STAFF RESPONSIBILITIES FOR STANDARDS
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EMPLOYEE HANDBOOK
11/15/2016 Revision
Contents
EMPLOYEE ACKNOWLEDGMENT 5
Introduction 6
Introduction to YPW Spanish Immersion School 7
Our Mission Statement 7
Curriculum / Educational Philosophy 7
Client Relations 8
Staff Responsibility for School Standards 9
NAEYC Code of Ethical Standards 9
DFPS Regulations 10
Hours of Operation 11
EMPLOYMENT 11
Non-discrimination Statement 11
Employee Qualifications 11
Employee Classifications 12
Assignments 12
Provisional Period 13
TRANSFER 13
Acting Appointment 13
Pre-employment requirements 13
CPR & First Aid Training and FBI finger print verification 14
HEALTH AND SAFETY 14
Staff Vaccines 14
Accidents 14
Parking 15
CHILD ABUSE & CRIMINAL CLEARANCE 15
MANDATED REPORTING 15
Immunity from Liability and/or Employment Action 15
Penalty for failure to report 16
Causes for reporting suspected child abuse or neglect include: 16
Employees accused of child abuse or neglect 16
WORKPLACE SAFETY 16
Former Employees 16
Sexual Harassment 17
Hours of Attendance/ Work Schedules 17
Lunch Breaks/ Food & Drink 17
Photographic and Directory Authorization 18
Work Related Travel 18
EMERGENCY CLOSINGS 18
Employee Pay during Emergency Closings 18
Alternate Safe Location 19
PAYROLL 19
Overtime 19
Social Security 20
Work Related Expense Reimbursement 20
Staff Meetings and Team Meetings 20
Staff Training 20
EMPLOYEE BENEFITS 21
Care of Employee’s Children 21
Holidays 22
Leave 22
Personal & Excessive Absences 22
Bereavement Leave 23
Military Service Leave 23
Sick Leave 23
Vacation 24
Jury & Witness Duty 24
E-mail, Internet & Telephone Use 25
Preschool Resource Areas 25
COMPENSATION PLANS 25
PERFORMANCE APPRAISAL 26
Communicating with your director 26
CONFLICT RESOLUTION 26
EMPLOYEE CODE OF CONDUCT 27
BUSINESS ETHICS AND CONDUCT 27
Non-Fraternization or Solicitation 27
CONFIDENTIALITY 28
Confidentiality related to Proprietary Information 28
Voluntary Termination/Resignation 29
Disciplinary Action/Termination 29
Involuntary Termination 29
DISCIPLINARY ACTION: Reprimand 31
DISCIPLINARY ACTION: Written Warning 31
DISCIPLINARY ACTION: Investigatory Suspension 31
DISCIPLINARY ACTION: Suspension 32
DISCIPLINARY ACTION: Termination 32
EMPLOYEE’S PERSONAL ITEMS 33
Inspections and searches 33
PERSONAL APPEARANCE / Dress code 33
Staff and Teacher’s Uniform 33
SUBSTANCE ABUSE 34
EMPLOYEE TESTING 34
PERSONNEL RECORDS 34
EMPLOYMENT REFERENCES 35
EMPLOYMENT VERIFICATION 35
EMPLOYEE’S PERSONAL REPRESENTATIVE 35
JOB RESPONSIBILITIES All Staff: 35
Job Descriptions and Responsibilities for Lead Teachers 37
Responsibilities for Assistant Teachers 37
Responsibilities of Curriculum Coordinator 38
Relationships with Children, Parents & co-workers 38
Release of Children 39
Discipline and Guidance of Children 39
Child Abuse and Neglect 39
DFPS Regulations 40
Section 5100 contains the following provisions regarding discipline: 40
Preschool Policy for Positive Guidance 40
Handling Difficult Situations 40
Giving Directions 41
Professional Conduct 41
Reporting Student Accidents and Illnesses 42
Administration of Medication 42
Classroom Maintenance 43
Animals 43
Playground/Garden 43
SAFETY AND EMERGENCY POLICIES AND PROCEDURES: 44
Fire and Disaster Drills 44
Emergency Evacuation Plan 44
LOCATION & USE OF FIRE EXTINGUISHERS 45
LICENSING REQUIREMENTS 45
EMPLOYEE ACKNOWLEDGMENT
I, ______________________, an employee at YPW Spanish Immersion School, acknowledge that I have received a copy of YPW Spanish Immersion School’s Personnel Policy Manual and have been given the opportunity to read the manual and ask questions about the policies in the manual. Furthermore, I understand and agree to abide by the policies set forth in the manual.
I have attended an (orientation/training) which covered the personnel policies on
______________________.
I understand that the policies described in the manual are not conditions of employment and the language does not create a contract between YPW Spanish Immersion School and its employees. YPW Spanish Immersion School reserves the right to alter, amend, or otherwise modify these guidelines, in its sole discretion, without prior notice.
I acknowledge that I have received and read the YPW Spanish Immersion School Parent Handbook. I acknowledge that I am responsible for adherence to the policies and procedures outlined therein, that I have had the opportunity to ask questions about them and that I understand them. I further acknowledge that I agree to abide by and enforce the policies and procedures outlined in the YPW Spanish Immersion School Parent Handbook.
I understand that both the Personnel Policy Manual and Parent Handbook are the property of YPW Spanish Immersion School and it must be returned to YPW Spanish Immersion School at the time my employment ends. I understand that my failure to return this and other School property will affect accrued benefits to which I might otherwise be entitled.
I acknowledge the “At Will” status of my employment.
_________________
DATE EMPLOYEE’S SIGNATURE
EMPLOYEE’S NAME PRINTED
_________________
DATE WITNESS SIGNATURE
WITNESS NAME PRINTED
POSITION
Introduction
Welcome to the YPW Spanish Immersion School, where learning is an ongoing adventure!
We’re delighted that you have joined our staff of fellow professionals. Each one of us brings special qualities, talents and skills that build the fiber of our preschool program. Our goal is to make learning fun and productive for our students, as well as for us.
This manual, while not an implied or express contract, states in general terms the policies governing your actions as an employee of YPW Spanish Immersion School and the benefits of employment with YPW Spanish Immersion School. It is the policy of YPW Spanish Immersion School that all employees are employed at the will of the school. We place special emphasis on our employees as individuals and recognize that no manual can cover all situations. It is our hope that everyone will be able to achieve the highest level of performance and job satisfaction possible. Neither this manual, nor any other communication, shall bind YPW Spanish Immersion School to continued employment of any individual employee, or group of employees.
The purpose of this manual is to set forth the personnel and administrative policies relative to the employees of YPW Spanish Immersion School. It also explains benefits that you may receive as an employee. You are encouraged to discuss any questions you may have with your immediate supervisor or with the school’s director.
This manual will be amended from time to time, as policies change or are added hereto. It is your responsibility to keep your manual updated. Revisions and changes shall be supplied to you and will be available as soon as possible after adoption. New policies or amendments to existing policies will be effective immediately for all employees unless otherwise noted on the policy.
In addition to reading this Personnel Policy Manual, employees of YPW Spanish Immersion School are also required to read the YPW Spanish Immersion School Parent Handbook and Texas Child Care Licensing Regulations. Employees will be required to comply with all state licensing requirements and follow and enforce all policies and procedures as outlined in the YPW Parent Handbook. YPW Spanish Immersion School may from time to time require employees to read additional documents/publications, which have bearing on their job performance. Employees who fail to read and comply with any and all applicable documents/publications as assigned will be subject to disciplinary action, up to and including termination.
As a business in the state of Texas the employer/employee relationship is established “At-will.” The “At-will” relationship affords the employee the right to resign for any reason. Likewise, the employer may terminate the relationship at any time, with or without cause and with or without notice. It is further understood that the “At-will” employment relationship may not be altered by any written document or by verbal agreement, unless such alteration is specifically acknowledged in writing and signed by an authorized executive of YPW.
Introduction to YPW Spanish Immersion School
We make learning Spanish a joyful, fun adventure for each child, an experience that will benefit them for years to come! Our core curriculum is designed to spark children's interest in Spanish, math and science by engaging them in creative cultural activities such as dancing, singing, cooking, art projects, and games.
We follow a developmentally appropriate philosophy, that is, the program will be guided by the needs of the children that it serves. Young people will be taught in a manner that matches the way they develop and learn. The children will be challenged just beyond the level of their present ability, and will be given constant opportunities to practice newly acquired skills. Our program is designed to teach children the Spanish language naturally, through play and other engaging activities. In addition to Spanish, a very important part of our curriculum involves math and science. Children are exposed to various math & science experiences daily in their classroom.
Young people enrolled in our program gain proficiency in Spanish much in the same way they learn English or any native language, by integrating Spanish into their lives on a daily basis. In addition to developing a strong foundation in the Spanish language, your children will be more creative, gain confidence, and achieve greater success in all their future academic pursuits.
Our Mission Statement
YPW Spanish Immersion Preschool helps young people discover learning through fun, educational hands-on experiences exploring art, science and technology while learning Spanish.
Our Objectives
We want to provide the children with a safe and nurturing environment, with ample learning experiences conducive to physical, social, emotional, and intellectual growth. We want to help the children acquire an understanding of self and others in a warm, personable atmosphere. This positive environment respects the individuality of each student/child and provides the needed support for every child.
Curriculum / Educational Philosophy
We follow a developmentally appropriate philosophy, that is, the program will be guided by the needs of the children that it serves. Young people will be taught in a manner that matches the way they develop and learn. The children will be challenged just beyond the level of their present ability and will be given constant opportunities to practice newly acquired skills. Our curriculum incorporates play as a vital mode of learning.
When preparing lesson plans, our teachers keep in mind our philosophy of learning: Young people learn best when they are engaged, motivated, having fun, and actively involved in solving problems through play. Based on the axiom by Ben Franklin, which states, “Tell me, I forget. Show me I remember, involve me I learn.” Si me lo dices lo olvido, si me lo enseñas lo recuerdo, si lo experimento lo aprendo.” Benjamin Franklin.
The child "educaring" philosophy at YPW supports a "whole-child" concept of development by meeting his/her emotional, social, intellectual, physical and emerging cultural needs. Our child development program is based on the assumption that a child's growth is a sequential process and that children pass through predictable stages of development in all areas and within age ranges.
A fundamental belief at YPW is that the children have the right to be cared for in a safe, healthy, nurturing, fun, and respectful environment by adults who are well trained in child development principles and that the children learn best through play and playful interactions within this kind of environment. Since a positive parent-teacher partnership is ideal for a successful and harmonious child-rearing/child-caring experience, we strive to promote and demonstrate respectful interactions in the teacher-parent, teacher-child, child-child, and teacher-teacher relationships. This helps to establish an atmosphere of acceptance and well-being for all who participate in the YPW program.
A team teaching approach is practiced in each age group's “educare” room. Together the professional staff plans overall program goals and objectives and curriculum units intended to meet the children's individual development needs, as well as the needs of the group. Some characteristics we believe to be important for teachers to help children acquire within a group setting are:
* Self-esteem; a sense of identity, self-respect, and confidence.
* Competence in body and mind; a sense of mastery.
* Problem solving and conflict resolution ability; a sense of reasoning and responsibility.
* Personal and interpersonal strengths; ability to communicate with and be sensitive to others, to get along with others.
* Appreciation of diversity; a sense of understanding and respect for difference.
* Creativity and innovation; a sense of confidence and growth, a desire to learn.
* Openness; a sense of trust and honesty.
* Awareness of change; a sense of inner strength, self-control, and coping skills.
* Recognition of emotions; ability to understand and express feelings in appropriate ways
Client Relations
Clients are our organization’s most valuable assets. Every employee represents YPW Spanish Immersion School to our clients and to the public. The manner in which we perform our jobs presents an image of our entire organization. Clients judge all of us by how they are treated by each and every employee. Nothing is more important than being respectful, courteous, friendly, helpful, and prompt in the attention given to clients.
Our personal contact with the public, our manners on the telephone and the communications we send to clients are a reflection, not only of ourselves, but also of the professionalism of YPW. Positive client relations enhance the public’s image of our school. It is a requirement that all employees of YPW interact respectfully, courteously, and promptly with our clients.
Staff Responsibility for School Standards
As a teacher at an accredited program, you must be aware of the DFPS and NAEYC standards, which are listed below. In addition, the school has compiled its own lists of responsibilities. Although this section is rather long, it is important for every staff member to understand these responsibilities. Please read and follow all of the provisions. The most important responsibility of all, however, from which all others follow, is to remember that we are here to provide love and guidance for the children. The focus of all of our activities at YPW Spanish Immersion School should be on providing the best education and environment for the children in our care.
NAEYC Code of Ethical Standards
Standards of ethical behavior in early childhood education are based on commitment to core values that are deeply rooted in the history of our field.
We have committed ourselves to:
1. Appreciate childhood as a unique and valuable stage of the human life cycle.
2. Base our work with children on knowledge of child development.
3. Appreciate and support the close ties between the child and family.
4. Recognize that children are best understood in the context of the family, culture and society.
5. Help children and adults achieve their full potential in the context of relationships that are based on trust, respect, and positive regard.
The code sets forth a conception of professional responsibilities in three sections, each addressing an area of professional relationships,
Section 2: Ethical Responsibilities to Children
1. To keep information current through continuing education and in-service training sessions.
2. To base program practices upon current knowledge in the field of child development.
3. To recognize and respect the uniqueness and the potential of each child.
4. To appreciate the vulnerability of children.
5. To create and maintain safe and healthy settings/ environment.
6. To show respect for each child’s dignity and their contributions.
7. To support the right of children with special needs to participate, consistent with their ability, in regular early childhood programs.
Section 2: Ethical Responsibilities to Families
To develop relationships of mutual trust with the families we serve:
1. To build upon strengths as we support families in their task of nurturing children.
2. To respect the dignity of each family and its culture, customs, and beliefs.
3. To respect families’ values and their right to make decisions for their children.
4. To interpret each child’s progress to parents within the framework of a developmental perspective. To help family members improve their understanding of their children and to enhance their skills as parents.
5. To participate in building support networks for families by providing them with opportunities to interact with program staff and families.
Section 3: Ethical Responsibilities to Colleagues
Establish and maintain relationships of trust and cooperation with co-workers:
1. Share resources and information with co-workers.
2. Support co-workers in their professional development.
3. Give co-workers recognition due to professional achievement.
5. Assist the program in providing the highest quality of service and.
4. Remain loyal to the program and uphold its professional reputation.
DFPS Regulations
DFPS section 3300 states that each staff member has the following responsibilities:
1. To know the purpose of the minimum standards stated in the DFPS Guidelines.
2. To report suspected abuse and neglect to DFPS and law enforcement. It is school policy that if you suspect abuse or neglect, you should immediately report it to the director.
3. To supervise children at all times.
4. To demonstrate physical, emotional and intellectual competencies necessary for self-control and good judgment when performing assigned responsibilities.
5. To respect the uniqueness and potential of all children, their families and their culture.
6. To interact frequently with children, showing affection, interest and respect.
7. To foster developmentally appropriate independence in children.
8. When a staff member leaves and another assumes responsibility, provide the incoming staff member with information about the children, as well as the attendance sheet.
Section 3500 of the DFPS Guidelines section 3500 requires that all new staff without prior experience in a regulated child-care facility or relevant training complete 8 hours of pre-service training covering the following areas:
1. Developmental stages of children;
2. Age-appropriate activities of children;
3. Positive guidance and discipline of children;
4. Fostering children’s self-esteem;
5. Health and safety practice in the care of children;
6. Positive interaction with children;
7. Supervision of children; and
8. Detection and reporting of suspected child abuse.
All new staff and volunteers, including those with prior experience, must be oriented in the following when they begin work:
1. The requirements of the minimum standards contained in the DFPS Guidelines;
2. The facility’s policies, including discipline, guidance, and the release procedures.
3. The procedures to following handling emergencies;
4. The use and location of fire extinguishers.
Staff must obtain 30 clock hours of training annually, exclusive of CPR and first aid, in:
1. Child development
2. Care of children with special needs
3. Adult and child health
4. Nutrition
5. Safety
6. Curriculum planning
7. Risk management
8. Identification and care of ill children
9. Recognition of child abuse, neglect, sexual abuse and the responsibility for reporting.
10. Cultural diversity
11. Professional development (e.g., communication, time management, stress management);
Hours of Operation
Monday to Friday from 7 am to 6 pm.
EMPLOYMENT
YPW strives to employ people who are the best qualified to meet the needs of the school. Employment shall be on the basis of proven competence or potential ability as indicated by academic achievement, personal attitude, and prior work experience in accordance with the qualifications and essential job functions listed on the job description. The employment of all persons shall be contingent upon the approval of the owner of the school.
Non-discrimination Statement
YPW is an equal opportunity employer. All employment activities will be conducted in a manner to assure equal opportunity for all and will be based solely on the individual merit and business needs without regard to race, color, religion, creed, gender, age, national origin, pregnancy, disability, veteran’s status, or any other characteristics protected by applicable federal or state law.
Further, YPW Spanish Immersion School is an equal opportunity service provider and will provide its services to children and/or their family without regard to the child or family’s race, color, creed, religion, gender, age, national origin, pregnancy, disability or veteran’s status.
Any employee who acts in a discriminatory manner towards any person will be subject to disciplinary action up to and including termination. This includes overt acts of discrimination through speech, writing or behavior as well as acts of indifference, failure to acknowledge another person and/or failure to act in a professional manner towards another person.
Employee Qualifications
Teachers
Need to have at least an Associate degree in early childhood education or related (CDA), Certified Child Professional (CCP) or Child Development Certificate (CDC). Bachelors or Master’s degree a plus. More than two year experience working with young children in a licensed center.
Teacher Assistant (TA)
Need to have at least a CDA. More than one years’ experience working with young children in a licensed center.
Floaters
Need to have at least a high school diploma or equivalent. More than one year experience working with young children.
Director
Need to have a BS or BA Degree in Early childhood education or related. Master’s degree a plus. More than 3 years’ experience working in a large licensed center as director.
Employee Classifications
YPW Spanish Immersion School reserves the right, in its sole discretion to change an employee classification at any time without prior notice.
1. Full-Time Employee: A person who is regularly scheduled for at least 40 hours per week.
2. Part-Time Employee: Regularly scheduled for less than 40 hours per week.
3. Long-Term Substitute: A person employed for a temporary period exceeding 2 weeks and for a specific purpose. Long-Term substitutes will not be eligible for benefits with the exception of paid holidays, which occur during their assigned employment period.
4. Temporary, summer and Short-Term Substitute: A person employed for a daily and/or weekly period to fill a vacancy created by the absence of an Employee. Short-Term substitutes will not be eligible for benefits.
5. Exempt: Employees not eligible to receive overtime pay. Their salary covers all hours worked. Exempt employees are paid to perform a job regardless of the number of hours required to accomplish all aspects of the job as outlined in the job description.
6. Non-Exempt: Hourly and salaried employees eligible to receive overtime pay pursuant to Fair Labor Standards Act. Non-exempt employees are paid for the hours worked to complete their job as outlined in the job description.
7. Classroom/Direct Care Staff: This includes positions where the employee’s primary duties involve direct care and supervision of children: Team Lead, Lead Teacher, Teacher Assistant, Teacher Aid, Floater, and Substitute.
Assignments
Employees will be assigned to a position for which they are qualified, based on the needs of the school. YPW will make Employee Assignments in its sole discretion. An employee’s assignment includes, position, pay, scheduled hours and location.
YPW reserves the right to change an employee’s assignment at any time to continue to meet the needs of the school and to maintain compliance with Texas Department of Family and Protective Services. Employees will be required to work overtime or alternate schedules as assigned by a supervisor, director, executive director and/or owner. Employees will be given as much notice as possible when changes to their normal work schedule are made.
Provisional Period
An employee will be provisional for 90 business days of employment when initially hired or placed in a new position. During the Provisional Period, YPW will evaluate the employee's performance to determine if she meets YPW standards. Provisional employees shall not be eligible to use paid sick leave, vacation, personal, or any other form of paid absence excluding designated holidays.
The provisional period may be extended up to 60 business days, by approval of the Executive Director where it is deemed necessary or appropriate. Upon successful completion of the provisional period, the supervisor will recommend retention of the employee to the director. Upon approval by the director, the employee will attain regular employment status and thereby will be deemed eligible benefits provided to regular employees.
Should the provisional employee not be recommended for regular status, the employee will be terminated no later than the last day of the provisional period or any extension. Employment may be terminated at any time during the provisional period with or without cause.
TRANSFER
YPW strives to employ persons who are the best qualified to fill the needs of the school in accordance with the qualifications and essential job functions listed on the job descriptions. Employees must have completed 1 year of satisfactory employment, as reflected by the performance appraisal, prior to applying for a transfer to a vacant position within the school.
Voluntary Transfer:
Written requests submitted to the director for transfer within an employee’s job classification may be considered by the school. Requests must include the position to which the employee would like to be transferred, the reason for the request, and perceived benefits to the school. YPW will evaluate the employee’s request based upon the needs of the school.
Involuntary Transfer:
As school needs vary, YPW Spanish Immersion School reserves the right to change an employee's assignment in its sole discretion. Changes to an employee’s assignment may include changes to one or more of the following: position, pay, scheduled hours, and/or location. Employees who refuse a transfer will be subject to disciplinary action up to and including termination.
Acting Appointment
An employee may be appointed to fill a position on a temporary basis. The employee will automatically return to her or his previous position and salary when the acting appointment is completed.
Pre-employment requirements
YPW will require an applicant to provide information about any felony or misdemeanor conviction and information about all pending criminal charges, including deferred adjudication. If the applicant refuses to provide information, the interview process will be terminated. No one may serve as an employee of YPW who has been convicted of a felony. People convicted of a felony or whose behavior or health appears to endanger the health, safety, or well-being of children must not be at the YPW Spanish Immersion School.
CPR & First Aid Training and FBI finger print verification
For newly hired employees, the school pays for the initial CPR & First Aid training and the FBI finger print process. In the event the employment relationship finishes before 6 months, YPW will deduct the cost of the CPR & First Aid training and FBI finger print from employees last pay check.
HEALTH AND SAFETY
YPW Spanish Immersion School is required to maintain compliance with all local and state Department of Health regulations including but not limited to reporting communicable diseases in children and employees, maintaining a hygienic environment and proper storage and service of food items. Employees are required to comply with all posted and expressed policies and procedures to ensure compliance with regulations.
It is important that you comply with all security measures, perform your duties in a safe manner and follow all established safety rules. You should discuss with your supervisor the potential hazards of your job. If you work with hazardous materials, be sure to ask your supervisor to review safe handling procedures with you. Immediately report any concerns that you have regarding your own personal safety, or the safety of other employees, children or families.
All facilities, grounds, and vehicles of YPW are Smoke-Free Environments. Smoking is prohibited in any of these areas. In addition, employees are prohibited from becoming nuisances to YPW Spanish Immersion School’s neighbors by loitering on their property while smoking.
Staff Vaccines
While no immunizations are required by the Texas Health Department, some immunizations for adults are recommended by the Center for Disease Control. Because child care providers are exposed to many illnesses that are prevented through immunization, staff are encouraged to discuss the need for immunizations to confirm immunity with their health care provider. If it is determined by your health care provider that you need to or you voluntarily choose to receive immunizations, please attach a copy of the immunization record to the health assessment statement.
Accidents
In order to protect your claim for compensation and/or minimize YPW and its employees' liability, all injuries or accidents occurring during employment, no matter how minor, must be reported to the director immediately. All employees are covered by Workers Compensation Insurance and must seek treatment for accidents and injuries. Employees will be required to provide information regarding the accident or injury to their immediate supervisor.
Accidents or injuries involving children must be reported immediately to the director. Employees will be required to complete reports for these incidents. Employees will call the child’s parents to apprise them of the incident/accident. The teacher reminds the parent to sign the report the day of the incident. A copy of the signed accident/injury report will be given to the child’s parent and a copy should be given to the director.
Parking
Staff may not park in reserved areas or in the area immediately in front of the School; these are reserved for the convenience of parents and visitors.
CHILD ABUSE & CRIMINAL CLEARANCE
State law mandates that all new employees have current (less than 3 months old) clearances from State Police and Texas Department of Family and Protective Services. State law and Licensing Regulations stipulate that the clearances show the employee has no open accusations or convictions of child abuse and/or neglect. State law and licensing regulations further set guidelines for what convictions and arrests may and may not appear on the clearances.
MANDATED REPORTING
Under the Child Protective Services Act, mandated reporters are required to report any suspicion of abuse or neglect to the appropriate authorities. ALL EMPLOYEES of YPW Spanish Immersion School are considered mandated reporters, under this law.
The employees of YPW Spanish Immersion School are not required to discuss their suspicions with parents prior to reporting the matter to the appropriate authorities, nor are they required to investigate the cause of any suspicious marks, behavior or condition prior to making a report, under the Act. Mandated reporters can be held criminally responsible if they fail to report suspected abuse or neglect. We at YPW Spanish Immersion School take this responsibility very seriously and will make all warranted reports to the appropriate authorities. The Child Protective Services Act is designed to protect the welfare and best interest of all children.
In Texas, the Division of Youth and Family Services (TFDPS) investigate reports of suspected child abuse, and neglect. TFDPS employees are available at the district office from 9 AM to 5 PM and at the Office of Child Abuse Control (OCAC) at any hour (Tx. Abuse Hotline at 1-800-252-5400). TFDPS accepts all reports of suspected child abuse and neglect and other referrals in writing, by telephone and in person from all sources.
Immunity from Liability and/or Employment Action
Any person who reports abuse or neglect, pursuant to the law or testifies in a child abuse hearing resulting from such a report, is immune from criminal or civil liability as a result of such action. As mandated reporters, employees of YPW cannot be held liable for reports made to Child Protective Services which are determined to be unfounded, provided the report was made in “good faith.” The employee is immune from discharge, retaliation, or other disciplinary action for reporting under the Child Protective Services Act unless it is proven that the report is malicious.
Penalty for failure to report
Any person who knowingly fails to report suspected abuse or neglect, pursuant to the law or to comply with the provisions of the law is a disorderly person and subject to a fine of up to $500.00 or up to six months imprisonment or both.
Causes for reporting suspected child abuse or neglect include:
□ Unusual bruising, marks, or cuts on the child’s body
□ Severe verbal reprimands
□ Improper clothing relating to size, cleanliness, season
□ Transporting a child without appropriate child restraints (e.g. car seats, seat belts)
□ Dropping off/Picking up a child while under the influence of illegal drugs/alcohol
□ Leaving a child unattended for any amount of time
Employees accused of child abuse or neglect
When an employee is accused of child abuse or neglect, whether the abuse or neglect is reported to have occurred at the facility or not, they will be placed on investigatory suspension pending the outcome of the Child Protective Services investigation, as well as any criminal charges filed against the employee. YPW will cooperate fully with any investigations into accusations of child abuse and/or neglect and all employees will be required to cooperate as well.
YPW Spanish Immersion School will maintain strict confidentiality regarding information involving both the accused employee and the child/children involved in the report. Employees indicated/founded and/or convicted of any crime against a child will be immediately terminated.
WORKPLACE SAFETY
YPW strives to provide a safe workplace for all employees. Employees will be held to the highest standards regarding following and enforcing Safety Policies and Procedures. Employees are expected to set the best possible example and to be proactive regarding safety issues. Employees must be keenly aware of their environment and persons who have entered any facility. Anyone who is not recognized should be questioned regarding the nature of her or his visit. Strangers should be escorted to the door. NEVER LEAVE CHILDREN UNATTENDED WITH A VISITOR/STRANGER.
Former Employees
Former employees are not permitted on YPW property without prior permission from the Director. Former employees who wish to visit, volunteer and/or attend a school function must contact the director in writing, via email or via telephone to ask permission. Granting permission is in the sole discretion of the director and will be based upon the best interest of the school.
Current Employees may not discuss any matters related to YPW with former employees.
Former employees should be aware that professional codes of conduct and confidentiality still apply even after employment is terminated. YPW will seek to hold former employees accountable for any violation of client and or staff’s rights of privacy and pursue all legal remedies available for actions which slander, defame and or impugn the business reputation of the school.
Current employees may not discuss matters related to YPW with former employees. If a former employee returns to the property, notify a supervisor immediately. Former employees will be asked to leave the premises. Local police will be called, if necessary, to deal with safety issues.
Sexual Harassment
YPW provides a workplace free of discrimination. Actions, words, jokes, or comments based on an individual's sex, race, age, ethnicity, religion, or any legally protected characteristic are not tolerated. Overt and subtle harassment creates an offensive, hostile, and uncomfortable work environment and is strictly prohibited. Harassment by any employee or by a client requires investigation. If harassment is found, the harasser will be subject to disciplinary action including possible termination. Sexual and impermissible harassment complaints should be reported immediately to an employee's supervisor. If it is inappropriate to notify the supervisor, contact the Executive Director.
Hours of Attendance/ Work Schedules
Employees will be advised of their regularly scheduled hours at the time of hire. Hours of attendance have been carefully planned and employees are required to work the hours and days for which they have been scheduled. Schedule changes may be necessary to effectively meet the needs of the program. If you are unable to report to work for any reason, you must notify your immediate supervisor at least 1 ½ hours prior to your scheduled starting time. Employees must also submit a doctor note to be eligible to use available PTO to cover the absence. Employees will not be permitted to use available leave time for an unexcused absence.
Employees who fail to notify their supervisor at all may be considered to have abandoned their position, which will result in termination.
Non-exempt employees must seek prior approval for completing work assignment at home. Permission will only be granted in limited circumstances as employees are afforded time during their scheduled work day to complete all tasks as assigned in their job description. Employees who find they cannot complete assignments during their schedule hours of work should discuss this with their immediate supervisor.
Lunch Breaks/ Food & Drink
Employees cannot spend their lunch or any other break in any classroom that is currently being used. Teachers may only eat when in break or when the children are having their lunch.
Staff members should not eat in front of the children except during snack or meal times when the children are also eating. Staff members should eat with the children family style, sitting with children to serve as appropriate role models by using good manners and consuming appropriate portions of nutritional food to encourage children to try all of the food they have brought with them. Special treats, birthday cakes, gum, candy, soda or other sweets should not be consumed in front of the children.
Coffee/hot drinks are NOT allowed in the classroom, gym, halls, playground or any other space occupied during the hours the children are there. During the day, you may drink coffee/hot drinks in the break room or the resource room while on a break.
Photographic and Directory Authorization
Unless notified in writing, YPW may display photos publicly of staff members, whether on a bulletin board, website, in a written or video format or in any other way.
Directory information is considered public information. Name, address and phone numbers of each staff member will be listed as part of our staff directory unless a written request is received stating that the information not be included in the directory. Upon hire each employee will be provided a form to fill out with this information.
Work Related Travel
In accordance with policy regarding training, any employee may be required to travel to alternate work sites to complete required training hours or for professional interaction.
EMERGENCY CLOSINGS
In any emergency the safety and security of the children and employees is of the utmost concern. YPW requires that all employees act in a professional and calm manner in the face of any emergency. Further, it is expected that all employees will attend to the safety and security of the children throughout an emergency scenario.
In the event of severe weather conditions, YPW will generally follow the school district in determining whether or not to close the centers. There may be times when employees will be assigned to different facilities during emergencies. Employees are instructed to contact the director by 6 a.m. and again at 12 p.m. for further instructions.
Other situations, including but not limited to, electrical power failure, lack of water, lack of heat or air conditioning, hazardous road conditions, or other situations which may endanger the safety or health of children, may result in YPW being closed at the discretion of the director.
In the event of emergency closing in the middle of the day, employees will be required to remain at the school as long as there are children present. This may require employees to remain after normal closing hours.
Employee Pay during Emergency Closings
Employees will not be paid for days when YPW is closed due to weather or emergency situation. Employees may choose to use accrued leave time if the wish to be paid. Employees must complete a leave request form on or before the last day of the pay period in which the emergency closing occurs, and submit it to the school director.
When the school closes after opening for the day, non-exempt employees will be paid only for the hours they actually work. Non-exempt employees may choose to use accrued paid leave time for the balance of the regular work schedule when sent home due to inclement weather or emergency situation. Exempt employees who report to work and are sent home due to inclement weather or other emergency will be compensated for the entire day. If an employee does not have accrued paid leave time, the employee will not be eligible for pay during inclement weather or other emergency closings.
Alternate Safe Location
YPW Spanish Immersion School has designated for the Westlake school Walgreens in the same shopping center as the school as its alternate safe location. The central school will evacuate to Brookdale Senior Living 4401 Spicewood Springs Rd. This location will be used to house the employees and children in cases where the physical site is uninhabitable. The school director will make the determination to evacuate the center and proceed to the alternate safe location and will advise the employees as such. Employees are required in all emergency situations to have the sign in/out sheet and/or attendance record and emergency contact forms for their classroom when exiting the center.
PAYROLL
The school work week begins Sunday 12:00 midnight and ends on Saturday at 11:59 p.m.
Pay checks are direct deposited semi-monthly on the fifth (5) and the twentieth (30). Employees who fail to submit a completed signed record in a timely manner may have their paycheck delayed.
The first pay period from the first through the fifteenth, will be paid on the 30th. The second pay period runs from the sixteenth through the last day of the month, this will be paid on the 5th. When a payday falls on a holiday, paychecks will be issued on the day before the holiday. The school cannot accommodate requests for salary advances.
Overtime
Employees will be notified on their Job Description at the time of hire as to whether they are classified as “exempt” or “non-exempt” as determined by the Fair Labor Standards Act. This policy addresses payment for overtime for non-exempt employees. The nature of responsibilities of some non-exempt employees may require overtime work from time to time. Overtime work should be considered an exceptional situation. A supervisor may inform an employee of the need to work overtime with little or no notice. If a non-exempt employee is required to work overtime hours, the employee will receive monetary compensation for the additional hours worked as prescribed by wage and hour laws. All overtime must be approved by the employee's immediate supervisor prior to working the overtime hours. Employees who do not seek prior approval for working overtime will be subject to disciplinary action up to and including termination.
Social Security
The Law requires participation in the Social Security program. The amount of the employee’s contribution is set by the federal government and is deducted from the employee’s paycheck. YPW contributes an amount, also set by the federal government, to the employee’s Social Security fund with exception of TEMPORARY, SUMMER AND SUBTITUTE WORKERS.
Work Related Expense Reimbursement
When requesting reimbursement, employees are required to submit an expense reimbursement form, with attached original receipts, within 5 business days. Failure to submit form on time may result in denial of reimbursement. Prior to purchasing classroom items, employees must get approval from the director. If the employee does not secure prior approval, the employee will not be reimbursed and the items will be considered a donation to the program.
Staff Meetings and Team Meetings
Staff meetings are held twice a month to inform staff about important events and policies, and for in-service training. Staff Meetings are part of job duties and attendance is expected. In order for these meetings to be productive, your input is critical. Leave will not be granted if the requested days coincide with an in-service training. Hourly employees will be paid at a minimum wage when meeting time it’s over the 40 hour a week mark. Staff members from each age group meet regularly to discuss curriculum, lesson plans, and other matters that might improve our school.
Staff Training
In accordance with DFPS approved guidelines a minimum of 30 hours of training is required for all teachers. Staff members are responsible for documenting their training in the training notebook. The school will pay the cost of pre-approved training. The teacher will be responsible for participating in the prepaid training or, if unable to attend, for finding another staff member to take their place. If no substitute can be found, the registered teacher will reimburse the school for the prepaid cost of the training.
All employees are expected to continue their training in practices and techniques for teachers and caregivers of young children to acquire new knowledge and gain new skills. YPW will pay the fee for training sessions or educational conferences provided that:
a. The expense is approved by the director in advance of the training session, and;
b. A Certificate of Completion is presented to the director immediately after completing the session.
If a person ceases to be employed YPW, YPW is authorized to deduct from the employee’s paycheck the amount of all training fees and associated wages paid by the school within the 130 day period immediately prior to the end of employment.
When training is approved and initiated by YPW, then YPW will pay the employees normal wage if it’s within the 40 hour work week. If however the training time it’s over the 40 hour a week mark, YPW will pay all hourly teachers and staff the Texas minimum wage rate for this training time. Under any circumstance the training time over 40 hours will be paid as over time.
EMPLOYEE BENEFITS
YPW will offer benefits to employees based upon available funding. Each employee will be advised at the time of hire of the benefits for which they are eligible or may become eligible at the completion of the Provisional Period. Employees will be notified of additional benefits and their eligibility during the course of employment. Benefits may include, health care, vision, dental, free/reduced child care for employees’ children, paid leave etc. YPW does not guarantee any benefits to any employee. YPW reserves the right to change, cancel and/or deny benefits in its sole discretion to maintain the fiscal soundness of the school or as other school needs arise.
Health Insurance
YPW Spanish Immersion School provides health insurance to full-time employees. Newly hired employees have access to YPW health insurance after the initial 6 months of employment.
Employees participating of the school reduced child care services cannot participate in the school’s health insurance plan.
Care of Employee’s Children
YPW provides reduced child care services to employees’ children as the budget allows. Employees seeking to enroll their child(ren) in the program must discuss placement and possible tuition benefits with the school director. YPW reserves the right to limit the number of employee’s children receiving reduced child care at the center. Under most circumstances, an employee will be prohibited from providing direct care to her or his child.
If full time, employees receive a twenty-five percent (25%) discount off regular tuition payment. Employees will be required to complete a form authorizing YPW to deduct the cost of their child care from their paycheck. YPW reserves the right to dis-enroll an employee’s child(ren) if the employee’s performance is affected by having their child(ren) at the school. Employees must remember they are employed to perform a specific job description and must not allow themselves to be distracted by having their child(ren) enrolled in the program. The employee must not interfere with the supervision or authority of their child(ren)’s classroom teacher.
YPW will not continue to provide care to children of terminated employees. Employees who resign under favorable circumstances and are eligible for re-hire must discuss the continued enrollment with the director. YPW Spanish Immersion School will determine in its sole discretion whether continued enrollment is permitted on a case by case basis. Non-enrolled children of employees are PROHIBITED from entering upon school property except with the prior approval of the director or when the employee’s family is invited to participate in school activities.
Employees participating of the school reduced child care services cannot participate in the school’s health insurance plan.
Longevity Bonus
On each employment anniversary beginning with the second employment anniversary (after completing two years of service), each hourly staff member will receive a number of paid “Longevity Bonus” Paid Time Off “days” equal to his or her number of years of service, up to a maximum of six (6) extra days per year.
When added to the regular Paid Time Off accrual of 1/2 day per month, this equals a maximum of twelve (12) total Paid Time Off "days" per year.
Paid Time Off "Day" for hourly employees is equal to the hours worked per week divided by 5 days. For example, if an hourly employee only works 25 hours a week the “Paid Time off Day” is equal to 5 hours. The employee will be paid 5 hours when taking a “Paid Time off Day”.
For salaried employees, when added to the regular Paid Time Off accrual of 1 day per month, this equals to a maximum of eighteen (18) total Paid Time Off "days" per year.
Holidays
YPW will be closed in observation of Labor Day, Thanksgiving (Thursday & Friday), last week of year staring the 24th, New Year Day, Good Friday, Memorial Day and Independence Day, Generally, when one of the above listed holidays fall on a Sunday, it will be observed the following Monday. Likewise, if the holiday falls on a Saturday, it will be observed the preceding Friday.
Employees will be paid for their regularly scheduled hours for the day on which YPW is closed for a holiday as Holiday Pay provided that the employee works their regularly scheduled hours the business day before and after the designated holiday and the employee is not in his initial provisional period of employment. Employees who are not regularly scheduled to work on a holiday will not be paid for the holiday. If an employee is absent either before or after a holiday she may receive Holiday Pay only if the absence qualifies as Scheduled Time Off (paid time away from work, using accrued vacation time, scheduled and approved by the director.
Hours paid as Holiday Pay are not considered hours worked and therefore are not counted when determining overtime pay. YPW will also close on the following days/dates for Employee In-service training: Columbus Day, January 2nd, MLK Day, President’s Day and 2 days in August.
Leave
Work schedules have been established giving consideration to the student/teacher ratio, workloads, and coverage requirements. Employee absences have a detrimental effect on these conditions. While absence for illness and emergency situations may happen from time to time, employees will not be granted leave beyond accrued vacation, sick, and personal leave. Leave must be approved in advance of the requested start date of the leave by your immediate supervisor. Requests must be submitted in writing with signature of teacher covering. Leave which has not been approved by your supervisor will be considered a voluntary termination.
Personal & Excessive Absences
When an employee fails to work her full assigned work schedule for any reason except Scheduled Time Off/Approved Time off each continuous uninterrupted period of such absence is considered one Personal Absence. A half-day off is counted as one Personal Absence, just as three days in a row are counted as one Personal Absence. Employees with Excessive Absences will receive disciplinary action. Excessive Absences: If there are more than three (3) Personal Absences in any ninety (90) day period or six (6) Personal Absences in any twelve (12) month period.
In addition to the number of Personal Absences, the total number of days an employee is absent cannot be ignored. More than ten (10) days of absence (excluding Scheduled Time Off or Allowed Time Off) in a twelve (12) month period is considered Excessive Absence.
Bereavement Leave
Employees must request Bereavement Leave as soon as possible and may be required to provide proof of the relationship between themselves and the deceased individual and a copy of either the obituary or some other evidence of when burial/funeral services are to be held.
When the death of a member of an employee's family, as listed below, necessitates her or his absence from work, up to 5 days without pay may be granted by the school director.
Husband Wife Son Daughter
Father Mother Brother Sister
Grandmother Grandpa Grandson Granddaughter
Up to 2 days without pay may be granted by the school director:
Mother-in-Law Son/Daughter-in-law Uncle Niece
Father-in-Law Sister/Brother-in-Law Aunt Nephew
Military Service Leave
In accordance with the Uniformed Services Employment and Re-employment Right Act (USERRA), YPW will not discriminate against any person in any employment action based upon military service, application for military service and/or other military obligation. Employees requiring leave under this policy must notify YPW immediately upon receiving military orders.
Employees returning from Military Service Leave must report for duty within 10 days of discharge to be returned to their former or comparable position. The returning employees status, pay and benefits will be the same upon return. An employee may, use any/all available paid leave time in conjunction with the Military Service Leave. If an employee is dishonorably discharged from military service they are no longer protected under USERRA and any and all rights guaranteed there under are forfeited.
Sick Leave
Sick leave is for periods of illness or incapacity, as well as for medical, dental, or optical examinations or treatments. Sick leave may be used when the employee's illness or incapacity makes it impossible for the employee to satisfactorily perform her or his assigned duties. To facilitate scheduling, call the director the night before if feeling ill. If you become ill in the morning call between 5:30 – 6:30am the same day. Do not wait until arriving at work. Direct personal contact with the director is required. It is not acceptable to just leave a message.
Employees must bring a doctor note if wanting to use accrued sick time, and/or when out for more than two days. If the employee is going to be out more than one day, she is required to call every day. Failure to report her absence could result in termination. Excessive absence, even though reported, may result in disciplinary action up to and including termination.
An employee will accrue sick leave after the initial provisional period. Salaried employees will accrue 1/2 work day per month and hourly employees will accrue ¼ work day per month. Employees are not eligible to use sick time until they have completed 6 months of employment. Paid Time Off "Day" for hourly employees is equal to the hours worked per week divided by 5 days. For example, if an hourly employee only works 25 hours a week the Paid Time Off Day” is equal to 5 hours. The employee will be paid 5 hours when taking a “Paid Time Off Day.”
Accrued sick leave cannot be carried forward to employees work anniversary and carries no monetary value. Sick leave will not accrue during any period during which the employee is on leave. Employees cannot take any sick leave after giving the standard two weeks resignation notice.
Vacation
Employees are not eligible to use vacation time until they have completed 1 year of employment. Employees will start accruing vacation days on their anniversary date. Vacation days cannot be carried over to the next anniversary date. Scheduling of vacation time requires prior approval from the school director and requests are to be submitted at least 10 working days in advance.
YPW Spanish Immersion School has the right to deny an employee’s vacation request for any reason including but not limited to: other employees have requested the same time off, employee’s performance is not satisfactory or special school events. Employees are discouraged from paying for or scheduling vacations until they have received approval. Employees will be disciplined, up to and including termination for absences, which occur during the same time period as a denied leave request. Vacation does not have a monetary value, and cannot be used after giving the standard two weeks resignation notice to their director.
After the first working anniversary with the school salaried employees will start accruing ½ vacation day per month and hourly employees will start accruing ¼ vacation day per month. Paid Time Off "Day" for hourly employees is equal to the hours worked per week divided by 5 days. For example, if an hourly employee only works 25 hours a week the “Paid Time Off Day” is equal to 5 hours. The employee will be paid 5 hours when taking a “Paid Time Off.”
Vacation time cannot be carried forward to employees work anniversary and carries no monetary value. Vacation time will not accrue during any period during which the employee is on leave. Employees cannot take any vacation time after giving the standard two weeks resignation notice.
Jury & Witness Duty
When a leave of absence must be taken for jury duty, YPW Spanish Immersion School will recognize this leave without pay. Employees can use accrued vacation time for jury duty time. Proof of jury duty must be submitted to school director by the end of the pay period in which the employee serves. Employees must notify their immediate supervisor as soon as possible after they receive notice they are called for Jury Duty. A copy of the official request to serve should be provided to school director upon notification.
When leave must be taken to answer a subpoena in court, YPW will recognize this leave without pay. Employees can use accrued vacation time for witness duty time. Proof of the subpoena must be submitted to school director as soon as possible following service upon the employee.
E-mail, Internet & Telephone Use
Employees are not permitted to send or receive personal e-mail on YPW computers or e-mail accounts or to utilize school computers or internet access for personal reasons. YPW has installed a ghost program on school computers to routinely monitor employee’s activity.
Employees are strictly prohibited from including any information and/or photographs related to YPW, its employees and/or the children/families served by YPW on any internet website and/or blog including but not limited to websites like Myspace and Facebook, Instagram.
When communicating with fellow employees, professional colleagues, or parents, employees are required to be professional, courteous and respectful. E-mail messages must be composed using proper grammar, complete sentences, and appropriate punctuation. E-mail correspondence should be dated and signed with the employee’s full name, position and school name
YPW telephones are intended for school business, not personal use. Cell phone use in the class is strictly prohibited, and your phone may only be turned on during your off the clock breaks.
During business calls good telephone manners are required and include the following:
• Answer promptly, identifying yourself
• Listen carefully to ensure that the caller receives needed information
• Use the desk message book to accurately write messages, including phone number
Preschool Resource Areas
Teachers are responsible for keeping these areas clean and organized.
Resource room contains art supplies, paper cutter, paper and a file for select teacher forms.
Kitchen - Please mark everything you place in the refrigerator with your name and date. Take everything home on Friday.
COMPENSATION PLANS
The school recognizes four parts to an employee’s compensation package: Base wage, increases for merit, cost of living raises, and employee benefits. It is the intent of YPW to pay wages and provide for merit and/or cost of living increases as well as maintain the various employee benefits; however, the ability to do so will depend entirely on funds YPW receives. These amounts are often not known until well into any year or are fixed at the previous year's level.
Funds come from student’s monthly tuition. Based upon the expected availability of funds and the service needs of YPW in each program the executive director will develop a compensation plan for each program. The implementation of this plan is based upon actual receipt of funds. Employees will be notified of the compensation plan and time frame for implementation.
The positions at YPW require employment of individuals with varied skills, education and experience. Compensation plans from one program are not applicable to another program.
PERFORMANCE APPRAISAL
The Performance Appraisal should be a positive growth experience for the employee, based on job performance, and used to evaluate the period of employment since the employee’s last appraisal. Reviews are used as a foundation to establish goals for employees. Supervisors will monitor the employee’s progress toward attaining the goals. Supervisors will present to employees the goals of the school and their role in the successful attainment. Supervisors will also solicit input from other employees who work closely with the employee being reviewed.
Communicating with your director
We support an “open door” policy. Open communication is necessary for a healthy environment. It is important for teachers to communicate professionally and directly with the director about concerns and ideas they have.
CONFLICT RESOLUTION
The following procedures have been established to ensure that all parties to any conflict receive fair and equal hearing by those responsible for resolving conflicts.
1. The employee/petitioner must submit a written statement to her or his supervisor within 5 working days of the employee's knowledge of the event, which caused the conflict.
2. The supervisor shall attempt to resolve the conflict within 5 working days following receipt of the statement and issue a decision.
3. If the employee is not satisfied, or if, the conflict is with the supervisor, the employee may appeal the supervisor's decision within 5 working days to the YPW director.
4. The YPW Spanish Immersion School Director shall attempt to resolve the conflict within 5 working days of receipt of the statement. The director must issue a written decision .
5. If the outcome or conflict resolution plan of the school director does not resolve the conflict, the employee may present her or his statement to the Executive Director.
6. An ad hoc committee consisting of the owner, Executive Director and school director will meet within 10 working days to review the employee/petitioner’s written statement regarding the conflict. The committee will set the date and time of the meeting and will invite the employee. If the employee cannot attend, the committee will make one, good faith attempt to reschedule the meeting so the employee may be present. However, the employee’s presence at the ad hoc committee meeting is not required to issue a decision.
7. The committee will submit its written recommendation to the school owner. The owner will issue a final decision and notify employee. Terminated/Former Employees are not eligible to participate in the Conflict Resolution process.
8. Employees of YPW are prohibited from accepting employment from any client of YPW, including baby-sitting, paid or unpaid.
EMPLOYEE CODE OF CONDUCT
The owner and Executive Director believe that the purpose of the Employee Conduct Policy is to improve employee performance and customer service. As such, the policy shall serve as a guide for supervisors and employees and shall be used to correct employee behavior and performance that does not meet standards.
Each employee is expected to conduct her/himself in a manner befitting her or his status as an employee of YPW Spanish Immersion School. She or he shall refrain from actions or public announcements, which reflect adversely upon the School. Employees shall exercise prudence and discretion in regard to all official school business.
BUSINESS ETHICS AND CONDUCT
The successful business operation and reputation of YPW is built upon the principles of fair dealing and ethical conduct. Our reputation for integrity and excellence requires careful observance of the spirit and letter of applicable laws and regulations, as well as a scrupulous regard for the highest professional standards of conduct and personal integrity.
The continued success of YPW is dependent upon our clients’ trust, and we are dedicated to preserving that trust. Employees owe a duty to YPW and its clients, to act in a way that will merit their continued trust and confidence. YPW expects its employees to conduct business in accordance with the intent of all regulations and to refrain from any illegal, dishonest, or unethical conduct. The use of good judgment, based on high ethical principles, will guide employees with respect to acceptable conduct. Compliance with this policy of Business Ethics and Conduct is the responsibility of every YPW Spanish Immersion School employee.
Non-Fraternization or Solicitation
Employees of YPW are strictly prohibited from fraternizing with any client of YPW. Attending a "social event" or a "private gathering" with a client of the YPW shall occur only when approved by the school director. Employees shall treat clients, vendors, co-workers and the public with courtesy, appropriate distance, and respect. Employees of YPW are prohibited from accepting employment from any client of YPW, including baby-sitting, paid or unpaid.
Employees should abstain from any intimate physical contact and/or involvement with clients or employees, including dating. Employees should also avoid any unwelcome advances and intimate acts made by clients. Employees are required to report to their immediate supervisor any unwelcome advances or attempts at intimate acts made by clients or co-workers.
Employees of YPW are strictly prohibited from solicitation of any kind while on YPW property.
CONFIDENTIALITY
This Confidentiality Policy has been adopted to ensure confidentiality and protection of individual rights of privacy for children, families, and employees of YPW Spanish Immersion School. The individual dignity of children, families, and employees shall be respected and protected at all times in accordance with all applicable laws. Information about children, families, or employees must not be divulged to anyone other than persons who are authorized to receive such information. This policy extends to both internal and external disclosure of information.
An employee’s responsibility to maintain confidentiality regarding information learned about, children, their parents/guardians, families and other employees extends 24 hours per day, 7 days per week regardless of how or where the information was attained. Employees must be diligent in their efforts to maintain confidentiality, and should be aware that there are job related consequences for violations of confidentiality and rights of privacy, and that there is also the potential for civil liability against the individual employee and the School.
Confidentiality of Information:
a. Access to children/teachers records is limited to employees with a “need to know.”
b. Children’s records and/or employee file info must not be removed from the center.
c. Files must never be left out where other people may have access to them
d. Children's or families’ private information must never be discussed among employees except on the "need to know" basis. Employees must be aware of their surroundings when discussing this info so others don’t overhear information that is confidential
e. Discussion of children's, employees’, or families' information with volunteers, other families, friends, or community members is prohibited
f. Information will only be released to persons outside of YPW Spanish Immersion School with the express written consent of the child's parent or legal guardian.
g. Information will only be released to persons outside YPW with employee written consent.
Confidentiality related to Proprietary Information
YPW has developed unique techniques, curriculum, and tools for evaluation, which make our program more competitive in the industry and are not to be revealed to sources outside of the company. Anything, which the company designs, produces, implements, and markets is treated as PROPRIETARY INFORMATION, also called trade secrets. This includes, but shall not be limited to, the school’s client list, employee list, curriculum, philosophy, mission statement, personnel policies, and parent handbook.
No employee should discuss proprietary information in any public place. Employees must understand that it is not only their duty to protect YPW proprietary information during their term of employment, but the legal obligation continues even after separation from employment. Employees are required to return any and all proprietary information at the time of separation. YPW will enforce this obligation through all available legal remedies, as necessary.
Voluntary Termination/Resignation
Notice of resignation, turned in by an employee, shall be in writing to a director thirty (30) days in advance of the effective date. Employees may not be absent from work for any reason during the notice period. If an employee resigns or is terminated within the first 6 months of employment, the full value of the following will be deducted from the employee’s last paycheck:
1. CPR & First Aid training if provided by YPW
2. FBI Finger print checking if provided by YPW
3. Any other training if provided by YPW including the “new employee orientation training”
Disciplinary Action/Termination
The school may take disciplinary action if an employee is in violation of school policies, procedures, or instructions.
Termination for Cause
Employer may terminate this employment at any time "for cause", the grounds for which are defined below. In the case of termination for cause, Employer shall have no obligation to Employee for salary, bonus, or other compensation or any other form of benefits under this employment offer.
Also, in the case of termination for cause, the "notice period" and "notice method", if any, do not apply to termination for cause. Employer must give actual notice to Employee of termination for cause but may deliver said notice by any manner, either orally or in writing. Employer may make termination for cause effective immediately. Should state or federal law require a notice period, the notice period so required under the law shall be applicable to this employment. This is an "at will" employment wherein no cause is required for termination. This paragraph concerning "for cause" termination, if triggered through commission of the below acts by the Employee, merely allows the Employer to terminate without complying with the notice provisions contained in the preceding paragraph.
Grounds for "Cause" Termination. Commission of any of the following acts by Employee constitute grounds for the Employer to terminate Employee "for cause" under this paragraph:
1. Employee is charged with a felony crime;
2. Employee commits a crime of moral turpitude such as an act of fraud or other crime involving dishonesty;
3. Employee uses illegal drugs;
4. Employee fails to perform his or her duties in a competent manner;
5. Employee violates his or her duties of confidentiality and/or non−competition under this agreement;
6. Employee accepts an offer for future employment with a competitor of employer;
7. Employee fails to comply with directives from superiors, the school owner, managing officers, or written company policies;
8. Employee commits any act or acts that harm the School's reputation, standing, or credibility within the community (ies) it operates or with its customers or suppliers;
9. Employee fails to perform the duties assigned to him or her for any reason;
Involuntary Termination
An employee may be released for malfeasance, incompetence, or in the event of reorganization.
MALFEASANCE indicates a serious behavior problem such as theft, unprofessional actions, drug or alcohol abuse, smoking or use of alcohol in or near the school, misappropriation of funds, willful damage to property, assault, commission of a criminal offense, or other acts of misconduct including, but not limited to, any form of child abuse or neglect including use of physical force in disciplining a child, violation of confidentiality of information, or failure to comply with the school policies or procedures. Release for MALFEASANCE shall require no notice and the employee shall forfeit all vacation privileges.
INCOMPETENCE is measured in terms of such factors as
1) Inadequate personality match for sound relationships with others at the school;
2) Lack of growth or progress on the job;
3) Inadequate skill in performing duties;
4) Lack of understanding or acceptance of the school's philosophy;
5) Excessive absenteeism or tardiness;
6) Consistent failure to carry out assigned duties;
7) Failure to comply with licensing regulations;
8) Inappropriate treatment of children;
9) Unsuitable communication with parents.
10) Poor relationships in the professional community;
REORGANIZATION includes any change in the philosophy, purpose, organization, or programs of the school resulting in changes to job requirements, elimination of positions, or creation of new positions with no suitable place for the staff member concerned. Employees released on this basis will receive at least two weeks notice and severance pay equal to one week's salary as well
as payment for accrued vacation time. Such employees shall receive first consideration for filling new positions and the full cooperation of the School in securing another position.
Staff disciplinary actions may include, but are not limited to, the following options:
1. A verbal warning by the supervisor with a dated note placed in the employee’s personnel file.
2. A written reprimand with copies for the employee and employee’s personnel file.
3. Suspension without pay for up to five days.
4. Demotion or reassignment of duties.
5. Probation or dismissal.
It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action up to and including termination of employment.
1. Physical discipline of a child.
2. Absence from work without notification or exceeding allotted time off.
3. Acts indicating a lack of good moral character.
4. Use of intoxicants while on duty or reporting to work under the influence of intoxicants.
5. Illegal possessions or use of drugs.
6. Conviction of any offense or crime involving moral issues.
7. Disclosure of confidential information regarding children, parent, or other staff members.
8. Failure to comply with Child Care Licensing Minimum Standards.
9. Failure to treat children and adults with respect.
10. Repeated occurrence of failure to perform satisfactorily.
11. Failure to arrive in class on time, ready to teach.
DISCIPLINARY ACTION: Reprimand
A reprimand may be given to any employee when a minor violation of s school policies or procedures has occurred. A reprimand may be given by any supervisor and need not be preceded by any other disciplinary action.
DISCIPLINARY ACTION: Written Warning
Employees may be given a written warning for violations of School policies and procedures. The written warning will clearly describe the deficiency in the performance or conduct and will cite the policy, licensing regulation or procedure violated. Employees are required to sign for receipt of a written warning. Signature of receipt does not indicate that the employee agrees with the written warning, it simply indicates that they have received a copy of the document. Failure or refusal to sign the written warning will be considered insubordination and will result in disciplinary action up to and including termination.
DISCIPLINARY ACTION: Investigatory Suspension
The Director may suspend an employee for investigatory purposes. The Investigatory Suspension can be with or without pay as determined by the owner and will result in either full reinstatement or further disciplinary action, including termination. Examples of situations which would warrant use of investigatory suspension include, but are not limited to:
1. Charges of driving while intoxicated.
2. Report of child abuse or neglect.
3. Accusations of theft.
4. Violation of Substance Abuse Policy.
Employees are required to sign for receipt of an Investigatory Suspension. Signature of receipt does not indicate that the employee agrees with the Investigatory Suspension, it simply indicates that they have received a copy of the document. Failure or refusal to sign the Investigatory Suspension will be considered insubordination and will result in disciplinary action up to and including termination.
DISCIPLINARY ACTION: Suspension
Suspension of an employee may occur at the discretion of the employee's supervisor for infractions of policies. Suspension of an employee will not require prior verbal or written action.
Suspension will be without pay. The employee will be notified in writing of the policy violations and the length of the suspension and any corrective action required upon return to work. The employee is required to sign a copy of the suspension notification acknowledging receipt. Failure to sign for receipt of the suspension notification will be considered insubordination and will result in further disciplinary action including termination. When circumstances permit, an employee will be suspended upon receipt of the notification. However, an employee may be suspended verbally if immediate suspension is in the best interest of the school.
DISCIPLINARY ACTION: Termination
Termination shall not require prior verbal or written disciplinary action. YPW Spanish Immersion School is an “at-will” employer and may terminate the employment relationship at any time with or without cause and without notice. This policy is to be used as a guide for employee’s, but is not inclusive of the reasons or causes of termination from employment.
Termination is an action approved by the Executive Director and Owner. Notification of termination may be written or verbal. Causes for involuntary termination include, but are not limited to, the following:
□ Absence from work without notification and/or approval as per related policies
□ Discourteous treatment of the public, clients, co-workers
□ Inappropriate behavior
□ Non-performance of duties resulting in injury
□ Being abusive or neglectful to children, parents, or employees
□ Violation of the Substance Abuse Control Policy
□ Failure to submit required documentation within mandated time frame
□ Neglect of duty or refusal to comply with directives of supervisor
□ Insubordination
□ Receipt of 2 suspensions for the same infraction during any 12 month period.
□ Receipt of 3 warnings for any violations during any 12 month period; the date of the third warning will be the employee's last day of employment
□ Failure to maintain compliance with child care licensing regulations
□ Failure to follow any policy listed in this employee handbook
EMPLOYEE’S PERSONAL ITEMS
YPW is not responsible for personal items brought to school. Employees are discouraged from bringing personal items to the workplace. Work space is provided for the employee to successfully complete the requirements of her or his position. It is not intended to be treated as a display area for an employee's personal possessions. Employees may bring items related to a legitimate work purpose into the program. The items must be labeled with the employee’s name. YPW reserves the right to remove an employee’s personal possession(s), which it deems inappropriate for the workplace.
Inspections and searches
The YPW has the right to require employees, while on duty or on YPW premises including parking lots, to agree to inspections of personal property, vehicles, as well as the offices, desks, and file cabinets assigned to them. If an employee withholds consent to such an inspection, the employee will be immediately terminated. An employee who is terminated will not be given an opportunity to "clean out her or his desk."
PERSONAL APPEARANCE / Dress code
All employees are expected to present a neat and clean appearance and to dress appropriately for their position and duties. Employee’s dress should reflect the professional nature of their position as well as be functional within the expectations and responsibilities of their job.
All articles of clothing must be of adequate size and should be worn in a manner that covers the employee’s midriff, chest, and back while performing all required job duties. Further, all clothing must be clean and wrinkle-free. Staff attire should be practical while reflecting an attitude of pride and professionalism. As a staff member one acts as a role model for young children. Therefore choices must be consistent with conservative and generally accepted standards.
Safe and practical footwear must be worn at all times. “Water/aqua shoes” may be worn during water play days on the playground. Shoes must be sturdy, low-heeled, and in good repair.
For reasons of safety, some types of footwear, such as flip-flops, are not allowed. Footwear must be capable of remaining on the wearer’s foot in any position without any effort by the wearer.
Employees whose personal appearance, personal hygiene or demeanor is not appropriate for work will be asked to clock out and return to work appropriately dressed.
Staff and Teacher’s Uniform
Staff and teachers are expected to wear the following uniform EVERYDAY to school:
- Bottom: Kakis or blue jean long pants
- Top: School shirt – Every school year, the school will provide two shirts to staff.
- Employees may purchase additional shirts or sweaters in the office.
- Cold Weather: White / black long sleeve shirts can be wore under t-shirt. While inside school building no jackets are to cover the YPW shirts.
- School approved cardigan or YPW sweaters.
SUBSTANCE ABUSE
The unlawful manufacture, distribution, dispensation, possession, concealment, transportation, sale or use of unauthorized substances on YPW premises, vehicles, or while conducting program business off site are absolutely prohibited. The abuse or misuse of alcohol, prescription drugs or over-the-counter drugs which have been legally obtained is also strictly prohibited on YPW Spanish Immersion School premises, vehicles, or while conducting YPW business off premises. The use of alcohol on or in YPW property or vehicles is also prohibited.
EMPLOYEE TESTING
If there is a reasonable suspicion of substance abuse or misuse, because the employee's behavior or health appears to endanger the health, safety, or well-being of the children, YPW Spanish Immersion School will require testing of the employee. Confirmed positive tests of urine, blood or expired air, or refusal to submit to testing or refusal of permission to release substance testing information to appropriate management, will be basis for termination of employment.
Refusal to comply with a request for testing is considered a violation of this policy and will result in disciplinary action up to and including termination.
PERSONNEL RECORDS
A confidential file will be maintained on each employee containing all employment related documents. To comply with the Americans with Disabilities Act, YPW keeps all medically related information in a separate confidential file. An employee may have supervised access to her or his file during normal business hours upon request to the school director. Personnel files may not be removed from the school. Employees are prohibited from removing any documents from their personnel file. Employees may only add documentation to their personnel file with the permission of the school director.
Employee requests for copies of the documents contained in the personnel file must be made in writing to the director. Employees will be charged $.10 per page for photocopying. Copies of personnel records will only be released to the employee and/or their attorney. Attorneys must present a Letter of Representation in order to receive a personnel record.
EMPLOYMENT REFERENCES
Requests for references should be directed to the director. YPW will release information regarding position(s) held and length of employment for reference purposes. In order to release any additional information, the employee must provide a signed release. Confidential information will only be provided with the employee's express written permission. All requests for references must be in writing. YPW will not provide information by telephone.
Unless specifically authorized by executive director, employees are strictly prohibited from providing references for any employee under any circumstance including a personal reference. Any employee who provides reference will be subject disciplinary action including termination.
EMPLOYMENT VERIFICATION
Employees may request YPW to verify employment, position held, salary, address, and other information for credit and other purposes. Unauthorized employees are strictly prohibited from responding to any request for employment verification. Written requests will be answered by the school director. The request must include the employee's written authorization to release or verify any information. YPW Spanish Immersion School is required by law to release the information requested in the subpoena and will comply with any subpoena it receives.
EMPLOYEE’S PERSONAL REPRESENTATIVE
YPW Spanish Immersion School will only discuss details of an employee’s employment status with the subject employee. This includes but is not limited to: job assignment, salary, days off, attendance, performance, promotion, demotion and pay. YPW Spanish Immersion School will not at any time entertain inquiries made by the parents, spouses and/or other acquaintances of an employee. YPW Spanish Immersion School follows this policy because to do otherwise would be unprofessional and possibly a violation of the employee’s rights of privacy.
In the case of a personal or medical emergency, YPW Spanish Immersion School will contact a designated emergency contact person on the employee’s behalf. Employees will be required to list an emergency contact person as part of their employment documentation.
JOB RESPONSIBILITIES All Staff:
A. PERSONAL QUALITIES
1. Friendliness - Maintains a positive attitude towards others; alert to the needs of others.
2. Honesty - Truthful about hours, sick and personal leave, and other matters. Accepts responsibility for own errors. Respects the property of others.
3. Integrity - Maintains wholesome interpersonal relationships free of gossip about other staff or parents. Avoids unnecessary communications.
4. Punctuality - Keeps to agreed schedule, arriving promptly and honoring time limits of relief periods. Fully engaged with children while on the clock.
5. Dependability - Performs responsibilities as promised. Uses work hours for YPW work. Self-motivated. Can be counted on to be at work on time every day.
6. Positive Attitude - Refrains from complaining. Helps parents feel good about their child.
7. Appearance - Neat, well groomed, appropriately dressed, poised, and well mannered.
8. Patience - Exhibits self-control, avoids uncontrolled or abusive tone of voice.
9. Enthusiastic - Projects an evident interest in the job.
B. RELATIONSHIPS WITH CHILDREN
1. Individualization - Shows awareness of and concern for personal differences among individuals. Helps each child feel comfortable and special with an individual greeting, hug, or pat upon arrival.
2. Knowledge – Plans developmentally appropriate activities to foster investigation and creativity.
3. Resourcefulness - Demonstrates creativity in designing programs and in use of materials.
4. Flexibility - Able to work with individuals and groups of children equally well.
5. Professional Manner - Uses appropriate language and relates behavior to growth and development. Helps children build self-esteem. Is frequently interacting at children’s eye level.
6. Discipline - Provides guidance in a positive manner; uses non-punitive methods.
7. Responsibility - Assesses & records each child's growth, development, and performance.
8. Tolerance - Treats all children with respect, dignity, and empathy. Avoids prejudicial attitudes.
9. Good Example - Portrays positive attitudes, including sharing, concern for others' feelings, interest in individuals, cooperation, etc. Sits with children at meals.
10. Helps children become aware of their role as integral members of the class.
C. PROFESSIONALISM
1. Personal Growth - Committed to the idea of continuing personal and professional development. Pursues studies and/or reading to keep current in the field of early childhood development.
2. Loyalty - Supports the goals, objectives and philosophy of the school. Adheres to policies and procedures. Gladly assists with school events.
3. Integrity - Respects confidentiality of information.
4. Cooperation - Committed to the concept of teamwork, shares ideas, materials, and services. Works in a comfortable manner with peers, supervisors, and assistants. Offers guidance in positive ways. Willing to share responsibilities and assume others' when needed.
5. Friendliness - Maintains a friendly but professional relationship with parents and co-workers.
6. Tolerance - Treats all parents well without favoritism.
7. Respects others' rights to their individual ideas and points of view.
8. Receptive - Willing to accept and accommodate guidance and new ideas.
D. OVERALL CONCERN AND AWARENESS
1. Respects the use and care of materials and equipment, avoiding waste.
2. Organization - Keeps materials and equipment well ordered, presenting a neat and attractive appearance in the facility. Clean class prepared in advance of activities to avoid children waiting. Changing supplies ready prior to involving the baby.
3. Safety & Health – Supervises children at all times. Directs children to wash their hands appropriately, turning the faucet off with a paper towel. Washes the hands of babies.
4. Wash hands and wear gloves when handling food, after wiping a nose or changing a diaper.
5. Teachers and children was hands when coming into class, before and after eating, sensory play, and after toilet activities or nose wiping.
6. Wash bedding and toys weekly and as needed, removing mouthed toys till disinfected.
7. Place dirty diaper in the glove you’re wearing, assure baby’s bottom is clean & dry before using a new glove to apply diaper cream. After washing baby’s hands, use 3-step process to clean table.
Job Descriptions and Responsibilities for Lead Teachers
Reports to the director and is responsible for planning and executing the educational program in accordance with the purpose and goals of the YPW preschool.
QUALIFICATIONS:
Professionally prepared as a teacher of young children, especially in the field of early childhood education or development; a sensitive, mature individual who relates well to children and adults.
RESPONSIBILITIES include, but will not be limited to, the following:
- Gear the program to the needs of individual children with concerns for their interests, special talents, individual style and pace of learning.
- Plan and implement appropriate early childhood education experiences with a variety of materials in the fields of art, music, literature, science, etc.
- Work with parents to promote understanding of their child's development, encourage parent participation in school programs, and conduct conferences.
- Effectively train, supervise, and utilize classroom teacher assistants and substitutes. As the coach, it is necessary to convey the game plan to other teachers.
- Contribute to Staff In-Service Training Program by planning, leading, or assisting in a workshop presentation or by developing resources, as specified in the contract.
- Assure cubby and folder are ready to welcome new children n their first day. Send parents a first day happy note, photo, and call to let them know how well their child’s first day is going.
- Communicate frequently with parents informally, with periodic notes and verbal communication as well as a parent letter at least monthly.
Responsibilities for Assistant Teachers
A person selected for this position will be responsible for assisting a lead teacher with supervision and management of children. Must be warm and friendly, sensitive to the needs of others, able to relate well to children, and willing to fulfill her responsibilities that include:
- Help to promote activities designed to enhance healthy emotional, social, intellectual, and physical development of children enrolled at the school.
- Help to maintain a neat and organized classroom.
- Change diapers and assist with toilet training.
- Report to lead teacher any problem, which may occur with the children.
- Observe, record, and report on the behavior of individual children as assigned.
Responsibilities of Curriculum Coordinator
- Making sure all lesson plans are designed as the school requires.
- Revise and approve corresponding lesson plans.
- Make sure lesson plans are posted in the corresponding classrooms by Friday afternoon of the previous week.
- Lead team meetings every other week to go over classrooms activities and curriculum
- Create monthly parent newsletter & calendar
- Ensure teachers are following curriculum and every day activities.
- Ensure corresponding classroom environments are clean, organized, and updated accordingly current classroom theme.
- Ensure bulletin boards are updated in a monthly base.
- Lead and prepare parent education nights / meetings
Relationships with Children, Parents & co-workers
The lead teacher in each class is primarily responsible for communications with parents regarding their children. Assistants should share observations and anecdotal records with the lead teacher so that the lead teacher can take them into consideration when she/he prepares for parent conferences. If a parent shares a concern with an assistant teacher, the assistant should refer the parent concerns to the lead teacher so that she can be aware of the concerns. The assistant is responsible to inform the lead teacher of any questions or concerns raised.
Formal Parent/Teacher conferences are held twice during the course of the year (fall and spring). This is an important time for discussing each child’s developmental progress and addressing any concerns. When a parent express a concern, which requires an immediate response it should not be postponed until conference time. In this case it will be necessary to schedule a phone conference or an appointment to meet with the parent at a time convenient to everyone involved.
Drop off and pick up times are not conductive to conferencing. The focus at these times must be on the children. If a parent needs to talk to a teacher, it is essential that the teacher ask the parent to wait until he/she can get someone to cover his/her responsibilities with the class so that the parent and teacher can speak privately. Avoid conferencing in front of children or other parents.
Teachers need to keep anecdotal records for each child in their classes. Written observations regarding the children need to be maintained in a confidential file. Pertinent information, which is learned, about a child or a child’s family should be kept with the teacher’s observation records. This information should be available to the director upon request. If a teacher has a concern about a child’s development, it is important to bring this to the immediate attention of the director. Careful observation and documentation over time must be maintained. The director will make the determination if further evaluation by additional professionals is necessary. The director will also participate in parent conferences involving teacher concerns about a child’s development.
Release of Children
Teachers or assistants shall release students only to those individuals who are authorized to pick them up. A copy of the student’s intake sheet is provided to each classroom. Until the time when the teachers or assistants are familiar enough and can identify by sight those listed on each child’s intake sheet, staff should request proper identification of persons authorized to pick up a child. When a parent or guardian authorizes an additional pick up person, the Director will advise the teacher or assistant of the change. The teacher or assistant shall release the child only when that person correctly presents identification.
Daily sign in/out sheets are located in every classroom. It is the responsibility of the teacher and assistant to make sure all children are properly signed in and out each day. This sheet also serves as an attendance record during fire drills.
Discipline and Guidance of Children
Positive guidance is used to promote self-discipline and acceptable behavior. It is based on an understanding of individual needs and development. Children are never shaken, hit, spanked, or humiliated. Punishment is never associated with food, naps, or toiled training. THE USE OF ANY OF THESE OR ANY OTHER EQUALLY NEGATIVE DISCIPLINE TECHNIQUES are GROUDS FOR IMMEDIATE DISMISSAL.
Child Abuse and Neglect
Children who attend our program are cared for, nurtured, and kept safe at all times. It is the school’s goal to employ childcare professionals who are committed to the highest standards of ethical behavior. To ensure the health and safety of young children in our care, a policy of “Zero Tolerance for Child Abuse” is strictly enforced.
All staff will be trained in recognizing the signs and symptoms of child abuse/neglect. Staff are required by Texas law to report suspected abuse or neglect. Any person who has information about behavior that may reasonably be characterized as known or suspected child abuse or neglect shall make a report to the Director and to appropriate authorities, as required by law. All allegations of abuse will be taken seriously and shall be reported to appropriate parties, including the Preschool Committee.
Children should be treated with kindness, concern, and respect at all times. Any employee who exhibits unprofessional behavior that could be construed as abusive may be dismissed from work without any accrued benefits or assistance in legal representation. Any evidence of physical or sexual abuse or misconduct will be grounds for immediate dismissal. Staff is advised that corporal punishment or physical discipline is considered abuse.
DFPS Regulations
Section 5100 contains the following provisions regarding discipline:
A. Discipline & guidance must be consistent and based on understanding of individual needs.
B. Positive methods to encourage self-esteem, self-control, and self-direction.
C. There must be no harsh, cruel, or unusual treatment.
1. Corporal punishment or threats of corporal punishment are prohibited.
2. Children must not be shaken, bitten, hit or have anything put in their mouth.
3. Children must not be humiliated, yelled at, or rejected.
4. Children must not be subjected to abusive or profane language.
5. Punishment must not be associated with food, naps or toilet training.
6. Bed wetter or pants wetter must not be shamed or punished.
7. Staff may use brief, supervised separation from the group if necessary, but staff
must not place children in a locked room or in a dark room with the door closed.
Preschool Policy for Positive Guidance
1. Create an atmosphere in which children feel safe. Children need to know adults will be present to respond to situations, which could cause them harm.
2. Set clear consistent and fair limits for behavior. Develop rules with the class.
3. Use mistakes as learning opportunities by describing the situation and encouraging the children’s involvement in problem solving rather than imposing arbitrary solutions.
4. Give children choices and opportunities to make their own decisions within acceptable boundaries. Involve them in the process of setting their own limits, as is age appropriate.
5. Anticipate and circumvent potentially problematic situations.
6. Use redirection to guide children to a more acceptable activity or behavior.
7. Listen & acknowledge children’s feelings and frustrations. Respond to them with respect.
8. Guide children to resolve conflicts.
9. Encourage appropriate behavior & patiently remind children of rules as needed.
10. Do not force very young children to explain their behavior; help them recognize feeling.
11. Keep rules simple. Arrange the environment so that a minimal number of “No’s” are necessary. State the behavior you want in positive terms, “walking feet.”
12. If a child’s behavior is disruptive, understand the possible causes:
hunger fear jealousy loneliness fatigue
sick confusion hyperactivity shyness need for toileting
anger curiosity boredom sleepiness insecurity
Handling Difficult Situations
Every staff member should read the NAEYC Guide to Discipline, for advice on how to deal with problem behavior. In addition to the NAEYC advice, each staff member should do the following:
1. Attempt to foresee and forestall trouble. Redirect to another activity.
2. Avoid language that judges a child’s character. Separate the child’s action from the child.
3. If a conflict between children occurs, help each child to express his/her feelings.
4. Help children understand one another’s actions.
5. Treat toilet accidents casually.
6. Do not allow a child to strike you or another child. Hold him gently and say, “I don’t
like to be hit”, ‘I won’t let you hurt your friends”, “I’m here to keep you safe and I’m here to keep your friends safe.
7. In an extreme case it may become necessary to remove a child from a situation. This
must be done gently and without punitive action.
8. Never use threats or bribes.
Giving Directions
1. Be sure you have the child’s attention. Use a quiet voice as much as possible.
Get down to the child’s level when talking with him.
2. Give clear, concise directions.
3. Give a choice of two things when possible.
4. Prepare children verbally ahead of time before changing an activity.
5. Never plead, threaten, strike, humiliate or embarrass a child.
6. Invite participation-never force it.
7. Do not call out or shout directions from across the room or playground
8. Food and beverages are never withheld as a form of discipline.
Professional Conduct
We expect all of our staff members to conduct themselves in a professional manner. Specific examples of the professional conduct expected include the following:
1. Never discuss a child’s problem when other children are present.
2. While you must communicate with your students about their activities, performance and conduct, you should never discuss another child with an adult in the child’s presence.
3. Never discuss one parent’s handling of a situation with another parent. If you have concerns about a parent’s conduct, you should discuss the situation with the director.
4. While in the presence of the children, staff members should not talk among themselves in the classroom, hallway or on the playground about personal matters, that do not concern the children. Conversations among staff members while in the presence of children should be limited to those matters that relate to the management of the class.
5. Never leave children unsupervised, either indoors or out, even for a few minutes.
6. Staff members should always treat other staff members and administrator with respect and professional courtesy. If disagreements or misunderstanding arise, staff should discuss the matter directly with each other in a professional manner, at a time when children are not present.
Student Health and Safety
Reporting Student Accidents and Illnesses
Whenever a student suffers an accident or becomes ill while at school, the teacher must report the incident to the director, and write the information on an incident repot form. The incident report is shared with and signed by the parent and the copies are filed in the office. Section 8100 of DFPS Guidelines requires the school to notify parents in the case of illness or injury under certain specified circumstances. These include:
1. When a child is injured.
2. When a child has a sign or symptom requiring exclusion from the school as listed in Section 8100 D of the DFPS guidelines. This includes times: (a) when the child cannot participate comfortably in activities; (b) the illness results in a greater need for care than the staff can provide without compromising the health and safety of the other children; (c) the child has an oral temperature above 100.4 degrees or an armpit temp above 99.4 degrees; (d) the child has been diagnosed with a communicable disease.
3. When a child has been involved in any situation, which placed the child at risk, such as wandering away from the supervise area.
Types of injuries that need to be reported in writing include:
1. Any human bite;
2. Cuts, scrapes that result in bleeding;
3. Bumps, hits that result in bruising or swelling; and
4. Any injury to the head
Administration of Medication
Only emergency medication will be allowed at the preschool. These medications must:
1. Be kept in the office (Epi-pens will remain in child’s classroom )
2. Be in the original container
3. Be labeled with the child’s name
4. Be labeled with the date (if prescription medication)
5. Include directions to administer the medication; and
6. If prescribed, medication must have the name of the physician
Parents must complete a REQUEST FOR ADMINISTRATION OF MEDICATION form. The completed form is then filed in the Medication Log book. DFPS regulations prohibit administering any medications to a child without written permission from a parent or guardian. Upon administering the medication, the staff member must complete the state mandated form, the “MEDICATION RECORD LOG.” Medications must be refrigerated if required, and must be kept separate from food. All mediations must be kept out of reach of children, or locked in storage.
Classroom Maintenance
It is the responsibility of the teacher and assistant to maintain a healthy, clean and organized environment throughout the year. The minimum requirements for doing so are as follows:
1. Tables need to be cleaned via the three step process before and after snack, lunch and cooking activities.
2. Floors should be swept after messy art projects and lunch.
3. Pet cages and containers must be kept clean and sanitary to minimize offensive odors.
4. Keep learning centers neat and organized by sorting organizing and replenishing materials.
5. Equipment that is broken, or needs replacing, should be brought to the attention of the administrative staff.
6. Be on the lookout for potential of fire, safety or sanitation hazards.
a. Store cleaning solution, toxic chemicals in appropriate high locked cabinets out of the reach of children.
b. Store purses and personal belongings locked away from children’s reach
c. Assure that all electrical sockets are covered.
d. Leave room clear of clutter and boxes.
e. Regularly launder all fabric items, (stuffed animals, dress up clothes, pillows, blankets, etc.)
f. Place any open food packages in a sealed plastic container.
7. Bathrooms must be clutter free.
8. Rooms are to be left clean, organized and inviting.
Animals
A. If animals are on the premises:
1. The presence of the animals; must not create unsanitary conditions.
2. There must be documentations at the facility that animals requiring vaccinations have been vaccinated according to state and local requirements.
3. Parents must be advised when animals are present by posting a notice outside the classroom.
4. Animals in the classroom are the complete responsibility of the teacher at all times, including holiday and summer vacation.
B. Visiting pets.
1. Obtain approval from director.
2. Inform parents in advance, giving them the opportunity to approved/disapprove their child’s participation
3. Have parents provide signature to indicate approval.
Playground/Garden
Each class is in charge of maintaining general playground/garden safety and appearance. Upon entering the area, it is the teacher and assistant’s responsibilities to assure that all gates are closed, equipment is in its proper location and there are no apparent safety hazards.
Playground Rules
• Supervising adults should move around the playground while engaging with the children and maintaining a good view of all play areas.
• Use of play items, as weapon should be discouraged.
• Direct children to leave all ground covering in designated areas
• Put all toys in the appropriate container if you are the last class using them that day.
• Closely monitor children while they are on the playscape.
SAFETY AND EMERGENCY POLICIES AND PROCEDURES:
The main responsibility for teachers is to be aware of the activities and emotions of children. It is impossible to prevent all accidents, however, when you’re engaged in activities, the opportunities for serous accidents will greatly diminish by following these fundamental policies:
1. Gates must be closed at all times.
2. Children may throw only balls or beanbags, and under no circumstances should they throw objects, such as sticks, sand, rocks, or toys.
3. Sand should be kept in the designated areas and the children should not dig in any grassy areas.
4. No objects are allowed on the slide. Children may slide only in a sitting or lying position, facing forward down the slide.
5. When indoors, children walk rather than run, except during gym time.
6. Children are not allowed to go out of the play areas except when walking to or from playgrounds or when a teacher accompanies them.
7. Teachers and Assistant must report any broken equipment or potential hazards to the office immediately.
8. Adults should always precede children when transitioning to a different space.
9. The use of balloons in projects and /or decorations will be done under the direct supervision of the teacher or other staff. Children are not allowed to blow up any balloons.
Fire and Disaster Drills
A fire evacuation plan is posted in each classroom, which sets forth primary and secondary evacuation routes for staff and students in case of a fire or weather alert. A similar plain is posted in each room explaining actions to be taken in the case of a disaster. Monthly drills will be conducted to familiarize the children with the evacuation procedure. When exiting the classroom, the teacher/assistant must take the daily sign in sheet with them.
Emergency Evacuation Plan
In case of a weather alert, teachers are expected to follow the evacuation plan posted in their rooms. If evacuation of the facilitates is required, a parent leader in each room will be notified, who in turn will contact all parents to pick up their children as quickly as possible. The director will remain at the facility until all children are picked up.
LOCATION & USE OF FIRE EXTINGUISHERS
Fire extinguishers are located in the hallway. To operate, pull pin, aim, and squeeze. Once used, the fire extinguisher must be recharged. Comprehensive first-aid equipment is located in the office. Minor first-aid kits ate located in every classroom and in the playground area.
LICENSING REQUIREMENTS
The following information is posted and available for review in the preschool office:
1. The Preschool’s license
2. Letter or Form from the most recent licensing Inspection or investigation
3. Emergency and Evacuation Relocation Plans
4. License Notice of Availability for Revise of:
a. The most recent fire inspection report
b. The most recent sanitation inspection report
c. The most recent gas inspection report, and
d. The licensing minimum standards as applicable for child care centers
Parents may contact the licensing office, FPS child abuse hotline and FPS website as follows:
Local FPS Licensing Office 512-834-3195
Texas Child Abuse Hotline 800-252-5400
Child Care Licensing Web Site tdprs.state.tx.us/child_care
PRS Website
FPS Licensing Address:
14000 Summit Drive
P.O. BOX 30995 MC 016-5
Austin, TX 78728
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