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Kids Club Family Handbook Updated Jan 2018

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Published by abrengma, 2018-01-30 18:12:20

Kids Club Family Handbook Updated Jan 2018

Kids Club Family Handbook Updated Jan 2018

Family HandbookSCHOOLAGECHILDCARE

South Washington County Schools - Community Education
School Age Child Care Program

kidsclubonline.org Updated Jan. 2018

CWohnatat’cstIsnside . . . Program Locations

SCHOOL AGE CHILD CARE Armstrong Elementary School Newport Elementary School

is coordinated by 8855 Inwood Avenue South 851 6th Avenue
District 833 Community Education. Cottage Grove, MN 55016 Newport, MN 55055
(651) 425-4119 (651) 425-4346
8400 E. Pt. Douglas Rd. S.,
Cottage Grove, MN 55016 Bailey Elementary School Nuevas Fronteras
4125 Woodlane Drive Spanish Immersion
Office Hours: 7:30 am-5 pm (M-F) Woodbury, MN 55129 7830 80th Street South
(651) 425-4846 Cottage Grove, MN 55016
Enrollment & General Kids Club Information (651) 425-3842
651-425-6637 or [email protected] Cottage Grove Elementary School
Kids Club Billing Information 7447 65th Street South Pine Hill Elementary School
Cottage Grove, MN 55016 9015 Hadley Avenue South
651-425-6623 or [email protected] (651) 425-5819 Cottage Grove, MN 55016
Fax Line: 651-425-6620 (651) 425-3959
Crestview Elementary School
kidsclubonline.org 7830 80th Street South Pullman Elementary School
Cottage Grove, MN 55016 1260 Selby Avenue
Kids Club (651) 425-3842 St. Paul Park, MN 55071
Contacts (651) 425-3619
Grey Cloud Elementary School
Site Liaison Coordinators 9525 Indian Boulevard South Red Rock Elementary School
Aaron Ryan: 651-425-6609 Cottage Grove, MN 55016 3311 Commonwealth Avenue
Jennifer Herlick: 651-425-6622 (651) 425-4246 Woodbury, MN 55125
(651) 425-5627
Staffing & Budget Coordinator Hillside Elementary School
Carol Tobin: 651-425-6612 8177 Hillside Trail South Royal Oaks Elementary School
Cottage Grove, MN 55016 7335 Steepleview Road
Inclusion Coordinator (651) 425-4021 Woodbury, MN 55125
Brenda Schottmuller: 651-425-6613 (651) 425-4717
Liberty Ridge Elementary School
Enrollment & Marketing Coordinator 11395 Eagle View Boulevard Valley Crossing Elementary School
Heather Wilkin: 651-425-6639 Woodbury, MN 55129 9900 Park Crossing
(651) 425-5963 Woodbury, MN 55125
Out-of-School Time Program Manager (651) 425-5740
Amy Brengman: 651-425-6628 Middleton Elementary School
9105 Lake Road Woodbury Elementary School
2 Woodbury, MN 55125 1251 School Drive
(651) 425-4946 Woodbury, MN 55125
(651) 425-4658

Contents

Mission, Purpose 3 Illness 16

What is Kids Club? 4-5 Inclusion 17

Registration 6 Program Practices 18

Contract Options 7 Child Guidance 19

Contract Terms 8-9 Non-School Days 20

Fees 10-11 Summer 21

Family Responsibilities 12-13 Safety 22

Communication 14-15 Emergency Closings 23

Welcome to Kids Club!

We are pleased that you have
chosen Kids Club as your child
care. Believing that every child is
special and unique, we strive to
create an environment that fosters

each child’s potential.

This handbook outlines our program
philosophies, practices and

expectations for children, staff and
families. Please refer to it often.
We are confident that it will answer
many of your questions. If you have
additional questions, please reach

out to our team at any time.

Mission The mission of South Washington County Schools is to ignite a passion for lifelong learning.
Kids Club plays a significant role in achieving this mission for all kids.

Purpose The purpose of out-of-school time programs is to develop and nurture the whole learner
within one 833.
Out-of-School Time (OST) programs include: Athletics, Aquatics, Gymnastics, Kids Club, Youth Enrichment, Youth Development, Targeted Services)

Philosophy What is Kids Club?

In Loco Parentis: In the Place of Parents. Parents trust us to care Kids Club is the School Age Child Care program for South
for and support the healthy development of their child while they Washington County Schools.
must be away for work. We keep this very important role at the
forefront of our work as we connect with each family and every The school year program operates before
child. and after school in each elementary building
and provides care to current elementary students.
Therefore we are committed to supporting ALL KIDS. We
acknowledge their individual differences and respect the right of Kids Club offers full-day programs on select Non-School Days as
the child and family to quality care. We create an environment well as full-day and half-day programs during the summer months.
that meets unique individuals needs, honors cultural diversity and
supports the characteristics of each child through: Kids Club provides a safe, educational and creative environment
for elementary school children.
• Positive experiences and communication
Our on-site staff-to-child ratio is 1:15 on regular days, 1:10 or
• High-quality, diverse curriculum less for field trips.

• Behavioral expectations which encourage growth and

development

• Freedom for individual choice and incorporating youth voice

• Attention to health and safety

3

What is Kids Club?

All Kids - Personalization Kids Club Goal Work

Our work starts with a focus on ALL KIDS. It is the center of what Through an extensive process of working with our
we do and working to ensure that each child has the opportunity program staff, school district staff, families and our
to thrive is essential. We have a commitment to understanding children the key goal areas were defined
each child’s uniqueness and helping to personalize their upon which Kids Club would focus our work.
experience in Kids Club. They are:

8 Key Learning Areas Social Emotional Learning
Health and Wellness
Children are offered options to participate in group and Broad Range of Activities
individual activities focused on 8 key learning areas which have Increased Academics
been identified by our families, Kids Club staff and school day Well-trained Staff
staff. Collaboration

Literacy and Reading
STEM
The Arts
Life Skills
Social Emotional Learning (SEL)
Physical Activity
Culture & Language
Health & Wellness.

Social Emotional Learning

Of the identified goal areas, social emotional learning
continuously ranks #1 among the goal areas. Kids Club staff
have spent significant time learning about social emotional
learning and will continue to focus on these skills when working
with your child.

4

Enrollment: kidsclubonline.org

Program Hours Dates Closed South Washington County Schools
does not unlawfully discriminate
Before School We are closed approximately five days at on the basis of race, color, creed,
6:30 am to school start. the beginning and end of each school year religion, national origin, sex, marital
for staff training and to prepare the program
After School sites. We are closed on all major holidays, status, parental status, status
School end to 6 pm. including, but not limited to: Labor Day, with regard to public assistance,
Thanksgiving (and day after), Christmas Eve disability, sexual orientation or
Non-School Days & Summer & Day, New Year’s Eve & Day, Martin Luther age. The school district also makes
6:30 am-6 pm. King Jr. Day, Presidents Day, Good Friday, reasonable accommodations for
Memorial Day and July 4th. If a holiday falls
on a weekend, it will be observed either the disabled students.
previous Friday or the following Monday.

Typical Activities Staff

Art & Crafts Kids Club staff are the heart of our program and have a passion for engaging
Social Emotional based learning students in fun and educational activities. Kids Club maintains a 1:15 staff to student
Reading and Language ratio. Ratios are lowered for swimming and other high risk activities. Kids Club has a
Health and Safety committment to high quality programming and continuous improvement. All staff receive
Science-based activities ongoing professional development in the areas of child guidance and development,
Service Learning health and safety including first aid and CPR, programming and activites, and social
Life Skills & Cooking development.
30-60 Minutes of movement daily
Dramatic Play Staff roles include...
Quiet Time Paraprofessionals are responsible for implementing activities and engaging with
Snacks Provided - AM/PM children to build strong positive relationships with your child.
Field Trips Site Supervisors are responsible for the day-to-day onsite operations of Kids Club
Free Play: including planning and implementing activities.
Coordinators are responsible for administration of program-wide operations and site
board games support. Each Coordinator fullfills a different administrative role.
dramatic play The Program Manager is responsible for administration of Kids Club and other out-of-
manipulatives school time programs.

Kids Club 5

Enrollment Questions:
651-425-6637
Sherrie Rohr

Billing Questions:
651-425-6623
Carol Bromen

Registration and Eligibility

Registration Fee

The cost for processing registration is charged as a separate fee.
Registration fees are collected at the time of registration and
are non-refundable/non-transferrable regardless of reason for
cancellation. Review your registration requests carefully before
submitting and know your schedule. There is a change fee for
any contract change submitted after your schedule is in place (see
timeline for school-year enrollment changes page 9).

Online Registration Enrollment Priority

All children must be registered in order to participate in Kids Current School Year
Club. Enrollment is limited due to staffing and space availability. Participants
Please contact our business office or look online for details.
You must register separately for each season and every Non- • Families currently enrolled in the school year program
school day (NSD). Carefully review your enrollment request
before submitting. It is your responsibility to review enrollment are given the first opportunity to renew enrollment for the
confirmation emails and verify dates, times and schedules. upcoming summer and school year programs during the ‘Early
Bird’ enrollment session.
Requirements to Register
• Summer ‘Early Bird’ enrollment is typically held in February
• Complete an online registration request at kidsclubonline.org.
• Provide a functional email address for your account profile. and School Year in April. Specific information is emailed to
• Submit a non-refundable registration fee (see right). families as the enrollment session draws near.
• Your child’s account must be paid in full and in good standing.
• Children must be enrolled in grades K-5 (current school year) • NSD enrollment is separate from school year enrollment,

or have successfully completed grades K-5 (summer). separate daily fees apply. Online enrollment opens for all
NSD sessions on the first day of the school year.
What Next?
• Approval and confirmation of pending requests takes place
• Please allow 1-7 business days for action toward your
after that session’s enrollment deadline. Enrolling early for
request. NSDs almost always guarantees a spot.

• Enrollment requests will be addressed in the order in which Kindergarten

they are received, as space availability allows. Children entering kindergarten will receive information regarding
the upcoming school year program in a district mailing sent in late
• If your first-choice site is full: January. Kindergarten students with siblings enrolled in Kids Club
should request enrollment for their incoming kindergarten child
Summer - You will be given an opportunity to transfer during the current family “early bird” enrollment session in April.
your enrollment (if space is available) to another
location or... Non-Participants
Summer & School Year - You will be placed on a waiting
list. NSD - see page 7 for more Families who are not currently enrolled in the school year program
can submit an online enrollment request when the session is opened
• Non-district students - submit immunization paperwork. to the public. This date will be posted on our website annually.
• You will receive an e-mail confirmation once your request has
Non-District, Non-Residents
been processed and the non-refundable enrollment fee has
been paid. Families who are not enrolled in South Washington County Schools
or who do not live within the school district boundaries may enroll
How soon can my child attend? in Kids Club if space is available. Priority is provided to district
and resident families first. We do not provide transportation.
After your registration is processed, allow up to two weeks before Families must make arrangements for their child to be dropped-
your child may attend Kids Club (mid-season requests). off and picked-up from the program.

6 Immunizations

By their first date of attendance, all children must have current
immunizations or applicable exemptions. Records must be on file
with the school district. For non-District 833 students immunization
paperwork must be submitted to Kids Club during registration.
(See page 16 for more.)

Enrollment: kidsclubonline.org

Separate Household Families

Minn. Stat. 245H.18 An enrolled child’s parent or legal guardian must be allowed
access to the parent’s or legal guardian’s child at any time while the child is in care.
Additionally, in our registration system the Kids Club account created for a child’s
enrollment and participation in the program is the child’s account.
Schedules and Financial Responsibility: Both parents have the legal right and ability
to make decisions for the child. Therefore both parents can be owners of the child’s
account and make enrollment and participation decisions for the child, unless legal
paperwork has been submitted to Kids Club notifying the program of limited custody
or parental rights. Without written court documentation submitted to the program,
Kids Club must honor parental rights of both parents. In cases of dispute, the parents
need to work through differences together.

Contract Options

Contract Consistency

Regardless of the season, contracted days for Full-Time, Part-Time,
and Half-Day schedules must be the same days/times each week.

School Year Summer

We are open to current elementary age children, grades K-5, We offer full-day and half-day programs during the summer
for before and after school care in elementary buildings each at select locations to students who have successfully completed
day school is in session. grades K-5 in the preceding school year. To best serve your child’s
developmental needs on long summer days, Kids Club is offered
Schedule Options - for grades K-2 and Upgrade is designed for grades 3-5.
Full-Time:
5 days per week before and/or after school Schedule Options -
Part-Time: Full-Time: 5 full days per week
1-4 days per week before and/or after school Part-Time: 2-4 full days per week
Drop-In Care & Non-School Days: Half-Day: 2-5 half days per week
Number of days & type of care varies AM (6:30-12:30),
PM (12:00-6:00) or combination of AM/PM
Non-School Days (NSDs) Drop-In Care: Number of days varies
Note: Full-Day and Half-Day schedules cannot be combined.
We offer full-day child care sessions on select NSDs (teacher
workshops/conference days, winter holidays and spring break) Drop-ins
at consolidated locations. NSD enrollment is optional and
separate from your school year contract. • Any time a child attends the program outside of their
• There is an additional NSD fee (see online fee schedule). contracted days/times, the drop-in rate will be charged.

No discounts apply. • A Drop-In contract does not provide a guarantee for
• There are no refunds for cancellation or illness. attendance and should not be depended on to cover a
• All participants must be pre-enrolled. regular schedule need. Attendance will be allowed provided
• Drop-in attendance is not accepted. there is adequate space within our required staff to child
ratio count. Paying the registration fee is not a guarantee for
• Once a session’s enrollment space.

deadline has passed there are no • Parent/Guardians will need to contact the Site Supervisor
withdrawals or refunds for cancellation 1-2 business days prior to the drop-in date to check space
or illness. availability.

• Registrations received after the enrollment deadline will be • Drop-in fees apply to billing the month following care.

accepted on a space available basis and are subject to a 7
$10 late fee.

Contract Terms kidsclubonline.org

Agreement to Terms

At the time of enrollment, families must agree to the terms of our
program. This information will be presented as part of the online
enrollment; by enrolling their child, families are accepting our
terms. Enrollment in the Kids Club program is based on the season
(school year or summer); some of the terms are season specific.
Families will need to agree with these statements:

1. I acknowledge that I have reviewed the terms of the Kids
Club contract.
2. I agree to make tuition payments and to follow program
policies as stated in the Kids Club Family Handbook.
3. I understand that child care services may be terminated if
the terms are not met.

Contract Term Examples

Release & Authorization Student Privacy

• In case of an accident or serious illness, I request program According to law, school district staff cannot tell a parent or
another person anything private (i.e. personally identifiable)
staff to contact me, if unavailable, a party listed on my about a child who is not their own.
emergency card.
Field Trip Authorization
• I acknowledge and agree that staff involved in the program
Kids Club is an active program; field trips will be taken on select
are not liable or responsible for any accidents or injuries Non-School Days as well as during the summer months. Families
which occur in the absence of negligence. enrolling their children in Kids Club will need to agree with the
following statement as it relates to participation in field trips:
• In the event of an emergency situation, I authorize the staff “I do hereby grant permission and authorize my child to attend
and participate in field trips/swimming trips. I acknowledge and
to follow the program’s emergency procedures, and to seek agree that District 833 staff involved in the field trip are not
emergency medical treatment for my child as appropriate. I liable or responsible for accidents or injuries which may occur
further acknowledge and agree that in the event of a non- (in the absence of negligence). In the event of an emergency
emergency situation, such as illness, minor injury or behavioral situation, I authorize the staff to follow the program emergency
issues, I will make arrangements to transport my child from procedures. I further acknowledge and agree that in the event of
the program site (or off-site field trip location) upon staff a non-emergency situation, such as sickness, injury, or behavioral
request. issues, I will make arrangements to transport my child from the
field trip at staff request. I acknowledge that I fully understand
• Program staff may speak with district staff regarding a and agree to these terms.”

child’s social, emotional, academic and/or behavioral needs.

• If you would like the special education department to release

information to the Kids Club Inclusion Coordinator or the Kids
Club Supervisor regarding your child’s special needs please
contact your special education case manager and complete a
release of information form.

• If there are legal proceedings or documents (e.g., restraining

orders) which pertain to my child(ren) with respect to pick-up
and release, a copy of any pertinent documentation must be
provided to the program. Only authorized persons will be
permitted to pick up children.

• I understand that the staff may take pictures of my

unidentified child which may be used for Community
Education or District 833 marketing purposes (including but
not limited to: program website, Facebook, written materials).

8

job descriptioCno-nStirtaecStuCpehravnigsoers

Changing Your Schedule Reductions
Contract
Including change in the number days, changes to Drop-in or
• Log into your child’s account and submit a contract change or withdrawal* from the season.

contact the business office. School Year
• Requests received by July 30th will become effective the first
• $25 fee applies to each contract change. $5 additional
day of school at no fee.
contract change fee applied per sibling.
Summer: May 1st-end of season • Requests received August 1st-14th will go into effect the first
School Year: August 1st-end of season
day of school, fee applies.
• Requests to increase your contract will be approved based
• Requests received August 15th-Labor Day will be billed
upon space availability. See right for requests to reduce your
schedule. according to your original schedule until September 15th, fee
applies.
• Fees for the original contract will be billed regardless of
• Requests received the first day of the school year through the
the attendance through the effective date of the change or
withdrawal. end of the season will go into effect two weeks after they are
received, fee applies.
• Contracts and associated fees are per child.
• Allow Kids Club up to 2 weeks for a contract change to take Summer
• Requests received by April 30th will go into effect the first
place.
day of the summer program at no fee.
*Withdrawal
• Requests received May 1st-14th will go into effect the first
• All outstanding balances including amounts billed during the
day of the summer program, fee applies.
notification period must be paid in full.
• Requests received May 15 through the day before the first
• If you withdraw from the program prior to the season
day of the summer season will be billed for the first two
beginning, any registration fees paid will be forfeited. weeks of the summer program, fee applies.

• Requests received the first day of the summer program

through the end of the season will go into effect two weeks
after they are received, fee applies.

Kids Club contract
termination

can result if:

there are 5 late pick-up fees or 5 finder’s
fees recorded on your account

You have past due bills

If you fail to follow program guidelines

9

Billing & Paying Fees

4 Easy Ways to Pay

AUTO-DEBIT: Automatic monthly billing to your credit/debit
card (Discover, Master Card, VISA) or checking account
can be put in place in your customer profile. Tuition will
automatically be charged to the financial information on file
upon the payment due date.

ONLINE: Payments can be made prior to or upon the
payment due date through log-in to your online customer
profile.

Paying Fees WALK-IN: Community Education Office
Hours: 7:30 am - 5:00 pm M-F, or
Our program is self-supported by user fees. Fees range our convenient 24-hour drop-box
depending upon the contract you choose. Many contract options MAIL: Community Education
are available to offer options to best meet family needs. Fee Kids Club Bookkeeper
schedules are available on our website in the “Fees” link: 8400 E. Pt. Douglas Rd. S.
Cottage Grove, MN 55016
Meeting payment deadlines is your responsibility.
Collections
Tuition & Billing Cycle
Unpaid accounts will be turned over to our collections agency
Tuition Secures Space: In order to assure your child’s spot. You are and may result in the loss of your child’s placement in the pro-
responsible for tuition starting on your child’s first contracted day gram. You are responsible for any legal/collection fees if your
of the program, whether or not your child is in attendance. account is sent to collections.

Receiving Statements: Paperless bills will arrive in your email Flex Spending
during the first week of the month. Any time there is a change to
your personal information, be sure to update your account. Fees All requests for Flex Spending verification need to be processed
are due whether or not you receive a statement. If you are not through the program bookkeeper. Monthly statements serve
receiving electronic statements please contact our business office as a valid receipt. Should you need a signature verification,
and check your account email information. please allow 2 business days for processing. Forms may be
faxed to 651-425-6620, Attention: Kids Club Bookkeeper or
Due Dates & Billing Cycle: emailed to [email protected].

• Tuition is assessed monthly. Financial Assistance
• Payment is due in full by the 15th of the month that
CCAP (Child Care Assistance Program) funds for Kids Club
care is provided. If the 15th falls on a weekend, the tuition may be available through your county of residence if you
tuition due date will be the following Monday. qualify. For residents of Washington County, more information
can be obtained by calling 651-430-6459. If you receive
• Payments not made in full by the 15th of the month county child care assistance, it is your responsibility to complete
all paperwork with the county, and to provide our bookkeeper
will result in a late payment fee of $25. with copies and your case worker information. Without this
paperwork, we are not able to process billing and payment
Past Due Accounts - Collections and Loss of Child Care: with the county. There are some fees which the county will not
If payment in full is not received by the 30th of each month: cover. All bills remain your responsibility.

• your care may be suspended Tax Statements
• your care and contract may be terminated
• your account may be turned over to collections ISD 833’s tax identification number is: 41-6007788.
Tax Statements documenting tuition paid to Kids Club are
Continuous Billing available in your Community Education customer profile
There are no credits for absences, including school closures or (Kids Club billing account) at kidsclubonline.org after
planned vacations. Exception - Summer. See page 21. January 1. Tax statements are not mailed, you must log-in and
print this documentation for your tax records. Contact our
10 bookkeeper if you need assistance.

Additional Charges & Credits

Additional Charges

Occasionally you may find additional charges on your bill for
items or fees incurred by missing a payment, late pick-up of a
child, etc. Below is a list of many of these types of fees you might
see on your bill and an explanation of how they are assessed.
Other fees are listed throughout the handbook.

• Late Payment - A fee of $25 per month for late payment of

tuition fees will be charged unless a prearranged payment
schedule is on file with Community Education.

• Returned Checks - Checks returned unpaid will be recovered

electronically by Paytec along with a state allowed recovery
fee. Questions can be directed to Paytec Customer Service
(866-399-4101).

• Late Pick Up - A fee of $15 per each 15 minutes, or portion
thereof, past 6:00 pm is charged for late pick ups (time of
pick-up is based on sign-out on program iPad). Termination
of your Kids Club contract may result if there are five late

pick up fees recorded on your account.

Examples: 6-6:14 p.m. = $15 Tuition Credits

6:15-6:29 p.m. = $30 Credit is not issued for illness, vacation (excludes summer for
those who have submitted a vacation voucher), time missed due to
6:30-6:44 p.m. = $45 participation in other programs or activities, or emergency school
closings. If you are asked to leave the program for any reason,
• Finder’s Fee (School Year) - A fee of $10 will be charged you are responsible for the balance of your account.

when a staff person needs to locate a child who does not Vacation Credit
arrive to the program as scheduled. The fee will increase by
$10 each time we need to locate your child. This fee is per (Summer only)
child, not per family. Termination of your Kids Club contract
may result if there are five Finder’s Fees recorded on your See page 21 for details.
account.

• Additional Key Card - A non-refundable $10 key card

processing fee will be added to your account for each
additional card a family requests beyond the 2 that have
been provided.

• Key Card - Lost/Not Returned by Deadline - Returning Billing Questions?

all Key Cards on your child’s last day of attendance is Please contact our bookkeeper at 651-425-6623 or
each family’s responsibility. A processing fee of $10 will [email protected]
be charged for each lost or unreturned key card including
additional key cards for which a $10 processing fee has
already been paid.

• Forgotten Lunch (Summer) - $10 fee will be charged.

• Forgotten Field Trip T-Shirt (Summer) - a $10 fee will be

charged.

11

Family Responsibilities

We believe that family
is the primary and most
significant influence in a child’s
life. School-age programs
strengthen, support, and
extend family experiences.
Through the cooperative
efforts of home and school,
children will be able to
develop to their fullest
potential. Please share
important information and
insights with staff including
strategies that work well, tips
on helping your child through
difficult times. It is important
for us to partner!

Parent/Guardian Orientation and Open House
Responsibilities
Parent/guardian orientation sessions for new KC families are
1. Observe the rules and policies of the program. offered prior
2. Let staff know if your child will be absent from the to the start of each summer (May) and school year (August). Our
Site Supervisors will be present at each school’s ‘Open House’
program (ex. sick, vacation, etc). night prior to the start of the school year and summer staff will
host an open house the week prior to the start of the summer
3. Sign your child in (morning) and out (afternoon) program. The open houses are a great opportunity for staff to
meet your child and answer any questions you may have. We
daily using the iPad. encourage all participants, new and returning, to attend!

4. Pay fees on time. Visiting
5. Pick children up on time.
6. Share your concerns with the Site Supervisors, We invite you to visit our sites anytime during operating hours.
If you would like a tour or to meet with a staff person, please
Program Coordinators, or Out-of-School Time contact the site where your child will be attending (full directory
Manager. available in this handbook and on our website). Also, if you have
a unique skill or talent you would like to share with the children,
7. Read posted messages and emails regularly. we encourage you to contact our site staff to arrange for this
8. Inform staff if a child has been exposed to a opportunity.

contagious illness. Emergency Contacts & Accurate
Account Information
9. Notify Community Education office of all contract
For safety reasons it is imperative that you provide current
changes and withdrawal, and abide by contract information on your child’s registration. Be sure to update all
terms. contact and personal information as it changes. It is the parent’s/
guardians’s responsibility to keep the Kids Club program up to
10. Keep your child’s records up to date, including date with changes to their child’s contract.

updated phone numbers and emergency contact
information.

11. Support school district and Kids Club rules and

policies with children.

12. Respectful Conduct: Maintain positive

communication and refrain from inappropriate
behavior while on school property and when
engaging with Kids Club staff. Behavior such as
threats, inappropriate language, and verbal or
physical aggression towards staff, students or others
can result in Kids Club contract termination.

Parents, guardians and other adults who do not abide
by these rules may have their Kids Club contract
terminated.

12

Arrival to Program We close at 6 pm.
Late Pick-ups
• We open at 6:30 a.m. Children and parents may not sign-in
We close at 6 pm. If you will be arriving after 6 pm make
before 6:30 a.m. plans for your emergency contact or authorized pick-up
person to pick-up your child and notify staff immediately.
• In order to accept legal responsibility all parents/guardians Prepare in advance for poor road conditions due to
weather. You will be charged a late pick-up fee of $15
must sign their child in each morning via an app on the Kids for every 15 minutes late (or portion thereof starting at
Club iPad. Individuals dropping off their child must be 6:00 pm on the Kids Club iPad). If you are more than 15
entered in to your online customer profile in order to appear minutes late and you or an emergency contact cannot be
within the app for signature. reached the police may be called to pick-up your child.

• If the group is away from home base at drop-off you are Unauthorized Pick-ups
& Custody
responsible for escorting them to join the group.
If an unauthorized person attempts to pick up your child,
• Failure to sign your child in or out of the program can result you will be contacted. If you cannot be reached, your

in removal from the program. !child will be held until you or an alternate pick-up person

Avoid Finder’s Fees! arrives. This procedure is designed to protect your child.

Notify your Site Supervisor of absences! At the time of registration you are asked to list people who
are unauthorized to pick up your child from the program.
If staff has to spend time trying to find your This section is for people who have previously had legal
child/ren, a FINDER’S FEE will be assessed. custodial rights as a parent or guardian. Our program will
release children to either biological parent unless we have
(For more information see a hard copy of a court order prohibiting a parent from
‘additional charges’ section, page 11.) having custody of the child. Kids Club will not obtain court
orders for families. This is each family’s responsibility. It is
Communicate Absences our practice to work with both parents for the welfare of
the child.
Both school and Kids Club must be notified of your child’s
absences. If your child will not be attending Kids Club Transportation
during the after school hours on a scheduled day, it is the
parent/guardian’s responsibility to notify the Kids Club Site Parents/Guardians are responsible to arrange
Supervisor prior to the absence. If notification is not received transportation to and from Kids Club. Bus service is not
and the Supervisors must locate your child a Finder’s Fee available. ISD 833 policy states that employees are
will be applied to your account regardless of whether it is prohibited from transporting children in personal vehicles.
the student’s or family’s error. When possible, an advanced Staff with specialized training may transport in a district
(2 day) written notice of absences for before school hours owned vehicle.
is preferred. On Non-School Days and during the summer
program notice is helpful for daily counts. There are no ID
credits for absences. Be PREPARED TO SHOW

Picking Up Your Child IDENTIFICATION
at any time.
• Parents/guardians must sign-out their child each afternoon
We take our responsibility to care for
using the app on our program iPad. your child very seriously.

• A person picking up can only sign-out as themselves. No

one is allowed to sign-out as another person or on another
person’s sign-out line. If you need to add someone to the
sign-out list you can do so by accessing the child’s account
online or talk to your Site Supervisor or our business office.

• Program staff are required to ask for photo identification

from anyone unfamiliar attempting to pick up a child.

• Staff will not release your child to anyone who has not been

listed on your child’s emergency card or authorized pick-up
list with the exception of local authorities, if necessary.

13

Communication

Respectful Communication Family Area - Folders &
Communication Notebook
Modeling respectful behavior is important for our kids. We
expect our staff to maintain respectful and professional Each program has a space dedicated for posting important
communication at all times. In addition, we expect that families information (a ‘Parent Board’). Please review this area often for
maintain respectful communication with all program staff. new information. We also use a system of on-site family folders to
If issues arise between children, address the concern to your Site share information. Please check these folders daily.
Supervisors who will work with all children on site. Do not speak Additionally, each program will have a ‘family communication
with another child. notebook’ on the sign in/out table.

Suggestions, Questions & Website
Concerns
The Kids Club website is your first stop for program updates,
In order to address your needs at the most appropriate and information, current happenings and calendars.
effective level, we suggest the following steps.
Email Information
1. Before a need arises, it is important that you get to know
E-mail alerts will also be sent out to our families using all e-mail
your site staff. Building a positive relationship helps your addresses on your child’s online profile. Emails from our central
child to have a great experience in Kids Club. Our staff will office and your Site Supervisors will include program registration
be reaching out to say hello and share information about information, Non-School Day registration materials, site
your child as much as we can while working with the children. newsletters, emergency closing updates and so on. The subject
line will often start with ‘Kids Club’ and will be from a sowashco.
2. If you have a concern, speak with your Site Supervisor. We org address or a cecool address. Please be sure to read all!
If you are not receiving emails, contact your Site Supervisor to
recommend calling during non-student contact time or having verify your address or login to your customer profile online to
a short, direct conversation at pick-up or drop-off. Please verify and update your information.
get to know your site staff!
Parent Advisory Council (PAC)
3. If concerns persist or discussing the issue with the Site
The Kids Club ‘Parent Advisory Council’ is made up of parent/
Supervisor proves to be insufficient contact a Kids Club guardian representatives from each site in addition to program
Coordinator at the central office. staff members. The council meets two times per year to support
program initiatives. If you would like additional information
4. Families are welcome to request a conference. regarding our advisory council, please contact Heather Wilkin at
5. If issues persist, contact the Out-of-School Time Program 651-425-6639 or [email protected]

Manager.

6. Feedback is always welcome. Formally Kids Club seeks

regular feedback in the form of electronic surveys throughout
the year. Please take time to respond! The information
gathered is used to guide program decisions!

14

Enrollment: kidsclubonline.org

Participation in other Kids Club Benefits
Activities or Programs
Being a ‘member’ has it benefits! Children who attend our
Occasionally families enroll children in other programs during program a minimum of 3 contracted days per week (a
their regularly scheduled Kids Club contracted hours. During the combination of am, pm, half-day or full-day schedules ~ Drop-
school year, this may include: school patrol, choir, intramurals, In care excluded) can receive a 50% credit on select Community
enrichment classes, etc. During the summer, examples may be: Education classes.
summer school, camps & clinics or other district/non-district Eligible classes must be held during Kids Club program
sponsored events. hours and may include Youth Enrichment, Youth Camps &
Steps to release your child to another activity during Kids Club Clinics, Intramurals and Community Education tutoring programs.
hours: Exceptions for this benefit include, but are not limited to:
1. Complete a release forms - available at your site. For safety, Community Education Aquatics program, Lifelong Learning Special
no child will be released without this form. Events as well as all evening and weekend events.
2. Child must check-in to Kids Club first. To receive the credit, please register for the class (you will need to
3. Child will then be checked-out to the responsibility of the other make a full payment) and complete a Kids Club Benefit Voucher
program/activity at the appropriate time. (available at all sites and on our website). Submit the voucher to
4. When child returns they will be checked back in to the our bookkeeper (within the same Kids Club enrollment season) and
responsibility and care of Kids Club. the credit (maximum credit of $50 per class) will be applied to
your Kids Club billing account once the class has begun.
Additional Notes for Summer
It’s that easy!
• Please review the Kids Club special events calendar.
• If your child will be leaving for or returning from a non-Kids

Club activity while the Kids Club group is on a field trip, you
will need to make alternate arrangements for care during the
overlap of time.

• For safety purposes, children cannot join another group.
• Please communicate your plans with your Site Supervisor.

15

Illnesses

Allergies and
Chronic Conditions

Upon registration or at any time that your child should become
allergic or develop a chronic medical condition it is critical that
you report your child’s needs to the Kids Club Site Supervisor and
Inclusion Coordinator. Follow medication procedures (page 22)
for any needed medications. You must also supply a care plan
(allergy, asthma, seizure, etc.) to your Kids Club staff.

Illness Immunizations

• A child who is too ill to go to school may not attend Kids Club. The Minnesota School Immunization Law requires that all students
• If your child becomes ill while in our care, he/she will be are current with certain immunizations before starting school
unless there is a medical or conscientious exemption on file. The
isolated from activities to rest under supervision, while you’re immunization dates or exemption information must be given to the
notified. school health office before the first day of school. If a child does
not meet this district requirement, they cannot participate in Kids
• For the care and safety of your child and others, you are Club. Children who participate in Kids Club and are not enrolled
in a District 833 school must provide written documentation
responsible for picking up your child within one hour of being of immunization or conscientious exemption to the program
contacted or for contacting an emergency person to pick up prior to attending Kids Club. Without written documentation
your child if you cannot do so. of immunization or conscientious exemption, a child cannot
participate in the program.
• If we are unable to reach you, we will call an emergency
Liability
contact to pick up your child within one hour.
Kids Club is not liable or responsible for any accidents or injuries
• You must notify Kids Club of all absences. The school is not which may occur in the absence of negligence by the staff.
Neither ISD 833 nor Kids Club carries insurance on students.
responsible to notify Kids Club of student absences. A site
phone directory is available in this handbook. If you pick up Reporting Injuries
your child mid-day from school, you may leave a note in our
school office mailbox (school year option only). In the event of an injury, an Injury Report will be completed
documenting the incident.
• Your child must stay at home for 24 hours after symptoms are If your child treated by doctor or dentist as a result of an injury
sustained at Kids Club, please notify your Site Supervisor and/
gone. or the Inclusion Coordinator so that Kids Club can follow up as
required.
• If your child has attended Kids Club while contagious with a
Emergencies
communicable disease, please notify your site so that we can
post appropriate notices for other families. In the event that your child requires emergency care, staff will
take the following steps:
Symptoms
1. Administer basic first aid as needed.
Children who are ill cannot attend the program. You will be 2. Contact parents/guardians. If unavailable, call an
contacted to pick up your child if they have any of the following
symptoms: emergency contact.

• Vomiting 3. If an emergency vehicle is needed, we will attempt to
• Diarrhea
• A temperature registering 100 degrees or higher check with the parent/guardian or emergency contact for
• Symptoms which indicate your child may have a communicable instructions for transportation. Kids Club reserves the right to
call 911 without approval in severe cases.
disease
Exposure to communicable diseases MUST BE REPORTED to staff 4. If a parent/guardian or emergency contact cannot be
immediately. Parents will be notified in the case of infections or
communicable diseases at the site according to the policies set reached, and it is an extreme situation, staff reserve the
by ISD 833. Kids Club reserves the right to exclude children from right, with the assistance of the paramedics, to determine if
attending if they are presenting symptoms of head lice. your child will be transported by emergency vehicle to the
closest hospital. Parents will be responsible for any expense
16 incurred.

5. Staff members are not authorized to transport students in

their personal vehicles.

Inclusion Inclusion

With appropriate advanced planning, children with special needs Working Together
can successfully participate. In order to best meet special needs It is important for families to
in an elementary school-based child care setting, we need the communicate openly about the needs
following from the parents/guardians and children: of their children so that we can create
a safe and successful environment of
• complete information regarding the child’s special needs care. Because of data privacy not all
• a completed intake form to help identify supports information can be shared between
• a meeting prior to starting the program (as needed) the school day and Kids Club. It is
• ongoing communication with the staff best to share important information
about your child with both school day
If the parent/guardian does not inform Kids Club of a child’s and Kids Club staff.
special needs and those needs significantly impact the child’s
success in the program, child care services may be suspended until Questions or Concerns?
an appropriate level of support can be arranged.
Children must be toilet-trained (unless a significant physical If you have questions on release of
disability prevents self-toileting - signed medical release information or wish to speak to someone about
authorization must be on file to offer diapering in these instances).
your child please contact Brenda, our
Release of Information Inclusion Coordinator, at 651-425-6613 or

If a parent would like the Special Education Department to [email protected]
release information regarding their child’s special needs to the
Kids Club Inclusion Coordinator or the Site Supervisor, the parent 17
must complete a Consent to Release Private Data form. This form
is available from your child’s school or on our website.

Additional Support

If extra staffing is necessary to support special needs,
accommodations will be made based on staff availability. In
the best interest of the child, he/she may not participate in the
program until appropriate staffing is secured.

Medical Care

If your child requires medical care that cannot be provided by our
staff, we will work with our district Health Services Department in
an effort to make accommodations. If your child is enrolled on a
NSD or in the summer program, this level of support may only be
available at one or two program sites.

Kids Club Setting

We are a very active elementary school-based child care
environment, with multiple free-choice activities. Many children,
staff and family members come and go throughout the day. Such
a busy environment may not best suit the needs of all children.
Parents/guardians should select the type of child care environment
that best meets the needs of their child and must inform Kids Club
of the child’s needs.

Accommodations

If a child is not successful in our environment with the level of
support offered, alternative child care arrangements may be
recommended. The start date for a child with special needs may
be determined by the programs ability to accommodate the
needs of the child. Failure to identify a child’s special needs may
result in temporary suspension of care while we assess and put
appropriate accommodations in place. Children whose limitations
create a safety issue of unreasonable risk, harm to themselves,
others or property or for whom substantial alterations to the
program would be required may not be accommodated.

Program Practices

Curriculum Personal Belongings

We provide a weekly curriculum with a variety of theme-based Children should be encouraged to leave toys or personal items
activities. Children may choose from the activities based on at home. Items brought to the program are to be shared with
their interest. Activities are focused in our 8 Key Learning areas everyone, not just a few friends. Children are responsible for their
including the arts, culture and language, health and safety, life own items. Lost or broken items are not the responsibility of the
skills, literacy, STEM, social emotional learning and physical program. Label belongings sent to Kids Club.
activity. These learning areas were identified through surveys of Kids Club allows personal handheld devices during the summer
our families and program staff. months only. They are not allowed during the school year,
Social emotional learning is the learning area of greatest including Non-School Days. Use of these devices will be limited
importance as identified by families, staff and district staff. (typically one hour in the morning and one hour in the afternoon
Developing social emotional skills supports children throughout - in conjunction with other ‘screen-time’ options - scheduled at the
their lives. Kids Club is dedicated to implementing strategies and discretion of the Site Supervisors).
activities to support SEL growth and development. Trading cards or cell phones/phone watches/personal technology
In alignment with federal guidelines for student health and devices are not allowed.
wellness, Kids Club strives to offer 60 minutes a day of physical
activity during the summer and non-school days, and 30 minutes Children’s Clothing
per session during the school year.
Our staff will offer a variety of activities daily. Due to other Children should be dressed appropriately for indoor and outdoor
district programs, availability of all areas may not be possible activities. Outerwear should be labeled.
every day. All children need to participate in outdoor activities. Staff ratios
do not allow for some children to remain inside.
Movies Children should wear tennis shoes. Sandals, flip-flops, etc. are not
appropriate for our active program.
Movies may also be shown. All movies will be rated ‘G’ unless the For NSD’s and in the summer program, be sure to review emails
families are notified in advance of a ‘PG’ movie through a sign and the Parent Boards frequently, some events or field trips may
posted at the site. require special clothing.

Breakfast & Snack Playground Safety

A light breakfast and mid-afternoon snack are offered daily District elementary schools and out-of-school time programs
at no additional fee. Please inform your Site Supervisor if your reserve our district playgrounds for student use from 6:30 am until
child has any food allergies. 6 pm. For the safety of our students, visitors and community guests
are not permitted to use the playground and outdoor spaces when
18 in use by our students. If visitors are using the playground during
these times, they will be asked to leave and may return when the
group is done. If any questions arise, please contact the building
principal or Out-of-School Time Program Manager, Amy Brengman.

Child Guidance

Student Behaviors We promote a positive approach with all
children and the management of
1. Use acceptable language. behavior expectations.
2. Respect fellow students; do not tease or harass. Bullying Our program environment:

behaviors will not be tolerated. • Provides a positive, safe and pleasant atmosphere.
• Meets the developmental level of the age group.
3. Treat materials with care. • Provides space for socialization and
4. Return materials to their proper place after use.
5. Share all materials. independence.
6. Clean up after yourself. • Maximizes the capacity of staff supervision.
7. Listen to and follow the direction of staff at all times.
8. Report problems to any Kids Club staff member. Reporting Behaviors
9. Keep hands and feet to yourself.
10. Gum and candy are not allowed. Site Supervisors will have conversations with parents as soon as
11. All school district rules and policies will be followed. possible after behaviors occur in order to work with you and
support your child’s positive participation. Behavior Reports,
Site Expectations Incident Reports and Notes About Your Child’s Day will be used to
document behaviors.
Each site’s behavior expectations are created with the children’s Repeated serious behaviors towards one’s self, other children or
input and posted. Children will have a clear understanding of the staff, disregard for rules and authority or threatening
program rules. Expectations emphasize each child’s responsibility behavior may result in program suspensions and/or possible
to the other children, staff and the environment. immediate dismissal from the program.

• Behaviors that cause harm or do not follow expectations

may result in a loss of privileges. Parents/guardians will be
notified of the behavior.

• If behavior is unsafe or continues to be disruptive, parents

will be notified and expected to immediately pick up their
child.

• If behavior on field trips is dangerous or unacceptable, field

trip privileges will be withdrawn and parents/guardians will
need to provide alternate care for their child during these
events.
The program staff will work with each family to create a
successful environment for each child in our program.

19

Non-School Days (NSD)

Important NSD Notes Field TripsSummer & NSDs

• A Non-School Day newsletter that includes session Our summer and NSD programs will keep your child
very active and includes exciting and educational field
dates, enrollment deadlines and Kids Club closure trips! By submitting a Kids Club registration, permission
dates will be sent to all participants prior to the is granted for a child’s participation in all field trips.
start of the school year season. All children must attend the field trips, or the parents/
guardians will need to make arrangements for alternate
• Your child can participate in a variety of care. Fees will not be credited for a child missing a field
trip due to attending other programs, illness, lateness,
NSD activities including on-site projects, on- vacation or other absence. Children enrolled on half-day
site presenters or off-site field trips. There are contracts are welcome to participate in all field trips on
no additional fees for special activities. Event their scheduled days at no additional charge.
information is included in marketing of the session.
Pertinent information is emailed to participants the Activity Calendars
week of the session.
!‘Activity’ calendars will be distributed at the beginning
• We ask that all children arrive to the site by 9 am
of each month (summer). The full summer calendar or
so the daily activities may begin. - exception field NSD lesson plan will be available online prior to the start
trip days. of the session. Our special activities will take place on
varying days throughout the session. There are no ‘set’
• As a part of your NSD enrollment, permission for days for field trips. If your child is participating in a non-
Kids Club activity that conflicts with the field trip schedule,
participation in field trips is granted. In an effort it is up to the family to make arrangements for care or
to ensure adequate preparation for off-site events transportation during the field trip times. Staff cannot
participants will be given a specified time to arrive stay behind to offer care to children not attending their
to the site on field trips days. groups field trips.

• A light breakfast and an afternoon snack will be Prepare!

provided. Children will need to bring a bag lunch All information pertaining to field trips will be posted on
including a beverage and utensils. Refrigeration our ‘Parent Boards’ as well as on our website. Please take
is not available. Unlike summer, there is no lunch time daily to review any new information posted so your
available through Kids Club on NSDs if you fail to child will be prepared for the activities.
bring a lunch from home.
Arrive on Time!
• Please also send appropriate clothing for indoor
All participants need to be in attendance for preparation
and outdoor activities. of the trip. Preparation involves the completion of a
field trip documentation., discussion of the event and
• This information and additional details will be expectations for the kids to follow during the trip,
collection of items that will accompany the group, head
posted on our website in the “Non-School Days” link counts, bathroom breaks, meals service (if appropriate),
at kidsclubonline.org. etc. Your site staff will communicate an arrival time in
advance to the trip so that all children are on-site and
20 involved in prepping for the event. Participants not
arriving by the stated time, unless otherwise arranged,
may not be eligible to attend the event. Drop off at the
venue is discouraged and would need to be prearranged
and approved by your Site Supervisor for safety of the
group.

What’s Included?

As a general rule, your child will not need (nor be
allowed) spending money on field trips. We try to make
our trips ‘all inclusive’ to allow all children the same
opportunities as well as for parent/guardian convenience.
A few field trips may allow spending money; please
watch for more information at your site.

Summer Program Features

Each child will receive a Bag Lunch From Home
Kids Club t-shirt
Families opting not to participate in the Lunch Bunch program
at the beginning of the need to send along a bag lunch daily, including a beverage and
summer. utensils. Refrigeration is not available. If Kids Club must provide
a lunch on a day that one is forgotten, the child’s account will be
These shirts must be worn on charged $10 each occurrence.
all field trips.
Building Security
Families have a one-time option to purchase an additional
t-shirt at the time of registration; replacement t-shirts cannot Kids Club buildings are locked during summer program hours.
Each family participating during the season is issued two key
be purchased at a later date. cards that will allow access to the building. For more information
see page 22.
Should children forget to wear their t-shirt on field trip
days, a loaner shirt will be provided for a fee. Vacation Credit

Communication - Be Prepared! (Summer Only)

Each group will send home weekly emails to keep you informed • Children enrolled for the entire summer are eligible for up
of site activities and what you need to do to prepare your child to one week of summer vacation credit, based on the child’s
for participation. Please read emails carefully and watch for contract. (For example, a M-F contract receives up to five
additional information posted in the family area and website. vacation days; a Tu-Th half-day contract receives up to three
half-day vacation days).
Grade Level Programming
• Vacation credit is given only for vacation days taken.
Kids Club - Grades k-2* • The days can be taken individually or consecutively.
Upgrade - Grades 3-5* • Vacation Vouchers must be submitted two weeks in advance
*The summer program is open to children who have successfully
completed grades K-5 (based upon the most recent grade of an absence to receive credit so the site can make
completed) and is offered at combined locations. adjustments for the absence (food, activities, staffing).
During the summer season Kids Club operates two separate • For June absence dates, Vacation Vouchers are available
groups at each location based on grade level. ‘Kids Club’ from our business office prior to the start of summer.
hosts students who just completed Grades K-2. ‘Upgrade’ hosts • Vacation Vouchers for July and August absences are
students who just completed Grades 3-5. available from your Summer Site Supervisor.
Split grade programming allows us to gear the environment as • Dates submitted on the voucher can only be changed with the
well as daily activities to the specific age groups. Families with submission of a second voucher - 2-week notice required.
children in both ‘Kids Club’ and ‘Upgrade’ programs will need • If your child attends on a date listed on a Vacation Voucher
to sign their children in and out in two separate program areas. as an absence date, attendance is considered drop-in.
Each group will have separate activity calendars. Special events Attendance must be pre-arranged and will be billed at the
may occur on different days of the week. drop-in fee, not the regular daily fee.
• Vacation credit will not be given if a child enrolls after the
Lunch Bunch summer program begins or withdraws before the last day of
the summer program.
• We offer an optional lunch program called ‘Lunch Bunch.’ • Credits are issued on the August invoice, not in the month
This program will provide your child with a daily lunch. when the absence takes place.
Participation in the Lunch Bunch program is optional and at • Credits for vouchers received after July 15 will be included
an additional fee (please see our fee schedule for current on the September invoice.
rates). • Accounts must be in good standing to receive vacation credit.
• See voucher for complete instructions.
• Due to the nature of the program and ordering time lines,
children cannot purchase lunch on a ‘select days’ basis. Camps, Clinics & Activities
Children attending the program on a drop-in basis will be
unable to participate. Occasionally, families enroll children in other programs during
their regularly scheduled Kids Club contracted hours. During the
• The lunches are provided to us through District 833 Nutrition summer, examples may be: summer school, camps & clinics or
Services and meet USDA guidelines. non-district sponsored events. Please refer to the ‘Participation
in Other Activities or Programs’ section found on page 15 in this
• There is a daily option of a hot or a cold entree. handbook for the steps you must take to prepare.
• Allergy note: please work with Nutrition Services for any

health needs. The menu will be available online prior to the
start of summer.

21

BUILDING SECURITY Safety

Kids Club buildings are locked during summer program hours. Each family District 833
participating during the season is issued two key cards that will allow access Medication
to the building. Additional cards may be issued at a $10 fee. It is the family’s
responsibility to keep track of the key card and follow all guidelines of card Policy
use. Doors should not be held open for other individuals; all Kids Club families
have access to the building via the cards issued to them. Lost/stolen cards Kids Club uses the procedures
need to be reported to Kids Club staff as soon as possible so that the card below for dispensing medication
can be deactivated. It is the family’s responsibility to return the key card/s to
the Kids Club staff on the last day of attendance. A $10 replacement fee per during program hours.
card will be assessed to your Kids Club billing account for cards not returned These procedures comply with
at the end of the season.
School Board policy
Safety Drills and MUST be followed.

Kids Club complies with all district and DHS safety requirements. Regular drills 1) Forms: Under NO CIRCUMSTANCES will
are held in the areas of fire, evacuation, severe weather, and lock downs. program staff administer or provide any
Your cooperation during drill times is appreciated. medication (prescription or over the counter)
without written parent/guardian authorization
Outdoor Play Temperatures and physician authorization as required.
You can find authorization forms online at:
Kids Club follows the outdoor play guidelines of District 833. We will go kidsclubonline.org or obtain from your Site
outside on most days. Please be sure to dress your child appropriately. When Supervisor.
the temperature and/or windchill is at 0 degrees or below, Kids Club will
remain indoors. When the temperature is 100+ degrees outdoor activities will 2) Families must provide medication
be limited or canceled. in its original container labeled by the
pharmacist with the following information:
Child Abuse and Neglect
• Child’s name
Under Minnesota State Law, all professionals who work with children are • Name, address, and phone number of
required to report any and all suspected abuse or neglect of children to the
authorities. pharmacy

Professional Development • Name of physician/pharmacist
• Directions for use
A well-trained staff is one of our program priority goals identified by our • Name of manufacturer
families, schools and program. When Kids Club is closed the program • Date of original issue/renewal - families
is typically in transition between the school year and summer programs.
During this transition time and typically on Presidents Day, staff will not only must track expiration dates and re-
be preparing for programming but will also be participating in required supply medications as needed.
professional development. It is also a state requirement for certified child care
programs. Kids Club staff are trained regularly in health and safety practices, • Generic or trade name of drug and
first aid and CPR, student needs, child development, social emotional learning
practices and more. strength.

22 3) Medication must be delivered to a Site
Supervisor and will be stored in a locked
cabinet.

4) Medication will be administered only
by a Site Supervisor, except in the case of
lifesaving medications.

5) Each school will keep a log for each
student.

6) When transferring sites for NSDs and/or
summer, it is the family’s responsibility to bring
medication and signed forms to the new site.

7) Written permission is collected for
application of sunscreen and insect repellent.

Emergency Closings / Inclement Weather

If inclement weather conditions necessitate delayed
starts, early dismissals or emergency closing of school
buildings announcements will be posted via:

• District’s Email/Text notifications
• District Website
• Local News Stations and Radios

School Closure ~ Full Day Delayed Opening / Late Start

If school is closed due to extreme cold Kids Club will be If school has a delayed start time due to extremely cold
in operation at consolidated locations for pre-registered temperatures, Kids Club will open at our normal time (6:30 am).
participants only. This is a separate enrollment involving a
registration fee to secure placement into programming. If your If school has a delayed start time due to snow or ice (poor
child is not enrolled into the cold weather programming you will driving conditions), Kids Club will open two hours late (8:30 am).
need to make other arrangements for their day. No Drop-In
attendance allowed. We will remain open until the start of the school day; no
additional fees will apply. It is advised that parents/guardians
If school is closed due to all other weather or environmental call the site phone number prior to leaving home to ensure that
conditions, Kids Club is also closed. DO NOT bring your our staff is in the building.
child to school. Families need to have alternative care plans
should an emergency closing situation arise. We will be open for children who are already scheduled to
attend that morning session. Those who attend the program in an
Building Emergency ~ Mid-Day afternoon-only or drop-in only contract who wish to use drop-in
services on a delayed opening/late start morning must call the
If school is closed during the middle of the school day due site first to determine if space is available.
to a building emergency (e.g., power failure, no water, etc),
Kids Club will close. Parents/guardians will need to pick up Early Dismissal / Closing Early
their children (or make other arrangements) immediately upon
the school closing. If school is released early due to inclement weather, our staff will
be on site. They will attempt to contact every parent whose child
Non-School Days is enrolled for that afternoon, however you will need pick up your
child as soon as possible after school is released.
If it is a Non-School Day, Kids Club will cancel only under Our staff will follow these procedures:
extreme weather conditions. Please call the Non-School Day site
prior to leaving home to ensure the program is open. • Children who are scheduled to attend our program that

afternoon will report to the program’s home base and wait
to be picked up by the parent/guardian or other alternate
pick-up.

• If you pick up your child, or make arrangements for them to

go home, please notify our staff before your child leaves the
school. Our staff cannot leave the building until all children
have been accounted for.

Tuition credits/refunds are not
issued for closings related to
inclement weather or building
emergencies.

23

SCHOOL AGE CHILD CARE

Family Handbook


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