Parent Policies

Where to Find Parental Information

Monthly Newsletter
Parent Information Board
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After School Clubs, Inc. is committed to equal opportunity for all persons in its programs, activities, and employment policies regardless of race, color, gender, creed, religion, age, ancestry, natural origin or parental status, economic circumstances, medical status, and physical or mental abilities.

Child Abuse Neglect Reporting

ASC’s prime concern is the well being of the children within our programs. No form of abuse is permitted at any time a child is in the care of ASC and will be cause for immediately dismissal if it occurs. Any staff person witnessing abuse by another staff member or volunteer must take steps to remove the child from the situation immediately, report the incident to Social Services, and report the occurrence as quickly as possible to the Assistant Director or Executive Director.

Obligation to Report: Staff may also witness abuse on the part of a parent or other caregiver or see evidence of abuse or neglect as they work with a child. By State Law childcare workers are mandatory reporters. Whenever a staff has reason to believe that a child in our care has been subject to abuse or neglect or is threatened with abuse or neglect, they must report that conclusion and the reason immediately to Social Services and then to the Director and or Executive Director.

Hours of Operation

Breakfast Club: 7:00-7:50 A.M.

After School Club: 2:50-5:45 P.M.

Summer Club: 7:00-5:45 P.M.

Non-School Days: 7:00 A.M.-5: 45 P.M.

All ASC programs are closed on the following scheduled days:

Labor Day
Thanksgiving Day
The Friday following Thanksgiving
Christmas Eve
Christmas Day
New Year's Eve
New Year’s Day
Good Friday
Memorial Day
Fourth of July
One week before school begins (this varies due to the first day of school)

This schedule is subject to change with notice.

Late Payments & Notices

1st Notice: sent Wednesday, payment due by Friday

2nd Notice: sent following Monday; $5.00 fee, payment for 2 weeks due by Friday

3rd Notice: sent on Friday; $10.00 per day charge until payment is received or other arrangements made.

4th Notice: Termination and/or legal action

Continual late payments may result in termination from program.

Extra Charges

Registration Fee $50 per child/ $75 per family
Phone Call: $2.00 per call
Swimsuit Rental: $3.00

Lunch Fee: $5.00
Returned Checks: $25.00 + amount of check

Late/Early Fees:

$1.00 per minute per child (The wall clocks in the cafeteria or classrooms will be used to determine the correct time.)

Full Day Extra Charge (per level)

Field Trips-varies

Permanent Schedule Changes

Families sign a contract for the school year and/or summer. ASC uses these contracts to set staffing and childcare schedules. Once a contract is signed and turned into ASC, the child’s schedule is set for that period and changes or modifications may only be requested and approved in certain situations.

In the event a situation occurs in which a family needs a permanent schedule modification, families must submit a written request. Such notice shall include the requested schedule modification, reason for the requested modification and must be given at least two-weeks in advance. Schedule modifications will only be considered in the event of a family moving out of the Oregon School District or in the event of a significant change to family dynamics (i.e. job change or loss, divorce, separation). The ASC Executive Director has the discretion to allow schedule modifications in the event of other major family events that are not listed above.

In the event a permanent modification is granted, the child’s permanent schedule change will take effect as of the date determined by the ASC Executive Director, taking into account the reason for the permanent schedule modification.

Vacations

ASC typically undergoes a tuition rate increase every two years. However, the ASC Board made the decision to forego a rate increase for families this year. In connection with the decision not to increase tuition rates, the board has approved a modification to the vacation policy that will assist with the rising costs of providing the high quality of care and programming offered by ASC. Beginning June 12, 2023, full and part time ASC families will receive one (1) week of vacation that can be used during the school year and one (1) week of vacation that can be used during the summer. The one week of vacation that is available for the school year must be used during the school year. Families will still need to fill out a Vacation Request Form and submit to the ASC office one week in advance of vacation days or email the ASC Directors. Additionally, families signed up for summer only positions will continue to receive no vacation time and for those families that are new to ASC starting in a summer session will be eligible for vacation starting with the school year.

A "week" constitutes what your child is scheduled Monday - Friday.

Regularly, full time, enrolled children will receive the following vacation days:

School Year: 1 week

Summer:1 week

Fees & Billing

If you are unable to afford regular tuition, there are a few options available.

Apply for the June Venden Scholarship fund. Applications available in the office.

Parent Involvement

Here are a few ideas to stay engaged with your child through After School Clubs, Inc:

Take some time each day to talk with your child’s teacher, even if it is just to say “Hi!” Request a conference with your child’s Teacher or the Executive or Director if you feel it will help make your child’s experience here better.
Join the After School Clubs Board of Directors or join a Committee.
Make suggestions or comments as to how we can be a well-rounded program for your family.
Volunteer for fund-raising activities or chaperone on a field trip. We have each family complete a WI background check each school year to participate. Once this form comes back completed we input the pertinent information into the WI Caregiver website. The Executive Director will call the parent/guardian once it has been successfully viewed and cleared to volunteer at ASC. You go FREE on a field trip!
Check the Parent Information Board, the dry erase board and your child's group table EVERY DAY! This will keep you abreast of activities that will be taking place at ASC.
Donate recyclable materials left over from your office or home. We love to use them for various projects
JOIN US ANYTIME! Stop by early or spend the entire day with your child. Their Teacher will love the help and your child will thrive on the extra attention. If you can’t spend the entire day, just join us for lunch.
Be active in your child’s childcare experience and you will get the most out of it. We promise!

Goals of ASC

The ASC Staff understands the importance and impact this program has on youth. When creating programming and leading activities we keep the following goals in mind:

Developing greater self-confidence and a sense of independence.
Encouraging respect of self, others and our environment.
Developing a sense of teamwork, group decision-making and a spirit of cooperative living.
Providing opportunities for encouraging personal growth through exposure to positive role models.
Providing safe and healthy outdoor and indoor fun in a caring, supportive environment.

Staff

All After School Clubs staff must meet Wisconsin State Licensing requirements for their position. They are involved in on-going staff development training. All staff are trained in CPR, First Aid, AED and Universal Precautions. All staff must adhere to all State Licensing Rules and Regulations.

Click Here to Meet Our StaffClick Here to Meet Our Staff

Enrollment vs. Drop-in

When you enroll, a space is reserved for you year-round until you inform us in writing of your child’s termination.

Enrollment means:

Spot reserved for your child.
Lower rates
Tuition due when child is absent, holidays, school vacation days, in-service days and snow days.

Drop-in is only for enrolled families who would like to take advantage of ACS during days not regularly scheduled. It is subject to the following:

Space permitting
Notification required
Slightly higher rates
Tuition due only for dates requested

Tuition Payment

Payment is due by Friday at 5:45 P.M. each week. If your family has decided that monthly billing is the best, please be sure that payment for the month is paid no later than the first day of that month. Payments should be dropped off in the drop box located on the wall next to the office door entrance or sent to After School Clubs, 276 Soden Drive Oregon, WI 53575.

If your tuition payment is not paid in a timely fashion, services could be discontinued. Failure to follow the agreed upon plan could result in involving collection services, making your contract with ASC null and void, and thus terminating childcare services for your family at ASC.

Tuition Express payments will be processed on the first of every month.

Receipts for tuition and year-end tax information are available upon request.

The Breakfast Club

Join us for a nutritious breakfast and some early morning fun and games. ASC provides a Breakfast Club for those early risers who want to get a head start on the day. The club meets in the morning from 7:00 A.M. to 7:50 A.M., Monday through Friday during the school year. A tasty breakfast is served and entertaining activities/free-time is provided during this period. If your child has any special dietary restrictions, please inform the ASC management team to make healthy alternatives for your child. The Breakfast Club staff will assure that your child/ren arrive to their school classes on time.

Please note: Children may not arrive before 7:00 A.M.

The After School Club

After a hard day at school, join the After School Club and unwind with a snack, games, creative projects, gross motor time, quiet time, and field trips. The after school program is available during the school year and meets from 2:50 P.M.-5:45 P.M., Monday through Friday in the Netherwood Knoll Cafeteria.

Bus Transportation: From Brooklyn Elementary (BKE), Rome Corners Intermediate (RCI) & Forest Edge School (FES)

ASC utulizes OSD bus drivers to transport our children/youths that are enrolled from Brooklyn Elementary (BKE), Rome Corners Intermediate (RCI), Forest Edge School (FES) to take them to the After School Club (ASC) site located at Netherwood Knoll Elementary (NKE).

The bus from BKE is #26 with Jamie as the driver. This bus arrives to ASC/NKE at 3:20 P.M.
The bus from RCI is #3 with Adam as the driver. This bus arrives to ACS/NKE site by 3:15 P.M.
The bus from FES is #11 with Kerri as the driver. The buss arrives to ACS/NKE site by 3:30 P.M.

When children/youths get off the buses, An ASC staff member will meet the busses in the back parking lot to bring them into the building.

In-service/Vacation Days

In addition to the regular after school care, the After School Club is open on In-service, Conference, and School Vacation Days for optional full day care. All ASC programs meet in the Netherwood Knoll Elementary (NKE) cafeteria. These full days will include special themes and field trips whenever possible. There is an additional charge for care on these scheduled no school days. Children need to be signed up for these days in advance. Children that are not signed up by the deadline will incur an extra $10.00 late sign up fee. Any schedule change after the deadline will be charged regular tuition and add-on fees. If your child/youth was scheduled for any full day(s) and or field trip(s) and your child/youth is unable to attend for any reason, families are still obligated to pay the additional fees.

Children will need to bring a cold lunch and drink on these days. If we need to make your child a lunch you may incur a lunch fee of $5.00.

Parents must inform Directors if their child will stay behind at least one week prior to the field trip or the by the deadline for each full day to ensure proper staffing is available. We ask that you ask your child/youth if they want to attend the trip or not because once the deadline is over we do not change what the sign-up sheet states. This causes too much confusion for our children, staff and the facility we will attend for the trip. If you signed your child up for a non-school day and/or field trip and they are unable to attend, you are still obliged to pay for these additional fees. We do not change the field trip roster of attending or staying behind from the trip after the deadline has passed. If a field trip changes due to weather, parents may call the office to find out the alternate location.

The Summer Club

Fun, excitement and adventure are waiting for you at the ASC Summer Club. Join our energetic staff for fun-filled summer days from 7:00 A.M.-5:45 P.M. ASC provides free choices, gross motor time, planned activities, field trips, projects, quiet time, and outdoor fun. Special activities and field trips are planned throughout the summer. Children are welcome to attend the Oregon School District Summer School Program at OHS. ASC will contract out with the OSD Transportation Specialist to provide bus transportation with our ASC Summer School Specialists to attend classes that families choose for their children/youths. Children can walk to classes in Prairie View, Netherwood Knoll, Oregon Pool, and the playground if they are eight years old after signing out and checking in with one of our ASC staff members or if they are under eight years old, they will walk with our Summer School Specialists to and from each class. Each child is signed out and then back into ASC when they depart to these special classes. This way we can account for every child in our program. Transportation is not provided to classes outside of the elementary schools.

Children are served both a morning and afternoon snack. Children will need to bring a cold lunch and drink on these days. Children may sign up to stay on-site for field trips at the beginning of the summer or at least one week prior to each field trip. If a field trip changes due to weather, parents may call the office to find out the alternate location. The alternate may be a movie at a theater or an indoor activity. Children who requested to stay on-site will remain on site if changes are made.

What to Bring, What to Leave at Home

Things to Bring

Adequate, labeled clothes for weather play and projects
Swimsuit, towel, toiletries on swimming days
Lunch & drink on full days
Toys or games that you are willing to share
ASC does not accept responsibility or liability for lost or broken items.

Things Not to Bring

Money on Field Trips
Expensive Personal Items
Weapons or Toy Weapons
Lost & Found is located in the ASC office and by the NKE office. Please check for missing items. Unclaimed items will be donated to charity.

Part-Time Schedules

A part time schedule consists of a child scheduled for the same days each week, a minimum of two days are required to be able to provide the continuity of care for each child. The day(s) available are due to the number of openings in each group.

Pick-Up and Drop-Off

You must sign your child out in the sign in book and list the time when you pick them up. You must inform the staff in advance if someone else will be picking your child up. They must be listed as an authorized pick-up in your child’s file or we need written notice. A substitute pick-up may be asked for a picture ID if staff has not previously met this person.

When your child arrives to ASC, they must sign-in at their designated group’s table. The management team then checks and rechecks each signin book to account for every child. If a child does not sign-in, the child’s parents are called immediately trying to find the child. If a parent cannot be reached, the management team will call the school secretaries to see if they have been told where the child went after school. Larry Mayo the District Office Transportation Specialist may be called to check to see if the child was dropped off at the child’s home. There are times that the bus will return to ASC after its regular scheduled bus routes to drop off a child that accidentally went home instead of going to ASC after school.

Each child must be accounted for each day. The management team will leave messages at home, work, cell phones until ASC management is notified about where the missing child is for the day. If the management team needs to call to see where your child/youth is that is scheduled for the day at ASC, we do assess a $2.00 phone call fee each time a family does not update the ASC management team/staff.

When you pick up your child for the day, you must sign your child out stating that you are leaving the premises of ASC with your name and date of time of your departure.

It is imperative that you call ASC office at (608) 835-9808, or by email to lisagits@afterschoolclubs.org, jamie@afterschoolclubs.org, joleen@afterschoolclubs.org preferably by 2:00 P.M. each day to inform management that your child will be arriving late or will not come for the day. On non-school days or during the summer session every child must be accounted for by 8:00 A.M. If a child does not show up by 8:00 A.M. and an email or phone call was not given to an ASC staff member, the management team will call each family to account for them in our program. If you will be later than 8:00 A.M. on these days, please call us at (608) 835-9808 or email us with any changes or updates. Please make sure that the email was acknowledged by one of the Directors if sending an email. If the management team needs to call to see where your child/youth is that is scheduled for the day at ASC, we do assess a $2.00 phone call fee each time a family does not update the ASC management team/staff.

Medications

Please bring any medication for your child directly to the ASC office. Children are not allowed to carry medications. An “Authorization to Administer Medication” form must be completed for all medication(s). All medications must be in the original container and properly labeled with your child’s name clearly printed on the container along with the expiration date of the medication as well as with the physician’s name and phone number clearly labeled on each medicine.

Inclement Weather Days

Breakfast Club

If school is delayed, there will not be Breakfast Club.
If school is canceled, there will not be Breakfast Club.

After School Club

If school is delayed, After School Clubs will be open as usual.
If school is canceled, After School Clubs would be closed for that day.
If school closes early, After School Clubs would be closed for that day.

Non-school Days At After School Clubs

If there is inclement weather on a non-school day, the Executive Director, will make the decision to close, if necessary. If ASC would close, the radio stations of Magic 98 and WIBA AM radio would be notified along with the local TV stations of channel 3, 15 and 27.

Reporting Absence & Illness

Notify ASC when not attending. A 24-hour answering machine is available at our After School Club’s office at 608-835-9808 or you may e-mail to lisagits@afterschoolclubs.org, jamie@afterschoolclubs.org or joleen@afterschooclubs.org The school district does not inform ASC of absences. Parents are responsible for regular tuition in the event of an absence. If we need to call you to locate your child, you will receive a charge of $2.00 per phone call.

On non-school days or during the summer session every child must be accounted for by 8:00 A.M. If a child does not show up by 8:00 A.M. and an email or phone call was not given to an ASC staff member, the management team will call each family to account for them in our program. If you will be later than 8:00 A.M. on these days, please call us at 608-835-9808 or email us with any changes or updates. Please make sure that the email was acknowledged by one of the Directors if sending an email.

Behavior/Discipline Policies

Children are expected to respect each other, staff and property.

Discipline Methods Used by ASC:

Positive guidance
Redirection
Establishment of clear, concise, and reasonable limits

Consequences that may occur:

Short time outs/ sit and think
Revocation of special privileges
Referral: Five-step process:

1st Referral
2nd Referral
3rd Referral=1 day suspension without refund
4th Referral=3 day suspension without refund
5th Referral=Expulsion without refund (at discretion of Administrative Staff)

Referrals will be given to parents to read, sign and return. It will be placed in the child’s file. If the situation permits, parents are encouraged to conference with the respective teacher(s) and the director. ASC will make every effort to meet the needs of each child.

Injuries & Medical Assistance Needed

All injuries are cared for in accordance with first aid procedures. Children requiring critical medical care will be transported via EMS to the nearest medical facility. Parents will be notified if their child has sustained an injury by phone.

Dismissal

Dismissal may result from the following:

Failure to follow the policies in this handbook.
The needs of the individual child cannot be adequately met with our available resources.
After a 5th written referral.
Parents or Children are abusive or disrespectful toward staff in any way.
Parents are abusive or disrespectful towards children other than their own.

Grievance Procedure

Communicate with your child’s teacher daily.
Speak with the Executive Director/Directors.
Speak with the Board of Directors; a list is available in the office or on the Parent Board.

Snacks & Meals

Child Nutrition Programs of the U.S. Department of Agriculture are available to all children regardless of race, color, national origin, sex, disability, or age. Any person who believes that he or she has been discriminated against in any USDA related activity should write immediately to the Administrator, Food and Nutrition Service, 3101 Park Drive, Alexandria, VA 22302.

On full days, a snack is served from 7:30-8:30 A.M. Daily snacks are given to children at 3:00-3:50 P.M. Four of the groups at NKE go to snack from 3:00-3:30 and the other 4-5 groups go through the line for snack from 3:30-3:50 on a daily basis. Our snacks are made available to all children along with fresh or canned fruit and 1% or Fat Free white or chocolate milk to drink. If a child is unable to drink milk, another accommodation will be provided such as water for consumption. No child is ever forced to eat snack. We try to encourage children to eat snack because of the many activities that the children partake in while they are at ASC. Snack time is a way for our staff members to sit down and communicate about the day as well updating them about the upcoming events of the day at ASC. We have this time as a relaxing and enjoyable time to eat and converse.

All children attending on non-school and summer sessions, must bring a cold lunch and drink each day the child is an attendance. We ask that the lunch consist of healthy, balanced, nutritionally adequate foods that meet or exceed the USDA requirements. ASC will supplement the lunch if it does not meet the USDA standards.

Allergy & Dietary Restrictions

Children under a doctor’s care are required to submit a note from his/her physician before the child begins or when the onset of a new allergy arises outlining any special dietary needs and will need to bring an alternative snack each day if ASC’s snack is not able to be consumed while in our care at ASC. This way we ensure that the snacks meet the needs of our children and USDA requirements.

ASC is a peanut/tree nut free facility.

Custody Concerns

We will release a child and a child’s information to either parent/guardian unless we have a written restraining order on file. Please be sure to share this information with the management team. Safety is important to all of us at ASC.

Only designated people who you place on your pick up list are able to pick up at our ASC sites. If you are unable to get to ASC and need someone other than who is on your designated pick up list, please call us to inform us of this change for the day as well as inform them that they will need a driver’s license showing their pertinent information on it when checked at the door before picking up your child.

Health & Safety

Your child cannot attend if they display any of the following symptoms:

Fever
Vomiting
Rash-undiagnosed or contagious
Contagious Illness: Contact ASC if your child is infected with a contagious disease, so that we may post an exposure to the disease. This list is not inclusive.

Sick children are prohibited from attending the program until such time as they are certified to be healthy. If a child/youth does have any of these symptoms listed above we ask that you keep your child out of ASC for 24 hours or until they are symptom free. This allows us not to spread viruses or illnesses around our facility with other children and/or Teachers.

Screen Time

Our ASC Management Team and ASC Teachers care about the health and well- being of the children in our care. We follow these guidelines set by YoungStar and the American Academy of Pediatrics’ Recommendations on Screen Time:

• School aged children in our care that range from 5-12 years of age will be allowed screen time one time per week of 45 minutes.

• We understand that TV and other electronic media can get in the way of exploring, playing, and interacting with others, which encourages learning and healthy physical and social development.

Developmentally Appropriate Practices

ASC staff and management team believes that each child should have a positive and safe environment that they can reach their fullest potential through developmentally appropriate activities. Teachers recognize the importance of both child-guided and adult-guided learning activities/experiences. Teachers find opportunities to enhance children’s thinking and learning skills through the use of hands-on activities. Teachers incorporate ideas and content from multiple areas such as themes, projects, creative opportunities and learning experiences to understand concepts through our School Age Curriculum.

Required Paperwork Due Upon Enrollment

A tour of the ASC facility is required before a child begins our ASC sites. This is to ensure that you are well aware of our expectations and we can answer all of your questions before your child begins our program.

A parent is ALWAYS welcome to our program. We set up tours to be sure we can give you our undivided attention. You may come into ASC at anytime to view our program. The best way to meet our staff and meet your child’s new friends is by assisting with an ASC field trip. The field trips forms are part of your packet information.

The following paperwork is required on file by the 1st day of attendance:

Child Enrollment & Health History
Child Information Card, please be sure to give ASC management the names of people who may pick your child up, along with the phone numbers of doctors and name of the hospital in the event of an injury.
Registration Form
Signed Fee Contract
Parent Handbook & Tuition Payment Form
Daycare Immunization Record
If your child has a current IEP, we do require a copy of this to best serve each child at our facility. We also need an updated IEP every year your child is in our program.

Other required forms as needed

Authorization to Administer Medication
School-Age Release Form

All of the required paperwork is for ASC files. We are not allowed to share information with other families. Please be advised that we cannot give out email addresses, phone numbers or addresses to other families without your consent.