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Parent Handbook
 

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The following information is designed to outline the policies and procedures of the BVSD School Age Care Program (SAC). 

También tenemos una versión en español del Manual para Padres​​​​​​.

Mission and Purpose of Program 

​​BVSD School Age Care (SAC) offers an inclusive, licensed, fee-based program for children. Our mission is to enhance the quality of care for children and parents in the following manner:

 
Children experience a nurturing environment, age-appropriate activities, and homework assistance. Children are encouraged to pursue interests and develop friendships, independence and confidence. All children have the right to be safe within our programs. 

​​Parents
feel a high comfort level and can depend upon the staff to provide the best care and quality program for their child/ren. 

SAC Vision
Growing People!
 
Orientation
Your family is welcome to visit any of our programs prior to enrollment. Please contact the individual site to set up a visit. (Site phone numbers can be found here.)
 
Staff
SAC staff are skilled professionals dedicated to providing high quality programs for children. They are required to have a combination of professional training and job experience, which enable them to meet the developmental needs of children.
 
Definition of Program 
SAC is a before and after school program that operates during the school year. Our program is licensed to accept children 5 to 16 years of age. Your child must be enrolled in the same school in which s/he will be attending SAC. Some SAC sites are open from 7:00am until the start of school and all sites are open from the end of school until 6:00pm, Monday through Friday. SAC Adventure Camp operates No School – Full Days on teacher work and conference days and some school holidays. 
 
Enrollment 
We encourage all families to participate in SAC. We do reserve the right to enroll based on the following criteria:
  1. Children are able to function appropriately in both small and large group settings.
  2. Children are able to perform within safety regulations.
  3. Families are able to pay monthly tuition in a timely manner.
  4. All medications and medication authorizations must be turned in to the SAC Supervisor prior to start date.
To Enroll:
  • Please visit the SAC registration page​ for registration information and to complete your registration online. You may call the SAC office with further questions regarding registration: 720-561-5974.
  • There is a non-refundable application fee.
  • All children are conditionally accepted based on the eligibility criteria. We reserve the right to evaluate the program’s ability to meet the needs of the child.
  • Your child’s start date will be based on staffing needs and program capacity.
  • A SAC site may be closed due to low enrollment.
  • If you withdraw your child from SAC, you may be reassessed the registration fee upon reenrollment.

Special Needs
We welcome all children including those with special needs in accordance with the Americans with Disabilities Act. Prior to the child’s attendance, a consultation with parents and the Program Manager and/or Assistant Manager will be done to determine how SAC can meet the special needs of the child. The program will work with the family and other resource persons to develop a plan for serving the child. If a child requires diapering or toileting assistance they will be provided a private area and universal precautions will be followed.

Program Fees 
SAC is fee-based and operates solely on the tuition paid by families.
  • All registration forms/registration fee/tuition fee must be submitted by the parent/guardian before children can begin attending SAC.
  • Tuition payments are due by the 5th of the month.
  • You may pay weekly, biweekly or monthly. Please notify the SAC Accounting Assistant/Registrar of your plans.
  • SAC does not issue refunds for school closings, days off, sick days or family vacation days.​
  • Absences cannot be credited or refunded.
  • A two-week written notice is required to add, drop or change your child’s schedule. This can be emailed or faxed to the SAC office.
  • All schedule changes are subject to availability and a $25.00 processing fee.
  • If a check is returned for insufficient funds, a new check or money order must be submitted with a $15.00 processing fee added.
  • If we have not received payment, a late fee of $25.00 may be assessed.
Drop-In Care
Parents must email the SAC Registrar by 10am of the day or prior to the day they are requesting to drop-in and receive a confirmation email before the child/ren can attend the after school program. If drop-in care is required for the before school program, parents must email prior to 3pm the day before and receive a confirmation email that evening for your child to attend the following morning.
 
Sick Policy
If a child is too sick to go outside (or attend school), the child is too sick to be at SAC. SAC will not accept children who did not attend school due to illness. It is the parent or guardian's responsibility to notify SAC staff when his/her child will not be in attendance on a scheduled day. 
 
Holiday and Non-Service Days
Fees are not charged when SAC is closed for Federal holidays as well as some BVSD holidays. We do not operate during the summer.
 
Emergency Information Updates 
All Information on the Emergency Card Must be Kept Current.
 
It is the responsibility of the parents/guardians to inform the SAC Registrar and SAC Site Supervisor of changes to the following information:
  • Home address, phone numbers and email addresses of parent(s)/guardians.
  • Parent(s) workplace phone number or cell number.
  • Name of child’s physician plus address and phone number.
  • Persons authorized to pick up the child at the school location.
  • Persons to contact in a medical emergency if the parent cannot be reached.
Behavioral Expectations for Our Students 
In order to promote a safe, stimulating environment for all children and staff, each site will have guidelines that include SAC behavioral expectations. 
 
Staff will provide clear reasonable limits for children’s behavior and maintain them. Positive behaviors will be reinforced and negative behaviors identified and redirected. Children will be helped to recognize and identify their feelings as valid and acceptable. Staff will intercede if a child’s behavior is harmful to him/herself or others. Staff will never use corporal punishment in the SAC program.

Every effort will be made to plan for a successful experience for every child; however, when a child displays behaviors which jeopardize the safety of themselves and others, the staff will contact the child’s parent or guardian and request that the child be removed from the program for that day. If the child continues to make poor choices once the behavior plan is in place, additional days of suspensions may follow with possible permanent removal from the SAC program. Parent conferences will be held to discuss a child’s behavior, progress, and social and physical needs as required.

Please note that our programs offer support for ages 5 to 16. This age span offers both opportunities and challenges for children of all ages. Due to the wide age span, there is a range of behavioral expectations and guidelines that we expect from your child/ren.
 
All children enrolled in our programs are expected to demonstrate the following behaviors:
  1. Respect for others.
  2. Appropriate verbal and physical conduct.
  3. Social cooperation.
  4. Safety with self and others.

DISRUPTIVE BEHAVIOR WILL NOT BE TOLERATED.

Failure to abide by these behavioral expectations may result in removal from the SAC program. Our goal is to maintain a safe environment for everyone.
 
Reporting Absences
It is the parent or guardian’s responsibility to notify SAC staff when his/her child will not be in attendance on a scheduled day. Failure to do so before 2:00 pm on school days and 8:00 am on Adventure Camp No School - Full Days will result in a $10.00 non-notification fee. If we cannot locate your child or contact you, we may need to make a missing person’s report to the police.
 
Late Child Pickup 
All children must be picked up or sent home by 6:00pm. If you know that you will be late for pickup, please make arrangements and notify the program that someone else is to pick up your child/ren. The parent will be charged $1.00 for every minute he/she is late. The person picking up the child will be asked to sign a form verifying the pickup time with the school clock. The parent will be billed for the late pickup charges.

Unless you have contacted the staff, they will begin calling the emergency contact names at closing. If the parent/guardian or emergency contacts cannot be reached by 6:45 pm, staff will call the Boulder/Broomfield County Police Department and Social Services. After the third late incident, childcare services will be discontinued.
 
Schedule Change and Withdrawal 
A schedule change is defined as any alteration to your child’s regularly scheduled days (i.e., adding days, dropping days and/or switching the days of the week). The SAC Registrar and your child’s SAC Site Supervisor must be notified in writing at least two weeks in advance of any schedule change. All schedule changes will be assessed a $25 processing fee. A two-week written notice must be submitted to the SAC Registrar for cancellation of service from the program. If a two-week notice is not given, the entire fee is due until the two-week period is fulfilled.
 
Sign In / Out 
In the interest of safety, the SAC Program will not accept legal responsibility for a child unless a parent or authorized person signs the child in and out with printed name, signature, time and makes contact with a SAC staff person. A child may sign themselves out from the morning program to go to class, but they must still be signed in by a parent. Children may not sign themselves out of the SAC program except for a club, school activity or event that is on the premises (an Activity Release Form must be signed by Parent/Guardian).
 
Release of Children 
If a person other than the parent or designated person is picking up the child, SAC staff must be notified in writing. In emergencies, a parent must call the Site to inform staff that another person will pick up the child. This person will be asked to show proof of identification. If an unauthorized person arrives to pick up a child, the parent/guardian will be contacted by phone for permission.
 
We cannot legally keep either custodial parent from picking up his/her child from the SAC program without having an official copy of a restraining order on file with our office.
 
Snow Days 
SAC is closed whenever the Boulder Valley School District is closed due to inclement weather. Listen to a local radio or television station for school closing announcements, check the website (www.bvsd.org) or call BVSD security at 720 561-5051.
 
BVSD will not dismiss children early from school due to weather. If weather is extreme, parents must pick up their children as soon as possible. If parents cannot be reached, individuals listed on the emergency forms will be contacted to pick up the child at the site.
 
Fees are not refunded due to weather closings.

Outdoor Play / Severe Weather 
Children will spend some time outside every day, weather permitting. Children should be properly dressed for the weather, i.e. hats, mittens, and warm coats when it is cold and boots and snow pants for snowy weather. In excessively hot weather, children will be provided with shaded play areas and/or permitted to stay indoors. Water will be available to children at all times, including field trips. We ask that parents provide their children with a labeled bottle of sunscreen to keep at the site.
 
Medical Emergency and Illness 
If you are going to be away from your work or school for the day, be sure to leave a phone number where you can be reached in the event that your child is involved in a medical emergency.
 
A child will not be admitted to SAC with any of the following symptoms:  
  • Severe Cold
  • Sore Throat
  • Fever
  • Vomiting
  • Undiagnosed Rash
  • Diarrhea
  • Lice

Parents need to notify the SAC Site staff of any contagious diseases (i.e., strep throat, viral infections, head lice, chicken pox, etc.). When a contagious disease has been reported, all parents will be notified and a notice will be posted at the school. A child should be free of fever for 24 hours before returning to the program. If a child is too sick to go outside, the child is too sick to be at SAC.

If a child becomes ill at SAC, whenever possible the child will be isolated from the other children. Parents and/or emergency contacts will be notified and requested to pick up the child as soon as possible. 
 
In the event of a medical emergency or accident, 911 will be called. An ambulance will transfer the child to a medical facility. Staff will immediately make every effort to notify the parent or persons on the emergency card. The parent or guardian is responsible for all medical charges.
 
Dispensing Medication 
If medication is prescribed for a child which must be taken during SAC hours, written instructions by a physician or dentist must be provided to the SAC program, along with written permission from the parent. Medication must be in the original container, properly labeled with the child’s name, dated and with the amount and frequency of dosage. Site Supervisors are trained in medication administration by a BVSD nurse and in accordance with the Nurse Practice Act. Medications are stored in a locked cabinet out of the child’s reach. It is the parent’s responsibility to provide refills of medication and to replace an Epi Pen if it is expired or has been used. If a child requires an Epi Pen and one is not at the site or it is expired then that child may not attend SAC until the proper medication is available. Medication will not be given if the above guidelines have not been met.

Sunscreen and Insect Repellent
Parents are required to provide sunscreen (insect repellent optional). SAC staff will supervise the application as needed. Under specific circumstances and with written permission, SAC staff will apply sunscreen to younger children or students with special needs.
 
Field Trips / Transportation 
Field trips are a regular part of our program. We feel it is important for children to have access to a variety of places and people within their community and the surrounding areas as a way to meet both recreational and educational goals. All children enrolled are expected to accompany the group on a field trip. We cannot provide alternate care on location for a field trip day.

We will attempt to contact parents about child/ren arriving late. However, on a field trip day we will proceed as planned. If you do not arrive on time you will be responsible for your child on that day. Staff-child ratios will be maintained at all times. For safety reasons, we request that you do not pick up your child from any field trip without prior permission from the Program Managers and SAC Site Supervisor.

BVSD busses are used for transporting children. Rules and emergency procedures for transportation and field trips are explained to children prior to each field trip.
 
Please do not send money with your children on field trips.
 
Meals and Snacks 
Every SAC program serves nutritious after-school snacks. Parents may need to provide snack for children with unique dietary needs (within the program restrictions). 
 
On Adventure Camp No School - Full Days, all children must bring a sack lunch and a water bottle from home. Morning and afternoon snacks will be provided on full days.
 
Homework / Quiet Time
A quiet time is scheduled so we can support work on Homework. We recognize that there is a wide range of philosophies on homework from school to school and from family to family. Our goal is to provide thirty minutes of time that is conducive for children to work independently on their homework. If your child does not have homework or you would prefer your child work on this at home with you, we provide a variety of quiet, cognitive activities. All children are expected to work independently without outside conversations during this time. 
 
Children’s Belongings 
Toys and items of value should remain at home. The SAC program will not assume responsibility for materials brought from home. A “lost and found” is available within the SAC room. Lost articles, which are not claimed, may be periodically given away.
 
All items and belongings should be labeled with the child’s name.

Extra-Curricular Activities 
If your child is involved in an after-school activity and will need to leave early or arrive late on a certain day, we require a signed Activity Release Form and Sign In/Out Permission Form on file.

Tracking / Lost Child Policy 
Each site will have a system for visually locating all children. Children are required to tell staff where they are going and participate in the tracking system in place at the site. The tracking system allows staff to know where children are at all times, including all transitions moving from place to place. Each site uses a system including radio communication, head counts, magnets, and tracking documents to track the location of all children. Parents may refer to these systems to find their child at pick-up times. A sign stating where children can be found is also placed for parents to read when SAC is at another location.

In the event of a lost child situation:
  • BVSD Security and/or police will be contacted immediately.
  • Staff and security will thoroughly search the premises.
  • The SAC Manager and parents will be notified as soon as possible.
  • Documentation and follow-up will occur.
Visitor Policy 
Visitors are welcome. We require all visitors to show identification and sign in and out including date, time, full name and reason for the visit.

Television / Movie Policy 
Occasionally, children in SAC may view television shows and G or (pre-viewed) PG rated movies. Parents will be notified of movie viewing in advance on the program’s calendar of activities. If you do not want your child to view a movie, it is your responsibility to communicate with the staff prior to movie day. An alternative activity will be available to your child.
 
Child Abuse and Neglect 
All persons working with children are mandatory reporters, therefore Colorado State law requires SAC staff to report ALL known or suspected cases of child abuse and neglect to the proper authorities. 

First Aid and Emergency Procedures 
SAC will maintain at least one staff (per 30 students) who are certified in CPR and First Aid. In the event of an emergency involving your child, every effort will be made to contact you or the designated emergency contacts. If your child becomes ill during the program we will contact you. If your child has a contagious illness the Colorado Department of Social Services requires that a parent/guardian pick up their child as soon as possible. (See Medical Emergency and Illness.)

In the Event of a Life-threatening Injury or Serious Unusual Event:
  • Staff will stay with the injured child
  • 911 called immediately.
  • Other children are removed from the area.
  • CPR/First Aid administered if needed.
  •  
Staff at site will:
  • Contact Parents and /or emergency persons.
  • Notify Program Manager.
  • Follow up with a written report as required.
  • In the event of a hospital transport, whenever possible, the Program Manager will meet the parents and child at the hospital.
  •  

School Emergencies

  • Evacuation routes are posted at each site.
  • Fire drills are conducted monthly.
  • A documented log of emergency drills is available upon request.
  • Phone numbers of all emergency departments are posted by the telephone.
  • Internal/External Threats: Lockdown procedures will be implemented for internal threats. Lockout procedures will be implemented for external threats. Both are done in accordance with Boulder Valley School District.
  • Lockdown/lockout drills are conducted 3 times per year.
  •  

Tornado, hail and weather-related emergencies 

  • If severe weather threatens, students are to stay in one place. The radio is on at all times. The SAC office will stay in contact with each site. Staff and students will move to a designated safe place within the building.
  • Attendance is taken.
  • Students line up against wall on knees with heads down and hands over the back of neck.
  • Local security will be called to check out building damage.
  • Shelter in place drills (i.e. tornado) are conducted monthly.
  • In case of a natural disaster, the students will follow the school disaster plan and will proceed to the areas mapped out for safety by the District.
  • Reunification Plan: If necessary children will be taken off school property in an emergency. BVSD will move district buses in and students will be moved to the closest school in the district.  Parents/guardians will be emailed and called to pick up their students. When parents/guardians arrive they will sign-out their students from the SAC program using the same sign-out procedures at this new location.
     

Site Phone Numbers​

Aspen Creek K-8: 720-561-5709
Birch: 720-561-8864
Coal Creek: 720-561-4518
Community Montessori: 720-561-3777
Douglass: 720-561-6648
Eldorado K-8: 720-561-5855
Emerald: 720-561-8575
Fireside: 720-561-7959
Heatherwood: 720-561-6945
Kohl: 720-561-8623
Lafayette: 720-561-8987
Monarch K-8: 720-561-5612
Pioneer: 720-561-7875
Ryan: 720-561-7062
Sanchez: 720-561-7390

Abuse and Neglect
As a licensed Child Care facility we are required by law to report any suspected child abuse or neglect to our County Department of Social Services.  

Child Abuse and Neglect Hotline: 1-844-CO-4-KIDS (1-844-264-5437)
Adams County Social Services: 303-412-5212
Arapahoe County Social Services: 303-636-1750
Boulder Child Abuse and Neglect: 303-441-1240
Broomfield Child Abuse and Neglect: 720-887-2271
Delta County Child Protection: 970-874-2030
Douglas County Social Services: 303-688-4824
Elbert County: 303-621-3149
Gunnison County Child Protection: 970-641-8000
Jefferson County Social Services: 303-271-4357 or 303-271-4131
Larimer County Social Services: 970-478-6900
Mesa County Child Protection: 970-242-1211
Montrose County Child Protection: 970-252-5000
Weld County Social Services: 970-352-1551
Equal Educational Opportunities Statement
The Boulder Valley School District does not discriminate against anyone in the school system on the basis of race, age, marital status, creed, color, sex, disability or national origin. The Boulder Valley School District will not tolerate discrimination, harassment, or violence against anyone, including students and staff members, regardless of race, ethnicity, gender, gender identity/expression, sexual orientation, age, disability or religion.
 This notice is provided as required by Title II of the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and Title IX of the Education Amendments of 1982. ​​

For additional information regarding licensing or if you have concerns about a child care facility, please consult:
Colorado Department of Human Services
Division of Child Care
1575 Sherman Street 1st floor
Denver, CO 80203
303 886-5958