Child, Youth & School Services Parent Handbook. USAG-HI, CYSS Parent Handbook

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1 Child, Youth & School Services Parent Handbook USAG-HI, CYSS Parent Handbook

2 PARENT HANDBOOK Letter from the Child, Youth & School Services Coordinator Dear Parents: Welcome to Hawaii and to Child, Youth & School Services (CYSS)! We hope that this handbook will answer most of your questions, but please call on us at any time should you need additional information. We believe that open, continuous parent staff communication is vitally linked to the success of our programs. We encourage you to share your comments and ideas, and ask that you make every effort to stay involved with your child s program. You have entrusted your child to our care during his/her formative years when basic skills and feelings about self and the surrounding world are developed. Our primary goal is to provide a safe, nurturing environment that fosters your child s love of learning through purposeful play and exploration. Our common bond is your child, and we look forward to this special partnership. Please keep your child s teachers informed about Family issues or concerns. Talk to them daily and be sure to let them know when you or your spouse will be deployed or when there has been an upsetting event in your Family such as death or illness. They are aware of many resources that can help you, and this information will help them provide the best care for your child. We encourage you to visit your child at any time. Children especially appreciate you staying for breakfast or dropping in for a snack or lunch. We are always in need of program volunteers. Please consider sharing a special skill or something from your family heritage in your child s program. Another very important avenue for involvement is the monthly Child Care Parent/Staff Advisory Group (PSAG) meeting or the quarterly Child & Youth Advisory Council meetings (CYAC). The meetings are the forum to discuss program changes, share your ideas, and update parents on program changes/upcoming events. This is also where we plan our calendar for holiday celebrations. Each room can have a PSAG representative. Get to know your PSAG representative and share your ideas/concerns with them. If you cannot attend the meetings, please use your representative to get any questions answered quickly. Thank you for coming to Child, Youth & School Services. We look forward to getting to know you and your child! Sincerely, Debra Blanchard USAG-HI, CYSS Parent Handbook

3 Mission, Vision, Philosophy 3 Program Goals 4 CYSS Regulations 5 Registering with CYSS 5 USDA 6 Waitlist Priorities 7 Immunizations 8 Children with Special Needs 9 Child Liaison, Education & Outreach Services Child Development Services Family Child Care Youth & School Age Services Youth Sports & Fitness Venturepoint-Hired! the Edge 19 Child & Adult Care Food Program USDA 20 Training Specialist 20 In & Out Processing 20 Arrivals/Departures; Visitors; Clothing Meals and Food 22 Naps/Rest Periods; Toys; Pets/Plants 24 Program Closures 24 Release of Children 25 Partnerships/Community Services 25 Parent Involvement Confidentiality 27 Transporting of Children 27 Fees INDEX Termination of Services 29 Camp Fees 29 Hardship Cases 30 Patron Discounts 30 Child Abuse and Neglect Vacation Policy 33 Abandoned Child 33 Biting Policy 33 Deployment Policy 34 Touch Policy 34 Discipline Policy Health Policy Medication Policy Refund/Credit Policy 40 Suspension & Withdrawal Policy 41 Video Surveillance 42 Accidents/Injuries 42 Parent/Staff Advisory Group (PSAG) 42 Fire Drills; Child/Adult Ratios 43 Birthdays/Celebrations 43 Field Trips; Staff to Babysit; Safety Violations 44 Prohibition of Firearms; Smoking; Inebriated Parents 44 Staff Background Checks; Training 45 Creative Curriculum Assessment 46 Suggestions; Tax Receipts 46 Who Are We? Phone Numbers 49 USAG-HI, CYSS Parent Handbook

4 ABOUT CHILD YOUTH & SCHOOL SERVICES (CYSS) PROGRAMS Child, Youth & School Services (CYSS) is an essential family program that directly supports the military lifestyle. CYSS is operated under the Directorate of Family & Morale, Welfare and Recreation. Programs are supported by user fees and limited congressionally appropriated funding. The guidelines and minimum standards for the Army s CYSS program are directed by Army Regulation , Child Development Services, dated February Mission To provide a seamless delivery of quality care and services for eligible children and youth (4 weeks through 18 years of age) which enhance military readiness and reduce conflicts between mission readiness and parental responsibility. Vision To promote a dynamic organization by exceeding expectations, and consistently providing customers with positive experiences. The design of Child, Youth & School Services seeks to support three major elements: 1. Children 2. Parents 3. Community and Command To meet the needs of all three elements, eight major program components are offered: 1. Age-appropriate full day care 2. Age-appropriate part day care 3. Age-appropriate hourly care 4. Before and/or after school care 5. Middle School/Teen Youth development programs 6. Age-appropriate sports and fitness programs 7. School Support Services (School Liaison Officers and Instructional Programs) 8. FMWR Partnership programs for Children and Youth Philosophy We understand that our customers come to us with a variety of needs with regard to childcare and we are prepared to assist them in locating services that will best meet the needs of their Family. As children grow, their developmental needs change; and we want the transitions between programs to be smooth and beneficial to all who use our services. In addition to the age-specific training staff receives throughout employment, all staff receives invaluable orientation training regarding care for children from birth to 18 years of age. Our staff is extremely flexible, and many work in multiple programs, providing quality care to children of multiple ages a seamless delivery system. CYSS programs and facilities create a warm, happy, safe, and healthy place for children and youth. The programs reflect knowledge and understanding of the growth and development of children. Programs are both age and individually appropriate; that is, the program is designed for the age group served and is implemented with attention to the needs of the individual child enrolled. The programs are designed to USAG-HI, CYSS Parent Handbook

5 provide experiences that enhance and support the physical, emotional, social, cognitive, creative and positive character development of each child/youth while responding to the unique needs of Army Families. Children are growing and learning continuously, not merely at certain times of the day. Young children learn from hands on experience and from the positive interactions children have with adults, other children, the environment and materials. Learning experiences should be realistic and relevant. The foundation for all development is formed during a child s early years. During these critical years, a child s energy will be directed toward intellectual, physical, emotional, and social fulfillment according to his/her individual potential. To support this process, CYSS programs practice multi-age grouping within each program and provide a wide range of activities to encourage optimal development of each child. This arrangement allows children to benefit from being around children who are at different developmental stages. Older children learning to be leaders and good role models for younger children and younger children learning through experience and play as they watch and interact with older children. An important benefit of multi-age grouping is the consistency of care a child receives when he/she turns another year older and isn t forced to separate from the caregiver to whom he/she is attached or the routine and environment with which he/she is familiar and reliant upon. The CYSS Program reflects the philosophy of the National Association for the Education of Young Children (NAEYC), Boys and Girls Club of America (BGCA), and National 4-H Clubs. The Army CYSS Program recognizes that for all they can provide for children, the Family is still the single most important influence in a child s life. Children need parents who will take interest in their endeavors, will encourage their efforts, will provide guidance, and will celebrate their accomplishments. Program Goals CYSS is committed to ensuring a high quality, affordable, available, accountable and developmentally appropriate program by: Providing a safe, caring, and healthy learning environment. Helping children/youth develop constructive, thoughtful and creative qualities in order to become diligent and caring people. Providing opportunities for children/youth to experience success and failure without criticism. Encouraging children/youth to develop and sustain positive relationships with other. Enhancing children s understanding and use of language, and knowledge of the world around them. Promoting children s physical development and skills through movement experiences. Providing children with positive social experiences and role models. Being aware of each child s abilities, needs, cultural backgrounds, while respecting and nurturing individuality. USAG-HI, CYSS Parent Handbook

6 CYSS REGULATIONS To provide consistency in Army CYSS throughout the U.S. and overseas, all CYSS programs are required to be in compliance with the following regulations: Army Regulation (AR) , Child Development Services AR 215-1, Morale, Welfare and Recreation Activities and Nonappropriated Fund Instrumentalities AR , Army Exceptional Family Member Program Department of Defense Instruction (DODI) , Child Development Programs DODI , School-Age Programs DODI , Youth Services Programs Although regulations apply uniformly throughout the Army, commanders have the authority to issue additional policies to meet unique installation needs. In addition to Headquarters, Department of the Army (HQDA) issued regulations, CYSS is also governed by Regional Installation Management Command (IMCOM) policies. Installation programs are provided guidance and assistance from the Pacific Installation Management Command (IMCOM) when needed and are inspected by the G-9 annually for program compliance. GETTING STARTED Registering with CYSS The CYSS Parent Central Services (PCS) Office, formerly named Central Enrollment Registration Office (CERO), is the site for registering all eligible children for the CDC, FCC, SAS, Youth Services (YS), Youth Sports, and Schools of Knowledge, Inspiration, Exploration, & Skills (SKIES) Unlimited, HIRED! and the Edge programs. Parents registering for CYSS programs are seen by appointment Monday through Friday at Aliamanu Military Reservation (AMR) Building 1782 Honolulu, Hi or Schofield Barracks 241 Hewitt Street Kalakaua Building 1283 (SKIES Building). Appointments are made by calling AMR at (808) or Schofield Barracks (808) or (808) Walk-ins are welcome on a space available basis during the hours of ; parents may have an extended waiting period. Packets containing registration forms and an information sheet detailing registration requirements may be picked up during hours of operation or downloaded from the Hawaii MWR website: Completed forms and necessary documents must be presented at the time of registration. Parents are required to present a valid identification (ID) card, social security card and an up-to-date immunization record for each child Registration paperwork is required upon initial registration and annually thereafter. You will be notified 30 days in advance of pending paperwork updates. The registration paperwork provides personal data needed to meet program management, health, safety, enrollment, and admission requirements. Failure to provide the required information could result in loss of services. Each child enrolled in the CDC, FCC or SAS must have a health assessment, completed by the parent and an authorized medical provider, within the past calendar year, or within 30 days following enrollment. A health assessment from another state will be accepted as long as it has the corresponding information USAG-HI, CYSS Parent Handbook

7 required by CYSS and is signed by an authorized medical provider. A sports physical, completed by an signed by a licensed health care provider (i.e., M.D., D.O., N.P., or P.A.-C) that certifies that the individual is physically fit to participate in the chosen sports activity and addresses any pertinent medical conditions or constraint, e.g. asthma, heart murmur, allergies, is required annually for all team sports and select individual sports. This medical statement must be current at the time of actual registration and remain valid through the completion date of the chosen sport/activity. A school physical may be used to satisfy the requirement for the medical statement if it meets the specific conditions as outlined above. The registration clerk will inform you if your child/youth s chosen activity requires a sports physical. Immunizations records must be presented at the time of registration. Primary immunization requirements will be in accordance with CYSS standard operating procedures. Infant may be enrolled in CYSS programs without shots if it is the policy of the installation to do their first well baby exam at 8 weeks. Middle school teens, ages 11-18, meet local school enrollment immunization requirements. Home school children will be assessed individually and exceptions to policy may be requested through the Army Public Health Nurse (APHN). Please ask at Parent Central Office for an immunization schedule so that you can keep your chil(ren) s immunizations current. USDA All children enrolled in CYSS programs must have completed current Unites States Department of Agriculture (USDA) Child and Adult Care Food Program (CACFP) forms on file. The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation, and marital or family status. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA s TARGET Center at (202) (voice and TDD). To file a complaint of discrimination, contact the Program Director. IF you do not wish to or do not have the time to talk with the Director, and Administration Clerk will give you the Civil Rights assurance form to complete. The form is also available on the Office of Hawaii Child Nutrition Program website (http://ochnp.k12.hi.us). USDA is an equal opportunity provider and employer. Single and dual military members must show the Parent Central Office clerk a completed DA 5840-R and 5841-R from their Family Care Plans (FCP) within 30 days from the date of registration. Finally, parents must provide names and telephone numbers of at least three local emergency release designees (at least two at initial registration and a third one within 30 days of registration). Summary of registration requirements as follows: Social Security Card for child ID Card Registration Packet Three Local Emergency Designees Nutrition Forms Immunization Records Health Assessments (within 30 days) Fees Family Care Plan, if applicable Verification of income for both spouses It is the responsibility of each parent to ensure that information on the form sis kept current. Any changes in phone numbers, address, emergency contacts, or income status should be provided to the facility clerk USAG-HI, CYSS Parent Handbook

8 as soon as possible to update Child and Youth Management System (CYMS) information. Also, the most up-to date copy of the child s immunizations is required and must be maintained within the file. Therefore, if the parent/guardian fails to comply with, or provide proof of requirements within 30 days of notification, care may be denied until the information is made available. All patrons requesting services will have the opportunity to meet with a Parent Central Office clerk to assess needs and priority. All registration paperwork is confidential and for official use only. Waiting List Children of sponsors eligible to use Family & Morale, Welfare, and Recreation (FMWR) activities may use services provided by CYSS delivery systems. The waiting list is maintained for families needing full day care. Expectant parents may place their child on the waiting list any time prior to delivery. Priority is given to full-time working parents in the following order: Priority Priority 1 Priority 2 Priority 3 Category Active Duty Single or Dual Military, Active Duty Military with Full-Time Working Spouse, Active Duty Wounded Warrior, Single CYS Employee, CYS Employee with Full-Time Working Spouse, Single or Dual DoD Civilian, DoD Civilian with Full-Time Working Spouse, Mission-related Geographically Single Spouses, Reserve on Active Status for duration of orders; Sibling of Children already enrolled: by initial request date for care. Active Duty with Full-Time Student Spouse, CYS Employee with Full-Time Student Spouse, DoD Civilian with Full-Time Student Spouse, Single/Dual DoD Contractor, DoD Contractor with Full-Time Working or Full-Time Student Spouse: by initial request date for care. Active Duty with Non-Working Spouse, CYS Employee with Non-Working Spouse, DoD Civilian with Non-Working Spouse, DoD Contractor with Non- Working Spouse, Other Federal Employees with Full-Time Working or Full- Time Student Spouse, Other Federal Employees with Non-Working Spouse: by initial request date for care. Bring required forms along with the following information and documents: OTHER REGISTRATION REQUIREMENTS Infants must be six (6) weeks old to attend a Child Development Center (CDC) and at least four (4) weeks old to receive a care in a Family Child Care (FCC) Home. The Well Baby Clinic needs to sign off on the Health Assessment Form (DA Form 5223 R) before your child attends either of these programs. Once you have registered, you will be assigned to the program that best meets your needs and interest. You will be required to attend Parent Orientation prior to your child starting care. Parent Orientation is held on Thursday weekly and as needed at each center. During registration, you will be assigned an orientation date. At the Parent Orientation, parents will meet with the Director to review policies, procedures, and philosophy, followed by a tour of the facility and a visit to your child s room. If you have selected Family Child Care, you will meet the provider and learn about FCC policies and procedures. At registration, a parent must notify the registration clerk that they would like to use hourly care in the CDCs, FCC Home, or SAS site. If a parent is going to use FCC, a copy of the registration packet must be USAG-HI, CYSS Parent Handbook

9 taken to the FCC home by the parent before care can be provided. Reservations are necessary for hourly care services at the CDCs and FCC homes. A 1 hour cancellation notice must be given for scheduled time in hourly care at the CDC or open recreation hours at the SAS program. Your reservation will be held up to 30 minutes and then can be given away. When child care is needed immediately, a parent will be offered the first viable care option available. If the type of care is not the parent s preference for care, the parent may: take the space until preferred care is available or turn down the space. Either way, the parent may then choose to go on the preference-forcare waiting list for the care desired. Immunizations It is the responsibility of the parent/sponsor to ensure that their child s immunizations are kept current. In accordance with AR , any child whose immunizations are not current cannot receive care. The parent/sponsor must provide updated immunization records for each child. If your child has had a physical assessment within the last year, you will need to bring a copy of the updated immunization records with you when you register your child. The health assessment form will be completed within 30 days of enrollment and updated by the sponsor annually. A new Health Assessment form will be required after two (2) years. (NOTE: Civilians or military using a private physician will be responsible for obtaining their own health assessment.) The following is a list of immunizations each child needs before attending any Child, Youth & School Services program: Required Immunizations 2 months old: 1 st DTaP, IPV, Comvax, Prevnar 4 months old: 2 nd DTaP, IPV, Comvax, Prevnar 6 months old: 3 rd DTaP, IPV, Prevnar 12 months old: 4 th Comvax, MMR, Varicella, Prevnar, PPD Test 15 months 18 months old: 3 rd DTaP, Pedvax 18 months old: No Immunizations required Routine Exam 4 6 years: 5 th DTaP, IPV, 2 nd MMR, years: DTap CDC Orientation A non-refundable holding fee will be assessed once space is allotted for a child. The holding fee will be applied towards the first month s payment. Upon payment of the holding fee, a parent orientation will be scheduled and conducted at the care site. During the parent orientation, the center staff will discuss the CDS Sponsor/Program Agreement (DA Form 5226-R), otherwise known as the contract, with the parent to ensure the center policies and procedures are clear. The DoD Fee Application (DA Form 2652) will be completed at the initial registration and will be updated at the annual re-registration, to determine the fee to be paid. A room orientation with the Lead Teacher for your child s room will be scheduled as part of the parent orientation. This provides parents and staff the opportunity to discuss the individual needs of the child and exchange information concerning the room and the family. FCC Parent-Provider Interviews Family Child Care (FCC) Provider are independent contractors. Since each FCC provider conducts his/her business differently, she initiates her own orientation. Both parents and FCC providers use the parent-provider interview as a tool to select and decide on child care arrangement. USAG-HI, CYSS Parent Handbook

10 Please be aware that FCC providers often schedule these interviews at their most convenient time; usually after normal duty hours or during the weekend. This is necessary so they can give their full attention and be able to explain their policies, procedures and program. Please provide as much information about specific child care needs during the interview. Keep the lines of communication open with the FCC provider from the very beginning. For help and suggestions on how to interview FCC providers, or for more information, contact the FCC office at (808) or Admission Criteria For Children With Special Needs Child care services will be provided for children with special needs when the need of the particular child can be reasonably accommodated. However, child placement will not occur if resources that enable the child to function successfully within CYSS programs are not available. Special Needs care is determined on a case-by-case basis. Parents are responsible for informing the Parent Central Services Office registration clerk of any special needs, health conditions, medications or services their child/youth may be receiving. Parents must complete a special needs packet, if applicable. The Special Needs Accommodation Process (SNAP) includes an appointment with a multidisciplinary team of professionals who meet with parents to determine and make the final decision on the safest, least restrictive and most appropriate placement for children and youth in CYSS Programs. The team will address the placement for children with consideration of developmentally appropriate environments, adult/child ratios, group size, health and safety requirements and any necessary program adaptations. The developmental, physical, emotional and chronological age of the child will be considered when determining placement. The developmental age of the child, based upon medical evaluation, may be used for determining placement instead of the chronological age in some situation. The ream, a subcommittee of the installation EFMP, the Outreach Services (OS) Director/Assistant Director, CYSS Nurse Specialist, other CYSS program directors as required, the ACS-EFMP Manager and Advisor, the Army Public Health Nurse (APHN), and the parent/guardian of the child. It is augmented, as needed, by other appropriate professionals, i.e., school personnel, child advocate, etc. The purpose of the SNAP is to work with the parent as a communication link with all agencies and serve as an advocate for the child, making recommendation for appropriate placement within the CYSS programs. The team meets in a regular basis and may convene on an as-needed basis for emergencies. If required, when you enroll your child at the Parent Central Office for a CYSS program, you will receive a medical action plan (MAP) form. The parents must have their child s medical provider complete the MAP, stating the specific needs of the child (e.g., physical or mental limitations, degree of mobility, requirements for continual medications, present degree of control of disorder, developmental level, special equipment in use and/or recommended, food allergy substitutions, appropriateness of attendance at CYSS facilities, other consideration as indicated). This form must be completed by a licensed medical provider and wither faxed to Schofield Barracks (808) or AMR (808) , or handdelivered to the PCS Office. Once received and reviewed, the PCS will send the forms to the APHN. The APHN will review the MAP form and contact the EFMP office. The EFMP office will set up a SNAP meeting for those children requiring review by the team. Special needs children, whose conditions will allow them to be mainstreamed/included in CYSS programs, may be accepted on a trial basis, following review by the SNAP team. CYSS would like to assure parents that all children enrolled in our programs will receive the best possible care. We encourage parents to visit the centers/homes with their child(ren) to meet the friendly and helpful staff who will be happy to answer any questions. USAG-HI, CYSS Parent Handbook

11 Organizational Structure Hawaii CYSS is under the umbrella of the Directorate of Family and Morale, Welfare and Recreation. Program oversight is provided by the CYSS Coordinator, who is assisted by staff in the Child Liaison, Education, and Outreach Services (CLEOS), Child Development Services (CDS), and Youth and School Age Services (YSAS) programs. Administrative, Food Program, and Training Specialists (TS) teams provide additional CYSS program support. CHILD LIAISON, EDUCATION, AND OUTREACH SERVICES Parent Central Services Parent Central Registration is a one stop office for information and availability of on and off post child and youth programs. The Parent Services Central Office provides common support services for other Outreach Services (OS) systems to include parent education services, CYSS volunteer services, child care resources and referral services. Outreach Services (OS) increases child care capabilities by providing on-post alternative child care options and referrals to off-posts child care facilities / providers. In addition, OS supports CYSS systems by maintaining children's files and coordinating the CYSS role in training exercises and mobilization plans. Other OS options include Kids on Site (KOS), Volunteer Child Care in Unit Settings (VCCUS), special interest programs and baby-sitting training and referral. Special interest programs include CYSS oversight of child care services provided by Army activities other than CYSS that meet unique patron care requirements not available through CYSS operated programs. These services include Head Start Programs at the HMR CDC and ASYMCA Services. Baby-sitter training and referral services are provided for adults and teen Family members living on and off the installation. Youth must be at least 13 years of age and provide documentation of completing a Babysitter Training course to be placed on the list. Adults may be CYSS caregivers or other adults who have taken CYSS approved training and have current CPR certification. Each list is available on request by signing a Statement of Understanding Regarding Child Care Resource and Referral Services. School Liaison Officers (SLO) The School Liaison Officers (SLOs) are available to assist military Families with issues surrounding the education of their children. The Vision, Mission and Goals of the School Liaison program are to coordinate and assist school-age children and youth of Army parents with educational opportunities and information necessary to achieve academic success. The SLO s office should be a first stop when seeking school-aged education-related information and guidance. The SLO s represent, inform and advise the Command regarding school issues; assist Families; educate schools about military culture and policies, and initiate partnerships with local schools and communities. The CYSS SLO office is located in Building 1283, 241 Hewitt Street Schofield Barracks, HI. The SLO telephone number is (808) USAG-HI, CYSS Parent Handbook

12 Instructional Classes (SKIESUnlimited) The SKIESUnlimited (Schools of Knowledge, Inspiration, Exploration, & Skills) is the framework for the Army s Child, Youth & School Services (CYSS) instructional program. It encompasses the four service areas: Arts, Recreation & Leisure; Life Skills, Citizenship & Leadership; Sports, Fitness & Health; and Academic Skills, Mentoring & Intervention. Every youth has fundamental human needs that must be met in order for him or her to become a functioning member of society. These needs include access to a healthy sense of hope, opportunity and an optimistic life philosophy. When these needs are met with the help of positive adult role models, our youth are given the knowledge, inspiration and exploration opportunities as well as the skills to become caring, responsible and productive citizens. Instructional programs through the SKIESUnlimited are one vehicle by which to reach this goal in Hawaii Child, Youth & School Services. Instructional programs offered by Hawaii Child, Youth & School Services may range from the musical and the athletic, to the creative. Some programs may be provided to offer long-term opportunities over a number of years while others are short-term, reflecting community interest. Regardless of the time span, these programs present an opportunity to build individual knowledge and leadership skills, practice social skills and experiment with various activities and programs. Alternative Child Care Programs Kids on Site (KOS): Formerly called Short Term Alternative Child Care (STACC), the Kids On Site program provides on-site child care during meetings and social gatherings that meet the needs of the Hawaii community. These events may include, but are not limited to: Spouses Club and events, volunteer appreciation luncheons, religious functions, deployment briefings, marriage retreats, Town Hall meetings, and Family Readiness Group (FRG) meetings and activities. CYS Services provides qualified, well trained Child & Youth Program Assistants to care for children between the ages of 6 weeks and 12 years old during the event. The Kids On Site program increases the capability of Child Development Services' hourly care program as well as making meeting attendance more attractive to parents. Organizations who wish to take advantage of the Kids On Site program during their meetings can make arrangements through the Kids On Site office at (808) Be sure to include the following: date, time, organization name, purpose of meeting, estimated number of children, location, and POC. You are smart to make your reservations as well in advance as possible to ensure you get your first choice of dates/times. Two weeks out is a must, but more is even better! Remember, Kids On Site support is currently free to units for all deployment related activities and FRG s for meetings and events for up to 3 hours. Volunteer Child Care in a Unit Setting (VCCUS): is a no-cost child care option that allows volunteers trained by CYSS staff to provide child care in an approved facility while parents are attending a group function in the same building. All the volunteers require a 4-hour orientation before providing care at any of our approved sites. Prior planning with the OS director must be made to use this care option and to meet all the requirements. USAG-HI, CYSS Parent Handbook

13 Child Development Center (CDC) Special Openings: are available after normal operating hours to support the need for child care during group functions. A minimum of 12 children and advance payment are required. Payment will cover staff labor costs required for the evening. CHILD DEVELOPMENT SERVICES Child Development Centers The Child Development Centers (CDCs) offer full-day, part-day, before/after pre-care and hourly care programs for children 6 weeks through preschool (5 years of age). Regardless of how long childcare is provided, CYSS programs ensure the same quality of care for children. A developmentally appropriate curriculum for young children is planned by the caregivers/providers, with attention to the different needs, interests, and developmental levels of those individual children. Hourly care services are available at the Child Development Centers on a limited basis and in some FCC homes. Hourly care is short-term care for children whose parents have a medical/dental appointment, volunteer commitment, or just need a short break. In order to accommodate all Families, hourly care services are limited to no more than 5 hours per day, 4 times per week, for a maximum of 20 hours a week. A 1-hour cancellation notice must be given prior to your scheduled time. It is important to arrive on time; reservations will be cancelled after 16 minutes. Payment for hourly care is due at the time of pick-up. Failure to make the payment will result in termination of availability of child care services and garnishing the sponsor s pay. A late pick-up fee of $1 per minute up to 15 minutes per family per site, in addition to the standard hourly rate per child, is charged after scheduled reservation time, unless parent calls and extends. Also be aware that space may not always be available to extend the reservation please plan accordingly. Reservations can be made up to 2 weeks in advance. Same day or walk-ins may be accepted on a space available basis. To make reservations or cancellations, call the facility where care is requested. The CDC part day programs change every year as the needs of the patrons change. The program for preschool age children normally follows the school year calendar. All CDCs offer trained staff, balanced meals, and age-appropriate, developmental activities. Centerbased program operating hours are Monday through Friday, at the following locations: Petersen Child Development Center 155 Tidball Bldg. 791 Schofield Barracks, Hawaii Phone: (808) Schofield Barracks Child Development Center 2423 McMahon Road Bldg Schofield Barracks, Hawaii Phone: (808) Helemano Military Reservation (HMR) Child Development Center 327 Kaupale Road Bldg. 30 Schofield, Hawaii Phone: (808) USAG-HI, CYSS Parent Handbook

14 Fort Shafter Child Development Center 462 Hase Drive Bldg. 900 Fort Shafter, Hawaii Phone: (808) Aliamanu Military Reservation (AMR) Child Development Center 114 Kauhini Road Bldg Honolulu, Hawaii Phone: (808) Bowen Child Development Center 1885 Lyman Road Bldg Schofield Barracks, Hawaii Phone: (808) All our CDCs are accredited by the National Academy of Early Childhood Programs, which is a division of the National Association of the Education of Young Children (NAEYC). NAEYC is a civilian, membership-supported organization committed to fostering the growth and development of children from birth through age eight years of age. Early childhood programs accredited by NAEYC's accreditation department have voluntarily undergone a comprehensive process of internal self study, invited external professional review to verify compliance with the Criteria for High- Quality Early Childhood Programs; and have been found to be in substantial compliance with the criteria. Our newest facility Bowen CDC will undergo the accreditation process in For more information about NAEYC, call or visit their website at NOTE #1: As mandated by AR , Child Development Services, children may receive a maximum of 12 hours of child care per day in a center-based setting. NOTE #2: During contingency operations, hourly care may be offered at all CDCs. Strong Beginnings Pre-Kindergarten Program Strong Beginnings Pre-K program is a program designed to prepare children to be successful when entering kindergarten. Curriculum focuses on the social, emotional, and physical development of children and equips them with basic academic and kindergarten classroom etiquette skill to enhance school readiness. Children entering kindergarten the following Fall are eligible to participate in the Strong Beginnings Pre-K program. The Strong Beginnings portion of the program will take place between the hours of each day. The classroom will be comprised of 12 learning stations to include Art, Language/Literacy, Creative Expression, Science/Discovery, Technology, Writing, and a rotating Woodworking/Cooking station, each containing an activity based on a daily academic focus. All children will complete a daily writing and math sample to reveal progress as the year goes on. Children will also participate in a daily Smart Start activity, a program geared towards gradually building confidence in children while they are having fun with an individual sport at the same time. USAG-HI, CYSS Parent Handbook

15 Family Child Care (FCC) The FCC program is a professionally managed network of adult individuals certified to provide child care in on-post government quarters and in their off-post homes for children ages 4 weeks through 12 years. The FCC program offers more individualized child care than may be available in center-based programs, such as extended hours [for parents who must go on temporary duty (TDY) or field assignments] or special needs care. FCC homes may also offer hourly care services, part-day programs (max of 5 hours a day/25 hours per week total), or before and after school. The FCC providers set their own policies for their part day programs, often with input from parents. FCC providers are certified after meeting basic regulatory requirements; and their homes are regularly monitored by FCC staff and inspected for fire, health and safety compliance. In addition, FCC providers work to attain a National Association for Family Child Care (NAFCC) Accreditation, using the same level of standards as those of the centers. All FCC providers are independent contractors who set their own hours of operation and follow the CYSS fee policy. Many are available after 1800 (6:00 p.m.) and on weekends for duty-related or recreational child care. Some will provide 24-hour care when parents are in the field or on TDY. Fees for Families are determined by using the CYSS fee chart based on TFI. FCC provider s fees for Families in Cat 1-5 are subsidized. If you are interested in using an FCC provider for hourly services, we urge you to visit and interview with the providers who are able to meet your hourly care needs. It is a good idea to bring your child to meet the providers. Then choose more than one possible provider so that you are more likely to find one with openings when you need care. Please contact the FCC Director at (808) for more information. Because the CDCs are not open during the evening or weekend hours, extended care (more than 12 hours of continuous care, or the hours between 1800 through 0600); and long term care (no more than 15 calendar days per year) is available through FCC homes. When children stay late into the night or overnight in the care of an FCC provider, special requirements have to be met. FCC providers receive additional training to provide extended or long term care. The children, even siblings, sleep in separate beds, cots, or mats. Parents are required to bring enough clothing and other necessities (i.e., toothbrush, diapers, favorite blanket, etc.) for their child s length of stay. After normal duty hours, FCC children participate in the Family life of the FCC provider. It is recommended that everyone prepare for this by keeping communication open between parent and provider so that the needs of everyone involved, especially those of the child, are met. Parents are always welcome to drop in at any time to visit with their children, and are encouraged to participate in special activities as time allows. Tours of FCC homes are available upon request through the FCC office. For more information, please call the FCC Office at (808) or visit the FCC website at USAG-HI, CYSS Parent Handbook

16 The Provider FCC providers are professionally trained to provide quality developmental child care to children four (4) weeks to twelve (12) years of age. The benefits of becoming a Family Child Care provider include: Free training in a marketable occupation. Credit transfers to Army installations world-wide. Free use of the FCC toy lending library. Free referrals by Child and Youth Outreach Services to families needing child care. Free workshops on such subjects as child growth and development, storytelling, discipline techniques, and tax assistance. A support system including the FCC staff, other providers and a wide range of professionals such as fire, medical and social services personnel. Enrollment in the Child Care Food program. Reimbursements for foods served in accordance with USDA guidelines. The Parent FCC offers parents the opportunity to place their child in a home environment under the care of a trained professional provider. Parents can be assured that the provider and provider s home have met strict standards before being certified and will continue to be monitored on a regular basis. In addition, FCC offers parents: The assurance that all providers backgrounds have been cleared through 7 agencies. Flexible hours and the ability to meet special needs. Individualized care for your child, as each FCC home can accept only a limited number of children. A provider willing to work with you to ensure your child develops his/her fullest potential. The Child Children placed in FCC homes reap the rewards of an enriching, developmental environment. They receive nutritious meals, participate in educational activities and play in a clean, safe, and happy home. Remember. If you are providing child care on a regular basis in government housing, YOU MUST BE CERTIFIED. If not, you are in violation of AR a and can be removed from family quarters. We are always interested in adding FCC providers to our team. Contact the FCC office at AMR, # or Schofield Barracks, # for further information. YOUTH AND SCHOOL AGE SERVICES School Age Centers (SAC) The School Age Services program normally is a center-based program for 1st 5th grade youth. However, due to lack of space in the CDCs, CYSS has a waiver for Kindergarten children to also be in SAC care. The SAC USAG-HI, CYSS Parent Handbook

17 program operates Monday through Friday and provides before and after school ( / ) and full-day ( ) programs when school is out (winter, spring and summer camps). Occasional care is also available for Families needing less than 6 hours per week. Payment must be received in advance and is not prorated in increments of 15 minutes. Care is also provided on early release days and full days off from school. Breakfast, lunch and snack are provided as appropriate. Schofield Barracks School Age Center Building 1280, 1885 Lyman Road Schofield Barracks, Hawaii Phone: (808) Helemano Military Reservation (HMR) School Age Center Building 30, 327 Kuapale Road Schofield Barracks, Hawaii Phone: (808) Aliamanu Military Reservation (AMR) School Age Center Building 1782, 154 Kauhini Road Honolulu, Hawaii Phone: (808) Fort Shafter School Age Center Building 351, 240 Montgomery Drive Fort Shafter, Hawaii Phone: (808) Open Recreation for school children (K - 5TH grades) is a generic term for occasional participation in SAC programs/events. It is not a substitute for child care/supervision needed by children whose parents are working or out of the home on a regular basis. Elementary school children needing care while parents are at work should be enrolled as regularly scheduled patrons in SAC programs. SAC open recreation includes participation in activities being offered each day within four program areas: (1) Sports, Fitness and Health; (2) Arts, Recreation and Leisure; (3) Life Skills, Citizenship, and Leadership; and (4) Mentoring, Education and Support Services. This more comprehensive approach to open recreation is in line with practices followed by other youth-serving organizations and the emerging national perspective. Five free hours are provided each month to children in K 5th grades. All children must be registered with CYSS Parent Central Office to participate. The quality of open recreation program offerings and level of staff supervision are the same regardless of whether participants are attending SAS programs on a regular or occasional basis. SAC open recreation services are available weekdays, Monday through Friday, after school, and on earlyrelease and full days off from school. Reservations may be made up to 30 days in advance. Walk-ins may be accommodated on a space available basis. Additional hours needed will be charged at the current SAC hourly rate. Occasional users must be scanned/signed in and out at the SAC front desk by a parent/guardian or child release designee. Transportation to and from school will not be available for occasional users. To make reservations or cancellations call the SAC program you will attend. All of our Hawaii SAC sites are accredited by the National After-school Association (NAA). USAG-HI, CYSS Parent Handbook

18 Youth Services The four Youth Centers are devoted to meeting the needs of middle school and high school youth on the installation by providing arts, recreation, and leisure activities; sports, fitness, and health options; life skills, citizenship, and leadership opportunities; and mentoring, intervention and education support services. The centers are open during the school year, Monday through Saturday. The hours are adjusted during the spring and summer breaks. Supervision is provided by trained personnel using a 1:15 ratio. Schofield Barracks Middle School / Teen Center (Bennett Youth Center) Bldg. 9090, 2251 McMahon Road Phone: (808) Aliamanu Military Reservation (AMR) Middle School / Teen Center Bldg. 1781, 174 Kauhini Road Phone: (808) Fort Shafter Middle School / Teen Center Bldg. 351, 240 Montgomery Drive Phone: (808) The MST program offers a range of positive options and environments that promote healthy development and ease youth transition to adulthood. Middle school youth, ages 11-12, arrive at and depart from the program in accordance with parent s written instructions. Activities Project Learn Youth receive homework help and tutoring, as well as participate in high yield learning activities CHARACTER COUNTS! This program focuses on character building through leadership and community activities 4-H Youth learn to crop pictures and create memorable scrapbook pages, as well as learn the basics of sewing Fitness Authority Offers a variety of sports and fitness programs that promote character building, sportsmanship, and skill development Youth Sports and Fitness Offers semi-competitive and recreational sports games to children and youth throughout the year to include soccer, baseball, basketball, flag football and cheerleading. Sports registrations are accepted at the Parent Central Registration. Registration fees vary with each sports program. The sports program focuses on the following: Proper sports environment Prior to placement in sports programs, staff consider the age and physical development of the child/youth to ensure they are able to understand the type and rules of the sport to enable them to participate safely. USAG-HI, CYSS Parent Handbook

19 Programs based on the well-being of children/youth - Sports and fitness activities are developed and organized to enhance emotional, physical, social and educational well-being of children/youth. Drug, tobacco and alcohol-free environment - Sports and fitness activities are offered to children/youth in a drug, tobacco and alcohol free environment. Staff, parents and coaches are knowledgeable of related policies and signs of substance use and abuse. Staff, parents, coaches and fans provide healthful role models and are drug, tobacco, and alcohol free at child/youth sports activities. Part of a child s/youth s life - Parents recognize that sports are only a small part of a child s/youth s life. Children and youth should be encouraged to participate in a variety of activities. Parents must respect a child s/youth s decision not to play. Training - Coaches are trained and certified through the National Alliance For Youth Sports (NAYS). The NAYS organization is the most widely used volunteer coach training program in the nation, having trained more than 1.8 million coaches since its inception in The NAYS volunteer coach training program is designed to sensitize volunteer coaches to their responsibilities and hold them accountable to a strict code of conduct. Training includes psychological and emotional needs of youth, safety and first aid, conditioning and nutrition, teaching proper sports techniques and drug awareness. Volunteer coaches are always welcome for all sports programs. Parent s active role - Parents take an active role and provide positive support to children/youth. Parents help children/youth evaluate the sports experience. Positive role models - Staff and parents are positive role models by exhibiting sportsmanlike behavior and demonstrating support of children, youth and coaches. Parental Commitment - Parents are knowledgeable of opportunities and responsibilities of having a child involved in youth sports. Safe playing situations - Coaches and staff ensure facilities are properly maintained and appropriate equipment is used. Coaches understand the consequences of improper skill techniques, poor conditioning, and improper weight control practices. Rules can be modified for safe playing situations. Coaches have knowledge of prevention and first aid for athletic injuries and can implement necessary emergency procedures. Equal play opportunity - All children/youth are provided the opportunity to play. Efforts are made to provide financial assistance to those in need. Youth sports are a growth experience rather than a limiting experience. The Youth Sports and Fitness program is a fitness program that promotes healthy development of children and youth. The activities they provide assist parents through activities that: Foster the development of leadership, sportsmanship and teamwork skills. Offer children and youth opportunities to build skills and feel competent in both competitive and non-competitive situations. Empower children and youth to achieve self-confidence. USAG-HI, CYSS Parent Handbook

20 Enhance or reinforce learning opportunities for children and youth through individual and group activities. Instill values associated with the pursuit of sports, fitness and health activities in adulthood, particularly self-discipline, persistence and decision making. Reduce the likelihood of situations and behaviors that put children and youth at risk. Provide a variety of opportunities for parental and command involvement. Promote positive attitudes and reinforce Army core values. VENTUREPOINT is a FMWRC-CYS Services Space Partnership Initiative that supports the Army Family Covenant. It is a formal partnership between the Business Operations, Community Recreation, and Child, Youth & School Services Divisions. The program increases School-Age and Youth Program participation through specially-designed MWR activities during out-of-school times. It expands programming options towards acceleration of child-care and youth spaces (DoD goal: 80% for child care and 35% for Youth Programs) and supports the Army Soldier Family Action Plan. The program also strengthens and expands the Recreation Delivery System (RDS) towards meeting the demands of Army Families. VENTUREPOINT is comprised of three programs: Youth HIRED! Apprentice Program The Youth HIRED! Apprentice program is a newly developed program that allows youth to receive real-world work experience FMWR and other on-post facilities. The program is divided into four twelve week terms annually. During the terms the students receive on the job training, as well as career-prep training to include resume writing, financial aid planning, choosing the right college and more. Participants between the ages of years of age (still attending high school) are able to participate in a maximum of two terms per year for three consecutive years. Within each 12- week term, apprentices are expected to work 15 hours in a 7-day period while concurrently participating in the HIRED! Workforce-Preparation and Secondary Education Exploration Workshops. For additional information about the program, contact the Youth Workforce Prep Specialist at (808) The edge program Children and youth in first through twelfth grade get the edge through extracurricular after-school enrichment options. Opportunities to participate in cutting-edge art, fitness, life-skills and adventure experiences through interest area-specific packages: Art edge Fit edge Life edge Adventure edge USAG-HI, CYSS Parent Handbook

21 Each month, Monday through Friday, a different set of packages are offered. Activities include jewelry making, pottery, ATV, golfing, video production, culinary arts and more. Packages are allencompassing and include all equipment, supplies, instruction from a knowledgeable professional, transportation from a designated CYS Services site, and snack. Packages are offered at cost for youth 1st through fifth grade and free for youth 6th through twelfth grade. For additional information about the program, contact the MWR Partnership Specialist at (808) CHILD AND ADULT CARE FOOD PROGRAM All CYSS programs and facilities, including FCC homes and OS alternative programs, participate in the United States Department of Agriculture (USDA) Child and Adult Care Food Program (CACFP). Children receive nutritionally balanced meals to include breakfast, lunch, and two snacks. Center-based menus are prepared 5 weeks in advance and are approved by the CPT Joy Metevier Army Medical Center dietitian. FCC home-based menus are reviewed and approved by the CACFP staff. Whenever classes or meetings extend beyond 3 hours (according to a pre-arranged schedule), a snack is provided to children in KOS sessions. Meals and snacks are served "Family style", offering children an opportunity to exercise self-help skills and the caregivers an opportunity to role-model good eating habits for children. All CYSS Programs are peanut-free facilities. Enrollment in USDA CACFP is completed when registering your child with CYSS. For additional information, contact the Office of Hawaii Child Nutrition Programs CACFP office at (808) TRAINING SPECIALISTS The CYSS Training Specialists (TS) are child/youth professionals who work under the supervision of a Supervisory TS and in conjunction with the Program Directors. Each program has at least one TS assigned. This enables the TS to monitor the execution of the program requirements, assess program quality, model developmentally appropriate practices, and manage and deliver staff training. For additional information, contact the TS office at (808) PROCEDURES In and Out Processing Hawaii CYSS has implemented the Global Data Transfer (GDT) process that will facilitate the electronic import/export of CYMS children's files from one CONUS installation to another CONUS installation. The process to import/export files is started by a parent coming into the CYS Services Parent Central Office. Parents whose children were enrolled in CYSS at a previous installation can ask that their file be exported from their previous installation, if they did not already request this during out-processing. An AKO address is required to facilitate the process and this must be the same address on file in the losing installation CYMS database. Upon receiving the information, the losing installation will transfer the data to a portal by which the gaining installation can import the CYMS file into the gaining installation CYMS database. The parent, upon arrival at USAG-HI, CYSS Parent Handbook

22 the new installation, will also have to provide updated information, to include address, unit, telephone numbers, and emergency contacts. An AKO address is imperative to complete the export/import process. Facility Arrivals/Departures Scan/Sign-in (and out) is very important! Parents must scan their child in at the front desk prior to going to their room and out each day at the front desk after leaving their room. Parents must also sign their child in to and out of the child s room. This is an Army child accountability requirement! This allows staff to document and verify children in care should there be an emergency and to validate reimbursement from the USDA CACFP. Parents must accompany their child to the proper activity area to sign in. Please do not leave your child in the room unless the caregiver is there to accept your child. In the event of a fire or other emergency, we would have no knowledge of your child s presence. In FCC homes and in any on-site child care location, a sign in sheet is used and will usually be located by the main entrance to the child care area or home. Youth enrolled in the MST program are allowed to come and go from the teen center on their own but must scan/sign in/out at the front desk. Facility Visitors CYSS employees will take appropriate steps to ensure children are released only to parents or designated adults. For this reason, all other visitors that are not a parent/guardian or other designated release designee, must sign in to the facility at the front desk and receive a visitor s badge. This will assist in restricting access to children by strangers, delivery, maintenance personnel, and other visitors. If a parent or guardian wishes to visit the program outside of the time normally associated with dropping off and picking up their child, they will need to sign in to the facility at the front desk and receive a visitor s Clothing Whatever CYSS program or service a parent uses, children are expected to be clean, neat and fully dressed when they are brought into care each day. Likewise, the CYSS staff has the responsibility to ensure cleanliness when the child departs the program. Adequate extra clothing is required from parents for necessary changes. All clothing should be labeled with the child s first and last name. Clothing should be appropriate for indoor and outdoor play and adequate for the day s weather. For health and safety, children (able to walk) must wear shoes at all times while in program care. Infants not able to walk should have their feet covered with socks, booties or shoes when not in a crib resting. Children over 18 months must have non-skid shoes. We recommend that once your infant starts walking, you provide shoes for him/her. A flexible-soled shoe, rather than a stiff rigid leathersoled shoe is recommended by most professionals for proper walking development. Shoes must fasten firmly (e.g., straps or ties); no bare feet, thongs, open-toe sandals, or flip-flops are allowed. Children may not be brought to the CDC in pajamas. However, this may be acceptable in an FCC home before Children need fresh air and sunshine every day. Outdoor experiences provide children opportunities for exploring, exercising large muscles, being noisy, and experiencing science, nature and weather. USAG-HI, CYSS Parent Handbook

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24 Children s meals and snacks are planned and prepared according to USDA guidelines and approved by a nutritionist. Menus are available for parents to review in all our programs. Generally speaking, breakfast, lunch and afternoon snack is served in our programs. FCC homes may also serve a morning snack, dependent on times of AM arrivals. Nutritious meals are served Family style and provide the opportunity for social development as well as nutritional benefits. Toddlers, preschoolers, and school age children are encouraged to participate in food preparation, setting of tables, the serving of food, and clean-up activities. Since we encourage good nutritional habits in children, we request that parents not send candy, gum or sodas at any time to CDC, FCC, or SAS programs. Children will brush their teeth after each meal at the CDCs, SAS programs, and in some FCC homes. Please provide a toothbrush for your child. Food tasting and cooking experiences are planned for the children s learning and enjoyment. Children will not be forced to eat. Food will not be used as a punishment or reward. The CDCs provide infant formula (Similac Advanced Shield Liquid) for full day programs. Formula must be provided by the parents for infants in hourly care. Formula provided by the parent must be prepared in clear plastic bottles containing a single serving, labeled with the child s name and current date. In the FCC home, the provider may provide one type of formula. Bottles must be provided for each serving, labeled and dated, but may be prepared by the provider. No formula will be prepared at the CDCs. All formula and infant cereal must be iron-fortified, unless otherwise documented by a physician. Infant cereal may not be mixed with formula in bottles. Any food allergies or special diets must be brought to the attention of the clerk at the time of registration. If a child develops a food allergy after registration, parents must notify the program director. All food allergies and special diets must be documented by a physician as soon as possible, but no longer than 30 days of enrollment or identification of allergy. A completed special needs packet is required for a special diet. If a special diet is required for religious reasons, a religious authority must document this in place of the physician on the food allergy statement. These preferences for religious reasons request must be approved by the Public Health Nurse. The physician will be required to provide a food allergy substitution list. With the parent s written permission, children with documented food allergies will be photographed. The photograph will be placed with the child s name in a location visible to staff but not visible to visitors or other parents. Meal Schedules Child Development Centers Breakfast (Full day programs) Lunch Snack School Age Services (school year program) Breakfast Lunch (full days only) Snack (except Wednesday) (Wednesday) SAS and MS/Teen Programs Breakfast (Summer camps longer than 3 hours) Lunch (Summer camps longer than 3 hours) USAG-HI, CYSS Parent Handbook

25 Snack (Youth Centers) Nap And Rest Periods Appropriate rest periods will be provided according to the age and needs of the child. A minimum of 1 hour will be scheduled for all children under 5 years of age enrolled in full day care in the CDC and FCC homes. Full-day children take naps after lunch. Other children take naps by parental request only. All children rest for approximately 15 minutes after the lunch period. The children who do not sleep are offered quiet activities (books, puzzles) to do while the other children sleep. Fingernails Policy Children are engaged in active play every day while they are in our CYSS Programs. Be sure your child s fingernails are trimmed at all times in order to avoid accidental scratching. This will be part of the daily health check and your child s teacher will remind you if fingernails are too long. Your child will not be able to return until the fingernails have been clipped. Personal Toys Please do not allow your child to bring toys from home except in the case of a favorite stuffed animal to help your child adjust or rest. This avoids fighting over toys or lost and broken items. We have sufficient quantities of educational materials that encourage appropriate development. There may be certain days when the staff will request certain items be brought to the program in order to supplement or illustrate a theme or concept that is being discussed. The staff will notify you in advance of these days. Please ensure all items are labeled with the child s first and last name. Pets and Plants Pets and plants are considered key factors in a developmental program setting. Animals provide great science and language learning experiences, as well as the responsibility and opportunity to care for other living creatures. Only non-toxic plants will be allowed in the CYSS programs and FCC homes. Program Closures All CYSS programs close on Federal holidays and on any unscheduled Presidential Executive Order holiday. The following is a list of Federal holiday closures: New Year s Day Martin Luther King Jr. s Birthday President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Day USAG-HI, CYSS Parent Handbook

26 The CYSS programs may be closed and/or combined on some training holidays. Prior notification will be given to patrons before a decision is made to close CYSS programs for training holidays other than those listed above. The Child Development Centers are closed for training on the Friday prior to President s Day, Memorial Day and Labor Day. Help is available to find alternative childcare for the day due to mission requirements. In case of severe weather restrictions or emergencies, the CDC and SAS programs will operate for mission essential personnel only. Parents who are mission essential must have verification letters in their children s file. Hourly care and open recreation programs will be closed. If a program closes early, you will be notified to pick up your child. Daily fees will not be refunded. Parents are required to have back-up care for emergency situations, i.e., illness, center closures, etc. Release of Children Children 4 weeks (FCC) through 5th grade in any CYSS Program will be released only to those persons designated in the registration paperwork as sponsor, spouse, or alternate emergency contacts. Children must be signed/scanned out of any program before leaving. For the safety of your child, be sure the caregiver realizes you have picked up your child. Additionally, it is the parent s/guardian s responsibility to notify CYSS of any changes in their emergency notification/child release designees. In the event you request your child be released to someone other than those persons listed on the registration paperwork, you will need to provide written advance notice. All release designees will be required to show identification before your child will be released to them. Children must be signed and scanned out of any program prior to leaving. Children may not be released to siblings (or other children) under the age of 13. Middle school youth, ages 11-12, arrive at and depart from the programs in accordance with parent s written instructions. No parent will be denied access to his/her child unless a copy of the legal custody agreement relinquishing such parental rights, or other appropriate legal documents, are on file at the program. Parents are not to leave children unattended in vehicles when dropping off or picking up children from CYSS facilities! Partnerships / Community Service To enhance the programs offered, CYSS has partnered with several programs to include 4-H programs, and The Boys and Girls Clubs of America. Each site participates in several community service projects each year to include Make a Difference Day, Spouse Abuse Prevention Month, Month of the Military Child, Character Education. USAG-HI, CYSS Parent Handbook

27 PARENTAL INVOLVEMENT Conferences / Open House Information is shared with all Families daily, in person as well as telephonically, if necessary. Semiannual conferences are held during the year. During this time children, Families and their primary caregiver discuss developmental progress. We also present guest speakers from the Tripler Hospital, 4-H, and Drug and Alcohol to speak on age appropriate topics from tobacco, drugs, and alcohol use, menstruation, sexuality, and arts and crafts. Information Center A parent information center is located in each CYSS facility. A monthly calendar of events, Parent Handbook, and other pertinent information are available. Parents as Partners with CYSS Parents are considered an integral part of CYSS and are encouraged to participate in many aspects of the programs: Observe your child/youth in the program setting. Parents are always welcome in their child s program at any time. Have daily contact with your child s staff or provider. Serve as a CYSS volunteer. Attend special programs offered in CYSS programs. Participate in parent conferences, surveys and educational workshops. Provide advisory input concerning administrative policies and developmental programming by participating in the facility s Parent Advisory Committee or the CYSS Parent Advisory Council. Each facility s Parent Advisory Committee (PAC) consists of Program Administrators, parents, management staff, and caregivers/providers and meets quarterly. The CYSS Parent Advisory Council meetings are held on the second Tuesday of each month ( ) in the Soldier and Family Readiness Center, building 18000, on Battalion Avenue. As parents, you have been responsible for the early teaching of your child. Although your child is involved in a CYSS program, you are still the most important teachers in your child s life. Here are some ways you can help your child: PARENT TIPS FOR A QUALITY CHILD CARE EXPERIENCE To help you appreciate the feelings your child may be having when dealing with a new environment, remember the anxiety you have experienced when having to encounter a situation for the first time. Like many adults, your child is probably uneasy about the new people, what will be expected, what the schedule of events is, and being separated from what is known and routine. Feelings of guilt or anxiety about leaving your child at child care, as opposed to having him stay at home with you are normal. It may help to know that studies show that children placed in quality programs USAG-HI, CYSS Parent Handbook

28 experience the equivalent of enhanced cognitive, social and emotional development, as those children who stay at home. To help ease the transition to child care, you may want to try some of the following: Find out how the program handles transitions. Find a friend in your child's program ahead of time and let them get to know each other. Try to anticipate how your child may react and prepare accordingly. For example, is he/she experiencing separation anxiety in other situations? Reflect a positive attitude about the upcoming change. Visit the program with your child as a first experience. Avoid placing your child in care for long hours the first week. Avoid being rushed. Begin an established routine like signing in together, finding your child's cubby, talking about when you will return, etc. Never sneak out without saying good-bye (you want your child to trust you). Don't set your child up for a difficult day by telling the caregiver s/he is in a "bad mood." Don't prolong good-byes. Be firm, but gentle, by using hugs, etc. Follow established routines for picking you child up; arriving at or near the same time every day, providing an opportunity to discuss the day, receiving information about the day from the caregiver, etc. Consistency of routine is very important to your child's sense of trust and security. Communicate relevant family changes to your child's caregivers with as much advance notice as possible. Work as a team with your child's caregivers to promote consistency. Refrain from sharing negative child or family information in front of your child, or in public where this will be overheard. CONFIDENTIALITY Official child files are maintained in locked filing cabinets in the administrative area of each facility. Access to these files and to the automated child file management system (CYMS) is limited to management staff, administrative assistants, trainers, and lead teachers. Information from these files will also be provided to the command and other agencies, as needed, in accordance with applicable Army Regulations to include AR and AR In the Child Development Centers, child portfolios are maintained in the child s classroom. Access is granted to the child s family and all members of the classrooms teaching staff. This allows for the ongoing collaboration, which is integral to our planning and assessment process. TRANSPORTING OF CHILDREN Participants will be transported to and from activities and the program in a variety of vehicles. These may include the CYSS 15-passenger buses, contracted bus services, Army motor pool buses, school buses or Family Child Care Provider s privately owned vehicle. CYSS is not responsible for the children when they are on a school bus in route to or from the program. All school bus related problems should be USAG-HI, CYSS Parent Handbook

29 addressed to the school. When the CYSS buses, contracted bus service, or motor pool bus are used, a CYSS staff member will always accompany the children and be responsible for their behavior and welfare. Repeated incidents or severe type behavior on any mode of transportation may result in loss of that transportation privilege. Parents will then be responsible for the transportation of their children. Parents need to notify SAC when their child does not plan to use the CYSS transportation. FEES Child and Youth Programs must be financially self-supporting. Parent fees must make up fifty percent of the program s operating expenses. The Army subsidizes the other fifty percent. Fees are based on gross Total Family Income using DoD guidelines. Department of Defense (DoD) Fee Policy In 1989, Congress passed legislation, The Military Child Care Act (MCCA), requiring DoD to establish a uniform child care fee policy based on total Family income (TFI). Since childcare is an employment expense, the fees are established on a sliding scale and are updated annually. DoD published this policy in 1990, basing TFI on what parents reported on their Federal tax returns. What Is Total Family Income (TFI)? In 1992, Department of Defense (DoD) military officials determined that military childcare TFI should be consistent with the Internal Revenue Service s (IRS) definition used by military Families applying for earned income credit. The DoD defines TFI to establish fees for Military Child Development Centers and School-Age Programs. This definition includes wages, salaries, tips, special duty pay, long-term disability benefits, quarters allowance (BAQ) subsistence allowances (BAS), in-kind quarters and subsistence allowances and specialty pay received by military members, even if not taxable. The Basic Allowance for Housing (BAH) II Chart is used instead of the BAQ amount found on military Leave and Earning Statements (LES) because the BAH II Chart factors out the Variable Housing Allowance (VHA) and the Overseas Housing Allowance (OHA) which is not included in TFI. This works to the Soldier s advantage. The DD Form 2652, Application for DoD Child Care Fees, uses this definition to determine the patron s fair share of child care. Note: Only the BAH (from BAH II chart) for the senior ranking service member will be used to calculate TFI for child care fees for dual military patrons regardless of whether they live on or off post. This means TFI includes all military and civilian earned income by both spouses such as wages, salaries, tips, long-term disability benefits, voluntary salary deferrals, retirement or other pension income, etc., before taxes and other deductions; basic allowance for housing (BAH), whether received in cash or in kind; basic allowance for subsistence (BAS) pay; and other allowances appropriate for the rank and status of military and civilian personnel, even if it is not taxable. TFI does not include variable housing allowance (VHA), cost of living allowance (COLA) received in high cost areas, combat zone pay, hostile fire/imminent danger pay, and Family separation pay or alimony and child support. Annual Registration Registration with CYSS is currently free. The CYSS registration is due annually upon your registration anniversary date. A renewal notification window will open in CYMS upon swiping the USAG-HI, CYSS Parent Handbook

30 child s CYSS membership card when signing in the child/youth at the center. If registration is not renewed, services will terminate. Holding Fee A holding fee is charged to patrons when they accept a child care slot for care. The fee is nonrefundable and is applied towards the first month s fees once the child/youth starts care. Regular Program Fees Fees are calculated on a monthly or semi-monthly basis except for hourly care, which is paid at the time of usage. Payment is due in advance of the services being rendered on the first and fifteenth of each month. Late Payment Fees Late payment fees are charged after the 5 th business day and are $2.00 per child per day. Late Pick-Up Fees Parents who pick up their child after the program ends/reserved time will be charged a late pick up fee per Family per site. This fee pays the overtime for staff that must stay to supervise these children and is meant to encourage parents to be timely. This fee must be paid before using services again. A late pick-up fee of $1.00 per minute up to 15 minutes per Family per site regardless of the number of children in care at that site. For example, a Family who has two children in the CDC and one child in SAS will pay a $15 Late Pickup Fee at each site if pick up is 15 minutes after closing. When the Family is later than 15 minutes, the Family is charged $5.00 per child, per site, for the remainder of the hour and then $5.00 per child, per site for each hour thereafter. Termination of Services If full payment for the month is not received by the last working day of the month services will be terminated on that day. Camp Fees All children enrolled in SAS camps must pay summer camp full-day fees. Teacher in-service days are free to SAC enrolled patrons. Occasional care SAC patrons will pay daily rates in their camp fee range for services. Fees for YS camps held for middle school teens during winter, spring, and summer breaks vary with the type of camp. Payments for weekly camps must be made on the Wednesday prior to the beginning of the next week s camp. Checks Post-dated checks will not be accepted. Checks returned for insufficient funds (ISF) must be paid in cash with the current FMWR penalty fee. If your name appears on the IMWRF Dishonored Check List or you have had two ISF checks with our program, USAG-HI, CYSS Parent Handbook

31 you must pay in cash. If a parent feels there is a discrepancy in the assessed charge, an itemization of fees should be requested at that time. Hardship Cases / Exceptions to Policy for Reduced Fees Parents experiencing financial or personal hardships that prevent them from paying their full program fees should immediately talk to the Facility Manager and may request, in writing, an exception to policy. Patrons applying for a fee reduction are required to provide a budgetary workup obtained from Army Community Services Financial Readiness Branch. To be complete, the budget review must be signed by the preparer and the Soldier s Commander and include their contact phone numbers. The CYSS Coordinator will review the budget and discretionary spending to determine if a reduced fee is justified and for a specific period of time. The reduction request will be forwarded to the Garrison Commander for approval. Patron Discounts Parent Participation Discount A 10% reduction on one month s fee for one child may be awarded for each 10 point earned for parent participation. Multiple Child Reduction (MCR) A 15% MCR is applied when more than one child is enrolled in regularly scheduled child care programs or seasonal Youth Sports offered by CYS Services. MCR s for child care and Youth Sports are determined separately and may not be combined. MCRs are not applied to Hourly Care, SKIES Unlimited fees, or School Age occasional user fees. Team Sports Multiple Child Reduction Discount A team sports multiple child reduction will be given to a Family with multiple children participating in the same team sport, i.e., the first child pays full fee, remaining children receive a 10% discount. Coaches Discount (CD) The coach s discount is paid at the end of the season and does not apply to the uniform cost (i.e., the cost of the program is $50 of which $15 is the cost of the uniform, the $50 is paid up front, at the end of the season the coach receives a check for $35). Discounts for CYSS volunteer coaches children (CD) participating in any CYSS team sport are authorized. Army Family Covenant (AFC) Benefits As a result of the Army Family Covenant, Hawaii CYSS is able to offer increased support to Families of deployed, wounded or fallen Soldiers. This support includes free respite care, no cost childcare for medical appointments for Wounded Warriors, no cost care for immediate Family of a deceased Soldier, no cost care for group childcare during memorial services for deceased Soldiers, and various fee eliminations and reductions for instructional programming, and team sports. For additional information on AFC benefits, please contact the Blue Star Card at (808) or (808) USAG-HI, CYSS Parent Handbook

32 Child Abuse and Neglect Child Abuse Hotline Number By law, CYSS staff are required to report any suspicion of child abuse and neglect. Your assistance in alerting us to any existing cuts, bruises, or bumps when your child arrives will be appreciated. Such incidents will be noted on an incident/accident report form and will require the parent s signature. To prevent the occurrence of child abuse or neglect, all CYSS personnel, volunteers and FCC providers are screened before they are hired or accepted into any CYSS program. They receive training on how to identify and prevent child abuse. CYSS staff practice effective internal controls. Background checks are completed on all CYSS staff, volunteers and contractors to ensure suitability for working with children. Completed Installation Records (IRC) background checks allow for provisional hiring until the remaining checks are completed, as long as the child care provider is within line of sight supervision of a staff person whose background check has been successfully completed. Staff that have all background checks successfully completed wear a silver name tag, staff that must be in line of sight supervision wear a green name tag. Child Abuse Risk Assessment Tool (CARAT) observations are conducted to determine any risks that can be reduced or removed. Every year, an Installation Evaluation Team inspects all CYSS programs, child abuse/neglect being one focus. Ratios are maintained to provide effective supervision of children. CYSS personnel wear nametags and visitor passes are worn by visitors to the premises. Children are released only to parents or their designees. SOPs are in place for discipline/guidance and a touch policy addresses appropriate and inappropriate actions. Again, all CYSS staff, volunteers, and FCC providers are mandated by law to immediately report any suspected cases of child abuse or neglect. As part of child abuse prevention, parents are provided information concerning child abuse/neglect through pamphlets, articles, and workshops. Parents have access to child/youth facilities and FCC homes when children are present, to observe the program. Scanning/signing in and out is a procedure that helps restrict access to children by non-center personnel, and non-fcc home Family members. Definitions of Child Abuse: Institutional Child Maltreatment - Child abuse or neglect that occurs in an Army organizational setting/facility within an Army sanctioned activity. Child Abuse - The physical injury, sexual maltreatment, emotional maltreatment, deprivation of necessities, or other maltreatment of a child under the age of 18 by a parent, guardian, employee, volunteer, or any staff person providing out-of-home care or supervision, who is responsible for the child s welfare, under circumstances that indicate that the child s welfare is harmed or threatened. The term encompasses both acts and omissions on the part of the responsible person. Child Neglect - A type of child abuse/maltreatment whereby a child is deprived of needed ageappropriate care by act or omission of the child's parent, guardian, or caregiver; an employee of a residential facility; or a staff person providing out-of-home care under circumstances indicating that the child's welfare is harmed or threatened. Child neglect includes abandonment, deprivation of USAG-HI, CYSS Parent Handbook

33 necessities, educational neglect, lack of supervision, medical neglect, and/or nonorganic failure to thrive. Abandonment. A type of child neglect in which the caregiver is absent and does not intend to return or is away from the home for an extended period without having arranged for an appropriate surrogate caregiver. Ref: Memo, ASD (FMP), Subject: Policy Changes for Submitting Child and Spouse Abuse Information, August 22, 1997, paragraph 9 b (1). Deprivation of necessities. A type of neglect that includes the failure to provide age-appropriate nourishment, shelter, and clothing. Educational neglect. A type of child neglect that includes knowingly allowing the child to have extended or frequent absences from school, neglecting to enroll the child in some type of home schooling or public or private education, or preventing the child from attending school for other than justified reasons. Lack of supervision. A type of child neglect characterized by the absence or inattention of the parent, guardian, foster parent, or other caregiver that results in injury to the child, in the child being unable to care for himself or herself, or in injury or serious threat of injury to another person because the child's behavior was not properly monitored. Medical neglect. A type of child neglect in which a parent or guardian refuses or fails to provide appropriate, medically indicated health care (medical, mental health, or dental) for the child although the parent is financially able to do so or was offered other means to accomplish. Nonorganic failure to thrive. A type of child neglect that manifests itself in an infant's or young child's failure to adequately grow and develop when no organic basis for this deviation is found. Usually such children register below the third percentile in height and weight. Child Physical Abuse - The intentional, non-accidental, physical injury to a child inflicted by a parent, guardian, or other person responsible for the child's welfare. Child Sexual Maltreatment/Abuse - A category of abusive behavior within the definition of child abuse that includes any of the following: the employment, use, persuasion, inducement, enticement, or coercion of any child to engage in sexually explicit conduct; having a child assist any other person to engage in any sexually explicit conduct or any simulation of such conduct; the rape, molestation, prostitution, or other such form of sexual exploitation of children; incest with children; and/or sexual activity with a child for the purpose of sexual gratification of the alleged offender or some other individual. All sexual activity between an offender (regardless of age) and a child, when the offender is in a position of power over the child, is considered sexual maltreatment. Exploitation. A type of sexual maltreatment in which the victim is made to participate in the sexual gratification of another person without direct physical contact between them. Exploitation includes forcing or encouraging a child to do any of the following: to expose the child's genitals or (if female) breasts, to look at another individual's genitals or (if female) breasts, to observe another's masturbatory activities, to view pornographic photographs or read pornographic literature, to hear sexually explicit speech, or to participate in sexual activity with another person, such as in pornography or prostitution, in which the alleged offender does not have direct physical contact with the child. USAG-HI, CYSS Parent Handbook

34 Molestation. Fondling or stroking a child's breasts or genitals, oral sex, or attempted penetration of the child's vagina or rectum. Rape/intercourse. Sexual intercourse between an alleged offender and a child that involves the penetration of the vagina or rectum, however slight, by means of physical force. The penetration may result from emotionally manipulating the child or by taking advantage of a child's naïveté rather than physical force. Other sexual maltreatment. All other types of child sexual abuse or maltreatment not included in the definitions of exploitation, molestation, or rape/intercourse. Child Emotional Maltreatment/Abuse - Acts or a pattern of acts, omissions or a pattern of omissions, or passive or passive-aggressive inattention to a child's emotional needs resulting in an adverse affect upon the child's psychological well-being. Maltreatment includes intentional berating, disparaging or other verbally abusive behavior toward the child, and violent acts that may not cause observable injury. An emotionally maltreated child manifests low self-esteem, chronic fear or anxiety, conduct disorders, affective disorders, or other cognitive or mental impairment. Failure to report child abuse/neglect or safety violations is a criminal offense. Reporting Child Abuse/Neglect - To report child abuse, child neglect, or a safety violation, please contact one of the following agencies: Family Advocacy Program ( ) Military Police (Schofield Barracks MP or Ft. Shafter MP ) Department of Defense Child Abuse and Safety Violation Hotline ( ). POLICIES Vacation Policy Families may select a 2-or 4-week Leave/Vacation Fee Plan for each Child enrolled in the regularly scheduled Child Development Center programs, not including Kindergarten and School Age. Selection will occur during the Family s initial or re-registration for the upcoming 12 months. Leave shall not be given in less than one-week increments with five (5) consecutive work days considered to be one week. Leave cannot be accumulated from year to year. Refunds for unused leave are not authorized. The leave option may be utilized only if the child is not in care, and it may not be used as the two-week withdrawal notice. The parent must be up to date on fees, program requirements, and registration in order to use the leave option. Abandoned Child Policy Children must be picked up by posted closing time. When children are left at the site past closing, staff will attempt to contact the parents using all telephone numbers provided, to include the emergency release designees. If there are no positive response to these calls, and the child has not been picked up within 30 minutes of posted closing time, appropriate authorities, Military Police, and Child Protective Services will be contacted for alternate placement and care of the child. USAG-HI, CYSS Parent Handbook

35 Parents are responsible for payment of late fees at the site and payment to the FCC provider for the care of the child. We recognize the severity of this action and regret that it may have to be taken if efforts to reach either parents or the emergency release designees fail. Parents can avoid such action by ensuring children are picked up prior to the closing hour and valid emergency contacts and accurate telephone numbers are provided to the facility staff. Biting Policy CYSS Programs will focus on modifying child behavior within the existing environment rather than suspending the child. If a child is having a particularly difficult day, parents may be called to remove child for the remainder of the day. If a child is a danger to other children or themselves, and is a repetitive biter who does not improve after staff and parents work with the child to modify behavior, parents may be asked to remove the child from the center care program. Assistance will be given in obtaining child care in another CYSS setting. Deployment Policy In the event of deployment, single/dual-parent Soldiers must provide the program with a letter from their Commander verifying the dates and reason the Soldier is required to leave post and execute the Family Care Plan. The parent will be required to complete a withdrawal notice. The CYSS site will drop the child(ren) from enrollment on the date stated in the letter. Touch Policy Child, Youth & School Services recognizes the need for safe, quality care. Physical contact is important, yet CYSS respects the personal privacy and space of children. Examples of appropriate touches used by direct care staff include: Providing gentle hugs Reassuring touches on the shoulder Patting backs at nap time Holding hands when crossing the street Discipline Policy for Children Appropriate discipline techniques with children focus on guiding, teaching, and supporting them with their problem solving techniques. Discipline will be constructive in nature, never punitive, and will include such methods as diversion, separation of the child from situations, praise of appropriate behavior, or gentle restraint, such as holding a child during a temper tantrum. A child may not be punished for lapses in toilet training or refusing food. Highchairs, playpens and cribs will not be used for disciplinary purposes. A child may not be punished by: Spanking, pinching, shaking or other corporal punishment. Isolation away from adult sight/contact. USAG-HI, CYSS Parent Handbook

36 Confinement in closets, boxes, or similar places. Extended periods of - time out IAW AR , Appendix C, C-134, Compliance Item 11 (8) Binding to restrain movement of mouth or limb. Humiliation or verbal abuse. Deprivation of meals or snacks. It is prohibited to force or require any child to eat all of his/her food. All children will be encouraged to eat only the quantity they desire. Items of food such as dessert will not be withheld until desired behaviors are shown. Deprivation of outdoor play opportunities or other program components. Short term restrictions on the use of specific play materials and equipment or participation in a specific activity are permissible and appropriate. Limits are set to make sure children do not hurt each other physically or verbally. If this type of behavior becomes a concern, our staff will immediately step in to ensure the child understands the limits and rules. At no time will CYSS staff discipline a child by striking, shaking, or using any other physical action. Staff will not physically punish or deprive a child of food, sleep, or outside play. The entire group is not punished when one child breaks the rule. Force is not used to make children offer an apology or explanation. Negotiating, redirecting, and reasoning are used with problem solving. Staff will listen carefully, as well as make observations. We assist children to try and recognize how their behavior affects others. We offer conflict resolution, peace table and corner, and town hall meetings to work through specific conflicts. Staff are encouraged to create situations in which the need for discipline is structurally prevented, such as: Planning age-appropriate activities Reducing unstructured time Offering activity choices Setting clear limits the child can understand and follow Children engaging in aggressive behavior (i.e., hitting, kicking, pushing or being disruptive within a group setting) will be dealt with in the following manner: The child will be removed from the activity but still remain in the classroom area within view of the staff. The staff will, in all cases, explain to the child why he/she has been removed from the activity. If the aggressive behavior persists, the facility/site director will determine whether or not the parent needs to be called. If the parent is called, the child will not be allowed to return to the activity area, but will remain in the site/facility director s office until he/she is picked-up by the parent or guardian. USAG-HI, CYSS Parent Handbook

37 When a child with extreme behavior comes to the attention of a CYSS staff member after being enrolled in services, the staff member/fcc provider will complete a referral form and then give it to the program director. The CYSS staff member will clearly state on the referral form specific information addressing the concerns. The Training Specialist (TS) will conduct an observation. After the observation has been completed, the TS will make recommendations to the staff for program adaptations. A parent conference will be scheduled with the parents, primary caregiver, and TS to discuss the concerns and to come up with a plan of action to work on improving the child s behavior. If the plan of action proves to be unsuccessful, the program director will refer the case to the Exceptional Family Member Program Manager, (SNAP Chairperson) for inclusion in the next SNAP committee meeting. Parents will be notified and asked to complete the Authorization for Disclosure of Information. The SNAP will determine the best placement, and other services if necessary. The Director and when possible the primary caregiver of the child will be included in the SNAP meeting. Parents are encouraged to immediately notify the facility/site director, Program Administrator or CYSS Coordinator; if they feel inappropriate discipline techniques have been used. Parents play an important role in providing feedback to management and, in turn, supporting the goal of quality care. Health Policy First aid supplies are provided and accessible to staff members only. If a child receives an injury considered to be non-serious, necessary first aid measures will be taken and the parent informed. The parents of a child requiring emergency health care will be notified after 911 is called. The child will be transported via ambulance to a Medical Facility for treatment. Parent(s) will be required to come to the hospital immediately. Children who appear to be ill or show visible signs of illness will be closely screened and will be denied admission based upon the following symptoms: Temperature of 101 degrees or greater Fahrenheit axillary (under the arm) for children over 3 months, or degrees Fahrenheit axillary for children under 3 months. Diarrhea loose watery stools that are not contained by the child s diaper or managed by their ability to use the toilet. A Health Care Provider (HCP) must evaluate any child that has persistent diarrhea (8-10 episodes within 24 hours) or diarrhea accompanied by fever or vomiting. If the HCP determines the diarrhea is infection related and contagious, the child is denied service and may return when the child s primary HCP says they can. If the diarrhea is not infection related, it is appropriate for the child to return to care immediately with a signed/stamped/dated note from the HCP stating the cause of the diarrhea. Impetigo - red, oozing erosion capped with a golden crust that appears stuck on. Scabies - crusted, wavy ridges and tunnels in the webs of fingers, hand, and trunk. Ringworm - flat, spreading, ring-shaped lesions. Pinworm small, white intestinal worms that cause anal itching Chicken pox - crops of small blisters on a red base cloudy and crusted in 2 to 4 days. Head lice/nits small grayish-white clots attached to the hair shafts. USAG-HI, CYSS Parent Handbook

38 Conjunctivitis - (pink-eye) - red watery eyes with thick yellowish discharge. Respitory Syncytial Virus (RSV) - lower respiratory tract infection Sudden generalized rash (indication of a contagious disease, i.e., measles). Vomiting - forceful emptying of stomach contents, to be differentiated from reflux, which is an effortless spitting up. Persistent Coughing continual coughing that interferes with daily activities. Persistent cough, vomiting, or symptoms of other contagious diseases such as measles, mumps, hepatitis, scarlet fever and strep infections. Yellow color to skin and eyes, chilling or profuse sweating, flushed face, stiff neck, pallor or blueness of lips or fingernails. Inability to participate in daily activities. Ultimately, the child s primary care manager (PCM) makes the determination when the child can return and provides any special instructions for the CYSS staff/providers. A child may return to a program when the child feels well enough to participate in usual daily activities and generally when the following conditions are met: Nausea, vomiting, or diarrhea has subsided for 24 hours. Fever has been absent for 24 hours without administering medication. Lesions from impetigo are no longer weeping. Scabies are under treatment. Pinworm and ringworm treatment has occurred 24 hours before re-admission. Ringworm sites should be covered, if possible, to prevent direct contact with other children. Chicken pox lesions (all) are crusted, usually 5 to 6 days after onset. Lice are under treatment. Conjunctivitis has diminished to the point that the eyes are no longer discharging. A minimum number of doses of an antibiotic have been given over a 24-hour period of time for known Strep or other bacterial infections, the child s physician has approved readmission, and the child doesn t require additional CYSS staff to provide care. The CYSS policy is that the child may return to the care setting when the PCM says they can but if the child is unable to participate, then the staff must make the call to send the child home. If the child is suspected of having a fever, his/her temperature will be taken. If the existing temperature exceeds the health policy and has not been specifically addressed by the physician, the parent will be contacted to pick up the child immediately. Children sent home because of fever must remain away from care until the medical provider indicates that the child can return. The CYSS program can request a re-evaluation if the child is having significant productive cough, sneezing, diarrhea, and/or fever. USAG-HI, CYSS Parent Handbook

39 Please notify the CYSS program your child attends immediately if your child develops a communicable disease. A list of reportable illnesses is located at each CYSS site for the parent s review. Infant Policy Infants are always placed in separate cribs except during emergency evacuations and evacuation drills. Infant sleeping position: Back is Best In an effort to reduce the risk for Sudden Infant Death Syndrome (SIDS) in Child, Youth & School Services (CYSS) Settings, all staff and direct caregivers in all programs of CYSS that care for infants (12 months and younger) must place infants on their backs for every sleep period. Infants who roll over independently may remain in that sleeping position, but ALL infants, even those that are able to roll over, must be placed to sleep on their backs. At registration, parents/guardians of infants 12 months of age and younger must complete a CYS Services Infant Sleep Position Agreement. Only those infants with medical conditions that require another sleep position will be allowed exception. Parents of infants with medical conditions which warrant side or stomach sleeping positions must provide a written statement by a physician indicating the nature of the medical condition and detailed sleeping instructions related to the provision of child care. The statement must be obtained prior to provision of child care services. The infant s ability to roll themselves independently will be clearly and individually posted on each child s crib with a Back to Sleep Crib Placard. In addition, CYS Services Back is Best Sleep Sacks will be used for sleeping infants instead of blankets. These will be provided at no cost to the parent/guardian. Soft objects, such as pillows, quilts, sheepskins, comforters, pillow-like bumper pads, and plush/stuffed toys are not allowed in the crib and/or sleeping environment. The intent is to lessen the likelihood of infants getting tangled in bedding, particularly around their mouths. Closely supervised tummy time on firm surfaces is encouraged during periods of wakefulness. Infant formula brands not used by the CDCs or FCC providers and disposable diapers are provided by the parent. The parents will be contacted for additional formula if the child does not have enough to meet the infant feeding and feeding schedule for the infants visit. If the diaper supply brought by the parent is not sufficient, the CDC will furnish the necessary item and the parents will need to replace center items. All children must be received to the accepting program in a clean and dry diaper. Parents of children in diapers are required to provide diaper wipes for their children. Diapers are changed as necessary according to the health standards that must be maintained. Only disposable diapers are used except for medically-validated exceptions. When cloth diapers must be used for medical reasons, parents must provide large zip lock bags and a wet bag with diaper liner. Medication Dispensation Policy Medications should be given in CYSS programs if the child s physician says it is the best treatment for the illness. Child, Youth & School Services personnel and FCC providers are only authorized to USAG-HI, CYSS Parent Handbook

40 administer routine medications within full-day and part-day programs. Rescue medications are administered throughout all programs after review by the APHN and the SNAP. School age children and youth can self-medicate if the child/youth s physician determines that it is developmentally appropriate, and the child/youth knows enough about the disease and the treatment procedure to successfully self-medicate. Self-medication in CYSS programs requires written instructions from the child/youth s physician clearly spelling out what self-medication is allowed and when/under what circumstances the child/youth must be referred back to the parents/physician. Parents and youth are responsible for notifying the program staff of any medication that will be brought to CYSS programs. Youth must self administer all medications in the presence of CYSS staff. CYSS staff will document when a youth self administers medication. If a youth (age / 6th 12th grade) cannot self medicate, then a SNAP review is required. In accordance with Army Regulation , antibiotics, antihistamines, and decongestants are the only categories of medication on the approved medication list that may be administered by authorized CYSS personnel. The Chief of Pediatrics Medicine Service provides CYSS with a list of approved physician-prescribed medications. Parents may request to review the approved medication list, located in the CYSS Health SOP, through their Center Manager or Program Director. Other physician-prescribed medications must be approved through the Army Public Health Nurse prior to administering. Eye, ear, and nose drops are like any other medication and can be given after the staff has been specifically trained to administer them and if they are either on the approved medication list or have been approved by exception to policy from the APHN. CYSS staff are not allowed to routinely administer medication to a child who has a temperature. Acetaminophen may be given to a child that has been evaluated medically and has a note from the physician (PCM) to that effect. Acetaminophen (Tylenol), if prescribed by a physician, may be given only if the prescription states how often. For example, if a child has been evaluated for an illness and has a note from the doctor saying that during this illness the child may be given acetaminophen every 4-6 hours for low-grade fever, the PRN (as needed) medication should be administered. The parent must have given the first dose of the acetaminophen and have waited 20 minutes before leaving the child in the CYSS care setting. CYSS personnel must still follow the policy for a child who has a temperature that exceeds the health policy and contact the parents to pick up the child. Medication will be administered only when prescribed by a physician, and only with written parental permission on DA Form 5225-R. Each medication is entered on a separate card. It is the parent s responsibility to complete this card when medication has to be administered to their child. The begin date is the date the child actually started the medication. The finish date is the date the child should finish the medication, whether or not they are in care at the time. Due to the possibility of allergic reactions, children must be on oral medications at least 24 hours before CYSS personnel can administer the medication. Medications will be given according to the schedule and amount prescribed by the physician and provided, along with the measuring device, by the parents. All prescriptions must have the following on the label: (1) Child s first and last name (2) Health Care Provider s name (3) Pharmacy phone number USAG-HI, CYSS Parent Handbook

41 (4) Name of medication (5) Dose and specified time of administration (6) How to apply (7) Special instructions (8) Start/stop dates Over the counter (OTC) are limited to the items found on the approved medication list: (1) Skin Creams: i.e., A&D Ointment, Desitin, Petroleum Jelly, Zinc Oxide, Eucerin (2) Teething Pain: Oragel (3) Lip Medication: Lip Balm/Chapstick (must be labeled - For Child Use) (4) Sunscreens: Must be approved and marketed for pediatric use, SPF 15 or greater, UVA and UVB, PABA free (5) Mosquito repellent (without DEET, 10% repellent) Parents must sign a 90 Day Medication Permission Form for these items. Please contact the front desk clerk/fcc Provider for instructions on use. Each item must be individually labeled with the child s full name, properly stored, and recorded on a medication card. Refund / Credit Policy Refunds and credit will be permitted under special circumstances. Refunds or credit must be requested by submitting a written request through the program director to the CYSS Coordinator for approval. Families using FCC providers should refer to their provider contract for guidance on refunds or credit. Parents using regular programs pay monthly/bimonthly fees, regardless of illness, Federal Holidays, leave, or teacher workdays. Although it is understood that childhood illnesses and medical problems cannot be predicted, the established monthly fee will continue to be assessed during the duration of the illness. Refunds or credit may be permitted for emergency leave with bona-fide leave orders supported by a Red Cross message. Sick Child Isolation Policy It is the policy of all CYSS programs that a sick child will generally be isolated from activity areas. Each CDC has an isolation room located in the office area near a bathroom. This is a space where children can be comfortable and supervised by a staff member. Parents are expected to have a contingency (back-up) plan if their child becomes ill. A child who is ill may not remain at CDCs, SAS sites, YCs or FCC homes. Parents will be issued a sick leave slip for any child denied care or sent home due to illness. You are expected to pick up your child when you are notified, and in some USAG-HI, CYSS Parent Handbook

42 cases you may need to take your child to a physician for evaluation in order to return for care. The child must be picked up by the parent(s) or designee as soon as possible after notification by staff. Parents are encouraged to have a person available to pick their child up if they are unable to do so. Parents not able to pick up their child within 2 hours of notification may be denied services. A second offense will result in services being denied for up to 2 weeks, and a permanent suspension will be imposed should this occur a third time. Ill children brought to a KOS program will not be accepted into care. Sick Leave Policy Fees will not be reduced for a child s absenteeism due to illness/injury. Patrons may request, in writing, an exception to policy, prior to hospitalization or immediately following the onset of a documented serious illness/injury of the child. Exception may be granted for 1-week periods (Monday thru Friday). If an exception is granted, one-fourth (1/4) of the weekly fee will be assessed to hold the child s space. (See Refund / Credit Policy) Suspension Policy Parents will be contacted and asked to remove their child from the care site if the child demonstrates behavior problems. A child may be deemed to have a behavior problem if he/she is unruly, uncontrollable, or if his/her conduct is such that it interferes with or harms (i.e., biting scratching, hitting, kicking) other children or staff and does not respond to adult supervision. The privilege of using the program may be denied to a child who cannot, or will not, adapt to a group care situation. The suspension procedure for a child from a CYSS program is as follows: The Child or Youth Administrator will be notified by staff, in writing and orally, of incidents involving the child. The parent will be notified of incidents involving unacceptable behavior when scanning/signing the child out (i.e., injury to other children, staff or the child). The Child or Youth Administrator will notify the parents, telephonically and/or in writing, that further misbehavior may necessitate suspension or permanent removal of their child from the program. In the event of suspension, the number of days the child will be required to be out of the program will be determined on a case-by-case basis. Fees will not be reduced. The decision to remove a child from a program will take place only after all alternatives have been explored and tested. The CYSS Coordinator will determine removal at the request of the Child or Youth Administrator. Withdrawal Policy Parents must give a 2-week written notice of intent to withdraw of their child(ren)/youth from any CYSS program, including FCC homes. Forms are available at the front desk. This allows USAG-HI, CYSS Parent Handbook

43 management to fill the vacancy with someone on the waiting list without any lag time. If a 2-week notice is not given, parents will be required to pay for the 2 weeks following the withdrawal. MISCELLANIOUS INFORMATION Supervision Children are visually supervised at all times. They must be scanned/signed in upon entering the program for services. Only the adult guardian/parent or a previously assigned designee (must be 13 years or older) will be allowed to pick up the child. This information is printed on the child s registration form. If at any time a request for anyone other than the previously assigned person is to pick up the child it must be in writing. If the request is made over the telephone, we will request the password parent s shared during the initial orientation. Video Surveillance Monitoring System All CYSS facilities, as well as several shared-use facilities, are equipped with video surveillance monitoring systems to ensure the safety and security of children/youth. Cameras are located in each room and signs stating that the facility is monitored by video surveillance are posted at the entrance of each building. Patrons are only authorized to view real time video on the parental viewing monitor screens located in the lobby of the CYSS facility. If there is reasonable need (i.e., viewing their child s room or future room), parents/legal guardians wishing to view their child(ren) s activity areas may schedule the viewing with the Facility Director and may be permitted to view the monitor for a reasonable period of time in a way that doesn t interfere with the program operations. Due to work exigencies, etc., parents may be denied viewing access if prior arrangements for viewing have not been coordinated with the Facility Director or Assistant Director(s). Parents may not view previously recorded material, unless approved by the Staff Judge Advocate (SJA), Administrative Law, thru contact by the CYSS Coordinator or her designated representative. CDs are released only to authorized personnel with an official need for the material, i.e., Criminal Investigation Division (CID), Provost Marshal s Office (PMO), or Department of Social Work (DSW). Accidents / Injuries While enrolled in CYSS programs, your child is under constant supervision. However, minor injuries may be sustained. All accidents are reported as soon as they occur. There is always an employee on duty trained in CPR and First Aid. Staff will administer necessary first aid. In case of an extreme injury/accident, staff will call 911 for an ambulance. The parent/guardian will be called and asked to meet the child and a staff member at the Medical Facility. All injuries will be recorded by CYSS staff on an Accident/Incident Form in duplicate. After the parent/guardian has signed the form, they will receive the original. A copy of the form will be kept in the child s file. USAG-HI, CYSS Parent Handbook

44 Parent/Staff Advisory Group (PSAG) Parents are offered the opportunity to make a difference in their children s care by becoming involved in the Parent/Staff Advisory Group. Benefits of membership include ongoing improvement of Hawaii s Army Child and Youth programs and the opportunity to advocate for young children in a public forum. The Program s PSAG meets monthly in the respective programs and quarterly with representatives of all CYSS Programs. (Center based, Family Child Care and other programs). The PSAG representatives organize special events and projects, as well as work with the Directors and staff on issues of common concern. The PSAG offers all parents a voice and an opportunity to be involved and make a difference. Fire Drills Fire drills are conducted monthly, weather permitting, at all CYSS sites. During a fire drill, your child will be taken outside. Evacuation Procedures are posted in each classroom. Adult-To-Child Ratios Adult-to-child ratios are governed by AR (CDS & SAS) and AR 215 (MS/T) and are strictly adhered to. CDC/SAS/MS/T Programs: Category Age Group Adult/Child Ratio Infants 6 Weeks -12 months 1:4 Pre-Toddlers 12 months -24 months 1:5 Toddlers 24 months - 3 years 1:7 Preschool Age 3 years 5 years 1:10 Kindergarten 5 years - 6 years 1:12 School-Age/Teen 6 years 18 years 1:15 FCC Group Size: Age Group Adult/Child Ratio Max Group Size Multi-Age Home 1:6 6 (4 wks - 12 yrs) Birthdays and Special Celebrations Child, Youth & School Services enjoys sharing in your child s special celebrations and birthdays. Birthdays are one of the most important celebrations for young children. Our regulation does specify that food be prepared in our centers. However, parents may bring food for special occasions. Suggested treats are purchased cupcakes, muffins, or oatmeal cookies. Because some children have allergies, we suggest limited chocolate and nothing with peanut butter (remembering that many children have peanut allergies). Ideas for Celebration: Designate a birthday child as helper of the day. USAG-HI, CYSS Parent Handbook

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