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2021/2022 WEM School Age Child Care Handbook
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WEM School Age Child Care Handbook

***  2021/2022 School Year  ***

We are excited to kick off another school year of the school age child care program! We are thrilled to see all of our returning children and meet some new faces as well!

WEM School Age Child Care is a certified child care program for children in Kindergarten through age 12. We offer children the chance to make the most out of their time out of school with opportunities to explore new interests, learn new skills, and develop new friendships.

Flexible and affordable school-age child care programs are essential to support working families and provide enrichment and care for students. The state will continue to work with child care providers, school-age programs, schools, and all other child care settings to prioritize this need and incorporate guidelines and policies for the health and safety of all students and staff.

Take a look through the following pages that provide additional information, as well as some of the key components of our program. We are more than happy to answer all of your questions and would love to have your family join our program!

Mission Statement

The mission of WEM School Age Child Care is to nurture and educate children in a safe and positive environment that will promote social skills, physical development and intellectual growth through age-appropriate play, projects and activities  in accordance to the “Minimum Standards for School-Age Care Programs,” provided by the Minnesota Community Education Association (MCEA) as well as the guidelines set by the Minnesota Department of Human Services and Minnesota Department of Health. Fostering a solid foundation for lifelong success by focusing on the 4 key areas of WEM's Bucs Pride: Respectful, Responsible, Safe and Positive.

Contact

Jennifer Holicky

School Age Care Coordinator

507-362-4439 X235

jholicky@wem.k12.mn.us 

Jeff Boran

Community Ed Director  

507-362-4403

jboran@wem.k12.mn.us

Hours of Operation

Monday through Friday

Before School 6:30AM - 8:15AM

After School 3:00PM - 5:30PM

Select non school days

Location

Waterville Elementary

Registration Fee

$35.00 for one child, $50.00 for families with 2 or more children enrolled.

Registration

If after the start of the school year, email Jennifer at jholicky@wem.k12.mn.us to verify spaces are still available. Completed registrations must be received a minimum of two weeks prior to the first day child care is needed.

Parents/guardians must fill out the WEM School Age Child Care Enrollment Form and pay the registration fee for their child to be considered as registered.

Spaces are limited and will be given in the order completed registrations are received.

Enrollment Requirements

Activities

WEM S.A.C.C. provides a wide range of different activities throughout the year. Children will participate in activities focused on their social, cognitive, physical, emotional and language development. We focus on these domains of development through various activities carefully planned to accommodate the full age range of children we provide care for. 

Children will get opportunities to participate in; arts & crafts, STEM (science, technology, engineering and math), 4H, reading, games and sports, dramatic play, outside activities, independent homework time and more. We will spend time helping children learn more about social skills, building self esteem, and other character building skill sets.

Important information for day to day activities

Staff

S.A.C.C. is staffed by caring individuals who have experience in various fields. Background checks, first aid, CPR training, and continued staff development through workshops and training are required of all staff.

Under Minnesota State Law, all staff that work with children are required to report all suspected physical, emotional, or sexual abuse or neglect of children to authorities as mandated reporters.

Programs Guidelines for Supervision of Children

WEM S.A.C.C. maintains a student to staff ratio of no more than 15:1 and a maximum group size of 30 to ensure the ability of quality supervision for our students.

All staff are trained in active S.M.I.L.E. supervision techniques

Scan

Move

Interact

Learn

Encourage

Parent’s Responsibilities

Parents are responsible for:

It is the parents responsibility to inform all persons picking up and dropping off their child of all policies and procedures as written in the WEM School Age Child Care Handbook.

Parents: Please read and discuss the following items with your child:

1. Be kind.

2. Be responsible and accountable for your actions while making safe choices.

3. Respect the personal space of others – keep hands, feet and objects to yourself.

4. Respect school property and the property of others.

5. Use appropriate language at all times.

6. Tell the truth.

7. Listen and follow directions.

8. Remain with a staff person at all times.

9. Have a positive attitude.

10. Have fun!

Philosophy of Child Guidance and Discipline

Staff will be encouraged to use positive techniques to guide the behavior of children by giving positive attention, setting appropriate limits, and using appropriate discipline methods following school wide PBIS. Some of the tools that we may use are; redirection, logical consequences, participation in the solution, conflict resolution, natural consequences and/or having the child take a break.

For behaviors that repeat throughout the day without change despite the attempts of staff to redirect and modify the behavior, a behavior slip will be given. If the behavior continues parents/guardians will be contacted to come and pick up their child for the day and a suspension from childcare may occur.

If the child continues the behaviors upon return the S.A.C.C. coordinator will report to the Director of Community Education, the parents/guardians will be contacted to discuss the behaviors and determine a plan to work through the issue.  Childcare services may be terminated if the behavior continues.

WEM School Age Child Care reserves the right to request dismissal from the program if the child’s needs or those needs of the other children are being compromised.

Reasons for disciplinary action include but are not limited to

Behaviors such as insubordinate behavior; unwillingness to participate in group activities and follow the daily schedule;  verbal or physical abuse to other children or staff; fighting; threats; bullying; “running away” from staff and/or the designated area; outbursts; yelling; inappropriate language or actions; destruction of property;  refusal to properly wear a mask or other behaviors that compromise a safe and positive environment for all students will result in disciplinary action which may include verbal warning, behavior slip, calling parents to pick up child, suspension or termination. Disciplinary action steps may be skipped depending on the severity of the behavior. WEM School Age Child Care reserves the right to determine disciplinary actions on a case by case basis taking into account the safety of all participants. Charges will be assessed following scheduled hours for behavior leaves resulting in required early pick up or suspension.

Bucs Pride

The school wide PBIS (positive behavioral interventions and supports) Bucs Pride program exemplifying our core values of: RESPECTFUL, RESPONSIBLE, SAFE AND POSITIVE will be implemented throughout the S.A.C.C. program. The school age child care staff strives to provide an environment focused on these core values. Each child will be taught expectations of conduct and be reminded to follow these expectations while in the program. Teaching the core values will allow students in our care to form a foundation that they can build upon through all aspects of their lives.

Programs Commitment to Serve Children with Special Needs

WEM S.A.C.C. welcomes all children and is committed to providing developmentally appropriate school-aged learning and experiences that support the growth of each and every child, within our abilities. We believe that each child is unique and work in partnership with families, staff and other professionals involved with the child to provide the support every child needs to reach their full potential.

If your child has special needs (including disabilities, medicinal requirements, behavioral conditions, or child custody concerns etc.), please indicate these on the enrollment form. A copy of the child’s IEP is also requested to be provided by the parents to the school age child care coordinator to better serve your child. The IEP will only be shared with the appropriate staff members.

One-on-one paraprofessionals are not available within the S.A.C.C. program. Children must possess the ability to meet enrollment requirements and will be expected to adhere to the discipline policy.

No child will be denied acceptance unless his or her presence would pose a significant risk to himself or herself, or to the general population or an overall disruption to the program, as determined by the staff. However, if S.A.C.C. cannot meet the child’s need through reasonable accommodations, the placement cannot be accepted. Decisions are made on a per case basis.

Family/Staff Communication

WEM S.A.C.C. values the communication shared between us and the families of the program. This communication helps us in many ways.  We hope that parents also value this communication as it helps provide the best experience possible for your children while they are in our care.

Drop off and pick up time work great for quick communication if a group activity is not going on, if you would like to discuss anything more in depth we encourage you to set up a meeting/phone call with the school age care coordinator at any time throughout the year.

SeeSaw App

SeeSaw is a great tool for communication between parents and staff. All parents will receive instructions on how to use the app. Of course you are not required to participate but it is a highly effective form of communication and we strongly encourage all families to utilize the app.

Family Input

We like to hear how we are doing as well as if there is something that we can do to better accommodate your family.  We will request that all families fill out a Parent Survey during the school year. Your feedback is greatly appreciated!

We encourage input from all families.  The staff/parent/guardian relationship greatly impacts the success of our program.  Your suggestions, ideas and concerns are always welcome.  In fact, all of these things help to improve our program.  In addition to the family survey’s parents may request a meeting at any time with the school age care coordinator or share your suggestions, ideas or concerns by emailing the school age care coordinator.

Important Dates

2021/2022 SACC Begins - Wednesday, September 8th

Non School Day SACC offered - Thursday, October 21st

Non School Day SACC offered - Friday, October 22nd

Thanksgiving - SACC closed November 25th and 26th

Christmas/New Years - SACC closed December 24th through December 31st

Non School Day SACC offered - Friday, January 21st

Non School Day SACC offered - Monday, February 21st

Non School Day SACC offered - Friday, March 25th

Non School Day SACC offered - Wednesday, April 13th

Non School Day SACC offered - Thursday, April 14th

Non School Day - SACC closed Friday, April 15th

Non School Day - SACC closed Monday, April 18th

Last Day of 2021/2022 SACC - Friday, May 27th

*dates subject to change with any changes to the district calendar

Attendance

Please notify the school age care coordinator in advance if your child will be attending at a time different than what is scheduled or will be absent and fill out the absent form in advance when not attending. SeeSaw is the best tool to use for getting attendance messages to the school age care coordinator.

 

Notifying the Elementary School Office and/or classroom teacher is not sufficient.  If a child does not arrive as expected, staff will investigate immediately. Attempting to contact parents/guardians, if necessary as well as law enforcement.  

If a child consistently does not attend a day registered this day may be removed from your childcare agreement.

On the third no show without advance notices services will be terminated, this is for the safety and well being of the children. “No show” is defined as any absence without advance notice of submitted absent form.

*No fees will be charged to students who are in quarantine/isolation by following COVID guidelines if advance notice is given and the absent form is filled out prior to the time the child is scheduled to attend.

If a child is often absent or not following their schedule, the S.A.C.C. coordinator will contact the parents/guardians to determine an accurate schedule to keep the child enrolled in the school age child care program. If an accurate schedule cannot be provided, childcare services may be terminated or family will need to switch to drop in care for any days childcare is needed.

Scheduling Options

Set Schedule - minimum of 2 days a week

Same days each week, scheduled drop off and pick up times for each different day of the week.

You are committed to those days and times for the entire year.

No credits given for days missed.

Daily Rates

$11.00/day for the first child.

$10.00/day for each additional child

           Flex Schedule

                   Varying days/times from week to week - minimum of 1 day per week

A monthly calendar will be due by the 20th of the prior month.

No credits given for days missed once the calendar has been turned in.

Daily Rates

Drop in Care

Families needing care on an as needed basis only or families using the set schedule or flex schedule option who need care on a non registered day. Pre approval required prior to drop off.

Subject to availability. There is no guarantee drop in spaces will be available on any given day due to student to staff ratios and max group sizes.  

Daily Rates:

Non School Day Care: $35/day

ALL scheduling options, including drop in care, must have completed enrollment form submitted and registration fee paid.

Full time child care is defined as 5 days a week. Part time child care is defined as 4 or less days a week.

"Non registered day" any day not selected on the enrollment form and/or indicated on the monthly flex schedule by the schedule due date.

S.A.C.C. will do our best to honor any schedule changes, but due to limited space and student to staff ratio we cannot guarantee spots will be available for additional days and times not on the enrollment form. Requests for permanent schedule changes need to be made a minimum of two weeks in advance and require a new schedule form to be completed.

Families must provide a two-week written notice in the event they decide to terminate the contract. Two weeks of child care fees will be charged if no notice is given.

Set Schedules

Minimum of two days a week. You are committed to the days and times on your enrollment form for the entire year. If a permanent change needs to be made or you are withdrawing your child from the program, a 2 weeks notice is required.

It is important you are as accurate as possible with your child's schedule to ensure proper student to staff ratios, appropriate planning of the daily schedule, accurate supplies for activities, minimal disruptions during group activities and smooth transitions for children.

Accurate schedule is defined as pick up and drop off within 15 minutes of scheduled time and absent no more than once per week unrelated to illness/quarantine.

If your child’s drop off or pick up time will be more than 15 minutes earlier or later than what is scheduled or if your child will be absent the child care coordinator must be notified in advance and the appropriate form must be submitted. SeeSaw works best for this. If a family using the set schedule option does not follow the schedule submitted and does not give advance notice of changes in pick up and drop off time 1.) Fill out a schedule change request form to make appropriate changes to the schedule. 2.) If an accurate schedule can not be provided, childcare services may be terminated.  

No credits given for days missed. If your child is consistently not attending a day selected on the enrollment form, this day will be removed from your schedule agreement as determined by the school age child care coordinator. Drop in care will then be used  if needing care on said day. “Consistently not attending” is defined as attending less than 2 times per month. Families who select the set schedule option and do not attend as scheduled (absent more than 1 session per week unrelated to illness/quarantine) will need to switch to the flex schedule or drop in care option for the remainder of the school year after consistent weeks of multiple absences.

Drop off before scheduled time without prior approval will not be accepted due to student to staff ratios.

On the third late pick up after scheduled time services may be terminated.

If needing care on a day not selected on your enrollment form, pre approval must be requested before your child attends and drop in rates will apply.

All families using the set schedule option will be given 1 weeks vacation (Monday - Friday) at no cost. The absent form must be submitted 2 weeks in advance, indicate "vacation week" as reason for absence for the weekly rate for that week to be waived.

Flex Schedule

Calendars are due no later than the 20th of the prior month. If the calendar is not received by the deadline, pre approval must be requested before your child attends and drop in rates will apply.

Flex Schedule A - different days from week to week with set drop off and pick up times

Flex Schedule B - same days each week with no set drop off or pick up time.

Minimum of one day a week is required. If a child is not scheduled to attend any given week,  1 days rates will be charged for that week.

No credits given for days missed once the calendar has been turned in. If your child is consistently not attending a day selected on the enrollment form, this day may be removed from your schedule agreement as determined by the school age child care coordinator. Drop in care will then  be used  if needing care on said day. “Consistently not attending” is defined as attending less than 2 times per month.

If needing care on a day not selected on your enrollment form, pre approval must be requested before your child attends and drop in rates will apply.

If you decide to withdraw your child from the program a 2 weeks notice is required.

Flex Schedule A-

It is important you are as accurate as possible with your child's schedule to ensure proper student to staff ratios, appropriate planning of the daily schedule, accurate supplies for activities, minimal disruptions during group activities and smooth transitions for children. Accurate schedule is defined as pick up and drop off within 15 minutes of scheduled time or advance notice of schedule change and absent no more than once per week unrelated to illness/quarantine.

Drop off before scheduled time without prior approval will not be accepted due to student to staff ratios.

On the third late pick up after scheduled time services may be terminated.

Invoices

Set Schedules

Flex Schedules

Drop in Care

Payments

WEM School Age Child Care does accept CCAP payments from select counties.

Please contact the SACC Coordinator to set this up if needed.

Family Payment Ledger

All families will receive a family payment ledger for 2021 by January 31st, 2022 and a family payment ledger for 2022 by January 31st, 2023. Family payment ledgers will be sent home in family folders, through the child’s classroom teacher if no longer enrolled in S.A.C.C, or mailed to the address on the enrollment form if the child is not attending the district in January.

Child check in & release Policy

Late Pick Up

Early Dismissals and Late Starts

school remains in session all day, S.A.C.C. will remain open until 5:30 p.m. However, we encourage parents to make pickup arrangements as early as possible for the safety of the children and staff.

**Credit is not given for days or time missed due to emergency closings.

Please make sure your information is current on the Instant Alert system so you are up to date on all schedule changes.

WEM School Age Child Care reserves the right to close due to extreme weather as necessary.

Severe Weather

On scheduled school days S.A.C.C. will follow the late start early dismissal policy according to any changes in the school schedule made by the district. On non school days the community education director and school age care coordinator will make a decision based on road conditions for the safety of our staff and families if S.A.C.C. will need to close or adjust hours.

Food & Nutrition

Health and Wellness relating to COVID19

Masks

Update 2/28/2022

Effective March 1st, 2022 masks are recommended for all SACC participants (staff, students, and anyone dropping off or picking up children from SACC) regardless of vaccination status.

Types of allowable face coverings include:

* Paper or disposable mask

* Cloth face mask

* Scarf

* Bandanna

* Neck Gaiter

* Religious face covering

The covering should cover the nose and mouth completely, should not be overly tight or restrictive, and should feel comfortable to wear.

Any mask that incorporates a valve that is designed to facilitate easy exhaling, mesh masks, or masks with openings, holes, visible gaps in the design or material, or vents are not sufficient face coverings because they allow droplets to be released from the mask.

Face coverings may be removed  in the following situations:

* Face coverings may be temporarily removed to eat or drink, but care should be taken to maintain as much space as possible between people.

* People may be required by staff to briefly remove their face covering for the purposes of checking identification.

* When communicating with a person who is deaf or hard of hearing.

A face covering is recommended in outdoor spaces when it is difficult or not possible to maintain social distancing.

Key Messages about face coverings

*Be careful not to touch your eyes, nose, and mouth while wearing face coverings to prevent potential contamination.

*Wash your hands thoroughly before putting on a face covering.

*Remove your face covering carefully and wash your hands thoroughly after removing.

*Wash the face covering after each use.

*Wearing a face covering does not replace the need to continue frequent hand washing, avoiding touching the face, and practicing social distancing, which are our best tools to help prevent the spread of illness.

*Face coverings do not provide adequate protection for others if a person has symptoms compatible with COVID-19. Ill persons should stay at home.

Medication administration

Sunscreen

If you would like your child to wear sunscreen during outdoor play, you must provide a bottle of sunscreen labeled with the child’s first and last name. (Permanent marker written on masking tape or a label works best, marker written directly on the bottle tend to disappear due to the oils in the sunscreen.)  Children will apply their own sunscreen under staff supervision and must have a sunscreen permission form on file before they will be allowed to apply sunscreen at S.A.C.C.

Allergies

If your child has an allergy, it is important that we are notified. We also ask that if it causes a major reaction, an epipen is provided in case of exposure. If a child is exposed to the allergen parents/guardians will be notified as soon as possible and proper care will be given to that child per an allergy plan.

Accident & injury recording and reporting

WEM School Age Child Care works hard to ensure the safety of the children in our program, however sometimes accidents happen. If an accident and injury happen an accident/injury form will be filled out and copied so that we have one in the child’s file as well as a copy for the family. These forms will be filled out for any accident and injury that may result in large bruise/bump, head injury, sprain, broken bone, or other serious injuries. All major injuries will result in parent/guardian contact.

If an injury is serious parents/guardians will be contacted as soon as possible to pick up their child. If a major incident happens which requires emergency care, 9-1-1 will be called.

WEM School Age Child Care does not have a registered nurse on staff.

All employees are trained in first aid and CPR.

Illness Policy

Parents are responsible for keeping ill children home and notifying the school age care coordinator when their child will be absent. If a child becomes ill while at S.A.C.C., they will be isolated from the other children. Parents are responsible for making arrangements to have their child picked up WITHIN THIRTY MINUTES. In the event that staff cannot reach a parent/guardian, an authorized emergency contact person (as indicated on the enrollment form) will be called to pick up the child.

All participants must complete the self screening thoroughly each day before attending.

The primary reasons for exclusion from child care are that the condition:

Children may return to S.A.C.C. following guidance below and when symptoms have improved.

A child with any of the following must be excluded from child care

“Symptoms have improved”

a person no longer feels ill; they can do their daily routine just as they did before they were ill, and any remaining symptoms, such as a cough or runny nose, are very mild, or infrequent.

Exposure to communicable diseases MUST BE REPORTED to the school age child care coordinator immediately. In the case of infectious or communicable disease, families will be notified the same day the program is made aware of a child’s contagious reportable disease as listed in MN statute 4605.7040

A child may not attend S.A.C.C. if any of the following are true  

COVID19 more common symptoms

COVID19 less common symptoms

For a person who is experiencing only one symptom from the list of less common symptoms.

  1. Evaluate the symptom to decide if the person is well enough to attend.
  2. If they are well enough, the person may attend or stay.
  3. If they are not well enough, the person must stay home or be sent home.
  4. If the person goes home and does not get additional symptoms, they can return 24 hours after the symptom has improved without the use of medication. If the person goes home, they should consider an evaluation from a doctor/health care provider and/or getting a COVID-19 test.
  5. If the person gets an evaluation and/or a COVID-19 test, they must follow the isolation guidelines.

For when the person has one more common symptom or at least two less common symptoms, when a person has any symptom while under quarantine, or when a person who started in the first path decides to get an evaluation from a doctor or other health care provider and/or get a COVID-19 test.

  1. The person stays home or is sent home, and their siblings or household contacts stay home or are sent home.
  2. If the person does not get an evaluation from a doctor or another health care provider or get a COVID-19 test, they must stay at home away from others (isolation), including those who live in the house if possible, for at least 5 days starting from the time their symptoms started and until their symptoms have improved and they have no fever for 24 hours without using fever-reducing medications. Siblings and household members must also stay home during that time.
  3. If the person is told by their doctor or other health care provider that their symptoms are from something else (alternate diagnosis), and not from COVID-19, they can return after their symptoms have improved and 24 hours fever free without medication with a written note from the health care provider that includes an alternate diagnosis explaining symptoms. Siblings and household members can return once alternate diagnosis is received as long as they are symptom free.
  4. If the person receives a negative test for COVID-19, they can return after symptoms have improved and 24 hours fever free without fever reducing medication. Siblings and household members do not need to stay home once the negative result is known as long as they are symptom free.
  5. If the person tests positive for COVID-19, follow isolation guidelines. Siblings and household members follow quarantine guidelines.

For people who have close contact with someone who tests positive for COVID-19 , follow quarantine guidelines. A close contact is ANY person who lives in the same household as a person who tested positive for COVID-19 OR someone who has been within 6 feet of a person who has COVID-19 for a total of 15 minutes or more in a 24 hour period.

WEM reserves the right to update the illness policy at any time

in accordance with new information from the Minnesota Department of Health.

By enrolling your child in S.A.C.C., you are agreeing to follow the WEM School Age Child Care illness policy and are required to notify the S.A.C.C. Coordinator of any symptoms listed your child has. Failure to complete the daily self screening may result in termination of childcare services.

If your child is fully vaccinated for COVID-19, WEM S.A.C.C. requires a copy of their vaccination card for their file. WEM School Age Child Care does not require students to be vaccinated for COVID-19

Important note: As a certified child care center WEM School Age Child Care is required to follow guidelines from the Minnesota Department of Human Services. These policies may be different from the general district policies. For questions relating to the classroom, please reach out to Amber Karels, the school nurse.

Pandemic Planning 

Under the pandemic planning provision of the Minnesota Human Services Licensing Act, child care license holders are required to comply with the following MDH guidance and recommendations for child care settings:

Report cases of COVID-19 to the Minnesota Department of Health (MDH). Minnesota Rule 4605.7070 requires any person in charge of any institution, school, child care facility, or camp to report cases of COVID-19 to the Minnesota Department of Health (MDH).

Notify the parent/guardian of a child who is identified as a close contact of someone who tested positive for COVID-19.

Exclude/quarantine children and staff with symptoms of COVID-19 and anyone who test positive for COVID-19 and those who have had close contact with someone who receives a positive test result  Identification and quarantine plays an important role in minimizing the spread of COVID-19.

All licensed child care providers are required to follow the three directives listed above as a part of licensing compliance. DHS may issue licensing actions including correction orders, fines, conditional licenses, revocations, and suspensions to providers who do not comply with the MDH guidance and recommendations related to COVID-19 as specified above.

Resources

https://www.health.state.mn.us/diseases/coronavirus/schools/youthiso.pdf

https://www.health.state.mn.us/diseases/coronavirus/schools/youthquar.pdf

https://www.health.state.mn.us/diseases/coronavirus/schools/plan.html

https://www.health.state.mn.us/diseases/coronavirus/sick.html

https://www.health.state.mn.us/diseases/coronavirus/close.html

Stay Connected

SACC Website School Age Child Care (SACC) - Waterville-Elysian-Morristown School District

SACC Parent Facebook Group WEM S.A.C.C. Parent Group

LIKE WEM School Age Child Care on Facebook WEM School Age Child Care

This handbook may be changed or amended during the year.  

Enrolled families will be notified of any changes in writing.

1/16/2022