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After School Program

 

CCA’s After-School Program Guidelines:

Program Coordinator:

Keyana Lakha-Doobay

Phone number: (613) 415-0672

E-mail: afterschool@cca-acc.ca

Summer Office Hours:

Monday to Friday from 8:30 am to 2:30 pm.

After School Program Hours September to June:

Monday to Friday from 2:30 to 5:30 p.m.

 

Dates of Operation and Closures 2018-2019

The Canterbury After School Program will be closed on all statutory holidays and School Breaks.

This includes the following dates for 2018/19 school year:

Labor Day: Monday, September 3, 2018

Thanksgiving – Monday, October 8, 2018

Winter Break – December 24, 2018 – January 4, 2019

Family Day – Monday, February 18, 2019

Good Friday – Friday, April 19, 2019

Easter Monday – Monday, April 22, 2019

Victoria Day- Monday, May 20, 2019

On PD day and March Break Camp for all participants in the afterschool program an extended camp day will be offered.

PD Days & Holiday Break Camps

Please remember that on PD days and Breaks (December and March), child care is not included in your registration. Day Camp will be offered on all Catholic and public-school board PD days, Holiday Break and March Break. Families must register and pay separately for these programs.

Policies and Procedures

Payments

Monthly fees will be charged at the beginning of each month (ie. September payment will be charged on the first of the month). Upon registration you will be required to provide a method of payment for the next year. There are two options for payment:

  • Option one: 10 post-dated cheques dated for the first of each month
  • Option two: Pre-Authorized Debits (PADs) if you pay by P.A.D. Please fill out the PAD form and submit it to CCA by June 26, 2018.

NSF Cheques

If we receive two NSF cheques from a family, cheques will no longer be accepted; a credit card or  PAD form will be required. There is a $30 NSF fee for each NSF cheque.

Allergies

Parents are responsible for informing Canterbury After-School staff of all allergies and food sensitivities that your child has by documenting them during the registration process. Parents of children with life threatening or anaphylactic allergies must fill out CCA’s Life Threatening Allergy Form with an attached photo to be kept in the After School medical binder during program operational hours. We kindly ask that parents refrain from sending their children to the program with nut or sesame seed products. Any such products discovered will be removed from the child’s possession and returned to the parent upon pick-up. If your child carries an EPIPEN or similar device, they must have two devices with them at all times, one on their person (in a device they wear on their body – fanny bag) and one left on site in the CCA office for the duration of the school year. EPIPEN’s may not be kept in a participant’s backpack. Any EPIPEN which expires during the course of the year will be returned to the parent for disposal and will need to be replaced. 

Medication

Parents of children who require medication during the after-school time frame (2:30pm – 5:30pm, daily) must fill out a Medication Administration Request Form. All prescription and non-prescription medication should be given to the Program Coordinator in it’s original packaging and clearly labeled with the following information: child’s name, the name of the drug, the dosage, the date of purchase and instructions for storage and administration of the drug. All medication will be stored in the CCA office. CCA keeps a written record of all medication administered by staff, including time of day and the staff who dispensed the medication. If a child is receiving medication at home only, it is the parent’s responsibility to inform the staff, and ensure that CCA staff are fully informed of any side effects or special instructions that may be associated with the medication.

Allergy Aware

The Canterbury Community Centre is a public building and therefore it cannot be guaranteed as a nut free environment. CCA makes every effort to maintain a nut-free after-school program. If you have any questions or concerns, please talk to your program coordinator.

Injuries

All staff are trained and certified in First Aid, CPR “C” & AED. If an injury occurs staff must document the incident on a First Aid Treatment Form and parents are kindly asked to sign these reports. The CCA follows a strict CPR/ First Aid protocol which ensure all injuries are reported immediately. If an injury is more serious in nature, the parents will be contacted immediately and informed of the situation. If emergency treatment at the hospital is necessary, parents may be advised to go directly to the hospital. In addition to First Aid Treatment Form, a serious occurrence report will be completed by the City of Ottawa. All reports will be kept on file.

Health:

In keeping with the guidelines developed by the City of Ottawa Public Health Department a child cannot attend the program if they have any of the following symptoms:

  1. A fever of 101F or higher
  2. Continual vomiting
  3. Two or more liquid bowel movements
  4. Any unexplained rash or skin irritation (must be seen by a physician prior to re-admittance)
  5. Eyes and ears that are oozing any form of discharge (must be seen by a physician prior to re-admittance)
  6. Head lice

If any of the above symptoms develop it is asked that you keep your child(ren) at home.  If any of these symptoms develop while your child is at the After-School program you will be notified and it is expected that an authorized person will pick up your child as soon as possible.

Head Lice

Head lice are small insects that live on the scalp, cause itching and spread by head to head contact. They do not spread disease and anyone can get them. They are more common in children as their heads often touch when they play together. They may also be spread through objects like scarves, brushes, headphones, hats and helmets. Do not send a child with head lice to a school or child care facility until he or she has had the first of the 2 required treatments.

Routinely check your child’s head or daily during lice outbreaks when advised by your school or child care facility. · Teach your child not to share personal items that are used on their head such as brushes, combs, barrettes, headbands, elastics, towels, hats, helmets, toques, and scarves.

Having nits or head lice is not a serious problem, but it does require that treatment be given immediately and repeat once more in 7-10 days. Your child may return to school or the child care facility after the ­first treatment. Check the heads of all household members. Those who have head lice should be treated at the same time.

Parents who are having problems with treatment or who want more information can call Ottawa Public Health at 613-580-6744 to speak with a public health nurse.

Children per Counsellor Ratio

6-8 years old: 1:10 (1 counsellors for 10 children)

9-12 years old: 1:12 (1 counsellor for 12 children)

Emergency Procedures

All staff are trained in emergency procedures. We conduct Fire Drill evacuation procedures once a month with the ASP Group. The other recreation facility (pool or arena) on the property is the designated shelter for emergency evacuations. In the event of emergency conditions (i.e. blizzards, fire) parents should be prepared to pick up their child early, or make arrangements with their child’s emergency contacts. Parents will be contacted by telephone. Please note: In the event of evacuation, parents are not to go inside the Canterbury Community Centre to pick up a child. Please proceed to the designated evacuation area. You may pick up your child after attendance has been taken.

Outdoor Play

Extreme Cold Procedures:

Cold Weather Caution is in effect when Environment Canada forecasts a wind chill of -15 C or colder. Frostbite Alert/Advisory is in effect when Environment Canada forecasts a wind chill of -25 or colder. Frostbite Warning is in effect when Environment Canada forecasts a wind chill of -35 or colder. During this time, CCA After-School children will be kept indoors for activities on all extreme cold conditions.

The CCA After-School Program encourage children to wear multiple layers when spending time outdoors and wear appropriate winter clothing such as, hats, gloves, and scarves, and ensure they are stored in a way that keeps them as dry as possible.

Extreme Heat Procedures:

Heat Alert (Humidex of 36 or more for at least two consecutive days); Heat Warning (Humidex of 40 or more for at least two consecutive days) Heat Emergency (Humidex of 45 or more or situational factors) During this time, CCA After-School children will be kept indoors for activities during all extreme heat procedures.

During the times of year where the possibility of heat stress may occur, The CCA After-School Program encourages children to: a) wear hats and sunscreen when outdoors; b) drink fluids at frequent intervals, especially immediately before and after time outdoors.

Matters of Custody

Unless, a written separation agreement or court order to the contrary has been provided by either parent, both parents are equally entitled to custody of their child. In cases where custody is granted to one parent only, and CCA has been provided with a copy of the court order, management will take reasonable steps to prevent unauthorized access to a participant by his/her parent, including contacting the police for assistance and intervention. It is the parent’s/guardian’s responsibility to notify the Program’s Coordinator with respect to any changes to custody or access rights and to provide the Coordinator with a copy of the most recent applicable separation agreement or court order at the earliest opportunity.

Photos and Videos

We like to take pictures of our after-school program in session. If you do not wish to have your child’s photo taken, please let us know. We use the photos of our participants in our newsletter, or on our website, and in promotional material.

Inclusion

CCA After-School believes all children should have a fun, rewarding and safe experience. If your child requires extra support please give us a call to discuss how we can accommodate your child’s needs. Our Program Coordinator is pleased to meet with you to discuss any pertinent exceptionalities. We believe in the inclusion of all!

Keeping Track of Kids Stuff

Label, label, label! Participants are responsible for all of their own belongings. We recommend labeling everything with the child’s full name. Keeping track of all the stuff your child brings to school and afterschool can be a job in itself! Kids are responsible for their own belongings so it’s a good idea to pack your child’s bag with them and remind them of any key items. Please remember – things do get lost, so please do not send any valuable items. Please note: If a child loses something, staff will do their very best to help them find it, but will not be held responsible for any lost, stolen or damaged items.

Lost and Found

Our lost and found is located inside the Canterbury Community Centre, in the front atrium under the stairs. Our lost and found is cleaned out every 2-3 weeks and due to space issues, we cannot keep belongings after such time. Due to sanitary concerns, after about a week any lunch bags left in lost and found may be thrown out. Please check the lost and found regularly to see if you are missing anything!

Trading Games

Every year it seems there is a different toy being traded in the school yard. While the popular trade used to be stickers it has grown into more expensive items such as pokemon cards, go gos, fidget spinners, bay blades etc. After-School has a strict no trading policy. Children are asked to keep any tradable items at home as we cannot offer secure storage for these items.

Concerns or Issues

We encourage parent feedback and your questions and concerns are important to us. Should you have an issue or concern, please speak with the staff directly in your child’s program. They will address your issue or concern as soon as possible. If a parent feels that their issue or concern has not been addressed to their satisfaction, or further discussion is required, please speak with the program coordinator. In all cases follow-up will be provided to the parent verbally or by email when necessary.

Absences

Did you know? When your child is missing from walkover, we activate our emergency search procedure. If your child will be absent from ASP, you must notify the CCA office in advance of 2:00 pm of that day by calling 613-415-0672 or emailing afterschool@cca-acc.ca.

It is not enough to:

  •         notify your child’s school/teacher
  •         tell our ASP walkover staff (who is enroute)
  •         to pick up your own child up from school without telling us in advance
  •         tell your child’s sibling or friend to pass on the message

This is extremely important because if your child does not arrive at the expected time for walkover, our staff will consider them MISSING and begin to search the school, playground, community and working the phones. This also delays the transfer of all the other children while we search for your child. This can take upwards of 15 minutes. Please let us know of any special schedules or programs for your child. If they will be away one consistent day all year, or for any extended period of time, please email us at afterschool@cca-acc.ca. (Remember this includes school activities such as Piano, Theatre, Sports, Tutoring etc.)

Parents or legal guardians must notify the After-School Co-ordinator if the child will be late attending the program or be absent. If a child is missing from the program and the program has not been notified in advance of the absence, we will take all appropriate action to locate him or her, including calling the police department. A $10 charge will be applied whenever a child is absent and the program has not been notified in advance.

Failure to advise the Coordinator of your child (ren)’s absence on a particular day may result in:

  1. Written reminder of the Conditions of Registration
  2. Written letter of warning and meeting with coordinator
  3. Removal from the After-School Program

Pick up & Sign Out

CCA staff are scheduled until 5:30pm every day, so please arrive on time. In the event you are running late, please phone us immediately to let us know when we can expect you; call 613-415-0672. When picking up your child(ren) please sign them out with the after-school program staff. Plan to give yourself 5-10 minutes to pick up your child. This is to ensure you have enough time to park properly preferably in the parking lot at the back of the recreation centre, come inside and sign your child out. Please allow time for this. If someone else is picking up your child please e-mail afterschool@cca-acc.ca and notify us. (Please ensure that they sign your child out)

Late Pick-up Policy

A parent is considered late if they arrive any time after 5:30pm. In the event your child has not been picked up by 5:30pm, ASP staff will attempt to contact the parent(s) to determine when the child will be picked up. If the staff is unable to contact the parent(s), they will then attempt to get in touch with the listed emergency contact. If the emergency contact has been contacted, it is expected they will pick up the child(ren) in a timely manner.

The first time a parent arrives late, they will be informed by the staff present of the late policy and asked to sign the late pick-up log book.

The second time a parent arrives late, they will be asked to sign the logbook, and will be reminded that a third late will result in a financial penalty.

The third time a parent arrives late, they will be asked to sign in the logbook and will receive a fee for the amount of $50.00.

If possible, the fee will be paid immediately, however, if the parent is unable to do so, the fee will be added to the parent’s profile to be paid as soon as possible. The parent will be notified by the program coordinator that another incident of lateness will result in a meeting with the program coordinator to discuss the infractions. The fourth time a parent arrives late will result in a meeting being set between the family, program coordinator, and a CCA manager to discuss the continued lateness. In order for the child(ren) to continue to attend the after-school program, the family must demonstrate a plan as to how they are going to manage to arrive on time moving forward. The family and program coordinator will also establish, in writing and signed off by both parties, what the consequences will be should there be any more incidences of lateness. We understand that, on occasion, extenuating circumstances may arise which can cause a parent to be late for pick-up (i.e; extreme inclement weather, family emergencies, etc.). In these circumstances, and at the discretion of the program coordinator or staff present, families will not be penalized for lateness.

Confidentiality:

Information regarding the children and families is considered confidential and is shared only amongst staff members. The staff respect privacy of the children and their families and will protect this right to the greatest extent possible. All staff is required to sign a confidentiality agreement when they are first hired. This is held on their file throughout their employment at the CCA After-School Program. In the best interest of the child and program, After-School staff will exchange information regarding day to day occurrences in order to facilitate the proper care and supervision of children.

Professional Standards of Staff:

The CCA After-School Program makes a conscience effort to ensure transparency, accountability and confidentiality between parents/guardians, staff and children in the program. This is why each counsellor has specific qualifications and requirements to become a part of this passionate and enthusiastic team. Every staff must be certified in First Aid, CPR C and AED. They must be capable of passing a Police Record Check and have at least one-year experience working with children. Anyone who is employed within the CCA After-School has taken High Five Training and Behavioral Based (TIPES) Training. As a result, our staff understand the importance of physical activity and promote healthy child development.

Bullying and violent Behaviors:

As always, the After-School Program has a zero-tolerance policy towards any bullying or violent behaviors. It is a privilege to attend the After-School Program not a right. Everyone, staff and children alike, can expect to attend the After-School program without being bullied or the threat of violence. If a child is found to be a bully or exhibits violent behavior, the following procedure will apply. Please note that children are only allowed to have three behavioral reports until they are no longer welcome into the program.

First Incident:

The child will be removed from the situation, placed on a time-out. Staff will be required to document the incident in a behavioral report. When a parent/guardian comes to pick up their child, a staff member will discuss the issue with them. Staff will need a signature from the parent/guardian on the behavior form. In addition, parents will receive a confirmation e-mail of the first warning and details of the conversation between parents/guardian and staff.

Second Incident:

The child will be removed from the situation and brought to the coordinators’ office. The parent or Guardian will be notified. A conversation will take place with the coordinator of the program, staff and parent/guardian. Another confirmation e-mail will be sent explaining the second warning and details of conversation between parents/guardian, staff and coordinator.

Third Incident:

The child will be removed from the situation and brought to the coordinators’ office. The parent or Guardian will be notified to come and pick up their child immediately. The child will no longer be allowed into the program until a meeting is scheduled with the Program Coordinator Linda Searle, After-School Coordinator Keyana Lakha-Doobay and staff involved. During the scheduled meeting, an official letter of discharge will be issued to parents/guardians of the child.

If a decision has been made to remove a child from the program, the Pre-Authorized Debit will be cancelled. A refund for the current month, pro-rated for the number of school days remaining in the month, will be issued. An administrative refund charge of $10 will be deducted, as will any outstanding administrative fees (i.e. NSF cheque fees; late pickup fees; missing notification fees).

Shoes

Children must always have footwear on while at the Canterbury Community Centre. When there is rain or snow, all participants MUST have indoor shoes. Please provide shoes to be left at the community centre starting in mid-October until late-May. Please ensure that they fit; they can be outdoor shoes from summer (old running shoes are fine with us!). We do not recommend children transporting shoes back and forth from Canterbury After-School Program to school. We will provide a designated spot to store their shoes. All Shoes MUST be labeled with your child’s first and last name. We also recommend labeling your child’s winter clothing. With all the extra winter garments, it is very easy for items to be lost or misplaced. If shoes are lost or misplaced, our staff will do their best to help you and your child locate them however, please be reminded that CCA is not responsible for any lost or stolen shoes. We thank you in advance for helping us keep our centre clean and safe; (wet boots = slippery floor = falling children).

Clothing

An extra pair of clothes, including indoor shoes, is required while your child(ren) is at the program. There may be messy activities as well as physically active ones that will take place and your children may have to change. Children in all age groups should have a change of clothing.

Admission to Program

CCA retains spaces each year for all children returning to the program, as well as all siblings of children currently attending who are newly entering the program. For all other new registrants, CCA operates a waiting list system, as demand for the program is high and spaces are limited. Applicants who are successful in obtaining a spot through the waiting list will be notified via email that the space is available to them. Successful applicants will have two business days from the date of notification to register for the spot and submit their application fee. If an applicant does not register for the spot within the allotted time frame, the spot will be offered to the next applicant on the waiting list. For those interested in entering the program for the 2018-2019 year, the submission of applications to the waitlist will be accepted by email afterschool@cca-acc.ca or in person at the Canterbury Community Centre between May 29 – June 2, 2018. For more details, please go to our website at cca-acc.ca.

Waiting Lists

All applicants who are unsuccessful in obtaining a spot in the program from the initial application period between May 29 – June 2 will be placed on a waiting list in the order that their application was submitted. Applicants will then be notified that they were unsuccessful in obtaining a spot and are now on the waiting list. Any applicants who apply after the initial application period of May 29 – June 2 will be placed at the end of the waiting list on a first come, first serve basis. When a space becomes available, the family at the top of the list will be notified via email, and if no response is received, by telephone, and will be given two business days to decide if they would like the space. If the family decides to take the space, their child does not need to start immediately, but may begin in the program anytime within the next calendar month. If the family declines the space, or fails to respond in a timely manner, the space will be offered to the next family on the list and the process will begin anew. At no point, will CCA ever charge a fee to a prospective client to enter the waiting list for any program we offer. If an applicant wishes to know their placement on the waiting list, they may place their inquiry in writing.

Withdrawal Policy

We at CCA understand that your family’s needs may change, and that the Canterbury After-School Program may no longer work for your family for a variety of reasons. Should you decide to withdraw from the Canterbury After-School Program, we require one calendar month (not 30 days) notice in writing via e-mail to afterschool@cca-acc.ca and programs@cca-acc.ca. Should you not be able to provide one calendar months notice, your effective withdrawal date will be one calendar month from the date an email is received. (For example: If you withdraw on March 21, your withdrawal date will be April 30). This will allow us enough time to fill your child’s spot.