Acknowledgment of Policies and Procedures

ACCESS

The Safe Exchange Program provides a professional, supervised drop off and pick up site for the exchange of children for visitation and parent education. The Program has no authority to determine placement arrangements or visitation schedules.

The Location of the exchanges:

814 2nd Avenue

Eau Claire, WI 54703

Hours of operation for Safe Exchanges & SupervisedVisitation

Scheduling by appointment by calling (414) 666-(PLAY) 5279

Depending on availability of staff and resources, we will try to accommodate holiday visitation schedules, but they'renot guaranteed.

The Safe Exchange Program is closed on main holidays (New Year’s Day, Memorial Day, 4th of July, Labor Day, Thanksgiving Day, Christmas Eve, and Christmas Day). Staff will try to give families ample notice to make other arrangements during these holidays.

Admission and Orientation Session

There is a one-time non-refundable fee of $103.50 per person for Admission and Orientation. It will be paid at the time of scheduling. The total fee covers our service and includes a 3% charge for bank transaction processing.

Appointments are scheduled for 1 hour. To maximize our time together, your required forms will be sent to you in advance. Completing these beforehand will allow us to focus entirely on discussing the program and answering your questions during our meeting.

Photographs of parents and children registered in the Safe Exchange Program will be taken and kept on file for identification purposes.

You will have the option to have an in-person appointment at the Ainsley’s Playhouse.

No exchanges will be made unless both parents have signed the parental contracts.

Eligibility

The Safe Exchange Program is available to any family that needs or desires this service. Families accessing the Safe Exchange can do so by self-referral, agency referral, or court order.

I understand the Admission & Orientation Process and the One-time Fee of $103.50

Child Safe Exchange Rates

$10.50 Eau Claire

The total fee covers our service and includes a 3% charge for bank transaction processing.

I understand there's a Fee of $10.50 for each Safe Exchange

Legal Obligation of Mandatory Reporting and Safety: I acknowledge that the staff are Mandatory Reporters under Wisconsin Law. They are legally required to report any good faith suspicion of child abuse or neglect to the appropriate authorities.

Professional Documentation and Record Keeping: I understand that all exchanges and interactions are subject to official documentation.

Date and Time: of all services and interactions.

Tardiness: Being late to scheduled appointments.

Incidents: Any violation of this conduct agreement or safety concerns.

Client notes will be shared with legal officials & attorneys upon request.

I understand the Mandatory Documentation and Reporting procedures.

Cancellation and Rescheduling Policy

To secure your appointment, full payment is required at the time of scheduling. Please note that all payments are non-refundable.

This policy allows us to manage our schedule and ensures our staff are compensated for their time and preparation.

Rescheduling for Emergencies

We understand that unexpected emergencies can arise. If you face a genuine emergency (such as a sudden illness or family crisis), please contact us as soon as possible. While payments remain non-refundable, our team will make a one-time attempt to reschedule your appointment for a future date that works for both parties. This is subject to availability and is not guaranteed.

No-Show Policy
No-Show appointments are non-refundable

Consistency and promptness are vital to maintaining service access. Please note the following policy regarding missed appointments:

First No-Show: If you miss a scheduled appointment without providing prior notice (a "No-Show"), you may reschedule for a new appointment one time only.

Subsequent No-Show: If a second No-Show occurs, your family's services could be subjected to suspension and/or discharged from the program.

Court-Ordered Services: If your participation in this service is mandated by the court, the appropriate judicial authority will be notified of inappropriate behavior and following a second No-Show.

I understand the Cancellation, No-Show, and Rescheduling Policy

I understand the procedures for leaving a message for staff, emergency cancellations, and the no call/no show policy during an exchange. I can call with a special request and the staff will try to accommodate it.

WE HONOR “A NO CONTACT SAFE EXCHANGE”

PICK UP & DROP OFF PROCEDURES:

During your orientation, staff will guide you through the appropriate procedure for your specialized case. Follow the instructions until further notice.

Safety and Departure Protocol

Immediate Departure Required
Upon the conclusion of your scheduled time, you must immediately depart the premises. Lingering in the parking lot or surrounding areas is strictly prohibited. Any behavior that may be interpreted as surveilling or "stalking" the other party may be considered a threat and a violation of this program's rules.

Videotaping, location monitoring devices (like Airtags), audio recording and taking photos of the other party are not permitted.

Failure to comply may result in:
1. Law Enforcement being immediately called to intervene.
2. The incident being recorded and reported to all involved court officials and attorneys overseeing the care of the children.
3. This is grounds for possible suspension or termination of the program.
4. If the “Picking Up” party arrives within the drop off time and the. drop off is not complete they should not stop or approach the drop off area. If they do and linger, this will be considered a threat and violation of the program. Law enforcement will be called.

Advanced Notice Needed
If, the expected party is not the one that arrives and prior notification that the emergency contact is coming and you cannot be reached by phone. The child(ren) will stay with the Staff Coordinator, and the other party will be called to come back for the child. It will be up to the parties to make new arrangements. Your emergency contact cannot be a registered sex offender and may need to go through a short orientation.

Safe Exchange & Supervised Visitation Policies
I. General Exchange Procedures
Orientation: During orientation, staff will outline the specific procedures for your case. Please adhere to these instructions until further notice.
If You Need Extra Time: If you anticipate needing more time for a drop-off, please notify your coordinator in advance so they can schedule accordingly.
Designated Areas Only: Exchanges must occur within designated

Ainsley’s Playhouse spaces. We are not responsible for, nor do we arrange, exchanges occurring elsewhere.
Post-Exchange: Our responsibility ends once the child has left the designated exchange space. For any safety concerns following an exchange, please contact local law enforcement or the Department of Human Services

II. Safety & Departure Protocol
To ensure a secure environment, we maintain a strict "No Contact" policy:

Immediate Departure: You must depart the premises immediately upon the conclusion of your scheduled time. Lingering in the parking lot or surrounding areas is strictly prohibited.
Prohibited Behaviors: Taking photos, audio recording, video recording, or using location-tracking devices (e.g., AirTags) is strictly forbidden.
Surveillance/Stalking: Any behavior interpreted as stalking or surveilling the other party will be treated as a threat and a violation of program rules.
Drop-Off/Pick-Up Conflicts: If the arriving party reaches the facility while a transfer is still in progress, they must not stop or approach the area. Lingering in such a way will be considered a violation, and law enforcement will be contacted.
Security Monitoring: The facility and its surrounding property are under 24/7 video surveillance. In the event of an incident, footage will be provided to law enforcement and legal officials upon formal request.
Consequences of Non-Compliance:

Failure to follow these rules may result in immediate law enforcement intervention, notification of court officials/attorneys, and possible suspension or termination from the program.

III. Child Release & Emergency Contacts

Children will only be released to the parent/guardian listed on the intake form or a pre-authorized emergency contact.

Prior Notification: If an emergency contact is handling an exchange, the parent/guardian must call Ainsley’s Playhouse in advance. Unannounced arrivals will be delayed while we contact the primary guardian for verification.

Identification: Staff will verify the photo ID of any unfamiliar person and retain a copy of their driver’s license before releasing the child.

Eligibility: Emergency contacts may not be registered or convicted sex offenders. Ainsley’s Playhouse reserves the right to conduct background checks.

Responsibility: Parents are responsible for ensuring that their children are comfortable with all emergency contacts and that those contacts are fully informed of all program policies.

I understand the Pick-Up & Drop-Off Procedures & Safety Protocol

NOTE PASSING PROGRAM

If parents currently use the "Our Family Wizard App" to communicate-they will be asked to communicate that way first. If it’s unavailable, they may use the Note Passing Program.

We request that you use the note passing program to convey messages between parents. These messages should be limited to issues dealing with the child(ren)’s welfare and well-being. At the time of an exchange, a staff member will read over the contents of the note to assure that only relevant information regarding the child(ren).

Parents are asked to sign and date each note. Be aware that anything written on paper is property of Ainsley’s Playhouse and will be given to the Staff Coordinator, who will scan the note into their file, then shred the paper copy. Parents can request a copy of anything they write or read.

I understand that if I have the "Our Family Wizard App", I'll use that first. I can use the Note Passing Program if I need to.

I understand I need to give prior notice to Ainsley's Playhouse if someone else is picking up my child(ren). And a person only listed on my Intake Form.

Carseat/Boosters

Parents are responsible for providing an adequate and appropriate booster or car seat for their child(ren) if one is needed. If a child(ren) does not have the proper car seat, they will not be transported and will remain with the Staff Coordinator. The other party will be notified.

I understand I need to have my own car seat/booster seat, if needed.

Weapons

Ainsley's Playhouse has an "Absolute Zero Tolerance" for any and all weapons. Guns, knives etc. If a weapon is observed, law enforcement will be called immediately. If one is observed inside a vehicle the child(ren) will stay with the Staff Coordinator. And the other party will be notified.

Notice: This policy appliess to all individuals, including those with a valid Conceal Carrry Permit. No exceptions will be made.

I understand Ainsley's Playhouse has an Absolute Zero Tolerance for any and all weapons.

Hostile Exchanges

While it is assumed that the majority of exchanges will be friendly and without incident, staff will be trained to de-escalate potentially volatile situations. Staff will not hesitate to call for law enforcement intervention if needed. Threatening or disruptive behavior by an adult will result in immediate termination of services to that person.

I understand if a threating incident occurs, law enforcement will be called.

Safety and Welfare of the Child(ren)
The safety and welfare of the child(ren) is the most important consideration of the program. If there is a concern for safety because the parent/person picking up the child(ren) appears to be impaired or under the influence of drugs or alcohol, that parent/person may be asked to submit to a test such as a breathalyzer test. The other parent will be notified of this situation.

Also, the other parent may be notified if there are any concerns for safety of the child that occurs during an exchange.

I understand that I will not be under the influence of any drugs or alcohol. If I appear to be, I may be asked to take a breathalyzer and other tests.

By signing below, I hereby consent to, and acknowledge receipt of, full scope of the terms and conditions, all policies and procedures set forth by Ainsley's Playhouse Safe Exchange Program. I confirm that I have had the opportunity to review and discuss this material during my intake/orientation interview and have received adequate clarification on all questions.

I further acknowledge that Ainsley's Playhouse is dedicated to supporting my family's improvement, fostering independence, and ensuring that exchanges are stable, less traumatic for all involved, and aimed at creating a better overall experience for my child(ren)."

Date

Client Signature

I, as a staff member of Ainsley's Playhouse, confirm the following:

Date

Staff Signature

USE OF SERVICES

Support and Respect

I understand that the staff is here to support my family as best as they can. I agree to treat the staff with respect and courtesy at all times.

After Hours
Ainsley’s Playhouse transfers phone lines to an after-hours answering service (weekdays after hours and weekends). If you need to leave a message (related to an exchange) at Ainsley’s Playhouse after hours, please call (715) 404-5248.

Schedule 48 Hours in Advance

If you cannot schedule online, a parent must notify Ainsley’s Playhouse at least 2 days before an exchange, each week they plan to use the program. Ainsley’s Playhouse staff will ask for the day and time of the exchanges and notify the other parent. If the family plans to exchange the children more than once during the same week/weekend, all exchanges can be scheduled with a single call.

Parent Contact

If parents can have contact, please avoid this contact while on the premises of Ainsley’s Playhouse. This allows staff to keep exchanges stress-free and safe for children and parents.

Special Requests for Exchanges

If you need an exchange outside normal business hours, please call. We will try to accommodate your needs.

Emergency Cancellations

If there is an emergency cancellation, Safe Exchange staff will try to contact the waiting party.

Both parties are required to wait 15 minutes after their scheduled time if the opposite party is late. The tardiness will be documented in the client notes.

No Call/No Show during Exchange

If a party does not call/no show, the child(ren) will remain with the current party. If staff cannot reach the late party, they may advise contacting authorities.

Habitual tardiness will be documented and may result in program termination.