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Handbook

AFTER SCHOOL PROGRAM
PARENT/CHILD HANDBOOK
The After School Program follows all of the policies in the Elementary Schools Parent/Student Handbook. This Handbook summarizes policies related specifically to the After School Program.
REGISTRATION
Registration is handled on a first come, first served basis. However, children currently enrolled in the program are given the opportunity to enroll the following year prior to other children. Enrollment forms for the next school year are distributed during March or April of the current school year. Children residing outside of their designated school district must be OPEN ENROLLED to register for the next school year. A $30 non-refundable registration fee, per child, per year, is required at the time of enrollment. Children are not considered enrolled until the registration fee is received. All enrollment forms received after the program is full will be placed on a waiting list. Children placed on the waiting list are not required to pay the registration fee until time of enrollment.
CHILD WITHDRAWAL
If a child withdraws from the After School Program, the parent must submit a written notice indicating the last day the child will attend. Tuition will be due and payable up until the written notice is received; officially withdrawing the child.
NO DROP-IN SERVICE
Every child must be pre-registered to utilize the After School Program. If a child is signed out during the school day and does not return during the school day, the child cannot sign in to the After School Program. A child may not be signed out of the After School Program and signed back in on the same day. No drop-in service is provided.
HOURS OF OPERATION
The program operates Monday – Friday from 2:35 PM to 6:00 PM and follows the Scott County School’s calendar.
HOLIDAY/SCHOOL CLOSINGS
The After School Program is open on the Scott County School’s calendar dates only. Southern Elementary does offer fall, winter, spring and summer break dates. The program follows the district school calendar so that holiday and snow days are the same for everyone. Weeks shortened by the school calendar are pro-rated $12.00 per day. NTI days will be credited in the month the NTI day occurred. Snow days will not be credited; as those days will be made up later in the year with no additional charges.
INCLEMENT WEATHER
The After School Program follows the Scott County School’s calendar for any changes caused by inclement weather. Some of the weather adjustments and what the plan will be are as follows:
• The whole school day is cancelled due to snow, ice or some other reason – The After School Program will also be closed.
• One Hour Delay – School will begin one hour later than normal and the After School Program will operate during the regular hours of 2:35 PM to 6:00 PM.
• Two Hour Delay – School will begin two hours later than normal and the After School Program will operate during the regular hours of 2:35 PM to 6:00 PM.
• Early Dismissal – All children will be dismissed early and the After School Program will be closed.

PAYMENTS
The program operates totally on funds generated from tuition of the children. Statements will be given to parents at least 3 days prior to the payments due date. The statement will include the balance due. If school has been cancelled due to inclement weather or unforeseen reasons, the credit(s), when applicable, will be included on the statement.
• All payments are due on a monthly basis. The payment is due on the first school day of the month.
• Weekly payments ($60) may be made only after approval by the Director of the program. Weekly payments are due each Monday by 6:00 PM (or the first school day of the week) and must be made on time.
• If a parent/guardian does not pick up their child, the person authorized to pick up the child must bring the payment. If a child is absent, the payment is still due.
• NO TUITION CREDIT IS GIVEN DUE TO ABSENCE. If a child is absent for any reason, payment is still required. The program operates totally on tuition from children and does not receive any additional funding.
• ALL PAYMENTS SHOULD BE GIVEN TO THE AFTER SCHOOL GROUP LEADER or placed in the payment lockbox. Payments should not be put in a child’s backpack. Payments should not be given to the child’s regular classroom teacher. The check should be for tuition only. If payment is made in cash, it must be for the exact amount. The group leaders do not have change.
• A child may be dismissed from the program for non-payment or consistently late payments.
LATE PAYMENT PENALTY
Monthly payments not received on the first school day of the month are considered late on the fifth school day of the month. Weekly payments not received by 6 PM on Monday (or the first school day of the week) are considered late on Friday. The $10 late penalty will be applied to the balance at that time. If payments are consistently late, the child may forfeit his/her place in the program.
STATEMENTS/RECEIPTS
Statements will be given monthly. Computer generated receipts can be provided, upon request, to parents/guardians when payments are processed utilizing the bookkeeping software program. Cash receipts will be given at the time of payment. Statements for tax purposes will be provided in December of each year.
RETURNED CHECK FEE
A $25 fee will be charged for all returned checks. If a parent/guardian has more than one returned check, they will be required to make all payments in the form of cash or money order. If a parent/guardian has more than three (3) returned checks, the child may be dismissed from the After School Program.
LATE PICK UP PENALTY
A late penalty of $1 per minute, per child, will be assessed if the child is not picked up from the After School Program by 6:00 PM. Late penalties are due at the time of the pick-up. There are no exceptions to this policy. If parents/guardians are habitually late in picking up their child, he/she may be dismissed from the After School Program. If parents/guardians are late and staff cannot locate the legal guardian, the local emergency authorities will be contacted.
SICK POLICY
Handwashing is the single most effective method of elimination of disease causing germs. The state childcare licensing regulations require that children wash their hands upon arrival to the After School Program (prior to snack), after returning from the playground, after using the restroom, and after sneezing/coughing. If a child is ill, they should not attend the After School Program. A nurse is not available after regular school hours. If a child becomes ill, parents/guardians will be notified by telephone. If a child is injured, they will be attended to by the group leader and an Incident Report will be filled out. Parents/guardians will be notified at pick up time and will sign the Incident Report. If a child is injured and needs to be transported to the local hospital, the ambulance service and the parents/guardians will be immediately contacted. Parents/guardians are required to sign the section on the Enrollment Form that gives permission for the child to be transported in the event of such injury. Parents/guardians agree that this decision will be made at the discretion of the principal and/or After School Program Staff.

CHILD RESPONSIBILITIES, BEHAVIOR & DISCIPLINE
All children will follow the same rules, policies and regulations that are required in the Elementary Schools Parent/Student Handbook. Any child that does not follow the rules may be removed from the After School Program and no refund will be given. If a child is removed from the program, he/she may be ineligible to enroll in the After School program in the future.
If a child does not follow the policies and the procedures for the school or classroom a verbal warning will be given, and/or:
• The child will be re-directed
• The child will be removed from the activity
• The child will lose a privilege
Parents will be contacted by the Director via telephone or email if a child is experiencing poor behavior. The Director will work closely with the parents to correct inappropriate, disrespectful or any type of unacceptable behavior.
If a child continues to behave inappropriately, a Discipline Report will be completed. The report will specify the behavior problem and the action taken will be documented. The child must sign the form, along with the teacher/group leader. The form will be sent to the parent/guardian who must sign the form and return to the program Director.
If a child received three (3) Discipline Reports or harms another student they will be referred to the Principal. If repeated problems occur, the child may be removed from the program. If a child is removed from the program, they may not be allowed to enroll in the future.
PARENT/GUARDIAN RESPONSIBILITY
Parents/Guardians must advise the After School Program staff immediately in the event of any changes in registration and emergency contact information. Parents/Guardians should keep the After School Program child files current with updated home, cell and business phone numbers. It is extremely important that parents/guardians not only notify the school’s front office, but also notify the After School Program staff of any changes in child information. The school’s front office staff does not inform the After School Program of child changes made with them in front office; it is the responsibility of the parent/guardian.
PARENT/GUARDIAN CONDUCT
Parents/Guardians are expected to behave in a professional manner when picking up their child. They should not act disrespectfully towards After School Program staff or children. They should not converse with other children in the After School Program. If their behavior becomes a problem, they may be asked to leave and not return to the program and the child may be removed from the program.
CUSTODY INFORMATION
Parents/guardians have the responsibility of informing the staff about any custody situations in which a parent is not allowed to pick up/remove their child from the After School Program. A court document, signed by the judge, must be on file with the After School Program and the school’s front office.
CHILD HEALTH RECORDS
The state of Kentucky requires current health records of all students who are enrolled in school. Failure to provide current health records will result in the child being removed from the program.
PERSONAL BELONGINGS
Clothing, jackets, lunchboxes and backpacks need to be labeled with the child’s name. Lost and found items will be maintained in the After School Program classroom or taken to the school’s main location for lost and found. The After School Program is not responsible for a child’s belongings that are lost.

SIGN IN AND SIGN OUT PROCEDURES
• Group leaders sign in children upon their arrival at 2:35 PM.
• Parents/guardians/authorized persons must come into the school to sign the child out before the child will be released.
• Parents/guardians/authorized persons must sign out the child using the “Daily Attendance Sheet” Only the people included on the child’s After School Enrollment Form may pick the child up from the program. For the safety of our children, no exception will be made.
• If not recognized, authorized persons must have a photo ID to show the Group Leader before the child will be released.
• If a situation occurs where a person does not have proper identification or not listed on the enrollment form, the child will be kept on the school grounds until the parent/guardian is notified.
• If parents/guardians/authorized persons are not recognized, and cannot/will not show ID, and attempt to take the child, the local police department will be called.
• Children who are signed out from the program may not be signed back in on the same day.
GRIEVANCE PROCEDURES
Grievance procedures are outlined in the Elementary Parent/Student Handbook.
• Communication with the Group Leader
• Communication with the Assistant Director
• Communication with the Director
• Communication with the school Principal
• Communication with the district After School Program Director
DAILY ACTIVITIES
• A nutritious snack is served daily. Children cannot bring their own snack or drinks from home. Children cannot save items from the day’s lunch and bring it to the After School Program. Our goal is to provide snacks that do not cause food allergy problems to other children. We cannot be responsible if children bring their own food items. Children who have identified food allergies may provide their own snacks if approval is obtained by the After School Program Director. These snacks will be locked in the After School Program snack cabinet.
• Children are divided into groups based on their age, grade level and the staff-to-child ratios. The groups each have their own After School schedule. The schedules are posted. These schedules afford parents/guardians the opportunity to easily reference the location of their child while they are attending the After School Program. Daily times, activities and classroom locations are noted on the schedules.
• Children participate in classes every Monday – Friday. The classes offer academic and enrichment activities to support the core content and curriculum Scott County Schools.
• Children have the freedom to work on school assignments and projects as needed. A location that is quiet and conductive for task completion is provided and assistance from Group Leaders is available. If children have completed homework, they are encouraged to read independently.
• Children participate in arts and crafts using a variety of materials and techniques.
• Children have the opportunity to participate in a variety of activities including creative play and drama.
• Children participate in many group games, both indoor and outdoor. The games promote cooperative team play and fitness.
• Lesson plans for each day are developed by the Director and based on grade level curriculum.
STAFF
Many of the After School Program staff are CPR/First Aid certified and all are trained in school-age child care through licensure-approved classes. There is always one staff member present with CPR/First Aid certification. The staff/child ratio is 1 adult to 15 children (ages 5-7) and 1 adult to 25 children (7 and over). The children are assigned to groups based on their age.

COMMUNICATION
The After School Program staff enjoys communicating on a regular basis with parents/guardians. Parents/guardians are encouraged to communicate via email.
EMERGENCY PREPAREDNESS AND EVACUATION PLAN
It is the responsibility of the After School Program staff to prepare plans whereby the children can be evacuated quickly in case of an emergency. Causes for evacuation could include: fire, bomb threats, explosion, flood, severe thunderstorms, tornado, toxic fumes, electrical failure or structural failure. In an emergency, evacuation will proceed as rapidly as possible. The emergency preparedness plan includes three scenarios of evacuation: in-place evacuation, on-site evacuation and off-site evacuation. Parents are provided a copy of the plan at the beginning of each school year. A copy is also posted in the classroom.
Rights for Children 199.898
(1) All children receiving child-care services in a day-care center licensed pursuant to KRS 199.896, a family child-care home certified pursuant to KRS 199.8982, or from a provider or program receiving public funds shall have the following rights:
(a) The right to be free from physical or mental abuse;
(b) The right not to be subjected to abusive language or abusive punishment; and
(c) The right to be in the care of adults who shall meet their health, safety, and developmental needs.
(2) Parents, custodians, or guardians of children specified in subsection (1) of this section shall have the following rights:
(a) The right to have access to their children at all times the child is in care and access to the provider caring for their children during normal hours of provider operation and whenever the children are in the care of the provider;
(b) The right to be provided with information about child-care regulatory standards, if applicable; where to direct questions about regulatory standards; and how to file a complaint;
(c) The right to file a complaint against a child-care provider without any retribution against the parent, custodian, guardian, or child;
(d) The right to obtain information from the cabinet regarding any type of licensure denial, suspension, or revocation of an operator, and cabinet reports that have found abuse or neglect by any child-care provider or any employee of a child care provider. Identifying information regarding children and their families shall remain confidential;
(e) The right to obtain information from the cabinet regarding the inspections and plans of correction of the day-care center, the family child-care home, or the provider or program receiving public funds within the past year; and
(f) The right to review and discuss with the provider any state reports and deficiencies revealed by such reports.
(3) The child-care provider who is licensed pursuant to KRS 199.896 or certified pursuant to KRS 199.8982 shall post these rights in a prominent place and shall provide a copy of these rights to the parent, custodian, or guardian of the child at the time of the child's enrollment in the program.
Effective: July 15, 1998 History: Amended 1998 Ky. Acts ch. 524, sec. 3, effective July 15, 1998. – Created 1992 Ky. Acts ch. 57, sec. 1, effective July 14, 1992.
LICENSURE
The Commonwealth of Kentucky Cabinet for Health and Family Services has certified that Scott County Schools is authorized to operate the After School Program for school age children. The program has met the requirements pursuant to KRS 199.892 to 199.990(4) and all regulations included. The program is re-licensed each year and survey results are posted in the classrooms. The tax ID number is 61-6001282
If parents/guardians have questions related to the After School Program, they should contact their schools After School Program Director.