wellesley community children`s center early childhood staff

Introduction – Overview
Statement of Non-Discrimination
Personnel Policies
Staff Benefits
Staff Responsibilities
Administrative Structure
Additional Information
Sexual Harassment Policy
Family Medical Leave Act
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This booklet is designed to provide an overview of employment at Wellesley
Community Children's Center. It outlines many of the policies, procedures and benefits
associated with working at WCCC. Please keep the booklet for reference. As policies
change or new material is added to the booklet, we will give you the updated information to
add to your copy. The Center reserves the right to amend or modify the handbook as
necessary, in its discretion. This handbook is to be used as guidance and does not create
any contractual rights between WCCC and its employees. Absent a written contract for a
fixed term signed by the Executive Director, employment at WCCC is on an at-will basis.
Overview of Wellesley Community Children’s Center
The Center was founded in 1971 by a group of Wellesley citizens who saw a need for
quality, affordable childcare in the town. A small group of people raised money, built local
support, and often worked as volunteers in the Center. During the first few years, WCCC's
Preschool Program was located in two Wellesley churches before a more permanent home
was found in Alumnae Hall on the campus of Wellesley College. Although WCCC had no
official connection with the College, the College renovated the space in Alumnae Hall and
offered it to the center at an affordable rent. The Center grew rapidly, more than tripling its
enrollment in two years. By 1980, an After School and an Infant Toddler program had been
added to the original preschool program.
WCCC Today
In 1985, WCCC, Wellesley College and Babson College investigated the possibility of
a jointly operated childcare facility on one of the two campuses. After a year of planning
and discussion, this group decided that the colleges (with a monetary contribution from
WCCC) would construct a new facility on the Wellesley campus, which would continue to be
operated by Wellesley Community Children's Center, Inc. Our current agreement with the
colleges specifies that we aim to have 2/3 of our enrollment from Babson and Wellesley
Colleges, and 1/3 from the community.
In March of 1988, WCCC brought its infant-toddler and preschool programs together
under one roof in the current building on the campus of Wellesley College. The ECP building
houses WCCC’s administrative offices. The academic year of 1987-1988 was also a banner
year for our After School Program. In September, we entered into an agreement with the
Wellesley Public Schools, which allowed us to combine two program sites into a single
location at the Wellesley Middle School. Recent years have seen significant growth in the
need for after-school care. In 1997, WCCC moved back into the elementary schools. Today,
WCCC offers after-school care to Wellesley public school children from kindergarten through
fifth grade in town elementary schools and to 6th, 7th and 8th graders at the Middle School.
Governance and Administration
WCCC is a non-profit corporation governed by a Board of Directors made up of
parents, staff, professionals in the field of education, and members of the community. An
Executive Director and an Administrative Assistant administer the Center. There are on-site
Program Directors at the Early Childhood Program and After School Program.
NAEYC Accreditation
In August 1989, WCCC's Early Childhood Program was the fifteenth school in
Massachusetts to receive NAEYC accreditation. Accreditation is a comprehensive, voluntary
process of internal self-study. Outside assessors review materials and visit programs to
verify compliance with the Academy's Criteria for High Quality Early Childhood Programs.
Every five years WCCC reapplies to NAEYC in order to maintain Accreditation status.
WCCC does not discriminate against any person in providing services to children and
their families, or in its employment practices, on the basis of his or her race, gender, age,
handicap, religion, sexual orientation, national origin, ancestry, political beliefs, marital
status, or military status, except that as to the age of children, the provisions of any license
issued to the corporation by any municipality of the Commonwealth shall govern the policy
of the corporation. WCCC encourages employees to immediately report any instances of
perceived discrimination. No employee will be retaliated against for making such a report,
for cooperating in any against resulting investigation, or for engaging in any other activity
protected by state or federal anti-discrimination laws. Toilet training is not an eligibility
requirement for enrollment.
We aim to meet NAEYC standards for teacher qualifications, which state that teachers
should have minimum of an associate’s degree or equivalent by 2010 and a baccalaureate
degree or equivalent by 2025.
Criteria for Hiring
All Lead Teachers, Site Coordinators, Specialists, Teachers, and Assistant Teachers
must meet the basic requirements as specified by the State of Massachusetts 102 CMR
7.00. A copy of current state regulations is available in the Director’s office.
EEC Regulations prohibit WCCC from confirming an offer of employment until the
satisfactory completion of both a Criminal Offender Record Information (CORI)
investigation and a Department of Children and Families Background Record Check
of the candidate. Further, the regulations prohibit a candidate from commencing
employment until after the candidate is cleared as a result of the CORI and DCF
Background Record Check investigations in accordance with 606 CMR 14.00.
Notwithstanding the above, WCCC elects to follow the “Interim Optional Policy:
Background Record Checks” We understand that this may only be done under the
following circumstances:
• The candidate has been “CORI-cleared.” Which means there is a finding of “no
record” or WCCC has granted discretional approval, has documented in writing the
rationale for CORI discretionary approval, and maintains the document in accordance
with the provisions of 606 CMR 14.11.
• The candidate is conditionally hired subject to successful completion of DCF
Background Record Check Investigation. Candidate may count in ratios but
may not have unsupervised contact with children. This condition must be
document in the candidates BRC file and in writing to the candidate.
Before being hired or working at WCCC, teachers, administrators, and volunteers must sign
a form allowing WCCC to conduct a background record check. During the interview process,
candidates for employment will be asked if they have been found to have abused or
neglected a child in Massachusetts or elsewhere. The background record check includes
CORI (Criminal Offender Record Information) and DCF (Department of Children and
Families) information. If there are adverse results from either the DCF or CORI checks,
WCCC will follow EEC regulations regarding communication with the candidate.
Director or approved reviewer, will notify the candidate in writing, provide a copy of the
results of the adverse CORI or DCF check, and inform the candidate as to which part of the
record may make him or her ineligible for work. We will provide the candidate with the
notice of how to challenge the accuracy or relevance of the results. We will ask the
candidate if he or she wishes to proceed with the hiring process and undergo a discretionary
review. We will then follow the steps indicated by regulation in order to determine whether
to hire or not. After the review, if a decision is made to hire, we will document the evidence
and explain the rational for hiring. CORI and DCF information is confidential. Personnel files
will contain, the original signed Request/Consent for background record check form, a copy
of a photo ID, and the CORI receipt page signed and dated by the Reviewer. All other CORI
or DCF documents will be kept in WCCC’s safe. WCCC will complete a new Background
Record Check for an employee, volunteer or intern anytime WCCC receives information that
may indicate a new check is appropriate.
WCCC’s Executive Director assumes the responsibility as Licensee for Background Checks.
WCCC’s Program Directors, as decision makers in the hiring process, have the authority to
review CORI and DSS results. WCCC’s Executive Director will submit appropriate forms to
EEC and ensure that approval is given for each Reviewer. In addition, he or she will
underline the importance of the confidentiality of BRC’s. The Executive Director will notify
EEC when a Reviewer leaves the employ of WCCC and will obtain EEC approval for each new
Reviewer. Every Staff Member or regular volunteer will be asked to submit the above forms
every two years or whenever WCCC receives information that a new CORI or DCF
background check is indicated.
Beginning Work at WCCC
Each person hired by the Center, who has not worked at WCCC as a regular
employee in either a full- or part-time capacity during the year immediately preceding the
date of hire, will be evaluated during the first three months of employment. This is a trial
period. During the trial period, WCCC will evaluate the employee and a decision will be
made about a continuation of employment. In some instances, either the Program Director
or the Executive Director may require a second trial period.
During the trial period, an
employee may be discharged for any reason and without advance notice.
During the trial period, new staff members, who work 20 hours or more, may apply
for WCCC’s health plan. Currently, the center pays 75% of the cost of an individual plan for
Full time employees during the first year of work and 90% of an individual plan thereafter.
Department of Early Education and Care / WCCC File Requirements
1. Resume (and references)
2. College transcripts/ training certificates/ course grades
3. EEC Certificate and Registry form (annually)
4. EEC staff information form
5. Verification of Experience form
6. I-9
7. CORI /DCF background check
8. Employee acceptance form, emergency form, benefits form, and contract
9. Proof of current first aid certification and CPR Certificate
10. Upon hire and every two years thereafter, a letter from physician indicating good
health status
11. Proof of negative TB test since April l, l977
12. Verification of MMR or evidence of immunity to measles, mumps and rubella.
13. EEC Staff Orientation Checklist
14. Staff must participate in the following: medication training, USDA training, and
WCCC orientation. Copies of all training certificates or course grades are required.
The above information must be kept current. Directors periodically require employees to
furnish updated forms.
Staff Orientation
Each year new staff members attend an orientation meeting when they take a tour
of the center and are introduced to the rest of the staff. We will discuss the NAEYC Code of
Ethical Conduct, Mass. Department of Education (DOE) curriculum guidelines, and NAEYC
Program Standards. Included in the tour will be the location of our First Aid kits, extra
clothes, daily schedules, and evacuation procedures. Staff will be shown how to use the
telephones, appliances, fire alarms and fire extinguishers. All new staff will receive both a
Staff Handbook and a Parent Handbook, which explain our philosophy, organization,
policies, and procedures. Teachers will also receive our “Health Care Policies and
Procedures” booklet which includes procedures for the administration of medication, first
aid, behavior management, what to do in the case of emergencies, and additional important
information. Thereafter, teachers are requested to check the Staff Handbook and Health
Care Policies on our website: http://www.wccc.wellesley.edu/. Teachers will be informed
about changes or correction to the Staff Handbook and those changes will be noted on the
website. All staff are expected to understand and follow procedures for classroom behavior
management in the case of catastrophic emergencies – see “Health Care Policies and
Procedures booklet.
Definitions for Time Worked/Positions
1. Trial Employee: An employee who has not completed their initial trial period or any
2. Regular Full-time: An employee who has completed the trial period and who is
regularly scheduled to work 30 to 40 hours a week, 12 months per year. Full-time
staff must fulfill EEC requirements for teacher. Full-time classroom teachers are paid
for 35 hours a week, with 30 hours in the classroom. The additional five paid hours
per week are for a combination of team meetings, planning time, working breaks,
snack shopping, cleaning, and time used to fulfill job requirements for writing
conference reports, attending parent conferences, writing daily/weekly notes, and
other communications with parents or other staff members, and for arriving five
minutes before scheduled shift each day. Salaried teachers are “exempt” employees
and as such are not entitled to overtime pay. Although occasionally payment may be
made extra hours.
3. Regular Part-time: An employee who has completed the trial period and who is
regularly scheduled to work at least 20 hours per week, 10 or 12 months per year.
Part-time staff may be designated teacher (part time) or assistant teacher,
depending upon qualifications. Assistants are not responsible for writing reports,
though their input will be requested for children's reports and parent/teacher
conferences. Assistants may not have sole supervision of a group of children, inside
or outside the building.
4. Seasonal or Temporary: Staff who work less than twenty hours per week, and/or
who work seasonally (as during the summer). These employees are not eligible for
Scheduled Work Hours
Employee’s weekly schedules are generally set in advance. Teachers must account
for paid planning time, attend staff meetings, parent nights and workdays as part of their
employment at WCCC. As part of paid planning time, all teachers are expected to
arrive at least five minutes before the beginning of their shifts so that they and
their classrooms can be ready for the start of their shifts. Staff who work the closing
shift are paid to work until 6:00 pm, and are expected to be in the Center until 6:00 pm.
Salary / Pay Period
All staff are paid by check on the 15th and the 30th of each month. Semi-monthly
payments are figured by taking the total salary for the year and dividing it by the number of
pay periods in the contract period. Thus, the base pay is the same for every paycheck.
When teachers are asked to work beyond their regularly scheduled hours, they will be paid
on the last check of the month only. Teachers are responsible for reporting their attendance
and leave time to the office. It is recommended that teachers keep their own records as
Extra hours
At the request of the directors and at times when unusual circumstances make it
necessary, WCCC’s administration will request that teachers work extra hours. As stated in
the contract of employment, teachers are “exempt” employees and as such, are not entitled
to overtime pay.
However, WCCC may, in its discretion, offer additional pay as
compensation for additional duties beyond employees regularly scheduled hours. In these
cases, teachers will be compensated at their regular rate of pay, which is added to base
salary. Each employee must record attendance and extra hours on the attendance sheets,
which are given to the administrative assistant at the end of each week. Sometimes
teachers must provide care beyond 5:45 p.m. when parents are unable to get to the Center
by closing time. Both the parent and the teacher must sign a chit stating what time the
parent picked up the child. Parents are charged $5.00 from 5:45 to 6:00 pm, and $10.00 if
they arrive after 6:00 pm. After the third late pick-up, the fine increases by $5.00 with
each late pick-up. Teachers are paid the late fine when they remain with a child after 6:00
Staff meetings / Team Meetings / Staff Training
Attendance at staff meetings is required of full- and part-time staff. Compensation
for attendance at staff meetings held outside Center hours is given only to part-time staff
members and after school combination teachers. Compensation for these meetings is
factored into the salaries of fulltime teachers. Required team meetings are held weekly.
For full-time staff, the one-hour team meeting is part of paid planning time. Part-time staff
and combination teachers who attend team meetings or workdays over and above
contracted work hours will be paid for additional hours. All-Center staff meetings are held
on the last Monday of the month unless otherwise indicated.
Snow Day Policy
Snow days are difficult for all. We aim to strike a fair balance between the needs
of working parents and working teachers. Teacher often live a distance away and in
storms must manage to get to and from work under difficult driving conditions.
WCCC’s Early Childhood Program will close when the Wellesley Public Schools close
on the first day of a storm or whenever Wellesley College is closed. If Wellesley Public
Schools are closed for a second day, every attempt will be made to open the center. Parents
should check email and the center website (www.wccc.wellesley.edu) to ascertain if the ECP
is open when the Wellesley Public Schools are closed. The ECP will open at 7:30 as usual
when Wellesley Public Schools have a late opening. Television stations limit the number of
schools they list during snow closings. WCCC will only be listed on the WHDH website at
http://www.whdh.com. If you would like to receive text message alerts from WHDH about
school closings, go to http://whdhstore.hipcricket.com/ to register and sign up your cell
phone. If you have any questions, please come to the office for assistance.
We will close the program early if we have reason to believe that a storm may
be serious enough to prevent parents from arriving by 5:45 p.m., because there have
been occasions when children and staff were stranded well into the evening. We ask all
parents to provide updated email addresses and to check messages regularly on bad
weather days.
Please Note: Decisions about early closings attempt to take into account the
needs of parents, who are expected to be at work regardless of weather, and
staff, who may face difficulties getting from work in bad weather. If WCCC is
open, teachers are expected to be at work. When a teacher cannot make it to
work, it will be counted as a leave day. We cannot make decisions about the
safety of driving in bad weather. Please know we will notify you as soon as we
make an early closing decision.
Staff Evaluations
WCCC will endeavor to evaluate new full time staff within their trial period, i.e., the
first three months of employment. Each year, teachers set personal goals for the upcoming
year and meet with one of the directors to create a professional development plan. Ways of
improving program planning skills, group leadership skills, working together as teams,
recognizing the importance of families and professionals, building community partnerships,
and ways of observing and improving teaching and care giving skills will be discussed.
Teachers are responsible for working on professional goals. All staff members meet with
either the Executive Director or Program Director later in the year to see if goals have been
met and to address areas of concern. Teachers are encouraged to schedule more frequent
meetings as necessary.
Less formal, but on-going supervision of staff occur regularly at WCCC.
Executive Director and the Program Director try to visit classrooms daily, both to
communicate with staff and to observe the classroom activities. Issues that are curriculum
or programmatic in nature will be brought up at weekly team meetings as a way to evaluate
the ways we work with the children in our care. The needs of individual children and
communication with families are also discussed at team meetings The Directors will address
particular issues or concerns with individual staff members at bi-monthly meetings or as
they deem necessary through classroom observations. It is expected that teachers will
understand and use the “NAEYC code of Ethical Conduct” to as a guide for professional
behavior. The guidelines will be discussed periodically. Copies of the “NAEYC code of
Ethical Conduct” are in the Office and Staff room.
Salary Increases
In general, salaries increase each year, but it is not guaranteed. Increases are
determined during the budgeting process in consideration of factors such as the number of
years at WCCC, previous experience, performance and attendance, and educational level or
changes in educational level of staff. The Executive Director may increase a salary, in
his/her discretion, if it is necessary to raise a given salary category to a higher level.
Paid leave time. WCCC offers a flexible leave time plan which gives full-time staff
members 26 days per year, accrued at the rate of 2.16 days per month. Part-time teachers
(those working at least 20 but less than 30 hours per week) have 18 leave days per year,
accrued at the rate of 1.16 days per month. These leave days may be used in any way the
staff person wishes; there is no distinction made between vacation, sick, or personal leave.
When a holiday falls within a teacher’s paid vacation period, the holiday is not
considered a leave day. If the Center closes because of bad weather, teachers on leave will
not receive an additional vacation day. Teachers may only carry-over a maximum of five (5)
leave days from one contract year to the next. These accumulated days may be used as
leave days during the next contract year or they may be paid at the end of the current
contract year. The option is at the staff member's election and must be made by the
beginning of Work Week.
Most staff members wish to take leave time in the summer. In order for everyone to
have the opportunity to take a summer vacation, each staff member may initially request
up to 10 days during the months of June, July, and August. Leaves of more than 10
consecutive days are difficult for the Center to cover, but additional summer vacation days
may be granted depending on the availability of appropriate teaching coverage. We will do
our best to accommodate teachers’ vacation scheduling needs, but ask that teams do their
best to ensure that their vacation times do not overlap. Under unusual circumstances,
longer leaves may be arranged at the discretion of the Executive Director. If a staff member
leaves before the end of the contract period, he or she will be paid for unused leave time
accrued to the final day of work.
Leave of absence without pay may be granted under unusual circumstances, with
the approval of the Executive Director. Paid leave time is not earned during periods of
unpaid leave. WCCC follows federal Family and Medical Leave Act (FMLA) for maternity and
paternity leaves. WCCC’s FLMA guidelines are at the end of this handbook.
Payment and vacation policy for leave time that is greater than time
a. When a teacher is out for longer than 2 weeks, whether covered by disability
insurance or not, they must first use accumulated leave time.
b. After using the previous year’s accumulated vacation time (i.e. roll over time), a
teacher will then be paid for earned time accumulated during the current year up to
the time he or she is out.
c. If a hardship is determined and a teacher, for good reason, has an unusual amount
of absences, he or she may be paid for the amount of time accumulated plus up to
five days not yet earned (assuming they will be earned later.)
d. At the point when a teacher is out and has no more time to use, leave days off will
be unpaid. For each group of 5 unpaid days, 1/2 day will be subtracted from
available days. Once a teacher has used up all of the available days (and has earned
back any days advanced), he or she will again begin to accrue time.
e. Teachers may discuss any special circumstances that have a bearing on the above
with the Executive Director. Regular attendance is an essential job function. An
excessive number of absences, even for a legitimate reason, may result in separation
from employment.
Health, dental and disability insurance. Full- and part-time staff (20 hours or
more) may participate in the health, dental and disability insurance plans offered by the
Center. The type of plan offered and the amount of WCCC’s contribution are subject to
change, at WCCC’s discretion. Part-time staff who work 20 or less hours a week may join a
health or dental plan and pay 100% of the cost. Staff must work more than 20 hours per
week to qualify for the disability insurance plan. Please ask the administrative assistant for
complete information.
Cafeteria benefits or pre-tax payments.
It is possible to pay for certain
expenses, such as medical and dependent care, with pre-tax dollars. This arrangement can
mean a significant saving on income taxes. Please ask the administrative assistant for
complete information.
Pension Plan.
As of January 1996, WCCC began offering a pension plan to those
employees who have completed a year of employment and have worked more than 650
hours during that year. Currently, WCCC contributes 5% of each employee’s gross salary to
TIAA-CREF. Second year part-time teachers must work 650 hours before they qualify for
the plan.
WCCC, through TIAA-CREF, also makes available to all employees a
Supplementary Retirement Account. Information on our pension plan is available from the
administrative assistant.
Reduced tuition for children attending WCCC. Depending on the availability of
space, after two years of full time employment at WCCC, teachers qualify for a 20% tuition
reduction for their children to attend WCCC. Employees who have worked full time for five
years qualify for a 33% tuition reduction for children to attend WCCC. While we will
endeavor to admit all children of staff, WCCC’s commitment to having two-thirds of our
families be college families, may have an effect on the number of staff children we can
admit in a given year.
In the event of several teachers applying for space at the same
time for the same room, we will give priority to the teacher with the greatest seniority.
We are fortunate to have several teachers who will have children in our classrooms.
In order to make things work smoothly both from the teachers who are parents as well as
the classroom teachers, we feel we should set some guidelines for classrooms with staff
children enrolled.
At WCCC, your job responsibilities are for the children in your care. As a parent, you
are welcome to visit the classroom your child is in:
• On your breaks or lunch time
• When mutually agreed upon by everyone
Wellesley College ID/Access to campus facilities.
Staff members under
contract may obtain a College ID card from the campus police. The card enables holders to
become members of the sports center, College Club, Nehoiden Golf Club, and to use
facilities such as the library. Staff also must register their cars with campus police and
must post a sticker in the specified window to park on campus.
Credit Union. Applications for the Metropolitan Credit Union are in the office.
Professional days. Each full-time staff member may choose to take two paid
professional days during a year. Generally one is used to attend a conference/workshop,
while the other is used to visit two other early childhood programs. Staff employed for more
than five years, may use both days for a course, workshop or conference. For workshops or
conferences held on a non-work day (Saturday, Sunday or holiday), teachers will be
credited with a leave day. Professional days must be arranged with the Program Director.
Holidays. The Center is closed and staff under contract are paid for the following
holidays: New Year’s Day, Martin Luther King Day, Presidents Day, Patriots’ Day, Memorial
Day, Independence Day, Labor Day, Columbus Day, *Veterans Day, Thanksgiving Day and
the following day, Christmas Eve and the week between Christmas and New Year's Day.
*Although the center is usually closed to children on Veterans Day, we may open and trade
it in order to close another day. We may also choose to close on Veterans Day and rather
than having a staff workday, arrange for a STAFF WORK NIGHT later in the school year.
Tuition Assistance After one year of work at WCCC, full-time staff may apply for
partial tuition reimbursement for one course per year upon the completion of an EEC
approved course. The proceeds from an annual WCCC letter provide funding for this
benefit. The number of applicants each year, the cost of each course, and the amount of
money available, effect on the actual amount of reimbursement any individual will receive.
Jury Duty. We will comply with state regulations concerning jury duty obligations.
Bereavement. When an immediate family member dies, WCCC provides paid leave
time. The length of time allowed for bereavement leave is normally 1 to 3 days, but may
vary as determined by the Director depending on the distance needed for travel and the
amount of responsibility a staff member must assume. The total leave time cannot exceed
5 total working days. For purposes of this policy, immediate family is defined to include the
following: mother, father, mother-in-law, father-in-law, spouse, domestic partner, sister,
brother, or child.
1) Staff documents. Each staff person is responsible for providing administration with all
the required documents for WCCC to have on file. A list of the required documents is in
the section "Department of Early Education and Care/WCCC File Requirements."
2) Primary teacher system. WCCC’s primary teacher system, is the foundation of care
and communication in WCCC’s early childhood program. Primary teacher responsibilities
include, but are not limited to:
a) Home visits. Prior to the start of a new school year, each child’s primary teacher will
conduct a home visit. This visit is usually about one-half hour in length and is for the
purpose of seeing the child at home with the parents. It is an opportunity to
establish a connection with the family before the first day at the Center and to
exchange whatever particular information may be most important for that child.
Normally home visits are during Work Week, but sometimes scheduling a convenient
time with the parents is difficult to arrange. Home visits that are outside the Centers
hours are considered part of paid planning time. Home visit reports must be written
and submitted for filing within one week after each home visit. When a child enters
the program at a different time (i.e. late Spring), there will be an orientation for the
family and, if possible, a home visit.
b) Children's Files Teachers must ensure that the files of each of their "primaries" are
maintained. Any missing forms should be reported to the Directors.
c) Notes. Communication with parents is one of the most important aspects of the
WCCC program. In the Infant 1 classrooms, teachers write a daily note in a small
spiral notebook which parents take home to read. Infant 2 and Toddler teachers
write a weekly note for each of their primary children in each child's notebook.
Preschool teachers write in notebooks 2-3 times a month. Parents are encouraged to
respond in the same notebook with their own comments.
d) Reports to parents. Every full-time Teacher must write two reports each year on the
children in his/her primary care. For children under fifteen months and children with
special needs, the primary teachers are required to make written reports every three
months. Post-conference reports must be written after all parent teacher meetings.
Parent conferences are scheduled in late October/November/early December and
May/June of each year. Additional infant conferences occur in Jan. and Aug. Note:
The Center is required by the EEC to "bring special problems or significant
developments" to the attention of parents. These concerns should be relayed first to
the executive or program director. It is important we tell parents in a timely fashion
of significant concerns, no matter how difficult to discuss. See Referral Services in
Health Care Policies and Procedures booklet.
Recording attendance. The morning teachers are responsible for marking attendance on
the attendance sheets with a check. Afternoon teachers should cross the check to indicate
when a child has been picked up. All teachers are responsible for knowing which children
are in attendance at all times; this information is crucial in the event of an emergency or
fire drill. Attendance lists must be brought out with the children whenever the center is
evacuated. Attendance must be posted by the exit doors in each room. Each staff person is
responsible for checking his or her own attendance on the daily attendance sheet or on
office time sheets.
Reporting Suspected Child Abuse and Neglect. In accordance with Massachusetts’s
law, the teachers at WCCC fall under the mandated reporting laws that address Child Abuse
and/or Neglect. See “Health Care Policies and Procedures” booklet for full explanation.
Emergency procedures.
Everyone on the staff, whether full- or part-time, must
understand the medical emergency procedures, fire drill procedures, administration of
medication and catastrophic emergency plans which are detailed in the “Health Care Policies
and Procedures” that are posted in each room.
If you have any questions about
procedures, please ask one of the directors at once. The center will conduct monthly fire
drills to familiarize staff and children with the evacuation procedure. Attendance must be
posted by the exit doors in each room.
Housekeeping. It is essential that the Center be kept clean and orderly. Staff are
responsible for cleaning chairs, tables, countertops and shelves. Our custodian cleans daily,
but certain housekeeping chores must be done by staff, i.e. cleaning and sanitizing tables
used by children, kitchen, cubbies, playgrounds, storage room. Classroom cleaning charts
should be filled out daily.
Opening and Closing. The center opens to families at 7:30 a.m. It is imperative that
morning staff are ready to greet children and that the rooms are prepared when the doors
open. Afternoon staff are responsible for locking doors and windows in their rooms, turning
off lights and giving the room an end of the day clean up. Afternoon staff will also have a
specific area of the building to check before leaving; our accessibility to town makes
security essential.
Scheduling leave time. The Program Director normally books the floating teachers on a
first come, first served basis. When floating teachers are booked, staff members are
responsible for finding coverage from the substitute list. The directors will help find
substitutes in case of illness, longer vacations, or in an emergency situation.
Staff Work Day, Prep Week, and the month of September are periods in which
leave may not be taken. The week before the Center opens in the fall is Staff Preparation
Week and is the only time when the entire staff is free for planning, in-service training, and
work in classrooms. It is, therefore, absolutely essential that all staff be present. Staff may
not take a leave day during Staff Preparation Week. During the month of September,
because children are adjusting to new programs and teachers, it is important that the
staffing be as consistent as possible. For this reason, leave may be taken only for illness or
other emergencies.
Please notify us as soon as possible in case of illness; it is often very difficult to find
subs in the morning for the same day. If a morning teacher is sick, he or she should call
the center anytime before 7:00 and leave a message on the answering machine. Morning
teachers are assigned to check these messages on a rotating basis. Afternoon teachers who
will be absent should call the center between 7:30-10:00am.
Supervision of student teachers, aides, and volunteers. All teachers are responsible
for appropriate, on-going supervision of non- full-time staff members working in their
classrooms (See student teacher and volunteer policy).
Keys. Each classroom has a key to the center, which should be rotated to the 7:30 shift
teacher. Classroom teachers must notify the Executive Director if a key is lost or stolen.
Parking. Staff must register their cars with campus police and must post a sticker in the
specified window to park on campus. Morning Staff must park in the Grey parking lot on the
Wellesley College campus. Afternoon staff park at Fiske House. The Weston Road lot is for
parents dropping off and picking up children, please do no use this lot.
Cell phone policy.
The use of phones and texting has become a major form of
communication. However, because the children need full attention, the use of cell phones is
in the building is limited to the office area only. Cell phones should be turned off and text
messages should not be sent during work hours. In addition, pictures of children by cell
phone camera should not be sent by anyone. In the case of an emergency, which would
necessitate that a personal cell phone be turned on to receive a message, please let the
Directors know.
Personal Computer or cell phone use. Please do not check email, cell phone messages,
or use computers for personal matters during work hours with children.
Facebook and Social Networking. There is a potential for breech of confidentiality on
Facebook and other Social Networking sites. We ask that staff be wary of posting anything
about children, families, co-workers, or anyone associated with WCCC that could be
misinterpreted, misconstrued, or give an improper perspective of work at WCCC. Do not
post any photos of children or teachers at WCCC in emails or on social media sites without
Dress code. All teachers, assistants, students, and summer employees should use the
following guidelines for dress while working at WCCC:
• Casual clothes are fine, but please be sure they are appropriate
• Dress for the weather – coats and boots in the winter. Shorts and light tops are
fine in the summer, but no high cut shorts or low cut tops
• We ask that the children not wear flip-flops during the summer – make sure
shoes are appropriate for outdoor play with children
• Beach clothes worn at Morse’s Pond should be appropriate for playing in the
water with the children and digging in the sand.
Handbooks. Teachers are requested to check the Staff Handbook, Parent Handbook,
Student Handbook, and Health Care Policies on our website: www.wccc.wellesley.edu.
Teachers will be informed about changes or correction to the Staff Handbook and those
changes will be noted on the website.
Administrative Structure
EEC requires that parents be informed of the following:
Department of
Early Education and Care (EEC)
Board of Directors
Executive Director
Student Assistants
Early Childhood
Program Director
Administrative Assistant
After School
Program Director/
Assistant Directors
Head Teachers/
Site Coordinators
Student Teachers
Disciplining and Suspension of staff.
It is required that WCCC employees follow WCCC’s job expectations in regards to
policy and personnel matters, treatment of children and families, conduct while at the
program, confidentiality, and harassment policies. Once a Director is aware of staff
misconduct while in the performance of duties at WCCC, the Director will speak directly to
the staff member, note what must be changed, and give the staff member a reasonable
time to show improvement. Depending on the severity of the misconduct, the Director will
involve the Executive Director and a decision will be made about documenting the
If the behavior is persistent, the staff member may be suspended without
pay, until the matter can be resolved.
Reporting Suspected Child Abuse and Neglect
In accordance with Massachusetts’s law, the teachers at WCCC fall under the
mandated reporting laws that address Child Abuse and/or Neglect. These laws also address
“endangerment” or “failure to provide a safe and secure environment.” Teachers are bound
by law to report suspected physical or sexual abuse of a child, or conditions of
endangerment/failure to provide a safe and secure environment.
An example of
endangerment would be a parent or guardian driving a child to or from school while under
the influence of an intoxicating substance. This would be a condition of endangerment for
the child, parent, and other drivers. Anyone on the WCCC staff who has reasonable cause
to suspect abuse or endangerment of a child enrolled in the program is required by law to
report these concerns. If there is immediate concern of possible endangerment, Campus
Police will be called. It is WCCC policy to have teachers discuss concerns of abuse and
neglect with the executive director and/or program director. If, after speaking with the
Massachusetts Department of Children and Families (DCF, formerly DSS), it is determined
that an incident is reportable, a report will immediately be filed with EEC and DCF.
Likewise, all staff members are required to report abuse or neglect of a child in the care
of a WCCC staff member to a director immediately. The director will review the case and
decide if further investigation or immediate action is needed. EEC or DCF will be
consulted to determine if a formal report needs to be filed. Depending on the severity of
the charge, the staff teacher may be reassigned to duties with no child contact,
suspended with pay pending the outcome of the investigation, or immediately dismissed.
The identity of the staff member will be protected as much as possible and every effort
will be made to ensure that their civil rights are not violated during the investigation.
EEC shall be notified immediately after the filing of a 51A report by a staff member
alleging abuse or neglect of a child while in the care of WCCC. This staff member will not
work with children until the end of a DCF investigation and for such further time as EEC
and WCCC requires. WCCC will immediately notify the Department of Early Education and
Care upon learning that a report has been filed naming an educator or person regularly
on the premises as an alleged perpetrator or of abuse or neglect of any child.
Non-Renewal and Termination
Many staff members have signed employment contracts with WCCC that are
renewed each contract year. WCCC's contract year begins with Prep Week. If a full- or
part-time staff member does not wish to renew his or her contract at the Center, he or she
must give at least four weeks written notice, in the form of a letter of resignation. This
notice is critically important in terms of ensuring proper staffing and a continuity of
operations year-to-year. An unexcused failure to provide proper notice will result in the
employee’s separation being deemed “not on good terms,” which will be reflected in
response to any future third-party reference requests involving the employee. Note: WCCC
may elect to unilaterally waive this notice period on a case-by-case basis.
If WCCC wishes to terminate the employment of a contract employee, a notice will
be given and a last date of employment will be set. However, in the case of misconduct, or
where the situation otherwise warrants immediate termination, no advance notice may be
given. As stated in the contract of employment, employees may be unilaterally and
immediately terminated for any of the following reasons:
a) Any conduct by the Employee which impairs the reputation of or discredits
WCCC or the Employee, or an serious misconduct or professionalism
b) Inattention to or neglect of duties and responsibilities assigned to the
c) Dishonesty detrimental to the best interests of WCCC, or falsification of
d) Breach by the Employee of any of the provisions of the contract
e) Any act or omission in violation of applicable state or federal law(s) or
When appropriate, the Center will endeavor to provide four-weeks advance notice of
non-renewal. WCCC may terminate the Employee without cause by providing two weeks
advance notice of termination. WCCC may provide pay in lieu of notice.
Procedures for Handling Staff Complaints (Grievances)
Every effort will be made to deal constructively with concerns and complaints. If any
staff member has a complaint concerning center policies, this concern must be addressed
first with the Executive Director. At that time, possible solutions will be explored. If any
staff member has a complaint or a conflict unable to be resolved with another staff
member, the complaint should be discussed with both Directors who will explore possible
solutions, including, if appropriate, bringing all parties involved into the discussion. It is
essential that questions and grievances be addressed to the appropriate people.
satisfactory solutions cannot be reached by the WCCC administration, the staff member
should put the grievance in writing and it be addressed by a member of WCCC Board.
SEXUAL HARASSMENT POLICY (adopted from MCAD’s model policy
provided by Wellesley College)
I. Introduction
It is the goal of the Wellesley Community Children’s Center to promote a workplace that
is free of sexual harassment. Sexual harassment of employees occurring in the workplace
or in other settings in which employees may find themselves in connection with their
employment is unlawful and will not be tolerated by this organization. Further, any
retaliation against an individual who has complained about sexual harassment or
retaliation against individuals for cooperating with an investigation of a sexual
harassment complaint is similarly unlawful and will not be tolerated. To achieve our goal
of providing a workplace free from sexual harassment, the conduct that is described in
this policy will not be tolerated and we have provided a procedure by which inappropriate
conduct will be dealt with, if encountered by employees.
Because Wellesley Community Children’s Center takes allegations of sexual harassment
seriously, we will respond promptly to complaints of sexual harassment and where it is
determined that such inappropriate conduct has occurred, we will act promptly to
eliminate the conduct and impose such corrective action as is necessary, including
disciplinary action where appropriate.
Please note that while this policy sets forth our goals of promoting a workplace that is
free of sexual harassment, the policy is not designed or intended to limit our authority to
discipline or take remedial action for workplace conduct which we deem unacceptable,
regardless of whether that conduct satisfies the definition of sexual harassment.
II. Definition Of Sexual Harassment
In Massachusetts, the legal definition for sexual harassment is this: "sexual harassment"
means sexual advances, requests for sexual favors, and verbal or physical conduct of a
sexual nature when:
(a) submission to or rejection of such advances, requests or conduct is made either
explicitly or implicitly a term or condition of employment or as a basis for employment
decisions; or,
(b) such advances, requests or conduct have the purpose or effect of unreasonably
interfering with an individual's work performance by creating an intimidating, hostile,
humiliating or sexually offensive work environment.
Under these definitions, direct or implied requests by a supervisor for sexual favors in
exchange for actual or promised job benefits such as favorable reviews, salary increases,
promotions, increased benefits, or continued employment constitutes sexual harassment.
The legal definition of sexual harassment is broad and in addition to the above examples,
other sexually oriented conduct, whether it is intended or not, that is unwelcome and has
the effect of creating a work place environment that is hostile, offensive, intimidating, or
humiliating to male or female workers may also constitute sexual harassment.
While it is not possible to list all those additional circumstances that may constitute
sexual harassment, the following are some examples of conduct which if unwelcome,
may constitute sexual harassment depending upon the totality of the circumstances
including the severity of the conduct and its pervasiveness:
a. Unwelcome sexual advances -- whether they involve physical touching or not;
b. Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding
one's sex life; comment on an individual's body, comment about an individual's
sexual activity, deficiencies, or prowess;
c. Displaying sexually suggestive objects, pictures, cartoons;
d. Unwelcome leering, whistling, brushing against the body, sexual gestures,
suggestive or insulting comments;
e. Inquiries into one's sexual experiences; and,
Discussion of one's sexual activities.
g. All employees should take special note that, as stated above, retaliation against
an individual who has complained about sexual harassment, and retaliation
against individuals for cooperating with an investigation of a sexual harassment
complaint is unlawful and will not be tolerated by this organization.
III. Complaints of Sexual Harassment
If any of our employees believes that he or she has been subjected to sexual
harassment, the employee has the right to file a complaint with our organization. This
may be done in writing or orally. If you would like to file a complaint you may do so by
Mary Kloppenberg,
WCCC Executive Director
106 Central Street
Wellesley, MA 02481
(781) 235-7667.
Mary Kloppenberg is also available to discuss any concerns you may have and to provide
information to you about our policy on sexual harassment and our complaint process.
IV. Sexual Harassment Investigation
When we receive the complaint we will promptly investigate the allegation in a fair and
expeditious manner. The investigation will be conducted in such a way as to maintain
confidentiality to the extent practicable under the circumstances. Our investigation will
include a private interview with the person filing the complaint and with witnesses. We
will also interview the person alleged to have committed sexual harassment. When we
have completed our investigation, we will, to the extent appropriate inform the person
filing the complaint and the person alleged to have committed the conduct of the results
of that investigation.
If it is determined that inappropriate conduct has occurred, we will act promptly to
eliminate the offending conduct, and where it is appropriate we will also impose
disciplinary action.
V. Disciplinary Action
If it is determined that inappropriate conduct has been committed by one of our
employees, we will take such action as is appropriate under the circumstances. Such
action may range from counseling to termination from employment, and may include
such other forms of disciplinary action as we deem appropriate under the circumstances.
VI. State and Federal Remedies
In addition to the above, if you believe you have been subjected to sexual harassment,
you may file a formal complaint with either or both of the government agencies set forth
below. Using our complaint process does not prohibit you from filing a complaint with
these agencies. Each of the agencies has a short time period for filing a claim (EEOC 300 days; MCAD - 300 days).
1. The United States Equal Employment Opportunity Commission ("EEOC") One Congress
Street, 10th Floor Boston, MA 02114, (617) 565-3200.
2. The Massachusetts Commission Against Discrimination ("MCAD") Boston Office: One
Ashburton Place, Rm. 601, Boston, MA 02108, (617) 994-6000. Springfield Office: 424
Dwight Street, Rm. 220, Springfield, MA 01103, (413) 739-2145.
3-1 Family and Medical Leave (FMLA)
In compliance with the federal Family and Medical Leave Act of 1993 ("FMLA"), eligible
employees may request up to 12 weeks of unpaid leave in a 12-month period for one or
more of the following reasons:
"to care for the employee's newborn child or a child placed with the employee for adoption
or foster care; " to care for the employee's spouse, same-sex domestic partner son or
daughter, or parent, who has a serious health condition; or, " for a serious health condition
that makes the employee unable to perform the employee's job.
Under the FMLA, a "serious health condition" means an illness, injury, or physical or mental
condition involving inpatient care or continuing treatment by a health care provider.
Requests for leave to care for other seriously ill family members or members of an
employee's household will be considered on a case-by-case basis.
Eligible Employees: Employees are eligible to take family or medical leave only if they have
worked for the WCCC for at least 12 months and for at least 1,250 hours over the previous
12 months.
Length of Allowable Leave:
FMLA leaves may be approved for a maximum of 12 weeks in a 12-month period. For
purposes of this policy, a "rolling" 12-month period will be used, measured backward from
the date an employee uses any family leave. Under this method, an employee's leave
entitlement consists of any balance of the 12 weeks that has not been used during the
immediately preceding 12-month period.
Spouses who are both employed by the WCCC are allowed a combined total of 12 weeks of
FMLA leave within a 12-month period for the care of a newborn or adopted child, or to care
for a parent with a serious health condition. If leave is requested due to the illness of a child
or of the other spouse, each spouse is allowed 12 weeks of leave.
In the case of the serious health condition of an employee or a family member, employees
may request leave in continuous periods, intermittent periods, or by a reduced work
schedule, to a total of 12 weeks. In cases of reduced schedules or intermittent leave, a
department supervisor may transfer the employee temporarily to an alternative position to
accommodate the needs of the work area. In such situations, the employee's salary rate
and benefits should remain the same.
Leave to care for a newborn or a newly adopted child should normally be taken in
continuous periods and must be taken within 12 months of the birth or placement of the
child. When leave is taken after the birth or placement of a child for adoption or foster care,
an employee may take leave intermittently or on a reduced leave schedule only if the
Executive Director approves the request.
Requests for leave to exceed the 12 weeks provided under the FMLA will be reviewed in
accordance with the circumstances of the request, considerations of work coverage, and the
provisions of the WCCC general policy on leave without pay.
FMLA leave will run concurrently with leave taken pursuant to the Massachusetts Maternity
Leave Act and, where applicable, leave taken under the WCCC Leave policy. (See below).
Requesting FMLA Leave
Employees are expected to provide as much advance notice to the directors of the need for
a leave as is possible to allow for planning of coverage.
Where the need for leave is foreseeable based on an expected birth, placement for adoption
or foster care, or planned medical treatment for a serious health condition of the employee
or of a family member, the employee must provide the WCCC at least 30 days advance
notice before FMLA leave is to begin. If 30 days notice is not practicable, such as because of
a lack of knowledge of approximately when leave will be required to begin, a change in
circumstances, or a medical emergency, notice must be given as soon as practicable.
Certifications should include:
" the date on which the illness or condition began; " the estimated duration of the
condition; " a statement that the illness or condition warrants the participation of the
employee to provide care; and, " in the case of intermittent leave, the dates and duration
of treatments to be given.
Additional certification may be requested for any extension of a leave period beyond the
dates originally approved.
Continuation of Benefits During FMLA Leave
Health and dental plan coverage (and life insurance coverage for those eligible) continue
during FMLA periods. The employee will continue to be responsible for the employee portion
of the premium while on FMLA leave. Under IRS rules, contributions by the WCCC to
pension plans are not allowed during leaves without pay.
Use of Vacation, Sick, or Personal Leave During FMLA Leave
WCCC requires that the employee use any accrued, unused vacation leave, personal leave,
or (in the case of the employee's own serious health condition, or that of their dependent
child, parent, or for whom they are responsible) accrued sick leave as part or all of the 12week period. You will not accrue or be entitled to paid sick leave or paid vacation while on
unpaid FMLA leave.
Conditions of Return from FMLA Leave
At least one week prior to their date of return employees are expected to notify their
directors. If the FMLA leave was for the employee's own medical condition, upon return from
leave the employee must present certification from the employee's health care provider that
the employee is able to resume work.
At the completion of the approved leave period, an employee will be reinstated to his or her
former position or an equivalent position within the WCCC.
Questions relating to the provisions and eligibility requirements for FMLA leave should be
directed to the Administrative Assistant or Executive Director. Approved Sick Leave, Shortterm Disability Leave, Parental Leave and MMLA leave all run concurrently with Family and
Medical Leave. At the completion of an approved FMLA leave period, the employee will be
reinstated to his or her former position or an equivalent position within the College.
However, the WCCC does not guarantee positions beyond the 12-week FMLA period.