Iowa 4-H Afterschool In-Service: November 29, 2006
(Your organization’s name)
After-School Program
Example Parent Handbook
Important Phone Numbers
Program Director/Assistant Director
(list all relevant phone numbers)
Introduction
Welcome to the (your organization’s name) After-School Program! We are excited that you and
your child have chosen to take part in this exciting program. This handbook contains important
information for parents and children who will participate in the after-school program. Please
keep this handbook for future reference. Policies are subject to change. If you have any
questions about any of the information in this handbook, please contact the after-school
program at (phone number).
General Information
After-school programs will be held at (list site/s). The program is for children in
kindergarten through sixth grade. It is your child's responsibility to get themselves to the
after-school program. The after-school program is accountable for your child after they have
signed in and until they are signed out.
Each day, at each site, there will be certain activities. We will have snacks each day. There will
be time for recreation. We will be learning about the world around us through enrichment
units and hands-on activities. Children will have time to work on their homework. Tutoring
will be available. Although the schedule may vary and activities may be different from site to
site, all of the above program components will be available at each site.
The after-school program will meet each day after school until 5:30pm at each site. Children
can be picked up before 5:30pm but must be picked up by 5:30pm. Parents, or someone the
parent designates, must come into the school building and sign the child out each day before the
child leaves the after-school program. If students are picked up late, a late pick-up fee applies.
Please see page 10 for more information.
When there is no school due to a previously scheduled vacation, there will be no after-school
program that day. When school is cancelled or dismissed early because of weather, there
will be no after-school program. When there are no activity busses due to bad weather or
when other after school activities have been cancelled due to weather, there will be no
after-school program. Such announcements will be made on the same radio stations that
announce school closings (see information under Weather).
Eligibility
Any child in kindergarten through sixth grade for the current school year who attends school in
the (list your school’s name) Community School District, including those who attend Notre Dame
Catholic School and those who are home-schooled, are eligible to attend the after-school
program. Children are welcome to attend the after-school program as often as they need or
want to. It is helpful for us to know when to expect your child but they are welcome to come
any day.
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Before your child attends the after-school program, there are two forms that we need to
have completed and returned to the after-school program. They are:
1. Information form
2. Permission form
Discipline
Discipline plays a role in maintaining order in any situation, including the after-school program.
When discipline is consistent and fair, children learn how to get along with others and to
internalize limits. Children and staff are expected to treat each other as well as the
surroundings with respect.
The rules for behavior during the after-school program are the same as those for the regular
school day. Please consult the handbook that was provided from your child’s elementary school.
By having the same rules both during the school day and during the after-school program,
children will know how they are expected to behave and these rules will be reinforced.
At or near the beginning of the after-school program each fall, students will be given the
opportunity to write a set of rules for their behavior in the after-school program. Staff
members will guide students in this process and students will be given the chance to help
determine consequences for breaking rules as well. When students are involved in setting the
rules and expectations, they are more likely to obey them since they helped to create them.
If children misbehave during the after-school program, they will be given a verbal warning and
asked to correct their behavior. If the child misbehaves again on the same day, staff members
may remove the child who is causing a disruption from the situation and have them take a "timeout." The child will be given the opportunity to rejoin the activity their peers are engaged in as
long as they are able to behave appropriately. If necessary, another “time-out” may be given.
If a child cannot participate appropriately in an activity, they will be removed from the
situation.
"Time-out" consists of having a child sit in a quiet area, away from the activity that caused
them distress, while they regain control over themselves. As a general rule, a child will be given
“time-out” for a number of minutes equaling their age. Children will also have an opportunity to
talk with staff members about why they behaved as they did.
If a child is repeatedly misbehaving, their parents may be called in for a conference with afterschool program staff. A conference will also be held if a child's behavior is a threat to the
safety or well being of others in the program. If problems persist or the behavior is serious
enough to warrant it, parents may be asked to make alternative arrangements for their child's
after school care and the child may not be allowed to attend the after-school program.
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After-school program staff has discretion to handle behavior problems as the particular
situation arises. In all cases, maintaining the safety and security of all the children in the
after-school program is most important.
Volunteering and Visiting
The after-school program can almost always use volunteers. You are encouraged to volunteer as
often as your schedule allows. Volunteers are needed to help daily. If you are not able to help
on a regular basis but may be able to help out occasionally or when we are short of help, please
let us know.
Volunteers may occasionally be needed for special events such as family dinners or field trips.
If you would be interested in helping with a specific event or type of event, please contact the
after-school program. If you have special skills that you would be willing to share with children
in the after-school program, please let us know.
Parents are invited and encouraged to attend the after-school program. This will help you
understand what your child is doing after school. If you would like to attend the after-school
program with your child, please inform the program staff at least one day ahead of time so that
we are aware of your plans.
When you are at the after-school program, please remember that you are there to help with
the program, not to supervise only your child. The program staff will be able to direct you as to
what you can assist with. To the degree that it is feasible, you may be asked to help with a
group or activity your child is not involved in. When you are volunteering with or attending the
after-school program, you must follow the after-school program's procedures, even with your
own child.
Illness
If your child is absent from school due to illness, they may not come to the after-school
program that day. In general, a child must have attended school during the school day to
attend the after-school program.
If a child becomes ill or is injured during the after-school program, their parents will be
contacted and asked to come and pick up their child. If a parent cannot be reached and the
child is in need of urgent medical attention, project staff will transport the child to the
doctor's office or hospital or call an ambulance if necessary.
The after-school program requires that each child have emergency contact information on file
before they attend the after-school program. In addition to listing contact information for
parents or guardians, this form asks for information on other people who may be contacted in an
emergency situation when the parents or guardians are not available. A medical release form is
included in our permission form.
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Medication
As a general rule, the after-school program staff will not give medication. Please have your
child take their medications before the conclusion of the regular school day. If your child
needs to take medication after school, please send written permission each day including the
name of the child, the name of the medication, the time the medication should be given and the
amount that is to be given. This policy applies to both prescription and non-prescription
medications.
Special Needs/Accommodation
If your child has special needs that are best met by someone attending them at all times, please
inform the after-school program of this situation. We will make reasonable accommodations for
the inclusion of any child who is able to benefit from the after-school program so long as their
presence and the accommodations made for them do not significantly hinder or lessen the
benefits other children experience in and receive from the after-school program.
Field Trips
The after-school program will take field trips as time and resources allow. Field trips will be
coordinated with our educational enrichment units whenever possible. Permission for your child
to take part in field trips is part of the permission form that is required before your child
attends the after-school program. Information about upcoming field trips will be provided to
you before the field trip occurs.
Sometimes field trips may last until the end of the after-school program and children will need
to be picked up at a location other than the school building. When this is the case, information
on where and when your child can be picked up will be included in the newsletter and sent home
with your child before the field trip. Signs will be posted on the school building doors reminding
people of the change in pick-up location, if applicable.
Child Abuse Reporting
All staff members of the after-school program are mandatory reporters of child abuse. We
are required by law to report suspected abuse to the Iowa Department of Human Services.
Weather
When there is no school due to a previously scheduled vacation, there is no after-school
program. When school is cancelled or dismissed early due to bad weather, there will be no
after-school program. When there are no activity busses due to bad weather or when other
after school activities have been cancelled due to weather, there will be no after-school
program. On days when the after-school program does not meet, after-school program staff
will not be available to care for your children. Please make sure the after-school program as
well as your child and their classroom teacher knows what your child is to do and where they are
to go in the event of the after-school program being cancelled due to weather.
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Weather-related announcements about the after-school program as well as about school will be
broadcast on the following radio stations:
(list your local radio stations and call numbers)
Picking Up Your Child
When the after-school program ends, at 5:30pm, your child needs to be picked up. If you have
an emergency and will not be able to pick your child up by 5:30pm, you need to contact the
school where your child attends the after-school program. If you have not picked up your child
and have not called us by 5:30pm, we will attempt to contact you or other people you list on your
child's registration form as emergency contacts.
When you, or another person you have authorized, arrive at the school to pick your child up,
please come into the school building. We need to have whoever is picking the child up sign the
child out each day. These sign-out sheets will be kept as a part of our attendance records. If a
staff member does not recognize the person who comes to pick up your child, they may ask to
see photo identification. Your child's safety is our main concern.
If your child will walk home from the after-school program, we need written notification that
they have your permission to do so. The written notification should include your address, phone
number and any other relevant information related to your child walking home. If a child walks
home after the after-school program ends, we will have them sign themselves out, noting the
time they left the program. The (your organization’s name) After-School Program, the (your
school name) Community School District and the staff of the after-school program are not
responsible for your child, and may not be held legally responsible, after your child has left the
after-school program.
Regardless of whether your child is picked up or signs out on their own, they need to be signed
out. This is how the after-school program knows that your child is where they are supposed to
be. Please talk with your child about the need to sign out each day.
In cases of divorce or legal separation, please provide us with a copy of court documents stating
who the child's custodial parent is. In all cases, the after-school program will discharge the
child to the custodial parent unless both parents sign a statement that the non-custodial parent
may pick up the child. Such a statement needs to include contact information for the noncustodial parent as well as the dates and times the non-custodial parent will pick the child up.
In cases of joint custody both parents should sign a statement as to the times and dates that
each parent will pick the child up.
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If you have a restraining order against someone who may attempt to pick your child up, please
let us know and give us a copy of the order, if possible. The more information we have, the
better job we can do keeping your child safe.
If members of the child's family have mental illness, problems with alcohol or other drug abuse
or other impairing conditions, please let the after-school program know, in writing, what
procedure you want followed. The staff will not release a child into the care of a person whose
impairment will endanger the child for whom they are responsible.
If you need to make changes to the list of people authorized to pick your child up, please
contact the after-school program.
Late Pick-up Fees
In the event that you, or someone you have authorized, are late to pick up your child and you
have not notified us (in the event of an emergency) that you will be late, a fee of $10 per half
hour or fraction thereof will be charged. This fee is payable to the after-school program.
Volunteer hours may be contributed in lieu of paying the fine, with the permission of the afterschool program director. Parents who are habitually late may be asked to make other
arrangements for their child's transportation or after-school care. The fee must be paid
before students return to the program.
Daily Schedule
The after-school program begins when school is dismissed for the day, at approximately (insert
time and name of site).
The after-school program ends at (insert time) pm. The daily schedule and order of events is
subject to change and may vary from day to day and from site to site. In general, the following
schedule will be followed: Attendance will be taken and a snack will be served and eaten. Recess
generally follows snack time. Homework completion time and enrichment generally happen after
recess.
For the specific times at which various components of the after-school program happen in the
center your child attends, please talk with the after-school program staff for that center.
While you are certainly welcome to sign your child out before the program ends at 5:30pm,
doing so will mean that your child does not get to take part in all the components of the afterschool program.
Attendance
Attendance will be taken at the beginning of each after-school session. It is your child's
responsibility to get themselves to the after-school program. The after-school program is
accountable for your child after they have signed in and until they are signed out.
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Snacks
Part of the after-school program is caring for the nutritional needs of children in the afterschool hours. Each day, we will have a snack to eat and milk to drink. These snacks will be
provided through the school district's food service program. Children will be encouraged to try
everything they are offered but will not be forced to eat anything.
If your child cannot drink milk, we will need written information from the child’s doctor stating
that they should not drink milk. Another beverage will be provided for children who are allergic
to milk if we have received proper documentation of that need. If your child has food allergies,
please alert us to these so that we can plan snacks accordingly. Also, if your child has a medical
condition that affects their food needs, such as diabetes, please talk with us about this.
If your family is eligible for free or a reduced price lunches, or if you think you may be eligible,
please fill out an application form for the hot lunch program. Even if you do not wish to pay a
lower price for your child's lunch, please fill out an application. If you qualify for free or
reduced price lunch, this will lower the cost the after-school program will have to pay for
snacks.
Your application for free or reduced price school breakfast and lunch is kept confidential and
the after-school program does not know who is eligible for or participating in this program. If
you need an application for free or reduced price breakfast and lunch, please contact (name and
phone number).
Recreation
The after-school program is sensitive to the fact that children are in need of physical activity
after school. Therefore, each day will have time set aside for recreation. All of the
elementary schools have playgrounds that we can use when the weather is good. During this
time we may also play games in larger groups. The focus of the recreational activities will be on
having fun and being physically active and not on competition.
Students will follow the same rules on the playground and in the gym after school that they
follow during the school day. While every effort is made to ensure students follow the rules
and stay safe, accidents do happen. If an accident involving your child does occur, you will be
contacted.
Educational Enrichment
One of the main purposes of the after-school program is to enhance and extend the learning
that goes on during the school day. This enrichment will primarily be in the form of thematic
units, usually lasting at least four days. The emphasis will be on hands-on learning and having
fun while learning in unconventional ways. We will also be making use of media including but not
limited to the computer labs in each school, videotapes and audiotapes.
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Homework Time/Tutoring
Children will have time to work on their homework during the after-school program. Children
should bring homework with them to the after-school program each day they attend the
program. It is a student’s responsibility to bring their homework with them to the after-school
program. Students who do not have homework will have the opportunity to read during
homework time. Your child may not always finish all their homework during the after-school
program but they can work on it during the time provided. The after-school program staff will
be available if students need help with their homework but parents will maintain full
responsibility for ensuring accuracy and completeness of all assignments.
The after-school program staff talks regularly with classroom teachers in each building and the
program makes an effort to remain up to date with what is happening in the classroom. For
students who do not have specific homework, usually those in kindergarten through second
grade, age appropriate materials will be available for use during homework time. Students with
spelling lists will be given the opportunity to work on their words at least three times a week.
If parents have specific requests for help for their students, these should be communicated
with the after-school program directly. We are working to make one-on-one and small group
tutoring available in all schools every day.
Special Events
From time to time, there may be special events as part of the after-school program. These may
include family programming in the evenings, open houses and dinner theatre presentations.
Information about special events will be included in the after-school newsletter. If you are
interested in helping plan or coordinate a special event, please let us know.
Family Support Programming
In addition to after-school programming, the Community Learning Centers anticipate offering
several family support programs throughout the school year. Information on these programs, as
well as who is eligible to attend these programs, will be provided through the newsletter.
Newsletter
Communication between the after-school program and the parents or guardians of children in
the program is essential for the success of the program. To this end, we will publish monthly
newsletters containing information about the after-school program, the staff and upcoming
events and activities. Included with this newsletter will be a calendar for each site, containing
information about upcoming events and enrichment units.
The newsletter is our primary means of communicating information about the after-school
program to parents and students. Please read the newsletter carefully and keep the calendars
in a prominent location in your home.
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