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ADMINISTRATIVESTANDARD OPERATING

PROCEDURES

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Revision: Spring 2020

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ContentsMANAGEMENT MAIN RESPONSIBILITIES IN ORDER OF IMPORTANCE.................................................................................4

GENERAL ADMIN ORIENTATION............................................................................................................................................5

YPW Phone expectations..................................................................................................................................................5

Welcoming guest...............................................................................................................................................................5

Prompt Answers / Follow Up.............................................................................................................................................5

Updating files....................................................................................................................................................................5

Updating/ maintaining student and school photos...........................................................................................................6

Printing documents...........................................................................................................................................................6

Assisting the director in daily operations..........................................................................................................................6

PAY SPECIAL ATTENTION TO …..............................................................................................................................................7

REPOSITORY FOR SCHOOL WIDE FORMS & DOCUMENTS.....................................................................................................8

HIRING PERSONNEL...............................................................................................................................................................8

STEPS TO SET UP DFPS & FBI BACKGROUND.......................................................................................................................10

ANNUAL FBI FINGER PRINTS INSPECTION/RENEWAL..........................................................................................................11

ANNUAL SCHOOL INSPECTIONS..........................................................................................................................................11

MANDATORY FILE CONTENTS FOR ALL EMPLOYEES...........................................................................................................11

EMPLOYEE TRAINING BINDER.............................................................................................................................................12

TEACHER / STAFF SCHOOL VAN/BUS DRIVER......................................................................................................................12

ATTENTION TO DETAIL........................................................................................................................................................13

WEEKLY SNACK SUPPLY LIST................................................................................................................................................13

QUATERLY MATERIAL SUPPLY LIST......................................................................................................................................13

PAYROLL TEACHERS AND STAFF..........................................................................................................................................13

REQUEST TO TIME OFF........................................................................................................................................................14

REQUEST TO TIME OFF BINDER (RTO BINDER)....................................................................................................................14

FIRING PERSONNEL.............................................................................................................................................................14

TEACHER EVALUATIONS......................................................................................................................................................14

INFO/TOUR REQUEST BINDER.............................................................................................................................................143


MARKETING.........................................................................................................................................................................14

TEACHERS............................................................................................................................................................................16

Monthly staff meetings...................................................................................................................................................16

Training...........................................................................................................................................................................16

PARENT COMMUNICATION.................................................................................................................................................16

WAITLIST.............................................................................................................................................................................17

TRANSITIONING NEW SCHOOL STUDENTS / FAMILIES........................................................................................................17

NEW FAMILIES.....................................................................................................................................................................18

TRANSITIONING ALREADY REGISTERED STUDENTS TO NEW CLASROOM...........................................................................18

TO SECURE A SPOT..............................................................................................................................................................19

WITHDRAWING (REGISTRATION CANCELLATION)...............................................................................................................19

PROCEDURE WHEN A FAMILY ADDS AN EXTRA DAY FOR A WEEK......................................................................................20

LET BILLING AND MONICA KNOW WHEN A FAMILY............................................................................................................20

NEW SUMMER/WINTER/SPRING CAMP STUDENTS / FAMILIES..........................................................................................20

PROCEDURE WHEN A FAMILY ADDS AN EXTRA WEEK FOR CAMP......................................................................................21

FORMAL COMMUNICATION WITH MONICA.......................................................................................................................21

Weekly meeting..............................................................................................................................................................21

Weekly status email........................................................................................................................................................21

PREFERRED METHOD OF COMUNICATION WITH MONICA.................................................................................................21

ADMINISTERING MEDICINE TO STUDENTS..........................................................................................................................21

HANDY YPW EMAILS TO KNOW..........................................................................................................................................22

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MANAGEMENT MAIN RESPONSIBILITIES IN ORDER OF IMPORTANCE

1) Connect with families & teachers => every day, greeting them with their name. Make time for these most important clients, to put them before your own plans. Be sure they know you care, or they won’t care about what you have to say.

Walk-in families wanting to tour the school are equally important. Welcome them and pretend you have time for interruption. Have tour folders ready. When you know parents are visiting, let the corresponding teacher ahead of time.

Class e-mails are the easiest way to communicate a positive specific message to a large group of parents. Individual texts, class or e-mails are even more special.

2) Keep everyone safe by adhering to license standards: ratios, fire & disaster drills, criminal history checks, complete child and teacher files, daily playground check list, proper 4 step sanitation, and proper baby sleep position & daily notes. Utilize calendars & phone reminders to assure you are not late.

Finish today’s work before you go. Don’t let things pile up.

3) Teacher training: Preservice, new employee orientation, conferences with parents, NAEYC, yearly and on-going monitoring with feedback (it’s important you see problems before parents do). Great managers first look, listen and build relationships so they are seen as a mentor. All the most important things happen in the classroom, so all admin staff should see themselves as support for the classroom teachers. Classroom quality must always be #1.

4) Coaching Conversations with teachers should be outside the class & professional, but don’t put off having them, or wait till tomorrow

5) Having supplies teachers need on hand (food, milk, paper towels, cups, Kleenex, glue, markers, crayons & paper) Teachers feel taken care of, and trust us when we provide for their needs. When teachers feel safe, they are able to focus on the more advanced educational needs of their class.

6) First Impressions / Attention to Detail: Clean windows, walls, switch plates, tables & chairs let parents know you on top of the little things too. Broken toys and torn books sent another message to the parents; one we want to avoid. Keep up to date school wide bulletin boards.

7) Spreadsheets and reports are necessary; however they should never come before people.

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GENERAL ADMIN ORIENTATIONCongratulations on joining our management team! We are looking forward to working with you. Please take your time in reading over these guidelines, they will help ease your transition as YPW administration personnel.

Main Duties of an administrative personnel

Answer school phone- Good morning YPW central (or Westlake) this is _____ ( Your name), how can I help you? Welcoming all guest with a smile- saying “Buenos Dias”” Buenas Tardes” and “ Adios! Hasta mañana” etc. Updating files- including but not limited, student files, teacher files, training files, sign in sheets Updating/ maintaining student and school photos- in computer/ photo gallery. Printing documents- including new enrollment packets for new students, new employee forms, cubby tags, crib

tags and diaper bin tags Assist the director in daily operations- opening and/or closing duties, fire drills, posting of important activities,

friendly reminder notes to parents, welcome emails to new students and family.

YPW Phone expectationsOur school phone is the main communication to our families as well as prospective families. The phone should never be unattended. If you need to use the restroom or step out for your break, the phone must be given to the director. When prospective families call to ask about our school, always ask if they have come for a tour. If they have not, direct them to our website at ypwkids.com. There they will go admissions tab and click on Schedule a visit to our school to fill out the information needed. Familiarize yourself with the website, it will help you feel more confident in understanding the YPW way.Any time you can’t answer a question over the phone, take down their name and number and let the person on the phone know that you will call them back with the answer to their question.Never give tuition information over the phone. When dealing with clients who want to know the price, let them know that only the director has that information and it is given during a tour to our school. If you have families that are “pushy” and need to know the price, you can ball park it and say it’s around this much etc.

Welcoming guestAll parents upon official enrollment are given the code to our door. It is very important to familiarize the faces of our parents to know who usually comes and who is a guest or a stranger. If someone comes to pick up a student and you have not seen them, politely ask for their ID and ask them to wait in the lobby while you verify the individual’s authorization for pick up with the students file.

Prompt Answers / Follow Up Responds within 24 hours to inquiries made in person, by phone, by mail or email and make appropriate referrals both within and outside the school

Updating filesA list of requirements that are needed for each file is in the YPW management login. See your director for your login info. Student files- These files are kept in the director’s office. They should be in a vanilla folder with the student’s name and the new student file checklist taped to the front.

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Teacher file- Mostly the responsibility of the director but you will be asked to help from time to time to help keep it up to date. There is a left side and a right side, see document in the YPW management login. IMPORTANT: always have employees file out all information and help translate document if it is not in Spanish and the teacher does not understand it. Write down the teachers Hired date somewhere in the front of the folder. Teacher files will be in a pale green braded folder.

Training binder- All staff members working directly with children must obtain 30 hours and management must obtain 36 according to TEXAS RISING STAR 2016. All teachers will have this information in the training binder

1. A front yellow page with their name and hired date2. Training record sheet3. Original training certificates

It is best practice to give each teacher a copy of the training record and the certificates as well for them to keep.

Sign in sheets- This form allows all students to be signed in and out by their parents and helps us keep track of who is in the building. At the end of each month collect all sign in sheets and keep them in the director’s office or turn them in to the owner for record keeping.

Updating/ maintaining student and school photosAll students need to have their photos taken on their first day at YPW. Save photos in the front desk computer. When a child is transitioned into the next classroom, it is best practice to take a new photo since all children tend to look different as they get older.

Organize your photos according to the class and save photos with the name and birthday of the child.

Printing documentsAll documents should be printed in black and white. Try to use the colored printer only for cubby tags and photos that are used for the cubbies, birthday board etc. Teachers must ask permission to print in color or else the ink will run out quickly. Make sure the black and white printer is your default printer.

Have new enrollment packets and new employee packets stapled and ready to hand out when needed. All documents are in the YPW management login.

Assisting the director in daily operationsThe director is your go to person when it comes to the school daily routines. You will find that the director has a long list of things to do, that’s why as an administrative personnel your job is just as important as theirs. Fire drills- help the director by calling the alarm company to inform them of a practice drill and initiate drill. Posting of important activities- when activities are posted to remind parents of upcoming events, use colored paper and large bold font to catch the attention of our families. Welcome emails to new students and family- once a family pays the deposit and turns in the enrollment agreement, the admin helps the director by sending a welcome email. Save a welcome email in your computer or email folder for easy copy and paste to new families.

HELPFUL TOOLS - Important folders to keep on the computer

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Calendars- every calendar created should be saved here. When the year is over create a folder within the folder titled “ 2016” to be used as a reference for future calendars for the school

Newsletters- newsletters are sent every month to our parents as a method of communication of what goes on in the school.

Teacher bios- teachers will turn in a biography and the admin types it out using the teacher bio template. See example attached

Supply list- TURN IN EVERY TUESDAY. Supplies are delivered every Thursday

Never be afraid to ask question! We are here to help!

PAY SPECIAL ATTENTION TO … Parent Impressions

o Morning & Afternoon

Does everything look clean and organized? Classrooms, common areas, lobby

Teacher ready to receive / release children?

Are you spending much time inside classroom covering for teachers?

If yes, check schedule – let Monica know -

Daily Routine

o In the morning & afternoon greet parents

o Check ratios – over-ratio? Can use teachers for extra work? i.e.: cleaning/organizing/office work

o Check common areas / lobby: clean & organized?

o Bulletin Boards updated?

o Check classrooms

Clean & organized? Are signing in sheets ready?, Centers ready?

o Check playground – need repair? Organized & clean? Free of animals/ants

o Do we need to run a fire/weather drill today?

o Update the monthly building & grounds check list

o Update Daily building & grounds safety checklist

o Update Playground Maintenance Checklist

o In the afternoon greet parents

o In the afternoon check ratios – close classrooms as necessary - – over-ratio? Can use teachers for extra work? i.e.: cleaning/organizing/office work

REPOSITORY FOR SCHOOL WIDE FORMS & DOCUMENTShttp://www.ypwkids.com/employeemanagement-forms/

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http://www.ypwkids.com/employeemanagement-forms/

HIRING PERSONNEL Teachers

o Basic Requirements

Native Speakers

Nurturing / YPW Personality

o Plus Requirements

College or equivalent graduate

Experience

CDA or associates in early childhood

Steps for hiring

Justify need to General Director Personal Interview

o A previous phone screening may be necessary Mention they must pay for Criminal Background and First Aid & CPR if needed – will reimburse after

6 months with school - Classroom participation / observation

o Candidate must arrive at 9:30 am and leave by 3:30 o Cannot be left alone with childreno No obligation / binding step

Gather feedback from YPW teacher(s) and candidate Give Monica feedback & recommendation General Director gives final approval

* Once Hired Before candidate starts / Before first day of work - must fill out following paper work:

o I9 Formo Non-disclosure agreemento Direct deposit formo Personnel emergency recordo Recommended Immunization Record for Adultso Recommended Immunization Record for Adults – Acknowledgement form - o Personal Information Recordo Affidavito Background Authorization. Process DFPS & FBI finger printo Discipline Policyo W4

Before first day of work:

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o Make sure you have received DFPS & FBI finger prints results stating the new employee may work in a childcare setting. A new employee may not start working at YPW without receiving positive results from the DFPS & FBI finger print process first.

o Send email to [email protected] and [email protected] following information:Subject line: New Employee Central/Westlake (select accordingly) Attachments:

W4/W9 forms Personal Information Record Social Security Card Driver’s License Card Direct Deposit

o Add to Tadpoles FBI Finger Print Appointment

o Remind employee to give you copy of Finger Prints receipto Remind employee to save copy of finger prints to submit 6 months later for reimbursement

SCHOOL DIRECTOR MUST MAKE SURE THAT NEWLY HIRED EMPLOYEE SUBMITS RECEIPT OF FINGER PRINTS AND RECEIVES EMAIL WITH FBI FINGER PRINT RESULTS STATING THAT EMPLOYEE IS CLEAR TO WORK BEFORE FIRST DAY OF WORK. NO ONE MAY START WORKING AT YPW WITHOUT THIS RECEIPT

AND DFPS EMAIL STATING THAT EMPLOYEE IS CLEAR TO WORK.

First Week of Employment – New Employee Orientation – Complete Tadpoles Profile – including picture - First two days verbal orientation (see internal website for agendas and orientation

material) Next three days – Classroom Practicum – Rotation through all classroom in school – Finalize Employee file (see internal website for left and right file contents) At the end of the week send email to parents introducing new teacher

First two weeks of new employee:o Director must send email to parents introducing new teacher within a week of employmento Director and school mentor must personally introduce new teacher to all corresponding

parents during first two weekso During first two weeks new employee cannot be left alone in classroom – especially in the

morning when receiving children an in late in the afternoon when releasing children.

Update, Create Teacher profiles/bio within the first three business day of teacher change or new hire.

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mailto:[email protected]


STEPS TO SET UP DFPS & FBI BACKGROUNDTo submit online finger print

1. Open Internet Explorer – Note it works better with Internet Explorer - 2. Go to: https://www.dfps.state.tx.us/Child_Care/Search_Texas_Child_Care/ppFacilityLogin.asp3. In the login section enter: corresponding user id & password4. Select “Submit Background Check”5. Start entering information

For employee’s w/o SS number

1. Fill out form: 2971 https://www.dfps.state.tx.us/Child_Care/Information_for_Providers/cclforms.aspLook for form #2971

2. Fax it to 512 339 5871 or email to: [email protected]. Follow up with a call to Nancy Burkhardt: 512 919-7811

To schedule finger printS online

1. Open Internet Explorer2. Go to: http://www.identogo.com/FP/Texas.aspx3. Select “online Scheduling”

SCHOOL DIRECTOR MUST MAKE SURE THAT NEWLY HIRED EMPLOYEE SUBMITS RECEIPT OF FINGER PRINTS AND RECEIVES EMAIL WITH FBI FINGER PRINT RESULTS STATING THAT EMPLOYEE IS CLEAR TO WORK BEFORE FIRST DAY OF WORK. NO ONE MAY START WORKING AT YPW WITHOUT THIS RECEIPT

AND DFPS EMAIL STATING THAT EMPLOYEE IS CLEAR TO WORK.

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https://www.dfps.state.tx.us/Child_Care/Information_for_Providers/cclforms.asp

ANNUAL FBI FINGER PRINTS INSPECTION/RENEWALEvery year in September the school director must run every one’s finger print through DFPS (Including her own finger prints)

- Get a copy of the official and updated school’s employee list.

- Check each employees name as you receive the positive results of the FBI & DFPS finger prints results

- Specify the date when you run each employee’s finger print request through DFPS

- Email the employee check list to Monica and [email protected]

ANNUAL SCHOOL INSPECTIONSEvery year in April the school director must renew following inspections:

- Fire Alarm inspection

- Fire Extinguisher Inspection

- Fire Inspection

- Health Inspection

- Gas Inspection

- School van & bus inspections/registrations

MANDATORY FILE CONTENTS FOR ALL EMPLOYEESRetention Policy: Employee files must be retained for 4 years after separation date. File must be kept on site for first 3 years of retention

Right Hand sideCPR record copy of card. Expiration Date: _________________First Aid record copy of card. Expiration Date: ______________SIDS, Shaken Baby Syndrome, & Brain Development Trainings (must be renewed every 2 years)Dates of Examination: _______________, __________________, _____________ Initial/Annual Staff OrientationEmployee Orientation Training Certificates (Day 1 and 2)Ongoing Training Log (Training Certificates in Training Binders) ResumeDriver’s License & Social Security Card (copies)Education Verification (copies of transcripts, diplomas)Authorization to Check for Criminal BackgroundMandated Reporting Records (Criminal Background Checks)Expiration Date: ___________________Finger Print Clearance, Expiration Date: __________________

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Child Abuse and NeglectEmployee Handbook Receipt Sign-OffNotarized Affidavit for Applicants for Employment FormPersonal Information RecordMinimum Standard TestDiscipline and Guidance Policy Recommended Immunization Records for Adults Acknowledgement Form

Left Hand SideHealth Benefit FormsPerformance ReviewsPerformance Improvement Plan (corrective actions)Professional Development PlanPhysician Records / NotesW-4 FormDirect Deposit FormNon-Disclosure AgreementI-9 FormEmergency RecordUniform PolicyEmployee Handbook QuizParent Handbook QuizEmployee Orientation Training Log

EMPLOYEE TRAINING BINDERDirectors must maintain a binder with copies of the teachers training certificates and update the employees training log accordingly.

All staff members working directly with children must obtain 30 hours and management must obtain 36 according to TEXAS RISING STAR & NAEYC. All teachers will have this information in the training binder

1. A front yellow page with their name and hired date2. Training record sheet3. Original training certificates

It is best practice to give each teacher a copy of the training record and the certificates as well for them to keep.

TEACHER / STAFF SCHOOL VAN/BUS DRIVERDirector must send email to [email protected] and Monica with driver(s) proof of “Transporting children safely in Child Care” online training and with employee’s driver license.

NOTE: no employee may drive school children w/o successfully completing the “Transporting children safely in Child Care” training

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ATTENTION TO DETAILFront boards always ready and displaying up to date information – Monday morning lists activities for the week

Clean, unclutter, organized classrooms and school as a whole

WEEKLY SNACK SUPPLY LIST Email to Monica every Tuesday. Supplies will be delivered on Thursday. Find order form online.

QUATERLY MATERIAL SUPPLY LIST Email to Monica every quarter as follows: 1Q March 1st 2Q June 1st 3Q August 15 4Q December 1st

Find order form online.

PAYROLL TEACHERS AND STAFF Time Sheets must be ready by the 16th and 1st by noon or otherwise noted by the payroll

department

Pay Periods: 1 – 15 and 16 to the end of month

Check electronic time sheets periodically making sure employees don’t do over time and are checking in/out on time

Note that you must use the “Time Clock Correction” form to fix any error in the electronic time clock

Print final report from Time Clock – Make sure all hours for all employees are accurate

Have all teachers initialize the regular & PTO hours to be reported to payroll

Scan this form with employees’ signatures and email it to payroll: [email protected]. Subject Line: Central/Westlake Payroll (Period). For example: Central Payroll 8/1/2018 – 8/15/2018

On email body, using bullet points specify any special annotation regarding employee’s payroll. For example:

o Any special deduction taken from the employees’ paycheck

o Employees first or last day of employment

o New employee initial pay rate

o Penalty deduction when employee terminates work before first anniversary

o Director hours

o Any other special and relevant comment

Staple to the payroll report all RTO forms and any “Time Clock Corrections” forms

Give to YPW General Director along with monthly expense report.

Make sure to do weekly back ups of clock data

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Please keep in mind that newly hired employees receive holiday pay after the first three months of working for YPW and can use PTO after 6 months working for YPW.

REQUEST TO TIME OFFTeachers / Staff must submit a Request to Time Off form (RTO form) for any time off they wish to take. Those

forms must be authorized and signed by corresponding Director or General Director. Employee keeps a signed copy and Director keeps original in RTO binder.

Not time off should be authorized or may be paid w/o this authorized RTO form.

REQUEST TO TIME OFF BINDER (RTO BINDER) Directors must maintain binder with each employee’s RTO forms. This binder must be sorted by

employee last name. Please note these form must be filled out and signed by the school director.

FIRING PERSONNEL Must document reason with: performance reviews, disciplinary actions, others

Let Monica know. Monica will handle it.

TEACHER EVALUATIONS Develop training plan

Go over Evaluation form with teachers

Perform Evaluation

INFO/TOUR REQUEST BINDERDirectors must maintain an Info Session binder containing copies of the “online request form”. Must specify the date the send the “follow up” email and any other comment related with the visit.

MARKETINGInformation Sessions / Tours

- Its ok to change dates listed in website

- Leave at least 2 free days w/o info sessions a week

- Have a binder for Info Sessions – Print online request form ahead of meeting – to document interested family interactions

o Either send remainder email or phone call for pending meeting (document contact in form/binder)

o After tour (latest one day) send follow up email (document contact in form / binder)

o After tour document impressions on info session form

o Have binder available for Monica

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- Monthly Newsletters

o Must be ready to go by the 1st of the month

o Follow already establish format

o Must include following sections:

A word from the director

All school news

Important Dates

Parent Handbook Highlights

Something to Share

Section for each classroom (done by corresponding lead teachers)

Pictures

What we did / learned this past month

Daycare highlights of the month (outings, crafts, creative play, etc)

Lunch/snack recipes that everyone enjoyed

Upcoming family community events

Request sections (reminders about bringing sunscreen or hats)

Policy Review (state your sick day policy or late pick-up policy)

Cute comments that children said in the last month

Celebrate Wall- post recent achievements (ie. Lisa can put on her own coat now!)

Craft Materials request (please save yogurt containers for next month)

Milestone Checklists -give general milestones for each developmental phase so parents know what is coming up next for their child

Share relevant articles or helpful parenting tips

Outline planned activities for the upcoming month

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TEACHERSMonthly staff meetings

o Always like to start asking each teacher for issues if any

o Send Agenda to Monica

o Monica may choose to participate in the meeting

o Westlake first Tuesday of the month

o Central third Tuesday of the month

Trainingo Director 36 hours

Professional Development Plan

o Teacher / staff 30 hours

Professional Development Plan

PARENT COMMUNICATION- VERY important -

Face to Face – morning and afternoon -

Monthly newsletter

Weekly posts by main door / classroom doors

Facebook

Weekly blogs / posts

Emails in general

Events

Director must be available to “take care” of families

Director is the school hostess

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WAITLIST1. Accept completely filled waitlist form along with form of payment

2. Add complete information in Xcel file3. Send email to Billing and Monica with following subject line:

New Waitlist Westlake/Central (pick one) (specify student class) (specify schedule) in the email body copy and paste row from xcel file specifying new waitlist info & Payment Info: quantity and form of payment Must send email within the first 24 hours after receiving payment and enrollment agreement

TRANSITIONING NEW SCHOOL STUDENTS / FAMILIES – only when at least submitting enrollment agreement and paying fees-

1. Add complete information in Xcel file2. Send email to Billing and Monica with following subject line: New Student Westlake/Central (pick one) (specify student class) (specify schedule) in the email body copy and paste row from xcel file specifying new student info & Payment Info: quantity and form of payment Must send email within the first 24 hours after receiving payment and enrollment agreement3. Send “Welcome To School Email” to parents using template Must send email within the first 24 hours after receiving payment and enrollment agreement4. Remember to email “Welcome to Classroom Email” for first time YPW parents at least 2 weeks

before student starts5. Share / Remind teachers => NAEYC’s tips for teachers: “Welcoming children and families to your

classroom” – Article may be found in YPW Internal Website6. Update School Allergy list if necessary – and distribute to all classrooms - 7. Update sign in sheets and give to corresponding teacher/classroom8. Give corresponding teacher updated roster file – two copies – one for the teacher board and

another one for clip board. Make sure to have only the following info:- Student Name- DOB- Parents Names- Allergies- List of Medications- Emergency List- Pick Up Authorization

9. Give corresponding teacher new “Face to Name” roster list with new student10. Crib label with new student names (if applicable)11. Diaper box label with new student name (if applicable)12. Cubby label with new student name 13. Preschool, Prek and Kinder classes: make take home folder14. Student Portfolio15. Completely Set up a new student in TADPOLES before student’s first day at school. Add student

picture to TADPOLES within the first 24 hours after first day of student.

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16. Make sure we have all the required paper work BEFORE the student starts – including vaccination record and Dr. Note -

All students should have following files completed before first day of school:

Make sure all fields are filled – use N/A when no applicable – Must have two emergencies contacts listed in formStudent files must be retained in school for 4 years.

- Release of Children Policy

- Enrollment Agreement

- Admission Form

- Emergency Form

- Health Form

- Dr. Note

- Vaccinations

- Photo Release

- Student Background Info

- Parent Handbook Acknowledgement Form

- For After school students must have following files

o Tuition Contract

o Registration

o Transportation Agreement

o Photo Release

NEW FAMILIESAlways call first day Follow up after first two days – how is everything going –

TRANSITIONING ALREADY REGISTERED STUDENTS TO NEW CLASROOM

1. First day of student in new classroom call parents to give them an update2. Call again by the end of the week to give parents a report about their student in new classroom3. Update complete information in Roster file4. Send email to Billing and Monica with following subject line:

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Classroom Transitioning Student Westlake/Central (pick one) (specify student class) (specify schedule)

in the email body copy and paste row from xcel file specifying transitioning student info & Payment Info: quantity and form of payment5. Send “ Transitioning Welcome Email ” to parents using template 6. Update School Allergy list if necessary – and distribute to all classrooms - 7. Update sign in sheets and give to corresponding teacher/classroom8. Give corresponding teacher updated roster file – two copies – one for the teacher board and


9. Give corresponding teacher new “Face to Name” roster list with transitioning student10. Crib label with transitioning student names (if applicable)11. Diaper box label with transitioning student name (if applicable)12. Cubby label with transitioning student name 13. Preschool, Prek and Kinder classes: make take home folder14. Student Portfolio15. Update TADPOLES as necessary16. Make sure we have all the required paper work BEFORE the student starts – including vaccination

record and Dr. Note -

TO SECURE A SPOTNew families must at least fill out:

- the enrollment agreement- Pay annual registration fee- Pay material fee & one month deposit

WITHDRAWING (REGISTRATION CANCELLATION)1) The parent needs to send an email to corresponding director announcing wish to withdraw from the program. 2) The corresponding director forwards email to Monica and [email protected] 3) This email/notice needs to be received a month in advance. i.e.

a. by November 30 if the last month of attendance is December.b. by Dec 23 if last month of attendance is January c. by Jan 31 if last month of attendance is February and so on…..

2) The customer does not have to pay for the last month of attendance as their deposit (given during enrollment) covers this month.

3) Send email to Billing and Monica with following subject line:Withdrawing Student Westlake/Central (pick one) (specify student class) (specify schedule)

in the email body copy and paste row from xcel file specifying student info & last day of attendance

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PROCEDURE WHEN A FAMILY ADDS AN EXTRA DAY FOR A WEEK

1. Family must request extra day via email

2. Check Ratios

3. Reply email approving extra day

4. Send email to Monica and [email protected] letting us know about extra day. Use following subject line: Extra Day (date) (Student name) (School) i.e. “Extra Day 7/11/18 John Smith Central”

5. Let corresponding teacher know

LET BILLING AND MONICA KNOW WHEN A FAMILYa. Change first day of school b. Is withdrawing from YPW. Inform last day of student attending YPW. c. Is changing classrooms

NEW SUMMER/WINTER/SPRING CAMP STUDENTS / FAMILIES17. Add student full name and date of birth in corresponding classroom in roster file18. Send email to Billing and Monica with following subject line: New Spring/Summer/Winter (pick one) Camp Westlake/Central (pick one) /Community: preschool/Community: prek/Community: advanced prek/Community: Summer Camp/ (pick one) / Student Full Name Scan and attached registration form in the email body specify Payment Info: quantity and form of payment Must send email within the first 24 hours after receiving payment and enrollment agreement and/or registration form19. Send “Welcome To Camp Email” to parents using template Must send email within the first 24 hours after receiving payment and enrollment agreement20. Share / Remind teachers => NAEYC’s tips for teachers: “Welcoming children and families to your

classroom” – Article may be found in YPW Intranet21. Update School Allergy list if necessary – and distribute to all classrooms - 22. Update sign in sheets and give to corresponding teacher/classroom23. Give corresponding teacher updated roster file – two copies – one for the teacher board and


24. Completely Set up a new student in TADPOLES before student’s first day at camp. Add student picture to TADPOLES within the first 24 hours after first day of camper.

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All campers should have complete registration paper work and form of payment when turn in paper work and before first day of camp.

PROCEDURE WHEN A FAMILY ADDS AN EXTRA WEEK FOR CAMP

1. Family must request extra day via email

2. Check Ratios

3. Reply email approving extra week

4. Update camp registration paper work with new week info

5. Update roster

6. Send email to Monica and [email protected] letting us know about extra day. Use following subject line: Extra Camp (camp date) (Student name) (School) i.e. “Extra Camp 7/16/18 – 7/20/18 John Smith Central”

7. in the email body copy and paste row from xcel file specifying new camper with newly added week info & Payment Info: quantity and form of payment

8. Let corresponding teacher know

FORMAL COMMUNICATION WITH MONICAWeekly meeting

Central Wednesdays 10:30 to 12:00 pmWestlake Thursdays 10:30 to 12:00 pm

Directors must have ready:

Agenda / To do list for the week

Forecast Teacher / staff schedule – is anyone missing this week?

Weekly status emailSend to Monica on Fridays

PREFERRED METHOD OF COMUNICATION WITH MONICAEmail [email protected]

Phone: Always leave message if Monica doesn’t pick up or text

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ADMINISTERING MEDICINE TO STUDENTSThe school does not administer regular medicine unless its rescue medicine such as: EpiPen, Benadryl, Asthma inhaler, etc.

HANDY YPW EMAILS TO KNOWHR/New Employees: [email protected]

== DO NOT INCLUDE EMPLOYEE SALARY IN THESE EMAILS ==

New employee documentation, W4, I-9, etc. Notice of Employee’s separation from YPW (resignation/dismissals)

Payroll communication: [email protected]

Payroll details (# hours worked per pay period)/Payroll adjustments Communication of salary details for new employees or salary adjustments for existing employees.

Billing for customers: [email protected]

Charges/Credits/Changes to our customers New Students Student Withdrawals Summer, Spring, Winter Camps Extra days charges

[email protected], [email protected], [email protected]

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Documents

Young Peoples Workshop€¦ · Web viewPROCEDURE WHEN A FAMILY ADDS AN EXTRA DAY FOR A WEEK 20. ... Teacher bios- teachers will turn in a biography and the admin types it out using