Welcome to After School Clubs, Inc!

After School Clubs, Inc. (ASC) is committed to equal opportunity for all persons in its programs, activities, and employment policies regardless of race, color, gender, creed, religion, age, ancestry, natural origin, parental status, economic circumstances, medical status, and physical or mental abilities.
Our program was established in 1987 as a non-profit, community based child care program dedicated to providing professional care to children ages 5-12. After School Clubs, Inc. is licensed for 150 children. After School Clubs, Inc. has several programs including the Breakfast Club, the After School Club, and the Summer Club.
Our program provides a diversity of age appropriate activities for children including: arts and crafts, free play, outdoor play, organized games, cooking, science, quiet time, individual/small group/large group activities, field trips. We also utilize the businesses in the community such as the Oregon Pool and the Oregon Library among others for our walking field trips.
After School Clubs, Inc. believes in celebrating all holidays and celebrations. If there is a tradition or celebration that your family partakes in, please share it with us and your child’s ASC teacher to share in these experiences.
After School Clubs, Inc. is a state licensed center which abides by the Wisconsin Licensing Rules for Group Day Care Centers. Families can access the DCF licensing rules at: https://dcf.wisconsin.gov/files/publications/pdf/205.pdf
The information in this handbook provides general policy and procedure information applicable to After School Clubs, Inc. as a whole. Please read this handbook carefully and become familiar with our policies, procedures and schedules. You can also view our policies and daily events on our website at www.afterschoolclubs.org.
Sincerely,
Lisa Gits, Executive Director (lisagits@afterschoolclubs.org)Jamie Garvoille, Director (jamie@afterschoolclubs.org)Joleen Freiberg, Assistant Director, (joleen@afterschoolclubs.org)

Parent Handbook

1. Contact Information
Address: After School Clubs, Inc. 276 Soden Drive, Oregon WI 53575 Phone Number: 608-835-9808 Emails: Lisa Gits, Executive Director (lisagits@afterschoolclubs.org)Jamie Garvoille, Director (jamie@afterschoolclubs.org)Joleen Freiberg, Assistant Director, (joleen@afterschoolclubs.org)
After School Clubs, Inc. (ASC) is held in the cafeteria of Netherwood Knoll Elementary (NKE).Our Tax ID number is 39-1595576.
  • Take some time each day to talk with your child’s teacher, even if it is just to say, “Hi!”
  • Request a conference with your child’s teacher or the executive director if you feel it will help make your child’s experience here better.
  • Join the ASC Board of Directors or join a committee.
  • Make suggestions or comments as to how we can be a well-rounded program for your family.
  • Volunteer for fundraising activities.
  • Chaperone a field trip. A Wisconsin background check is required prior to chaperoning.
  • Check the parent information board, the dry erase board, website and your child’s group table EVERYDAY. This will keep you abreast of activities that will be taking place at ASC.
  • Donate recyclable materials from your home or office. We love to use these items for projects.
  • JOIN US ANYTIME! Stop by early or spend the entire day with your child. Their teacher will love the help and your child will thrive on the extra attention. If you can't spend the entire day, just join us for lunch.
2. Parent Involvement
Open Door Policy - We are delighted to have family members participate in our program. Parents/guardians are welcome to visit the program any time during out regular program hours. Here are a few ideas to stay engaged with your child though ASC.
Be active in your child’s child care experience and you will get the most out of it. We promise!
3. Hours of Operation
After School Club: 2:50PM-5:45PMSummer Club: 7:00AM-5:45PMNon-School Days: 7:00AM-5:45PM This schedule is subject to change with notice. All ASC Programs are closed on the following scheduled days:
  • Labor Day
  • Thanksgiving Day
  • The Friday following Thanksgiving
  • Christmas Eve
  • Christmas Day
  • New Year’s Eve
  • New Year’s Day
  • Martin Luther King Jr. Day
  • Good Friday
  • Memorial Day
  • Fourth of July
  • One week before school begins (this varies due to the first day of school)
  • After School Clubs, Inc. is closed when the Oregon School District cancels school for inclement weather or state of emergencies.

  • On in-service/vacation days, ASC may close due to inclement weather. Listen to a radio or call ASC when weather threatens.
4. General Information
Where to Find parental Information:
  • Weekly newsletter
  • Email
  • Parent information board
  • Dry erase board
  • Your child’s group table
  • Website - www.afterschoolclubs.org
After School Clubs, Inc. is committed to equal opportunity for all persons in its programs, activities, and employment policies regardless of race, color, gender, creed, religion, age, ancestry, natural origin or parental status, economic circumstances, medical status, and physical or mental abilities.

5. Schedule of Activities

Your child’s ASC teacher(s) will send a schedule out to you once a week or at the beginning of each month. A schedule will be posted at your child’s group table as well as on our parent information board located in the back of the cafeteria or by visiting here. Many of our activities are arts and crafts, gross motor time, walking field trips, weekly visits to the Oregon Library on a designated bus, outside time, STEAM once a month, many opportunities for group games, and socializing while playing fun games from our toy shelves.

6. Breakfast Club

Join us for a nutritious breakfast and some early morning fun and games. After School Clubs, Inc. provides the Breakfast Club for those early risers who want to get a head start on the day. The Breakfast Club meets in the morning from 7:00AM to 7:50AM, Monday through Friday during the school year in the Netherwood Knoll Elementary cafeteria. A tasty breakfast is served and entertaining activities/free time is provided during this period. If your child has any special dietary restrictions, please inform the ASC management team to make healthy alternatives for your child. The Breakfast Club staff will assure that your child arrives at their school classes on time. Please note: Children may not arrive before 7:00 A.M.

7. After School Club

After a hard day at school, join the After School Club and unwind with a snack, games, creative projects, gross motor time, quiet time, and field trips. The After School Club is available during the school year from 2:50PM to 5:45PM, Monday through Friday in the Netherwood Knoll Elementary cafeteria. Children who have been signed up for special classes can walk to Prairie View Elementary, Netherwood Knoll Elementary, the Oregon Pool, and the playground if they are eight years old; after signing out and checking in with their ASC teacher. If your child will return to ASC after their class an ASC staff member will be waiting at the corresponding door to let them back into the building. They are then signed back in. This way we can account for all our children.

8. Summer Club

Fun, excitement, and adventure are waiting for you at the Summer Club. Join our energetic staff and fun-filled summer days from 7:00AM to 5:45PM. After School Clubs, Inc. provides free choice, gross motor time, arts and crafts, planned activities, field trips, quiet time, and outdoor fun. Special activities and field trips are planned throughout the summer. Field trips must be signed up for the Friday before the Wednesday field trip. On some occasions the facility we will be attending requires us to sign up a few weeks before the field trip. Parents must inform management if their child will stay behind prior to the deadline for each field trip to ensure proper staffing is available. We ask that you ask your child if they want to attend the trip or not. Once the deadline is over we do not change what the sign-up sheet states. This causes confusion for our children, staff, and the facility we will attend for the trip. If you signed your child up for a non-school day and/or field trip and they are unable to attend, you are still obligated to pay for these additional fees. We do not change the field trip roster of attending or staying behind children from the trip after the deadline has passed. If a field trip changes due to weather, parents may call the office to find out the alternate activity. The alternative may be a movie at a theater or other indoor activity. Children who are signed up to stay on-site will stay on-site if changes are made due to weather. Children are welcome to attend the Oregon School District Summer School Program at Oregon High School. After School Clubs, Inc. will contract with the OSD transportation specialist to provide bus transportation. The children will be accompanied by our summer school specialists to find their classes. Parents/guardians of ASC children are responsible for signing their children up for summer school classes during the designated time. Bus Transportation is only provided to OHS for the OSD Summer School Program. Bus transportation will not be provided to other schools. Each summer the executive director will inform families of the fee per child for the use of the summer school shuttle to and from summer school. Children who have been signed up for special classes can walk to Prairie View Elementary, Netherwood Knoll Elementary, the Oregon Pool, and the playground if they are eight years old; after signing out and checking in with their ASC staff teacher. If your child will return to ASC after their class, an ASC staff member will be waiting at the corresponding door to let them back into the building. If your child is under the age of eight they will walk with our summer school specialist to and from class. Each child is signed back in when they return. This way we can account for all our children. Children are served both a morning and afternoon snack. Children will need to bring a cold lunch and drink on these days.

9. Tuition

Tuition costs are located on your family’s contract. Payment is due by Friday at 5:45PM each week. If your family has decided that monthly billing is the best, please be sure that payment for the month is paid no later than the first of the month. Tuition Express payments will be processed on the first of every month. Payments should be dropped off in the drop box located on the wall next to the office door or sent to After School Clubs, Inc. 276 Soden Drive, Oregon WI 53575. Alternatively, you can sign up for Tuition Express to allow us to transfer the funds as you have indicated on the tuition form. If your tuition payment is not paid in a timely fashion, services could be discontinued. Failure to follow the agreed upon plan could result in involving collection services, making your contract with ASC null and void, and thus terminating child care services for your family at ASC.Receipts for tuition and year-end tax information are available upon request. If you are unable to afford regular tuition there are options available. You may apply for the June Venden Scholarship Fund. Applications are available in the office.

10. Late Payments and Notices

  • 1st Notice: sent Wednesday, payment due by Friday.
  • 2nd Notice: sent following Monday; $5.00 fee, payment for 2 weeks due by Friday.
  • 3rd Notice: sent on Friday; $10.00 per day charge until payment is received or other arrangements are made.
  • 4th Notice: termination and/or legal action.
  • Continual late payments may result in termination from the program.

11. Required Paperwork Due Upon Enrollment

A tour of ASC is required prior to your child(ren) first day of attendance. This is to make sure we have all your required paperwork before they begin at ASC. It also ensures that you are well aware of our expectations and we can answer all your questions before your child begins attending our program. The following paperwork is required on file by the first day of attendance and every year following unless otherwise specified:- Child Enrollment Form- Child Information Card - Please be sure to give management the names of the people who may pick up your child, along with the phone numbers of doctors and the name of a hospital in the event of an injury.- Health History & Emergency Care Plan Form- Signed Fee Contract- Tuition Payment Form- Daycare Immunization Record- School Age Release Form- Child Health Report - Required every 2 years Other required forms as needed:- Authorization to Administer Medication- IEP - if your child has a current IEP, we do require a copy of this to best serve each child at our facility. An updated IEP is required every year your child is in our program. All of the required paperwork is for ASC files. We are not allowed to share information with other families. Please be advised that we cannot give out email addresses, phone numbers or addresses to other families without your consent.

12. Extra Charges

  • Registration fee $50 per child/$75 family
  • Phone call: $2.00 per call
  • Swimsuit and towel rental: $3.00
  • Lunch fee: $5.00 if a lunch is forgotten
  • Returned checks: $35.00 + amount of check $4.00 fee for closed accounts utilizing Tuition Express.
  • New field trip t-shirt: $10.00
  • Field Trips: prices vary
  • Full Day: $24.00
  • Replacement POG $25.00
Late Fees $1.00 per minute, per child (The wall clocks in the cafeteria or classrooms will be used to determine the correct time) will be charged after 5:45PM. Reservation FeeReservation to hold your child’s spot for the fall if your family will not attend for the summer session is $300.00 for one child, $400.00 for 2 children and $500.00 per family, per calendar year.

13. Vacation Time

Full and part-time families will receive one (1) week of vacation that can be used during the school year and one (1) week of vacation to be used during the summer. There is no carryover of vacation time. Families are required to fill out a vacation request form or email the ASC directors one (1) week in advance of vacation days requested. Additionally, for those families that are new to ASC starting in a summer session, they will be eligible for vacation starting with the next school year.
  • A “week” constitutes what your child is scheduled Monday-Friday.
  • Regularly, full-time enrolled children will receive the following vacation days:
  • School year: 1 week
  • Summer: 1 week

14. Permanent Schedule Changes

Families sign a contract for the school year and/or summer. After School Clubs, Inc. uses these contracts to set staffing and child care schedules. Once a contract is signed and turned into ASC, the child’s schedule is set for that period of time. Modifications may only be requested and approved in certain situations. In the event a situation occurs in which a family needs a permanent schedule modification, families must submit a written request. Such notice shall include the requested schedule modifications, reason for the requested modification, and must be given at-least two weeks in advance. Schedule modifications will be considered in the event of a significant change to family dynamics (ie: job change or loss, divorce, separation). The Executive Director has the discretion to allow schedule modifications in the event of other major family events that are not listed above. In the event a permanent modification is granted, the child’s permanent schedule change will take effect as the date determined by the ASC Executive Director, taking into account the reason for the permanent schedule modification.

15. Goals of After School Clubs, Inc.

  • The ASC staff understands the importance and impact this program has on youth. When creating programming and leading activities we keep the following goals in mind:
  • Developing greater self-confidence and a sense of independence.
  • Encouraging respect for self, others, and our environment.
  • Developing a sense of teamwork, group decision making, and a spirit of cooperative living.
  • Providing opportunities for encouraging personal growth through exposure to positive role models.
  • Providing safe and healthy outdoor and indoor fun in a caring, supportive environment.
  • Respecting and embracing differences and acting against bias unfairness. This allows for children to reach their full potential.

16. Developmentally Appropriate Practices

After School Clubs, Inc.’s staff and management team believes that each child should have a positive and safe environment that they can reach their fullest potential through developmentally appropriate practices. Teachers recognize the importance of both child-guided and adult guided learning activities/experiences. Teachers find opportunities to enhance children's thinking and learning skills through the use of hands on activities. Teachers incorporate ideas and content from multiple areas such as themes, projects, creative opportunities and learning experiences to understand concepts throughout the School Age Curriculum.

17. Inclusion

  • ASC believes that children of all ability levels are entitled to the same opportunities for participation, acceptance, and belonging in our program. We will make every reasonable accommodation to encourage full and active participation of children in our program based on individual capabilities and needs unless it constitutes an undue burden (significant or expense).

  • Based on the current American with Disabilities Act:
  • ASC cannot exclude children with disabilities from our program unless their presence would pose a direct threat to the health or safety of others or require a fundamental alteration of the program.
  • ASC must make reasonable modifications to their policies and practices to integrate children, parents, and guardians into our program unless doing so would constitute a fundamental alteration.
  • If your child has an identified need, please inform the management team and supply documentation including but not limited to a current 504 plan or IEP. We do require a copy of this to best serve each child at our facility. We ask for a current 504 or IEP every year your child is in our program. It will be shared discretely with our ASC staff to ensure the safety of the child and maintain as much confidentiality as possible.

18. Staff

All ASC staff must meet Wisconsin State Licensing requirements for their position. They are involved in on-going staff development training. All staff are trained in CPR, first aid, AED, and universal precautions. All staff must adhere to all state licensing rules and regulations.
Meet our Staff

19. Enrollment vs. Drop-In

  • When you enroll, a space is reserved for you year-round until you inform ASC in writing of your child’s termination (See Permanent Schedule Modifications) or the end of your family’s signed contract.
  • Enrollment means:
  • A spot reserved for your child.
  • Lower rates.
  • Tuition is due when a child is absent, holidays, school vacation days, in-service days, and inclement weather days.
  • Families are contracted for a specific weekly schedule as indicated on your enrollment paperwork. Payment for this contracted schedule is required weekly/bi-weekly/monthly, year round whether your child attends. This enables ASC to pay teachers a stable salary each week all year long. While we understand the burden families may face if they cannot work due to child care disruptions, we also must look after the welfare and retention of our staff and future longevity of the program. No credits are given for illness or other unforeseen closures from the OSD or due to health emergencies.
  • Drop-in is only for enrolled families who would like to take advantage of ASC during days not regularly scheduled. It is subject to the following:
  • Space permitting.
  • Notification required.
  • Slightly higher rates.
  • Tuition due only for the dates requested.

20. Oregon School District In-Service/Vacation Days

In addition to the regular after school care, the After School Club is open on OSD in-service, conference, and vacation days for optional full day care. All ASC programs meet in the Netherwood Knoll Elementary cafeteria. These full days will include special themes, guest speakers, and/or field trips whenever possible. There is an additional charge for care on these scheduled non-school days.Children need to be signed up for these days in advance. Any schedule change after the deadline will be charged regular tuition and add-on fees. If your child was scheduled for any full day(s) and or field trip(s) and your child is unable to attend for any reason, families are still obligated to pay the additional fees.
Children will need to bring a cold lunch and drink on these days. If we need to make your child a lunch, you may incur a $5.00 lunch fee.Parents must inform management if their child will attend prior to the deadline for each full day to ensure proper staffing is available. We ask that you ask your child if they want to attend the field trip (if one is scheduled) or not, once the deadline is over we do not change what the sign-up sheet states. This causes confusion for our children, staff, and the facility we will attend for the trip. If you signed your child up for a non-school day and/or field trip and they are unable to attend, you are still obligated to pay for these additional fees. We do not change the field trip roster of attending or staying behind children from the trip after the deadline has passed. If a field trip changes due to weather, parents may call the office to find out the alternate activity.
  • Non-School Days at After School Clubs, Inc.
  • If there is inclement weather on a non-school day, the Executive Director will make the decision to close, if necessary. If ASC would close, the radio stations 98.1 FM and 1310 AM would be notified along with local TV stations 3, 15, and 27.

21. What to Bring, What to Leave at Home

  • Things to Bring
  • Adequate labeled clothing for weather, play and projects.
  • Swimsuit, towel, and toiletries on swim days.
  • Lunch and a drink on full days. ASC is peanut free and tree nut free, please adhere to this policy.
  • Toys or games that you are willing to share.
ASC does not accept responsibility or liability for lost or broken items.
  • Things Not to Bring
  • Money on field trips.
  • Expensive personal items
  • Weapons or toy weapons
  • Cell phones or smart watches

22. Lost and Found

The lost and found is located in the ASC office and by the Netherwood Knoll Elementary office. Please label your child’s items so they can be returned if lost. You may check at any time for missing items. Unclaimed items will be donated to charity.

23. Sign-in and Out Book

When your child arrives at ASC, they must sign in at their designated group’s table. The management team then checks and rechecks each book for each child to sign in on a daily basis. If a child does not sign in and cannot be accounted for, the child’s parents are immediately contacted to try and locate the child. If a parent cannot be reached, the management team will call the school secretary to see if they have been told where the child went after school. The Oregon School District’s transport specialist may be called to check to see if the child accidentally rode the bus home and was dropped off. If the child is still on the bus, there are times that the bus may be able to return to ASC after its regular scheduled bus route.When leaving each night please sign your child out with your name and current time. This ensures each child is accounted for and signed out each night.

24. Pick-Up and Drop-Off

Please inform ASC staff and management team in advance if someone else will be picking up your child. They must be listed as an authorized pick-up person in your child’s file or we need written notice. A substitute pick-up person may be asked for a picture ID if staff has not previously met this person.In some circumstances, ASC management will contact an authorized pick-up person if parents are not reachable and a child is still in our care at closing at 5:45PM.

25. Accounting for Every Child in Our Program

Each child must be accounted for each day. If a child is not accounted for, the ASC management team will reach out to the parents. They will leave messages at home, work, or cell phone until management is notified about where the missing child is for that day. If the management team needs to call to account for your child on their scheduled day at ASC, we do assess a $2.00 phone call fee each time. When you pick up your child for the day, you must sign your child out with your name and the current time. This ensures each child is accounted for and signed out each night. It is imperative that you contact the ASC office at (608) 835-9808 or by email to lisagits@afterschoolclubs.org, jamie@afterschoolclubs.org, or joleen@afterschoolclubs.org by 2:00PM to inform management that your child will be arriving late or will not come for the day. On non-school days we ask that all children are in attendance by 8:00AM.During the Summer Club we ask that all children are in attendance by 9:00AM.

26. Reporting Absence & Illness

Notify ASC when your child will not be attending. Voicemail is available at our ASC office at (608) 835-9808 or you may email management lisagits@afterschoolclubs.org, jamie@afterschoolclubs.org, or joleen@afterschoolclubs.org. The Oregon School District does not inform ASC of your child’s absence. Parents are responsible for regular tuition in the event of an absence. If we need to call you to locate your child, you will receive a charge of $2.00 per phone call. During our non-school days we ask that all families signed up arrive by 8:00AM to ensure we can account for each child in our program. If you will be late or absent please call or email the management team, by 8:00AM. If your child does not arrive by 8:00AM management will call you to locate your child and you will receive a $2.00 phone call fee. During the Summer Club every child must be accounted for by 9:00AM. If your child does not arrive by 9:00AM management will call you to locate your child and you will receive a $2.00 phone call fee.During the Breakfast Club if your child does not arrive by 7:30AM , management will call you to locate your child and you will receive a $2.00 phone call fee.

27. Bus Transportation: From Brooklyn Elementary (BKE), Rome Corners Intermediate (RCI) & Forest Edge School (FES)

After School Clubs, Inc. utilizes OSD bus drivers to transport our children that are enrolled at BKE, RCI, and FES from school to ASC at Netherwood Knoll Elementary.
  • The bus from BKE is #26. The bus arrives at ASC/NKE at 3:20PM.
  • The bus from RCI is #3. The bus arrives at ASC/NKE at 3:20PM.
  • The bus from FES is #11. The bus arrives at ASC/NKE at 3:30PM.
When children get off the bus, an ASC staff member will meet them in the back parking lot, account for each child, and walk them into the building.

28. Part-Time Schedules

A part-time schedule consists of a child scheduled for the same days each week. A minimum of two (2) days are required to be able to provide continuity of care for each child. The days available are dependent on the number of openings in each group. If your scheduled day falls on a scheduled closed day due to holiday closings, you may request another day or days at least two weeks in advance to see if there is availability in your child’s group. Only if there is availability will the child be able to come for the same rate as your scheduled days.

29. Medications

Please bring any medication(s) for your child directly to the ASC office. Children are not allowed to carry medications. An “Authorization to Administer Medication” form must be completed for all medication(s). All medication(s) must be in the original container and properly labeled with your child’s name clearly printed on the container along with the expiration date of the medication as well as the physician’s name and phone number (if physician prescribed) and any instructions on how to administer the medication.

30. Injuries and Medical Care

All injuries are cared for in accordance with first aid procedures. Children requiring critical medical care will be transported via EMS to the nearest medical facility. Parents will be notified by phone if their child has sustained an injury. An ASC staff member will go along on the ambulance until you arrive ay the hospital, if you are unable to make it to ASC.

31. Snacks & Meals

Child Nutrition Programs of the U.S. Department of Agriculture are available to all children regardless of race, color, national origin, sex, disability, or age. Any person who believes that he or she has been discriminated against in any USDA related activity should write immediately to the Administrator, Food and Nutrition Service, 3101 Park Drive, Alexandria, VA 22302. On full days a snack is served from 7:00AM-8:00AM. Daily snacks are provided/given to children at 3:00PM to 3:40PM (2:00pm-2:30pm non-school or summer days). Our snacks are made available to all children along with fresh or canned fruit or fresh vegetables, 1% or fat free white milk, or 1% chocolate milk. If a child is unable to drink milk, another accommodation will be provided such as water. No child is ever forced to eat snack. We try to encourage children to eat snack because of the many activities that the children partake in while at ASC. Snack time is a way for staff members to sit down and communicate about the day as well as updating them about upcoming events of the day at ASC. We have this time as relaxing and an enjoyable time to eat and converse. All children attending non-school days and during the summer, must bring a cold lunch and drink each day. We ask that the lunch consist of healthy, balanced, nutritionally, adequate foods that meet or exceed the USDA requirements. After School Clubs, Inc. will supplement the lunch if it does not meet the USDA standards. Allergy & Dietary RestrictionsChildren under a doctor’s care are required to submit a note from his/her physician before the child begins or when the onset of a new allergy arises outlining any special dietary needs and will need to bring an alternative snack each day if ASC’s snack is not able to be consumed while in our care at ASC. This way we ensure that the snacks meet the needs of our children and USDA requirements.
ASC is a peanut/tree nut free facility.

32. Allergy and Dietary Restrictions

Children under a doctor’s care are required to submit a note from his/her physician before the child begins or when the onset of a new allergy arises, outlining any special dietary needs. The child will need to bring an alternative snack each day if ASC’s snack is not able to be consumed while in our care. This way we ensure that the snacks meet the needs of our children and USDA requirements. After School Clubs, Inc. is a peanut and tree nut free facility. After School Clubs, Inc. has some children that have severe peanut/tree nut allergies. Children with these allergies need to avoid all foods containing peanuts, peanut flour, peanut oil (also known as arachis oil), as well as other tree nut oils. Tree nuts to be avoided are, but not limited to: almonds, Brazil nuts, cashews, hazelnuts (filberts), macadamia nuts, pecans, pine nuts, pistachios, walnuts and coconuts. It is important that there is strict avoidance to these foods in order to prevent a life threatening allergic reaction. We are asking for your assistance in providing a safe before and after school environment for every child. To reduce the risk of exposure, ASC is a peanut and tree nut free facility. Please adhere to this policy especially on non-school days. If your child has a sandwich or anything that may resemble peanut butter we ask that you label it stating it is peanut/tree nut free. We want to be sure that everyone is safe. We ask that your child tries a peanut butter alternative such as WOW butter, sunflower seed butter, or soy butter instead of peanut butter. Please keep in mind that ingredients often change and it is extremely important to read labels at the time of purchase. Most labels will also state if the product is manufactured in a facility that also processes peanuts or tree nuts. We ask that you refrain from packing these items in your child’s lunches as well.

33. Inclement Weather Days

The Breakfast Club
  • If OSD has a 2 hour delay, the Breakfast Club will be closed that day.
  • If OSD is canceled, the Breakfast Club will be closed that day.
The After School Club
  • If OSD has a 2 hour delay, ASC will be open as usual.
  • If OSD is canceled, ASC will be closed for that day.
  • If OSD closes early, ASC will be closed for that day.
Non-School Days at After School Clubs, Inc
  • If there is inclement weather on a non-school day, the executive director will make the decision to close, if necessary. If ASC would close, the radio stations 98.1 FM and 1310 AM would be notified along with local TV stations 3, 15, and 27.

34. Child Abuse Neglect Reporting

After School Clubs, Inc.’s prime concern is the well being of children within our programs. No form of abuse is permitted at any time a child is in the care of ASC and will be cause for immediate dismissal if it occurs. Any staff member witnessing abuse by another staff member or volunteer must take steps to remove the child from the situation immediately, report the situation to social services and report the occurrence as quickly as possible to ASC management. Obligation to report: staff may also witness abuse on the part of the parent or other caregiver or see evidence of abuse or neglect as they work with a child. By state law child care workers are mandatory reporters. Whenever staff has reason to believe that a child in our care has been subject to abuse or neglect or is threatened with abuse or neglect, they must report that conclusion and the reason immediately to social services and then to ASC management.

35. Confidentiality

Since we ask parents to share information to help us provide better care for their children, it is important that all information be treated with the greatest care and respect. Information about children and families is confidential and is not to be discussed with or given to any individuals outside of After School Clubs, Inc. (ie: other parents, community agencies, board members, volunteers, friends, etc) without the written permission of the parents. Neither can an outside individual of an agency observe a child in the program without the written permission of the parents. EXCEPTION - In cases where suspected abuse is being investigated. See Policy 33. Child Abuse and Neglect Reporting. Staff will comply with the request of the investigating agency whether or not a parent has been notified. PublicityOccasionally, photos will be taken of the children at the center for use within the center or possibly for the Oregon Observer due to an event we attended. Written permission will be obtained prior to use of photographs.

36. Health & Safety

SicknessYour child cannot attend if they display any of the following symptoms:
  • Fever
  • Vomiting
  • Rash-undiagnosed or contagious
  • Contagious Illness: Contact ASC if your child is infected with a contagious disease, so that we may post an exposure to the disease. This list is not inclusive.
Sick children are prohibited from attending the program until such time as they are certified to be healthy. If a child/youth does have any of these symptoms listed above we ask that you keep your child out of ASC for 24 hours or until they are symptom free. This allows us not to spread viruses or illnesses around our facility with other children, teachers, and staff. Screen TimeOur ASC Management Team and ASC Teachers care about the health and well- being of the children in our care. We follow these guidelines set by YoungStar and the American Academy of Pediatrics’ Recommendations on Screen Time:
  • School aged children in our care that range from 5-12 years of age will be allowed screen time one time per week of 45 minutes during their designated computer time. Please see your child's group schedule to see times.
  • We understand that TV and other electronic media can get in the way of exploring, playing, and interacting with others, which encourages learning and healthy physical and social development.
  • If children have a virtual day of learning and ASC is open, we will utilize the OSD chrome books to assist with their learning for that day. Some of Google Meets may exceed the screen time limit for the day, but these learning sessions are part of the daily virtual learning and are requirements of their daily schedule.
  • Please do not allow your child to bring cell phones or smart watches to ASC. These items can be stored in backpacks for safety if needed. ASC does not take any responsibility for lost or broken items.
Locked BuildingFor the safety and protection of the children and our staff, our building, we are located within Netherwood Knoll Elementary, is always locked. Families will receive a POG (electronic badge) to gain access to our program upon enrollment. Each parent/guardian will get one (1) POG per family. If your POG is lost or stolen there is a $25 replacement fee charged to issue a new one. Your individual POG as all your pertinent information attached to it. Please do not share your POG with anyone. This POG is only for ASC parents/guardians that utilize ASC as their child care facility. If someone other than your regular people are picking up your child, please update our staff and remind them to bring a valid photo ID and ring the doorbell on door #12 for access to the cafeteria for drop off or pick up. PublicityOccasionally, photos will be taken of the children at the center for use within the center or possibly for the Oregon Observer due to an event we attended. Written permission will be obtained prior to use of photographs.

37. Child Guidance

ASC is committed to each child's success in learning within a caring, responsive, and safe environment that is free of discrimination, violence, and bullying. Our center works to ensure that all students have the opportunity and support to develop to their fullest potential and share a meaningful bond with people in our center community. Thoughtful direction and planning are used to prevent problems and encourage appropriate behavior. Communicating consistent, clear rules and involving children in problem solving skills help children develop their ability to become self-disciplined. We encourage children to be fair, to be respectful of others, or property, and to learn to understand the results of their actions. ASC may use a time-out period to handle a child's unacceptable behavior only if the all of the following conditions are met:
  • The child is 5 years of age or older.
  • The child care worker offers the child the time-out period in a non-humiliating manner.
  • The time-out does not exceed 3 minutes.
  • The child is not isolated.
  • The child is not removed from the classroom setting.
If our ASC Teacher needs additional adult support, another ASC staff member comes to the classroom setting.On rare occasions, a child's behavior may warrant the need to find a more suitable setting for care. Examples of such instances include:
  • A child appears to be a danger to others.
  • Continued care could be harmful to, or not in the best interest of the child as determined by medical personnel, psychological personnel, or social services personnel.
  • Undue burden on our resources and finances for the child's accommodations for success and participation.
ASC reserves the right to discontinue care if needed without going through the referral process. without advanced notice.
We believe that the primary responsibility of raising children rests with the parents/guardians; however, our staff strives to assist families in the training and guidance of their children. We provide parent with feedback about their children, both positive and negative when applicable. Parent support and open communication is necessary to assist us with positive guidance techniques used by staff to solve/curb unwanted behaviors.

38. Behavior/Discipline Policies

Children are expected to respect each other, staff, and property. Discipline methods used by ASC:
  • Positive guidance: We will talk with the children about expected behaviors and model these behaviors consistently for them.
  • Redirection: Children will be given a wide variety of age-appropriate activities to choose from and given the attention they need. Children are redirected to safe physical activities and are involved in discussion about safety concerns when necessary.
  • Establishing clear, concise, and reasonable limits.
Consequences that may occur:
  • Short time-out/sit and think/reset
  • Revocation of special privileges
  • Referral: five-step process
  • 1st referral
  • 2nd referral
  • 3rd referral - 1 day suspension without refund
  • 4th referral - 3 day suspension without refund
  • 5th referral - Expulsion without refund (at the discretion of administrative staff)
Referrals will be given to parents to read, sign, and return. It will be placed in the child’s file. If the situation permits, parents are encouraged to conference with the respective teacher(s) and directors. After School Clubs, Inc. will make every effort to meet the needs of each child.

39. Dismissal

  • Dismissal may result from the following:
  • Failure to follow the policies listed in the parent handbook and online.
  • The needs of the individual child cannot be adequately met with our available resources.
  • After a 5th written referral.
  • Parents or children are abusive or disrespectful toward staff in any way.
  • Parents are abusive or disrespectful towards their children or others.

40. Grievance Procedure

  • Communicate with your child’s teacher daily.
  • Speak with the executive director or directors.
  • Speak with the ASC Board of Directors; a list is available in the office and on the parent board.

41. Custody Concerns

We will release a child and a child’s information to either parent/guardian unless we have a written restraining order on file. Please be sure to share this information with the ASC management team. Safety is important to all of us at ASC. Only designated people who you place on your pick-up list are able to pick up at ASC. If you are unable to get to ASC and need someone other than who is on your designated pick-up list, please call to inform us of this change for the day. Please inform the person picking up that they will need to show a photo ID upon pick up.Every parent has a right to their child's school, medical records, and any video recordings of their child. The only exception to this rule is if a court specifically orders that a parent does not have access to the records. To prohibit or restrict access, the center must have a copy of the court order on file.