parent registration handbook

Parent/Staff Handbook

VA Crusaders Youth Development Center 613 Rotary Street

Hampton, VA 23661 (757) 825-2449

[email protected] www.vacrusadersdc.weebly.com

mailto:[email protected]

http://www.vacrusadersdc.weebly.com/

1 Last Edited on 3/27/2014 | VA Crusaders Youth Development Center

Table of Contents

About Us

Daily Activities Admission

Supervision Philosophy of Guidance and Discipline

Care of Acutely Ill Children Health Policy

Emergency Plan Security and Evacuation Plan, Drills, and Closings

Authorized Caregivers Transportation and Field Trips

Sanitation and Hygiene Food Handling and Feeding Policy

Sleeping Smoking, Prohibited Substances, Guns

Staff Policies Review and Revision of Policies, Plans, and Procedures

Appendix I


ABOUT US VA CRUSADERS YOUTH DEVELOPMENT CENTER/ATHLETIC PROGRAM

VA Crusaders Youth Development Center is part of the non-profit organization VA Crusaders Athletic Program. VA Crusaders Athletic Program is a project of United Charitable Programs a registered 501(c)3 public charity, sponsored by L & L Enterprises, LLC.

The Virginia Crusaders Athletic Program continues to expand and grow in outreach within the local community with other outstanding organizations that provide programs in safe learning environments and sporting events in Hampton, Newport News, Williamsburg, and other surrounding cities.

VA Crusaders offers an informal educational program that utilizes athletic sports structure as a metaphor to develop leadership, entrepreneurship, personal budget, business management, and social life skills for the surrounding communities. A variety of activities, fun filled field trips and enrichment programs under the supervision of qualified staff. In order to keep the program organized, safe, and fun for all participants, the following policies are being implemented.

A child must be registered by a parent/guardian before he/she is permitted to participate in the program.

LICENSING VA Crusaders Development Center is not a licensed facility with the Commonwealth of Virginia Department

of Social Service. I acknowledge that VA Crusaders has informed me of the Come and Go program that exempts the facility operations from licensure.

I further acknowledge I am aware of the function of the Single Athletic Skills Program that allows my child to freely enter and leave premises without permission or supervision in addition to signing themselves in and out of the program without parent or guardian permission.

The VA Crusaders short term goal is to obtain license to operate a licensed child day center under the regulations and standards of the Commonwealth of Virginia Department of Social Service.

FACILITY/EQUIPMENT THE VA CRUSADERS YOUTH DEVELOPMENT CENTER IS ORGANIZED IN THE FOLLOWING MANNER: Two rooms furnished with tables and chairs scaled to size for school-age children. Two bathrooms with commodes and sinks scaled to size for school-age children. A step stool is available. Puzzles, books, blocks, art supplies, toys, large screen televisions, and video game consoles. Two showcases with candy, snacks, and drinks for sale.

HOURS OF OPERATION VA Crusaders Development Center is open from 6:00AM to 6:00PM Monday through Friday. The Before School Program is from 6:00AM to 9:00AM Monday through Friday. The After School Program is from 2:00PM to 6:00PM Monday through Friday. Spring Break and Summer Break Camps are from 6:00AM to 6:00PM Monday through Friday. In the event of inclement weather (hurricanes, tornados, etc.) the center will be closed.

ATTENDANCE If a child is going to be absent, contact the Center at (757) 825-2449 or (757) 713-0752.

RATES AND FEES Before and After School Care $75.00 per week Before School Care $35.00 per week After School Care $35.00 per week A non-refundable $25.00 registration fee is due at the time of sign up and a non-refundable first week of

service fee. All payments are due on Friday prior to the week of service. No services will be rendered for past due

accounts. ALL CHILDREN MUST BE PROMPTLY PICKED UP BY 6:00PM SHARP AND AFTER 6:01PM THERE WILL BE A LATE FEE OF

$15.00. ADD $1.00 PER MINUTE AFTER 6:15PM. LATE CHARGE FEE MUST BE PAID AT THE TIME OF PICK-UP. Returned checks will be charged a fee of $35.00.


There is a fee of $15 per day charged for No Call. In the event your child will not ride the VA Crusaders Bus/Van Service, please call in advance possibly before 12:00PM. Call to inform us if your child will not be attending school the following day. Also call to resume pick up services for the next scheduled day.

When using credit cards for payments, please add an additional $4.00 per transaction fee for processing your credit card payment.

MEALS Breakfast is served in the Before School Program and Full Day Programs. Snacks/Dinner are served in the After School Program and Full Day Programs.

CLOTHING/PERSONAL ITEMS Appropriate dress is required. Please send your child to the center dressed to fully participate in our

program in season appropriate clothes. For safety, closed in shoes and loose clothing are required. No short-shorts or shirts showing mid-drifts.

Do not allow your child to bring personal items to school. This is important since such items may cause problems with the other children, or items may get lost or broken. Specials days will be set aside for “show and tell.”

The staff is not responsible for any belongings left or lost during the operating hours.

DISMISSAL/WITHDRAWAL FROM CENTER CARE When a child enters the VA Crusaders Youth Development Center, it is hopeful that they will attend for the

entire year. However, under special circumstances the Director of the center may release a child from this obligation. A two week written notice is required for withdrawal from the program.

A child who does not adjust socially or emotionally to the VA Crusaders Youth Development Center may be asked to leave the program by the Director. Reasons for dismissal might include non-payment of fees, continuous hitting, temper tantrums, biting, inappropriate language, or failure to provide working emergency numbers where a parent or other designated person can be reached should the child become ill. A one-week notification will be given to the parent to make other child care arrangements.

DAILY ACTIVITIES VAC 40-185-380. DAILY ACTIVITIES FOR TODDLERS AND PRESCHOOLERS.

There shall be a posted daily schedule that allows for flexibility as children’s needs require. The daily schedule need not apply on days occupied a majority of the time by a field trip or other special event. The daily schedule shall include opportunities for:

Outdoor activity, weather and air quality allowing, for at least: Fifteen minutes per day or session if the center operates up to three hours per day or session; Thirty minutes per day or session if the center operates between three and five hours per day or

session; or One hour per day or session if the center operates more than five hours per day or session.

Sleep or rest. Centers operating five or more hours per day shall have a designated rest period for at least one

hour but no more than two hours. Cribs, cots, beds, or mats shall be used. After the first 30 minutes, children not sleeping may engage in quiet activities.

A child who falls asleep in a place other than his designated sleeping location may remain in that space if comfortable and safe.

Sleeping toddlers shall be individually checked every 30 minutes.

Meals and snacks as specified.

Small and large motor activities, language and communication experiences, sensory experiences, art or music activities, and play acting or social living.

Staff shall encourage language development by having conversations with children that give them time to initiate and respond, by labeling and describing objects and events, having storytelling time and by expanding the children’s vocabulary.


VAC 40-185-390. DAILY ACTIVITIES FOR SCHOOL AGE CHILDREN.

Before or after school, the center shall provide an opportunity for children to do homework or projects or hobbies in a suitable area. In the afternoon, there shall be an opportunity for large motor activities at least 25% of the time.

On non-school days, the daily activity shall include opportunities for large motor activities at least 25% of the time; small motor activities; projects, hobbies, or homework in a suitable place; art or music activities; outdoor activity; and food.

ADMISSIONS ADMISSION POLICY

VA Crusaders Youth Development Center admits children from the ages of 4 to 14 without regard to race, culture, gender, religion, national origin, ancestry, or disability. When the parent or legal guardian of a child identifies that a child has special needs, the Director and the parent or legal guardian will meet to review the child’s care requirements. The program accepts children with special needs as long as a safe, supportive environment can be provided for the child.

ENROLLMENT Prior to the child’s attendance, a conference with the parent or legal guardian is required to acquaint each

new family with the environment, staff, and schedule for school. During this visit, the parent or legal guardian will have an opportunity to review the Parent/Staff Handbook and other written materials maintained at the facility.

The following forms will be completed and submitted to the Director before the child’s first day of attendance. The information in these forms will remain confidential and will be shared with other caregivers only as required to meet the needs of the child:

Application

Birth Certificate Verification

Social Security Verification

Photo Identification

Proof of Residence

Emergency Care Authorization

Physical Examination (within one year) All incomplete forms will be returned to the parent or legal guardian for completion prior to the child’s first

day of attendance. If upon review of a child’s health record it is determined that a significant health service (e.g., vision, hearing, or immunization) has not been done, the Director will notify the parent or legal guardian.

We must be provided with a minimum of two working emergency numbers where you or some other designated person can be contacted. If we are unable to contact you or other designated individuals, your child may be asked to be removed from the center.

Confidentiality of information about the child and family will be maintained. Enrollment forms and all other information concerning the child and family, compiled by the Child Development Center, will be accessible only to the parent or legal guardian, Director, and teacher directly involved with your child’s care.

DAILY RECORD KEEPING/DAILY HEALTH CHECKS Upon arrival at the center, each child will be observed by the staff for signs of illness/injury that could affect

the child’s ability to participate in the day’s activities. The family will supplement these observations with an oral or written exchange of information with the

center staff. The written record of illness findings from these daily checks will be kept for at least 3 months to help identify outbreaks.

In the event that your child is ill or has a temperature, you will be notified to pick up your child. Basic treatment will be administered to children in the event of injury. The staff is not responsible for any

injuries that may occur during the child’s participation in the program.


SUPERVISION SUPERVISION POLICY

No child will be left unsupervised while in attendance. At least 2 staff will always be available if more than 8 children are in care. Staff will directly supervise children by SIGHT and SOUND at all times, even when the children are sleeping.

Staff will regularly count children on a scheduled basis, at every transition, and whenever leaving one area and arriving at another to confirm the safe whereabouts of every child at all times. Staff will assess the environment for opportunities to improve visibility and hearing of child activities.

Staff will not use any personal electronic devices (cell phones, MP3 players, radios, tablets, etc.) while supervising children except in cases of emergency.

Staff will not sleep or rest inside the center while on or off duty.

STAFF-TO-CHILDREN RATIO REQUIREMENTS 22 VAC 40-185-350 E

For children 16 months to two years: one staff member for every four children;

For two-year-old children: one staff member for every eight children;

For children from three years to the age of eligibility to attend public school, five years by September 30: one staff member for every 10 children;

For children from age of eligibility to attend public school through eight years, one staff member for every 18 children; and

For children from nine years through 12 years, one staff member for every 20 children. 22 VAC 40-185-350 B

A child volunteer 13 years of age or older not enrolled in the program shall not be counted as a child in the staff-to-children ratio requirements.

22 VAC 40-185-350 D

During the designated rest period and the designated sleep period, the ratio of staff to children may be double the number of children to each staff required if:

A staff person is within sight and sound of the resting/sleeping children;

Staff counted in the overall rest period ratio are within the building and available to ensure safe evacuation in an emergency; and

An additional person is present at the center to help, if necessary.

FAMILY/STAFF COMMUNICATION The center will promote communication between families and staff by using written notes as well as

informal conversations. Families are encouraged to leave written notes with important information so all the staff who work with the child can share the parent’s communication. Staff will use these notes to inform families about the child’s experiences, accomplishments, behavior, sleeping, feeding, and other issues related to personal care.

PHILOSOPHY OF GUIDANCE AND DISCIPLINE GUIDANCE TECHNIQUES

Staff will use positive guidance, redirection, planning ahead to prevent problems, encouragement of appropriate behavior, consistent clear rules, and involving children in problem solving to foster the child’s own ability to become self-disciplined. Discipline will be explained to the child before and at the time of any disciplinary action. Staff will encourage children to respect other people, to be fair, respect property, and learn to be responsible for their actions.

Staff will guide children to develop self-control, orderly conduct in relationship to peers and adults and respect each other’s differences. Aggressive physical behavior toward staff or children is unacceptable. Staff will intervene immediately when a child becomes physically aggressive to protect all of the children and encourage more acceptable behavior. Staff will use discipline that is consistent, clear, and understandable to the child.


Staff has the right to suspend any child from the program who displays repetitive uncooperative and negative behavior.

In the event that behavior does not improve after suspension, the child will be expelled from the program and not allowed to return.

PROHIBITED PRACTICES (CHILD ABUSE) Physical punishment, striking a child, roughly handling or shaking a child, restricting movement through

binding or tying, forcing a child to assume an uncomfortable position, or exercise as punishment; Enclosure in a small confined space or any space that the child cannot freely exit himself; however, this does

not apply to the use of equipment such as safety gates when used with children preschool age or younger for their intended purpose;

Punishment by another child; Separation from the group so that the child is away from the hearing and vision of a staff member; Withholding or forcing of food or rest; Verbal remarks which are demeaning to the child; Punishment for toileting accidents; and Punishment by applying unpleasant or harmful substances.

SUSPECTED CHILD ABUSE As outlined by Virginia’s law addressing child abuse and neglect; we are mandated to report immediately,

suspected child abuse or neglect to Child Protective Services at the Hampton Health Department of Social Services or the Child Abuse and Neglect Hotline (1-800-552-7096). Such suspected abuse may include physical abuse and/or neglect, sexual abuse, and emotional maltreatment. In some cases, suspicions may be discussed with the parent or legal guardian prior to reporting. Suspicions may also be reported without notifying the parent or legal guardian.

CARE OF ACUTELY ILL CHILDREN ADMISSION AND EXCLUSION

The decision to exclude a child from care will be based on whether there are adequate facilities and staff available to meet the needs of both the ill child and the other children in the group. The Youth Development Center, not the child’s family, makes the final determination about whether the acutely ill child can receive care in the child care program. Children will be excluded if:

The child’s illness prevents the child from participating comfortably in activities that the facility routinely offers for well children or mildly ill children;

The illness requires more care than the staff are able to provide without compromising the needs of the other children in the group;

Keeping the child in care poses an increased risk to the child or to other children or adults with whom the child will come in contact with;

A CHILD WILL NOT BE ALLOWED TO ATTEND THE CENTER FOR THE DAY IF (S)HE HAS:

A temperature over 101ºF;

Recurrent vomiting or diarrhea;

Discharge from the eyes;

Unusual spots, rashes or infected areas of the skin;

Severe itching of the body or scalp.

If the child care staff is uncertain about whether the child’s illness poses an increased risk to others, the child will be excluded until a physician or nurse practitioner notifies the Youth Development Center that the child may attend. Arrangements shall be made for the child to leave the center as soon as possible after the signs or symptoms are noticed; and the child shall remain in the designated quiet area until leaving the center. A child whose illness does not meet any of these conditions listed above the child does not need to be excluded.


PROCEDURES FOR MANAGEMENT OF SHORT TERM ILLNESS: The Director will decide whether a child who is ill will be permitted to come for the day or remain in the

program. If a child appears mildly ill, but will be staying for the day: The staff will complete a symptom record to document date, time, and symptoms of illness. The staff and the parent or legal guardian will discuss treatment and develop a plan for the child’s care. The

staff should contact the child’s health care provider if the staff has questions or does not understand the instructions provided by the health care provider.

The staff will complete the symptom record during the period the child is in care and give a copy of the symptom record to the parent or legal guardian when the child leaves the program for the day.

IF A CHILD BECOMES ILL DURING THE TIME THE CHILD IS IN CARE:

The staff will complete the symptom record.

The Director will determine if the child may remain in the program or is too ill to stay in child care.

The staff will call the parent or legal guardian. The child’s symptoms will be treated as agreed upon with the parent or legal guardian. The treatment will

be written on the symptom record. The child will be reassured by the staff. The symptom record will be given to the parent or legal guardian so that the parent or legal guardian has

the information needed to continue the child’s care and, if necessary, to consult the child’s health provider for management of the child’s illness.

REPORTING REQUIREMENTS Some communicable diseases must be reported to public health authorities so that control measures can be

used. The Director will obtain an updated list of reportable diseases from the local or state health authorities annually.

A copy of this list will be shared with each parent or legal guardian at the time of enrollment. At registration, families and staff will be reminded to notify the Director if any member of their immediate household has a reportable communicable disease. While respecting the legal boundaries of confidentiality of medical information, the Director will notify the appropriate health department authority about any suspected or confirmed reportable diseases among the children, staff, or family members of the children and staff. The telephone number of the responsible local health authority to whom to report communicable diseases is EPIDEMIOLOGY & COMMUNICABLE DISEASE INVESTIGATION (757) 727-1172, EXT. 161 OR EXT. 192.

Families of children who may have been exposed to a child with a communicable disease or reportable condition will be informed about the exposure according to the recommendations of the local health department.

OBTAINING IMMEDIATE MEDICAL HELP You believe the child’s life is at risk or there is a risk of permanent injury. The child is acting strangely, much less alert, or much more withdrawn than usual. The child has difficulty breathing or is unable to speak. The child’s skin or lips look blue, purple, or gray. The child has rhythmic jerking of arms and legs and a loss of consciousness (seizure). The child is unconscious. The child is less responsive. The child has any of the following after a head injury: decrease in level of alertness, confusion, headache,

vomiting, irritability, or difficulty walking. The child has increasing or severe pain anywhere. The child has a cut or burn that is large, deep, and/or won’t stop bleeding. The child is vomiting blood. The child has a severe stiff neck, headache, and fever. The child is significantly dehydrated: sunken eyes, lethargic, not making tears, not urinating. After you have called EMS, remember to call the child’s legal guardian.

GET MEDICAL ATTENTION WITHIN ONE HOUR FOR


Fever in any age child who looks more than mildly ill. Fever in a child less than 2 months (8 weeks) of age. A quickly spreading purple or red rash. A large volume of blood in the stools. A cut that may require stitches. Any medical condition specifically outlined in a child’s care plan requiring parental notification. American

Academy of Pediatrics Committee on Pediatric Emergency Medicine, January 2001.

HEALTH POLICY CHILD HEALTH SERVICES

Immunizations must be up to date. A physical examination is required 12 months prior to attendance for children two years of age through five years of age. The current form required by the Virginia Department of Health or a physician’s form shall be used to report immunizations received and the result of the required physical examination. Each report shall include the date of the physical examination and dates immunizations were received and shall be signed by a physician, his designee, or an official of a local health department. Children will not be excluded for failure to be immunized if they have an appointment for immunizations and have their immunizations initiated within one month. A child whose immunizations are not kept up-to-date will be dismissed after three written reminders to the parent or legal guardian over a 3-month period.

MEDICATION This facility does not administer medication to children. Parents/guardians may administer medication to

their own child during the child care day.

EMERGENCY PLAN FIRST-AID KITS

FIRST-AID KITS WILL BE LOCATED IN EACH ROOM, KEPT INACCESSIBLE TO CHILDREN, AND WILL BE RESTOCKED

FOLLOWING USE TO MAINTAIN THE SUPPLY OF ITEMS. ITEMS INCLUDE:

Disposable, nonporous gloves (use to protect hands from contact with blood or body fluids)

Sealed packages of antiseptic (use for cleaning)

Scissors (use for cutting tape or dressings)

Tweezers (to remove splinters)

Non-glass thermometer (for taking temperature)

Bandage tape (hold gauze pads or splint in place)

Sterile gauze pads (cleaning injured area and covering cuts and scrapes)

Flexible roller gauze (hold gauze pad, eye pad, or splint in place)

Triangular bandage (supporting injured arm or hold a splint in place)

Safety pins (pin triangular bandage)

Cold pack (for bumps and bruises when away from ice)

Current American Academy of Pediatrics or American Red Cross Infant/Child first aid resource or equivalent guide (instructions)

Poison control telephone number

Coins (for making phone calls)

An appropriately supplied first aid kit will be taken on trips (walking or vehicular) to and from the facility. The staff will check the contents of the first aid kits and replace missing or expired items monthly.

EMERGENCY PHONE NUMBERS: All staff will have immediate access to a device that allows them to summon help in an emergency.


The telephone numbers of the Fire Department, Police Department, Hospital, and Poison Control will be posted by each phone with an outside line. Emergency contact information for each child and staff member will be kept readily available. The list of emergency telephone numbers and copies of emergency contact information and authorization for emergency transport will be taken along anytime children leave the facility in the care of facility staff.

Emergency phone information will be updated at least every 6 months.

LOST OR MISSING CHILDREN: To prevent lost or missing children, staff will count children frequently while on a field trip. A staff person

will be responsible for performing a ‘sweep’ of the area or vehicle the children are leaving to be sure that no child is overlooked. Each child will wear a tag with contact information.

If it is determined that a child is missing or lost, the staff member will immediately notify the local police, the program Director, and the parents/guardian. If on a field trip, the staff will notify the facility management to assist in the search for the child.

INJURIES OR ILLNESSES REQUIRING MEDICAL OR DENTAL CARE: The staff member who is with the child and who has had pediatric first aid training will provide first aid. The Director will activate the Emergency Medical Services (EMS) system by dialing 911 when immediate

medical help is required. The Director will contact a parent or legal guardian or, if the parent or legal guardian cannot be reached, the alternate emergency contact person.

The emergency facility used by the program is the SENTARA CAREPLEX LOCATED AT 3000 COLISEUM DRIVE, HAMPTON, VA 23666. Prior to a specific medical emergency the facility will be called to find out what procedures are followed for emergency treatment of children not accompanied by a parent or legal guardian. Emergency transport is provided by ambulance.

A staff member will accompany the child and remain with the child until the parent or legal guardian assumes responsibility for the child. Child:Staff ratios will be maintained at all times for the children remaining in the facility.

The teacher will complete an injury report form as soon after the accident as possible. The form will be signed by the parent or legal guardian. Copies will be distributed to the parent or legal guardian, the child’s record at the facility, and the facility’s Injury Log.

SERIOUS ILLNESS, HOSPITALIZATION, AND DEATH: The Director will notify the family involved of a serious illness, hospitalization, or death of a child or staff

member that occurs related to child care during the child care day. The Director will carry out communication with staff, families, children, and the community as appropriate.

SECURITY AND EVACUATION PLAN, DRILLS, AND CLOSINGS SECURITY PLAN

Entrances will be protected from unauthorized access by keeping all doors into the facility locked (to the outside) except the front door which will be monitored.

In the event of an admission of an individual who subsequently demonstrates threatening behavior a teacher will call the police and all staff will avoid the area where the threatening individual is located.

No weapons of any kind will be permitted. Violators will be dealt with accordingly.

EVACUATION PROCEDURE Child:Staff ratios will be maintained, and the children will be evacuated to the grass field across the street. Children who cannot walk out of the building on their own will be evacuated as planned in consultation with

a fire safety professional: Staff will count the children in each group being evacuated and count the children again when they reach

the lot. Staff will give children clear, simple instructions about exiting the facility. Children will stop their activities

immediately at the sound of the alarm and proceed to the exit door.


Each staff member will carry attendance and emergency contact information from the facility to the lot to be sure no children or staff have been left behind.

To assure complete evacuation has occurred, the last person to leave each part of the facility will conduct a final, thorough ‘sweep’ of all areas accessible to children (whether or not children are allowed in those areas). The facility will post a list of all areas to be sure each area is checked, and then take the list to the lot. Each person who conducted a ‘sweep’ will sign the list of areas checked and give the list to the Director. If a child who should have been evacuated with the group is located as a result of a final ‘sweep’ during an evacuation drill, the Director will investigate the circumstances that led to the failure to evacuate that child and plan how to avoid such problems in the future.

If reentry into the building is not possible children will be evacuated to HAMPTON FIRE STATION 9 – BRIARFIELD

AT 1590 BRIARFIELD ROAD HAMPTON, VA 23666. Staff should remain calm and speak to the children in a reassuring manner.

The temporary shelter will be stocked with supplies and materials necessary for the program to take care of children until parents, legal guardians, or designated persons can take the children home.

Families will be notified by telephone or radio/television station call letters are also listed in the Parent/Staff Handbook.

Evacuation procedures will be posted in the facility at the entrance, each classroom, and area where children are cared for.

Evacuation drills will be held monthly. The timing of the drills will be varied to include early morning, mealtimes, and nap times. Children will be appropriately prepared for and reassured during drills. The Director will complete the Evacuation Drill Log at the end of each drill.

At least one drill per year will be observed by a representative of the Fire Department or equivalent emergency or disaster planning personnel.

All new staff will receive pre-service training on the evacuation plan.

FIRE OR RISK OF EXPLOSION Anyone who discovers smoke, fire or risk of explosion will pull the fire alarm, and notify the Fire Department

by calling 911 from a safe location after being sure that evacuation of the building takes place. Staff will follow the posted Evacuation Procedures. The last person to leave a room will close the doors of that room.

POWER FAILURES Staff will comfort the children, explain the situation, and model for them how to remain calm. The Director

will discover if the power outage is confined to the facility or includes the neighborhood or surrounding areas. Unless the power failure is accompanied by an emergency situation requiring evacuation (e.g., fire, flood, etc.), children will be kept inside. Should it be necessary to leave the building, staff will follow emergency evacuation procedures. Staff will look for and avoid any downed power lines. The Director will call the local power facility, explain the situation, and request assistance. If weather conditions do not permit the maintenance of safe temperatures within the facility, families will be notified by telephone, radio, or television broadcast.

CLOSING DUE TO SNOW/STORM If The Director decides prior to opening hours not to open the facility, families will be notified by telephone,

radio or television broadcast. If the facility must close during operating hours because of snow or storm, families will be notified by telephone, radio, or television.

If weather conditions prevent a parent or legal guardian from reaching the facility to recover a child, the Director will care for the child (maintaining proper child: staff ratios) until such time as the parent or legal guardian can safely reclaim the child.

FLOODS, TORNADOES, HURRICANES, EARTHQUAKES, BLIZZARDS, OR OTHER CATASTROPHES The Director is responsible for contacting local Emergency Preparedness Authorities and obtaining written

instructions for what to do in the event of emergency that may occur in the region.


Anyone who learns about a significant health or safety hazard will notify the Director by calling (757) 825-2449 so appropriate action can be taken. Staff will follow the appropriate, posted Emergency Procedures for the catastrophe and wait for authorities to arrive.

CLOSING NOTIFICATION INFORMATION The center will notify parents and legal guardians if, due to the weather or other hazardous condition, it is

deemed too hazardous to remain open by means of phone, television, and/or radio. You may also check our Facebook page for updates. If Hampton Public Schools are closed we will be closed as well. Tune into:

WTKR-TV (Channel 3)

WAVY-TV (Channel 10)

WVEC-TV (Channel 13)

WNIS (790 AM)

WTAR (850 AM)

WAFX (106.9 FM)

WNOR (90.3 FM)

WHRO (90.3 FM)

WHRV (89.5 FM)

WGH-FM (97.3 FM)

WJCD (105.3 FM)

WXMM (100.5 FM)

WPYA (93.7 FM)

WOWI (102.9 FM)

WWDE (101.3 FM)

WXGM (99.1 FM)

DISASTER SUPPLIES KIT In the classroom, the kit should contain: Class roll; Emergency contact information; First aid kit; Battery-operated radio and extra batteries; Fire extinguisher; Flashlights and extra batteries; Box of matches (weather proof); Sanitation and hygiene items (hand sanitizer, moist towelettes, and toilet paper); Three- to four-day supply of non-perishable food items; crackers, cookies, trail mix; hand can opener;

include energy bars and juice boxes; Paper plates, plastic utensils, paper cups, and paper towels; 1 gallon of water per child, 2 gallons per adult, and iodine tablets; Essential medication needed for children with special needs; Blankets and extra clothing; Plastic trash bags; and Map and evacuation routes.

IF DISASTER STRIKES Parents and legal guardians will be contacted; Take the disaster kit; Take shelter away from windows and heavy object that could fall over; Listen to the radio or television for the location of emergency shelters and for other instruction from local

emergency officials; and Wait for parents and legal guardians to arrive.


AFTER A DISASTER Staff will make sure each child is accounted for; First aid will be administered to those injured; In case of serious injury staff will call for emergency medical assistance; Injured and uninjured children will be reassured, calmed, and comforted; Continue to listen to the radio or television for instruction from local emergency officials; Damage will be assessed, during this time matches, candles, and electrical switches will not be used/turned

on; Staff will check for fires, electrical, and other hazards such as: spilled bleaches, gasoline, and other liquids

that may produce deadly fumes when mixed, or be a fire hazard; Any damaged utilities will be shut off; If reentry into the building is not possible children will be evacuated to the FIRE STATION 9 – BRIARFIELD AT

1590 BRIARFIELD ROAD HAMPTON, VA 23666; Staff should remain calm and speak to the children in a reassuring manner; The temporary shelter will be stocked with supplies and materials necessary for the program to take care of

children until parents, legal guardians, or designated persons can take the children home.

AUTHORIZED CAREGIVERS DOCUMENTATION OF AUTHORIZED CAREGIVERS

The Director will maintain in the files, written authorization by the child’s parent or legal guardian of the names, addresses, and telephone numbers of individuals to care for the child, to pick up the child for them, and to take the child out of the facility on trips.

SIGN-IN/SIGN-OUT PROCEDURES Caregiving adults who bring the child to, or remove the child from, the facility will sign children in and out of

the facility. Children, under the function of the Single Athletic Skills Program, are allowed to freely enter and leave

premises without permission or supervision in addition to signing themselves in and out of the program without parent or guardian permission.

POLICY FOR HANDLING AN UNAUTHORIZED PERSON SEEKING CUSTODY The Director will contact the custodial parent or legal guardian named on the Application for Child Care

Services. Telephone authorization to release a child to someone who does not usually pick up the child will be accepted only in concert with prior written authorization from the custodial parent or legal guardian for such an exceptional release. The staff person who accepts such authorization will call the previously documented phone number of the parent to verify that the parent is activating a phone authorization for release of the child. The staff person will document the results of this call in the child’s record, as well as the time and to whom the custodial parent or legal guardian gave telephone authorization for release of the child.

Any authorized person who is not recognized by the staff will be required to provide a photograph of authorized persons for pick-up of the child which will be kept in the child’s record at the facility. The Director will notify the police if an unauthorized person seeks custody of the child.

TRANSPORTATION AND FIELD TRIPS FIELD TRIP POLICY

All participants attending field trips must have a parent or guardian sign a permission slip authorizing permission. Payments for field trips must be paid in advance. VA Crusaders t-shirts are to be worn on scheduled field trip days. T-shirts are available for purchase for $15.00 upon completion of registration.


DAILY TRANSPORT TO AND FROM THE PROGRAM All motor vehicle transportation provided by parents, legal guardians, or others designated by parents or

legal guardians will include use of age appropriate, and size appropriate seat restraints (car seats and/or seat belts). If the parent or legal guardian does not provide appropriate seat restraints or resists using them for their children, staff will remind them about the risk involved and any applicable laws that require use of restraints for transport of children. Staff will encourage families to secure their children in seat restraints to assure that children arrive and leave the program safely.

ROUTE PLANNING AND TRIP SAFETY Staff will map out all routes in advance, provide this information to drivers, parents, legal guardians and

accompanying caregivers, and ensure adequate insurance coverage. The location of rest rooms, sources of water and telephones will be determined in advance. Children may

only use a public restroom if they are accompanied by a staff member. All trip participants will wear identifying information that, for children, gives the program’s name and phone

number. A parent or legal guardian will sign an informed consent form for trips for each child before each trip. A first-aid kit, emergency contact information, and emergency transport authorization for the children in the

group will be taken on all trips. Children will be counted frequently while on a field trip.

WALKING TRIPS The children will learn pedestrian safety by caregiver role-modeling and verbal reinforcement. Caregivers

will teach children to cross only at the corner, when traffic signals indicate it is safe to cross, and only after looking left, right, and left again.

A designated adult will supervise the children at the front and another adult at the back of each group.

MOTOR VEHICLE TRIPS If the vehicle is a school bus, before every trip in the bus, staff will instruct children and all adults using the

bus about the 10 foot danger zone around the vehicle where the driver cannot see. Caregivers will interact with children who are awake while traveling by telling stories, singing songs, playing

games, or talking about what the children see. Staff will be responsible for assuring all children are accounted for before the vehicle leaves the facility,

when the children disembark at the destination, when the children reenter the vehicle at the trip location, and again when the children disembark from the vehicle upon return to the facility. Staff will conduct a ‘sweep’ of the vehicle each time the vehicle is parked to be sure that no child is left in the vehicle.

The same Child:Staff ratios required at the facility will be maintained during transportation. The driver will not be counted as staff in the ratio for children less than six years of age.

Each child will be assigned to an adult for every part of the trip. Children will never be left alone in a vehicle or unsupervised by an adult.

SANITATION AND HYGIENE HANDWASHING

Signs will be posted at each sink with the times when handwashing is required and the steps to follow. All staff, volunteers, and children will wash their hands at the following times (as applicable):

Upon arrival for the day, when moving from one child care group to another or coming in from outside

Before and after:

eating, handling food, or feeding a child

giving medication

playing in water that is used by more than one person

after:

diapering and toileting

handling bodily fluids (mucus, blood, vomit) and wiping noses, mouths, and sores


cleaning or handling garbage

handling pets or other animals

playing in sandboxes

ALL STAFF, VOLUNTEERS, AND CHILDREN WILL WASH HANDS AS FOLLOWS Moisten hands with water and apply liquid soap. Rub hands with soap and water for at least 10 seconds.

Include between fingers, under and around nail beds, backs of hands and any jewelry.

Rinse hands well under running water with fingers down so water flows from wrist to finger tips. Leave the water running.

Dry hands with paper towel or approved drying device.

Use a towel to turn off the faucet and, if inside a bathroom with a closed door, use the towel to open the door.

Discard the towel in an appropriate receptacle.

Apply hand lotion, if needed.

If a child is too heavy to hold for handwashing at the sink, and cannot be brought to the sink for handwashing, use disposable wipes or a damp paper moistened with a drop of liquid soap to clean the child’s hands. Then wipe the child’s hand with a paper towel wet with clear water. Dry the child’s hands with a fresh paper towel.

FACILITY CLEANING ROUTINES The facility will be maintained in a clean and sanitary condition. When surfaces are soiled by body fluids or

other potentially infectious material, they will be disinfected after they are cleaned with soap and water to remove all organic material.

Surfaces will be disinfected using a (non-toxic) solution of ¼ cup of household bleach to one gallon of tap water (or 1 tablespoon of household bleach to 1 quart of water) made fresh daily by staff. To disinfect, the surface will be sprayed until glossy. The bleach solution will be left on for at least 2 minutes before it is wiped off with a clean paper towel, or it may be allowed to air dry.

Caution will be used when shampooing rugs in areas used at any time for children to crawl. Facility cleaning requiring potentially hazardous chemicals will be scheduled to minimize exposure of the children.

All toys that are mouthed during the course of the day will be set aside in an inaccessible container before another child plays with the toy. Mouthed toys will be thoroughly washed with soap and water, and disinfected. Toys may be washed and disinfected by hand or by washing in a dishwasher. To wash and disinfect hard plastic toys: soak and scrub the toy in warm, soapy water. Rinse in clean water then immerse the toy in a solution of bleach water as when washing dishes by hand.

TOYS Toys used by children who do not put these objects in their mouths will be cleaned at least weekly and when

obviously soiled. Soap or detergent and water followed by clear water rinsing and air drying will be used. No disinfecting is required.

Water tables where more than one child plays in the same container and toys are disinfected before each use of the table, the children all wash their hands before they use the table, and staff supervise the water play closely to be sure no child drinks the water or has any contact between body fluids (from the child’s nose, mouth, eye) and the water in the water table. An alternative to these precautions is to give each child a personal basin of water for play and supervise to be sure children confine their play to their own basin.

Toys that develop sharp edges, are coated with lead paint, have breakable glass, have screws that have unthreaded, or that present risks of injury from common use will be repaired or discarded.

EXPOSURE TO BLOOD AND OTHER POTENTIALLY INFECTIOUS MATERIALS Staff will follow the standard precautions for child care recommended by the Centers for Disease Control

and Prevention in handling any fluid that might contain blood or other body fluids. Standard precautions require treating all blood; fluids that may contain blood or blood products, and other bodily fluids are potentially infectious. The instructions for implementing standard precautions are:


Spills of body fluids, feces, nasal and eye discharges, saliva, urine and vomit should be cleaned up immediately.

Use a barrier such as nonporous gloves or sufficient quantity of paper or cloth to clean it up without hand contact with the spilled material.

Be careful not to get any of the fluid you are handling in your eyes, nose, mouth or any open sores you may have.

Clean and disinfect any surfaces, such as countertops and floors, on to which body fluids have been spilled. Discard fluid contaminated material in a plastic bag that has been securely sealed. Mops used to clean up body fluids should be cleaned, rinsed with a disinfecting solution, wrung as dry as

possible, and hung to dry completely. Be sure to wash your hands after cleaning any spill.

FOOD HANDLING AND FEEDING POLICY DRINKING WATER

Safe drinking water will be accessible to children who can serve themselves and offered between meals to all children, while indoors and approved by the local health department. Staff will contact the local health department to be sure their source of water is free of lead, parasites, bacteria and other contaminants. Drinking water will be dispensed by personal water bottle, in drinking fountains, or by single-use paper cups.

Drinking water will be offered to children who are over 2 years of age after each snack or meal. Younger children will be offered water by caregivers during the day, such as between feedings. Caregivers will offer water to children more frequently when the temperature is above 80º F.

FOOD SAFETY No one with signs of illness (including vomiting, diarrhea, open infectious skin sores), or who is known to be

infected with bacteria or viruses that can be carried in food, will be responsible for food handling. Those who prepare food will not change diapers and vice-versa. Handwashing sinks will be separate from food-preparation sinks. Refrigerators will be maintained at a temperature below 40 º F, and freezers will be maintained below 0 º F. All food stored in the refrigerator except fresh, whole fruits and vegetables will be covered, wrapped or

protected from contamination. Foods that do not require refrigerated storage will be kept at least 6 inches above the floor in clean, dry,

well-ventilated storerooms or other approved areas. Storage will facilitate easy cleaning. Cutting boards will be made of nonporous material and will be scrubbed with hot water and detergent and

disinfected with bleach/water solution made of 1 tablespoon of household bleach to one quart of water between uses for different foods. Boards with crevices and cuts will not be used.

DISHES AND UTENSILS FOR DISHES AND UTENSILS THAT ARE WASHED BY HAND, THE FOLLOWING PROCEDURE WILL BE FOLLOWED: Use a three compartment sink for the separate tasks of washing, rinsing, and disinfecting. No compartment

that is used for this purpose will ever be used for handwashing or diaper changing activities. In the first compartment, wash dishes and utensils in hot tap water with a dish washing detergent. In the second compartment, rinse the dishes and utensils thoroughly with hot tap water. In the third compartment, immerse the dishes and utensils for at least one minute in a solution of bleach

water that contains 1 ½ tablespoons of bleach water for each gallon of hot tap water that is at least 75 º F. Place dishes on a rack to air dry. Food that has been served and not eaten will be discarded. Garbage/trash will be removed from the facility daily. Cleaning agents will be stored separately from food. When cleaning agents or toxic materials are stored in

the same room with food, these supplies will be kept in a clearly labeled, locked storage cabinet that is not used for food.


FOOD BROUGHT FROM HOME Perishable food brought from home to be shared with other children must be store-bought and its original

package. Baked goods may be made at home if they are fully cooked, do not require refrigeration and were made with freshly purchased ingredients. There must be enough for all the children.

Children will not be allowed to share food provided by the child’s family unless the food is intended for sharing with all of the children.

Leftover food will be discarded. The only food that may be returned to the family is food that does not require refrigeration or holding at a hot temperature, that came to the facility in a commercially-wrapped package, and that was never opened.

PRESCHOOL/SCHOOL-AGE FEEDING Children will help with setting the table and cleaning the table. Children will eat only when seated to decrease the possibility of choking. Children will eat in social groups with a caregiver to guide and encourage, but not force appropriate

conversation and eating behavior. Food will not be offered as a reward or denied as punishment.

SLEEPING AREA FOR SLEEPING/NAPPING

Play, dining, and napping may be carried on in the same room (except bathrooms, kitchens, hallways, and closets), provided that:

The room is large enough to accommodate each activity in separated and isolated areas. Programming is such that usage of the room for one purpose does not interfere with other uses (i.e.,

children playing loudly with toys while other children are trying to nap).

HANDLING OF SLEEPING EQUIPMENT Staff will check that each cot is labeled with the name of the one child who uses it. Before sleep equipment

can be used for a different child. All surfaces of the equipment will be cleaned and disinfected. Sleeping equipment will provide a firm surface for sleeping and will provide a firm surface for sleeping and will meet the safety standards of the U.S. Consumer Product Safety Commission.

Staff will check that cots are placed with at least 12 inches of space between occupied cots and that sleep surfaces are sanitary.

Bedding materials will be stored in such a way that there is no contact between the sleeping surfaces of one child with the sleeping surfaces of another child or with surfaces that were in contact with the floor.

BED LINEN Children will be issued clean bed linen weekly and will have individually assigned spaces for sleeping.

Children will not share bed linen. Clean linen will be provided by parents.

SMOKING, PROHIBITED SUBSTANCES, AND GUNS THE INDOOR AND OUTDOOR ENVIRONMENT IS DESIGNATED AS NON-SMOKING AREAS. THE USE OF TOBACCO IN ANY FORM,

ALCOHOL, OR ILLEGAL DRUGS IS PROHIBITED ON THE FACILITY PREMISES. POSSESSION OF ILLEGAL SUBSTANCES OR UNAUTHORIZED POTENTIALLY TOXIC SUBSTANCES IS PROHIBITED. ALL CHILD CARE

PROVIDERS AND STAFF WILL MAINTAIN SOBRIETY WHILE PROVIDING CHILD CARE. NO GUNS OR OTHER LETHAL WEAPONS ARE ALLOWED IN VA CRUSADERS YOUTH DEVELOPMENT CENTER.

STAFF POLICIES The following requirements apply to staff who have any contact with the children or with anything with which

the children come into contact.

STAFF SHALL BE Of good character and reputation; Capable of carrying out assigned responsibilities; Capable of accepting training and supervision; and


Capable of communicating effectively both orally and in writing as applicable to the job responsibility.

PRE-EMPLOYMENT REQUIREMENTS Each staff member and individual from an individual from an independent contractor shall submit

documentation of a negative tuberculosis screening. Documentation of the screening shall be submitted no later than 21 days after employment or volunteering and shall have been completed within 12 months prior to or 21 days after employment or volunteering.

All staff (volunteer or paid) will provide two written references from persons who are not family members who can vouch that the prospective staff member is reliable and able to work well with children.

A check of public records for history of conviction of a crime against children will be completed prior to any caregiver’s contact with children. All potential employees, substitutes, and volunteers will be required to attest to any volunteers will be required to attest to any crime against children or other violent crime. A volunteer’s or employee’s failure to fully disclose previous convictions will be viewed as automatic grounds for dismissal.

All caregivers will sign an agreement to abide by the policies of the program. ACCEPTABLE FORMS OF DOCUMENTATION OF TUBERCULOSIS SCREENING ARE: A clearance statement signed by a physician, the physician’s designee or an official of the local health

department. This statement shall include language that the individual does not have any current symptoms of active infection or a risk factor for progression to active tuberculosis disease as defined by the local health department, or has been treated for these conditions in the past, and is currently free of tuberculosis in a communicable disease as defined by the Virginia Department of Health shall submit documentation as stated in subdivision 2 or 3;

The results of a negative tuberculin test (TST). The documentation shall include the date the test was given and results of the test and be signed by a physician’s designee or an official of the local health department.

The results of a chest x-ray negative for active tuberculosis disease. The documentation shall include the date of the test and location where the examination was performed.

OCCUPATIONAL HAZARDS The major occupational health hazards in child care are infectious disease, stress, noise, injuries from back

strain and biting, skin injury from frequent handwashing, and environmental exposures to art materials, indoor cleaning and disinfecting materials. All staff (volunteer and paid) are required to read and sign a statement of health risks related to working in child care.

PERFORMANCE EVALUATION Staff members are required to comply with the policies and procedures of the program. A review of a

written evaluation and job performance will be conducted annually by the Director.

REVIEW AND REVISION OF POLICIES, PLANS, AND PROCEDURES Staff will make policies, plans, and procedures available to families, caregivers, staff, and consultants on an

annual basis and whenever the policies are changed. Copies of standing policies will always be available for family or staff review during the facility’s hours of operation. When a child is enrolled in the facility, parents or legal guardians will sign that they have read, have understood, and have agreed to abide by the content of the policies. When new staff members (paid or volunteer) are assigned to work in the facility, they will sign that they have read, have understood, and here agreed to abide by the content of the policies.

parent registration handbook

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