. Interlochen nurses and health services assistants are on 

duty 24 hours each day to meet routine health care needs of students. In addition, Interlochen providers 

(physicians or nurse practitioners) hold office hours Monday through Saturday, and are also available on call. 

While there is no per visit fee for a student to meet with a health professional on campus, a Health Services fee of 

$7 per week is charged for each student. Interlochen is not responsible for the costs associated with medical 

services provided outside of Interlochen Center for the Arts by non-Interlochen personnel (emergency room visits, 

area medical clinics, etc.). 

A Camp Health Form is required annually, and needs to be received in Health Services at least two weeks prior to 

the start of your child’s camp session (a late fee of $25 will be charged for late Health Forms). Medical information 

is kept confidential and shared with others on campus only on a “need to know” basis. State and local child 

protection laws require Interlochen personnel to report to authorities any suspected cases of abuse (physical, 

mental, or sexual) or neglect. The Camp Health Form can be accessed in Aspen via the Camp Parent Portal: 

http://aspen.interlochen.org. 

To best ensure student medication safety and security, all prescription and nonprescription medications that need 

to be taken daily must be filled through CampMeds. These medications will be filled, packaged, and mailed to 

campus ahead of your student’s arrival by an outside pharmacy, and dispensed by authorized Interlochen 

personnel. Interlochen will share the cost of the CampMeds enrollment fees, at an additional cost of only $5 per 

week to parents. Students are responsible for picking up medications from Health Services as scheduled, and for 

picking up any unused medications at the end of each session. 


State camp regulations prohibit students from keeping any medications in their cabin or with them (with the 

exception of Lactaid, EpiPens, insulin, and asthma inhalers). Please do not send over the counter medications to 

camp with your child to be taken as needed (e.g. Tylenol, Advil, etc.). Commonly used medications are readily 

available in the Health Centers if needed. 

Counseling and Psychological Services 

A licensed professional counselor and a psychologist are on staff to provide support to students if needed, and to 

help guide cabin counselors in their interactions with students. Discussions of personal matters are confidential 

and are shared only on a “need to know” basis. Just as with medical personnel (noted above), State and local 

child protection laws require Interlochen personnel to report to authorities any suspected cases of abuse 

(physical, mental, or sexual) or neglect. The offices for the LPC and psychologist are located in the high school 

girls health services center on the southeast corner of the first floor of Thor Johnson House. 

Recreation 

The nature of the intensive day-long schedules, including evenings, for the one-week Institute programs does not 

allow for the same recreational program offerings during the 6-week camp sessions. However, as schedules 

permit, the Institute Camp Division has recreation equipment available and facilities that can be used students. 

The only exceptions are swimming and boating. The short duration of the Institute program, and because the 

water temperature early in the summer is not high enough to allow the waterfronts to be open, swimming and 

boating during the Institute program are not possible. 

ARTISTIC SERVICES AND GUIDELINES 

Attendance 

Class attendance is mandatory for all classes unless the student is ill and excused by a health center. Due to the 

Institutes short session mIssed activities cannot be made up. 

Academic and Music Libraries 

The Seabury Academic Library is located in the upper level of the Bonisteel Library. The library is dedicated to 

serving the ICA community by providing excellent resources; it maintains a large, dynamic collection supporting 

the Arts and Academic disciplines. The library has 28,000 items and subscriptions to many high quality databases 

such as Theatre in Video, ARTstor, Oxford Art, Academic OneFile, American Film Scripts, etc. 

The Frederick and Elizabeth Ludwig Fennell Music Library is located on the lower level of the Bonisteel 

Library. The Music Library has over 100,000 items in its collection of scores, performance materials and sound 

recordings. Current musical periodicals such as the International Musician and Flute Talk can be perused in the 

lobby. Resources also include Naxos, a comprehensive collection of streamed music, and Oxford Music Online. A 

listening center for individuals and three group listening rooms are available. 

Depending on staff availability, the libraries are open during posted hours. 

Concert Etiquette 

Interlochen strives to uphold the highest artistic standards. Students are expected to maintain appropriate 

behavior during performances and presentations. As members of the audience and performing ensembles, a few 

reminders to follow: 

• Please do not clap for stage crew personnel 

• Please keep feet off the seats 

• Please remain silent and seated and do not clap or “shhhh” after the playing of The Interlochen Theme 

• Students in the audience may not call out to those on stage 

• No backpacks or instruments are permitted in the audience area of the performance venues 

• No signs or banners should be taken into a venue or presented at a concert 

• Enter and exit performances at the designated beginning and end. If one MUST leave due to an urgent 

situation, please do so during applause between acts/pieces. 

• Talking during performance is not acceptable 

• No gum, candy, drink or food in the performance spaces 

• The high note at the end of The National Anthem is not in the music. Please do not sing it. 

Image/Performance Waiver 

Interlochen Center for the Arts reserves the right to have full and unrestricted use of student’s image, 

performance, and/or voice reproduction, without compensation, in any and all media, now known or hereafter 

devised, throughout the world, in perpetuity. Examples of this type of use may be photographs, videotape, digital 


video and sound recordings created for authorized Interlochen Center for the Arts promotions, videotape and film 

projects, broadcasts and printed materials such as newspapers, magazines, books, brochures, catalogs, 

Interlochen websites, other online promotion, electronic and recorded media (e.g., audio tapes, CDs, DVDs, CD- 

ROMs) and other authorized educational activities by the Center. 

Instrument Services 

See Policy and Procedures document in Resources section. 


COMMUNITY STANDARDS 

Interlochen takes its policies very seriously. Students should always follow the motto, “Be in the right place, at the 

right time and do the right thing.” Students who violate the most important policies will be sent home at parents’ 

expense without benefit of a second chance. Additionally, all students must be able to perform the essential 

functions of a student. Each student must be able to: 

• Manage his/her personal care 

• Move independently from place to place 

• Live cooperatively in a cabin setting 

The Pledge 

At the time of enrollment, each student’s parents sign an Enrollment Agreement indicating that they have read 

and understand the Agreement and jointly and individually accept the offer of admission to and standards of 

Interlochen, agree to be bound by the policies and rules in the Institute Student and Parent Handbook, as 

amended from time to time, and by any other rules or official policies of Interlochen. This includes the pledge. 

Interlochen will dismiss students who break the pledge or violate local, state or federal laws. Interlochen will not 

refund tuition to dismissed students nor offer compensation for loss of unused private lesson fees or nonrefundable 

airline tickets. 

Camp Pledge 

I understand and affirm the Camp’s commitment to excellence in artistic studies and personal living. I 

understand that I am expected to attend classes, lessons, rehearsals, performances, to complete 

assignments and honor appointments as arranged, and to respect Interlochen property. I pledge to maintain 

artistic and personal integrity by not cheating, plagiarizing, stealing, vandalizing, harassing or lying. I further 

pledge to not use or have in my possession or be under the influence of tobacco products, alcohol, marijuana, 

other illegal drugs or associated paraphernalia, and not to misuse legal substances, while enrolled at Camp. If 

I violate this agreement, I understand that immediate dismissal, without refund of any part of the tuition and 

fees, may result, as well as other procedures, as outlined in the Student and Parent Handbook. 

Property Searches 

Interlochen respects the individual privacy of each student. However, if there is reason to suspect that illegal and/ 

or dangerous activity is taking place, Interlochen reserves the right to search a student’s belongings, including his/ 

her cabin, locker, other areas assigned to or occupied by that student, and his/her possessions. Two Interlochen 

personnel in the presence of the student will normally conduct such a search. 

Substance Use/Abuse Policy 

Interlochen Center for the Arts reserves the right to require and administer saliva, breath, urine and blood tests 

when there is reasonable suspicion suggesting this course of action is appropriate. Positive test results, 

regardless of when or where the use occurred, and/or the discovery of illegal materials will be grounds for 

disciplinary consequences including dismissal. Interlochen cooperates fully with all law enforcement agencies. 

Disciplinary Infractions and Consequences 

Interlochen does not tolerate the following behaviors, each of which will be grounds for immediate dismissal from 

Interlochen without benefit of a “second chance” or refund of any fees or tuition: 

• Purchase, possession, transfer, use, evidence of 

use, transfer or sale of drugs, or any drug related 

paraphernalia, including but not limited to 

anabolic steroids, marijuana, synthetic cannabis 

or other mood altering substances (such as K2, 

Spice, “herbal incense,” or “herbal smoking 

blends”), cocaine, narcotics, LSD, amphetamines 

or other illegal, un-prescribed drugs or controlled 

substances, or associating with others wile they 

are involved with these activities 

• Purchase, possession, transfer, use or evidence 

of use of tobacco (all forms) and/or smoking of 

any substance 

• Misuse, and abuse of prescription medications, 

over-the-counter drugs, aerosol products or 

inhalants (“huffing”), other substances used as an 

hallucinogenic or for the purpose of getting high, 

including the transfer or sale of such materials, or 

associating with others while they are involved 

with these activities 

• Positive result in saliva, breath, urine or blood 

screen for alcohol or illegal drugs 

• Unauthorized use of the waterfront (on-campus or 

remote) 

• Theft (including from the Interlochen stores) 

• Vandalism 

• Possession or use of weapons 

• Inappropriate intimacy 

• Physical aggression and/or threats 

• Violation of boundary areas including: 

- Leaving your cabin at night 

- Leaving campus without permission 

• Ignoring boundary guidelines on off-campus trips 

• Violation of State and/or Federal laws 

• Use or evidence of use of an open flame 


Other behavior that will not be tolerated and will be cause for disciplinary action up to and including dismissal: 

• Failure to follow guidelines as outlined in the 

• Endangering others or oneself * 

Student Handbook 

• Excessive unexcused absences 

• Harassment or bullying 

• Possession/use of inappropriate/forbidden items 

• Disobedience/Disrespect including excessive foul 

language/inappropriate music 

• Out of bounds or off limits within Interlochen 

property 

* Interlochen Arts Camp treats with utmost seriousness any student’s verbal or written threat to harm him / herself 

or others. Because of the negative and debilitating effect such threats can have on a cabin group and on the 

division, students who express an intent to cause harm to themselves or others will be placed in the Health 

Center pending assessment, or sent home. Interlochen will automatically send home for the remainder of the 

summer any student who makes a physical gesture such as ingesting an inappropriate dose of medication, 

drugs or alcohol, or inflicts bodily injury upon him/herself or another. 

Harassment Policy 

Interlochen fosters a living, learning and working environment that is free from harassment in a community which 

strives to treat every individual with sensitivity and respect. This means that Interlochen will not tolerate 

harassment of individuals for any reason, including but not limited to, race, disability, sex, ideology, sexual 

orientation, socioeconomic level, age, national origin, or religion. Harassment can also be destructive to a healthy 

community. Harassment includes easily identified acts of verbal, written or physical abuse, and more subtle, but 

equally damaging, forms of harassment, such as graffiti, epithets and stereotypical remarks, insults or "humor.” 

Voluntary Withdrawal 

With parent permission, a student may withdraw from Interlochen Arts Camp at any time. As outlined in the 

Enrollment Agreement, all tuition and fees for the entire session are due regardless of the date or reason for 

withdrawal, including homesickness. When all financial obligations are in order, Interlochen will assist the student 

with this process. When a student leaves early due to unforeseen circumstances, all belongings will be 

transported by parents or shipped home at student expense. Interlochen is not responsible for lost or damaged 

items if a student leaves Camp prior to the end of his/her session and has not secured or taken care of his/her 

belongings. 

Student Support 

Interlochen strives to create an atmosphere of care and trust among adults and students in our community. Our 

goal is to provide counseling or other means of support for students who may be in need of specific help. To this 

end, we encourage students to talk with an adult in the community before an action or problem becomes harmful 

to themselves or others. Concerns which are shared regarding one’s own welfare or that of another student will be 

handled with care and understanding. However, it is important to distinguish between students who are caught or 

confronted in violation of policies and students who seek help voluntarily. Students caught violating Camp policies 

face the disciplinary consequences as outlined above. Counseling or medical intervention is only possible when 

information becomes known to Camp personnel voluntarily and before there is a disciplinary incident. Even in 

those situations, leaving Camp to receive help and to be with family is often the most appropriate course of action 

because of the short time students are in attendance. Those decisions rest solely with Interlochen personnel. 

Body Piercing / Tattoos 

Any type of body piercing and/or tattooing performed on or by students while at Interlochen, is strictly prohibited. 

Interlochen does not condone this type of activity because of the health risks involved. 

Filming / recording / photos in cabins 

Due to the group-living environment in cabins and the need to protect the privacy of students and cabin 

counselors, the use of video cameras or other mobile devices to record conversations or activities, and the taking 

of photos in cabins is strictly prohibited. 

Graffiti 

The student cabins in the camp divisions are in the process of undergoing extensive renovation which includes 

painting the inside of most of the cabins and the replacement of furniture as needed. The past practice of writing 

one's name or other messages on cabin walls is now prohibited. Walls in renovated cabins are now expected to 

remain free from graffiti. Campers will continue to have an opportunity to leave their name on cabin plaques that 

will hang in the cabins from year to year. Graffiti is also not acceptable on other structures or areas of the 

Interlochen campus. 


RESOURCES 

ADDRESS AND TELEPHONE DIRECTORY 

Your address while at Interlochen: 

Student Name 

Institutes (name of program) 

Interlochen Arts Camp 

P.O. Box 200 (use street address 9900 Diamond Park Road if using UPS or Fed Ex) 


Department Numbers 

Phone extensions should be preceded by (231) 276-____ when calling from off campus. 

Admissions 7472 

Admissions FAX 7464 

Alumni 7632 

Art Department 7408 

Box Office 7800 

Box Office FAX 7444 

Business Office 7348 

Campus Safety 7575 

Creative Writing 7422 

Dance Department 7499 

Development 7610 

Education Office 7374/7492 

Education Office FAX 7885 

Dining Services 7560 

Health Services 7220 

Health Services FAX 7881 

High School Boys HQ 7275 

High School Girls HQ 7270/7271 

Human Resources 7342 

Instrument Services 7821 

Interlochen Public Radio 4400 

Linens 7585 

Motion Picture Arts 4705 

Music Library 7230 

Music Office 7822 

Music Store 7383 

Post Office 7465 

President’s Office 7392 

Scholarshop 7384 

Shipping/Receiving 7592 

Stone Hotel 7570 

Stone Hotel FAX 6283 

Student Affairs / Deans 7378 

Theatre Division 7410 

Transportation/Travel 7303 

Travel FAX 5231 

Visual Arts Division 7407 

E-mail Addresses 

Arts Camp 

camp@interlochen.org 

Arts Academy academy@interlochen.org 

Admissions 

admission@interlochen.org 

Camp Questions 

Questionscampquestions@interlochen.org 

Scholarshop 

Financial Aid 

Development 

Alumni 

scholarshop@interlochen.org 

finaid@interlochen.org 

development@interlochen.org 

alumni@interlochen.org 

Performance Calendar Web Site: http://presents.interlochen.org/events 

Health Notifications 

Pesticide/Herbicide Application Notification 

At times it is necessary to apply pesticides and/or herbicides in areas of campus. In accordance with the 

Integrated Pest Management Program, notification is given to the ICA Community at application times by means 

that include 1) vendor signage at the Main Entrance, 2) vendor signage at the application site, 3) Campus 

Enews Notification, 4) Blanket notice of potential application in Student Handbook. 

Asbestos Notification 

In compliance with the parent/guardian and staff notification requirements specified in the Environmental 

Protection Agency’s (EPA) Asbestos Containing Materials in School: Final Rule and Notice, as directed by the 

Asbestos Hazard Emergency Response Act (AHERA) of 1986, the following information regarding asbestos can 

be found in the AHERA Management Plan Book located in the Maintenance Director’s Office. 

For more information contact Daniel Besselsen, ICA Controller, 231-276-7345 

RESOURCES 16


HIPAA - Health Insurance Portability and Accountability Act of 1996 

Notice of Privacy Practices 

- Page 1 of 2 - 

Effective Date: December 2002 

This notice describes how medical information about you/your child may be used and disclosed and how you can get access to this 

information. Please review it carefully. If you have any questions about this notice, please contact Health Services. For purposes of 

clarity, the term “you” is used for those students over 18 years of age. “Your child” is used to inform parents of those students under the age 

of 18. 

Your/your child’s medical information is personal. We are committed to protecting your/your child’s medical information. We create a record 

of the care and services you/your child receive at Health Services. We need this record to provide you/your child with quality care and to 

comply with certain legal requirements. This Notice applies to all of the records of your/your child’s care generated by Health Services 

whether made by your/your child’s personal physician or one of Interlochen’s employees. This Notice will tell you about the ways in which 

we may use and disclose your/your child’s medical information. This Notice will also describe your rights and certain obligations we have 

regarding the use and disclosure of your/your child’s medical information. 

Health Services is required by law to: 

(1) Make sure that medical information that identifies you/your child is kept private 

(2) Give you/your child this Notice of our legal duties and privacy practices with respect to medical information about you/your child 

(3) Follow the terms of the Notice that is currently in effect 

How Health Services May Use and Disclose Your/Your Child’s Medical Information 

The following describes the different ways that your/your child’s medical information may be used or disclosed by Health Services. For 

clarification we have included some examples. Not every possible use or disclosure is specifically mentioned. However, all of the ways we 

are permitted to use and disclose your/your child’s medical information will fit within one of these general categories: 

For Treatment: We will use medical information about you/your child to provide you/your child with medical care and services. We may 

disclose medical information about you/your child to doctors, nurses, technicians and other Interlochen personnel who are involved in 

providing you/your child with medical care. 

For Payment: We may use and disclose medical information about you/your child so that the care and services you/your child receive at 

Health Services may be billed to and payment may be collected from you, an insurance company or a third party. For example, we may 

need to give your/your child’s health plan information about care you/your child received here so your/your child’s health plan will pay us or 

reimburse you for the care. We may also tell your/your child’s health plan about care you/your child would receive to obtain prior approval or 

to determine whether your/your child’s plan will cover the care. 

For Health Care Operations: We may use and disclose medical information about you/your child for Health Services operations. These uses 

and disclosures are necessary to run our Health Services and make sure that all of our students receive quality care. For example, we may 

use medical information to review our care and services and to evaluate the performance of our staff in caring for you/your child. We may 

also combine medical information about many of our students to decide what additional services the Health Services should offer, what 

services are not needed, and whether certain new treatments are effective. We may also disclose information to doctors, nurses, 

technicians, and other Health Services personnel for review and learning purposes. We may remove information that identifies you/your 

child from this set of medical information so others may use it to study health care and health care delivery without learning the identify of 

the specific students. 

Appointment Reminders: We may use and disclose medical information to contact you/your child as a reminder that you/your child have an 

appointment for medical care at Health Services. 

Care Alternatives: We may use and disclose medical information to tell you/your child about or recommend possible care options or 

alternatives that may be of interest to you/your child. 

Health-Related Benefits and Services: We may use and disclose medical information to tell you/your child about health-related benefits or 

services that may be of interest to you/your child. 

Research: Under certain circumstances, we may use and disclose medical information about you/your child for research purposes. For 

example, a research project may involve comparing the health and recovery of all students who received one medication to those who 

received another for the same condition. 

As Required By Law: We will disclose medical information about you/your child when required to do so by federal, state or local law. For 

example, disclosure may be required by Workers’ Compensation statutes and various public health statutes in connection with required 

reporting of certain diseases, child abuse and neglect, domestic violence, adverse drug reactions, etc. 

To Avert a Serious Threat to Health or Safety: We may use and disclose medical information about you/your child when necessary to 

prevent a serious threat to your/your child’s health and safety or the health and safety of the public or another person. Any disclosure, 

however, would only be to someone able to help prevent the threat. 

Health Oversight Activities: We may disclose medical information to a governmental or other oversight agency for activities authorized by 

law. For example, disclosures of your/your child’s medical information may be made in connection with audits, investigations, inspections, 

and licensure renewals, etc. 

Lawsuits and Disputes: If you/your child are involved in a lawsuit or a dispute, we may use your/your child’s medical information to defend 

the Health Services or to respond to a court order. 

RESOURCES 17


HIPAA - Health Insurance Portability and Accountability Act of 1996 

Notice of Privacy Practices 

- Page 2 of 2 - 

Law Enforcement: We may release medical information about you/your child if required by law when asked to do so by a law enforcement 

official. 

Coroners and Medical Examiners: We may release medical information to a coroner or medical examiner to identify a deceased person or 

determine the cause of death. 

Your Rights Regarding Your/Your Child’s Medical Information: 

You/your child have the following rights regarding the medical information Health Services maintains about you/your child: 

Right to Inspect and Copy: You have the right to inspect and copy your/your child’s medical information with the exception of any 

psychotherapy notes. To inspect and copy your/your child’s medical information, you must submit your request in writing to Health Services. 

If you request a copy of the information, we may charge a fee for the costs of copying, mailing or other supplies associated with your 

request. 

We may deny your request to inspect and copy in certain very limited circumstances. If you are denied access to your/your child’s medical 

information, you may request that the denial be reviewed. For information regarding such a review contact the Dean of Student Services. 

Right to Amend: If you feel that medical information we have about you/your child is incorrect or incomplete, you may ask us to amend the 

information. You have the right to request an amendment for as long as the information is kept by Health Services. To request an 

amendment, your request must be made in writing and submitted to HIPAA Officer at Health Services. In addition, you must provide a 

reason that supports your request. We may deny your request for an amendment if it is not in writing or does not include a reason to 

support the request. In addition, we may deny your request if you ask us to amend information that: 

(a) Was not created by us; 

(b) Is not part of the medical information kept by Health Services; 

(c) Is not part of the information which you would be permitted to inspect and copy; or 

(d) Is accurate and complete. 

Right to an Accounting of Disclosures: You have the right to request an “accounting of disclosures.” This is a list of the disclosures Health 

Services has made of your/your child’s medical information. To request this accounting of disclosures, you must submit your request in 

writing to the HIPAA Officer at Health Services. Your request must state a time period, which may not be longer than six years and may not 

include dates before February 26, 2003. 

Right to Request Restrictions: You have the right to request a restriction or limitation on the use or disclosure we make of your/your child’s 

medical information. We are not required to agree to your request for a restriction. If we do agree, we will comply with your request unless 

the information is needed to provide you/your child emergency care. To request restrictions, you must make your request in writing to the 

HIPAA Officer at Health Services. 

Right to Request Confidential Communications: You have the right to request that we communicate with you only in a certain manner. For 

example, you can ask that we only contact you at work or by mail. To request confidential communications, you must make your request in 

writing to the HIPAA Officer at Health Services. We will accommodate all reasonable requests. 

Right to a Paper Copy of This Notice: You have the right to a paper copy of this Notice. Even if you have agreed to receive this Notice 

electronically, you are still entitled to a paper copy of this Notice. To obtain a paper copy of this Notice, contact Health Services. You may 

also print a copy of these pages from the handbook. 

Revisions to This Notice 

We reserve the right to revise this Notice. Any revised Notice will be effective for medical information we already have about you/your child 

as well as any information we receive in the future. We will post a copy of any revised Notice in Health Services. Any revised Notice will 

contain on the first page, in the top right-hand corner, the effective date. In addition, we will send you a copy of the current Notice at the 

beginning of each Academy and Camp session. 

Complaints 

If you believe your/your child’s privacy rights have been violated, you may file a complaint with Health Services or with the Secretary of the 

Department of Health and Human Services. All complaints must be submitted in writing. INTERLOCHEN WILL NOT PENALIZE YOU/ 

YOUR CHILD IN ANY WAY FOR FILING A COMPLAINT. 

Other Uses of Medical Information 

Other uses and disclosures of your/your child’s medical information not covered by this Notice of Privacy Practices will be made only with 

your written authorization. If you provide us such an authorization in writing to use or disclose medical information about you/your child, you 

may revoke that authorization, in writing, at any time. If you revoke your authorization, we will no longer use or disclose medical information 

about you/your child for the reasons covered by your written authorization. 

Contact Information 

HIPAA Officer - Health Services 


PO Box 199 


health@interlochen.org 

Phone: 231-276-7220 

FAX: 231-276-7881 

RESOURCES 18

Class Materials List 2013 

Dance Institutes 

BALLET AND MODERN DANCE INSTITUTE: 

• Small notebook and pencil 

• 1 long sleeved black fitted shirt for floor work/conditioning 

• 1 exercise mat 

• Foot-care needs 

DANCE CLASS CLOTHING: 

No clothing other than listed dance attire will be permitted in class. All dancers are expected to be well groomed. Long 

hair must be worn up and off the neck. 

FEMALE DANCE INSTITUTE (ballet and modern): 

• 3 leotards (any color) 

• 3 pairs pink (ballet) tights or black (modern) tights - able to make footless 

• 1 pair pink ballet shoes 

• Ballet majors only – 2-3 pairs Pointe shoes 

• Hair-care needs 

• Skirts may be worn for variations 

MALE DANCE INSTITUTE: 

• 3 white short sleeve close fitting T-shirts 

• 3 pairs black footless tights (men’s thickness) 

• 3 pairs ankle length white socks 

• 1 pair white ballet shoes 

• 2-3 dance belts 

Music Institutes 

INSTRUMENT RENTAL: 

Camp students will be charged a rental fee for the use of string, brass or woodwind instruments. Specialty 

instruments, such as English horn, bass clarinet, tenor and baritone saxophones, etc., will be excluded from any rental 

fee. If the instrument is lost or damaged, replacement and/or repair costs will be charged to the student’s account. 

Camp students are strongly encouraged to bring their own instruments and accessories whenever possible, as 

Interlochen’s selection is limited. Availability of instruments is on a first-come, first-served basis. If an instrument rental 

is needed, please complete an Instrument Request Form available on the website (or print and mail) as soon as 

possible to reserve an instrument. Availability cannot be guaranteed, and it is in the student’s best interest to arrive at 

camp with his/her own instrument, or with an instrument reserved for rental while at Camp. If there are questions, 

please contact Instrument Services at (231) 276-7821. 

BASSOON AND OBOE INSTITUTES: 

Students should bring whatever reed-making tools they have, as reed-making will be part of the institute. Remember 

to pack all knives and sharp objects in checked luggage, if flying 

Additional information for music institutes will be added as it becomes available 

RESOURCES 19

Theatre Institute 

FEMALES: 

• Sport or support bra (enough to be worn daily) 

• Dance or fitness clothing and shoes (enough to be worn daily) 

MALES: 

• Dance belt or compression shorts (enough to be worn daily) 

• Dance or fitness clothing and shoes (enough to be worn daily) 

FEMALES AND MALES: 

Memorized audition materials: monologues (2-4); songs (2-4) 

• Sheet music in the proper key for each audition song 

• Notebook or journal and pen/pencils 

• A small recorder to bring to rehearsals (this is optional but will help you learn the music quickly). An iTouch may 

be used for this purpose only. 

Additional information for theatre will be posted online on the Parent Resource Page in the spring 

Visual Arts Institutes 

ARTBOX: Basic paints, charcoal, etc, are supplies but suggest students bring an artbox with the art supplies most 

used. 

PORTFOLIO: Bring artwork created in the last year or two. It is suggested students bring actual artwork if it can travel 

safely. Otherwise, a digital version of the portfolio on a CD or thumb drive is acceptable. 

SHOES: The Visual Arts Studios are workspaces filled with a variety of equipment and materials, which requires that 

all students attending classes wear proper footwear. Shoes should provide some protection to the foot with a sturdy 

sole and cover the foot up to the base of the ankle. Acceptable: sneakers, boots, etc. Not acceptable: slippers, flats, 

flip-flops, sandals, and clogs. 

SMOCKS/APRONS: Although not a requirement, students may want to bring a smock, apron or over-shirt in order to 

protect clothing from paint, ink, etc. 

LOCKERS: Will be available but students will need to provide their own locks 

RESOURCES 20

Instrument Services Policies and Procedures 

Instrument Services Policies and Procedures 

The Repair Shop (SC-11): Staffed by technicians during the following hours (subject to change, but will be 

posted on the door to SC-11): 

Monday 

8:00 a.m. - 12:00 noon (emergencies only) 

Tuesday - Saturday 8:00 a.m. - 4:00 p.m. 

Sunday 

CLOSED 

Instrument Services (SC-16): Staffed by the Instrument Services Assistant during these hours (subject to 

change, but will be posted on the door to SC-16): 

Monday 

8:00 a.m. - 12:00 noon 

Tuesday - Saturday 8:00 a.m. - 11:00 a.m., 1:00 p.m. - 4:00 p.m. 

Sunday 

5:00 p.m. - 9:00 p.m. 

Lockers: Go to Instrument Services (SC-16) to rent a locker. Lockers will only be issued to High School 

instrumentalists (all instruments), and Intermediate and Junior bass players. Lockers are issued on a firstcome, 

first-served basis. No food or drinks are permitted in the locker rooms. Students renting a locker must 

use a a lock provided by ICA. No personal locks are permitted. 

Other: Reeds, mutes and strings are not provided and may be purchased at the Scholarshop. Harps and 

pianos are provided. 

Staff: Instruments are in limited supply, and will be loaned to staff/faculty only after student instrument needs 

have been met. Lockers will not be issued to staff/faculty members. Loaned instruments may NOT leave 

campus under any circumstances. 

What to do if… 

Your instrument is broken: 

• Take instrument to the Repair Shop in SC 11 during posted hours. 

• A loaner instrument may be borrowed if one is available. 

• Repairs need to be paid by cash, check, credit card or student voucher. 

You need to rent an instrument or check out a locker: 

• Please visit the summer Instrument Services Assistant in SC 16 during posted hours 

• Instrument/locker rental may be paid by cash, check or student account account voucher 

What to do if… 

Your instructor asks you to borrow an auxiliary instrument (contrabassoon, etc.): 

• No payment is required for a borrowed instrument, but the borrower must buy his/her own reeds. 

• Borrowers are expected to return the instrument ONLY to Instrument Services--not to his/her instructor, not 

to the Camp Division, and not to another student who wants to use it. The borrow should return it as soon as 

he/she is finished with it. As long as the instrument is checked out to the borrowed, he/she is responsible for 

it. If another student needs to use it, both parties need to come to Instrument Services to check out the 

instrument to the appropriate person. 

• Borrowed instruments may NOT leave campus for any reason. 

If you lose your instrument: 

• Please contact Security at 7575 and Lyndsay Hunter (Instrument Services Coordinator) at 7821. 

If you have any other Instrument Services questions, please contact Lyndsay Hunter or the Instrument 

Services Assistant. 

RESOURCES 21

INDEX 

Academic Library – 13 

Addresses, Email – 3, 16 

Addresses, Mailing – 3, 16 

Alcohol – 14, 15 

Artistic Services and Guidelines – 12 

Attendance – 13 

Banking Services – 10 

Body Piercing – 15 

Boundaries – 9, 14, 15 

Cabin Clean Up – 6, 8 

Cafeteria – 9 

Campus Safety and Security – 10, 11, 16 

Campus Stores – 10 

Cell Phones – 8 

Class Materials – 19, 20 

Clothing – 6, 7, 10, 19, 20 

Concert Etiquette – 12 

Dance – 16, 19 

Dining Services – 9, 10 

Disciplinary Infractions – 14, 15 

Drugs – 14, 15 

Email – 3, 16 

Equipment and Clothing List – 6, 7, 19, 20 

Graffiti – 15 

Packing – 3, 6, 7 

Performance Calendar – 16 

Performance Waiver – 13 

Personal Counseling – 12 

Photos – 15 

Pledge – 14 

Property Searches – 14 

Psychologist – 12 

Recording – 12, 13, 15 

Recreation – 12 

Registration – 8 

Rules – 14, 15 

Scholarshop – 3, 8, 10, 16 

Student Support – 15 

Substance Use/Abuse Policy – 14 

Telephones - 8, 16 

Theatre – 16, 20 

Transportation – 3, 4, 5, 11,16 

Travel – 3, 4, 5, 11, 16 

Visual Arts – 16, 20 

What to Bring – 6 

Withdrawal – 15 

Harassment Policy – 15 

Health Notifications – 16, 17, 18 

Health Services – 3, 8, 11, 12, 16, 17, 18 

HIPPA – 17, 18 

ID badge – 6 

Image Waiver – 13 

Instrument Services – 13, 16, 19, 21 

Interlochen Mission – 2 

Libraries – 12, 16 

Licensed Professional Counselor - 12 

Mail – 3 

Medications – 6, 11, 14, 15 

Menus – 9 

Music – 10, 12, 16, 19 

Music Library – 12, 16 

RESOURCES 22

Institute - Interlochen Center for the Arts

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