Parent Manual
School Age Child Care Programs
School Name: Brownsville Road Elementary
School Location/Telephone: 5292 Banbury Memphis, TN 38185/ (901)416-1785
Principal:
Charles Newborn
Program Coordinator(s):
Francesca Kinsey
Site Assistant(s): Melissa Hodges, Jessica Gist, Kimberly Thomas, Angela Lee,
Crystal Williams, Renae Bingham
Before School Hours of Operation (if applicable): 7:00a.m.-9:00a.m.
After School Only Hours of Operation: 4:00p.m.-6:00p.m.
Shelby County Schools does not discriminate in its programs or employment on the basis of race, color, religion,
national origin, handicap/disability, sex or age. For more information, please contact the Office of Equity Compliance
at (901) 416-5300.
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SACC BEFORE & AFTERSCHOOL PARENT POLICY AGREEMENT
School Name: ____________________________________
Please read and sign the policy statement below. The signed statement must be received by the SACC
Office before your child may attend the program. Signature below will indicate that you have read and
accept the policy and that by signing the statement you are the responsible party for SACC bills to the
children’s account whose names are listed below.
I __________________________________am responsible for all payments for charges incurred for the
care of:
____________________________ First child
______________________ Second child
____________________________ Third child ______________________ Fourth child
Signature of Parent/Guardian: _____________________________ Date: ___/___/___
Yes, I have received the following:
 SACC Parent Manual/ (Includes SACC Tuition Information)
 Summary of the Department of Education Summary of
Requirements for Child Care Approval
 Shelby County Schools Standards for Quality SACC Programs
 English/Spanish Building for the Future flyer/CACFP Assistance flyer
 CACFP Grievance Procedures/Civil Rights flyer
Yes, I have been informed and agree to the following:
 Students are not considered active until their first day of attendance.
 All students must be signed into the Before School Program and out of the After School
Program.
 Parents, guardians or designated persons must provide a full legal legible signature when
signing students in and out.
 DHS child care certificates are accepted. Parents are responsible for any assigned copayments or differences between voucher payment and tuition rates.
 The DHS child care certificate must be assigned to the school where child attends.
 Tuition must be paid in advance by Monday at 6:00 pm for the week in which services are being
provided. A receipt for all payments will be provided.
 A $5.00 per day late fee (per family) will be charged starting Tuesday. Children will be
suspended /dismissed from the program for non-payment of tuition and any applicable
late fees by Friday of the week in which services were provided. Children of parents failing
to make payments will only be permitted to return upon the full payment of tuition and late
fees.
 When schools are open three or more days a week the full weekly rate applies. Credit,
prorated tuition, scholarships, and discounts cannot be extended.
 Parents are responsible for the weekly tuition of children not in attendance.
 Parents must submit in writing a one week notice of intent to withdraw their children from the
program. The parent is responsible for that week’s tuition.
Yes, I have been informed and agree to the following (GRANT-FUNDED PROGRAMS ONLY):
 My child attends a grant funded SACC program site at no cost to parents.
 Programs close at 6:00 p.m. Parents of grant funded programs are responsible for the $1.00 per
minute late pick up fee (per family) charged at 6:01 pm until sign-out time.
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School Age Child Care (SACC) Parent Manual
As a service to parents, Shelby County Schools operates a School Age Child Care (SACC) program that
provides safe, enriching, and quality childcare for children before and after school. The program is
designed for working parents during the hours children could possibly be unsupervised at home. The
SACC program operates under the inspection and approval process of the Tennessee State Department
of Education using the standards and licensing procedures approved by the State Department of Human
Services.
Before- and after-school is designed to complement regular school day activities rather than supplement
them. Therefore, the SACC program provides opportunities for students to be involved in afterschool
experiences that are fun and interactive, focusing on a child’s social, emotional, academic, and physical
development. We offer activities in areas such as music, crafts, cooking, science, drama, physical
fitness activities, reading, creative writing, outdoor play, occasional field trips, and homework time.
Nutritional snacks are provided daily.
Please take time to read the Parent Manual carefully. Expectations of parents and children are outlined.
Parents are responsible for the information contained in it. Within this manual, you will find
information regarding our updated policies and procedures. This handbook is a valid part of the
enrollment agreement between the program and the parents/guardians of the children. In order to help
create a safe and enjoyable environment, we ask that you read the following rules and procedures
and make sure that your child is aware of them. We ask that you keep this booklet in a handy place
for easy reference.
Our expectation is that each parent will read and understand this manual and act in accordance with our
policies. Questions can be directed to the SACC program coordinator at the school.
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SACC POLICIES AND PROCEDURES
SACC Frequently Asked Questions (FAQs):
WHO WILL CARE FOR MY CHILD?
The Principal of the school serves as overall Program Director. The Principal will govern the
program while the Program Site Coordinator directs the daily operation of the center.
There will be one (1) adult per twenty (20) school age children. Pre-K requires one (1) adult per
each thirteen (13) pre-school children. The Program Site Coordinator and Site Assistant(s) are
employees of Shelby County Schools. All staff (coordinators and assistants) has met employment
standards established by the TN Department of Education and Shelby County Schools. Each
employee has a current CPR certification and First Aid training. All employees have been trained
in developmentally appropriate practices for children.
SACC staff work diligently in their role as child care providers. The ultimate goal of the program
is to provide care and safety to all children each day and to treat parents in a fair and professional
manner. If you are dissatisfied with a staff person’s behavior or performance, please contact the
SACC Program Coordinator or the school Principal to report your concerns immediately.
WHERE IS THE CENTER LOCATED?
The School Age Child Care Program (SACC) is located in the school’s facilities. Children will
also use the school’s outdoor play areas.
The SACC facility meets all Fire and Health Department standards for a SACC program. The
center has a telephone on-site for your convenience and for emergencies. Parents should always
be able to access the SACC program by phone. If parents cannot reach a SACC staff person by
phone immediately, then parents should report this to the school Principal ASAP.
WHAT PROGRAM WILL BE PLANNED FOR MY CHILD?
Children in the before and afterschool program will engage in developmentally appropriate
activities. These activities include, but are not limited to, reading, math, socializing with peers,
physical fitness, and time to do homework. The SACC staff will coordinate and monitor these
activities.
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HOW MUCH DOES IT COST?
When you enroll your child, you are reserving the time, space, staff, and provisions for
your child whether he/she attends the SACC Program or not. The SACC program
cannot deduct days missed from your fees. Your fees pay for direct operating costs such
as salaries, snacks and supplies, which must be available for the number of children in
attendance. Therefore, when schools are open three or more days a week the full weekly
rate applies.
The State Department of Education does not allow for credit, but financial assistance for
child care programs is available through the Tennessee Department of Human Services
(DHS) child care voucher system. Parents can contact a DHS Client Representative
located at 3230 Jackson or call 901-320-7201 for additional information on the
certificates. Please understand that parents will be held responsible for payment unless
an approved voucher has been submitted to the SACC Program Coordinator.
Please keep your SACC account current to avoid late fees. Your child will be suspended
/dismissed from the program for non-payment of tuition and any applicable late fees.
 Mandatory non-refundable /non-transferrable annual registration fee - $10 per
child
 DHS Vouchers are accepted.
KK-8th Grade
Before Care Only
After Care Only
Before and After Care
$25.00 per week per child (sibling discounts apply)
$40.00 per week per child (sibling discounts apply)
$40.00 per week per child (sibling discounts apply)
Pre-K Rates
Before Care Only
After Care Only
Before and After Care
$30.00 per week per child (sibling discounts do not apply)
$50.00 per week per child (sibling discounts do not apply)
$50.00 per week per child (sibling discounts do not apply)
Drop-in/Daily Rate (Emergencies only)
Before-school ONLY - $5.00 per day
After-school ONLY - $10.00 per day
Before & Afterschool - $15.00 per day
(An application and annual $10.00 registration fee is required.)
HOW MUCH DOES IT COST? (GRANT FUNDED PROGRAMS ONLY)
Grant funded SACC program sites are provided at no cost to parents.
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HOW DO I PAY?
1. Parents will sign the parent policy form agreeing to tuition rates and policies.
2. The parent is responsible for the week’s payment. Payments should be made to the
SACC Program Site Coordinator. Parents should receive a receipt.
3. SACC programs operate on a Monday to Friday attendance/billing cycle. All weekly
fees are due by Monday and reserve one week of child care.
4. A $5.00 per day late fee (per family) will be charged starting Monday after 6:00
pm. All payments including late fees must be paid no later than Friday at 6:00 pm.
If a child is not in attendance, parents are to be given the opportunity to make the full tuition
payment no later than 6:00 pm on the first day of the child’s return to school. If the child attends
school during the regular day on Monday, payment is due that day, even if the child does not
attend Aftercare that evening.
5. Children will be suspended /dismissed from the program for non-payment of
tuition and any applicable late fees by 6:00 pm Friday of the week in which services
were provided. Children of parents failing to make payments will only be permitted
to return upon the full payment of tuition and all applicable late fees.
6. No additional fees may be charged for field trips or other special activities. Parents will
receive advanced notice of such activities.
7. The SACC program closes promptly at 6:00 p.m. A $1.00 per minute late pick up fee
(per family) will be charged at 6:01 pm until sign-out time.
8. Vouchers from DHS will be accepted. The DHS child care voucher (if applicable)
must be assigned to the school in which aftercare services are being provided. Parents
are responsible for any assigned co-payments or differences between voucher
payment and tuition rates.
9. Tuition will not be reduced or waived for partial attendance (due to illness, family
vacation, suspension, or other reasons) except under certain circumstances and with
prior arrangement from the Principal/Program Site Coordinator. One week written
notice is required for withdrawal from the program. The parent is responsible for
that week’s payment.
10. Please keep your payments current. Your child will be suspended/ dismissed from the
program for non-payment of fees. If your tuition account is not paid in full on or before
the due date a notice will be sent to the family. Failure to pay fees will result in dismissal.
Outstanding balances at the end of a semester will prevent a student from registering in
the future. Approved exceptions are 3 or more days when the:




Child is ill and absent from regular school day - doctor’s statement
Death in family- written documentation from parent
Parent ill/hospitalized – written documentation from parent
Loss of employment – separation notice from employer
11. The program is designed for students in regular attendance. In the event of an
emergency, drop-in/daily rates of $5.00 before care ONLY, $10.00 for after care
ONLY, and $15.00 for before & aftercare are available and due on the day of
service. This service should not be considered a regularly scheduled occurrence.
Acceptance as a drop in will be based on the availability of staff and program ratio
compliance. Parents wishing to use drop-in/ daily rate services will be required to fill in
a standard registration form and a yearly $10.00 registration fee is required. Drop-in/daily
rate use must be arranged ahead of time by telephoning or used as a referral from the
principal.
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HOW DO I PAY? (GRANT FUNDED PROGRAMS ONLY)
The SACC program closes promptly at 6:00 p.m. A $1.00 per minute late pick up fee (not per
child) will be charged at 6:01 pm until sign-out time.
HOW DO I WITHDRAW MY CHILD FROM THE PROGRAM?
Parents wishing to withdraw their child from the SACC Program must provide a
statement in writing at least one week prior to the discontinuation of service. Tuition
will be due for the balance of any partial week in which the child attends a single day.
Any outstanding fees owed to the SACC Program will prohibit a child from future
enrollment in any SCS SACC program.
WHAT DAYS WILL THE CENTER BE OPEN?
The SACC program will be open on regular school days. The center will not be open on special
days such as abbreviated days and school holidays unless otherwise notified. There will be no
program on days when school is canceled due to water main breaks, heating failure, electrical
problems, weather, etc. The program will not be available when school is dismissed early due
to the weather or any other problems beyond the school’s control. Inclement weather includes
snow days as well as heat related closing days. Fees will not be adjusted for those days and
times which the center is not open.
HOW WILL PARENTS BE INVOLVED?
Parental involvement in after-school programs is just as important as in other aspects of
children's lives. It is important to keep in touch with the program staff after your children begin
participating, to stay informed about how they are doing, and to find out if you can help your
children learn more or get greater enjoyment from the program. Parents are invited to attend and
participate in activities sponsored by the after-school program. Parents are also encouraged to
submit any comments regarding program activities to the Program Site Coordinator or the
Principal.
WHERE DO I DROP-OFF AND PICK-UP MY CHILD?
The school’s SACC program is responsible for the safety of all the children registered in the
program. The Program Site Coordinator will give parents specific instructions on where
children are to be signed-in each morning and picked-up each afternoon.
It is required by state law that parents or authorized persons must physically come
into the center to sign their child in every morning during before-care (where
applicable). In the afternoon, children enter the center after regular school day
dismissal. The staff will check the roll for those in attendance. Please call the center by
dismissal if your child is not attending that day. Parents or authorized persons over
the age of 18 must physically come into the center to sign the children out by 6:00
p.m. Children will not be allowed to wait for parents in the parking lot, etc. nor
allowed to walk home alone (no exceptions).
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In order to deny any parent access to a child, the program must have on file a copy of the
court order which denies parental access. It is the custodial parent’s responsibility to
provide the document to the staff. Children will not be released to any person other than
the parent or other persons authorized to sign the child out.
In an emergency, we have policies and procedures in place for releasing children to
anyone other than custodial parents and guardians. For the safety of all children in our
care we ask that anyone unfamiliar to the program staff show proper photo identification
to verify their identity. Please inform friends and relatives of this policy so they are
prepared when picking up your child. In your paperwork we ask for a list of people
(must be at least 18 years old) who are allowed to pick up your child. Parents must
notify the Program Site Coordinator in writing if a person other than those
authorized on the application form will be picking up your child. This policy will be
strictly enforced for the protection and safety of your child.
WHAT HAPPENS IF I AM LATE PICKING UP MY CHILD?
The SACC program closes promptly at 6:00 p.m. If you arrive later, you will be charged an
additional fee of $1.00 per minute (per family), beginning at 6:01 p.m. until sign-out time.
The fees need to be paid on the day of being late, or no later than the following afternoon at
pick-up time.
Thirty minutes or more after the program closes, and provided that other arrangements
for releasing the child to a parent or emergency contact have not be successful, the
Program Site Coordinator will contact SCS security and the proper authorities will be
notified. Every effort will be made to contact the parent.
SCS Security will immediately contact both the Department of Human Services and the
local police to provide support in supervision for the child until an authorized caregiver
is able to pick-up the child. Once a child has been released to the care of DHS, the child
is no longer the responsibility of the SACC program.
Recurring late pick-up offenses in one school year may result in suspension and/or
dismissal from the program. Parents will be notified by the Program Site Coordinator if
the next late pick up will result in the suspension of your child.
WHAT IF MY CHILD IS INJURED OR BECOMES ILL?
We are concerned for the health of each child. The program cannot provide care of sick
children. Your child must be picked up as soon as possible if he/she becomes ill. Health
screenings are a district initiative and serve to make positive gains toward the district’s
Strategic Goal #4: healthy youth development.
In the case of an emergency, parents will be contacted using the information provided on the
registration form. It is important that you update this information when changes in
employment and phone numbers occur. If no hospital preference is listed, LeBonheur
Children’s Hospital will be the emergency location. All staff is certified in First Aid and CPR
and will administer First Aid or CPR as he/she feels is necessary for the health and safety of your
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child. If medical information or needs change for your child, inform the center in writing
immediately. Please inform the Program Coordinator, in writing, of any special care needs
for your child.
Additional Policies & Procedures:
STUDENT ATTENDANCE
The Program Site Coordinator at each SACC location is responsible for maintaining an accurate
attendance record for the children. Please assist us by informing the program staff of the
occasions that your child will not be in attendance in the SACC program. If a child does not
report to SACC, attempts will be made through the school office to see if the child attended
school that day, was dismissed early, or is attending another afterschool activity. If your child
is suspended from the regular school day, he/she cannot attend SACC.
MEDICATION
Parents are advised to give medication at home on a schedule other than during the time
children are present at school.
If medication must be given at the center, Shelby County Schools Board Policy will
apply. Parents must sign a permission form before a member of the staff administers
medication. The medication must be in the original bottle/container with the
prescription in the name of the child who is receiving the medication. Non-prescription
medication WILL NOT be administered. A recent regulation allows students to keep
asthma inhalers in a location convenient to them, i.e. in their pockets.
CHILDREN WITH SPECIAL NEEDS
The SACC program strives to meet the needs of every child enrolled in our program. In order to
assist us in meeting your child’s needs it is important that you complete the registration form in
as much detail as possible. The responses that you provide will assist us in meeting your child’s
needs.
In most cases, accommodations can be made to meet the needs of an individual child; however,
all children will be required to work to refrain from behaviors that threaten the safety of
themselves, other children, or staff members.
INSURANCE
All parents with children in the program are encouraged to have medical insurance in
case of an accident. Enrollment forms for school insurance are available in the school
office. The school/Shelby County Schools does not cover medical expenses incurred
during attendance in the SACC Program.
EQUIPMENT AND SUPPLIES
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The SACC program will provide equipment and supplies including games and outdoor
equipment. Children are NOT allowed to bring games or toys to the program.
DISCIPLINE
The SACC staff is committed to positive behavior management and expects children to
be responsible members of the program. Each child is expected to follow the rules of the
program. Additionally, school rules and SCS Board Policy concerning student codes of
conduct are applicable. Discipline will be reasonable, appropriate, and understandable
to children. Praise and encouragement of good behavior will be used. Punishment will
not be related to food, rest, or toileting. If a problem occurs, you will be informed. You
will be expected to work with the staff to resolve this problem. Children with continual
behavior problems will be dismissed from the SACC program.
Corporal punishment is prohibited in the program. The school rules will apply after
school just as they do during the regular school day. Children with continual behavior
problems may be asked to leave the program. SACC is a privilege, not a right. We want
to provide a safe and orderly environment for all children in the program. If major
discipline problems occur, the SACC Site Coordinator and/or the Principal will notify
you. Please cooperate with us by stressing the importance of positive behavior with
your child.
Additionally, the SACC program will not tolerate parents who demonstrate abusive
behavior, or display inappropriate behavior to children or the SACC personnel. If
inappropriate behavior is exhibited, parents will be asked to withdraw their children
from the SACC program.
PARENT’S RIGHTS
Parents are entitled to:
 Know their child is in a safe environment where their social, emotional, physical and
mental health is being fostered.
 Know what types of programs and activities are being administered.
 Share concerns with the staff, at any time, about anything they do not feel is in the best
interest of their child.
 Know if their child is misbehaving and to spend time working with the staff to resolve
the unacceptable behavior.
 Know if their child does not report to the center as instructed.
 Know when the child will be going to a location other than where the program is usually
held.
 Voice special concerns not covered in this manual.
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 Know that another child’s parents will not discipline their child.
PARENT’S RESPONSIBILITIES
Parents have the responsibility to:
 Let the staff know if their child will not be attending for the day.
 Observe the rules of the SACC program as set forth in this manual and in any additional
policy statements.
 Share their concerns with staff members if the program is not meeting their child’s
needs.
 Listen to concerns regarding their child’s behavior and to assist staff in resolving
problems that may occur.
 Know about any change in policy or procedure.
 Replace any equipment or property their child has misused or destroyed.
 Sign their child/children in and/or out of the program; to notify staff when taking a child
from the center, and to notify a staff member when another person is authorized to pick
up their child/children; children not signed in and/or out will be dismissed from the
program.
 Inform staff if their child has been exposed to a contagious illness.
 Notify staff in advance of any planned vacation or other absences.
 Notify staff of withdrawal at least two weeks in advance.
 Pay fees on time.
 Maintain current information by reporting changes immediately.
 Pick up their child on time.
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CHILDREN’S RIGHTS
Children are entitled to:

Have their ideas and feelings respected.

Safe and reliable equipment.

Discipline that is fair, equal, and not harmful to their self-esteem.

Use of all SACC equipment and space on an equal basis.

Express their anger, frustration, disappointment, joy, etc., in an appropriate manner.

Express their creative ability and to explore and discover.

Continue developing their full potential.

A safe environment free of hazards.

An environment that offers a variety of choices: quiet, indoor, outdoor, creative, and
exploratory.

Voice their opinion on the rules and activities.

Staff members that care about them and enjoy being with them.
CHILDREN’S RESPONSIBILITIES
Children need to be responsible for:

Respecting the rules that guide them during the school day and controlling their feelings so
that their actions do not harm anyone in the program.

Learning to accept the consequences for their own actions.

Taking care of all equipment or property.

Sharing equipment.

Remaining with a staff member at all times and notifying them if they need to go to another
area.

Reporting to the center immediately after school.

Respecting the rules of the SACC Program.
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
Dressing appropriately for indoor or outdoor play and having appropriate shoes to wear in
the recreational area.

Fully participating in program activities.

Controlling their feelings so that their actions do not harm others.
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Building For the Future
This day care facility participates in the Child and Adult Care Food Program (CACFP), a
Federal program that provides healthy meals and snacks to children receiving day care.
Each day more than 2.6 million children participate in CACFP at day care homes and centers
across the country. Providers are reimbursed for serving nutritious meals which meet USDA
requirements. The program plays a vital role in improving the quality of day care and making
it more affordable for low-income families.
Meals
CACFP homes and centers follow meal requirements established by USDA.
Breakfast
Lunch or Supper
Snacks (Two of the four groups)
Milk
Milk
Fruit or Vegetable
Grains or Bread
Meat or meat alternate
Grains or bread
Two different servings of fruits
or vegetables
Milk
Meat or meat alternate
Grains or bread
Fruit or vegetable
Participating
Many different homes and centers operate CACFP and share the common goal of bringing
nutritious meals and snacks to participants. Participating facilities include:
Facilities




Child Care Centers: Licensed or approved public or private nonprofit child care centers, Head Start
programs, and some for-profit centers.
Family Day Care Homes: Licensed or approved private homes.
Afterschool Care Programs: Centers in low-income areas provide free snacks to school-age
children and youth.
Homeless Shelters: Emergency shelters provide food services to homeless children.
Eligibility State agencies reimburse facilities that offer non-residential day care to the following
 children age 12 and under,
 migrant children age 15 and younger, and
 youths through age 18 in afterschool care programs in needy areas.
children:
Contact
Information If you have questions about CACFP, please contact one of the following:
Sponsoring Organization/Center:
State Agency:
Child and Adult Care Services
TN Dept. of Human Services
400 Deaderick Street Nashville, TN 37248-9500
615-313-4749
USDA is an equal opportunity provider and employer English Version
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14
Construyendo Para EI Futuro
Esta guardería infantil diurna participa en el Programa de Alimentación Para Niños y Adultos en
Guarderías (CACFP por sus siglas en inglés: Child and Adult Care Food Program) un programa
Federal que provee comidas y bocadillos saludables a niños y a adultos en guarderías diurnas.
Todos los días, más de 2.6 millones de niños participan en el programa del CACFP en centros
y en hogares de familia para el cuidado de niños. Los proveedores son reembolsados por
servir comidas nutritivas que cumplen con los requisitos establecidos por el Departamento de
Agricultura de los Estados Unidos (USDA). EI programa juega un papel vital al mejorar la
calidad de las guarderías y al poner las guarderías al alcance económico de familias de bajos
recursos.
Alimentos Hogares y centros del CACFP siguen los patrones alimentarios establecidos por USDA.
Desayuno
Almuerzo o Comida
Leche
Fruta o verdura
Leche
Carne o un alternativo de carne
Granos o pan
Granos o pan
Dos porciones diferentes de frutas
o verdures
Bocadillos (Dos de los
cuatro grupos)
Leche
Carne o un alternativo de
carne
Granos o pan
Fruta o verdura
Establecimientos Muchos tipos de establecimientos diferentes operan el CACFP, compartiendo todos el objetivo
Común del CACFP de brindar comidas y bocadillos nutritivos a sus participantes. Estos incluyen:




Centros de Cuidado de Niños (Child Care Centers) Centros para el cuidado de niños, ya sean públicos o
privados pero no lucrativos, que hayan sido licenciados o aprobados; programas del Head Start, y
algunos centros para por lucro.
Hogares de Familia Para el Cuidado de Niños (Family Day Care Homes) Hogares privados licensiados o
aprobados.
Programas Escolares Después de Clases (Afterschool Care Programs) Centros en areas geográificas
de bajos ingresos que proveen bocadillos gratis a niños de edad escolar y a jóvenes.
Centros de Refugio Para Gente Sin Hogar (Homeless Shelters) Centros de emergencia de refugio que
proveen servicios residenciales y de comidas a niños sin hogares.
Elegibilidad Agencias estatales reembolsan establecimientos que ofrecen cuidado no residencial a los
siguientes niños:
 niños hasta los 12 años de edad,
 niños de familias migratorias hasta los 15 años de edad,
 jóvenes hasta los 18 años de edad en programs escolares después de clases en areas de necesidad.
Para Más Si está interesado en participar el el CACFP, por favor pongase en contacto con uno de los
siguientes: Informacion
Organización Patrocinadora/Centro
State Agency Ms. Karen Robinson, Assistant Director
Office of School Readiness, 10 Park Place South, Suite 200
Atlanta, GA 30303
404-651-81
Revised 7/23/14
USDA es un proveedor y empleador
Que ofrece oportunidad igual a todos
Spanish Version
15
LANGUAGE ASSISTANCE PLAN FOR
CHILD AND ADULT CARE FOOD PROGRAM (CACFP) INSTITUTIONS
NAME OF AGENCY: Shelby
County Schools
NAME OF SCHOOL:____________________________
It is recognized that persons with Limited English Proficiency (LEP) may experience a
barrier in receiving benefits under the CACFP. If language assistance services are not
available for these persons, violations of Title VI of the Civil Rights Act of 1964 may
occur. To ensure compliance with Title VI, this agency shall adopt the following
procedures to ensure that eligible LEP persons have meaningful access to the CACFP.
1.
The following person(s) are available to provide translation/interpreter services
for LEP persons in the following language(s)
Name: __________________________ Telephone Number: ______________
Address: __________________________________________________________
Language(s): ______________________________________________________
Name: ____________________________ Telephone Number: ____________
Address: ___________________________________________________________
Language(s): ______________________________________________________
2.
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The person(s) who are identified above to provide translation/interpreter
services for this agency will also provide information on Title VI rights to LEP
persons.
All employees will be trained annually on Title VI provisions and serving LEP
persons.
Training will be provided for all new employees during their orientation on Title VI
provisions and serving LEP persons.
Information has been posted in a conspicuous place at each feeding site to
advise that free translation/interpreter services are available.
Documentation of all required employee training for language assistance
services will be maintained on file.
This Plan is effective on ___/______/____ and will remain in effect until amended.
Date
_____________________________________________
______________
Name and Title of Authorized Official
Date
Revised 7/23/14
16
Standards For Quality School Age Care
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Licensing
 All School Age Care Programs operating in Shelby County Schools must be licensed by the
Department of Education.
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Safety, Health and Nutrition
Safety
 Surroundings have been screened and all hazards removed.
 Systems are in place for moving children from location to location.
 A system is in place for screening all adults in the building.
 A system is in place for signing children in and out of the program as well as screening all adults who
request to remove children from the premises.
 Children are closely supervised; staff knows where children are and what they are doing at all times.
 Children are not engaged in activities that could be considered harmful.
Health
 Surroundings are clean and free from health hazards.
 Program provides supplies and facilities for child cleanliness.
 Provisions are made for children who become ill.
 Staff is responsive to individual health needs of children.
 Program serves nutritious snacks appropriate to age and size of children.
 Drinking water is readily available.
 Snacks/meals are served at appropriate time for age and size of children.
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Management
Policies
 A written mission statement identifies the program's philosophy and goals.
 The program makes itself affordable to all families by charging fees consistent with the district's
policy and utilizes the state's childcare tuition assistance program policy.
 The program's hours of operation are consistent with parent needs.
 No special needs children may be refused enrollment.
Staff
 Staff - child ratio is adequate for age and maturity of children (recommended ratio for children 6 or
older is a minimum of 1:15 or maximum of 1:25)
 Activity staff-child ratio may vary but never exceed 1:25.
 An alternative plan is in effect in case of staff emergencies; staff-child ratio is maintained at all times.
 A system is in place for the monitoring and evaluation of staff personnel.
 Policies and specific guidelines are in place to provide for the safety of children.
 A written job description, which outlines responsibilities, is available at every site.
 Written procedures are in place for handling emergencies.
 Staff is professionally qualified to work with children and youth and meet the minimum age
requirements.
 Every site has a site coordinator to oversee and supervise the daily program and personnel.
Supervision
 Children/youth are supervised at all times, especially at time of departure.
Revised 7/23/14
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A system is in place for knowing where children are located at all times.
Parent Involvement
 Program promotes family/parent involvement.
 A system is in place for regular communication with parents.
 Parents are encouraged to provide input into program.
 A direct link is established between the school and the extended learning center.
 The parents, school and extended learning center staff work together to provide developmentally
appropriate childcare.
Community Involvement
 Staff is knowledgeable and available to recommend community resources to families.
 A list of community resources is available to parents.
 The staff plans activities that provide children/youth the opportunity to learn more about their
community.
Training
 Staff receives training in how to work with families and how to relate to children in ways that
promote their development.
 Site coordinators receive training in program management, staff supervision, record keeping, state
mandates, and financial requirements. Proof of training must be submitted upon request.
 Training is provided on utilization of space and storage.
 Staff receives safety, health, and nutrition training.
 Training is provided on required policies and guidelines.
Program
Space
 Indoor and outdoor space has been identified that meets the needs of the program and is free from
hazards.
 Storage space is available for supplies and materials.
 Guidelines are in place for maintaining a clean, healthy and safe environment.
 Space is adequate for the size and number of children in attendance.
Activities
 Daily activities address the mission and goals of the program.
 Activities encourage student participation, creative thinking, and developmentally appropriate
learning.
 Daily activities include learning experiences, socialization, cultural development, and planned
physical education.
 The daily schedule is flexible and offers security, time for independent thinking, as well as
stimulating activities that meet the varying needs of children and youth.
 Children have the opportunity to select activities to participate in.
 Activities are aligned with the styles, abilities, age and interests of the students.
 Materials are developmentally appropriate for the age range of the children.
Staff - Child Relationship
 Staff responds to the individual needs of students.
 Staff treats children with respect and listens to what they say.
 Staff understands the temperaments and needs of children and responds appropriately.
 Staff encourages children and youth to make choices and to become more responsible.
 Staff helps build language skills through group discussions, open dialogue, and individual
conversations.
 Children and youth interact with one another in positive ways.
 Staff provides positive role models for children and youth.

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Revised 7/23/14
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TENNESSEE DEPARTMENT OF EDUCATION
SUMMARY OF CHILD CARE APPROVAL REQUIREMENTS
This is a section by section summary of the State Board of Education School Administered Child Care Rules, Chapter
0520-12-1. Child care centers inspected by the Department of Education must meet the requirements as defined by the
rules in Chapter 0520-12-1 to receive a Certificate of Approval. The unabridged School administered Child Care rules
are available on the Tennessee Secretary of State website, www.state.tn.us/sos/rules/0520/0520-12/0520-12-01.pdf or by writing
the Office of School-based Support Services, Tennessee Department of Education, Andrew Johnson Tower, 710 James
Robertson Pkwy, Nashville, Tennessee 37243-0375.
1. Organization and Administration, Chapter Section 0520-12-1-.06:
 A Child Care Center must have an adequate budget. Records, including health, must be kept on all children.
 There must be a transportation plan, including the names of persons to whom the child may be released for each
child.
 Staff records must also be kept on each employee that include educational background, reference checks, TBI
check, in-service training, physical exams and performance reviews.
 The center must have their Certificate of Approval posted, provide parents with a copy of the policies and
procedures & this summary as well as a pre-placement visit.
 Parents must have access to all areas of the center when their child is present.
 The parents must receive an educational program regarding child abuse detection, reporting and prevention.
 If the center provides transportation, the driver should be appropriately licensed, there must be liability insurance and the
children must have adequate space & supervision. Transportation provided by the center or under center authorization
shall comply with state law.
2.
Staff, Chapter Section 0520-12-1-.07:
A. Qualifications:
 The director is responsible for the day to day operations, including staff and program.
 Another person must be left in charge if the director is out.
 Any person with a condition that could be harmful to a child or a person convicted of a crime harmful to or
involving a child must not be present.
 Staff must have knowledge of child behavior and development.
 Staff must be physically, mentally and emotionally stable.
 All new employees must have orientation and child abuse prevention training before working with the
children.
 The director must have at least a high school diploma and 4 years experience working with children.
 All caregivers must be 18 years of age and one caregiver in each group must have a high school diploma.
 Directors must have 18 hours in-service training each year and caregivers 12 hours.
B. Supervision and Grouping of Children:
 Each group must have adult supervision at all times and adult/child ratios should be followed.
 There must be a second adult available when more than 12 children are present.
 Swimming and field trips require ratios be doubled.
 Each group must have their own space.
 Infants and toddlers must have their own space and not grouped with older children.
 At naptime ratios may be relaxed for groups except infants and toddlers.
 Minimum staffing requirements per groups of children (adult: child ratio) must be maintained.
 Please refer to ratio charts for specific adult:child ratios for each age group.
Revised 7/23/14
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3
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Equipment, Chapter Section 0520-12-1-.08:
All equipment must be in good condition and kept clean.
There must be age appropriate equipment for all groups with variety.
Children must have a place for their belongings.
Large pieces of equipment must be secured.
Infants are to have space to climb, crawl and pull up that isn’t in a playpen or crib.
There must be enough equipment so children have choices.
There must be an outdoor play area when children are in care for 3 or more daylight hours.
Children up to 5 years of age must be offered a naptime if in care for 6 or more hours.
For napping children, cots or 2 inch mats must be provided and each child must have a cover to place under them
and another available to place over them.
Infants must have individual cribs with open tops.
4. Program, Chapter Section 0520-12-1-.09:
A. Schedule and Routines:
 Routines such as snacks, meals and naps must occur about the same time of day.
 Children must have time for free play as well as adult-directed activities.
 Children must have choices regarding activities and an opportunity to help plan activities.
 If TV programs, tapes and computers are used, other choices should be available.
 Parents must be informed of shows and movies to be shown.
 Staff must monitor computers.
 Outdoor play must be offered, weather permitting.
 A rest period must be offered for children up to 5 years of age in care 6 or more hours.
 Children should be able to form their own sleep patterns.
 A quiet area must be available for children.
B.
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Behavior Management and Guidance:
Caregivers must be knowledgeable of developmentally appropriate behavior.
Discipline must be appropriate and redirection should be used when possible.
No corporal punishment is allowed.
Good behavior must be praised and encouraged.
Toilet training shall never be started until a child has been in the program long enough to feel comfortable and
is able to communicate his/her feelings.
C. Educational Activities:
 Children must have opportunities for learning, self expression, and participation in activities each day.
 Activities that provide for both large and small muscle use must be provided.
 Children must receive child abuse awareness and personal safety information.
 Child care programs shall provide opportunities for learning self expression and participation in a variety of
creative activities.
D. Nighttime Care:
 If children receive night care, caretakers must provide a calm nurturing environment and a routine hygiene
plan must be in place.
5. Health and Safety, Chapter Section 0520-12-1-.10
A. Children Health:
 Children must have immunizations in accordance with current TN law and the center must have documentation
for this as well as a physical for each infant/toddler.
 Instructions for any child's special health needs must be documented.
 Parents must be notified if their child is hurt and becomes ill.
Revised 7/23/14
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All parents must be notified of any communicable diseases.
Medications must be labeled with instructions and must be kept under lock.
Documentation of administration and side effects must be kept.
There is to be no smoking in the presence of children.
The diapering area must be appropriate, near handwashing lavatory and cleaned after each changing.
Staff Health:
Staff must have documentation they are physically and mentally able work with children.
Physicals are required every 3 years.
Safety:
There must be a staff member present at all times who has current CPR and first aid training.
A first aid kit must be on the premises as well as a first aid chart.
There must be no firearms on the premises.
All dangerous utensils and tools must be out of reach of children.
General emergency telephone numbers must be posted and staff must have availability to children’s
emergency numbers at all times.
6. Food, Chapter Section 0520-12-1-.11
A. Nutritional Needs:
 Children will receive meals and snacks based on the amount of time spent in the program.
 Menus must be posted.
 Consideration must be given to daily food requirements when planning menu.
 Special diets and instructions must be provided in writing.
 When introducing new foods to infants and toddlers, guidelines must be followed.
 Parents and caregivers shall work together when weaning an infant and will not begin weaning when children
are new to the program.
B. Meal Service:
 Children are to have appropriate size tables and chairs for meals and adults must sit with them.
 Servings must be adequate.
 Formula must be refrigerated upon receiving and not placed back in the refrigerator once warmed.
 Open baby food jars must not be accepted.
 Infants shall be held while being fed until the child is able to sit in a high chair, infant seat or at the table.
7.
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Physical Facilities, Chapter Section 0520-12-1-.12:
Centers must be in buildings that are not hazardous or dangerous to children.
All facilities must have annual fire and health inspections.
All centers must have a working telephone.
Centers must have 30 square feet of usable space per child, including naptime.
Playgrounds must have 50 square feet per child and safeguards must be in place, if warranted.
8. Care of Children with Special Needs, Chapter Section 0520-12-1-.13:
 When a center serves children with special needs, they are to receive the same care and participate in the same
activities, as appropriate.
 Adaptations must be directed towards helping the child become independent and developing self-help skills.
 Specialized services provided must be documented and information shared with appropriate parties.
9. Civil Penalties, Chapter Section 0520-12-1-.14:
 Major violations defined and penalties assessment schedule.
 Minor violations defined and penalties assessment schedule.
Revised 7/23/14
CHILD ABUSE HOTLINE 1-877-54ABUSE (1-877-542-3873)
CHILD CARE COMPLAINT HOTLINE (1-800-462-8261)
21
Your Rights Under the Title VI of the Civil Rights Act of 1964
The Office for Civil Rights
The Office for Civil Rights (OCR) enforces five federal civil rights laws that prohibit discrimination on
the basis of race, color, nation¬al origin, sex, disability and age in programs or activities that receive
federal financial assistance from the Department of Education (ED). Discrimination on the bases of race,
color and national origin is prohibited by Title VI of the Civil Rights Act of 1964; sex discrimination is
prohibited by Title IX of the Education Amendments of 1972; discrimination on the basis of disability is
prohibited by Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with
Disabilities Act of 1990 (Title II prohibits discrimination on the basis of disability by public entities,
whether or not they receive federal financial assistance); and age discrimination is prohibited by the Age
Discrimination Act of 1975.
These civil rights laws extend to all state education agencies, elementary and secondary school systems,
colleges and universities, vocational schools, proprietary schools, state vocational rehabilitation
agencies, libraries and museums that receive federal financial assistance from ED. Programs or activities
that receive ED funds must provide aids, benefits or services in a nondiscriminatory manner. Such aids,
benefits or services may include, but are not limited to, admissions, recruitment, financial aid, academic
programs, student treatment and services, counseling and guidance, discipline, classroom assignment,
grading, vocational education, recreation, physical education, athletics, housing and employment.
OCR also enforces the Boy Scouts of America Equal Access Act, part of the No Child Left Behind Act
of 2001. Under the Boy Scouts of America Equal Access Act, no public elementary school, public
secondary school, or state or local education agency that receives funds made available from the
Department of Education and that provides an opportunity for one or more outside youth or community
groups to meet on school premises or in school facilities before or after school hours shall deny equal
access or a fair opportunity to meet to or discriminate against, any group officially affiliated with the
Boy Scouts of America or any other youth group listed in Title 36 of the United States Code as a
patriotic society.
Who Can File a Discrimination Complaint Anyone who believes that an education institution that
receives federal financial assistance has discriminated against someone on the basis of race, color,
national origin, sex, disability or age, or who believes that a public elementary or secondary school, or
state or local education agency has violated the Boy Scouts of America Equal Access Act, may file a
complaint. The person or organization filing the complaint need not be a victim of the alleged
discrimination but may complain on behalf of another person or group.
Timeliness A complaint must be filed within 180 calendar days of the date of the alleged
discrimination, unless the time for filing is extended by OCR for good cause.
Institutional Grievance Procedures Prior to filing a complaint with OCR against an institution, a
potential complainant may want to find out about the institution’s grievance process and use that process
to have the complaint resolved. However, a complainant is not required by law to use the institutional
grievance process before filing a complaint with OCR. If a complainant uses an institutional grievance
process and also chooses to file the complaint with OCR, the complaint must be filed with OCR within
60 days after the last act of the institutional grievance process.
Revised 7/23/14
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Mail or Facsimile: Complainants may mail or send by facsimile a letter or use the OCR’s Discrimination
Complaint Form available from one of OCR’s enforcement offices (see the list of OCR’s offices in this
brochure). In your correspondence, please include:
•
The complainant’s name, address and, if possible (although not required), a telephone number
where the complainant may be reached during business hours;
•
Information about the person(s) or class of persons injured by the alleged discriminatory act(s)
(names of the injured person(s) are not required);
•
The name and location of the institution that committed the alleged discriminatory act(s); and
•
A description of the alleged discriminatory act(s) in sufficient detail to enable OCR to
understand what occurred, when it occurred, and the basis for the alleged discrimination (race, color,
national origin, sex, disability, age or the Boy Scouts of America Equal Access Act).
E-mail: Complainants may file a complaint, using the following e-mail address: ocr@ed.gov. (Use the
same procedures as above.)
Online: Complainants may file a complaint with OCR using OCR’s electronic complaint form at the
following Web site: http://www.ed.gov/about/offices/list/ocr/complaintintro.html.
For those without current e-mail accounts, Internet access may be freely available from your local public
library, and free e-mail accounts are available from several large providers.
Note: A recipient of federal financial assistance may not retaliate against any person who has made a
complaint, testified, assisted or participated in any manner in an investigation or proceeding under the
laws listed on the first page of this brochure.
For assistance related to civil rights, you may contact the OCR headquarters office in Washington D.C.
or the OCR enforcement office serving your state or territory or other assistance that is not available
online.
The OCR National Headquarters is located at:
U.S. Department of Education
Office for Civil Rights Customer Service Team
400 Maryland Avenue, SW
Washington, D.C. 20202-1100
Telephone: 1-800-421-3481
FAX: 202-245-6840; TDD: 877-521-2172
Email: OCR@ed.gov
The OCR Regional Headquarters is located at
Office for Civil Rights/Atlanta U.S. Department of Education
61 Forsyth Street, S.W. Suite 19T70
Atlanta, GA 30303
Tel.: (404) 562-6350
Fax: (404) 562-6455
Revised 7/23/14
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