PARENT / GUARDIAN

&

MEMBER

ORIENTATION HANDBOOK

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TABLE OF CONTENTS

A. Age Requirements B. Fees C. Membership Card D. Summer Registration Procedures E. Registration Periods F. Afterschool Hours of Operations G. Special Operation Hours H. Holiday Schedule I. Open Door Policy J. Attendance K. Late Fee Policy L. Code of Conduct M. Suspensions N. Telephone Usage O. Sickness P. Medical and/or Emergency Procedures Q. Personal items and Lockers/Cubbies R. Emergency Procedures S. Field Trip Policy T. Supervision U. General Program Information V. Clothing

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OUR MISSION To enable all young people, especially those who need us most, to reach their full

potential as productive, caring, responsible citizens. A. Age Requirements

With the exception of Fox Elementary School, no youth under the age of six (6) will be accepted; unless they will turn six (6) years of age within 30 days or less of enrollment. *this is per our insurance policy

B. Fees The Membership fee is $50 at the time of enrollment. The fee can be paid with a money order, a

Voucher (Amerigroup, Care Source, Well Care or Peach state) or credit/debit card only. If attending the Summer Program there are additional fees; the minimum Summer Program fee is $190.00 maximum of $250. Memberships run concurrent with the school year from August-May. The afterschool registration renewal process begins in July. If you are not a current member at the time of Summer Camp enrollment, you must pay the membership fee plus your Summer Camp Fee. Membership in the Boys & Girls Clubs is open to all youth ages 6-12 and in our Teen Centers for ages 13-18 (or HS graduation). Applications are available on our website, at the club site front desk and online. Membership applications must be completed, signed, and accompanied by a copy of the child’s birth certificate, DFCS Afterschool Care Program Eligibility Form (to include a valid Social Security Number) and a current paycheck stub. If applicable, proof of receiving TANF, food stamps, Peach State, Amerigroup, Well Care and Care Source must be provided via a Gateway printout or award letter (other needed items are listed on our welcome letter).

All afterschool program parents/guardians are required to attend the scheduled orientation in order for their child to participate, there are no exceptions.

If your child has a special need, disability and /or allergy; please indicate on the membership application and advise us verbally.

C. Membership Card Each member is required to have his or her own membership card/ID badge everyday upon

arrival to the club. Members that do not have their cards will be allowed to enter the facility; however, there will be restrictions on participating in special events/field trips and programs. They will have limited access to other programs and activities each day they are without their current membership card. The purchase of a new card is always available for a non-refundable $2.00 charge.

D. Summer Registration Procedures Each child must become a member of the Boys & Girls Clubs at cost of $50.00 along with

completing a signed membership application before registering for the Summer Program.

There is a $190.00 - $250 registration fee per child for current and new members (must also pay the $50 membership fee). Parents are able to start making payments for the upcoming Summer Program starting October 1st.

A parent/guardian must complete and sign the membership application to register each child as a member if they have not already done so prior to the start of the Summer Program.

If your child is already a member prior to the start of the Summer Program, a one page Summer Camp registration form is required.

All Summer Program participants are required to attend a mandatory orientation prior to their child starting.

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E. Registration Periods

Registrations periods vary by Club Site. Please contact the Site Director or Membership Specialist to obtain site specific registration information.

Registration is open for everyone until the club membership maximum numbers are met.

There are no refunds given. All total remaining balances must be paid in full by the start of the summer or After-School Program. Your child / children cannot start without a completed Membership Application Packet

F. Afterschool Hours of Operation Monday-Friday 2:30pm - 7:00pm (East and JBW-South Clubs) North Club 2:30pm - 7:00pm, Fox

Elementary School 2:30pm – 6:30pm

Monday-Friday 3:00-7:00 pm - The Club-Teen Center

G. Special Operation Hours

Summer Program: Monday-Friday 7:30am-6:00 pm (East, North, & JBW-South Clubs) Summer Program: Monday-Friday 8:30am-6:00pm (The Club-Teen Center) Summer Program: Monday-Friday 8:30am-5:30pm (Fox Elementary School) Spring Break: North Columbus Boys & Girls Club (available for all members) Monday – Friday

7:30am – 6:00pm (pre-registration at your club site is required). The Registration fee is $30.

During the school year, with the exception of Spring Break, when Muscogee County School District is closed, we are also closed.

H. Holiday Schedule New Year’s Eve/Day

Martin Luther King Jr. Day

Presidents Day

Memorial Day

Week of July 4th

Labor Day

Veterans Day

Thanksgiving Break

Christmas Break **There will also be a few days throughout the year that we will need to close all sites by 6:00pm; we will provide an advance notice on those days.

I. Open Door Policy The Boys & Girls Club is a “DROP IN” facility. The Club is not responsible if a member leaves the

facilities or grounds (this normally applies to teens). If you state that you do not want your child to leave the Club before a set time or until their ride comes, we will notify you that your child has left or is attempting to leave the club. We will try to talk your child out of leaving, but we will not physically restrain the child or teen.

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J. Attendance Unlike school, attendance at the Boys & Girls Clubs is not mandatory, but it is encouraged that

your child / children attend at least 3 times per week. During the summer and school year, there will be youth on the waiting list. If your child will not be finishing his or her enrollment, there are other children who need the program so please let us know if you would like to cancel your membership. If your child has to be away for several days (FOR ILLNESS, VACATION, ETC.), please alert us.

K. Late Fee Policy Any parent/guardian that picks up after the club has closed will be required to pay a late fee.

The late fee is $15.00 for the first five minutes and an additional $5 for every ten minutes after that. For example; if your child is a member at the East Columbus Boys & Girls Club and you do not pick them up until 7:20pm on a school night, your late fee is $30.00. This fee must be paid before your child can return to the club.

L. Code of Conduct

1. Play fairly and be honest. 2. Bring membership card every day. 3. Be respectful of Boys & Girls club staff/volunteers/junior leaders. 4. Boys & Girls Club is a NO BULLYING ZONE. Bullying will not be tolerated. 5. Say positive things about others. 6. Resolve disagreements in a positive way. 7. Be respectful of other members and their property. 8. Take care of your Boys & Girls Club building and equipment. 9. Avoid the use of improper language. 10. Remove caps/hats before entering the building. 11. Applaud the efforts of other members. 12. Participate only in program areas open to your group. 13. Listen during assemblies at all times. 14. Youth are not to wear tank tops, tube tops, two-piece swimsuits or shorts more than four inches

above the knees. 15. Flip flops and sandals (open toed shoes) are not allowed at the Club because of high levels of

program activities involving running and movements in various directions. Members wearing flip flops and/or sandals may be asked to change into tennis shoes, call parents to bring appropriate shoes or be withheld from participating in certain programs or activities by their group leader.

16. Swimming requirements: o A zip or snap closure gym bag for personal items o Personal towel o Proper swimming attire (Swim trucks for boys and 1 piece swimming suits for girls) o Shower shoes or swim shoes. No tennis shoes/street shoes allowed on pool deck. o Any member not listening to pool staff will be suspended.

17. Smoking, drug, alcohol and weapons of any kind are prohibited. If any threat of a weapon is detected, the police will be called and the member will be permanently suspended from the Boys & Girls Club.

18. If a member has a need to leave the area that is supervised by staff, they should notify the staff member first.

19. Members are not to take matters into their own hands. If a conflict cannot be handled in a positive way, the member will should get the attention of the closest staff member for assistance. Violations of the rule from members or parents/guardians can result in a suspension of up to 30 days for all involved.

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20. Learn the names of your fellow club members and address them by their names. Name calling is prohibited as is talking about other club members or their family members.

21. Eat and drink in designated areas only. 22. Restrooms are not co-ed. Any male or female member caught in the wrong bathroom will

automatically be suspended. If it is determined that both parties involved were in agreement to be in the same restroom, both individuals will lose their membership at the Club.

23. Club members must clean out their lockers at the end of each day. 24. Horseplay of any kind is prohibited in the Club. 25. Running in the building is prohibited except for running activities in the gym. 26. Please remind your child to keep his or her hands and other objects out of the pool table

pockets ball retriever.

M. Suspensions We do not want to suspend your child; however, your child can be suspended due to

continuations of inappropriate behavior/attitude or depending on the severity of the behavior/attitude a member can be suspended immediately.

The length of suspension will be (in most cases) determined by the severity of the problem. All parents will be notified of the suspension. If there is no telephone, a notification will be sent through the mail. No arrangements will be made to allow the member to return to the Club before the suspension ends, regardless of the member’s child care situation.

In addition to the suspension policy, any infraction of any the stated rules could result in: -Child being excluded from activities for a designated period of time -Child being assigned chores around the Club, such as picking up paper, cleaning, etc.

We ask that you take the time to sit down with your child and discuss the rules so that they understand them. In order to maintain a safe place for your child to learn and grow, certain behaviors cannot be tolerated. We ask that you help us maintain the kind of environment at the Club that you and your child can be pleased with.

It is important for you as parents/guardians to communicate with us. Most issues can be resolved through open communication and cooperating with one another.

N. Telephone usage When you call to the club to speak to your child, please understand that unless it is an

emergency, you will be asked to leave a message. If you must speak with your child when you call, please wait patiently; it may take a few minutes to bring them to the phone. Members will not be allowed to use the telephone without permission. Members and parents are only to use the phone for emergency calls. The club has one telephone line; therefore, telephone conversations need to be kept to a minimum.

O. Sickness Out of concern for our members, no child will be allowed to stay at the Club if he or she

is ill. Children will be sent home or the parents/ guardians will be called to pick up their ill child. Also, please review our COVID-19 safety protocols.

P. Medical Emergency Procedures Outside of standard CPR and First Aid, The Boys & Girls Clubs will not administer or

supply youth with medical treatment, medicine, shots, etc. If your child must take

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medicine while at the Club, the parent/guardian will be asked to sign a medical release form. All medication must be left inside the Unit Director’s office. Your child must remember to take their medications.

In the event of an emergency or accident, the staff will make every effort to contact the family, using phone numbers that have been provided. Please make sure your emergency contacts are aware that they are on your list. Emergency medical treatment will be (in most cases) referred to a medical center.

Q. Personal items & Lockers/Cubbies Members are asked to refrain from bringing any personal or valuable items to the Boys

& Girls Club After School & Summer Programs including toys, electronics and other play items. The Boys & Girls Clubs of the Chattahoochee Valley is not responsible for lost or stolen items.

R. Emergency procedures In the event that an emergency or accident occurs, the staff will make every effort to

contact the family, using the phone numbers that have been provided for us. Emergency medical treatment will be (in most cases) referred to emergency services. The Boys & Girls Clubs will follow our Standard Operating procedure for the emergency situation.

S. Field trip policy The Boys & Girls club after school & summer program will plan field trips from time to

time. If your child will be participating in any scheduled trip, he or she must bring back his or her own permission to travel form signed by the parent/guardian. Accepting permission over the phone is prohibited; the permission slip must be signed and returned. Only one name is permitted on a permission to travel form.

If you have more than one child attending the Boys & Girls Club after school and / or summer program, it will not necessarily mean they will each do the same thing at the same time.

T. Supervision An adult staff member is assigned to each program department. There may be

additional staff during the summer program. The regular staff is assisted from time to time by volunteers, junior leaders, club members, or staff members from one of the Boys & Girls Clubs of Chattahoochee Valley.

U. General Program Information

1. In the daily program, members will be divided into groups based on age, gender and activity type. Each program or activity will fall into 1 of 3 core pillar: Academic Success, Character & Leadership and Healthy Lifestyles.

2. Each group will rotate from program area to program area each hour. **Please also review our COVID-19 Protocols.

3. Field trip slots will be filled on a first come first serve basis. If there is a field trip where a fee is involved, both money and permission forms must be turned in together. **Please also review our COVID-19 Protocols.

4. If a member needs to bring extra clothing, it needs to be in a regular school type book bag.

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5. If a member is bringing his/her lunch, snack or supper, they need to have it in a disposable bag with their name on the outside.

6. Lunch on full days will begin approximately at 11:30am until 12:30p.m for the summer and supper will begin at 3:30pm on school days. Snacks will also be served.

7. Please refrain from sending items that need to be refrigerated. 8. Do not bring any food items that will need to be microwaved. 9. All members will be oriented on the rules of the club. 10. The usage of electronic devices will be heavily monitored.

V. Clothing

1. No short shorts, or skirts 2. Tank tops are not allowed 3. No clothing that exposes the midriff 4. Sandals and other shoes that expose the foot are not allowed 5. Shoes with heels are discouraged 6. Hats and other head gear shall not be worn in the building 7. Clothing that shows symbols of alcohol, drugs, is degrading to women or could be taken as a

gang symbol is expressly prohibited. 8. No extremely tight fitting clothing. 9. Clothing that shows undergarments is prohibited.

When swimming: Female

1. one piece swim suits only (no exceptions) 2. no extremely low cut bathing suits

Males 1. Boys should only wear shorts made for swimming.

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Our Discipline Policy

Encouragement and positive reinforcement are effective methods of the behavior management of children. When children receive positive, nonviolent, and understanding interactions from adults and others, they develop good self-concepts, problem solving abilities, and self-discipline. Based on this belief of how children learn and develop values, this facility will practice the following discipline and behavior management policy:

1. Corporal Punishment is not to be used.

2. Be careful of what is said when disciplining a child. No one is to be degraded in any way.

3. Discipline is best maintained by exercising a quiet firmness and by taking a personal interest in

each student. The student must be made to feel that the staff is human, has a sense of humor

and is competent. Discipline should be consistent and fair to all students.

4. When dealing with a child and/or parent(s) concerning discipline, make sure they understand

that the staff cares about them and wants the child in the program. But also make them aware

that if the staff is spending time on discipline with one child, they are taking away from the other

students.

5. Discipline will be handled by the Unit Director, Education and Healthy Lifestyles Directors, and

program staff. Methods will include removal of child from group (“Timeout” see definition

below), limiting privileges, and/or consulting with parents. Snacks may not be withheld as a

discipline measure.

“Timeout”

‘“Timeout” is the removal of a child for a short period of time (6 – 12 minutes in correlation to child’s age) from a situation which the child is misbehaving and has not responded to other discipline techniques. The “timeout” space, usually a chair, is located away from classroom activity but within the staff’s program area. During “timeout”, the child has a chance to think about the misbehavior which led to his/her removal from the group. After a brief interval of no more than 12 (child’s age is measure) minutes, the teacher discusses the incident and appropriate behavior with the child. When the child returns to the group, the incident is over and the child is treated with the same affection and respect shown to the other members.

Unacceptable Behavior

Certain acts of behavior by students are unacceptable within the Boys & Girls Clubs of Chattahoochee Valley and may result in suspension. These include but may not be limited to the following: · Disrespect of staff members · Acts that may cause injury to themselves or others · Disobedience and disruptive behavior · Intentionally cause or attempt to cause physical or mental (Bullying) injury to another club member or staff member · Disrespect for personal belongings of others · Intentional damage to club property · Obscene language or behavior · Possession of any object that could be considered a weapon (gun, knife, razor, etc.) · Possession of drugs · Fighting · Leaving program area/designated area without permission

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Zero Tolerance The safety and security of all students and Boys & Girls Club personnel are our

highest priorities, and we are committed to providing a safe, fun learning environment. Therefore, all clubs uses a Zero Tolerance approach in regards to

serious misconducts such as drugs, sexual offenses, possession of a weapon,

and any violent and/or criminal behavior at the Boys & Girls Club, on club

property and/or buses that threatens club governance, safety and order. Any infractions related to the above mentioned areas will be subject to a strong

and uniform response.

Clubs’ steps following member’s misbehavior:

If a member commits or is accused of committing any offense, club staff will:

TIER I

1. Investigate the incident, including meeting with the members and others involved to allow them to explain the situation

2. Contact the parent(s) or guardian(s) when necessary, explain the situation, and inform the parent of the corrective strategy that will be used.

3. After first written incident, write-up of member will be copied and sent home to parent or guardian of member, as well as, a copy will be placed in member’s file and tracking system

4. After second written incident, conference with parent/guardian and provide written notification of intent to suspend that includes the reason and duration of suspension

5. Third written incident will result in 1 day suspension. Written decision of suspension will be sent to parent/guardian, as well as, copies of previous written summaries and disciplinary corrective actions used

6. Parents will be informed of their right to appeal through conference and possibly reduce suspension

7. All written account of all decisions are to be sent to parent/guardian and placed in the student’s file

TIER II

1. After all steps have been followed and member has returned from 1 day suspension, process will repeat once again.

2. Member will, at Unit Director’s discretion, may receive 3 day suspension if offenses continue.

3. Suspensions increase by two days until member reaches 5 day suspension, in which, possible expulsion and removal from the program is possible after his or her return with the same behaviors.

*The following consequences will be imposed on ANYONE who does not

follow- the guidelines and rules:

TIER III

Fighting is grounds for immediate suspension (3 – 5 days depending on severity of actions)

Foul language (1 day suspension) Theft (3 day suspension)

TIER IV

Expulsion

Only the Unit Director may expel a member from the club. Before an expulsion the following must occur:

1. A written notice of the intention to expel the member will be provided to the member and parent(s)/guardian(s)

2. The notice will include the reason for intended expulsion

TIER IV

Expulsion (continued)

3. The members and/or parent(s)/guardian(s) will be given an opportunity

to meet with the Unit Director to explain the student’s actions(s).

4. The member and/or parent(s)/guardian(s) will be notified of their right

to appeal.

The club member’s school officials will be notified by email of the

member’s removal from the bus to the Boys & Girls Clubs of the Chattahoochee Valley during this time. Also the school will be given his

or her return time back on the bus with a positive and positive behavior in

moving forward with her or her youth development.

Automatic Expulsion Physical conduct towards staff (i.e. striking)

Drugs or weapons

Repeated fighting

Repeated Bullying

In the event that the above behaviors occur, the member and/ or parent(s)/guardians(s) will not be eligible to appeal. Please acknowledge that you have received and read the Boys & Girls Clubs of Chattahoochee Valley Discipline Policy.

Member Name:_____________________________________________ Parent/Guardian Name:_______________________________________ Parent/Guardian Signature:____________________________________ Date:___________________________________________

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Parent(s)/Guardian(s) Handbook

Agreement

I, __________________________________________________have read The Boys & Girls Clubs of the Chattahoochee Valley’s parents/guardians orientation agreement package.

I have read and understand the Boys & Girls Clubs of Chattahoochee Valley Discipline Policy. I have an understanding of what is expected of my child while he or she is at the Boys & Girls Club. I will agree to go over the orientation package with ___________________________________________ so that he or she will understand what is expected of them. I, __________________________________________________ understand that my children may not be allowed to always be together while at the BGCCV and that they may not get to go on the same trip or attend the same activities.

Volunteer service I am willing to volunteer and help out at the boys & girls club: check all that apply ( ) one day per week ( ) one day per month ( ) five days a week ( ) five days per month ( ) in the arts dept. ( ) in the education dept. ( ) wherever needed ( ) unable to volunteer ( ) willing to serve on the volunteer committee. Parent/guardian Signature ____________________________date:_______