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Page 1 Jacob Hespeler Child Care Centre Parent Handbook Revised February 8, 2018
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Jacob Hespeler Child Care Centre
Parent Handbook
Revised February 8, 2018
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Welcome The Jacob Hespeler Child Care Centre Organization (JHCCC), would like to take this opportunity to welcome your family to our child care centre. Our organization has been providing high quality licensed child care since 1986. Over the years, we have continued to expand and grow as we respond to the community’s needs by developing numerous centres throughout the Region of Waterloo. We currently operate all our licensed child care centres in or near public elementary schools. We are a charitable, non-profit organization, governed by a Board of Directors selected from the community. We are committed to our goal to operate high quality, inclusive child care programs for all children.
Commitment to Quality In order to ensure we deliver the highest quality child care programs, our organization actively participates in an ongoing assessment cycle. As part of our commitment to quality, our staff are encouraged and supported in ongoing professional growth and development. The Ministry of Education licenses the child care centres annually, based on the regulations set out in current legislation. This handbook is intended to provide information about our child care centre and programs. If you have any further questions, please speak to the supervisor or other staff members. We pride ourselves on our commitment to join you in supporting your child. The closer our ties with your family the better we will be equipped to assist your child in their growth and development. Please let us know how we can keep you informed on any information regarding your child, or the work here at the centre. We hope you enjoy your experience with the Jacob Hespeler Child Care Centres, for many years to come
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Our Philosophy on Education
Stand aside for a while and leave room for learning, observe carefully what children do, and then, if you have understood well, perhaps teaching will be different from before. ~ Loris Malaguzzi Jacob Hespeler Child Care Centres follow a play-based curriculum. We believe Piaget’s theory that young children learn the most, not by being told, but by constructing knowledge for themselves through interaction with the physical world, and with other children. The way they accomplish this is through play. Play is about making choices. Even young children are capable of concentrated effort over long periods of time, if what they are doing is their own idea and we have been successful in providing open ended and thought provoking materials. From the age of three to five, children become more experienced at play. Dramatic play of children ages four and five, is increasingly sophisticated, and represents both real and imagined experiences. Children at this age and stage are becoming masters of play, oral language and the imaginary. Through play, children learn to plan. They learn empathy for others, language for problem solving, and divergent thinking that is essential for negotiating with peers. As educators, we observe and document play, taking curriculum cues from the children’s interests. We use this information as a guide for daily experiences. Representation in play and art helps children gain mastery over their world. This thoughtful approach fosters an appreciation of the child’s work, and that of others.
Children thrive in the caring, respectful environments created in our centres, where even the most reluctant risk-taker is challenged to try something unfamiliar. They understand that educators, and peers, will value their attempt.
Observe and listen to children because when they ask “why?” they are not simply asking for the answer from you. They are requesting the courage to find a collection of possible answers. ~ Carlina Rinaldi
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Philosophy & Program Statement
Our program at Jacob Hespeler Child Care Centre is a reflection of our philosophy and belief that children best learn and grow by being actively involved in their environment both indoors and out. It is important to us to provide the best possible environment to assist the child to develop to their fullest potential, in their own way. Our intent is to use a proactive approach to provide enhanced services to all the children in our programs. High quality developmentally appropriate child care is also inclusive care. When children’s needs are being met according to their developmental levels, children do not stand out as having “special needs” they all have needs, and Jacob Hespeler Child Care staff play an important role in meeting those individual needs. We hold an image of children as competent, rich in potential and capable of constructing knowledge. We draw on this powerful image as a cornerstone supporting and nurturing the innate wonder, curiosity and creativity of children. We believe that this respectful approach allows opportunities for healthy innovative risk taking that stimulates independence and autonomy of both mind and body. We believe that through our interpretation of the Reggio Emilia approach to Early Childhood Education, the child uses play to develop: independence, resourcefulness, curiosity, creativity, responsibility, self-regulation and most importantly, a sense of self-worth. Authentic Relationships as our Foundation ~ In our Jacob Hespeler Child Care Centres we believe that every interaction and exchange we have with a child and their family must be anchored in authenticity and respect. We believe that every interaction has the power to forge a strong positive relationship. In our reflective practice we ask ourselves: “Am I present?” “Am I bringing myself fully to this interaction with this child who stands before me?” And “Is this interaction with this child or this family going to promote their sense of belonging?” “Will they feel heard, respected and valued?” Our image of the child as competent, capable, curious, rich in potential and capable of complex thinking, must not be mere words, but rather the actions that we live out daily with children. As a community of learners at Jacob Hespeler Child Care Centre we have made a commitment to put Respect at the heart of everything we do. Respect for the child, respect for the family, and respect for the educator, builds strong positive authentic relationships.
We consider: Am I speaking respectfully to this child? Am I honouring and supporting his or her competencies by my actions?
We ask the same thing of our colleagues: Am I speaking respectfully to this educator? Am I honouring and supporting his or her competencies by my actions?
We consider the same things of our families: Am I speaking respectfully to this parent? Are my actions honouring and supporting their competencies?
None are empty vessels. Each protagonist comes with full rich life experiences, each is competent, each is capable and each is worthy of the respect we afford them. There is no other way.
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Provocations and the Pedagogical Documentation Cycle ~ In all our programs we strive to use our daily observations and pedagogical documentation to drive our curriculum. We set up rich complex learning environments; we observe children closely and document their thinking. Together with colleagues and families we then collaborate to determine what invitations or provocations we can provide to help scaffold the children’s thinking. Provocations can be new materials in the environment, a challenge that is posed to the children or a well thought out question. This is challenging work that is exciting and full of surprises. We try to approach our work from a researcher’s stance. We develop our theories about what a child may be thinking and about what theories the child is working with. The provocations we choose help us to dig deeper and gain better understandings about children and where to go next in our planning. They help us test our theories and in turn help the children to advance their theories or identify inconsistencies in their thinking. We ask ourselves: “What do the children know?” “What do they want to know?” and “How can we support and provoke that learning with authentic experiences?”We are co-learners with the children.
Our respectful approach and authentic relationship based programs are designed to nurture children’s healthy development and support their growing sense of self. In partnership with parents we encourage children to become keenly aware of their bodies needs for nutritious foods, physical activities and rest in addition to their social and emotional needs. We support children to best articulate their needs to others and to encourage them to understand the needs of those around them. In this process the children grow in their ability to self-regulate. By partnering with parents, through ongoing, two-way communication (both written and verbal) we ensure cohesive positive support for every child. In order to ensure we deliver the highest quality child care programs and to assess the impact of the strategies set out in this program statement, as well as ensure the approaches laid out in the program statement are being implemented, our organization actively participates in an ongoing assessment cycle which includes but is not limited to: Annual environmental reviews, Annual staff surveys, Annual parent surveys, Parent Teacher conferences, Staff performance reviews with goal setting, staff meetings and team meetings that focus on many aspects of professional development and support. Action Goals are developed from the data that is generated through the assessment cycle. Community Partnerships ~ From time to time throughout the year, we are involved in training students through high school, university and community college programs, as well as candidates from other government-sponsored programs. We cultivate a positive and supportive working relationship with community support agencies that provide us with resource information and classroom support to better meet the needs of children, families and educators. We also welcome volunteers from the community. As a foundation to our high quality programs we are dedicated to upholding the College of Early Childhood Educator’s Code of Ethics and Standards of Practice. As professionals we are committed to life-long learning that builds on our solid education of child development and care. We believe in continuously gaining new understanding of best practices as research emerges and advances are made in related fields of study. As part of our commitment to quality, our staff are encouraged and supported in ongoing professional growth and development. All our toddler, preschool, kindergarten and school age programs rest on this strong foundation, providing children the opportunity to be supported in a safe social environment that respects their unique stage of growth and development.
Our guiding documents: ~ “How Does Learning Happen? Ontario’s Pedagogy for the Early Years (2014) along with; ~ “Intentional Joyfulness ~ Working in Reflective Ways in JHCCC Classrooms ~ Our Living Document” to guide our practice. These documents are reviewed on a continual basis with all staff.
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Registration Information
Please visit One List Waterloo Region; A wait list portal for licensed child care centres in the region: https://regionofwaterloo.onehsn.com. For maps of our current full site locations and youth development (grade 3-6) locations please visit our website at www.jhchildcare.com
Family Orientation Policy
In order to provide an inclusive and supportive child care program, JHCCC strives to establish open communication with families, beginning with initial contact, invitation for play visits and orientation.
Registration Forms We are licensed by the Ministry of Education and abide by all the regulations of our local Public Health. Forms must be complete and returned to the Child Care Supervisor prior to your child’s first day. It is imperative that forms are completed fully, including:
§ Full address with postal code § Health & immunization information § Emergency contact information
In an emergency we want to ensure no time is lost getting your child the support they need. Please see our Emergency Policy and Procedure near the end of this handbook.
Before and After School Kindergarten and School Age Registration Our programs for children entering Junior and Senior Kindergarten as well as children in grade school can be registered on-line through the Waterloo Region One List portal;
and select Waterloo Region Licensed Child Care and then by finding the Jacob Hespeler Child Care Centre location of your choice. www.jhchildcare.com
JHCCC operates these programs on behalf of the Waterloo Region District School Board. Click here for a tutorial: Before and After Care
Hours of Operation Centre hours are 7:00 am to 6:00 pm. All centres are closed for statutory holidays, as well as Easter Monday, August Civic holiday, and a maintenance shut down. In addition, all centres are closed for a period of time between Christmas and New Year’s Day. For further details regarding days and hours of operation, please speak with your individual child care centre or you can also visit our website at http://jhchildcare.com/locations.php and click on the “JHCC Important Dates List 2017/2018” button.
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Fee Payment & Financial Obligations, Including Notice to Withdraw Fees are to be paid monthly, in advance, dated the first day of each month. Payment will be accepted through pre-authorized debit, cash or cheques. The first month fee is non-refundable. Additional fees will be charged for any kindergarten and school age child registered for PA days, and school closure days. There will be a service charge for all NSF cheques. Please speak to your centre’s Supervisor or refer to your child’s specific fee contract for full information of your financial obligations including notice required for withdrawing from the program. For more information, please visit http://www.jhchildcare.com/enrolment.php and click on “Fee Contracts for Reference Only” button.
Subsidy The Region of Waterloo, Child Care Division, provides a fee subsidy program for eligible families. For more information please contact the Region of Waterloo, or click the following link: http://www.regionofwaterloo.ca/en/servicesforyou/childcaresubsidy.asp
Income Tax Receipts
Tax receipts will be issued at the beginning of each year, for the prior year, and should be kept for income tax purposes, as no other receipts will be issued.
Late Fees
Late fees will be charged if parents fail to pick up their child on time. Please speak to your centre’s Supervisor for further details.
Vacation / Absenteeism Due to Illness
As we incur expenses, whether or not your child is present, we are unable to provide refunds for absenteeism due to illness, inclement weather, family holidays, or school closures beyond our control.
Centre / School Closures
If the Centre / School is to be closed because of severe weather or other circumstances beyond our control, the local radio station will make the announcement that the Waterloo Region District School Board (WRDSB) schools are closed. If severe weather conditions develop while your child is attending the Centre, our staff will contact you by telephone to arrange for your child to be picked up. If the WRDSB closes their properties, our child care centres must close. Please check the website www.wrdsb.ca for updated information.
Financial Policies
The Board of Directors sets financial policies; please speak with your centre’s Supervisor or refer to the current fee contract for full details on these policies.
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Serious Occurrences Licensees, designates, or supervisors are required to report any serious occurrence to the Ministry of Education within 24 business hours of becoming aware of the incident.
Your Child’s Day
Arrival / Departure / Release of Children from the Program
The necessary staff / child ratio set out by The Province of Ontario must be maintained at all times.
Upon arrival each day, parents and children will be greeted by the staff and their attendance documented. Children must be escorted into the classroom by a parent or guardian. All WRDSB schools have put in place a Safe Welcome procedure, you will be informed which entrance to use for arrival and departures. Please drop off and pick up your child at the scheduled times.
If you are going to be delayed, please telephone the Centre so your child may be informed and prepared. A late fee may be charged.
If anyone other than parents or those persons listed on the Registration Form are to pick up a child, the supervisor must be notified in advance, and photo identification will be requested.
Child’s Absence from the Program Parents of all children, including school age and kindergarten children, must phone the Child Care Centre if their child will be absent.
Availability of Parents in an Emergency
It is very important to keep current contact and health information on file at all times, so we can reach the appropriate person, in case of an emergency.
Meals / Snacks / Nutrition
Following Canada’s Food Guide, we provide nutritious snacks in the morning and afternoon, and a hot lunch program (or a bag lunch program for school age PA days) at our various locations. It is the parent’s responsibility to make the staff aware of food allergies. We will attempt to work around any food allergies pertaining to your child.
Child Care Centres are governed by Ontario Food Premise Regulations, and inspected by the Community Health Department to ensure regulations are upheld.
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Children’s Belongings Please dress your child in comfortable and washable play clothes appropriate for physical activity, the weather and the season. Children will be exploring a variety of mediums, including paint, sand, water and mud. A second set of clothing should be kept in your child’s school bag in case of spills or accidents. In centres that offer a sleep program, children may wish to bring a comforting sleep toy or blanket. Please label all of your child’s belongings. Birthdays
Birthdays are a wonderful time to celebrate and children enjoy sharing their special day with their peers. If you wish to bring a special snack to share with the class, please speak to your child’s teacher who will share information around allergies and health regulations.
Health & Illness
Prior to admission to the Centre, parents are required to fill in a health certificate with a record of all immunizations. Children suffering from a contagious disease may not attend the Centre, in accordance with Public Health Guidelines. At the discretion of the supervisor, any child may be sent home if he/she appears to be ill, or is risking the health of others. We suggest that if a child is not well enough to play outdoors, he/she should remain at home. If your child is ill during their day at school, you will be contacted to come and pick them up. In case of an emergency, a parent or designate will be contacted immediately.
Administration of Medication
In situations where a physician or other healthcare practitioner deems it necessary that medication be administered to a child during their time at the Centre, the parents must fill out an Administration of Medication form, which includes the following:
o Written authorization including dosage and times any drug is to be given. o Medication in the original container, clearly labeled with the child’s name,
name of the drug, dosage, date of purchase, instructions for storage and administration of the drug.
It is understood that the child care staff will endeavour to do their best to adhere to the medication administration schedule, as outlined by the parent’s written direction on the Administration of Medication form.
Note: Please check with program supervisor or designate regarding storage of medication.
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Guiding Children’s Behaviour
Discipline is an important part of the child’s learning process and will be handled as such. Children are not allowed to hurt themselves, another child, the environment, or the belongings / property of others. Rules and expectations are clearly stated, reasonable and at a developmental level that each child can understand, internalize and respond to.
Kindergarten and school-age children in our programs fall under the rules laid out in the safe school’s act and incidents of a serious nature are reported to the school principal.
Prohibited Practices These are the practices we will protect your child from with respect to a child receiving child care at one of our child care centres or youth development programs:
(a) corporal punishment of the child; (b) physical restraint of the child, such as confining the child to a high chair, car seat,
stroller, or other device for the purpose of discipline or in lieu of supervision, unless the physical restraint is for the purpose of preventing a child from hurting himself, herself or someone else and is used only as a last resort and only until the risk of injury is no longer imminent;
(c) locking of the exits of the child care centre premises for the purpose of confining the child, or confining the child in an area or room without adult supervision, unless such confinement occurs during an emergency and is required as part of JHCC’s emergency management policies and procedures;
(d) the use of hash or degrading measures or threats or use of derogatory language directed at or used in the presence of a child that would humiliate, shame or frighten the child or undermine his or her self-respect, dignity or self-worth;
(e) depriving the child of basic needs including food, drink, shelter, sleep, toilet use, clothing or bedding; or
(f) inflicting any bodily harm on children including making children eat or drink against their will.
Field Trips & Special Visitors
From time to time, we like to go on walks out in the community or invite special visitors from the community to come into our centres to help enrich our curriculum and expand on ideas and concepts. At times, a charge may be passed on to parents to fund admission costs or visitor fees. For school age and kindergarten children field trips, special permission slips will be provided outlining mode of transportation and destination details.
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Art Studio
Children have an innate sense of wonder, and from the earliest ages have questions, theories and assumptions as they make sense of their world. Through exploration of a wide variety of art medium, children are encouraged and supported as they represent their theories and ideas in a concrete way. Talking with your child about the process involved in the creation of their artwork builds vocabulary and strengthens self-esteem. Please remember to pick up your child’s work.
Child Care Staff We feel an important part of any child care program is the responsive child care staff who are dedicated to life long learning. Our teaching staff is selected for their warmth and enjoyment of children, as well as their knowledge of child development. Our staff are suitably qualified professionals, for the jobs they are performing. We follow the child / staff ratios outlined in the current legislation. If your child’s teacher is off for the day, Jacob Hespeler Child Care Centres provide trained supply staff. Community Involvement
From time to time throughout the year we are involved in training students through high school, university and community college programs, as well as candidates from other government sponsored programs. We have a working relationship with community support agencies that provide us with resource information and classroom support such as: http://www.kwhab.ca/services/earlylearning/ and http://www.kidsability.ca/
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Supervision of Volunteers and Students
Volunteers and Students will be supervised and monitored by employees of Jacob Hespeler Child Care Centre at all times. Direct unsupervised access is not permitted for persons who are not employees, nor will they be counted in staffing ratios. Only employees of Jacob Hespeler Child Care Centre will have direct unsupervised access to children in our care. Persons under 18 years of age will not directly supervise children. Students, volunteers and staff from outside agencies are not included in our staff / child ratios.
Parent Involvement Board of Directors
The Jacob Hespeler Child Care Volunteer Board of Directors meets throughout the year and develops the direction of this non-profit charitable child care organization. Parents interested in sitting on our Board of Directors are invited to submit a letter of intent to the child care supervisor. The JHCCC Board of Directors will review all letters submitted for consideration.
Family Involvement
We welcome all parents and grandparents to participate in every part of our program. Parents are encouraged to spend time weekly with their child, reviewing the documentation that is present throughout the centre. These tangible artifacts are an excellent way educators and children make their learning visible. Families are also encouraged to participate in special events held throughout the school year.
Committee / Task Groups Parent input is vital to the successful delivery of services. Annual surveys are an excellent way to give feedback and promote positive change and growth. From time to time as tasks and projects arise, parents will have the opportunity to join committees and task groups to move projects towards completion. Parent / Educator Interviews
Our staff is always willing to discuss your child’s day. Open communication goes hand in hand with emergent curriculum, and we welcome parent’s participation. Parent-Educator interviews are offered twice a year or as requested.
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Family Celebrations
Holidays and special days mark the passage of time and events of significance for individuals and groups. At JHCCC we are very interested in finding out what holidays and special celebrations are important to you and your family.
By learning more about different cultures we are able to show children how holidays and special days are related to social, cultural and religious customs as well as seasonal changes and anniversaries.
Library / Parent Resources
A library of resources is available for your information on common parenting topics.
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Process for Expressing Concerns Jacob Hespeler Child Care Centre will endeavour to provide a transparent process for parents/guardians, the child care centre and staff to follow when parents/guardians have an issue or concern. All attempts will be made to respond to conflicts, concerns and issues within 24 hours of being notified. Parents/guardians are encouraged to take an active role in our child care centre and regularly discuss what their child(ren) are experiencing within our program. As supported by our program statement, we believe in Authentic Relationships. In our Jacob Hespeler Child Care Centres we believe that every interaction and exchange we have with a child and their family must be anchored in authenticity and respect. We believe that every interaction has the power to forge a strong positive relationship. As a community of learners at Jacob Hespeler Child Care Centre we have made a commitment to put Respect at the heart of everything we do. Respect for the child, respect for the family, and respect for the educator, builds strong positive authentic relationships.
All issues and concerns raised by parents/guardians are taken seriously by Jacob Hespeler Child Care Centre and will be addressed. Every effort will be made to address and resolve issues and concerns to the satisfaction of all parties and as quickly as possible.
Issues/concerns may be brought forward verbally or in writing. Responses and outcomes will be provided verbally, or in writing upon request. The level of detail provided to the parent/guardian will respect and maintain the confidentiality of all parties involved.
Investigations of issues and concerns will be fair, impartial and respectful to parties involved. Below are the steps for parents to follow when bringing a concern forward to the child care centre and the steps that the child care centre staff will follow when responding to an issue or concern brought forward by a parent. Parent: 1. Please bring any issue/concern to the attention of your child’s educator as soon as it arises, allowing your child’s educator to take the appropriate steps to resolving your issue/concern. Families may be asked to submit their issue/concern in writing, to be given to the centre supervisor, Executive Director or the JHCCC Board of Directors. 2. Depending on the issue/concern brought forward one or more of the following options may be deployed: (i) Immediate preliminary response (within 24 business hours) from an educator or center supervisor addressing the issue/concern. If the preliminary response does not sufficiently resolve the parent’s issue/concern, next steps may include:
I. Meeting arranged with program educators and parents to discuss issue/concern. II. Meeting arranged with program educators, centre supervisor and parents to discuss issue/concern. III. Meeting arranged with program educators, centre supervisor, Executive Director and parents to discuss issue/concern. IV. Issue/concern taken to the JHCCC Board of Directors for resolution. V. Serious Occurrence generated with the Ministry of Education.
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JHCCC Employee: 1. Upon learning of an issue/concern a JHCCC employee will: (i) Respond in a respectful manner to an issue/concern brought forward by a parent immediately if possible or within 24 business hours. (ii) Notify the supervisor/designate of the issue/concern and whether it was resolved or needs to be addressed further. (iii) If required written documentation outlining the issue/concern along with the resolution may be requested and kept in the in child’s file.
Confidentiality
Every issue and concern will be treated confidentially and every effort will be made to protect the privacy of parents/guardians, children, staff, students and volunteers, except when information must be disclosed for legal reasons (e.g. to the Ministry of Education, College of Early Childhood Educators, law enforcement authorities or a Children’s Aid Society).
Conduct
Our centre maintains high standards for positive interaction, communication and role-modeling for children. Harassment and discrimination will therefore not be tolerated from any party.
If at any point a parent/guardian, or staff feels uncomfortable, threatened, abused or belittled, they may immediately end the conversation and report the situation to the supervisor and/or executive director.
Concerns about the Suspected Abuse or Neglect of a child
Everyone, including members of the public and professionals who work closely with children, is required by law to report suspected cases of child abuse or neglect.
If a parent/guardian expresses concerns that a child is being abused or neglected, the parent will be advised to contact the local Children’s Aid Society (CAS) directly.
Persons who become aware of such concerns are also responsible for reporting this information to CAS as per the “Duty to Report” requirement under the Child and Family Services Act.
For more information, visit http://www.children.gov.on.ca/htdocs/English/childrensaid/reportingabuse/index.aspx
Escalation of Issues or Concerns: Where parents/guardians are not satisfied with the response or outcome of an issue or concern, they may escalate the issue or concern verbally or in writing to: The Ministry of Education’s Child Care Quality Assurance and Licensing Branch. This ministry deals with Issues/concerns related to compliance with requirements set out in the Child Care and Early Years Act., 2014 and Ontario Regulation 137/15 should be reported to Issues/concerns may also be reported to other relevant regulatory bodies (e.g. local public health department, police department, Ministry of Environment, Ministry of Labour, fire department, College of Early Childhood Educators, (Ontario College of Teachers, College of Social Workers, etc.) where appropriate.
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Jacob Hespeler Child Care Centre January 2017 – June 2018 Fee Schedule
Approved by the Board of Directors
Nursery School Program Toddler $26.00 per day Preschool $20.00 per day Toddler Program Full Day Toddler $56.00 per day Half Day Toddler $39.00 per day Preschool Program Full Day Preschool $46.00 per day Half Day Preschool $31.00 per day Kindergarten Program Before School $10.50 per day After School $15.00 per day School Age Program (6-12) Before School $10.50 per day After School $15.00 per day Rates for PD days and School Holidays Kindergarten Full Day $45.00 per day School Age Full Day $37.00 per day
Notes: These fee rates are subject to receipt of Provincial Grants. For information on Subsidy please call the Region of Waterloo at 519-883-2200 or online at www.regionofwaterloo.ca/en/servvicesforyou./childcaresubsidy.asp Or by visiting the One List Waterloo Region at https://regionofwaterloo.onehsn.com Payment will be accepted through automatic withdrawal or post-dated cheques. Parents will be notified one month in advance if fees are subject to change.
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Jacob Hespeler Child Care Centre Important Date List 2017-2018 (Please keep for reference throughout the year)
Fall programs begin September 5, 2017
Jacob Hespeler Child Care Centre will be closed on the following days: September 4, 2017 (Labour Day) October 9, 2017 (Thanksgiving) December 25, 2017 – January 1, 2018 (Inclusive - Christmas Break) February 19, 2018 (Family Day) March 30, 2018 (Good Friday) April 2, 2018 (Easter Monday) May 21, 2018 (Victoria Day) July 2, 2018 (Canada Day) July 3, 2018– July 6, 2018 (Maintenance Shut Down) August 6, 2018 (Civic Holiday)
Jacob Hespeler Child Care Centre will operate all Programs on the following days. Registration for Kindergarten and School Age Programs is required. September 22, 2017 (Professional Activity Day) November 17, 2017 (Professional Activity Day) January 2 – 5, 2018 (Board Designated Holidays) January 26, 2018 (Professional Activity Day) March 12 - 16, 2018 (March Break) April 13, 2018 (Professional Activity Day) May 4, 2018 (Professional Activity Day) June 1, 2018 (Professional Activity Day) June 29, 2018 (Professional Activity Day) The Summer Program begins July 9, 2018
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Emergency Management Policy and Procedures Purpose
The purpose of this policy is to provide clear direction for all Jacob Hespeler Child Care Centre staff and management to follow to deal with emergency situations. The procedures set out steps for staff to follow to support the safety and well-being of everyone involved.
Clear policies and procedures will support all individuals to manage responses and responsibilities during an emergency, resulting in the safest outcomes possible.
Definitions All-Clear: A notification from an authority that a threat and/or disaster no longer pose a danger and it is deemed safe to return to the child care premises and/or resume normal operations. Authority: A person or entity responsible for providing direction during an emergency situation (e.g. emergency services personnel, executive director/supervisor or designate). Emergency: An urgent or pressing situation where immediate action is required to ensure the safety of children and adults in attendance. These include situations that may not affect the whole child care centre (e.g. child-specific incidents) and where 911 is called. Emergency Services Personnel: persons responsible for ensuring public safety and mitigating activities in an emergency (e.g. law enforcement, fire departments, emergency medical services, rescue services). Evacuation Site: the designated off-site location where shelter is obtained during an emergency. The evacuation site is used when it is deemed unsafe to be at or return to the child care centre. Meeting Place: the designated safe place near the child care centre where everyone is to initially gather before proceeding to the evacuation site, or returning to the child care centre if evacuation is not necessary. Staff: Individual employed by Jacob Hespeler Child Care Centre (e.g. program staff, supervisor/executive director). Unsafe to Return: A notification from an authority that a threat and/or disaster continue to pose a danger and it is unsafe to return to the child care premises.
Policy
Staff will follow the emergency response procedures outlined in this document by following these three phases:
1. Immediate Emergency Response; 2. Next Steps during an Emergency; and 3. Recovery.
Staff will ensure that children are kept safe, are accounted for and are supervised at all times during an emergency situation. For situations that require evacuation of the child care centre, the meeting place to gather immediately will be located at: . If it is deemed ‘unsafe to return’ to the child care centre, the evacuation site to proceed to is located at: . See map attached
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Note: all directions given by emergency services personnel will be followed under all circumstances, including directions to evacuate to locations different than those listed above. For any emergency situations involving a child with an individualized plan in place, the procedures in the child’s individualized plan will be followed. A copy of all ISP’s and acute medical needs forms be kept in the emergency binder. If any emergency situations happen that are not described in this document, the supervisor/designate will provide direction to staff for the immediate response and next steps. Staff will follow the direction given. If any emergency situations result in a serious occurrence, the serious occurrence policy and procedures will also be followed. All emergency situations will be documented in detail by the supervisor/designate in the daily written record.
Additional Policy Statements E.g. regular drills with staff for training/practice, emergency bag preparation, etc. As all Jacob Hespeler Child Care Centre programs are located in publicly funded schools, we will follow the school board’s emergency management policies and procedures. *see “in case of emergency poster” attached. Further details for various emergency situations are listed below.
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Emergency Situation
Roles and Responsibilities
Lockdown When a threat is on, very near, or inside the child care centre. E.g. a suspicious individual in the building who is posing a threat.
1) The staff member who becomes aware of the threat must inform all other staff of the threat as quickly and safely as possible.
2) Staff members who are outdoors must ensure everyone who is outdoors proceeds to a safe location such as the centre’s emergency shelter.
3) Staff inside the child care centre must: • remain calm; • gather all children and move them away from doors and windows; • take children’s attendance to confirm all children are accounted for; • take shelter in closets and/or under furniture with the children, if appropriate; • keep children calm; • ensure children remain in the sheltered space; • turn off/mute all cellular phones; and • wait for further instructions.
4) If possible, staff inside the program room(s) should also:
• close all window coverings and doors; • barricade the room door; • gather emergency medication; and • join the rest of the group for shelter.
5) Supervisor/designate will immediately:
• close and lock all child care centre entrance/exit doors, if possible; • call 911 to report the threat
and • take shelter.
Note: only emergency service personnel are allowed to enter or exit the child care centre during a lockdown.
Hold & Secure When a threat is in the general vicinity of the child care centre, but not on or inside the child care premises. E.g. a shooting at a nearby building.
1) The staff member who becomes aware of the external threat must inform all other staff of the threat as quickly and safely as possible.
2) Staff members who are outdoors must ensure everyone returns to their
program room(s) immediately. 3) Staff in the program room must immediately:
• remain calm; • take children’s attendance to confirm all children are accounted for; • close all window coverings and windows in the program room; • continue normal operations of the program; and • wait for further instructions.
4) Supervisor/designate must immediately:
• close and lock all entrances/exits of the child care centre; • close all blinds and windows outside of the program rooms; and • place a note on the external doors with instructions that no one may
enter or exit the child care centre if safe to do so. Note: only emergency services personnel are allowed to enter or exit the centre during a hold and secure.
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Bomb Threat A threat to detonate an explosive device to cause property damage, death, or injuries E.g. phone call bomb threat, receipt of a suspicious package.
1) The staff member who becomes aware of the threat or supervisor/designate must: • remain calm; • call 911 if emergency services is not yet aware of the situation; • follow the directions of emergency services personnel; and • take children’s attendance to confirm all children are accounted for.
A. Where the threat is received by telephone, the person on the phone
should try to keep the suspect on the line as long as possible while another individual calls 911 and communicates with emergency services personnel.
B. Where the threat is received in the form of a suspicious package, staff
must ensure that no one approaches or touches the package at any time.
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Disaster Requiring Evacuation A serious incident that affects the physical building and requires everyone to leave the premises. E.g. fire, flood, power failure.
1) The staff member who becomes aware of the disaster must inform all other staff of the incident and that the centre must be evacuated, as quickly and safely as possible. If the disaster is a fire, the fire alarm pull station must be used and staff must follow the exit procedure on the “IF YOU DETECT FIRE” poster. 2) Staff must immediately:
• remain calm; • gather all children, the attendance record, children’s emergency contact information,
any emergency medication; • exit the building with the children using the nearest safe exit, bringing children’s
outdoor clothing (if possible) according to weather conditions; • escort children to the meeting place; and • take children’s attendance to confirm all children are accounted for; • keep children calm; and • wait for further instructions.
3) If possible, staff should also:
• take a first aid kit; and • gather all non-emergency medications.
4) Designated staff will: • help any individuals with medical and/or special needs who need assistance to go to
the meeting place (in accordance with the procedure in a child’s individualized plan, if the individual is a child); and
• in doing so, follow the instructions posted on special needs equipment or assistive devices during the evacuation.
5) If possible, the site supervisor/designate must conduct a walk-through of the child care centre to verify that everyone has exited the building and secure any windows or doors, unless otherwise directed by emergency services personnel. 6) Child Care Programs will conduct fire drills a minimum of once per month and will record
them in the fire drill report log and daily communication log. 7) Extended Day Programs will conduct fire drills a minimum of three times per term, and monthly for the summer months.
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Disaster – External Environmental Threat An incident outside of the building that may have adverse effects on persons in the child care centre. E.g. gas leak, oil spill, chemical release, forest fire, nuclear emergency.
1) The staff member who becomes aware of the external environmental threat must inform all other staff of the threat as quickly and safely as possible and, according to directions from emergency services personnel, advise whether to remain on site or evacuate the premises.
If remaining on site: 1) Staff members who are outdoors with children must ensure everyone who is outdoors
returns to their program room immediately. 2) Staff must immediately:
• remain calm; • take children’s attendance to confirm all children are accounted for; • close all program room windows and all doors that lead outside (where applicable); • seal off external air entryways located in the program rooms (where applicable); • continue with normal operations of the program; and • wait for further instructions.
3) Supervisor/designate must: • seal off external air entryways not located in program rooms (where applicable); • place a note on all external doors with instructions that no one may enter or exit the
child care centre until further notice; and • turn off all air handling equipment (i.e. heating, ventilation and/or air conditioning,
where applicable).
If emergency services personnel otherwise direct the child care centre to evacuate, follow the procedures outlined in the “Disaster Requiring Evacuation” section of this policy.
Natural Disaster: Tornado / Tornado Warning
1) The staff member who becomes aware of the tornado or tornado warning must inform all other staff as quickly and safely as possible.
2) Staff members who are outdoors with children must ensure everyone who is outdoors
returns to their program room(s) immediately. 3) Staff must immediately:
• remain calm; • gather all children; • go to area designated on site plan attached; • take children’s attendance to confirm all children are accounted for; • remain and keep children away from windows, doors and exterior walls; • keep children calm; • conduct ongoing visual checks of the children; and • wait for further instructions.
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Natural Disaster: Major Earthquake
1) Staff in the program room must immediately: • remain calm; • instruct children to find shelter under a sturdy desk or table and away from
unstable structures; • ensure that everyone is away from windows and outer walls; • help children who require assistance to find shelter; • for individuals in wheelchairs, lock the wheels and instruct the individual to
duck as low as possible, and use a strong article (e.g. shelf, hard book, etc.) to protect their head and neck;
• find safe shelter for themselves; • visually assess the safety of all children.; and • wait for the shaking to stop.
2) Staff members who are outdoors with children must immediately ensure that
everyone outdoors stays away from buildings, power lines, trees, and other tall structures that may collapse, and wait for the shaking to stop.
3) Once the shaking stops, staff must:
• gather the children, their emergency cards and emergency medication; and • exit the building through the nearest safe exit, where possible, in case of
aftershock or damage to the building.
4) If possible, prior to exiting the building, staff should also: • take a first aid kit; and • gather all non-emergency medications.
5) Individuals who have exited the building must gather at the meeting place and wait for
further instructions.
6) Designated staff will: • help any individuals with medical and/or special needs who need assistance to go to
the meeting place (in accordance with the procedure in a child’s individualized plan, if the individual is a child); and
• in doing so, follow the instructions posted on special needs equipment or assistive devices during the evacuation.
7) The site supervisor/designate must conduct a walkthrough of the child care
centre to ensure all individuals have evacuated, where possible.
Immediate Emergency Response Procedures for Other Emergencies Inclement Weather and Snow Storms
• continue normal operation of children’s program. Supervisor/designate will contact parents to come to centre to pick up children.
Additional Procedures for Immediate Emergency Response Chef or other available staff (ie. Staff on break or planning time) will assist where instructed by supervisor/designate to do so.
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Phase 2: Next Steps During the Emergency 1) Where emergency services personnel are not already aware of the situation, supervisor/designate must
notify emergency services personnel (911) of the emergency as soon as possible. 2) Where the child care centre has been evacuated, emergency services must be notified of individuals
remaining inside the building, where applicable. 3) If the executive director is not already on site, the site supervisor/designate must contact the executive director to inform them of the emergency situation and the current status, once it is possible and safe to do so.
List of Emergency Contact Persons: Contact list is located in the front of emergency contact binder and posted by telephones.
4) Where any staff, students and/or volunteers are not on site, supervisor/designate must notify these individuals of the situation, and instruct them to proceed directly to the evacuation site if it is not safe or practical for them return to the child care centre.
5) Supervisor/designate must wait for further instructions from emergency services personnel. Once
instructions are received, they must communicate the instructions to staff and ensure they are followed.
6) Throughout the emergency, staff will: • help keep children calm; • take attendance to ensure that all children are accounted for; • conduct ongoing visual checks and head counts of children; • maintain constant supervision of the children; and • engage children in activities, where possible.
7) In situations where injuries have been sustained, staff will assist with administering first aid. Staff must
inform emergency personnel of severe injuries requiring immediate attention and assistance.
8) All injuries will be documented by staff.
8a) Procedures to Follow When “All-Clear” Notification is Given Procedures 1) The individual who receives the ‘all-clear’ from an authority must inform
all staff that the ‘all-clear’ has been given and that it is safe to return to the child care centre.
2) Designated staff who have assisted individuals with medical and/or special
needs with exiting the building will assist and accompany these individuals with returning to the child care centre.
3) Staff must:
• take attendance to ensure all children are accounted for; • escort children back to their program room(s), where applicable; • take attendance upon returning to the program room(s) to ensure that all
children are accounted for; where applicable; and re-open closed/sealed blinds, windows and doors.
4) The supervisor/designate in consultation with the executive director will determine if operations will resume and communicate this decision to staff.
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Communication with parents/ guardians
1) As soon as possible, the supervisor/designate must notify parents/guardians, by email and/or telephone of the emergency situation and that the all-clear has been given.
2) Where disasters have occurred that did not require evacuation of the child
care centre, The supervisor/designate must provide a notice of the incident to parents/guardians by email and/or telephone.
3) If normal operations do not resume the same day that an emergency
situation has taken place, the supervisor/designate in consultation with the executive director must provide parents/guardians with information as to when and how normal operations will resume as soon as this is determined.
Phase 3: Recovery (After an Emergency Situation has Ended) Procedures for Resuming Normal Operations E.g. where, applicable, reopening the child care centre, contacting the Ministry of Education Program Advisor, responding to media and community inquiries, contacting the insurance company, informing the caterer, temporarily relocating, etc.
1.The date and time when normal operations may resume will be determined after consultation with: the centre supervisor/designate, the executive director, the Ministry of Education Program Advisor, school board personnel, and the Jacob Hespeler Child Care Centre Board of Director’s, police, public health inspector, fire inspector where applicable. 2. Should the program need to temporarily relocate in order to reopen, all necessary inspections by relevant parties will occur. 3. Any media inquiries will be directed to the executive director, board of director’s (and school board personnel). 4. The executive director will contact the insurance company to begin any processes that need to be put in place. 5.Parents will be notified by email and/or phone calls with updates.
Procedures for Providing Support to Children and Staff who Experience Distress
When an emergency situation has ended a list of support services will be made available. It may include: counselling services through employee benefits or through community agencies (ie. WRDSB Traumatic Events Coordinator).
Procedures for Debriefing Staff, Children and Parents/ Guardians Include, where, applicable, details about when and how the debrief(s) will take place, etc.
The supervisor/designate in conjunction with the executive director/board of directors must debrief staff, children and parents/guardians after the emergency. This may be done in the following ways: 1. meeting of staff individually and as a team to provide insights into existing procedures and possible next-steps if they feel that procedures could be improved upon.2. open invitation for children and parents to come together to have questions/concerns addressed within each program grouping or, by the centre as a whole.3. Ministry of Education Program Advisor, school board personnel, insurance representative, emergency response personnel, etc. may also be included in these discussions
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8b) Procedures to Follow When “Unsafe to Return” Notification is Given Procedures 1) The individual who receives the ‘unsafe to return’ notification from an
authority must inform all staff of this direction and instruct them to proceed from the meeting place to the evacuation site, or the site determined by emergency services personnel.
2) Staff must take attendance to confirm that all children are accounted for, and
escort children to the evacuation site.
3) Designated staff who have assisted individuals with medical and/or special needs with exiting the building will assist and accompany these individuals to the evacuation site.
4) The supervisor/designate will post a notice for parents/guardians on the child
care centre entrance with information on the evacuation site, where it is possible and safe to do so.
5) Upon arrival at the evacuation site, staff must:
• remain calm; • take attendance to ensure all children are accounted for; • help keep children calm; • engage children in activities, where possible; • conduct ongoing visual checks and head counts of children; • maintain constant supervision of the children; • keep attendance as children are picked up by their parents, guardians or
authorized pick-up persons; and • remain at the evacuation site until all children have been picked up.
Communication with parents/ guardians
1) Upon arrival at the emergency evacuation site, the supervisor/designate will notify parents/guardians of the emergency situation, evacuation and the location to pick up their children. 2) Where possible, the supervisor/designate will update the child care centre’s
voicemail box as soon as possible to inform parents/guardians that the child care centre has been evacuated, and include the details of the evacuation site location and contact information in the message. Instructions to update the centre voicemail remotely will be found in the centre emergency binder.
Phase 3: Recovery (After an Emergency Situation has Ended)
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Procedures for Resuming Normal Operations E.g. where, applicable, reopening the child care centre, contacting the Ministry of Education Program Advisor, responding to media and community inquiries, contacting the insurance company, informing the caterer, temporarily relocating, etc.
1.The date and time when normal operations may resume will be determined after consultation with: the centre supervisor/designate, the executive director, the Ministry of Education Program Advisor, school board personnel, and the Jacob Hespeler Child Care Centre Board of Director’s, police, public health inspector, fire inspector where applicable. 2. Should the program need to temporarily relocate in order to reopen, all necessary inspections by relevant parties will occur. 3. Any media inquiries will be directed to the executive director, board of director’s (and school board personnel). 4. The executive director will contact the insurance company to begin any processes that need to be put in place. 5.Parents will be notified by email and/or phone calls with updates.
Procedures for Providing Support to Children and Staff who Experience Distress
When an emergency situation has ended a list of support services will be made available. It may include: counselling services through employee benefits or through community agencies (ie. WRDSB Traumatic Events Coordinator).
Procedures for Debriefing Staff, Children and Parents/ Guardians Include, where, applicable, details about when and how the debrief(s) will take place, etc.
The supervisor/designate in conjunction with the executive director/board of directors must debrief staff, children and parents/guardians after the emergency. This may be done in the following ways: 1. meeting of staff individually and as a team to provide insights into existing procedures and possible next-steps if they feel that procedures could be improved upon.2. open invitation for children and parents to come together to have questions/concerns addressed within each program grouping or, by the centre as a whole.3. Ministry of Education Program Advisor, school board personnel, insurance representative, emergency response personnel, etc. may also be included in these discussions
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Licensed Full Site Locations for Toddler Children up to Grade 6 Jacob Hespeler Child Care Centre (Located in Centennial Public School) 100 Weaver Street, Cambridge, ON N3C 1W4 Team Leader: Lauren Eby Phone: 519-658-2620 Fax: 519-658-5262 Email: [email protected] Supervisor: Lou Duggan Phone: 519-651-1090 Email: [email protected] Woodland Park Child Care Centre (Located in Woodland Park Public School) 555 Ellis Road, Cambridge, ON N3C 2V4 Supervisor: Lou Duggan Phone/Fax: 519-651-1090 Email: [email protected] Westvale Child Care Centre (Located in Westvale Public School) 265 Westvale Drive, Waterloo, ON N2T 2B2 Supervisor: Michelle Dutra Phone: 519-746-8104 Fax: 519-746-1965 Email: [email protected] Saginaw Child Care Centre (Located at Saginaw Public School) 740 Saginaw Parkway, Cambridge, ON N1T 1V6 Supervisor: Debbie Ainlay Phone/Fax: 519-740-8066 Email: [email protected] Lackner Woods Child Care (Located at Lackner Woods Public School) 151 Zeller Drive, Kitchener, ON N2A 4H4 Supervisor: Amy Andress Phone: 519-895-8718 Email: [email protected] Millen Woods Child Care (Located in Millen Woods Public School) 640 New Hampshire Street, Waterloo, ON N2K 0A5 Supervisor: Roslyn Hilgartner Phone: 519-888-9000 Email: [email protected]
JACOB HESPELER CHILD CARE CENTRE: Head Office Location: 640 New Hampshire Street, Waterloo ON N2K 0A5 Executive Director: Colleen Lehnen Phone: 519-888-0098 Email: [email protected]
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JACOB HESPELER CHILD CARE CENTRE: Head Office Location: 640 New Hampshire Street, Waterloo ON N2K 0A5 Executive Director: Colleen Lehnen Phone: 519-888-0098 Email: [email protected]
Licensed Youth Development Site Locations for Before and After School Children in Grades 3 through 6 Breslau Youth Development Program (Located in Breslau Public School) 58 Joseph Street, Breslau, ON N0B 1N0 Team Leader: Meaghan Barber Phone: 519-242-8589 Email: [email protected] Supervisor: Amy Andress Phone: 519-895-8718 Email: [email protected] Bridgeport Youth Development Program (Located in Bridgeport Public School) 59 Bridge St. W., Kitchener, ON N3C 3J6 Team Leader: Trudy Reimer Phone: 519-503-1850 Email: [email protected] Supervisor: Roslyn Hilgartner Phone: 519-888-9000 Email: [email protected] Hespeler Youth Development Program (Located in Hespeler Public School) 300 Winston Blvd. Cambridge, ON N3C 3J6 Team Leader: Lorraine Robbins Phone: 519-503-1670 Email: [email protected] Supervisor: Lou Duggan Phone: 519-651-1090 Email: [email protected] Chalmers Youth Development Program (Located in Chalmers Public School) 35 Chalmers Street South, Cambridge, ON N1R 5B4 Team Leader: Alisha Brenton Phone: 519-577-0456 Email: [email protected] Supervisor: Debbie Ainlay Phone: 519-740-8066 Email: [email protected] Lexington Youth Development Program (Located in Lexington Public School) 431 Forestlawn Rd. Waterloo, ON N2K 2J5 Team Leader: Trudy Reimer Phone: 519-588-0274 Email: [email protected] Supervisor: Roslyn Hilgartner Phone: 519-888-9000 Email: [email protected] Suddaby Youth Development Program (Located in Suddaby Public School) 171 Frederick St. Kitchener, ON N2H 2M6 Team Leader: Jennifer Burkholder Phone: 519-577-0465 Email: [email protected] Supervisor: Michelle Dutra Phone: 519-746-8104 Email: [email protected] Hillcrest Youth Development Program (Located in Hillcrest Public School) 31 Renwick Ave. Cambridge ON N3C 2T5 YDP Cell Phone 519-577-0150 Team Leader: Lauren Eby Phone: 519-658-2620 Email: [email protected] Supervisor: Lou Duggan Phone: 519-651-1090 Email: [email protected] Chicopee Hills Youth Development Program (Located in Chicopee Hills Public School) 800 Fairway Road North, Kitchener, ON N2A Team Leader: Meaghan Barber Phone: 519-577-0363 Email: [email protected] Supervisor: Amy Andress Phone: 519-895-8718 Email: [email protected]
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Reflective Moment
Play is every child’s right
Play is spontaneous, and instinctive
Play allows the child to develop at a pace
which is comfortable for him or her
Play involves the child’s total being, social, emotional, physical and intellectual
Play allows the child to interpret
his world and his place in it
Play reinforces his or her formal learning
Play allows for the integration of the child’s skills and learning
Play can be it’s own reward or a means to an end
Play is enhanced more by the adult’s
assistance in creating opportunities, than by direct intervention
Author Unknown
