A Public Benefit, Non-Profit Corporation
Parent Handbook
2016-17
Table of Contents
Program Address & Phone NumbersPage3
Mission and PhilosophiesPage4
Parent AcknowledgementPage5
Non-Discrimination PolicyPage5
Program DescriptionPage5
Enrollment/Registration InformationPage6
Children with Individual Education /Behavior/Health PlansPage6
TuitionPage6
Late Tuition Fees/NSF FeesPage8
Late Child Pick-Up FeesPage9
Voluntary Withdrawal/Change of Service NotificationPage9
Hours of OperationsPage10
Early Release Days/Breaks/Snow Make Up Day SchedulesPage11
Observed Annual ClosuresPage11
Weather Closures/Power Outages PolicyPage12
Daily Arrival & Departure ProceduresPage12
Daily Transitions for Your ChildPage13
Reporting an AbsencePage13
Missing Child Checklist/ProceduresPage14
After School ActivitiesPage14
Sample Daily Schedule of EventsPage14
Daily Snack, Meals, Treats PolicyPage15
Practices for an Ill ChildPage 16
Discipline ProceduresPage16
Reporting RequirementsPage 17
Medical ConditionsPage18
Medication RequirementsPage 18
Emergency/Disaster ProceduresPage18
Fire Arms/Weapons PolicyPage19
Children’s Attire/Dress ExpectationsPage19
Homework/School ProjectsPage20
Religious ActivitiesPage20
Transportation & Field TripsPage20
Visitor PolicyPage20
Personal Toys/Electronic Devices/Student Cell PhonesPage21
MoviesPage21
DonationsPage21
Baby Sitting PolicyPage 21
Parent CooperationPage 22
Parent Communication/InvolvementPage22
Parents Night Out GuidelinesPage22
Social MediaPage23
Animal/Pet PolicyPage 23
Open Door PolicyPage24
Welcome to University Place Latchkey. We are a multi-site, exclusively school age, before and after school childcare program. Our main office contact information is located on the front of this publication. We operate four (4) programs at different schools.
Chambers Primary
9101 56th Street West
University Place, WA 98467
(253) 565-7883
Site Manager: Barbara Stock
Evergreen Primary
7102 40th Street West
University Place, WA 98466
(253) 564-3537
Site Manager: Karen Myers
Sunset Primary
4523 97th Avenue West
University Place, WA 98466
(253) 564-3625
Site Manager: Veronica Howard
University Place Primary
2708 Grandview Drive West
University Place, WA 98466
(253) 564-3651
Site Manager: Mosetta Rodrigues
Mission And Philosophy
Mission:
University Place Latchkey, a nonprofit corporation, intends to provide a safe, dependable, fun, active, enriching, affordable, high quality before and after school childcare program. We believe in providing an exceptional childcare program for children of varying school ages, Kindergarten through 7th grade (5 through 12 years of age). By providing a variety of activities, our program encourages each child to use his/her potential in all experiences for personal growth. Our purpose is to help each child develop to the best of his/her individual ability and to provide an atmosphere in which the child can learn to share and be a supportive, contributing member of the community.
Philosophy:
University Place Latchkey, a nonprofit corporation, intends to provide a safe, dependable, fun, active, enriching and affordable quality exclusively before and after school childcare program. In order to provide a supportive environment for school age children, University Place Latchkey uses the following guidelines:
Safety-All facilities, equipment and child care providers must meet Washington State licensing requirements related to the health and welfare of school age children.
Dependable- We operate a program during the school year to meet working families’ needs. We have extended days of operation for school breaks and early release days.
Fun-Creative arts are an important part of our daily activity schedule. We strive to have “something for everybody”.
Active-UP Latchkey offers the children many opportunities for running, jumping and climbing. There are also opportunities for cooperative group games.
Enriching-We have weekly lesson plans with a variety of themes. We offer time for school projects and completion of assignments. Children are always encouraged to read silently or with a group if they have completed their homework. Children are given the opportunity to seek quiet or rest time.
Affordable-As a nonprofit corporation, all of the tuition and fees goes solely to the support of our program.
Quality-UP Latchkey hires qualified adults who implement a program with developmentally appropriate activities, equipment, and facilities suited to meet the needs of school age children. We strive to maintain an excellent working relationship with the University Place School District. UP Latchkey is a “home away from home” familiar environment. Teamwork, courtesy, courage and honesty are foundations of our program. The children are encouraged to develop secure relationships with classmates and caregivers.
Parent Acknowledgment
A written copy of this handbook is given to each parent at the beginning of the school year or upon enrollment. The publication is also available at your child’s Latchkey location, on our website at www.uplatckey.com, and at our main administrative office. A signed acknowledgment of receipt of this handbook and any otherUP Latchkey policies is kept in your child’s file.
Non-Discrimination Policy
University Place Latchkey is an equal opportunity employer and non profit organization and does not discriminate because of race, creed, religion, color, national origin, sex, age, marital status, military status, sexual orientation, gender identity, genetic information, disability or any other basis protected by the state, federal or local law. To the best of our ability we design our program to meet the concerns of the parents, children and employees of UP Latchkey.
Program Description
UP Latchkey is a non-profit, public benefit, before and after school childcare program licensed by the Department of Early Learning of Washington State. A volunteer, rotating Board of Directors governs our program. The Board of Directors hires an Executive Director to manage the daily operations of our successful program. We are not affiliated with the University Place School District #83. However, the school district leasesdedicated space for our program and provides any transportation needed for our program.
Our employees are selected on their education, experience with children, and professionalism. They are among the best in the area. Our Lead Teachers have specific training in Early Childhood Education and meet all educational requirements provided for in the WAC codes pertaining to exclusively before and after school child care programs. We also require continuing professional development of all our staff.
If you have any questions or concerns with our program, please contact your child’s UP Latchkey Teacher or Site Manager. You may also contact the administrative office and speak with the Director or Assistant Director.
Enrollment/Registration Information
UP Latchkey has an annual registration procedure and fee. Enrollment will begin once you have completed all registration paperwork and paid any fees/tuition due at the time of registration and availability is confirmed by the Director or Assistant Director. Our registration is on a first come first serve basis. Enrollment is not guaranteed from one year to the next. Some of our programs/classrooms fill up quickly and families may need to be placed on a waiting list.
We are licensed through DSHS to accept state assistance. It is the parent’s/guardian’s responsibility to confirm their assistance with the state. University Place Latchkey does not assist you with your case. Your registration fee must be paid at the time of registration. If you find out later you qualify for assistance, UP Latchkey will credit any overage to the monthly co-payment requirement. If no co-payment is required by DSHS, UP Latchkey will refund the amount DSHS reimbursed for these fees to the parent who enrolled the child in our program.
Children with Individual Education/Behavior/Health Plans
UP Latchkey makes every attempt to make our program is successful for all children. Occasionally, a child may have some unique qualities which require special attention. The University Place School District does not share any information with us about the children. In our experience, families who choose to share this information with UP Latchkey have a greater chance of success in our program. Please consider including UP Latchkey with any information which you feel will help to contribute to your child’s success in our program. If you/we feel it could be helpful to your child’s success in our program, you/we may ask for permission to speak directly with the school staff (ex: teacher, counselor, principal). Please contact the main office for written permission for UP Latchkey to consult with UP School staff.
If your child has special health needs (ex: severe peanut allergy requiring the use of an epi-pen), you must provide a copy of a medical health care plan to UP Latchkey. Please speak with the main office at 564-4234 for specific instructions.
Tuition Fees
As a non-profit organization, the tuition you pay goes directly into the requirements of our program. We make every attempt to keep our tuition/registration costs as low as possible while still providing an exceptional program.
The 2016-17 school is scheduled to begin September 6, 2016 and end June 21, 2017. During the school year, our program operates extended hours for “early release days”, school holiday breaks and snow make up days (when applicable). Our monthly tuition is determined by calculating our yearly costs and dividing them equally over 10 payments (September-June). Our current tuition rates are:
Before School Only$235 per month/per child
After School Only$350 per month/per child
Before and After School$430 per month/per child
Occasionally, we must raise tuition to meet the financial needs of our program. UP Latchkey will provide written notification, to each of our current families, 30 days prior to any tuition changes. We currently only accept “full time” children. Your tuition remains the same each month, while your child is registered in our program.
Tuition is due by the 3rd of every month. If the 3rd of the month falls on a weekend, tuition is due the Friday before. If the 3rd falls on a holiday break, tuition is still due by the 3rd of the month. Holiday/school breaks are clearly marked in our classroom and on the school district calendar. We accept personal checks, bank checks or money orders at each program location. Cash is only accepted at the main office located at 2554 Locust Ave W, UP, WA 98466. Please call in advance if you plan to pay in cash. Our administrative employees wear many hats and they may be out observing one of our programs, attending a meeting or providing support for our childcare program. You may also set up bill pay through your banking institution; however, we must receive the bill pay check by the 3rd of each month in order to avoid any late fees. Please mail your check to UP Latchkey, PO Box 64005, Tacoma, WA 98464. Please do not send your check in your child’s backpack. Tuition payments must be received from an adult. University Place Latchkey does not accept debit/credit card payments.
UP Latchkey uses Childcare Management software for all billing. We do not invoice for our services. Billing is collected at the sites, but managed at our main office. As a reminder, we post tuition notices in each classroom. You will be provided with a receipt or statement of your tuition payment once our administrative office has input your payment information into Childcare Management. Please retain all statements for your tax records.
Occasionally, we have two parties paying for a child’s tuition. Each party must sign for a copy of the Parent Handbook. A split payment plan will be written by University Place Latchkey outlining each party’s responsibilities for tuition based on court documentation of child support. If no documentation is available, UP Latchkey will design a payment plan best suited for UP Latchkey. Each party must sign and comply with the payment agreement. Although two party payments will be outlined in a contract, only one billing account will be generated per family. All parties must remain current with their payment plan in order for the child/children to remain in our program.
As a licensed child care program, UP Latchkey may acceptapproved applicants with Department of Social and Health Services (DSHS) tuition assistance. You must provide email confirmation from DSHS of your current benefits and responsibilities prior to being accepted into our program. Our email address is . If you are pending acceptance from DSHS, you may enroll in our program as a “private pay” family. Private pay means you accept ALL financial responsibilities for our childcare services. In addition, if your DSHSis terminated after enrollment in our program, at any time for any reason, you automatically become a “private pay” family and assume all financial responsibilities for our childcare services as outlined in any Latchkey policies and our Parent Handbook. Once we have received email confirmation from DSHS, UP Latchkey will apply any personal payments made to your co-pay. If no co-pay is required, you will be refunded any tuition paid past your “approval date” of your DSHS assistance.
Many families have more than one child in our program. Although the first and second child enrolled from a family are both full tuition, we offer a monthly 10% discount on each sibling beyond the second child. The discount is only applied for children who are currently enrolled in our program and not on DSHS assistance.
University Place Latchkey also offers a 5% savings to families who choose to pay tuition 5 months in advance. However, if a pre-payment is returned for NSF, you are automatically charged an NSF fee and a 25% late tuition fee for any month which was delinquent. You may also be required to pay on a monthly tuition cycle rather than a pre-pay cycle.
Late Tuition Fee Policy /Non-Sufficient Funds Fees
UP Latchkey reserves the right to charge a late fee of 25% for all tuition received after the 3rd of each month. If tuition is not paid by the 5th of the month, with a 25% late fee included, your child may be terminated from our program. In order to re-enroll your child in our program, you will be responsible for the late tuition, the 25% late fee and the fees associated with enrolling a child in our program. Any exceptions to this policy must be submitted in writing and reviewed by the Director.
If your tuition has been delinquent more than twice in a school year, you may be placed on probationary financial status regardless if you are current with all tuition and late fees. If you receive another late fee while on probationary financial status, we reserve the right to terminate our services and dismiss your child from our program. UP Latchkey will provide you with written notice if you are placed on probationary financial status.
A $30 NSF fee will be assessed on all returned checks. In addition, a 25% late fee will be assessed if the NSF occurs after the 3rd of each month, in accordance with our Tuition Fees policy. University Place Latchkey may terminate all child care services if your account and any fees assessed to your account are not made current within 5 calendar days of an NSF. Upon receipt of 1 NSF/returned check, you may be required to pay tuition, registration and PNO by certified check, money order or cash. If your child is dropped because of financial shortfalls, future enrollment in University Place Latchkey is at the discretion of the Director or President of the Board of Directors. Regardless of termination of child care services, any fee/tuition which is not corrected within 10 calendar days may be submitted to a collection agency.
Late Child Pick Up Fees
Our program ends daily at 6:00 PM promptly. We will assess a late fee if your child is not picked up by 6:00 PM. Every family gets one “freebie” of up to 15 minutes, per child, for the first time a parent is late. The second and third time a parent is late picking up a child, the account will be assessed $1 per minute. The fourth time a parent is late will result in a $5 per minute charge and possible termination. University Place Latchkey will apply a late child pick up fee to your account for each child at each site. Payment of late fees must be received within 3 school days of the infraction. If payment is not made, UP Latchkey may terminate all childcare services. The Director also reserves the right to terminate our services after the 4th late pick up*. Our late fee fines are:
1st late Warning/Freebie (15 minutes)free (for first 15 minutes), then $1 for every minute after 15 minutes
2nd late$1 per minute/per child
3rd late$1 per minute/per child
4th late$5 per minute/per child w/possible termination
*UP Latchkey is a mandated reporter for child safety and welfare. In addition to termination of services, UP Latchkey may be required to submit a report to Child Protective Services if a parent is continuously late picking up his/her child from our program.
Voluntary Withdrawal/Change of Services Notification
University Place Latchkey understands your childcare needs may change throughout the school year. In order to avoid any additional tuition or fees, you must provide a written 2 week cancellation notice to withdraw or change the service agreement for childcare from our program. Failure to meet this deadline may result in full payment of tuition for the following month even if your child does not attend. Forms are available from your child’s teacher or you may email your statement of withdrawal to . Please include the date you submitted the request and your expected last date of services. When you provide a full 2-week cancellation notice, UP Latchkey will prorate your tuition for the 2 weeks your child will be attending. However, you will incur any registration fees/activity fees applicable if you seek our services in the future.