Madison County ymca ymca kidscape Parent Handbook

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Madison County YMCA
YMCA Kidscape Parent Handbook
Updated May 2016

28 West 12th Street

Anderson, IN 46016

Phone: 765-644-7796

Fax: 765-644-4359
Madison County YMCA

YMCA Kidscape

Table of Contents
Welcome Letter

General Information

Program Goals and Curriculum

About Our YMCA Staff

Children with Special Needs

Parent Involvement

Risk Management

Staff Relationships with Children

Inclement Weather Policy

Early Dismissal/Half Days

Homework Assistance


Registration Procedures

Program Fees

NSF Policy

Payment & Due Dates


Medication Policy

Sick Children

Contagious Diseases

Head Lice

Health & Safety

Attendance, Drop-off & Pick-Up

Custody Issues

Intoxicated Parent Policy

Removal of Child from Program

Dear Parents,

Welcome to the YMCA Kidscape Program! We are very excited that your children will be joining us this year, either as a new or returning participant. We look forward to an exciting year of growth, in our program and in your children.
We ask that you send a note with your child indicating your anticipated use of the program. This will help to ensure that your child gets to the correct place at the end of a busy day. If your child will attend our program on an occasional basis, a note should be sent to the school to allow us to better prepare our staffing numbers.
Please do not hesitate to contact us if you have any questions.


Bethany Ratts

Youth Development Director

YMCA of Madison County

(765) 644-7796

General Information

YMCA Mission:

“To put Christian Principles into practice through programs that build healthy spirit, mind, and body for all”

The YMCA Kidscape program is designed for children in grades K-5. Our program is available at the following elementary school locations:

  • Anderson

  • Eastside

  • Erskine

  • Killbuck (AM only)

  • Tenth Street

  • Valley Grove

  • Anderson Preparatory Academy (PM Only, 2:45 PM to 6:00 PM)

Before School Care – 6:30 A.M. to 9:00 A.M.

After School Care – 3:30 P.M. to 6:00 P.M.

Program Goals and Curriculum

Grow personally, develop and strengthen values, appreciate diversity, become better leaders and supporters, build skills and have fun!
The YMCA Kidscape Program is designed to help children develop physically, mentally and spiritually through: Arts and Humanities, Character Development, Health and Wellness, Homework Support, Literacy, Science Learning, and Social Competence and Conflict Resolution.

We will specifically focus on activities that foster continuing learning, physical activity, healthy eating, and homework help.

The YMCA does not discriminate on the basis of race, color, national origin, age, religion, or sex in its programs or employment.

Our YMCA Staff

Our staff consists of mature and enthusiastic individuals who help us provide a quality, safe, and enjoyable program. Reference checks have been conducted, documented, and filed on all employees working with children. All YMCA Kidscape Staff are required to receive training in:

  • YMCA Child Care Procedures

  • CPR and First Aid

  • Child Abuse Prevention

  • National YMCA Youth Development

Special Needs

The YMCA of Madison County operates within the provisions of all applicable laws, including those with disabilities as well as to providers who care for such individuals. The YMCA welcomes all children to the extent that is reasonably able to do so. A child who requires measures that constitute a fundamental alteration to the program or other undue hardship, or a child that poses a direct threat to the health and safety of others, will not be able to participate in the program. All children, regardless of their circumstances, are subject to YMCA disciplinary procedures.

Parent Involvement

Parent support is recognized as an important aspect of each child’s development and is essential for the success of our program. We want to work closely with parents to make sure we understand the children’s needs and what we can do together to provide an enriching environment. Parent involvement can include any or all of the following:

Please talk with the Site Coordinator at your child’s site if you would like to be involved with any of the above mentioned activities.

Risk Management
Our YMCA programs follow established policies in the event of a fire, tornado, natural disaster, and other related emergency situation. We participate in monthly fire and tornado/storm practice drills.
Staff Relationships with Children Outside of Program Time
Staff is not permitted to be alone with children they meet in the YMCA Kidscape program outside of the YMCA setting. This includes baby-sitting, sleep-overs, and inviting staff members to children’s homes unless one of the following conditions exists:

  • Staff and child’s family have a relationship that predates the staff member’s employment or volunteering at the YMCA

  • Staff and the child’s family have a relationship that predates the child’s enrollment

  • in the YMCA program

  • Staff and the child or child’s family are related

Inclement Weather Policy

If the start of school is delayed due to weather conditions, the YMCA Kidscape Program will also be delayed and will not open until 8:30am. If school is cancelled, our program is cancelled. If school is dismissed early due to weather conditions, our afternoon program will be cancelled.

Half Days

During the school year, there are a few early dismissal/half days. Our program will not operate on scheduled half days in the afternoon. We will offer our normal Before School Program on those days.

Homework Assistance

As a courtesy and curriculum component of our program, homework assistance is available. We schedule approximately thirty minutes each day of quiet time for homework. To better assist parents, we ask that the parent and child complete the Homework Agreement form together and return it to the Site Coordinator.

The After School Program/Anderson Community Schools provides a snack for the children. We feel the children must maintain a healthy body and mind to grow successfully. If your child has any allergies or requires a special diet, we ask that you please provide a doctor’s note.

Registration Procedures
A completed Registration Form must be turned in for each child before participating in the program. A $30 non-refundable registration fee per child is required before joining the program. All completed forms must be turned in to the YMCA.
Forms may be picked up at the Anderson YMCA. Forms may also be found on our website,
YMCA Hours:

  • Monday – Thursday 5:30 A.M. to 9:00 P.M.

  • Friday 5:30 A.M. to 7:00 P.M.

  • Saturday 7:00 A.M. to 5:00 P.M.

  • Sunday 1:00 P.M. to 4:30 P.M.

Program Fees

The program fees are based on the number of days of care needed on a per child basis.

AM only

PM only

AM and PM

1-2 days/$20 members

1-2 days/ $25 program participants

1-2 days/ $25 members

1-2 days/ $30 program participants

1-2 days/ $40 members

1-2 days/ $45 program participants

3-5 days/ $30 members

3-5 days/ $35 members

3-5 days/ $60 members

3-5 days/ $35 program participants

3-5 days/ $40 program participants

3-5 days/ $65 program participants

Late Pickup Fees:

There will be a $10 charge per child for the first 5 minutes late (until 6:05 PM), then $1.00 for every minute thereafter. After 6:10 PM, emergency contacts will be called.
NSF Policy
The YMCA will charge a $25 fee for non- sufficient funds, stopped payments, or closed accounts. Reimbursement for the NSF fees must be arranged before a child is allowed to return to the program. If a second check is returned for insufficient funds, all future payments must be made by money order or credit card.

Payment Options and Due Dates

Beginning May 2016, anyone registering for our Kidscape program must have a checking account, savings account, or credit card on file. Accounts will be drafted each week on Monday (if Monday is a holiday, drafts will occur the following business day). All billing information is kept confidential. Receipts will be sent via email if one is provided.

Tax ID Number


Medication Policy

Any medication given to a child at the program site must be in its original container with the child’s name on it. A medication release form must be completed and signed by the parent/guardian with the following information:

  • Child’s name

  • Type of medication

  • Physician’s name

  • Amount of dosage to be given

  • Time to be given

  • Number of days to be administered

  • Possible side effects

Please note that the YMCA staff is NOT allowed to give the first dosage of any medication. YMCA staff is NOT permitted to give medication to control or contain fever. YMCA Kidscape staff may dispense only prescription medication. If the child refuses medication, the incident will be documented and discussed with the parent.

Sick Children
To ensure the well-being of all children, please be considerate. If your child is too sick to go outside, he/she is too sick to be at the YMCA Kidscape site. Any child showing or developing symptoms such as fever, rash, diarrhea, or vomiting must be excluded from care until the symptoms subside for 24 hours or a physician has certified in writing that the child is not contagious. The parent will be contacted and expected to make arrangements to pick up immediately.

Contagious Diseases

If a child has a confirmed case of contagious disease, he/she must be kept at home and the fact of the condition reported to the YMCA office so that a notice can be posted at the site. At the discretion of the Program Director, parents may be asked to submit a doctor’s statement prior to a child returning to the site. The following conditions are categorized as “highly contagious”: Strep Throat, Measles, Chicken Pox, Diarrhea, Scarlet Fever, Pinworms, Impetigo, and Lice.

Head Lice

If head lice are detected while your child is attending a YMCA program, the child will need to be picked up immediately upon notification. A child with head lice is allowed to return after the following: no evidence of lice or nits, clean hair and scalp, and a note from the parent or physician stating the treatment used.

Health and Safety

The health and safety of the children in our care is our top priority. Even so, young children are often testing their physical limits, making injuries inevitable. YMCA staff will verbally inform parents of any injuries. In the event of a medical emergency or accident requiring a doctor’s treatment, we contact the parent immediately. If we cannot make contact with the parent, emergency medical personnel will take the child to the emergency room via ambulance. At all times, there will be a staff person at the Kidscape site who is certified in First Aid and CPR.

Attendance, Drop-off & Pick-Up

Whenever a child is picked-up or dropped-off you must enter the site and sign the attendance sheet indicating the child’s arrival/departure time. For the safety of your child, the staff cannot accept or release any child before he/she has been signed in or out properly by an adult (18 years old or older). Only those adults who are listed on the registration form will be allowed to pick up the child. Please list everyone possible, including coaches, scout leaders, etc. Additions to the list must be made in person. Identification will be required by everyone if staff is unfamiliar with the individual picking up the child. In the event that someone must pick up a child whose name does not appear on the registration list, there must be a written permission from a parent/guardian. Changes can’t be made via phone.

Our After School program begins as soon as the children arrive at the program. All the children are expected to go directly to the Kidscape program upon dismissal from school. It is extremely important that all child(ren) go immediately to the program location to sign in. Please inform your teacher so they can assist your children in getting to the program location.

Custody Issues
In the unfortunate event of a difficult/dangerous custody situation where a court order is in place, please contact the Youth Development Director to set up guidelines regarding the release of your child. You must have a copy of any court documents regarding the restriction of release of children in our care. Parents are responsible for resolving any issues that may arise from their child’s participation in our programs. The YMCA will not get involved in disputes between parents.

Intoxicated Parent Policy

The YMCA staff will encourage any adult who appears intoxicated or under the influence of drugs to call an emergency contact or a taxicab to take you and your child home. If an adult chooses to leave, the YMCA staff will document the license plate number and call the police.

Removal of Child from Program

There are times when it is necessary to remove a child from the program. Reasons for potential removal are listed below:

  • Custody situations that involve parents that are unable to resolve differences as it relates to the YMCA program

  • Immediate withdrawal upon the discretion of the Program Director for blatant disregard to rules or extreme disruptive behavior by child or parent/guardian

  • Child is unable or unwilling to conform to safety rules and program guidelines in the Before and After School setting.

  • Non-payment of fees after an extended period

If your child’s behavior is very disruptive or harmful to himself/herself or other children, we will write an incident report and discuss the issue with you privately. Any child whose needs obviously cannot be met or whose behavior is a detriment to other children and/or the staff at the YMCA, can be dismissed from child care with no refund. If more than three incident reports are written per school year, you may be asked to make other child care arrangements.

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