Health & Safety

What if my child becomes ill?
Program staff and chaperones are trained and well prepared to assist any student who becomes ill or deals with any medical challenges during Songbook Academy week. To assist us in supporting your child, the registration process via the GetAcceptd platform will request medical insurance information, any use of prescription medications, and emergency contact information should we need it. The Songbook Academy is not responsible for the costs associated with medical services (emergency room visits, area medical clinics, etc.).

The Songbook Academy is pleased to partner with Community Healthcare Network to support the 2025 Academy week. Community will offer telehealth and in-person support throughout the week to ensure all students have access to immediate, quality care if needed.

There is a convenient med check facility (Community Health Pavilion Carmel) located a mile from Allied Solutions Center for the Performing Arts, as well as three emergency medical services (Ascension St. Vincent Carmel Emergency, IU Health North Hospital Emergency Medicine, Riverview Health Emergency Room & Urgent Care in Carmel) under 5 miles from our campus.
 
Additionally, there are three non-emergency immediate care centers located near Butler University and several emergency resources including St. Vincent Indy Northside, Community North and IU Health (ranked the #1 hospital in Indiana and among the best hospitals in the U.S.) . Butler University's Police Department and the Indianapolis Fire Department are located on or less than 5 miles from campus.

How does the Songbook Academy help with students' medications?
All medications (both over-the-counter and prescribed) must be cleared by the camper’s guardian (additionally all prescribed meds must be cleared by a Physician) by filling out the appropriate documentation and release forms through our registration process.
 
Please note:

• All meds should be provided in original packaging and with a labeled ziploc bag that indicates the camper’s name. If a camper is explicitly cleared to carry an epi-pen, inhaler or prescribed medicine on their person they must have it at all times. It is recommended that the student carries this in something like a back-pack.
  
  
• If your child is not capable of self-administering their prescription medication please note this in the registration process and email instructions for administering and approved documentation from your family physician to SongbookAcademy@TheSongbook.org by June 1, 2025.
  
  
• State Camp regulations require that all medications, except those a physician prescribed for self-administration, shall be stored in a secure location (i.e. in a locked area with program staff/faculty; not in student dorm rooms) 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 by requesting from chaperones or program staff, if needed and based on approved consent from a guardian expressed during registration.
   

What safety protocols are in place?
The Songbook Academy takes the safety of students very seriously. Here are just a few measures that The Songbook Academy has taken to ensure the well-being of students:

• As part of the hiring process, background checks are conducted for all faculty, chaperones and program staff
• All faculty and staff receive annual training with guidelines addressing child safety, appropriate interaction and communication with minors, protecting students against child abuse, and harassment and discrimination policies.
• All Songbook Academy faculty, staff, and students are required to wear Songbook Academy-issued nametags/identification at all times.
• Allied Solutions Center for the Performing Arts and Butler University's Fairview House has an evacuation or emergency plan for fires or severe weather. The staff is trained to follow the plans. Allied Solutions Center for the Performing Arts evacuation plan and shelter-in-place plans are available online.
• Allied Solutions Center for the Performing Arts and Songbook Academy employs numerous security and safety professionals, including a full-time Director of Safety and Security with law enforcement experience.
• Allied Solutions Center for the Performing Arts has an extensive Emergency Response plan and routinely works with local, regional, state and national safety and security professionals.

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