The Family Place Milton Parent Handbook


Volunteer and Student Supervision Policy (PR25)



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1.11 Volunteer and Student Supervision Policy (PR25)
The Family Place recognizes the value of having parent volunteers and student placements in the program; however, we also recognize the necessity of providing a safe environment.   
Volunteers and students are not permitted unsupervised access to children, other than their own. Volunteers, students, and other agency staff who may be working in the classroom, are not to be counted in the adult to child ratios. Volunteers, as parents, are aware of the centre policies through their Parent Handbook and have agreed in writing to abide by these policies.
Students and any non-parent volunteer will receive an Orientation Package containing all relevant and required policies.   Volunteers are required to review the package and meet with the Supervisor or designate to confirm their understanding as well as to discuss all relevant policies and procedures. A copy of the Parent and Staff Handbooks are made available as well.
All volunteers and students over 18 years of age of The Family Place are required to have an appropriate Police Vulnerable Sector Check (PVSC).)
Where there are volunteers for field trips, the volunteer does not require a PVSC if they are only responsible for their own child.   They will not be assigned to other children to supervise on the trip.
Procedure
The Executive Director and Supervisor will ensure that volunteers or students do not have unsupervised access to children. A staff member will be assigned to the volunteer or student during their time at The Family Place (an alternate staff member will be designated if the original staff member is away). They will ensure that the student and/or volunteer are never left alone with any children.
The Executive Director and Supervisor will ensure that no volunteer or student is considered in ratio for the program.
Volunteers and students will have an orientation with the Supervisor and their designated staff member prior to their start date. They will go over all the policies and procedures and must sign off that they will abide by them at all times.
We believe that if a volunteer or student is interested in becoming a part of The Family Place, they should be immersed in the daily routines of the programs. Volunteers and co-op students are not permitted to partake in any bathroom or diapering routines. ECE students are permitted as this is part of their learning process from their College or University, again they will never be left alone with any child.
When having ECE students, we agree to support the student throughout their placement. The student reviews his or her outline with his or her supervising teacher, who supports the student through his or her placement. If the supervising teacher doesn’t agree with the specifics of the outline, he or she will take it to the Centre Supervisor. The Centre Supervisor will support the teacher and the student as best he or she can within the constraints of our program. If there is a huge discrepancy, the Centre Supervisor will contact either the student’s teacher or the course organizer.
When planning a field trip which includes volunteers and students, the Supervisor will ensure that staff provide all direct supervision except where a parent is accompanying their own child.
1.12 Communication
An open door policy exists at the centres, meaning that parents are welcome to drop by anytime. We also encourage parents to talk to the staff as much as possible, to bring them up to date on family happenings, their child’s situation or to ask questions about their time with us. Occasionally, demands in the classroom make it difficult to have a lengthy conversation at that particular time, so parents may wish to request that the teacher call them later or you may set up a meeting to talk at a more convenient time. Any concerns, of course, may be brought to the attention of the Supervisor and/or Executive Director.
Written communication with families from the centre will be passed along either through the teachers, left at their child’s cubby or through email. General information may be accessed on our website www.thefamilyplacechildcare.com. Any information that a parent wishes to distribute needs to be approved by the Centre Supervisor, before it can go out.
1.13 Partnership

It is important for everyone at The Family Place to understand the role of partnership that exists at our centres. A strong relationship between the families and staff members contributes to high quality care for the children. Establishing and maintaining a relationship that is based on mutual respect is the responsibility of both parents and staff. We have several mechanisms in place to share information, like the Daily Log Book, but the mutual respect comes from an n acceptance that we are partners in the care of these children. Your input and feedback are important to us. We will endeavour to adapt the program, where possible, around family’s needs and concerns.


1.14 Dismissal Policy (PR32)
The Family Place endeavours to meet the needs of all the families registered in its programs. Before a family is asked to leave our centre, we will set up strategies that meet the needs of the centre, classroom, staff, and family. We must at all times consider the needs of all the children in our centre. In all cases, we will try our best to connect families to agencies for the support needed. Unfortunately, there are times when the needs of the family cannot be met. When such situations arise, the family will be asked to leave.
Reasons for Dismissal:

  1. Non-payment of fees or continual late payment of fees

  2. Continual late pick-ups which are documented

  3. Behaviours that cannot be managed through our Behaviour Management Policy and make the classroom unsafe for the other children

  4. When difficult situations arise and the philosophy of the Centre and the family do not agree, causing a break in the partnership between family and Centre


Procedure

  1. The Executive Director will phone the family to inform them of the problem.

  2. A meeting will be held with the family, the Supervisor, and the Executive Director to discuss the issue.

  3. The Supervisor and Executive Director will suggest steps to rectify the situation.

  4. Families will be given the opportunity to connect with agencies for support.

  5. A time frame will be set out by The Family Place to allow the necessary time for change.

  6. When there is no alternative but dismissal, the family will be told in person of their child’s dismissal from the centre by the Executive Director.

  7. At the discretion of the Executive Director and the Board, the family will be asked to leave either with two weeks’ notice or immediately, depending on the situation.

  8. A letter of dismissal will be provided to the parents.

  9. Parents will receive their security deposit once the account is clear.



Chapter Two: Health, Safety and Routines
2.1 Child’s Illness Policy
When a child becomes ill during his or her day at the child care, staff must determine the severity of the child’s illness, the effects on the other children and the action that is needed. Our children’s best interests are always foremost in the teacher’s decision process. We encourage everyone to make sure they have an alternate plan for their care if they become ill.
Children, who cannot participate fully in the program, including outdoor play, should not be brought to the centre. Staff cannot accept a child who is ill. Children who are suffering from the following may not attend child care:


  • Nausea and vomiting

  • Diarrhea

  • Fever

  • An unnatural discharge from the nose, ears or eyes

  • An unknown rash, or open sores from illness

  • Severe cough

  • Any possibility of communicable disease.


Nausea or vomiting -If the child has had two or more episodes of vomiting during the past 24 hours, the child shall be excluded from attending the centre, until either the vomiting stops for 24 hours or it is determined by a doctor that the vomiting is caused by a non-infectious condition and there is no risk of dehydration.   This restriction may be increased by the order of the Halton Public Health Authority.

Diarrhea refers to a change in the normal pattern of bowel movement, resulting in a substantial increase in the number of stools and/or change in the consistency of the stool to water or unformed.  Viruses are the most common causes of infectious diarrhea in children.  Diarrhea is easily spread from person to person, especially children.  Children with diarrhea have thousands of germs in their stool.  It may only take a few germs to cause diarrhea in another child.  This is why diarrhea spreads so quickly.  

Children experiencing diarrhea should not attend child care until 24 hours after the child has had a normal bowel movement.

Children, who have diarrhea while attending the centre, will be sent home after the second episode in 24 hours and must be off for a minimum of 24 hours after the child has had a normal bowel movement.

In severe cases or during an outbreak, children may be sent home after one bout of diarrhea – other symptoms and the severity of the diarrhea will be taken into account.  



Fever – Normal body temperature is 37 degrees Celsius, taken orally.  Fever is a temperature higher than normal.  Its presence often means infection, although other conditions may cause fever in the absence of infection.  A fever is indicated by a temperature over 38 Celsius, or 101 Fahrenheit.  A child with a temperature over 38 C or 101 F shall be excluded until the child’s temperature remains normal, without the use of medication such as acetaminophen; or until a doctor has confirmed that the fever is not the result of a contagious condition and that the child is well enough to participate in all areas of the program.

In the case of children under 18 months old (Milton centre only), who are experiencing low grade fevers resulting from teething (temperatures under 38 degrees C), acetaminophen may be administered by the child care staff with written parental permission.  Parents need to supply the acetaminophen in its original container.  These infants may attend child care as long as they are well enough to participate normally in the program.  

Children sent home ill may be required to see a doctor, and in some cases a doctor’s note will be required to re-enter into the program.  This is at the discretion of the Supervisor or Executive Director.

An unnatural discharge from the nose, ears or eyes – Children with the common cold do not need to be excluded as long as they are well enough to participate in all areas of the program.  If however, the discharge from the child’s nose in heavy, greenish in colour, combined with the child’s lack of energy, then there is an indication that the cold has become more sever and physician should be seen.  

A child with a discharge or pus from their eyes shall be excluded until treatment, prescribed by a doctor, has been given for at least 24 hours.

Discharge from the ears may indicate an ear infection and parents are advised to seek immediate medical attention.  A child with an ear infection may attend child care, if there is no fever and the child is able to participate fully.

An unknown rash, or open sores from illness – Rashes have many causes and often require a doctor’s examination and further information before the cause can be determined.  Children who have a rash but no fever or change in behaviour can continue in the child care program, once a doctor has determined that the rash is not caused by a contagious condition.  A doctor’s note will be needed at this time.

Certain childhood diseases, such as chicken pox, can have rashes that result in open sores.  Until these spots are closed or completely covered, your child may not attend child care, for reasons of infection.



Severe cough – Although a cough is often thought to be caused by a disease in the lungs or chest, coughing can be triggered by irritation anywhere in the respiratory tract, from the nose to the throat.  Along with infection, there are many causes for coughing.  Children with severe coughs need to see the doctor to determine the cause of the cough.  A cough is considered to be severe if the child’s normal activity is hampered by the coughing and the child is unable to fully participate in activities.  

Like other non-prescription medications, cough syrup will not be administered at the centre.

Any possibility of communicable disease – The Medical officer of Health requires exclusion of children from group settings, like child care, for a variety of common childhood diseases.  The length of exclusion varies and is best discussed with the doctor or the Public Health (905) 825-6000.

Procedure

Parents should contact the child care if the child is not attending and let the staff know the reason for the absence.

If a child becomes ill while attending child care, the staff shall advise the Supervisor, who shall notify the parents to pick up the child immediately.

If the child requires a doctor’s note, they will not be admitted into the program, until the doctor’s note has been given to the centre.  

If a child has two loose bowel movements or vomits twice during the day while attending the child care, the parents will be notified to pick up the child immediately. The child may not return until 24 hours after having a normal bowel movement or after the last incident of vomiting.



If a child has a fever of over 38C or 101F while at child care, the parent will be notified to pick-up their child immediately.
2.2 Communicable Disease Policy (PR16)
The Family Place does not have facilities to care for children who are ill.  Children who are not able to participate in all areas of the program should not be brought to the centre.
Children who are suffering from communicable diseases will not be allowed to attend child care.  An illness will be considered a communicable disease as defined by the Halton Public Health on their website, and Exclusion from child care will be based on their guidelines.  The Halton Public Health website is: http://www.halton.ca/cms/One.aspx?portalId=8310&pageId=11694.
Exclusion from child care will extend to any child with obviously unhealthy symptoms, such as open sores, regardless of the restrictions set by Public Health.
Procedure
Parents suspecting that their child might be suffering from a communicable disease should contact their physician immediately.  If the illness is confirmed as communicable, the parents will report to the child care centre to allow notification to other parents.  Children may not return to child care within the restricted period prescribed by Public Health.  
If a communicable disease is suspected by a staff member of a child in care, the child will be isolated from other children.  The Supervisor or designate will be notified immediately and the child’s parents will be contacted for immediate pick-up.
The Supervisor may require a note from the Doctor attesting to the child’s health, before returning.
Notification of any communicable disease and its symptoms will be posted in the child care centre.  Public Health will be notified, as well as any other group within the community that has contact with the child care centre and this child (e.g., school, senior’s home).
Staff may not attend work if they suspect that they may be suffering from a communicable disease.  The Supervisor will be informed of their concerns and, once verified; notice shall be made as above.
2.3 Medication Policy (PR19)
ALL MEDICATIONS TO BE ADMINISTERED FOLLOWING THE CHILD CARE EARLY YEARS ACT (CCEYA)
All prescription and non-prescription drugs or medication must be accompanied by written authorization from the parent on the “Medication Authorization” form. Non-prescription, INTERNALLY ADMINISTERED, medicine shall also require a note from the doctor attending the child. Creams and lotions (including teething medications for the gums) to be applied to the skin require written parental consent unless a prescription medication. For children up to and including 18 months of age, acetaminophen can be administered by staff, when directed by the parents, for teething and fever purposes only.
Emergency allergy medication must be immediately accessible at all times. School age children may be permitted to carry their own emergency allergy medication and parents will be required to fill out a specific form for this medication.
Procedure
1. A parent shall deliver the medication to the Designated Medication Person, in the original container and must fill in the “Medication Authorization” form in detail.
2. Medication will be stored as directed and kept in a locked container inaccessible to the children.
3. Medication will be dispensed by one staff member designated for that purpose.
4. For each child receiving medication, an entry will be made in the “Medication Authorization Record” portion of that child’s “Medication Authorization” form. If a dose is omitted, reasons must be listed.
5. Any accidental administration of medication (e.g., medication to the wrong child or dose error) should be recorded and reported immediately to the Centre Supervisor or Executive Director or their designate, who shall then notify the parents of both children.
6. Leftover medication or surplus of medication should be returned in the original container to a parent of the child or discarded with parental permission.
7. The name of the person responsible (Designated Medication Person) for administering drugs will be posted in a common area.
8. Emergency allergy medication will be kept in the child’s classroom in a well-marked location, with their teacher whenever they leave the centre or carried at all times by the child as per our Anaphylaxis policy (PR27). The intent being that this particular medication must be immediately accessible at all times.

All staff will be made aware of severe allergies in the centre and will sign off on each Allergy Emergency Plan. The Anaphylaxis Plans shall be posted or readily available in the centre office.


9. The Family Place and all of its employees must be aware of and adhere to Sabrina’s Law: http://www.anaphylaxis.ca/en/resources/sabrinas_law.html
Designated Medication Persons:
Milton centre Oakville centre

Bandita Khanal Wendy Wells

Sandra Hopkins Cheryl Clerk

Kelly Bomans Aimee Ryan



2.4 Inclement Weather Policy (PR8)
In the case of severe inclement weather, The Family Place will close. Whenever the schools that house the centres are closed, The Family Place centres will also close, since there is no plowing of the schools and emergency vehicles cannot get through. Other than school closures, the decision to close will be made by the Executive Director based on considerations for the safety and well-being of the children, parents and staff.
Procedure
The Executive Director will inform the Supervisors if the centre is to close.
For closures before 7:00 a.m., parents and staff should listen to the school closures as announced on local radio stations, Halton District School Board (Oakville centre) and Halton District Secondary School Board (Milton centre). In this case, parents will NOT be telephoned.  Additionally, parents may use the link to the school websites which is posted on The Family Place Website to check for closures.
If for some reason the school is open but the centre is closed, parents will be notified by email.
If the centres close for inclement weather while children are in attendance at the centres, parents will be notified to pick up their child(ren) as soon as possible.  If the parent cannot be reached, alternates will be contacted. Please be prepared for this when forecasts are foreboding.
In Oakville, if you have school aged children that come to us before or after school, and the school closes, your child will be the responsibility of the school. Our school age staff is not available during school hours to care for the school age children. If the school closes early, there will be no after school care.
Fees remain unchanged for early closures or days when the centre cannot open for inclement weather reasons.
The Supervisors will maintain ratios in the program when the centres close early.  As numbers go down, staff will be sent home based on those with the farthest distance to go being released first.
2.5 Outside Play
Our playgrounds are inclusive, set-up to support all our children's abilities. In Milton, we have a separate play area for the Infants with artificial grass and sandbox. The Toddler and Preschool playground has two climbing structures, a bike path, sand box and an artificial grassed area for building and reading.
Outside Play is a very important part of our program. Weather permitting, Infants, Toddlers and Preschool children go outside for about an hour in the morning and again in the afternoon. The School Age programs will go outside for at least 30 minutes each day. The teachers will make the decision for their particular group, based on experience and training. Consideration as to the circumstances at their location and the time of day will be taken into account. The guidelines set out by the Public Health will be considered. Play times may be shortened in extreme conditions.
If your child is well enough to attend child care, he or she will be expected to go outside. Outside play, when your child is dressed for the conditions, is part of a healthy life style. Fresh air and exercise contribute to the well-being of any person, and is an integral part of our program.


2.6 What to Wear
When you arrive in the morning, please have your child dressed for outside play, if your arrival occurs during your child’s normal outside time. Once the rest of the group is ready it is difficult for a teacher to be able to hold the whole group so that they can dress one child.
Always alert the teacher to your child’s arrival. Children must never be left unattended in the classroom, halls or playgrounds—regardless of age.
Children need to wear clothes in child care that allow them freedom to move about and have the independence of being able to dress themself when appropriate. Jogging suits, pants with loose waistbands and easy-to-fasten closures are the best. Watch a group and see the confidence of a child who needs little adult assistance. One piece outfits, with zippers in the back or overalls with tight fasteners frustrate a child who wants so much to “do it myself”.
Each child, regardless of age, needs a change of clothes. Infants and Toddlers should have at least two complete outfits. Older children spill juice or slip in a puddle and need to be dry in their own clothes. If you are running low and haven’t topped up, you will find a reminder note on your child’s cubby. Please bring the change of clothes in the next day. If your child does wear “Family Place” clothes home, please launder and return them as soon as possible. We have few extras.
Shoes are required and should have non-marking rubber soles. Party shoes are lovely but are too slippery for safe play and will not be allowed in the school gyms. Slippers do not provide enough support or traction for safe running and jumping. Outside, children need strong footwear that is seasonable warm and dry. “Crocs” are not acceptable for outside play.
The winter brings many challenges to the child care centres. Please help us by assuring that your child has a snowsuit that fits with extra room, warm boots, a hat that covers their ears, and at least two pairs of waterproof mitts. Scarves or string on outside clothing are not permitted by the Board of Health. Neck warmers make an excellent substitute for scarves. Remember we go out every day, so please make sure your child is prepared for the weather.
Summer clothing needs to be considered carefully as well. Shorts and tee shirts, sun hats worn with a large enough brim to shade their face and ears, a jacket or sweater for chilly mornings and sturdy footwear are the ideal. Sandals fill with gravel and leave toes open for stubbing. No flip flops.


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