Summer Pre-Arrival Information

Happy May!

As we turn the calendar to May our busy schedules become just a bit more intense and we’re sure yours do too.

We have many things to share with you and we thought instead of bombarding you with multiple emails we would try to consolidate things into one somewhat dense email-so bear with us and hopefully it will be worth the read to the end!

Summer Program Director Orientation

Thank you to those folks who made the trek on March 4th to campus for our orientation. It was an information packed day and the overall response was that it was well worth the time. For the benefit of those who could not attend, we have posted a PowerPoint and other helpful pieces from the day: 



Resource Guide

This guide is intended to help answer those questions that all groups have on campus. We will also be bringing a hard copy to our pre-arrival meetings with you on campus. Please make sure a copy gets to those running your program on campus too.

Yale Mobile App

We invite you to download the Yale iPhone app today and stay connected to everything going on around campus with news, events, photos, videos and more.

Yale Dining Fast Track

Exciting and new for this year is the Yale Dining App! You can check the menu for your dining hall!

Download our Yale Dining App for iOS and Android!


This year Ramadan falls on May 26th- June 25th. We will again be offering special meal service. At sundown there will be a hot meal served in Berkeley College along with a bag breakfast for the following morning. Attached you will find the letter explaining the program and the link that you can forward directly to your families for enrollment. Please note that if a student signs up for Ramadan the “swipes” are deducted from their meal cards.

Link: Ramadan Form

July 15th​ All Campus BBQ: You’re Invited!

As you may or may not know-every Friday is BBQ night in the individual dining halls/courtyard-weather permitting. However: Please come and join us for the 1st Annual All Campus BBQ to be held on Cross Campus, Friday July 15th. We will supply a great BBQ with games, music and fun activities for all! Please adhere to your normal dining times for the BBQ portion of the festivities.

Welcome Video

As you know we have a unique residential situation here at Yale. When you come to live in the residential colleges, you are coming to live in an established community where your students are living amongst some of our faculty and staff. We hope that this video will help to convey the unique environment you and your participants are entering and to take care of the relationships and the facilities as any guest in another’s home would.

Welcome to Yale

Should you like a member of our staff to attend your orientation and help to bring this message home, please let us know and we will do our best to honor your request.

Yale Health Instructions

Most of you opted out of the Yale Health option, but attached is a process for how you can engage Yale Health on an individual basis.

If you are still looking for a camp doctor, here is the new contact:

Mark Cicero

(203) 688-7970

20 York St, New Haven, CT 06504



Field A

We have secured an athletic field for use during the summer. If you have a rec time or any other kind of sports related activity that falls in the hours of 3- 9 PM you are strongly encouraged to bring your students to Field A for this purpose. The courtyards of the colleges are not appropriate for sports activities. Please contact your program director by May 16th if you would like to take advantage of this opportunity.

Connecticut Science Center

Did you know?  Youth Groups receive special pricing at the Connecticut Science Center!  Enjoy a full day of hands-on FUN with more than 165 interactive exhibits, stunning 3D movies, and NEW programs, stage shows, exhibits, and events we’ve created just for you. We are now accepting reservations for spring and summer Youth Group trips! Book now.

Thimble Island Tours

 Take a break from New Haven’s bustling cityscape and bring your students on a field trip to Horse Island, a rustic island off the coast of Branford, CT. Guided nature walks can be arranged for small groups, and last about an hour. These walks cover a variety of topics, including what the island was like before Yale’s purchase, what has changed since Yale’s acquisition, and why the Thimble Islands have unique flora that are distinctively different from the mainland. Additionally, groups will have the chance to explore the island’s newly built trails, stopping at the island’s northern and southern tips, Maya’s cove, and various tidal pools. For more information contact Kate Vieillard at

Pre-Arrival Documents

If you have not yet finalized your schedules with YC&E, we need you to do so four weeks prior to your arrival.. We put this document out so that we as the university can best meet all of your needs. This is also a final confirmation of check-in and check-out dates and times as well as classroom schedules, dining information and any special event request that need our attention.

At this time if you have not already received your participation list it will be provided. We require all participation lists to be returned to us 14 days before your arrival. A fine will be incurred for each day it is late.

Police Info Sessions- Yale Police & Security require you to have an information session that works with your students to help them have a safe stay while on the Yale campus. Please let your PD know the date and time you would like your information session to be.

Pre-Arrival Meetings

Your Program Director will meet with you prior to your participant arrivals to review all of the details of your program. At that time they will review your contract, exhibit B, incident report process, and your pre-arrival  document as well as introduce you to the staff assigned to your college, set up dining hall orientations, and gather any last minute adjustments that need to be communicated. Your Program Director will also set up additional meetings with you for while you are on campus.

Thank you for your time and attention to the details from above.

See you soon!