Policy Book 2013 Updates

Parent Education and Orientation

Adult to Child Ratios

Toddler Programs

Member-In-Good Standing Status

Suggested Paperwork Guidelines

Tool Kit

CCLR Checklist

Emergency Loan and Grant Program

Group Insurance Policy Document Request

Website Link Policy

Reimbursement of Consultant’s Fee for Probationary Teacher Reviews

Babysitting Guidelines

Playground Signage Template

Parent Education and Orientation

*To ensure the highest quality preschool program, the Council and BC Licensing through the Ministry of Health and the Child Care Licensing Regulations (CCLR) require all volunteer teacher assistants to complete 20 hours of Parent Education.

In 2011, the provincial authorities made changes to policies regarding volunteers with community organizations. The Council has negotiated to maintain our current PPP parent education approach, so that it meets BC Licensing requirements.

To volunteer in the preschool classroom on a regular basis as an assistant and to be counted towards the adult:child ratios, each participating parent/adult must have:

  • 10 hours of orientation prior to working in the preschool, from the categories of: Child Development, Behavioral Guidance, Nutrition, and Health and Safety,
  • 10 hours of on-going parent education. There are several options available to fulfil the on-going parent education requirements.

These additional hours can be obtained through attendance at the preschool’s parent education program. Parent education is designed to familiarize volunteer teacher assistants with appropriate topics for preschool-aged children from the categories of: Child Development, Behavioral Guidance, Nutrition, and Health and Safety.

Parents/Adults can complete the 20 hours prior to classroom participation. An alternative would be to take the 20-hour Responsible Adult Status training offered through local Child Care Resource and Referral offices. However, reviewing classroom orientation, safety procedures, and preschool discipline policies are required before volunteer teacher assistant participation.

Returning parents/adults, who already have one year of participation in a member preschool, can request documentation showing completion of 20 hours of parent education. Each preschool must track parent education hours through the year, as part of the Child Care Licensing Regulation (CCLR) requirements.

The Council can issue Responsible Adult Status certificates for members who have completed their 20 hours. Parent Education Chairs can submit qualifying members by June, when certificates will be issued. This member benefit is to aid preschools and their Licensing Officers track the completion of 20 hours of required parent education. Responsible Adult Status certificates are transferable beyond the preschool, and members may find them useful for other volunteer positions.

Tracking documentation and copies of certificates must be kept on record at the preschool for BC Licensing purposes. The Council suggests that preschools transfer the information to the parents while retaining copies of the parent education information for a minimum of 2 years.

Orientation and Returning Families:

Returning parents/adults are required to complete, at the beginning of each year, a preschool Orientation meeting that includes classroom safety procedures and orientation, preschool discipline policies, and any other appropriate topic set by the teacher. Returning parents/adults are invited and encouraged to attend all parent education sessions provided; however, in addition to the preschool Orientation meeting, they should attend a minimum of one parent education session each term (September-December, January-March, April-June), which can include the preschool’s AGM. These requirements are minimum standards set by the Council, and preschools can choose to better them as needed and stated in their own policies and bylaws. These stated minimum guidelines are intended to serve the diverse community needs of CPPPBC members.

General Meetings:

Attendance at preschool General Meetings is determined by each preschool’s policies and bylaws. Some preschools hold GMs monthly, while others hold them bi-monthly. Executive meetings are typically held monthly.

The Council recommends that returning parents/adults attend a minimum of one GM each term (September-December, January-March, April-June), which can include the Annual General Meeting. Attendance at the preschool AGM is required by the BC Society Act, which oversees the preschool’s non-profit status. These requirements are minimum standards set by the Council, and preschools can choose to better them as needed and stated in their own policies and bylaws. These stated minimum guidelines are intended to serve the diverse community needs of CPPPBC members.

Orientation:

To qualify for Responsible Adult Status hours, Orientation must take place prior to participation in the classroom.

The 10-hours of Orientation include:

  • Completion of enrolment paperwork, including the philosophy of parent participation preschools and discipline policies; and
  • Attendance at a teacher-led orientation meeting to learn about classroom structure, safety, discipline policies and daily routines;
  • Observation Shadow/Mock Duty Day of a full class in session; and
  • Meeting the standards required by Community Care Facilities Licensing (CCLR) for volunteer classroom assistants (i.e. Criminal Record Checks for volunteer assistants, doctor’s notes, etc.). See CCLR Checklist in Tool Kit.

All members must receive a planned program of orientation, including those parents/adults who enrol after the beginning of September. The Council and BC Licensing require completion of a 10-hour orientation with all volunteer teacher assistants. Topics for orientation must come from the categories of Child Development, Behavioural Guidance, Nutrition, and Health and Safety.

CCLR accepted orientation schedule possibilities:

Interview with Preschool Enrolment Representative:1/2 hour

  • Discuss basic information about PPP preschools and parent/adult involvement, and learning through play philosophy and child development.

Example Topics: Learning Through Play Practices, Age Appropriate Socialization Practices and Parent Participation

Open House Visit at Preschool: 1-2 hours

  • Interested members may attend an Open House prior to enrolling at the preschool. This is a time to ask questions, observe preschool routines and learn about the preschool’s philosophy, parent participation, classroom safety, preschool discipline and behavioural guidance policies. Example Topics: Preschooler Discipline, Safety, Nutrition and Health

Classroom Observation Shadow and Mock Duty Day: 2-3 hours (required)

  • Parent observes preschool session (with or without their child), focusing on teacher-child interactions, program activities, routines, safety in the classroom, transitions. Example Topics: Preschooler Behaviour Regulation, Safety, Nutrition, and Learning Through Play Practices, Age Appropriate Socialization Practices
  • This is an opportunity for new parents to observe the teacher’s techniques, use the teacher as a role model in the classroom, and talk with the teacher after class. Additionally, new parents can talk with the Enrolment parent and/or other parents about roles in a parent participation preschool.
  • Members who enrol after September can earn orientation hours by ‘shadowing’ a volunteer teacher assistant in the classroom. Members may not be scheduled as classroom assistants without completion of their orientation hours

New Parent Orientation Meeting: 2-3 hours (required, typically in September)

The teacher:

  • Leads a discussion on the preschool’s philosophy regarding program activities and specific policies and procedures;
  • Leads a tour of the preschool and explains what parents can expect with routines, safety measures, responsibilities, and procedures (example topics: Preschooler Discipline, Safety, Nutrition and Health); and
  • Demonstrates the set-up and take-down of the preschool.
  • An Executive member presents information about the role of parents and structure of the preschool.

Returning Parent Orientation: 2 hours (required)

  • The teacher leads a discussion on the preschool’s philosophy regarding program activities and specific policies and procedures (including safety in the classroom and discipline policies)

Example Topics: Preschooler Discipline, Safety, Nutrition and Health

Annual General Meeting: 1-2 hours

  • Observe the preschool’s business and year-end parent activities.
  • Receive parent education on an appropriate topic. Example Topics: Anxiety and Attachment

Preschool Parent Manual/Policies: 1 hour (required)

  • Parents read the requirements and expectations of the preschool.
  • The materials contain the philosophy of the preschool and guidance for age-appropriate discipline and activities.

Example Topics: Learning Through Play Philosophy and Practices, Nutrition, Preschooler Discipline Policies

Community Parent Education Classes: 6 hours maximum

Classes can be taken independently prior to the first teacher assistant day in the preschool. Topics for orientation must come from the categories of Child Development, Behavioural Guidance, Nutrition, and Health and Safety. Example Topics: Preschooler First Aid and Safety

Parent Education Seminars: 1-2 hours

Example Topics: Anxiety and Attachment, Sexual Health, Exercise and Body Health, Dental Health, Speech and Language, First Aid, Reading Readiness, Sleep Disorders, Art with Preschoolers, Nature and Children, Learning Through Play Philosophy And Practices, Nutrition, Preschooler Age Appropriate Discipline Policies, And Behaviour

Parent Education Lending Library: 5 hours maximum

Example Topics: Anxiety and Attachment, Sexual Health, Exercise and Body Health, Speech and Language, Safety, Reading Readiness, Sleep Disorders, Art, Nature and Children, Learning Through Play Philosophy and Practices, Nutrition, Preschooler Discipline Policies

Parent and Child Interview with Teacher: 1/2hours

Topics: Learning Through Play Practices, Age Appropriate Socialization Practices, Discipline Practices, and Parent Participation

Participation in the Classroom:

The Council has always emphasized the importance of providing parent education. It is an integral part of the parent participation preschool experience. Our members can improve their parenting skills and build stronger family relationships with the help of practical advice from teachers and other community experts. Through an organized program that includes sharing with other parents, our members gain parenting insight and perspective within a supportive community.

Regular parent/adult education occurs in two ways: through participation in the classroom, and with attendance at regular parent education sessions.

Parent Education Speakers

Both BC Licensing and the Council require on-going parent education, particularly under the new Licensing policies for volunteer teacher assistants in the classroom. This requirement is usually fulfilled through parent education speakers, often before or after general meetings.

Due to the new Licensing requirements, it is important for preschools to track attendance at parent education sessions and workshops. If a parent/adult consistently misses these meetings without arranging alternative parent education opportunities, follow-up is necessary. The parent/adult will meet with an Executive member/Personnel Chair to discuss continued active participation in the classroom. In extreme cases, the family’s preschool membership may be withdrawn.

Each preschool must establish a disciplinary policy, in the event that a family does not comply with the required parent education hours. Preschools shall monitor and regulate parent education according to their guidelines, including:

  • Following BC Licensing requirements for parent education hours and suitable topics;
  • Ensuring that all parent education meets the standards set in the Council’s Policy book;
  • Setting up preschool policies and procedures for monitoring parent education. Monitoring could be done by Class Representatives or a Parent Education Chair, for example.
  • Ensuring that parents/adults complete acceptable alternate parent education before their next scheduled volunteer teacher assistant day (if they did not attend a parent education meeting or hold 20-hour Responsible Adult Status completion certificates).
  • If parent/adult teacher assistants cannot attend preschool parent education due to circumstances beyond their control, the Executive must approve, monitor, and document an alternative parent education program.
  • Recording all parent education (both monthly and alternative arrangements) for BC Licensing and Council documentation purposes.

When a parent/adult is absent from parent education, acceptable Parent Education alternatives may include:

  • Attend the parent education meeting of another local PPP;
  • Read and summarize a parenting topic from a book, magazine, or online;
  • Watch and report on (or discuss) a parenting DVD;
  • Attend a community parent education talk;
  • Attend a planned community workshops, e.g. at the public library, school Parent Advisory Committee, Red Cross, or local Family Place;
  • for non-English speaking parents, attend a parenting class or review parent education materials in their own language. The Parent Education chair can help them access these materials

These suggestions allow us to maintain high standards, while giving some flexibility to parents.

Parent Education Topics

Appropriate topics are subject to review by BC Licensing to meet their requirements. In general, parent education should focus on topics that can improve home parenting skills and/or classroom teacher assistant responsibilities. Sessions such as educational savings plans or making memory albums are not acceptable.

Topics for parent education must come from the categories of Child Development, Behavioural Guidance, Nutrition, and Health and Safety.

Relevant topics include:

  • Learning through play
  • First aid for toddlers and children
  • Self-esteem and raising caring, confident children
  • Emergency preparedness for home and schools
  • Sibling rivalry
  • Bullying
  • Literacy and pre-reading activities
  • Kindergarten readiness
  • Teaching children about money (e.g. allowances)
  • Nutrition for toddlers and preschoolers
  • Music and preschoolers
  • Sexual health
  • Numeracy and pre-math activities
  • Science experiments and nature
  • Being active and healthy
  • Art and Child Development

Adult-to-Child Ratio

One of the benefits of the PPP philosophy is the higher adult-to-child ratio, which allows increased opportunities for learning and adult/child interaction. For these reasons, our adult-to-child ratios exceed the Provincial Licensing requirements.

The minimum adult-to-child ratio depends on the children’s ages, with younger children requiring more adult supervision. These guidelines set the minimum number of adults.

Each preschool, in consultation with its membership, Teachers, preschool policies and bylaws, has the right to better the adult-to-child ratio. Each preschool is free to modify the supervision ratio according to individual class circumstances, such that more adults can be present if necessary (for example: specific programming goals or field trips). These stated ratios are intended to serve the diverse community needs of CPPPBC members. However, as a CPPPBC member, each preschool may not have fewer adults than the ratios below.

As a CPPPBC member, there shall be a minimum of one parent/adult acting as a volunteer teacher assistant at all times, regardless of class size.

1:4 – a class with a number of “young 3s”

1:6 – a class with 3’s or 3’s and 4’s

1:8 – a class with 4’s

Examples:

  1. If the majority of children in the class are three years old as of December 31st, there must be 1 adult for every 6 children.

e.g. If you have 16 three year-old students enrolled, you must have 3 adults, including at least one ECE teacher.

  1. If the class is mixed three and four year-olds, then there must be 1 adult for every 6 children.

e.g. If you have 16 mixed three and four year-old students enrolled, you must have 3 adults, including at least one ECE teacher

  1. If the majority of the children in the class are four years old as of DECEMBER 31st, there must be 1 adult for every 8 children.

e.g. If you have 16 four year-old students enrolled, you must have 2 adults, including at least one ECE teacher.

January Registrations for Young 3's:

Preschools, at the teacher’s discretion, can accept children under three years old

(Young 3’s) under the following guidelines:

1. Child must turn three by June 30th to enter the preschool as of January 1st of the

same preschool year.

2. Young 3’s may affect the adult-to-child ratio in the following way: Number of Young 3’s must not exceed 20% of the class enrolment. If it does, the ratio is one adult to 4 children.

3. The following reflects the 20% of young 3's permitted with a 1:6 ratio:

When a three-year-old class has:

o 20 children: 4 Young 3s

o 15 - 19 children: 3 Young 3s

o 10 - 14 children: 2 Young 3s

o 5 - 9 children: 1 Young 3

o 1 - 4 children: 0 Young 3s

If more than 20% are registered, the ratio of adults-to-children must be 1:4.

Please note: If your preschool has ECE students, they have required assignments and

may need to observe, report, or present program sessions. Therefore, they do not

qualify as adults in adult-to-child ratios. ECE students working as paid assistants do

count in the ratio. Supported child workers also do not count in ratio, as specified by the Ministry of Children and Family Development.

Toddler Programs

Toddler programs no longer require a licence under the current policies of the BC Ministry of Health. However, if a preschool offers a toddler program, it must notify the Regional Health Licencing Officer and the Council. The Council needs a class list and membership fees for insurance coverage purposes.

All policies as outlined in this Policy Book apply to toddler programs, with the exception of the following guidelines:

  1. The Teacher shall meet the following qualifications:
  • ECE-trained
  • meet the standards set by CCLR’s
  • be a member of the PPPTA and bound by the CPPPBC contract
  • recommended to have or be obtaining their Infant/Toddler Certification.
  1. All children must have a parent attending with them (1:1 ratio) or a 1:4 ratio if parents remain on site for parent education classes, yoga or cooking classes, etc.
  2. The maximum length of the program shall be 2 hours per session.
  3. The group size shall be a maximum of 16 children.
  4. The classroom shall be assessed by the Teacher and adapted for the developmental stage and safety of the children.
  5. Children enrolled in the toddler program must turn two years old by December 31st of the current school year.

In addition, the Council recommends that: