• Students should arrive at HNS on Sunday, December 3, 2023 at 10:00 AM.  Those with special medical arrangements should arrive at 9:30 am.
• The bus will depart promptly at 10:30 AM.
• Students should eat a good breakfast AND lunc because dinner is a long time away.
• Students will travel on a charter bus.
  • Timi's Tours (Evansville, IN)- Phone Number (800) 682-8214
• Parents should park in the parking lot.  DO NOT park in the bus lane on Second Street.
• Students will place their suitcases in the main hallway upon arrival.
• On the bus:  Girls will sit in the back; boys will sit in the front.

Holiday Crowne Plaza
830 Phillips Lane, Louisville, KY
(502) 367-2251 (Front Desk)

Time to shop those closets and see what fits!  KYA is a professional businesslike development experience. While at KYA, students are expected to abide by the following business dress code. For safety reasons, conference name badges are part of this dress code and must be worn at all times with no exceptions. Anyone not in compliance with the dress code will change clothes. Advisors will be notified of any dress code violations. Kentucky YMCA staff reserves the right to consider removal of Delegation of Excellence from any delegation with three (3) or more reported dress code violations.*Dress code will be enforced by delegation advisors.*
 
Moms of girls: Make them sit in dresses and skirts to make sure their lap remains appropriately covered and that they are sitting on the fabric of a skirt or dress and not a cold plastic chair. Shoes (short boots/tall boots, wedges, whatever) should be comfortable; there is a lot of walking. **If you wear a skirt or a dress: NO bare legs, NO transparent tights (tights (footless or otherwise) must be a black or a darker color).**
 
First Day - BUSINESS CASUAL

 GIRLS

• A reminder - If you wear a skirt or a dress: NO bare legs, NO transparent tights (tights (footless or otherwise) must be a darker color).
• Skirt length – at bend of knee or longer (front and back), including any slits.
• If you are unable to accommodate the required length - purchase black dress pants.
• A business dress with the skirt portion at bend of knee or longer (front and back) and covered shoulders and back.
• Nothing sleeveless, no sheer/lace/see-through portions on torso or back (front or back).
• Sequins are not business attire.
• NO JEANS, LEGGINGS, or FITNESS PANTS.
• NO casual footwear (Uggs, Chuck Taylors, athletic shoes, Toms, flip flops, etc.)

BOYS

• Most boys wear khakis with a button down or a button down with a sweater or a nice ¼ zip (like a sweater/not athletic like a Nike)over the shirt.
• A blazer, business jacket, and tie are optional for boys on this day. Bill authors will sometimes dress up.
• Trousers such as khakis or dress pants.
• Practical dress shoes and socks (Sperry’s are fine).
• NO casual footwear (Athletic shoes, Hey Dudes/Toms).

 
Second Day - BUSINESS PROFESSIONAL
 
BOYS:

• It is required for boys to wear a sport coat (or suit jacket), collared dress shirt (tucked in), with tie or bow tie (clip on is fine) the second day.
• Trousers suchs as khakis or dress pants.
• Practical dress shoes and socks (Sperry's are fine).  NO casual footwear (Athletic shoes, Hey Dudes/Toms).

 
GIRLS:

• Again, if you wear a skirt or a dress: NO bare legs, NO transparent tights (tights (footless or otherwise) must be a darker color).
• Business dress with skirt at bend of knee or longer (front and back) and covered shoulders – again, if length is an issue purchase something very long or black dress pants.
• Dress slacks or suit pants.
• Dress shirt or sweater that covers shoulders
• Business suit/pantsuit.

 
Night Free Time/Mixer

• Casual - jeans/sweats/leggings/sweatshirts/t-shirts – NO SHORTS

 
Third Morning

• Casual  - jeans/sweats/leggings/sweatshirts/t-shirts – NO SHORTS

 
 NEVER ALLOWED

•   Shorts
• Tops that are: backless, sleeveless, sheer/transparent, low-cut, midriff-bearing, do not cover shoulders
• Skirts/dresses shorter than bend of knee (front and back)
• Hats
• Visible undergarments
• Bare feet
• Any clothing with inappropriate language or imagery

 

• On December 5, 2023 Students will leave the hotel at approximately 11:00 am (Louisville Time).
• Pick up your child at NOON at Holy Name School.  NO EXCEPTIONS.
• They will be absolutely exhausted, in a mood, in need of rest, and food.

The Kentucky YMCA will be providing three meals for students at this year’s conference. Students will need to bring enough money to purchase two meals:  1) Dinner on the first night and 2) breakfast on the second morning (BUT most students bring their own items like breakfast bars or Pop Tarts etc. and eat in their rooms). 

Monday (12-4-23) LUNCH-  Provided for free at the Claudia Sanders Dinner House in Shelbyville (the original Kentucky Fried Chicken). 

Monday (12-4-23) DINNER- Provided for free (pasta with meatballs in a tomato-based sauce and salad). 

Tuesday (12-5-23) BREAKFAST-  Provided for free prior to departure back home.

• ---

  Students may pack snack items for their rooms and share with roommates.
• Items such as treats, chips, crackers, slim jims, energy/protein/breakfast bars, fruit, soft drinks, juices, etc. 
• However, the YMCA (in compliance with the hotel) has asked that students do not bring tomato juice, Red Bull, Big Red, or Cheetos due to the high stain risk for the hotel. 
• Students will carry all of their own bags, so I wouldn’t recommend showing up with a 12 pack of soft drink cans. 
• Students will not need any more than $30.00 in cash for food or vending machines.
• They do have a shopping station with T shirts ($10-$25) depending on long sleeve/short sleeve/hoodie/crew neck sweatshirts/pants etc.

Each child will bring no more than two bags. One suitcase and a backpack is recommended; encourage them to minimize. Remember, we will only be gone for two nights. Coolers are not allowed.

Cameras, phones, iPad, and iPods are allowed, but they are each child’s responsibility. Absolutely no lap tops, walkie talkies, or game systems are allowed. If bringing a cell phone, the cell phone contract must be reviewed, signed, and returned to their advisor.  The form was sent home with your child.

The Behavior Code of Conduct as set forth by the Kentucky YMCA will be strictly enforced, as well as the HNS code of conduct as stated in the HNS and Diocesan Student Handbooks.

I will wear my name tag at all times.	I will not have my phone in meeting rooms.
I will not talk with neighbor during listening times (bill presentations).	I will not turn around during listening times.
I will have my pen and bill book at all times.	I will have my room key at all times.
I will never go anywhere alone.	I will not go to my room without telling one of my HNS advisors.
I will keep my hands and feet to myself.	I will respect the property of others.
I will be in my assigned meeting rooms at all times.	I will respect others from all schools at all times.
I break it; I buy it.	I will refrain from inappropriate touching.
I will participate during debate.	I will keep my hotel room volume at an appropriate level.
I will represent my school wiht diginity.	I will follow the Cardinal 10.

Failure to follow these requests will reflect poorly on HNS as a delegation. Awards for schools are won and lost based upon student behavior.

Serious discipline issues will result in a student being sent home from KYA with a parent (parent will drive to Louisville)
This includes violating laws, being out of hotel room after curfew, inappropriate physical contact, not following schedule (skipping sessions), being in out of bounds areas at the conference, endangering the safety of yourself and others, blatant disrespect to adults, and violating any KYA/HNS/Diocesan student conduct expectations listed above.

Below you will find protocols and procedures for supplying and administering over the counter and prescription medicine to be dispensed at KYA (Dec 3-5). These standards are per the Diocese of Owensboro and our medical director:

OVER THE COUNTER MEDICATIONS

All over the counter meds that are dispensed during  a normal school day will be supplied by HNS via Mrs. Farina ONLY IF you have checked on the medical permission form (from the beginning of the school year) that you allow those medications. Example: If you checked YES that your son or daughter can have Tylenol, then we can give it to them. If you checked NO, then we cannot. Please contact the nurse if you are unsure as to what you checked/declined and make any necessary changes.

PRESCRIPTION MEDICATIONS – THESE STANDARDS ARE CRITICAL AND FIRM:

• All prescription medication will need to be in a zip lock bag with your child’s name written on it in a very dark colored Sharpie permanent marker.
• Any and all prescription meds for your child must be in that bag.  
• Prescription medication must be sent to the school in the original label container and the label shall include:
• All information must be current and correct.
• Name and address of the pharmacy must be present.
• Instructions must be on the prescription label.
• Parents cannot override the instructions on the label (I know that bottle says this, but I want you to do that).
• Name of the student shall be present.
• Name of the prescribing health care provider shall be present.
• Date the prescription was dispensed shall be present.
• Expiration date of the medication (or filled dated within the year) shall be present.
• Name of the medication, dosage, and strength of medication shall be present.
• Route of administration (topical/oral etc.) shall be present.
• Frequency of medication shall be present.
• Supply ONLY the exact number of pills that your child will take (no extras).
• Medicine that does not meet these standards will not be accepted. 

 

Please check medicine in at the HNS Nurse's Office the Sunday morning that we depart for KYA. All controlled substances will have to be counted, and a parent will have to sign verifying the amount. All medications are secured in a locked suitcase. If you are bringing medicine, you are encouraged to arrive between 9-9:30 AM because the process of checking in medications takes time. 

 

A current medicine authorization form completed by the parent/legal guardian must be on file in the student’s cumulative health record.

Under no circumstances are students allowed to carry around any type of medication; this includes over the counter medication. The advisor responsible for medication will have a room with a refrigerator for medications if needed. 

EpiPen/inhaler/Auvi-Q ARE EXCEPTIONS which must be on students AT ALL TIMES

• If your child has an Epi-pen/Auvi-Q in the office, we will simply take that one with us (you do not need to send another). 
• Reminder: Epi-Pens, Auvi-Q, and inhalers are prescription medications. These meds should be accompanied by the box with the prescription label on it. 

In Case of Sickness/Emergency 

If you receive a call while we are gone, there is a very good reason – PLEASE ANSWER - You likely have a vomiting child and will have to come and get them immediately. Please leave cell ringers on while we are away in case we need to contact you. It is upsetting to a vomiting child (and the teacher) if no one at home is answering a phone. 

Please do not hesitate to ask any questions or inform us of special situations. Often, parents assume we are aware of all medical situations - we are not, unless you tell us! 

Preparation with their KYA advisors underway. Your child is responsible for having all needed materials printed and in their possession when we depart from the school. Please ensure that they do.