Afterschool and Summer Programs

ASPIRE

AfterSchool and Summer Programs

Parent Handbook

Policies and Procedures

·  Enrollment Procedures

·  Membership Fee and Volunteer Hours

·  Operation Time Line

·  Important Numbers and Addresses

·  Medical Emergencies and Immunization Procedure

·  Dispensing Medication Procedure

·  Parent Notification Procedure

·  Drop of and Pick up Procedure

·  Parent Visitation and Discussion of Operation Procedures

·  Disciplinary Action Systems

·  Child Protection Policy

·  Fire and Safety Policy

·  Student Code of Conduct

·  Student Dress Code

·  Field Trip and Water Activities Procedure

·  Meal Time Policy and ProcedureEarly Release Notice

Welcome!

We are pleased you have chosen Voice of Hope to provide a quality afterschool experience for your child. Voice of Hope has been offering afterschool programs in West Dallas for 30 years and we have a proven record of success. Thank you for entrusting us with your most valuable treasures – your children.

This handbook contains vital information regarding services, payments and programming. Please read through this handbook thoroughly and become familiar with all policies and procedures. If you need additional information, feel free to contact the Program Manager at 214.631.7027.

For the past 30 years, Voice of Hope has provided youth development programs in west Dallas. The focus today and going forward is giving youth what they need to be Christian leaders now. The Voice of Hope promise is to “light the fire within,” helping each child reach their full potential.

Thank you,

Dr. Kevin Norvell

Director of Programs

Enrollment Procedures

Voice of Hope operates in accordance with the Texas Health and Human Services Commission policy, which prohibits discrimination on the basis of race, color, disability, religion, political belief or national origin.

Our program is designed for children from Kindergarten to 8th grade. Pre-registration is strongly recommended due to capacity limits determined by State Licensing Requirements. Before a child attends a Voice of Hope program, we must have a current enrollment form. This form includes all immunization and consent forms. All information remains confidential. This form can be obtained at any of our Aspire sites or from the agency website: www.voiceofhope.org.

All forms must be completed and signed by a parent and submitted, along with enrollment fees, to the Program Manager.

Enrollment is done on a first come, first served basis and is not “rolled over” from the previous school year. If no space is available, applications will be placed on a waiting list.

Reservation of Right to Change Policies and/or Procedures

Voice of Hope reserves the right to add, delete, modify or amend the policies and procedures provided for the program or program handbook, upon a ten-day written notice to the parents.

Voice of Hope is committed to actively safeguarding children from harm and to ensuring that children’s right to protection are fully realized. We take seriously our responsibility to promote child-safe practices and to protect children from harm, abuse, neglect, and exploitation in any form.

In addition, we will take positive action to prevent child abusers from becoming involved with VOH in any way and will take stringent measures against any VOH Board members, volunteers, interns, sponsors, consultants, contractors, vendors, adviser, and guest.

To this end, All Staff and Caregivers:

·  Familiarize themselves with situations that may present risks and learn how to deal with those situations

·  Contribute to an environment where children are able to recognize unacceptable behavior and feel able to discuss their rights and concerns;

·  Wherever practical, ensure that they and other meet children openly;

·  Raise concerns about any case of suspected abuse in accordance with applicable procedures.

Further, as participation in VOH programs, a bond of trust between VOH, children in involved in VOH programs, and their families, and all VOH Staff and Caregivers must also:

·  Refrain from disclosing information (including the use of children’s last names and their community information, including name and location) that could be used to identify where they live or their families to unauthorized persons, including the general public;

·  Handle with sensitivity children’s and families personal information and images.

1. How do you know your child is safe?

All VOH Staff and volunteers are background checked by the Texas Department of Family and Protective Services (DFPS).

2. Visitors and Approved Pick up.

All visitors entering the building must check in at the front desk. They must show identification and sign-in and sign-out.

Only approved people will be able to pick up your child. If a person comes to pick up a child that is not on the approved list, they will be turned away and the parent will be contacted.

3. Sign-In and Sign-Out

All parents, guardians and approved people must sign children in and out. They also must put the time they signed they child in or out. The form will be stationed at the front desk at all times.

We are here do to what is in the best interest of the child.

Attention Parents & Children: PLEASE READ CAREFULLY.VOH takes a positive approach to discipline. Discipline is used to teach a child, not to punish a child. We achieve this through positive redirection and consistent routines

Coaches will use redirection and reminders as a form of guidance. The following guidelines are expected of every child:

·  No name calling, teasing, swearing, or bad language

·  No hitting, pinching, kicking, or biting

·  No standing or climbing on toys, chairs, tables, or furniture.

Warning System

Verbal warnings issued

u Written warning- Coach informed

v Written warning- Coach calls parent or guardian

Youth Leader receives documented response

w Written warning- Child is brought to the Director of Programs or designated person

Program Director schedules a Parent Conference (Parent Conference is MANDATORY)

Suspension*

L If your child receives 3 written warnings, a Parent Conference will be scheduled to inform you of the suspension and the reason(s). Conference must include youth, Club leader, parent, and Youth Director and any involved party. If parent refuses to have a conference within 3 days of occurrence, the child will be suspended for TWO (2) days.

NOTE: Fighting and/or cursing will result in an automatic suspension.

Dismissal*

L If a child is suspended two times, the child will be dismissed for the rest of the Semester.

Outings or Trips

L If a child is suspended, they will not be allowed to go on the trip or outing scheduled during that Semester.

Attendance

ð Two tardies equals one absence

ð Two UNEXCUSED absences in a row will result in a parent conference.

ð EXCUSED absences include the following:

Sickness: If there is a fever or if the sickness or rash is contagious.

Death: Family member and/or a close friend

* Program Director will consult with Executive Director before anyone is dismissed. Before a child is dismissed, Coaches & Program Director must have had a Parent Conference. The outcome of Parent Conference must be documented and placed in child’s folder.

I have read and understand the Disciplinary Action System of VOH and agree to abide with the mandates found within. I further state that I have or will speak to my child/ren regarding this system to ensure compliance.

Purpose

The purpose of this policy is to set forth the provisions that must be followed when administering non-emergency prescription and/or over the counter medication to students at VOH. For the purpose of this policy, medication will refer to any prescription or non-prescription (over-the-counter) drug.

General Statement of Policy

VOH acknowledges that some students may require prescribed drugs or medication during the day. The director or designated person will administer prescribed medications in accordance with law and label on prescription.

Procedure for Dispensing Medicine
A. The administration of any medication or drugs at school requires a completed signed request from the student’s parent well as the appropriate prescription label and container.
B. A “Medical Release” form must be completed annually (once per year) and/or when a change in the prescription or requirements for administration occurs.
C. All medication must come to VOH in the original container. Further, prescription medication must be labeled for the student, and must be administered in a manner consistent with the instructions on the label.
D. VOH may request to receive further information about the medication, if needed, prior to administration of the substance.
E. Upon arrival at VOH, students will leave medications with the director or designated personnel. Exceptions to this requirement are: prescription asthma medications self-administered with an inhaler.
F. The school must be notified immediately by the parent or student 18 years old or older in writing of any change in the student's prescription medication administration. A new medical authorization or container label with new pharmacy instructions shall be required immediately as well.
G. The director, or other designated person, shall be responsible for the filing of the Procedures for Dispensing Medicine at VOH form in the student file. The director, or designated person, shall be responsible for providing a copy of form to the parent and to other personnel designated to administer the medication.
H. Procedures for administration of drugs and medicine at VOH and VOH activities shall be developed in consultation with the director, parent of governing body of the ministry.

PROCEDURES FOR RELEASING CHILDREN

When picking up your child please sign them out on the sign out sheet for departure. Please talk to one of our staff for suggestions and help if the drop-off or pick-up time is especially difficult for you and/or your child. We want to make these pleasant times for you.

1. A substitute may never release a child.
2. A child may only be released to a parent or other authorized individuals listed on the enrollment application, even if a parent’s permission was given to other individuals. We will also keep copies of parent’s and other approved pick-up person identification with the child’s file.

3. A child will not be released unless a parent gives verbal or written consent.
*When a parent calls to say someone else will pick up their child, they will be asked if they are at home or at work, then using the numbers listed on the enrollment application a staff member will call them back to verify it is really the parent placing the call. The parent placing the call cannot give us a number. If a parent cannot be reached, we will not release the child.

*If someone comes to pick up a child without a parent’s permission and their name is on the enrollment application, we will call the parent before releasing the child to make sure this is what they want.

*If a written letter is given, we will call the parent to verify it was they who actually wrote the note. This can be done prior to pick up time. (Not necessary if the note is handed directly to a staff person who knows the parent).
4. If a person is unknown to staff, we will ask for picture identification. We will compare the picture with the person and make sure the name is listed on the enrollment application. This even applies to parents who are unknown to the releaser.
5. The approved pick-up person must sign out to prove the child was released in their care.
*The pick up person must make contact with the releaser to state that they are going to take the child from the center.
*If the pick-up person forgets to sign out, the releaser must call to make sure the child is with them.

When in doubt, we will not release a child.

Listed below are emergency contacts depending on what type of help need

Emergency

·  911 for serious emergency such as allergic reaction to medication

o  Emergency medical services

§  214-67-4311

o  Law Enforcement

§  Non emergency 311

§  214-744-4444

o  Fire Department ~ Station 16

§  214-670-5466

·  Poison Control

o  1-800-222-1222

·  DFPS Child Abuse Hotline

o  1-800-252-5400
Call our Abuse Hotline toll-free 24 hours a day, 7 days a week, nationwide.

o  www.txabusehotline.org

·  Nearest Licensing office telephone number and address

o  Dallas
8700 North Stemmons Freeway,
Suite 104
Dallas, Texas 75247
(214) 951-7902
(800) 582-6036

www.dfps.state.tx.

o 

·  Operation Information

o  Voice of Hope Ministries, Inc.

4120 Gentry

Dallas, TX 75212

Business: 214-631-7027

Fax 214-631-7877

www.voiceofhope.org

Communications with Law Enforcement Officials

Any staff member, volunteer, other adult, or participant may call 911 on behalf of the program if a staff member deems it necessary.

Always inform the Director of Programs if 911 has been called

Injuries

Parents will be contacted immediately if their child is hurt and requires special medical treatment. If we cannot reach you, we will contact the individual(s) listed on your enrollment application.
Appropriate First aid will be given while we wait for a parent to arrive. If emergency care is required, we will call 911, and a staff member will accompany your child to the nearest appropriate medical facility as indicated on your enrollment application.
Parents will also be notified for injuries that are not of an emergency nature (pinched fingers, bumps on hand…) that might require a physician’s consultation, but are not serious. We believe that each family should make these decisions individually.