Before After School CHILD CARE for Half Hollow Hills &
Child Care Parent Handbook
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 Fax : 631 -549 - 1272 Web s i t e : www. r eachcya . or g Ema i l : i n f o@r eachcya . or g
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. Unlike other child care programs, REACH CYA allows you the 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 6) 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 Character Education Presentations Peer Mediation/Conflict Resolution Babysitter Training Drama Skills
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
3 4 5 6 7 7 7 7 8 8 8
Phones, Devices, Personal Items
8 8 8
Before School Program After School Program
Fundraising & Donations Behavior Management
After School Schedule Changes
10 10 10 11 12 13 13 14
Emergency Relocation Emergency Closings
Health & Safety
Allergies & Food Restrictions
Drop-off & Pick-up Password Information Custody Agreements
Past Due Accounts/Suspension
Parent Resources Teacher’s Note
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 with a Consistent Schedule or for 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 $12.00/day Emergency Use After School: Consistent Schedule $16.00/day Emergency Use
$14.00/day - plus Monthly Access Fee
$17.00/day - space permitting
- plus Monthly Access Fee
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: o Written Medication Consent Form & Individual Health Care Plan – if a child requires emergency medication to be kept on site. A REACH CYA staff member will contact you. o Individual Allergy/Anaphylaxis Plan – If a child has any known allergies. o Individual Health Care Plan – if a child has special health or supervision needs. These forms must be returned promptly. Delays may jeopardize your registration and/or start date.
INCOMPLETE REGISTRATIONS WILL NOT BE PROCESSED
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 one week in advance to avoid cancellation fees. Permanent changes must be sent by email, to email@example.com, and are subject to space availability.
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. Extra Help: Children may be released from the Before School Program for extra help or morning school activities with written parent permission. Full daily program fee will apply. Before School Schedules It is not necessary to contact our office when your child will attend or will be absent. Permanent changes to your child’s schedule must be submitted by email. Consistent Schedule: 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 1 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. (See Fees page 11) 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 Cancellation Fee: If you cancel or do not attend on a scheduled day, you are responsible for a Cancellation Fee. (See Fees page 11)
To make a permanent schedule change, please send email to firstname.lastname@example.org
Program Activities Activities include age appropriate recreational games, arts & crafts, and organized active play in the gym and outdoors when weather permits. Homework Time is not provided in the Before School program.
After School Program 3:15 to 6:15 PM, Monday - Friday The After School Program is held in each elementary school. If there is not sufficient enrollment in a particular school, District transportation will be provided to bus children to an alternate HHH elementary school location. The program follows the school calendar. Snack is provided daily and includes: water; baked chips; low calorie cookie and cracker options. (See Allergy & Food Restrictions Page 7) 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 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. Once child’s attendance is confirmed by parent, REACH CYA will 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 attempt to reach the persons listed on your Emergency Contact List. 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. 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. 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. Staff is 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.
After School Schedule Changes Additional Penalty Fees apply after 12pm Consistent Schedule: 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 1 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. (See Fees page 11) All other changes to your chil d’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 changes must be submitted one week in advance to avoid Cancellation Fees. Permanent changes must be sent by email, and are subject to space availability. You will receive a confirmation of your child’s new schedule for your final approval. 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. (See Fees page 11) All After School Families must notify both the REACH CYA office and your school: 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. 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 SCHEDULE CHANGE FORM located at www.reachcya.org , or call the REACH CYA office 631-549-9417. (Please note cancellation fees.) To add an unscheduled day or make changes to your child’s schedule, c all the REACH CYA office prior to 12:00PM, 631-549-9417. To make a permanent schedule change, please send email to email@example.com Emails will not be accepted to make daily schedule changes. Children will be accepted on unscheduled days only if space allows. Our Online Schedule Change Form is not available 12-3:30pm.
Supervision Our programs maintain a minimum staff to student ratio of one adult for every ten children. 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. 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. Financial Assistance Financial assistance for child care may be available through Suffolk County Department of Social Services. Call 631-854-3349 or 631-854-9407 for more information and request an Application for Child Care Subsidy . Health & Safety REACH CYA adheres to school district, Department of Health, and CDC (Center for Disease Control) COVID-19 guidelines and protocols. In accordance with OCFS regulations, parents are responsible to implement immediate pick- up arrangements in the event their child is sick. This includes signs and symptoms of fever, vomiting, rash or other infectious illness. 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 and Individual Allergy/Anaphylaxis Plan 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. 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. Outside food is not permitted in the program unless it is for a medical reason. 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 approval by the REACH CYA Child Care Director.
Drop-Off and Pick-up In an effort 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. Password Information 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. 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. Phones, Devices, Personal Belongings 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 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 posted and are reviewed with the children. In addition, a Student Behavior Agreement is required to be signed by each parent and child upon enrollment. REACH CYA staff is 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. When conflicts develop, the staff will listen to what each child has to say and help resolve the conflict through effective communication. In some instances, children may be removed from one activity and redirected to another. Older children may be asked to complete a Student Report Form (to explain their actions and what s/he will do in the future) to be reviewed and discussed with the Program Supervisor. In the event of inappropriate behavior a parent may be asked to pick up their child from the program. 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. REACH CYA reserves the right to suspend a child from the program at any time based on the severity of their behavior. Such behaviors may include: 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 harassment of peers or staff Unauthorized departure from assigned child care space
REACH CYA complies with the Half Hollow Hills Code of Conduct and reports 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 and will not be permitted to approach other children in the program.
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
Check www.hhh.k12.ny.us or www.reachcya.org for closings.
Child care programs follow 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 .
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.
REACH CYA Federal Tax ID # 11-2248985
Before School Program
$14.00/day Plus Monthly Access Fee
After School Program:
$17.00/day Plus Monthly Access Fee
Daily Sibling Discount: per each additional child, per program
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
Before School: $5.00 per child – Cancelling or not attending a scheduled day. After School: $7.50 per child – Cancelling a scheduled day. This 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 last 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:
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: $10.00 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.
REACH CYA utilizes an online, easy-access, billing system. Your invoice will be prepared and emailed to you at the beginning of each newmonth. 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 last day 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: VIEW YOUR CHILD CARE ACCOUNT VIEW YOUR OUTSTANDING BALANCES
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 last day 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 last day of the month.
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)
Past Due Accounts/Suspension Your payment must be received by our office by the last day of the month to avoid late fees and possible suspension of child care services. Past Due Fees are applied the first 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 the 10 th 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) 240-2560 Child Abuse Hotline ( call to report suspected child abuse or neglect ) 1-800-342-3720 If a child is in immediate danger call 911
Parent Helpline (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) 1-800-CHILDREN
NYS Department of Health brochure , “Together We Can Raise Healthy Children” www.health.ny.gov/prevention/nutrition
NOTICE – No firearms, shotguns or rifles are permitted on school premises.
**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.
, will be attending the REACH CYA After
School Program consistently on the following days:
_____Emergency Use (parent will notify teacher)
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