All About Forms
Forms are vital for our staff to best serve your camper. They provide our team with valuable information about your camper's health history, likes and dislikes, and care needs. They give your camper permission to participate in our program, and ensure that we are prepared for your camper before they arrive.
Forms are due 4 weeks prior to the session start date to give our team adequate time to read your responses, ensure everything is complete, and prepare to best support your camper.
If you have any questions or concerns, please email info@mahetu.org
Online Forms
These forms can be completed online through our registration portal, UltraCamp.
1. Login to your account and select the camper whose forms you want to complete.
2. Select Forms to see a list of Forms required for this registration and camper.
3. Digitally sign the form. If you need more time to complete a form, indicate that the form is not complete and it will save your progress so you can return later.
4. Forms must be in a complete status one month prior to the session start.
Physical Exam and Health Recommendations
The Health Recommendations (MD) form is a physician's release and also provides authorization for our nurse to administer medication to your camper. The form needs to be printed out, filled out by your camper's doctor (MD, DO, NP, PA), and returned to your UltraCamp account.
Campers must have a physical exam within 12 months of attending camp. Please keep in mind that most insurance companies only allow one physical per year and you may have to pay for a physical out of pocket to meet this deadline.
This is an American Camp Association approved health form and is required by the New York State Department of Health. Substitute forms (sports or school physicals) will NOT be accepted.
1. Download the form from the Document Center in UltraCamp
2. Bring the form to your doctor's office for a physical or forms appointment. Ensure all pages are complete and signed by the doctor.
3. Get a copy of your immunization list and any additional information we may need (like an asthma action plan).
4. Scan and upload or fax the documents back to your UltraCamp account.
To avoid mistakes (and revisions) - please watch our how-to video on how to complete the form with your doctor.
Scanned Documents
We need copies of the following:1. Health Insurance Card (front and back)
2. Immunization Record (if you didn't submit with your doctor's form).
You can scan and upload these from your computer or from your phone.
While logged in to your UltraCamp account on your phone, you can upload from your Photo Album, Files, or use your camera to take a CLEAR and LEGIBLE picture of the documents in real time. Note: The platform only allows you to upload one file at a time. We recommend saving all images of a particular document type together as one PDF file (for example, save the front and back images of your insurance card as one file instead of two). If they are separate, you will need to upload multiple images to the same document type one by one.
Does your camper need medications while at camp? Click below to read the in-depth information about how we administer medications at camp.
Incomplete or Missing Forms
If the camper does not have complete medical information, they will not be allowed to attend camp and will not be issued a refund.
Failure to submit COMPLETE forms by the due date will result in late fees being assessed to your account. Starting with the 7th day after forms are due, your account will be assessed $10 for every day that forms are outstanding.
"Complete" means:
1. All questions on all forms have been answered to the best of your knowledge,
2. Online forms through UltraCamp have been digitally signed by a parent/guardian,
3. All scanned documents are legible and accessible within UltraCamp, and
4. All 3 pages of the Health Recommendations Form are completed and signed by your camper's doctor.
- This fee is assessed PER camper.
- Campers will not be allowed to attend camp with an outstanding balance.
- Our goal is to collect your forms - not your late fee - so that the nurse has ample time to review the information provided so we can best support your camper. Fees collected in this process will be allocated to our Scholarship Fund.
Forms FAQs
Forms are due 4 weeks prior to your session start date. For 2026 those dates are:
Session 1 - June 7th
Session 2 - June 21st
Session 3 - July 5th
Online forms must be in a status of "Complete" and scanned documents must be uploaded to your UltraCamp account.
All documents must be uploaded to your camper's UltraCamp account. You can get documents there 2 ways:
1. Scan the documents to your computer and upload them to your account
2. Login to your UltraCamp account on your phone and use your phone's camera to take a picture of the document.
For the Health Recommendations (MD Form) ONLY - you can fax this form using the the included cover sheet and barcode.
No. Please upload all forms and documents directly to your camper's UltraCamp account. We cannot accept health information or keep track of forms that are sent via email.
No. Campers are required to have a physical within 12 months of attending camp. However, you DO need to have your doctor fill out the Health Recommendations form with up to date information. Your doctor's office may do this without an appointment.
If your forms are completed on time, and the nurse does not have any health concerns or questions, you may not hear from us. No news is good news! We will contact you if you are missing anything or if we have any questions.
Email info@mahetu.org with any additional questions!
Supporting Documents
Updated versions of these forms will be made available in the spring. Previous versions are still helpful!