The Family Place Milton Parent Handbook


Program Statement Implementation Policy



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1.3 Program Statement Implementation Policy
The Program Statement implementation policy requires that all persons who work directly with our children at The Family Place are aware of our expectations.  Our Program Statement is the heart of our work with our children, their families and the community. Staff were involved in the process of creating our Program Statement. They in turn live the policies, procedures and goals set out in the statement.  We took their daily responsibilities, goals and approaches into account to build this living document.
It is our expectation that all our staff will follow our Program Statement. During the onboarding process of new employees and outside agencies, the Supervisor sits with the individual, reviewing our Program Statement.  The employee is placed with a mentor within their classroom, where they can ask questions regarding the Program Statement.  At the end of the three- month probation period, the Supervisor evaluates the employee’s performance and reviews the findings to the employee.  Strategies and goals are set to support the performance of the individual.  
The Family Place is a member of the highest level of Halton Region's Quality First, an early learning initiative. We are committed to high quality in our programs and in our teacher/child interactions. The commitment of our long-term staff shows their passion in the child care field. Most of our educators are registered with the College of Early Childhood Educators, while other educators bring a wealth of knowledge in this field. To maintain our high standards, The Family Place requires its educators to update their professional development yearly through workshops, conferences and webinars. We require a minimum of four hours of Professional Development per year.  Most of our staff exceeds this expectation.
We have many opportunities for professional and personal development through Halton Region. Staff are able to share their experiences during staff meetings, allowing all our educators the ability to enhance their development. We hold monthly staff meetings at each centre and every three months we hold joint staff meetings, where both centres come together to have a professional development evening from a guest speaker or visit the other centre for ideas and dialogue surrounding Emergent Curriculum, Loose Parts and the ELECT documentation. We invite other centres to join in this evening. This allows the building of partnerships, engaging in information sharing and allowing for the enhancement of our profession.
The Family Place will ensure that the Program Statement Implementation Policy is carried out and kept current at each centre.  All staff, volunteers, students and outside agencies working with our children will be required to read the policies and procedures prior to commencing work/educational placement, and thereafter, annually and whenever there is a change in the policy. This policy will be included as part of the procedure for the Implementation and Review of policies, procedures and individualized plans. Whenever the Program Statement is edited, our families will be notified of the change by email.

Non-compliance of the Program Statement
The Supervisors have a daily presence in each classroom.  They are aware of the teacher’s abilities, and observe compliance of all the policies and procedures at The Family Place.  If they observed an individual not following the Program Statement, they would address the non-compliance immediately, supporting the person through the correction.  If the person is observed not following the policy for a second time, the Supervisor will meet with the person to go over the correct steps. The Supervisor will observe the individual, to ensure they understand the expectations and how to implement the changes.  This meeting would be documented in the person’s file using the Staff Incident report.  
If the individual still requires support, the Supervisor will advise the person that they are required to attend workshops to support their learning. They will also be paired up with a mentor to support their ongoing plan. And finally, after all these steps have been completed, and it appears that the individual refuses to abide by the Program Statement, they could face termination of employment depending on the severity of the non-compliance.
Annually, the Supervisors evaluate the staff on their performance: Areas of Attendance, Trainings, Program Development, Relationships, Supervision, Health and Safety, Leadership, Contribution to the Organization and Administration. These topics cover the regulated policies, procedures and individualized plans.  Strengths and needs are discussed and then goals and strategies are set by the Supervisor and the staff member. A timeline is noted and a meeting is set to discuss the progress.
The Executive Director monitors and records the Behaviour Guidance practices, annually. The Executive Director reviews the findings, discusses their strengths and needs and set goals accordingly. These goals become part of their annual review.

1.4 Implementation and Review of Policies, Procedures and Individualized Plans
Policies and Procedures
The Family Place will ensure that all policies and procedures are implemented and kept current at each centre.  All staff, volunteers, students and outside agencies working with our children will be required to read the policies and procedures prior to commencing work/educational placement, and thereafter, annually and whenever there is a change in any policy and procedure.  
The CCEYA requires the following policies and procedures to be reviewed under Ontario Regulation 137/15.  At the Family Place, we believe that any person working with our children should be implementing all our policies, procedures and individualized plans daily.  


  • PR24: Playground Safety Policy

  • PR27: Anaphylaxis Policy

  • Sanitary Practices Policy (included H&S3: Health & Safety Procedures )

  • PR33: Sleep Safety Policy  

  • PR3: Serious Occurrences Policy

  • PR19: Medication Policy

  • PR25: Volunteer and Student: Supervision Policy

  • A10: Program Statement Implementation Policy

  • P15: Staff Training and Development Policy

  • P12: Police Vulnerable Sector Check Policy

  • Fire Safety/Evacuation Procedures (PR35: Fire Procedure - Milton location, PR36: Fire Procedure - Oakville location)

  • PR34: Wait List Policy

The Board of Directors review and approve all policies prior to being uploaded onto our website.  The Executive Director creates, edits or reviews the policies along with the Supervisors input.  Policies are placed on the agenda for our monthly Board of Directors meetings, where a discussion of the content is reviewed; all policies on a rotating basis, at a minimum of every 5 years. A copy of the approved policies is placed in the office, along with the Policy Sign-Off form which lists the specific policies approved.  The staff are instructed to read the policies, and sign that they will abide by the policies.  The Policy Sign-Off form is then kept in the Policy binder in the centre, along with the updated policies.  Parents will be informed of the edited or new policy through email.  


Annually, staff are given an opportunity to critique the policies and procedures prior to an organization wide Policy staff meeting.  At the meeting, each policy and procedure is displayed, where staff can voice their opinions. The Supervisors and Executive Director will discuss the changes and will decide if they are applicable.  If there are no changes, the staff and supply staff will sign off on the Policy Sign-Off form during that meeting.  If there are significant changes, the Executive Director will forward the changes to the Board President.  The changes will be reviewed at the next Board meeting.  The edited policies and procedures will be placed in the office for the staff to reread and sign off on again.  
Annually, The Board of Directors will be instructed to read all the policies and procedures and sign the Policy Sign-Off form.  This too will be placed in the Milton Policy binder.
Individualized Plans
Each individual Anaphylaxis Emergency Plan will be reviewed by the Centre Supervisor with staff, volunteers and students, as to the parents’ specific instructions and the centre’s plan.  The staff, volunteers and students will sign the back of the original plan prior to commencing work/educational placement, and thereafter, annually and whenever there is a change.  The original plan is kept in the office, where a copy is posted in the child’s classroom, kitchen, serving area, and a copy is kept in the emergency contact classroom binder, to ensure this form is with the child at all times.   

All staff, volunteers and students review this form familiarizing themselves with the child, their allergens and symptoms. The form is reviewed by the parents annually, prior to the expiry date of the epi-pen.


Compliance and Contraventions
The Supervisors have a presence in each classroom daily.  They are aware of the teacher’s abilities, and observe compliance of all the policies and procedures at The Family Place.  If they heard or saw a person not following the policies, procedures or individualized plan, they would address the non-compliance immediately, supporting the person through the correction.  If the person is observed not following the policy or procedure again, the Supervisor will meet with the person to go over the correct steps.  This meeting would be documented in the person’s file using the Staff Incident report.  If the person still requires support, the Supervisor will advise the person that they are required to attend workshops to support their learning. They will also be paired up with a mentor to support their ongoing plan. And finally, after all these steps have been completed, and the person refuses to abide by the policies, procedures and individualized plan, they could face termination of employment depending on the severity of the non-compliance.

Annually, the Supervisors evaluate the staff on their performance: Areas of Attendance, Trainings, Program Development, Relationships, Supervision, Health and Safety, Leadership, Contribution to the Organization and Administration. These topics cover the regulated policies, procedures and individualized plans.  Strengths and needs are discussed and then goals and strategies are set by the Supervisor and the staff member. A timeline is noted and a meeting is set to discuss the progress.



1.5 Board of Directors
The Board of Directors is a group of individuals, who represent the community interests in the programs at the centres. Anyone may seek nomination to the Board. Parents are encouraged to be active on the Board or on one of the committees acting on behalf of the Board.
The board meets every month, taking a break over the summer. Meetings are held alternately at the Milton or Oakville centres. Generally, the meetings last about two hours. Please contact the Executive Director or your centre Supervisor if you wish to have a Board Orientation Package or to attend a meeting. These meetings will give parents a more in depth look at governance and operations of the centres.
The Annual General Meeting is held every May. Ballots are emailed to parents, where parents can nominate the individuals in the positions of President, Vice President, Secretary, and Treasurer.

1.6 Wait List, Admissions, Withdrawal Policy (PR 4)
The Family Place maintains a waiting list when no spots are available to fit the needs of the client. This list will be kept on a first come, first served basis depending upon available spaces.
The exception to this rule of sequence is that, as part of our agreement with the Halton Catholic District School Board, children of Bishop Reding High School students will be given a priority in the centre located in Bishop Reding School in Milton.
The Family Place requires one month paid notice for withdrawing a child from care..
Under certain conditions The Family Place does retain the right to refuse or cancel the enrollment of a child. These conditions would be at the discretion of the Executive Director and based upon health and safety factors, as well as the ability of the centre to meet the needs of all the children enrolled. Please see Dismissal policy (PR 32).
1. Information about the program may be given over the telephone, in person, through the mail, or via email. Information is available on our website. Parents are encouraged to fill out the wait list on the website, as this wait form is sent directly to The Family Place email address. The Supervisors reviews the email account throughout the day. Once they see a family has put their child on the wait list, they send out a confirmation email, stating that they have received the email. The email is date and time stamped. The Supervisor will contact the family if there is a spot available. If the family requests a tour, this will be booked by the Supervisor contacting the parent by phone. The printed wait list forms are put into a wait list binder in order of classrooms and date received.
2. Parents who wish their child to be put on a waiting list may do so at no cost.
3. The waiting list contains:

- date of request

- child’s name

- child’s date of birth

- parent’s name

- address

- telephone number where available during the day

- date when care required

- centre requested

- a list of any professionals or services involved with the child

- any comments concerning special needs, moving dates, visits to the centre, etc.
4. When a spot becomes available, the next available parent on the list will be contacted and given reasonable time to respond (several days). If there is no response after this time, the next person on the list will be contacted. The Parent Security Deposit is kept until the family leaves The Family Place.
5. Parents will be notified when a spot becomes available and will be required to pay a Parent Security deposit (two weeks of care) to hold that spot, along with a completed Registration Package.
6. A registration is not considered complete and guaranteed until the security deposit and registration forms have been handed in to the Supervisor.
7. Parents need to provide one month’s written notice of withdrawing their child, or they will lose their Parent Security deposit. Upon de-enrollment, once the child’s fees are paid in full and clear the bank, the full Parent Security deposit will be refunded to the parent. This can take up to two weeks after the fees have cleared the bank.

1.7 Hours of Operation (PR02)

The Family Place operates to provide service to parents who need child care Monday through Friday during the daytime.



Hours have been established to meet the needs of the majority of parents while still maintaining financial viability of the centres. The centres are open for child care children and school-age children from 7 a.m. to 6 p.m. Monday through Friday, all year long, except for statutory holiday closures and additional closures approved by the Family Place Board.
The Family Place Board will approve any changes or additions to the Holiday Closures listed below in September of each year, and a notice will be sent to parents at that time specifying any changes.  School-age closures may differ from the centre closures and will be noted accordingly.
Statutory Holiday Closures: The centres close for the Statutory Holidays listed below: Parents are informed of these dates on their child’s monthly calendar and also on the centre’s Parent Bulletin Board.
New Year’s Day Victoria Day Labour Day

Family Day Good Friday Canada Day Thanksgiving Day Civic Holiday Christmas Day

Boxing Day
Winter Break: The Milton centre closes at 2 p.m. on Christmas Eve when it falls on a weekday. When Christmas Eve falls on a weekend, the centre will close at 2 p.m. on the Friday prior. As noted above, the Family Place Board may close the centres on additional days over winter break and will communicate this to parents in September of every year. If open on December 31, the centres will close at 4 p.m.
Inclement Weather: The centres may need to close for inclement weather or where safety cannot be assured. Parents will be notified to pick up their child if closure occurs during the day. If closure occurs after hours parents are asked to listen to local media for closures of the Halton District School Board (Oakville centre) or Halton Catholic District School Board (Milton centre). The centres follow school board closures.
Billing: Parents will be charged for every enrolled day of the year, including statutory holidays, sick days, vacation days, and any closures due to inclement weather. The only exceptions will be if the Board of Directors approves additional holiday closures (outside of statutory holidays).

Procedure

1. Statutory holidays will be taken on the day designated unless they fall on a weekend. Parents will be notified in writing in September of each year, as to the day of closure when a statutory holiday falls on a weekend.
2. With Board permission a statutory holiday may be moved to create a long weekend. Parents will receive written notice in September of each year. This would apply, in most cases, only to Canada Day.

1.8 Fee Policy (PR12)
Although The Family Place is a non-profit organization, child care fees must be charged to cover the reasonable expenses of the business.  
Infant Program $73.15 per day

Toddler Program $62.85 per day

Preschool Program $52.30 per day
Procedure


  •  Fees will be set annually by the Board of Directors.  Parents will be notified of any change in writing. There is no registration fee at The Family Place.




  • Method of Payment - Fees will be paid by cheque or money order payable to The Family Place and placed in the fee box outside the respective offices.  Cash is not permitted.




  • Security Deposit - Parents are required to pay 10 days of fees upon registration.  Where one month withdrawal notice is given, this deposit will be reimbursed to the family once the account is clear.  If a subsidized client's situation changes, adjustments will be required.  These cheques will be deposited upon receipt.




  • Payment Due - Parents are invoiced monthly.  The invoice reflects the month each child is currently attending the centre.  All fees must be dated for and placed in the fee box, no later than the 15th of each month.  A late fee of $50 will be incurred on each payment dated or received after the 15th of the month.




  • NSF Cheques - A fee of $20.00 will be charged to the parent for NSF cheques.  The cheque replacing a NSF cheque must be certified or a money order.




  • Late Pick-up Fee - 

-A fee will be set by the Board and charged to the parents if a child is picked up past our closing time of 6 p.m. The Family Place goes by our clock in the centres. The fee is $20.00 for every 15 minutes or part thereof that the parent is late.  The charge will be per family not per child.  It will be invoiced the following month.


-The amount of the Late Pickup Fee will be paid directly to the staff that stayed late.  
-The late parent will be required to sign the Late Book.
-Parents who are late three times in picking up their child within a period of one month will be sent a letter by the Executive Director and/or Supervisor.   The child care could be terminated.

1.9 Staffing
The Family Place is governed by the Child Care Early Years Act, which sets the adult to child ratios for the classrooms. These are always met and considered a minimal requirement. When possible or where needed, extra staff is available to enhance these requirements. The majority of our staff is Registered Early Childhood Educators (RECE); all have Standard First-Aid and CPR/AED C and a current Police Vulnerable Sector Check. All of our staff brings a wealth of knowledge and experience to our programs. We have several teachers who have been with the organization for over twenty years, which greatly adds to the quality of our centres.
Each centre has its own Supervisor, who reports to our Executive Director, who in turn reports to the Board of Directors. The staff report directly to the Supervisor but are responsible to the Executive Director.

1.10 Police Vulnerable Sector Check Policy (PR12)
According to the Child Care and Early Years Act (CCEYA), all employees, volunteers, students over 18 years of age and any person offering services to The Family Place are required to have a current Police Vulnerable Sector Check (PVSC) prior to working or providing services at The Family Place.
The CCEYA requires all employees, volunteers and employers of services to update their PVSC, every five years. The Executive Director and Centre Supervisor will ensure all PVSC’s are current. An Offence Declaration must be signed no later than 15 days after the anniversary date of the previous PVSC or Offence Declaration. Prior to the fifth year anniversary, a new PVSC must be submitted.
All staff and volunteers returning from an unpaid leave of longer than three months (e.g. maternity/paternity leave, leave of absence, long-term disability, etc.) is required to obtain a current PVSC.
In order to start employment without a PVSC, an employee must show a receipt for the application of a PVSC to prove them awaiting the paperwork from the Police. Until the PVSC is provided, the centre Supervisor must take extra measures to ensure the safety of all. The new employee will not be left alone with the children at any time until the completed PVSC has been given to the Supervisor or Executive Director.
All copies of PVSC’s will be kept in the same file cabinet as the employee files. Confidentiality of this and all other personal information in a staff file will be kept in a secure manner in this locked file cabinet.
If a positive PVSC (i.e.one which identifies a criminal charge) is received, acceptance for employment or a volunteer position is not necessarily precluded. Further information will be sought and a decision will be made by the Executive Director and the Board of Directors. The nature and circumstances surrounding the charges and convictions will be taken into account.  (see Procedure below). The PVSC is just one part of the hiring process. Confidentiality will be closely protected.
For any person who provides services to The Family Place, their employer will be required to provide an offence declaration or attestation to The Family Place.  The attestation would confirm that a vulnerable sector check was performed within the last five years, has been obtained from that person and reviewed, and it did not list any convictions for offences listed in Subsection 9(1) of the CCEYA.
The offence declaration or attestation must be obtained before the person enters into the centres.  If the person continues to provide services, another offence declaration or attestation must be obtained every year thereafter and no later than 15 days of the most recent offence declaration or attestation.
Procedure
Upon successful application for a position at The Family Place, the candidate will present a current PVSC. The Executive Director/Supervisor will review this check in confidence. If the PVSC is negative with no charges or convictions listed, the Executive Director/Supervisor will feel the seal, and write beside it “This is a true copy”, sign and print their full name and date. The Executive Director/Supervisor will make a copy of the PVSC and put it in the manila envelope in the same drawer as the employee’s confidential files. The Executive Director will add the information to the CCEYA Tracking Form.
If immediate employment is required and the PVSC is not yet available, the employee must go to the Police Station in their Region and apply, bringing the receipt back to the centre for proof of application. The Supervisor will ensure that this person does not work alone with the children until that PVSC is obtained and approved. The Executive Director or Supervisor will note in the log book that this particular staff member is not to be left alone with the children until their PVSC is submitted and/or approved.
In the case of a positive PVSC, the Executive Director will notify the Board President, who with the Executive Director and one other Board Member will review the PVSC, discussing the circumstances with the applicant or staff member. The final decision lies with the Board President, Executive Director and Board Member present at the discussion, who will take into account all factors of the screening process. The applicant may appeal the process to the Board of Directors upon submission of a written request.
The CCEYA requires all employees to update their PVSC, every five years. The Executive Director and Centre Supervisor will ensure all PVSCs are current. The PVSC or Offence Declaration must be updated no later than 15 days after the anniversary date of the previous PVSC or Offence Declaration. Prior to the fifth year anniversary, a new PVSC must be submitted.
If a staff or volunteer declares an offence on the Offence Declaration form, we will follow the same procedure as a positive PVSC as noted above.
The Executive Director will review and update the CCEYA PVSC/Offense Declaration Tracking Form whenever changes are arising.


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