+ Definition of Team member Status

Probationary Team Member (New Team Member Status)

As a new team member, your first three months (90 days) of employment are on a probationary basis; you will be evaluated at the end of this 90-day period.

At this time, if your work meets the requirements, and your team leader feels it would be in the best interest of the children, you may be removed from probationary status.

Full-Time Team Member

A full-time team member is anyone who, on a regular basis, works 40 hours a week.

Part-Time Team Member

A part-time team member is anyone who is not assigned a regular work week or who is working less than 40 hours a week for a specified time period.

+ Determination of Salary

Salary Scale and Requirements

Rate of pay is based upon proven educational attainment, position, professional development and years of service in the early childhood field (refer to Salary Scale for details).

A team member must provide original certificates and/or transcripts in order to meet eligibility requirements. Documentation will be kept in the team member’s training records.

Professional development hours must meet Helen R. Walton Children’s Enrichment Center’s guidelines. (refer to Team Member Policies: Professional Development for details).

Evaluation of Team Member Performance

Evaluations of team member performance will be conducted annually or more often if directed by administration. Evaluations may be carried out by the Director of Early Childhood Operations, Team Leaders, or Executive Director.

All teaching staff will be formally observed three times each anniversary year. These observations will be conducted by the team member’s direct supervisor. After an observation is conducted the supervisor and team member will discuss the outcome (refer to Forms tab to review observation forms). The observation results will be used in the evaluation process.

These documents are confidential. Team member records are maintained in the Human Resource office. A copy of the Performance Evaluation form that will be utilized when evaluating your work performance will be provided to you during orientation.

Salary Increases

Salary increases will be based upon the following:

1. Annual performance evaluation was deemed above average or better.
2. Team member is not on probationary status.
3. Team members complete required professional development and/or educational requirements and submitted appropriate paperwork to Human Resources.

Salary and Benefits Confidentiality

The Executive Director and/or Human Resources will discuss salary terms with each team member privately.

+ Hourly Bonus Program

Purpose

The purpose of this program is to minimize unscheduled absences. Such absences, negatively impacts staffing patterns and disrupts classroom activities.

Eligible Team Members

• Department Aides
• Assistant Teachers

Terms and Conditions

• An eligible team member that does not have an unscheduled absence during a given pay period can receive an additional $.50 per hour in addition to their base pay.
• HWCEC has a bi-weekly pay period cycle. Please see the Human Resources for the start date of the next pay period.
• Unscheduled absence is defined as any absence that has not been scheduled and approved by a Team Leader or Director of EC Operations in advance. Unscheduled absences can include, but are not limited to:
• Any call in on the morning of your scheduled shift
• Leave of absence
• Unscheduled appointments
• Late arrival or early departure
• Extended breaks

• Scheduled absence is defined as any absence scheduled in advance by completing a Time Off Request Form and the request is approved. Scheduled absences can include, but are not limited to:
  • An approved Time Off Request at a minimum of 3 work days prior to the requested day off (When submitting a Time Off Request that is less than 2 weeks in advance, the Director of EC Operations or appropriate Team Leader must initial the request upon receipt).

• The team member must arrive on time and work the entire shift each day during the two week pay period.
• A promotion or transfer to an ineligible position during a pay period will result in the immediate withdraw from this program.

+ Health Insurance

The Center provides a comprehensive health insurance plan through Blue Cross/Blue Shield. To become eligible for insurance coverage team members must meet the following criteria:

• must be employed for 60 continuous days, and
• work 30+ hours a week.

Team members that meet the eligibility requirements for Blue Cross/Blue Shield will be offered health insurance at a rate of 10% of premium cost (2019 = $19.17/pay period). The premium is deducted from the team member’s paycheck pre-tax. Coverage for a team member’s spouse and dependents can be provided at an additional cost. Health insurance is available to spouses and dependents based on the following criteria:

• Spouse: the person to whom a team member is legally married according to state law.
• Dependents: biological, adopted or legal guardianship of children under the age of 26.

To receive a quote for your spouse and/or dependents, please contact the Human Resources.

Health insurance enrollment may occur upon completion of the first 60 days of employment, during open enrollment (in November for the following January-December plan year), or within 30 days of a qualifying event. Please see the Human Resource Manager for enrollment questions or further information.

Upon separation of employment, information regarding COBRA benefits and applicable rates can be obtained from Human Resources.

+ Health Benefit Summary

January - December 2019

Blue Cross/Blue Shield

• Deductible: $2,000
• Out of Network Deductible: $4,000
• Family Deductible: $4,000
• Coinsurance: 100% after deductible for in-network and 80% after deductible for out-of-network
• Wellness: PPACA*
• Primary Care Physician Copay: Deductible/100% for in-network, 80% for out-of-network
• Specialized Care Physician Copay: Deductible/100% for in-network, 80% for out-of-network
• Drug Coverage: Deductible/100%
• Mail Order Rx: None
• Inpatient Copay: Deductible/100% for in-network, 80% for out-of-network
• ER Copay: Deductible/100% for in-network, 80% for out-of-network
• TMJ/Hearing Aid: None
• HRA: No

+ Health Savings Account

Any team member that has worked 60 days or more and works 30+ hours per week at HWCEC is eligible for the Health Savings Plan (HSA). The HSA is only offered to team members that accept the health insurance plan. In an effort to reduce out-of-pocket expense, HWCEC will contribute $1,000 to each team member’s Health Savings Account. The employer contribution may vary year to year based on funding availability. The funds will be dispersed in the following manner:

• $500 on January 1
• $500 on July 1

An HSA debit card will be provided to each eligible team member. The debit card can be used to pay for eligible medical expenses and/or prescriptions directly from the HSA account.

Team members may elect to contribute additional funds (up to the statutory maximum limit) into their personal HSA account through pre-taxed payroll deductions or online payments. Payroll deducted contributions may be modified at any time.

At the end of the year, any balance in the HSA account will roll-over to the following year.

Upon separation of employment, the HSA account, and all funds therein, will transfer with the team member.

+ Retirement Plan

Team members with one or more years of service at the Helen R. Walton Children’s Enrichment Center are eligible for the retirement plan. The simple IRA retirement plan allows a team member to contribute, through payroll deduction, to a retirement/ savings account and to direct how those savings are invested.

The Center matches the team member’s investment up to 3%. Enrolling into the program or making changes can be completed every April and October. Enrollment information can be obtained through the Human Resources.

+ College Tuition Plan

The Center supports job-related higher education through a tuition reimbursement plan.

Team member eligibility:

• Must be employed for 90 continuous days with a performance appraisal rating of at least “valued performer”
• Application for educational assistance must be completed, approved and returned prior to the start of the course
• Must be enrolled in an accredited institution

Approved courses:

• Degree program must be in early childhood, child development or similar field of study or CDA (must be pre-approved by the Director of Early Childhood Operations or Executive Director)
• If team member does not hold a teaching position, the degree program must be relevant to employment opportunities at HWCEC
• All other requests will be reviewed by leadership and/or personnel committee

Tuition Reimbursement:

• Team members will pay for tuition up-front and will be reimbursed upon completion of the course. If a team member leaves the employment of HWCEC prior to course completion and reimbursement, he/she will be ineligible for reimbursement. (In other words, a prior determination of eligibility by HWCEC will no longer be binding upon termination.)
• Team member’s most recent performance appraisal rating must be a “valued performer” or higher to receive reimbursement for tuition
• Team member must receive a C or better in the enrolled class(es)
• Based on current position:
  • Teachers, Lead Teachers and leadership roles will be reimbursed up to $3,500 (including books) per year based on fiscal year
  • All other positions will be reimbursed up to $2,500 (including books) per year based on fiscal year
• Valid transcript at the end of semester/quarter will be required
• Receipt indicating current classes were paid in full and payment amount will be required
• Team member will complete a Request for Reimbursement form at the completion of course(s)

Tuition Advancement:

• HWCEC team members may request a Tuition Advancement prior to the start of a course. HWCEC will provide up to 80% (or up to 100% with approval from Board of Directors) of the tuition upon enrolling in an approved degree program based on the following criteria:

  • Team member must be employed for 90 days; and
  • Most recent performance appraisal rating of at least a “valued performer”; and
  • Team member is in good standing

• Team member must provide copy of full tuition payment from the college within 5 business days after receipt of tuition advancement

• If the receipt is not received within 5 business days, the team member will reimburse HWCEC. The deduction will be taken from the available amount of his/her subsequent paycheck. If the paycheck does not cover the full tuition advancement, further deductions will be taken from the available amount of future paycheck(s) until paid in full
• If the team member does not complete the course, withdraws from the course, or makes a D or lower in the course, the team member will be required to reimburse the center for the tuition advancement

Books:

• HWCEC will reimburse team members’ books based on the following:
  • Team member must provide a college syllabus listing the required books
  • Team member must provide a receipt that lists the book(s) description and price
  • Team members will not be reimbursed for other equipment or materials (i.e. calculators)
  • HWCEC will reimburse the team member for required books as soon as the above information is submitted (team members can be reimbursed prior to the completion of the course)

General Information:

• Team member will reimburse HWCEC for any courses for which he/she has received reimbursement if he/she leaves HWCEC (voluntary or involuntary) within one year of course reimbursement and/or advancement. Deduction will be taken from the available amount of his/her subsequent paycheck(s) and any additional reimbursement payments will be arranged
• Team member will not be paid for class time or mileage

College Opportunities:

HWCEC has partnered with universities to provide HWCEC team members additional options for their educational endeavors.

• Northwest Arkansas Community College (NWACC) has a fast track program to help its students earn an Associates degree within 5 semesters. The Associates program is for non-traditional students. Courses will be offered online, hybrid (mix of online and classroom instruction) and classroom instruction at nights and/or weekends for the convenience of individuals working full-time in the early childhood profession. For more information contact Cathy McAuliffe, Early Childhood Coordinator at (479) 619-3125 or smacauliffe@nwacc.edu.
• Central Methodist University (CMU) offers an online program for an Associates degree and Bachelor degree. If you have an Associates degree from NWACC you can transfer your credit hours to CMU and complete a Bachelors degree within 2 years after completing your Associates degree. For more information contact David Gorton, Extended Studies Coordinator at (314) 954-5288 or dgorton@centeralmethodist.edu.
• Aspen University offers an online program for an Associate degree, Bachelor degree, and a Master’s degree in Early Education. HWCEC team members will receive a 10% discount on tuition when enrolling in a Bachelor degree or Master’s degree program. For more information contact www.aspen.edu.

For an approved list of colleges and universities please visit with Human Resources.

+ Annual Bonus Program

Each team member will receive an annual bonus based on position and years of service at the Center as of May 31 of each year. To be eligible for an annual bonus, a team member must be hired prior to August 15 during his/her first school year. The bonus will not be issued if employment has been terminated prior to May 31. Bonuses must be approved by the Executive Director each year.

• Teacher and Lead Teacher
  • Base Bonus: $500
  • Maximum Bonus: $1250
• Assistant Teacher
  • Base Bonus: $375
  • Maximum Bonus: $1125
• Area Support and Dept. Aide
  • Base Bonus: $250
  • Maximum Bonus: $1000
• Cook
  • Base Bonus: $250
  • Maximum Bonus: $1000
• Program Staff (part-time)
  • Base Bonus: $200
  • Maximum Bonus: $950
• Administrative Support
  • Base Bonus: $250
  • Maximum Bonus: $1000
• Part-Time Positions
  • Base Bonus: $200
  • Maximum Bonus: $900
• Management
  • Base Bonus: $500
  • Maximum Bonus: $1250

Team members will earn an additional $100 each year based on the number of school years worked at the Center. At 6+ years of employment, the team member will reach the maximum bonus level and will not exceed the limit with additional years of service.

+ Paid Time Off (PTO)

PTO include, but are not limited to, vacation, personal days, sick days, emergencies and bereavement. A PTO request must be submitted a minimum of two weeks in advance and approved by the Director of EC Operations and/or an appropriate Team Leader; except in the event of unforeseen illness or injury. Leave may be denied if proper staffing levels cannot be met or a PTO is not available.

Eligibility

Full-time team members are eligible for PTO according to the schedule below. Part-time team members are eligible for PTO based on the number of hours worked per week by the team member.

Paid Time Off Allotment

• After 2 months: 1 day
• After 3 months: 4 days
• After 6 months: 4 days
• After 9 months: 4 days
• After 12 months: 4 days
• After 15 months: 4 days
• After 18 months: 5 days
• After 21 months: 5 days
• After 2 years: 21 days per year
• After 3 years: 23 days per year
• After 5 years: 24 days per year
• After 7 years: 26 days per year

A team member can accrue paid days off based on the number of months worked from date of employment (refer to above chart). After 24 months of employment, paid days off are allocated in a “lump sum” for use during the entire anniversary year. Anniversary year is defined as one year from date of hire (i.e. June 1 – June 1 of the following year).

+ PTO Advancement

“PTO Advancement” is defined as a team member’s request to use paid time off that has not been accrued by the team member.

A team member that has worked at the Center for less than 24 months may be eligible for a “PTO Advancement”. A team member will only be allowed 3 PTO advancements per anniversary year and may only request up to 3 days off per advancement.

PTO advancements are not eligible for team members who have worked for the Center more than 24 months.

When requesting a PTO Advancement, a team member must fill out a PTO Advancement form and return it to the Director of EC Operations for approval. Leave may be denied if proper staff levels cannot be met or the team member has a current outstanding PTO advancement.
PTO advancements will be deducted from the next quarter’s accrued PTO. PTO advancement must be reimbursed (advancement will be automatically deducted from next quarter’s PTO allocation) before a new PTO advancement is requested. If termination occurs for any reason, and a PTO advancement is still outstanding, the advancement will be collected from the team member’s last paycheck.

Unused Paid Time

On a team member’s annual anniversary date, any unused PTO will be paid out. This payout will be based on the team member’s current salary prior to any merit increase. PTO shall not be rolled over.

Termination and Paid Time Off

Employment cannot end on PTO time. The termination date will be considered the last day the team member worked. For example, if a team member takes PTO time for one week, then calls in and quits, PTO time will not be paid. The team member’s termination date will be the last day actually worked.

For a team member who has been employed at the Center for less than one year, unused PTO will not be paid out in the event employment is voluntarily or involuntarily terminated.

Earned PTO will be paid out upon termination only when a team member of one or more years provides a written two week notice and works the full two weeks. If Center initiates termination for cause, PTO will not be paid out.

PTO Certificates will not be paid out. PTO certificates are defined as any paid hours off given to a team member for any reason other than anniversary (i.e. drawings, incentives).

+ Paid Leave for Jury Duty

When a team member receives notice to report for jury duty he/she is granted up to (3) three days of paid leave per anniversary year. Team members can utilize PTO to cover additional time away from work. Serving on a jury will not be viewed as an excessive or unscheduled absence. Team members granted leave to serve on a jury must return to work if jury duty concludes and the center has 4 or more hours left in the business day. Court documentation of notice and attendance is required in a timely manner.

Eligible Team members: Any team member who has been employed at HWCEC for more than 90 days.

+ Paid Leave for Bereavement

Team members may be granted up to three (3) business days of paid leave to attend funeral/memorial services in the event of the death of an immediate family member (spouse, child, grandchild, sibling, parent or grandparent of the team member or of the team member’s spouse) per anniversary year.

If additional time is needed, team members may utilize their available paid time off. Upon the team member’s return to work proper documentation of death or funeral is required.

Individuals will not be penalized with regards to the hourly bonus program, if the bereavement leave meets all criteria under this section. However, any additional absences above bereavement during said time will be addressed by the Hourly Bonus Policy.

+ Holidays

Full-time team members will receive pay for the following holidays:

• New Year’s Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Eve (if holiday falls on a work day)
• Christmas Day

The team member must arrive on time and work his/her full shift the day before and the day after the holiday in order to receive holiday pay. If a Paid Time Off Request has been approved in advance the team member will receive holiday pay.

Team members who are on any type of unpaid absence or leave either the day before or the day after a holiday will not receive holiday pay.

Eligible Team members: Any team member who has been employed at HWCEC for more than 90 days.

+ Early Education Discount

The Helen R. Walton Children’s Enrichment Center offers a 50% tuition discount for team members or participation on the sliding-scale; whichever benefits the team member most. If a team member discontinues employment at the center, the discount will no longer apply to his or her child.

+ Team Member Assistance Program

The objective of the New Directions Team Member Assistance Program is to provide an opportunity for all team members to obtain confidential assistance in resolving personal and work problems as the need arises. HWCEC recognizes that personal and work problems can be dealt with successfully when identified early and referred to appropriate care. New Directions EAP will arrange for help or provide resources for emotional/behavioral, family and marital, alcohol and/or drug, financial, legal, work and other personal problems.

New Directions EAP resources provide problem assessment, short-term counseling and referral. Team members will receive 6 counseling sessions a year (per topic) that can be either in-person or telephonic. Costs for these services are covered by HWCEC. Costs incurred for other services not covered by insurance or other benefits are the responsibility of the team member.

The EAP is available to team members and their immediate family members on a self-referral basis. If team members or family members have personal or work problems that may benefit from assistance, they are encouraged to use the EAP. EAP helpline number is 800-624-5544. Visit the EAP website at www.ndbh.com for multiple resources available. Company Code is HWCEC.

Participation in the EAP will not jeopardize a team member's job security, promotional opportunities or reputation.

All records and discussions of personal or work problems will be handled in a confidentially. These records are maintained by New Directions EAP and/or EAP affiliate providers, and do not become a part of the team member's personnel file.

+ Uniforms

Each team member is given five (5) shirts on his/her hire date valued at $120.00. In the case of termination (voluntary or involuntary) a team member that has been employed 6 months or less will be required to reimburse the Center for 100% of the cost of the uniforms ($120.00), employed 7-12 months will be required to reimburse 50% of the cost of the uniforms ($60.00). A team member who has been employed for one year or more will not be required to reimburse the Center for the uniforms.

Five additional uniforms (shirts) will be provided on each anniversary date as long as it is approved in the budget each year. See the Human Resources for details.

+ Meals

Breakfast, lunch, and snack are available to team members during the designated meal times with the children or during break time. Additional food or beverages should not be taken into the classroom or eaten in front of the children.

+ Equal Opportunity

The Helen Walton Children’s Enrichment Center is an equal opportunity employer. The Helen Walton Children’s Enrichment Center believes that all persons are entitled to equal employment opportunity and does not discriminate against its team members or applicants for employment because of race, creed, color, national origin, age, sex, handicap, visual or hearing impairment. These policies are related to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, demotion, transfer, termination, layoff, recall, rates of pay and other forms of compensation, selection for training, use of all facilities and participation in all Center team member activities.

+ Background Checks

Every team member will be required to have their background reviewed through an FBI Criminal Record Check, Arkansas Child Maltreatment Central Registry Check, Criminal Records Check through the Arkansas State Police, and scanned through the Raptor System (National Sex Offender Database). All personnel shall sign a release of confidential information to allow child maltreatment/criminal records checks to be conducted.

New team members may be given a conditional offer of employment pending the results of the background checks. If a True Finding is detected on any of the above record checks, further disciplinary action up to and including terminated may occur.

NOTE: FBI record check is conducted one time upon employment. Criminal record check is conducted every five (5) years and Arkansas Child Maltreatment Central Registry Check is conducted every two (2) years.

+ Mandated Vaccinations

All HWCEC team members are required to comply with the vaccinations below. These requirements are based on a recommendation of the Arkansas State Minimum Licensing Standards. Upon hire, Human Resources will arrange a date for these vaccinations to occur. Those team members that have met these vaccination requirements will have 30 days from hire date to provide proof of record.

Human Resources will notify team members when annual TB and Flu clinics will be available.

Exceptions will only be made for medical purposes. As such, documentation from a doctor indicating the medical reason a staff member cannot receive the vaccination must be submitted to Human Resources within 30 days of hire.

Vaccination Frequency

• Tuberculosis (TB): Annual
• Influenza (Flu): Annual
• Whooping Cough (TDAP): One Time (as an adult, or proof of record)
• Mumps, Measles and Rubella (MMR): One Time (or proof of record)
• Chicken Pox (Varicella): One Time (or proof of record)

+ Staffing Patterns

A team member will never be left alone in the Center with one or more children.

A member of management, typically two or more, are on-site at all times. A member of the Leadership Team will open and close the facility. Such responsibilities will not be delegated to a teacher and/or non-management team member.

+ Professional Development

The Helen R. Walton Children’s Enrichment Center requires all team members to complete 30 hours of professional development each calendar year. Trainings and seminars shall be pre-approved by each team member’s Team Leader.

All team members are required to register with Arkansas’ Professional Development Registry (PDR) within the first week of employment. All professional development is tracked through this online system.

NEW team members must meet the following requirements:

• Within 6 months of employment
  • Pre-Service (includes Behavior Guidance): 5 hours
  • First Aid/CPR: 4 hours
  • Director’s Orientation (management only): 24 hours
  • Program Administration Scale Overview (management only): 1.5 hours
• Within 1 year of employment
  • Environmental Rating Scale Overview: 3 hours
  • Early Learning Standards Online: 1.5 hours
  • Communications Across Barriers: 10 hours
  • Baby Doll Circle Time (Continuity Teachers only): 2 hours
• Within 2 years of employment
  • Program for Infant and Toddler Care (Continuity Teachers only: 32 hours
  • KODO – Uncovering STEM Through Play: 4 hours
• Bi-Annually
  • First Aid/CPR: 4 hours
• Annually
  • Conflict Management: 2+ hours
  • Supplemental Behavior Management: 2+ hours

Team members and their supervisor will develop an Individual Professional Development Plan (IPD) during the 90-day and the annual evaluation review. It is the team member’s responsibility to complete the trainings identified as “required to complete” or “self-imposed requirement”. If not completed in the specified timeframe, further disciplinary action may occur. The IPD will be reviewed during each observation discussion to ensure the team member is on track to complete the personalized IPD.

Online trainings must be pre-approved by a Team Leader prior to completing the course. Without prior approval the online course will not be recognized as part of the required 30 hours of training. Team Leaders will approve online trainings based on each team member’s Individual Professional Development Plan (IPD).

All professional development, including safety, professional and other non-early childhood related trainings that are mandated, will be recognized and applied toward the 30-hours of required annual training. A training certificate must be submitted the day after the completion of the training to Human Resources. If the training is multiple sessions, a certified training log for each session must be provided.

Hourly team members will be compensated at their regular rate of pay or time and a half if the team member exceeds 40 hours of work within the work week for mandated or required trainings, including the required 30 hours of professional development each anniversary year.

Failure to complete or provide proper verification of the team member’s professional development hours will warrant a team member ineligible for a merit increase for a 12-month period. (Proper documentation of continuing education or professional development, and workshops shall include but not be limited to the title of the workshop, presenter, presenter’s signature, hours of training, and date.)

Any team member holding a Child Development Associate (CDA) credential must ensure that the credential is kept current. CDA renewal must be completed every three years. A lapse in CDA will result in disciplinary action up to and including demotion. Additional Notes:

• All on-site professional development is free of charge
• Mentor training and the annual staff retreat are held off-site (accommodations, training and most meals are paid for by HWCEC)
• Any required professional development (early childhood or professional course work) that has an associated course fee, will be paid by HWCEC up to $200 per person/per year
• When registering for professional development, follow goals set on your IPD, most recent evaluation, and professional goals

+ HighQ Ed Center

A resource and professional development wing is located on campus. Books and materials may be utilized on-site or checked out through the HighQ Coordinator.

Items to be laminated need to have the classroom number written on the back of each item and placed on card stock or construction paper for durability. Place items in the Project Drop Box (in the resource area). The Resource Coordinator will laminate items throughout the week. Items will be returned to the classroom. All items laminated are property of HWCEC.

Computers in HighQ are available for work related purposes, professional development, continuing education courses, or classroom related research on the internet. Please refer to the Information System Usage Policy.

All work related activities must be done on the clock. Therefore, a sign-up sheet is posted outside of the Member’s Lounge. The Director of Early Childhood Operations will provide time for those signed up to visit the HighQ for planning time. Teachers/Lead Teachers may sign-up for 1.5 hours per week during regular working hours.

Naptimes are a great time to work as teaching teams to focus on class goals, individual child goals, curriculum planning, or activities.

Teachers are also welcome to clock-in early or clock-out late in order to have access to additional planning time outside of the classroom. This is an ideal way to work as a team!

+ Safe Harbor Policy

It is the policy and practice of Helen R. Walton Children’s Enrichment Center to accurately compensate team members and to do so in compliance with all applicable State and Federal laws. To ensure that you are paid properly for all time worked and that no improper deductions are made, you must review your paychecks promptly to identify and to report all errors.

Review Your Pay Voucher

We make every effort to ensure our team members are paid correctly. Occasionally, however, inadvertent mistakes can happen. When mistakes do happen and are called to our attention, we will make any corrections immediately by the next available payroll. Please review your pay stub when you receive it to make sure it is correct. If you believe a mistake has occurred, or if you have any questions, please use the reporting procedure outlined below.

Non-Exempt Team members

If you are classified as a non-exempt team member, you must track your attendance on Procare or use the proper time adjustment form. Hours worked must be accurately recorded on the ProCare system. Your reported time must accurately reflect all regular and overtime hours worked, any absences, late arrivals, early departures, and meal breaks. At the end of the pay period, Human Resource will verify and approve your time. When you receive each paycheck, please immediately verify that you were compensated correctly for all regular and overtime hours worked each week.

You should not work any hours that are not authorized by your Team Leader. Do not start work early, finish work late, work during a meal break, or perform any other extra or overtime work unless you are authorized to do so and that time is recorded in ProCare. Team members are prohibited from performing any “off-the-clock” work. “Off-the-clock” work means work you may perform, but fail to report in the ProCare system. Any team member who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including termination.

It is a violation of HWCEC’s policy for any team member to falsify information reported in ProCare, or to alter another team member’s recorded time. It is also a serious violation of HWCEC’s policy for any team member or leadership member to instruct another team member to incorrectly or falsely report hours worked. If any leadership member or team member instructs you to (1) incorrectly or falsely under- or over-report you hours worked, or (2) alter another team members time records to inaccurately or falsely report that team members hours worked, you should report it immediately to Human Resources.

Exempt Team members

If you are classified as an exempt salaried team member, you will receive a salary, which is intended to compensate you for all hours worked for HWCEC. This salary will be established at the time of hire or when you become classified as an exempt team member. While it may be subject to review and modification from time to time, such as during the HWCEC’s salary review process, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity of the work you perform.

Under Federal and State law, your salary is subject to certain deductions. For example, absent contrary state law requirements, your salary can be reduced for the following reasons:

• Full day absences for personal reasons.
• Full day absences for sickness or disability.
• Full day disciplinary suspension for infractions of our written policies and procedures.
• Family and Medical Leave absences (either full or partial day absences).
• The first or last week of employment in the event you work less than a full week.
• Your salary may also be reduced for certain types of deductions such as; pre-authorized payroll deduction or fundraisers, State, Federal or local taxes, social security; or, voluntary contributions to a retirement plan or Allstate.

To Report Concerns or Obtain More Information

If you have questions about deductions from your pay, please immediately contact Human Resources. If you believe you have been subject to any improper deductions or your pay does not accurately reflect your hours worked, you should immediately report the matter to Human Resources or the Business Consultant. If either is available or if you believe it would be inappropriate to contact that person (or if you have not received a prompt and fully acceptable reply), you should immediately contact the Director of EC Operations, or any other leadership members with whom you feel comfortable. If you are unsure of whom to contact if you have not received a satisfactory response within five business days after reporting the incident, please immediately contact the Executive Director.

Every report will be fully researched and corrective action will be taken where appropriate, up to and including discharge from any team member(s) who violates this policy. In addition, HWCEC will not allow any form of retaliation against individuals who report alleged violation of this policy or who cooperate in HWCEC’s investigation of such reports. Retaliation is unacceptable, and any form of retaliation in violation of this policy will result in disciplinary action, up to and including discharge.

+ Absenteeism Policy

Due to the nature of our business, we must have the required number of team members on hand to meet legal responsibility to the parents of the children enrolled in the Center. Therefore, it is imperative that team members are at work as scheduled. Attendance is tracked on an annual basis concurrent with the team member’s anniversary date.

Unable to Report to Work

When a team member is unable to report for work, he or she is required to notify a manager by telephone between 6:00 a.m. and 6:30 a.m. If the absence will be for more than one day, notification must be given to the Director of EC Operations. If available, Paid Time Off (PTO) must be used anytime a team member misses work.

“Excused” Absence

Is any absence that has been pre-approved by the Director of EC Operations or Team Leader. Days off due to personal illness or illness of an immediate family member may also be an “excused absence” if appropriate reporting documentation and requirements have been met. The documentation requirements and reporting include, but are not limited to, a medical report from a doctor and timely notification of illness.

“Unexcused” Absence

Is any absence that has not been pre-approved by the Director of EC Operations or a Team Leader, has not been reported in a timely manner, or has not supported by proper documentation. Unexcused absences will result in the following disciplinary action.

• 1-4 unexcused absences: Verbal Warning
• 5 unexcused absences: Written Coaching
• 6 unexcused absences: Disciplinary Probation
• 7 unexcused absences: Termination

Any failure to report in is an “unexcused” absence and may be grounds for disciplinary action up to and including termination. Paid Time Off (PTO) must be utilized for either an excused or unexcused absence.

“Excessive” Absence

Is any absence, either excused or unexcused, in excess of your Paid Time Off (PTO). More than five (5) excessive absences per year will be grounds for disciplinary action up to and including termination. Any absences in excess of your PTO will affect your evaluation.

If you are unable to report to work due to inclement weather, when Bentonville Schools are closed, those team members without any PTO time will not be sited with an excessive absence.

+ Tardiness Policy

Our schedule is planned according to the needs of the children.

You must be at the Center and in your room ready to be involved with the children at your scheduled time.

Team members are required to call in to report their tardiness and approximate arrival time so that plans may be made accordingly. Tardiness is considered anything less than two hours. Anything over two hours is considered an absence.

Excessive Tardiness

Is defined as more than 5 tardies in a six-month period and may be grounds for disciplinary action up to and including termination.

+ Break Schedule

A break schedule is prepared daily based on scheduled and unscheduled absences. Please make sure you arrive back from your break and in your scheduled classroom on time.

• Specific break times are to be requested in writing and are to be turned in to the Director of EC Operations AT LEAST 3 days in advance. This provides ample time for the Director of Early Childhood Operations to arrange classroom coverage. If an emergency presents itself – team members must see a Team Leader for approval. (Example: a team member needs a break from 2-3:30 instead of their normal 1-2:30 break)
• Extended breaks are to be requested by filling out a Request for Time Off Form and turning it in to the Director of EC Operations AT LEAST two weeks in advance. If an emergency presents itself team members must see the Director of EC Operations for approval. Note: Any additional time taken will need to be covered by PTO time. If the team member does not have PTO time to cover the additional time taken, it will be considered an excessive absence (see Absenteeism Policy in this section)
• Failure to follow these procedures may result in denial of request, loss of the hourly bonus and/or disciplinary action.
• If a team member is asked and agrees to come in early to cover ratio in the mornings, this does not necessarily mean that the team member will get off earlier than his/her normally scheduled time. A Team Leader will evaluate ratio needs and allow the team member to leave early, if possible.

+ Inclement Weather Policy

Every effort will be made to open the Center during inclement weather. Below will be our action steps if the Bentonville Schools are closed:

1. Automatic delayed opening of 8:00 a.m.
2. Staff are required to text Director of EC Operations (479-366-0680) by 6:00 a.m. with the following information:
   • NAME
   • YES (yes, I will be working)
   • NO (no, I am unable to drive safely or have no child care provisions)
   • TRY (I will make every effort to arrive. If I determine I cannot arrive safely by the delayed opening time or my regular scheduled time, I will contact the center immediately)
3. Decision to delay opening to later hour or full day closing will be made by 7:00 a.m. by the Executive Director and Board of Directors.
4. Staff will be contacted via text and/or email if a later opening or full day closing is made.

If the Center opens late or closes early due to inclement weather, you will be paid only for the time that you work on such day. In those few instances when the Center is closed an entire day, you will not be paid for time not worked. In both situations you may choose to utilize PTO time or go unpaid for the time not worked.

+ Family and Medical Leave Policy

After 12 months of employment, team members who have worked at least 1250 hours in the preceding 12 months are eligible for leave under the Family and Medical Leave Act.

Eligible Reasons for Leave

1. Leave will be granted for the following reasons:
2. For the birth or placement of a child for adoption or foster care
3. To care for an immediate family member (spouse, child or parent) with a serious medical condition
4. To take medical leave when the team member is unable to work because of a serious medical condition.
5. “Serious medical condition” means an illness, injury, impairment, or physical or mental condition that involves a period of treatment or incapacity):
   • With inpatient care (i.e. overnight stay) in a hospital, hospice or residential medical care facility.
   • Requiring absence of more than three calendar days from work, school or other regular duty.
   • Activity that also involves continuing treatment by a health care provider.
   • Continuing treatment by a health care provider for a chronic or long-term condition that is incurable or so serious that, if not treated, would result in a period of incapacity or more than three calendar days.

Policy Limitations

A leave taken for the birth of a child or the placement of an adopted or foster child must be taken within 12 months of the birth or placement of a child. Leaves to take care of a serious health condition may be taken on an intermittent or reduced schedule basis. The maximum time for each intermittent period is 12 weeks.

A 12 month period will be measured from the date you take your first leave. For instance, if you take 12 weeks beginning September 1st of the current year, you will not be eligible to use the Family Medical Leave again until September 1 of the following year.

Team member must have a medical release to return to work. The Center will work to meet reasonable restrictions.

Service Member Leave

Eligible team members with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies.

Service Member Leave Eligibility

A “qualifying exigency” arising out of a covered family member’s active duty or call to active duty in the Armed Forces in support of a contingency operation. (Leave Duration: up to 12 work weeks of leave during a 12-month period.)

To care for a covered family member (“next of kin”) who has incurred and injury or illness in the line of duty while on active duty in the Armed Forces provided that such injury or illness may render the family member medically unfit to perform duties of the member’s office, grade, rank or rating. (Leave Duration: up to 26 work weeks of leave during a single 12 month period. Leave may not exceed 26 weeks in a single 12 month period when it is combined with other FMLA qualifying leave).

Steps to Take to Initiate Family Medical Leave Policy

1. A request for leave, with the reason for the leave, should be submitted in writing to Human Resources. Human Resources will then schedule a time to meet to discuss and arrange the leave.
2. A team member is to provide at least 30 days written notice of the need to take a leave when the need is foreseeable, and as soon as possible when the need is unforeseeable.
3. When leave is requested for medical treatment(s), a team member should consult with Human Resources and make reasonable efforts to schedule the leave so as not to unduly disrupt the Center’s operations.
4. When the leave is for a serious medical condition you will be required to submit certification from a health care provider. Failure to provide the certification within 15 days of receipt can result in a denial or delay of the leave until the certification is presented. The Center reserves the right to require a second or third examination by a health care provider of the Center’s choice, however, at the Center’s expense.
5. The Center requires a team member to use up to a maximum of 70% of accrued Paid Time Off (PTO) during an approved leave. If a team member is on leave and his/her employment anniversary occurs during such time, the team member will be required to use 70% of accrued time earned. The remaining 30% may be used at the team member’s discretion.

For example, if a team member requested a leave under FMLA and had accrued 10 days, the team member would be required to use seven (7) days. The remaining three (3) days could be utilized for a future need. If the same team member was on a five (5) day leave, he/she would be required to use five (5) days of PTO, leaving a balance of (5) days.

When a team member request leave Human Resources will review PTO options. Holiday pay will not be accrued or paid while a team member is on FMLA.

+ Leave of Absence Procedure

A leave of absence is designed for a team member that has been employed less than one year. If employed over a year the FMLA policy will apply. A leave of absence is three or more consecutive days taken for the following reasons:

• Birth or placement of a child
• To care for an immediate family member (spouse, child or parent) with a serious medical condition
• To take medical leave when the team member is unable to work due to a serious medical condition

A leave of absence must be approved by Human Resources or the Executive Director and will be reviewed on a case by case basis. The team member must have a medical release to return to work. The Center will work to meet reasonable restrictions. The time allowed for a leave of absence will be 12 weeks within a 12-month period. Protections under FMLA will not apply to a leave of absence for team members employed less than 1 year.

Steps to Take a Leave of Absence

1. A request for leave, with the reason for the leave, should be submitted in writing to Human Resources. Human Resources will schedule a time to meet to discuss and arrange the leave.
2. A team member is to provide at least 30 days written notice of the need to take a leave when the need is foreseeable, and as soon as possible when the need is unforeseeable.
3. When leave is requested for medical treatment(s), a team member should consult with Human Resources and make reasonable efforts to schedule the leave so as not to unduly disrupt the Center’s operations.
4. When the leave is for a serious medical condition you will be required to submit certification from a health care provider. Failure to provide the certification within 15 days of receipt can result in a denial or delay of the leave until the certification is presented. The Center reserves the right to require a second or third examination by a health care provider of the Center’s choice, however, at the Center’s expense.
5. The Center requires a team member to use up to a maximum of 70% of accrued Paid Time Off (PTO) during an approved leave. If a team member is on leave and his/her employment anniversary occurs during such time, the team member will be required to use 70% of accrued time earned. The remaining 30% may be used at the team member’s discretion.

When a team member requests leave Human Resources will review PTO options. Holiday pay will not be accrued or paid while a team member is on FMLA.

+ Team Member Status When You Return to Work

At the conclusion of your leave you may return to the same or an equivalent job that you held prior to the leave. If the leave was for your own medical condition, you will be required to present a certification from your health care provider stating that you are able to return to work.

+ Communication Tools

Team meetings are mandatory; and will be held the first Monday of each month. If the Center is closed for any reason, the team meeting will automatically be rescheduled for the next Monday that is open for operation. Team members are encouraged to submit Team Meeting Agenda Items. The forms are located in the break room or at the front desk. Complete the form and place it in Human Resource’s mailbox.

The Helen R. Walton Children’s Enrichment Center operates with an “open communication” philosophy. It is our desire that you be informed and aware of pertinent issues regarding the Center. HWCEC has an open door policy; and staff is welcome to speak with any manager. Immediate information can be disseminated via the intercom system.

However, keeping each and every team member updated first-hand is not always possible. It will ultimately be the responsibility of the team member to check their email daily for notices and announcements.

+ Staff Dispute Resolution Procedure

If misunderstandings or conflicts arise, it is important that such matters be resolved before serious problems develop. Our expectation is that team members work together in a professional manner to resolve disagreements. Try to use the following steps to resolve a staff dispute:

1. Do not discuss the issue with any other co-workers. Address the issue directly with the co-worker involved.
2. If privacy is needed, request coverage for your classroom in order to speak with the co-worker in an office (such discussions are inappropriate in the classroom setting).
3. Share your concern in a calm manner.
4. Use “I” statement verses “you”. Example, “I’m concerned that I may have upset you.”
5. Listen with intent to understand the other person and to resolve the issue at hand.
6. Do not make the situation personal. Keep the conversation and your mindset professional.
7. Agree to disagree. At times co-workers may not see eye to eye. Have an appreciation for another person’s point of view.
8. If you cannot resolve the issue, please refer to the Complaint Resolution Procedure.

Conflict Resolution Training

Conflict Resolution Training is provided annually at HWCEC. All team members are required to complete the course in an effort to gain communication skills to overcome workplace conflicts.

+ Complaint Resolution Procedure

If misunderstandings or conflicts arise, it is important that such matters be resolved before serious problems develop. No team member will suffer any retaliation or penalty because they have utilized the complaint resolution procedure. Please follow these steps to resolve the situation:

1. Discuss the problem with Team Leader or Director of Early Childhood Operations. The Director can usually solve the problem on an informal basis. Make sure the Director of Early Childhood Operations understands that you are taking the first step of the formal complaint resolution procedure. If you do not believe a discussion with the Director of Early Childhood Operations is appropriate, proceed directly to Step 2.
2. Prepare a written statement to the Team Leader or Director of Early Childhood Operations.If your concerns are not resolved after speaking with the Director of Early Childhood Operations, prepare and send a written statement to the Director of Early Childhood Operations describing the nature of the problem and why Step 1 resolution was unsatisfactory. So that we can ensure prompt resolution of workplace problems, we ask that you do this within two weeks after Step 1. Please keep a copy of this statement for your records. The Director of Early Childhood Operations will respond in writing within one week.
3. Notify Human Resources or Executive DirectorIf you believe your problem is still not satisfactorily resolved after following Step 1 and 2, give your written statement and your Team Leader’s written reply to Human Resources or Executive Director. Again, please do this within two weeks of the time you receive your Team Leader’s written reply in Step 2 so that we can resolve your concern as quickly as possible. Human Resources or Executive Director will review your complaint and may want to discuss the situation with you. They will normally respond to you in writing within one week of the time the complaint is received.
4. Board of Directors Finally, if the problem still persists, and you would like further consideration of your concerns, be sure to raise your complaint with the Board of Directors.

+ Privacy Policy

• Recognition of Customer’s Expectation of Privacy
  • We recognize our clients expect us to protect the confidentiality of their personal information disclosed in the enrollment packet and other such paperwork.
• Sharing Client Information with Third Parties
  • Our policy is not to share information about our clients or former clients with any third party (non-HWCEC team member) unless you have received authorization from a member of management. We authorize our team members to access client information only in a situation where a valid business reason for knowing such information exists. Our team members have a responsibility to keep in confidence what is given to them in confidence. Our files and computer system are secure environments that protect client information from being accessed by unauthorized persons. Please respect our client’s privacy
• Client Records and Personal Data
  • Client records and personal data are never allowed to leave the facility without written authorization from a member of management. Copies of client records are kept in the front office, in the child’s classroom and on the computer system. Copies of client records should not be stored in any other location.
• Digital Confidentiality
  • Parents determine, upon enrollment, to sign or decline a photo release agreement. This decision is tracked in ProCare and reports are sent to teachers/staff. Even with a signed agreement, child or family photos may only be released to the public with a leadership member’s approval.
• Photos of children and/or families may never be used for non-HWCEC related work. For example, a teacher may not place photos on Facebook, Instagram, email or any media device.
  • Digital media should be limited to portfolios, classroom use, center bulletin boards, or other similar internal uses.
• Other uses of photos, such as HWCEC’s website, print materials or advertisement, must use a formal release. The Executive Director’s approval is required before obtaining the formal release.
• Upon Termination of Employment
  • Personal client information to include phone numbers and other contact information is confidential in nature and needs to be treated as such even after termination of employment. Whether the team member or the Center initiates termination, the team member may not contact clients or team members regarding any business related matter.
• Confidentiality of Information
  • In your job you will be exposed to a great deal of personal client information given to you or the Center in confidence by clients and fellow staff members. As early childhood professionals, it is our responsibility to ensure that what is given to us in confidence is kept in confidence. Special care must always be taken to ensure that such confidence is not broken.
  • The mishandling of information is grounds for immediate termination and or legal proceedings.

+ Information Systems Usage Policy

Telephones, computers, computer files, the e-mail system, and software furnished to team members are the property of Helen R. Walton Children’s Enrichment Center and are intended for business use. Team members should not use a password, access a file, or retrieve any stored communication without authorization. Under no circumstances should a team member divulge his or her computer passcode to anyone.

“Unofficial” Usage

The Center recognizes that some “unofficial”, non-business-related use will occur during the course of day-to-day activities. Through this policy, we seek to limit unofficial use to reasonable levels and specify prohibited activities. Our team members and leadership team are professionals and, as such, can recognize when unofficial use exceeds the “reasonableness” standard. The leadership team is already responsible for monitoring the activities of the teachers; monitoring use of information systems is included in that role. The Executive Director will assist the management team in this role by periodically monitoring system usage and reporting apparent excessive unofficial activity or evidence of prohibited activities.

Included in the concept of “reasonable” use are after-hours and weekend access. However, the same standards of conduct apply.

The Helen R. Walton Children’s Enrichment Center strives to maintain a workplace free of harassment and sensitive to the diversity of its team members. Therefore, the Center prohibits the use of computers and the e-mail system in ways that are disruptive, offensive to others, or harmful to morale.

For example, the display or transmission of sexually explicit images, messages, and cartoons is not permitted. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, inappropriate jokes, or anything that may be construed as harassment or showing disrespect for others.

Email Usage

Here are some points to keep in mind regarding professional e-mail conduct:

1. Be informal, not sloppy. Your colleagues may use commonly accepted abbreviations in e-mail, but when communicating with external customers, everyone should follow standard writing protocol. Your e-mail message reflects you and your company, so traditional spelling, grammar, and punctuation rules apply.
2. Keep messages brief and to the point. Just because you’re writing is grammatically correct does not mean that it has to be long. Concentrate on one subject per message whenever possible.
3. Use sentence case. USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. For emphasis, use asterisks or bold formatting to emphasize important words. Do not, however, use a lot of colors or graphics embedded in your message, because not everyone uses an e-mail program that can display them.
4. Use the blind copy and courtesy copy appropriately. Don't use BCC to keep others from seeing who you copied; it shows confidence when you directly CC anyone receiving a copy. Do use BCC, however, when sending to a large distribution list, so recipients won't have to see a huge list of names. Be cautious with your use of CC; overuse simply clutters inboxes. Copy only people who are directly involved.
5. Don't use e-mail as an excuse to avoid personal contact. Don't forget the value of face-to-face or even voice-to-voice communication. E-mail communication isn't appropriate when sending confusing or emotional messages. If you have an issue with someone, speak with that person directly. Don't use e-mail to avoid an uncomfortable situation or to cover up a mistake.
6. Remember that e-mail isn't private. E-mail is considered company property and can be retrieved, examined, and used in a court of law. Remember that e-mail can be forwarded, so unintended audiences may see what you've written. You might also inadvertently send something to the wrong party, so always keep the content professional.
7. Be sparing with group e-mail. Send group e-mail only when it's useful to every recipient. Use the "reply all" button only when compiling results requiring collective input and only if you have something to add.
8. Use the subject field to indicate content and purpose. Do not use acronyms. It's also a good practice to include the word "long" in the subject field, if necessary, so that the recipient knows that the message will take time to read.
9. Don't send chain letters, virus warnings, or junk mail. Always check with the Center’s IT company before sending out an alarm. Direct personal e-mail to your home e-mail account.
10. Remember that your tone can't be heard in e-mail. E-mail communication can't convey the nuances of verbal communication. In an attempt to infer tone of voice, some people use emoticons, but use them sparingly so that you don't appear unprofessional. Also, don't assume that using a smiley will diffuse a difficult message.
11. Use a signature that includes contact information. To ensure that people know who you are, include a signature that has your contact information, including your mailing address, and phone number.

Internet Access

Access to the Internet is provided to team members for Center related business use. This is a privilege, not a right. The following activities constitute abuse of that privilege:

• running continuous stock tickers,
• running continuous news services, and
• running non-business-related streaming video or audio

These activities waste network bandwidth and team member time and are therefore prohibited. Downloading pornographic images, video and audio are also prohibited.

Telephone Usage

Telephones and long-distance services are provided for business use. Team members are permitted to use telephones, including toll-free services for unofficial purposes, subject to the same “reasonableness” standard. Unapproved use of 900 services is prohibited.

WARNING: some toll-free services will switch a call to a 900 service after, sometimes subtly, asking the caller to “approve” continuing the call.

Software Usage

The Center purchases and licenses the use of various computer software for business purposes and does not own the copyright to this software of its related documentation. Copyright laws prohibit the unauthorized duplication of computer software unless authorized by the software developer. Unauthorized copying of computer software subject to copyright protection could result in legal action. Team members may only use software issued on the local network or on multiple machines according to the software license agreement. The Center prohibits the illegal duplication of software and its related documentation.

Team members should notify their Team Leader or the Executive Director upon learning of violations of this policy. Team members who violate this policy will be subject to disciplinary action, which could include suspension of Internet privileges, reimbursement of costs and other sanctions up to and including termination of employment.

+ Social Media

At the Helen R. Walton Children’s Enrichment Center, we understand that social media can be a fun and rewarding way to share your life and opinions with family, friends and co-workers around the world. However, use of social media also presents certain risks and carries with it certain responsibilities. To assist you in making responsible decisions about your use of social media, we have established these guidelines for appropriate use of social media.

Guidelines

In the rapidly expanding world of electronic communication, social media can mean many things. Social media includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else’s web log or blog, journal or diary, personal web site, social networking or affinity web site, web bulletin board or a chat room, whether or not associated or affiliated with HWCEC, as well as any other form of electronic communication.

Ultimately, you are solely responsible for what you post online. Before creating online content, consider some of the risks and rewards that are involved. Keep in mind that any of your conduct that adversely affects your job performance, the performance of fellow team members or otherwise adversely affects HWCEC families may result in disciplinary action up to and including termination. Inappropriate postings that may include discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct will not be tolerated and may subject you to disciplinary action up to and including termination.

Be respectful

Always be fair and courteous to fellow team members and HWCEC families. Also, keep in mind that you are more likely to resolve work-related complaints by speaking directly with your co-workers or by utilizing our open door policy than by posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating or that might constitute harassment or bullying. Examples of such conduct might include offensive posts meant to intentionally harm someone's reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, religion or any other status protected by law or company policy.

Be honest and accurate

Make sure you are always honest and accurate when posting information or news, and if you make a mistake, correct it quickly. Be open about any previous posts you have altered. Remember that the Internet archives almost everything; therefore, even deleted postings can be searched. Never post any information or rumors that you know to be false about HWCEC, fellow team members or HWCEC families.

Post only appropriate and respectful content

• Maintain the confidentiality of HWCEC’s private or confidential information. Do not post internal reports, policies, procedures or other internal business-related confidential communications.
• Do not create a link from your blog, website or other social networking site to the HWCEC website.
• Express only your personal opinions. Never represent yourself as a spokesperson for HWCEC. If HWCEC is a subject of the content you are creating, be clear and open about the fact that you are a team member and make it clear that your views do not represent those of HWCEC, fellow team members or HWCEC families. If you do publish a blog or post online related to the work you do or subjects associated with HWCEC, make it clear that you are not speaking on behalf of HWCEC. It is best to include a disclaimer such as “The postings on this site are my own and do not necessarily reflect the views of HWCEC.”

Using social media at work

Refrain from using social media while on work time or on equipment we provide, unless it is work-related as authorized by your supervisor. Do not use HWCEC email addresses to register on social networks, blogs or other online tools utilized for personal use.

Retaliation is prohibited

HWCEC prohibits taking negative action against any team member for reporting a possible deviation from this policy or for cooperating in an investigation. Any team member who retaliates against another team member for reporting a possible deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including termination.

+ Media Contacts

Team members should not speak to the media on HWCEC’s behalf without contacting the Executive Director.

Non-leadership team members should not speak to the media on HWCEC’s behalf without contacting the Executive Director.

The Executive Director and Director of Development are responsible and committed to disseminate information about our programs and activities and to be responsive to media inquiries. Press coverage is one way the center can receive positive visibility. The media contact policy defines the process for the release of official information. The policy also defines how information about the center is announced to the public. The leadership team is expected to follow this policy. All official center announcements, activities and statements may be communicated to the general public with approval from the Executive Director, Executive Board Member or the senior leadership member in charge. This includes:

• Proactively obtaining coverage in the news media through new releases and other means
• Releasing information about emergencies, weather, change in operating hours, official positions on issues involving the center and other events to which the press has reasonable claim
• Linking staff with reporters seeking their early childhood expertise
• Advertising
• Brand Identity
• Displays
• Graphic Design
• Marketing
• Photography
• Press Events, Special Events
• Promotions, Promotional Items
• Public Relations, News Releases
• Social Media
• Signage
• Website graphic, content (homepage)

News Releases/Media Advisories A good news release attracts the attention of the media as something they feel their audience would be interested in. It also generates publicity for the center. We will continue to promote newsworthy events that are timely and have local implications. All quotes and photos must be accompanied with signed release by the parent, team member or board member.

Responding to Media Inquiries

Your response to a media inquiry should be determined by the information being sought. For general information related to activities, events, and programming may be addressed by the appropriate manager. However, any other media inquiries should be forwarded to the Executive Director or Executive Board Members.

Other Public Relations Policies & Procedures

Stationery and business cards are the center’s most visible and frequently used forms of printed communication. These often provide external audiences with their first impression of HWCEC/ECIC. It is critical that consistent graphic standards and ordering procedures are followed to reinforce the center’s brand identity. HWCEC/ECIC stationery and business cards must be produced from the approved templates.

• Business cards and stationary are printed and ordered by the Business Coordinator

+ Alcohol Abuse Policy

The use of alcohol on the Center’s premises or during Center hours is strictly forbidden. Further, any use of alcohol at any time or place during work hours will not be tolerated and may result in termination.

+ Smoking Policy

Arkansas Law prohibits smoking in “daycare” facilities. The Campus is a smoke free zone; therefore, there is no smoking in personal vehicles, outside or anywhere on the grounds. This includes cigarettes, cigars, pipes, smokeless tobacco and electronic cigarettes.

+ Drug Abuse Policy

The Center continually strives to maintain a work environment which helps ensure the safety, security and well-being of its children, families and team members. A work environment, which embodies these features, will be more conducive to high work standards and quality early childhood service. Important to this effort will be a work place where drug use or involvement in illegal drug activity cannot be tolerated.

Drug Screening Process

In fulfilling our commitment to care and education for children, we feel it is essential to maintain a drug-free work place. The intended purpose of our drug-screening program is to test for the use or presence of illegal drugs.

Team members may be required to undergo drug screening when promoted to another position. Anyone employed at the Center may be required to undergo drug screening for what the Center considers reasonable and just cause.

Testing Positive for Drugs

Any team member who tests positive and is, therefore, found to have any detectable presence of illegal drugs is subject to immediate termination.

Refusal to Consent to Drug Screening

Team members who are required to undergo drug screenings for promotion or just cause in accordance with is policy will be required to sign a consent form prior to being tested. Refusal to sign a consent form for drug screening, when the Center feels there is a reasonable and just cause will be grounds for immediate termination.

+ Substance Abuse Policy Statement

The Helen R. Walton Children’s Enrichment Center is committed to providing a safe environment for children in our care, families and team members. That commitment is jeopardized when any team member illegally uses drugs on or off the job, comes to work under their influence, possesses, distributes or sells drugs in the workplace, or abuses alcohol on the job. Therefore, the Center has established the following policy:

• It is a violation of company policy for any team member to use, possess, sell, trade, offer for sale, or offer to buy illegal drugs or otherwise engage in the illegal use of drugs on or off the job.
• It is a violation of company policy for any team member to report to work under the influence of or while possessing in his or her body, blood or urine, illegal drugs in any detectable amount.
• It is a violation of company policy for any team member to report to work under the influence of or impaired by alcohol.
• It is a violation of the company policy for any team member to use prescription drugs illegally, i.e., to use prescription drugs that have not been legally obtained or in a manner or for a purpose other than as prescribed. However, nothing in this policy precludes the appropriate use of legally prescribed medications.
• The consumption or possession of alcoholic beverages on company premises is prohibited. A team member whose normal faculties are impaired due to alcoholic beverages, or whose breath alcohol level is at or above .04% while on duty/company business shall be guilty of misconduct, and shall be subject to discipline up to and including termination. Testing of blood for alcohol content may be used as an alternative method at the discretion of company officials.

Violations of this policy are subject to disciplinary action up to and including termination. The goal of this policy is to balance our respect for individuals with the need to maintain a safe, productive, and drug free environment. The intent of this policy is to send a clear message that the illegal use of drugs and the abuse of alcohol are incompatible with employment at the Center.

As a condition of employment, team members must abide by the terms of this policy and must notify the Center in writing of any conviction of a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction.

The company offers resource information on various means of team member assistance in our community, including but not limited to drug and alcohol abuse programs. Please contact Human Resources for more information. Team members may also use our Employee Assistance Program (refer to the Benefits section).

General Procedures

• Any team member reporting to work visibly impaired will be deemed unable to perform required duties and will not be allowed to work.
• If possible the team member’s Team Leader will first seek another leadership member’s opinion to confirm the team member’s status.
• Next, the supervisor will consult privately with the team member to determine the cause of the observation, including whether substance abuse has occurred.
• If, in the opinion of the supervisor, the team member is considered impaired, the team member will be taken to a medical facility by a company official.
• A drug or alcohol test may be in order. An impaired team member will not be allowed to drive.

Opportunity to Contest or Explain Test Results

Team members and job applicants who have a positive confirmed drug or alcohol test result may have the opportunity to explain or contest the result to the medical review officer or company official. If a team member’s or job applicant’s explanation or challenge is unsatisfactory, a positive test result will be recorded. A team member may contest the drug test result pursuant to rules adopted by the Arkansas Department of Labor.

Confidentiality

The confidentiality of any information received by the employer through a substance abuse testing program shall be maintained, except as otherwise provided by law.

Job Applicant Drug Testing

All job applicants who are extended a conditional job offer at the Center will undergo drug testing as a condition of employment. Any applicant with a confirmed positive test result will be denied employment and will not be considered for re-hire.

Applicants will be required to submit voluntarily to a urinalysis test at a laboratory chosen by the Center and by signing consent agreement will release the company from liability. If the physician, official, or lab personnel have reasonable suspicion to believe that the job applicant has tampered with the specimen, the applicant will not be considered for employment.

Team Member Drug and Alcohol Testing

The Helen R. Walton Children’s Enrichment Center has adopted testing practices to identify team members who use illegal drugs on and off the job or who abuse alcohol on the job. It shall be a condition of employment for all team members to submit to substance abuse testing under the following circumstances:

• When there is reasonable suspicion to believe that a team member is illegally using drugs or abusing alcohol. Reasonable suspicion is based on a belief that an team member is using or has used drugs or alcohol in violation of the employer’s policy drawn from specific objective and particular facts and reasonable inferences drawn from those facts in light of experience.

Among other things, such facts and inferences may be based upon, but not limited to the following:

• Observable phenomena while at work such as direct observation of substance abuse or of the physical symptoms or manifestations of being impaired due to substance abuse;
• Abnormal conduct or erratic behavior while at work or a significant deterioration in work performance;
• A report of substance abuse provided by a reliable and credible source;
• Evidence that an individual has tampered with any substance abuse test during his or her employment with the current employer;
• Information that an team member has caused or contributed to an accident while at work; or
• Evidence that a team member has used, possessed, sold, solicited, or transferred drugs while working or while on the employer’s premises or while operating the employer’s vehicle, machinery, or equipment.
• When team members have an on-the-job injury that requires more than first aid treatment, an employer may send team members for substance abuse testing.
• When team members are being offered a promotion, a drug test will be conducted.
• All team members will be subject to random drug testing.
• All current team members will be subject to substance abuse testing at the onset of this substance abuse policy statement at the discretion of Center officials without prior notification.

Refusal to Submit

Refusal to submit to a required substance abuse test is misconduct and shall be subject to discipline up to and including termination.

Adulterated Specimens

If an adulterated specimen result from the laboratory is received, the result will be considered the same as a positive result and the team member will be subject to discipline up to and including termination. Job applicants will not be considered for employment under this circumstance.

Dilute Specimens

If a dilute specimen result from the laboratory is received, the team member or job applicant will be required to submit to a second urine drug test. If the second urine drug test is dilute, the team member or job applicant may be referred to a medical review officer or physician for determination of the cause of the dilute specimen. Discipline may occur up to and including termination.

Substance testing will include a urinalysis screen will include, but is not limited to the drugs listed below. The Helen R. Walton Children’s Enrichment Center reserves the right to test for any other substances without prior notification.

• Amphetamines
• Cannabinoids
• Cocaine
• PCP
• Opiates
• Barbiturates
• Benzodiazepines
• Methaqualone
• Methadone
• Propoxyphene
• Breath alcohol testing

+ Team Member Disciplinary Procedures

In most instances, the Helen R. Walton Children’s Enrichment Center will attempt to correct problem behavior by corrective discipline.

However, in some instances, immediate discharge is warranted. Where corrective discipline is appropriate, one, any combination of, or all of the following steps may be taken:

1. Action: Written Verbal Coaching Document
2. Action: Written Coaching Document
3. Action: Probation
4. Action: Mandated Training
5. Action: Noted on Performance Evaluation
6. Action: Reduction or no merit increase during annual review process
7. Action: Ineligibility for promotion
8. Action: Demotion
9. Action: Termination

Disciplinary Probation

A part-time or full-time team member can be placed on probation due to disciplinary action. If a team member is placed on probation, accrual of paid time off will be suspended as well as holiday pay if a holiday falls during the probationary period.

Sexual Harassment Policy

The Helen R. Walton Children’s Enrichment Center wants it clearly understood that HARASSMENT including sexual harassment or harassment based on sex, race, creed, color, disability, veteran status, age, or nationality, will not be tolerated.

All complaints of harassment of any sort will be immediately and thoroughly investigated. Violation of this harassment policy will result in discipline, up to immediate discharge, depending on the circumstances.

Sexual harassment includes engaging in or condoning any “unwelcome” sexual advance, request for sexual favors, and other verbal or physical conduct of a sexual nature when:

• Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment.
• Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual.
• Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an “intimidating, hostile, or offensive working environment.”

“No Hostile Environment”

Among other things, this “No Hostile Environment” means:

• No passing around or making accessible any materials or objects of a sexual nature,
• No sexual gestures,
• No touching of others who object.
• No one is to “push” another for a date or any other meeting or association.
• Also, watch your language. Cursing people and/or using inappropriate terms or language is clearly unacceptable and will not be tolerated.

+ Reporting Harassment

Anyone harassed may safely report and should report such harassment immediately to their Human Resource Manager or Executive Director, or if they would feel more comfortable, to any member of management.

Everyone’s privacy will be respected to the extent practical. No one shall suffer any retaliation or penalty because they have reported experiencing or witnessing harassment of any sort.

+ Accidents to Team Members Policy

If you are injured at the Helen R. Walton Children’s Enrichment Center you must notify the Director of EC Operations or Human Resources immediately, regardless of the seriousness of the injury.
An incident report and other forms must be completed in order to satisfy the requirements of the Arkansas Workers’ Compensation Law. The incident report must be completed by the end of the day on which the injury happened.

Security Doors Policy

• ALWAYS allow a parent to enter before you. Remember, they are our customers.
• ALWAYS use your own code to enter during work hours. Do not enter behind a parent. We ask parents not to allow individuals to pass through on their code.
• PLEASE do not challenge parents when ask you not to enter behind them. When a parent asks you not to follow through on their code, they are trying to follow safety protocol. Please be kind, by thanking them for following the policy – wait - and enter on the code(s) provided to you.
• EXCEPTION: Typically, there is an administrative person at the front desk. Since they receive general information about employment statuses, it is safe for such individuals to buzz you in.

+ Personal Phone Calls

Personal phone calls should be made only during your breaks unless it is an emergency. If you receive a call, you will not be called out of your classroom. A message will be taken and placed on ProCare for you to retrieve when you clock in or out. You may return calls on your break.

We expect you to discourage people from calling you while you are at work. We realize that emergencies may arise; however, other calls should be made and received outside work hours.

No personal cell phones may be utilized or kept on person while at work. Cell phones usage must be limited to the staff break room or outside of the facility during break times or non-work hours.

+ Visitors

Team members, parents or guardians, and any individual authorized by leadership may enter the building. All other persons entering the building are deemed visitors.

Visitors must be approved by a leadership member, before being admitted through the front door. Special guests must be scheduled in advance and approved by a Team Leader. All visitors must comply with the Raptor system requirements.

Personal visits are not acceptable during working hours. We realize that emergencies may arise, in which case, you will be paged and a substitute will take your position while you go to the front desk to handle your personal matters.

Personal visitors will not be allowed in the main building.

+ Dress Code for Team Members

The Helen R. Walton Children’s Enrichment Center requires that all team members maintain a business-like appearance. All team members are expected to be neat, well-groomed and appropriately dressed while at work. Team members are required to wear company shirts with denim jeans, black pants, or khaki colored pants. Teaching team members must wear closed-toe shoes with a minimum of a strap on the back of the shoe.

Dress code for administrative and leadership team members is business casual. For select meetings and tours, business attire may be required.

All team members will be provided 5 shirts upon employment from an approved selection of styles and colors. Upon anniversary date, team members will receive additional shirts/jacket, based on funding.

Accidents do happen in early childhood settings; therefore, it is highly recommended that each team member have an extra set of clothes.

Prohibited Attire for all team members:

• Dirty or ripped clothing
• Excessively wrinkled clothing
• Clothing that may be revealing
• Stretch pants, leggings, sweat suits, jogging attire
• Flip flops

If a team member does not meet the dress code, he/she will be sent home to change. Such time will not be compensated.

Additional Requirements:

• No visible tattoos
  • Ensure that all visible tattoos are covered during work hours. We explain to our children not to “write” on themselves. A tattoo sends a mixed message to the young child.
• No facial piercings (with exception of earrings)
  • We explain to our children not to put items in their nose and/or mouth. Therefore, it sends a mixed message when team members have facial piercings.

Warm Weather Months:

With Director of EC Operations’ approval, during the summer months all team members may wear shorts or Capri’s from June 1 through the Friday before school starts in August.

• Shorts must be no shorter than a dollar bills width higher than the knee
• No frayed edges or holes

+ Solicitation of Parent(s)

Team members are prohibited from soliciting Helen R. Walton Children Enrichment Center parents, verbally or in writing, for any services, goods, products, or donations.

+ Interactions with Children

Interactions should be meaningful and positive between team members and children. At minimum interactions should include actions such as:

• Comfort children who are upset
• Engage in frequent, multiple and rich social interchanged such as smiling, conversation, touching and singing
• Interact with children by being their play partner as well as protector
• Help children identify and label feelings by being attuned to children’s needs
• Communicate consistently with parents
• Interact with children and develop a relationship in the context of everyday routines

+ Relationship-Based Practices

Infant and toddler teachers need to promote consistency through relationship-based practices. Some practices may include:

• Respond promptly to cries and calls of distress by verbally acknowledging, gently touching and holding children
• Engage children in frequent rich social exchanges in a variety of ways; for example, holding, patting, making frequent eye contact, smiling, singing and using a pleasant calm voice in conversation
• Engage children in frequent positive social exchanges during routine care such as eating, diaper changing, toileting and preparing for rest
• Provide consistent emotional support to infant and toddlers by acknowledging their feelings and emotions and providing physical and verbal support
• Communicate consistently with parents/guardians by greeting them warmly and exchanging information that promotes continuity between the center and the child’s home
• Engage in play activities with children by providing a safe environment to explore, modeling play behavior such as imagination and use of toys and equipment, and providing verbal encouragement and support

+ What Every Child Needs for a Good Self-Concept

• Love: Every child needs to feel that their parents love, want, enjoy them, that they matter, and that there are people nearby who care what happens to them.

• Acceptance: Every child needs to believe that their parents and teachers like them just the way they are, all the time, not just when they approve of how they’re behaving.

• Security: Every child needs to know that their home and school are good places, where their parents and teachers will always be near, that they belong to a family or group, and that there is a place where they fit in.

• Protection: Every child needs to feel that their parents and teachers will keep them safe from harm, and will help them when facing strange, unknown, and frightening situations.

• Independence: Every child needs to know that their parents and teachers want them to grow up, encourage them to try new things, and have confidence in them and their ability to do things for and by themselves.

• Faith: Every child needs to have a set of moral standards to live by and belief in the values of kindness, courage, honesty, generosity, and justice.

• Guidance: Every child needs to have friendly help learning how to behave toward peers, grown-ups and things around them and be shown by example how to get along with others.

• Limits: Every child needs to know that there is a limit to what they are permitted to do and that their teachers and parents will hold them to these limits.

+ Discipline Policy

The Center’s philosophy regarding discipline is that it is intended to help children learn self-discipline and develop a positive self-concept. This includes teaching children to be aware of responsibility for his/her actions, accepting themselves, their limitations and their talents. We believe that this can best be accomplished through close supervision, gentle guidance, redirection and school – home cooperation.

The discipline strategies that we use are intended to teach children to be self-directed and exhibit self-control. Most importantly, the Center’s goal is for children to learn the social and emotional skills to live in harmony with each other.

These strategies include:

• Maintaining individualized, age and developmentally appropriate expectations of children.
• Providing clear, simple and consistent limits.
• Providing an environment that keeps children engaged in developmentally appropriate activities to prevent problems from occurring.
• Modeling appropriate behaviors, reminding children of expectations and rules.
• Redirecting inappropriate behaviors toward desired outcomes.
• Giving children choices between two appropriate alternatives.
• Encouraging children to work together to solve problems.
• Encouraging children to use their words to solve problems or to elicit peer cooperation.
• Providing logical and natural consequences for children’s actions.
• Removing children from the situation until they are able to discuss the issue and/or calm down (Time-out or Cool Down Time: this is used only for children two and older and must be appropriate for their age).
• Exploring behavior issues and possible school - home solutions with parents/guardians.

Discipline strategies are never:

• Humiliating, punitive, frightening, physically harmful, or associated with food or toileting.

Unacceptable Forms of Discipline The following should never be used as disciplinary measures:

• Spanking
• Harsh treatment
• Washing mouth with soap
• Taping or obstructing the child’s mouth
• Placing unpleasant or painful tasting substances in the child’s mouth
• Verbally abusive language
• Isolation without supervision
• Placing the child in dark areas
• Inflicting physical pain
• Threatening to put an older child in diapers
• Yelling

+ Children’s Behavior Challenges

If behavior guidance measures have failed and a child’s behavior continues to be a challenge, contact a Team Leader or the Director of Early Childhood Operations. The Team Leader or Director of Early Childhood Operations will:

1. Observe the child
2. Provide Teacher Checklist – Preventing Expulsion
3. Contact Behavior Help Requests
   • On July 1, 2016, the Division of Child Care and Early Childhood Education implemented a new system called Behavior Help to assist with behavioral challenges in young children. Once we submit a request, (see below for more information regarding request forms) the DCCECE Behavior Help team will contact you as quickly as possible. If we have not been contacted within 3 business days, please email behaviorhelp@dhs.arkansas.gov
   • Go to www.behaviorhelponline.org to find request forms
4. Set up a parent/teacher conference
5. Request observation from Regional Therapy Services

+ Procedures for Handling Biting

Biting another child is one of the more unacceptable aggressive behaviors in our society. The parent of the child who has been bitten is usually upset and worried about the risk of infection.

Children usually start biting around one year old when they start teething. Most children learn to bite in a playful manner and then are spurred on because the parents think that biting is cute, thus teaching the child that biting is a game.

The causes of biting usually include; the child wanting a reaction, a way for the child to explore new surfaces, and a way to relieve frustration and get something from another child.

How to manage biting:

• Don’t overreact.
• Tell the child that if he/she wants something he/she should come to you for it and not bite.
• Offer the child something he or she can bite:
• Biting bracelet
• Teething toy
• Don’t bite a child for biting someone else. Eliminate any ‘love-bites’. This may teach the child that it’s acceptable or alright to bite.
• Teach the child what he/she can do instead of biting, like using words.
• Teach them that biting hurts others:
• Show the biter how it hurts his or her friend
• Use books as a visual way to explain behavior
• Intervene with a strong message without frightening the child. Say “we don’t put friends in our mouth” firmly while making direct eye contact.
• Teach other children to say “NO” when they are frightened of being bitten and praise children for not biting.
• After the bite has occurred, redirect the child to an activity. If the child feels chastised and disliked, the behavior may increase.
• Comfort the child that was bitten.

+ Child Guidance Overview

All guidance should be positive; concentrating on what the child can do rather than what he/she cannot do.

Inappropriate behavior should be redirected, but not emphasized.

At times when corrective behavior is required, time-outs may be used if necessary but used only for willful disobedience such as hurting others or destroying personal property. Children are not to be placed in cribs, but separated from their peers for a short period of time.

Time-out may not exceed 1 minute per age of the child for children three years of age and older.

Child Guidance Terms

Discipline: Control and direction of behavior in the context of daily living. Training which corrects, molds, strengthens, or perfects.

Guidance: That done with or for a child; preparing the child for socially acceptable behavior in the future.

Punishment: A penalty towards a child.

+ Suggested Child Guidance Practices

1. State directions in a positive manner, telling the child what to do instead of what not to do. Ex: “The broom is for sweeping” rather than “don’t hit John with the broom”.

2. Speak calmly in a low voice to children. Walk to the child instead of calling across the room. Get on the child’s level, physically and intellectually, when talking to them. Your voice sets the emotional climate in the room, speaking in a calm, quiet voice/whisper will have a better effect on the children. Calm children can become excited by a nervous or cross teacher.

3. Offer simple choices to the children as often as possible, but only when you mean to accept their decision. Ex: If you say “Do you want to go in now and have a snack?” you’ve offered a choice of staying out or going in. Don’t forget that complex choices can confuse children.

4. Children need the opportunity to grow in independence, so only give minimal help to children, being sure to help when they really need it.

5. Avoid comparing children.

6. Avoid unnecessary conversations with other adults so you will not be distracted from your children.

7. If you are responsible for an entire room/group which is spread out, it is easier to stand while supervising. However, if you are supervising a smaller group in quiet play, the children may be more comfortable if you sit.

8. Younger children may or may not participate in circle time activities, depending on their interests at the time. Avoid urging the child to participate in group activity if he/she is not ready to enter the group. On-looker activity is normal, often desirable, and very common with new enrollees and younger children. The child may be made tense and more withdrawn by too much adult insistence. Children will usually participate after a few months.

9. Limits are necessary for the safety and welfare of the individual child and the group. When giving limits, be consistent, recognize the child’s feelings and try to avoid frustrating the child with unnecessary limitations. Set rules firmly when they are necessary and accompany the limitation with redirection. Give reminders, and if these are not effective, use intervention or removal from a group. Try to intervene before the child attacks or injures another child. Gentle directions are preferable over excessive limitation.

10. If a child has possession of a toy for a long period of time, encourage them to give someone else a turn if a child is waiting. If you promise the child another turn later, make sure to honor that promise. If the child leaves a toy for other play, he loses possession of that toy. Young children are not developmentally ready to understand the concept of waiting/sharing, so try to redirect them to another activity while they wait for a toy.

11. Children may tear down their block structures, but not the structures of others.

12. Role model good manners but using “please” and “thank you”.

13. Keep conversations and interactions positive. Do not use negative terms, sarcasm or teasing towards children. We want to do all we can to encourage positive self-esteem among the children and words such as “gross”, “messy” and “stinky” do not accomplish this. Negative facial expressions are also inappropriate.

14. Move children between activities by lining up or using transitional activities. Prepare enough activities in advance to keep children busy. Use “fun” transitional activities, such as singing, foot movement (hopping) or pretending to be animals.

15. Speak clearly and concisely with children. Interact with them instead of about them when possible. Keep conversations simple with children. Say the words correctly instead of repeating their wrong pronunciations. Talk to them about objects and events around them. With infants, accept any attempt at a word but repeat it correctly when responding to avoid “baby talk”. Ask Questions.

16. Redirect, Redirect, Redirect!

+ Positive Guidance Techniques

There are two types of guidance, including indirect and direct. Indirect guidance is aimed at the environment, while direct guidance is directed toward the child.

Indirect Guidance Try to prevent problems before they arise. The eight most common ways of indirect guidance are:

• Selection of appropriate equipment
• Room arrangement
• Rotate materials frequently
• Schedules that alternate between active and quiet activities
• Provide time for rest
• Prepare children for changes in routine
• Provide materials and activities for the release of feelings
• Prevent boredom

Direct Guidance When using direct guidance it’s important to let the child know that you like them even if you don’t like their behavior. The four methods of direct guidance are:

• Redirection: Distract the child by drawing them away from their inappropriate behavior and engage them in a more appropriate activity. This is better than trying to explain why the child’s behavior is inappropriate because the child will often not understand complicated explanations.

• Cool Down Time: If a preschool child is not ready to discuss the situation ask him/her to sit down. Tell the child that when he/she is ready to discuss the situation they may come and talk with you. Keep your voice calm and neutral. Time out should be used sparingly. Time out is not acceptable for infants or toddlers. For preschool children and older, only place a child in time out for a maximum of one minute for every year of age. A 4-year old should only be place in time out a maximum of 4 minutes.

• Problem Solving: Teaching the child to work out problems themselves. The most common methods are:
  • Showing the child how to perform an action which may stop behaviors due to frustration.
  • Give the child gentle reminders in order to resolve the situation on their own.
  • Help the child to find alternatives by using the following steps:
    • Help verbalize the situation
    • Ask him or her to find ways to resolve the situation.
    • State a way to solve the problem if the child has no suggestions.
    • Role play the situation.
    • Be sure to always praise the child when a problem has been solved.
• Reinforcement: Children need reinforcement. This makes reinforcement the most effective method of guidance. There are two ways to reinforce appropriate behavior:
  • Positive reinforcement is done by praising the child: smiling, hugging, patting, nodding approval, and giving the child leadership roles/important tasks.
  • Negative reinforcement, or not reinforcing negative behavior, is done by; not saying anything to the child, not looking at the child, not reacting to negative behavior, not becoming tense, not talking about it afterwards, and asking any adult present to also ignore the behavior. It is important to be consistent when using negative reinforcement.

Each of these methods provides a positive way to guide children into acquiring control of their behavior. When using any of these methods it is vital that they know that you still care about them, so be sure to think about what you're saying before you say it. Children want your love so please guide the children with care.

+ Behavior Guidance – Disciplinary Procedure

It is important to know your personal limits. If you become frustrated while working with children:

• step away from the situation for a moment
• ask your co-worker for assistance
• call the front desk for a 5 or 10 minute “breather”

In most instances, the Helen R. Walton Children’s Enrichment Center will partner with the team member to improve work performance. This can be accomplished through coaching sessions, training, mentoring, or corrective discipline. However, in some instances, immediate discharge is warranted.

If it is deemed by management that a team member used an inappropriate behavior guidance technique, the following disciplinary actions up to and including termination may occur:

Automatic Disciplinary Action:

• Action: Written Coaching Document
• Action: 60 Day Probation
• Action: Review behavior guidance policies and/or complete a behavior guidance training
• Action: Noted on performance evaluation

Additional disciplinary actions depending of severity of situation:

• Action: Team member will not receive a merit increase at annual review process
• Action: Team member will not be eligible for a promotion for up to 12 months from date of incident
• Action: Termination

If a team member physically or emotionally harms a child, the team member will be terminated immediately. Each situation will be reviewed on a case by case basis. Management has the rights to enforce the above disciplinary actions or terminate an team member based on the severity of the situation.

If no further incidents occur within 12 months from date of original incident, the matter is considered resolved. At which time, the employee is considered to have a clean record and no further disciplinary action will occur based on said situation.

+ Child Bathroom Supervision Policy

One team member will supervise the bathroom during times of use.

• Preschool Classrooms: Each classroom has two restrooms with one fixture in each bathroom. When a child uses the restroom, a team member must monitor the bathroom. Only one child may be in a bathroom at any given time.

• Continuity Classrooms: In continuity classrooms, a team member will supervise and assist children during bathroom visits. As there is only one toilet, no more than one child should be using the restroom at a given time.

+ Child Safety - Classroom Supervision

NEVER leave a room of children unattended. The Minimum Licensing Requirements published by Arkansas Department of Human Services states, “At no time shall children be left unsupervised or unattended”.

The Helen R. Walton Children’s Enrichment Center requires that each teacher has full accountability of his or her assigned children at all times. You cannot leave your children unattended at any time. If a child is left unsupervised for any reason, whether in your direct care or not, the violation must be reported to a member of management immediately.

• In an Emergency: If an emergency presents itself that requires you to leave your classroom, you must call the front desk for assistance. Do not leave your assigned classroom unattended, wait for assistance to arrive.

• Disciplinary Action: If a child is left unattended while under your supervision, the following disciplinary actions, up to and including termination may occur:

Automatic Disciplinary Action:

• Action: Written Coaching Document
• Action: 60 Day Probation
• Action: Review methods to verify presence of all children
• Action: Noted on performance evaluation

Additional disciplinary actions depending of severity of situation:

• Action: Team member will not receive a merit increase during annual review
• Action: Team member will not be eligible for a promotion for up to 12 months from date of incident
• Action: Termination

If it is deemed by management that a child has been left unattended intentionally, the team member will be terminated immediately. Each situation will be reviewed on a case by case basis.

+ Child Safety - Classroom Supervision Continued

Management has the right to enforce the above disciplinary actions or terminate a team member based on the severity of the situation.

If no further incidents occur within 12 months from date of original incident, the matter is considered resolved. At which time, the team member is considered to have a clean record and no further disciplinary action will occur based on said situation.

+ Staff/Child Ratio

Each team member is responsible for maintaining classroom ratios at all times. The management team has provided checks and balances to ensure ratios are maintained at all times. Please refer to the class list procedure. Ratios and class lists are checked routinely during drills, transitions and sporadic checks.

HWCEC Standard Ratios

• Continuity (rooms 1–12) - 1:4
• Young Preschool (rooms 13-14) - 1:5
• Preschool (rooms 15-18)- 1:8
• Pre-K (rooms 19-21) - 1:9

There are times in which we over enroll classrooms. Such instances may include necessary internal moves, assisting team members and current families, or emergency cases from DHS, foster care or other crisis.

CATCH-22 Ratios

When unforeseen situations present themselves, the catch-22 ratios may be used (see chart below). Team members may NEVER exceed Catch-22 ratios. If another child arrives that would exceed the ratios listed below, the team member must call the front desk for immediate ratio assistance. Please ask the parent to remain in the classroom, until another team member arrives to assist you.

“Catch-22” situations may include, but are not limited to, significant unscheduled absences, (i.e. flu season) and unanticipated staff vacancies. If you have any questions call for management assistance immediately. Other times in which these ratios would be used are at opening and closing timeframes.

• Continuity Rooms (rooms 1-12)
  • USE WHEN ONE (1) TEACHER is in room - 1:4
  • ONLY USE WHEN TWO (2) TEACHERS are in room (Minimum Licensing Requirement) - 1:5
• Young Preschool (rooms 13-14)
  • USE WHEN ONE (1) TEACHER is in room - 1:5
  • ONLY USE WHEN TWO (2) TEACHERS are in room (Minimum Licensing Requirement) - 1:8
• Preschool (rooms 15-18)
  • USE WHEN ONE (1) TEACHER is in room - 1:8
  • ONLY USE WHEN TWO (2) TEACHERS are in room (Minimum Licensing Requirement) - 1:12
• Pre-K (rooms 19-21)
  • USE WHEN ONE (1) TEACHER is in room - 1:9
  • ONLY USE WHEN TWO (2) TEACHERS are in room (Minimum Licensing Requirement) - 1:15

+ Additional Safety Tips

Bells on preschool classroom doors: Bells are occasionally installed on the preschool classroom doors to alert teachers. It will give teachers an auditory alert that a parent, team member or child has opened the door. Turn your attention to the door to ensure a child does not leave the classroom without proper supervision. If you feel your classroom can benefit from the use of a bell, contact your team leader.

Classroom doors: Remind your parents to keep classroom doors closed at all times. This is a safety issue and is critical for parents to follow through on. If a parent has questions, direct them to a member of management. If your classroom door was left open, stop what you are doing. Immediately do a head count and ensure you have every child accounted for. If you have any problems, call for assistance.

Siblings: If you ever find a child, HWCEC or older sibling, without a parent, STAY WITH THE CHILD and call for assistance (or until the parent catches up – children are fast). Frequent notices are sent out to parents reminding them that older children should not be left unattended in cars, parking lot, or common areas.

Team Member Disciplinary Procedures

In most instances, the Helen R. Walton Children’s Enrichment Center will partner with the team member to improve work performance. This can be accomplished through coaching sessions, training, mentoring, or corrective discipline. However, in some instances, immediate discharge is warranted.

If a classroom has been left out of ratios, as listed in the Catch-22 chart, the following disciplinary actions, up to and including termination may occur:

Automatic Disciplinary Action:

• Action: Written Coaching Document
• Action: 60 Day Probation
• Action: Review required ratios
• Action: Noted on performance evaluation

Additional disciplinary actions depending of severity of situation:

• Action: Team member will not receive a merit increase during annual review process
• Action: Team member will not be eligible for a promotion for up to 12 months from date of incident
• Action: Termination

If a team member intentionally leaves a classroom out of ratio the team member will be terminated immediately. Each situation will be reviewed on a case by case basis. Management has the right to enforce the above disciplinary actions or terminate a team member based on the severity of the situation.

If no further incidents occur within 12 months from date of original incident, the matter is considered resolved. At which time, the team member is considered to have a clean record and no further disciplinary action will occur based on said situation.

+ Class List – Classroom Supervision

• Each teacher is to use a small notebook, clip board or similar tool to maintain a class list (tool must be accessible and can be carried with a team member at all times)
• As a child enters the classroom, a teacher is to note the child’s arrival on the class roster located on the bulletin board and write the child’s name on his/her class list. Ensure the other teacher is aware of the child’s arrival and has marked his/her list accordingly.
• If the class is someplace other than the classroom when a parent drops off a child, the child’s name must be added to the class list. When the class arrives back in their classroom, the child’s name must be checked off on the class roster located on the bulletin board
• The class list must be numbered so that team members have an accurate count of all children
• Anytime the class leaves the room for any reason, the class list must be carried by the teachers
• As the children move from the classroom to any designation, the team members must stop and count all the children at every doorway (interior and exterior)
• The teachers must communicate to each staff member walking with the class to ensure accurate counts
• A teacher should never assume the other teacher has an accurate count, he/she must also do a count to ensure accuracy
• If a team member leaves the room for any reason, the class list must be given to the team member providing you temporary relief (i.e. break) or placed at an agreed upon location
• When a team member enters a classroom they must ask how many children are in the class, count the children for themselves, and verify each child against the list to ensure the count is accurate
• As children leave at the end of the day, the teacher shall mark each child’s name off the list as an indication that the child has been picked up

+ Leaving Any Campus Setting – Child Supervision

A “campus setting” is defined as any space in the facility the children are utilizing (i.e. gross motor room, playscape, classroom, children’s kitchen).

Two or More Teachers Supervising Children

• Anytime the class leaves the room for any reason, the class list must be carried by each teacher
• A teacher must inspect the room to ensure all children are accounted for:
  • While children are being transitioned (i.e. preparing to walk out the door), a teacher will inspect the room to ensure no children are not in learning centers, behind shelves, bathrooms, or other areas
  • Each individual child must be accounted for by name on classroom list and by an accurate count of the room’s attendance for the day – see example below

Koala Bear Class List – December 5, 2006

1. John
2. Beth
3. Samantha
4. Sam
5. Bill
6. Tiffany
7. Troy

7

7 children are in attendance and in line (figuratively).

Each child has been individually checked by name against the list (Beth is on the list and Beth is in line, John is on the list and John is in line, etc.)

• As the children move from one space to another, the team members must stop and count all the children at every doorway or hallway turn (interior and exterior)
• The teachers must communicate to each team member walking with the class to ensure accurate counts and verification of actual children (John, Beth, Troy, etc.)
• A teacher should never assume the other teacher has an accurate count, he/she must also do a count to ensure accuracy

Continuity Rooms Only: Continuity rooms (room 1-12) may split into two groups leaving one teacher in the classroom (i.e. one teacher takes no more than 6 children to the playscape or gross motor room while one teacher remains in the classroom to feed children or monitor sleeping babies)

One Teacher Supervising Children

• Anytime the class leaves the room for any reason, the class list must be carried by the teacher
• In order to ensure all children are accounted for, the teacher must call for administrative assistance
  • A secondary person will come to the teacher’s aid to verify count, accuracy of each child, and to inspect the space the classroom is leaving
  • The secondary person will assist the classroom to their destination based on the teacher’s request or if it is a sizable group of children (i.e. 1 teacher to 12 children)
  • Do not leave the space until the secondary person has verified count, inspected the space and is in agreement that all children are accounted for

+ General Supervision of Children

• Classes will not “split” without permission from management. Splitting is defined as one group of children being split into two groups (i.e. one teacher taking a portion of the children to the playground while the other teacher remains in the classroom with students to finish cleaning).
• When a classroom merges or shifts children into another room, the teachers will note on each class list where the children are and which children they are still responsible for.
• A teacher must utilize a tracking mechanism to ensure an accurate count (actual number) of children on his/her class list. See your team leader for examples.

Example 1: Jamie and Susan are in the Tiger class (room 6); and will be visiting the Leopards class (room 5). I now have 5 children.

Tigers Class List – November 11, 2006

1. Beth
2. Susan (5)
3. Jake
4. Sam
5. Jamie (5)
6. Dillon
7. Collin

5

Leopards Class List – November 11, 2006

1. Kathy
2. Ann
3. Tony
4. Todd
5. Taylor
6. Susan (from rm. 6)
7. Jamie (from rm. 6)

7

Example 2: If a manager splits your class (i.e. a portion of students to playground and a portion of students remain in the classroom) this will be the manager’s procedure for the teachers:

Ms. Kadia (goes to playground)

Cubs – November 11, 2006

1. Jake (inside)
2. Sam
3. Bill (inside)
4. Ted
5. Katelyn (inside)
6. Corbin (inside)
7. Caroline (inside)
8. Hudson (inside)
9. Lilli (inside)
10. Sophie
11. Grace
12. Mary

5

Ms. Bethany (remains inside)

Cubs – November 11, 2006

1. Jake
2. Sam (playground)
3. Bill
4. Ted (playground)
5. Katelyn
6. Corbin
7. Caroline
8. Hudson
9. Lilli
10. Sophie (playground)
11. Grace (playground)
12. Mary (playground)

7

+ Class List Notations When a Child Leaves the Group

There are a variety of reasons why a child or children may leave the group or classroom. Below are different notations that can be used to indicate where a child is at all times.

Notation/Purpose

• TB: Tumble Bus
• D: Dance
• RR: Reach for Reading
• TH: Therapy
• HF: Happy Feet
• S: Spanish
• (room #: Visiting room
• Scratch name off: Child left for the day

If you ever have questions, DO NOT leave the space you are in and call for assistance (level 1 assistance).

+ Naptime Guidelines

• Children are encouraged to lie quietly, but they do not have to sleep.
• Children that do not fall asleep shall be provided activities on their cots, table activities or center play that will not wake others. Children must be under direct supervision at all times.
• Teachers may sit on the floor and pat the children to sleep but not lie on the floor themselves.
• Teachers are expected to be alert to the needs of the children at all times and disciplinary action will be taken if an team member is found asleep or suspected of sleeping during work hours.
• Naptime allows time for teachers to plan and prepare curriculum and activities. This time may be used for updating child portfolios and documenting children’s learning and development. This supervised rest period shall not be scheduled to exceed the two-hour time limit stipulated by state guidelines.
• Sleeping children must be checked every thirty (30) minutes for preschool and every fifteen (15) minutes for infants/toddlers, which means actually going to each child and making sure that they are breathing without obstruction.
• Naptime duties for teachers include:
  • Shelves are to be organized and wiped down
  • Cubbies organized
  • Floors swept
  • Floors spot mopped as needed
  • Activities prepared for afternoon or next day as assigned by lead teacher
  • Mouthed toys washed and let air dry
  • Tables and chairs cleaned weekly
  • Walls wiped down weekly and as needed

+ Child Safety – Lifting a Child

The proper lifting technique is designed to support the child and avoid possible injury, such as joint displacement, ligament injury or worse.

PROPER LIFTING TECHNIQUE: When lifting a child it is essential that you do this with one hand on either side of the body under the arm (around the midsection or the bodice of the child).

• NEVER pull a child up by the hands. Pulling on hands or forearms can add stress to joints such as elbows and wrists. This includes toddlers and infant.
• ACTION: Lift a child by placing both hands under the arms of the child (around the midsection or bodice of the child). This is the ONLY appropriate method for picking up a child.
• NEVERswing a child by the arms. Any type of swinging that involves holding the hands or wrists can create injury to joints and/or neck.
• NEVER “jerk” or grab a child's arm. Pulling a child along while walking or quickly grabbing his or her hand can jerk the arm, causing the annular ligament to slip.
• ACTION: Hold a child’s hand loosely and gently. The art of holding hands should be a positive and caring moment. If you need to stop a child from running or completing an action in the classroom that is unsafe, use the open hand technique with palm and fingers open to avoid an accidental “grab”.
• NEVER continue to hold a child up after a “dead man’s drop”. Children occasionally allow their weight to give way underneath them (fall to the ground). If you continue to hold the children by the arm or hand, all of the child’s weight is applied to that joint and can cause substantial injury.
• ACTION: You should immediately let go of the child’s hand. Let them drop to the floor. Do not try and pick them up by the one hand. The child is less likely to be injured by falling to the ground on their own.

+ Intercom Usage

• Emergency
  • Response Time: Immediate
  • Management Responder: All Management Call
• Assistance with a Child
  • Response Time: Refer to levels
  • Management Responder: Director of Early Childhood Ops./Team leader
• Ratio
  • Response Time: Immediate
  • Management Responder: Director of Early Childhood Ops./Team leader
• Scheduling
  • Response Time: Refer to levels
  • Management Responder: Team leader
• Ill Child
  • Response Time: 5 Minutes
  • Management Responder: Front Desk Personnel
• Janitorial
  • Response Time: 15 Minutes
  • Management Responder: Day Porter

Ratio is defined as a classroom is currently out of ratio Scheduling is defined as break or evening scheduling issues The intercom should be used for critical business only. Team members should not use the intercom for things such as requesting time off, asking a team leader to look at art work, etc.

Time Response
Level 1: Critical – need immediate assistance Level 2: Response within 0 – 15 minutes Level 3: Response within the hour

Use a type of assistance phrase and time response to communicate over the intercom.

For “emergency” calls from a classroom, the front desk will do an “all call” page for any member of management to respond. An emergency is deemed as an individual with an injury, severe pain, bleeding or any other medical concern.

Regarding the other types of assistance, the front desk will try reaching the management member listed. If there is no response within 30 seconds, the front desk will immediately try contacting another member of management until someone is able to respond with the time limit listed above.

If a member of management does not respond to the call, please call the front desk and ask for assistance again.

+ Change in Family Status

At the Children’s Enrichment Center children are our first priority. To ensure the safety and well-being of each child, the Center has security doors, cameras, safety drills and policies regarding “change in family status.”

Due to the number of families we serve, the Children’s Enrichment Center has devised a “change in family status” policy, with the assistance of legal counsel, to address common issues that impact custodial rights of children. The parent handbook addresses the family’s responsibilities, whereas, the policy below outlines the team member’s action steps:

If the family status of a child has changed, the following will occur:

FIRST REPORT

1. The front desk will inform the Executive Director or Director of EC Operations if a Parent has verbally reported a change in family status.

2. The ED or Director of EC Operations will call the Parent and request court documentation. The ED or Director of EC Operations will also remind the Parent of the “change in family status” policy located in the parent handbook.

3. When the documentation is received, the ED or Director of EC Operations must provide notification to the administrative team in person.

4. The ED or Director of EC Operations will review the documentation with front desk personnel and have them sign off on a “Receipt of Family Status” (see attachment). The ED or Director of EC Operations will mark appropriate excerpts for the front desk to copy and place in a yellow folder (signifying custodial issue) for the classroom. The ED or Director of EC Operations will mark ProCare by placing a (c) by the child’s last name.

5. The ED or Director of EC Operations will then review the court documentation with the child’s teachers (lead, assistant teacher and aides). The teachers will sign off on the “Receipt of Family Status”, which will be maintained in the child’s file. The ED or Director of EC Operations will give the yellow folder to the classroom teachers and will be asked to move the child’s current paperwork to the new folder.

STAFF CHANGE If there is a team member change in a classroom with a child impacted by a “change in family status,” the following will apply:

1. If an internal candidate moves to the classroom, Director of EC Operations or HR will be the responsible for notifying ED to review court documentation. The ED or Director of EC Operations will review the court documentation and have the teacher sign off on the “receipt of family status.”
2. If an external candidate moves to the classroom, the court documentation will be reviewed during orientation and the teacher will sign off on the “receipt of family status.”

CHILD MOVE Since children move to the next age group throughout the year, it will be important to notify the teachers in the next classroom. The Enrollment Coordinator manages all classroom moves. When a child is preparing for a class move, it will be important to review the court documentation with the teachers. The documentation must be reviewed prior to any “visits” or official class move. The teachers must sign off on the child’s “receipt of family status” form located in the child’s file.

SHIFTING There are times throughout the day that “shifting” children becomes necessary. Please follow the procedure below:

1. On roll sheets and daily rosters, a (c) will be listed by the child’s last name if there is a “change in family status.” If a team member is not aware of the custody situation and someone arrives to pick up the child, the team member shall call the front desk for details.
2. Any child with a “change in family status” will not be shifted during the day.
3. For morning and late afternoon merging, team members will check the roll sheet to ensure that no child has a (c) by his/her name. If a child is in a staff member’s care that has a (c) by his/her name, and is not aware of the custody situation, the staff member shall call the front desk for further information.

+ Diaper Changing Procedure

• Prepare for diapering To minimize contamination outside of the diapering area, prepare for a diaper change before bringing the child to diapering area, for example:
  • Clean diaper
  • Wipes – enough wipes for the diaper change (including wiping the bottom and hands after taking the soiled diaper away from the child’s skin) put clean wipes in prep area
  • Extra clothes (if soiled clothing is anticipated)
  • Plastic bag for soiled diaper and wipes
  • Plastic bag (for soiled clothes)
  • Gloves
  • A dab of diaper cream on a disposable tissue
  • All supplies should be removed from their original containers and placed in the prep area, before starting the diaper change.
• Diapering procedure
  • Place child on diapering table
  • Remove clothing to access diaper. If soiled, place clothes into plastic bag
  • Remove diaper and place into plastic bag
  • Lined, hands free trash container
  • Use wipes to clean child’s bottom from front to back (one swipe per wipe)
  • Use a wipe to remove soil from caregiver’s hands
  • Use another wipe to remove soil from child’s hands
  • Place all used wipes in plastic bag with soiled diaper
  • Place clean diaper under child
  • Apply diaper cream (if needed)
  • Throw soiled wipes and diaper cream tissue into plastic bag
  • Close diaper and re-dress child
  • Tie off plastic bag and throw away in a lined, hands free trash container
  • Place child at sink and wash hands following the “hand washing procedure”
  • Return child to supervised area  
• Cleaning diaper changing table
  • Remove organic liner from diaper changing table
  • Place liner in a lined, hands free trash container labeled “soiled diaper liners”
  • If clothing was soiled, tie off plastic bag and place biohazard label on bag. Place bag in child’s cubbie to take home at the end of the day.
  • Remove any visible soil from the changing surface with a disposable paper towel saturated with water and detergent and rinse.
  • Wet entire changing surface (changing pad and table) with a disinfectant (PUR) and allow to air dry for a minimum of 10 seconds
  • Wash own hands following “hand washing procedure”
  • Put cleaning solution and PUR on ledge by sink (if continuing to do more diaper changes). If all diaper changes are complete, then lock up cleaning solution and PUR in cabinet.
  • Wipe table dry if still wet, before next change

+ Potty Training Procedures

It is important that parents and teachers work together for success, so before potty training talk to the parents. If the child has not showed signs of wanting to potty at home they may not want you to start potty training the child yet.

1. Take the child to the bathroom and help them remove clothing and diaper/pull-ups.
2. Next, help the child onto the toilet seat; be sure not to let go of them until they feel secure. It is important that you always praise the child and never ask them why they were wet or make them feel ashamed.
3. Never lay a child or any part of their clothing on the floor when dressing/undressing them. Clean clothing should be placed on the hook to ensure clothing never touches the bathroom floor. Throw away diapers by sealing it in a plastic bag and placing it in a lined, hands-free trash can. Never allow a child to touch the seat of a toilet.
4. When the child is finished, help him/her put their clothes back on. Team member must wash their hands and then assist the child with washing their hands. Be sure to wash your hands between each child’s bathroom visit.

Always leave bathroom doors open while assisting a child in the restroom.

+ Safety in Diaper Changing Area

No additional children will be taken behind the diaper changing area.

+ Nutrition

General Guidelines

• Children should be allowed to set their own pace during meal time and not feel rushed.
• Water must be offered to the children throughout the day.
• Infants under six months of age must be held when bottle feeding, propping of bottles is unacceptable.
• According to the Child Nutrition Regulations all food components must be plated for each child.
• Team members may NEVER withhold food as a form of punishment or discipline.
• Meal count must be recorded during each meal and posted in its assigned area. The meal count is based on the number of children who sat at the table the meal. Team members must submit meal count forms at the end of each day to the front desk.

Safe Food Handling Guidelines

• Team members must clean and sanitize the tables and highchair trays before AND after food is served.
  • Scrub and wash the tables with generous amount of soap and water
  • Rinse tables with water
  • Adjust hard surface sanitizer spray bottle to a heavy spray
  • Sanitize the tables by leaving the sanitizing solution on the table for 60 seconds
  • Wipe table dry after 60 seconds
• Team members and children must wash their hands before each meal. Team members must wear gloves when serving food (follow hand-washing procedure).
• Team members need to guide children to clean up their place setting and dump all food and/or milk in a dump bucket located on the food cart. Never pour milk into the classroom sinks.
• Team members must sweep the floor after all meals by utilizing the micro-fiber pads. After sweeping the floor, the micro-fiber pad must be removed (after each meal) and placed in the micro-fiber bin.

Teacher’s Responsibilities – Nutrition

• Meals will be served family style in all classrooms.
• Team members will serve each child the correct amount of food at the table (see serving menu in classroom). After the initial plating, food will placed in the middle of the table and children will be encouraged to serve themselves using child-sized utensils. Provide assistance as needed.
• Team members will verify food allergies before meals are served (see Allergy and Medical posting in classroom).
• Team members will sit at the table with the children and role model healthy eating habits. Examples are ensuring teacher plates have all meal components and talk positively about food. Additionally, this is a good opportunity to help children improve verbal skills and table manners.
• Team members may not consume food or drinks that are not offered to the children while in the classroom or in the presence of children. Menus are available and must be posted in all rooms.
• Infant bottles and food should be prepared and heated in an area separate from the diaper changing area.
• Team members must use bottle warmers to warm bottles or purees as needed. All bottles must be labeled with the child’s name.

+ Daily Procedures – Beginning of the Day

Greeting Children

Be sure to greet each child as they enter the classroom, this will make the arrival much smoother because the child will feel that someone is excited that they are here.

We want parents to feel good about leaving their children with us; by showing them that we are glad that the child is here, we let the parents see that we are involved with the children on the child’s level.

Arrival Health Checks

Children must wash their hands upon entering the classroom.

Team members are required to check children for any signs of contagious illnesses (fever, rash, vomiting, etc.) upon entrance to limit the spread of contagious illnesses.

If you determine that a child is ill, please complete an Ill Child Report and contact the front desk for appropriate action. (Refer to minimum licensing for complete list of illnesses in which a child must be sent home).

Bags and Backpacks

To ensure the safety of the children, at no time should a back pack or a diaper bag be left in a child’s cubby or the classroom setting. It is very easy to leave a potentially dangerous item such as medication, nail clippers, etc. in back packs or a diaper bags.

+ Daily Procedures - End of Day

The following are policies and procedures regarding maintenance of your room at the end of the work day (where applicable):

1. All chairs are to be stacked on tables

2. Flush toilets and turn off faucets

3. Unplug bottle warmers

4. Check to see that all children’s belongings are in cubbies

5. All toys must be returned to proper storage areas

6. Disinfect toys

7. Clean crib sheets must be placed on the beds; dirty sheets must be laundered

8. Wipe down all cribs with disinfectant spray

9. You are to remain in assigned area until 6:00 p.m.

10. There is to be no “visiting” in other classrooms

11. Turn off lights

12. Turn off ceiling fans

13. Bring any remaining children to the front desk area at 6:00 p.m.

14. Check to ensure that all exterior doors are securely closed

+ Absenteeism of Children

Any team member serving as staff in a classroom should verify that the attendance for children has been completed. You will find the weekly attendance sheet/roll for children posted in the classroom.

You will receive weekly attendance sheet each Friday afternoon for the following week.

Teacher responsibilities will include:

• Checking names for accuracy. Let the front desk personnel know if there is an error, i.e., a child may have dis-enrolled and he/she may still have the child as in attendance at the Center.
• Teachers should mark attendance sheets daily to reflect the status of children who are not in attendance:
  • A = Absent
  • X = Here
• Teachers should report any child who is sick or absent on the third consecutive day to the front desk personnel. The front desk personnel team member is to contact the parent and report back to the teacher the reason why the child is not present.

+ Baby Connect and Daily Connect

Children may have limited photography releases. This may occur for a myriad of reasons such as a custody challenge, adoption or a parent’s desire for privacy. Therefore, it is important to exercise caution when we take photos of a child. Below are guidelines that must be followed regarding Baby/Daily Connect:

• Prior to taking a photo, review the No Photo Release Sheet posted on the parent information board in the classroom.
  • If the child has a “no internal” photo release” – you may NOT take any photos of the child to include Baby/Daily Connect
  • If the child has a “no external” photo release” – you may not send any pictures through Baby/Daily Connect or to the manager in charge of posting activities through Facebook or the website.
  • If a parent requests that you send pictures through Baby/Daily Connect and has a “no external” photo release we must have a written statement giving us permission to do so. A manager/enrollment coordinator must verify the written document and will document on the No Photo Release Sheet that is posted in your classroom permission has been granted.
• For rights to privacy, no group photos may be posted on Baby Connect
• Please limit photos i.e. 1 or 2 a week and remain focused on care, interaction, education and supervision. Child supervision is paramount to safety.
• When posting photos, we ask that a brief description of what skills/learning strands the child is focusing on. All descriptions must be spelled correctly.
• iPads are not a form of communication to the front desk or managers at any time. This includes pictures and messages. A manager must sign for any pictures to be printed by the front desk.
• If you have any questions regarding this procedure, please feel free to speak to your Department Manager.

+ Classroom Pets

Classroom pets are a part of a quality early childhood environment. They are invaluable to the development of young children and build lifetime character traits such as responsibility, kindness, patience and nurturing. Most importantly these experiences teach children how to treat people.

Caring for a pet is a major task. It requires time, planning, dedication and a general sense of concern for the animal’s well-being. Depending on the animal, there may be special food required, particular or additional bedding, a certain type of living environment (cage) or specific items that should be inside the living area such as shelter, etc. In addition, pets can be a major expense. The food, supplies, housing, treats, medical care and other necessities can add up to a tremendous amount of money. For this reason, classrooms need to utilize their “Giving Tree” to request parent assistance with purchasing animal supplies. Decorate your tree with many requests for these items as they are vital to the health of the animal, and parents forget. Most parents are happy to provide a bag of feed or bedding, or an additional chew toy periodically – but need some direction as to what the needs of the pet are. This gives those interested and able the opportunity to participate in this incredible learning opportunity for their child.

Classrooms may also request basic supplies for the one required class pet on their monthly supply sheet. Remember to plan ahead! Ask for food, bedding, etc BEFORE you run out. Additional pets beyond the requirement are considered a choice. These pets become your responsibility, and if supplies cannot be provided by parents, you may be asked to remove the additional pets from the classroom.

Each pet is unique as are their needs. Below you will find some general information from the American Society for the Prevention of Cruelty to Animals (ASPCA) regarding proper care and treatment of animals that are approved for use as class pets. If you have a question regarding a potential class pet, and it is not on this list, you will need approval from your supervisor to bring in the animal based on the amount of care it may require.

Guinea Pigs

• Housing
  • They multiply quickly as most rodents do, so keeping males and females together is not advised.
  • A minimum of four square feet of cage space is required per animal.
  • Cages must be solid-bottom, no wire floors as they can damage the pet’s feet. The bottom of the cage is to be lined with aspen or hardwood shavings or some other form of safe bedding, such as grass hay. Do not use cedar or pine chips – the oils they contain can be dangerous to your pets.
  • Guinea pigs love to hide when they play, so cardboard tubes, small flower pots or plastic pipes should be in the cage for this purpose. Bricks and rocks can be included to provide the pet with something to climb on.
  • Guinea pigs need a “cave” or shelter to sleep and rest in. You can provide this with a medium sized flower pot, or covered sleeping box (found at most pet stores).
• Diet
  • Guinea pig pellets. These are made from plants, seeds and veggies. Guinea pigs should be fed twice a day – once in the morning and once in the evening – unless otherwise directed by a veterinarian. Offer small amounts of fresh fruit and veggies to your pet every day such as grapes, cucumbers, corn, peas, carrots and pears.
  • Grass hay (sometimes called “Timothy Hay”) is also required daily to aid in digestion and satisfy the need to “gnaw”.
  • These animals do not produce any vitamin C so you will need to ensure that you provide some form of this essential nutrient - a quarter of an orange, strawberries, kale or dandelion greens will do.
  • Fresh, clean water must be available at ALL times using a water bottle clipped onto the side of the cage with a drinking tube. Water must be changed daily.
• General Care
  • Remove obviously soiled bedding, droppings and stale food from the cage daily. Clean the cage completely once a week by replacing bedding and scrubbing the bottom of the cage with hot water. Be sure everything is dry before adding fresh bedding and returning your pet to his home.
  • Their teeth grow constantly so they have a constant need to “gnaw” or chew. Branches, twigs or any other small piece of wood that hasn’t been treated with chemicals make excellent chews. Chew sticks and similar products are commercially produced for this purpose as well.
  • Guinea pigs must be used to being handled by you, and the children. You can achieve this by feeding them small treats, and then once they are comfortable, you can carefully pick up the animal with one hand supporting the bottom, and the other over the back. Once hand-tamed, you should let them run around in a small, enclosed area of the classroom to get some additional exercise everyday. You could also use a commercial exercise ball. Be sure the animal cannot escape, get lost and possibly end up hurt. They must be supervised when they are loose because they will chew on anything and they are FAST!
  • Brushing them on a regular basis will keep their coat clean and remove loose hairs. Long-haired Guinea pigs should be brushed daily to prevent knots from forming.

Gerbils

• Housing
  • They multiply quickly as most rodents do, so keeping males and females together is not advised.
  • Cages should be wire, or can be a 10-gallon plastic aquarium that has a wire mesh cover. Keep the cage away from direct sunlight and drafts, and fully lined with absorbent bedding. Timothy hay and Aspen shavings are good, but do not use cedar or pine shavings – the fumes may be harmful to your pets.
  • Gerbils love to play so provide them an exercise wheel without any openings that may catch the animal’s tail. They also love toys, but avoid ones made of soft plastic or cardboard – they will be chewed to bits. These animals like to hide and sleep inside enclosed spaces, so it’s a good idea to place a small box or flower pot in the cage.
  • Provide extra bedding, hay or shredded paper towels to dig and tunnel into. Also, a smooth, clean stone or rock provides a lookout for your naturally curious pets.
• Diet
  • Commercial Gerbil seed mix with a protein content of around 12%, and a fat content within 6 – 8%. The mix is made up of pellets, grains, seeds and dried vegetables.
  • Offer small amounts of fresh vegetables to your gerbils every day. Carrots, leaf lettuces, turnips, and broccoli are good choices.
  • Offer small amounts of sweet fruit such as apples and bananas every other day, but take care to introduce new foods gradually. Don’t forget to clean up any leftover fresh food before it spoils.
  • Fresh, clean water should be available at all times. It is best to use an inverted bottle with a drinking tube, and change the water daily.
  • Do NOT feed your gerbil cabbage, potatoes, onions, uncooked beans, chocolate, candy or junk food.
• General Care
  • Remove obviously soiled bedding, droppings and any uneaten food every day. Clean the cage completely once a week by replacing dirty bedding and scrubbing the bottom of the cage with hot water and a liquid soap that’s safe for animals. Be sure everything’s dry before adding fresh bedding. The cage must always be dry and odor-free.
  • A gerbil’s teeth grow constantly. Provide either a sterilized bone to gnaw on, or a twig that has not been treated with pesticides, chemicals or paints. This is crucial for keeping their teeth in tip-top condition and will prevent dental problems.
  • It’s important that you get your pets used to you—and used to being handled. Start by feeding them small treats. When they’re comfortable with that, you can pick them up by scooping them into your hand. Never pick up a gerbil by the tail, as this can cause injury.
  • When you’ve successfully hand-tamed your pets, you can allow them to run around outside of their cage for a supervised period of time each day. However, be sure to keep them in one room or screened-off area that has been checked carefully for any places from which they can escape, become lost or get hurt.

Fish

• Housing
  • The ASPCA recommends a 20-gallon-aquarium for beginners. You may be tempted to get a 10-gallon tank, but please keep in mind that it will be easier to maintain healthy water conditions with a larger tank—and your fish will appreciate it, too.
  • Set the tank on sturdy table, stand, or counter, in a place that is convenient to a sink or water source. Do not put the tank in direct sunlight—this makes it harder to control the water temperature and may cause excessive algae growth.
  • Your fish should not be subjected to rapid and/or wide temperature swings, so take care to keep the tank out of direct, hot sun and away from heating and cooling vents.
  • Fish greatly appreciate a “hiding” place to chill out. You can use a clean, cracked upside-down flowerpot or arrange aquarium rocks into a cave; there’s also a variety of tank décor available at the pet supply store. Plastic plants provide great camouflage, too.
  • Start your tank with 3 to 4 small- or 1 to 2 medium-sized fish. They’ll be in sturdy plastic bags when you buy them. Simply float these bags in the tank for 15 to 30 minutes, so that the temperature of the water in the bag is the same as the temperature of the tank. Carefully open the bags and let your fish swim out on their own.
• Diet
  • Dried flakes provide a balanced diet, and fresh foods such as live brine shrimp, bloodworms and tubifex worms provide variety.
  • DO NOT OVERFEED! Excess food will fall to the bottom of the tank and spoil, reducing the water quality. It is best to feed several small meals daily, just enough so the fish eat everything before it falls to the bottom.
  • Scrape off any algae growing on the front glass of the tank so your fish are clearly visible, but let it grow on one end or in a corner. Your fish will enjoy nibbling on the bits of algae growing there.
• General Care
  • Daily: In addition to turning on and off lights and feeding, you will need to monitor the water temperature. Coldwater tanks do not require a heater, but you will want to ensure that the temperature remains relatively constant. An inexpensive liquid crystal thermometer that attaches to the outside of tank will work great. FYI, goldfish can thrive at water temperatures between 50 and 78 degrees Fahrenheit.
  • Weekly: Every week or two remove several gallons of water from the tank and replace it with clean, pre-aged water. This will help remove chemicals that build up in the aquarium and that are not eliminated by evaporation or filtration. We also recommend that you test the water quality with a kit from the pet supply store weekly, and scrape any alga that has built up.
  • Monthly: Clean the filter or replace the charcoal and filter pads monthly. And if you have plants, it’s time to prune them.
  • And one final precaution! Goldfish are beautiful, but they also tend to be messy, with very hearty appetites. This translates into a high output of ammonia, so you'll need to be very careful about maintaining water quality. That involves frequent water changes, high-capacity filtration and regular water tests. Ask your aquarist for more information. Mice
• Housing
  • Do not house males and females together, since mice breed quickly—and often—with large litters.
  • Three to four mice in a ten-gallon aquarium with a wire cover is sufficient. There should be several inches of bedding. Use either aspen or hard wood shavings or reprocessed paper products. Avoid cedar and pine shavings at all costs, as these may cause health problems for your pets.
  • Don’t forget the furniture! Provide small boxes or flower pots for your pets to hide in, and cardboard tubes for your mice to chew and run through. You can also add a tree branch for them to climb on. Most mice will enjoy running on an exercise wheel, just be sure that the wheel has a solid surface without wire rungs, so your pets’ tails cannot get caught while running. Ladders for climbing and PVC pipes for tunneling will are also great.
  • Plastic habitats—the kind designed for hamsters—will also work for mice. However, since mice are smaller than hamsters, you may need to put small branches in the tubes so the mice can climb up and down these “steps.” Keep in mind, however, that these plastic habitats can be more difficult to clean. The ASPCA does not recommend that you keep your mice in a wire cage made for hamsters. These models may have bars spaced too far apart to keep mice inside. If a person can stick his fingers through the bars, a young mouse could probably sneak out as well.
• Diet
  • Commercial rodent chow, either in block or pellet form found at pet supply stores and feed stores--just be sure the formula you select contains at least 16 % protein and 18 % fiber, and not more than 4 % fat.
  • Offer small amounts of fresh fruit and vegetables to your mice every day as treats. Peas, broccoli, carrots, apples and bananas are good foods to start with, but you may need to experiment to find your pets’ favorites. Please don’t overdo it, though—mice have tiny tummies!
  • Fresh, clean water should be available at all times. A water bottle with a drinking tube that attaches to the side of the cage is the best way to go.
  • Do not give your mice cabbage, chocolate, corn, candy, junk food, peanuts, uncooked beans or onions. No matter how much they beg!
• General Care
  • Remove droppings, uneaten food and soiled areas of bedding every day.
  • Clean the cage completely once a week by replacing dirty bedding and wiping down the rest of the cage. Note that male mice will tend to produce more odor than females, so their cages may need to be cleaned more often.
  • A mouse’s sharp front teeth grow continuously. Provide unpainted, untreated pieces of wood, dog biscuits or safe chew toys from pet supply stores for your mice to gnaw on. This is crucial for keeping their teeth in tip-top condition and will prevent dental problems.
  • Mice are very good jumpers, so you will need to be careful when you take them out of their cage. You can scoop them up in your hand or in a paper cup to safely transport them out of the cage. Never grab mice by the middle or end of the tail, as this can cause injuries. If you need to catch a mouse quickly, you can grasp him at the base of the tail and lift him up as you cup him in your hand.
  • Did you know that you can tame your mice to sit in your hand or on your shoulder? Start by feeding your mice treats; once they’re comfortable accepting treats from your hand, you can gently pick them up. Talk softly to them, too, and let them get used to your voice. Gradually increase these sessions as your pets get used to being handled.

Rabbits

• Housing and Exercise
  • Rabbits should not be housed with other rabbits unless all are spayed and neutered.
  • They require a lot of room for housing and exercise. They have powerful hind legs designed for running and jumping. Get your pet a cage that allows him to move freely. The minimum recommended cage space for a single rabbit of a small- to medium-sized breed is four feet wide, two feet deep and two feet tall.
  • The cage must have a solid bottom. Avoid using wire-bottom cages as they can ulcerate a rabbit’s feet. If you have a wire cage, cover the bottom with a piece of wood or corrugated cardboard.
  • Use plenty of straw, hay or aspen shavings so your pet can make a cozy nest.
  • Always house rabbits indoors.
  • Rabbits have natural urges to dig and chew. Safe chew toys include cardboard boxes, an old telephone book (that’s no joke!) and commercially made chew sticks. A digging box, such as a cardboard box filled halfway with soil or shredded paper will also be appreciated.
  • Recommended exercise time for pet rabbits is several hours per day in a safe exercise area with ample room to run and jump, either indoors or out. Any outdoor area should be fully enclosed by a fence. Never leave a rabbit unsupervised outdoors—even for a few minutes!
• Diet
  • Grass hay, such as timothy or brome is crucial for keeping bunny’s intestinal tract healthy. Unlimited hay should be available at all times, in addition to good-quality rabbit pellets. A formula with at least 15 to 19 % protein and 18 %t fiber. Until your pet is fully grown (around six months), he can have all the pellets he wants. After that, pellets should be limited to 1/8 to 1/4 cup per day per five pounds of bunny body weight. Pellets should be fresh and plain, without seeds, nuts or colored tidbits.
  • Fresh leafy greens make up a third component of your pet’s diet. He’ll enjoy dark leaf lettuces, collard greens, turnip greens and carrot tops. We recommend a minimum of two cups per six pounds of rabbit.
  • Clean, fresh water, dispensed in a bottle or sturdy bowl, should be available at all times.
• Litter Training
  • Rabbits are very clean by nature, and will do their best to keep their living quarters clean. Most rabbits will choose one corner of the cage as a bathroom. As soon as your rabbit’s choice is clear, put a newspaper-lined litter box in that corner. Fill it with timothy hay (or any other grass hay except alfalfa) or pellet-newspaper litter. If the litter box is changed daily, your rabbit’s home will stay fresh and odor-free. Don’t use pine or cedar shavings! The fumes may affect your rabbit’s liver enzymes, which can cause problems if the animal needs anesthesia for surgery. Avoid using clay cat litters (both clumping and non-clumping), as these may result in respiratory or gastrointestinal problems.
• Handling and General Care
  • Rabbits can be messy, so you’ll need to clean your pet’s cage once or twice weekly. Put your rabbit in a safe room or alternate cage as you sweep out the cage and scrub the bottom of the cage with warm, soapy water.
  • Pick up your rabbit by supporting his forequarters with one hand and his hindquarters with the other—failure to do so can result in spinal injuries to the rabbit. Never pick up a rabbit by his ears; this can cause very serious injury.
  • Brush your rabbit regularly with a soft brush to remove excess hair and keep his coat in good condition. Brush from the back of the head down to the tail. Ask your veterinarian how to clip your pet’s nails.

Lizard

• Housing
  • Due to the varied sizes and growth rates of reptiles, and their individualized needs, we recommend you consult your veterinarian and a book on this species too determine its specific housing requirements.
  • Size: appropriate size and shape habitat for an adult lizard to accommodate normal behaviors and exercise
  • Habitat: use an under tank heater at one end of the tank, keep another area as a cooling area; mist frequently to maintain humidity; a hide area of branches and potted non-toxic plants, or an in-tank hide box is also necessary for all lizards; a rock or long for basking
• Diet
  • 20% mixed vegetables and fruits, 70% gut-loaded (recently fed) insects, Agama lizards and armadillo lizards eat crickets (gut-loaded), mealworms.
  • Feed adults 3-5 times per week; juveniles daily; provide a multiple vitamin/mineral supplement once or twice a week and calcium daily.
  • Provide a constant supply of clean, fresh, filtered, chlorine-free water in a shallow bowl that cannot be tipped over.

+ Playscape Procedures

• BEFORE you take your class to the playscape, clean your centers and count your children.
• When entering the playscape, check grounds for safety hazards and broken toys.
• AFTER your class is finished playing on the playscape and before they re-enter the building, be sure all toys are picked up and stored appropriately. Allow plenty of time for clean-up so as not to delay the next class coming out to the playscape.
• BEFORE you enter the building, group your class with you and conduct the class list policy. Each class needs to enter the building one group at a time.
• Children must wash their hands after playing on the playscape upon entering the classroom.

+ Playscape Schedule

Each classroom is assigned a playscape schedule. Please refer to this schedule for your classroom’s playscape time. Due to the size of the playscapes, there is flexibility to go out during non-scheduled times.

All children are expected to go outside unless it is raining or extremely hot/cold weather. Be sure to zip all children’s coats and put on caps and gloves before they go out to play in cold weather.

+ Playscape Supervision

As a team member at the Children’s Enrichment Center, it is your responsibility to ensure the overall safety of children in your care while on the playscape.

Remember our goal is to provide care and education opportunities for the children, not visit with each other. Remember that team members need to be on opposite sides of the playscape to ensure proper supervision and engage with children in activities.

Minimum Licensing Requirements states, “There shall be a total of 30 minutes per day of moderate to vigorous physical activity.” This applies to all age groups.

Quality Accreditation states, “Staff gives children help and encouragement when needed (i.e. help child who is wandering to get involved in play). Staff watches carefully and usually act to avoid problems before they occur. Supervision is individualized. Staff varies supervision to differing requirements of activities.”

One team member must be stationed between the rock wall and slides. As this is riskier play, it is important that is it supervised at all times. The rock wall and slides may not be closed except when there is only one team member on the playscape.

When outdoors with multiple classrooms, designate one teacher to oversee child bathroom visits. This is to ensure proper ratio and supervision is met.

Water coolers are located on each playscape. Water must be offered and provided to all children.

Any disregard to playscape supervision and safety may result in further disciplinary action up to and including termination.

+ Playscape Bathroom Supervision Policy

It is critical that children are properly monitored at all times in the classroom, on the playscapes, indoor gross motor rooms and bathrooms. In order to ensure proper accountability at all times, please follow this procedure when a child utilizes the bathroom during playscape time.

• The teacher will step inside with the child in order to ensure proper supervision.
• The child’s teacher will take the child to his/her classroom bathroom. No more than two children can go to the rest room at one time.
• Girls and boys will not be allowed in the bathroom at the same time. Therefore, children of the opposite gender must wait outside until the bathroom is available.
• The teacher will conduct a walk thru of the bathroom(s) before returning to the playscape to ensure all children have exited the area.
• Each playscape is secured with a lock to ensure a child does not enter a classroom without adult supervision. Do not share the 4 digit code with children and do not allow children to type in the code.

+ Chemical Free

The Children’s Enrichment Center is a chemical free environment. We only use organic, eco-friendly ways to clean, sanitize and disinfect. It is imperative to follow the guide closely to maintain the health of children and our campus.

+ General Expectations

Each team member is responsible for maintaining a clean classroom. Teachers can enlist children to help with chores; this is a good learning experience. Below you will find a list of materials that need to be cleaned, frequency and means to clean materials. Never set cleaning supplies down at a child’s level while cleaning. Immediately after use, cleaning materials must be stored out of reach of children in lockable classroom cabinets.

+ Terms and Materials

Cleaning: Physically removing all dirt and contamination, oftentimes using soap and water. The friction of cleaning removes most germs and exposes any remaining germs to the effects of a sanitizer or disinfectant used later.

• What to use: Spray bottle marked “soap and water”
• What to use on glass: Spray bottle marked “glass cleaner”
• Cleaning material: Paper towels or micro-fiber clothes
• Cleaning procedure:
  • Scrub and wash the area with generous amount of soap and water
  • Rinse area with water

Sanitizing: Reducing germs on inanimate surfaces to levels considered safe by public health codes or regulations. Sanitizing may be appropriate for food service tables, high chairs, toys, and pacifiers.

• What to use: Spray bottle marked “hard surface cleaner”
• Length of time: 60 seconds
• Cleaning material: Paper towels or micro-fiber clothes
• Sanitizing Procedure:
  • Scrub and wash the area with generous amount of soap and water
  • Rinse area with water
  • Adjust hard surface sanitizer spray bottle to a heavy spray
  • Sanitize the areas by leaving the sanitizing solution on the table for 60 seconds
  • Wipe table dry after 60 seconds

Disinfecting: Destroying or inactivating most germs on any inanimate object, but not bacterial spores. Disinfecting may be appropriate for diaper tables, door and cabinet handles, toilets, and other bathroom surfaces.

• What to use for diaper table: PUR
• Length of time: 2 minutes

• Cleaning material: Paper towels or micro-fiber clothes

• What to use for toys and equipment: Spray bottle marked “hard surface cleaner”

• Length of time: 10 minutes
• Cleaning material: Paper towels or micro-fiber clothes
• Disinfecting Procedure:
  • Scrub and wash the area with generous amount of soap and water
  • Rinse area with water
  • Disinfect the area by leaving the solution on the surface for 2 minutes (PUR) or 10 minutes (hard surface cleaner)
  • Disinfect may air dry and does not require wiping off items after use

Sweep and/or Mop: Use micro-fiber mop only. It minimizes dust in the air.

• Frequency of changing mop head: Before every meal clean-up
• Cleaning solutions with mop: soap and water or hard surface cleaner

Vacuum: A hepa-filter vacuum cleaner. Please call up front to request janitorial assistance. Vacuum must be emptied daily.

Carpet Cleaning: Use organic carpet cleaning solution below. No other solution can be used. Call for janitorial assistance if a carpet needs immediate attention during the day. If general cleaning is needed, fill out a maintenance request for the Building Specialist.

• What to use: Biokleen Carpet Shampoo

Laundry: Washers and dryers are located between every two rooms. Please refer to cleaning practices before washing items. Use organic laundry soap listed below. No other substitutions can be used. No stain removers can be used due to chemical composition.

• What to use – laundry soap: Biokleen liquid detergent
• What to use - fabric softener: Wool balls in the dryer

Sanitizer: A sanitizer is located between every two rooms. All dishware and center bottles must be placed in the sanitizer. Rinse all dishware prior to placing in the sanitizer. The sanitizer may be used for other items such as hard surfaced toys, as needed. Refer to cleaning procedures before placing items in the sanitizer.

• What to use: No chemicals are needed due to the heat

  * (which sanitizes and disinfects)

• Frequency: Immediately following each meal

 

+ Laundry

Basic considerations of laundry amenities:

• DO NOT leave laundry in washers or dyers overnight for sanitary purposes
• Fold laundry neatly and place in the appropriate location
• Do not overload wash machines
• Empty the dryer lint trap after each use
• At the end of each week, wipe down washers and dryers including the interior of the washer machine
• The counters and shelving in the laundry room are wiped down and free of dust
• All containers in the laundry room are properly labeled and in good condition
• The laundry room is clean and free of clutter

For health purposes, many items must be washed separately from standard loads of laundry. Please use the following guidelines:

Diaper Liner: HWCEC uses organic cotton diaper liners or pads. After each use, the soiled diaper liner is placed in a bin labeled “soiled diaper pads” in the diaper changing area.

• Soiled storage: Bin labeled “soiled diaper liner”
  • The bin must be lined with a trash can liner at all time.
  • The can liner must be removed at laundry time and replaced by a
  • clean can liner
• Cleaning Frequency: Must be washed at the end of each day. Diaper pads cannot sit overnight. Consider sharing a load with your neighboring room in the evenings.
• Wash: Hot water and dry with wool balls  

Sheets and Blankets: Every cot is outfitted with a sheet and center provided blanket. Infant cribs utilize a European fitted sheet and sleep sack (no blankets). Sheets, blankets and sleep sacks may be washed together. If items are soiled with body fluids, please wash items with diaper liners.

• Soiled storage: Standard laundry basket
• Cleaning Frequency: Continuity rooms – wash sheets daily
  • Preschool rooms – wash sheets weekly
• Wash: Hot water and dry with wool balls
• Sheet Usage: The sheet may never touch the ground or other children’s bedding. If the sheet becomes contaminated, the sheet must be washed. Each preschool sheet is stored in an individual sheet bag to prevent contamination. Place the sheet on the cot and ensure it does not touch the floor. At the end of naptime, the sheet is placed in the sheet bag and stored in the child’s cubbie.

Micro-fiber: Micro-fiber is used for mopping, sweeping, tables, windows and dusting. All micro-fiber can be laundered together. Do not mix with any other loads of laundry.

• Soiled storage: Bin marked “micro-fiber”
• Wash: Hot water and dry with no softener

Towels and Burp Cloths: Organic cotton towels and burp clothes are provided to classrooms. These items may be washed together. If burp cloth is heavily soiled, please wash item with diaper liners.

• Soiled storage: Standard laundry basket
• Cleaning frequency: Recommended daily or as needed
• Wash: Warm water

Soft Toys: There are times in which soft toys need to be laundered (i.e. a child spits up on a toy). Toys must be washed separately from other laundry. Other methods for disinfecting soft toys are available. Please refer to toy cleaning section.

• Wash: Wash on cold and use delicate cycle. When possible, air dry toy. 

+ Equipment Cleanliness and Maintenance

Tables and Highchairs

• Method: Cleaning and sanitizing
• Material: Paper towels or micro-fiber towel
• Other: A separate paper towel or micro-fiber cloth must be used at each table to avoid cross contamination
• Frequency: Before and after all meals and as needed based on activity (i.e. after sensory dough)
• General: No marking of any kind will be made on tables with markers, pens, or tape. If crayon, marker or any other similar marking is made to a piece of furniture, clean immediately.

Diaper Changing Table

• Method: Cleaning, sanitizing, and disinfecting
• Material: Paper towels
• Other: Refer to the diaper changing section for more details
• Frequency: After every diaper change

Shelves

• Method: Disinfecting
• Material: None. Allow to air dry
• Other: If shelves are visibly dirty, use the cleaning and sanitizing methods.
• Frequency: At the close of each day. Shelves must be cleaned and sanitized quarterly
• Labeling shelves: Shelves must be labeled with the words and picture of the item. Use label cards, which is printed picture and words on cardstock and laminated. The label cards are placed with materials on each shelf, but not attached to shelf with tape. The same words and pictures should be used for the toy basket as well.

Toys

• Method: Disinfecting
• Frequency:
  • Mouthed toys must be removed immediately after the child drops the toy and before the use by another child
  • Standard hard surfaced toys shall be sprayed with hard surface cleaner at the end of each day and placed in the Zono system once a month
  • Soft toys can be placed in the Zono system as needed to disinfect.
    • Wash soft toys immediately according to the laundry procedures if introduced to any body fluid.
• Options & frequency:
  • Rinsewell – 10 seconds – good for any small item
  • Zono System – 30 minutes – good for any item
  • Sanitizer – 90 seconds – limit to hard surface items – use when visibly dirty. The sanitizer creates significant wear and tear on toys
  • Washer – basic on cycle – fabric toys only – use when visibly dirty or item has been impacted by bodily fluids. Always use gentle cycle to limit wear and tear on toys. Hand wash – always hand wash an item that is heavily soiled.
• Labeling: All toys are placed neatly on shelves or in appropriate storage baskets. Baskets are to be labeled with words and pictures of the item. Send name and picture to the front desk for printing. Laminate label and use rings to fasten it to the basket.
• General: If a toy is missing a piece or is broken, please leave a note for your team leader to replace it. Once approved, dispose of the item.

Cots

• Method: Disinfecting
• Material: Zono System
• Other:
  • If cots are visibly dirty, use the cleaning and sanitizing methods.
  • Complete a maintenance form and submit it to Building Specialist 3 days in advance.
  • If impacted by bodily fluid, clean, sanitize and disinfect.
• Frequency: Quarterly or before change in child use
• Labeling Cots: There shall be a labeled cot, individual cot for each child. Children’s names will be printed on label tape and placed on the card on the side of each cot. The card and name can be replaced once a child has left the program.
• Cot Storage: Cots are stored in the cot cabinets located in the food service area. Prior to stacking cots after naptime, remove each sheet and place in the sheet bag located in each child’s cubbie. The sheet may never touch the ground or other children’s sheets. If the sheet becomes contaminated, wash sheet before use. Once the sheet is placed in the sheet bag, store the bag in the child’s cubbie to prevent cross contamination.

Floors

During the day:

• Method: Cleaning
• Material: Micro-fiber mop and soap and water or hard surface cleaner
• Frequency: After each meal and as needed throughout the day

Evening:

• The janitorial service will mop and disinfect all floors each evening

GMR Equipment

• Method: Disinfecting
• Material: Zono System
• Other: If toys are visibly dirty, use cleaning and sanitizing methods
• Frequency:
  • Monthly or as needed based on illness.
  • Toys should be cleaned and sanitized quarterly

+ Cleaning Body Fluids

• Teachers must wear gloves when cleaning up body fluids
• Scrub and wash the surface with generous amount of soap and water
• Rinse area with water
• Wipe down surface with disposable towel
• Spray hard surface disinfectant on surface and let air dry a minimum of 5 minutes
• Dispose of all contaminated materials in a red bag (follow the BBP procedure)
• Wash own hands
• Call the front desk to have the red bag removed from area

 

+ Zono System

• Eco-friendly, the ZONO Cabinet is your weapon in the fight against infectious diseases and viruses. Kills Staph, E. Coli, Hand/Foot/Mouth and Norovirus. Add the heating option to kill lice and eggs.
• The ZONO Cabinet uses no harsh chemicals to sanitize hard and soft items. It uses ozone created from ambient air, less than one half ounce of water, and three cents of electricity to sanitize porous, semi-porous, and nonporous surfaces. With the ZONO, team members can sanitize and disinfect items throughout the day.

Disinfecting

• Call front desk to request Zono racks
• Place all items on Zono racks
• Take rack to Zono system
• Place in Zono and turn on for 30 minutes
• Return all items to classroom
• Conduct this practice monthly or as needed when significant illness has impacted room

Head Lice

• Call the front desk to request the Zono racks
• Place all classroom materials made of fabric surface (i.e. pillows, soft toys, soft books) on Zono racks. This includes sheets, blankets, hats, dramatic play dress-up materials, rugs and diaper changing pads.
• Place all cots on provided rack or rest inside of the Zono cabinet
• Place all materials in Zono system on heat for 30 minutes
• Return all items to classroom
• Wash sheets and blankets before use by children

+ Rinsewell System

• Rinsewell is an eco-friendly way to kill 99.999% of viruses and bacteria. The well or sink is constantly recirculating, while a natural aqueous ozone continually sanitizes.
• As toys and pacifiers are used and returned to the well, advanced optics monitor the recirculating water to determine when the water is becoming too murky. When the optics detect that the water turbidity or murkiness is too high, the system automatically flushes and replenishes the well with fresh water. All of this occurs, using cool water.
• The Rinsewell system is located in a food service sink located between every two rooms. Once turned on in the morning, there is no more work to be done.
• It takes 20 minutes to start each morning before becoming effective to kill viruses and bacteria. At the end of each day, drain and turn the system off.
• If items are soiled (i.e. visible dirt), rinse item before placing it in the Rinsewell. It only takes about 10 seconds for items to be disinfected.

+ Building and Maintenance

• We are blessed with an incredible campus; therefore, we expect the building and equipment to be treated with respect. Please report any building repairs or equipment issues to the Building Specialist by completing a Building Maintenance form.
• Building Maintenance Forms are located on the IPad and in your classroom files.
• Submit all repairs/enhancements in writing to the Building Specialist in the box outside of the maintenance suite or by emailing the form to jcarr@hwccenter.com.
• If it is an emergency (any repair impacting service – i.e. backed up toilet), you may call the front desk for immediate assistance.
• You may check with the Building Specialist if a period of time has passed and you would like to check on the status of a repair.

Air-Conditioner Use

We ask that you maintain the temperature of a room between 70-71 degrees during the summer and 72 degrees in the winter. The campus has been designed to benefit from natural wind flow. Consider opening doors and windows during pleasant weather.

 

+ Window Maintenance

• No tape or adhesive will be used on any window throughout the facility (such products in combination with heat will permanently adhere to the surface).
• Leave the window area open (free of toys and clutter) so that children may sit and look outside.
• Window blinds will be used during naptime only.
• Window blinds are operated by a hand crank. Remove the hand crank after each use to avoid children playing with the devise.

+ Walls and Doors

Classroom Doors and Walls

Nothing should be posted, taped, or stapled to doors, door windows, or walls as it will damage the finish. If you feel it is necessary, contact a team leader for approval.

+ Child Injury

• Guidelines for reporting accidents/incidents involving children
• All accidents/incidents will be documented within 15 minutes of an accident or incident
• The accident/incident form must be filled out completely in pen (See Classroom Form Section)
• Send the original form home with the parent
• Copies are to be submitted to the front desk each day

Major Injury

“Major” shall be defined as a life threatening injury or health condition. If a child sustains a major injury:

• STEP 1: Call for level 1 assistance
• Managers: Immediately contact 911.
• STEP 2: A manager will contact the parents with the following information:
  • Brief overview of injury
  • Inform parent that 911 has been called
  • Tell the parent which hospital the child will be taken to
• STEP 3: The manager will notify Human Resource Manager Manager: Gather documentation and video
• HR: Contact insurance company
• All documentation and video shall be gathered and reviewed by Executive Director.

Medical Attention Injury

“Medical Attention” shall be defined as non-life threatening such as, but not limited to:

• Cuts (not a scrape)
• Suspected bone fracture (arm or leg)
• Suspected sprain

All cuts, possible bone factures and sprains must be attended to by a member of management. If a child sustains a medical attention injury:

• STEP 1: Notify the Human Resource Manager of the injury (or manager)
• STEP 2: A manager will contact the parents with the following information:
  • Factual description of injury (i.e. cut is 1 inch in length below the elbow on the right arm)
  • Brief explanation of the accident, if known
  • Provide parent with the option of picking up their child, having a member of management drive the child to the emergency room or call 911
• STEP 3: The manager will notify Human Resource Manager
  • Manager: Gather documentation and video
  • HR: Contact insurance company
• All documentation and video shall be gathered and reviewed by Executive Director.

Head Injuries

• A member of management must observe all head injuries.

• If signs of a concussion are exhibited such as vomiting, unconsciousness, a dizzy spell or dilated pupils: Teachers:

• Call for level 1 assistance

• Provide first aid to child
• Document accident and injury after child has been cared for

Managers:

• Provide first aid/CPR
• Take child to the comfort room and monitor child closely
• Call parent immediately
• Parent may chose to pick the child up or have the Campus call 911
• If the child’s condition worsens, call 911

If a child “bumps” their head and no knots or major discoloration appears and the child is not exhibiting signs of a concussion:

Teachers:

• Document the accident and injury
• Notify a department manager
• Call front desk with FYI

Administrative Member:

• Call parent and provide factual description of accident and injury
• Manager:
• Have teachers observe child closely for any changes in behavior

If a child “bumps” their head and a knot and/or discoloration occurs, but no signs of a concussion are exhibited:

Teachers:

• Call a level 1 for immediate manager assistance
• Document the accident and injury

Manager:

• Take child to the comfort room and monitor child closely
• Have parent come see the child’s injury immediately
• The parent may choose to take child home or leave child in school

+ Ill Child Policy

An ill child report must be completed for a child who exhibits the symptoms below. A member of management will determine if a child exhibiting an illness should be sent home and must sign off on the ill child report. Parent shall be called and required to pick up child as quickly as possible. The child shall be taken to the comfort room and monitored until the parent arrives.

A child may return to the campus based on the Health Requirement sheet or a medical release stating the followings:

• Child’s name
• Date child may return
• Child is not contagious

If a child is diagnosed with a contagious illness, a disease notification will be sent to all families within the child’s class. A diagnosis must be in writing or approved by a member of management. If the child interacted with any other classroom, a disease notification must be sent to those families as well. Disease notifications are located on the shared directory.

• Vomiting: Any vomiting should be immediately reported to the front desk and the temperature of the child should be taken. Teacher will complete an FYI form. The front desk will provide an FYI by contacting the parents to give them an update on the situation.

  • The child will be sent home: If the child vomits two times in a 24-hour period.
  • The child may return to campus: If the child is vomit free for 24 hours or medical documentation that the child is not contagious.

• Diarrhea: Any diarrhea (watery/runny stools) should be reported to the front desk. Teacher will complete an FYI form and call the front desk. The front desk will provide an FYI by contacting the parents to give them an update on the situation.

  • The child will be sent home: If the child has diarrhea (watery/runny stools) two or more times in 24-hour period above normal for that child, and is not related to diet or medication (exclusion is required if two or more cases of diarrhea cannot be contained in the diaper or if diarrhea is causing soiled clothing in toilet trained children).
  • The child may return to campus: If the child is diarrhea free for 24 hours or medical documentation that the child is not contagious.

• Fever: Any suspected fever should be immediately reported to the front desk and the temperature of the child should be taken. Teacher will complete an FYI form. The front desk will provide an FYI by contacting the parents to give them an update on the situation.

  • The child will be sent home: If the child’s temperature is in excess of 100 degrees axillary (101 oral) and has pain, behavior changes, or other symptoms of illness.
  • The child may return to campus: If the child is fever free for 24 hours or medical documentation that the child is not contagious.

• Blood or mucus in stools: Any blood not directly associated with hard stools, should be reported to a member of management. Teacher will complete an FYI form. The front desk will provide an FYI by contacting the parents to give them an update on the situation.

  • The child will be sent home: If the blood or excessive mucus cannot be associated with hard stools.
  • The child may return to campus: If the child is no longer exhibiting blood or mucus in stools or with medical documentation stating that the child may return to school.

• Abdominal pain: Prolonged abdominal pain (lasting more than 30 minutes) should be reported to a member of management. Teacher will complete an FYI form. The front desk will provide an FYI by contacting the parents to give them an update on the situation.

• The child will be sent home: If the child’s pain lasts more than 2 hours.

• The child may return to campus: If the child no longer exhibiting pain or medical documentation that the child may return to school and is not contagious.

• Mouth sores: Mouth sores should be reported to a member of management. Teacher will complete an FYI form. The front desk will provide an FYI by contacting the parents to give them an update on the situation.

  • The child will be sent home: If the child’s mouth sores are accompanied with drooling.
  • The child may return to campus: If the child no longer has mouth sores or medical documentation that the child may return to school and is not contagious.

• Rash: Rashes not related to diaper rash or heat rash should be reported to a member of management and the temperature of the child should be taken. Teacher will complete an FYI form. The front desk will provide an FYI by contacting the parents to give them an update on the situation.

• The child will be sent home: If the child has a rash with fever or behavior change.

• The child may return to campus: If the child no longer has a rash or medical documentation that the child may return to school and is not contagious (must list expected length of time rash will be present).

• Pink Eye: A “bloodshot” eye should be reported to the front desk and a member of management will assess the eye. Teacher will complete an FYI form and call the front desk.

• The child will be sent home: If the child’s eye has extreme redness with white, yellow or green discharge and has fever, eye pain or redness and/or swelling around the eye.

• The child may return to campus: If the child no longer has a red eye, has been treated for 24 hours or more, or medical documentation that the child may return to school and is not contagious.

• Head Lice: Suspicion of head lice should be immediately reported to the front desk and a member of management will check the child’s head.

  • The child will be sent home: If lice or nits are found in a child’s hair.
  • The child may return to campus: If the child’s hair is lice and nit free.

• Other exclusions:

  • Tuberculosis: May not return until medical documentation is received that the child is on appropriate therapy and can attend school.
  • Impetigo: May not return until medical documentation is received that treatment has begun and the child is no longer contagious.
  • Strep Throat: May not return until medical documentation is received that states the date in which the child may return and has been on antibiotics for at least 24 hours.
  • Chicken Pox: May not return until all lesions have crusted and medical documentation stating the child is no longer contagious (typically 6 days after rash appears).
  • Rubella: May not return for at least 6 days after the rash appears and medical documentation stating the child is no longer contagious.
  • Mumps: May not return for at least 5 days after the onset of gland swelling and medical documentation stating the child is no longer contagious.
  • Measles: May not return for at least 4 days after the onset of the rash and medical documentation stating the child is no longer contagious.
  • Hepatitis A: May not return for at least 7 days after the onset of the rash and medical documentation stating the child is no longer contagious, or as directed by the health department.

• Temporary exclude child if a child has:

  • Sudden change in behavior such as lethargy or lack of responsiveness
  • Unexplained irritability or persistent crying
  • Difficult breathing
  • A quick spreading rash
  • The child may return to class: If the child returns to his/her normal behavior within a short period of time.
  • The child will be sent home: If the child’s behavior, shortness of breath, or rash continue after a brief exclusion from class.

+ Missing Child

• Call front desk for a “level 1” – Missing child

• Managers will breakout the following duties immediately:

  • Institute a “Lock Down” immediately
  • Gather necessary information from the teachers
  • Front desk will check ProCare to see if the child was checked out
  • Search the facility, classroom, playground and bathrooms

• If the above actions do not result in finding the child, a manager will notify parents of missing child and attempt confirmation that the child is with the family; if not, inform parents of situation and steps taken

• If the child is not located within 5 minutes, a manager will call 911 – provide the following information:

  • Campus’s name and address
  • Child’s name and age
  • Time and location child was last seen
  • Physical and clothing description of the child
  • Medical status, if appropriate

• The manager will have a picture of the child and a list of all authorized individuals (and contact information) that can pick-up the child for the police upon arrival

• ED or EC Manager will complete a Child Maltreatment Reporting form

• ED or EC Manager will report the incident to hotline and licensing agent
• ED or EC Manager will complete an investigation and take appropriate action
• Incident will be reported to Board of Directors
• A written incident report and associated documentation will be stored in the HR office closet under “legal” for permanent retention.

+ Poison

Action Steps

• If you suspect a child has ingested something that could be poison or potentially be harmful, call the front desk for a “level 1” and tell them it’s a poisoning
• All managers will be paged immediately – managers need to take a phone with them, if possible
• One team member needs to locate the possible source of poisoning (cleaning agent, medication, etc.)
• Managers will tend to the medical needs of the child
  • Assist the child
  • Call the Poison Hotline (800-222-1222)
  • Call 911
• One team member must be prepared to meet the ambulance and provide direction to the child

When calling the poison hotline

• Provide the name and amount of the poisonous material/liquid digested
• Follow all directions provided by medical personnel on the phone

When calling 911

• Provide campus name and address
• Answer all questions and provide information as directed by emergency personnel
• Ensure one team member is prepared to meet the ambulance and provide direction to the child

When the situation is under control

• Contact the parents and provide the following information:
  • Brief overview of situation
  • Provide the health/medical status of child, if known
  • Name of hospital
  • Steps taken as provided by the Poison Hotline
• One manager will go to the hospital and stay with the family until the situation is stable
• The Human Resource manager will complete an Accident Report and submit it to the insurance company (for specific steps – see the Human Resource procedure manual)
• A manager will complete a Child Maltreatment Reporting form and call the hotline
• A manager will notify the licensing agent regarding the incident
• The Executive Director will complete a written report, compile all statements and action steps completed by team members
• The written report, video, statements, medical documentation and any other pertinent information will be stored in the Human Resource Office closet under “legal”
• Based on the situation, the Executive Director and/or a member of the Executive Committee may enact the Crisis Response Plan.

+ Evacuation Plan

EVACUATION

Managers

• An Administrative Manager will call 911
• A Manager/Executive Director will make a quick assessment of the situation and any injuries to children and/or adults
• One Manager/Executive Director needs to determine an evacuation route and safe outside meeting area (i.e. vacant lot beside campus) to be sure that it appears clear of obstructions
• Provide quick directions regarding the evacuation route and immediate outside meeting area to classroom teachers and other personnel
• Administrative Managers/front desk will gather laptop, back-up server disk, risk management binder, and emergency supplies
• If possible and time permits, change the voice mail to include:
  • Evacuation site (1st Presbyterian Church at 901 NE J Street)
  • Further information will be provided upon arrival at evacuation site
• All Managers need to bring cell phones
• Assist classrooms based on most significant need first (injury, toddlers, team members working by themselves)

Teachers

• Listen for evacuation instructions
• Take class list, attendance sheets, risk management book (red binder), cell phone and evacuation suitcase
• If possible and time allows, bring jackets, blankets and child medication
• If there is an injured child, call for assistance if needed
• Teachers should assemble children to evacuate the building – one teacher in front of the children and one behind the children
• Infants will be assembled in evacuation cribs
• Toddlers can use any stroller or wagon available
• Once your class has safely exited the building and is at the safe meeting area, verify attendance (have children sit down, if possible)
• On a separate sheet of paper, create an Injury List which includes the following:
  • Class name and room number
  • All children who are injured (first and last name)
  • Brief description of injury (any injury that will need more medical attention than basic first aid)
  • Give the Injury List to an Early Childhood Manager

MEETING AREA

Managers (Once all classrooms have arrived at the meeting area)

• An Early Childhood Manager will collect all Injury Lists
• If emergency personnel have arrived, provide them with the evacuation site
  • If an ambulance is transporting injured children or team members, find out which hospital they will be transported to
  • Send a team member/manager with children if possible. Give the team member “Hospital Form”, if possible
  • Create a list of team members and children that were sent to the hospital on a “Persons Transported to Hospital” form
• Early Childhood Managers will ensure all children and team members are accounted for
• If possible, Administrative Managers will search the building for anyone missing (if emergency personnel have not arrived)
• Once everyone is accounted for, the campus will proceed to the evacuation site:
  • First Presbyterian Church (479-273-5450)
  • 901 NE J Street
• If emergency personnel have not arrived and transportation is possible (access to personal vehicles), take the following in vehicles:
  • Injured children and team members (most significant injuries first)
  • Children and/or team members with physical limitations
  • Infants and toddlers not in evacuation cribs
  • All other as possible
• Remaining children and team members will walk as a group to evacuation site
• If possible and conditions are safe enough, 1-2 individuals should remain near the facility to guide parents to the evacuation site

AT EVACUATION SITE

Communications (Managers)

• Update voice mail and website with general information (Administrative Manager):
• Time of evacuation
• Location of evacuation site
• Which hospital was used for injuries
• If no critical injuries occurred, provide information such as “no critical injuries were incurred. First aid is being offered as needed…”
• Message with injuries: “HWCEC began evacuation procedures at x time. All children and team members have been evacuated to First Presbyterian Church located at 901 NE “J” Street in Bentonville. Some injuries were sustained during the crisis. All injured children or team members were transported by ambulance to x hospital. All other children and team members with minor or no injuries were taken to the evacuation site. Once we have arrived at the evacuation site, HWCEC will begin calling parents of injured children and team members. In the meantime, all parents or authorized individuals are encouraged to drive safely to the evacuation site. At which time, families will be reunited with their children or redirected to the appropriate hospital.”
• Message without injuries: “HWCEC began evacuation procedures at x time. All children and team members have been evacuated to First Presbyterian Church located at 901 NE “J” Street in Bentonville. To the best of our knowledge no critical injuries have occurred. All parents or authorized individuals are encouraged to drive safely to the evacuation site. At which time, HWCEC will reunite children with their families.”
• Activate voice mail messaging system
  • Team member families may leave messages
  • Messages should be checked every 15 minutes (administrative manager/front desk)
  • Messages must be relayed accurately to team members immediately
  • Save all messages

Child Injuries (Managers)

• By utilizing the Injury Lists:
  • Verify injuries quickly
  • Contact parents or family members of injured children and team members (early childhood managers/front desk) – provide basic information:
    • Where the child is (hospital or evacuation site)
    • Brief and factual description of injury
    • Who you contacted and time of contact
• All other managers will assist teachers in setting up for basic operations in gymnasium or other church assigned area
• An early childhood manager will distribute emergency supplies to classrooms as needed

Team member Injuries (Managers)

• Verify team member injuries
• Call emergency contacts
• Keep them comfortable in a separate location until emergency personnel arrives or contact person picks up the team member

Comfort and Care for Children (Teachers)

• Remain calm
• Nurture children (hugs, kisses, and quiet activities)
• Meet children’s basic needs (first aid, feeding, diapering/toileting)
• Accept children’s physical and emotional reactions to disasters as normal
• Watch children closely and note any changes from their typical behaviors
• Allow children to talk about the event and share feelings
• Avoid flooding children with advice
• If a child’s injury worsens, report it to a member of management
• A “runner” (team member) will pick up children as their parents arrive, mark the child’s name off your class list at such time

RELEASE OF CHILDREN (Management)

• Staging Area
  • 2-3 managers and administrative team members will manage the release of children:
  • Set up a check-out station
  • Utilize the attached form
  • Create a class list for every classroom by utilizing the teacher’s master list and verifying it against each child present or noted as going to a hospital
  • Staple Injury List to each class list
  • If several parents arrive at once, explain what the process will be and ask them to remain patient for the safety of all children
• Releasing Children in Care
  • Verify ID of parent/individual picking up a child against the ProCare authorization lists
  • Have a “runner” (another team member) get the child and bring them to the check-out station (do not allow parents in the care area)
  • Reunite the child and authorized individual
• Releasing Injured Children
  • Such children take priority
  • Verify ID of parent/individual picking up a child against the ProCare authorization lists
  • Have a “runner” (another team member) get the child and bring them to the check-out station (do not allow parents in the care area)
  • Refer to Injury List and share known information about child’s injury and any first aid treatment given
  • Reunite the child and authorized individual

• Hospitalized Children

  • If a parent arrives that has a child at the hospital:
    • Verify ID of parent/individual picking up a child against the ProCare authorization lists
    • Provide name of hospital and directions, if necessary
    • Name of team member who went to hospital with child
    • Notate time information was shared, to whom and your initials

• Team member at the hospital with injured child(ren):

  • Notate name of parent upon arrival at hospital
  • Time of parent’s arrival
  • Have parent sign off on “Hospital Form”
  • Time team member left hospital

Staffing Patterns (Management)

• Just as this is a stressful time for the children, the circumstances can also weigh on our team members. If possible, give team members breaks every two or three hours or when they need some time away from children
• A manager will watch team members to ensure they are not experiencing “battle fatigue”
• If a team member is not able to care for children, it may be better to have them help with some other aspect of the disaster recovery
• Release team members as possible
• Based on the situation, as team members leave let them know that a manager will be in contact with them within 1-5 days

PERSONS TRANSPORTED TO HOSPITAL

Team Members (First and Last Name):

Children (First and Last Name):

HOSPITAL FORM

Give to team member going to the hospital with injured child or team member.

• Injured Child’s Name
• Parent or Guardian Taking Supervision of Child
• Signature of Parent or Guardian

• Time Parent or Guardian Arrived at Hospital

• Team Member’s Name

• Name of Emergency Contact
• Time Emergency Contact Arrived at Hospital

SIGN OUT SHEET

Name of Class:

Date:

• Child Name
• Hospitalized
• On Injury List
• Time of Pick Up
• Check ID
• Name of Pick Up Person
• Parent’s Signature
• Team Initial

HOSPTIAL DIRECTIONS

Northwest Medical Hospital

• I-49 South
• Exit 85, towards Rogers/Bentonville
• Turn Right unto SE Walton Blvd.
• Turn Right onto Medical Center Pkwy.
• Turn Left into Hospital

Mercy Hospital

• I-49 South
• Exit 83
• Turn Left at Stoplight
• Turn Left at First Stoplight (go under the overpass)
• Turn Right on Promenade Blvd.
• Turn Right at Mercy Hospital Entrance

+ Fire

Procedures and diagrams for emergency drills are posted in each room.

During a Fire or Fire Drill

• Remain calm
• Line children up in an orderly fashion and take a head count (transition assistance is not needed)
• Make sure you have a list of your children
• Calmly lead the children to your designated safety area (see below)
• Close the doors to your classroom when exiting
• If for any reason your designated area is not the safest location, take your students to the vacant field next to the campus.

Additional Information

• Remember, it does not matter if children have their shoes, coats, etc. The most important thing is that we get children out of the building safely.
• During a fire, time is crucial. According to the Fire Marshall an acceptable time for exiting the building during a fire drill is between 1-3 minutes.
• All team members are required to participate during fire drills.

Designated Safety Areas for Fire Listed by Classroom

• Room 1 Back Fence of Playscape #3
• Room 2 Back Fence of Playscape #3
• Room 3 Back Fence of Playscape #3
• Room 4 Back Fence of Playscape #3
• Room 5 Back Fence of Playscape #3
• Room 6 Back Fence of Playscape #3
• Room 7 Back Fence of Playscape #3
• Room 8 Back Fence of Playscape #2
• Room 9 Back Fence of Playscape #2
• Room 10 Back Fence of Playscape #2
• Room 11 Back Fence of Playscape #2
• Room 12 Back Fence of Playscape #2
• Room 13 Back Fence of Playscape #2
• Room 14 Back Fence of Playscape #2
• Room 15 Back Fence of Playscape #1
• Room 16 Back Fence of Playscape #1
• Room 17 Back Fence of Playscape #1
• Room 18 Back Fence of Playscape #1
• Room 19 Back Fence of Playscape #1
• Room 20 Back Fence of Playscape #1
• Room 21 Back Fence of Playscape #1

+ Gas Leak

• Do not activate the fire alarm system or any other electrical equipment including phone lines and light switches
• Shut off any electrical devise near the gas leak location
• Call the front desk – level 1
• Evacuate children and team members
• Close doors behind you but leave a window open, if possible – Early Childhood Manager
• Take the following items with you when evacuating:
  • Attendance sheet, class list, cell phone, risk management binder (red binder) and evacuation suitcase
  • – all teachers
  • Evacuation materials – stored in Maintenance Suite – Administrative Manager or Building Specialist
  • Laptop (ProCare backup), risk management binder (red binder), server back-up disk, emergency supplies and cell phone – stored at front desk – administrative team member
  • Cell phones, if available – all administrative personnel
• Call 911 from outside the building – Administrative Manager
• Move children to a designated area no less than one block from the campus (near Crystal Bridges entry)
  • Designated location: Crystal Bridges entry, Amazeum or First Presbyterian Church
• Check attendance of each class upon arrival at designation – teachers and an Early Childhood Manager
• Have the following items ready for police and fire personnel – Administrative Manager:
  • Location of leak, if known
  • Number of children in care, team members, volunteers and visitors
  • Knowledge of anyone remaining in the building
  • Floor plan – in Risk Management binder
• Managers will notify parents immediately if evacuation looks to be long term
• Executive Director or Early Childhood Manager will report incident to the licensing agent
• The Executive Director will complete a written incident report and store it in the Human Resource office closet under “legal”
• All parents will be notified of incident in writing

+ Power Outage

During a power outage, HWCEC’s generator will automatically turn on and provide necessary electricity within 10-20 seconds. The Building Specialist must ensure routine maintenance is conducted annually.

The generator will provide power for the majority of the building.

Action Steps for Teachers

• Continue classroom daily schedule (for safety reasons, do not go outdoors during a power outage)
• Managers will be visiting each classroom frequently
• If you have a significant problem, use the intercom or cell phone in room

Action Steps for Managers

• Operations will continue as normal
• Managers will meet at the front desk and will create a plan to visit classrooms frequently
• Keep cell phone on person in case of an emergency
• Ensure the front desk gathers flashlights and extra batteries in case of generator failure
• An administrative manager will call the utility company to assess the problem
  • Managers will share information with each classroom
• All guests must sign-in at the front desk
• An administrative team member or manager must remain at the front desk at all times
• If the power is out for more than 30 minutes, the outage must be reported to the licensing specialist by a Manager. Include:
  • Date and time of outage
  • Reason why, if known
  • What the generator covers
  • Action plan (remain open, closing early, etc. and how notification will occur)

Once the power is back online

• Inform all classrooms
• The server and entry computers may need to be reset
• The Business Manager’s procedure book provides step-by-step instruction

Shelter in Place

Shelter-in-place is used when hazardous materials (chemical, biological or radiological) may have been released into the atmosphere. This is a precaution aimed to keep you safe while remaining indoors. This is not the same thing as going to a shelter in case of a storm.

Shelter-in-place should be conducted when you are instructed to do so by management. Radios are located in your shelter-in-place pack in order to listen to emergency broadcasts.

Teachers

• Gather all children inside
• Turn off all fans in classroom
• Close all windows in classroom
• Take your shelter-in-place kit, medication, Risk Management Book, cell phone and class list with your class as you move to an interior space
• Move to interior space
  • Room 1 – maintenance office or food service area
  • Room 2 – locker room or food service area
  • Room 3 – public restroom or food service area
  • Rooms 4-11– food service areas or mother’s rooms
  • Room 12-18 – food service areas or mother’s rooms/relaxation suites
  • Room 19 – pre-k laundry room
  • Room 20 – food service area
  • Room 21 – table and chair storage
  • Other interior rooms for consideration: interior bathrooms, storage rooms, mother’s rooms, relaxation suites (areas that have fewest openings to the outside)

Administrative Managers

• All managers shall report to the front desk to receive assignments/tasks – one Administrative Manager and one Early Childhood Manager shall break down management teams to accomplish tasks quickly
• Call 911 and/or listen for emergency information from your local fire or police department
• Shut off all heating/cooling systems by flipping the HVAC breakers
  • 2 breaker boxes: Durkee Family Neighborhood (wing C), and Arvest Foundation Neighborhood (wing A)
  • Specific electrical panels will have red labels indicating “HVAC Electrical Panel”
    • Inside the panel, breakers will be marked with red labels
• Ask guests or parents in the building, to stay for their safety
• Close windows in non-classroom settings
• Turn off all clothes dryers
• Close off non-essential rooms such as storage areas, laundry areas, etc.
• Change voice mail recording and share the following information:
  • “HWCEC is closed. Children, team members and visitors are remaining in the building until authorities advise that it is safe to leave”
• Front desk personnel shall update laptop, take laptop and risk management book to the enrollment office

• Keep cell phone on person in order to communicate with other managers and/or emergency personnel

• Each manager (administrative and early childhood) will stay with classrooms, use the following a general guide (please use discretion based on situation at hand):

  • Enrollment office
  • One manager per wing
  • Rooms with greatest need (only one team member, age of children, etc.)
• One of the managers will be in the enrollment office to field parent calls
  • Advise parents not to pick children up from campus until the incident is over. The presence of parents searching for their children will only cause confusion and may potentially lead to exposure to toxic chemicals. Once sheltered-in-place you will not want to open the door to let parents in or out.
• One manager shall stay in touch with responding agencies/emergency personnel
• Executive Director or manager and emergency personnel in charge will determine whether to stay sheltered in place or to evacuate

Early Childhood Managers

• Use intercom system or phones to remind each class:
  • of their shelter-in-place designation
  • to lock all windows
  • to turn off fans
  • to take class list, shelter-in-place kits, cell phone, and risk management book
• Deliver water and food to each destination
• Keep cell phone on person
• Ensure all classrooms are in a secure, interior space
• Each manager (administrative and) will stay with classrooms, use the following a general guide (please use discretion based on situation at hand):
  • Enrollment office
  • One manager per wing
  • Rooms with greatest need (only one team member, age of children, etc.)
• Ensure all children in your area are accounted for

All Team members

• Conduct a child count by verifying class list against each child in your care
• Seal gaps around doors, windows, heating and air vents, bathroom and kitchen exhaust fans, stove, and dryer vents with plastic sheeting, wax paper, or aluminum foil and duct tape (all shelter-in-place kits have plastic and duct tape included)
• Use materials to fill cracks and holes in the room, such as those around pipes
• Stay alert; emergency personnel from your local police or fire departments may give you specific instructions via loud speaker, door-to-door, or phone call
• If determined necessary, you can provide a minimal amount of breathing protection by covering mouths and noses with a damp cloth
• If you are told there is danger of explosion, close the window shades, blinds, or curtains; to avoid injuries, keep children away from windows, if applicable
• Follow Chemical Decontamination procedure, if necessary
• Sealed rooms – ten square feet of floor space per person will provide sufficient air to prevent carbon dioxide build-up for up to 5 hours, assuming a normal breathing rate while resting. The Red Cross states a shelter-in-place usually is for “duration of a few hours, not days or weeks. There is little danger that the room in which you are taking shelter will run out of oxygen”.

All Managers – Incident Has Ended

• Ensure all children are united with parents or authorized pick-up individuals
• If children or team members are taken to a hospital, a manager (HR if possible) should go to the hospital as a representative and ensure each person is in stable condition
  • All injuries and/or health issues should be reported to the insurance company by completing an injury report form
  • While the incident may not be a result of campus actions, it is best to submit all injury notifications to the insurance company
  • All team member injuries and/or health issues will need to be submitted to workman’s comp
  • Please refer to the Human Resource procedure manual for details
  • The HR manager must submit an injury report to the Executive Director, the Executive Director will forward report to board of directors and licensing agent when completed (this report may take upwards of 2-3 days)
• Remove all plastic and other materials used to fill cracks and turn ventilation system back on. FEMA recommends that you “should ventilate the shelter when the emergency has passed to avoid breathing contaminated air still inside the shelter”.
• Inform parents verbally, followed by a written summary of pertinent information about the incident
• Executive Director will report incident to licensing agent and board of directors
• Executive Director will gather all documentation – reports will be stored in the finance office closet under “legal”

Inclement Weather Policy (as noted in the employee handbook)

Every effort will be made to open the Campus during inclement weather. Below will be our action steps if the Bentonville Schools are closed:

• Decision to delay opening to later hour or full day closing will be made by 7:00 a.m. by the Executive Director and Board of Directors.
• Team members will be contacted via text and/or email. Team members are required to respond by 6:00 a.m. with the following information:
  • NAME
  • YES (yes, I will be working)
  • NO (no, I am unable to drive safely or have no child care provisions)
  • TRY (I will make every effort to arrive. If I determine I cannot arrive safely by the delayed opening time or my regular scheduled time, I will contact the campus immediately)

If the Campus opens late or closes early due to inclement weather, you will be paid only for the time that you work on such day. In those few instances when the Campus is closed an entire day, you will not be paid for time not worked. In both situations you may choose to utilize PTO time or go unpaid for the time not worked.

Inclement Weather Policy (Parent)

Every effort will be made to open the Campus during inclement weather. Below will be our action steps if the Bentonville Schools are closed:

• Automatic delayed opening of 8:00 a.m.
• Decision to delay opening to later hour or full day closing will be made and communicated to parents by 7:30 a.m.
• Communications of inclement weather hours:
  • Major media
  • Text
  • Email
  • Social media
  • Website (http://hwcec.org)

On delayed opening days no breakfast will be served. All other meals and campus based activities will occur. Extracurricular activities are subject to provider’s decision.

It is important parents update phone numbers, cell carrier, and email as information changes.

Managers

A packet will be provided to managers once a year from the Human Resource Manager. This packet must be kept at each manager’s home in case of severe weather conditions. The packet will include:

• Weather policy
• Weather media list
• Board of Director list
• Manager list with contact phone numbers
• Team member list with contact phone numbers

HWCEC does not close because of school closings. We make every effort to remain open. However, if a major storm were to hit the area or appropriate staffing is not possible, then the best decision must be made.

The Executive Director AND an Executive Member of the Board must approve early closing, late opening or closing of the campus. In the absence of the Executive Director, the following chain of command will be followed:

• Director of Early Childhood Operations
• Department Manager

If the Board President cannot be reached, approval from a member of the Executive Committee must be obtained.

The Executive Director, Director of Early Childhood Operations or Department Manager, will complete the following:

• Contact managers with appropriate assignments
• Between 5:30 – 6:00 a.m., send a text and email to all team members with the following statement: Due to inclement weather, HWCEC is on a delayed opening until 8 a.m. Please respond immediately with your name and your work status (YES, NO, TRY)
• Contact Board President to determine hours of operation
• By 7:30 a.m. (or earlier), contact parents via text and email as to the campus’s hours of operation or closing status for the day. It is necessary to begin the text of email with: HWCEC’s Weather Notification
• By 7:30 a.m., contact all major media with campus’s hours of operation or closing status
• By 7:30 a.m., change social media and website with campus’s hours of operation or closing status

Severe Weather Conditions During Operating Hours: Action Steps

• If the severe weather is related to tornados or high winds, please follow the Weather plan as listed in your team member handbook or risk management book.
  • In this situation, all parents and guests must follow the same procedure
• If the National Weather Service or a news agency issues a weather advisory and urges individuals not to drive, encourage parents, team members and guests to remain at the campus until the severe weather passes.
• If weather conditions prevent a parent or legal guardian from reaching the campus to recover a child, the team will care for the child(ren) until such time as the parent, legal guardian, or emergency contact person can safely claim the child(ren).
• At all times, the Campus will maintain state required teacher to child ratios.
• If the power is impacted by the storm, refer to Power Outage plan.
  • Rooms may not have heat during a power outage.
  • Be sure to dress the children properly.
  • Utilize blankets as needed.
  • If severe weather and/or the power outage last for a significant period of time, move to interior rooms for additional warmth.
  • Heat blankets are in the shelter-in-place kit and should be used only in the case of a critical situation.
• Shelter-in-place kits are stored in each classroom. Water, formula, and other disaster supplies are located in the maintenance suite. Use disaster supplies as needed.
• The campus keeps several days-worth of food supply on campus. The kitchen has complete power operated by the generator. Meals can be prepared for all individuals remaining in the facility during the severe weather situation.
• If the severe weather has led to building damage that may risk the lives of people, move to a safe part of the building or follow the Evacuation Plan or Gas Leak plan, as applicable.
• If the severe weather has passed and no one has claimed a child or made contact, a manager will contact the police to transport the child to a Child Protective Services care site.
  • A manager will make a report to the licensing agent
  • A written incident report will be completed and stored in the file room under “legal”.

Leadership members

A packet will be provided to leadership members once a year from the Human Resource Leadership member. This packet must be kept at each leadership member’s home in case of severe weather conditions.

The packet will include:

• Weather policy
• Weather media list
• Board of Director list
• Leadership member list with contact phone numbers
• Employee list with contact phone numbers

HWCEC does not close because of school closings. We make every effort to remain open. However, if a major storm were to hit the area or appropriate staffing is not possible, then the best decision must be made.

The Executive Director AND Board President must approve early closing, late opening or closing of the center. In the absence of the Executive Director, the following chain of command will be followed:

• Director of Early Childhood Operations
• Human Resource Leadership member
• Business Leadership member

If the Board President cannot be reached, approval from a member of the Executive Committee must be obtained.

The Executive Director, Director of Early Childhood Operations or Human Resource Leadership member, will complete the following:

• Contact leadership members with appropriate assignments
• Between 5:30 – 6:00 a.m., send a text and email to all staff with the following statement: Due to inclement weather, HWCEC is on a delayed opening until 8 a.m. Please respond immediately with your name and your work status (YES, NO, TRY)
• Contact Board President to determine hours of operation
• By 6:30 a.m., contact parents via text and email as to the center’s hours of operation or closing status for the day. It is necessary to begin the text of email with: HWCEC’s Weather Notification
• By 6:30 a.m., contact all major media with center’s hours of operation or closing status
• By 6:30 a.m., change center voicemail with center’s hours of operation or closing status

Severe Weather Conditions During Operating Hours: Action Steps

• If the severe weather is related to tornados or high winds, please follow the Tornado plan as listed in your employee handbook or risk management book.
  • In this situation, all parents and guests must follow the same procedure
• If the National Weather Service or a news agency issues a weather advisory and urges individuals not to drive, encourage parents, staff and guests to remain at the center until the severe weather passes.
• If weather conditions prevent a parent or legal guardian from reaching the facility to recover a child, the center staff will care for the child(ren) until such time as the parent, legal guardian, or emergency contact person can safely claim the child(ren).
• At all times, the Center will maintain state required teacher to child ratios.
• If the power is impacted by the storm, refer to Power Outage plan.
  • Rooms may not have heat during a power outage.
  • Be sure to dress the children properly.
  • Utilize blankets as needed.
  • If severe weather and/or the power outage last for a significant period of time, move to interior rooms for additional warmth.
  • Heat blankets are in the disaster kit and should be used only in the case of a critical situation.
• Disaster kits are stored in the Emergency Equipment closet (across from the kitchen). Use disaster supplies as needed.
• The center keeps a one week or more food supply in the facility. The kitchen has complete power operated by the generator. Meals can be prepared for all individuals remaining in the facility during the severe weather situation.
• If the severe weather has led to building damage that may risk the lives of people, move to a safe part of the building or follow the Evacuation Plan or Gas Leak plan, as applicable.
• If the severe weather has passed and no one has claimed a child or made contact, a leadership member will contact the police to transport the child to a Child Protective Services care site.
  • A leadership member will make a report to the licensing agent
  • A written incident report will be completed and stored in the finance office closet under “legal”.

+ Suspicious Mail or Package

• Do not touch, smell or taste unknown substances
• Cover substance with paper, trash can, clothes, or other material
• Evacuate and seal off room
  • As most mail comes through the front desk, use the comfort room as the “quarantine room”
• Wash hands thoroughly
• Mark room as “Dangerous”
• Call 911
• Make a list of all team members and children present in the room at the time of the incident to provide to local health authorities and the police
• Director will inform all parents of the incident
• Director will report incident to licensing agent
• Director will complete a written incident report at the earliest opportunity; incident reports are stored in file room

+ Weather (Tornado/Severe Winds)

Procedures and diagrams for emergency drills are posted in each room.

During Severe Weather or Drill

• Line children up in an orderly fashion and take a head count (transition assistance is not needed)
• Make sure you have a list of your children
• Calmly lead the children to your designated area (see below)
• Based on information from the National Weather Service, close the doors to your classroom to avoid flying debris
• When you arrive at your designated location, always have your children sit facing the wall and cover their head and neck with their hands and arms. (It is important for the children to practice this in the event of severe weather)

Additional Information

• All team members are required to participate during weather drills.
• An acceptable time for exiting your room to your designated area is between 30 seconds – 3 minutes.
• Designated Safety Areas for Weather Listed by Classroom
  • Room 1 Food service area
  • Room 2 Hall in front of classrooms 1 and 2
  • Room 3 Hall in front of public restrooms
  • Room 4 Hall in front of classroom
  • Room 5 Food service area
  • Room 6 Hall in front of classroom
  • Room 7 Food service area
  • Room 8 Hall in front of classroom
  • Room 9 Food service area
  • Room 10 Hall in front of classroom
  • Room 11 Food service area
  • Room 12 Food service area
  • Room 13 Food service area
  • Room 14 Hall in front of classroom
  • Room 15 Hall in front of classroom
  • Room 16 Food service area
  • Room 17 Hall in front of classroom
  • Room 18 Food service area
  • Room 19 Hall in front of classroom
  • Room 20 Hall opposite side of classroom
  • Room 21 Hall in front of classroom

+ Prescription Medication

All medication shall be locked in your room’s lock box or placed in the kitchen refrigerator lock box. All prescription medication must be in a prescription container that includes the following:

• Child’s name
• Current date
• Original container the medicine was prescribed in
• Dosage
• Frequency of dosage

If the dosage is to be administered one time or two times daily, team member will NOT administer the medication. Parents will be expected to administer medication before and/or after school when the frequency is less than two times daily. The only exception will be emergency medications such as EPI-Pens, inhalers, breathing treatments, medication for special needs/disabilities, etc.

In order for team members to dispense prescription medication, the parent must fill out and sign a Daily Parental Request for Oral Medication form that details the following:

• Child’s name
• Current date
• Name of medication
• Dosage to be given (i.e. ¼ tsp)
• Time of last dose given by parent
• Specific time dosage is to be administered (i.e. 12:00 p.m. and 4:00 p.m.)
• Any special instructions if applicable Note: Eye drops are considered “oral medication” as they may be antibiotics and must follow the same procedure as oral prescription medications.

Ensure the parent has accurately completed the form prior to their departure. This will include:

• Child’s name
• Today’s date
• Drug name
• Time of last dose
• Dosage to be given
• Times to be administered
• Special instructions
• Parent signature

After reviewing the form for accuracy before parent departure, the team member will place their initials in the “team member review” box on the upper right hand corner of the Daily Parental Request for Oral Medication form.

Additionally, ensure the times to administer are in compliance with the medication instructions. For example, if the time of the last dose was 6 a.m. and the medication is to be administered every 4 hours, ensure the times circled are in agreement with medication instructions. In this case, times to be given are 10 a.m. and 2 p.m. If a parent circled an earlier time, ask the parent to complete the form accordingly. If the parent has left, do NOT administer the medication. Immediately call for management assistance.

Administering Prescription Medication:

• Verify the Daily Parental Request for Oral Medication form against the original medication container instructions.
  • Confirm the child’s name
  • Date of prescription
  • Drug name
  • Dosage to be given
  • Time to be administered against the last dosage time
• If there is a discrepancy with any information, STOP, do NOT administer medication, CALL for management assistance
• If the information on the Daily Parental Request for Oral Medication form and the medication container are in agreement, draw up the appropriate amount of medication in the instrument provided (i.e. cup, dropper)
• BEFORE administering medication have a second team member verify the following:
  • Verify the Daily Parental Request for Oral Medication form against the original medication container instructions (see instructions above)
  • Verify amount of medication is accurate
  • If there are any discrepancies or differing opinions, STOP, do NOT administer medication, CALL for management assistance
• Administer medication
• Document time given and initial in the box at the bottom left on the Daily Parental Request for Medication form (see form section of your handbook).
• The team member that verified the information will initial on the form as well.

At the end of the day, completed forms are brought to the front desk for filing. If a medication is to be given for more than one day, a new form will need to be filled out for each day the medication is needed.

+ Over the Counter (OTC) Medication

HWCEC will not administer oral over the counter medication to any child under the age of 2. However, we will continue to administer topical medication and prescription medication under the age of 2. The FDA issued a public health advisory to warn parents to avoid cough and cold medicines for children under age 2. The FDA stated, “because serious and potentially life-threatening side effects can occur.” This is also backed by the American Academy of Pediatrics.

All ORAL over the counter medication, given to children over the age of 2, must include a doctor’s note that includes the following:

• Child’s name
• Current date
• Name of over the counter medication to be taken (Tylenol, Motrin, Gas Drops, etc.)
• Dosage
• Frequency of dosage

If the dosage is to be administered one time or two times daily, the team member will NOT administer the medication. Parents will be expected to administer medication before and/or after school when the frequency is two times daily or less.

In addition to a doctor’s note, in order for team members to dispense oral OTC medication, the parent must fill out and sign a Daily Parental Request for Oral Medication form that details the following:

• Child’s name
• Current date
• Name of medication
• Dosage to be given (i.e. ¼ tsp)
• Time of last dose given by parent
• Specific time dosage is to be administered (i.e. 12:00 p.m. and 4:00 p.m.)
• Any special instructions if applicable

Ensure the parent has accurately completed the form prior to their departure. This will include:

• Child’s name
• Today’s date
• Drug name
• Time of last dose
• Dosage to be given
• Times to be administered
• Special instructions
• Parent signature

After reviewing the form for accuracy before parent departure, the team member will place their initials in the “team member review” box on the upper right hand corner of the Daily Parental Request for Oral Medication form.

Additionally, ensure the times to administer are in compliance with the medication instructions. For example, if the time of the last dose was 6 a.m. and the medication is to be administered every 4 hours, ensure the times circle are in agreement with medication instructions. In this case, times to be given are 10 a.m. and 2 p.m. If a parent circled an earlier time, ask the parent to complete the form accordingly. If the parent has left, do NOT administer the medication. Immediately call for management assistance.

Administering Prescription Medication:

• Verify the Daily Parental Request for Oral Medication form against the original medication container instructions.
  • Confirm the child’s name
  • Date of prescription
  • Drug name
  • Dosage to be given
  • Time to be administered against the last dosage time
• If there is a discrepancy with any information, STOP, do NOT administer medication, CALL for management assistance
• If the information on the Daily Parental Request for Oral Medication form and the medication container are in agreement, draw up the appropriate amount of medication in instrument provided (i.e. cup, dropper)
• BEFORE administering medication have a second team member verify the following:
  • Verify the Daily Parental Request for Oral Medication form against the original medication container instructions (see instructions above)
  • Verify amount of medication is accurate
  • If there are any discrepancies or differing opinions, STOP, do NOT administer medication, CALL for management assistance
• Administer medication
• Document time given and initial in the box at the bottom left on the Daily Parental Request for Medication form (see form section of your handbook).
• The team member that verified the information will initial on the form as well.

At the end of the day, completed forms are brought to the front desk for filing. If a medication is to be given for more than one day, a new form will need to be filled out for every day the medication is needed.

Note: Due to continuous changes in children’s weight, dosage amounts will vary. Hence fever reducers or pain medication will also require a doctor’s note with each illness. However, a Daily Request for Oral Medication must be completed each day that a child needs medication (i.e. Tylenol).

+ Topical Medication

All topical medications require a signed Parental Request for Topical Medication permission form. A doctor’s note is not required. Such topical medications include, but are not limited to:

• Diaper creams
• Chap sticks / Vaseline
• Antibiotic creams
• Sunscreen

These forms will be valid for up to 6 months from the date of signature. The only exception is sunscreen. Sunscreen permission is valid for one year. If a topical medication is required beyond 6 months, a new form is to be filled out.

+ Special Health Care Medications

Children with special health care needs (i.e. asthma, seizures, diabetes) who require scheduled daily medications or medications to be given on an emergent basis (i.e. EPI-PENS, asthma medications) shall have a medical care plan from the child’s physician. A copy of the medical care plan will be given to the child’s classroom in place of a Request for Medication form, and the original will be filed at the front desk. Medical care plans must be updated by the physician on an annual basis.

Parents are allowed to administer medication to his/her child at any time on property without a doctor’s note or permission slip.

+ Child Allergies and Medical Conditions

Allergies may be defined as, but not limited to, minor to severe reactions to medication, food, and/or insect stings.

Medical conditions may include asthma, diabetes, medication treatments and other such pertinent information.

All allergy information and medical conditions will be kept in the child’s file, ProCare Child Tracking, classroom file and posted in each classroom on the Parent Information bulletin board. Food allergies will also be posted in the kitchen.

Rooms will be marked will red “allergy alert” and/or “medical condition” signs on the classroom door. All team members will immediately refer to the information board in the classroom to review child allergy and medical information. If a team member has any questions, he/she should immediately call the front desk for verification or clarification of allergy or medical condition.

+ Child Abuse/Child Neglect

A University of Arkansas study (1980) of licensed day care centers in the state reported two interesting findings:

• At least one in every four teachers suspected abuse/neglect of children in their care.
• Less than one third of these suspected cases were reported because the teacher claimed that they didn’t know what to do.

As a caregiver, you are in a unique position to be a knowledgeable first line of defense for children, giving you both opportunities and responsibilities.

• What is child abuse/neglect?

  • According to the Child Abuse Prevention and Treatment Act, Public Law 93-274:Child abuse and neglect means; the physical or mental injury, sexual abuse, negligent treatment, or maltreatment of a child under the age of eighteen by a person who is responsible for the child’s welfare, under circumstances which indicate that the child’s health or welfare is harmed or threatened thereby.

• What is Arkansas Law?

  • Act 397 of 1975 requires that persons in specified roles report known or suspected child abuse and neglect. “Day care center workers or any other child or foster care worker” is listed among those mandated reporters. As an administrator, your responsibility is even more clearly spelled out, because a team person is required to “immediately notify the person in charge… who shall then become responsible for making a report or causing such a report to be made.”
    • Section 5 allows any mandated reporter or person in charge of mandated reporter to “take or cause to be taken, at public expense, color photographs of the areas of trauma visible on a child.”
    • Any person participating “in good faith” in making a report or taking photographs has immunity to liability, civil or criminal, that otherwise might result from such action. Willful failure to report subjects the person to civil liabilities and criminal penalties ($100 fine and/or five days in jail.)
• Under Arkansas Law (Arkansas Statute Ann. 42-807-818) any team member of the Helen R. Walton Children’s Enrichment Center is expected to report any suspected child maltreatment to the appropriate Child Protective Services Agency. The Child Abuse Hotline is 800-482-5964.

Reporting Abuse

If you suspect that a child attending HWCEC has been subject to any form of abuse, please follow the steps below:

• Contact a member of management immediately

  • The manager will help you make an assessment of the situation
  • The manager will decide who will make the hotline call (the reporting team member or the manager)
  • The Child Maltreatment Reporting Form must be completed during and/or immediately following the hotline call
  • A file, which includes, the Child Maltreatment Reporting Form, other documentation, pictures, etc., must be given the Executive Director
  • At the conclusion of the case, the file shall be placed in a sealed envelope with child’s name and date of initial report and stored in the file room

• Posting Hotline Phone Number

  • The hotline phone number will be posted in all classrooms, comfort room, and other areas as deemed necessary.

Safety Precautions

• HWCEC maintains two team members in the classrooms for the majority of the day (with exceptions and the beginning and end of each day)
• Cameras taping live footage runs 24 hours a day and cameras are located in every area of the facility that children utilize (with the exception of bathrooms)
• Bathroom doors are to be left open at all times for the safety of the children – see bathroom supervision under tab 6 for further details

Emotional Abuse

Emotional abuse is ridiculing, ignoring, insulting, degrading, or otherwise discounting a child, resulting in feelings of worthlessness or low self-esteem. This kind of abuse can accompany common types of child abuse.

Signs of Emotional Abuse

• Child’s Appearance
  • Emotional maltreatment, often less tangible than other forms of child abuse or neglect, can be indicated by behaviors of the child and the caretaker.
  • Failure to thrive.
• Child’s Behavior
  • Appears overly compliant, passive, and undemanding.
  • Is extremely aggressive, demanding, or in rage.
  • Show’s overly adaptive behaviors, either inappropriately adult (e.g.; parent’s other children) or inappropriately infantile (e.g. rocks constantly, sucks thumb, is neurotic.)
  • Lags in physical, emotional, and intellectual development.
  • Attempts suicide.
• Caretaker’s Behavior
  • Blames or belittles child
  • Is cold and rejecting
  • Withholds love
  • Treats siblings unequally
  • Seems unconcerned about child’s problems.

Four Criteria to Identify Emotional Maltreatment

There are four criteria to identify possible cases of emotionally maltreated children taken from Draft Model Child Protection Act. These criteria can guide decisions about whether or not action is justified to protect children, and to differentiate emotional maltreatment from ineffective or even occasionally harmful parental behaviors toward children. They are:

1. Emotional maltreatment is a parental (caretaker) pattern of behavior that has an effect on the child. It causes an emotional or mental injury.
2. The effect of an emotional maltreatment can be observed in the child’s abnormal performance and behavior. If the child of that parent happens to be happy, productive, and well-adjusted; grounds for child protective action are lacking.
3. The effect of emotional maltreatment is long-lasting. It affects the child’s intellectual and psychological capacity.
4. The effect of emotional maltreatment is the creation of a handicap to the child. It causes substantial impairment of the child’s ability to function as a normal human being; to think, to learn, to enter into relationships with others, and to find satisfaction in one’s endeavors.

The identification of emotional abuse is indicated not only when the child is showing substantial impairment of emotional or intellectual capacity, but also when the parents show an inability or unwillingness to get help for the child when help is offered.

Neglect

Neglect is a condition that may either result from a chronic failure to provide for children or from parental actions that are adverse to the child’s welfare.

Signs of Neglect

Neglected Children may be

• Abandoned, destitute, or homeless.
• Malnourished, without adequate food, clothing, or shelter.
• Deprived of necessary medical care.
• Living in an environment that may be injurious to his physical and emotional welfare.

• Receiving inadequate care and supervision from his parent or guardian.

• Child’s Behavior

• Is engaged in delinquent acts (e.g. vandalism, drinking, prostitution, drug abuse, etc.).
• Is begging or stealing food.

• Rarely attends school.

• Child’s Appearance

  • Consistently dirty, unwashed, hungry, or inappropriately dressed.
  • Constantly tired or listless.
  • Has unattended physical problems or lacks routine medical care.
  • Is exploited, overworked, or kept from attending school.
  • Without supervision for extended periods of time, or when engaged in dangerous activities.
  • Has been abandoned.

• Caretaker’s Behavior

  • Misuses alcohol or other drugs.
  • Maintains chaotic home life.
  • Shows evidence of apathy or futility.
  • Is mentally ill or of diminished intelligence.
  • Has long-term chronic illnesses.
  • Has history of neglect as a child.

Physical Abuse

Physical abuse is willful or negligent acts against a child by his parent or caretaker, resulting in physical injury or illness to the child. Such injuries include bruises, welts, abrasions, gross mal-nutrition, burns, scalding, skull fractures, wounds, cuts, etc.

Signs of Physical Abuse

• Child’s Appearance

  • Bruises or welts (on face, lips, or mouth; in various stages of healing; on large areas of the torso, back, buttocks, or thighs; in unusual patterns, clustered, or reflective of the instruments used to inflict; on several different surface areas.)
  • Burns (cigar or cigarette; glove or sock-like burns or doughnut shaped burns on the buttocks or genitalia indicative of immersion in hot liquid; rope burns on the arms, legs, neck, or torso; patterned burns that show the shape of the item (iron, grill etc.) used to inflict them.)
  • Fractures (skull, jaw, or nasal fractures; spiral fractures of the long (arm and leg) bones; fractures in various stages of healing; multiple fractures; any fracture in a child under the age of two.)
  • Lacerations and abrasions (to the mouth, lip, gums, or eye; to the external genitalia.)
  • Human bite marks.

• Child’s Behavior

  • Wary of physical contact with adults.
  • Apprehensive when other children cry.
  • Demonstrates extremes in behavior. (Extreme aggressiveness and then withdrawal)
  • Seems frightened of parents.
  • Reports injury by parents

• Caretaker’s Behavior

  • Has a history of child abuse.
  • Uses harsh discipline, inappropriate to child’s age, transgression, and condition.
  • Offers illogical, unconvincing, contradictory, or no explanation of child’s injury.
  • Seems unconcerned about child.
  • Significantly misperceives child. (e.g. sees them as evil, bad, a monster, etc.)
  • Psychotic or psychopathic.
  • Misuses alcohol or other drugs.
  • Attempts to conceal child’s injury or protect identity of person responsible.

Sexual Abuse

Sexual abuse is inappropriate sexual contact with a child. This may be nonviolent; as in fondling, caressing, indecent exposure, or showing pornographic pictures to a child; or violent as in incestuous intercourse, rape, or sodomy. The child may be a willing or unwilling partner. In up to 75% of cases the offender is known to the child.

Signs of Sexual Abuse

• Child’s Appearance

  • Has torn, stained, or bloody underclothing.
  • Experiences pain or itching in the genital area.
  • Has bruises or bleeding in the external genitalia, vagina, or anal regions.
  • Has venereal diseases
  • Has swollen or red cervix, vulva
  • Has semen around mouth or genitalia or on clothing.
  • Is pregnant.

• Child’s Behavior

  • Appears withdrawn or engages in fantasy or infantile behavior.
  • Has poor relationships
  • Is unwilling to participate in physical activities.
  • Recurrent nightmares or disturbed sleep patterns and fear of the dark.
  • Unusual interest or knowledge of sexual matters, expressing affection in ways inappropriate for a child of that age.
  • Fear of a person or intense dislike at being left somewhere with someone.
  • Other behavioral signals: such as loss of appetite, aggressive or disruptive behavior, withdrawal, running away, or delinquent behavior, failing in school.

• Caretaker’s Behavior

  • Extremely protective or jealous of child.
  • Encourages the child to engage in prostitution or sexual acts in the presence of the caretaker.
  • Has been sexually abused as a child.
  • Is experiencing marital difficulties.
  • Misuses alcohol or drugs.
  • Is frequently absent from the home.

+ Bloodborne Pathogens Exposure Control Plan

OVERVIEW

Purpose: The purpose of this exposure control plan is to establish guidelines that will eliminate or minimize occupational exposure to blood or other potentially infectious materials at the Helen R. Walton Children’s Enrichment Center. The Human Resource Manager is responsible for assuring that all of the guidelines in this program are followed.

Definitions: Occupational Exposure means reasonably anticipated skin, eye, mucous membrane, non-intact skin, or parenteral contact (piercing mucous membranes or the skin barrier through events as needle sticks, human bites, cuts, and abrasions) with blood or other potentially infectious materials that may result from the performance of a team member’s duties.

Other Potentially Infectious Materials (OPIM) include the following body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, any body fluid visibly contaminated with blood and all body fluids where it is difficult to differentiate between body fluids. It also includes any unfixed tissue, organ, or body part.

Exposure Incident means a specific eye, mouth, other mucous membrane, non-intact skin, or parenteral contact with blood or other potentially infectious materials that result from the performance of a team member’s duties.

Parenteral means piercing mucous membranes or the skin barrier through such events as needle sticks, human bites, cuts and abrasions.

Occupational Exposure: Team members in the following job classifications may have occupational exposure to blood or other potentially infectious materials while performing their jobs.

• Teachers of all levels
  • Occupational Exposure - Minimal
  • Exposure Tasks - limited to providing first aid for basic child injury * (i.e. scrapes, cuts, child to child bites)
• Managers
  • Occupational Exposure - Minimal
  • Exposure Tasks - limited to providing first aid for basic child injury(i.e. scrapes, cuts, child to child bites)
• Administrative Assistants
  • Occupational Exposure - Minimal
  • Exposure Tasks - limited to providing first aid for basic child injury(i.e. scrapes, cuts, child to child bites)
• Cook
  • Occupational Exposure - None

Routes of Exposure:

• Bloody Noses
  • Use gloves.
  • Use tissue and/or paper towel to catch the blood.
  • Sit down and lean slightly forward. Keeping the child’s head above their heart will make the nose bleed less.
  • Using your thumb and index finger pinch the child’s nose until the bleeding stops.
  • Apply ice to the bridge of the nose.
  • Call management if necessary.
• Scratches and Scrapes
  • Use gloves.
  • Wash the injured area with soap and water.
  • Apply pressure to the wound as necessary and apply a bandage.
  • Call management if necessary.
• Bites
  • Use gloves.
  • Wash the injured area with soap and water.
  • Apply ice and bandage if necessary.
  • Call management if bite is on the child’s face or has broken the skin.

Methods of Compliance:

Universal precautions will be observed by everyone at this facility to prevent contact with blood or other potentially infectious materials. All human blood or other potentially infectious materials are treated as if known to be infectious for HIV, HBV, and other bloodborne pathogens.

Communication of Hazards to Team Members:

• Biohazard labels must be affixed to waste containers and other containers used to store items containing blood or other potentially infectious materials.
• The universal biohazard symbol must be used. The label must be orange or orange-red, with lettering or symbols in a contrasting color. Red bags or containers may be substituted for labels.

Work Area Restrictions:

There is a reasonable likelihood of exposure to blood or OPIM in the comfort room. Team members are not allowed to eat, drink, apply cosmetics or lip balm, smoke, or handle contact lenses in this area. Food and beverages are not to be kept on shelves, cabinets, or on counter tops in this area.

Personal Protective Equipment (PPE):

• PPE will be offered free of charge to team members who have occupational exposure.
• A supply of appropriate gloves is available in every classroom as well as the first aid station in the comfort room.
• Additional equipment such as gowns, aprons, goggles are available at the first aid station if a team member believes they are necessary to prevent exposure.
• PPE will be chosen based on the anticipated exposure to blood or other potentially infectious materials. The protective equipment will be considered appropriate only if it does not permit blood or OPIM to pass through or reach the team members’ clothing, skin, eyes, mouth or other mucous membranes under normal conditions of use and for the duration of time the PPE will be used.
• If team member’s clothing becomes soiled, the team member must change their clothing.

Equipment:

• First aid kits are located in each classroom and at the front desk.
• Latex gloves are also located in each classroom as well as the front desk.
• In most instances, gloves will be the required protection equipment needed. However, additional personal protection equipment (i.e. eye protection or leak-proof apron) are available in the comfort room, as needed.
• Check your first aid kits weekly or more often as needed. Immediately notify the Building and Grounds Specialist or Human Resource Manager when a first aid kit is running low on any item.
• HWCEC will replenish and/or replace first aid materials and equipment as necessary.
• The Building and Grounds Specialist will check first aid kits monthly to ensure proper supplies are available in each classroom, gross motor room, playscape and the comfort room.

You must wear gloves when you anticipate hand contact with blood:

• Wear gloves when handling or touching contaminated items or surfaces.
• Bandage any cuts or scrapes on self before putting on gloves.
• If allergic to latex, please request hypoallergenic gloves.
• Never use damaged gloves.
• Never wash or reuse gloves.

Attend to the child:

• Check child for the location of the blood.
• Clean and bandage the area of injury.
• If necessary, call for management to assist with the injury.

Glove Removal:

• Pinch glove at the wrist, being careful to touch only the glove’s outside surface.
• Pull glove toward the fingertips without completely removing it.
• The glove is now inside out.
• With partially gloved hand, pinch the exterior of second glove.
• Pull the second glove toward the fingertips until it is inside out, and then remove it completely.
• Grasp both gloves with your free hand.
• Touch only the clean interior surface of the glove.
• Discard gloves in red plastic biohazard bags located in each classroom, gross motor room, and playground (look for dispenser on wall).
• Wash hands immediately after glove removal.

Washing Hands:

• Hand washing facilities are readily accessible to team members who may incur exposure to blood or other potentially infectious materials in the comfort room sink and in the restroom sinks.
• Wash hands immediately after glove removal.
• Moisten hands with warm water and use antibacterial soap.
• Rub hands together for 10-20 seconds.
• Rinse hands free of soap under warm running water.
• Dry hands with disposable paper towel.
• Throw used paper towel into a hands-free trash container.

Housekeeping:

• All equipment and contaminated work surfaces will be decontaminated after completion of first aid procedures and immediately or as soon as feasible after any spill of blood or OPIM.
• If the comfort room is used for first aid, decontaminate the cabinet surfaces and trash can immediately after first aid has been rendered.
• When handling or cleaning contaminated equipment or surfaces, gloves must be worn.
• If blood has contaminated equipment of physical space in which children use, the area will be closed to use by children and personnel until the area/equipment can be disinfected.
  • Children can be taken to an alternative space such as the gross motor room or another classroom
  • A manager may watch the area to ensure no one enters said area until properly cleaned and disinfected
• Pur disinfectant shall be used and left of the surface for two minutes.

Housekeeping – Child Clothing:

• If the child’s clothing has blood on them, remove the child’s clothes utilizing gloves.
• Bag up the soiled items in leak proof bags.
• Never wash or rinse off clothing.
• Place an “infectious waste” label on the bag.

Regulated Waste Procedures:

• All regulated waste (contaminated gauze, gloves, bandages, etc.) must be disposed of immediately.
• Any sheets, blankets, towels, wash clothes, and any other item that is contaminated by blood shall be removed from the classroom immediately.
  • Sheets, blankets, towels and wash clothes will NOT be laundered, but disposed of.
  • Wear impervious gloves, place all waste in the red plastic biohazard bag (wall dispenser in each room).
  • Place the biohazard bag in the leak-proof plastic trash container in the comfort room.
  • Pour Pur (disinfectant) into the biohazard bag in the container so it completely covers the contaminated waste.
  • Let the contaminated waste sit in disinfectant for at least 10 minutes.
  • Pour the disinfectant down the drain, while retaining the waste materials in the bag.
  • Use additional disinfectant to clean and decontaminate the plastic trash container if any blood leaked out of the biohazard bag.
  • Place the biohazard bag with the waste material into a box, remove your gloves and seal the box.
  • Write “Decontaminated Medical Waste” on the box and place a company label on the box that lists the company name and complete address.
  • Dispose of the box in the regular trash.
• Items that may have larger amounts of blood or fluids should be double bagged to prevent leakage or spills. Bag must be marked with a biohazard label or symbol (located in the comfort room). Call Hazardous Materials Management for pick-up (323-6280).

Reports:

• All exposure incidents (see definition section) must be investigated and documented.
• Report any exposure incidents to the Human Resource Manager after the incident has been resolved and no later than the end of the working day.
• Human Resource Manager or other manager shall complete the Bloodborne Pathogen Exposure Incident Report form (refer to Human Resources Procedure).

Hepatitis B Vaccination and Post Exposure Evaluation:

• Hepatitis B vaccine and vaccination series are available to team members who have an exposure incident.
• The vaccination series will be offered and administered within 24 hours of the initial exposure incident.
• Team members can decline the Hepatitis B vaccination.
• All team members who decline the Hepatitis B vaccination must sign the OSHA required waiver indicating their refusal.
• If an team member initially declines the vaccination but at a later date, while still covered under the standard decides to accept the vaccination, the vaccination will be made available at that time.

• A post exposure evaluation and follow-up is available to team members who have had an exposure incident and will be:

  • Made available at no cost to the team member at a reasonable time and place;
  • Performed by or under the supervision of a licensed physician or by or under the supervision of another licensed healthcare professional; and
  • Provided according to the recommendations of the U.S. Public Health Service.

• All laboratory tests will be conducted by an accredited laboratory at no cost to the team member.

• Following a report of an exposure incident, the exposed team member will immediately receive a confidential medical evaluation and follow-up, including at least the following:
• Documentation of the route of exposure, and the circumstances under which the exposure incident occurred (copy of the Bloodborne Pathogen Exposure Incident Report).
• Identification and documentation of the source individual, unless it can be established that identification is not feasible (or prohibited by state or local law).
• The source individual’s blood will be tested as soon as feasible and after consent is obtained in order to determine HBV and HIV infection status. If consent is not obtained, HWCEC will document that legally required consent cannot be obtained.
• When the source individual is already known to be infected with HBV or HIV, testing is not required.
• Results of the source individual’s testing will be made available to the exposed team member by the physician’s office, and the team member will be informed of applicable laws and regulations concerning disclosure of the identity and infectious status of the source individual.

+ Anti-Violence/Security

Overview

Workplace violence has emerged as an important safety and health issue. This plan is intended to provide guidance for protecting team members from potential violence in the workplace.

Categories of Violence

• Type I Violence Events: The person committing the violent act has no legitimate business relationship to the Campus and usually enters the affected workplace to commit a robbery or other criminal act.
• Type II Violence Events: The person committing the violent act is either the recipient or the object of a service provided by the Campus, e.g., the assailant is a current or former client or customer.
• Type III Violence Events: The person committing the violent act has some employment-related involvement with the Campus.

Usually workplace violence incidents involve an assault by:

• a current or former team member, supervisor or manager
• a current/former spouse or significant other of an team member
• a relative or friend of an team member
• some other person who has a dispute with an team member of the Campus

Prevention Strategy

Securing the Facility:

• Be aware of who is in the facility and their purpose for being there. Report any suspicious person to the front desk or a member of management. If you are certain that the individual is an “intruder”, follow the Intruder on Campus procedure.
• Ensure all entry points into the facility remain locked as appropriate to Campus business. Do not allow individuals to follow you into the facility. Allow the other person to enter his/her own code for access.

Entering and Exiting the Building:

• During normal business hours, outside lighting should be adequate to enable team members to pass to and from the building in a safe manner.
• As much as possible, team members should pass to and from the building in groups.

Monitoring Potentially Violent Situations:

• Management will maintain effective communications with team members and handle all team members in a considerate and respectful manner.
• All team members shall be aware and report to a manager (as indicated below) acts of aggression that may indicate risk. Examples include, but are not limited to:
  • Disorderly conduct (shouting, pushing, throwing objects, slamming doors)
  • Verbal threats to inflict bodily harm
  • Fascination with or regular discussions of guns or other weapons
  • Intimidating presence
  • Harassment of any nature

Reporting of Aggressive Acts

Any acts of aggression will be reported to any member of management, who will in turn, inform the Executive Director. If the manager is the aggressor, the Executive Director should be informed directly.

Based on the outcome of the investigation, appropriate steps of disciplinary action will be taken.

+ Assault on Child or Staff

Overview This procedure is to be used in conjunction with Intruder on Campus and/or Lockdown based on the situation. This procedure addresses injury as a result of an assault.

• Call for management assistance immediately – level 1
• Provide first aid and/or CPR
• Call 911 if any medical treatment is needed. If in doubt – call 911
• Team member will stay with the victim
• Victim’s family will be notified by a member of management, once the victim’s medical needs have been tended to. A manager will provide the following information:
  • Brief overview of incident and injury
  • Inform family member that 911 has been called, if applicable
  • Tell the family member which hospital the child/staff member will be taken to, if applicable
• Follow-up with the staff member or family member with regards to police action. This will include:
  • Police officer’s name and title
  • Contact information
  • Policy action
  • Copy of any reports
• Director will report incident to licensing specialist
• Director will complete a written incident report at the earliest opportunity. Reports, associated video, police reports, and other pertinent data are stored in the HR closet in the “legal” box for permanent retention.

+ Kidnapping of Child

Overview Most likely the Campus will already be in a security mode of Intruder on Campus or Lockdown. This procedure is designed to address the necessary steps if the suspect exits the building with a child.

General Information

• As a reminder, do not confront the suspect, especially if the suspect has a weapon or there is a group of children present.
• If the Campus is in a security mode, all managers have been alerted to the situation and are following appropriate procedures.
• If the Campus is not in a security mode, follow the Intruder on Campus or Lockdown procedures

Action Steps

• A member of management will call 911 immediately; provide the following information:
  • Time and location child was last seen
  • Vehicle information and direction of travel
  • Child’s name and age
  • Address
  • Physical and clothing description of the child, including any distinguishing marks such as visible scars or birthmarks
  • Physical and clothing description of the suspect
  • Medical status, if appropriate
• The manager that made the 911 call must document all of the information listed above and pull a picture of the child from ProCare – provide all information to the police upon arrival
• A member of management will notify the parents of the missing child; inform parents of situation and steps taken
• The Executive Director or Director of EC Operations will report the incident to the licensing agent and Child Protective Services
• The Executive Director, a member of the Executive Committee, or the Director of EC Operations will implement the Crisis Response Plan, if the situation is warranted
• The Executive Director will compile all written reports, video, police reports and other pertinent materials. The reports are stored in the HR office closet in the “legal” box for permanent retention.

+ Intruder On Campus

Intruder: Intruder is defined as any individual that does not have authorized access to the campus or a child attending HWCEC. “IOC” = Intruder on Campus.

Notification: If an intruder enters your classroom, playscape or gross motor room, notify the front desk or a member of management if possible. This must be done in a discreet manner so as not to escalate the situation. Two examples are provided below for non-volatile situations:

1. One team member leaves the classroom under the pretense of a bathroom break or similar routine action.
2. Call the front desk and remind them that there is an IOC meeting in your classroom today.

Management or the front desk will immediately call the police. The appropriate statement to ensure quick police action is, “This is (name) from the Helen Walton Children’s Enrichment Center. We have an intruder and need immediate assistance.” The administrative person that made the call needs to wait outside to meet the police and provide necessary information about the intruder, location of intruder and building layout.

For drills and actual situations, an announcement will be made, “Attention team members, there is an IOC meeting in room ”. This is to alert team members as to where the intruder is currently located in order to follow the appropriate action. When the drill or the situation has ended, another announcement will follow, “The IOC meeting has been cancelled.”

Action: REMAIN CALM, children react to the emotion they perceive from you. Classroom/Common Area

• If the intruder is in your room, try to leave the room with your children (i.e. it’s “recess time”), if possible. Infant rooms should continue normal routines.

• If you cannot leave the classroom:

  • Turn out the lights (only when the intruder is not in your classroom)
  • Ensure classroom doors are shut and locked (only when the intruder is not in your classroom)
  • Move children to closest emergency exit door
  • Non-walking infants should be placed in cribs
  • Involve the children in a quiet activity (i.e. reading a book)

• If you are in a common area (gross motor room, hall) take the children to the nearest classroom no matter what the age and follow the above steps.

Playscapes

• If you are on a playscape and the intruder is in your wing of the facility, stay on the playscape. Consolidate the children by an exit area (gate).
• If you are on a playscape and the intruder is on the opposite side of the facility, take the children inside to your classroom move by an exit door and keep the lights out.

General Rules of Thumb:

• Never touch an intruder or invade their personal space (2 feet space around individual)
• Never block the path of the intruder.
• Keep calm.
• Remember, the goal is to keep the situation under control. We do not want the intruder to become violent.

Management:

• Management member(s) with most child care experience should go to the classroom and provide assistance (base decision on situation).
• Administrative management should make appropriate calls and act as police liaison.
• All other managers should assist classrooms (in appropriate areas, general safety, assist younger classes if exiting the facility, etc.).

+ Lockdown

Crisis: A sudden, generally unanticipated event that profoundly and negatively affects a significant segment of the community or campus. In such situations the physical and emotional impact may be moderate to severe. Outside assistance may be needed.

Crisis Examples: terrorist threat, gunman in the area (outside threat – not an intruder on campus)

Notification If the threat is on the premise or inside of the campus, please follow the “intruder on campus” plan.

Actual Situation: A member of management will notify all team members by providing an intercom announcement, “This is an emergency. The campus is going into lockdown”.

Drill: A member of management will notify all team members by providing an intercom announcement, “This is a drill. The campus is going into lockdown”.

Action Steps for Teachers/Team members:

• Team members should quickly check the hall and restrooms closest to their classroom or gross motor room to get all children into the room.
  • If you are in a hallway, enter the closest classroom available.
  • If you are in the gross motor room, proceed to the nearest classroom or enter a GMR storage room.
  • If you are on a playscape, enter the closest door possible. If the doors are locked, remain close to an entry door as a group. When help arrives, further guidance will be provided.
  • Lock all exterior doors and close and lock all windows.
  • Keep children away from windows and exterior doors; position children in a safe place against walls or on the floor.
  • Team members will maintain a calm atmosphere in the room, keeping alert to emotional needs of the children. (Tip: gather in a story circle behind a table and gather infants into two cribs along with items to help keep them quiet, such as bottles, pacifiers and small, quiet toys)
  • Teacher will keep all children in the classroom or current location until otherwise indicated.

General Rules of Thumb

• No one will be able to enter the building during a lockdown, except police or emergency personnel. This means parents or team members cannot enter the facility. Under no circumstances, should you open an exterior door for anyone.
• No one (no team member or children) will exit the building until the “lockdown” has been lifted, unless police choose to evacuate the building per police standard operating procedures.

Completion of Lockdown One of three situations may occur to lift the campus’s lockdown mode of action.

• Emergency personnel, such as the police, have indicated to management, that the crisis has been averted or is over, and is safe to resume normal activities. A member of management will make an intercom call of “All clear. The lockdown has ended”. At such time you may move about, go back to your classroom, or release children to parents or authorized individuals.
• The campus will remain in a lockdown mode. However, children will be released to parents through management at the front entrance. (an example: 9/11)
• Police will evacuate the campus per policy standard operating procedures.

Action Steps for Managers If a crisis has been reported to the campus, and is deemed to have come from a valid source, initiate the “crisis lock down” procedure. Make an intercom announcement, “This is an emergency. The campus is going into lockdown”.

All on-site managers shall immediately meet at the front desk to communicate the following:

• Ensure all exterior doors are locked.
• Move all personnel to interior of facility.
• One administrative manager will seek emergency assistance.
  • Depending on the situation, a manager will call 911 and seek further instruction from emergency response personnel; or
  • Contact local police to verify reported emergency and seek further instruction; or
  • Remain vigilant such as watch or listening to the news for further information.
• Early Childhood Managers shall check all classroom doors, windows and ensure the current safety of children and team members.
• Once the building is secured, all managers will report back to the administrative hall for an update.
  • If the lockdown will continue, managers should use cell phones and station themselves around the building.
  • Two managers will remain at the front desk to manage the situation.
• If lockdown mode remains in effect, yet is appropriate for releasing children to parents:
  • Children will be brought to the front entrance.
  • A manager will verify the authorized pick-up person by utilizing ProCare.
  • Do not allow parents to make you feel rushed, take time to ensure the safety of each child.
• At the end of the crisis, the director or manager will ensure the following is completed:
  • Apprise the team members of the situation and counsel children.
  • Apprise parents of all “lockdowns” whether practice or real.
  • Report real incidents to licensor and Board of Directors Executive Committee.
  • Complete a written incident report at the earliest opportunity.