Embedded Files
The Coordinator is responsible for the safekeeping of confidential information and records. The site phone, emergency forms, attendance sheets, and Valley Oak certificates must be locked up daily.
Sign In
Children must be signed in daily by a staff member and signed out by the person who picks them up. Roll should be taken by your leaders and turned into your attendance clerk. ALL students will be scanned in on Kid Trax by your attendance clerk. CARD paid students will be signed in manually by the attendance clerk as well as on Kid Trax.
For kinder students, staff will pick up children from their kindergarten classrooms each day.
For 1-5th grade students, it is the child’s responsibility to come directly to the after school program and sign in with staff in the multi-purpose room.
If a child is sent home or not allow to attend school due to a behavioral or health concern, they are not permitted to attend the after school program. Once the child is cleared to attend school, they are welcome to return to the program.
Sign Out
Refer to the child's emergency form for a list of authorized pick up people. The only people who may make any changes to the child's emergency form is the parents/guardians.
Always check IDs for student pick up. If the person picking up a student is not on the pick-up list do not allow them to take the student. Once you get to know the parents faces and others who are allowed to pick up you won’t need to check as often. Returning attendance clerks are very knowledgeable in this area.
If a parent wants to provide you with documentation regarding custody or legal issues for the child, you must direct them to the Recreation Supervisor. You may not accept this documentation.
If a child is picked up by someone who is under the influence of drugs or alcohol, you must immediately call 9-1-1 and follow up by placing a child abuse report.
Early Release
Make sure you use the early release forms for parents to fill out and that they sign out on the early release sign out sheet on days they pick up their students early.
Late Pick Up Fee
If a child has not been picked up by the program end time, two staff must stay with the child and the parents must be called to see if they are on their way.
Our policy for late pick up is $1.00/minute. You will be provided with late pick up billing slips and envelopes. Make sure you hold parents to this policy or you may be taken advantage of.
Walking/Ride Home Release
Some children may leave program to walk or bike home without being signed out by an authorized pick up person. The parent must fill out a “Walk/Ride Home Release” form. A staff member will sign the child out on the authorized dates and times.
Students Attending Other Programs On-Campus
Some children may participate in other programs on-campus or stay with their teacher during after school hours.
The parent/legal guardian must fill out a “Permission to Release Child to Other On-Campus Program” form for each program or activity the child will attend.
A staff member will sign the child out for this activity and will sign them back in upon return. We are responsible for the child while they are checked in to the After School Program.
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