DYESS AFB, TEXAS CHILD DEVELOPMENT CENTER AND SCHOOL AGE PROGRAM PARENT HANDBOOK AND AGREEMENT CONTRACT Welcome to the 7th Force Support Squadron Airman and Family Services Child Development Center and School Age Program! We provide children and families with accurate information, exemplary services, and diverse, interesting and educational programs. Our learning approach emphasizes “learning-by-doing”. Our programs are designed to develop and enhance the physical, emotional, intellectual, and social development in children and families. We have written this handbook so you have one place to look for all the information you may need as your children and family participate in our multi-aged programs. With your support, cooperation and suggestions, we can continue to surpass Air Force standards in our goal to be the Best in the Air Force! Chief, Airman and Family Services 7 FSS/FSF, 696-4301 Dyess AFB CDC and SAP Parent Handbook 2 Table of Contents 1. Mission/Curriculum Goals/Philosophy/Objectives .......................... 3 2. Hours of Operation ............................................................................ 3 3. Drop-off and Pick-up Times ............................................................... 3 4. Eligibility and Enrollment .................................................................. 3 5. Special Needs Children ..................................................................... 6 6. Fees ................................................................................................... 6 7. Activities ............................................................................................. 9 8. Footwear and Clothing ....................................................................... 9 9. Guidance Policy…………………………………………………………….10 10. Background Checks/Child Abuse Identification and Reporting .... 11 11. Parent Expectations .......................................................................... 11 12. Family-Staff Communication ........................................................... 11 13. Strategies for On-Going Communication with Families ................. 12 14. Inclement Weather/Base Delays ...................................................... 12 15. Sign-In/Sign-Out Procedures ........................................................... 12 16. Illness................................................................................................. 12 17. Accidents ........................................................................................... 13 18. Emergencies...................................................................................... 13 19. Meals/Food and Beverages .............................................................. 13 20. Medications ....................................................................................... 14 21. Personal Items .................................................................................. 14 22. Group Care ........................................................................................ 14 23. Base Recall/Exercises ...................................................................... 14 24. No Smoking Policy ............................................................................ 14 25. Religious Holidays ............................................................................ 15 26. Inspections ........................................................................................ 15 27. Field Trip Participation ..................................................................... 15 28. Transportation to and From School................................................. 15 29. SAP Sign-In/Sign-Out Procedures ................................................... 15 30. SAP Non-attendance Procedure…………………………………………15 31. SAP Return to Program After Summer Break ................................. 16 32. Meals for Children in Before and After School Care ...................... 16 33. SAP Movies ....................................................................................... 16 34. SAP Sunscreen and Insect Repellent .............................................. 16 Index ................................................................................................................. 17 ICE Web Site .................................................................................................... 17 DoD Child Abuse & Safety Violation Hotline ................................................. 17 Confidentiality Policy…………………………………………………………………18 SAP/YP Authorization to Release Information Form……………………………19 Dyess AFB CDC and SAP Parent Handbook 3 1. Mission/Curriculum Goals/Philosophy/Objectives: The mission of the 7th Force Support Squadron is “Develop, Sustain, and Regenerate People through First-Class Customer Service, the First Time, and Every Time.” The Airman and Family Services Child Development Center (CDC) and School Age Program (SAP) support the Air Force mission by providing affordable, available and quality child care for children ages 6 weeks to 12 years old. We offer quality programs for children of active duty military, guard and reserve, Department of Defense (DoD) civilian and other eligible personnel so they can concentrate on their work for the DoD. Our programs are DoD certified and nationally accredited. The curriculum goals and program practices are based on current knowledge of early childhood education and child and youth development. We are responsible for supporting the whole child, meaning all areas of development are considered inter-related and equally important. Our program philosophy acknowledges that children learn through active, hands-on involvement with their environment, peers and caring adults. We respect each child‟s unique interests and experiences, abilities and needs which allows us to be responsive to and appropriate for each child. Children are valued as individuals as well as part of a group. Our program respects and supports the ideals, cultures and values of families in their task of nurturing children. We advocate for children, families, and the professionals in our programs. Our objectives are on a continuum with DoD and Air Force guidelines and the accreditation criteria and standards of the National Association for the Education of Young Children (NAEYC) and the National AfterSchool Association (NAA). We also use Caring for Our Children: National Health and Safety Performance Standards: Guidelines for Out-of-Home Child Care Programs as a guiding resource. In addition to NAA standards, our SAP incorporates philosophies and programs from the Boys and Girls Clubs of America and 4-H Clubs of America. 2. Hours of Operation: Programs operate Monday through Friday, except as noted  Child Development Center hours are 0630 to 1730  School Age Program hours during the school year are 0630 to 0830 and 1500 to 1800 with transportation to and from school being provided by the program. School Age Program hours on no-school days are 0630 to 1800  School Age Program business hours are 1300 to 1800  Programs are closed on weekends and Federal Holidays  Extended hours in support of mission requirements are approved by 7th Mission Support Group Commander  7th Bomb Wing Commander Policy for Family Days is at Attachment 1 3. Drop-off and Pick-up Times: Children may not be dropped off prior to facility opening. CDC nap hours are 1200-1400. 4. Eligibility and Enrollment: a. Program eligibility is governed by DoDI 6060.2, Child Care Programs, and AFI 34- 262, Services Programs and Use Eligibility. In general, children of active duty military, reservists on active duty or during inactive duty personnel training, DoD appropriated and non-appropriated fund civilians, and some DoD contractors are eligible. Decisions regarding eligibility in special circumstances will be handled on a case-by-case basis. 7 FSS: "Develop, Sustain, and Regenerate People through First-Clas s Customer Service, the First Time, and Every Time" Dyess AFB CDC and SAP Parent Handbook 4 b. For PCS inbound personnel: Personnel who are PCS inbound to Dyess AFB may request care by submitting a DD Form 2606, Department of Defense Child Development Program Request for Care Record, with a copy of PCS orders. The request will be considered inactive until the program is notified of the arrival of the family at Dyess. Upon activation, the date of receipt of the 2606 with the PCS orders will determine placement within the waiting list priorities. It is the parent‟s responsibility to notify the program of their arrival. The 2606 will be removed from the waiting list and voided if the program is not contacted within 30 days of the entrance on duty/reporting date on the PCS orders. c. For expectant parents: A DD Form 2606 may be submitted after the second trimester or 90 days prior to the expected delivery date. The request will be considered inactive until the program is notified of the birth. Upon activation, the date of receipt of the 2606 will determine placement within the waiting list priorities. It is the parent‟s responsibility to notify the program of the birth. The 2606 will be removed from the waiting list and voided if the program is not contacted within 30 days of the expected delivery date. d. For deploying parents. A DD Form 2606 may be submitted with a copy of TDY orders. The request will be considered inactive until the program is notified of the return of the deployed parent to Dyess. Upon activation, priority placement will be given based on the date of the request and the date of return of the deployed parent. It is the parent‟s responsibility to notify the program of their return. The 2606 will be removed from the waiting list and voided if the program is not contacted within 30 days of the expected return date. e. 7th Mission Support Group Commander memo, 6 Oct 11, CDC/SAP Waiting List Priority and Policy is attached. f. All forms must be signed by the active duty military/civilian sponsor of the child being enrolled. Enrollment requires completion of the following forms and supporting documentation: □ AF Form 1181, Air Force Youth Flight Program Patron Registration, including verification of immunizations, family data, special needs, and emergency contact information Note: Children enrolled in public school do not require verification of immunizations (exception when seasonal flu immunization is required) □ AF Form 2652, Application for DoD Child Care Fees, including supporting Leave and Earnings Statements or pay stubs from the most recent month for calculation of fee category □ AF Form 357, Family Care Certification, for dual military parents and single military parents. The AF Form 357 must be completely filled out and returned to the program within 60 days of enrollment. For other than Air Force active duty, the equivalent military component form (Army DA Form 5305-R and Navy NAVPERS 1740/6) must be provided. Failure to submit a Family Care Certification form or equivalent within 60 days will result in immediate contract termination. □ USDA Form H1531, Child Nutrition Program Application (as needed) □ AF Form 1055, Youth Flight Medication Permission (as needed) Dyess AFB CDC and SAP Parent Handbook 5 FOR SAP ONLY, the following forms are required:  AF Form 88, Air Force Youth Programs Registration, including proof of current paid Youth Center membership  FitFactor Parental Consent Form  Texas 4-H Enrollment Membership Form g. Other factors for enrollment and eligibility: 1) Assignment of child care space is based on the following priorities: a) Priority 1 – Single/Dual Active Duty or Single/Dual DoD Civilian assigned to Dyess AFB b) Priority 2 – Active Duty or DoD Civilian assigned to Dyess AFB with full- time employed spouse Notes: Full-time student (12 hours during school year/6 hours during summer) equals full-time employed status. Full-time employed spouse must be in a permanent or regular position guaranteed a minimum of 20 hours per week c) Priority 3 - Eligible DoD Contractors assigned to Dyess AFB with employed spouse d) Priority 4 – Active Duty or DoD Civilian assigned to Dyess AFB with a non-working spouse e) Priority 5 – Active Duty or DoD Civilian not assigned to Dyess AFB Note: PCS inbound personnel with orders are considered assigned to Dyess AFB for priority placement considerations. 2) Priority determination is made at the time of registration or placement on the waiting list. Care for children enrolled based on Priority #3 through #5 may be terminated if there are higher priority children on the waiting list. A written 30-day notice of termination of care will be provided to the family if there are higher priority children on the waiting list. If Priority status decreases while enrolled in the program or on the waiting list (due to unemployment, discontinuation of student status, etc.), there is a 30-day grace period to retain same or gain higher Priority status. 3) If a spouse is a student, proof of full-time student status must be provided each semester. If proof is not provided, the family status will change to a lower priority and child care may be terminated if there are higher priority children on the waiting list. A written 30-day notice of termination of care will be provided to the family. 4) A written notice must be provided to the Program two weeks in advance for withdrawal or cancellation of contract. The penalty for less than a 2-week notice is the fee for two weeks of care or a prorated rate based on the date of the written notice and the date care ceases not to exceed the fee for two weeks of care. 7 FSS: "Develop, Sustain, and Regenerate People through First-Clas s Customer Service, the First Time, and Every Time" Dyess AFB CDC and SAP Parent Handbook 6 5) To calculate total family income, a copy of the service member's, spouse‟s, and any other adult (18 years of age or older) income-earning member of the household's most recent LES/pay stub must be provided at the time of enrollment. If income data is not provided, the fee will be based on the highest category fee rate until verification of total family income is provided. 6) Eligibility and priority for care for special circumstances are determined on a case-by-case basis by the Chief, Airman and Family Services Flight and may require 7 MSG/CC approval. 5. Special Needs Children: The program accepts children with special needs when the program is capable of meeting the child‟s needs, the child does not pose a danger to themselves or others, and care is in the best interest of the child. Special needs include diet, allergens, disabilities, or any other factor that is outside the center‟s standard operating policies or procedures. Prior to a special need child being accepted into the program, written guidance from a physician, therapist or other appropriate health professional is required to be reviewed by the Chief, Airman and Family Services Flight (AFSFC) and the program medical advisor. In some cases, such as when program modifications are required, a committee composed of the program medical advisor, AFSFC, youth or CDC director, and a judge advocate representative will review information and make a recommendation to the mission support group commander to determine appropriate placement. In all cases, if the recommendation is for inclusion into the program, a reasonable period of time must be allowed for staff training to meet the child‟s needs. If a child is identified with special needs once enrolled in our programs, parents will be required to seek outside intervention services within four weeks. If parents refuse to engage additional services to support their child‟s development, the program may terminate child care with a 2-week written notice to the parent. If your child has been identified with a special need, the current IFSP/IEP must be on file at the facility and updated yearly. 6. Fees: The Military Child Care Act of 1989 (Public Law 1809, Section 1504) requires that the DoD establish uniform fees for child care based upon total family income (TFI). It is not required that families provide income verification; however, if verification documentation is not provided, the family will be placed in the highest fee category. Verification documentation is only required for placement in a lower fee category. AF Form 2652 must be completed regardless of category fee; however, highest fee category parents may decline release of income data. Fees are determined by TFI and usage of the Basic Allowance for Housing (BAH-II) chart. All earned income, as well as BAH and Basic Allowance for Subsistence must be added in determining TFI. TFI is determined as follows: ‘The application for Department of Defense Child Care Fees (DD Form 2652) will be used to verify TFI as defined in DoDIs 6060.2 and 6060.3. When calculating TFI, military income includes Basic Pay, Basic Allowance for Housing Type II, Basic Allowance for Subsistence, and income received under the FSSA entitlement. TFI will be computed using the Basic Allowance for Housing (BAH-II) Type II Married with Dependents Rate chart or local BAH rate in locations where military members receive less than the BAH-II allowance. Only in the latter cases, should the BAH rate on the member’s Leave and Earnings Statement be used to calculate TFI. For single military members with children, the BAH II Married with Dependents Rate (the rate on the chart) must be used. For dual military members, regardless of where they reside, the BAH II Married with Dependents Rate (the rate on the chart) of the senior member only is used to calculate the TFI. The BAH-II chart is based on the calendar year. The current year’s chart will be used until superseding guidance is received from Dyess AFB CDC and SAP Parent Handbook 7 higher headquarters. More information can be obtained on BAH at: www.dtic.mil/perdiem and http://militarypay.dtic.mil. Subsidies are available through Child Care Program Operations (CCPO) or the TRIAD Fund. CCPO is a state regulated program through Workforce Solutions of West Central Texas. If income meets their requirements, they will supplement or pay daycare fees. Parents interested in assistance need to contact CCPO directly at (325) 795-4283. The TRIAD Fund offers short-term assistance to active and former military personnel with health and welfare issues such as child care, transportation, utilities, respite care, food and shelter. For more information about TRIAD, dial 2-1-1 or (325) 673-8211 during regular business hours. ALL ASSISTANCE IS CONFIDENTIAL a. Fees are due no later than the second business day of the week that care is provided. Cash, personal check, money order, or MasterCard/Visa credit card are accepted. Payment will be accepted up to 1700 at the CDC and 1800 hours at the SAP. Variations may occur due to program limitations. In these cases, parents will be notified of exceptions. Drop boxes are available for payment by check. Please do not use the drop box for cash payments. If the drop box is used, a receipt of verification of payment will be issued within 24 hours. Ensure checks are filled out properly with your child‟s name on the check, squadron, rank, duty phone and the dates for which you are paying for care. b. Air Force Services Standard Business Policies, dated 17 July 2006, requires parents to provide credit card information and authorization for payment processing to ensure payment for services. Enrollment in the program requires you to complete an authorization form. To ensure security of the information, the credit card information and authorization forms are filed in a binder that is kept in a locked container. If payment is not received by close of business on the second work day of the week for which care is being received, the program will charge your credit card your weekly fee plus a $5 late fee on the morning of the third work day of the week. A receipt of verification of payment and a copy of the sales charge slip will be provided to you within 24 hours of the charge. If the credit card payment is rejected and you do not pay in full by close of business on the last work day of the week, care will be suspended the same day and your child will not be able to attend until full payment of any fees and charges due is made in full. If full payment is not received 15 calendar days from the original payment due date, your contract will be terminated. c. Late pickup fees (after 1730 at the CDC and 1800 at the SAP) are described in para 6i of the parent handbook. d. The weekly fee rate does not include any vacation/leave weeks. There are no free weeks. Parents must pay their weekly fee rate to secure their space in the program. Your contract will be terminated if you do not pay your weekly rate and your credit card is rejected for payment. Refer to paragraph b above. e. The weekly fee rate for the SAP changes based on the school calendar. During spring, fall and winter school breaks (no school days inclusive of Federal Holidays); the weekly fee rate is the full-day rate. If your child will not be attending the program during any of these three school breaks, you must pay your contracted school year rate (before only, after only or before and after care) to secure your space. Your contract will be terminated if you do not pay your weekly rate. 7 FSS: "Develop, Sustain, and Regenerate People through First-Clas s Customer Service, the First Time, and Every Time" Dyess AFB CDC and SAP Parent Handbook 8 f. For the SAP, this contract is valid for the school year including fall, winter and spring break weeks. A separate enrollment period and contract is used for the summer break weeks. g. If you are going on vacation, your child care space may be leased to an authorized user. Please contact the front desk staff for further information. (CDC only) h. For emergency leave or medical evacuation, orders/leave verification must be provided to the facility. A copy of the orders must be submitted in order to not be charged during this time. If a child will be out of the program for 5 consecutive days due to illness, a doctor's note may be submitted in order to not be charged during this time. i. Late Pick Up Fee: Facility closing is 1730 for the CDC and 1800 for the SAP. A late fee will be charged when a child is not picked up by close of business. The late fee is $5.00 for the first 5 minutes or any part thereof past closing time and an additional $10.00 for each 5-minute period thereafter. These fees are charged for each child and according to the clocks at each facility. Late fees must be paid with your next regular payment. If 30 minutes have elapsed since closing and no contact has been made with the parent or the emergency contact on the child's AF Form 1181, Security Forces will be contacted. j. Your fees pay for the cost of nonappropriated fund direct care staff only, with Congressionally appropriated funds paying the remaining costs of operation (utilities, administrative staff, equipment, most supplies, etc.). Credit and/or a refund is not given for Federal Holidays or days missed due to vacation or illness except under paragraph h. A credit and/or a refund is not given in cases of a closure due to national emergencies, weather, etc. If the program is closed for a Family Day or special circumstance, a credit equal (not a refund) to that day's rate for your fee category may be applied to your account. 7. Activities: We know children learn through play. Social, emotional, physical and cognitive activities are offered daily through interactive learning experiences. a. CDC Activities. Every CDC classroom has special areas of concentration. For example, construction, manipulative/pre-mathematics, dramatic play, science, water play/pre-physics, etc. Lead teachers write and gain approval of daily lesson plans from the facility Training and Curriculum Specialist. Plans are based on children‟s interests and individual observations conducted and documented by staff members. Lesson plans are posted on the parent board in each classroom. Individual and group activities are selected to fit each child‟s growing needs and desires. Every child has a developmental folder in his/her classroom and you are encouraged to review your child‟s folder at any time We also have conferences twice a year that parents are encouraged to attend. Every age range has their own playground and specific equipment for their size. All children go outside every day – weather permitting. Please dress your child appropriately for indoor and outdoor experiences. b. SAP Activities. SAP activities allow children to work alone, in pairs, and in small or large groups. Activities are developed from children‟s interests and surveys. Materials are age specific and used within the developmental range of the children. Different family cultures are shared from families enrolled in the program. There are regular opportunities for active physical play such as team sports and individual sports. Dyess AFB CDC and SAP Parent Handbook 9 Children are offered enriching activities that promote basic life/leisure building skills, as well as higher level thinking skills. The indoor environment offers dramatic play (housekeeping, cooking, dress-up, theater, script writing), music and movement (singing, dancing, use of musical instruments, tapes and CDs), arts and crafts (painting, drawing, sculpting and origami), construction (block building, wood-working), and reading and writing (short stories, newsletters, poetry, and use of computers). SAP incorporates programs developed by the Boys and Girls Clubs of America and 4-H Clubs of America. Age appropriate outdoor play equipment and physical fitness activities are a part of the curriculum. The staff develops a weekly lesson plan with inputs from the children and their families. The lesson plans are reviewed and approved by the program's Training and Curriculum Specialist. The approved lesson plan is posted for parents‟ review. 8. Footwear and Clothing: a. For safety and health reasons, opened-toe or clog type shoes are not permitted. All footwear must have a non-skid sole. As a minimum, shoes must be closed-toe with a strap that fastens securely around the heel of the foot. It is recommended that children have a pair of tennis shoes or similar that can be left in their cubby and used when they arrive with inappropriate footwear. Infants should have two pairs of shoes, one for outside and one for inside. Children who do not have appropriate footwear may be limited in the types of activities they are allowed to participate. The program may refuse acceptance of any child whose footwear presents a clear and present safety hazard. b. Outdoor play is an integral component of development. Please ensure your child has appropriate clothing to play out of doors every day and in all types of weather. 9. Guidance Policy: Programs provide a caring environment that encourages growth in discipline, self-control, and respect for the rights of others. Staff members establish clear and reasonable expectations and exercise a kind, firm, and consistent manner to promote compliance. Redirection and encouragement are utilized to help children learn positive ways of dealing with situations. Kindness, as well as firmness, will be exercised by staff members. Physical punishment will not be administered or tolerated. All staff members are trained annually on positive guidance techniques. Parents will be advised of unacceptable behavior exhibited by their children. a. The following behavior is considered unacceptable in our programs: 1) Causing physical harm to another child, adult, or property by hitting, biting, kicking, throwing or any other physical action. 2) Use of inappropriate language, racial slurs, spitting, or other forms of verbal abuse or degradation. 3) Repeated refusal to comply with center or room policies and/or failure to listen to staff members. 4) Behavior that is potentially harmful to self or others. b. The following methods of discipline are used: 7 FSS: "Develop, Sustain, and Regenerate People through First-Clas s Customer Service, the First Time, and Every Time" Dyess AFB CDC and SAP Parent Handbook 10 1) Positive Reinforcement is used most often, such as praising positive behaviors and reminding children of limits. Redirection and encouragement are utilized to help children learn positive ways of dealing with situations. 2) Ignoring. Certain attention-getting behavior often stops if ignored, i.e., swearing, temper tantrums, yelling during group times, etc. Staff are trained to know when to ignore and when intervention is necessary. Children will be treated fairly and with consistency. 3) Redirection is another form of discipline within the classroom. For example, a quick review of the rule and then the child is moved back into the activity. This helps encourage self-control regarding basic program guidelines. Also, staff can direct a child‟s attention to an activity that will take him/her out of a potentially troublesome situation. 4) Separation. Behavior which hurts other children, and attempts by the child to destroy, break or misuse materials require separation. Behaviors such as kicking, hitting, biting, and refusal to conform to limits require separation. Children are separated and encouraged to participate in a solitary activity until they feel they are ready to rejoin the group. If a child is not able to calm themselves or be calmed by a staff member after a reasonable amount of time, parents will be notified to pick up their child. 5) Using a child‟s name. Calling a child‟s name in a normal tone of voice lets him/her know you are aware of his/her actions and may help a child regulate his/her behavior and become re-involved in the activity. 6) Conflict Resolution. Children are encouraged to settle problems through negotiation techniques. These techniques are taught and demonstrated regularly to help children learn. 7) Proximity. Moving closer to a child who is beginning to act inappropriately will often lead him/her to think about what they are doing and choose a more appropriate way to meet their needs. c. Continuous disruptive and detrimental behavior may result in contract termination. Before a decision to terminate is made, the program will work with the child and family for behavior modification. In some cases, the program coordinator or director may recommend professional assistance. Each case is handled on an individual basis. If a child‟s care is terminated from the center due to inappropriate behavior, a minimum of 6 months is required to pass before re-admittance can occur. At that point, re-evaluation of the child by necessary professionals may be required/requested by the program prior to acceptance into the program 10. Background Checks and Child Abuse Identification and Reporting: In accordance with DoD policy and federal and state laws, all child care worker staff are required to have background clearances initiated prior to working with children. Background checks include local, state and federal agencies. Until receipt of favorable background checks is complete, staff are supervised when working with children. Staff are also mandatory reporters of suspected child abuse. Staff receive annual training in identifying and reporting suspected abuse/neglect. The program is not an investigating agency and suspicions of child abuse must be reported to the appropriate authorities. Staff receive annual training on positive guidance, appropriate touch and child abuse identification and reporting procedures.