Irvington Extended Day (IED)
1320 NE Brazee ∙ Portland OR 97212
503.287.9751 ∙ firstname.lastname@example.org
Before and After School Program Policies
The IED program is licensed by the State Employment Department/Child Care Division. We are inspected by the Child Care Division as well as the Health Department and Fire Marshall. The current Child Care Division rules governing child care facilities and our current inspection records are on file for your review. All pertinent documents are posted on the parent information board in each classroom.
IED Hours of Operation:
Before School 7am – 8:45 am
After School 3:15pm – 6:00 pm
Long days 7 am – 6 pm (parent conference days, teacher planning, etc)
Late opening days 7am-10:30am
Director’s Office Hours:
If it is essential that you meet/talk on the phone with the Director, please set up an appointment via email or office phone. You also have the options of writing him a note, leaving a voicemail at 503-287-9751, emailing email@example.com, or contacting with the Assistant Director at firstname.lastname@example.org.
Payment of a yearly registration fee ($50) is required. This fee is non-refundable and may not be applied toward tuition.
Required enrollment forms must be completed and returned to IED before your child starts the program. This information is kept confidential at IED and must be maintained according to county, state, and federal guidelines. Please keep the information up-to-date by notifying the IED office in writing of any changes.
Withdrawal from IED:
A 30-day written notice must be submitted to the IED office. If the appropriate notification is not supplied, parents are responsible for payment of the total fee for that month. If your child is in attendance for the month of May, you will be responsible for June’s tuition.
It is very important that IED be informed of any changes in the following areas:
- Phone numbers and emergency contacts. IED must be able to reach you in case of an emergency.
- Absence or late arrival of your child.
- Whenever someone other than an authorized person is to pick up your child. You will be charged $10 if IED has to call to verify that someone is allowed to pick up your child.
- Anyone who comes to pick up your child must have identification! This includes older siblings.
IED always welcomes an exchange of information. We care about your opinions and realize it is important to have a bond of trust in working with your child. Your child’s IED teacher will be able to share information with you very briefly due to the fact that she/he must simultaneously be available for other children and parents. If you want to have an extended, uninterrupted talk about your child, please make an appointment with the Director/Assistant Director.
Information on reporting a concern/complaint:
- You can email/call/put a note in the classroom lock-box.
- Let the classroom/group teacher know.
- Please discuss your concern with the program director.
- If you continue to have concerns; you do not feel your concerns are being addressed; or you are uncomfortable discussing the issue with the center staff, contact the state certifier Alla Yuzko at (503) 280-6038
Custodial parents and legal guardians are welcome to visit their children any time during regular hours. However, for safety and liability reasons, if a parent wishes to have a discussion beyond greetings, with another child/ren, please make sure an IED staff is nearby. Other visitors must be approved by the Director.
Your child will be enrolled in a classroom based on space availability and developmental appropriateness. Your child may be moved to another room if necessary. Parents will be notified prior to any change.
The IED classroom schedule is carefully planned to meet the developmental goals and needs of children. Each classroom offers a wide range of activities and materials that are appropriate and challenging for the children in the room. Physical activity is an important part of our daily curriculum.
IED staff are professionals who have been chosen for the expertise, as well as their love of children. Our Staff members have extensive knowledge and experience in early childhood education and are dedicated to providing a safe, stimulating, and nurturing environment for children. Ongoing study and training keep staff up to date in Early Childhood Education, CPR, first aid, and job related skills.
****Please do not ask IED to babysit, house-sit or dog-sit. IED’s policy is that the staff cannot work privately for IED families while employed at IED.
Guidance and redirection:
Our staff demonstrates ways to use words instead of force. Social behaviors such as cooperating, helping, teamwork, and taking turns are encouraged. Positive approaches are used in guiding children. These include redirection and encouragement. The staff use consistent clear rules, and talk to the children in terms of
choices. This means you may hear a teacher say, “Since you did not listen to my words, this shows me that I will need to make your choices until I feel you’re ready to try again.” No physical punishment or negative discipline methods that hurt, frighten, or humiliate children are used.
Parents are consulted if a child’s behavior is frequently inappropriate or disruptive, and is not responsive to our approaches. Exceptions of children’s behavior are appropriate for the development level of the children. Violent words and actions are simply not tolerated at IED. Depending on the circumstances, a child may be sent home as a consequence of violence.
We ask that children keep toys at home. Any toy, ball, or other object brought from home will be placed in your child’s IED locker. If the child takes it out of the locker, or brings it to school repeatedly, the object will be confiscated. Please do not allow children to bring any electronics, books with violent content, or trading cards.
Food and Snacks:
IED IS A PEANUT FREE PROGRAM
Please do not send soda or candy with your child to IED. Please do not send fast food in with your child. At IED we serve 2 nutritious snacks after school. We serve fresh fruit or vegetables 5 times a week. Children may bring fruits or vegetables to eat instead of the IED snack. We ask children not to share or trade food. We need to be informed if your child has any dietary restrictions or allergies to food products. Due to the severity of some food allergies, we reserve the right to ban certain types of food from the classrooms. IED is a peanut free program. Please do not send any snacks or lunches with peanut products. This is especially important to remember on long days/non-school days.
****If you send a lunch with peanuts it will be put away)*****
If your child comes to IED before school, you must bring him/her into the building and sign in. IED is not responsible for children who are not signed in. If your child is not coming in the morning, or if someone else is signing him/her into IED, you are not required to inform us ahead of time. Once your child is actually signed in, he/she becomes our responsibility. If you child needs to leave IED before 8:45 (to see a teacher, for example) we need to hear that from you, not from the child or the classroom teacher. Please call or make a note on the sign in sheet.
Children who eat breakfast at school go to the cafeteria at 7:50 am with an IED teacher. If you bring your child after 7:50, and he/she has not eaten, you will need to accompany the child to the cafeteria and back. Breakfast at IED ends at 8:15 am. IED cannot be responsible for children while they are having breakfast in the cafeteria.
Again, please do not send fast food in with your child to eat in the IED classroom.
When picking up your child, please check the wipe board in front of the stairs, to find the whereabouts of your child’s group (outside, gym, classroom, etc). Please make sure that the teacher acknowledges you and is aware
you are signing out your child. We ask children to say good-bye to the teachers when leaving. Be sure to collect all books, clothes, art projects, and homework from the classroom and your child’s locker.
If you send a friend to pick up your child, and that friend is not already on your authorized list, please call ahead, email email@example.com, or drop off a note. We will not release your child to anyone without either verbal or written permission directly from you. Please remind your friends to bring ID, as we must confirm each person’s identity. If you would like to add someone to your authorized pick up list, please inform the Director or Assistant Director in writing.
Please do not allow your children to sign or write on the sign-out sheets. Only adults can sign children out of IED. While you are still in the building make sure to follow, and remind your child to follow, Irvington School and IED rules. For example; no running or yelling in the halls and no inappropriate language. For safety reasons, please do not allow your child to roam the halls unattended or climb on the stair railings.
Please do not use cell phones in the classrooms.
Parents who have been drinking or are otherwise intoxicated should make alternative arrangements for picking up their child. In addition, it is the parents’ responsibility to advice the center if anyone on your authorized pick-up list has an alcohol or drug related problem so that the center can be particularly watchful. It is our strict policy not to release your child to anyone who is reasonable believed to be intoxicated.
IED closes at 6:00 pm. It is essential that your child is picked up by 6 pm. If your child has not been picked up by 6 pm, there is an automatic $10 charge. In addition, after 6:05, you will be charged $2/minute. After a parent has the same fee three times, the fees double. Chronic late pick-ups could result in dismissal from the program.
**Please, call 503-287-9751 to let us know you are on your way. Our policy is to start calling back-up numbers at 6:05 pm. (Calling will not expunge the late pick-up fee; it is to comfort your child as well as assure staff you are coming)
If your child is not attending IED after school on a scheduled day for any reason, you need to inform IED’s Director or Assistant Director directly: either in writing, by phone, online at firstname.lastname@example.org, or in person.
A fee of $10 will be charged if IED is not informed about your child’s absence from the program before 2:50 pm.
If we are not informed of your child’s absence we have to assume that something has happened to him/her, and we will start the process to locate the child. If your child is going to stay in the classroom with his/her teacher after the bell rings, IED must be informed in advance. Likewise, if your child is going on a field trip that will return after 3:15, it is your responsibility to inform us that your child will check in late.
IED has been licensed by the State Employment Department/Child Care Division to provide care to a specific number of children. We cannot exceed those numbers. Because of this regulation, we cannot accept children on a drop-in basis. If there is an emergency situation, please talk to the Director to make arrangements.
This policy applies to non-school days at IED as well. For example, if IED will be open on a Friday from 7-6, and your child does not usually attend IED on Fridays, you must request permission from the Director or Assistant Director before bringing your child. It is possible that you and your child could be turned away if you do not make arrangements ahead of time.
In all situations, decisions will be made based on space available at the time. (Fees are: Long day–$30; Before school–$10, Late opening Wednesdays–$20; After school–$15). When you bring your child, please accompany him/her into IED and sign in. IED will not take any responsibility for a child who is not signed in. Please remember that IED staff member cannot sign in any child.
Non-School Days at IED
Due to limited space on days such as Teachers’ Planning Days or Conference day, IED will be available only for the before/after school and after school students. If there is still space available after sign-ups for non-school days, we will be able to allow the students who are enrolled in only the before school program.
If the long day falls on a day when your child does not normally attend, you must make arrangements with the director in order for your child to attend.
The cafeteria is closed on these days so you must send a lunch with your child. Please remember that soda, candy, fast food and Peanut butter/products are not allowed.
The children sit down to eat at 11:30 AM. If you are planning to pick up your child before lunchtime, or planning to bring a lunch before 11, please let us know when you sign in. If your child does not have a lunch at 11 AM, we will call to remind you of the necessity of providing a lunch. If we have to call, you will be charged $10.00.
Community School Classes/Field Trips:
If your child is signed up for community school classes, we must have a completed permission form on file. Community Class Forms are available in the IED office. Without this form, we cannot allow your child to leave our care.
IED cannot be responsible for children while they are in community classes. If you pick up your child from a community school classroom, please remember to sign out at IED.
If your child is going to be late to IED because of a field trip (through his/her class or a community class), you need to let us know. If the child does not check in at the normal time and we have to call you, you will be charged the $10 finder’s fee.
Keeping your child healthy is important to us. For this reason we must exclude children with contagious or infectious conditions. When your child becomes ill or is unable to participate in group activities, you will be asked to remove your child from the center.
Often the most contagious state of a child’s illness is just before symptoms appear. Signals such as change of behavior, pulling at ears, drowsiness, loss of appetite, or inability to participate in room activities, might indicate that your child is at the beginning stage of an illness. Staying home to get extra rest may ward off the illness and will also prevent spreading it to other children in the program.
The criteria used to determine when a child needs to be excluded from the program are based on the State and County regulations. Please keep your child home for a minimum of 24 hours if he/she
experiences: sore throat, runny nose, blisters/skin rash, diarrhea, inflamed eye, fever, nausea, vomiting, coughing, head lice, or ear ache.
Children have not fully developed their immunity to diseases, so they are ill more frequently than most adults. Often this happens when you are most needed at work. However, since IED does not have nursing facilities for sick children, it is important that each parent makes alternatives arrangements for back up care. For this reason we must exclude children with contagious or infectious conditions. When your child becomes ill or is unable to participate in group activities, you will be asked to remove your child from the center within a maximum of 30 minutes.
Also, a child cannot stay at school with blood on his/her clothes. If your child frequently gets bloody noses or anything of the sort, please be sure there’s a change of clothes at IED.
In the event that a child with severe food allergies is enrolled in IED, we reserve the right to ban outright any foods that could cause any health complications for the child. While it may be inconvenient, we are confident that you would ask the same if your child had the allergy.
A medication form must be completed to authorize administration of any medicine. Please bring the medicine in its original container. Dosage and the child’s name must be clearly visible.
Our staff is trained in CPR and pediatric first aid. In the event of an accident or acute medical situation, we will assess the situation and keep you informed. If medical treatment is necessary, we will get your child to the nearest emergency facility. We will use the information you provide on the IED forms for any treatment releases.
In case of Fire, the children will be escorted from the building as previously arranged through fire drills. If IED is damaged, the children will be taken to another part of the building when safety permits.
Unfortunately, lock down drills are now a routine in schools. Through these drills, your child will learn how to behave in case we have an actual lock down. In the event of a lock down, nobody will be allowed in the school, including parents. As soon as it is safe, we will contact you about pick up.
In the event that an emergency causes us to evacuate the building, the staff will take the children out of the school until the school is safe for re-entry. The primary evacuation route is posted in each classroom. We will bring the children to Augustana Lutheran Church (on NE 15th and Knott), and then call you to make pick up arrangements.
Whenever Portland Public Schools close because of snowy or icy conditions, IED will also close. Likewise, when classes are delayed, IED will be delayed; when school closes during the day, IED will also close. If we have to close our facility, IED staff will call to ask you to pick up your child or make arrangements to have them picked up. IED will also close if the power is out for a prolonged period of time.
Unfortunately, IED tuition will not change because of closures. Our expenses (such as room rental and insurance) will not change during such a time, and we count on tuition to cover these expenses.
The State of Oregon requires that all members of childcare institutions be on the lookout for and report to the State any and all cases of child abuse. IED is, therefore, obligated to report ANY suspected cases of child abuse and/or neglect.
∙ Conversations with other parents should be held in the hallways, not the classrooms. The program continues even after you pick up your child.
∙ The IED phone is for emergency use only. The phones in the classrooms are not programmed to make out-going calls.
∙ IED provides a safe, supportive environment for all children. Rough housing does not support that goal and
therefore is not allowed at IED. Parents are asked not to rough house with their children or others at IED.
∙ Children must remember to bring all homework, projects, clothes, and personal items from their classrooms/class lockers to IED. They will not be allowed to return to their classrooms/lockers to retrieve forgotten items. Due to lack of storage space, all unclaimed personal belongings will be placed in the school’s lost and found. IED is not responsible for lost belongings.
∙ Please do not send your child to IED wearing face makeup and/or costumes.
**PLEASE NO CELL PHONES IN THE CLASSROOM
It is essential that all parents remember IED is a non-profit program. We have several major expenses (rent, insurance, and payroll to name a few), and our only income is tuition received from families. Late payments have a serious effect on our program. For this reason alone, we charge fees for late payments. The finder fees and late pick up fees are charged because looking for children at check in time, and waiting with children after closing time are not within the normal bounds of the job description. Families should be aware that we use fees as reminders to follow the policies that parents agree to follow, upon enrollment.
IED does not bill families each month. Tuition must be paid by the 25th day of the previous month. (see attached payment schedule page 9) For example, February’s tuition, as well as any fees charged in January, must be paid by January 25th. Any tuition received on or after the 25th of the month will be considered late and late fees will be charged. (All fees are explained later in this policies packet.). If the 25th day of the month falls on a weekend or a day that school is not in session, the tuition and fees must be paid before that weekend. Please write your child’s name on your check, especially if it’s different from your own. You may post-date your check for the 1st.
- **If the payment is not made within 5 IED business days (Sunday-Saturday), the child’s attendance at IED will be suspended until the account is brought up to-date.
IED has a policy of charging fees as a reminder for parents to follow our policies regarding payment and pick-ups. If your family has difficulty picking up your child on time, for example, or paying tuition in a timely manner, you will be asked to meet with the Director. Chronic charges could result in dismissal from the program. After a parent receives any fee notice three times, the fees double.
∙An automatic $10 late fee will be charged for children who are not picked up by 6:00 pm. In addition, for each minute past 6:05 pm there is a $2/minute charge. Chronic late pick-ups could result in dismissal from the program.
∙A finder’s fee of $10 will be charged if IED is not informed that your child will not be attending in the afternoon. The Irvington School office is not responsible for letting IED know of an absence.
∙A $10 fee will be charged if we have to call about an unauthorized person picking up your child. Please have this person bring identification, as your child will not be released to anyone who cannot verify their identity.
∙A $10 fee will be charged if tuition is not in by the due date, plus $2 every school day after until it is paid. After three late tuition fees, the parents in question will be required to meet with the Director. Chronic financial trouble could result in dismissal from the program.
∙A $25 fee will be charged if your check is returned by the bank for any reason. After the second NSF, you must pay your monthly tuition by money order or cash.
∙Extra days. A $30 fee will be charged if your child attends IED on a day when school is not in session, if he/she does not normally attend on that day of the week. The charge for extra morning care is $10 and afternoon care is $15. This may be provided for special circumstance per approval of IED office. Late opening Wednesdays will be $20 for all students signed up to attend.
Finally, a one-time $20 fee is charged when a parent changes a child’s schedule of IED days. You must contact the Director or Assistant Director in reference to any changes.
If the tuition is being split between two or more parties, the checks must be turned in together. It is the job of the parents/guardians, not the IED staff, to keep track of who owes what. Turning in the money together on the same day will avoid any confusion. Again, please write your child’s name on your check.
**Please direct any billing questions to Ingrid at email@example.com.
Third Party Payments:
Parents/guardians are welcome to use assistance from AFS/DHS and other organizations to pay IED tuition. It is a parent’s responsibility to get the caseworker or other contact person in touch with IED. Furthermore, we require that parents pay the first month in full. This way, the family will be credited when the agency’s check arrives, and the credit will carry over each month so that IED never has to wait for tuition.
Income based financial aid is available. Please ask for an application if interested. Financial aid forms are due at three specific times of year, along with the necessary proof of income and expenses. Families are responsible for reapplying at each financial aid due date.
Please make a note on your check if you need a receipt for your payment. Each receipt includes our State and Federal Tax ID numbers, but if you would like a tax receipt between January and April, please talk to Assistant Director. If you are reimbursed for payment, and require a signature for processing, please give the paperwork to the Director or Assistant director and allow some time to get it back.
Please remember it is your responsibility to educate other people involved in picking-up, tuition payments etc. of our policies to avoid any confusion.
Tuition Due Dates 2017-2018
Month: Due Date:
- September DUE August 25 October DUE September 25
- November DUE October 25 December DUE November 25 (not pro-rated)
- January 2018 DUE January 2, 2018 February DUE January 25
- March DUE February 25 April DUE March 25
- May DUE April 25 June DUE May 25 (pro-rated tuition)
IED Rules of Behavior and Discipline Policy for School Age Children
The primary goal of Irvington Extended Day (IED) is the safety of the children for whom it is responsible. The Discipline Policy will succeed only when all parties understand, and participate in its implementation. The following Rules and Policy, approved by the IED board, are designed to insure that parents, children, and staff feel confident about the program.
IED RULES OF BEHAVIOR
- Respect personal space
- Treat others, as you wish to be treated
- Wait your turn
- Running and yelling are outdoor activities
- Follow teachers’ Instructions
IED DISCIPLINE POLICY
- Cool-outs, or exclusions from activities, are for the purpose of redirection and explanation. A Cool-out is thinking time to enable the child to start the game or activity with a different approach. When a child is separated from the group he or she will be given some time to think; then the teacher will join him or her to discuss the problem. If a child is not able to change his or her behavior after a Cool-out, then limitation of choices will be implemented. When a child is not ready to follow the rules of a game, does not respect the rights of others or is distracting, she or he will be given several choices, for example: reading, writing, drawing, or thinking. If a child still chooses not to participate appropriately in IED’s program, after Cool-outs, discussion, and a period of limitation of choices, the director will request a conference with the child’s parent(s) or guardian(s).
- Physical or mental punishment of children by staff will not be tolerated.
- When a child is suspended from Irvington School for any reason, he/she will also be suspended from IED.
- When a child’s behavior creates a substantial risk to the health or safety of that child, another child, or of staff members, Parent(s) will be contacted and required to come and remove the child immediately. Parents may also be asked to pick up their child if the child, due to behavior problems, is requiring an extraordinary amount of staff attention. If the problem behavior occurs consistently, the child and his/her parents will meet with the director to create a behavior plan.
Once removed from IED, a child may not return until:
- One full work day has passed since removal; and
- The director has met with the parent(s) and a written plan for behavior improvement and reintegration established; and
- The child has agreed to comply with IED rules and to participate in the plan.
- The IED staff will make every reasonable effort to work with parents whose child is having behavior problems. If in the opinion of the director, a child represents a continuing threat or disruption to other children or staff members, or requires so disproportionate an amount of staff attention that the quality of the program is compromised for other children; the director may then expel the child from the program.
In addition to appropriate behavior by IED students, caretakers are expected to be considerate of others to guaranty the safety of IED children. Rude, threatening and/or abusive behavior will not be tolerated. Any child or adult who behaves in such a manner risks dismissal from the program at the sole discretion of the director.