Operational Policies and Procedures
Communication:
Good communication is of the utmost importance in our Drug-Free Childcare Facility. When a new family is accepted into our center, we like to be sure that we can share openly about any concerns or questions that m
ay arise. It is important that there is a similar childcare philosophy between the center and the parents. We welcome questions, feedback, or discussions of any kind that are oriented towards a positive outcome for the child(ren). Sensitive issues will be discussed in private at a mutually beneficial time. If any documentation wants to be seen please contact the director at any time as it is always available to you and publicly online. Your welcome to view the Minimum Standard Rules for Registered and Licensed Child Care Homes at the center or online at www.dfps.state.tx.us Inspection at www.txchildcaresearch.org To contact the Texas Abuse and Neglect Hotline 1-800-252-5400 1-800-252- 5400 and Child Care Licensing 214-583-4253.
Enrollment Policy
There are several forms the make up the KLF Childcare enrollment packet. This enrollment packet must be completed and, in our possession, before we can assume the responsibility of caring for your child. This is to ensure that your child will get the very best care possible and satisfies the record keeping requirement of state licensing guidelines.
Updates
All forms are required to be resubmitted annually. If there are any changes or updates needed before then you may inform a staff member of the changes via text, email, brightwheel app or letter. You will be notified once the change is made if not changed immediately. If a staff member isn’t available you may complete a new online enrollment form on KLFChildcare.com and the information will automatically be updated for you. It is your responsibility to keep records up to date before the annual renewal.
Animals
No Animals are usually on premises at any time, if that changes the pet will be properly vaccinated. (vaccination records are available upon request)
Non-Discrimination
Enrollment in our program is open to all families of our community. We operate on a non-discriminatory basis. No one shall be excluded from any of our programs because of race, color, religion, disability, sex, or national origin. Only the children’s parent or legal guardian may enroll a child(ren) (proof of custody may be required).
Registration Fee/Supplies
This is registration fee of $15 per student. It covers there mat along with other personalization that’ll help them day to day. We ask that you bring all other essential items that your child may need for us to give them the maximum amount of care. (i.e. Diapers, Wipes, formula/breast milk) A notice will be given when your child needs supplies. Each child will need diapering, change of clothes, spill proof cup and a blanket all labeled with the child’s name to remain at the childcare. Fees & Tuition are non-refundable.
Participation
Parents are welcomed to participate in the success of their child’s early learning program by Parent/teacher conferences, Books, Toys and classroom supply donations. We have parties seasonally that you can donate and participate in. (Back 2 School Bash, Halloween, Easter, Valentine’s Day etc.)
Tuition/Payment Procedures
Your specific rates will be outlined in your contract and Rate Agreement. Tuition is payable in advance and is due by Monday morning at drop off of each week for that current week of care being given.
Payment can be paid by cash/zelle/cash app until other options are available. No checks. A late fee of $5 will be assessed if not paid by Monday 6pm. An additional $5 will be charged every day thereafter until payment is made in full. Repeated late payments may be grounds of termination and parents who are more than 1 week late on payment will be denied childcare until account is made current.
You must continue to pay your tuition even for vacations/absences/illness for any reason to hold your child’s enrollment spot. CCA co-pay not excluded. CCA Copay is due by the 3rd of each month. The success of our center depends upon the prompt payment of tuition/fees to take care of day-to-day expenses that are encountered.
CCA Recipients
CCA Copay is due by the 3rd of each month, no matter what day of the week it falls on. A late fee of $5 will be assessed if not paid by the 3rd at 6pm. An additional $5 will be charged every day thereafter until payment is made in full. Child Care Assistance (CCA) recipients must meet guidelines to remain eligible for the programs. Meeting attendance standards for CCA consists of having less than 40 total absences in a 12-month eligibility period. Absences due to chronic illness, disability, or court-ordered custody or visitation agreements can be removed from the absence count. Childcare providers are required to notify CCA if a child has five (5) consecutive days of absences. If 40 absences (8 reports of 5 consecutive absences) are accumulated during a child's 12-month eligibility period, CCA will start the termination process. The parent will have the opportunity to provide documentation for review if the absences were due to a chronic illness, disability, court-ordered custody or visitation agreement, or other extenuating circumstance. As a courtesy, parents are advised when their children accumulate 15 absences and again at 30. Some cases may not be terminated based on eligibility. The 5 days may be during the same week (Monday – Friday) or across multiple weeks (Wed, Thurs, Fri, Mon, Tues). The information should be reported on the 5th day of absence.
Late Pick-up Fees
A $1 per minute late pick-up fee will be assessed for all children picked up after contracted pick up time. This must be paid in cash/cash app/zelle at the time of late pick-up. If payment is not made before next business day care will be denied until Late Pick up fee is paid in full. This will be strictly enforced.
Habitual tardiness may result in termination of services and/or . Standard Hours are Mon-Fri 6:30am- 6pm.
Daily Operation
We offer both Part Time and Full-Time care year-round (January-December, Monday-Friday 6am-6pm). We are available before and after business hours for parent/teacher conferences, if you must talk during business hours please remember that schedule changes of this nature create some disruption to our normal schedule. We would appreciate as much notice as possible. We maintain and open-door policy for parents during daycare hours. This means that parents are always welcome to call or drop in to see their children. We would appreciate your taking into consideration our schedule when dropping in or calling and remember that visitors are usually cause children to react in an excited manner. Any information requested by the parent concerning the operation of the family childcare learning home or the care of the child will be provided to parents.
Arrival and Departure:
Children are to arrive clean and fed (unless arriving just before a meal time). We will try our best to send your child home with a clean diaper and would appreciate the same consideration when you drop off. It is normal for some children to have difficulty separating from parents, or cry when dropping off. Please make your drop off brief, the longer you prolong departure the hard it gets. A smile, cheerful goodbye kiss and a reassuring word that you will be back is all that is needed. In my experience, children are nearly always quick to get involved in play or activities as soon as parents are gone.
Please be brief at pick-up times as well. Our normal procedure is to release the child only to his/her parents, or someone else the parents designates on the Pickup Form. If someone other than the parent is to pick up the child, please notify us ahead of time. A verbal notice is ok for on that day, it this person is on the list of people who are authorized to pick up your child. If the person is NOT on the list, we must have written permission to release your child. Please inform emergency contacts or peoples designated to pick up your child that is we do not know them then we will need to ask for identification. This is not meant to offend them. This is simply a measure taken for the child’s protection. Drop off and pick up are not good times to discuss serious problems. Little ears and minds hear and understand everything. Your director can set up a time where the issues can be discussed in private.
Curriculum
children are given the opportunity to explore materials and participate in a variety of experiences. Activities are carefully planned and implemented in an open classroom setting. Children are free to choose from age-appropriate activities including art, music, language development, pre-math skills, science and nature, and dramatic play daily. While learning the basic 123s & ABCs children develop self-esteem, independence and problem-solving skills as they make choices and assist in planning the environment and the activities all while doing it Kreatively. Our curriculum is a self-developed researched based curriculum that involves a wide variety of things including sign language and Spanish.
Sign in/Out
It is required by state law that all parents sign their child in and out each day. For your convenience we will take daily attendance which adhere to the State law as well, to help with speedy arrival and departures. You will receive a email with further login instructions.
Absences
Childcare fees are based on enrollment, not on attendance. To maintain a reserved space, fees must be paid during the absence of a child due to illness, holidays, vacations etc. 1/2 tuition is due during vacation if 2 weeks or more notice is given, otherwise full payment is due. Each child can use there vacation discount once a year. The child is to remain from care during that week to be eligible for the discount. If your child will not be coming please let us know for meal preparation purposes. You may call, text or e-mail us no matter what time of day or night it is. No refunds will be given.
Termination/Withdrawal
A written Two weeks’ notice are required before withdrawal of your child, after the initial probation period of one month. and tuition for those two weeks are required to be paid. During that probation period, care may be terminated by client or provider, without notice. After the probation period, care may be terminated by the provider, for any reason, with two weeks’ notice. You will be required to pay for those two weeks. A child is either enrolled or unenrolled, there is no policy for suspension. If a child’s care was terminated they are not allowed to return to the facility for any reason unless approved by the Director. In case of an emergency, care may be terminated by the provider without advance notice. we reserve the right to give verbal notice of immediate termination of care for a child for any of the following reasons (but not limited to):
o Failure to pay
o Routinely late picking up your child
o Serious illness of the child
o Physical or verbal abuse to any person on the property
o Our inability to meet your child’s needs
o Failure of child to adjust to this facility after a reasonable amount of time
Medication/Emergency/Illness
Every Child is observed for symptoms of illness. Any child showing symptoms will be separated from other children and a call will be made to the parent for immediate pick up. If child cannot participate in regular activities, illness is too much for caregiver to care for, high temperature of 101+, problems breathing, uncontrolled diarrhea, repetitive vomiting, rash with fever, mouth sores with drooling, wheezing or a diagnosed communicable disease the child cannot attend childcare.
Children cannot return until they are symptom free for at least 24 hours without use of medication or sooner with doctors note. In the event you are called to pick up an ill child, you must pick your child up within 45 minutes or the overtime rates of $1.00 per minute will be applied. If a child needs to be sent home and their parents are unreachable, we will call the emergency contacts listed on the admission form. If no one is available by contact after 30 minutes the overtime rate will apply. The center reserves the right to request the child to see a physician or have a physician’s note prior to returning. Please fill out all required paperwork in case of an emergency. We will call 911 then administer CPR/First Aid, contact the parent then the child’s listed doctor and lastly Child Care Licensing until there’s a resolution. It is your responsibility to inform us of any changes before our annual checks. No medication can be given long/short term without written consent from parent/guardian; forms are available. KLF Childcare staff will only administer medication that is prescribed by a doctor or medications required for allergic reactions. Medication must be in original packaging and properly labeled for administration. All medicine will be stored and administered properly by staff. If a child requires a topical cream or ointment, the parents/guardians must inform the staff and a medication administration form will be required. If you prefer a specific sunscreen and insect repellent, please provide it or we’ll use ours.
Soiled clothing will be placed in a plastic bag to be taken home.
Enrollment Requirements
As stated in the enrollment packet all children immunization records and contact info needs to be up to date and your child has to be seen a licensed physician and is in their greatest health to attend childcare. We Will continue to check our records but if you are aware of any changes, please let us know immediately. When dressing your toddler, please refrain from using one-piece garments such as onesies or overalls which adds a challenge to the diaper changing process. Items to provide upon admission are admission form completed, current shot record for each child, any doctor’s written instruction for any type of special care, a photograph of each child with parents/guardian or extended family and pets. You are also responsible to provide the following labeled/initialed items: Change of clothes, Diapering, spill proof cup to remain at the daycare.
Meals/Food/Sleep Practices
Appropriate meals and snacks will be provided to each child. During a regular 12 hours, each child is provided 2 meals and a snack. All infants will be feed on a schedule. All formula, cereal etc. is to be provided by the parent. Our menus are approved and follow the guidelines of the Child and Adult Care Food Program (CACFP). No child will go longer than three hours without a meal or snack. Foods hotter than 110 degrees are kept out of the reach of children. If your child is on a special diet, or has a food allergy, we must have a written notice from your child’s doctor stating the specific allergy and an emergency plan.
In the parent resource area, you should find information pertaining to food allergies and precautions. During special occasions such as birthdays and holidays, only commercially packaged foods or food that is prepared in a kitchen that is inspected by local health officials are allowed.
Foods brought from home for breakfast, lunch, and/or snack should be labeled with the child’s name and date, should meet nutritional requirements as set forth by Child/Adult CFP. Menu samples will be available if needed, Will be stored at an appropriate temperature until eaten, Will not be shared with other children. Breastfeeding policies and resources:
A designated nursing area is available away from the general play area. You must be willing to cover up as to respect those that are in my home and to prevent the children from asking you questions.
Breastfeeding resources will also be made available.
Children 18 months or older in care for over 5 hours should be provided a place to sleep or rest. Children will sleep on their labeled mats/cribs daily. 12 month and younger will not use a blanket and will sleep in the appropriate sleeping position based off development in the appropriate bedding/crib with no restrictive devices. Mat/Cribs cleaned before and after use.
Liability Insurance
I understand I am being informed in writing by initialing this section I’m acknowledging that this child care facility does not carry liability insurance sufficient to protect my children in the event of injury, etc.
EMERGENCY PREPARDNESS
BY INITALING ABOVE I ACKNOWLEGDE THAT I HAVE RECEIVED THE MOST RECENT COPY OF THE EMERGENCY PREPAREDNESS FORM. I AM AWARE OF WHAT MAY HAPPEN IN CASE AND EMERGENCY OCCURS MY CHILD WILL RELOCATE TO 708 ATTEBERRY LANE LANCASTER TX 75146 AND WILL BE TRANSPORTED BY KLF CHILDCARE, I WILL BE NOTIFIED IMMEDIATELY AFTER. A copy of each child’s
admission form will also be taken to the alternate shelter location. The admission form includes contact information for parents and emergency contacts for each child. Parents and Child Care Regulations will be called and texted regarding our location. I will communicate with local authorities by calling 911 or the non-emergency phone number (469-233-2930 for the police department. Continuous childcare will be provided to the children using items prepared in advance in a backpack. As the need to evacuate ends, children will be reunited with their parents/guardians. Parents will be required to sign each child out for the day.
Parent/Teacher Conferences and Assessments:
My/our goal is to offer parent/teacher conferences three (2-3) times per year usually around January, May, and September. A invitation will be e-mailed for you to setup a conference along with the regularly conducted assessments performed on your child and how we can work together to assist your child in meeting their developmental goals and addressing any concerns presented. Through our daily activities, your child is assessed for their strengths, needs, and likes. As everyone may need to hold their conference in a format other than face-to-face, you may reply to invitation & request to hold your conference via phone call, zoom, e-mail, text or any other electronic video format (ex. Duo, Facetime) during the allocated time. Resources can be provided to enhance age-appropriate activities and skills to meet the developmental milestones for your child. In some cases, we may recommend further evaluations by specialists and work to make any classroom adjustments recommended.
At KLF Childcare we regularly conduct developmental screenings to monitor each child’s growth and identify any areas where additional support may be needed. If a child shows signs of developmental delays or concerns, we will meet with parents to discuss the screening results and next steps.
In some cases, we may recommend further evaluation by specialists, such as a pediatrician or
therapist. With parental consent, we will refer families to early intervention services or the local
school district for additional support if needed. We will work with families to develop a plan to support the child both at school and at home.
This plan may include adjustments to the classroom environment and activities. Regular follow-
ups and parent-teacher conferences will ensure that we monitor the child’s progress and make any necessary changes. Our goal is to ensure that every child is prepared for school. We are committed to working closely with parents and specialists to help each child reach their developmental milestones
and be ready for the next steps in their education.
Inclement weather policy:
In the event of inclement weather (snow, tornado, flooding, etc.) we will follow the closure scheduled of Mesquite ISD. All families enrolled will be called or texted regarding early closure, pick-up procedures, full-day closures, and reopening dates. I also encourage you to contact me on 469-233-2930 if you have any questions during this time.
Sunscreen and Insect Repellent Policy
Please provide sunscreen and insect repellent, be mindful that it must be, labeled as safe for the age of the child, in the original container; and within the expiration date noted on the product.
Aerosols, as well as combined sunscreen and insect repellents are prohibited. Prior to use at a center/school, sunscreen and repellent should be applied to the child at least once at home to test for any allergic reaction. A Parent Release-Sunscreen and Insect Repellent form must be signed by the parent/guardian before either is used. This form must be updated annually.
Know before purchasing: Sunscreen
Sunscreen/sunblock must provide UVB and UVA protection with an SPF of 15 or higher. Sunscreen may be provided by a parent/guardian (labeled with the child’s full name) or made available by the center/school. Sunscreen will not be used on infants under 6 months of age unless accompanied by a doctor’s note. School-age children may apply sunscreen to themselves with adult supervision for proper application.
Insect Repellent
Insect repellent may not be used on an infant under 2 months of age. Insect repellent should be used only when recommended by public health authorities or requested by a parent/guardian. The repellent should contain a concentration of 30% DEET or less. Repellents not containing DEET may only be used if safe for the age of the child. Oil of lemon and eucalyptus products may not be used on children under the age of 3. Insect repellent should be applied to a child’s skin only once a day but may be sprayed on clothes for later trips outside. School-age children may apply insect repellent to themselves with adult supervision for proper application.
Screen time policies:
Any Screen time use will be compliant with the Childcare Licensing Minimum standards, we will ensure that it is age appropriate and used as a educational supplement for our lesson plan. Please help us by also minimizing screen time at home by promoting social development through play.
Hearing and Vision Screening Requirements
As part of Health and Safety Code, Chapter 36, the Hearing Screening Program requires that all children enrolled for the first time in any public, private, parochial, or denominational school or in a Department of Family and Protective Services (DFPS) licensed child care center and licensed child care home in Texas, or who meet certain grade criteria, must be screened or have a professional examination for possible hearing problems.
The requirements for hearing and vision screening [PDF 584KB] apply each year for children enrolled in any licensed child care center and licensed child care home or school program at the ages or grades listed below:
Screening requirements: all children who will be 4 years old by September 1
When screening form must be done - within 120 days of admission.
Transportation:
Transportation is not provided, except in the event of the need to evacuate the home.
Water Activities:
Water activities are held outside and can include a small toddler pool with no more than two (2) feet of water, Water Table, squirt bottles and/or sprinkler play.
Photo Release:
Photographs and videos are taken regularly including occasions such as birthdays, holidays, outings and special activities. We use these pictures/videos in our child care home for teaching, arts & crafts, albums, the KLF Childcare website and marketing and the KLF/TF social media page. Please understand that these photographs and/or videos will not be sold, distributed or placed on unaffiliated internet web sites without my written permission.
My signature verifies that I have read and received a copy of this Parent Handbook and agree to follow the outline policies.
Should I not follow the policies outlined, I understand that my services may be terminated.