TABLE OF CONTENTS - YMCA of Monroe County€¦ · Our goal is to strengthen families and boost...

Monroe County YMCA’s Center for Children and Families

TABLE OF CONTENTS

WELCOME 5

Family Membership 5

Educational Philosophy and Values 5

Curriculum Goals and Objectives 6

The Relationship of Play and Learning 7

Continuity of Care 8

Assessment and Screening 8

Anti-Bias Statement 9

Accreditation and Paths to Quality 9

Staffing 10

Practicum Students and Interns 10

ENROLLMENT 11

Required Paperwork 11

Children’s Files 11

Inclusion of Children with Special Needs 12

Payment Policy 13

Child Care Subsidies 14

Financial Assistance 14

Fraudulent or Misleading Information 15

Withdrawing from the Center 15

Termination Policy 15

Termination Procedures 15

HOURS OF OPERATION, PROCEDURES AND CLOSINGS 16

Hours of Operation 16

Teacher/Child Ratios 16

Scheduled Closings and Holidays 16

Absences 17

Daily Routines 17

What to Bring 18

What not to Bring 18

Child Dress Code 19

Meals and Snacks 19

Storage and Transportation of Breast Milk 19

Outdoor Play 20

Swimming 21

Physical Activity 21

Rest Time 21

Bedding 21

Diapers and Toilet Learning 22


Tooth Brushing 22

Field Trips 22

Release of Child 23

HEALTH 24

Exclusion Policy for Sick Children and Staff 24

Exclusion Policy for Under Immunized Children 24

Symptoms that Indicate Need for Exclusion 24

Returning to the Center after Exclusion 24

Control Measures 25

Medications 25

Physicals and Immunizations 26

Classroom Pets 26

Smoke Free Environment 26

SAFETY 26

Center Security and Visitors 26

Parking Lot Safety 27

Car Seat Safety Guidelines 27

Children Entering the Building 27

Small Accidents 27

Medical Emergencies 28

Family Notification 28

Safety Precautions 28

Custody of Child 28

Impairment by Drugs or Alcohol 28

Emergency Closings 28

Emergency Plan 29

Evacuation 29

Shelter in Place 29

Lockdown Procedure 30

Safety Drills 30

Guidance and Discipline 30

Steps for Addressing Challenging Behavior 31

Biting Policy 31

Child Abuse and Neglect 32

Confidentiality 32

Permission to Use Photos/Videos of Children 33

FAMILIES’ ROLE 33

Family Engagement 33

Orientation 33

Family Resources 34


Developing Relationships with Families 34

Family Advisory Committee 35

Family Rights 35

Family Responsibilities 35

Conferences 36

Center Dress Code 36

Program Evaluation 36

Birthday and Holiday Celebrations 36

Cell Phones 37

Communication 37

Classroom Transitions 38

Kindergarten Transitions 38

Special Events 38

Handbook updated as of 10/15/2014

The name of the person legally responsible for the YMCA of Monroe County’s Center for

Children and Families is Jen Smallwood, Center Director.


WELCOME

Welcome to the Center for Children and Families at the Monroe County YMCA! The Center for

Children and Families provides high quality child care to families in Bloomington, Ellettsville and the

surrounding Monroe County community. We serve children ages 6 weeks through 5 years

(prekindergarten) and their families. Our goal is to strengthen families and boost youth

development by offering infants, toddlers, young children, and their families high quality,

comprehensive child development programs. Early learning programming at the Y addresses the

holistic development of young children by supporting brain development, early literacy, knowledge

of healthy habits, and strong parenting skills. Early learning programming at the Y lays a foundation

for future and ongoing achievement and success. We accomplish this goal by having highly

qualified staff, small group sizes and a research-based curriculum for children.

The Y’s Center for Children and Families is committed to upholding our legal, professional, and

ethical responsibilities to the children and families we serve and the staff we employ. We are

committed to following all state child care licensing standards and mandated reporting standards

for child abuse/neglect. We are also committed to following the professional and ethical standards

of the National Association for the Education of Young Children’s Code of Ethical Conduct. Copies

of all licensing rules and ethical standards are available from the director.

Family Membership at the Monroe County YMCA

Because we believe in and support healthy families, your full time tuition at the Y’s Center for

Children and Families includes your family’s membership to the YMCA facility. Take some time for

yourself to take a class or meet with one of our knowledgeable personal trainers, or spend a

Sunday afternoon playing together with your family in the pool! This Y is a place for your whole

family.

The Y facility is accessible only through the main doors of the Y, and not through any access doors

located in the Center. Upon admission to the Center, you will be given membership tags for each

family member. These must be presented at the Welcome Center of the Y in order to gain

admission to the facility.

Educational Philosophy

The Center for Children and Families is dedicated to providing a sound early childhood program for

young children. Based on current child development research, the Center’s curriculum for infants,

toddlers and preschoolers focuses on developing the whole child, including social and emotional

growth, physical growth, cognitive growth and the development of healthy habits.

In order to thrive, children need deep attachments to their primary caregivers. At the YCCF, we

strive to use a model of continuity of care that allows children to stay with the same caregiving

group from birth to age 3, and from ages 3-5.

Children are born with the capacity to learn by actively exploring and using all of their senses.

Babies taste, touch, smell, watch and listen to everything in the world around them. We foster this


natural curiosity by creating an environment for infants and toddlers where they can safely explore

and grow more familiar with an ever increasing palette of sights, sounds, tastes and sensations.

While the center offers numerous opportunities for exploration, it also honors a child’s need to

decrease stimulation at times for quiet, peaceful reflection.

Preschool-aged children explore, experiment and question, displaying an active curiosity that is

best fostered through hands-on, authentic experiences that relate to children’s interests.

We believe that:

1. All families and children should be treated with respect and understanding, and teachers

should strive to get to know, value and collaborate with families, recognizing them as their

child’s first and most important teacher.

2. Each and every child deserves a high quality early childhood education exemplified by a

developmentally appropriate, play-based curriculum created with academic goals in mind.

3. Young children learn best in the context of curriculum that emerges from their interests and

relates to the world around them.

4. Children thrive when they are allowed to form deep relationships with their caregivers.

5. All classroom activities and interactions are purposeful and teachers are able to speak to

the purpose behind all activities we plan, with respect to children’s growth in all areas of

social/emotional, physical and academic domains.

6. Physical activity and healthy nutrition are foundational components of our early childhood

program.

7. Programs are responsible for creating a welcoming environment that respects diversity,

support children’s ties to their families and communities, and promote both second

language and preservation of children’s home languages and cultural identities. Linguistic

and cultural diversity is an asset, not a deficit, for young children.

We believe the role of the teacher is to design a purposeful environment that is supportive of

children’s active learning, to “scaffold” children’s learning—moving them from lower to higher

understanding of concepts, and to create learning experiences based on children’s interests and

current level of development.

Curriculum, Goals and Objectives

The Y’s Center for Children and Families uses a project-based approach to curriculum that allows

infants and toddlers time to explore and get to know the world around them while building

relationships with teachers and peers and maintaining their individual schedules and routines.

Preschool children spend their days actively exploring topics that offer an array of academic and

social learning potential. After taking an inventory of children’s interests, teachers use their own

knowledge of child development to plan a series of hands-on experiences that allow children to

delve deeply into meaningful study topics, typically related to science or social studies.


At the Center, children are encouraged to observe, question, hypothesize, predict, experiment and

draw conclusions. In the process, children gain valuable skills in writing, reading and mathematics

in the context of furthering their knowledge of the topic at hand. In addition to this, the staff also

use the Foundations to the Indiana Academic Standards for Young Children from Birth to Age 5,

which is discussed below, as a framework to guide both curriculum and assessment.

Curriculum at the YCCF values:

Children’s active involvement

Children’s curiosity and questioning

Children’s creative thinking and expression

The experience of success

The development of problem-solving skills

Learning positive social behavior

The development of self-control and independence as well as team work and group living

skills

Children’s authentic experiences (versus those contrived to fit into a “theme”)

Children’s time and ability to reflect on their experiences

Documentation and assessment of children’s learning that informs curriculum

Children’s growth and development in all domains of learning, including math, science, social

studies, the arts, and literacy

The development of healthy habits, including physical activity and quality nutrition

Foundations to the Indiana Academic Standards for Young Children from Birth to Age 5

(http://www.doe.in.gov/sites/default/files/curriculum/indianafoundations-february-2012.pdf).

According to the Department of Education, these standards were created to promote excellence

and equity in education. “These standards represent the essential content that every student needs

in order to have a basis for understanding a subject area.” They include both skills and experiences

that are fundamental to a child’s development. Importantly, these foundations are not merely a list

of skills for children to exhibit, but a guide for professional educators to assist young learners with

knowledge and skills that will prepare them for success in school. They are designed to assist

educators approaching teaching from a developmentally appropriate perspective.

The Relationship of Play and Learning

Though parents sometimes fear that their child won’t be academically prepared for elementary

school, children who are rushed into reading and writing too soon may miss important

developmental milestones that will eventually strengthen their academic reading and writing skills.

A developmental, play-based program allows children the time they need to explore topics at their

own pace. Significant chunks of time are dedicated each day to allowing children to make their own

choices about whether they would like to mold clay at the art table, dress up as a firefighter in the

dramatic play area, write a story in the writing center or scoop and pour water at the sensory

table. During this time, what adults often see is “just play.” For children, however, this is a time of

rich oral language development, of fine and gross motor skill building, and of gaining underlying

math concepts that may be invisible to adults. Children actually practice and gain proficiency in

academic standards during play!

http://www.doe.in.gov/sites/default/files/curriculum/indianafoundations-february-2012.pdf


For example:

Blocks: In this area, children are beginning to understand the idea behind size

relationships, concepts of addition and subtraction (2 small blocks = 1 large one) as well as

geometric relationships (size, perimeter and area).

Science: Measuring ingredients for a cooking activity supports children’s development of

math skills. When they experience changes during a cooking activity, they are developing

observational skills and beginning to understand that foods can change their physical

states. When children play at the water/sand table they become involved in problem solving

and comparison… how many cups of water will fill this container and how many will fill that

one? What sinks and what floats?

Art: Art is a cognitive activity. Children need experiences to express themselves through

art. When children paint and do other art work they are developing skills in creativity and

experimentation. They are inventing new ways of doing things; no models are used. They

are learning to accept different ideas—there is no right or wrong.

Dramatic play: When children play in the dramatic play area, they are experimenting with

social roles, supporting development in language as well as social skills. When children put

items away in their appropriate places, they begin to develop logical classification skills.

Math: When children work with small manipulatives like Legos, cubes, pegboards, beads,

pattern blocks, geoboards and tangrams, they are making patterns, sequences and are

learning about size and shape comparisons. They are also further developing their fine

motor skills which will assist with beginning writing.

Literacy: When children listen to adults read stories aloud, or when they look at books on

their own, they are developing listening and language skills, building a working vocabulary,

gaining information, and are beginning to perceive left to right progression. When they

scribble on paper, and later begin to make their own books, they are learning that writing is

a means of communication.

Social/Emotional: It is through play that children have the strongest opportunity to interact

with others in ways that strengthen their friend-making skills, their conflict-resolution

skills, their leadership skills and their ability to communicate with others. All of these are

supported and modeled by caring teachers.

Continuity of Care

The Center for Children and Families practices Continuity of Care. Continuity of care occurs when

children and their caregivers/teachers remain together for extended periods of time. At YCCF we

practice Continuity of Care by having children and their caregivers/teachers remain together from

infancy through age two. When children transition to preschool, they then remain with the same

peers and teachers through age 5 until they go onto kindergarten.

This practice supports the formation of close, nurturing relationships between caregivers, young

children and their families, and builds trust, the foundation of further development. These quality

relationships then support children’s further growth, development and learning.

Assessment and Screening

It is the philosophy of the YCCF that assessment should be authentic and meaningful. Teachers at

the Center for Children and Families will observe children at work and play and collect data


reflecting each child’s knowledge and learning in each of the academic subjects and the arts as well

as social/emotional and physical development. This data will be used over the time your child is at

the YCCF to track their development and to ensure the child is being given opportunities to learn

appropriate skills. Teachers will use this information to develop written Developmental Profiles on

an annual basis and will meet with parents on an ongoing basis to develop goals for individual

children.

The YCCF also participates in the ISTAR-KR. The purpose of ISTAR-KR (Indiana Standards Tool for

Alternate Reporting of Kindergarten Readiness) is to measure skills in children from infancy to

kindergarten. A derivative of Indiana's Early Learning Standards (which are part of the Foundations

to Indiana Academic Standards), ISTAR-KR is aligned to the Indiana Standards for kindergarten in

the areas of English/Language Arts and Mathematics and includes three functional areas: physical,

personal care and social-emotional skills. Data from ISTAR-KR assessments are used for state

reporting for PK students receiving special education. The assessment can be used for local

purposes for grades PK through 1.

This web-based instrument is rated by teachers based on their ongoing observations of children

engaged in typical daily routines and activities. It is available to all public schools in Indiana and to

private early childhood education programs at no cost. Assessment results from ISTAR-KR can be

used to determine which skills a child has mastered and to identify the skills a student needs to

learn next.

Teachers use the Foundations and the linked ISTAR-KR to both plan curriculum and assess children

in an ongoing yearlong system of assessing and planning curriculum. This helps ensure individual

children are getting the support they need to develop appropriately at their own pace.

In addition, teachers and parents can work together to complete a screening tool for a child to

gauge their development. Teachers will use this information to make appropriate referrals for

children who might need more specialized help to reach important milestones. These screenings are

important because pediatricians often don’t have the necessary time to spend with young children

to notice delays in development. With this tool, we can uncover potential problems that may

disrupt a child’s normal development. It’s not until they are uncovered that parents and teachers

can work with specialists to create a roadmap for helping children reach their full potential. Either

parents or teachers can request the use of the screening tool and teachers will work cooperatively

with what decisions the family makes.

Anti-Bias Statement

The Y’s Center for Children and Families is an equal opportunity employer and educator. The YCCF

serves families regardless of race, religion, sex, national origin, color, sexual orientation, medical

condition, marital status, family structure or disability.

Accreditation and Paths to Quality

The YCCF is a participant in the state’s quality rating and improvement system, Paths to Quality.


Paths to QUALITY™ assesses the quality of care within a program, works to improve that quality

level, and give families an easy to recognize symbol that makes the difficult decision of choosing

child care easier. Each level builds on the foundation of the previous one, resulting in significant

quality improvements at each stage and in national accreditation at the highest level. The system

validates child care programs for ongoing efforts to achieve higher standards of quality and

provides incentives and awards for success.

The four levels address:

Level One: Meeting the health and safety needs of children

Level Two: Creating environments that support children’s learning

Level Three: Planning curriculum for child development and school readiness

Level Four: Achieving national accreditation (the highest indicator of quality)

It is the aim of the YCCF to achieve level 4 in PTQ and accreditation by the National Association for

the Education of Young Children (NAEYC).

Accreditation by the NAEYC is a challenging process involving Center staff and parents. Though it

takes multiple years to attain, the YCCF is committed to this achievement right from the start.

Staffing

The Y’s Center for Children and Families prides itself on its high quality staff. Each classroom has

either a Lead and Assistant Teacher, or Co-Lead Teachers. Lead teachers have at least an

associate’s degree in early childhood education or related field, and many have a bachelor’s degree.

Assistant teachers have or are working towards a Child Development Associate credential. All

teaching staff participate in at least 20 hours of continuing education per year. In addition,

classrooms have support personnel who work under the direct supervision of the teaching staff.

The staff we hire have a genuine love of children, share our philosophy of education, and have a

high degree of professionalism.

Administrative staff includes a Director, with an advanced degree in early childhood education, an

Assistant Director with a degree in Political Science and a Child Development Associates

Certification, and a Business Coordinator.

All Center teaching and administrative staff are certified in pediatric CPR, first aid and universal

precautions. In addition, all Center staff have passed a state/FBI background investigation

Practicum Students and Interns

It is our privilege to have the opportunity to work with practicum students and interns from both

Indiana University and Ivy Tech. That they trust our teaching staff with the professional

development of their students speaks to the fact that they see us as an exemplary program in the

community.


ENROLLMENT

Applications for enrollment are accepted at any time. Paperwork may be downloaded from our

website, or can be obtained by calling the center. Applying for admission does not constitute

enrollment into the program.

The Center maintains a waiting list for available spots. It is advisable to add your child (including

babies-to-be) to the waiting list as soon as possible as date of application is the primary

consideration for placement when a spot becomes available.

In making enrollment decisions, we give priority in the following manner:

1) Siblings of currently enrolled children

2) Full time Y staff

3) Cook Companies’ staff

4) Community-at-large based on date of application

In order to ensure the financial stability of our Center, full time enrollment has precedence over

part time enrollment. Families enrolled part time will be given a 4 week notice, and will be given the

option of choosing to go full time before losing their spot.

Required Paperwork

Prior to your child’s first day at the Center, as per Indiana State Licensing Regulations, the

following information must be on file:

Registration Form, completed and signed

Child Developmental History, completed and signed

Emergency Medical Authorization Form, completed and signed

Recent Physical and Record of up-to-date immunizations (see Director regarding religious

and medical exemptions) within 30 days of enrollment.

Child’s Birth Certificate or other legal proof of age (i.e. passport)

A copy of any relevant court orders that affect the child to be enrolled

Signed copy of the Contract

Signed permission form for preventative products (sunscreen, diaper cream)

Signed Water Activity Permission Form

Signed Walking Field Trip Permission Form

Privacy Policy Form

Policy Statement Form

Typical Weekly Schedule

Child and Adult Care Food Program Form

Family Involvement Form

Infant Feeding Plans, completed and signed by physician

ISTAR-KR permission form

Children’s Files


All enrollment forms (listed above), health records, allergy and health plans, developmental profiles,

assessments, records of accidents/injuries, etc. are kept in a locked file cabinet in the Center office.

The contents of children’s files is confidential and only immediately available to the following

individuals: administrators or teaching staff who have consent from the parent or legal guardian for

access to records, the child’s parents or legal guardians, and regulatory authorities (i.e. state

licensing consultant). The Business Coordinator ensures that children’s files are complete, making a

quarterly check. If you are notified that information needs to be updated, please respond in a

timely fashion (within a week’s time, unless otherwise noted).

Inclusion of Children with Special Needs

Early childhood inclusion embodies the values, policies, and practices that support the right of

every infant and young child and his or her family, regardless of ability, to participate in a broad

range of activities and contexts as full members of families, communities, and society. The

desired results of inclusive experiences for children with and without disabilities and their families

include a sense of belonging and membership, positive social relationships and friendships, and

development and learning to reach their full potential. The defining features of inclusion that can be

used to identify high quality early childhood programs and services are access, participation, and

supports. Joint position statement from the National Association for the Education of Young

Children (NAEYC) and Division for Early Childhood (DEC)

The Center for Children and Families welcomes all children to be a part of the YCCF community.

Children may enroll who have pre-determined disabilities or special learning needs. Additionally, it

may be determined that a child has disabilities or special learning needs while in our care. It is our

goal to be collaborative team members with families and other service providers such as therapists.

Upon enrollment, the teachers meet with family members and therapists to discuss the goals and

objectives for the child and design plans within our philosophy and practice of how the classroom

environment can best support the child.

If a child has an Individualized Education Plan (IEP) or has had assessments: please share

that information with your child’s teachers. We can best support your child when we are as

familiar as possible with your child’s needs.

If your child has a therapist: It is the YCCF’s preference for therapy to occur within the

classroom so that it is happening within the child’s natural context and so the teachers

develop skills to best support the child. However, we understand that there are times and

instances when it is best for a child and therapist to pull out of the classroom (direct one-

on-one skill development or assessment).

If your child has an IEP meeting: Because much of the support that a child receives occurs

within the classroom by the teachers, it is important for the teachers to be an integral part

of the planning for the child. At least one teacher will plan to attend all meetings related to

your child’s IEP. Please check with your child’s teacher for her availability. The YCCF offers

the conference room for these meetings.

If your child experiences challenges that indicate a potential disability or special learning

need that has not previously been identified, we will do the following:

o Communicate concerns and explanation for those concerns as they arise

o Readily share information, observations & documentation

o Listen to your input, observations, & concerns

o Provide suggestions for “next steps”


o Provide resources for further assessment

o Do so in a manner that is sensitive, supportive and confidential.

To ensure solid communication, a notebook is kept for each child with a disability or special

learning needs for all team members to write observations about progress on goals. This notebook

is always available for family members to view. The service team for the child, including family

members, teachers, and therapists will review progress on goals regularly so that if necessary

adjustments can be made.

Occasionally methods recommended by therapists or families come into conflict with the Center

philosophy and practices. If this occurs, the service team will meet to discuss potential

alternatives.

There may be times when our Center cannot meet the needs of a child whose special needs lie

outside the area in which our staff have expertise, or who require care that we cannot provide for

adequately. We will work with your family to determine what your child’s needs are, and honestly

communicate our abilities to ensure that your child is receiving the best care possible, whether it is

with us or somewhere else.

Payment Policy

1. Families of newly enrolled children pay a one-time registration fee, and an annual materials

fee (paid half in January, half in June.) These fees are due along with the enrollment

paperwork and before the child’s first day.

2. A deposit equal to two weeks’ tuition is due within a month of your child’s acceptance into

the program, or by the child’s first day of enrollment, whichever is sooner. This deposit is

applied to your child’s last two weeks at the center, provided we are given at least four

weeks’ notice of your intent to remove your child from the center.

3. Enrollment is considered to be continual, with a four-week notice required to remove your

child.

4. The registration fee, the materials fee and the deposit are NOT refundable if your child

does not enroll in the center.

5. Tuition is paid without prorate regardless of illness, absence, holiday, vacations, weather-

related or emergency closings or closings for staff professional development.

6. Weekly tuition fees are paid in advance of care, and must be made by weekly automatic

draft from a credit card or bank account.

7. A $25 fee is charged for returned payments.

8. Child care will not be continued until the payment is current. If payment is not made

current within one week, your deposit will be forfeited and your child will be un-enrolled.

9. Families receiving outside subsidies or financial assistance for childcare tuition payments

are responsible for any part of the tuition or fees not covered by the subsidy/assistance.

This includes vacations, sick days or other days of non-attendance that are not covered by

your subsidy and fees that are not covered, including late fees, registration fees, materials

fees or copays.

10. Families arriving to pick up their child past 6pm on the lobby clock (closing time) for FT

enrollees, or past contracted hours for PT enrollees, will be assessed a late fee as follows:

$10- first 1-5 minutes

$ 1- every additional minute

Fees for families who are late more than 3 times in a calendar year will double.


11. Tuition and fees will be reviewed on an annual basis, with increases typically going into

effect in August.

Child Care Subsidies

The Y is proud to participate in the CCDF voucher program.

The Child Care and Development Fund (CCDF) is a federal program that assists low-income families

in obtaining child care so they can work, attend training, or continue education. The purpose of the

CCDF is to increase the availability, affordability, and quality of child care.

The CCDF Program is administered through the Indiana Family and Social Services Administration

(FSSA) in the Division of Family Resources (DFR), Office of Early and Out of School Learning. The

CCDF State Plan outlines parameters for both local and state levels and includes program

outcomes, systems development, and eligibility requirements.

How to Apply for Child Care Assistance

To apply for the CCDF voucher program, you must contact your local Intake Agent. You can locate

your intake agent at: www.in.gov/fssa/files/ccdf_intake_map.pdf.

Families must then choose a child care provider who meets CCDF provider eligibility standards. If

you need help locating a CCDF eligible provider, contact your local Child Care Resource and Referral

agency at www.casyonline.org or by calling 1-800-299-1627.

Financial Assistance

At the Y, we understand that high quality childcare involves a large financial investment which can

be a challenge for families. We continuously strive to raise funds in our “Y for All” campaign so

that we can offer partial financial assistance to families with demonstrated financial need. Available

funding varies based on donations received and are never guaranteed. In order to apply for

financial assistance, you must meet the following requirement:

Ineligible for CCDF funding or are on the waiting list for those funds

Applicant must live or work in Monroe County

Custodial guardian(s) must be working full time (30-40 hours) or going to school full time

(12-17 credit hours)

The contract must be completed with the registration fee and materials fee(not covered by

financial assistance) to hold the spot for the child.

The financial assistance award, if made, will be reviewed every three months, and may be

extended at the discretion of the Director.

No financial assistance will be given for negligence in failing to renew CCDF vouchers or

failure to follow voucher guidelines (such as submitting required documentation).

Priority is given to those enrolling for full time care.

How to apply for Y Financial Assistance

Please pick up an application for financial assistance from an administrator.


Make an appointment with the Financial Assistance Specialist. A $10 fee is charged to

reserve your appointment time with the specialist. Your fee will be applied to your required

deposit when your appointment is completed, or refunded to you if you do not qualify.

Failure to attend the appointment will result in forfeiture of the fee.

Gather all required documentation (see application form) and bring it and the completed

application to your appointment.

Please be prepared to pay your registration fee and deposit at this appointment, as well as

set up automatic draft for your tuition payments.

The Center for Children and Families reserves the right to review eligibility if we become aware of

any changes to the family’s circumstances or income.

Fraudulent or Misleading Information

Any fraudulent, false or misleading information provided to the Center regarding your enrollment

priority status, child custody agreements, emergency contacts, insurance information or financial

aid application is grounds for termination of enrollment.

Withdrawing from the Center

We require four weeks’ written notice to withdraw your child from the Center. Your deposit will be

applied toward the last two weeks’ attendance at the Center. If you fail to give us the full four

weeks’ notice, your deposit will be forfeited.

Termination Policy

The Center may terminate your child’s enrollment at will for reasons including, but not limited to

the following circumstances:

1. Non-payment for child care services and/or lack of adherence to tuition payment

policies.

2. Falsification of information on enrollment forms or otherwise knowingly falsifying

information.

3. Failure to comply with the policies set forth in this Handbook.

4. Lack of cooperation with the Center’s efforts to resolve differences and/or to meet the

child’s needs through family/staff meetings or conferences.

5. Inappropriate or abusive behavior and/or verbal abuse or threats by parents, relatives,

guardians or other parties toward the Center staff, other parents or children.

6. Inability to deal in a professional manner with Center personnel or other families and

children at the center.

7. The continued enrollment of the child poses a risk to the health and/or safety of other

children, families or Center staff members or continued enrollment of the child

constitutes an undue burden on the Center’s resources.

Termination Procedures

Step 1: If appropriate given the circumstances, the Center Director will provide the family a verbal

warning notifying them of the circumstance above that warrants termination and providing them an

opportunity to correct the situation.


Step 2: If the parent fails to correct the situation in a timely manner or the circumstances warrant

immediate termination, the Center Director will notify the family in writing, as well as provide the

opportunity for a face-to-face meeting, that the child’s enrollment will be terminated.

Under most circumstances the Center will provide four weeks’ written notice of enrollment

termination. However, the Center reserves the right to terminate enrollment immediately or with

less than four weeks’ notice.

HOURS OF OPERATION, PROCEDURES AND CLOSINGS

Hours of Operation

The Y’s YCCF is open from 7am to 6pm Monday-Friday. Children enrolled full time may use the

Center during those hours. Children enrolled part time may use the Center only for those hours and

days that they are enrolled. We will regularly collect data regarding your child’s anticipated hours

of attendance for staffing purposes.

Please remember that although we are open for 11 hours a day, this is a very long time in group

care for young children. It is strongly recommended that your child remain at the Center no longer

than 9-10 hours per day, depending on your commute time to work.

Teacher-Child Ratios

The Y’s Center for Children and Families meets or exceeds state mandated ratios at all times. They

are:

Infants 1 teacher: 4 children

Toddlers 1 teacher: 5 children

Preschool 1 teacher: 10 children

Scheduled Closings and Holidays

Teachers at the Center for Children and Families are required to participate in a minimum of 20

hours of continuing education annually. The YCCF closes on 6 days annually for professional in-

service days to accomplish that goal. The dates of these professional days will be announced

annually to families, and in general will fall 1 per quarter as follows:

Winter: February, floating date

Spring: April, for the Indiana Association for the Education of Young Children Conference

Summer: Before public schools start, this break will be a 3 day in-service for room transitions

Fall: October, floating date

The Center for Children and Families observes the following holiday closures. If any of these

holidays falls on a weekend, the day of the closing will be posted in advance:


New Year’s Day

Memorial Day

Independence Day

Labor Day

Thanksgiving

Christmas

Week between Christmas and New Year’s Day

Please see the annual Center calendar for specific closing dates.

In order to allow our staff time with their families, we will ask in advance for anticipated

attendance on certain days, including the day before Thanksgiving and Christmas Eve, so that we

can allow some staff to take vacation time if desired.

On weeks that include a holiday or professional in-service day, tuition fees are not prorated.

Absences:

Please call the Center’s office at 812-961-2377 if you know that your child is going to be absent

for the day.

If your child is ill, please let us know that so we can be alert for similar symptoms in other children.

If you child has contracted a contagious disease or illness, we will need to alert the other families

(without disclosing your child’s name.) Please refer to Health Policy for more information.

Daily Routines

The YCCF opens at 7am and closes at 6pm, during those hours children will have a variety of indoor

and outdoor experiences. Each day upon arrival, please sign your child in on the classroom sign-in

sheet. Help the child put his or her things away, greet the teacher, and get settled into an activity.

It is helpful to the teacher if you share any important information about your child’s morning. It’s

often a good idea to create a morning routine that you and your child can get used to, which can

help with the transition and ease any separation anxiety. For example, you might use the following

routine:

Sign in

Put things away

Greet the teacher and tell important info

Find 1 story to read in the book area

Say a happy goodbye to the child

Leave for work

It is important to ALWAYS say goodbye to your child. It may seem easier to sneak out when your

child is distracted, but this sets up future problems and anxiety for your child. Your child needs to

TRUST that you will always say goodbye, and that you will always return. Sneaking out or


threatening to “leave a child” at the center because of misbehavior will erode that trust between

you and your child.

What to bring:

Preschool (3-5 years)

The following items must be present every day that your child is at the Center (may be left at the

center):

Two full changes of clothing, including socks and underwear

Swimsuit and towel, (goggles if desired)

Naptime items, including a fitted crib sheet, small blanket and small pillow

A soft comfort item if your child uses one

A family photo

Outdoor gear appropriate for current weather conditions (rain, snow, cold)

Toddlers (1-2 years):

Two full changes of clothing, including socks and underwear

Diaper packs, unopened, labeled*

Diaper wipes, unopened, labeled

Swimsuit and towel for children in two’s room.

Naptime items, including a fitted crib sheet, small blanket and small pillow

A family photo

Outdoor gear appropriate for current weather conditions (rain, snow, cold)

Infants (6 weeks – 1 year):

Two full changes of clothing

Sleep sack/warm pajamas if desired (we do not use blankets in cribs)

Diapers packs, unopened, labeled*

Diaper wipes, unopened, labeled

Pacifier if used

Diaper rash cream, unopened, accompanied by a medicine form signed by physician

Breast milk (see Breast milk procedures on page 17)

Outdoor gear

* If your family prefers to use cloth diapers, please also supply the following:

Daily supply of absorbent linings and waterproof covers (we must use a new cover at each

diaper changing)

A small lidded diaper pail labeled with your child’s name

Please do NOT bring the following items to the Center:

Toys (except for a soft, comfort toy)

Action figures of any kind

Medications not accompanied by original container or doctor’s note

Candy

Food

Open-toed sandals or flip-flops


Electronics of any kind

Jewelry with the exception of stud earrings currently in ears

Children’s Dress Code:

At the Center for Children and Families, we engage your child in a variety of activities throughout

the day that are active, fun and sometimes messy. Children should be prepared every single day

with the following:

Play clothes that can get messy (expect paint, mud, etc.)

Closed-toe, rubber-soled shoes (there are sandals available that meet this guideline, but

tennis shoes/sneakers are always best.)

Only stud-type earrings, if worn

Full outdoor gear for that day’s weather, be it cold, snow or rain

Children who come without proper clothing or footwear will not be allowed to stay at the center.

Meals and Snacks:

Breakfast, lunch and one snack are included in your tuition at the Y’s Center for Children and

Families. At the Y, we believe that healthy nutritional habits start at birth, and are foundational to

a child’s healthy development.

We provide meals and snacks that meet both the USDA’s guidelines for child care programs, as well

as the Y’s Healthy Eating and Physical Activity Standards. Children’s meals will focus around lean

proteins, fruits, vegetables, whole grains and dairy products, and will include water to drink at most

snack times. Occasionally, juice will be offered in small portions. Meals and snacks will be

prepared by our chef in our own kitchen. Menus are posted in The Gathering Room, on the front

bulletin board, and in classrooms weekly.

Except for infants, meals are served family-style. Everything on our table is healthy, and so we do

not require that children eat any one thing before another thing. We encourage, but do not force,

children to try a taste of everything. We offer children healthy, balanced meals. The quantity of

food that they choose, as well as which of the offered foods they choose to eat are up to them.

At the Y, we strongly encourage and support the healthy practice of breastfeeding. Each infant and

toddler room is equipped with a refrigerator, and we are happy to bottle feed your child breast milk

from a labeled bottle that you bring in. Additionally, you are always welcome to come and

breastfeed your child in person if you have the time to do that. Children who are not breastfeeding

will be offered our ready-to-feed formula. Children who are on solids will be fed according to your

physician’s recommended infant feeding plan.

Storage and transportation of breast milk

Please sign the Parent Agreement for Breast Milk form.


Please provide breast milk in sterilized bottles

Please label all bottles with your child’s full name and date and time of expression.

Breast milk must be brought in single-serving portions (as we MUST discard any remaining

in the bottle after feeding.

Please maintain the milk at forty-one (41) degrees Fahrenheit or below during home storage

and transport to the child care center.

We will use fresh, refrigerated breast milk within forty-eight (48) hours of the time

expressed. (Frozen milk can be stored for longer periods of time.)

Families are welcome to join us for a meal for a nominal fee of $2.50. Please sign up in the lobby

by 9:30am if you’d like to join us for lunch, or at pick-up time if you’d like to join us for breakfast

the next morning.

Variations to a child’s diet due to allergies or medical reasons will be made with written

instructions from the child’s physician. Variations to a child’s diet due to religious or personal

beliefs shall be made with the written statement from the child’s parent. For special diets, the

Center may request the family to supplement food served by the Center. On occasion, families

request to bring foods from home for their child. The YCCF will work collaboratively with families

regarding home food with the following guidelines:

Foods meet the USDA guidelines

Foods & beverages are labeled with the child’s name and date

Foods are transported at a safe temperature and stored safely at the center

A Safe Transportation form is signed and in the child’s file.

A note from the child’s doctor is provided.

For foods brought from home, we agree to:

Ensure that food requiring refrigeration stays cold until serving

Provide supplemental food if necessary.

Outdoor Play

Regular outdoor play is an important part of your child’s healthy development. We are pleased to

offer a beautiful natural playground. We follow the guidelines established by the National

Association for the Education of Young Children (NAEYC) as well as the Y’s Healthy Eating and

Physical Activity Standards. All age groups play outdoors except when the severity of weather or

air quality poses a safety hazard.

In cold weather children will remain inside when the wind chill temperature is 15 degrees or below.

The length of time spent outside will be gauged by the comfort level of the children. All children

should come with appropriate outerwear to protect them in seasonal conditions. Snow pants and

boots and warm hats should be supplied on days when there is snow on the ground or in the

forecast. Rain boots should be supplied to allow children the freedom to explore the puddles after

a rain.

In extremely hot weather we will continue to go outside unless advised otherwise by the national

weather service. Teachers will provide plenty of drinking water. Children should bring hats as well

as swimwear and towels for water play. Throughout the summer months and beyond, prior to our

afternoon playground time, we will apply sunscreen on children of SPF 30 or higher with UVB and

UVA protection. This sunscreen is provided by the center unless parents provide an alternative.


When weather or air quality conditions keep us from going outside, the Center utilizes the

Gathering Room for gross motor activity. The Gathering Room has low, soft climbing materials that

meet indoor equipment safety standards, space for ease of movement, and materials conducive to

gross motor play. Staffing ratios remain the same as indoors and outdoors.

For extremely cold weather, we will follow the following guidelines:

TEMPERATURE WITH WIND CHILL TIME OUTSIDE

30 degrees Fahrenheit 30-40 minutes or less

15-30 degrees Fahrenheit 20 minutes or less

under15 degrees Fahrenheit 0 minutes

Swimming

At the Y, we believe that it is important for children to learn to be safe in and around water, and

that water activity and swimming is a great form of exercise that can become a habit for a lifetime.

All children 2 and older will swim weekly. Preschool children will have swim lessons in six-week

cycles (6 weeks of lessons, 6 weeks of “play time”) throughout the year. Two-year-olds will have

play time in the Splash area of our Multipurpose Pool.

All swimming activities will be monitored by Center staff and certified lifeguards. Swim lessons will

be conducted by certified swimming instructors. Anytime children are in the pool, mandated

staff/child ratios are double.

Physical Activity

At the Y, we believe that physical activity supports a child’s development in all areas, including

social-emotional and academics. Children enrolled in the Y’s program are offered a minimum of 60

minutes of physical activity daily. This activity is comprised of a combination of large blocks of

outdoor free play, unstructured indoor physical activity, swimming lessons in our state-of-the-art

pool, and teacher-lead, structured movement activities. This physical activity helps to keep your

child healthy and sets up important health habits for life. Physical activity helps your child thrive

academically as well.

Rest Time

At the YCCF, we believe that after a busy morning of high energy interactions in a classroom full of

other children, rest is an important and necessary part of the day for every child, whether he/she is

1 year old or 5. Each classroom has a Rest Time that lasts approximately 2 hours. For the first

half hour to 45 minutes of this time, children are lying on cots and encouraged to rest. During this

time some children fall asleep, others do not. Teachers and classroom aides are available to rub

backs if requested by the child. Gentle music or stories are played to help encourage a restful

environment. After 30 minutes, those children who have not fallen asleep are offered opportunities

for books, puzzles, journals and other quiet activities on their cots. After 45 minutes, those

children who are still awake are offered activities around the room including, but not limited to,

table choices, manipulatives, reading, and games. Please talk with the classroom teacher regarding

your child’s sleeping needs, habits, and the classroom’s procedures.

Bedding


The center provides cot sheets, and blankets for children. You may bring a small, travel-sized

pillow from home for children over 12 months. We do not allow pillows, stuffed animals or blankets

in infant cribs. You may bring “sleep sacks” or warm pajamas for your infant to sleep in if you

desire, though we attempt to keep the room at a comfortable sleeping temperature.

Diapers and Toilet Learning

Families supply diapers and diaper cream for children not yet toilet trained. The Center does

recognize some families’ desire to use cloth diapers. If using cloth diapers, families will provide an

inner absorbent lining that is completely contained by an outer covering made of waterproof

material. The diaper and outer covering are changed as a unit. We are NOT PERMITTED to re-use

diaper covers, even if they appear unsoiled. Families will also provide an individual diaper pail with

a hands free lid. Soiled diapers and clothing will be placed in a plastic bag and sent home for

laundering every night.

We believe that toilet learning is best accomplished when we follow the child’s readiness cues. It is

vital that families and teachers communicate with each other during this time and work to be

consistent between home and school. Please Note: It is typical for a child who is toilet learning to

do well at school and not so well at home. This is the result of fatigue in a young child who has

worked hard all day to succeed at learning something new. It is also typical for a child who is going

through changes (room transitions, a parent being gone, siblings being born etc.) to regress in their

toileting abilities. It may take time, but through consistent, gentle guidance and reminders children

will succeed in toilet learning. Please speak with your child’s teachers regarding your child’s toilet

learning and toileting needs and your family’s preferences.

Tooth Brushing

We understand that some families prefer for their child to have the opportunity to brush their teeth

after the noon meal and therefore accommodate such requests. If this is a preference, please

provide a tooth brush, a cup, and a plastic bag for storage (tooth paste is optional). Each child’s

toothbrush kit will be stored in his/her cubby and teachers will remind and assist tooth brushing as

necessary after the noon meal.

Field Trips

We take regular nature walks in and around the Y property to stimulate new interests and extend

the children’s knowledge. Upon enrollment, families sign a blanket permission form for walks

around the center. While taking walks, teachers carry first aid kits, emergency contact numbers for

each child, cell phones and hand held “Stop” signs to assist if crossing a road. We will notify

families prior to field trips that take us away from the general Y vicinity and will ask you to sign a

permission form specific to that trip.

Off campus field trips occur occasionally in order to enhance curriculum. Transportation to and

from field trips is arranged via bus service. We take special precaution to ensure the safety of

every child while on field trips. Thus every child participating in a field trip must have a car seat

that meets the recommendations of the American Academy of Pediatrics (these are more stringent

than the Indiana law). Teachers bring with them first aid kits, emergency contact numbers for each


child, and cell phones.

During field trips we welcome and encourage families to join us. Your participation lowers the

adult to child ratio and significantly enhances what the children gain from these enrichment

opportunities.

Release of Child

We will only release your child to individuals listed on the family’s authorized “pick-up” form, which

is kept in writing in your child’s file. You may fill out a “One-time Pick-up” form if someone other

than a previously authorized individual will need to pick your child up. This form MUST be filled out

in writing, not phoned in and given to an administrator or your child’s teacher. People picking up

your child should always be prepared to show a photo ID until the teachers get to know them. Even

family members should have an ID ready in case there is a substitute teacher present in your child’s

classroom on any given day.

All persons listed for authorized pickup must be at least 18 years of age and must be able to prove

their age and identity upon request.

Under the laws of the state of Indiana, both parents may have the right to pick up their child unless

a court document restricts that right. The enrolling parent or family member who chooses not to

include a parent’s name on the authorized list for pickup must file an official court document such

as the following:

Current restraining order

Sole-custody decree

Divorce decree stating sole custody

Judgment of adoption

Foster parent documentation

Absent this documentation, the program may be required to release the child to either parent,

provided that parent documents biological or adoptive parenthood of that child. The parent must

provide the program with updated legal documents when any changes occur.

Families with shared custody agreements will be required to fill out and abide by a Shared Custody

Agreement Form. This form must be kept updated, and each parent/guardian will create and

maintain his or her own authorized pick-up list for the days that they have agreed to pick up the

child.

If no one on the authorized list arrives to pick up the child by the time the program closes, all

attempts will be made to contact you and the others on your authorized pickup list. If no one can

be reached within 30 minutes, the Department of Social Services will be contacted along with the

police department. The Department of Social Services will take custody of the child while further

attempts to reach you are made.


HEALTH

Our Center is licensed to care for well children only. Children who are mildly ill (ie- minor cold

symptoms) may remain at the center with teacher’s approval, provided the child can participate in

all the activities of the classroom (including outdoor play.)

Exclusion Policy for Sick Children and Center Staff

When a child is known to have a communicable illness as outlined below, the child will be excluded

from attendance at the Center for such time as is prescribed by the Center’s consulting physician.

Any child who becomes ill while at the Center will be sent home as soon as possible. Ill children will

be cared for in the Center office by the Director or other staff member until a family/guardian can

come pick him/her up.

Exclusion Policy for Under-immunized Children Because of a Medical Condition or Religious Beliefs

Because children who may be under-immunized are those at highest risk for illness of which they

are not immunized, the center will exclude the child promptly if a vaccine-preventable disease to

which children are susceptible occurs in the program. The child may return after all risk of

exposure is eliminated as per consultation with the YCCF consulting physician, health care

consultant and if necessary the child’s physician.

Symptoms That Indicate the Need for Exclusion

The following symptoms and illnesses indicate the need for a child to be excluded from the program

temporarily.

1. The presence of a fever of 100 degrees or above taken under the arm. (Lack of fever does

not necessarily mean the child is well enough to attend)

2. Vomiting within the last 24 hours

3. Diarrhea within the last 24 hours

4. Persistent cough and/or sore, reddened throat

5. Red, weeping eye(s) indicating potential conjunctivitis

6. Unexplained skin eruptions or rash resulting in discomfort

7. Extreme fatigue and/or malaise

8. The presence of head lice and/or nits

Readmission after illness

In order for a child to be readmitted to the program, any symptoms listed above must be gone for

at least 24 hours, without the aid of over the counter medication. Medication for bacterial

illnesses should be administered for at least 24 hours before re-admittance.

Readmission after specific diseases

Hepatitis A: Excluded until one week after onset of viral illness or after immune serum globulin has

been given to children and staff in the program, as directed by the local health department.


Impetigo: Excluded until 24 hours after treatment has begun.

Measles: Excluded until 5th day after rash disappears or local health department states patient is

noninfectious.

Mumps: Excluded until 9 days after onset of parotid gland swelling.

Head Lice: Children will be excluded until there are no nits present. An additional treatment is

needed 7 to 10 days later to kill the eggs that have hatched. Using a nit comb is the most effective

way to remove lice.

Pertussis: (Whooping Cough) Children will be excluded until five days completion of an appropriate

antibiotic or until local health department states patient is non-infectious.

Pinworms: Children will be excluded for 24 hours after treatment has begun.

Scabies: Children will be excluded until 24 hours after treatment is begun.

Streptococcal pharyngitis (Strep Throat): Excluded until 24 hours after treatment has been begun.

Tuberculosis (TB): Excluded until the child’s physician or local health department authority states

the child is non-infectious.

Varicella-zoster (Chicken pox): Excluded until all the lesions have dried and formed scabs, usually

within six days of onset of rash.

Control Measures

The Center will make every effort to control the spread of communicable illness among the children

and has established health policies and precautions directed to this end. Whenever exposure to

illness has occurred in the Center, prompt notice will be given to all families and staff members.

The Center’s physician will be consulted and the ensuing instructions followed with respect to

control measures. Such measures will include the disinfection of toilet facilities, furnishings, toys,

or other articles that have been used by a child diagnosed as having a communicable illness and the

effective disinfection and disposal of bodily discharges containing infectious materials. No other

person will be allowed to use the facilities or articles mentioned above until they have been

disinfected or it has been established that the child does not have a communicable illness.

Medication

A written order or prescription from your child’s physician is required before we can administer any

medication to your child, including over-the-counter medications. The medication must be

delivered to the center in its original container. If it is a prescription, the pharmacy label must

show your child’s name, the physician’s name, the prescription number, the date it was filled, and

instructions for use. If it is an over-the-counter medication, the written order from the doctor

needs to include this information and why it is to be administered. Parents must sign a Medicine

Authorization Form in order for staff to administer any medication.


Please note that even for over-the-counter medications, we require that the doctor note exact

dosing amount, and times of administration.

Physicals and immunizations

Within 30 days of enrollment documentation of a physical that has a date of no longer than 12

months prior to admission and up-to-date immunizations must be provided for continued

enrollment of the child. For children under two years of age, records of updated immunizations and

physical shall be provided to the center after each Well Child visit. After age two, upon any

immunization updates, records will be provided to the center. If a child has medical reasons for a

delayed schedule for immunizations a note from the doctor must accompany the immunization

record. For families who are choosing not to have their child immunized for religious reasons, a

letter from the family must accompany the record of physical. In instances where a child is “under-

immunized” because of a medical condition (documented by a licensed health professional) or the

family’s beliefs, and a vaccine-preventable disease occurs in the program, the child(ren) will be

excluded promptly from the program until the threat of exposure is over.

When a child is overdue for immunizations or routine health visit, the family or legal guardian shall

provide evidence of an appointment to ensure enrollment or continued enrollment, except for any

immunizations for which a family has a religious or medical exemption.

Classroom Pets

Classrooms at the YCCF may have pet animals. Please inform administrators and your child’s

teachers if your child is allergic to, or has a fear of, certain animals. Pet health is monitored by a

veterinarian and cages/tanks are cleaned regularly.

Smoke Free Environment

The Monroe County YMCA, including the Center for Children and Families is a smoke free

environment. This includes all facilities, grounds, parking lots and playgrounds.

SAFETY

Our health policies have been formulated to safeguard the health and safety of all persons who

participate in our program.

We are a smoke, alcohol, drug, firearm, and toxic substance free environment. Please respect our

policy regarding these items and do not bring them into the center.

Center Security and Visitors

The Y’s Center for Children and Families is a secure facility, with keypad entry at all exterior doors,

and doors to the Y fitness facility. Only staff and families enrolled at the center will have access

through these secure doors. Whenever children are present, visitors will have to be “buzzed” in.

Please do NOT allow entry to any person not known to you.


Each family will receive two keycards to access the center. This card will be coded to allow access

only during the hours that the Center is open. Families will pay a replacement fee of $10 when a

center access keycard is lost. In addition, security cameras are placed in entryways, and in each

classroom. These cameras help ensure the safety of children and teachers and are routinely

monitored by administration.

Parking Lot Safety

Families enrolled at the Center may use any Y parking space available. If possible, please choose a

spot adjacent to a sidewalk. Please hold your child’s hand at all times if you are crossing through

the parking lot until you get to a sidewalk. Please do not park in the spots marked for those with a

disability unless you have a placard allowing you to do so.

Car Safety Seat Guidelines

In the State of Indiana all children under the age of eight (8) must be secured in a child safety seat

that meets federal safety standards. In addition, all children between eight (8) and sixteen (16)

years of age must be restrained in a child restraint system or a vehicle seat belt.

If the child is using a safety seat or system they must be secured in accordance with the

manufactures recommendations.

All children under the age of thirteen (13) should ride in the rear seat of the vehicle.

From birth to at least the age of one (1) infants under twenty (20) pounds should be in a

rear facing car seat.

Always follow the manufacturers’ instructions when installing a child safety seat.

Make sure that seats and straps are snug and that the car safety seat cannot move more

than one (1) inch in any direction.

Center staff are prohibited from installing or securing children into car safety seats.

Children Entering the Building

Children entering the building must be accompanied by an adult at all times, until the supervision of

that child is assumed the child’s teacher, typically in the child’s classroom. Children may never be

left in the lobby, the hallway, classroom, or anywhere else until supervision of the child has been

assumed by staff, as indicated when you sign the child into his or her classroom, and greet the

teacher so she is aware of your child’s presence.

Small Accidents

Our center is equipped with first aid supplies in all of the classrooms, the Big Room and the

playgrounds. Backpacks equipped with first aid supplies are taken when the children go on walks

or field trips. All staff members have been trained in basic first aid and pediatric CPR. Whenever

an injury that causes bruising or bleeding, is related to the child’s head or face, or causes the child

to be uncomfortable, we will fill out an incident report and will notify the family. A copy will be

placed in your child’s file and you will receive a copy.


Medical Emergencies

Families are contacted as soon as possible in the event of a serious injury to their child. We will

make arrangements for you to pick up your child at the Center. In the case of an emergency or for

a child who needs immediate medical treatment, EMS will be called and will provide transportation

for the child to IU Health Bloomington Hospital’s Emergency Department. Families will be called and

instructed to meet the ambulance. A staff member from the YCCF will accompany your child to the

emergency room. If you cannot be reached, an adult authorized by you will be contacted. For this

reason, it is very important that you keep all emergency telephone numbers up to date.

Family Notification

In the case of serious illness, serious injury, or death of a provider, the Center for Children and

Families will notify the families as soon as possible.

Safety Precautions

Each morning, staff and teachers walk through the center, classrooms, and playground to ensure

that the environment is safe and healthy. If any hazards are observed they are removed and/or the

Y’s maintenance department is contacted to have the situation resolved. Throughout the day the

teachers and staff ensure the health and safety of children and adults by conducting a non-

intrusive health inspection upon children’s arrival, supervision, utilization of toys and materials that

are appropriate for group care and the age being served, and the use of appropriate cleaning and

sanitization methods.

All teachers and staff are trained in first aid and infant/child CPR through the American Heart

Association. All part time aides are trained in CPR. First aid kits are located in each classroom, the

Gathering Room, the office, playgrounds, and in each classroom’s emergency backpack.

An AED is kept in the Y facility and is accessible by YCCF staff.

Custody of the Child

Please provide the Center with a copy of any legal custody papers. It is the family’s responsibility

to keep this document updated at the Center, as we will use this document to inform our legal

responsibility to release a child.

Persons Appearing to be Impaired at Pick-Up

The Monroe County YMCA and the Center for Children and Families staff will make every effort to

protect a child from getting into a car with an adult who seems to be impaired in any way, including

informing the adult of our concern, delaying him or her and calling the other parent or emergency

contacts. While the law does not allow us to deny a custodial parent immediate access to his/her

child if demanded, a parent or legal guardian who insists on taking the child from the center will

immediately be reported to the local police by dialing 911, and will be reported to Child Protective

Services.


Emergency Closings

The state of Indiana licenses the Center and determines the regulations that govern the Center’s

operation. These regulations concern teacher qualifications, adult-child ratio, safety and health. If

emergency conditions should ever prevent the Center from operating within these licensing

guidelines, the Center must close. This includes, but is not limited to, the following scenarios:

1. Weather related closings. The Center will be closed if the a weather emergency is in effect

for Monroe County, if the YMCA facility closes or if the child care center staff cannot be

present to provide appropriate staff to child ratios mandated by state child care licensing

regulations. In the case that only SOME staff can make it to the Center, we will

accommodate children on a first-come, first-served basis until more staff arrives. The

Center director reserves the right to make closing decisions as necessary.

2. Environmental Conditions that make the building unsafe such as, sewage problems,

inadequate or unsafe water supply, no electricity, heating system problems, gas, carbon

monoxide, or other noxious gas leak.

In the event that the center has an emergency closing while the Center is open, families will be

immediately notified of pick-up procedures. If an emergency closing occurs that prevents the

Center from opening in the morning, a message will be recorded on the Center’s voice mail system

and families will be notified via email, mass text/phone and on TV and radio stations.

The Center for Children and Families will make every effort to prevent emergency closures. In the

event of an emergency or weather-related closure, regular tuition payments still apply.

Emergency Plan

The Center maintains an Emergency/Disaster Plan to be followed in the event of an emergency. The

Emergency plan describes the procedures that will be used by the Center to provide for the care

and well-being of the children and staff in the event of a natural or man-made emergency. The plan

accounts for emergencies in which the Center must be evacuated, as well as those for which we

would shelter-in-place. In addition, the plan makes provisions for how we will reunite children with

their families. This plan is available for families to see upon request.

Evacuation

In the event of an evacuation of the Y building, the staff will evacuate the children and first meet

outdoors to account for all teachers and children. We will then proceed to a local business if it is

anticipated that we will not be able to re-enter the building in a timely manner. A binder with

emergency contact information for all of the children and staff and a cell phone or radio will be

carried by the Director, or in her absence, the person in charge. Once the children and teachers

arrive at the evacuation location, the Director or person in charge will notify families and instruct

them to pick up their child or children.

Shelter in Place

In the event of a tornado or other event requiring sheltering-in-place, each classroom will proceed

to its designated shelter location within the Y facility. Flashlights and books will be brought and


teachers will keep children calm and entertained until we receive the all-clear signal. Evacuation

and shelter-in-place maps are posted in every room.

Lockdown Procedure

In the event of a terrorist act or other incident in which there is concern for unsafe persons in the

area, the Center will go into lockdown procedures. Children and staff will proceed to designated

shelter-in-place positions within the Center or Y facility. No one will be able to enter or leave the

building, and children will not be released to anyone until the lockdown has been canceled by

emergency personnel.

Safety Drills

The Center practices fire drills and tornado (or shelter in place) drills monthly.

Guidance and Discipline

At the Y’s Center for Children and Families, we believe that learning how to settle disputes calmly,

how to work together as a group, and the development of self-control are long-term processes for

young children. We believe that teaching these skills occurs over time and with much opportunity to

practice.

Our teachers are trained in positive guidance techniques that help children grow in these areas

while keeping their self-esteem intact. We use methods such as creating child friendly

environments, redirection, clarity of expectations, and praise for positive behavior, guided

mediation, role modeling and storytelling. When there is a consequence for negative behavior, that

consequence is a natural one. For example, if a child is knocking down block structures and does

not stop after being reminded of the positively-stated expectation (“Blocks are for building”), the

child will have the consequence of not being able to stay in the block area.

Physical forms of punishment, such as spanking, biting, shaking, or other uses of force are

PROHIBITED in the Center, as is any form of psychological abuse, including shaming, derogatory

remarks, intimidation or humiliation. Center staff do not ever threaten to withhold food, drink or

outdoor play as a form of punishment.

If a child is acting in a way that may potentially harm children or property, they will be redirected to

a positive choice. In extreme situations, a child may need to be removed from the situation,

preferably within the classroom, but occasionally may need to visit an administrator’s office to give

them time to cool down and regroup. This is done with the help and guidance of a caring, familiar

staff member. Children are never left alone, and never put in a “time out” as a punishment. We

only ever separate children to give them the time they need to regroup.

Serious behavioral challenges will be documented in writing by teachers and shared with the child’s

family. Staff will work with families to identify triggers and ways to resolve these challenges within

the framework of our philosophy of guidance. If we are unable to make positive progress in


behaviors that are destructive to property or harmful to other children, the staff of the YCCF will

take the steps outlined below.

Steps for Addressing Serious Behaviors

1. The behaviors of children will be addressed using positive guidance methods as outlined in

the Center’s statement of Guidance and Discipline, above. Families will be notified of any

serious behavior.

2. Teachers will observe the classroom and other children for patterns or precipitating factors

that can be changed to benefit the child.

3. Staff will make changes to the schedule as needed, and provide supervised quiet time to

help the child regroup if necessary.

4. If these steps do not alleviate the ongoing, serious issue, teachers will meet with the

administration for guidance and to document the behavior.

5. If the serious behavior is still not resolved, parents/guardians will be asked to meet with

teachers and the Assistant Director to discuss the behavior, and to collaborate to create a

set of strategies to help alleviate the behavior. The meeting will be fully documented, and

the administration will be informed.

6. Families will be kept up to date on the progress of the strategies put into place, and written

documentation will be kept. All written documentation will be kept in children’s files.

7. If the Center feels that it needs further help with addressing the problem, an outside agency

may be asked to come and observe with the permission of the child’s family. If Center staff

feels that the behavior may be caused by an unknown special need, the center may refer the

child to an outside agency for evaluation with family permission. If permission is refused

and the serious behavior continues, this may be cause for termination of enrollment.

8. If the results of an outside evaluation suggest the need for accommodations for special

needs, the program will provide these or other appropriate, accommodations as long as

they are not an undue hardship on the program as outlined in the Americans with

Disabilities Act (ADA).

9. If all of the above steps fail to resolve the challenging behavior, the program reserves the

right to terminate the enrollment. The program will provide the family with 4 weeks’ notice,

except where such notice is not reasonable because of safety concerns, and will try to

assist the family in obtaining alternative care.

10. Written documentation of all of the above steps will be provided to the family and placed in

the child’s file.

Biting Policy

Biting is a natural, developmental behavior in which many young children engage, especially during

their second and third years of life. We recognize that biting is a distressing activity for families,

staff, and the child who has been bitten. Because biting is so distressing, everyone involved would

like to eliminate it quickly. Unfortunately, a quick fix is not usually available. However, biting does

require immediate action by staff to comfort the child who has been bitten, express disapproval of


the action, and work to find the cause of the biting.

Children bite for a variety of reasons so it’s important for adults to get to the cause of the

behavior. Most of the reasons for biting are not related to behavior problems nor does biting make

the biter a bad child. Since biting is developmentally related, it is more common for toddlers to bite

than for older preschool age children.

How Staff Respond

Staff members respond to biting as they would other aggressive behavior – by:

calmly, yet firmly telling the biter that biting hurts and is not allowed

by comforting the victim immediately and providing first aid if needed

o wash the bite with soap and water

o apply ice to reduce swelling

if the skin is broken, universal precautions are followed

documentation of the biting in an incident report

When a particular child bites on a regular basis, the center staff attempt to find the cause of the

biting and take action to prevent future incidents. The staff look at:

The precipitating factors such as time of day, area of the classroom, the activity, other

children involved, etc.

Changes in the child’s life such as health problems, teething, the absence of a family

member, the birth of a sibling, transitions, etc.

The staff will then develop strategies to help prevent further biting. These might include:

Ensuring that there are enough materials, including duplicates, for the children to use

Ensuring that there is enough space in the classroom and that there are quiet times in the

schedule

Ensuring that there are enough opportunities for positive sensory experiences in the

classroom

Shadowing a biter in situations and times when the child has bitten before

Providing teething toys for children who are getting new teeth

Showing disapproval of biting

Working collaboratively with families to reduce or eliminate biting

How Families Are Informed

The family of a bitten child is notified of the incident the day the incident occurred. Confidentiality

prohibits the staff from divulging the name of the biter. The family of the biter is informed

personally and privately the same day.

How Biting is Documented

All biting incidents are documented by the teacher(s) in an incident report which is reviewed and

approved by the Center Director. A copy of the incident report is given to the family. The other

copy is kept in the Center’s incident report file.

Child Abuse and Neglect

In accordance with State of Indiana law, the Center will report to Child Protective Services of

Monroe County any suspicion of child abuse or neglect that involves enrolled children, their

families, or YCCF teachers and staff.


Confidentiality

As per the Family Education Rights and Privacy Act (20U.S.C. ~ 1232g) all information pertaining to

the admission, health, assessment (developmental profile, screening), family, and/or discharge of a

child is confidential. All confidential information is kept in the office file cabinet that is kept locked

when no one is present in the office. Information is available to parents or legal guardians,

administrators/teaching staff (on a “need to know” basis,) and regulatory authorities as required by

law (i.e. state licensing consultant, child protection agency, police and health care professionals).

Other than these legal requirements, we will release records or information about your family only

with your written permission. All teachers and staff have been informed of and signed the written

policy for protecting the confidentiality of YCCF children and families.

Permission to Photograph/Video

Photographs and videos are sometimes taken for the purpose of professional development of early

childhood teachers or students or promotional materials for the Center. In these, children are

never identified by name. Each family is required to give/deny permission for the use of these

photographs and videos.

We forbid the taking of any pictures or videos (in any format) by family members or visitors to our

center, of the children in the program.

Families’ Role

At the Center for Children and Families, we believe in a partnership approach to children’s learning.

We hope you will share with us your goals, hopes and dreams for your child so that together we

can best plan for your child’s success. Research demonstrates that when families are engaged in

children’s programs, children show greater school success.

Family Engagement

Family engagement is a key component of life at the Center. Whether you’re stopping in for lunch,

helping with the Family Advisory Committee, joining us on a field trip or sharing a family celebration

in the classroom, we appreciate your contribution to our Center. At the Y’s Center for Children and

Families, we want this to be your place, too.

We have an open door policy—you are welcomed and encouraged, at any time, to come and spend

time in your child’s classroom!

Please join us for our regularly scheduled Family Meetings and other learning opportunities! We

know that children don’t come with instruction guides, and we’re here to help! One of our goals at

the Y is to encourage strong, positive parenting skills and active, healthy families. To that end, we

are pleased to offer short seminars on a variety of topics, cooking classes and more!


Family Orientation

At least quarterly, new families will be invited to an orientation meeting with teachers and

administrators to ensure that they understand all policies and guidelines and understand the many

opportunities that they have to participate in the Center and the Y facility as a whole.

Family Resources

At the YCCF, we strive to connect families to services and resources that will support them as they

raise their children. In the lobby, we maintain a growing collection of books and articles to help you

find the information you are looking for on a variety of topics, including breastfeeding, child

guidance, coping with difficult situations (death, divorce), reading with your child, and more. These

items are available for checkout at the desk. Please see a staff member if you are looking for

specific information.

In addition, our community has myriad resources available for families, some for free or at low cost.

We maintain a collection of information available to families so that we can help connect you to a

resource that you might need, including resources that can help you find support with child care

tuition, food purchasing, developmental screenings and more.

Developing Relationships with Families

As a child care center we are a community of children, families, and staff all interacting and sharing

our lives together. In a community, people work closely together and hopefully interactions are

positive, helpful, kind, and understanding. Yet, it is to be expected that from time to time people

will experience some conflict, some concerns, and some difficulties.

We recognize that parenting is one of the most difficult, intense, and rewarding experiences in your

life. We want you to share your thoughts, hopes, and dreams for your child. You want what is best

for your child and we know it is your job to advocate and protect your child.

We as a staff, will at times make mistakes, create misunderstandings, and occasionally

miscommunicate. When these mistakes occur, we want you to tell us. As a staff it is our goal to

offer your family the best in early care and education and to support you in your child rearing

efforts. In order to meet our goal, we need your input, your suggestions, your questions, and

concerns.

In order to efficiently address questions and concerns, the following is the recommended procedure

for submitting questions and concerns.

1) For problems concerning your child or your child’s classroom, please speak directly to your

child’s teacher. Families can request a meeting if desired.

2) If the concern isn’t satisfactorily addressed at the classroom level, or if the concern is

center-wide, it may be brought to the Assistant Director or Director.

3) All concerns will be documented. Answers to concerns will be made in writing and given to

the family.

When you have a concern please remember:


Our goal is for you to feel very satisfied with the care their child is receiving.

Recognize that allowing concerns to build up can be counterproductive. As concerns

occur, share them with us.

Feel free to utilize the method of communication that you are most comfortable with to

ensure that your concern is expressed (i.e. face-to-face, e-mail, written message, phone

call).

Sometimes we cannot make the changes you may request due to other restrictions, but

we ALWAYS want to hear your suggestions. We promise to consider them seriously and

respond to you in a timely manner.

If your concern is regarding another child in the classroom/program, please understand

that the teachers are legally bound to confidentiality and cannot discuss individual

children with other families. The teachers will listen to your concerns, will focus on your

child and how they are facilitating your child’s growth and development with specific

situation as well as generally.

Due to time constraints, we may ask families to set up a time to meet or to talk on the

phone. Arrangements should be made to talk within the Center’s hours of operation.

Questions about the Center policies and procedures should be directed to the Director.

In all matters, staff and families are expected to show common courtesy to one another.

Abusive language, abusive tone, intimidation or threats are cause for immediate

dismissal of a staff member or termination of enrollment for the family.

Family Advisory Committee

At the YCCF, we value families’ input. This Advisory Committee is made up of the Center Director, a

teacher representative and 8 family “classroom representatives” (at least one from each classroom).

It is the goal of the Family Advisory Committee to find ways to support the Center’s children,

families and staff, and to ensure the engagement of the families it serves.

Family Rights

At the Y’s Center for Children and Families, we recognize that families have important rights. We

recognize your family’s right to:

Visit the Center at any time that your child is present

Be an active participant in setting your child’s learning goals

Access your child’s educational records

Understand the goals and objectives that the Center has for your child

Get regular feedback regarding your child’s development

Discuss concerns about your child with your child’s teachers and Center administration

Feel a sense of comfort and belonging at the Center

Be respected for the unique perspective that you bring to the YCCF.

Be recognized as your child’s first and most important teacher

Family Responsibilities

The following are the responsibility of the family upon enrolling their child at the Center for

Children and Families:


Completing all forms for enrollment, health, registration and emergency contacts

Keeping all custody arrangement documents up-to-date

Arranging timely payment of fees in accordance with Payment Policies

Signing your child in and out each day

Informing the Center of illnesses, vacations and late arrivals

Informing the teachers of any changes at home that may affect your child

Notifying the Center if someone other than yourself will be picking up your child

(Authorization for One-Time Pickup form must be filled out)

Arriving to pick up children during Center hours

Providing the Center with extra clothing and with disposable or cloth diapers if needed

Picking up your child’s cot linens on Friday for laundering and returning them on Monday

Cleaning out your child’s cubby every Friday so that it can be disinfected by staff

Keeping sick children home in accordance with Health Policies

Keeping emergency telephone numbers and other information up to date

Picking children up immediately if contacted by the Center due to illness or injury

Keeping your child’s fingernails clean and trimmed to reduce the possibility of your child

scratching her/himself and other children and dirt under nails can spread germs

Attending family conferences and meetings

Keep the Family handbook for future reference and understanding the policies outlined

within

Family Conferences

Twice yearly conferences will be held to discuss your child’s growth and development. These will be

scheduled at both your and the teachers’ convenience. Additional meeting times are available by

speaking to your child’s teacher to request a meeting.

Center Dress Code

Please remember that our Center is for children and families with a variety of different value

systems and beliefs. Please be respectful in clothing that you wear into the center. For example:

Shoes and shirts must always be worn in the center.

No obscenities or vulgar images, or images or promotions of cigarettes/tobacco or alcohol

may be present on clothing visible to the children.

Tattoos that display vulgar images or words must be covered.

Program Evaluation

Every spring, the Center will distribute a program evaluation to each family. These evaluations help

us ensure that our program is of highest quality and is meeting the needs of the families we serve.

Please take the time to fill out this evaluation thoroughly. This evaluation is the basis for our goal

setting for the coming year. Families will receive a copy of the results of this survey, as well as our

written improvement plan.

Exit surveys are also available for families leaving the center.


Birthday and Holiday Celebrations

Birthdays: We recognize that birthdays are very special occasions, especially for children, and we

will work with you help recognize your child’s birthday in a simple, meaningful way. For birthday

celebrations, due to serious food allergies, the YCCF invites you to work with your children’s

teachers to bring in something that is appropriate and meets all safety guidelines (all ingredients

must be listed).

We ask that “goody bags” are saved for celebrations held outside of the school.

In the event that you are holding an out-of-school celebration and wish to invite your child’s

classmates, please be aware that it is only admissible to distribute invitations at the Center if all

children in the class are invited.

Holidays: Though the Center for Children and Families does not celebrate any holidays center-wide,

we invite families to share significant traditions and holidays from their culture or country of origin.

Celebrations such as Diwali, Chanukah, Christmas, Kwanzaa, Chinese New Year, Korean New Year,

Mardi Gras, and Eid-ul-Fitr are special holidays that can be shared. Teachers will work with

families to prepare age-appropriate celebrations that will focus on cultural rather than religious

themes.

Cell Phones

Please refrain from using your cell phone while at the YCCF during pickup and drop-off. Teachers

have a very limited time to communicate with you, so please be available to chat with them at these

times. Please do not use cell phones on field trips when you are responsible for supervising

children.

Communication

The goal of the Y’s Center for Children and Families is to work collaboratively with families to

ensure the healthy development of their children. To that end, we believe that communication

between families and Center staff is vitally important to the quality of your child’s care and

education. We recognize that not all families are native English speakers, and we will use whatever

tools are available to us to translate written and verbal communications whenever possible.

Morning drop-off and evening pick-up - Each morning and evening, please be sure to check in with

your child’s teacher. S/he may have important information to share with you regarding your child’s

experiences at the Center that day, and you may have things to share with him or her. At the very

least, please ensure that the teacher sees that you have dropped off and are picking up your child

(please don’t forget to sign in and out as well!)

Newsletters - The Center will send home a monthly newsletter regarding events at the Center,

items related to parenting and child development and other items of interest. Teachers may choose

to do classroom newsletters as well. Families can opt to receive newsletters in paper form or

electronically.


Written Communication - Please check your child’s mailbox every day for important written

communications—these may be regarding items needed for school (i.e. - change of clothes),

illnesses that your child may have been exposed to, or notes about upcoming field trips and

permission slips.

Electronic communications: Teachers and administrators all have emails that are as follows: first

initial last [email protected]. So Jen Smallwood is

[email protected]. Classroom teachers will generally not be able to check emails

except during planning time, but this is a good way to communicate about things that are not time-

sensitive. Text messaging may be used from time to time with user permission, mainly for “mass

texting” of important information (weather closings, for example.)

In person meetings: In addition to our twice-yearly family conferences, families are welcome to set

up times to meet with teaching staff or administrators. Generally, these meetings will take place

first thing in the morning, during rest time, or in the evenings.

Classroom Transitions

Summertime, at the YCCF, is transition time for classrooms. For Infants/Ones and Twos,

summertime means moving to a new classroom with the same teachers and peer group. In the

summer after your child has turned three s/he will transition into one of the preschool classrooms.

Prior to decisions being made as to which classroom children will transition into, the center will

request input from families regarding their child’s personality and special friends. The teachers and

administrators use this information, suggestions from the child’s infant/toddler teachers, and

current preschool classroom dynamics to decide which preschool classroom a child will be placed in.

Because continuity of care is important, children who have/had older siblings enrolled at YCCF will

most likely be placed in the same classroom as their siblings are/were.

When classroom assignments are made a meeting will occur between you, your child’s new

teachers, and the infant/toddler teachers in an effort to share vital information about your child.

The preschool teachers will also schedule a welcome meeting with you. It is our goal to offer

continuity for the children and families and therefore it is typical that children will remain with in

the same preschool classroom until s/he “graduates” from the program.

Kindergarten Transition

YCCF recognizes that the transition to kindergarten is a big step for children and families and our

goal is to be supportive through this process. Each spring the preschool teachers schedule a

transition meeting for families to share information about kindergarten registration, how to

advocate for your child, and what to expect.

Special Events

Special events will be held throughout the year as an opportunity for families to gather together

and get to know each other as a community. We hope you will join us for these events and

celebrations. Families will be asked to help with the coordination of some of these events.

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