Parent Guide EXL

The staff in our programs are individuals passionate about working with youth. Staff participates in training prior to the start of and throughout the school year that provides them with the tools needed to create consistent, safe, and welcoming spaces for youth. The inclusive spaces created by staff help youth develop a sense of belonging. We believe in supporting all children as they develop skills in academics as well as supporting their social, emotional, and personal growth.

Our staff plan engaging activities each day for our participants as well as help them with their homework and provide them with opportunities to play and have fun in a safe place.

Here’s the process all program registrations follow:

Submit Registration: Complete application for program, select activities, ensure most updated information is listed, sign waivers/releases.

Application Approved: Your application has been approved, but your child is not yet enrolled in the selected activities. You need to make a deposit to secure your spot. You can do this by calling or coming into the office. 

Enrollment Approved: You have made your deposit, entered into a payment plan, or other arrangement, and your child is enrolled in the selected programs. 

Note: Your child will not be enrolled until a deposit or payment arrangement has been submitted. 

It is the responsibility of the parent/guardian to know where they are in the registration process and to ensure that all steps are completed so that children can participate in selected activities.

Bus shuttle service to/from the Family Resource Center is included in the Before-School, After-School, and Early Dismissal Days fees. There is no bus service home at the end of the day or to the FRC in the morning. 

Our program values are respect, responsibility, kindness, safety, and accountability. When on the bus, we expect our youth to use a level-one voice, use kind language, keep their hands to themselves, follow instructions, and stay with their group to create a safe and engaging environment for all. Please go over these values and basic expectations with your child(ren) before the first day of Expanded Learning so they are prepared to ride the bus safely.

If a student is unable to meet these expectations, parents/guardians will be notified. Repeat disregard for or inability to follow the rules & expectations for riding the bus will result in suspension from bus service. The child may still attend the Expanded Learning program, however, the parent shall assume responsibility of transporting the child to the program.

Safety protocols will be followed to the extent possible and as required by governing agencies. 

For a full refund, a parent/guardian must provide written notification of cancellation to Expanded Learning a minimum of two full weeks before the date of the selected program. Partial refunds are available if the cancellation notice is provided a week in advance. We cannot refund fees for programs if a parent/guardian cancels the program less than a week in advance of the date of the selected program.

For example, if a family wants to cancel an Early Dismissal Day program, they would need to cancel two weeks in advance of the program to receive a full refund. For example, if the Early Dismissal Day is on September 15, written notification of cancellation will have had to be provided by September 1, at the latest. Cancellation less than two weeks, but more than one week, will result in a partial refund. If a parent/guardian cancels the program less than a week in advance, they are not eligible for a refund, and are still responsible for the program fees.

If you need to cancel a program, please do so at least 2 weeks in advance to receive a full refund. 

All refunds are processed through our Business Services Department and may take up to six weeks. 

DROP OFF 
Students arriving for Before-School programs, School’s Out Days, or Break Camps:  
Before Care, Before School: parents/guardians may park their vehicles and walk into the building through door #1B. (the front door) to sign their child(ren) into the program using their unique PIN number. Your PIN number can be found in your EZChildTrack Parent Portal.

After 9:00 a.m. Camp & School’s Out Day Programs: parents/guardians may park their vehicles and walk into the building through door #1.

Parents/Guardiands will sign their child(ren) into the program using their unique PIN number. Your PIN number can be found in your EZChildTrack Parent Portal.
 

PICK UP
Parents/guardians will enter through door #1 and sign out their child(ren) using their unique PIN number. Your PIN number can be found in your EZChildTrack Parent Portal.Parents/guardians may wait for their child(ren) in the lobby. Staff may verify the identification of adult(s) picking up the student by checking their ID against our records. 

Parents/guardians must be aware of the pick-up times for the programs they are registered for and pick up their children on time. Staff are scheduled to work a fairly rigid schedule. Please be mindful of this and pick up your children on time.

Fees will be added to accounts for any late pick-ups at the rate of $5/minute after the first 5 minutes. Continued disregard for the program's schedule will result in suspension of childcare services. 

Consistent late pick-ups may result in removal from the program.

It is our goal that everyone participating in our programs have a safe place to go during out-of-school time. If a participant poses a risk to the emotional or physical safety of other participants or themselves, reasonable interventions will be implemented. If behaviors continue to risk the safety of others despite the reasonable interventions in place, the participant may be dismissed from the program. Our program values are respect, responsibility, kindness, safety, and accountability. We expect our youth to use kind language, keep their hands to themselves, follow instructions, and stay with their group to create a safe and engaging environment for all. Please go over these values and basic expectations with your child(ren) before the first day of Expanded Learning so they are prepared to join the program. There is a general expectation that all students participating in Expanded Learning programs follow the same rules of conduct as written in the East Maine School District 63 Student Handbook.

All weapons, including firearms, are prohibited on the premises.

If a student is unable to meet these expectations, parents/guardians will be notified. Continued disregard of or demonstrated inability to follow  rules and expectations will result in a meeting between the Director and the parent/guardian and possible dismissal of the child(ren) from the program.

In any event, where a child is posing a safety risk to themselves or others, where reasonable accommodations are not disrupting the behavior, parents/guardians must be prepared to pick up their child from the program within a reasonable amount of time, but no more than 30 minutes from the initial notification.

If a participant requires prescription or over-the-counter medication, a parent must complete this form and provide the medication to our office.

Both prescription and non-prescription medication shall be accepted only in their original containers.

• Prescription medications shall be labeled with the entire pharmacy label.
• Over-the-counter (non-prescription) medication shall be clearly labeled with the child's first and last name. The container shall be in such condition that the name of the medication and the directions for use are clearly readable.

Medication shall be distributed in a manner that protects the safety of the child.

• A specific staff person shall be designated to distribute and properly document the dispensation of the medication each day.
• Prescription medication shall be distributed as required by a physician, subject to the receipt of appropriate releases from parents, which shall be on file and regularly updated. Prescription medication shall be used only for the child named on the label.
• Over-the-counter medications may be distributed in accordance with the manufacturer's instructions when provided by the parent with written permission.
• The childcare center shall maintain a record of the dates, times, dosages, prescription numbers, if applicable, and the name of the person distributing the medication.

Medications shall be safely stored.

• Medication containers shall have child-protection caps whenever possible.
• All medication, whether refrigerated or unrefrigerated, shall be kept in locked cabinets or other containers that are inaccessible to children and designated and used only for this purpose.
• Medications shall be kept in a well-lighted area.
• Medications shall be kept out of the reach of children.
• Medication shall not be kept in rooms where food is prepared or stored unless refrigerated in a locked container.
• Medication shall not be used beyond the date of expiration.
• When a child no longer needs medication, the unused portion or the empty bottle shall be returned to the parent.

Before Care
Breakfast will not be provided; however, if students bring breakfast, they are welcome to eat it at the FRC. The shuttle should take students to their home schools in time to receive breakfast.

After School
Aligned with the USDA After School Snack Program, participants will be offered a snack after school. Menus will follow a 2-week alternating pattern and are available below:

• August
• September
• October

Full-day programs (Early Dismissal Days, School's Out Days, Break Camps)
Meals will not be provided; participants must bring their own:

• lunch and two snacks because we do not provide meal service, 
• a reusable water bottle.

Participants' items should be labeled with their full names.

Students will play outdoors as long as it is within the safety guidelines for weather, air quality, and temperature as outlined in the Child Care Weather Watch. Please send your child(ren) with weather-appropriate clothing, including rain clothes, to ensure their safety outdoors.

To ensure a focused and engaging learning environment for all students, the EMSD63 policy states that cell phones and personal devices, such as smartwatches, are not to be used during program hours. If a student chooses to bring these devices to the program, they must remain powered down and stored in their backpacks for the duration of the program.

We understand that some students may have these devices for communication purposes, but we have several key reasons for this policy:

• District Policy Compliance: The use of personal electronic devices during school hours, including after-school programs, is against EMSD 63 policy.
• Focus and Engagement: Our Expanded Learning program is designed to provide enriching activities and opportunities for students. The use of personal devices can be a significant distraction, hindering participation and engagement in these activities.
• Loss, Theft, or Damage: Personal devices such as cell phones and smartwatches are often expensive and can be easily lost, stolen, or damaged during active program participation. We want to minimize the risk of these incidents.
• Respect for Program Environment: We aim to foster a collaborative, interactive environment where students can connect with one another and participate fully in the program's activities.

If your family chooses to provide your child with a personal device, we expect your child to adhere to the District and Expanded Learning program rules regarding its use.

We aim to create a learning-focused environment at the FRC. Therefore, we generally discourage bringing personal items such as toys, games, and trading cards. If a child brings a personal item, they are solely responsible for its care. Expanded Learning staff are not responsible for lost, broken, or stolen items.

In rare circumstances, a specific personal item might be necessary for a child's well-being (e.g., a small comfort object). Please discuss any such needs with the FRC staff in advance to determine if an exception can be made.