Embedded Files
Arrival
Each Gads Hill Center site maintains set operating hours that are communicated to parents. In addition, programs have designated arrival times and children are expected to arrive within that timeframe. If children are going to arrive late, parents are asked to contact the site by phone to provide the notification.
In early childhood programs, children are signed in at arrival by the person bringing the child. At this time, parents provide a functioning contact telephone number and document the time and date of the sign-in. Children in school-age programs are permitted to sign themselves into the program and youth workers monitor this.
Daily attendance is maintained as children arrive to ensure that the number of children presents at any time can be easily determined.
Departure
Children participating in licensed programs may only be released at departure to individuals designated in writing by the parent or guardian. The list of authorized pick-up individuals and emergency numbers is provided to parents at least twice annually for updates and any necessary changes. Only individuals age sixteen or older can pick up children from Gads Hill Center early childhood programs. Children in school-age programs over the age of eleven may sign themselves out of the program if authorized in writing by the parent.
Staff will acknowledge a person picking up a child and ensure that person signs the child out. If a staff member does not recognize the person, the staff member will determine who that person is and if he/she is on the child’s pick-up list. The staff will refuse to release a child to any person who has not been authorized by the parent(s)/guardian. Another person on the child’s pick-up list will be called if necessary. The parent(s)/guardian must inform staff if the person picking up the child on a particular day is not on a list of persons authorized to pick up the child.
No child will be released into the custody of a person who has been determined to be dangerous or irresponsible, such as an individual who appears to be under the influence of alcohol or any other drug.
Child Release
1. The Pick-Up Authorization-Emergency Contact Form will be used to allow the parent to identify all persons with authority to pick up their child from the classroom.
2. A list of all children and the persons they may be released to will be kept in reception, classrooms and the family support office always for reference by staff to ensure that children are only released to authorized individuals.
3. Release names from the Pick-Up Authorization-Emergency Contact Form will be entered in Earlybird and CARES. If a parent requests for names to be changed, changes will be made accordingly in Earlybird and CARES and by completing a new Pick-Up Authorization-Emergency Contact Form.
4. If a parent requests to change the release names after his/her child is enrolled, a new Pick-Up Authorization-Emergency Contact Form will be completed with the new information and signed & dated by both staff and parent. A copy of the new Pick-Up Authorization-Emergency Contact Form Release will be filed in reception, classroom, and family support office.
5. In the case of an emergency, a parent may request by telephone for his/her child to be released to a previously unauthorized individual. The following questions will be asked by the staff to verify that the person requesting the release is in fact the parent:
· Classroom Name
· Child and Parent’s Full Name
· Child’s Date of Birth
· Parent’s Date of Birth
A child will only be released by parent phone verification to a previously unauthorized person when an illness or other unavoidable occurrence has impeded their ability to make a face-to-face change to the list of authorized individuals. All individuals picking up children for the first time will be asked for a valid picture identification and a copy of the identification would be kept on file. They will also be required to sign the child out of the classroom.
Attendance
Each participant is expected to maintain a minimum of 85% participation based on these requirements. Programs offered by Gads Hill Center are NOT “drop-in” programs. Parents are expected to notify the designated program contact when their child will not be in attendance. Low attendance (below 85% average) and absences without parent communication require staff follow-up as designated in the attendance procedures.
Children Services Department:
Center-Based Early Childhood and Partner Network: The Child must attend at least 85% of eligible days per month (no more than three absences per month).
HS/EHS Home Visiting: Family must participate in one home visit per week and two monthly socialization events (no more than one missed visit/socialization).
Prevention Initiative Home Visiting: Family must participate in two home visits per month and two monthly socialization events (no more than one missed visit/socialization per month).
Procedures:
Every enrolled participant is expected to meet the minimum requirements of each program stated above. Parents/guardians are expected to notify program staff of absences and provide a reason for the absence.
If a child is absent and the program has not been notified, program staff will contact the parent/guardian to ensure that the child is safe (from 10 am-11 am for center-based and partner networks). The result of this contract will be documented as a case note. Whenever a child misses three consecutive days due to illness, a doctor’s release note is required when the child returns to the program. The note should include the date that the child is medically cleared to return to the program.
Planned absences, such as vacations, must be documented in writing in advance. Vacation forms are available in all programs for this purpose. If a vacation exceeds one month, the child will be terminated from the program until their return. Intake staff and education staff must be informed when a child will take a vacation.
Follow-up:
Center-Based Early Childhood, Partner Network, and Junior Building Leaders:
If a child exceeds three absences per month, parents/guardians will be asked to schedule a conference with their family support specialist/case manager or the youth program specialist to discuss continued eligibility in our program. All absences must be recorded and documented in Earlybird and CARES.
If these absences are a result of the child’s illness or another emergency circumstance, the absences are considered excused. The situation must be documented in CARES/Earlybird and no special action is required. Any other absences, including temporary family situations that affect attendance (i.e., lack of transportation), are considered to be unexcused.
Family support specialists/case managers (HS/EHS/PI) or the youth program specialist (JBL) must initiate appropriate family support procedures for all children with three or more unexcused absences in one month. These procedures must include home visits or other direct contacts with the child’s parents/guardians. The goal of this contact is to provide resources and support to address family needs while emphasizing the benefits of regular attendance. If the child does not return within one month, the child must be terminated from the program and may be re-enrolled at a later time if space is available. All family contact must be documented in CARES/Earlybird.
If a parent/guardian does not notify the program of their child’s absence, the assigned family support worker/case manager (HS/EHS/PI) or youth program specialist (JBL) will contact the parent by telephone daily until the third day. If staff are unable to reach the parent/guardian by telephone after three days, the staff member must try to contact the parent through the United States Post Office with written notification.
If the family is unresponsive to the first written notification, within 5 business days, the family support specialist/case manager (HS/EHS/PI) or youth program specialist (JBL) will attempt to visit the family at the home address. If contact is made, staff will work with the family to keep the child in the program. If there is no contact after the visit to the home, a 2nd letter will be sent via mail notifying the family that the child will be placed on the program’s waiting list. If the parent/guardian does not respond within ten days, the child`s name will be returned to the center’s waiting list. All contact must be documented in CARES/Earlybird. Children who do not return within one month must be terminated from the program and may be re-enrolled at a later time if space is available.
In no instance shall a child be allowed to remain absent for any reason for more than one month without written permission from the Director of Children’s Services or the Director of Mental Health and Youth Programs.
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