Before and After Care 2024-2025
COMMUNICATION
We know that you are trusting us with your most valuable assets--your kiddos! The safety and wellbeing of our students and families is our number one priority at the Armed Services YMCA (ASYMCA) of Hampton Roads. We are fully licensed through the Virginia Department of Education and participate in annual unannouced inspections through VA-DSS to ensure we meet/surpass rigorous licensing regulations to provide exceptional childcare. We are also nationally accredited through NECPA (National Early Childhood Program Accreditation.
COMMUNICATION is essential so EVERYONE feels engaged, valued, and heard so we are able to meet the needs of our students and families. We will post all pertinent information on our social media sites, our Parent Board in the lobby, talk with families during arrival and check-out, and send notifications, updates, etc. through email and ProCare. We will also post opportunities for our families to participate on committees to review curriculum and participate in surveys to provide input as we strive for continuous improvement of programming and services available to our military families.
A Parent Suggestion Box is also located in the ASYMCA foyer and we encourage parents to share any ideas, concerns or kudos for staff. Thank you in advance for keeping us apprised.
Should parents have questions or concerns, our door is ALWAYS OPEN!
Families may also contact the School-Age Care (SAC) Director at 757-363-1884 to schedule an appointment.
We are here for YOU!
POLICIES AND PROCEDURES
CHECK-IN AND CHECK-OUT
Parents, please TURN OFF YOUR VEHICLE before entering the building with your child(ren).
We ask that everyone respect the intend of the handicapped parking space located at the entrance to the academy. This is reserved for people who need handicap access.
Parents are also reminded NOT TO PARK in the bus parking spaces clearly marked at the front of our facility or along the bus area near the entrance to the academy. To ensure the safety of our students and families, please park only in marked parking spaces in our parking lot or along the curb on Lakeside Road.
The following procedures will be strictly followed during the daily check-in process.
- Each student will have their temperature taken using a touchless thermometer;
- Staff will conduct a visual inspection daily of each child, looking for signs of illness which could include flushed cheeks, cough, sneezing, runny nose, watery or red eyes, or obvious fatigue. The ASYMCA reserves the right to send a child home with any symptoms;
- Parents are expected to sign their child(ren) in upon arrival in the morning through ProCare and respond to one healthcare-related question and sign children out through ProCare in the afternoon. (Remember--Families receiving VA-DSS Subsidy MUST swipe their attendance card when signing your child in/out each day and also to record any absences. This is strictly enforced by DSS and we don't want our parents to miss out on their subsidy by not following DSS requirements.)
- IMPORTANT! ASYMCA staff must be accountable for every child in the program at ALL TIMES, so there must be an exchange of responsibility from one adult to another (parent/guardian to ASYMCA staff and vice versa);
- If a child is feeling ill, parents should plan to keep the child home and notify staff of the child's absence;
- If a child should become ill during program hours, the child will be placed in a supervised area and made comfortable in this area separate from other children. The parent/guardian will be called for immediate pickup with the expectation that they arrive within 45 minutes. The child must be free of symptoms and fever for 24 hours before returning to care;
- For safety and licensing regulations, our staff: student ratios are strictly adhered to; and
- Parents must list TWO LOCAL EMERGENCY CONTACTS (NOT the parent/guardian), and complete all applicable information for these contacts (on this registration form) who can be notified in the event a parent/guardian cannot be reached during an emergency. These contacts will be authorized to pick up child(ren) from care as well. Additionally, persons AUTHORIZED TO PICK UP children from the academy MUST also BE LISTED ON THIS FORM. NO CHILD will be released to anyone who is not listed on this form. Phoning in authorization is not permitted. Updates for additional authorized persons who may pick a child up from the academy must be in writing. Any authorized person checking out a child(ren) must be prepared to show a picture ID (driver's license, military ID, or passport).
TUITION/PAYMENT PROCEDURES
Weekly tuition is:
- $140 for Before AND After School Care,
- $90 for Before Care ONLY, and
- $110 for After Care ONLY.
- Tuition for Full-Day Care for the Weeks of Dec. 30-Jan 3 (Winter Camp) and April 14-18 (Spring Break) is $175/week.
All payments are DUE FRIDAY, prior to the next week of care. Payments will be AUTOMATICALLY PROCESSED each Friday through ProCare, our childcare management system. We understand that family illness and unexpected circumstances may arise, however, there are no credits given for absences. We make every effort to provide a high-quality program for children while keeping our fees affordable for our families. Should a parent payment fail or parents not have a current payment method attached to their account, parents are responsible for ensuring their account is up-to-date by Monday afternoon of care or child care services will not be available until this has been rectified.
ALL Families are encouraged to apply for tuition subsidy through one of the support programs offered to qualifying providers/families. Active-duty service members in the ARMY, MARINES and AIR FORCE should apply through Child Care Aware of America. Active-duty NAVY should apply through Military Child Care in Your Neighborhood (MCCYN). All other families should apply for assistance through Child Care VA.
*The mission of the ASYMCA is to strengthen our military families, especially young junior enlisted.
HOURS at the FIVE STAR KIDS ACADEMY are strictly adhered to! We offer extended hours to 6:00 PM to accommodate the needs of our families. We open at 6:30 AM and close at 6:00 PM sharp. A late fee of $10 for every 5 minutes a parent is late in picking up a child(ren) will be added to the weekly tuition balance. TWO staff members must remain at the academy at all times to monitor children. We must be respectful of their time as they have their own families to go home to and other obligations to meet.
All charges are Non-Refundable.
INFO Regarding
CLASSROOM and OUTSIDE PLAY
- Students will practice healthy life habits, including washing their hands regularly throughout the day;
- Parents can be assured that all frequently touched areas will be cleaned and sanitized throughout the day as per ASYMCA protocols;
- Please be sure each child(ren) have appropriate clothing, shoes and outwear for playing outside on the playground as they will spend 40 or more minutes outside each day (weather permitting) engaing in fun, physical activities. A complete change of clothing (that will be switched out seasonally) is a great idea to have in their bookbag or to store in their cubby/locker at the academy;
- All children will be provided a nutritious breakfast comprised of 3 healthy food components each morning and an afternoon snack with 2 nutrition components will be served daily;
Weekly BREAKFAST and SNACK MENUS will be posted on the Parent Board in the lobby; and
- Water is available at ALL times as each room is equipped with a water cooler. We also have water available on the playground at all times. Each child is expected to bring a clean water bottle DAILY, labeled with the child's name and date. Parents, please ensure your child has their water bottle each day at check out.
IMPORTANT!
MEDICAL NEEDS and EMERGENCY Information
Please list any medical conditions (including allergies or food intolerances) or birthmarks that the ASYMCA should be aware of for EACH child when completing the registration form. Be sure to explain the SYMPTOMS we should look for and what ACTIONS should be taken should an emergency occur.
ALL children with EMERGENCY MEDICAL CONDITIONS MUST have a current EMERGENCY ACTION PLAN signed by the physician and parent, a signed Medicine Administration Form signed by the parent and physician, and all emergency medications MUST be delivered to the academy prior to the child's start date. The Rx must be in its original container, have the child's name, name of the medication, dosage, and when to administer. Rxs cannot be expired and cannot be shared with siblings. Staff will alert parents when medication is about to expire so it can be updated.
MEDICATION
ALL medications MUST be turned in to staff at the front desk during check-in. Proper paperwork, to include a Medicine Administration Form completed and signed by the parent, must accomplany the medication(s). All medications MUST be current (not expired) and in their original containers.
Students are NOT permitted to have any type of medication, hand sanitizer, insect repellent, special lotion, etc. in their possession at any time for the safety of ALL children. We are very cognizant of allergies.
Parents should understand that it may not always be possible to administer medications as requested, but staff at the ASYMCA will do their best and make every effort to ensure medications are given on time. However, the ASYMCA cannot be responsible for missed doses and are not required by law to administer medication (excluding Emergency Medications). This is provided as a service to families. Only ASYMCA staff certified as "Medication Administrators" (with current MAT certification) may dispense medications.
The ASYMCA does not employ medical staff, so there are no doctors or nurses on the premises.
OVER-THE-COUNTER SKIN PRODUCTS
The FIVE STAR KIDS ACADEMY staff are happy to apply sunscreen, insect repellent or bug bite relief wipes provided by the academy or a parent as long as the following requirements are met:
- Written Parental Authorization noting any adverse reactions has been provided on the child's Enrollment Application or other documentation has been shared;
- Are in a spray canister (except the bug bite relief wipes); and
- Products are in their original containers and labeled with the child's name.
NOTE: Children under 9 years of age may not apply their own sunscreen. ASYMCA staff will apply sunscreen or insect repellent or bug bite relief to this age group in accordance with standards for licensed child day centers.
SPECIAL NEEDS/ACCOMMODATIONS
Does your child have any special needs or behavioral challenges that could affect their ability to participate in any activities? Please include this information when registering your child(ren). If your child has an IEP or 504 Plan, please plan to bring these documents with you to the initial meeting when completing enrollment to make staff aware of needed accommodations that may be put in place to meet each child's needs.
NOTE: A two-week trial period is provided for all students to ensure the ASYMCA staff can meet the unique needs of your child(ren).
TRANSPORTATION BY ASYMCA VEHICLE
ALL students MUST follow basic safety rules while being transported on an ASYMCA vehicle/bus. Transportation is a PRIVILEDGE and should be treated as such. Everyone is expected to remain SEATED with SEATBELTS SECURELY FASTENED AT ALL TIMES and follow the bus-riding rules below.
1. Keep hands, arms, feet (all body parts) inside the vehicle;
2- Keep hands to themselves;
3-Talk quietly to those seated near them, allowing the driver to concentrate on the road and remain alert to any potential dangers;
4- Rough-housing of any kind could result in suspension from ASYMCA transportation;
5-Exit the bus ONLY when it comes to a complete stop AND when directed to do so by staff; and
6- Walk on the sidewalk or parking lot in a straight line, going directly to the building/destination.
7-There is NO EATING or DRINKING on the bus!
NO food or drink is permitted to be taken out of bookbags/lunch boxes on the bus to be consumed. We must always remember that any bus rider may have an allergy to a food/beverage that is removed from another child's lunchbox.
Parents are requested to review all of the above rules with their child(ren), as well as their expectations for their children's behavior prior to attending care. Bus behavior is extremely important as it could impact the safety of our children, staff and driver. Behavior protocols are closely followed. More details are provided in the Parent Handbook (located on the ASYMCA website which all parents are provided and expected to be fully familiar with).
POSITIVE BEHAVIOR GUIDANCE
All efforts will be made to redirect students to make good choices and use appropriate behavior. The Armed Services YMCA of Hampton Roads has clear expectations for the students in our care. We attempt to set limits, assist children with understanding rules, and provide clear definitions of acceptable and unacceptable behavior, as well as examples. We PRAISE students when they make good choices to self-regulate and manage their emotions appropriately. Most times, our students do a great job.
In the event that a child is consistently not having a “good day” and exhibiting unsafe behaviors toward themselves or friends (given much redirection and opportunities to improve), the ASYMCA reserves the right to contact the parent for possible pick-up. The director will schedule an appointment and work closely with the parent and students to develop a plan of action to be implemented by the "team" (parent, ASYMCA staff and the student).
Should inappropriate or unsafe behaviors continue, parents will be contacted to pick their child up from the academy within 45-minutes of being notified. Repeated behavior concerns that affect student safety or prevent all students from engaging appropriately in a nurturing learning environment may lead to termination of attendance at the academy (at the discretion of the director). Parents should fully review the Behavior Expectations in the FIVE STAR KIDS ACADEMY Parent Handbook with their child(ren).
DRESS CODE
Students are expected to wear appropriate clothing for a childcare/school setting, which includes:
- Shorts/pants that fit well at the waist;
- Skirts and dresses are great but shorts MUST be worn as well;
- Shirts and t-shirts (appropriate for a childcare setting) and closed-toe, rubber-soled shoes are required at all times (no sandals or flip flops, please);
- If wearing spaghetti strap tops or tanks tops, please be sure to have a sweater or lightweight jacket that covers your child(ren)'s shoulders as the classroom HVACs can cause the rooms to seem cool.
PERSONAL BELONGINGS
The ASYMCA is not responsible for any personal property lost, damaged, or stolen while using ASYMCA facilities or involved in ASYMCA programs.
NO toys, stuffed animals, games, electronics, or cell phones are permitted. Please be sure children leave these at home as we have ample equipment and activities to keep your camper(s) engaged throughout the day.
*I have read, understand, and will comply with the above policies, procedures, and requests for all needed information. I further acknowledge that I understand that there are no medical staff available at the ASYMCA. MAT-certified staff may administer medications to the best of their ability as requested by parents (as long as all required medication forms are current and on file).