Parent-child Development Center

Transcript

PARENT-CHILD DEVELOPMENT CENTER PARENT HANDBOOK 2012-2013 A Program of TABLE OF CONTENTS PART I: PROGRAM INFORMATION WELCOME 6 COMMUNITY ACTION 7 THE PARENT-CHILD DEVELOPMENT CENTER 8 8 9 9 9 Our Mission Our Vision Our Philosophy Program Options OUR PROGRAM SERVICES PARENT, FAMILY AND COMMUNITY ENGAGEMENT Enrollment, Outreach, and Recruitment Referrals, Advocacy, and Support Partnership GOVERNANCE 10 10 10 10 11 11 12 Family Meetings Policy Council EDUCATIONAL SERVICES Curriculum Child Assessment and Child Outcome Measures Home Visits Transitions FAMILY CHILD CARE 12 13 13 13 13 13 14 14 14 Enrollment/Capacity Use of Assistants Program Hours/Closures HEALTH SERVICES 14 14 15 15 15 Health Nutrition Screening Developmental Services 2 TRANSPORTATION 15 GENERAL INFORMATION Clothing Diapers and wipes Tooth brushing Newsletter 16 16 16 17 PCDC PROGRAM HOURS OF OPERATION 18 HOLIDAYS AND PROFESSIONAL DEVELOPMENT DAYS 18 NO TRANSPORTATION DAYS 19 SCHOOL CALENDAR 2012-2013 20 PCDC TELEPHONE NUMBERS 22 OUR FAMILY’S PROGRAM 24 PART II: POLICIES AND PROCEDURES GENERAL POLICIES Non-Discrimination Confidentiality Children’s Records Parent Notifications Child Abuse and Neglect Parent and Community Complaints 25 25 25 26 27 27 ENROLLMENT AND ATTENDANCE Eligibility for Head Start and Early Head Start Required Enrollment Information Eligibility for Full-Day Care Attendance Termination Notices 28 28 29 29 30 EDUCATION Child Guidance Policy (all PCDC programs) 3 30 Child Safety Support Plans Termination of Services Attendance Procedure Missing Child Procedure Working in PCDC Classrooms Family Child Care/Provisional Care Needs 31 31 31 32 32 32 33 HEALTH Immunizations and Physicals Chronic Medical Conditions Illness Procedures for Providing Emergency Health Care Medication Hand Washing Tooth Brushing Scent Free Guidelines Oral Health Breastfeeding Family Child Care Health Policies Lead Poisoning Prevention Sudden Infant Death Syndrome (SIDS) 33 33 33 34 35 35 36 36 36 36 36 36 37 NUTRITION Meals Diet Modifications Food from Outside PCDC Food at Family Meetings and Policy Council 38 38 39 39 TRANSPORTATION Private Vehicle Transportation Public Transportation and Walking Pedestrian Safety School Bus Transportation Authorizing Others to Pick-up Your Child Bus Safety Safe Riding Practices Contact and Release Information Absences When a Child is Waiting Unattended at a Bus Stop When Authorized Adult is Not Present at the Drop-Off Site Returned Children and Termination of Transportation Privileges Emergency Situations 4 39 39 39 40 40 41 41 42 42 42 42 43 44 Field trips Accompanying a Child to the us (Family Child Care Homes) 45 45 FISCAL Child Care Parent Fee Payment Policy Parent Activity Fund Fundraising Conducted by PCDC Families 46 46 47 EMERGENCY PREPAREDNESS Severe Weather Power outage/loss of heat or water Fire or other need for emergency evacuation Evacuation of the general site area “Shelter in place order” 5 48 48 49 49 50 WELCOME TO THE PARENT-CHILD DEVELOPMENT CENTER WE HOPE YOU HAVE A WONDERFUL YEAR! 6 OUR MISSION Community Action of the Franklin, Hampshire, and North Quabbin Regions is dedicated to promoting economic justice and improving the quality of life for people with lower incomes. OUR VALUES We believe that we can accomplish this mission only when our activities are directed by and inclusive of people with lower incomes. Our efforts will be in response to local needs, conducted with an awareness of national trends and policies, organized within strong community-wide partnerships, and respectful of and sensitive to the diversity and strengths of all community members. OUR APPROACH We accomplish our mission by:  Offering support services and providing basic needs to which all people have a right.  Developing opportunities for people with lower incomes.  Increasing public awareness about the challenges that many people with lower incomes face.  Ensuring that people with lower incomes provide the leadership in the decisions that affect their lives.  Engaging many voices in promoting human rights and economic justice.  Advocating for policies that help and taking a stand against policies that hurt those living with lower incomes. OUR HISTORY Community Action was established in 1965 as a private, non-profit corporation and the federally designated anti-poverty agency for the twenty-six towns that comprise Franklin County in rural Western Massachusetts. As it grew, Community Action began providing services to four towns in northwestern Worcester County (Athol, Petersham, Phillipston, and Royalston) that share business, health, and social services with neighboring Franklin County communities, as well as overseeing energy programs in Hampshire County and mediation programs throughout the state. In 2005, Community Action was designated as the Community Action Agency (CAA) for Franklin and Hampshire Counties, and expanded to provide WIC, Child Care Resource and Referral (Child Care Outlook), State-funded subsidized and supportive child care, and Youth Programs in both Franklin and Hampshire Counties. Community Action has been a Head Start grantee since 1965 and an Early Head Start Grantee since 1999. In addition to providing Head Start Services in Franklin and Hampshire counties, in 2011 Community Action became the grantee for Head Start services in western Hampden County. 7 OUR VISION Our vision is to be a part of a powerful grassroots movement, which will alter social policy and eliminate the need for our agency. Our vision includes a community that is safe and supportive, where differences are celebrated and accepted, where everyone has enough to eat, homes are affordable, jobs that pay a living wage are available, schools are safe and welcoming for families and children, the divide between rich and poor is eliminated, children are nurtured and protected, and all community members achieve their potential and prosper in the fullness of life. In the absence of this achievement, we confirm the importance of supporting and defending a social safety net. THE PARENT-CHILD DEVELOPMENT CENTER The Parent-Child Development Center (PCDC), through our Early Head Start, Head Start and Child Care programs, provides high quality, evidence-based early education and comprehensive family support services for over 800 infants, toddlers, preschoolers and their families in Franklin and Hampshire Counties and western Hampden County. Children and families are served through a variety of options including Center-Based, Home-Based and Family Child Care (FCC) services. State funding and federal funds in the center-based and FCC options allow for families to receive full day services, year round. Our Head Start /Early Head Start services are provided as part of an integrated, coordinated, and seamless 0 – 5 program. PCDC is a program that holds the well-being and success of the children, families, and communities we serve as our first priority and responsibility. It is a program that achieves quality and measurable outcomes through best practices, professional development, and datadriven learning and decision-making. The Parent-Child Development Center uses a continuous self-assessment process to monitor every aspect of our operations. OUR MISSION The Parent-Child Development Center (PCDC) endeavors to develop respectful and authentic relationships with parents in the belief that you are your child’s first and primary teacher and play a pivotal role in all aspects of your child’s development. PCDC, in active partnership with families and community organizations, strives to promote school readiness, along with the social, emotional, and physical development of the young children enrolled in our programs. At PCDC we seek to build a foundation for lifelong learning. We work with families and the community so that the very young children we serve can develop caring relationships, confidence, and curiosity. Caring, confident, and curious children are ready for school. Our dedicated and skilled early childhood professionals offer a range of quality comprehensive services throughout Franklin, Hampshire and Western Hampden Counties. Families are welcomed into a friendly, safe, culturally sensitive environment where an individualized, strength-based approach offers each child and family the opportunity to socialize, to develop knowledge and skills, and to increase self-confidence and resiliency. 8 OUR VISION The staff and families of PCDC envision communities in which:  The needs of children and families are the highest priority.  Parents have access to resources to meet the basic needs of their family so that they can nurture and care for your children and be involved in your child’s education.  Children and families feel safe, happy, and valued and are able to thrive, succeed in school, participate in their communities, and reach their full potential.  Professionals who support and educate children and families earn a living wage. OUR PHILOSOPHY Early care and education services provided by the Parent-Child Development Center are based on two primary objectives:  To provide children with a learning environment and the varied experiences which help them develop socially, intellectually, physically, and emotionally in a manner appropriate to their age and stage of development toward the overall goal of social competence and school readiness. Experiences and information involving nutrition, health, mental health, parent involvement, disability services, and family services are integrated into the total program. Fundamental to this philosophy is the belief that a child goes through developmental stages that are nourished by his/her interactions with the objects and people found in his/her environment. The curriculum recognizes the value of play in the lives of young people.  To involve you as parents in the educational activities of the program and to enhance your role as the largest influence in your child’s development. Opportunities are presented for parents to increase their knowledge, understanding, skills, and experience in child growth and development and to participate in program planning and decisionmaking through their involvement at Parent Committee meetings and Policy Council. Parents also demonstrate these opportunities as they participate with their child’s Educator in establishing and carrying out school readiness goals. PROGRAM OPTIONS The Parent-Child Development Center offers a variety of programs for pregnant women and families with children ages 0-5 throughout Franklin, Hampshire and Western Hampden Counties.      Free Head Start preschool. Free Early Head Start for pregnant women, infants and toddlers. Free Head Start and Early Head Start Home-Visiting Programs. State-funded full-day preschool, infant/toddler care, and Family Child Care, some with Head Start and Early Head Start services. 2 Better Start Collaborative classrooms in the Pioneer Valley Regional School District. 9 OUR PROGRAM SERVICES PARENT, FAMILY and COMMUNITY ENGAGEMENT SERVICES Enrollment, Outreach, and Recruitment The Enrollment Office enrolls families in PCDC’s many program options. Enrollment Counselors help parents apply and help them understand funding requirements. Establishing mutual trust is the first step in family engagement. This begins at first contact, during in-take, conducted in the family’s primary language whenever possible. The parent or other primary caregiver(s) gives initial information about a child and her or his family and receives a copy of a directory of local resources. Once a family is accepted into PCDC, a Family Advocate or Home Visitor is assigned and visits to complete enrollment paperwork and explain Head Start/Early Head Start, school readiness goals, and the role of family support, advocacy, and parent involvement. Enrollment Office staff perform outreach and recruitment activities throughout the year. Parents are welcome to help distribute flyers and posters or represent the program at community events. Referrals, Advocacy, and Support Advocates and Home Visitors know about a wide variety of resources in the community and are available to provide information and advocacy. Family Services staff is available to help with information and support when there is an emergency or crisis, so please contact your Advocate or Home Visitor when you need information or assistance. Partnership We believe in partnership and in placing emphasis on what a family has and not on what is missing, on strengths, not on problems. Our underlying assumption is that every family has strengths, capabilities, and skills on which they can build success. Focusing on strengths as the basis of working with parents promotes the development of parents’ skills so that they can identify and meet their life goals. Focusing on building a partnership with the family facilitates engaging families and children in lifelong learning and development. As part of the ongoing family partnership and in order to establish goals to support and empower parents, the Family Advocate/Home Visitor meets with each family to develop and implement a Family Partnership Agreement. This tool facilitates conversation between the staff and the parents and covers school readiness, family engagement, parent strengths and challenges, and a variety of social service and parenting education areas. It is a working document that is actively used to help staff understand and track each family’s needs, strengths, interests, goals, referrals, and progress. The most important and knowledgeable expert on your child is --you! We know that goals for the children in the program could not be met without family engagement, and so the recognition that a parent is the first and primary influence in a child’s life is the foundation of PCDC’s family support philosophy. We will work together to provide the best learning environment for your child. Our program is strongest and most effective when families, staff, and administrators 10 work together, sharing different points of view, talents, knowledge, and energy. The staff’s job is to engage families as equal partners in their children’s learning and development and to offer parents the support, tools, and opportunities to become involved in the Head Start/Early Head Start community, as well as in the larger community. We ask that you join us in becoming involved with our program as a whole. Parents work with staff and administrators to make decisions about the program. Family members are also invited to volunteer in classrooms, on projects, and to apply for paid positions. PCDC welcomes your participation, ideas, and comments. These are some of the ways that we work together:         Home visits by staff members begin the relationship process by providing a bridge for the child between home and school. PCDC staff will contact you about setting up a home visit. Staff are available to meet with you upon request including in your home. Parents may visit their child’s classroom unannounced at any time while their child is in care. Staff work with you to set learning goals for your child. Advocates and Home Visitors work with you on your family goals such as school, housing, or other things that are important to you. Ideas are shared at Parent Conferences that are held regularly with your child’s Educator. Family Meetings are one major avenue for parent leadership within PCDC. Parents determine topics of monthly or bi-monthly Family Meeting meetings, and members of the education and Family Service teams help to organize meetings. These meetings are run by the parents. Parents are elected by peers to the roles of: Chair; Co-Chair; Secretary and Treasurer. There is more information on Family Meetings in the next section. One parent from each site is elected during a family meeting to the PCDC Policy Council by other parents. There is more information on Policy Council in the next section. GOVERNANCE Head Start/Early Head Start recognizes that a parent is a child’s best educator. Parental involvement and decision making in Head Start/Early Head Start is the cornerstone of PCDC. All Head Start/Early Head Start parents are encouraged to actively participate in program decisionmaking and governance, development of curriculum and the chance to volunteer in the classroom. To find out more about how to become involved, contact your Family Advocate, Home Visitor or your child’s Educator. Family Meetings Family Meetings include time for a parents-only meeting, during which child care is provided, as well as time for eating a family meal and having family activities. The parents determine the day, time, and frequency of the meetings. The agenda always includes an update from the Policy Council parent representative, from Educators concerning the curriculum, and from the 11 Family Advocate regarding community awareness topics. The parents also select and vote on field trips for the children, and plan the end of the year celebration. The parents elected into primary roles learn their job as well as how to conduct themselves within a group to elicit the best outcome for the children, families, and program. Policy Council The purpose of the Policy Council is to establish a formal structure for parents and community representatives to participate in the process of making decisions about the mission and operation of our Head Start Program. All parent representatives serving on Policy Council are elected by parents of Early Head Start and Head Start children currently enrolled in the program. There are 28 seats on the Policy Council, at least 51% of which are filled by enrolled parents: 16 from center-based Head Start, one from center-based Early Head Start, two from Family Child Care, and two from the home-based option. These are distributed so that all geographic regions are well represented. Responsibilities of Policy Council members include but are not limited to: reviewing and approving policies, funding applications, staff hires and terminations. In accordance with PCDC and agency bylaws, the PCDC Policy Council Chair serves as a member of the Community Action Board of Directors, and the Community Action Board also appoints a representative to the Policy Council. The Council meets monthly, including during the summer months. Meetings are currently scheduled the third Thursday of every month at our Vernon Street site conference room located at 56 Vernon Street, Northampton. Current time of Policy Council is 5:00pm-7:30pm. Dinner is served between 5:00pm-5:30pm, and the meeting is held between 5:30pm-7:30pm. Childcare is provided as needed. To find out more about Policy Council, please speak with your Family Advocate. EDUCATIONAL SERVICES The Department of Early Education and Care (EEC) is the agency that oversees the early education and care and after school services for families in Massachusetts. As the agency that licenses child care, EEC has quality standards for all licensed programs to ensure high educational value, as well as health and safety. Having a license means that the program/FCC Educator has demonstrated that the standards outlined in the EEC regulations have been met. To obtain your own copy of EEC Child Care Regulations, you may download them from the EEC web site at: http://www.mass.gov If you would like information about PCDC’s regulatory compliance history, please contact the EEC Regional Office at 95 Liberty Street, Suite 1124, Springfield, MA 01103 or 413-788-8401. The goal of the PCDC Education Department is that all children will develop caring relationships, confidence and curiosity as the hallmark of school readiness. We will work to:  Recognize that parents are the child’s first educators and the best source of guidance for children’s learning.  Provide high quality learning environments and interactions.  Develop strong and trusting relationships with you and your child.  Support confidence through interactions that encourage children to experiment, predict, to learn from mistakes and to take educational risks.  Build curiosity by planning curriculum based on your child’s developmental stage and interests. 12 Curriculum PCDC uses the Creative Curriculum in all program options. The Creative Curriculum provides a flexible framework for Educators to instruct children in nine areas: Social/Emotional, Physical, Language, Literacy, Cognition, Mathematics, Science and Technology, Social Studies, and The Arts. The children learn through play and active, hands-on experiences. The daily schedule consists of large and small group activities and time for imaginative, child directed play. PCDC’s other curricula include: Personal Safety/Talking About Touching (instruction on physical and emotional safety), Second Step (anti-violence), and I Am Learning; I Am Moving (anti-obesity). Each Educator incorporates these curricula in a manner that is individualized to the educator’s teaching style and the children’s needs. All PCDC classrooms participate in the state Quality Rating Improvement System (QRIS). PCDC also has or is applying for accreditation with the National Association for the Education of Young Children (NAEYC) at all sites. Child Assessment and Child Outcome Measures PCDC will assess your child’s development. This helps us get to know your child and to see how he is growing and learning. This is not a test. Children do not “pass” or “fail”. We use the assessment to plan activities that are best for your child. It is part of our regular school day. Your child’s Educator will share your child’s progress with you during parent conferences and will seek your ideas when setting new learning goals. You will receive your child’s progress report at a minimum of two times a year, three times a year for children enrolled in Head Start programs and four times a year for infants and children enrolled in EHS and full day children with Individualized Education Programs (IEPs). Children are assessed with the online system, Teaching Strategies Gold in the fall, winter, and spring. Following each assessment period, information about whole program outcomes are shared with the Policy Council. Policy Council minutes are available at each PCDC site. Home Visits (Early Head Start and Head Start):  Classrooms -Educators make at least two visits (three for Early Head Start) during the year.  Home-Based program -Visits occur weekly for both school year and full year options.  Combination Classroom- A home visit is scheduled each month for families. Transitions Your child’s Educators will work with you to provide smooth transitions when moving between program options within PCDC or from PCDC to a placement outside of PCDC. PCDC provides Transition Packets with supportive resources for families with children moving from infant/toddler to preschool or from preschool to kindergarten. FAMILY CHILD CARE Additional Information EEC requires programs to share with parents before your child’s start in a Family Child Care home: 13 Enrollment/Capacity The number of children your FCC Educator may have in care at one time is posted on his/her license. At any one time, an Educator can only care for the number of children that is listed on the license; this number includes the Educator’s own children depending on their ages. In addition, EEC regulations state that a FCC Educator cannot care for more than three (3) children under the age of two (2) without an assistant, with one of those children being at least 15 months old and walking unassisted. Use of Assistants FCC Educators may have an assistant to help care for the child care children, provided they are approved by EEC. If and when an assistant is used the Educator is required to let you know ahead of time, and you should have an opportunity to meet the assistant that will be working in the program. The Educator may also use volunteers from time to time, and although they will not be directly providing for the care of children in the program, they will be on the premises, and assisting with the care of the children. Program Hours / Closures The FCC Educator will provide you with an outline of the policies regarding hours of care and any policies that are different from those in this handbook. When possible, providers will give advanced notice regarding closures to families. HEALTH SERVICES The PCDC Health Office addresses the health, nutrition, and special needs of children and families. This department is staffed with Nurses, Nutritionists, and Developmental Specialists, for Disabilities as well as Mental Health. Health Services focuses on supporting and educating children and families about healthy lifestyle choices, preventing illness and supporting children and their families who may have special needs. Health The Health Staff in collaboration with parents ensure that children have an ongoing source of continuous accessible health care, which is referred to as a medical home and a dental home for oral health care. The Health Staff also monitor children’s immunization status to make sure they are up to date on their immunizations according to the Massachusetts Department of Public Health standards. Well child exams are also monitored to ensure that children receive preventative care in accordance with the schedule outlined by the Commonwealth of Massachusetts Early and Periodic Screening, Diagnosis, and Treatment (EPSDT) schedule. This schedule incorporates the requirements for age-appropriate preventive and primary care which includes medical, dental and mental health. All Head Start children are given vision and hearing screenings within 45 days of entry into the program according to Head Start regulations. It is expected that parents will provide up-to-date and complete information on their child’s health status including immunization records and a completed physical signed by the child’s physician before entry into the program. 14 Nutrition The Parent-Child Development Center follows strict guidelines set forth by the USDA in regards to the preparation and storage of foods for our children. All kitchens that are contracted to prepare and serve meals to our classrooms require food permits that are issued by its city or town and are supervised by a Serv-Safe certified staff member. Our Nutritionist provides a wide range of services to our program, including creating and overseeing menus and monitoring child food allergies and intolerances. Families are encouraged to share favorite recipes and cultural preferences with the Head Start Nutritionist or Food Service Coordinator. In addition, the Parent-Child Development Center accommodates medically- based diet modifications when supported by physician documentation, and whenever feasible. Heights and weights are completed on all children and reviewed by the Nutritionist for any noted concerns. In collaboration with the parents children’s nutritional needs are identified and monitored by the Nutritionist. Blood tests for anemia and lead levels are also required and monitored by the Nutritionist, who follows up as needed with parent education. Screening PCDC’s Head Start/Early Head Start programs are required to obtain the following screenings for children within 45 days of their start in the program.  Hearing  Vision  Height & Weight  Developmental  Behavioral (Completed by parent) You are welcome to attend any screenings and your cooperation in assisting us to complete these screenings in a timely manner is greatly appreciated. You will be notified of results of all screenings completed by the program. Developmental Services The first five years of a child’s life is a period of great growth and change. Each child is unique, with no two children developing in exactly the same way. There are broad expectations, however, for the development of motor skills, thinking and language abilities, social emotional, and self-help skills. When a developmental concern or a disability is identified and addressed early on, a child can make progress quickly and often concerns can be resolved completely. Our Developmental Services Department and other PCDC staff work closely together to support each child and family in our program. Our Developmental Specialists are available to address developmental concerns and support children and families. They are also available to assist staff working with children and families through consultations, case management and referrals. If you have concerns about any part of your child’s development or behavior, please speak with your child’s Educator or Family Advocate. TRANSPORTATION Children come to PCDC program locations in different ways, including private vehicle, public transportation, walking, and by school buses provided through PCDC or local public schools. EEC requires us to collect information that will tell us how you intend to drop-off and pick-up 15 your child at school. PCDC provides limited transportation, and eligibility is prioritized by family need. Please contact the Enrollment Office or your Family Advocate to discuss transportation needs. GENERAL INFORMATION Clothing  Children learn best when they are comfortable. Please dress your children in play clothes. They will play with water, paint, sand, clay, and play outdoors.  In center-based and family child care, please supply warm clothes for cold days and outdoor play (sweaters, jackets, hats, mittens, boots, and snowsuits).  During the summer, children should bring secure sandals (with a back strap) or sneakers for play on the play structures.  We require an extra set of clothing at the learning site as sometimes children need to change. PCDC is not responsible for children’s belongings that are lost, stolen, or broken while attending the program. Diapers and Wipes  PCDC will provide age appropriate diapers and wipes (for children enrolled in Head Start or Early Head Start Slots) while they are in care. A note from a pediatrician is required for PCDC to provide a specialized type of diaper.  No child is required to be toilet trained in order to receive services from PCDC. Educators work to support children in toilet training as they become developmentally ready. Meals and Snacks  Full-day sites serve breakfast, lunch, and snacks daily.  Part-day programs serve a minimum of one meal and one snack daily.  Meals and snacks, as appropriate for the time of day, are provided during socialization groups.  PCDC provides infant formula to children enrolled in Early Head Start, during the hours that they attend the program. The program provides the standard infant formula (both milk and soy based), equivalent in nutritional value to that distributed by the State’s WIC Program. Parents and guardians requesting an alternate type of formula should provide a note from their pediatricians indicating the medical necessity for an alternate formula. All questions regarding formula should be addressed to the PCDC Nutritionist. Because of food allergies, and on recommendation of the National Association for the Education of Young Children (NAEYC), PCDC does not allow food from home in classrooms during hours of care. All food served will be provided by PCDC’s food service that follows United States Department of Agriculture (USDA) nutrition guidelines. Tooth brushing Proper oral health begins at home. Educators in Center Based Care and Family Child Care homes will be reinforcing good oral health practices with your child each day by assisting them with tooth brushing. All children brush their teeth at least once a day while in the program. 16 Newsletter PCDC provides a monthly parent newsletter during the school year. The newsletter contains tips on parenting, PCDC happenings, job postings and training opportunities. Families are encouraged to submit ideas, recipes, book reviews or stories for publication. 17 PCDC PROGRAM HOURS OF OPERATION FRANKLIN COUNTY SITES Bernardston Betterstart Central St. Family Learning Center G St. North Orange Northfield Betterstart Washington St. Monday-Friday Monday-Friday Monday-Thursday Monday-Friday Monday-Friday Monday-Friday Monday-Friday 9:00 a.m.– 3:00 p.m. 8:30 a.m.-12:30 p.m. 8:45 a.m.-2:00 p.m. 7:30 a.m.-5:30 p.m. 8:30 a.m.-12:30 p.m. 9:00 a.m. -3:00 p.m. 7:30 a.m.-5:30 p.m. HAMPSHIRE COUNTY SITES Amherst Community Child Care Easthampton North Amherst Northampton High School Ryan Rd. Combination Vernon St. School Ware a.m. classroom Ware p.m. classroom Monday-Friday Monday-Friday Monday-Friday Monday-Friday Tuesday-Thursday Monday-Friday M, Tu, Th, Fri M, Tu, Th, Fri 7:30 a.m.-5:30 p.m. 9:00 a.m.-1:00 p.m. 7:30 a.m.-5:30 p.m. 8:30 a.m.-12:30 p.m. 9:15 a.m.-1:15 p.m. 7:30 a.m.-5:30 p.m. 8:00 a.m.-11:30 a.m. 2:00 p.m. -3:30 p.m. HAMPDEN COUNTY SITES Agawam Westfield West Springfield Monday-Friday Monday-Friday Monday-Friday 9:00 a.m.-1:00 p.m. 7:30 a.m.-5:30 p.m. 7:30 a.m.-5:30 p.m. Hours of operation in our family child care option vary by FCC Educator. HOLIDAYS AND PROFESSIONAL DEVELOPMENT DAYS We are closed for services to children on Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and the day after Thanksgiving, Christmas Day, New Year’s Day, Martin Luther King Day, President’s Day, Patriot’s Day and Memorial Day. All PCDC sites will close at 1:30 pm on Christmas Eve. If Christmas Eve falls on the weekend, the early closing will be on the last working day of the week. Additionally all PCDC Programs are closed for 4 Professional Development Days annually. Professional Development Days for the 2012-2013 program year are: August 31, 2012; September 4, 2012; September 5, 2012; and April 16, 2013. Please note that all regular parent fees apply for Holidays and in-service days. 18 NO TRANSPORTATION DAYS PCDC does not provide transportation services on the second Wednesday and fourth Friday of the month (except for November, December, and August when there is only one no transportation day). See Schedule below SCHEDULE OF NO TRANSPORTATION DAYS 2012-2013 All programs                 Wednesday, September 12, 2012 Friday, September 28, 2012 Wednesday, October 10, 2012 Friday, October 26, 2012 Wednesday, November 14, 2012 Wednesday, December 12, 2012 Monday, December 24, 2012 Wednesday, January 9, 2013 Friday, January 25, 2013 Wednesday, February13, 2013 Friday, February 22, 2013 Wednesday, March 13, 2013 Friday, March 29, 2013 Wednesday, April 10, 2013 Friday, April 26, 2013 Wednesday, May 8, 2013 Additionally for Full Year Sites:  Friday, May 24, 2013  Wednesday, June 12, 2013  Friday, June 28, 2013  Wednesday, July 10, 2013  Friday, July 26, 2013  Wednesday, August 14, 2013 19 School Calendar 2012-2013 Mon Tue September Wed Thurs Fri Mon Tue March Wed Thurs (3) 10 17 24 [4] 11 18 25 [5] 12 19 26 6 13 20 27 7 14 21 28 4 11 18 25 5 12 19 26 6 13 20 27 7 14 21 28 Fri 1 8 15 22 29 Mon 1 (8) 15 22 29 Tue 2 9 16 23 30 October Wed 3 10 17 24 31 Thurs 4 11 18 25 Fri 5 12 19 26 Mon 1 8 <[15]> 22 29 Tue 2 9 <[16]> 23 30 April Wed 3 10 <17> 24 Thurs 4 11 <18> 25 Fri 5 12 <19> 26 Mon Tue November Wed Tue 6 13 20 27 7 14 21 28 Fri 2 9 16 (23) 30 Mon 5 (12) 19 26 Thurs 1 8 15 (22) 29 6 13 20 (27) 7 14 21 28 May Wed 1 8 15 22 29 Thurs 2 9 16 23 30 Fri 3 10 17 24 31 Mon Tue December Wed Thurs Fri 3 10 17 <24> <31> 4 11 18 (25) 5 12 19 <26> 6 13 20 <27> 7 14 21 <28> Mon 3 10 17 24 Tue 4 11 18 25 June Wed 5 12 19 26 Thurs 6 13 20 27 Fri 7 14 21 28 Mon 7 14 (21) 28 Tue (1) 8 15 22 29 January Wed 2 9 16 23 30 Thurs 3 10 17 24 31 Fri 4 11 18 25 Mon 1 8 15 22 29 Tue 2 9 16 23 30 July Wed 3 10 17 24 31 Thurs (4) 11 18 25 Fri 5 12 19 26 Mon Tue February Wed Thurs Mon Tue August Wed 4 11 (18) 25 5 12 19 26 6 13 20 27 7 14 21 28 Fri 1 8 15 22 5 12 19 26 6 13 20 27 7 14 21 28 Thurs 1 8 15 22 29 Fri 2 9 16 23 30 ( ) Holiday-No services for families [ ] Classrooms closed for Professional Development < > Vacation-half day children do not attend Shaded areas are no transportation days 20 2012 September: October: Monday, September 3 rd - Labor Day (Holiday) Agency Closed Tuesday- Wednesday September 4-5 Professional Development Days PCDC services closed Monday, October 8th- Columbus Day (Holiday) Agency Closed November: Monday, November 12th- Veterans’ Day (Holiday) Agency Closed Thursday, November 22nd - Thanksgiving (Holiday) Agency Closed Friday, November 23 rd - Day after Thanksgiving-Agency Closed December: Monday, December 24th-Agency Closes at 1:30 Tuesday, December 25th-Christmas Day Observed (Holiday) Agency Closed Monday - Friday, December 25-31 Winter Break - Half-Day children do not attend. January: Tuesday, January 1st – New Years Day Observed (Holiday) Agency Closed Monday, January 21st - Martin Luther King Jr. Day (Holiday) Agency Closed February Monday, February 18th - Presidents Day (Holiday) Agency Closed March: No Holidays April: Monday- Tuesday April 15-16 – Professional Development Days- PCDC services closed Monday – Friday April 16-20 Spring Break Half-Day children do not attend. May: Half Day Programs close – To be announced Monday, May 27th - Memorial Day (Holiday) Agency Closed June: No Holidays July: Thursday, July 4th - Independence Day Observed (Holiday) Agency Closed August: “End of the Year” Closings- To be announced 2013 PCDC Classrooms in public school sites may have different vacation schedules. Please check with the staff at your child’s site. 21 PCDC TELEPHONE NUMBERS FRANKLIN COUNTY SITES G Street, Turners Falls ...................................................................................(413) 475-1400 Central Street, Turners Falls ..............................................................................(413) 475-1520 Bernardston Betterstart ....................................................................................(413) 648-9061 Northfield Betterstart ........................................................................................(413) 498-4500 North Orange……. ……........................................................................................(978) 575-0522 Washington Street, Greenfield...........................................................................(413) 475-1530 HAMPDEN COUNTY SITES Agawam…………………………………………………………………………………………………… (413) 654-1340 Westfield…………………………………………………………………………………………………….(413) 654-1750 West Springfield………………………………………………………………………………………….(413) 654-1350 HAMPSHIRE COUNTY SITES Amherst Community Child Care.........................................................................(413) 548-1290 Vernon Street School..........................................................................................(413) 387-1240 North Amherst…………………………………………………………………………………………….(413) 548-1280 Ware……………………………………………………………………………………………………………(413) 277-1275 White Brook Middle School, Easthampton........................................................(413) 203-8270 Northampton High School..................................................................................(413) 387-1265 R.K Finn Ryan Road Elementary School, Florence .............................................(413) 387-1274 TRANSPORTATION Transportation Coordinator Franklin and Hampshire: Ellen Weaver................(413) 475-1412 Transportation Assistant Franklin and Hampshire: Dawn Dubay .....................(413) 387-1218 Transportation Supervisor Hampden: Viktor Kolomoets……………………………….(413) 654-1761 TRANSPORTATION CANCELLATION Amherst and North Amherst……………………………………………………………………….(413) 548-1264 Easthampton, Florence and Northampton…………………………………………………. (413) 387-1282 Greenfield and Turner’s Falls……………………………………………………………………... (413) 475-1430 North Orange………………………………………………………………………………..(978) 575-0522, Ext. 593 Westfield…………………………………………………………………………………………………….(413) 654-1775 West Springfield………………………………………………………………………………………… (413) 654-1375 PCDC DIRECTORS Director, PCDC, Anat Weisenfreund .................................................................. (413) 387-1213 Director of Program Operations, Nancy Crowell ............................................... (413) 376-1168 Director of Business Operations, Wendy Mullen…………………………………………..(413) 376-1103 Assistant Director of Westfield Operations, Kirsten Lindgren ……………………... (413) 654-1765 22 FISCAL Fiscal Office .......................................................................................................... (413) 376-1120 PCDC Fiscal Assistant, Lynn Rogers ..................................................................... (413) 376-1177 ENROLLMENT Kara Peters, ERSEA Manager .............................................................................. (413) 475-1420 Franklin County Enrollment Office………………………………………………………………(413) 475-1405 Hampden County Enrollment Office………………………………………………………….. (413) 654-1770 Hampshire County Enrollment Office ..............................................................(413) 387-1250 HEALTH, NUTRITION AND DEVELOPMENTAL SERVICES Health Manager, ...................................................................................................(413) 387-1266 Nutritionist, Suzanne Severin ...............................................................................(413) 387-1227 Disabilities Specialist, Sandra Hanig ………………………………………………………….. (413) 387-1288 Hampden County Health Office……………………………………………………………….…….(413) 654-1780 FAMILY SERVICES Family Services Manager, Karen Datres ...........................................................(413) 475-1533 Home-Based Coordinator, Janet Dimock .............................................................(413) 475-1524 Family Services Supervisor (Franklin County) Yeshi Chodon, ..............................(413) 475-1514 Family Services Supervisor (Hampshire County), June Lynds..............................(413) 387-1211 Family Services Supervisor (Hampden County) Dale LaPointe…………………………(413) 654-1361 CENTER BASED and FAMILY CHILD CARE SERVICES Education Manager, Gwen Hawk.........................................................................(413) 475-1518 ASSISTANT EDUCATION MANAGERS Hampden County and Easthampton: Marianne Bouthilette …………………………. (413) 654-1766 Family Childcare: Saralinda Lobrose ………………………………………………………………(413) 387-1224 Franklin County, Northampton High School: Judith McGrath ………………………. (413) 475-1426 Vernon Street, Amherst Community Childcare, Ware, Ryan Road: Renee Pelis (413) 387-1215 COMMUNITY ACTION ADMINISTRATIVE OFFICES 393 Main Street, Greenfield, MA 01301............................................................. (413) 774-2318 23 OUR FAMILY’S PROGRAM Program Name: _________________________________________________________________ Lead Teacher’s Name: ____________________________________________________________ Teacher’s Name: ________________________________________________________________ Classroom Assistant’s Name: ______________________________________________________ Family Child Care Provider’s Name: _______________________________________________ Family Advocate/Home Visitor’s Name: _____________________________________________ 24 GENERAL POLICIES Non-Discrimination Potential and enrolled children and their families shall not be discriminated against on the basis of race, religion, cultural heritage, political beliefs, national origin, marital status, sexual orientation, or disability. Confidentiality PCDC is legally responsible for keeping information about a child and/or family confidential. This means that information you share with any PCDC staff person will stay within the agency and not be shared with anyone outside the agency without your written consent. We are committed to protecting the privacy of families. When information is shared between staff, it is for specific purposes in order to provide the best quality of services. The only exception to this policy would be in situations when staff we are mandated to share information, for example when there is reasonable cause to believe that a child has been abused or neglected, or when staff perceive that an individual is at risk for imminent harm. Records are kept on file in locked cabinets for seven years. Thereafter files are destroyed with the permission of the PCDC Director. Children’s Records PCDC follows Department of Early Education and Care (EEC) regulations 7.04 (10) – 7.04 (12) in its policies and procedures regarding children’s records. 7.04(10) Amending the Child's Record a.) A child's parent(s) shall have the right to add information, comments, data or any other relevant materials to the child's record; b.) A child's parent(s) shall have the right to request deletion or amendment of any information contained in the child's record. Such request shall be made in accordance with the procedures described below: 1) If such parent(s) is of the opinion that adding information is not sufficient to explain, clarify, or correct objectionable material in the child's record, he/she shall have the right to have a conference with the licensee to make his/her objections known. 2) The licensee shall, within one (1) week after the conference render to such parent(s) a decision in writing stating the reason or reasons for the decision. If his/her decision is in favor of the parent(s), he/she shall immediately take steps as may be necessary to put the decision into effect. 7.04(11) Charge for Copies The licensee shall not charge an unreasonable fee for copies of any information contained in the child's record. 7.04 (12) Confidentiality and Distribution of Records and information Information pertaining to children and their families is privileged and confidential. No licensee or Educator may distribute or release information about a child or his/her family to any unauthorized person. Or discuss with any unauthorized person information about a child or 25 his/her family without the written consent of the child’s parent. The child’s parent, at reasonable times, must, upon request, have access to everything in his or her child’s record. (a) The licensee must not distribute or release information on a child’s record to anyone not directly related to implementing the program plan for the child without the written consent of the child’s parent(s) or pursuant to a court order. The licensee must notify the parent(s) if the child’s record is subpoenaed. (b) The child’s parent(s), upon request, have access to their child’s record at reasonable times. In no event may such access by delayed more than two business days after the initial request. Without the consent of the child’s parent(s). Upon such request for access, the child’s entire record must be made available regardless of the physical location of its parts. (c) Upon written request of the parent(s), the licensee must transfer a copy of the child’s records to the parent(s), or any other person the parent(s) identifies within a reasonable amount of time. (d) The licensee must establish procedures governing access to, duplication of, and distribution of such information; and must maintain a permanent, written log in each child’s record indicating each time a child’s record has been released or reviewed. 1. Each time information is released or distributed from a child’s record to someone who is not a program employee the following information must be recorded: The name, signature, and position of the person releasing or distributing the information; the date, the portion of the record which were distributed or released; the purpose of the distribution or release; and the signature of the person to whom the information is distributed or released. 2. Such log must be available only to the child’s parent(s), to program personnel responsible for record maintenance, and to the EEC as part of its regulatory function. The child's parent(s) shall, upon request, have access to his/her child's record at reasonable times. In no event shall such access be delayed more than two (2) business days after the initial request without the consent of the child's parent. Upon such request for access the child's entire record regardless of the physical location of its parts, shall be made available. The licensee shall establish procedures governing access to, duplication of, and dissemination of such information; and shall maintain a permanent, written log in each child's record indicating any persons to whom information contained in a child's record has been released. Each person disseminating or releasing information contained in a child's record, in whole or in part, shall upon each instance of dissemination or release, enter into the log the following: his/her name, signature, position, the date, the portions of the record which were disseminated or released, the purpose of the record which were disseminated or released, the purpose of such dissemination or release, and the signature of the person to whom the information is disseminated or released. Such log shall be available only to the child's parent(s) and center personnel responsible for record maintenance. Parent Notifications The Department of Early Education and Care requires parent notification in case of: 26           An injury to your child in writing, within 48 hours, if the injury requires medical care beyond minor first aid or of any emergency administration of non-prescription medication; Any allegation of abuse or neglect involving your children while in the care and custody of our program, immediately; Change in classroom staffing or Educator in a FCC home; Administration of first aid to your child; Changes in program policy or procedures, in writing seven days prior to the implementation; Whenever a communicable disease has been identified in the program; New pets being introduced into the program, prior to their introduction; The use of any herbicides or pesticides, prior to their use whenever possible; Deviations from the planned menu; Special problems or significant health or education concerns; Additionally, Family Child Care Educators must inform parents of the following:  The existence of firearms in the home;  If there are any changes in household composition; Child Abuse and Neglect The State of Massachusetts under Chapter 119, Section 51A of Massachusetts General Laws requires that all staff members and Family Child Care Providers file a report with the Department of Children and Families when they have reasonable cause to believe that a child has been abused or neglected. PCDC complies with the Department of Children and Families’ (DCF) regulations and protocols in its role of screening and investigating reports of suspected child abuse and neglect. If staff has any cause to suspect that a child in PCDC has been abused or neglected, staff will report their concern to their supervisor as soon as possible— immediately, in an extreme or crisis situation. The supervisor will consult with other Program Managers and/or the Director or Director of Program Operations and with other staff who might have relevant information. A decision will be made by committee as to whether or not PCDC will file a report with the Department of Children and Families. Decisions to inform parents that a report has been filed are made on an individual basis and in consultation with a supervisor. Staff may never inform parents of a filing if there is a suspicion of sexual or physical abuse or domestic violence. Please note: Every staff person is mandated individually and may file a report independently, with no repercussion from the Agency. Parent and Community Complaints Policy Participation by parents and the greater community is an important aspect of PCDC’s Head Start program. One way that PCDC supports this participation is through maintenance of an effective system for collecting, documenting, and responding to complaints or concerns from parents or the greater community. It is the policy of PCDC to promptly review, respond to, and resolve complaints from the community in accordance with the procedure described below: 27       Within five working days of becoming aware of an action or actions that cause concern, a formal parent or community complaint must be submitted in writing to the PCDC Director of Program Operations at 393 Main Street, Greenfield MA 01301. The written complaint should include an explanation of the problem, date and time of occurrence, inclusion of names of individuals thought to be involved, and complainant’s name and phone number. The Director of Program Operations will investigate and make every effort to resolve the complaint within two weeks of receipt; if the Director of Program Operations cannot satisfactorily resolve the complaint, she will refer the complaint to the PCDC Director. The Director will review the complaint and, within two weeks of receipt and in consultation with Community Action Senior Administrative Staff, as appropriate, will determine necessary follow up steps and actions to be taken. In all instances that involve the greater community, the PCDC Director will inform the Agency Executive Director and the Policy Council of the complaint and engage the Policy Council, to the extent possible, regarding action to be taken. In instances that involve individual parents’ complaints, PCDC Senior Staff will do its utmost to retain family confidentiality and, in those that are of a serious nature, will inform the Policy Council of action taken, as appropriate. PCDC shall not respond to anonymous community complaints. ENROLLMENT AND ATTENDANCE Eligibility for Head Start and Early Head Start PCDC determines a family’s eligibility for Head Start and Early Head Start by reviewing the age of the child applying, size of the family and the income of the family. 90% of enrolled children and pregnant women must have income that meets the federal income guidelines. No more than 10% can have income above the federal income guidelines. Other ways a family can be eligible are if the family is homeless, if the enrolling child is a foster child or if the family receives public assistance (SSI, TAFDC cash assistance, etc.) Once a child is enrolled in Head Start, he/she is eligible for two program years. F amily eligibility must be re-verified again if the child is enrolling for a third program year. Once a child is enrolled in Early Head Start, he/she is eligible until age three or until a Head Start program is available for the child to transfer into. If a child is transferring from EHS to HS, income must be re-verified. Required Enrollment Information  Proof of age (birth certificate)  Proof of income or eligibility  Up -to-date immunization record – unless we have written documentation from a doctor of a specific risk factor or documentation of religious beliefs prohibiting immunizations. 28    Current physical examination record, which must include a lead test if the child is nine months old or older. Within 30 days of enrollment, Head Start and Early Head Start children must show proof of an iron level (hematocrit or hemoglobin). Asthma/Allergy Action Plan and/or Medical Necessity for Diet Modification Form (if applicable). Current contact information must be on file at all times to ensure communication and safety in the event of an emergency. Parents must ensure that each day their child is in care there is at least one working phone number where a parent can be reached or an emergency contact who can be reached in the event that the parent is not accessible. In an emergency situation, when a parent cannot be reached within a reasonable amount of time, and there are no emergency contacts with working contact information, PCDC will contact the appropriate agency to assist (Police, DCF). Eligibility for Full-Day Care To be eligible for full-day care, a family must have a documented need for full day care (employment, education, special need, etc.) and obtain a funding source to pay for the full-day care. Families that are not eligible or are on the state waitlist for a funding source and also have a documented need for full-day care may pay privately according to the PCDC private pay rates. For more information contact the Enrollment Office. Attendance  It is important that you drop off and pick up your child at the agreed upon time. This helps your child adjust to a schedule. It also helps us plan the day to best meet the needs of all the children in the program. Please let us know if you need to be early or if you are unavoidably late.  Notify us if your child is not attending care or if you cannot have your scheduled home visit, including a reason, by calling the classroom, FCC Educator or Home Visitor. If your child is transported please call the transportation line to cancel the bus (see phone numbers on page 18 of the parent Handbook Part 1).  Please tell the Educator or Home Visitor if your child/family member has a contagious disease. An ill child should stay home from care and should not have a home visit that day. (See specific information under Health Services).  If a child is absent due to illness for more than 10 days, a physician’s note indicating fitness to return to care is required upon return.  Excused absence reasons for children with full-day funding sources from the Department Of Early Education and Care are health ailment, emergency and no more than 10 vacation days per calendar year.  PCDC is required to reassess the need for program participation if a child in a full-day slot has excessive absences. Excessive absences are defined as three consecutive unexcused absences or 11 absences within a 30-day period.  In the Home-Based option, if three meetings are missed with no contact or families are not available for home visits at least three times a month, reassessment is required.  Give us a two week notice if you are choosing to end your child’s care. 29 Termination Notices Parents/guardians of children in state-subsidized child care slots are required to give a twoweek notice of termination of care. Once a parent gives the notice, PCDC is required to immediately begin the process of enrolling a new family into the slot. Therefore, once a notice has been given, the child may return to the slot only if it is still available, otherwise s/he will be prioritized on the waitlist for continuity of care. EDUCATION Child Guidance Policy (all PCDC programs) Supporting children’s growth and the development of social skills within a safe and nurturing learning environment is a major goal of our program. Educators build caring relationships with children that support confidence and curiosity within the learning environment. Establishing clear, consistent rules with children and maintaining a predictable routine encourages independence and a sense of security. Educators use positive techniques for guiding children’s behaviors including modeling appropriate behavior, redirection, limit setting, positive reinforcement, humor, encouragement, and instruction in social problem solving. Educators rely on parents to help them understand the unique temperaments, needs and early life experiences of children in order to help them succeed. Child guidance shall be consistent and adapted to the child’s abilities and individual needs. Goals:  To maximize the growth and development of individual children.  To protect the group and the individuals in the group.  To help the child develop self-control. Teaching staff must use the following techniques to guide children’s behaviors:  Use positive reinforcement of appropriate behavior through verbal encouragement.  Provide discussion and redirection of inappropriate activities.  Give clear directions to children, always using a non-threatening tone of voice.  Set reasonable and positive expectations.  Problem-solve individual challenges on an individual basis.  Listen to children and help them understand and express their feelings through language.  Intervene before a problem arises; cue behavior in a positive manner.  Maintain daily and ongoing communication with the parent to plan together for the child’s success.  Consult with other staff and the Site Supervisor to promote consistency. The following techniques will never be used: 30     Corporal punishment in any form. Demeaning language. Denial of food as a form of punishment. Belittling or punishment for soiling, wetting, or not using the toilet. Non-aggressive physical restraint will only be used if the child loses self-control completely and if the safety of another child or person is in jeopardy. Personal time away from other children is given, if necessary, to help the child re-focus in a positive way. A teacher will help the child through this process. No child will ever be left alone or unsupervised while in the care of PCDC. When children and Educators require extra support, Developmental Specialists take a proactive approach to helping children and are a resource for Educators. Information is shared with the Education Manager, when appropriate. Developmental Specialists will provide technical assistance to staff, as appropriate. In order to provide a comprehensive approach, child and family review meetings and a site-based case management process are used to support children and families. Maintaining Safety for all in the Educational Environment Some children experience unusual difficulty in following educational routines, responding appropriately to limit setting, and in getting along with other children. In the rare instance that child guidance techniques are not effective, and a child poses a danger to him/herself or others, the child will not be permitted to remain in school for the rest of that day. In order to return to care, parents agree to be available, or to have at least one emergency contact that is available to pick the child up from care in such situations. Educators will document all such incidents and will obtain feedback from you on a Parent/Educator Communication Form. Support Plans When a child’s developmental concerns consistently interfere with his or her ability to participate effectively and safely in a classroom or family child care home, you will be invited to work in partnership with program staff to overcome these challenges. At PCDC, one of the strategies we use in this effort is to develop a Support Plan with families and Educators, which documents the strategies to be used by the child and his/her educators to best manage the challenges. The Support Plan is written at a meeting with all of the child’s available team members and follow-up meetings help monitor progress. Termination of Services PCDC is committed to helping children succeed. The Case Management System is available to all children and families. Within the Case Management System, the following supports are available: more intensive work between the educator and the parent, consultation with a Developmental Specialist, data collection tools, dedicated time for educators to set classroom goals, development of Support Plans and identify behavioral resources including assistance with referrals and access to outside agencies. In the rare case that intensive supports are not successful, PCDC may determine that the child’s placement is not appropriate to meet the 31 child’s needs and may offer a two week notice of termination of services. If this happens, the education team will work with the parents to find a more suitable placement and/or to access outside supports. Attendance Procedure PCDC Preschool Educators are responsible to supervise assigned children primarily by sight and may supervise by sound for brief periods, such as when a child is in a bathroom stall. Infant Toddler Educators must supervise children by sight and sound at all times.  When groups change locations, such as when moving from the classroom to the playground or from the playground to the bus, attendance must be taken at each arrival point.  When attendance is taken, each child’s name must be called and the Educators must verify each child’s presence. Counting heads is not sufficient for attendance verification.  When on field trips or neighborhood walks, a “field trip bag” will always be with the group. This bag must contain first aid materials as well as emergency contact, medical, and release information for each child in the group.  If Health Plans warrant it, emergency medications should also be transported in this bag.  The field trip bag should be kept out of children’s reach.  A working cell phone (either personal or agency) will always be with the group when off site. Missing Child Procedure In the event that attendance procedures fail and a child becomes separated from the group, the following procedure must be implemented: 1. The Educator who is the first to become aware that a child is missing will immediately alert the rest of the education team in the room/location. 2. One Educator will leave the room/immediate location to explore nearby areas the child may have wandered to. 3. One Educator will immediately call the supervisor or, if the supervisor is not available, another staff person in the building to enlist their help in searching. All available office workers should stop their work and assist in the search for the child. 4. If a third Educator is present, that person should primarily engage the children who are present, to keep them occupied and calm. 5. If the child is not found within a brief period (no longer than 7 minutes), the police and the parent must be called. The parent must also receive the information in writing on PCDC’s Parent/Educator Communication Form. A copy must be placed in the child’s file. 6. Such incidents result in reports to and investigations by the Department of Children and Families (DCF) and the Department of Early Education and Care (EEC). Staff members must cooperate with all such investigations. Working in PCDC Classrooms PCDC offers free training for volunteers and for those interested in being a paid classroom substitute. Parents who volunteer on a regular basis in PCDC classrooms will need current proof 32 of negative TB screening, proof of immunity to Measles, Mumps and Rubella (MMR) and a satisfactory Criminal Offender Record (C.O.R.I.) and Background Record Check (BRC). Family Child Care/Provisional Care Needs  Alternative care is made available if possible whenever a PCDC Family Child Care Educator needs to close due to illness or vacation. Your child’s FCC Educator will inform you of the closing and set up substitute care at the home of another PCDC FCC Educator. The necessary emergency information and any information about necessary specific arrangements are given to the substitute FCC Educator. When a FCC Educator is unable to make provisional care arrangements, s/he will give you the name of a PCDC staff person for you to contact who can assist you in finding provisional care for your child.  Due to specific requirements of location or drop-off/pick-up times, age of child, or availability of FCC Educators with openings, PCDC may not be able to arrange substitute care in all situations. Parents may also refuse substitute care. No fee is charged if we are unable to offer alternative care or if care is refused.  Please note that often children enjoy the change when going to a new FCC Educator, as there are different toys and new friends. You are welcome to visit the provisional care home before making your decision about accepting the temporary placement. Please do not discuss changing your child’s care on a permanent basis with a provisional care FCC Educator. It puts her/him in an awkward position. If you feel at any time that your current placement is not appropriate or not meeting your child’s needs please call the Enrollment office or the Family Child Care (FCC) Assistant Education Manager. HEALTH Immunizations and Physicals Immunizations and physicals are required in order for children to be accepted into PCDC programs. Physicals with incomplete information must be completed within 30 days of the child beginning in care in order to remain in the program. Chronic Medical Conditions All children with a chronic medical condition diagnosed by a licensed health care practitioner must have an Individual Health Plan signed by the health care practitioner that includes:  A description of the condition;  Its symptoms;  Any medical treatment that may be necessary while the child is in care;  The potential side effects of that treatment;  And the potential consequences to the child’s health if treatment is not administered. CMR.7.11 (3) Illness Please notify PCDC if your child will not be attending due to an illness or if someone else is ill in your home. An ill child should stay home if s/he has/is: 33                 A fever, until the temperature is normal for 24 hours without medication (i.e. Tylenol, Ibuprofen). Vomited two or more times in the past 24 hours. Head lice until properly treated and no live lice are present, nit removal from child’s hair after treatment is also highly recommended. A rash, until child has been seen by a physician and cleared to return to care. Conjunctivitis (pink eye) until a physician notifies us in writing that the child is no longer contagious, or has been on medication for 24 hours and the eye is not draining fluid. Impetigo, until 24 hours after treatment is begun. Scabies, until free of all mites. Diarrhea, until diarrhea-free for 24 hours. Strep infection, until 24 hours after treatment is begun and the child has been without a fever for 24 hours. Chickenpox, until the last blister has healed over. Difficulty breathing, until resolved or proper treatment is obtained. Mouth sores, until child has been seen by a physician and cleared to return to care. Any other infectious disease until cleared by a physician and symptoms are resolved as per Massachusetts DPH guidelines. Unable to fully participate in program activities. Or, if PCDC has not received clarification directly from a physician about any condition that might compromise the child’s or other’s health or safety. If your child becomes ill while in care s/he will be offered a place to lie down. Our Educators are trained to take temperatures and do minor health assessments. We make every effort to keep children in care when possible. If your child shows any of the symptoms listed above, s/he will not be able to remain in care and you will be contacted to pick up your child. If an Educator calls you to ask you to pick up your child, please arrive as quickly as possible or arrange for another authorized person to pick up your child. If your child is ill and you are scheduled for a home visit please call your Home Visitor to reschedule your visit. This is sometimes the only way to stop the spread of infections and to assure that others remain healthy. Procedures for Providing Emergency Health Care  In the case of an emergency (such as, a serious fall, or a serious cut), the Educator will begin administration of emergency first aid and call 911 for assistance.  A PCDC staff member or FCC Educator will contact you to come and pick up your child or, if response time is a factor, to have the parent meet the child and PCDC staff person at the hospital.  When parents cannot be reached, those listed as emergency contacts will be called as a further attempt to reach parents. Until you are reached, a designated PCDC staff person will continue to try to contact you. For this reason, please update us if any of your contact information changes. 34  In the event of a serious injury, or an injury that requires that the parent pick up the child from care, the program will require a Doctor's note of medical clearance for the child to return to school. Medication When at all possible, parents are encouraged to administer medications (prescription and nonprescription) to their children at home. If medication must be given during care hours a designated Educator will be responsible to give the medications to your child. The designated Educators will be trained by the Health Manager on the appropriate procedures for giving the medication. Please note:  A written permission form signed by the parent is required each time a medication is to be given and must include: o Child’s name o Name and dose of medication o Purpose of medication o Time when the medication is to be administered o Termination date for administration of the medication o Possible side effects of the medication o Parent’s signature and date  A written doctor’s order must be received for every medication, whether prescription or non-prescription.  The medication must be in its original container and the child’s name must be clearly written on the label.  A new permission note must be received from the parent and the doctor each time a child is to receive a medication, unless it is a standing order because of a chronic condition.  Medications which are given are documented on the Medication Dispensing Form. When the child has finished the required medication, this form is kept on file in the child’s folder.  No “first dose” of a medication may be administered at school.  No “as needed” medications are permitted without specific notation from a doctor as to what symptoms the child must exhibit before medication can be given, along with specific documentation of the minimum time between doses. This excludes topical nonprescription medications and medications prescribed on Medical Action Plans, such as Asthma, Allergy, and/or Seizure Action Plans.  Topical non-prescription medication such as sunscreen, petroleum jelly, or other ointments may be administered to a child only with written parental permission. A written record documenting administration of any topical medication must be maintained and must include the name of the medication as well as the date and time of administration. Hand Washing Since washing hands is one of the best ways to prevent illness, children will be washing their hands with liquid soap and running water, many times during the day: upon entering the 35 classroom; before and after water play, before and after handling food, after toileting or diapering, after coming into contact with bodily fluids or discharges (including sneezes, coughing), and after handling animals or their equipment. Tooth Brushing Proper oral health begins at home. Educators in Center Based Care and Family Child Care homes will be reinforcing good oral health practices with your child each day by assisting them with tooth brushing. All children brush their teeth at least once a day while in the program. Scent Free Guidelines Our Agency has scent-free guidelines. Because there are children and adults in our program with asthma and other respiratory conditions, for the safety of others, please do not send your child to the program wearing cologne or other scented products or wear cologne or other scented products when attending PCDC functions or volunteering in classrooms. Oral Health All children learn about dental health and tooth brushing as part of the daily routine. It is a Head Start requirement that children have their first dental visit no later than 12 months of age and every 6 months thereafter. Breastfeeding PCDC fully supports breastfeeding of infants and toddlers. Arrangements will always be made to allow for comfortable breastfeeding and safe storage of breast milk for children in our program. The Health Office is happy to provide resources and information about breastfeeding for interested parents. When infants are not being breastfed, PCDC provides infant formula to Early Head Start children during the hours that they attend the program. Age-appropriate food will also be provided to infants who are eating solids. Family Child Care Health Policies Family Child Care Educators have their own Health Policies. Please talk with your Family Child Care Educator about their policies. Lead Poisoning Prevention It is a Head Start and Department of Early Education and Care requirement that all children regardless of risk, be screened for lead poisoning at least once between the ages of 912months, and annually thereafter at ages 2 and 3 years regardless of risk. Children must also be screened at age four if they live in a community deemed at high risk for lead poisoning by the Department of Public Health. The following are some facts that all parents should know about lead and lead poisoning: • Lead poisoning is caused by swallowing or breathing lead. Lead is poison when it gets into the body. • Lead can stay in the body for a long time. Young children absorb lead more easily than adults. The harm done by lead may never go away. Lead in the body can: 36  Hurt the brain, kidneys, and nervous system  Slow down growth and development  Make it hard to learn  Damage hearing and speech  Cause behavior problems • Most of the lead poisoning in Massachusetts comes from lead paint dust in older homes. Many homes built before 1978 have lead paint on the inside and outside of the building. • When old paint peels and cracks, it creates lead paint chips and lead dust. Lead dust also comes from opening and closing old windows. • Lead dust lands on the floor. Lead gets into children’s bodies when they put their hands and toys in their mouths. Children can also breathe in lead dust. Children between the ages of 9 months and 6 years are most at risk. • Important: Home repairs and renovations also create lead dust. • Most children who have lead poisoning do not look or act sick. A lead test is the only way to know if your child has lead poisoning. Ask your doctor to test your child for lead. Some children may have:  Upset stomach  Trouble eating or sleeping  Headache  Trouble paying attention FCC Educators are required to disclose to you if they are aware of any known sources of lead in their home. For more information on lead poisoning, you can visit http://www.mass.gov/dph/clppp or call the Childhood Lead Poisoning Prevention Program at (800) 532-9571. Sudden Infant Death Syndrome (SIDS) Sudden Infant Death Syndrome is the sudden death of an infant younger than 1 year that remains unexplained after a thorough investigation, including performance of a complete autopsy, examination of the death scene, and review of the clinical history. SIDS is the leading cause of death for infants 1 month to 12 months old. One in five SIDS deaths occurs while an infant is in the care of someone other than a parent. Because the cause of SIDS is not known, it is not curable; however, there are steps both parents and educators can take to reduce the risk. PCDC SIDS Procedures and Policies for children 12 months and under Based on clinical data and EEC Regulations, the Parent-Child Development Center has established the following policies and procedures in order to reduce the risk of infant death from SIDS in childcare settings:  Parents of children 12 months of age and younger will be notified of SIDS risk and reduction practices, sleep positioning policies, and arrangements for sleeping all infants on their backs. 37          Every infant twelve months of age and younger must be placed on his/her back for sleeping, unless the child’s health care professional orders otherwise with a specific medical reason in writing. No child under 12 months of age shall nap with pillows, comforters, stuffed animals, or other soft, padded materials. Children younger than six months of age at the time of enrollment must be under direct visual supervision at all times, including while napping, during the first six weeks they are in care. After six weeks, they will be checked on frequently and remain within field of vision and hearing. Children shall be kept from overheating while sleeping- room temperature not higher than 72 degrees and no child will have his/her head covered during sleep. If a blanket/comforter is to be used, it will be small and thin, covering the infant up to the chest only and tucked in at the bottom of the mattress. When awake, infants will receive supervised time on their tummies to encourage physical development. All Educators will pledge to keep all sleep and play environments smoke-free. Group childcare programs must include this sleep safety policy among their program policies and procedures, must train staff to follow this policy and must provide a copy of the policy to parents. Family Child Care Educators must also train their assistants to follow this policy in addition to notifying parents of safe sleep practices. All childcare sites will have a clear and established plan outlining individual responsibilities and actions to be taken in case of a SIDS emergency, including CPR and call for emergency assistance. Action to be taken in case of a SIDS emergency  Each individual infant/toddler classroom and Family Child Care Educator will have a written and posted list of steps to be taken in case of a SIDS emergency.  All staff will be aware of their particular role and practice their CPR and First Aid skills on a regular basis.  Procedures to be followed include initiating CPR; calling 911; notifying the supervisor; contacting parents; contacting physician; documenting all events that took place prior to, during, and following a SIDS emergency, including time and date; and collecting infant’s file/health history to be sent with transport to the hospital. NUTRITION Meals Healthy, well-balanced meals and snacks are provided daily in all of our programs. All meals meet USDA guidelines. Meals are planned to be low in sugar, fat and nitrates, with an emphasis placed on fresh fruits and vegetables. Meals and snacks are served family-style whenever possible and in a relaxed conversational atmosphere to help children gain self-help skills and good eating habits. Food is never used as a punishment or a reward. Children are given the choice about what to eat and how much they eat. Menus are posted in all classrooms and FCC homes and sent home to families monthly. 38 Diet Modifications A Medical Necessity for Diet Modification form must be on file for any child who has a food allergy or intolerance. If the child has a food allergy, parents will also be asked to complete an Individual Health Plan. Since these forms help us protect the health and safety of your child, we require that these forms be completed and signed by your child’s pediatrician before your child enters the program. All food allergies and special diets are carefully recorded and substitutions are made whenever necessary. Food from Outside PCDC In order to be in compliance with all state, federal, educational and nutritional requirements, and to ensure proper monitoring of food allergies and intolerances, the Parent-Child Development Center cannot permit parents/guardians and family members to bring outside food into the center based classrooms during regular school hours. (The only exceptions are our Betterstart classrooms, which must follow Public School regulations in this regard.) This includes home-made items as well as commercially bought foods. We believe that this creates a safer environment for all the children we serve. However, parents/guardians and family members are encouraged to bring outside foods in for Home Based Socializations occurring at our centers, Parent meetings and Parent/Classroom celebrations such as end of the year parties, as sharing food builds community. It is the responsibility of the child’s parent/guardian to monitor food intake at these events. . Food at Family Meetings and Policy Council While Head Start regulations do not require that food be provided for Family Meetings and at Policy Council, PCDC supports family involvement in whatever ways we can, and will therefore continue to budget for this for as long as it is feasible. Please remember that PCDC must comply with all Health and Serv-Safe regulations. Some things to know:  We provide a variety of nutritious foods prepared in our own kitchens.  Parents are welcome to supplement the offered menu with additional items. If you do so, please include a note listing ingredients.  Due to Health and Serv-Safe regulations, any leftover food may not be sent home. We welcome your suggestions about our menus; please email Suzanne Severin, PCDC Nutritionist, at [email protected] TRANSPORTATION Private Vehicle Transportation Parking is available at each PCDC site. Parent/guardians are required to accompany a child into the classroom or child care home. Drivers should drive slowly and use caution when driving in or around a child care site. No child may be left alone in a parked vehicle. Public Transportation and Walking 39 Each site supervisor communicates with the town and public transportation authority regarding any concerns such as public bus stop location or condition of cross walk markings. Parent/guardians are required to accompany a child into the classroom or child care home. Pedestrian Safety Pedestrian Safety is taught to the children in PCDC within the first 30 days of their entrance into the program. Because Parents are the most important models of proper pedestrian behavior for children we encourage families to reinforce the following pedestrian safety rules with their children and by sharing written materials provided by PCDC.  Cross streets safely.  Cross at a corner, using traffic signals and crosswalks.  Try to make eye contact with drivers before crossing in front of them. Do not assume that because you can see the driver, the driver can see you.  Look left, right, and left again when crossing, and keep looking as you cross. Walk: do not run, across the street.  Walk on sidewalks or paths. If there are no sidewalks, walk facing traffic as far to the left as possible.  Be safe pedestrians around cars. Watch for cars that are turning or backing up.  Parents and children should hold hands in parking lots.  Set pedestrian safety rules for your children. School Bus Transportation PCDC provides a limited number of transportation slots that are filled based on family need and availability of space. Due to regulated restraints on the amount of time children can be on a bus, transportation is not guaranteed even when there is space and need. If your family needs transportation services, the Enrollment Staff or your Family Advocate will be able to assist you in filling out a Transportation Request Form. In Franklin and Hampshire county PCDC contracts with a local transportation company to provide school bus transportation to some children in the program. In Hampden County PCDC provides the transportation services. All drivers have valid Commercial Drivers Licenses (CDL). Authorizing Others to Pick-Up Your Child During the intake process the parent/guardian will be asked to give written authorization to PCDC to release the enrolled child to other adult(s) the parent/guardian deems appropriate. Written authorization must be given for any adult other than the parent who is actually signing the child care agreements. Parents can add or remove names from the Authorization; Release of Child list at any time by notifying PCDC in writing. Parents are urged to keep this list current and urged to use great care in selecting substitute persons to bring their child home in the event the parent is not available. Please only include people whom you are reasonably confident could be available to pick up your child within a thirty minute time frame, when needed. If a parent or authorized adult appears to be under the influence of drugs or alcohol when a child is being released: 40   The staff person will encourage and assist the parent or authorized adult to make other arrangements for transporting and/or supervising the child, such as calling another authorized person on the Authorization: Release of Child list. If alterative arrangements are not made, the staff may, out of concern for the safety of the child, either refuse to release the child to the authorized adult or, because staff are not allowed to stop a child from being picked up by the parent, call the police for assistance. Bus Safety Each contracted school bus is equipped with a two-way radio communication system, and a cell phone is available on every bus. There is a bus monitor on all vehicles used to transport children to and from PCDC programs to monitor children’s safety and social-emotional wellbeing. The bus driver and monitor complete pre-trip and post-trip safety inspections. Both bus driver and bus monitor keep track of attendance as children board or exit the bus. After the last child is dropped off, the bus monitor uses the attendance sheet to ensure that all children have departure times next to their names. Then the bus monitor walks through the bus to ensure that all children have been unloaded. The bus driver also walks through and places a bus empty sign in the back window of the bus. All bus drivers and monitors have been trained on the Massachusetts Department of Early Education and Care Look before You Lock and Safe Transportation: The Driver’s Role for the protection of children in vehicles and have been certified in First Aid and CPR. Children are accompanied to and from the bus, at the center or family child care home, by program staff under the supervision of an EEC certified Educator. Children’s attendance on and off the bus is recorded by staff. Bus safety also includes maintaining a safe riding environment for children and staff. No one should use any type of violence, threats or other inappropriate language on or near the bus. Families who do not follow these guidelines will have their child’s bus transportation temporarily suspended or terminated (for severe or repeat offenses). Thank you for your cooperation in creating a safe riding environment for everyone on the school bus.        Have your child ready for the bus at least 15 minutes before scheduled bus pick-up time. PCDC staff will give you bus pick-up times. We will make every effort to inform you if bus times change. Due to time constraints the bus is not able to wait if a child is not at the designated stop at the designated time. The bus will only pick up children when they are at their designated bus stop unless transportation staff is notified in writing. If for some reason, transportation is delayed please wait at least 15 minutes before you call the Transportation Office. Please do not call the bus company. Wait with your child – Bring your child to the bus for pick-up and be at the designated drop-off location when your child returns home. For safety reasons please wait with your child at your designated bus stop at least five feet from the road. Remember to stay out of the bus “danger zone” area because the bus driver cannot see you. You are 41 responsible for your children until they are safely on the bus and for assisting your child off the bus in the afternoon. Children must be accompanied to the bus and picked up by an authorized adult or youth 16 years of age or older. Safe Riding Practices  All buses are equipped with appropriate restraints for the age and weight of the child. Special accommodations are made as necessary for children with disabilities. Children should not bring any items onto the bus, except closed backpacks, carry-on bag, diaper bag, etc. For safety purposes, no food or drink is allowed on the bus. All belongings are safely stored out of exit pathways. The bus monitor is responsible for ensuring that each child is secured correctly in the appropriate restraint system and that all children’s belongings are safely secured.  The PCDC Child Guidance Policy is followed for staff/child interactions on the bus. The bus monitor establishes clear and consistent bus safety rules with the children and maintains a predictable routine. When inappropriate or challenging behaviors occur on the bus, including undoing a seat belt or standing up, the bus monitor redirects the child. If the behavior persists, the bus monitor fills out a Bus Safety Notification Form to give to the education staff. Education staff and the parent/guardian will be consulted in resolving the behavior. Contact and Release of Information Adults with custody are the only people able to remove a child from the bus without a signed release. All other adults including older siblings (16 & older) must be listed on the Authorization: Release of Child Form, Emergency Contact and Permission to Leave Premises. Please keep your Authorization, which includes Release of Child Form, Emergency Contacts, and Permission to Leave Premises current. Also, be sure to notify staff/FCC Educators of all changes in address and telephone numbers. Parents and authorized adults must show a picture identification before the child is released to them until they are recognizable by the transportation staff. PCDC will not release the child to anyone without the written authorization of the parent/guardian. Absences If your child is going to be absent, call the Cancellation Line the day before, or before the bus departs at 6:30 a.m. If a cancellation notice is not given as is our procedure, transportation privileges will be reviewed. Recurrent failure of a parent to notify PCDC of a child’s absence will be grounds for termination of transportation services. When a Child Is Waiting Unattended at a Bus Stop If a child is waiting alone at the bus stop or near their designated pick-up area, the bus monitor’s first concern will be the child’s immediate safety. The child will be escorted onto the school bus. The bus will not leave the pick-up area until contact has been made with the parent/guardian.  Every reasonable effort will be made to locate the parent/guardian: o The bus driver will briefly sound the horn. 42  o The bus monitor will call the parent/guardian. If the parent/guardian has not been located within 5-10 minutes: o The bus monitor will call the local police department and report the situation o The bus monitor will also report the incident to the Transportation Office. When the Authorized Adult is Not Present at the Drop Off Site If an authorized adult is not present at the drop-off location, the child will be brought to a designated site where you will be responsible for picking up the child. The bus driver will NOT make a second attempt to drop off the child. No child will be dropped off anywhere except for their designated bus stop or site. A staff member will attempt to contact the parent and those persons on the Authorization: Release of Child, Emergency Contacts, and Permission to Leave Premises. If the parent or other authorized person has not come to pick up the child within a reasonable period, the Department of Children and Families may be contacted. For half day programs:  children will be returned to the classroom site or FCC Educators home; For full day programs:  children in the Greenfield/Turners Falls area are returned to the G St. site;  children in the Amherst area are returned to the Amherst Community Child Care site;  children in the Northampton area are returned to the Vernon St. site;  children in Hampden County will be returned to their classroom site Follow-Up of Returned Children and Termination of Transportation Privileges If a child is returned repeatedly in the same program year, a PCDC team will decide if transportation privileges should be terminated. The Family Advocate will follow up with the parent/guardian to ensure compliance. The following process will occur for returned bus children: 1st Occurrence  All relevant information about the child’s return will be collected.  Parent/Guardian will be supported and encouraged to help resolve this matter.  Transportation expectations will be clearly discussed with the parent/guardian.  Drop-off options will be discussed with the parent/guardian.  All transportation issues regarding bus schedule, drop-off or any transportation concerns will be discussed with the Transportation Coordinator/Supervisor. nd 2 Occurrence  The parent/guardian must schedule a meeting within 2 days and the meeting should occur within 4 days of the incident. If a parent/guardian does not schedule or attend the meeting within the required time, bus privileges will be suspended until a meeting occurs.  Follow all the same steps as listed above for the 1st time occurrence.  Determine if alternate arrangements for drop-off are necessary.  Parent/Guardian will receive a verbal warning stating that a third return will result in a three day suspension of bus privileges. rd 3 Occurrence 43   Bus privileges will be suspended for 3 days. Parent/Guardian will be warned that any additional child returns, will result in termination of bus privileges. th 4 Occurrence  Bus privileges will be terminated. Emergency Situations Disabled Vehicle If the school bus breaks down on route, the driver and monitor’s first responsibility is to ensure the safety of the children and the vehicle. The driver notifies the bus company and a replacement bus is sent out. Children and restraints are safely transferred to the new bus, attendance is taken, and the bus finishes the route. In the meantime, the bus monitor contacts the sites or FCC Educator homes affected and asks them to contact parents to inform them of any delays that would affect them. A note from the Transportation Coordinator/Supervisor or designee goes home to parents informing them of the break down. An incident report is submitted to the PCDC Assistant Director in charge of transportation within 24 hours. Accident Involving a Bus In the event of an accident, the protocol is similar. After ensuring the immediate safety of the children and vehicle, the bus driver secures the bus out of the way of traffic, if possible. The bus driver calls the police and the bus company. The bus driver and bus monitor determine if evacuation is necessary. If so, they follow the bus evacuation procedure, taking attendance before and after evacuation. The bus monitor checks each of the children for visible injury. First responders also evaluate all children for possible injuries and make any necessary recommendations for further treatment. See Medical Emergency below for responding to an injury. The bus monitor calls the Transportation Coordinator/Supervisor or PCDC Manager as soon as possible, and transportation staff phones parents/guardians of children on the bus, with written notification to follow. The PCDC Transportation Coordinator/Supervisor notifies the MA Department of Early Education and Care and the Region 1 Head Start Office, in accordance with the appropriate regulations. The bus monitor submits an Incident Report to PCDC within 24 hours of the accident, as well as a bus seating chart to describe where each child was sitting at the time of the accident. Medical Emergency If a medical emergency occurs while the bus is on its route, the bus monitor will assess the situation, using First Aid and CPR training protocol. The bus driver will halt the bus and the monitor or driver will call 911. The bus monitor will also consult the essential medical information that travels with children on the bus. Buses are equipped with a first aid kit and a body fluid kit. First Aid/CPR is administered as needed. See Health Policy for additional information. The bus monitor calls the Transportation Coordinator/Supervisor or PCDC Manager as soon as possible, and transportation staff notifies parents/guardians of children on the bus by telephone, with follow up in 44 writing. Upon arrival of the emergency response team, the bus monitor will provide any available medical information. The bus monitor submits an Incident Report to PCDC within 24 hours of the accident. Field Trips  A first aid kit containing required supplies is taken on all field trips. The Educator brings a list of all emergency contact numbers and takes attendance of everyone on the bus once the bus is loaded and shares that attendance with the transportation office.  In the case of an accident, the procedure for accidents listed above will be followed.  The Educator will review safety guidelines with all adults going on the field trip before leaving.  In some circumstances, the parent/guardian may be asked to accompany their child on the field trip. Accompanying a Child to the Bus (Family Child Care Homes) When a child uses specialized transportation to and/or from the family child care home, it may be necessary for the FCC Educator to accompany the child to and/or from the vehicle. The following requirements are for FCC Educators who are required to meet a child at the transportation vehicle.  The approved space must include space either on the ground level or the first floor level. If a FCC Educator is licensed for space above the first floor level, every child care child must be brought to the first floor level before the FCC Educator can leave the premises to accompany a child to or from a vehicle.  The FCC Educator must make sure every child remaining in the home is in a hazard free environment.  The FCC Educator must consider the number, ages, and needs of children in care in order to ensure the safety of all child care children while accompanying a child to or from a transport vehicle. FCC Educators must take special precautions to ensure the safety of all children when there is a child care child who is unusually aggressive or active or exhibits behavior difficulties.  The FCC Educator must notify parents of all children in care that he/she is accompanying children to and from transportation vehicles and must obtain written consent of all parents involved. This consent includes those parents who have children enrolled in the family child care home at the time the practice begins as well as the parents of children enrolled after the practice has begun.  The FCC Educator may accompany a child to or from the vehicle as long as he or she remains in clear view of the family child care home.  The maximum distance allowable between the family child care home and the transportation vehicle is 50 feet.  The FCC Educator must remain in the home with the child care children until the transport vehicle arrives at her home. The FCC Educator must minimize the amount of time she is away from the child care children. 45 NOTE: This policy applies only to transport vehicles that require a FCC Educator to accompany a child between the transport vehicle and the family child care home. Child care children who walk to or from the school bus stop may walk unescorted if the child’s parent gives the FCC Educator written authorization. If the parent prefers the FCC Educator to accompany the child to and/or from the bus stop, the FCC Educator must either bring all of the child care children with him/her or leave an approved assistant with the remaining child care children. FISCAL Child Care Parent Fee Payment Policy  Head Start and Early Head Start services are free to parents.  Parents who want full-day care must pay for full-day care. If they are not eligible for funding provided by the State of Massachusetts, they must pay a fee based on the PCDC private pay rates.  All parents enrolling a child(ren) in a fee-based child care slot must sign a Child Care Fee Agreement which specifies the required daily fee, which is based on the Commonwealth of Massachusetts approved Sliding Fee Scale or the agency approved published rate.  Fees are charged for all days a child is enrolled, whether the child is present or absent. Fees are also charged for any day the program is closed due to holidays and other approved closures.  Parents will receive a monthly bill for child care services. Payments are due immediately upon receipt of the bill. This fee should be mailed to the Community Action Fiscal Office, 393 Main Street, Greenfield, 01301. (Attention Accounts Receivable).  If payments are not made, your child will no longer be eligible for full-day services.  Families with unpaid balances will not be permitted to enroll (or re-enroll) in any other fee-based programs at PCDC until the unpaid balance is paid or payments are being made as part of a payment plan.  If a fee is based on a sliding fee scale, and a parent’s financial situation changes, the parent must contact the Enrollment Counselor to determine the new fee. Parent Activity Fund Each PCDC Head Start and Early Head Start site and program option has a sum of money available called the Parent Activity Fund. As required in the Head Start Program Performance Standards (1304.50(d) (2) (iii)), funds must be provided to help achieve the goal of parent participation in the education and development of their children. Some things to know:   The funds must be spent on educational materials and/or field trips with an educational component, e.g., to a museum or zoo. Included would be an event such as an end-ofyear celebration, which may have an entertainment component. Families must approve a motion at a Family Meeting on how to spend the money. Family Meetings minutes must include a record of the vote with the specific amount and purpose. The Family Meeting Secretary will forward a copy of the Minutes to the Site Supervisor/Home-Based Coordinator/Family Child Care Assistant Manager, for approval at the next Policy Council Meeting. 46   The PCDC Policy Council must approve the application (use of funds); after approval, the appropriate Supervisor will be notified so that families can start planning their event. The funds must be spent and receipts submitted to the Community Action Fiscal Office by September 30 each year; the funds cannot be carried over to the next fiscal year. Fundraising Conducted by PCDC Families We welcome family interest in fundraising activities to benefit children in the program. The Federal Government has clear guidelines and restrictions regarding these activities, and PCDC staff is required to follow all Community Action and PCDC policies and procedures. Some things to know: Initiating Fundraising Projects  Family members must initiate all fundraising projects as early in the year as possible through their Family Meeting or Policy Council, and choose a Fundraising Coordinator.  Approval of Proposed Fundraising. A motion to approve fundraising projects and proposed use of funds must be reflected in the Family Meeting’s Minutes. A copy of the Minutes and Fundraiser Plan form should be submitted to the Family Service Manager, Education or Assistant Education Manager for approval no later than February 15 th , which will allow enough time for approval (see below), and to ensure that the proposed fundraiser is in compliance with applicable town by-laws.  Site Supervisors/the Home-Based Coordinator/Family Child Care Advisors, will work closely with families to ensure that all Community Action and PCDC Fiscal and Public Relations policies are followed, including review of all flyers, advertisements and other publicity prior to release. Use of “Community Action” and/or” PCDC” names or logos on any materials is prohibited without prior approval of the Director. Once approval is received, families are responsible for organizing and coordinating the fundraising activity or event. PCDC Staff cannot participate in asking for donations or fundraising activities because it is considered a conflict of interest. Procedures for Monies Raised  The Site Supervisor/Home-Based Coordinator/Family Child Care Advisor is responsible for ensuring that all goods paid for are received; the designated Parent Fundraising Coordinator is responsible for distribution of any items to families.  The Parent Fundraising Coordinator, in conjunction with the Site Supervisor/HomeBased Coordinator, or Family Child Care Advisor is responsible for collecting any payments related to the fundraiser. Checks and money orders should be made payable to Community Action.  Under no circumstances may checks/money orders be made out to a staff member. For their own protection, staff members may not co-mingle personal and agency funds.  No Community Action program, employee or volunteer should maintain a checking or savings account in the name of the agency or using the agency’s tax exempt number. Violation of this policy can lead to disciplinary action, up to and including termination. 47      For a Policy Council-initiated fundraiser, the Family Service Manager or designee is responsible to collect any payments and to turn them over in a timely manner to the fiscal office. Receipts will be issued for all cash, check and money orders received. The receipts will be signed by a staff member and the person making or delivering the donation. In the case of cash donations the receipt will be signed by an additional staff member. Before funds are taken to the Fiscal Office, the total amount received for deposit must be verified by the Site Supervisor/Home-Based Coordinator/FCC Advisor and the Fundraising Coordinator or designee, who will both sign a deposit slip for that amount. Copies of the deposit slip go to: Fiscal Office (original), Fundraising Coordinator and one copy stays in the receipt book at the site. Any checks or cash received must be placed immediately in the locked box at the site and then delivered to the Community Action Fiscal Office in Greenfield by the Parent Fundraising Coordinator and the Advocate or designee as soon as possible, preferably within 48 hours of receipt. If it is not possible for a parent or family member to get to the Fiscal Office, PCDC staff will take the deposit to Community Action and will provide the person’s home address so that the Fiscal Office may mail a copy of the deposit receipt. To Access Monies Raised  A Fundraising Disbursement Form, including a record of the minutes of the meeting where the fundraiser was approved, must be completed and signed by the Parent Fundraising Coordinator and submitted to the Family Services Manager in order for funds to be released. No monies raised are ever released without the approval of the Family Services Manager and a member of the PCDC Management team. This process may take two weeks or more.  All invoices related to the fundraiser must be paid by Community Action using Community Action checks. Under no circumstances should a vendor be paid in cash or by a check other than one issued by Community Action. No payments or reimbursements will be processed without the appropriate invoices or receipts. EMERGENCY PREPAREDNESS Severe Weather Under certain severe winter conditions sites may close and/ or transportation may be cancelled. Family child care homes are generally open during winter storms unless a weather emergency is declared. Any transportation cancellations, closings, or delays will be announced on radio stations WHAI (1240 am or 98.3 fm), WRSI (93.9 fm), WCAT (700 am), WJDF (97.3), WHMP (99.3 fm), WHYN (93.1 fm), WRNX (100.9), and WPVQ (95.3). You can also find information about cancellations or delays on the following tv channels or websites: WGGB channel 40 (www.wggb.com) or WWLP channel 22 (www.wwlp.com) Power outage/loss of heat or water 48 Power, heat and water loss that cannot be corrected within a reasonable timeframe and as such would create an undue hardship on children and staff will cause the center to close. If the situation occurs during childcare hours, staff will assess the amount of time it will take to repair the problem. Childcare for the remainder of the day will be cancelled if the repair significantly affects heat, sanitation, lighting, and/or the overall safety of the program. Parents will be notified and children will be transported home by contracted transportation, or parents will be asked to pick up their child. Fire or other need for emergency evacuation Evacuation maps are posted in each classroom. During evacuation, staff assists children, including using evacuation cribs for infants. Individual plans are created for any child requiring special assistance during an evacuation. Attendance lists are carried by classroom staff during an evacuation, with attendance taken during and immediately following the evacuation of the building. Each classroom site has a designated meeting place for use during an evacuation or evacuation drill. Alarm systems communicate directly with the fire department. Evacuation of the general site area in a natural disaster or civil emergency situation Parents will be notified in an appropriate and timely manner and children will be transported by staff/program vehicles or contracted services to the designated site. Parents will be asked to pick up their child, or the program will transport, as appropriate. Franklin County, Northfield, Bernardston, Greenfield & Turners Falls classrooms will be evacuated to Greenfield Community College (GCC) Main Campus, One College Drive Greenfield, MA 01301 unless otherwise notified by the local emergency authority. North Orange classrooms will be evacuated to Mahar Regional High School 507 South Main Street Orange, MA 01364 unless otherwise notified by the local emergency authority. In the event of general evacuation for sites in Hampshire County, children will be evacuated to the nearest identified public school. For the Vernon St. site, this is Northampton High School or JFK Middle School. For the Northampton High School site, JFK Middle School. For the Ryan Rd. site, this is the Florence Learning Center 90 Park Street Florence, MA 01062. For the Easthampton site, this is Easthampton High School 70 Williston Avenue Easthampton, MA 01027. For the Amherst Community Child Care site this is Wildwood Elementary School 71 Strong St. Amherst, MA 01002. For the North Amherst site, this is the North Amherst Library 8 Montague Road Amherst, MA 01002. For the Ware site, this is Ware Public Library 37 Main Street Ware, Ma 01082. These sites will be used unless directed differently by the local emergency authority. Sites in Agawam, Westfield, or West Springfield, will be evacuated to the nearest public school, church or community building not involved in the evacuation. In order to transport the children as safely as possible if the school is too far to walk or the weather is questionable, we would activate our bus drivers and buses to pick up children at their site and move them to one of the nearby identified evacuation spaces. For Agawam they would evaluate if it is short term and use the Agawam Congregational Church at 745 Main St. or might be bused to the Agawam Early 49 Childhood Center at 108 Perry Lane. In West Springfield, depending on the evacuation type and severity of weather we will go to the Boys and Girls Club at 615 Main Street or be bused to one of the local elementary schools. For Westfield, the school could be Southampton Rd Elementary School at 330 Southampton Rd. or North Middle School at 350 Southampton Rd. Sites have basic emergency supplies for children in their care to be taken in case of area-wide evacuation. Supplies include food, water, diapers and a NOAH hand-crank radio. Family Child Care homes in Franklin County will be evacuated to GCC (One College Drive Greenfield, MA 01301) unless directed differently by the local Emergency authority. Hampshire County and Hampden County Family Child Care homes evacuate to the nearest identified public school unless directed differently by the local emergency authority. “Shelter in place order” during a natural disaster or civil emergency situation A “shelter in place order” is given when the emergency authority feels it is safer for children to remain in their current location than to be evacuated. Each site maintains emergency supplies for sheltering in place. Supplies include food, water, diapers and a NOAH hand-crank radio for such situations. Direction will be taken from the local emergency authority. The following radio stations will announce information regarding any evacuations or closing of any Parent-Child Development Center buildings: WHAI – WRSI – WCAT – WHYN-WHMP WRNX. 50