1. Behavioral Health Provider Agencies
February 2019
Presented by the
Department of Behavioral Health and
Intellectual disAbility Services
DBHIDS

2. History
The Department of Behavioral Health has offered the camp grant to the Philadelphia community since It started with one member of the Children’s Unit, Madeline Moore, working to inspire her unit and the department to gather finances to help families who could not afford camp and needed summer programming for their children. That first year we were able to pay for 12 children to attend camp. Over the years the grant has grown and now funds camp for over 1300 children each year. The grant now bears the name of Madeline Moore in her memory.

3. General Guidelines
Children must reside in Philadelphia and have a behavioral health diagnosis.
Children must be between the ages of 6 and 17 years old at the time of application submission.
Camps are pre-approved by DBHIDS are considered Participating Camps.
Participating camps have a program that is 75% recreational.
The grant offers up to four hundred dollars ($400.00) per child to attend a participating camp of the parent’s choice.
Provider Agencies are required to visit camps during the summer.
Applications are accepted starting March 1 through May 15, on a first come first served basis.

4. Summer Camp Online Steps to Online Application Submission
Register your agency
Logon with your login credentials
Agency management
Create new grant application
Submit grant application
Complete Camp Monitoring Form

5. Step 1: Agency Registration
Register your agency online at:
Complete all agency profile fields.
address becomes your username.
Create a unique password.
You will receive a confirmation when your agency has been approved.

6. Step 2: Logon Logon using your email address as the User name.
Use the password you created during registration.
Forgotten password: Choose “Forgot Password”. The system will send you a temporary password. Cut and paste the temporary password into the password field.
Locked out: Send an to Include agency name, person’s name and address
SuperAdmin is no longer with agency: Send an to DBH. Include the former SuperAdmin’s name and address and the new SuperAdmin’s name and address.

7. STEP 3: AGENCY MANAGEMENT
The Super-Admin assigns each user a role.
Role
What it means
Super-Admin
(should be designated by the Agency Director or Manager)
Primary contact with DBHIDS; has access to all parts of the Summer Camp online application.
Can create other admins and users
Can view all applications
Admin
Has access to all parts of the Summer Camp online application.
Can view all applications except those created by the Super-Admin.
User
Can view and change applications that they have created.

8. Step 4: Create New Applications
Select “Create New Application”.
Each application receives a unique reference number.
Complete child and parent/guardian information.
Complete Referral Source information.
Select Camp (optional)
Save the application.
Print the application
Parent will take application to camp for fees and signatures.
Note: Diagnosis and SS # will not display and should not be written in.)

9. STEP 5: SUBMITTING APPLICATION (cont.) Supporting Documents
The following documents will be needed to submit grant application:
Signed Grant Application
Camp Brochure/Flyer
Camper Registration Form
Authorization Letter
Create using template found on Summer Camp homepage.

10. STEP 5: SUBMITTING APPLICATION (cont.) Complete - Submit
Under “New to be Submitted” select the reference number
Complete all fields.
Save application
Scan/Attach supporting documents
Select appropriate attachment type. (application, brochure, registration, authorization)
Submit
Application will move to the “Submitted to DBHIDS” list.
Attachments will appear in the PDF window.

11. STEP 5: SUBMITTING APPLICATION (cont.) Submit Application
Unable to scan and attach?
You can fax supporting documents.
After the grant application has been submitted:
Select “Print Letters” and print the Cover Sheet.
Fax documents to
Documents for each application should be faxed separately.

12. Application Status Status Description
Review the status of applications on a regular basis.
Status
Description
New
Has not been submitted to DBHIDS
Submitted
Submitted to DBHIDS waiting for review
Pending
DBHIDS is reviewing the application
Incomplete
Waiting for review and re-submission by provider agency.
Approved
Application has been approved
Withdrawn
Application has been removed
Contact DBH to withdraw an application

13. Step 6: Camp Monitoring Form
A camp visit is required for each child that has been approved for a grant.
The Camp Monitoring Form is printed from the SummerCamp Website. The form is completed during the camp visit.
Open the Approved application
Select the “Print Letters” button
System will fill in reference #, child and camp information.
Fax completed forms for each reference # individually to
No cover sheet required
Deadline to submit forms is August 30.

14. Contact Info
Access SummerCamp Online at: Moore-Grant Fax supporting documents and monitoring forms to: Always send Secure if using names: Enter “[Secure]” in the subject line.