STAFF RESPONSIBILITIES FOR STANDARDS
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EMPLOYEE HANDBOOK
School Policies are reviewed annually and updated when necessary
This handbook is property of YPW Spanish Immersion School
Summer 2024 Revision
Contents
Introduction 7
Introduction to YPW Spanish Immersion School 7
Our Mission Statement 7
Our Objectives 7
Our Values 8
Our Vision 8
Educational Philosophy 8
LICENSING STANDARDS & ACCREDITATIONS 8
Licensing and Regulation 8
DFPS Minimum Standards and TRS & NAEYC Standards 9
Texas Rising Star Provider 9
The National Association for the Education of Young Children (NAEYC) 9
NAEYC Code of Ethical Standards 9
DFPS Regulations 10
YPW NAEYC Manual 11
Policy Changes 11
Client Relations 11
Permission for Media Release 12
Hours of Operation 12
EMPLOYMENT 12
At Will Employment 12
Non-discrimination Statement 12
Initial Employee Orientation 13
Employee Qualifications 13
Employee Classifications 13
Assignments 14
Provisional Period 14
Requirement for Newly Hired Employees 14
Transfer 14
Acting Appointment 15
Pre-employment requirements 15
CPR & First Aid Training and FBI fingerprint verification 15
Employee HEALTH AND SAFETY 15
Standard Precautions 16
Exclusion Due to Illness 16
Staff Vaccines 16
Mental Health Assistance & Resources 16
Accidents 16
Smoke and Carbon Monoxide Detectors 16
Parking 17
WORKPLACE SAFETY 17
Former Employees 17
Sexual Harassment 17
Hours of Attendance/ Work Schedules 17
Lunch Breaks/ Food & Drink 18
Photographic and Directory Authorization 18
Work Related Travel 18
EMERGENCY CLOSINGS 18
Employee Pay during Weather Closings 19
Employee Pay during Emergency Closings 19
Alternate Safe Location 19
PAYROLL 19
Overtime 19
Social Security 20
Work Related Expense Reimbursement 20
Staff MONTHLY Meetings, IN-SERVICE TRAINING, SCHOOL WIDE EVENTS, BLOCK DAYS AND PLANNING TIME 20
Staff Monthly Meetings 20
In-Service Training Days 20
School Wide Events 20
Parents Night Out 21
Block Days 21
Planning Time 21
Staff Training & Developmen 21
EMPLOYEE BENEFIT 22
Health Insuranc 22
Care of Employee’s Children 22
Vacation & Sick days / Paid Time Off (“PTO”) 23
Carry Over PTO 23
Longevity Bonus 23
Holidays 23
Tuition Reimbursement 24
Direct Deposit 24
Retirement Plan – Simple IRA 24
Leave 24
Bereavement Leave 24
Military Service Leave 24
Sick Leave 25
Vacation 25
TEACHER OF THE MONTH/TEACHER OF THE YEAR PROCESS 25
Teacher of the Month Nomination Criteria: 25
Teacher of the Year Criteria: 26
Staff Member of the Year Criteria: 26
Personal & Excessive Absences 26
Jury & Witness Duty 26
E-mail, Internet & Telephone Use 26
CELL Phone and personal electronic device Usage 27
Preschool Resource Areas 27
COMPENSATION PLANS 27
Wage Increase 27
PERFORMANCE APPRAISAL 28
Communicating with your director 28
COmplaints and grievances 28
EMPLOYEE CODE OF CONDUCT 29
BUSINESS ETHICS AND CONDUCT 29
Non-Fraternization or Solicitation 29
CONFIDENTIALITY 29
Confidentiality related to Proprietary Information 30
Voluntary Termination/Resignation 30
Disciplinary Action/Termination 31
Termination for Cause 31
Involuntary Termination 31
DISCIPLINARY ACTION: Reprimand 32
DISCIPLINARY ACTION: Written Warning 32
DISCIPLINARY ACTION: Investigatory Suspension 32
DISCIPLINARY ACTION: Suspension 33
DISCIPLINARY ACTION: Termination 33
EMPLOYEE’S PERSONAL ITEMS 34
Inspections and searches 34
PERSONAL APPEARANCE / Dress code 34
Teacher’s Uniform 34
Office Staff Dress Code 35
SUBSTANCE ABUSE 35
Employee Testing 35
PERSONNEL RECORDS 35
EMPLOYMENT REFERENCE 35
EMPLOYMENT VERIFICATION 36
EMPLOYEE’S PERSONAL REPRESENTATIVE 36
JOB RESPONSIBILITIES All Staff: 36
Relationships with Children, Parents & co-workers 37
Discipline and Guidance of Children 38
Child Abuse and Neglect 38
DFPS Regulations 38
Preschool Policy for Positive Guidance 38
Handling Difficult Situations 39
Giving Directions 39
Professional Conduct 39
Student Health and Safety 40
Children Arrival and Departure Procedures 40
Inclusion / Exclusion of Ill Children 40
Reporting Student Accidents and Illnesses 41
Administration of Medicatio 42
Allergies & Medical Conditions 43
Vision and Hearing Screenin 43
Classroom Maintenance 43
Animals 44
Playground/Garden 44
Food Choking Hazards 44
Sign in and out Daily Sheets 44
Safety and Emergency Policies and Procedures 44
Hand Washing Procedur 45
Diaper Changing Procedures 46
Cleaning, Sanitizing and Disinfecting 46
Frequency 46
Bodily Fluids 46
Toys and Surfaces 47
PROGRAM OVERVIEW 47
Move-Up Policy and Procedures 47
Instructional Lesson Plans and Curriculum 47
Screen Time Policy 48
Active Play Plan 48
Sensory Play 48
Assessments and Observations 48
Staff Caregiver and Teacher Qualifications 49
INFANT AND TODDLER PROGRAM 49
Daily Infant Care Procedures 49
Feeding Procedures 49
Breastfeeding 50
Tummy Time/Play Time Procedures 50
Sleep Time Procedures 50
End of the Day Routine Procedures for Combining Classes 51
Diaper Changing Procedures 51
Cloth Diaper Policy 52
Toddler Care Procedures 52
Feeding Procedures 52
Toilet Training Procedures 52
Toileting/Diapering Changing Procedures 53
PRESCHOOL PROGRAM 53
Preschool Care Procedures 53
SUPERVISION POLICIES 54
Name to Face 54
Safety and Supervision Procedures 54
Nap-Time Procedures and Supervision 54
Outdoor/Active Play Policy 55
Playground Supervision 55
Water Activities Policy 56
NUTRITION – Food Policy 56
Lunch & Snacks 56
Peanut Aware Policy 57
PARENT POLICIES 58
Daily Supplies 58
Parent Communication 58
Parent and Teacher Conferences 58
Family Expectations 58
DISCIPLINE AND GUIDANCE 59
Discipline Policies & Procedures 59
Behavior Policy 60
Redirection 60
Positive Encouragement 60
Time-Out Period 60
Chronic Problems 61
Extreme Behaviors/Exclusion from the Program 61
Biting Policy 61
Anti-Bullying Policy 62
Gang-Free Zone 62
Emergency Preparedness 62
Emergency Evacuation Plan 62
Severe Weather Procedure 62
Fire and Disaster Drills 63
Location & Use of Fire Extinguishers 63
Lockdown/Active Shooter Procedures 63
Transportation Policy 63
Field Trips 64
Policy for Hiring Consultants / Independent Contractors 64
Policy Statement 64
Definitions 64
Responsibilities 65
School Relationship with Agencies Providing Direct Services to students 65
VOLUNTEERS/SUPPORT STAFF 65
CHILD ABUSE & CRIMINAL CLEARANCE 65
Mandated Reporting 66
Causes for Reporting Suspected Child Abuse or Neglect 66
Reporting Child Abuse or Neglect 66
Immunity from Liability and/or Employment Action 66
Penalty for failure to report 66
Child Abuse and Neglect Reporting Procedures 67
Employees accused of child abuse or neglect 67
Guidelines of Child Abuse 67
Characteristics of Battered Children 67
Indicators of Child Neglect 68
LICENSING REQUIREMENTS 68
EMPLOYEE HANDBOOK ACKNOWLEDGEMENT FORM
I fully understand the guidelines governing my employment with the Company and I agree that I will conform to these guidelines. I have had an opportunity to ask questions about and discuss the guidelines with my Manager and the Payroll department. I understand that this Employee Handbook is not a contract of employment, expressed or implied, between me and the company and that I should not view it as a contract of employment. I further understand that the edits in the form of adding, deleting or altering text made by myself to this handbook are invalid.
I understand that this Employee Handbook takes precedence over any previous handbooks or guidelines issued. I also understand and agree that the Company reserves the right to change or alter policies at any time with or without notice. I also understand that the Company reserves the right to change my hours, wages, and working conditions at any time. Because the policies set forth in this handbook are subject to change, I further acknowledge that I should regularly review the Company’s handbook, an updated copy of which is available at all times through our internal website, for any changes to policies or procedures that may be made from time, and I will regularly check with my supervisor to obtain current information regarding the status of any particular policy, procedure, or practice.
I have received and carefully read the foregoing receipt and acknowledgement, and know and understand its contents, and I sign the same of my own free will and deed.
If I fail to complete this document within (3) three days, I understand I may be terminated.
By initiating below, I acknowledge that I have received and read copies of my job description, a sample of my job’s performance review, YPW Employee Handbook and YPW Parents Handbook.
PLEASE INITIAL ON THE LINE PROVIDED FOR EACH DOCUMENT RECEIVED
• Job Description ________ Performance Review Sample ________
• YPW Employee Handbook ________ YPW Parents Handbook ________
I understand that these documents 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.
I am aware that I can obtain a current copy of the handbook from my director or online at: YPWEmployeeHandbook.pdf
Upon completion, return to your Manager/Director or Orientation Trainer
Employee Signature Date Position
Employee Name (Print) Social Security Number
Director Name Date
Director Signature School Name / Location
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 the 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 Childcare 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.
Introduction to YPW Spanish Immersion School
Founded in November 2005 by Ramon Aguirre and Monica Moreno. YPW Spanish Immersion School started as an educational toy store and offering hands-on science & technology workshops and birthday parties with unique parties’ themes. It quickly grew from the community toy store and educational workshops to not only Westlake Hills but also Austin’s first Spanish Immersion School.
Our Mission Statement (10B.17)
To provide in Spanish an exceptional nurturing and safe environment to every student through fun, educational, creative, hands-on experiences
Our Objectives
At YPW, we strive to:
• Provide our students with a nurturing and safe environment, emotionally and physically
• Encourage parent-teacher partnerships through clear communication and mutual support
• Promote a strong sense of community
• Cultivate a supportive workplace that respects individual teaching styles, fosters creativity, and
encourages teacher loyalty and growth
• Be receptive to the needs of parents
Our Values
Transparency Being open, truthful, fair and deserving of the trust of others
Student-Centered Decisions Children come first. All decisions are centered on the needs of the whole child.
Accountability It begins with me. Good or bad “Own It”!
Nurturing We create an educational environment where all students are socially and emotionally supported, safe and valued.
Respect We are kind and supportive to ourselves and others
Excellence Be your best
Our Vision (10B.17)
The safety and overall well-being of each child is our priority. The classroom environment should be safe, nurturing and engaging. Children can be guided to develop self-control by learning to manage their bodies and emotions.
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.
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 assumes 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 programs.
LICENSING STANDARDS & accreDITATIONS
Licensing and Regulation
We are regulated and licensed by the Texas Department of Health and Human Services. If you would like to contact them, you may call the local Regulation Office, 512-834-3195 or visit their website at
We are required to meet the Minimum Standards for Licensed Childcare Centers. You may review a copy of the standards located on the HHSC website. Our HHSC most recent Inspection report has been posted for you to examine. Please ask your director for the location of this report.
DFPS Minimum Standards and TRS & NAEYC Standards
YPW Spanish Immersion School fully endorses the standards and criteria set forth by the Texas Department of Health and Human Services, the Texas Rising Star and NAEYC Accreditation Programs.
All employees have access to a copy of Minimum Standards, Texas Rising Star Standards, and NAEYC Standards for their reference. We view these documents as our guiding principles in our interactions with children, families, co-workers, and administration.
We expect that each teacher will be familiar with these documents and make every effort to implement and/or always comply with them.
Texas Rising Star Provider
The Texas Rising Star program is a quality rating and improvement system (QRIS) for childcare programs participating in the Texas Workforce Commission's (TWC) Childcare Services program.
TRS Certification is available to Licensed Centers who meet the certification criteria. The TRS Provider certification system offers three levels of certification (Two-Star, Three-Star, and Four-Star) to encourage providers to attain progressively higher certification requirements leading to a Four-Star level.
The National Association for the Education of Young Children (NAEYC)
The National Association for the Education of Young Children (NAEYC) is a professional membership organization that works to promote high-quality early learning for all young children, birth through age 8, by connecting early childhood practice, policy, and research.
YPW adheres to the standards for NAEYC to ensure quality childcare and education of the children at our school. The standards are as follows:
|Standard 1: Relationships | |Standard 6: Staff Competencies, Preparation and Support |
|Standard 2: Curriculum | |Standard 7: Families |
|Standard 3: Teaching | |Standard 8: Community Relationships |
|Standard 4: Assessment of Child Progress | |Standard 9: Physical Environment |
|Standard 5: Health | |Standard 10: Leadership and Management |
NAEYC Code of Ethical Standards (6B.2/6B.4)
The NAEYC 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. These ethical standards offer guidelines for responsible behavior and set forth a common basis for resolving the principal ethical dilemmas encountered in early childhood care and education.
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 1: 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. Supervising children always means that the assigned caregiver is accountable for each child’s care. This includes responsibility for the ongoing activity of each child, appropriate visual and/or auditory awareness, physical proximity, and knowledge of activity requirements and each child’s needs. The caregiver must intervene when necessary to ensure children’s safety. In deciding how closely to supervise children, the caregiver must consider: (1) Ages of the children; (2) Individual differences and abilities; (3) Indoor and outdoor layout of the child-care center; and (4) Neighborhood circumstances, hazards, and risks.
5. Staff needs to be able to always see and hear all infants and toddlers.
6. To demonstrate physical, emotional, and intellectual competencies necessary for self-control and good judgment when performing assigned responsibilities.
7. To respect the uniqueness and potential of all children, their families, and their culture.
8. To interact frequently with children, showing affection, interest, and respect.
9. To foster developmentally appropriate independence in children.
10. 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 follow and handle 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);
YPW NAEYC Manual
Every staff member must know and follow the procedures stated in the YPW NAEYC manual. This manual can be found in YPW-NAEYC-Manual.pdf
Policy Changes
The Policies and Procedures will be reviewed on an annual basis. Announcements about any revisions will be communicated.
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 way we perform our jobs presents an image of our entire organization. Clients judge all of us by how they are treated by each 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.
Permission for Media Release
Employees and parents are asked to give permission to the school to photograph, videotape, or audio tape for the following purposes:
1. Display on bulletin boards, use in activities, label items at the Center.
2. Illustrate a child or children participating with a caregiver in a particular activity or the school at meetings/training/conferences.
3. Public relations and student recruitment (brochure).
4. Individual assessments of employees.
5. YPW online communications.
YPW teachers and staff caregivers are NOT PERMITTED to post photos of any students on any social media platforms.
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 based on 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 in the job description. The employment of all people shall be contingent upon the approval of the owner of the school.
At Will Employment
We look forward to developing our relationship with you and hope you view this opportunity as a chance to have a long-term positive impact on our business. Nonetheless, please understand that YPW Spanish Immersion School is an at-will employer. That means that either you or YPW are free to end the employment relationship at any time, with us without notice or cause. And nothing in this Employee handbook, YPW policies, procedures or offer letters, either now or in the future, are intended to change the at-will nature of our relationship.
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.
Initial Employee Orientation
New employees will receive an initial orientation. The orientation will consist of training about our students and families, the curriculum we use (which includes Frogstreet, and the emergent curriculum), policies and procedures and coaching/mentoring. New staff will observe in the classroom and work directly with their mentor teacher to learn the schedule and routines. New staff members will not work alone in the classroom until they have completed staff orientation, and the required training to begin employment.
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). Bachelor’s or master’s degree a plus. More than two years’ experience working with young children in a licensed center.
Teacher Assistant (TA)
Need to have at least a CDA. More than one year’s experience working with young children in a licensed center.
Support
Need to have at least a high school diploma or equivalent. More than one year’s 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 except for 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 the 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 to 60 business days, by approval of the General 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 for 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.
Requirement for Newly Hired Employees
If a new employee leaves YPW before their first work anniversary, then employee will pay YPW $500 for leaving before first year of employment. YPW Spanish Immersion School will deduct this $500 from employee’s last paycheck.
Transfer
YPW strives to employ people 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.
YPW Spanish Immersion School requires all the newly hired employees to sign an offer letter. If an employee refuses to sign an offer letter, then the employment process will be terminated. Also, all applicants must fill out all the required employment paperwork before the first day of employment.
Before the first day of employment, the applicant must sign an authorization for YPW to start his/her FBI fingerprint process. The applicant may only start working at YPW after the results of the FBI fingerprint process are available and confirm the applicant can work in a childcare setting.
CPR & First Aid Training and FBI fingerprint verification
All employees are required to have valid and non-expired CPR & First Aid training while working at YPW. Employees may not continue working at YPW if CPR & First Aid is expired and employee has not renewed it.
For newly hired employees, the employee pays for the initial CPR & First Aid training and the FBI fingerprint process.
Employee HEALTH AND SAFETY (10D.2)
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.
Standard Precautions
YPW Spanish Immersion School makes every effort to keep employees and children safe and healthy while in our care. Standard precautions are used daily to limit the spread of infectious diseases through actions as follows: hand washing procedures, diaper changing procedures, sanitation of toys and surfaces with a disinfectant spray daily. Daily health checks are conducted each morning on every child to ensure that they are healthy to attend our school.
Keeping the building and equipment safe and in good repair is very important. Office staff does a daily maintenance check and teachers do report any maintenance issues right away to the office. The playgrounds are also checked by the office and teaching staff daily for safety issues that might arise.
Exclusion Due to Illness (6a.8/6a.12)
As an employee of YPW, you have discretionary leave that can be used if you are sick. Staff who are ill and cannot effectively carry out assigned job responsibilities and duties should stay at home or request to leave the office. If you have a fever, are vomiting or have uncontrollable diarrhea, please do not come to work, as you might be contagious. If you are sick enough to stay home for three consecutive days, you will need to bring a doctor’s note upon returning to work. (6A.16) Additionally, if you need an immediate break, due to an unforeseen situation, call the office for coverage.
Staff Vaccines (10D.1)
While no immunizations are required by the Texas Health Department, some immunizations for adults are recommended by the Center for Disease Control. Because childcare 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.
Mental Health Assistance & Resources (6A.9)
For employee mental health assistance information, including stress management, visit the following websites: and
Accidents
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. Teachers will be required to complete reports for these incidents. Administration will call the child’s parents to apprise them of the incident/accident. The teacher will remind the parents to sign the report the day of the incident. A copy of the signed accident/injury report will be given to the child’s parents and a copy should be given to the director.
Smoke and Carbon Monoxide Detectors
For your safety and the safety of children, smoke and carbon monoxide detectors are located within each classroom. Ask the front office if you need replacement batteries to ensure they are functioning correctly.
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.
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 people 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 school director. If it is inappropriate to notify the school director, contact the school General 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 school. If you are unable to report to work for any reason, you must notify your immediate supervisor at least 2 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 PTO 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 to complete work assignments at home. Permission will only be granted in limited circumstances as employees are afforded time during their scheduled workday to complete all tasks as assigned in their job description. Employees who find they cannot complete assignments during their scheduled 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 mealtimes 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. The 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 is not to be included in the directory. Upon hire each employee will be provided with 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 to close the schools. 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 Weather Closings
Employees will be paid for their regularly scheduled hours for the day on which YPW is closed for inclement weather provided that the employee works their regularly scheduled hours the business day before and after the designated inclement weather-day closure.
Employee Pay during Emergency Closings
However, employees will not be paid for days when YPW is closed due to any emergency. Employees may choose to use accrued PTO if they 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 work. Non-exempt employees may choose to use accrued PTO for the balance of the regular work schedule when sent home due to any emergency.
If an employee does not have accrued PTO, the employee will not be eligible for pay during emergency closings. Exempt employees who report to work and are sent home due to any emergency will be compensated for the entire day.
Alternate Safe Location
YPW Westlake: Walgreens Pharmacy located at: 3700 Bee Caves Rd, Austin, Texas 78746.
YPW Central: First Presbyterian Church of Austin located at: 8001 Mesa Dr, Austin, TX 78731
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 schoolwork week begins Sunday at 12:00 midnight and ends on Saturday at 11:59 p.m.
Pay checks are directly deposited semi-monthly on the fifth (5) and the twentieth (20). 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 20th. 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 the 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 the 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 MONTHLY Meetings, IN-SERVICE TRAINING, SCHOOL WIDE EVENTS, BLOCK DAYS AND PLANNING TIME
Staff Monthly Meetings
Staff meetings are held once a month to inform staff about important events and policies, and for in-service training. Your school director will tell you about the schedule for the school monthly meetings. Staff meetings are part of job duties and attendance is expected and mandatory. Employees may be subject to disciplinary action when missing these meetings.
In-Service Training Days
The school has the following seven in-service training days during the year
1. Three days before first day of school year in August
2. Columbus Day
3. First business day after the “New Year’s Day” holiday
4. MLK Day
5. Presidents Day
These in-service training days are part of job duties and attendance is expected and mandatory. Leave will not be granted if the requested days coincide with an in-service training day. Employees may not apply PTO for in-service training day. Employees may be subject to disciplinary action when missing these days.
School Wide Events (6A.6)
The school relies on building a sense of community and partnership among the families, teachers, and administration. We also have a strong desire to give back to our communities and around the world. To accomplish this, the school has the following after school hours major school wide events:
1. Meet the teacher day – The first Saturday morning before the first day of the school year.
2. Fall Festival – After school hours in October – Annual fund raising for UNICEF or local charity.
3. End of Year School Concert – After school hours in May
4. Holiday School Concert – After school hours in December
5. School Wide Easter Egg Hunt – Sunday afternoon in April
These school wide events are part of job duties and attendance is expected and mandatory. For these activities to be successful, your participation is critical. Leave will not be granted if the requested days coincide with a school wide event. Employees may be subject to disciplinary action if missing these events.
Parents Night Out
The school offers a parent night out every month except for August. This is a fund-raising event for annual teachers & staff training and Holiday Events. Teachers and staff are expected to participate at least twice during the year. This event is part of job duties and participation is expected.
Block Days
The school has the following in school hours major school events in which 100% teacher and staff participation is critical for its success:
1. Week(s) of parent-teacher conference
2. Week of end of school year festivities (class parties, concert, etc.)
3. First week of Summer Camps in June
4. Back to school preparation (last three weeks of August)
5. Beginning of School Year (September)
6. Fall Festival (week in October)
7. Internal Open House (week in October)
8. Week of Holiday Concert
9. After holiday break transition (first two weeks in January)
10. What to expect from … (week in February)
The events held in the specified block days are part of job duties and attendance is expected and mandatory. Leave will not be granted if the requested days coincide with these block days. Employees may not apply to PTO for block days unless previously authorized by the school director and general director. Employees may be subject to disciplinary action when missing these days.
Planning Time (4D.4/6A.7)
Infant and Toddlers teachers will receive 30 minutes weekly of collaborative planning time. Early Preschool to Kinder teachers will receive 45 minutes weekly of collaborative planning time. This is provided there is coverage to maintain safe ratios throughout the school. This time is to be spent planning with your co-teacher, team or office staff to ensure you have activities and materials to engage your children throughout each day. This time is not for visiting other classrooms and interrupting their instruction.
Staff Training & Development (6A.13)
You are entitled to request time off for educational purposes. You will use your accumulated PTO to attend staff development, unless it is approved by the General Director in advance as Staff Development Leave. Staff development hours can be obtained during the workday, if approved by the General Director. Please arrange for a sub and notify the office if you are going to be out. Should the staff development require a cost, please see the office to ensure there is funding in the budget, the registration can be completed, and payment can be made.
In accordance with DFPS approved guidelines a minimum of 30 hours of training is required for all teachers. Staff members are responsible for uploading their training to TECPDS. 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 is presented to the director immediately after completing the session.
If a person ceases to work for YPW Spanish Immersion School, 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. This training fee unless specified otherwise will be charged on $20 per hour or $100 per full day training.
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 is 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 (6A.12)
YPW will offer benefits to all eligible 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 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 (6.A.11)
YPW Spanish Immersion School provides health insurance to full-time employees. Newly hired employees have access to YPW health insurance after the initial 3 months of employment.
Employees participating in the school reduced childcare services cannot participate in the school’s health insurance plan.
Care of Employee’s Children
YPW provides reduced childcare 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 childcare 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 childcare 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 childcare services cannot participate in the school’s health insurance plan.
Vacation & Sick days / Paid Time Off (“PTO”) (6.A.12)
Hourly Employees
After completing the third month of employment, 1/2 Paid Time Off "Day" is earned each month.
Salaried Employees
After completing the third month of employment, salaried employees earn 1 Paid Time Off "Days" each month.
- Personal Time Off (PTO) may be used for paid vacation or sick days.
- Employees may request paid or unpaid one-week vacation after first employment anniversary.
- Employees may request paid or unpaid two-week vacation after second employment anniversary.
- Please note that Vacation / Paid Time Off plans are subject to change.
-Requests for time off must be completed and submitted at least 10 working days in advance and no
more than 2 months in advance of the initial date being requested.
Carry Over PTO
Employees may carry over to the following year up to 3 days (24 hours) of unused PTO.
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.
*** Note these additional days begin on January 1st ***
Holidays (6.A.12)
YPW will be closed in observation of Labor Day, Thanksgiving (Thursday & Friday), last week of year starting Dec. 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.
Tuition Reimbursement
Coursework must be directly related to early childhood education or current position. Reimbursement varies by full or part-time status and years of service.
Direct Deposit
When you sign up for Direct Deposit, you can have your paycheck deposited directly into your checking, savings, or credit union account. With Direct Deposit, you have the added convenience of knowing your paycheck will be automatically deposited to your account when you are sick or on vacation.
Retirement Plan – Simple IRA (6.A.14)
YPW Spanish Immersion School provides a Simple IRA as a retirement plan to full-time employees. Newly hired employees have access to YPW retirement plan after the initial 3 months of employment.
This retirement plan is funded by both employees and YPW. YPW has elected to contribute to the employee’s Simple IRA by a matching contribution equal to the employee’s salary reduction contribution up to a limit of 3% of the employee's compensation for the year.
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, sickness, or 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 the signature of the teacher covering. Leave which has not been approved by your supervisor will be considered voluntary termination.
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 employee’s 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 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’s 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 workday 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 request 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 but not more than 2 months 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. PTO does not have a monetary value and cannot be used after giving the standard two weeks resignation notice to their director.
PTO time cannot be carried forward to employees’ work anniversary and carries no monetary value. PTO time will not accrue during any period during which the employee is on leave. Employees cannot take any PTO time after giving the standard two weeks resignation notice.
TEACHER OF THE MONTH/TEACHER OF THE YEAR PROCESS (6A.6)
Teacher of the Month Nomination Criteria:
● Be an exceptionally dedicated, knowledgeable, and skilled teacher who is planning to continue in an active role at YPW.
● Inspire students of all backgrounds and abilities to learn.
● Have the respect and admiration of students, parents, and colleagues.
● Nominations will be asked for by all employees.
● The office staff will read all justification responses on the nominations to determine who should be the TOM.
● The decision is not necessarily based on the number of nominations each month, nor the longest justification, but the quality and evidence of the response.
**Teachers should not nominate themselves. The idea is that you are working hard and being noticed by your peers as an excellent teacher.
Teacher of the Year Criteria:
● All Teachers of the Month will be placed on the ballot for Teacher of the Year.
● Ballots will be placed in mailboxes and teachers will be asked to vote.
Staff Member of the Year Criteria:
● Employees must be a floater, office employee or custodian to be nominated.
● Nominations will be asked for by all employees.
● Ballots will be placed in mailboxes and staff will be asked to vote.
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.
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 Facebook, Instagram and Twitter.
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.
CELL Phone and personal electronic device Usage
Cell phones or any personal electronic device must be turned off while working / supervising children. If teachers / staff are observed using their own cell phone while working / supervising children, the following consequences will occur:
• First time incident: the teacher will be required to right the way hand over her cell phone to the administration for keeping for the rest of the day. The phone will be returned to the teacher only at the end of the working day. The teacher will have an official write up regarding lack of proper supervision while working with children.
• Second time incident: The teacher will be terminated from YPW Spanish Immersion School immediately.
Smart watches cannot be used inside the classroom.
Preschool Resource Areas
Teachers are responsible for keeping these areas clean and organized.
Supply room contains art supplies, paper cutter, paper and a file for select teacher forms.
Break room contains a small fridge where items may be kept that are to be used the same day.
Copy room contains printer/copier, teacher computer and mailboxes
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.
Wage Increase
Employees who wish to request a review in their salary must fill out a “Wage Increase Request Form”. The wage increase is not guaranteed as it depends on the budget.
The following documentation must be attached to the “Wage Increase Request Form”:
1. Training log for the last year (Note=> Teachers and TAs: Should have at least 30 hours of annual training. Admin: Should have at least 36 hours of annual training)
2. Lesson plans for last month, including current week.
3. Lesson plan due this past Monday (Note => This lesson plan is to be used in two weeks)
4. Latest Employee Review by Director and Team Lead
5. Other supporting documents or letter of recommendation
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 (10E.6)
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.
COmplaints and grievances (10E.6)
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 General Director.
6. An ad hoc committee consisting of the owner, general 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 the employee.
8. Terminated/Former Employees are not eligible to participate in the Conflict Resolution process.
9. 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 regarding 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 always protected 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 is 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 Children’s, Families and Employees’ Information:
a. All staff records will be kept confidential by locking them in a cabinet in the front office. All student records will be kept confidential by keeping them in a locked cabinet inside the office.
b. Student health and safety files are kept confidential but must be made available upon request to (a) administrators and (b) teachers who have parental consent, (c) the child’s legal guardian or parent, and (d) all regulatory authorities. (10D.6)
c. Access to children/teacher’s records is limited to employees with a “need to know.”
d. Children’s records and/or employee file info must not be removed from the center.
e. Files must never be left out where other people may have access to them.
f. 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
g. Discussion of children's, employees’, or families' information with volunteers, other families, friends, or community members is prohibited.
h. 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.
i. Information and documents considered confidential include, but are not limited to medical records, educational records, special needs records, family records, financial records, and any other private information about the children, their families, or employees.
j. All request for release of information shall be directed to General Director or HR department.
k. Information will only be released to persons outside YPW with the express written consent of the child’s parent, legal guardian or employee.
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 (10E.6)
Notice of resignation, turned in by an employee, shall be in writing to the school director 2 weeks 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 12 months of employment, the full value of the following will be deducted from the employee’s last paycheck:
1. Any other training if provided by YPW including the “new employee orientation training”
Disciplinary Action/Termination (10E.6)
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 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 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 childcare 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. Workspace 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 their 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. Employees’ 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 always worn. “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.
Employees are expected to exhibit a professional image to students, parents and the community.
The following are considered unprofessional:
- Rubber flip flops or thong shoes (unstable sole which folds in on itself)
- Clothes and accessories, tattoos (all visible tattoos must be covered), jewelry/piercing, hair colors (extreme colors), etc. that are offensive and/or distracting to the learning environment.
- Facial piercings, tongue piercings, excessive earrings
- Hats, bandanas – hats may be worn on outside duty for sun coverage.
Teacher’s Uniform
Teachers are expected to wear the following uniform EVERYDAY to school:
- Bottom: Kakis or blue jean long pants. Capri pants are acceptable.
- Top: School shirt with logo, white shirt / blouse or YPW T-Shirt.
Must fit appropriately. Tops must cover the stomach area and cleavage.
- Teachers must wear YPW apron on top of white blouse w/o logo.
- Cold Weather: White / black long sleeve shirts can be worn under YPW t-shirts. While inside the school building, no jackets are to cover the YPW shirts.
- School approved cardigan or YPW sweaters.
- Closed toes shoes
Office Staff Dress Code
Office staff may wear business casual or follow YPW school uniform dress code.
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. H
EMPLOYMENT REFERENCE
Requests for references should be directed only to the General Director and/or the Human Resources department. YPW will release information regarding position(s) held and length of employment for reference purposes. 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 the executive/general director, employees are strictly prohibited from providing references for any employee under any circumstance including a personal reference.
Any employee who provides a reference will be subject to 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 wash their hands when coming into class, before and after eating, sensory play, and after toilet activities or nose wiping.
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 for informing the lead teacher of any questions or concerns raised.
Formal Parent/Teacher conferences are held twice during the year (fall and spring). This is an important time for discussing each child’s developmental progress and addressing any concerns. When a parent expresses 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 parents 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.
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 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 feelings.
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
Children Arrival and Departure Procedures (10B.19)
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 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.
Various additional guidelines:
1. (10D.7) Each classroom must maintain a daily sign-in and sign-out log. Adults will be required to sign it upon arrival and upon departure. School staff will release a child only to those who are listed on the child’s release form. Children enrolled in the school may be picked up by siblings that are 18 or older.
2. Please encourage adults to plan to be consistent about arrival time, so they can participate in the full program experience, including breakfast, circle time, center time, outdoor time, etc. This will ease their transition from home to school.
3. (10D.9) You may not release a child to anyone who is not on the approved pick-up list unless you have been notified in advance by the office staff. The emergency contact person must show you their photo ID before releasing the child. Emergency contacts must be 18 years old or older. The office will check the emergency contact info to confirm they are on the approved pick-up list.
4. Shoes can only be worn in designated areas of the non-mobile infant classrooms. Parents must stay in the designated areas unless they remove their shoes by the entryway. Parents should have clean feet or wear socks if they are going to be in the area where children are present.
5. In the event of a custody arrangement, we require a court order to be on file in order to deny pick-up to the non-custodial parent.
6. We will not release a child to a family member who appears to be under the influence of alcohol or other substances.
7. (10D.7) During the arrival and dismissal process, please discourage the use of mobile devices, unless it is for an emergency. To facilitate better communication between parents and teachers, it is best if parents are not distracted using electronic devices.
Inclusion / Exclusion of Ill Children (10B.19)
The following guidelines will be used in determining whether a child will be sent home:
1. Fever. Any temperature above 100.0° is sufficient reason to send a child home. Parents will be contacted if a child’s temperature is as follows:
a. Oral, forehead or ear temperature above 100.0°.
b. Rectal temperatures WILL NOT be taken at YPW.
2. Nausea and/or Vomiting. If vomiting occurs twice or more throughout the day, the child is ill enough to be sent home.
3. Diarrhea. If a child has multiple loose stools throughout the day, the child is ill enough to be sent home.
4. Urinary Problems. If a child has burning, urgency or difficulty when urinating.
5. Sores, Rashes, or Skin Irritation. A red or blister-type irritation on the skin should be considered contagious and the child will be sent home for medical care.
6. Red, Watery Eyes. Red eyes could possibly be conjunctivitis and is considered contagious. Children should be checked by a doctor. Should there be a confirmed case in your room, please alert the director, so a note can be sent home to all parents in the class.
7. Parasites (head lice). Any sign of head lice is a sufficient reason to send a child home. The office staff will call the parents and ask them to pick up their child. The office staff will ask the parent to treat their child with medicated shampoo or Listerine. They may return the next day but will need to be treated again in seven days.
8. No appetite. A child who suffers from little or no appetite will be reported to parents.
9. Persistent Cough. A child with a persistent cough along with other symptoms should be sent home.
10. Thrush/Yeast Infection. White patches in the mouth are suspected thrush; red bumps indicate diaper yeast infection and should be checked by a doctor.
** Teachers must have the office staff’s approval before sending a child home with an illness.
A child may return to the center after the following has occurred:
1. One day after the temperature returned to normal without medication.
2. One day after an antibiotic has begun or after topical ointment has been applied. Parents must administer the first dosage of a prescription medication and wait one full day (starting at 12am after the first dosage) in the home to ensure there is not a reaction to the medication. Children on antibiotics may not return to school until one full day after the first administration of the medication, even if they have had the medication in the past without a reaction.
3. The child has been free of diarrhea for at least 12 hours.
**An Incident/Health report must be filled out and signed by the parent each time a child is sent home due to injury or illness. A copy is to be scanned to the Director to be kept as documentation. Before the child is sent home, the office staff must give approval.
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 report 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 places the child at risk, such as wandering away from the supervised area.
Types of injuries that need to be reported in writing include:
1. Any human bite.
2. Cuts and scrapes that result in bleeding.
3. Bumps, hits that result in bruising or swelling; and
4. Any injury to the head
Administration of Medication (10B.19)
Only emergency medication will be allowed at YPW. 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 Logbook. 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 medications must be kept out of the reach of children or locked in storage.
Please note:
• Expired medication may not be given at YPW
• Only rescue medicine will be given at YPW
• YPW will not administer the first dosage of a prescription medication, unless there is written documentation from a physician for a life-threatening situation, such as an EpiPen. Parents must administer the first dosage of a prescription medication. Children on antibiotics may not return to school until a day after the first administration of the medication, even if they have had the medication in the past without a reaction.
• Prescription medications must be in the original container labeled with the child’s full name, date, directions and physician’s name. The school must administer medication as stated on the label directions. The parent will need to fill out a medication form with the child’s full name, expiration date, the name of the medication, dosage, time and date the medication is to be given. The staff will need to document the date, time, amount and initials of the childcare provider who administers the medicine. The record will be kept with the child’s medicine.
• (5A.21) All medication is locked in a cabinet in the office.
• (5A.20) Medication is given only by designated staff trained in administration of medication.
• (10D.10) Medications delivered by a device (EpiPen, nebulizer, or inhaler) must follow the procedures below:
a. Parents or health care professionals provide written instructions and indications for use that include signs and symptoms that the medication is needed.
b. Parents or health care professionals demonstrate use of the device and any special care after use to all staff who will be administering the medicine.
c. Documentation of demonstration of use and care is made on the medication form including date and staff in attendance.
d. Medication is given only by staff trained in the use of the device.
• (10D.10) Training on the use and care of the device is provided annually or as needed with staff or device changes. All staff will receive medication administration training annually. For special medical management procedures, a trained adult must be on-site whenever the child is present.
• Children who are ill (i.e., running a fever, vomiting, or diarrhea) cannot be kept at school. Please do not allow parents to leave a sick child at the school for more than 90 minutes.
• Each teacher should perform a health check on each child daily. This is in accordance to DHHS regulations.
• (5A.16) Staff may apply sunblock and diaper cream ointment once you have signed the form. Parents must provide sunblock and diaper cream ointment.
• Staff may apply insect repellent to a child only once per day (work with parents to decide when they want you to apply it). It must be in lotion form, not a spray. Encourage parents to apply it before they leave, because childcare providers can only apply it once throughout the day. The lotion can be applied inside a classroom, but away from other children. Parents may send the insect repellent clip-on device, since the medication does not touch their skin directly. Parents must bring a doctor’s note.
Allergies & Medical Conditions
It is the responsibility of each family to update medical information and keep YPW informed of any changes in a child’s health or medical history. (10D.10) Parents should provide office staff with appropriate written documentation from a doctor outlining precaution and the needs of their child, especially if a child has an allergy or specific diagnosed condition that may warrant emergency medical care. If a child has a diagnosed allergy, the parent must provide an Allergy Action Plan to the office immediately. If a child has a food allergy, an Allergy Action Plan must be on file. Food preferences are not considered a food allergy.
Vision and Hearing Screening (4C.2)
If a child is age 4 by September 1, we need to have a current vision and hearing screening on file. Vision and hearing screenings are required for children 4 and over. When the child turns 4 during the school year, the parent will need to provide a vision and hearing record to the front office.
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 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 the 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.
9. Staples may not be used in the classroom.
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 always the complete responsibility of the teacher, 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 oversees maintaining general playground/garden safety and appearance. Upon entering the area, it is the teacher and assistant’s responsibility to ensure 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 weapons 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.
Food Choking Hazards
Due to licensing rules, the school does not provide the following foods at any time, and we ask you not to serve these foods in your classroom either: hot dogs, whole or sliced into rounds; whole grapes; raw peas; nuts; popcorn; raw peas and hard pretzels; spoonful of peanut butter; or chunks of raw carrots or meat larger than can be swallowed whole.
Sign in and out Daily Sheets
Signing in/out daily sheets are very important as emergency personnel will use them to confirm student attendance in case of an emergency.
Teachers are responsible for the daily sign in and out attendance sheets:
• Make sure the sheets are accurate, updated and available for our parents to sign every morning and afternoon.
• Make sure our parents sign in and out the forms every time. If a parent doesn’t sign in/out the form, then the teacher will talk to the parent about the importance of signing in/out every time. The teacher will let the director know if the parent continues not signing the form.
• Teachers are to return all the previous week’s signed forms to the office on Monday morning.
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 serious accidents will greatly diminish by following these fundamental policies:
1. Gates must be closed always.
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 is strictly prohibited as it presents a major choking hazard.
Hand Washing Procedures (5A.19)
When washing hands, all persons must:
1. Use liquid soap and running water.
2. Rub hands vigorously for at least 20 seconds, including back of hands, wrist and between fingers, in and around jewelry and under fingernails.
3. Rinsing well
4. Dry with a paper towel
5. Use the paper towel to turn off the faucet.
Children must wash their hands:
1. With soap and running water (wipes and waterless hand cleaners are not an acceptable substitute)
2. Upon arrival
3. After toileting
4. Before eating
5. Before and after playing in a sensory or water table
6. After playing outdoor activities (recess time)
7. After playing in the sand, dirt, wood chips or other areas that could have been in contact with animals.
8. After touching animals.
9. Be provided clean drying materials, such as paper towels.
Infants must have their hands washed as well. Until they are old enough to be raised to the faucet, you must wash the infant’s hands using an individual cloth or paper towel with soap, rinse with clear water and then followed by a cloth or towel used for drying.
***Teachers/adults and children are to turn on and off the faucets by using a paper towel.
Teachers/adults must: (5A.19)
Wash their hands with soap and running water in these conditions:
a. Upon arrival for the day or in a new classroom
b. After changing a diaper
c. After assisting a child with toileting
d. Before and after feeding a child (5A.19)
e. Before and after serving and handling food (5A.19)
f. Before and after administering any type of medication (5A.19)
g. After caring for a child with symptoms of a communicable disease, or bodily fluid
h. After personal toileting
i. After assisting with nose wiping
j. After contact with animals or any surface that could be contaminated by an animal.
k. When moving between age groups of children.
l. After handling any garbage (5A.19)
m. After cleaning, disinfecting, or sanitizing (5A.19)
Teacher and staff caregivers are to observe students’ handwashing following the use of the restroom, and prior to snack and lunch. Teachers are to observe students washing their hands before and following use of the water table. Teachers are to observe hand washing after nose wiping or the need for nose wiping.
Diaper Changing Procedures
1. Get organized by having supplies ready at the changing table. Put on disposable gloves.
2. Carry the child to the changing table.
3. Clean the child’s body by removing all feces or urine.
4. Remove the soiled diaper.
5. Put a clean diaper on the child.
6. Wash the child’s hands.
7. Wash, rinse and disinfect the diaper changing area.
8. Wash your hands following the process above.
Cleaning, Sanitizing and Disinfecting
Frequency (5C.5)
As an NAEYC accredited school, you must follow the NAEYC Cleaning, Sanitizing, and Disinfecting Frequency Table (copy provided and to be stored in your classrooms for reference). (5C.6) All cleaning products must be fragrance-free and as least toxic as possible, with natural cleaners as the preference.
Bodily Fluids (5C.5)
• Cleaning up and sanitizing urine, feces, vomit, and blood should be done while wearing rubber gloves. The area can be safely disinfected with a disinfectant spray solution.
• Bloody noses or wounds should be cared for in the restrooms or away from other children.
• Urine or feces sometimes occur in areas where children are playing. Chairs, rugs, and floor should be cleaned.
• Vomit on tile can be cleaned with warm soapy water then sanitized with a disinfectant spray solution while wearing latex gloves. Wipe up the area with paper towels and dispose of them in a plastic bag.
• Vomit on a rug should be thoroughly cleaned during the day and covered to protect children. Notify the office, so the custodian can clean the rug.
• All clothing involved with bodily fluids should be bagged and sent home the same day. Inform parents of the contents of the bag.
• All used cleaning supplies and gloves should be placed in a sealed plastic bag and thrown away outside in the trash cans.
• Infants and small children may not be bathed in the sink. Fecal matter and other bodily fluids must be cleaned off using wipes.
• YPW does not use sprays, deodorizers, or air fresheners to deal with odors in the classroom.
Toys and Surfaces (5C.5)
Sanitizing refers to a four-step process, which includes:
1. Using soapy water to wash,
2. Using a clear rinse,
3. Soaking or spraying with disinfecting spray solution, and
4. Let the surface or article air-dry.
The disinfecting spray solution will be emptied and then refilled daily.
Sanitizing toys is the responsibility of each classroom as toys are rotated. (5C.5)
Toys should be sanitized daily in the infant and toddler rooms. Toys should be sanitized more often if there has been a sick child in the room. Toys that have been mouthed should be immediately placed in a basket labeled as “Dirty Toys” so that it can be cleaned or sanitized at the end of the day.
Place the spray bottles out of the reach of children when they are not in use.
Spray bottles need to be kept on a high shelf during the day, so children cannot reach them.
PROGRAM OVERVIEW
Move-Up Policy and Procedures (10B.23)
Considering that move-ups can be challenging for parents, children and caregivers, teachers are to ensure that each child’s emotional needs are met during the transition period. YPW criteria for moving a child from one classroom up to the next is based on age, developmental progress as well as space available. Decisions are made on a case-by-case basis by the YPW director with input from the child’s current teacher.
YPW will do everything possible to minimize the number of move-ups to one per year if possible. Our goal is to have children stay with the same group of children and teachers for the entire school year whenever possible, which is approximately 9 months. However, due to enrollment, staff leaving the school and the developmental needs of children, move-ups will sometimes occur within a school year.
Instructional Lesson Plans and Curriculum
The curriculum at YPW includes daily plans by each classroom teacher. Plans are based on individual children’s development and the current interests of children. Teachers will select classroom learning materials based on children’s current level of development: cognitive, physical (small and large motor) social-emotional and language.
(2A.8) The curriculum can and should be modified based on children’s assessment results, family-cultural information, developmental needs, and/or home languages. Further, peer interactions, self-esteem/self-concept issues and diversity issues are addressed throughout the day through supportive, nurturing teacher/child interactions and positive guidance. Healthy practices and safety issues are addressed within daily classroom routines and practices. Teachers will incorporate children’s ideas and interests in classroom activities and curriculum. Emergent curriculum allows teachers to respond to children’s suggestions and changes in classroom dynamics. Completed lesson plans of classroom curriculum and activities are shared with parents on a weekly basis by posting them on the Parent Information Board.
**Lesson plans must be post it the parent and teacher information board before you leave on FRIDAY.
Screen Time Policy
In accordance with DHHS minimum standard 746.2207, the following limits on screen time will be implemented:
1. Children under the age of two will not be permitted any screen time.
2. We encourage no screen time while at school unless it is for student events.
3. Screen time activities must be related directly to the instructional lesson plan.
4. Screen time activities must be age appropriate.
5. All screen-based programming for early learning must have prior Director approval. The screen time form must be submitted in advance.
6. Screen time is defined by any device that has a screen (TV or Computer, etc.).
Active Play Plan
Children at our school must be scheduled for two opportunities for outdoor play, weather permitting for:
1. An amount of time as tolerated by an infant birth through 12 months of age.
2. A minimum of 60 total minutes daily for children 13 months-PK age.
Indoor and outdoor active play must include:
1. A minimum of 60 minutes for toddlers and
2. A minimum of 90 minutes for preschool/PK age children and
3. Teacher-initiated activities where twice per day children are engaging in active movement.
Sensory Play
Precautions are taken to ensure communal water play does not promote contamination.
1. Children do not drink the water.
2. Children with sores on their hands are not permitted to participate in communal water play.
3. Water is drained after play is completed.
Assessments and Observations (4A.1)
- The classroom teachers assess children’s growth and development, with input from assistant teachers or other staff that are familiar with individual children, as appropriate.
- Current assessments are based on developmental norms and expectations appropriate for the child’s age.
- Development assessments will be conducted a minimum of twice per year (fall-October and spring-March/April).
- Anecdotal observation records will be used to assess and document each child’s developmental progress on a regular basis.
- (4E.2) Information is to be shared with each child’s parent and copies provided if requested. Parent-teacher conferences will be held once each semester, and assessment data will be shared with parents upon request.
- The Director is to be notified if a child is not meeting developmental norms. The Director will discuss concerns with parents, which gives them an opportunity to ask questions or gain clarification. Copies of each child’s development assessment and anecdotal records are to be placed in each child’s individual portfolio, which are locked in each teacher’s classroom cabinets.
- The director will meet with the preschool teachers after each diagnostic assessment to create intervention groups based on need.
- (4D.5) Teachers will utilize the data to inform instruction and make necessary adaptations to the classroom environment or lesson plans based on children’s interests and needs. (4A.2) This data will be used to improve the overall program, including staff development, and improved instructional practices.
Staff Caregiver and Teacher Qualifications
YPW makes every effort to provide highly qualified caregivers by requiring our teachers to obtain a minimum of a Childcare Development Associates (CDA) certificate. This certificate ensures that our staff is educated in developmentally appropriate practices for the various age groups we serve as well as high quality standards for ensuring the health and safety of all our YPW children. If you do not have your CDA, associate degree, or Child Development Certificate, please contact your director to begin work in this area.
INFANT AND TODDLER PROGRAM
Our infant and toddler childcare program provide a warm, nurturing atmosphere where the child will learn, play, and grow. Children who are six weeks to two years old are eligible for our infant and toddler childcare program.
In addition to the State of Texas Infant, Toddler, and 3-year-old Early Learning Guidelines for Birth to 48 months, the YPW infant, toddlers and two-year-old teachers currently use the Frogstreet curriculum resource. (2A.8) This resource has learning goals and outcomes for each age group. Teachers can use the assessment tools and developmental checklists to plan lessons, monitor progress, and create intervention/enrichment activities for individual children.
(3C.9) All children must always be monitored by both sight and sound in classrooms, restrooms, and outside play areas. This helps reduce inappropriate behaviors and maintains a safe environment. (3C.11) For infants, toddlers and twos, staff must position themselves, so someone can always hear and see any sleeping children, including when staff are engaged with other children who are awake. Sides of cribs must be checked to make sure they are up and locked.
Daily Infant Care Procedures
Shoe Policy in Non-Mobile Infant Classrooms
1. Shoes can only be worn in designated areas of the infant classrooms. Parents must stay in the designated areas unless they remove their shoes by the entryway.
2. Parents should have clean feet or wear socks if they are going to be in the area where children are present.
Feeding Procedures
1. If a parent provides specific instructions for feeding, napping or etc. they need to be followed. Staff must document the type and quantity of food consumed each day.
2. Do not allow babies to sleep through feedings. Newborns must be woken up to eat every 2-3 hours.
3. Parents are to fill out an “Infant Feeding Form” upon enrollment. Parents must update their infant feeding form every 30 days.
4. If parents provide glass bottles, they must provide the silicone shatter-proof covering as well. These can be heated in the crock pot as well.
5. (5B.5) Staff must record the type and quantity of food infants have eaten throughout the day. This communication must be available for parents at pick-up time.
6. Formula must be prepared by the manufacturer’s instructions labeled on the sealed container. (5B.7)
7. Bottles for infants must be warmed in a bottle warmer. Crock pots may be used. Water is warmed to no more than 120 degrees. No food, formula or breastmilk are warmed in a microwave.
8. Infants younger than 12 months are held for bottle feeding. Infants older than 12 months can sit to be fed.
9. Infants do not eat from propped bottles at any time.
10. When caregivers prepare breastmilk, they must carefully mix, NOT shake, the breastmilk, so as not to damage the nutritional components and infection fighting components in human milk. (5B.7) Breast milk is discarded one hour after being reheated.
11. Parents can bring solid food from home, but if the child is less than one year old, a doctor’s note must accompany the food.
12. (5B.7) All unfinished formula or breast milk must be discarded after 1 hour.
13. Staff may not heat food in a microwave to serve to a child.
Breastfeeding
We encourage breastfeeding for our infants. Invite parents to come feed their child and/or pump milk to leave at the school throughout the day in the infant’s classroom. If parents would like more information about the benefits of breastfeeding, including resources, support, and education, please send them to the front office. (5B.6) Parents who bring breast milk must label it with the date and time it was expressed, plus the child’s first and last name. Breast milk can only be stored in the refrigerator for 1 school day. Do not let parents leave extra milk overnight.
Tummy Time/Play Time Procedures
Babies ages 3-4 months and older must have at least 10-15 minutes of tummy time four times per day.
Sleep Time Procedures
1. (5A.22) Infants must be placed on their backs, unless ordered otherwise by a physician. Infants must turn themselves over. Even when children can roll over independently, the childcare provider must place them into the crib on their backs until 12 months.
2. (5A.22) The infant sleep policy must be read and signed for all parents who have a child who is 6 weeks to 23 months old. In addition, any teacher or volunteers who will work with a child who is 6 weeks to 23 months old must also sign this form. The Safe Sleep Policy explains recommendations of the American Academy of Pediatrics (AAP) and the Consumer Product Safety Commission (CPSC) for infants to reduce the risk of sudden infant death syndrome/Sudden Unexpected Infant Death Syndrome (SIDS/SUIDS). This form is now considered part of the handbook and a required for from licensing.
3. (5A.22) Infant sleep positioners may only be used with doctor’s orders. The Licensing form must be filled out to be in compliance with sleep positioners/wedges.
4. (5A.22) If an infant arrives asleep or falls asleep in non-sleep equipment (bouncers, activity gym, highchair, boppy), including the floor or in a caregiver’s arms, the child must be moved to their crib immediately.
5. (5A.24) Cribs may not contain objects, toys, or blankets other than the firmly fitting crib sheet. This includes bottles and sippy cups. Cribs may not have objects draped over them.
6. The infant’s head must remain uncovered during sleep.
7. Pacifiers may be used in cribs but cannot be attached to a string or cord.
8. Sleep sacks may be used to keep a sleeping child warm, in place of a blanket. Sleep sacks must allow for movement of limbs. See the office for appropriate examples.
9. Infants must have their own crib for sleeping.
End of the Day Routine Procedures for Combining Classes
1. Gather each child’s belongings and place them in their cubby.
2. Complete daily sheets with notes from primary caregivers to parents.
3. Fill diaper bags with child’s clothing and bottles.
4. Take car seats with you to the combined classroom.
5. Provide last bottle feeding to each baby before combining classes.
6. Make sure each baby has a clean diaper before combining classes.
NOTE: Be considerate of your parents. Take babies’ belongings with you if you combine rooms, so parents do not have to go to multiple rooms to pick up their child and belongings.
Diaper Changing Procedures
1. Staff will keep 3 feet of clear area around changing tables to prevent cross-contamination. No other objects, including paperwork may be placed on the diaper changing area. Food is strictly forbidden to be placed on the changing table.
2. Staff must always keep one hand on the child during the changing process.
3. Staff must promptly change soiled or wet diapers within 5 minutes of discovering the soiled diaper.
4. All babies’ diapers need to be checked upon arrival and departure and soiled status needs to be documented on daily sheets. (5A.17) Children’s diapers or training pants should be checked every hour throughout the day and when they awaken from nap. If soiled, they need to be changed immediately. Document on their daily sheet if they are Wet, Dry, or Soiled.
5. (5A.18) Children should be changed in the designated changing areas (changing table or restroom) within the classroom where that child is enrolled.
6. The diapering surface is to be cleaned with disinfectant spray solution.
7. Gloves can be used with every diaper change.
8. Take care to clean each child thoroughly with disposable wipes.
9. Any toys held by the child during the diaper change should be immediately sanitized.
10. Dirty diapers, gloves, and wipes are to be placed in the trash can immediately.
11. A covered garbage can is used for dirty diapers.
12. The staff must wash their hands after each diaper change, even when gloves are used AND prior to disinfecting the changing area.
13. Diapering area should be disinfected with a disinfectant spray solution immediately after each diaper change.
14. The child must wash hands after each diaper change. The use of hand wipes is not adequate.
Cloth Diaper Policy
YPW supports parent’s efforts to provide a green future for their children. Cloth diapers are acceptable if parents provide plastic bags to store soiled diapers. Diapers must have an absorbent inner lining to hold urine and feces. The inner and outer lining must be changed as a unit.
Toddler Care Procedures
(3C.11) All children must be always monitored by both sight and sound in classrooms, restrooms and outside play areas. This helps reduce inappropriate behaviors and maintains a safe environment.
Feeding Procedures
1. Toddlers are not allowed to have sippy cups on their nap mats.
2. Toddlers may not carry their sippy cups while crawling or walking.
3. Pacifiers are not allowed at YPW past age one. This is to encourage self-feeding and language development.
4. (5A.23) Children must have the opportunity to brush their teeth at least once each day.
5. Staff must document any special feeding requirements with the type and quantity the child consumed and provide this information to the parents/family. Special feeding requirements include: food intolerance, food allergy, health concerns (obesity, diabetes), or conditions that require medical equipment (feeding tubes).
6. (5B.8) All fruits and vegetables must be thoroughly washed before serving.
7. Staff may not heat food in a microwave to serve to a child.
Toilet Training Procedures
YPW believes that toilet training success in the preschool or daycare environment depends heavily upon a child’s developmental readiness. Beginning or forcing toilet training before a child is ready creates stress and anxiety for both child and trainer. In addition, trying to force a child to potty train before they are developmentally ready increases the length of the toilet training process.
Toilet training usually begins at 18 months and continues until age 3. Children need many opportunities pulling down their pants and underwear, sitting on the toilet, using the restroom (for boys, this includes holding their male body parts correctly to aim down into the toilet), cleaning themselves afterwards, pulling up their underwear and pants, flushing the toilet and washing their hands. This is a multi-step process that requires a lot of practice.
Teachers will work collaboratively with parents when deciding as to whether a child is ready to begin toilet training. An individual plan will be decided on by the teacher and parent that will best meet each child’s needs throughout the process. Teachers will communicate the child’s progress to the parent. Teachers will use visual and verbal cues to assist each child through the toilet training process.
The following are the signs to look for in determining a child’s readiness:
1. The child stays dry at least two hours at a time during the day or is dry after naps.
2. Bowel movements become regular and predictable.
3. Facial expressions, posture or words reveal that your child is about to urinate or have a bowel movement.
4. The child can follow simple instructions.
5. The child can walk to and from the bathroom and help undress.
6. The child seems uncomfortable with soiled diapers and wants to be changed.
7. The child asks to use the toilet or potty.
8. The child asks to wear underwear/panties.
Toileting/Diapering Changing Procedures
Children may only be placed in their own clothing after changing or having an accident.
You MAY NOT put a child in another child’s clothing. If a child requires changing and s/he does not have an extra change of clothes, you must notify the parent immediately and ask them to bring clothes and or diaper/underwear as needed.
Please ask the parent what they prefer to do with their child while you wait. Some parents will want them wrapped in a dry towel. Others may want them placed back in their wet clothes, although this is not preferable. Some parents just want them to stay sitting on the potty until they arrive, out of the sight of other children.
If you need assistance with coverage, please let the office know, so we can assist with playground or classroom supervision.
PRESCHOOL PROGRAM
YPW uses the Frogstreet resource and the State of Texas Pre-kindergarten Guidelines for classroom instruction. (2A.8) These resources have learning goals and outcomes for each age group. Teachers can use the assessment tools and developmental checklists to plan lessons, monitor progress, and create intervention/enrichment activities for individual children. Our goal is to:
● Provide high quality, developmentally appropriate and rigorous curriculum;
● Complete student progress monitoring to ensure success for kindergarten;
● Professional development for teachers
(3C.12) All children must be always monitored by both sight and sound in the classroom, restrooms and outside play areas. This helps reduce inappropriate behaviors and maintains a safe environment.
Preschool Care Procedures
Preschoolers are curious, with a natural desire to learn new things and become more independent. High-quality early learning programs ensure that children are ready for the next level of schooling.
1. Prekindergarten teachers will utilize the PK Guidelines as their curriculum. The Frogstreet Curriculum resource will be used each week to ensure PK objectives are being taught.
2. Reading, Writing, Math and Science will be explicitly taught and will be the focus of instruction throughout the year. Social studies should be integrated into themes.
3. (5A.23) Children must have the opportunity to brush their teeth at least once after a meal each day.
4. (5B.5) Staff must document any special feeding requirements with the type and quantity the child consumed and provide this information to the parents/family. Special feeding requirements include: food intolerance, food allergy, health concerns (obesity, diabetes), or conditions that require medical equipment (feeding tubes).
5. (5B.8) All fruits and vegetables must be thoroughly washed before serving.
6. Staff may not heat food in a microwave to serve to a child.
SUPERVISION POLICIES
(3C.11/3C.12) All children must be always monitored by both sight and sound in the classroom, restrooms and outside play areas. This helps reduce inappropriate behaviors and maintains a safe environment.
Name to Face (10D.8)
All staff are expected to use the Name to Face document to record when you put your children in line, after they cross the threshold of your classroom or gate, and again when you arrive at your destination. This is non-negotiable. Any time a child leaves your presence for any reason, s/he needs to be checked out using the Name to Face form. Procedures:
● Both teachers must verify the number of children and sign the bottom of the form.
● Name to Face forms must be delivered weekly to the office.
Safety and Supervision Procedures (3C.11/3C.12)
1. All children are to be directly always supervised by sight and sound. No child is to be left unattended at any time.
2. (10B.22) Staff-Child Ratios and Group Sizes are as follows, based on NAEYC recommendations. These ratios will be observed for both indoor and outdoor activities. Ratios will only change during nap time, when teachers may have to cover each other’s lunches:
|Ages |Ratios |Group Sizes Per Class |
|Infants |1:4 |8 |
|Toddlers |1:5 |13 |
|Early Preschool |1:9 |17 |
|Preschool |1:10 |19 |
|PreK |1:10 |21 |
|Adv. PreK |1:15 |23 |
|Kinder |1:17 |23 |
Nap-Time Procedures and Supervision (10B.22)
Nap time supervision is extremely important. Staff must be positioned to see any sleeping children while they are still caring for children who are awake. In the infant classroom, teachers must be monitoring sleeping children every 10 minutes to ensure they are safe. Even when infants can independently roll over onto their stomachs, childcare providers must continue to supervise children every 10 minutes by actively checking on them in their cribs.
YPW provides each child with an appropriate nap time based on his/her age in accordance with DHHS minimum standard 746.2901 which states:
“All caregivers must provide a supervised rest period after the noon meal for all children 12 months of age or older who are at YPW for five or more consecutive hours.”
*The following are the allowable nap times for each group:
|Group |Length of Rest Time |
|Infants |Rest as needed |
|Toddlers |2 – 2 ½ hours |
|Early Preschool |1 ½ – 2 hours |
|Preschool & PreK |1 ½ - 1 hour 45 minutes |
|Adv. PreK |1 - 1 ½ hour |
|Kinder |15 to 30 minutes |
YPW staff should prepare a prioritized schedule of activities while the children are quiet or at naptime. Examples of appropriate tasks include lesson plans, preparing art/craft materials for class projects, writing daily anecdotal notes, changing out toys, checking supplies, labeling the classroom and cleaning/disinfecting counters, windows, walls, tables, chairs and floors.
After the task list is completed, staff may read literature provided by the center having to do with child development, classroom management or other topics concerning developing job skills. The Supervisor/Director may provide specific suggestions.
Outdoor/Active Play Policy
Weather permitting, all children, including infants, will spend from 30 minutes to 1.5 hours per day outdoor play. It is necessary that children have freedom of movement, so it is requested that children are dressed accordingly. Shoes and socks are required. As we encourage children to explore, there may be times when s/he may become messy. For this reason, we request that parents send one complete change of clothing to remain at the center. Ensure that parents label all articles or belongings.
Children will be outside unless the temperature is below 38 degrees and above 100, when air quality and environmental safety or other weather conditions do not pose a health risk. Indoor play will be the alternative when there are extreme weather conditions. Please ensure your children are dressed appropriately to protect them from the elements. Accommodations cannot be made for children to remain indoors if they are feeling “under the weather.” A child who is too sick to be outside, is probably too sick to be around other children.
Playground Supervision
1. All children should play outdoors daily, safety and weather conditions permitting.
2. There should be two adults per class on the playground. If a staff member needs to leave the playground, it should be for a short amount of time.
3. For the purposes of appropriate supervision, teachers should be spread out during playground time. Teachers are not to congregate in one area.
4. The outdoor play areas will be cleaned up daily and toys put away by teachers using designated playgrounds. During daily use, staff will be expected to maintain appropriate use of the equipment.
5. Each class should leave the playground in a neat and orderly manner for the next class.
6. First aid, emergency contact list, class roster, and Name to Face form, emergency bag, supplies are to be taken to the playground each time a class goes outside.
7. Staff are expected to throw away any broken equipment and report to the Director any damage or failing structures.
8. Sprinkler play is prohibited on concrete surfaces.
9. Teachers are required to serve water. Water should always be available and served when a child requests it.
10. If a child is missing or unaccounted for, call the office immediately. Office staff will respond to the area and begin looking for the child.
Water Activities Policy
The only water activities used at YPW Spanish Immersion School include the use of water tables, sprinklers, and water spraying devices.
NUTRITION – Food Policy (5B.3)
Lunch & Snacks (5B.3)
Children bring their own lunch and snack, with each container labeled with their first and initial of last name. For babies this includes premade bottles and lids.
Make sure parents send a healthy morning and afternoon snack for your children as the school does not provide snack for children.
We have partnered with a catering company to cater lunch to our students from Monday to Friday.
Parents have the option to order from them at the beginning of each month.
The catering company uses a commercial kitchen which is inspected by local health officials when preparing YPW lunches. (10D.3) All meals prepared by the catering company meet the nutritional requirements set by the Texas Department of Health and Human Services.
Note the following:
• Encourage parents to pack a balanced, nutritious meal with a variety of options for the child to choose from.
• Encourage parents to wash fruits and vegetables before packing them for lunch
• We are unable to refrigerate lunches. If necessary, suggest parents to send items that should be kept chilled in lined lunchboxes, with ice packs and/or freezing their juice box or water to act as an ice pack.
• For the safety of our children and to make lunchtime run smoother we don’t use microwaves to heat up students’ food. As you all may know, microwaves tend to heat food unevenly, which creates a burning hazard for little ones. Some options are to pack foods that can be enjoyed without needing warming up or use containers that retain heat for several hours.
• Make sure your parents include the following in the daily meals:
Protein (egg, dairy, soy, fish, and nuts (except peanuts), Fruit, Vegetable - Grain (bread, pasta, rice, etc.) A drink (we suggest a reusable bottle unless using the drink as an icepack (see above)
• Some popular lunch and snack options, though this is not an exhaustive list:
A drink or two!
Applesauce, sliced fruit, or a fruit cup
Bagel with cream cheese/spread
Bean, vegetable, or meat burrito
Breadsticks
Cereal with milk in a separate container
Cheese and crackers, or cheese sticks/string cheese
Cheese quesadillas
Egg or tuna salad
Eggs—scrambled, hard-boiled or in an omelet
Fish sticks
Fresh fruit, Fruit salad
Hummus and pita
Mac-and-cheese (or another pasta item brought in a Thermos, such as spaghetti)
Muffins
Pasta—with sauce or as a salad with cheese, egg, tuna and/or whatever veggies they will eat
Peaches or bananas in sour cream, yogurt, or cottage cheese
Pizza or pizza bagels
Raisins
Sandwiches: cheese; almond/cashew/nut/sunflower butter and jelly (or bananas or celery); hummus; tuna; egg salad; cream cheese (with cucumber or jelly)
Tofu
Tofu dogs (“not dogs”) or tofu “chicken nuggets”
Vegetable soup
Lasagna
Veggies
Yogurt
• To aid your student’s feeling of independence and to help alleviate confusion during lunchtime and snack, ask parents to peel eggs and fruit with rinds (e.g. oranges), cut grapes, etc
• For the two, three, and four-year old’s, do not allow popcorn, nuts, whole grapes, raisins or raw carrots. These foods can cause choking.
• Do not throw away any leftover food. Try to return leftover food to the lunch bag. This may give parents an indication of what their child has eaten.
• In the afternoon, offer the students the option of something from their lunch and/or afternoon snack.
• Teachers are required to sit and converse with their children during mealtimes. This is a valuable time to model appropriate social interactions with children.
• Interact with the children while they are eating and work with those children who need guidance, containers opened, etc. Children and teachers use this time to work on socialization and table manners.
• Glass bottles or containers are not permitted.
• Make sure the lunchboxes, and food containers are labeled with the student’s first name and first initial of last name.
• Food is not a reward and will not be used as such for good behavior or “cleaning your plate.”
• (5B.4) Staff must discard food with an expired date.
• Any child with an eating challenge must have a daily record of the type of food and the quantity consumed.
• No milk can be stored overnight at YPW
• Breast milk must be labeled with the child’s name and last name initial, and the date and time it was expressed
Peanut Aware Policy
Our school does not allow peanuts in lunches and snacks. We do this to protect the safety of our students with severe peanut allergies. If a child has a severe allergy to other kinds of nuts (i.e., they cannot be near tree nuts), make sure they are in a nut-free area for lunch and snacks.
Note:
Due to licensing rules, staff is not allowed to serve children less than four years-Old:
Whole grapes (please cut them in half), Raw peas, Uncooked carrots, Nuts (of any kind), Pretzels, Chunks of peanut butter, and Popcorn.
Food and Milk cannot be left at the school over the weekend. Make sure to give to the parents all the children’s food from the refrigerator (if available) on the last day of the week.
PARENT POLICIES
Daily Supplies
Parents are to provide the following items for their child each day:
1. For infants: labeled diaper bag, diapers, wipes, an extra set of clothes, diaper ointment when needed, mixed formula bottles for the entire day, baby food, and any special instructions from the pediatrician. All parents of infants whose child takes a pacifier must provide a pacifier, clothes clip and pacifier labeled with the child's name.
2. For toddlers and preschoolers: diapers and/or underwear, an extra set of clothes, and diaper ointment when needed. All items must be labeled with the child’s name and last name initial. Toddlers and preschoolers must wear appropriate play shoes and socks.
YPW understands, and respects parents’ wishes for their child(ren). We are happy to follow any schedule with regards to feeding, napping, daily routine etc.
We strongly discourage children bringing personal items such as toys or any valuables to school. Personal items are not allowed at school, with the exception of clothing and bedding.
Parent Communication
YPW believes in establishing trust and a rapport with each family without discrimination. It is important to maintain frequent communication through daily care logs, emails, phone calls, Tadpoles and face to face conferences when possible, in order to inform parents of their child’s individual needs and progress.
Parent and Teacher Conferences
YPW conducts two Parent-Teacher Conferences each year, in the Fall and Spring. (4E.2) Results from classroom observations and developmental assessments will be shared at each conference. However, parents are welcome to communicate any concerns they have at any time with their child’s teacher or the director. You will need to ask parents to update their enrollment and contact information during the parent-teacher conferences. You should ask parents to update their Cultural Information form as well.
Family Expectations
Family participation is highly encouraged. Parents are welcome to visit their child anytime. The school believes that parents are their child’s first teachers. It is imperative that parents communicate with their child’s primary caregivers on a regular basis. The school has an annual activity calendar in which parents are invited to special occasions throughout the school year. Our goal is to make our families always feel welcome and appreciated.
DISCIPLINE AND GUIDANCE
Discipline Policies & Procedures
All children must be always monitored by both sight and sound in classroom, restrooms and outside play areas. This helps reduce inappropriate behaviors and maintains a safe environment.
YPW uses positive guidance techniques to help children develop self-discipline and control over their actions. Discipline must be individualized and consistent for each child, appropriate to the child’s level of understanding, and directed toward teaching the child acceptable behavior and self-control. Positive Guidance utilizes redirection, problem solving techniques, consistency, and acceptance of feelings, firmness and fairness. Teachers should always treat children with respect when disciplining them.
A caregiver may only use Conscious Discipline methods of discipline and guidance that encourage self-esteem, self-control, and self-direction, which include each of the following:
1. using the skills of noticing from the encouragement section of CD. Do not focus on negative behavior but use the power of Positive Intent to redirect inappropriate behaviors.
2. reminding a child of behavior expectations daily by using clear, positive statements; redirecting inappropriate behaviors using positive statements, and
3. Staff will walk to the child to speak to them and NEVER yell across the room or the playground.
(1B.8/1B.10) YPW does not permit the use of physical or psychological punishment or any act of coercion. There will be no cruel, harsh, or unusual punishment. The redirection and positive guidance method of discipline is used. We follow the State Discipline and Guidance Policy as listed below:
HHSC Minimum Standards, Chapters 744.501(7), 746.501(a)(7) and 747.501(5),
Operational Discipline and Guidance Policy
Discipline must be:
1. Individualized and consistent for each child;
2. Appropriate to the child’s level of understanding; and
3. Directed toward teaching the child acceptable behavior and self-control.
A caregiver may only use positive methods of discipline and guidance that encourage self-esteem, self-control, and self-direction, which include at least the following:
1. Using encouragement of expected behavior instead of focusing only upon unacceptable behavior;
2. Reminding a child of behavior expectations daily by using clear, positive statements;
3. Redirecting behavior using positive statements; and
4. Using brief supervised separation or time out from the group, when appropriate for the child’s age and development, which is limited to no more than one minute per year of the child’s age.
(1B.8/1B.10) There will be no harsh, cruel, or unusual treatment of any child. The following types of discipline and guidance are prohibited:
1. Corporal punishment or threats of corporal punishment;
2. Punishment associated with food, naps, or toilet training;
3. Pinching, shaking, grabbing, pulling or biting a child;
4. Hitting a child with a hand or instrument;
5. Putting anything in or on a child’s mouth;
6. Humiliating, ridiculing, rejecting, or yelling at a child;
7. Subjecting a child to harsh, abusive, or profane language;
8. Placing a child in a locked or dark room, bathroom, or closet with the door closed; and
9. Requiring a child to remain silent or inactive for inappropriately long periods of time for the child’s age.
(1B.8/1B.10) Behavior modification of children is not accomplished by physical punishment, including being shaken, hit, spanked, slapped, jerked, squeezed, kicked, bitten, grabbed, pinched, tickled excessively, or pulled by their arms, hair, ears. Behavior modification of children is not accomplished by psychological abuse, including shaming, calling names, ridiculing, humiliating, being cursed at, or having threats made against them, sarcasm used to change their behavior, or being frightened, ostracized, or having affection withheld. When disciplining a child, staff may not coerce children by rough handling, such as shoving, pulling, pushing, grasping roughly, forcing a child to sit, lie or stay down, except when restraint is necessary to protect the child or others from harm. A child cannot be physically forced to perform an action, such as eating or cleaning up. Punishment is never associated with food or toilet training.
THE USE OF ANY OF THESE OR ANY OTHER EQUALLY NEGATIVE TECHNIQUE COULD BE GROUNDS FOR DISMISSAL.
Behavior Policy
At school, good behavior is always expected. It is the policy of YPW to encourage good behavior using Conscious Discipline Strategies. Children’s behavior is managed by redirection, noticing strategies and “two positives, one corrective statement.” The childcare provider will use effective discipline and classroom management techniques to teach children how to control their feelings and behaviors and help guide them in the right direction. Any unacceptable behavior will be addressed after considering the child’s age, stage of development, and level of understanding. Information regarding any incidents or concerns will be shared with the child’s parents in a written incident report.
Redirection
Redirection is the act of turning a child’s attention away from undesirable behavior and redirecting him/her to a more appropriate activity. Redirection allows teachers a way to deter children from inappropriate actions, while at the same time offering children access to more appropriate alternatives.
Positive Encouragement
Positive encouragement acknowledges when children follow the school expectations. When positive encouragement is used as a discipline technique by teachers, it can curb undesirable behaviors by giving children attention when they do things right, as opposed to focusing negatively on what they are doing that is wrong. When the children in the classroom sit down properly during circle time, teachers will address the class as a group or as individuals by saying something such as, “You did it! Jacob is sitting quietly on the carpet.” This gives the child a clear indication of what is expected from him or her. Also, this encourages him or her to exhibit positive behaviors more often.
Time-Out Period
Time-out is not a method of discipline management at YPW. Instead, we want to help children connect to their emotions, understand problem-solving techniques and practice school expectations.
(1E.1/3B.2/7B.3) Chronic Problems
If a child’s behavior or developmental progress becomes a chronic problem/concern and is unresponsive to the teacher’s attempts to alter the behavior or provide interventions, YPW may follow any of these steps appropriate to the situation:
1. (7B.3) Bring behavioral or developmental concerns about specific children to the Director or School Coordinator. Documentation must be kept, including anecdotal records and/or incident reports. The documentation must include specific examples of extreme behavior or developmental delay. A determination must be made that focuses on the cause and function of the behavior or delay.
2. The school director, teachers and family will meet to develop an individualized plan for behavior modification or academic intervention. The plan will include positive behavior supports or developmental intervention (modify curriculum, environment, creating a classroom routine, use encouraging language, etc.) to reinforce the expected behavior or intervention activities, such as small group/individualized instruction.
3. The teacher will report behavioral or developmental progress of the plan to administration.
4. If needed, based on results, the school administration will hold a conference with the parents, to discuss the situation and develop methods of correcting the behavior problem. For developmental delays, input will be gathered by parents and teachers to decide how to proceed.
5. Ask the parent to have the child examined by a pediatrician or educational diagnostician/special education specialist.
6. Ask the parent to have the child examined by a child guidance professional.
(1E.1) Extreme Behaviors/Exclusion from the Program
• When the behaviors exhibited by a child are not acceptable, we explain to the child what is expected of him/her and give him/her another opportunity to comply.
• If the unacceptable behavior persists, the child is redirected and taught the expectations.
• Parents are notified of persistent behavior problems or behaviors that cause a safety or health concern.
• An individualized behavior plan may be warranted for persistent behavior problems.
• If behavior problems continue, a parent conference will be scheduled. The goal is to work with the child and family to ensure success and stay in school.
• The steps listed above under Chronic Problems must be taken before exclusion or suspension would be considered.
• YPW reserves the right to request the withdrawal of a child. Exclusion, suspension and/or expulsion would only occur if the behavior or challenges are so great that safety of the child, other children, or staff is directly impacted, and there is no progress on behalf of the offending child towards appropriate behavior.
• YPW will provide the family with names of other schools in the community that might have openings.
Biting Policy
Children sometimes bite other children. Although not all children bite, biting is considered a normal stage in a child’s development and not an act of aggression. Some common reasons why children may bite are listed here:
1. Teething: Toddlers are often cutting teeth and it hurts. Chewing on something relieves the itch and stops the pain momentarily.
2. Sensory Exploration: Toddlers are very good at using all their senses to learn about the world. The “oral mode,” an important style of learning for infants, continues into toddlerhood. They bite everything, not just their playmates.
3. Cause and Effect: Children are eager explorers. They are constantly studying cause and effect. Biting produces a predictable response. Often, the response is dramatic: there is a lot of noise and attention from adults.
4. Self-Assertion: This is probably the most common reason children bite. It’s one way to express frustration when they don’t yet have the language skills to do so.
5. Excitement: Children sometimes bite when they are happy or excited. This is normal and natural; however, the child should be told, “You can use your teeth to bite food, but you may not bite your friends. Biting hurts.”
Consistent with the confidentiality policy, parents are not told the name of the child who bit their child. Parents of the biter are informed and work together with the teachers in hopes of preventing further incidents of biting.
Anti-Bullying Policy
Bullying comes in many forms, including physical, verbal, silent and isolation. We believe that all children and individuals have the right to come to YPW without the fear of being bullied. Any act of bullying will be dealt with immediately. An act of bullying can be one specific act or a series of acts from one child or group to a specific child.
Gang-Free Zone
Human Resource Code section 42.064 designates our school as a gang-free zone. This statute requires that information about gang-free zones be available to parents and guardians of children at licensed childcare centers. A gang-free zone is a designated area around a specific location where prohibited gang related activity is subject to increased penalties under Texas law. The specific locations include childcare centers. The gang-free zone is within 1000 feet of a childcare center. For more information about what constitutes a gang-free zone, please consult sections 71.028 and 71.029 of the Texas Penal Code. The purpose of gang-free zones is to deter certain types of criminal activity in areas where children gather by enforcing tougher penalties.
Emergency Preparedness
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 facilities 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 the children are picked up.
Severe Weather Procedure
• An announcement will be made to take cover in restrooms / or assigned areas. Stay away from any windows.
• Staff will be notified when imminent danger has passed. Children will resume regular activities.
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 plan 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 contact info, and classroom IPad. Make sure each child listed on the roster is present.
Practice drills will be conducted every month per DHHS minimum standard 746.5202(2)
Location & Use of Fire Extinguishers
Fire extinguishers are in the hallways and inside the classrooms. To operate, pull pin, aim, and squeeze. Once used, the fire extinguisher must be recharged. Comprehensive first-aid equipment is in the office. Minor first-aid kits are in every classroom and in the playground area.
An AED is located by the main entrance.
Lockdown/Active Shooter Procedures
The school director and general director decide when the school is in “Lockdown Status.” All classrooms are to be locked and secured. No person is to enter or leave any building during a lockdown period. The local police will notify the director when the lockdown period is over. The director will then notify each classroom about the lockdown period is over.
When we are placed on a lockdown for any reason, including an active shooter situation, our office will let you all know. When you are notified about a lockdown/active shooter situation, please follow the steps below to ensure safety for all students, staff, and visitors on our campus:
1. If you are outside, return to the nearest classroom.
2. Ensure everyone that is currently on our campus is inside. No one else will be allowed to enter or leave our campus once the lockdown has been issued.
3. Lock your door.
4. Move the children to the farthest area of your classroom, away from windows and doors.
5. Turn off your lights.
6. Wait quietly for further instructions. Although you may be concerned, please DO NOT use the telephone (unless you see the office calling) or your cell phone during a lockdown. Your priority is the safety of the children. Please help them feel calm, and safe. If there is information that we can communicate to you, we will do so when the situation is under control.
7. The office will make another announcement when the lockdown is over, letting you know that you may unlock your doors and return to regular instruction, or police officers will release you from your hiding location.
8. The office (director, administrative assistance and/or center coordinator) will notify you about information about the lockdown once we have all of the facts.
The office (director, administrative assistance and/or center coordinator) will notify the Texas Department of Health and Human Service. that we were on lockdown. If we need to alert these agencies during the lockdown, once the building is secure, we will place the call.
Transportation Policy (10D.7/10D.8)
YPW does not provide transportation. Parents are required to provide transportation to and from the school for their children.
Field Trips
YPW frequently supplements class curriculum with off premise field trips. Parents are required to give written permission for their child to attend each field trip. Notification of a field trip will be sent home in advance, with all pertinent trip information including, destination, date, time, reason for trip, cost, and mode of transportation. Teachers will include a permission slip to be filled out, signed, and returned to the teacher prior to the date of the trip. The field trip permission slip must be filled out completely and accurately, and all trip costs paid in advance for the child to attend.
Each teacher will have a first aid kit and working cell phone when on the bus and while in the field trip. YPW staff will ensure that parents or volunteers (chaperones) have been instructed on the expectations of the safety of the children in their care before the field trip begins, which includes:
(1) caring for all children, (2) ensuring the safety of all children, and (3) knowing the time for the return trip.
Policy for Hiring Consultants / Independent Contractors
When hiring individuals as consultants/independent contractors, the designation of independent
contractor status is governed by the Internal Revenue Service (IRS) tax code and common law.
The contracts used to engage consultants and independent contractors are important legal documents that serve to clarify responsibility and expectations which are important protections to both parties in the contract.
Specialized consultants / independent contractors can be used to support staff efforts to meet the needs of children and families participating in our School. Needs such as working with children with disabilities, behavior challenges, or any other special need.
Policy Statement
This policy applies to anyone wishing to contract for supplemental services to be paid by YPW Spanish Immersion School. This policy supersedes all previous policies. When intending to engage a service provider as a consultant or independent contractor must follow School approval and contracting procedures prior to the start of any work or performance of services.
A professional services agreement is a contract. Changing the terms and conditions of an existing contract requires the completion of an Amendment to Professional Services Agreement form. A contract cannot be amended after it has expired or once the contract amount has been spent. If the original contract period has passed, a new contract is required for the performance of additional services by the same supplier.
Definitions
Professional and Consulting Services: Professional and Consulting Services are usually customized services that utilize specialized intellectual or creative expertise based on personal skills or ideas of an individual (s) or company that are provided for a fee, which may be determined individually with each customer for each service contract.
Responsibilities
For YPW Spanish Immersion School representative initiating a professional services agreement:
- Review each professional services agreement for content and compliance with policy
- Determine appropriate status (independent contractor vs. employee)
- Ensure that an approved contract is in place before service is provided.
- Follow appropriate procedures for payment.
Independent Contractor Responsibilities:
- Provide detailed and accurate information for determination of status and contract formulation.
- Be in receipt of a signed professional services agreement or purchase order prior to providing services.
- Provide appropriate documentation (an invoice) for payment of services.
Expected Consultant / Independent Contractor Skills
Consultants / Independent contractors are experts in their fields and offer advice to our teachers and staff since the school may not employ workers with the necessary expertise. Consultants typically specialize in a field of study and aid on projects from the research stage to implementation. Although most education consultants have attained advanced degrees and extensive work experience, sometimes we may hire college graduates with little experience.
School Relationship with Agencies Providing Direct Services to students
The school will facilitate time and place when an outside agency needs to work with one of the students during school hours. If this meeting does not interfere with the rest of the students and daily school operations. The following must happen first:
- The school director receives in writing a request for this meeting from the students’ parents. This note must have the full name of the agency and the person(s) coming to work with the student; must specify the frequency and duration of the meeting; must specify the nature of the visit and list a sample of activities conducted with the child.
- Parents must add the full person’s name to the “Authorized to Pick Up” form.
- The consultant must sign the student out while working with him and must sign her in once finished.
VOLUNTEERS/SUPPORT STAFF (10E.3)
We encourage parents and family members to volunteer in our classrooms. However, all volunteers need to be pre-approved through the office. Support staff and volunteers do not work alone with children. They must be with, and supervised by, YPW teachers and office staff at all times.
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.
Teachers are required to have at least 1 hour of annual training on preventing and responding to abuse and neglect of children. Also, teachers receive ongoing training to help them understand issues regarding awareness of child abuse and neglect during staff meetings. YPW will work with all agencies and caseworkers and coordinate any resources or services needed in reference to child abuse. If a parent of a child needs assistance regarding abuse and/or neglect, the office staff will work closely with this parent to help them be put in contact with the appropriate people for assistance.
Mandated Reporting (6A.10/10D.5)
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.
Causes for Reporting Suspected Child Abuse or Neglect
Include, but are not limited to:
- 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 restrains (e.g. car seats, seat belts)
- Dropping off / Picking up a child while under the influence of illegal drugs / alcohol
- Not providing appropriate meals including a drink for your child
- Leaving a child unattended for any amount of time
- Failure to attend to the special needs of a disabled child
- Sending a sick child to school medicated to hide symptoms, which would typically require the child to be kept at home until symptoms subside
- Children who exhibit behavior consistent with an abusive situation
Reporting Child Abuse or Neglect (6A.10/10D.5)
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 (6A.10/10D.5)
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 because 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.
Child Abuse and Neglect Reporting Procedures (6A.10)
When we have reasonable cause to suspect child abuse or neglect, we shall report it to the appropriate community agency and follow up to ensure that appropriate action has been taken.
When appropriate, parents or guardians will be informed that the referral has been made.
Employees are to communicate any concerns/suspicions of abuse to the Director first. The director can help evaluate symptoms and may have information that will assist in determining a staff member’s role in such a matter.
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.
Employees exonerated of the accusation by the appropriate state or local investigating agency and/or found not guilty of criminal charges will be returned to their position on the first business day following receipt of documentation sustaining that the charges/investigations are closed. Nothing herein, however, alters the at-will nature of the employee’s employment.
Guidelines of Child Abuse
It is extremely important to make yourself familiar with the information, especially the parts pertaining to characteristics of abused children and the indicators of child abuse and neglect. If you have any suspicions or concerns regarding a child, please get in touch with the Director or Assistant Director and begin keeping a record of the child.
The following is not intended to provide a complete list of indicators but is meant to provide general guidance concerning some common indications that a child may be the victim of child abuse or neglect.
Characteristics of Battered Children
In many cases, abused children endure life as if they are alone in a dangerous world, with no real hope of safety. Feeling unprotected, an abused child tries to protect him herself in all the ways he or she can.
When a child has been injured and is brought for treatment, the child usually appears to:
- Have no close feelings or affect with parents or other people.
- Be fearful. Be quiet.
- Show no reaction to pain or expectation of being comforted.
Having had violent physical contact with adults in the past, the child is often:
- Wary of physical contact initiated by an adult.
When admitted to a hospital ward, the battered child:
- Seem less afraid than other children and settle in quickly.
When other children cry, the battered child:
- Becomes apprehensive and watches them with curiosity.
The battered children will also become:
- Apprehensive when an adult approaches the crying child.
While in a new situation, the child:
- Seeks safety in sizing up the situation and being alert of danger.
Children who have been battered do not behave as typical children do.
- They display many adult-like reactions.
Indicators of Child Neglect
There are various characteristics that can describe child neglect in general, but for clarity, neglect can be divided in two subgroups: physical and emotional neglect. These two aspects contribute to each other and rarely occur separately. The following are characteristics that may indicate physical neglect:
1. Malnourished
2. Ill-clad or dirty
3. Overcrowded or unhealthy sleeping arrangements
4. Receiving inadequate supervision
5. Totally unsupervised
Many of the above-mentioned characteristics are also indicative of emotional neglect, along with the following:
1. An insecure child, seemingly withdrawn or overaggressive
2. Failure to attend school regularly
3. Constant friction in the home
4. Exposure to unwholesome and demoralizing circumstances
5. Denied normal nurturance
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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