After School Adventures Program Parent Handbook 2017- 2018 (English)

Parent Handbook
2017-2018

Table of Contents

1. Our Commitment to Children and Families

a. Welcome from the Human Services and Recreation Director Page 3

2. After School Adventures Program Sites Page 4

3. Early Care Adventures Program Sites Page 4

4. After School Adventures Program General Information Page 5

a. Children Served

b. Wait List

5. About Our Staff Page 5

a. Training and Education

b. Background Checks

c. Mandated Reporters

d. CPR and First Aide Certified

e. Staff-to-Child Ratios

6. Passport to Fun Youth Scholarship Program Page 6

7. Curriculum and Activities Page 7

a. Child and Community Focused

b. Kindergarten Program

c. Teen Program

d. Homework Agreement

e. Promoting Good Citizenship

f. Happy Notes and Grams

g. Behavior Guidelines

h. Expectation

i. Implementation of the Code of Conduct

j. How to register a complaint

8. Seasonal Camps and After School Sports Page 11

a. Holiday Closures

b. Seasonal Camps

c. Youth Sports Program

d. Adventure Cheer and Dance Program

9. Registration Process Page 14

10. Communication with Families Page 16

a. Privacy Rights

b. Parent Board

c. Annual Parent Meetings

d. Email Notifications

11. Responsibilities of Parents/Guardians Page 17

12. Fees , Payments and Refunds Page 17

Federal ID Number

13. Resources Page 18

14. Program Forms Page 20

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Our Commitment to Children and Families

Welcome to the City of Pasadena’s After School Adventures Program (ASAP). We know that parents have many
options for quality after school care and seasonal camps. Our program is both child and community focused,
which means our activities are planned based on the interests of our school-age children and teenagers within
the City’s diverse community. Science, outdoors and nature, arts and culture, literacy, and sports, to name a
few, are all hallmarks that make Pasadena a great City. From field trips, arts, sports to enrichment activities, our
after school program offers a year full of adventures, friendships and opportunities to explore through play and
recreation.

Each child comes with a unique array of their own life experiences and interests. It’s our job to build upon these
developmental years by offering a stimulating environment that engages children from the classroom, to the
playground, and back out into the community. Our caring staff brings individual talent, life experience and child
development education to their work. Our Site Coordinators are well trained professionals, most have BA
degrees and ECE backgrounds.

We view our young participants as future community leaders. We know that children and adults learn by doing
and observing. Providing good role models and communication that is respectful of differences are aspects of
our program. Promoting peace, justice and respecting diversity are also important community values. It is our
goal that each child and teenager in our program be empowered with skills that encourage positive self and
community identity.

We hope that you enjoy watching your child thrive in our program this year. There will be opportunities
throughout the year for families to join in together from potlucks and talent shows to participant performances
in the community.

Effective communication between the staff, family and child is paramount. Each site is equipped with a parent
board that provides updated information on curriculum, field trips and other topics of interest. Feel free to
check-in routinely with your participant’s Site Coordinator to follow up on how your child is doing in our
program, and to provide updates on happenings going on at home, school or other aspects of your family’s life
that will support your young person’s success after school. We encourage active parent participation and
appreciate feedback on how well we are doing, as well as areas we can improve upon. Feel free to contact me
directly if you need additional assistance at 626-744-4386.

Sincerely,

Horace Wormely
Director of Human Service and Recreation


According to the After School Alliance, “After School Programs make a difference in America’s

communities by improving academic achievement, keep kids safe and help working families.”

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2017/2018 School Sites



Don Benito School Field School Hamilton School
3700 Denair St. 3600 E. Sierra Madre Blvd. 2089 Rose Villa St.
Pasadena, CA 91007
Pasadena, CA 91107 Pasadena, CA 91007
Max. Enrollment: 100
Max. Enrollment: 100 Max. Enrollment: 80

McKinley School Victory Park
325 S. Oak Knoll Ave. (Norma Coombs)
Pasadena, CA 91101
301 S. Madre Ave.
Max. Enrollment: 100 Pasadena, CA 91107

Max. Enrollment: 60

Hours of Operation: Monday: 1:30pm to 6pm Tuesday – Friday: 3:10pm to 6pm

Jackson School Jefferson School Longfellow School
1065 E. Washington Blvd.
593 W. Woodbury Rd. 1500 Villa St.
Altadena, CA 91001 Pasadena, CA 91106 Pasadena, CA 91104

Max. Enrollment: 100 Max. Enrollment: 60 Max. Enrollment: 100

Madison School San Rafael School Webster School
515 Ashtabula St. 1090 Nithsdale Rd. 2101 E. Washington Blvd.
Pasadena, CA 91105
Max. Enrollment: 60 Altadena, CA 91001
Max. Enrollment: 60
Max. Enrollment: 80

Willard School
301 S. Madre Ave.
Pasadena, CA 91107
Max. Enrollment: 80


Hours of Operation: Monday: 12:35pm to 6pm Tuesday – Friday: 2:15pm to 6pm

Early Care Afterschool Program Sites
Don Benito
Hamilton
Mc Kinley

Hours of Operation: Monday - Friday: 6:45am to 8:45 am

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4. After School Adventures Program General Information

a. Children Served

Each of our sites has a maximum amount of children we can serve. This maximum is based on our staff-
to-child ratios. Our program is primarily designed for school-age children; the McKinley site is designed
for 7th and 8th grade students. The After School Adventures Program is not equipped to serve Pre-K
children under 5 years of age. For more information on Pre-K and other programs, please contact the
Pasadena Unified School District’s Child Development Office at (626)396-5762 x.10070.

b. Wait List

A wait list is maintained for each site in our After School Adventures Program office, located at Jackie
Robinson Community Center should a site meet maximum capacity. There is no drop-in care available. If
you wish to add your child’s name to the wait list, please contact (626)744-7330 or visit the Center
located at 1020 N. Fair Oaks Avenue, Pasadena 91103.

5. About Our Staff

a. Training and Education

Our staff is committed to providing quality after school activities that promote the healthy development
of our participants. Whether learning how to win or lose graciously, instilling a value for physical fitness,
or finding peaceful resolutions to conflict among peers, our staff understands their role as mentors to
young children and teens. We are committed to our staffs' continued growth and require all of our staff
to participate in professional development opportunities throughout the year. Topics staff are trained
in include the Center’s for Disease Control fitness guidelines, tips for helping with homework, and trends
in the field of Child Development.

We recognize that some of the most important learning experiences are those nurturing relationships
that develop between children/teens and our staff. We have three levels of staff that include a Site
Coordinator and Instructor at each site, and Recreation Leaders. Our Site Coordinators are responsible
for the day-to-day coordination of the site and staffing. They also serve as the primary point of contact
for parents. Our Instructors are responsible for planning and carrying out a wide array of
developmentally appropriate after school activities. Our team of Recreation Leaders assists both the
Site Coordinators and Instructors in ensuring the sites are well supervised and safe. They serve as
mentors to the children and carry out activities on a daily basis. Our staff are key to both the program
and your child’s success.

b. Background Check Requirement

As a condition of employment, each employee has successfully completed federal, state, and local
background checks, including criminal and child abuse checks by the Department of Justice. Included in
our screening criteria is the successful completion of a drug test.

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c. Mandated Reporters

All employees working with children are mandated by law to report suspected incidences of child
abuse/neglect to the Department of Child Protective Services.

d. CPR and First Aid Certified

All staff are certified in CPR and First Aid as a condition of employment.

First Aid Medications



Our staff are Certified In CPR and First Aid; We realize that some children may take medication at

they will act accordingly in emergencies. If times. As we are not a day care, it is department practice

first aid is administered to your child during that staff cannot administer or hold any medications. It is

the course of the day, such as an ice pack or up to your child to keep it in his/her lunch box or backpack

a Band-Aid, a staff member will notify you and administer his/her own medication or see the school

upon pick-up of your child. nurse. Staff can remind the children to take medications.

It would be helpful if the leaders were aware of the

In the case of a more serious situation, you medications that your child might take. If your child has a

or the proper guardian will be contacted. “bee sting” epi-pen kit, please let us know so it can be

Please be sure that your child’s emergency stored in an easily accessible location and all leaders can

contact form is up to date at all times. be informed about the situation.





e. Staff-to-Child Ratio

The After School Adventures Program is not a licensed after school program, nor is the City required to
obtain such license. We do follow many of the guidelines in terms of requiring a developmentally
appropriate curriculum and the training of our staff accordingly. Each site is staffed with 1 Site
Coordinator and at least 1 instructor and depending on the number of participants at the site up to 3
Recreation Leaders. Our current ratios are 1 staff-to-20 children.

6. Passport to Fun Youth Scholarship Program

Youth 17 and under, living in Pasadena or attending a school in Pasadena, or is enrolled in the Pasadena
Unified School District (PUSD), are eligible to apply for the scholarship program. The program provides those
who meet the eligibility criteria with a scholarship for various City of Pasadena recreational programs and
activities based on the Housing and Urban Development Moderate, Very-Low and Extremely Low-Income
Guidelines.

The PASSPORT TO FUN program operates in two steps.

Step 1 is for the customer to submit the application for the program of choice at least 2 weeks prior to the
activity registration period in order to “pre-qualify” and receive notification of award.

Step 2 is for the customer to verify program/activity selection, complete the registration process, pay any
balance due and finalize registration prior to start of program/activity.

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PASSPORT TO FUN applications are available for the After School and Early Care Adventures Programs at the
ASAP Office located at the Jackie Robinson Community Center, 1020 N Fair Oaks Ave. Completed
applications for the PASSPORT TO FUN program and proof of eligibility will be accepted in person only at the
ASAP Office and will be reviewed at the time of submission. PASSPORT TO FUN SCHOLARSHIPS are awarded
on a first-come, first-served basis. Customers are notified of award status within one week after submittal.
If qualified, scholarships are available during the calendar year as funding permits.

The Scholarship is good for actual enrollment of child for the entire program year only if program fees are
paid by the due dates indicated and is non-transferable. Each Site Coordinator can provide more information
on the Passport to Fun Youth Scholarship Program. For more information on the Passport to Fun Scholarship
Program call (626) 744-7330.



7. Curriculum and Activities

a. Child and Community Focused

There are many developmental differences between a kindergartener, school-age child, and teenager.
Our curriculum is designed to appeal to all ages and interests so that at times we can all be together.
There are also times where our youngsters and teens are best served in age-appropriate groups to meet
the developmental needs of our participants. To that end, our curriculum is adapted for the different
age groups served.

We understand that children and teens learn best through play and benefit by having structured
activities they can choose from. Pasadena children and youth are fortunate to have a wealth of
opportunity to explore within the community; from our unique parks and open space, leading scientific
industries like JPL, to our own Health Department, the fun, adventures and learning are endless.

There is much to learn and do after school. Our curriculum is designed to build on the unique
experiences of each child while adding to their understanding of the world and rich diversity that exists
here locally. Whether planting trees, taking a hike, building a robot, reading a book with friends, or
playing a sport, our curriculum is intended to be fun, relevant, and engaging. Our job is to provide after
school adventures so your child can thrive. Some of the activities you will find daily and monthly
include:

• Theme Generated Curriculum
• Supervised Outdoor Play
• 45 – 60 minutes of Homework Time and Help
• Healthy Snacks
• Organized Sports
• Special Interest Classes (Choir, Cooking, Cheerleading)
• Structured Group Games
• Local Field Trips (may be an additional fee)
• Guest Speakers

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• Opportunities to Perform within the Community
• Opportunities for Public Service/Volunteerism
• Civic Engagement Events/Projects


b. Kindergartner Program

Starting school for the first time can be wearisome and tiresome for both kindergarteners and their
families. Our youngest participants sometimes need a slower pace after school with time for rest,
especially at the start of the school year. We are making every effort to work with your kindergartner’s
school site to provide a separate classroom to conduct slower paced activities for our youngest
participants. These rooms are equipped with mats for resting, if appropriate. If you would like your
kindergartner to have the opportunity to rest, please speak directly with your Site Coordinator. During
the second semester, staff will scale back on naps and work on integrating kindergarteners more with

our school-age participants.

c. Teen Program

McKinley School includes a teen focus. For part of the day we will have mixed age groups. This site
creates a unique opportunity for peer-to-peer learning; this type of environment allows for our teens to
develop leadership skills, and for our young people to benefit from being mentored by an older peer.
Activities designed just for teens include a Teen Club to help coordinate special interest activities for
teens. More emphasis on science and public service are included in our teen curriculum. To learn more
about teen activities in Pasadena, including seasonal camps and special events, contact our Teen
Education Center at (626) 345-0708.

d. Homework Agreement

The After School Adventures Program provides 45-60 minutes of homework assistance Monday thru
Thursday. Each site provides a quiet space for participants to work. Participants may use this time to
complete homework or engage in a quiet activity. We understand that some of our participants may
want to be organized in learning groups to help one another with their assignments. Each Site
Coordinator will determine how to best utilize such groups and will discuss expectations for interacting.
Staff will provide assistance with questions and partially review homework daily. It is important to
remember that staff is not always able to provide one-on-one help, or to check homework for correct
answers, so we encourage each family to set-aside time each night to review homework.

To be sure the participant, family member and staff understand the family’s expectation for homework
completion, staff initiated a homework agreement. This agreement is to be reviewed by the family with
the participant to ensure mutual understanding of expectations on how this time should be used after
school, whether engaged in homework or a quiet activity. This will help staff reinforce the family’s
academic expectations of their young participant. We encourage each parent to routinely check-in with
the Site Coordinator on how the time is being used by their participant, and determine if there are areas
we can work on to help the participant maximize this time.

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Each site has a quiet activity station for children to select activities to engage in independently during this
time, should the family elect not to have their participant complete homework at the site, or in the event
the participant completes their homework early. We ask that each participant be respectful of the need
to maintain a quiet environment free from disruption so their peers may focus on the successful
completion of their homework.

e. Good Citizenship

Each participant represents a future leader. Part of our daily focus is providing good examples for
sharing, communicating and conducting’s one’s self respectfully and harmoniously after school. To this
end, our goal is to help participants learn how to make healthy choices, promote pride in caring for our
after school community, and encouraging community involvement. School-age children and teens
sometimes struggle with resolving conflicts peacefully. The After School Adventures Program curriculum
is designed to provide well-rounded developmental experiences every day for our participants, so that
they remain engaged and believe they are part of the program. Respecting the feelings of others, valuing
differences, and learning from experiences by giving voice to how we think and feel are all aspects of

promoting good citizenship where everyone is valued, respected and included.

f. Happy Notes and Grams to Promote Good Citizenship

Part of reinforcing good citizenship is acknowledging it and providing verbal feedback for a job well done.
Staff will make every effort to encourage good citizenship by communicating to the child/teen and family
regularly. Sometimes parents and children may expect to receive positive notes and “Happy Grams”
from our staff acknowledging acts of kindness, leadership and good citizenship. We will also have an
awards ceremony at the end of the year for young people who demonstrate leadership, good citizenship
and demonstrated growth in these areas. We want to always take the time to appreciate and celebrate
the developmental strides of our young leaders.

g. Behavior Guidelines

Each participant is expected to respect the differences of one another. Our goal is to provide a safe after
school environment for everyone, including staff. It’s expected that conflict is to be resolved in a positive
manner. In the event a participant’s behavior towards staff and others enrolled in our program becomes
physical or abusive in any manner, a parent/ guardian will be notified immediately. A parent conference
will be scheduled to explore all possible options for addressing the behavior. This conference must occur
before the participant can continue with the program. Staff is also available to provide resource and
referral information to outside agencies if assistance is needed. If the behavior continues, the participant
will be removed from the program for a period of time, as determined by the Site Coordinator and
administrative staff, and may return only after the behavior warranting dismissal has been corrected.
Outwardly aggressive or abusive behavior may result in immediate removal of the participant from the
program to ensure the safety of participants and staff. It’s for family members to communicate with staff
of situations that might affect the child’s behavior after school. To help our participants understand
behavior expectations, staff may issue “sad grams” to families to provide notification of possible behavior
concerns that are impacting the child/teens participation in the program.

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h. Expectations

1. Respect one another
• Encourage others rather than put them down
• Do not use offensive or negative language
• Respect each other’s personal space
• Show good sportsmanship and follow rules for all games


2. Respect the Staff
• Ask permission before switching activities
• Trust staff to make good decisions
• Follow directions properly
3. Respect the Environment
• Always use equipment and furniture for the purpose it was designed
• Walk, do not run inside the building
• Report all broken equipment immediately
• Care for our outdoor and indoor surroundings


i. Implementation of the Code of Conduct


The following procedures will be followed when Code of Conduct is not adhered to:

1st Occurrence The child will be taken away from the situation, the behavior will be identified
and the inappropriate behavior will be addressed. The child will be informed of the
consequences if this behavior continues.


2nd Occurrence Sad Gram Form will be given to the parent to sign at the time child is picked up from

the program.

3rd Occurrence Parent/Guardian will be contacted immediately and asked to pick up their child from
the program immediately. A suspension of up to 5 days will be implemented and
the school principal will be notified.

Suspension – when a participant is suspended from school, the suspension also
applies to the City of Pasadena After School Adventures Program. Participants may
also be solely suspended from the ASAP program.

4th Occurrence Parents will be contacted immediately and asked to pick up their child from the
program immediately. The child will be removed from further participation in the
program.








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i. How to register a complaint

In the event you would like to register a complaint regarding the ASAP or ECAP, please following the
procedures below:

• First talk to the Site Coordinator at the school site.

• If the problem is unresolved, please contact the Recreation Services Specialist that oversees the
school site your child attends, either Stephanie Carter (Don Benito, Field, Hamilton, Longfellow,
McKinley or San Rafael) at (626) 744-7364 or Carmen Rodriguez (Jackson, Jefferson, Madison,
Webster, Willard and Victory Park) at (626) 744-7302.

• If the problem is still unresolved, you may contact the Recreation Supervisor, Darrell Walker, at
626 744-7530 or [email protected]

• You may also contact the Deputy Director, Raphael Guillen, at any time at (626) 744-3914 or
[email protected]

• Office hours: Monday – Friday 8:00 am – 12:00 pm and 4:30 – 7:00 pm
Site visits: 2:00 – 4:00 pm

8. Seasonal Camps and After School Sports

a. Holiday Closures for 2017-18 School Years

After School Adventures Program School sites will observe the following holidays, including all
extended breaks as detailed on the school’s official calendar and staff development days:

Ø Sept. 4 Labor Day
Ø Nov. 10 Veteran’s Day
Ø Nov. 20-24 Thanksgiving Break
Ø Dec. 22-Jan. 5 Winter Break
Ø Jan. 15 Martin L. King, Jr. Day
Ø Feb. 12 President Lincoln Day
Ø Feb. 19 President Washington Day
Ø March 19-23 Spring Break
Ø March 30 Staff Development
Ø May 28 Memorial Day

Early Care and After School program is not provided when the schools are closed in observance of
holidays.

b. Seasonal Camps

The Human Services and Recreation Department provides seasonal camps during the winter, spring and
summer school breaks. Our Summer Camp information will be released in April 2018. The cost varies

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and 10% sibling discounts are available. Passport to Fun Youth Scholarships are also available. Camps
are designed to serve school-age children community-wide from 5 to 13 years. Camp hours operate
from 7:30 am to 5:30 pm. The City also offers specialty half-day camps as well as those offered through
our recreation class programs (see our Fall/Winter and Spring/Summer Recreation Guides). A healthy
morning and afternoon snack will be provided. Field trips include outings to theme parks and local area
attractions and costs are in addition to camp fees. Activities will include a focus on fun and fitness and
feature a variety of outdoor/indoor games, activities, and crafts. To learn more about our seasonal
camps and/or to register (online registration is also accepted), please visit our website at
www.cityofpasadena.net/reserve .

Below are details regarding our camps offered during the year:

Fall Adventures Camp: November 20 to November 22 (no camp November 23 and 24)
Registration Begins: October

Winter Break Camp: December 26 to January 5 (no camp December 25 or January 1)
Registration Begins: November.

Spring Break Camp: March 19-23
Registration Begins: February.


c. After School Adventures City-Wide Sports Program


Every child and youth deserves an opportunity to play sports and the Human Services and Recreation
Department operates our City-Wide Youth Sports Program in conjunction with the After School
Adventures Program.

Our program offers young athletes a well-rounded introduction into sports that may lead to a lifelong
appreciation for being active and fit. Our coaches and volunteers are trained according to the National
Alliance for Youth Sports curriculum and code of ethics. Families and participants are assured of having
well-trained staff and coaches that understand skill development, confidence, cooperation, self-esteem
and other character building aspects that young people learn while playing an organized team sport.

Our program runs parallel with the school year and also includes a cheer program that is open to boys
and girls. Practices are generally conducted weekly during the After School Adventures Program and
games are played Monday evenings and Saturdays at our various community center sites. Following is a
list of youth sports programs offered by the Department:



Program: Fall Flag Football

Description: Participants will have the opportunity exercise and learn the basic fundamentals of flag
football while engaging in competitive games. Practices are held at After School Adventure sites and
Recreation Centers. Games are held on Saturday mornings and afternoons for 3rd-6th grade teams,
while games for 7th-8th grade teams are held Monday evenings. Mighty Mites K-2nd Grade Training

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and League includes 3 weeks of training and 4 weeks of non-competitive games each Saturday from
9:00am-10:30am at the Villa-Parke Multi-Purpose Field.


Ages: 5 to 14 years old
Divisions: Mighty Mites (K-2nd Gr.); C - (3rd-4th Gr.); B - (5th-6th Gr.); A - (7th-8th Gr.)

Cost: $60 per participant/$75 Non-Resident

Registration Starts: July 5, 2017 - All fees & registration due: September 8, 2017

Season Starts: September 30, 2016

Practice hours: Varies depending on site (After School and Recreation Centers)

Game Locations: Villa-Parke Turf Soccer Field and Robinson Park Turf Football Field.

For more information contact Justice Bolden at Email: [email protected] or
Phone: (626) 744-7506

Program: Coed Volleyball

Description: Participants will have the opportunity to exercise and learn the basic fundamentals of
Volleyball while engaging in competitive games. Practices are held at the After School Adventure
sites and Recreation Centers. Games will be played Tuesday and Thursday evenings at Victory Park
Center and McKinley School.

Ages: 8 to 14 years old
Divisions: C - (3rd-4th Gr.); B - (5th-6th Gr.); A - (7th-8th Gr.)

Cost: $60 per participant/$75 Non-Resident

Registration Starts: July 5, 2017 - All fees due: September 22, 2017

Season begins: October 10, 2017

Practice hours: 5:00pm-6:30pm

Game Locations: Victory Park Center and McKinley School

For more information contact Justice Bolden at Email: [email protected] or
Phone: (626) 744-7506

Program: Winter Basketball

Description: Participants will have the opportunity to exercise and learn the basic fundamentals of
basketball while engaging in competitive games. Practices are held at the After School Adventure

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sites and Recreation Centers. Games will be played primarily on Thursday evenings, Friday evenings,
and Saturday morning and afternoons.

Ages: 4 to 14 years old

Divisions: Mighty Mites (K-2nd Gr.); C - (3rd-4th Gr.); B - (5th-6th Gr.); A - (7th-8th Gr.)

Cost: $60 per participant/$75.00 Non-Resident

Registration Starts: October 21, 2017 - All fees due: December 15, 2017 5:00pm

Season begins: January 6, 2018

Practice hours: varies depending on site (after school and Recreation Centers)

Site and Information: Victory Park, 2575 Paloma St. Pasadena 91107, (626) 744-7500

Program: Adventures Cheer and Dance Program

Description: Adventures Cheer and Dance will consist of after school practices, a welcome back
jamboree, two cheer clinics, two community events and a final exhibition. Participants will learn the
basic fundamentals of cheer and dance throughout the season and perform at the Annual Cheer and
Dance Exhibition. Participants will receive a uniform for performances and an end of the season
award. Cheer groups will also cheer for their respective ASAP schools at flag football and/or
basketball games. All PUSD students are welcome to participate. No experience needed.

Ages: TK – 8th grade

Cost: $50 per participant

Registration: July 1, 2017 All fees due: December 15, 2017

Hours: varies depending on practices per site (after school) and games

Site and Information: After School Adventure and game sites; for more information, please call
(626) 744-7330.

9. Registration Process

Step 1: Visit www.cityofpasadena.net/reserve

Step 2: Request an Account (if you already have an account go to step 3)

• Complete the information required
• Create a Login and Password
• Submit your Application
• Please allow 24 hours for approval

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Step 3: My Account

• Submit Login Name
• Submit Password
• Click Sign-In

Step 4: Register for Activities (under other services)

• Once you have logged in to your account, the options page will appear
• Select Register for Activities

Step 5: Activity search and Registration

• Search by School Name
• Select the School
• Select Enroll Now
• Drop down to select participant
• Click Continue

Step 6: Daycare Enrollment

• Click Select All if enrolling and paying for the whole school year
Or

• Select the dates by clicking on the green check mark at the right of each week
• Click Add to My Cart to proceed to payment

Step 7: Daycare Enrollment Detail

• Check Details
• Continue

Step 8: Shopping Cart

• All Done Proceed to Checkout

Step 9: Order Confirmation and Payment

• Type your initials to agree to waiver
• Click on Acknowledge of Waiver
• Click on Promise to Make Payments Agreement
• Select form of payment

For Example -Master Card
-American Express
-Visa
• Click on Acknowledge 13 years or older
• Click Continue
• Email or Print Receipt for your records

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• To pay on account for past due balances

Step 1: My Account

• Submit Login Name
• Submit Password

Step 2: Account Options

• Click Pay on Account
• Select amount due or enter amount to pay
• Click on Continue
• View outstanding balances
• Click on Continue

Step 3 : Order Confirmation

• Acknowledge Waiver by clicking on box( enter initials)
• Click on Promise to Make Payments agreement
• Select form of payment
• Click on Acknowledge 13 years older
• Click Continue to finish the payment process


10. Communication with Families


a. Privacy Rights

The City of Pasadena maintains a policy that protects the confidentiality of the program
participants. Written request must be submitted to the City of Pasadena to obtain City program
records.
b. Parent Boards
As a resource for parents, each site will have a Parent Information Board visibly displayed at each
ASAP site near the sign-in/out of participant rosters. Boards display important information for
parents in an effort to enhance communication among staff, participants and parents.
c. Annual Parent Meeting
Meetings will take place at the beginning of the program, at the beginning of the second school
semester, and a final meeting before the end of the program. Please make sure to check your e-
mails for email notification and the school site Parent Board for information about the day and
time of the meetings.
d. Email Notifications
The After School Adventures Program provides emails to parents with an active email address on
file within the Active Net database system. The emails will contain pertinent information about
event and news from school sites and administration staff as well helpful tips and topics
specifically for parents.


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11. Responsibility of Parents/Guardians


1. When picking up your child, the parent/guardian is responsible to sign the child out, noting the time,
and signing with a legal signature. Please inform the supervisor that the child is leaving.
2. Parent are responsible for notifying ASAP staff if their child’s schedule changes, and of absences,
including calling out for sick days.
3. Parents are responsible for submitting schedule changes to the After School Office in writing.
Notification of full withdrawal must be made to the office in writing two weeks in advance.
4. In the interest of safety, parents are responsible for making sure the child’s classroom teacher is
informed of all changes and exceptions to his or her after school schedule.
5. Parents should read the Parent Board daily to note curriculum plans for that week, any planned field
trips, program needs, and the weekly snack schedule. This information will help you keep in touch
with the program and your child’s activities as well as provide opportunities for conversation and
sharing between you, your child, and the staff.
6. Children are discouraged from bringing toys and other items with them to the After School
Adventures program. The City of Pasadena is not responsible for anything your child brings to the
program (toys, eyeglasses, clothing, etc.) The City will not be able to reimburse you for any lost or
stolen items.
7. The safety of your child is our first priority, therefore, the person picking up a participant must be
responsible and 18 years of age or older. If this appears not to be in the case, the following
procedures will be implemented:
a. After School Adventures Program staff will offer to call a taxi or another driver.
b. If the person insists on driving your child, the staff person will call 911 to report the concern and
provide information to ensure the child gets home safely.



12. Fees, Payment and Refunds

The City of Pasadena After School Adventures Program provides affordable, flexible and convenient after
school care for $30.00 per week or $60.00 a semester (Jefferson, Madison and Longfellow only). The
Program is open to kids from Kindergarten to 14 years old. Parents have the option to pay for the week (s)
that their child will attend or pay for the entire program and save by receiving 2 weeks for free. Payments
can be made online, at the ASAP office or at the school site. Please see instructions under Registration
Process (pgs. 12 – 13) for online registration and payments. Weekly payments are due by the Thursday
prior to the week your child will be attending the program. For school sites with a semester fee, payment is
due in full for the 1st semester at the time of registration and by January 15, 2018 for the 2nd semester.

All refunds must be requested in writing at least ten (10) business days prior to an activity/program start
date. A receipt must accompany the refund request and a 20% administrative charge will be deducted.
FAILURE TO CANCEL TEN (10) BUSINESS DAYS PRIOR TO AN ACTIVITY/PROGRAM START DATE WILL FORFEIT
ALL FEES PAID.

The City of Pasadena’s Federal Tax ID# is 95-6000759



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13. Resources & Referrals for Services


The City of Pasadena services community needs through community-based organizations, agencies and
independent resources to enhance the quality of life. Serving persons of all ages from youth to senior citizens,
many of the services offered are free or have nominal fees. The following locations can provide assistance to
families in a variety of ways:


1. Jackie Robinson Community Center

1020 N. Fair Oaks Avenue
Pasadena, CA 91103
(626) 744-7300 (626) 798-5834 (Fax)
Hours of Operation: Monday – Thursday 8:00 a.m. – 9:00p.m., Friday 8:00 a.m. – 5:00 p.m. Saturday and
Sunday Closed (available only by reservation.)

The following are examples of services provided at the center:
• Health Services such as Podiatry, Blood pressure/Blood Sugar Screening.
• Health Insurance Counseling and Advocacy program
• Annual Flu shot/Health Fair
• Educational Programs (primarily G.E.D. and Tutoring)
• Recreational/Cultural Activities
• Information and Referral, legal Counseling (Pro Bono Attorney)
• Substance Abuse, Case Management, Nutritional Programs, Emergency Assistance to Low Income

Families
• Senior Advocacy, Recreational Activities for Senior Citizens, Social Security/SSI Information and Income

Tax Assistance.


2. Villa-Parke Community Center

363 E. Villa Street
Pasadena, CA 91101
(626) 744-6530 (626) 744-6533 (Fax)
Hours of Operation: Monday –Thursday 8:00 a.m. – 8:00 p.m., Friday 8:00 a.m. – 7:00 p.m.,

Saturday 8:00 a.m. – 3:00 p.m., Sunday Closed

The following are examples of services provided at the Center:
• Social Services, Information and Referral Services, Social Security Benefits.
• Unemployment/Employment,
• Housing, Consumer Protection
• Welfare
• Health Services
• Senior Issues
• Immigration and Naturalization
• VITA Tax Services

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Various local human services organizations also provide activities at the Center, including Head Start and the
City’s Public Health Department (WIC).

The center also offers a large auditorium with stage and storage area, social/recreation rooms, weight room,
boxing room, senior room, several small meeting rooms, two kitchens, lounge and a gymnasium with showers
and dressing room.

Recreation activities include:
Fitness programs, Self Defense (Jujitsu, Arts & Crafts, seasonal Sports Leagues, Summer Enrichment Day Camp
and Youth Soccer Program).

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Homework Agreement – 2017-18

The After School Adventures Program provides 30-45 minutes of homework assistance Monday through Thursday.
Participants may use this time to complete homework or engage in a quiet activity and each site provides quiet space for
participants to work. We understand that some of our participants may want to be organized in learning groups to help
one another with their assignments as well. Each Site Coordinator will determine how to best utilize such groups and will
discuss expectations for interacting. Staff will provide assistance with questions and partially review homework daily. It
is important to remember that staff is not always able to provide one-on-one help or to check homework for correct
answers, so we encourage each family to set-aside time each night to review homework.

To be sure, the participant, family member(s) and staff understand the family’s expectation for homework completion; staff
has developed a homework agreement. This agreement is to be reviewed by the family with the participant to ensure
mutual understanding of expectations on how this time should be utilized after school, whether engaged in homework or a
quiet activity. This will enable staff to reinforce a family’s academic expectations for their young participant. We
encourage each parent to routinely check-in with the Site Coordinator on how time is utilized by their participant and
determine if there are areas staff can assist with to help the participant maximize this time.

Each site has a quiet activity station for children to select activities they can engage in independently during this time
should a family elect not to have their participant complete homework at the site or in the event the participant completes
their homework early. We ask that each participant be respectful of the need to maintain a quiet environment free from
disruption so that their peers may focus on the successful completion of their respective homework.

To be reviewed by the parent/guardian and completed by your participant:
I understand that I am responsible for starting my homework during homework time.
I will keep track of my homework and work quietly on my homework assignments.
I will ask a staff person for help when needed.
When I finish my homework, I will notify staff and I will work quietly on other activities.

_____________________ ____________________________ _____________
Printed Name Child’s Signature Date
_____________________ ____________________________ _____________
Printed Name Child’s Signature Date
_____________________ ____________________________ _____________
Printed Name Child’s Signature Date

To be completed by parent/guardian:
I prefer that my participant completes homework at home.

Please respond if participant is to complete homework after school:
I understand that a maximum of 45 minutes will be provided for homework.
He/she will read or do other individual activities quietly during homework time.
I understand staff are available to assist my participant but are not responsible for teaching the material.

_____________________ ___________________________ _____________
Printed Name Parent / Guardian Signature Date

Thank you for your cooperation to ensure your child gains the most out of each day

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AFTER SCHOOL ADVENTURES PROGRAM/EARLY CARE ADVENTURES PROGRAM
PARENT/GUARDIAN: PROMISE TO MAKE PAYMENTS
AND MEET ATTENDANCE REQUIREMENTS

1. I agree to pay the enrollment fee of $30 per week plus a one-time registration fee of $25 per child for participation
with the After School Adventures Program (ASAP) and/or the enrollment fee of $15.00 per week for Early Care
Adventure Program (ECAP.)

2. I agree that I will pick up my child by 6:00 p.m. or provide alternative arrangements for picking up my child if I am
not available. I agree to notify the ASAP office by 5:45 p.m. in the event that I am not able to pick up my child(ren) by
6:00 p.m. In the event that my child is not picked up by 6:00 p.m., an additional late fee of $ 5.00 per child/per day.
After 6:00 p.m., you and an emergency contact will be called. In the event ASAP staff is unable to reach you or
your emergency contact by 6:30 p.m., the local authorities may be notified. Applicable to ASAP only. I understand
that ECAP’s operating hours are from 6:45 – 8:45 a.m.

3. I understand a late fee of $5.00 will be added to my weekly fee, in the event I do not pay my fee on a weekly basis.
I further understand that notice that payment is due is given daily when I sign my child(ren) out upon pick up. I
further understand that failure to pay outstanding balances past due more than 14 days will be sent to our
Finance Department for collection.

4. I understand that in the event of continued late payment, late pick-up or non-payment, the City of Pasadena After
School Adventures Program reserves the right to remove my child(ren) from the ASAP or ECAP program as
applicable.

5. I UNDERSTAND PAYMENTS ARE TO BE MADE WEEKLY. PAYMENT IS DUE ON THURSDAY FOR THE
PRECEDING WEEK. SHOULD THIS PAYMENT PLUS THE CURRENT WEEK NOT BE PAID IN FULL BY THE
FOLLOWING THURSDAY (2 WEEKS), MY CHILD(REN) WILL BE DROPPED FROM THE ASAP AND/OR
ECAP PROGRAM.

6. I understand that I need to submit written notice to the After School Adventures Program office two weeks prior to
the cancelation of services if I want to un-enroll my child(ren) from the ASAP and/or ECAP program for any
reason.

7. I understand the following charges will be incurred for any NSF check returned: $25.00 Bank fee, $29.73 Collection
fee (to be paid with cash, cashier’s check or credit card only).

SCHOLARSHIP (IF APPLICABLE)

1. I agree if a scholarship is awarded my child is required to attend a minimum of 9 hours per week.

2. I understand priority will be given to participants that meet the scholarship qualifying criteria and are able to
participate for more than the minimum of 9 hours per week.

3. I understand that as a scholarship recipient my child(ren) may be dropped from receiving a scholarship if my
child(ren) does not meet the attendance requirement.

4. I understand if I am awarded the scholarship that qualifies me for the reduced enrollment fee, I agree, to pay the
first semester enrollment fee of $60 plus a one-time yearly registration fee of $25 at the time of registration on or
before August 11, 2017and to pay the second semester enrollment fee of $60 on or before December 4, 2017 (As
long as scholarship funds are available).

Your cooperation in this matter will enable this program to run smoothly, as well as allow the participants to enjoy the
program to its fullest possibilities. For further information, please contact the ASAP office at (626) 744-7532.

I, ____________________________, agree and I understand these rules and will abide by them while using the

After School Adventures Program.
_________________________________________ ________________________________________

Parent Signature/Date Participants Name

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Name Emergency Contact & Authorization 2017/2018

Parent / Guardian Parent / Guardian

Address / City / Zip

Work / Home / Mobile Number

Employer

Please list additional people whom we can call in an emergency and/or who are authorized to pick up your child from the After School
Adventures Program. Valid identification must be provided to staff upon request when picking up your child.

Name Relationship Phone Number Address Emergency Pick Up





MEDICAL INFORMATION
NOTE TO PARENTS: This form is not a waiver of any of your rights. Its purpose is to authorize adult employees of the City of Pasadena
Human Services & Recreation Department to obtain medical, surgical, or dental aid for your child should the need arise. This authorization is
given pursuant to the provisions of Section 25.8 of the Civil Code of California. As the parent, agency representative, or legal guardian, I hereby
give consent to provide all emergency dental or medical care prescribed by a duly licensed physician (M.D.) or dentist (D.D.S.) for (child)
_____________________________. This care may be given under whatever conditions are necessary to preserve the life, limb, or well-being
of my dependent.

Family Doctor: ____________________________ Phone: _________________ Insurance Carrier: _______________ ID: ______

Family Dentist: ____________________________ Phone: _________________ Insurance Carrier: _______________ ID: ______

My child has ALLERGIC REACTIONS to the following medication(s): _________________________________________________
CITY OF PASADENA, AUTHORIZATION BY PARENT OR GUARDIAN TO ADULT PERSON TO CONSENT TO MEDICAL, SURGICAL,
HOSPITAL, AND DENTAL CARE TO MINOR. THE UNDERSIGNED, who is the parent having legal custody, or the legal guardian of
_____________________________ hereby authorizes any adult employee of HUMAN SERVICES & RECREATION DEPARTMENT of the City
of Pasadena, into whose care the above named child has been entrusted, to consent to any x-ray examination, anesthetic, medical, or surgical
diagnosis or treatment and hospital care to be rendered to said minor under the general or special supervision and upon the advice of a
physician licensed under the provisions of the Medical Practice Act, or to consent to an x-ray examination, anesthetic, dental or surgical
diagnosis or treatment and hospital care to be rendered to said minor by a dentist licensed under the provisions of the Dental Practice Act. It is
understood that the City of Pasadena neither assumes nor admits to any liability for payment of any medical or related services, including
ambulance fees, rendered pursuant to this authorization. This authorization is given in consideration of participation of the named child in a
program or programs conducted by the Human Services & Recreation Department.

Please describe the following for your child:
Special Needs: _____________________________________________________________________________________
Allergies: __________________________________________________________________________________________
My child is taking the following MEDICATION: ____________________________________________________________
Parent / Guardian Signature __________________________________ Date ____________________________________



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