Parent Handbook - University Place Latchkey



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A Public Benefit, Non-Profit Corporation

Parent Handbook

2016-17

Table of Contents

Program Address & Phone Numbers Page 3

Mission and Philosophies Page 4

Parent Acknowledgement Page 5

Non-Discrimination Policy Page 5

Program Description Page 5

Enrollment/Registration Information Page 6

Children with Individual Education /Behavior/Health Plans Page 6

Tuition Page 6

Late Tuition Fees/NSF Fees Page 8

Late Child Pick-Up Fees Page 9

Voluntary Withdrawal/Change of Service Notification Page 9

Hours of Operations Page 10

Early Release Days/Breaks/Snow Make Up Day Schedules Page 11

Observed Annual Closures Page 11

Weather Closures/Power Outages Policy Page 12

Daily Arrival & Departure Procedures Page 12

Daily Transitions for Your Child Page 13

Reporting an Absence Page 13

Missing Child Checklist/Procedures Page 14

After School Activities Page 14

Sample Daily Schedule of Events Page 14

Daily Snack, Meals, Treats Policy Page 15

Practices for an Ill Child Page 16

Discipline Procedures Page 16

Reporting Requirements Page 17

Medical Conditions Page 18

Medication Requirements Page 18

Emergency/Disaster Procedures Page 18

Fire Arms/Weapons Policy Page 19

Children’s Attire/Dress Expectations Page 19

Homework/School Projects Page 20

Religious Activities Page 20

Transportation & Field Trips Page 20

Visitor Policy Page 20

Personal Toys/Electronic Devices/Student Cell Phones Page 21

Movies Page 21

Donations Page 21

Baby Sitting Policy Page 21

Parent Cooperation Page 22

Parent Communication/Involvement Page 22

Parents Night Out Guidelines Page 22

Social Media Page 23

Animal/Pet Policy Page 23

Open Door Policy Page 24

Welcome to University Place Latchkey. We are a multi-site, exclusively school age, before and after school childcare program. Our main office contact information is located on the front of this publication. We operate four (4) programs at different schools.

Chambers Primary

9101 56th Street West

University Place, WA 98467

(253) 565-7883

Site Manager: Barbara Stock

Evergreen Primary

7102 40th Street West

University Place, WA 98466

(253) 564-3537

Site Manager: Karen Myers

Sunset Primary

4523 97th Avenue West

University Place, WA 98466

(253) 564-3625

Site Manager: Veronica Howard

University Place Primary

2708 Grandview Drive West

University Place, WA 98466

(253) 564-3651

Site Manager: Mosetta Rodrigues

Mission And Philosophy

Mission:

University Place Latchkey, a nonprofit corporation, intends to provide a safe, dependable, fun, active, enriching, affordable, high quality before and after school childcare program. We believe in providing an exceptional childcare program for children of varying school ages, Kindergarten through 7th grade (5 through 12 years of age). By providing a variety of activities, our program encourages each child to use his/her potential in all experiences for personal growth. Our purpose is to help each child develop to the best of his/her individual ability and to provide an atmosphere in which the child can learn to share and be a supportive, contributing member of the community.

Philosophy:

University Place Latchkey, a nonprofit corporation, intends to provide a safe, dependable, fun, active, enriching and affordable quality exclusively before and after school childcare program. In order to provide a supportive environment for school age children, University Place Latchkey uses the following guidelines:

Safety-All facilities, equipment and child care providers must meet Washington State licensing requirements related to the health and welfare of school age children.

Dependable- We operate a program during the school year to meet working families’ needs. We have extended days of operation for school breaks and early release days.

Fun-Creative arts are an important part of our daily activity schedule. We strive to have “something for everybody”.

Active-UP Latchkey offers the children many opportunities for running, jumping and climbing. There are also opportunities for cooperative group games.

Enriching-We have weekly lesson plans with a variety of themes. We offer time for school projects and completion of assignments. Children are always encouraged to read silently or with a group if they have completed their homework. Children are given the opportunity to seek quiet or rest time.

Affordable-As a nonprofit corporation, all of the tuition and fees goes solely to the support of our program.

Quality-UP Latchkey hires qualified adults who implement a program with developmentally appropriate activities, equipment, and facilities suited to meet the needs of school age children. We strive to maintain an excellent working relationship with the University Place School District. UP Latchkey is a “home away from home” familiar environment. Teamwork, courtesy, courage and honesty are foundations of our program. The children are encouraged to develop secure relationships with classmates and caregivers.

Parent Acknowledgment

A written copy of this handbook is given to each parent at the beginning of the school year or upon enrollment. The publication is also available at your child’s Latchkey location, on our website at , and at our main administrative office. A signed acknowledgment of receipt of this handbook and any other UP Latchkey policies is kept in your child’s file.

Non-Discrimination Policy

University Place Latchkey is an equal opportunity employer and non profit organization and does not discriminate because of race, creed, religion, color, national origin, sex, age, marital status, military status, sexual orientation, gender identity, genetic information, disability or any other basis protected by the state, federal or local law. To the best of our ability we design our program to meet the concerns of the parents, children and employees of UP Latchkey.

Program Description

UP Latchkey is a non-profit, public benefit, before and after school childcare program licensed by the Department of Early Learning of Washington State. A volunteer, rotating Board of Directors governs our program. The Board of Directors hires an Executive Director to manage the daily operations of our successful program. We are not affiliated with the University Place School District #83. However, the school district leases dedicated space for our program and provides any transportation needed for our program.

Our employees are selected on their education, experience with children, and professionalism. They are among the best in the area. Our Lead Teachers have specific training in Early Childhood Education and meet all educational requirements provided for in the WAC codes pertaining to exclusively before and after school child care programs. We also require continuing professional development of all our staff.

If you have any questions or concerns with our program, please contact your child’s UP Latchkey Teacher or Site Manager. You may also contact the administrative office and speak with the Director or Assistant Director.

Enrollment/Registration Information

UP Latchkey has an annual registration procedure and fee. Enrollment will begin once you have completed all registration paperwork and paid any fees/tuition due at the time of registration and availability is confirmed by the Director or Assistant Director. Our registration is on a first come first serve basis. Enrollment is not guaranteed from one year to the next. Some of our programs/classrooms fill up quickly and families may need to be placed on a waiting list.

We are licensed through DSHS to accept state assistance. It is the parent’s/guardian’s responsibility to confirm their assistance with the state. University Place Latchkey does not assist you with your case. Your registration fee must be paid at the time of registration. If you find out later you qualify for assistance, UP Latchkey will credit any overage to the monthly co-payment requirement. If no co-payment is required by DSHS, UP Latchkey will refund the amount DSHS reimbursed for these fees to the parent who enrolled the child in our program.

Children with Individual Education/Behavior/Health Plans

UP Latchkey makes every attempt to make our program is successful for all children. Occasionally, a child may have some unique qualities which require special attention. The University Place School District does not share any information with us about the children. In our experience, families who choose to share this information with UP Latchkey have a greater chance of success in our program. Please consider including UP Latchkey with any information which you feel will help to contribute to your child’s success in our program. If you/we feel it could be helpful to your child’s success in our program, you/we may ask for permission to speak directly with the school staff (ex: teacher, counselor, principal). Please contact the main office for written permission for UP Latchkey to consult with UP School staff.

If your child has special health needs (ex: severe peanut allergy requiring the use of an epi-pen), you must provide a copy of a medical health care plan to UP Latchkey. Please speak with the main office at 564-4234 for specific instructions.

Tuition Fees

As a non-profit organization, the tuition you pay goes directly into the requirements of our program. We make every attempt to keep our tuition/registration costs as low as possible while still providing an exceptional program.

The 2016-17 school is scheduled to begin September 6, 2016 and end June 21, 2017. During the school year, our program operates extended hours for “early release days”, school holiday breaks and snow make up days (when applicable). Our monthly tuition is determined by calculating our yearly costs and dividing them equally over 10 payments (September-June). Our current tuition rates are:

Before School Only $235 per month/per child

After School Only $350 per month/per child

Before and After School $430 per month/per child

Occasionally, we must raise tuition to meet the financial needs of our program. UP Latchkey will provide written notification, to each of our current families, 30 days prior to any tuition changes. We currently only accept “full time” children. Your tuition remains the same each month, while your child is registered in our program.

Tuition is due by the 3rd of every month. If the 3rd of the month falls on a weekend, tuition is due the Friday before. If the 3rd falls on a holiday break, tuition is still due by the 3rd of the month. Holiday/school breaks are clearly marked in our classroom and on the school district calendar. We accept personal checks, bank checks or money orders at each program location. Cash is only accepted at the main office located at 2554 Locust Ave W, UP, WA 98466. Please call in advance if you plan to pay in cash. Our administrative employees wear many hats and they may be out observing one of our programs, attending a meeting or providing support for our childcare program. You may also set up bill pay through your banking institution; however, we must receive the bill pay check by the 3rd of each month in order to avoid any late fees. Please mail your check to UP Latchkey, PO Box 64005, Tacoma, WA 98464. Please do not send your check in your child’s backpack. Tuition payments must be received from an adult. University Place Latchkey does not accept debit/credit card payments.

UP Latchkey uses Childcare Management software for all billing. We do not invoice for our services. Billing is collected at the sites, but managed at our main office. As a reminder, we post tuition notices in each classroom. You will be provided with a receipt or statement of your tuition payment once our administrative office has input your payment information into Childcare Management. Please retain all statements for your tax records.

Occasionally, we have two parties paying for a child’s tuition. Each party must sign for a copy of the Parent Handbook. A split payment plan will be written by University Place Latchkey outlining each party’s responsibilities for tuition based on court documentation of child support. If no documentation is available, UP Latchkey will design a payment plan best suited for UP Latchkey. Each party must sign and comply with the payment agreement. Although two party payments will be outlined in a contract, only one billing account will be generated per family. All parties must remain current with their payment plan in order for the child/children to remain in our program.

As a licensed child care program, UP Latchkey may accept approved applicants with Department of Social and Health Services (DSHS) tuition assistance. You must provide email confirmation from DSHS of your current benefits and responsibilities prior to being accepted into our program. Our email address is uplatchkey@. If you are pending acceptance from DSHS, you may enroll in our program as a “private pay” family. Private pay means you accept ALL financial responsibilities for our childcare services. In addition, if your DSHS is terminated after enrollment in our program, at any time for any reason, you automatically become a “private pay” family and assume all financial responsibilities for our childcare services as outlined in any Latchkey policies and our Parent Handbook. Once we have received email confirmation from DSHS, UP Latchkey will apply any personal payments made to your co-pay. If no co-pay is required, you will be refunded any tuition paid past your “approval date” of your DSHS assistance.

Many families have more than one child in our program. Although the first and second child enrolled from a family are both full tuition, we offer a monthly 10% discount on each sibling beyond the second child. The discount is only applied for children who are currently enrolled in our program and not on DSHS assistance.

University Place Latchkey also offers a 5% savings to families who choose to pay tuition 5 months in advance. However, if a pre-payment is returned for NSF, you are automatically charged an NSF fee and a 25% late tuition fee for any month which was delinquent. You may also be required to pay on a monthly tuition cycle rather than a pre-pay cycle.

Late Tuition Fee Policy /Non-Sufficient Funds Fees

UP Latchkey reserves the right to charge a late fee of 25% for all tuition received after the 3rd of each month. If tuition is not paid by the 5th of the month, with a 25% late fee included, your child may be terminated from our program. In order to re-enroll your child in our program, you will be responsible for the late tuition, the 25% late fee and the fees associated with enrolling a child in our program. Any exceptions to this policy must be submitted in writing and reviewed by the Director.

If your tuition has been delinquent more than twice in a school year, you may be placed on probationary financial status regardless if you are current with all tuition and late fees. If you receive another late fee while on probationary financial status, we reserve the right to terminate our services and dismiss your child from our program. UP Latchkey will provide you with written notice if you are placed on probationary financial status.

A $30 NSF fee will be assessed on all returned checks. In addition, a 25% late fee will be assessed if the NSF occurs after the 3rd of each month, in accordance with our Tuition Fees policy. University Place Latchkey may terminate all child care services if your account and any fees assessed to your account are not made current within 5 calendar days of an NSF. Upon receipt of 1 NSF/returned check, you may be required to pay tuition, registration and PNO by certified check, money order or cash. If your child is dropped because of financial shortfalls, future enrollment in University Place Latchkey is at the discretion of the Director or President of the Board of Directors. Regardless of termination of child care services, any fee/tuition which is not corrected within 10 calendar days may be submitted to a collection agency.

Late Child Pick Up Fees

Our program ends daily at 6:00 PM promptly. We will assess a late fee if your child is not picked up by 6:00 PM. Every family gets one “freebie” of up to 15 minutes, per child, for the first time a parent is late. The second and third time a parent is late picking up a child, the account will be assessed $1 per minute. The fourth time a parent is late will result in a $5 per minute charge and possible termination. University Place Latchkey will apply a late child pick up fee to your account for each child at each site. Payment of late fees must be received within 3 school days of the infraction. If payment is not made, UP Latchkey may terminate all childcare services. The Director also reserves the right to terminate our services after the 4th late pick up*. Our late fee fines are:

1st late Warning/Freebie (15 minutes) free (for first 15 minutes), then $1 for every minute after 15 minutes

2nd late $1 per minute/per child

3rd late $1 per minute/per child

4th late $5 per minute/per child w/possible termination

*UP Latchkey is a mandated reporter for child safety and welfare. In addition to termination of services, UP Latchkey may be required to submit a report to Child Protective Services if a parent is continuously late picking up his/her child from our program.

Voluntary Withdrawal/Change of Services Notification

University Place Latchkey understands your childcare needs may change throughout the school year. In order to avoid any additional tuition or fees, you must provide a written 2 week cancellation notice to withdraw or change the service agreement for childcare from our program. Failure to meet this deadline may result in full payment of tuition for the following month even if your child does not attend. Forms are available from your child’s teacher or you may email your statement of withdrawal to uplatchkey@ . Please include the date you submitted the request and your expected last date of services. When you provide a full 2-week cancellation notice, UP Latchkey will prorate your tuition for the 2 weeks your child will be attending. However, you will incur any registration fees/activity fees applicable if you seek our services in the future.

The last day of the year to submit a voluntary 2 week cancellation is May 15th, with a final day of service as the last day in May. Any family who uses our services at all in the month of June is responsible for the entire month’s tuition without a 2 week cancellation notice. If June’s entire month of tuition is not paid in full, any registration for the following year will be cancelled without a refund and your child will be removed from our program. If you are not registered for the following year, you may be sent to collections for any remaining balance for June’s tuition.

If you are on DSHS assistance, and do not give a 2 week notification, we will only be able to bill for the days your child attends. Therefore, you will be personally responsible for the full tuition costs of the 2 weeks, regardless of attendance. We will seek collection assistance, if necessary.

Program Hours of Operations

Our morning program opens daily at 6:30 AM. You are required to walk your child into the classroom/gym and sign into the program. Our insurance does not allow us to receive children before 6:30 AM.

Hours of Operation for Regular School Days:

Morning Program 6:30 AM to 7:55 AM

After School Program 2:35 PM to 6:00 PM

Hours of Operation for Early Dismissal Days:

Morning Program 6:30 AM to 7:55 AM

After School Program 12:15 PM/11:20 AM to 6:00 PM

Hours of Operation for Holidays/Combined Days:

Daily 6:30 AM to 6:00 PM morning and afternoon snack provided,

however, a lunch* from home is needed

(see no peanut/tree nut policy)

Early Release/Break/Snow Make Up Day Program

The UP School District #83 takes several “early release days” and “breaks” throughout the academic year. UP Latchkey has made arrangements to keep our program open to meet the needs of our families. On early release days, our programs operate at all their normal locations with extended hours. (See Program Hours of Operations)

On “breaks”, UP Latchkey has made arrangements with the school district to operate a “combined” program. We will operate one “main” site either at Evergreen Primary or Sunset Primary to accommodate our families. Our program will operate from 6:30 AM until 6:00 PM, Monday – Friday except on specified “closures” listed in the Observed Annual Closures policy in this handbook. Prior to a “combined” operation day, you will be asked to “sign your child up” for care. If you are enrolled in our after school or our before and after school program, there are no additional costs for these days nor is there an adjustment in tuition if you do not use our services during breaks. If you are enrolled in our morning only program, an additional fee is charged for each day you attend (please check with the main office for “break” fees).

We plan a full day of fun and activities for these extended days. Morning and afternoon snacks are provided daily, however, your child must bring a lunch from home. Please review our no nut/tree nut policy before you pack your child’s lunch.

Observed Annual Closures

UP Latchkey operates extended hours for most in-service days/early release days and school breaks. However, we are closed the following days:

November 11, 2016 Veterans Day Observance

November 24 & 25, 2016 Thanksgiving Day and Friday

December 23 & 26, 2016 Winter Holiday Observance

December 30, 2016 & January 2, 2017 Winter Holiday Observance

January 16, 2017 Martin Luther King, Jr. Observance

February 20, 2017 Presidents Day Observance

May 29, 2017 Memorial Day Observance

In addition, the Board of Directors reserves the right to close our program on other holidays if there is not enough attendance to operate. We will notify parents as soon as possible if our program must close on a scheduled day of operations.

Weather Closures/Power Outages

UP Latchkey may close due to poor weather or power outage. If our program needs to close early due to weather/power outage, UP Latchkey staff will contact you or your emergency contacts provided on your emergency card and notify them of the need to pick up your child as soon as possible.

Since we lease our property from the School District, if the School District makes the announcement to dismiss school or cancel school due to weather/power outage, UP Latchkey will also close. When the School District calls a “delayed start” due to weather, our morning program will be closed, but our afternoon program will operate under normal circumstances.

Listen to your local radio/TV stations, or view upsd.wednet.edu for school closures/delays. If possible, UP Latchkey will also place a recording on their MAIN OFFICE VOICE MAIL (253) 564-4234 with updates and closures.

Occasionally, we have experienced the need for weather closures during Winter Break, Mid- Winter Break, or Spring Break. The School District does not address these days, since they are not in operation. The Director of UP Latchkey will determine the need for weather closures and will place a recording on our main office voice mail (253)564-4234 explaining circumstances. We may also post a statement at , provided we have access to power. UP Latchkey will not refund any tuition for closures related to outstanding circumstances.

Daily Arrival and Departure Procedures

UP Latchkey makes every attempt to provide the safest environment for children. We require a daily sign in/sign out for each of our children. Department of Early Learning requires your “full name” be signed, not just initials. We will only release children to adults listed on your emergency contact card. Photo identification is required to pick up your child until all staff members become familiar with you or other people on your emergency card. All emergency contacts must be at least 16 years of age with photo identification. If you are a divorced/separated/single parent you must allow the other parent to have his/her own emergency contact pick up information as outlined in your residential/custody plan. Please provide a copy of any legal documents regarding residential/visitation/custody guidelines for your children.

We understand children may have after school enrichment activities to attend prior to coming to UP Latchkey. Please ask the Site Manager at your location for an “After School Activity Notice” (permission slip). A permission slip must be in your child’s record to attend enrichment programs.

Occasionally, a parent needs documentation of our sign in/out logs. Our sign in/out logs are legal documents. Any requests for copies of our sign in/out logs must be placed in writing by a parent or guardian listed on your childcare application form. Once we receive your written or email (uplatchkey@) request, we will make them available to you within 3 to 5 business days. There may be a fee assessed for accessing and making copies.

Daily Transitions for Your Child

We understand the busy lives of working parents and young children. Many children have had a busy day at school, a long day at Latchkey and still have to make it to dance class or baseball practice before the day is done. If you arrive to pick your child up and he/she is not in the classroom, please be patient with our daily transitions. Your child makes several transitions during his/her day in our program. Your child may be in the restroom, down in the gymnasium, out on the playground, finishing up an amazing (but messy) art project or still riding the activity bus from Drum or Narrows View Intermediate schools.

Once we know the routines of your family, we will do our best to remind the children when they are close to being picked up. However, we suggest, if you know you will be on a really tight schedule for pick up on a particular evening, you send a note with your child or call the Latchkey location and we will do our best to have your child ready so you can make it to your next appointment.

Reporting an Absence

As per the Department of Early Learning, we take daily attendance for our program. If your child will not be attending Latchkey for a day, please call your child’s program and leave a message on the voice mail. If your child does not arrive to our program and we have not been notified of an absence, UP Latchkey will begin “emergency procedures” to locate your child.

We have many students in our Intermediate school program who attend scheduled after school activities. Although these children are older, we are still accountable for their whereabouts. Please inform the teacher of your child’s after school activities so we won’t have to worry about his/her safety. Beginning October 1st, we will no longer be calling about the whereabouts of our 5th - 7th grade students, unless requested by the parent/guardian.

Missing Child Checklist/Procedures

At the beginning of our after school program, each child must be accounted for by a UP Latchkey employee within the first 15 minutes. Most times, parents have forgotten to inform us they picked their child up early from school or he/she was sent home ill. Sometimes, children ride the bus home by mistake. Either way, we are required to account for each child’s presence. Our checklist is posted on the Parent Information Board in each classroom.

After School Activities

Many of the schools offer reading and math assistance or other enrichment activities throughout the school year. If your child is enrolled in one of these activities, please complete an “After School Activity Notice” form (provided by UP Latchkey). We will make a notation and the necessary arrangements to ensure your child arrives safely at Latchkey after his/her enrichment program.

Sample Daily Schedule of Events

6:30 AM Morning program begins. Children may choose:

Board Game, Reading Area, Art, Homework, Building, etc., plus

Group Activity/ Morning Recess

7:50 AM Primary School Children Dismissed for School

8:00 AM-8:15 AM Latchkey Staff place Drum/NVI children on bus from

Chambers/Sunset Primary to Drum/NVI

8:00 AM Morning Program Closes

2:35 PM After school program begins/attendance

2:45 PM Announcements/Reading/Group Game/Early Recess

3:15 PM Snack

3:25 PM Drum and Narrows View Children arrive at Chambers/Sunset (snack provided for them upon arrival)

3:30 PM Recess

4:30 PM Arts & Crafts/ Indoor Free Choice/Homework/Reading

5:30 PM All Grades combine to one classroom/Free Choice/Co-op game

6:00 PM After School Program Closes

Bathroom breaks are provided at least every ½ hour. Your child’s daily schedule may differ slightly from this sample. Weather conditions/after school activities often dictate changes to the schedule. Each Latchkey program puts on an annual family event (play, poetry reading, carnival, etc.). Rehearsal times may dictate changes in the schedule to accommodate practices.

Daily Snacks/Meals/Treats

Our snack menus adhere to the guidelines outlined in WAC codes pertaining to nutrition. Our monthly snack menus are posted in each classroom for you to review. We also post our monthly snack menus at . UP Latchkey provides a daily afternoon snack. In addition, we provide a morning and afternoon snack on “Break/Combined” operations days.

Currently, we have several children with a severe allergy to peanut/tree nut products. Out of respect for children suffering from these allergies, peanut/tree nut products are not permitted at Latchkey. We make every attempt not to purchase or allow peanut/tree nut products into our program. If your child has other special food allergies or you are concerned about a product we offer for snack, please address your concerns to the Director.

Occasionally, we have a parent “opt out” of daily snack due to allergy/sensitivity concerns. Parents who provide snack from home are required to provide at least 5 days of snack (peanut/tree nut free) at their child’s Latchkey site. If your child does not have a snack on hand, we will contact you and see if he/she can eat our snack for the day. Each parent will be assessed $1 for each time their child does not have a snack from home.

UP Latchkey provides water at each of our locations. Please do not send water bottles with your child to Latchkey. Unlike the school, we must comply with licensing guidelines. Food from home/lunch boxes is not permitted during snack. Parents are welcome to send “birthday treats” to Latchkey. Please be mindful of our no peanut/tree nut policy.

On our “Break/Combined” schedule days or early release days which begin before the children have lunch at school (11:20 AM), the children will need to bring a lunch from home unless otherwise posted. We post reminders and suggestions for peanut/tree nut alternatives when packing your child’s lunch. Please remember we do not have access to heating/cooling items. In the event your child does not have a lunch, he/she will be given a simple lunch. UP Latchkey will assess a $5 fee for this service. Other severe allergies of some children enrolled in our program may limit the kinds of products which are permitted in lunches from home.

We appreciate the joy the children experience providing a birthday treat to UP Latchkey on their special day. However, we must post ALL food consumption 3 days prior to serving the treat. We also cannot serve any food containing peanuts/tree nuts/coconuts. Please let your child’s Latchkey teacher know if you are bringing in a food “birthday treat” so we can comply with Department of Early Learning.

Practices Concerning an Ill Child

Keeping a healthy environment is crucial to a successful program. Licensing guidelines require a child be free of a fever, diarrhea and vomiting for at least 24 hours before returning to our program. If your child becomes ill or head lice are detected during our program, you will be called and expected to pick your child up within 30 minutes. Your child may not attend UP Latchkey if any of these conditions exist:

• Contagious disease (see Health Policy posted in the classroom)

• Fever over 101 degrees Fahrenheit with earache, sore throat, rash, fatigue, vomiting (occurring 2 or more times in 24 hours), diarrhea (with 3 or more watery stools or 1 bloody stool in a 24 hour period) or drainage of thick mucus or pus from eye

If lice are discovered in a child’s hair, the child must be immediately picked up and his/her hair treated with lice treatment. A UP Latchkey staff member must verify there are no signs of lice before your child may return to UP Latchkey. They may not return to Latchkey until all nits have disappeared. Please understand the UP School District operates under different rules for lice than the Department of Early Learning. Your child may be cleared for school, but not cleared for UP Latchkey.

Discipline Procedures

It is the goal of UP Latchkey to provide a supportive environment where children can develop and learn. UP Latchkey adheres to the following codes of conduct.

• Respect for all persons and their property

• Respect for UP Latchkey staff, equipment and facilities

• Any fighting (including play fighting), physical abuse/neglect, swearing/abusive language or disrespect for others will not be tolerated.

We use several disciplinary techniques to help children develop respect, internalize rules and become self-directed in their behavior. Examples of positive techniques are giving choices, problem solving, natural and logical consequences, redirecting and self-reflection time. Corporal punishment or punishment humiliating/degrading to a human being will not be used. If a child has continuous behavior challenges, the following steps may be taken:

• Verbal warning from UP Latchkey staff

• Temporary loss of certain privileges

• Verbal or written contact with the parent/guardian

• Parents contacted and child sent home for the remainder of the day

• A conference between parent/guardian and UP Latchkey staff

• Suspension from the program

• Termination from the program

UP Latchkey honors all the UP School District’s policy pertaining to out of school suspensions. If your child is suspended from school, they may not return to Latchkey until the suspension has been lifted. We will not refund any tuition for any suspensions (either by UP Latchkey or the school). If your child has permanent in-school suspension or is expelled from the UP School district, our services may be immediately terminated and a refund of any remaining tuition will be forfeited. Any outstanding fees owed to UP Latchkey will be due at the time of termination. UP Latchkey may forward any outstanding fees to a collection agency. In addition, your child may not be permitted to enroll in our program in future years.

University Place Latchkey does not tolerate “bullying” of any kind in its program. If you feel your child is being bullied please bring it to the attention of UP Latchkey immediately. UP Latchkey reserves the right to hold parents financially liable for any equipment damaged by your child, either intentionally or behaviorally.

As a last and final resort, when a child’s behavior makes it necessary for his or her own or another’s protection/safety, University Place Latchkey may restrain a child by holding the child as gently as possible. A child may never be restrained for longer than necessary to control the situation. Parents/guardians will be notified of any use of restraint and the event will be documented and placed in the child’s file. It may be necessary for University Place Latchkey to create a safety plan for your child. University Place Latchkey may choose to suspend or terminate its services if it determines it is unable to meet the needs of your child.

Reporting Requirements

A safe and pleasant environment is instrumental in the success of a child. The law requires us to report any suspected child neglect, abuse or exploitation.

Alcohol, tobacco, drugs or firearms are not permitted on school property or at our main office. We will not release a child to any person who seems impaired or has the smell of alcohol or drugs on them. All impaired persons will be asked to leave the premises immediately. Profane, disruptive or abuse behavior are not permitted in our program, by anyone. You will be asked to leave the premises if your behavior is not considered appropriate by the Site Manager, Assistant Director or Director.

Medical Conditions

If your child has a known medical condition (asthma, diabetes, seizures, allergies, etc.), you may be required to complete an Individual Health Care Plan or an exemption to an Individual Health Care Plan. All Individual Health Care Plans or exemptions must be in place before your child can begin our program. You may be asked to provide training to our staff if we are not versed in the specific needs of your child’s condition. Any medication needed must be stored on site with proper instructions. Our goal is to ensure the best care available for your child. Your child will not be permitted to attend our program if his/her medication is expired. If you choose to keep your child in our program without proper medication needed for his/her medical condition, you will be asked to sign a Medication Release Waiver.

Medication Requirements

Please remember, UP Latchkey does not have access to any medications you have provided to the school. If your child requires medication, you will need to provide a separate prescription for our program. It is important we have proper amounts of medication to care for your child during early dismissal days and holidays.

UP Latchkey requires a parent or guardian to complete a Medication Authorization Form for all prescription/non-prescription medications/ointments/lip balms/sunscreens to be administered during our program hours.

In the event our hand washing facility is not available (being cleaned), UP Latchkey keeps hand sanitizer at all sites. The Department of Early Learning requires all children have authorization from a parent or guardian to use hand sanitizer. Authorization may be given up to 180 calendar days. We ask all parents to complete an authorization form at the time of enrollment and every 6 months after that. If you do not want your child using hand sanitizer occasionally, UP Latchkey will provide an “opt out” form for you to complete and store in your child’s file.

Emergency/Disaster Practices

All University Place Latchkey child care employees are currently certified in CPR and First Aid. In case of a serious emergency, University Place Latchkey will call 9-1-1 and follow their recommendations as to any need of an ambulance or hospital. Parents/guardians will be notified immediately if a child required medical assistance.

University Place Latchkey provides fire, evacuation and disaster training for all our childcare providers. Fire/evacuation drills, earthquake/Code 9 lock down drills are practiced with the children every month. All plans and documentation of drills are posted on an emergency board at each University Place Latchkey location.

Should a natural emergency occur (i.e. earthquake), every effort will be made to ensure the safety and well being of your child until a parent/guardian or designated emergency contact is able to pick up his/her child. University Place Latchkey provides EMERGENCY SUPPLIES at all its locations for staff and children. If your child requires ANY medication, please provide an extra prescription to assist your child for a 72-hour crisis period. You are welcome to provide a “comfort letter” or family picture for your child. We will store it with our emergency paperwork.

Fire Arms and Weapons Policy

University Place School property does not permit FIRE ARMS OR WEAPONS OF ANY KIND on school grounds by unauthorized personnel. If someone appears at our location with a firearm or weapon, University Place Latchkey employees will evacuate the children to a safe place. Our staff will contact 9-1-1 and report the incident immediately. We will follow their guidance.

Children are not permitted to bring weapons or items portraying weapons (toy or real) to our program. Violation of this policy may result in suspension or termination of our services. We will also notify the principal of your child’s school if your child violates this policy.

Children’s Attire/Dress Expectations

We plan a wide variety of daily activities for your child. Outdoor activities are a regular part of our program. Feel free to send play clothes so school clothes are not ruined. Please make sure your child is dressed appropriately for the weather (i.e. snow, rain, hot sun etc.). Do not send your child to school or to Latchkey if he/she is not well enough to play outside. Children are not permitted to stay indoors while the rest of the children are outside. We encourage parents to provide a full change of clothing for all Kindergarten children (accidents do happen and we do not have access to the school clothing supply in the nurse’s office).

UP Latchkey follows the daily dress code for Chambers Primary, Evergreen Primary, and Sunset Primary, UP Primary, Drum Intermediate and Narrows View Intermediate. Their dress codes can be found at upsd.wednet.edu. At a minimum, we ask children do not wear inappropriate or vulgar statements/graphics on their t-shirts, undergarments are not visible, mid sections are covered and dresses/shorts are below fingertips.

Homework/School Projects

We understand how busy children are these days. The children are always encouraged to complete their homework or class projects while at UP Latchkey. Although we do not provide tutors for homework assistance, we will assist the children if we are able. Please notify the Director if you have any concerns about time provided for school assignments.

Religious Activities

UP Latchkey does not participate in any organized/unorganized religious activities. If we are doing a holiday or craft activity which conflicts with your personal views or religion, please contact the Site Manager. We will do our best to accommodate your desires.

Transportation and Field Trips

The insurance of our program does not permit off site field trips. Transportation for Drum and Narrows View Intermediate schools to Chambers and Sunset Primary Schools is the sole responsibility of University Place School District #83. UP Latchkey will meet the intermediate students at the appropriate bus stop for Chambers and Sunset Primary Schools. Attendance will be taken at that time. Please notify UP Latchkey if your intermediate grade child will be riding the late activity bus from Drum or Narrows View Intermediate Schools. We will make arrangements to meet them at their bus stop.

Visitors/Guest Speakers

Occasionally, as part of our curriculum, University Place Latchkey schedules a visitor/guest speaker for the children. Visitors/guest speakers will be accompanied by a University Place Latchkey employee at all times. Visitors/guest speakers will never be left alone with any children in our program. University Place Latchkey will post a Visitor Safety Plan on the parent information board at least 3 days prior to the scheduled visit. If you have any questions or concerns about a visitor, please consult the Site Manager for your child’s location.

Personal Toys/Electronic Devices/Cell Phones

Personal toys are generally not permitted in our program. UP Latchkey has a wide variety of toys and interests for the children. Occasionally, a site may plan a “special day” and permit children to bring their personal toys/electronic devices to UP Latchkey. All children requesting to bring their electronic device to UP Latchkey on a “special day” must have their parents complete an “Electronic Waiver” form. Children’s use of social media, texting or cell phone calling is never permitted at Latchkey. Samples of electronic devices are electronic readers, smart phones, hand held games, tablets, etc.

Parents, please turn off your cell phones when entering our buildings. Your child wants to tell you about his/her day and the Latchkey staff may need to talk to you. Children may not use their cell phones while in attendance at UP Latchkey. We have a business phone if your child needs to speak with you.

Movies

Twice per month, each classroom is allowed to watch a movie. Movies will probably be shown on our combined days or early release from school days. Most movies are from our own video library. University Place Latchkey only permits G or PG ratings to be viewed. Occasionally, a class may view an educational movie to reinforce a theme or topic they have been learning. Three days prior to the movie, the title will be posted in your child’s classroom so that all parents know which movie has been chosen. We often show movies during our “combined days”. Please look for postings and viewing times at your child’s location.

Donations

As a non-profit organization, we welcome donations of almost any kind. Toys in good condition are always appreciated. If interested in making a donation, please contact the Site Manager at your child’s location or the main office.

Babysitting

University Place Latchkey employees are not permitted to “watch” children outside of operating hours while they are under an employment contract with University Place Latchkey. This policy applies to all children enrolled in our program (or their siblings). Please do not jeopardize their employment by asking them to “watch” your children outside of our program.

Parent Cooperation

University Place Latchkey employees will treat you and your family with respect. However, if parents/guardians or emergency contacts are rude, abusive or uncooperative with our employees or any of our policies, we reserve the right to terminate our services.

Parent Communication/Involvement

UP Latchkey publishes a brief newsletter every month. Newsletters are available in every UP Latchkey classroom and posted monthly at .

Parent involvement is strongly encouraged. Your involvement in our program helps everyone. With your participation, our program can meet the individual needs of your child. You are welcome to observe and participate in your child’s classroom as long as it is not a disruption to our program or the other families in our program. Below are some great ways for you to be involved in your child’s Latchkey experience:

Parents Night Out Guidelines*

Each year, we coordinate a few evenings at each Latchkey location to provide prolonged care for the children and a much needed “break” for parents. We call these events “Parents Night Out” (PNO). Parents Night Out is a separate event from our regular childcare program. It is optional and not included in our regular tuition fees. However, in order to register for a PNO, you must be current with all tuition and fees associated with your account. Parents Night Out begins after our daily program ends. We have limited space for Parents Night Out. UP Latchkey will post reminders, event themes and sign-up sheets prior to a Parents Night Out event. Parents Night Out events are 6:00 PM to 10:00 PM. The registration fee for the event is $20 for the first child and $15 for each additional child. Please make checks out to UP Latchkey. There is also a $5 dinner/dessert/snack fee for each child attending. The dinner/dessert/snack fee is paid in cash, directly to your child’s Latchkey teacher. The registration fee and dinner fee for the evening must be paid in advance. All the money collected from registration goes directly back to our employees for providing the childcare for PNO events. If a child is not picked up by 10:00 PM, a late fee of $5 per minute is charged to your account. Any late fee assessed must be paid within five business days or UP Latchkey may suspend/terminate child care services.

*Your child may only attend the Parents Night Out events where he/she attends Latchkey.

Social Media

It is not appropriate for children and staff to interact using Facebook, Twitter, Snapchat, Instagram or any other social media. We highly discourage social media “friending” and our staff may face disciplinary actions if they have a social media relationship with any of our children. Many families request their children are not photographed or “tagged” on Facebook regarding Latchkey performances or activities. Please respect the wishes of the other families in our program by not posting digital media of their children without their permission.

Animal/Pet Policy

Occasionally, we have visiting animals in our program to assist with the curriculum. We chose these animals carefully in regards to care, temperament, health risks, and appropriateness for school age children. We do not have birds of the parrot family that may carry psittacosis, a respiratory illness. We do not have reptiles and amphibians that typically carry salmonella, bacteria that can cause serious diarrhea disease in humans, with more severe illness and complications in children. Parents are notified in writing when animals will be visiting our program. Children with allergic response to animals are accommodated. Children and adults wash hands after any interaction or feeding of animals.

Fish are permitted in our classrooms. UP Latchkey will post a form explaining the specifics of any aquatic life on the premises. In addition to fish, we do permit insects as part of our curriculum. These may include, but are not limited to, butterflies, ants, Walking Sticks and Lady Bugs.

UP Latchkey loves pets! However, pets (other than certified service dogs) are not permitted at any location. Please leave your precious family member at home. Occasionally, a neighborhood animal or wildlife is found on school property. Children are not permitted to “interact” with any animals wandering on school property after hours while they are under UP Latchkey supervision.

Open Door Policy

University Place Latchkey was founded in 1990 by working parents just like you who wanted a safe place for their children to go to after school. We intend to provide the best care possible for your child. Although the basis of our care is standard throughout our program, please remember the teachers and the students at each particular location make it unique. All of our locations are required to follow all Department of Early Learning codes governing before and after school age childcare. However, we encourage our teachers to put their own personalities into their program.

Because of this encouragement, you may notice some slight differences between our different Latchkey locations. We encourage you to discuss any problems or concerns you have relating to our program with our employees. If your problem concerns an employee, as a courtesy to that person, please speak with them first. If you feel the situation is beyond the scope of that particular employee, the Site Manager of the program is available. The Assistant Director and Executive Director are also available to assist you with your concerns.

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End of Handbook

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Administrative Offices Mailing Address

2554 Locust Ave W PO Box 64005

University Place, WA 98466 Tacoma, WA 98464

(253) 564-4234

(253) 564-0434 (fax)

uplatchkey@

TAX ID # 91-1495547

Tricia Alsbaugh Christy Malvar

Director Assistant Director

director@ assistantdirector@

Note: UP Latchkey reserves the right to interpret these guidelines as they deem appropriately. The Director and the Board of Directors have the sole authority to interpret, eliminate, modify or expand any guidelines set forth in this publication or any other policies. You will be notified, in writing, of any changes made and acknowledgement of receipt of those changes will be placed in your child’s file.

It is our intention to provide the best and safest care possible for the families of our program as outlined by WAC codes governing all Department of Early Learning licensed exclusively before and after school child care programs in Washington State.

• Visit the program with your child on the first day of school.

• In addition to signing in/out, verbally inform the teacher when you and your child are arriving/leaving for the day. Periodically, read the postings on the parent information board.

• Call the site if special arrangements are needed for your child.

• Please talk to the Teacher, Site Manager, Assistant Director or Director about any concerns or questions you may have about our program.

• Come to the special events such as plays, family dinners, etc. This is a great time to meet other parents.

• Volunteer to serve a term on our Board of Directors.

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