After School Parent Handbook

In order to ensure the safety of all children enrolled in the After School Program, the following policies must be adhered to at all times.

1. Parents/guardians must supply in writing at the time of registration a list of those parties authorized to pick up their child.
   In the event that someone not on the authorized list will be picking a child up, the parent/guardian must supply a written note to Administration. Anyone picking up a child will be required to show a picture ID at the time of pick-up.
2. At the time of pick-up the following steps will be taken.
3. Parents/guardians or authorized persons must come to the building to pick up a child.
   1. Parents/guardians or authorized persons must notify Administration as to who they will be picking up.
   2. Administration will ask the person who is picking up to show a picture ID if they do not already know who they are. Administration will then compare the ID to the child’s file.
   3. If the person picking up is not listed as an authorized pick-up person in the child’s file, Administration or Professional staff person in charge will contact the parent/guardian. The child will not be released unless the parent/guardian is contacted and gives verbal authorization for pick-up.
   4. If the person has been cleared as an authorized pick-up person, the child will be called to the front desk to checkout for the day with this individual ONLY.

1. Attempt to contact parents/guardians at home phone number
2. Attempt to contact parents/guardians at work phone numbers
3. Attempt to contact any of the people listed on the emergency contact list
4. If in the event that The Boys & Girls Club of Flagstaff has not been contacted by parents/guardian within 20 minutes of the designated pick-up time, a member of the Professional Staff will be responsible for contacting the Flagstaff Police Department and notifying the officer on duty of the situation.
5. After staff has contacted the Flagstaff Police Department, they will contact the Arizona Department of Child Safety (DCS).

It is the policy of The Boys & Girls Club of Flagstaff to make every attempt to contact a child’s parent/guardian or the adults listed on the emergency contact sheet before contacting the police or AZ DCS.

The focus of the Club’s programs is to provide each child a reasonable degree of conformity to assist him/her to develop self-control, self-direction, self-esteem and a conscious guide to his/her actions. In order to accomplish this, the Club will employ three basic principles:

1. Rules: Standards of acceptable conduct and modifying undesirable behavior
2. Consistency: Providing the children with the rules of the Club and particular program areas, and supplying staff that reinforce those rules fairly and regularly.
3. Rewards: Reinforce desirable behaviors

The following policies will be adhered to at all times.

1. Staff will use discussion, explanation and reasoning to help children understand what is acceptable and non-acceptable behavior.
2. Staff will emphasize the educational rather than the punitive benefits of acting in the approved and appropriate manner.
3. Any child acting in a disruptive manner will be talked to by the staff member and reminded of the rules and acceptable behavior. Disciplinary action such as time outs will be employed if necessary.
4. Any child who persists in acting in a disruptive manner will be reported to the Program Director who will follow through by:
   1. Speaking to the particular child to determine the reasons for their actions and if actions can be corrected by the child.
   2. If disruptions persist the Program Director will notify parent to schedule an appointment to discuss and try to correct the disruptive behavior.
   3. The group leader supervising the particular child will note behavior problems. A report will be made describing the extent of the incident, the date and time, and any actions taken to correct the behavior.
   4. A copy of the incident report will be placed in the child’s individual folder, a copy will be given to his/her parent or guardian and the original will be placed in a binder located in the office.

The CEO and Program Directors are the only persons who have the authority to terminate or suspend a member from the program.. The circumstances under which a child may be terminated or suspended are:

1. If a child becomes harmful to other children, themselves, or staff.
2. If staff feels that the child may benefit from another program.
3. If a parent refuses referral services.
4. If a parent displays negative, abusive, or belligerent behavior towards a staff member, another parent, or another child or conducts themselves in a manner that is detrimental to the program or organization.
5. If a child is continuously unable to follow the policies of the organization or is continuously disrespectful to the staff.
6. If a parent/guardian is perpetually late picking up a child

In terminating or suspending a child from the program, the person designated will follow these steps:

1. Notify the parent/guardian of the actions that will be taken prior to the termination/suspension.
2. Provide parents/guardians with a written documentation of the reasons.
3. Will provide information and referral for other services to parents/guardians upon request.
4. If a child is suspended from the program the Program Director will meet with the parent/guardian before the child returns to the program if is necessary.
5. If a child is to be terminated from the program, the Program Director, staff and parent/guardian will work together to help the child prepare and understand the situation.

All staff members are mandated reporters in accordance with the State of Arizona. This means that if a staff member has a reasonable suspicion of abuse of a child, he/she must legally file a report with the Arizona Department of Child Safety (DCS). The following procedures will be followed:

1. A staff member who suspects abuse or neglect will notify the Director of Club Operations. The staff member will also document his/her observations including the child’s name, date, time, child’s injuries, child’s behavior and any other pertinent information.
2. The Director of Club Operations will make a verbal report to AZ DCS, to be followed by a required written report within 48 hours.
3. The Director of Club Operations may or may not choose to communicate with the parents any of the concerns of suspected abuse and neglect that is reported to DCS.
4. Staff will comply fully with any legal investigations, as is required of them by law.
5. Even if the allegations are found to be false, staff will not be retaliated against as long as the report was made in good faith.

Any report of suspected abuse or neglect of a child will be immediately reported to the Department of Child Safety. A meeting will be held with the staff member in question to inform him/her of the filed report.

The staff member in question will be immediately suspended from the program without pay pending the outcome of the DCS investigations. If the allegations are proved false by DCS, the Director of Human Resources has the option of allowing the staff member to return to the program with or without back pay, based on the seriousness of the allegations and the facts available.

If the allegations of abuse and neglect are substantiated, the staff member will be terminated.

All staff will cooperate fully with all investigations.