Before & After School CHILD CARE for Half Hollow Hills
Child Care Parent Handbook
2025-2026
REACH COMMUNITY & YOUTH AGENCY Providing social, recreation, education, informational and advocacy programs for youth and families of Half Hollow Hills and Commack since 1972. REACH CYA Administrative Offices: Fran Greenspan Administration Center, 525 Half Hollow Rd., Dix Hills, NY 11746 631 - 549 - 9417 F a x : 631 - 549 - 1272 W eb sit e: www. reachcya. org Ema il: info@ reachcya. org
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Welcome to REACH Community & Youth Agency REACH CYA is a not-for-profit organization working in cooperation with Half Hollow Hills School District. REACH CYA has provided social, recreational, educational, information and advocacy programs for youth and families since 1972. Child Care programs are licensed by New York State Office of Children & Family Services (OCFS) and are available to students in Grades K-5. Each program maintains a minimum ratio of 1 staff person for every 10 children in a large group setting. Unlike other childcare programs, REACH CYA allows you flexibility of using our Before School and After School programs with a Consistent Schedule or for Emergency Use. Please see Before School Program (page 4) or After School Program (page 5) for important schedule details. After School families must follow our 12:00PM After School Schedule Change deadline. More about REACH CYA REACH Community & Youth Agency works collaboratively with the Commack and Half Hollow Hills school district communities to identify the concerns of youth, parents, and schools, and develop programs to meet those needs. Over 3500 youth participate in REACH CYA programs each year. REACH CYA is governed by a community-based Board of Directors and is part of the Huntington Youth Bureau’s system of comprehensive services. REACH CYA programs include: Universal Pre-K Elementary School Aged Child Care After School Enrichment for Grades 6-12 Volunteer and Community Service Opportunities for Grades 6-12
Open Basketball for Grades 6-12 Summer Field Trips for Grades 6-12 Parent Education Workshops with HHH PTA Task Force
Character Education Presentations Peer Mediation/Conflict Resolution Babysitter Training
Contents Registration
3 4 5 6 7 7 7 8 8 8 8 8
Babysitting Release Fundraising & Donations Behavior Management Emergency Relocation Emergency Closings Safety Drills
8 8
Before School Program After School Program
9-10
After School Schedule Changes
11 11 11 12 13 14 14 15
Supervision
Health & Safety
Allergies & Food Restrictions
Fees
Financial Assistance Password Information Custody Agreements Drop-off & Pick-up
Online Billing
Past Due Accounts/Suspension
Parent Resources Teacher’s Note
Phones, Devices, Personal Items
Registration • Registration is on a first-come, first-served basis subject to capacity limits set by OCFS. Space is limited. A wait list will be established when the program is at capacity. • Families have the flexibility of registering for: Consistent Schedule - a minimum of two days per week is required. Emergency Use - After School Emergency Use: Students will only be accepted if daily space allows . • Families must register every year.
DAILY FEES Before School: Consistent Schedule
$13.00/day Emergency Use $15.00/day - plus Monthly Access Fee
After School: Consistent Schedule
$17.00/day
Emergency Use
$18.00/day - plus Monthly Access Fee space permitting
REGISTRATION REQUIREMENTS: • Complete Online Registration Form • Annual Registration Fee: $60 per family, $40 each additional child- Payable at time of online registration. • Program Security Deposit: $200 per family - The security deposit will be held in your account until you withdraw from the program. See Payment Options below: 1. Returning families with a $200 security deposit currently on account, will be given the opportunity to apply it to the upcoming school year. 2. Security Deposit can be paid by Electronic Funds Transfer. Following registration, you will receive an invitation to join the REACH CYA Portal. You will receive an invoice that can be paid directly from your bank. Invoice needs to be paid immediately. Registrations will not be processed until security deposit invoice is paid. Any delays may put your schedule in jeopardy. 3. Security Deposit is also payable by credit card at the time of online registration with an additional convenience fee of $7.50. • Additional Individual Forms will be required for the following: Written Medication Consent Form, Individual Allergy/Anaphylaxis Plan & Individual Health Care Plan, Individual Allergy and Anaphylaxis Emergency Action Card – if a child requires emergency medication to be kept on site. A REACH CYA staff member will contact you. Individual Allergy/Anaphylaxis Plan & Individual Health Care Plan – If a child has any known allergies. Individual Health Care Plan – if a child has special care needs. These forms must be returned promptly. Delays may jeopardize your registration and/or start date. • Permanent Schedule Changes after Registration • Prior to the first day of school permanent schedule changes must be submitted two weeks in advance to avoid cancellation fees. During the school year permanent schedule changes must be made at least one week in advance to avoid cancellation fees. Permanent changes must be submitted using the form located at www.reachcya.org. Adding days is subject to space availability. INCOMPLETE REGISTRATIONS WILL NOT BE PROCESSED
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It is not necessary to contact our office when your child will attend or will be absent. • Extra Help: Children may be released from the Before School Program for extra help or morning school activities ONLY with written parent permission. Full daily program fee will apply. Parent permission MUST include starting and ending dates, day of the week the activity meets, and name of school district personnel responsible for signing child out of the program. REACH staff members may not sign children out of the program. Before School Schedules Consistent Schedule: You must register for a minimum of two days per week. You will be asked to provide us with your child’s schedule. You will be billed at the discounted Consistent Schedule Daily Fee rate. A Consistent Schedule means that your child will attend the program on the same days every week, from 2 to 5 days per week. A Consistent Schedule must be maintained to qualify for the discounted fee. Cancellation Fee: If you cancel or do not attend on a scheduled day, you are responsible for a Cancellation Fee in lieu of the Daily Fee. (See Fees page 12) Before School Program 7:15 to 9:15 AM, Monday - Friday The Before School Program is held in each elementary school and follows the school calendar. • Breakfast is served until 8:15am and includes: a variety of cereals including low sugar options; breakfast bars; bagels; water; low-fat milk. (See Allergy & Food Restrictions, Page 7) • Arrival: Children will not be accepted into the program before 7:15am. Parent/guardian MUST escort their children into the school building and sign in daily. Children may never be dropped off at an outside door. • Dismissal: Children will be dismissed from the program to their classrooms. • Emergency Use: You may use the program on an as-needed basis and will be billed the Emergency Use Daily Fee rate. Families who register for Emergency Use will be billed a Monthly Access Fee in addition to the Daily Fee. There is no need to contact REACH CYA in advance of your child attending if you are registered for Before School Emergency Use. • Permanent schedule changes: You must submit the form located at www.reachcya.org A permanent schedule change is a permanent alteration to your child’s schedule. It includes: Deleting a day from your child’s schedule Adding a day to your child’s schedule (space permitting)
Changing from Consistent to Emergency Use Withdrawal from the Child Care Program
advance to avoid cancellation fees. Prior to the first day of school permanent schedule changes must be submitted two weeks in advance to avoid cancellation fees. During the school year permanent schedule changes must be made one week in
Program Activities Activities include age-appropriate recreational games, arts & crafts, and daily organized active play in the gym and outdoors when weather permits – please have your child dress accordingly. Homework Time is not provided in the Before School program. Use of Chromebooks is not permitted in the Before School Program.
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After School Attendance Procedures • When a child, scheduled to attend our program, does not arrive and the REACH CYA office has not been contacted by the parent/guardian, an immediate search for the child begins and the following actions are initiated: Parent/Guardian is contacted. Please make sure you are available to be reached, and your contact information is current. Please provide more than one parent/guardian contact number. Once child’s attendance is confirmed by parent, it is parent's responsibility to assist in locating the child by calling the school and, if necessary, the transportation office. If a child takes the bus home in error, REACH CYA will request that the child be re-routed back to school. Parent will be notified upon child’s return. • When a child arrives, and was not scheduled to attend, the following actions are initiated: Parent/Guardian is contacted. If parent has neglected to inform REACH of child’s attendance, and space is at capacity, parent may be asked to pick up child immediately. If parent cannot be reached, the school will be contacted in an effort to gather information. If the child arrived in error, every effort will be made to get child on their bus after confirmation by parent. • If parent/guardian cannot be reached, we will call and leave a message, then attempt to reach the persons listed on your Emergency Contact List. In case of an emergency, 911 may be called. • Attendance changes will only be accepted when communicated by the parent/guardian. We cannot accept information from the school or from a child. Please help us avoid unnecessary concern about your child’s safety and notify the REACH CYA office whenever your child will not attend our program. • Arrival: Children are greeted by staff and attendance is taken. Once a child reports to our program, they cannot return to their classroom or be released to an after school activity. • Dismissal: Parent/guardian/authorized adults MUST sign-out the child upon pick-up. • Pick-Up Information: All adults must be on your authorized list. Photo ID will be required. You must contact the REACH CYA office if someone other than yourself or those on your authorized pick-up list will be picking up your child (see Password Information). A child will NEVER be released to anyone who is not on your authorized list unless you have contacted the office. After School Program 3:15 to 6:15 PM, Monday - Friday The After School Program is held in each elementary school and follows the school calendar. • Snack is provided daily and includes water; baked chips; low calorie cookie and cracker options. Program Activities • Activities include age-appropriate recreational games, arts & crafts, organized active play. Special events and enrichment activities are enjoyed throughout the year. • Gross motor play is a regulatory requirement. Activities take place in the gym and outdoors when weather permits – please have your child dress accordingly. Requests to keep a child inside requires a doctor’s note and our ability to cover staff to child ratios. Homework Time Approximately 45 minutes is allocated for students to work on homework, study, or read during the After School program. Children are directed to work independently. Chromebooks can only be used during designated homework time and must be used strictly for homework. Staff are available to answer questions regarding homework directions, provide encouragement, and oversee that children are quietly on task. Staff may not work 1:1 with children and cannot review homework for errors or completion. Homework Time generally starts at 3:30pm but may vary based on availability of appropriate indoor space. (See Allergy & Food Restrictions Page 7)
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To request a Schedule Change for After School Program: To cancel a scheduled day or to notify us that your child will be arriving late, use our ONLINE DAILY SCHEDULE CHANGE FORM located at www.reachcya.org, or call the REACH CYA office 631-549- 9417. Emails will not be accepted to make daily schedule changes. (Please note cancellation fees.) Our Online Daily Schedule Change Form is not available 12-3:30pm. Additional penalty fees apply for any daily changes received after 12:00pm To add an unscheduled day, call the REACH CYA office to check availability. You may call the office starting at 9:00am every Monday to see if space exists for the current week only. To make a PERMANENT SCHEDULE CHANGE, you must submit the form located at: www.reachcya.org • When your child will not attend the program on a scheduled day. This includes absences, early pick-up, clubs, scouts, and other school activities. When your child will attend the program on an unscheduled day. When your child is attending an after-school club or activity and will be arriving late . (Full daily fee will apply.) When a scheduled after-school activity has ended or is cancelled . All After School Families MUST notify both the REACH CYA office AND your school: Prior to the first day of school permanent schedule changes must be submitted two weeks in advance to avoid cancellation fees. During the school year permanent schedule changes must be made one week in advance to avoid cancellation fees. • Emergency Use: You may use the program on an as-needed basis if space allows. You will be billed the Emergency Use Daily Fee rate. Families who register for Emergency Use will be billed a Monthly Access Fee in addition to the Daily Fee. You may call the office starting at 9:00am every Monday to see if space exists for the current week only. If there are no open spots you will be added to a Wait List and notified of availability in order of your call. You must follow 12:00pm deadline to avoid additional penalty fees. Cancellation Fee: If you cancel a scheduled day, you are responsible for a Cancellation Fee – even if you notify us before 12:00pm. This is in lieu of the Daily Fee. (See Fees page 12) After School Schedule Changes Consistent Schedule: You must register for a minimum of two days per week. You will be asked to provide us with your child’s schedule. You will be billed at the discounted Consistent Schedule Daily Fee rate. A Consistent Schedule means that your child will attend the program the same day every week, from 2 to 5 days per week. A Consistent Schedule must be maintained to qualify for the discounted fee. Cancellation Fee: If you cancel a scheduled day, you are responsible for a Cancellation Fee - even if you notify us before 12:00pm. The cancellation fee is in lieu of the Daily Fee. (See Fees page 12) All other changes to your child’s schedule must be received by 12:00pm. Adding an unscheduled day is subject to space availability and there is no guarantee that a spot will be available for your child. You must call the office to check on availability. • Permanent schedule changes: You must submit the form located at www.reachcya.org A permanent schedule change is a permanent alteration to your child’s schedule. It includes: Deleting a day from your child’s schedule Adding a day to your child’s schedule (space permitting) Notification that your child will arrive late following an on-going after school activity Notification that your child’s after school activity has ended and they will arrive on time Changing from Consistent to Emergency Use Withdrawal from the Child Care Program
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Supervision • Our programs maintain a minimum staff to student ratio of one adult for every ten children in a large group setting. • If it is determined that a child requires more individualized attention than what we can reasonably provide to operate a safe program for all, we will work closely with families to explore the best viable options (i.e., truncating the child’s schedule, guiding parents to secure 1:1 support or exploring alternate arrangements). • REACH CYA staff members are dedicated individuals who enjoy working with children. All staff undergo an extensive background check and meet or exceed all requirements set by NYS OCFS. In addition, staff follow an OCFS approved Active Supervision Plan and complete a minimum of 15 hours of professional training annually. • REACH CYA Administrators and Program Site Supervisors oversee the program. In addition, OCFS inspectors visit the programs regularly. • As mandated reporters, staff is required to report any suspicion of abuse or neglect. • Jill Lubeck, School Age Child Care Director, supervises the program staff. Health & Safety • REACH CYA adheres to school district, Department of Health, and CDC (Center for Disease Control) guidelines and protocols. • In accordance with OCFS regulations, parents are responsible for implementing immediate pick- up arrangements in the event their child is sick. This includes signs and symptoms of fever, vomiting, rash, or other infectious illnesses. Parents will be notified immediately in the event of an illness or serious injury. Please notify us if your child is contagious. • REACH CYA is licensed to administer emergency medication only. This includes Epinephrine Injection devices; Diphenhydramine (Benadryl or Generic) when accompanied by an Epinephrine Injector (Diphenhydramine cannot be accepted without an Epinephrine Injector); Inhaler; and Nebulizer. A Written Medication Consent Form, Individual Health Care Plan, Individual Allergy/Anaphylaxis Plan and Individual Allergy and Anaphylaxis Emergency Action Card must be completed by parent and physician and submitted prior to your child starting the program. Expired medication must be replaced immediately. Child cannot attend until medication is replaced. If a child has an allergy but emergency medication is not required to be on site Form 1A is also required. • It is important for parents to inform REACH CYA of any special health, behavioral or developmental needs their child may have. Detailed information must be provided on the Medical, Behavioral or Developmental Needs form in the registration packet. An Individual Health Care Plan is required to help meet a child’s needs. Our child care programs cannot provide toileting assistance. • If a child arrives to our program with any indication of injury and the REACH CYA office does not have a doctor’s note, gross motor activities will be restricted until a note is secured. The school district does not share parent provided doctor’s notes with REACH CYA.
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Allergies & Food Restrictions • All foods in our program are peanut and tree nut-free and from facilities that do not process nut products. We also provide options for children with food restrictions. Complete snack lists are available at www.reachcya.org or directly at https://reachcya.org/snacklist/ • Outside food is not permitted in the program unless it is for medical reasons. Nut-free snacks may be sent from home when a child has medical dietary restrictions that are confirmed by a physician’s written statement, with prior approval by the REACH CYA Child Care Director. Financial Assistance Financial assistance for childcare may be available through Suffolk County Department of Social Services. Call 631-854-3349 or 631-854-9407 for more information and to request an Application for Child Care Subsidy . Daily usage fees (typically covered by DSS) will be the parent’s responsibility while awaiting approval. Also, please note, if applicant is approved for DSS Child Care subsidy, all penalty Parent Password: The registration form will ask you to specify a password to be used by yourself and our office staff. This password will confirm your identity when you call to inform the office of alternate arrangements, such as when another person will be picking up your child. Please note, the Password and Password Hint may not be the same word. Custody Agreements A copy of supporting court documentation must be kept on file at REACH CYA regarding custody agreements and/or pick-up restrictions. All information will be kept confidential in your child’s file. REACH CYA cannot prevent a parent from picking up his/her child unless copies of court orders are on file. Drop-Off and Pick-up fees will remain the fiscal responsibility of the parent (see page 12). Please call REACH CYA 631-549-9417 for additional information. Password Information To protect the health, safety, welfare and privacy of children in our care, NYS licensing regulations do not permit parents or authorized pick-up persons to sit or linger in our program at drop-off and pick-up time, this includes the playground when in use by our program. Parents and pick-up persons are not permitted to approach or engage other children in the program. Parents may not go to their child’s classroom. Under no circumstances will a child be released to anyone, parents included, who shows signs of being under the influence of drugs or alcohol. While we cannot hold a child against parents’ will, our staff is required to contact the local police and Child Protective Services if a parent appears impaired and attempts to drive with their child.
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Phones, Devices, Personal Belongings • Chromebooks can only be used during designated homework time in the After School program and must be used strictly for homework. • Use of social media and the internet is not permitted in the program. • REACH CYA staff are in contact with the REACH CYA office via cell phone. • Use of personal cell phones and devices that can take photographs are not permitted in the program. • Parents may not take photographs of students in the program. • REACH CYA is not responsible for the loss or damage of electronic equipment or personal items. Babysitting Release REACH CYA does not support or sanction the practice of families engaging the services of any REACH CYA employee for babysitting or transportation. In the event staff is engaged by a family, the staff shall be considered an employee of the family and not an employee of REACH CYA. Fundraising & Donations REACH CYA’s child care programs rely solely on tuition payments to meet its financial needs. We may sponsor fundraising events to help purchase equipment and to offset operating costs. REACH CYA welcomes donations of new and gently used toys and games. Behavior Management Policy Behavior guidelines have been developed to help children acquire and improve self-control and to learn techniques to resolve conflicts peacefully through positive guidance and communication. REACH CYA rules are collaboratively set by staff and students together and are posted and reviewed as necessary. In addition, a Student Behavior Agreement is required to be signed by each parent and child upon enrollment. Staff are trained to guide children in becoming responsible for their own actions and to help them grow in respect for the rights and feelings of others. REACH CYA staff members operate under the following policies: 1. Injurious treatment of children is not tolerated under any circumstances. 2. No corporal punishment will ever be used. 3. No child shall be subjected to cruel or severe punishment or verbal abuse, including 5. No harsh or profane language or implied threats promising physical punishment shall be used. We recognize and praise appropriate and positive behaviors. A staff member’s response to inappropriate or negative behaviors may include redirecting the child’s activity, reasonably discussing the problem, setting limits, providing age-appropriate consequences and giving positive attention to desirable behavior. The child may be directed to an area of the room to participate in an activity that is calming. This approach gives the child an opportunity to reflect on his/her actions as staff encourage self-control and independence by providing meaningful choices. statements that are shaming, frightening or humiliating. 4. No child shall be denied food or toileting as punishment.
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When conflicts among children develop, the staff will listen to what each child has to say and help resolve the conflict through effective communication and conflict resolution. In some instances, children may be removed from one activity and redirected utilizing the above- mentioned techniques. If these methods are not successful, a parent may be called to help calm the child through encouraging conversation. Older children may be asked to discuss what transpired with staff through reflection, explaining what occurred and how it can be better handled in the future along with positive guidance suggestions from a staff member if needed. • REACH CYA reserves the right to suspend or dismiss a child from the program at any time based on the severity of their behavior. Such behaviors include but are not limited to: Purposeful harm to others Threats of violence Any instances of bullying Persistent use of bad language Rude or socially unacceptable behavior, drawings, writings Disregard of staff direction and guidance Verbal or physical mistreatment of peers or staff Unauthorized departure from assigned childcare space • REACH CYA complies with the Half Hollow Hills Code of Conduct and is required to report serious behaviors to the school administration. • Parents are encouraged to support REACH CYA’s efforts to ensure appropriate behavior. If an issue occurs between children, parents must speak with REACH CYA staff/administration and will not be permitted to approach other children in the program. • After the occurrence of inappropriate/negative behavior, site staff are required to fill out an incident report and review it privately with parent. Parent must sign incident report as verification that report was received, so that they understand what occurred, and are aware of any consequence that may have been established by the Director. If inappropriate behavior continues, parent and staff will work together to formulate a plan of action to best help child achieve success in the program. IN THE EVENT OF INAPPROPRIATE BEHAVIOR: A parent may be asked to pick up their child from the program. If a parent is not immediately available or reachable, REACH CYA staff reserves the right to call an emergency contact on file to pick the child up. If behavior continues after steps have been taken to facilitate improvement, a suspension followed by exclusion from the program will occur if deemed necessary for the safety and well-being of the children and staff. IN THE EVENT OF A SERIOUS INCIDENT/ACCIDENT OR ALLEGED SERIOUS INCIDENT: A staff member must notify the Director immediately while another staff member is properly caring for the child(ren) involved (when applicable). If a serious accident/incident has occurred and a child is seriously injured, 911 must be called immediately . Parents will be notified of serious accidents and injuries. If parents cannot be reached, emergency contacts will be called. After being notified, the Director will assess the situation and contact the Child Care Council and other necessary parties. ALL staff members are required to take Mandated Reporter training and are required to report any suspicion of abuse or neglect.
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Safety Drills • Fire Drills : Fire Drills are conducted monthly at various times. Use of multiple egress strategies are practiced so that children learn alternate exit routes for safe evacuation. • Shelter-in-Place : Shelter-in-Place drills are conducted in the event of an emergency that requires indoor safety such as a severe weather condition. • Lockdown : A Lockdown is put into action when a person, near or in the building, poses a threat to the safety of children and staff. Lockdown drills consist of evacuation when possible or hiding quietly in a locked room away from windows and doors. Police, HHH, and REACH CYA administration will be alerted. Notification of Shelter-in-Place and Lockdown Drills will be posted at the program. Emergency Relocation Information If an emergency arises during our program and relocation is necessary, the HHH transportation department will transport our children to a safe location within the district. Location #1: Fran Greenspan Administration Center, 525 Half Hollow Rd, Dix Hills Location #2 : HHH High School West, 375 Wolf Hill Road, Dix Hills Emergency Closings Check www.hhh.k12.ny.us or www.reachcya.org for closings. REACH CYA Child Care Program follows the district calendar. • SCHOOL CLOSURES - If the school district is closed, REACH CYA Before and After School Programs are cancelled. • DELAYED OPENING – In the event of a delayed opening the Before School Program will be cancelled. • EARLY DISMISSAL - In case of an early dismissal the After School Program will be cancelled. • EMERGENCY or HAZARDOUS WEATHER – In the event of unsafe situations REACH CYA reserves the right to close the After School Program early or cancel the program. Parents must have alternate arrangements in place in case of emergency closings. We encourage you to use these arrangements whenever conditions are hazardous. If weather conditions worsen during the afternoon, we may insist that parents use these alternate arrangements to ensure the safety of the children. Parents are required to keep all work and emergency numbers current. • PARENT NOTIFICATION – Parents will be notified by TEXT and EMAIL only . • In order to adhere to new SMS (TEXT) compliance rules and regulations please take a moment to provide us with your contact information via this link: https://mailchi.mp/reachcya/sms-signup
One text will be sent to each parent/guardian on file. You will not be able to reply to the text message. Email notifications will also be sent.
• SCHOOL ANNOUNCEMENTS – If your school announces: “All After School Activities are Cancelled” this does not include the REACH CYA Child Care Program. We will contact you directly if our program closes.
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Daily Fees
REACH CYA Federal Tax ID # 11-2248985
Before School Program
Consistent Schedule Emergency Use Consistent Schedule Emergency Use
$13.00/day $15.00/day*
* Plus Monthly Access Fee $17.00/day $18.00/day* * Plus Monthly Access Fee
After School Program:
Daily Sibling Discount: per each additional child, per program
- $2.00/day
Emergency Use Monthly Access Fee If you register for Emergency Use, families will be billed a Monthly Access Fee in addition to Daily Fees. Before School: $10/month After School: $15/month Before & After School: $20/month Emergency Use Withdrawal: Monthly Access Fee will be reduced by 50% for withdrawals received by the 15 th of the month. Full fee applies after the 15 th of the month. Cancellation Fee: Before School: $7.50 per child – Cancelling or not attending a scheduled day. After School: $10.00 per child – Cancelling a scheduled day. The Cancellation Fee is in lieu of the Daily Fee and applies to both Consistent and Emergency Use. No exceptions. Penalty Fees Penalty Fees apply to all families. There will be no exceptions or warnings. This “No Exception” rule allows us to treat everyone consistently and fairly. After School Late Pick-up Fee: $1.00 per MINUTE per child - 6:16 to 6:30pm $2.00 per MINUTE per child - after 6:30pm Repeat offenders may be suspended. Failure to Sign-In Fee: $5.00 - Failure to sign your child in to the Before School Program. Failure to Sign-Out Fee:$5.00 - Failure to sign your child out of the After School Program. Past Due Fee: $15.00 - Charged when tuition is not received by the 20th day of the month. REACH CYA reserves the right to suspend child care services when accounts are past due. REACH CYA reserves the right to change payment terms based on delinquent or slow payment history. This includes but is not limited to: pre-payment plans; cash or money order only payments; cancellation of special payment arrangements. Failure to adhere to these guidelines may result in suspension. Returned Check Fee or Returned Online Bank Transaction Fee: $20.00 Additional Penalty Fees – After School Schedule Changes made after 12:00pm: (See Page 6) All schedule changes must be received by 12:00pm the day of the program or penalty fees will apply. This includes absences, early pick-up, adding an unscheduled day, late cancellation of a scheduled day, late arrival, when clubs begin and end, scouts, etc. Repeat offenders may be suspended. Note: $7.50 Standard Cancellation Fee will apply to any cancelled day. Late Notification Fee: $12.50 per child - Schedule changes received after 12:00pm. Failure to Notify Fee: $15.00 per child - Failure to inform REACH CYA of schedule changes by 3:00pm Early or Late Arrival Without Notification: $5.00 per child – Failure to inform REACH CYA when an after school club or activity begins, has ended, or is cancelled.
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Online Billing • REACH CYA utilizes an online, easy-access, billing system. • Your invoice will be prepared and emailed to you at the beginning of each new month. • You will be billed based on your program usage. • Your invoice will include any penalty fees that were incurred. • Invoices must be paid by the 20th of each month. Parent E-Bill & REACH CYA Portal You will be sent an invitation to create a portal after your first invoice is prepared. All enrolled families MUST join the REACH CYA Portal. • This web-based portal will allow you to: MAKE PAYMENTS FROM YOUR BANK ACCOUNT ACCESS THE HISTORY OF ALL YOUR TRANSACTIONS SEND COMMENTS OR QUESTIONS REGARDING YOUR INVOICE PRINT COMPLETE STATEMENTS FOR YOUR RECORDS • You can login to your account at any time by using the Portal URL found on your invoice or through the Parent E-Bill link found at www.reachcya.org. Your username is your email address. Paperless invoices will be emailed to you each month. A text message alert will be sent to you when your new invoice is emailed to you. Payments must be received by the 20th of the month. Payment can be made directly from your bank. If you prefer, you may make payments by mail or in person. Credit cards are not accepted. Payments will not be accepted by staff at program sites. Penalty Fee will apply if payments are not received by the 20th of the month. VIEW YOUR CHILD CARE ACCOUNT VIEW YOUR OUTSTANDING BALANCES
Sample Invoice with $0.00 Past Due • Simply Click on “Go To Portal” • Pay Current Invoice
Sample Invoice with $20.50 Past Due • Simply Click on “Go To Portal”
• Pay Current Invoice • Pay Past Due Invoice (Current Invoices do not include any past due balances)
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Past Due Accounts/Suspension • Your payment must be received by our office by the 20th of the month to avoid late fees and possible suspension of child care services. • Past Due Fees are applied on the 21st of every month. • Past Due accounts will receive a payment reminder via email requesting payment upon receipt. • Suspension Notifications will be sent via text. • Suspension of child care services will go into effect on the first day of the month for all accounts that remain past due. • Suspensions will be lifted once payment is initiated. • If you are experiencing financial difficulty, please call our office at 631-549-9417 to discuss your account. Parent Information & Resources: • LI Regional Office of Children & Family Services – Website: www.ocfs.ny.gov (631) 462-0303 • NYS OCFS School Age Child Care regulations: https://ocfs.ny.gov/programs/childcare/regulations/414-SACC.pdf • Child Abuse Hotline - 1-800-342-3720 C all to report suspected child abuse or neglect If a child is in immediate danger call 911 • Parent Helpline - 1-800-CHILDREN Call for information about child abuse & neglect, for referrals to local organizations that help parents and children, and to find out what you can do to prevent child abuse. • OCFS works to prevent child abuse and to strengthen families. For information on adverse childhood
experiences services (ACEs) go to: https://ocfs.ny.gov/programs/cwcs/aces.php • NYS Department of Health brochure , “Together We Can Raise Healthy Children” www.health.ny.gov/prevention/nutrition • REACH CYA Behavior Management Plan – Page 9-10 • To file a complaint, please contact REACH CYA at 631-549-9417 or NYS OCFS Division of Child Care Services Complaint Line at 800-732-5207
NOTICE – No firearms, shotguns or rifles are permitted on school premises.
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**For After School Program Only**
School Teacher’s Note • CONSISTENT SCHEDULE: Please deliver this schedule to your child’s teacher. • EMERGENCY USE: Please be sure to notify your child’s teacher after you have made arrangements with REACH CYA for your child to attend.
Dear Teacher,
My child,
, will be attending the REACH CYA After
School Program consistently on the following days:
Monday
Tuesday
Wednesday
Thursday
Friday
Emergency Use (parent will notify teacher)
Parent/Guardian Signature
Date
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