“If your children succeed, then we succeed; if a child fails, we have failed”

Cherokee Boys Club INC. Motto

“By Prayer and by work”

MISSION

“A Caring Center for Families Where Children Learn, Play, and Grow”

OUR VALUES

• Every child is unique and embraced for their individuality
• Family values and culture are respected
• Learning happens in many ways and should be fun
• Family involvement is welcomed and encouraged
• Safe, clean, caring, learning environments are our top priority

OUR FAMILIES

Our high quality 4-star centers serve the Qualla Boundary and the surrounding areas. We provide a welcoming environment that supports the inclusion of all families. Our families and our children are culturally and socio-economically diverse in a variety of family structures. We strive to keep our classrooms with additional teachers to provide more attention one-to-one, which gives us the opportunity to welcome and support children with varying abilities and talents. We partner with community resources to provide supportive services in the classroom when needed.

ENROLLING IN OUR CENTERS:

Children will not be discriminated against when selections are made for enrollment. Children are enrolled on a first come first served basis until the center is full. At Agelink and Snowbird, we provide child development services and care for children whose parents are working or are enrolled in a school setting. Childcare is based on these priority needs. Once the classroom is full, other applicants are placed on a waiting list for the next available opening.

The center offers services to infants (0 weeks – 12 months old), toddlers (1 – 2 years old), preschool (3 – 4 years old) and school age (5–12-year-olds) after school and during the summer.

The center’s normal hours of operation are Monday – Friday from 7:00 AM – 5:00 PM. Drop-Off and Pick-Up times can vary to meet the hours needed for working/education parents. Children will be able to attend center depending on parent’s work or school schedule.

KEEPING YOUR CHILD IN OUR CARE REQUIREMENT:

Every parent whose child is enrolled will be required to keep the following information up to date:

• Application information
• Childhood immunization records
• Physicals/Medical Record
• Acceptance of new policies and existing policies (parent handbook)
• Apply for state subsidy, in the county where the child lives, or tribal subsidy. ***federally recognized enrolled Native American families can apply for the child development fund with the Tribe.

By October 31st of each year our centers are required to do a shot record report This is a requirement of the NC Department of Health and Human Services. We ask that anytime your child receives shots please give an updated shot record to the center director.

PARENT FEES & LATE FEES:

All applicable childcare fees are due on the first day of each month. If the last school day falls in the middle of the week, you will have until Friday to pay any fees and payments due.

Every parent has a different childcare fee that is set according to the family’s income and the type of funding they are qualified to receive.

Our centers close at 5:00 PM – a late pick-fee of $1.50 per minute will be charged for each minute per child after 5:00 PM. The assistant manager will be notified by the teacher and will provide receipt upon payment. Check with your child’s classroom teacher for information about what you should pay when you have late fees. Speak to the child’s teacher if there is an unavoidable emergency that needs consideration.

If you or your emergency contact person is called to pick up a child, you will have 30 minutes to comply with the request. Consideration will be given to any parent whose place of work or school is beyond the 30-minute expectations.

FOOD PROVISION & SNACKS:

Each of our centers has a kitchen and kitchen staff that prepare snacks and meals according to the USDA regulations for childcare facilities. The meals will be served daily for every child in the center, except for the infant room. Parents with infant children and/or children with special approved dietary needs are required to bring their food &/or bottles labeled with the child’s name and date.

A nutritious snack will be provided to all children in the center every afternoon.

The menu is posted in each classroom.

Policy: Prohibits the Use and Storage of Potentially Hazardous Materials, Including Glass Bottles

Purpose: To ensure the safety and well-being of all children and staff by regulating the use and storage of potentially hazardous materials, including glass bottles, within the childcare center.

Policy Statement: The childcare center is committed to maintaining a safe and secure environment. In accordance with Child Care Rule .2506, all potentially hazardous items—including, but not limited to, archery equipment, firearms, ammunition, hand and power tools, propane stoves, glass objects, and chemicals—must only be used by children under direct adult supervision. Furthermore, such items, whether intended for child use or not, must be stored in locked areas or secured with other appropriate safeguards, or otherwise removed from the premises.

Procedures:

1. Adult Supervision: Children may use potentially hazardous items, such as certain tools or equipment, only when directly supervised by a qualified adult.

2. Storage: All potentially hazardous materials must be stored in locked cabinets, closets, or containers, or secured with other appropriate safety measures. Items not intended for use by children must be removed from accessible areas or the premises entirely.

3. Glass Bottles and Containers: Glass bottles and containers are prohibited for use by children for food and drink purposes, due to the following risks:

• Weight: Glass bottles are significantly heavier than alternatives, making them difficult for infants and young children to handle safely.

• Handling: The increased weight and fragility of glass can hinder a child’s ability to feed independently and securely.

4. Shattering Hazard: If dropped, glass bottles can break, posing a risk of injury to children, staff, and others.

5. Thermal Risks: Heating glass bottles may lead to thermal shock and shattering or uneven heating, which can cause burns or other injuries.

6. Chemical Leaching: Certain glass bottles may leach chemicals when exposed to high temperatures.

The center will require the use of unbreakable alternatives such as stainless steel, plastic, or thermos flasks for all food and beverage storage and consumption.

PERSONAL BLANKETS & INFANT NAP TIME:

The center will provide a clean sheet and blanket for each child during naptime. Infants’ birth to 12 months sleep in a crib or on a mat. All infants will be placed on their backs to sleep. Infants are not allowed to have a blanket; but can use a sleep sack. If an infant child needs to sleep on their belly or on their sides, prior to the age of 6 months, the center must have a signed waiver by a licensed physician stating their sleep position.

PERSONAL ITEMS:

All personal toys, jewelry, or other items that come from home must be left in the child’s cubie. Electronic devices are not allowed in our classrooms. The center will not be held responsible for these items.

Policy: Electronic Devices

Subject: Use of Electronic Devices in Classrooms

We are reaching out to clarify our policy regarding the use of electronic devices within our school-age program, in accordance with North Carolina Childcare Rule 10A NCAC 09 .1718 – Requirements for Daily Operations.

This regulation permits school-age children (three years and older) to engage with screen time on electronic media devices that have a visual display. To ensure a safe and developmentally appropriate learning environment, we ask that all personal electronic devices brought from home remain in each child’s designated cubby throughout the day.

Agelink provides age-appropriate devices and content aligned with the NC Foundations for Early Learning and Development. When children use personal devices, it limits our ability to monitor content and may inadvertently expose students to materials that are not suitable.

To uphold a secure and enriching experience for all students, screen time within our facility is carefully planned to support developmental goals and enhance learning through approved educational platforms.

VISITORS:

Our centers have an open-door policy for parents and guardians. All parents and guardians have the right to visit their children in our center at any time. However, if there is a restraining order on anyone not allowed to visit the child, the police will be contacted immediately if they come to the center. If you are sending someone to pick up your child that the teachers have not met, please have them bring a picture ID upon arrival. Our center will not release a child to anyone who is not listed on the pickup list.

PARTIES:

The classrooms do have birthday parties for their children. During this time, the parents are asked to help provide healthy party treats from approved reputable providers for the classroom. According to the state childcare rule, no balloons are allowed in any rooms in the buildings. Do not bring balloons to either center.

FIELD TRIPS:

When a field trip is being planned, a note and permission slip will go out to each parent to let them know where and when the trip will take place. The permission slip should be signed and returned 2 weeks prior to the scheduled outing.

To meet state rules, before children are transported, a parent must give written permission. The permission slip will include when and where the child is to be transported, expected time of departure and return, and the transportation provider. The staff keep a notebook in the vehicle with each child’s information to include emergency contacts. No child under the age of 3 will be transported on a field trip.

Policy: Transportation

Procedure:

• Agelink and Snowbird will only use a Charter Bus provided by Cherokee Boys Club Inc. to transport children for field trips.
• Vehicles used to transport children enrolled at Snowbird will comply with all applicable State and Federal laws and regulations.
• Vehicles are all insured for liability as required by state laws governing the transportation of passengers pursuant to G.S. 20-27921.

Agelink and Snowbird Child Development Center will follow Safe Procedures:

• The driver or other staff member in the vehicle shall ensure that all children are transferred to an individual who is indicated on the child’s application as specified in Rule .0801 (a)(7) as authorized by the parent.
• Drivers are employed by Agelink/Snowbird Child Development Centers and have completed all rules and regulations required for a childcare worker.
• Each center establishes procedures for pick-up and delivery of children to ensure children are protected from danger and not exposed to risk or harm. These procedures shall be communicated to parents, and a copy shall be posted in the center where they can be seen by everyone.
• Agelink and Snowbird Child Development Centers have established procedures for pick-up and delivery to ensure children are protected from danger and not exposed to harm. This policy is included in parent handbook as well as posted throughout the Center.
• A First Aid Kit and the Fire Extinguisher shall be in each vehicle used to transport children. The first aid kit and fire extinguisher shall be mounted or secured if kept in the passenger compartment.
• All Charter Buses used by Cherokee Boys Club Inc. are required to have fire extinguishers as well as first aid kits. Staff are also required to have Ready-to-Go bags which includes a first aid kit.
• For each child being transported, identifying information, including child’s name, photograph, emergency contact information and a copy of the emergency medical care play information required by Rule .08022 shall be in the vehicle.
• All classrooms are required to have their Ready-to-Go Bags with them at all times when leaving the classroom for any transition or activity.
• Drivers shall be 21 years old, or a licensed bus driver-have a valid driver’s license of the type required under North Carolina Motor Vehicle Law to the vehicle being driven or comparable license from the state in which the driver resides: and have no convictions of Driving While Impaired or any other Impaired driving offense within the previous three years.
• Driver, Jason Littlejohn drives for Cherokee Boys Club Inc. Bus Department and is required to have a license to drive a school bus and must abide by all laws required for this license by the State of North Carolina.
• Each person in the vehicle shall be seated in the manufacture’s designated areas. No child shall ride in the load – carry area or floor of a vehicle.
• Children are required to be seated in a designated seat, only two children per row of seats.
• Children shall not be left in a vehicle unattended by an adult.
• Supervision Rules set by DCDEE are rules we must adhere to.
• Children shall be loaded and unloaded from curbside or in a safe, off-street area, out of the flow of traffic, so that they are protected from all traffic hazards.
• North Carolina Motor Vehicle laws required for Bus Drivers are what the rules in which our Bus Drivers must adhere to.
• Before Children are transported, written permission from a parent shall be obtained that shall include when and where the child is to be transported, expected time of departure and arrival, and the transportation provider.
• Permission slips for transporting children with information about when and where children will be transported, expected time of departure and arrival along with the transportation provider is always kept with Staff as well as a copy of the information left with parents.
• When children are transported, staff in each vehicle shall have functioning cellular telephones or other functioning two-way voice communication device. Staff should not use cellular telephones or other functioning two-way voice communication devices except in the case of an emergency and only when the vehicle is parked in a safe location.
• All staff are responsible for always having a cellular telephone with them. The bus driver has access to a two-way communication device which is only used if no cell phone service is available. Bus drivers are only allowed to use the two-way communication device if the bus is parked in a safe location.
• For the routine transport of children to and from the center, staff should have a list of the children being transported. Staff members shall use this list to document attendance as children board the vehicles and depart the vehicle.
• Staff are required to always have children face-to-face check-off sheets with them. Sheets must include ALL transitions, off premises, activities and field trips.

SPECIAL GUEST:

There will be times when the center will get a special guest to visit the center. A note will be posted or sent home letting the parents know they will have a special guest visiting them. This gives the parents an opportunity to attend also.

PARENT TEACHER CONFERENCES:

Each quarter the classroom teachers will schedule a parent teacher conference with each family/guardian. During this meeting, the teachers will review the progress the child has made, review items in their portfolio and if there are any concerns regarding the child they will discuss them with the parents. Please be sure to schedule your meeting when contacted by the teacher.

CHILD/STAFF RATIOS:

At Agelink and Snowbird, we strive to go beyond what the state-licensing rules require. The program’s goal is to maintain more teachers than are required in each classroom. This is to be sure to have enough staff to cover every classroom in case of an emergency or staff shortage.

According to Rule: 10A NCAC 09 .1606, the center shall comply with the enhanced staff/child ratios and maximum group sizes set in this rule. Rev. May. 2018

HANDWASHING:

Hand washing helps to prevent the spread of any kind of sickness such as colds, pink eye, and any other viral sickness that can be contagious. We teach the children to wash their hands, and we ask you to practice this at home as well. The children wash their hands when they arrive at the center. They wash their hands before and after meals and snacks. They also wash their hands after toileting. Children will also wash hands after participating in activities that dirty their hands.

Section: Classroom Procedures

Subject: Handwashing

Policy: All Staff and children will wash their hands at appropriate times throughout the day according to General Statue 10A NCAC 09.1725

Procedure:

• Posters must be hanging in each classroom showing how to wash hands appropriately.
• Staff must wash hands at the following times:
• After arrival and when entering a classroom
• Before and after meals. (Breakfast, Lunch, Snack)
• Before and after sand, water, playdough, and art activities.
• After contact will any bodily fluids.
• After cleaning or wiping children’s noses.
• Before and after toileting of children.
• Before and after diapering of a child.
• After going to the restroom.
• Children must wash their hands at the following times:
• Upon arrival at a classroom.
• After diapering and toileting.
• Before and after meals and snacks.
• Before and after sand, water, playdough, and art activities.
• After coming in from outdoors.
• After cleaning or wiping their nose.
• Staff will teach appropriate hand washing by modeling and helping children follow the hand-washing procedure:
• Wet hands with water and then add soap.
• Uses friction to work up a lather.
• Staff and children must wash their hands for 20 seconds. (Teachers can use timers, or songs to help keep child’s attention for the 20 seconds required.
• Make sure to wash the nails and the back of the hands to get any hidden germs.
• Rinse hands under running water
• Get paper towels to dry hands
• Turn off faucet with paper towel
• Throw paper towels in trash.

AGELINK & SNOWBIRD CLOSINGS

• Our center observes the following holidays:
• New Years Day
• Martin Luther King Day
• Presidents Day
• Good Friday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Elders Day
• ½ day for the Cherokee Indian Fair parade, Heritage Day, (Snowbird Only) ½ day Robbinsville

Homecoming Parade

• Veteran’s Day
• Thanksgiving Day
• Tsali Day
• Christmas Eve and Christmas Day
• The last Friday of each month for staff training
• On other days the CBC Board of Directors awards the staff, you will be notified in advance to make other arrangements for childcare.

Other closings may be required if they could affect the health and safety of children. An example could be if there is no heat/ac in the building, or no electricity or water for more than one hour the state requires that the centers close.

POWER AND WATER OUTAGE

If there is a water or power outage at a center that lasts more than one hour, the center is required to close. This is outlined in State Child Development Rules. Children and staff are not to remain in a center that does not have water or power because it could create an unsafe environment.

INCLEMENT WEATHER

CLOSING CENTER INFORMATION

• During inclement weather, (snow, floods) the parents of the center are asked to keep updated of the changes in the center’s operating schedule by the Cherokee Boys Club Inc. Facebook page. If you are unclear, please contact your teacher.
• The center will attempt to meet the needs of all working parents. If for some unforeseen reason the weather worsens after dropping your child off at the center, we reserve the right to call the parents at work if the center is closed for the remainder of the day. Please keep all emergency contact numbers updated.
• If the center is operating on schedule B this means that the center will open 2 hours later at 9AM. Children must arrive by 10AM to be included in the school day.
• A morning snack will be served on these scheduled days along with lunch and an afternoon snack. Breakfast will not be served during Schedule B delays. Please let the center know if your child is attending school by 9:30 AM and you will have until 10:00 AM to get your child here for the day.
• No child will be allowed to ride with people other than those on the pickup list or unless the parents call to give permission for someone else to take their child.

BASIC DAILY SCHEDULE FOR SCHOOL AGE SUMMER

BASIC AFTER SCHOOL SCHEDULE

The school age program schedule changes according to the activities planned for the day such as field trips and other special activities. From time to time during the summer, we have Bible school groups come in and other volunteer groups who have special activities planned for the children. There will be days that the children will need money for field trips and possibly a chaperone for the trip. Notes and permission slips will be sent out to parents ahead of time.

Each classroom has its own rules according to the age of the children in each classroom. These rules meet the demands of the children’s physical development as well as emotional development.

See your child’s teachers about the individual classroom rules. You can also request a copy of the rules from the teacher.

We highly encourage you to visit our center prior to enrolling your child. Take time to talk to the teachers and the staff about the classroom.

All classrooms are required to have an open door for parents and guardians of enrolled children. We also love to have parents, grandparents, and guardians come in and volunteer in their child’s classroom and on field trips. This also gives the parents insight into what occurs on a regular school day.

Our centers use two curriculums “Creative Curriculum” and “Learn Every Day;” it allows the teachers to teach by 5 learning domains required by NC Child Development Licensing rules, as well as themes, which you will notice as you enter the classrooms.

We are also implementing the Cherokee Language Revitalization back into our early childhood education curriculum.

ACTIVITIES

Each classroom is responsible for its monthly activity plan. The plan shall be posted for the parents to view in each classroom. All activities shall be age appropriate, and teacher guided. Any questions or suggestions for activities are welcome from parents.

The child development program is set up based on developmental milestones within each classroom. The infant room teachers start with large and fine motor skills, communication, and active play. We support each child’s social and emotional development. When moving to the next classroom age group, the child builds on what they have learned and begin learning new skills based on their age and development. When children have reached the preschool classroom, they will have learned their colors, shapes, numbers, letter recognition, name recognition, social skills, self-help skills, each skill needed to succeed in school.

Activity plans are created monthly for the ages of birth to 2 years of age and activity plans for ages 3 and up are completed weekly. The activity plans are posted in the classroom on the wall. The lessons include the 5 domains: Approaches to learning, Social and Emotional Development, Language and Literacy, Cognition, and Perceptual, Motor, and Physical Development.

The TV & computers are for educational use only. The state outlines the amount of time each age group is allowed to spend watching television, computers, or other devices. For example, ages 2 and under are not allowed any screen time. (see policy attached in policy section of the handbook)

We want children to participate in all activities during the day while they are enrolled at our centers. Each activity the teacher has planned for the day is a learning experience for the children.

Outside play is an everyday activity unless it is raining (light rain is excluded), lightning or thundering at the appointed time for the class to go outside.

Please dress your child appropriately for inside/outside play.

If your child is sick, we cannot accommodate your child by keeping them inside while all other children are outside. The reason we request a doctor’s note before children return to school is assurance that children attending Cherokee Boys Club Inc, Childcare Centers, are allowed to participate in all scheduled activities including outside play.

We will operate Monday – Friday. The hours of operation are from 7AM until 5PM. The centers shall give written notice of any holiday that the center observes and schedule staff training days. Parents will need to make other childcare arrangements on these days.

Children will need to be walked into the center and signed in every morning. Signing your child in each morning is proof that you left your child in the hands of the center staff for the day while you are at work or in school. The center takes full responsibility for this child once they are signed in.

All children are to arrive by 9:00 AM. Call-ins should be made by 8:00 AM if your child is going to be later than 9:00 AM. Parents are allowed to bring children until 10:00 AM if your child has a doctor’s appointment, or you have made special arrangements with the teachers. If your child is coming in after 9:00 AM, please make sure you have fed them breakfast before they come in.

• Children must be present for at least 30 minutes to be counted as present for classroom attendance.

** Constant tardiness can result in the suspension of the child from the center until the problem can be corrected. The purpose of this policy is because classroom learning time starts immediately after breakfast and we do not want the child to get behind or disrupt the classroom during this learning time.

• A written note or call-in will be required if someone other than the parent or guardian picks up the child from the center, for the first offence. If persons are not on Emergency Pick-Up list, they will not be allowed to take child. A picture ID will be expected if someone other than the parent/guardian arrives to pick up the child.
• All legal documents concerning custody or legal guardianship must be given to the center and are kept in a locked filing cabinet in the director’s office. No parent will be able to stop another parent from having contact with a child if legal documents do not outline no contact.
• All fees are due on the first school day of the month the child will be attending, and we prefer a check or money order for the fees. If you cannot pay your fees when they are due, arrangements will need to be made with the assistant manager on site as to when you can pay these fees. If enough time has been given to pay your fees and you have not paid your fees, you will be notified that your child will be dropped off from enrollment. Once your child is dropped, there is no guarantee that he/she will have their place once the fees have been paid in full. When you pay your fees, you will receive a written receipt from the person who is accepting your money. If you do not receive a receipt at the time of payment, please see the assistant manager about when you will receive a receipt.
• If any child is absent for 10 consecutive days without excuse, they can be dropped from enrollment. Teachers and/or the family partnership specialist will call the family to ask about the child and why they are out. They will also be reminded of the rule if there is no reason for the child’s absence. Our center is a full-time program, and we cannot accept part-time or drop-in children.
• Personal toys and food items will not be allowed into the center. Please ensure that your child has finished eating prior to arriving at the classroom to drop off. We cannot allow food or drinks from outside of the center in the classrooms.
• A change of clothes needs to be sent to the child each day. If a child gets wet outside playing or has an accident, they will need a change of clothes. Should this happen, wet clothes will be sent home with the child with a request for a new change of clothes the next day. Children should be dressed appropriately for weather. Every child will be taken outside at least once a day. The teacher will not be responsible for the children getting dirty or ruining their clothes during outside play. Outside play is a licensing requirement for all childcare centers and extra clothes are a necessity.

All children are covered by liability insurance while at the childcare centers.

RULE FOR PICK-UP OF CHILDREN

Our policy states that children will be picked up on time daily. Regardless of the service provided to you, all parents have a designated time to pick up their children. Parents who work in the same county as your child’s school have 30 minutes to pick up their child after getting off work or out of school, and an hour if you work out of town from your child’s school. Emergency contacts must be updated regularly, to ensure all those picking up children are allowed by parent/guardian.

Anytime an emergency or unforeseen circumstance arises, and the parents see that they are not going to be able to pick up their child, please contact the center as soon as possible. It can be stressful when the child expects the parent at a certain time and the parent does not show up. If the center receives a call, the staff can reassure the child that their parents are on the way.

When parents are late, it means that the staff of the center are late getting home to their own families or to school.

A late fee of $1.50 per minute will be billed to the parents every minute after 2:30 or 5:00 depending on your scheduled pick-up time. This fee will be paid to the designated person before the child can attend school the next day. Payment must be made by check or money order. Whether a child is enrolled with subsidy or on a block grant you will be billed for late fees.

If the manager/director determines late pick-up is becoming a chronic problem, they will take the following actions:

• An oral warning with a copy of the pick-up policy.
• Written warning with a copy of the pick-up policy.
• Third warning and a three-day suspension from the center until reliable arrangements have been made to pick up the child (children). We also reserve the right to charge parents $2.00 each minute after 5:00 PM if the tardiness has not improved.

NOTE: The center reserves the right to call the Cherokee Police Dept. or Graham County Sheriff’s Office to locate the parents if necessary. Please make sure that the staff have accurate and updated numbers. If a child is in the Custody of the State (DSS) or EBCI Family Safety, we will contact the Social Worker regarding pick-up of child/ren.

* If a staff member questions the competency of a person picking up a child from our center, i.e., intoxicated, impaired by substances, the staff has the right to call Graham County Sheriff’s Dept. for Snowbird Center and Cherokee Police Department for the Agelink Center.

TV AND SCREEN TIME POLICY

Section: Classroom Routine

Subject: Screen Time

Policy

This policy addresses section 10A NCAC 09 .0510 regarding screen time as it relates to differing age groups within each of these centers.

Procedure:

• Teachers of 3-year-old children and older will follow the guidelines as written below for screen time rules for preschool and older children.

When screen time is provided on any electronic media device with a visual display, it shall be:

(A) offered to stimulate a developmental domain in accordance with the North Carolina Foundations for Early Learning and Development as referenced in Rule .0508 of this Section

(B) limited to 30 minutes per day and no more than a total of two and a half hours per week, per child

C) documented on a cumulative log or the activity plan that shall be available for review by the Division.

• Teachers of children under the age of 3 are not permitted to utilize screen time to include television, videos, video games or computers.

Section: Classroom Procedures

Policy: Safe Arrival and Departure Policy _______________________________________________________________________________

Policy:

Children will be signed in and out of the classroom daily for safety and supervision purposes.

Procedure:

Arrival:

Children will be signed into the classroom:

• By parent or guardian
• The teacher that picked up the child from the morning or afternoon staff
• The bus monitors
• The adult signing a child into the program must speak with the attending teacher to notify them of a child’s arrival.
• Children and staff are to wash hands upon arrival.
• All classroom centers are to be open, and activities are to be available to children.
• No outside food or toys will be allowed in the classroom.
• Staff must positively greet parents and children upon arrival.
• Collect change of clothes, any documentation from parents. Ensure clothing, coats and other personal items are labeled with the child’s name. If anything is not labeled, you are to direct the parent to the labeling station in the entry way or provide them with a sharpie to label any unlabeled items before they depart. Nothing should come into the room unlabeled.
• Store children’s individual items in their cubby with their name on it.
• Use the combination sign in/out sheet for any children entering from another classroom or exiting the classroom.
• If a parent arrives between the hours of 9-10AM they must present a doctor’s note verifying an appointment. The parent signs in the child and walks the child to their classroom or designated area, i.e., playground.
• Children will not be allowed to return without the required documentation.
• If children are absent for any reason, then staff will document absences on the attendance sheet. This will be with the daily attendance record.

Departure:

• Parents sign children out on the sheet at the time they pick the child up.
• If someone other than a parent is picking up a child, they must notify the center by phone or in writing and this person must present a form of identification. Parents must keep pick-up list updated for when different people pick up children. If persons are not on the list, they are not allowed to depart with children.
• Teachers will positively greet parents and children upon their arrival and departure and discuss daily events with parents. These will be quick updates.
• Support parents collecting their child’s individual property, especially reminding them of things often forgotten such as daily reports.
• Children will not be released to a minor [someone under the age of eighteen (18)] unless they are their parent.
• Staff will abide by any court documents, social services documents, and emergency contact sheets. If court documents, social services documents, or any other documents are not understood staff are to ask their supervisor and/or the Director for clarification.

All children have a time set for the hours of care determined by parent work/school schedule. We ask that all parents have their children picked up by 2:30 pm on days you are not working or in school. This will help with our childcare ratios. The only exception to this rule is if you have made prior arrangements with the teachers, assistant manager, and director.

Policy: Childcare Hours for Self-Employed Parents

Procedures:

Requirements for Self-Employed Parents/Guardians:

• Parents or guardians who are self-employed must submit the following documentation:
• Two (2) consecutive paycheck stubs.
• Tax documentation indicating the individual’s Tax Identification Number (TIN) and the business name.
• Hours of Care for Children of Self-Employed Parents/Guardians:
• Eligible children may attend the childcare center from Monday through Friday, for up to eight (8) hours per day.
• The designated childcare hours for children of self-employed parents/guardians are from 8:00 AM. to 4:00 PM daily.

The North Carolina Child Day Care Rule 10A NCAC 09 .1101 requires that if the staff knows or suspects a child is being abused or neglected it must be reported to the Division of Child Development and Early Education (DCDEE), Department of Social Services (DSS) or Cherokee Family Safety depending upon where the abuse took place. The report is required to be completed within a 24-hour period. An investigation will take place, and the centers will be notified of the outcome of the case.

Reporting Child Abuse and Neglect

Section: New Hire Orientation and Training

Policy: Reporting Child Abuse and Neglect

Policy:

Agelink & Snowbird will comply with the North Carolina General Statute and Tribal Code requiring all staff to report any cases of suspected or identified child abuse and/or neglect. These reports shall be made to the state contact at DCDEE, and The Department of Social Services in County of which person involved, resides in. If suspected abuse or neglect occurs outside of the centers, a report is made to the county DSS or Cherokee Family Safety dependent upon which county the child resides in. Agelink & Snowbird will cooperate and will not undertake, on its own, intervention in cases of suspected abuse in accordance with North Carolina General Statute.

Staff should contact the Center Director or Assistant Director to notify them of the need for a report. Information about county contacts and state contacts is available in the administrative offices at each location. There should be no delays in reporting abuse or neglect reports. All reports should be made within the same day as the information being received. Delays in reporting are against the law and could result in disciplinary action including up to termination of employment.

Procedure:

• The staff person that was disclosed to, or witnessed the identified or suspected abuse or neglect, is the person who must come forward and report the abuse to the Assistant Director.
• If unavailable, they are to contact the Child Development Director immediately.
• Agelink & Snowbird reports all suspected child abuse to DCDEE or the county in which the child resides dependent upon the place of the suspected abuse and neglect.
• If suspected abuse or neglect occurs in the home or community, the report is made to the county where the child resides.
• If suspected abuse or neglect occurs at either of the facilities, it is to be reported to DCDEE.
• Agelink & Snowbird staff will report suspected child abuse immediately.
• A staff member is required to inform the Assistant Manager or Child Development Director.
• The leadership will support the staff in making the report.
• If leadership is unavailable, staff are to contact them by phone to notify them of suspected abuse or neglect and then contact the DCDEE to report.
• The Assistant Manager will decide to ensure the safety of the child and children in the classroom by removing the employees from the classroom
• Discussion of the incident should not occur amongst employees.
• Employee, child, and family privacy is among the most important of our values and no incident is ever to be discussed among employees.

Infants under 12 months old will be placed on their back to sleep on a tight-fitting crib mattress. Waterbeds, sofas, soft mattresses, pillows, and other soft surfaces shall be prohibited as infants sleeping surfaces. All pillows, quilts, comforters, sheepskins, stuffed toys, and other soft products shall be removed from the crib. Children must be over 12 months of age to have blankets or items in the crib.

Unless the child has a doctor’s note specifying otherwise, infants shall be placed in a back position for sleeping to lower the risk of SIDS.

When infants can easily turn over from their back to the prone position, they shall be put down to sleep on their back but allowed to adapt whatever position they prefer for sleep. Unless a doctor specifies the need for a positioning device that restricts movement within the child’s crib, otherwise such devices shall not be used.

In the case of a SIDS situation according to the NC Child Development Rules:

Check the child and establish unresponsiveness.

• Begin CPR – have someone notify the EMS first.
• If you perform CPR alone for 1 min, then call EMS.
• Notify the parents/guardians.
• Contact your emergency backup, another staff to do CPR.
• Do not disturb the death scene.
• All other children will be removed from the classroom and then sent home, until the investigation is over. The center will then notify the other parents, informing them as to when their children can return to school.
• Prepare to talk with the law enforcement, medical examiner, and licensing and insurance agencies.
• Contact DCD – within 24 hours or the next workday.
• Document sequence of events – note times.
• Get and fill out the necessary forms.
• Use your support network.
• Contact NC SIDS Program & SIDS Counselor.

ITS/Sudden Infant Death Required Training Policy

Section: Staff New Hire Orientation and Training

Policy: ITS/Sudden Infant Death Required Training

Policy:

According to 10A NCAC 09 .1102 HEALTH AND SAFETY TRAINING REQUIREMENTS (a) Childcare administrators and staff members shall complete health and safety trainings to include Sudden Infant Death training.

The training was developed by the NC Healthy Start Foundation and is administered by the North Carolina Child Care Health and Safety Resource Center for the Division of Child Development and Early Education for caregivers of children ages 12 months and younger.

Procedure:

• Each administrator and employee are required to complete the training for SIDS risk reduction.
• Upon hire at the centers, each employee receives a training checklist that is to be completed by required dates as outlined on the page.
• SIDS training is only required for staff working with children ages 12 months and younger, but it is the practice of Agelink and Snowbird to train all administrators and teachers at each of the centers.
• The state requires that each employee receive this training within 60 days of hire.
• This training must be repeated every 3 years.
• Documentation of the training completion is maintained in the employee’s training folder.

(Taken directly from the NC CD State Licensing Book)

Praise and positive reinforcement are effective methods of behavior management for children. When children receive positive, non-violent, and understanding interactions from adults and others, they develop good self-concept, problem solving abilities, and self-discipline. Based on this belief of how children learn and develop values, this center management policy is based on rule 10ANCAC09.1803:

We:

1. DO praise, reward, and encourage the children.

2. DO reason with and set limits for the children.

3. DO model appropriate behavior for the children.

4. DO modify the classroom environment to attempt to prevent problems before they occur.

5. DO listen to the children.

6. DO provide alternatives for inappropriate behavior to the children

7. DO provide the children with natural and logical consequences of their behaviors.

8. DO treat the children as people and respect their needs, desires, and feelings.

9. DO ignore minor misbehavior.

10. DO explain things to children on their level.

11.DO use short, supervised periods of time-out sparingly.

12.DO stay consistent in our behavior management program.

13.DO use effective guidance and behavior management techniques that focus on a child’s development.

We:

1. DO NOT handle children roughly in any way, including shaking, pushing, shoving pinching, slapping, biting, kicking or spanking

2. DO NOT place children in a locked room, closet, box, or leave children alone in a room separated from staff.

3. DO NOT delegate discipline to another child.

4. DO NOT withhold food as punishment or give food as a means of reward.

5. DO NOT discipline for toileting accidents.

6. DO NOT discipline for not sleeping during rest period.

7. DO NOT discipline children by assigning chores that require contact with or use of hazardous materials, such as cleaning bathrooms, floors, or emptying diaper pails.

8. DO NOT withhold or require physical activity, such as running laps and doing push-ups, as punishment.

9. DO NOT yell at, shame, humiliate, frighten, threaten, or bully children.

10. DO NOT restrain children as a form of discipline unless the child’s safety or the safety of others is at risk.

11. DO NOT spray any child in the face ever or anywhere on the body with water or any other substance as a discipline technique.

Additional Do’s and Do not’s for inclusion

• To discourage inappropriate behavior, the teacher will start with redirection and proceeding with other strategies to include removing all other children from the classroom if behavior is escalating.
• Children respond best to routines. Keep the routine in the classroom as consistent as possible so children can anticipate what happens next.
• When transitioning, give children a 5- and 1-minute notice about the upcoming change.
• Incorporate books about feelings into the classroom reading time.
• Use “do” language rather than “don’t “language. Ex. “Walk please” rather than “Don’t run”.
• Use “when and then” language. Ex. When you get your coat on then we can go outside.
• Use distraction to redirect behavior.
• Children ages 3-5 need rules and expectations repeated throughout the day.
• Encouraging all children to use their words to address their feelings, to include picture boards, or language.

See Policy Below

Discipline and Behavior Management Policy

Section: Staff New Hire Orientation and Training

Subject: Behavior Management Support/Discipline

Policy:

This policy provides guidance for all staff in the implementation of support for positive behavior and the definition of acceptable discipline methods. The policy also outlines support for teachers and classrooms and how leadership will monitor this policy.

Procedure:

1. Upon admission to the programs, each parent/guardian will receive a copy of the Behavior Management Support/Discipline policy and sign for receipt of the document.

2. Upon hire in new hire orientation and before assuming childcare responsibilities, all employees will receive a copy of the behavior management policy, it will be reviewed in full and signed for by the new employee.

3. The leadership will review the policy with all staff each quarter at a scheduled training course and a signed attendance sheet will be attached.

4. Staff will discuss classroom expectations in an appropriate manner and have a daily schedule to ensure that children are aware of what is expected of them.

5. Rulemaking and teaching methods will be repetitive, positive, and rationally explained to children.

6. Staff will utilize time reminders, and instruction reminders to prepare children for transition.

7. Staff will utilize redirection for minor behaviors when a child appears distracted and is not following directions.

8. Staff will use encouraging behavior to move a child, such as extending a hand, a hand gesture, and words of encouragement.

9. Staff will not pick up children with their arms, wrists, or any extremity. If staff need to pick up a child, they will place both hands on either side of the child’s torso under their arms and gently lift them up. The same goes for when putting a child down after holding them.

10. Preparing for nap time will include setting the children’s cots up in the same place each day.

11. Using music that has proven to have a calming effect on children. Repetitive use of the same music is suggested if effective at promoting a restful response.

12. When approaching nap time, children will be encouraged to “get the wiggles out” by shaking their arms and legs to get settled to lay down on their cots for nap time.

• Teachers will encourage all children to rest during nap time, giving

individual attention to each child.

• While children are not required to nap, we will encourage a child to rest but

If they choose not to rest, they will be able to choose an activity outlined

below.

• At that time, the child will be given an opportunity to participate in quiet

activities such as quiet boxes, puzzles, coloring, playdoh, books, stickers,

or puppets. Any activity that is quiet and will not disrupt other napping

children.

• They may do this on the cot or in the place where the cot was placed for

them.

• If a child is on the cot for a nap and begins crying or is upset, the

teacher will console the child and redirect them with quiet activities

outlined above.

13. If a teacher needs support, they will reach out to their supervisor for assistance by phone or text. If the supervisor is not on site, a designated leader will be available to assist. Staff will be informed of who this person is via phone call or direct conversation. If needed, an observation from the behavioral specialist can be set up as another layer of support for the teacher.

14. If a teacher needs immediate release from a classroom due to frustration and tolerance, they will communicate by phone to their supervisor or leader on campus or getting the attention of another staff outside of the classroom “Code Purple “to come into the classroom until the supervisor or leader can arrive. (classrooms are in different buildings)

15. If a staff person witnesses a teacher utilize a behavior management technique that is not supported by the centers, the staff person will immediately (within the hour) report it to the Assistant Manager of the program without fear of reprisal. The center will make every effort to protect the identity of the reporter from being identified outside of leadership on a need-to-know basis. If the Assistant Manager is not on site, the staff will reach out to the Center Director via phone call.

•Upon receipt of a report of concern, the Assistant Manager, Center Director,

or if unavailable, a designee (Compliance Coordinator, or staff supervisor)

and the staff will call DCDEE to notify them of the report (at least by the

end of the day.

• The person alleged to have used the unsanctioned procedure will meet

with the leadership and placed on administrative leave until the

investigation of the incident is complete.

• Leadership will review video footage; they will speak to any other witnesses

and document the conversation with the staff that was reported to have

used an unsanctioned method of behavior management.

• Parents will be notified upon arrival when they pick up their child if their

child has been involved in a situation in which a non-sanctioned behavior

technique was used. If someone other than the parent picks up the child,

the parent will be notified by phone at the end of the day by the center

assistant manager or center director. If there is harm to the child, the parent

will be notified immediately.

• A summary will be written within 24 hours of the event then reported immediately to DCDEE, The Department of Social Services of where person involved resides, and Boys Club HR.

• The Center Director will collaborate directly with Cherokee Boys Club HR to

determine employment outcome

16. If an employee fails to follow the procedure for reporting the use of non-sanctioned behavior techniques, and it is found that a staff failed to report, they will be subject to disciplinary action up to and including termination.

17. An additional policy to address monitoring of compliance with this policy will include a schedule of monitoring for each teacher and documentation to support monitoring process.

Time Out – Used only as a Last Resort

“Time Out” is the removal of a child for a brief period, 3 to 5 minutes from a situation in which the child is misbehaving and has not responded to other discipline techniques. The time out space is usually a chair located away from the classroom activity but within the teacher’s sight. During time out, the child has a chance to think about the misbehavior that has led to his/her removal from the group. After a brief interval of no more than five minutes, the teacher discusses the incidents and appropriate behaviors with the child. When the child returns to the group, the incident is over, and the child is treated with the same affection and respect shown to the other children.

Challenging Behaviors Policy

Section: New Hire Orientation and Training

Subject: Challenging Behaviors

Policy:

When a child exhibits ongoing and serious challenging behaviors, staff will explore all steps and document all steps taken to address the behaviors and maintain the child’s safe participation in the program.

Procedure:

The teacher will make a referral to the Behavior Specialist for the centers and request observation in the classroom. Following the observation, the Behavior Specialist will complete a document identifying observed behaviors and create a plan to review with the teachers for behavior modification. The team will also include the parents in conversations and meetings regarding observations and recommendations and seek their input and thoughts.

Consulting with the parents and the child’s teacher,

• If the child has an individualized family service plan (IFSP) or individualized education program (IEP), the program will consult with the agency responsible for creating the IFSP or IEP to ensure the child receives the support services needed; or,
• If the child does not have an IFSP or IEP, the program will collaborate, (with parental consent), with the local agency responsible for implementing Individuals with Disabilities Education Act (IDEA) to determine if the child is eligible for additional services.

If, after all possible steps and there is documentation of all steps taken and, in consultation with the parents, and the child’s teacher, the Center Director can determine if the child’s continued enrollment presents a continued serious safety threat to the child or other enrolled children or staff. If determined the program is not the most appropriate placement for the child, the Center Director will work with parents to directly facilitate the transition of the child to a more appropriate placement.

If a child shows signs of distress and begins violent behavior i.e.: throwing objects, threatening peers and teachers, the other children will be removed from the area to a safe place such as a playground if weather allows, if the weather does not allow, the children will be taken to another designated area. (Refer to challenging behavior policy)

Documentation of the events in the classroom must be completed for each incident, using the Behavior Incident Form. Documentation should include staff interactions, intervention/strategies taken during the inappropriate behavior and after the behavior. Ongoing records can be helpful to the center staff and parents in accessing behavior and developing a plan to modify behavior. All documentation will be fact based, no opinions.

For School Aged Children, if a child has been suspended or expelled from school for threats of harm to others, they cannot attend after school until they are readmitted to school.

Health: * Smoking and tobacco restriction – Children must be in a smoke free and tobacco free environment. Centers located in a residence must be smoke free and tobacco free during operating hours. Smoking and the use of any product containing, made, or derived from tobacco, is not permitted on the premises, in vehicles used to transport children, or during off premise activities. Signage regarding smoking and tobacco restrictions must be posted at each entrance and in vehicles used to transport children. Parents must be notified, in writing, of the smoking and tobacco restrictions.

[Rules .0604]

We have a “NO SMOKING” policy. We allow smoking in designated areas, but they are not on school premises. Tobacco products include smoking, vaping, and smokeless tobacco.

As a child development center, we must look out for the safety and well-being of every child. Having a no smoking policy will help implement good health practices for our parents and children.

To ensure a respectful, supportive, and safe environment for teachers, staff, and students, addressing grievances will be managed in accordance with the steps below:

If a concern or complaint needs to be addressed to the Cherokee Boys Club Inc. Childcare Department this is the process of filing a grievance to discuss a concern.

If the concern is regarding your classroom teacher:

• Talk with the assistant manager of the center.
• The parent can either fill out a complaint form or request that the assistant manager complete the form.
• If appropriate, the assistant manager will review camera footage to review concern.
• The assistant manager will share complaints with the teacher and schedule a parent/teacher conference to include the assistant manager.
• If the problem is still not resolved, the assistant manager will inform the child development director and schedule another parent conference to resolve the issue.

If the concern is regarding something outside of the classroom:

• Share your concern with the classroom teacher and file either a written or verbal grievance with the assistant manager.
• The assistant manager will review the complaint and utilize the classroom cameras if appropriate to review said concerns.
• The assistant manager will schedule a parent conference to discuss the complaint and remedies to the concern.
• If the concern is not resolved, the assistant manager will share the information with the Child Development Director, and another parent conference will be scheduled to resolve the issue.

These concerns must come from you, the parent or legal guardian. We ask that you follow the procedures above when filing a complaint or expressing a concern so the centers can completely address the situation.

If your concern cannot be resolved by following the steps provided, the child development director will collaborate with Cherokee Boy’s Club to determine the next steps.

• The staff conducts a daily morning health check to make sure the children are in good physical condition and able to participate in all activities. If parents are contacted because of health policies, they have 30 minutes to pick up the child, if parents work out of town, they are given one hour to have the child picked up. If Childcare Centers send children home due to fever, or if child has a diagnosis from a physician, child cannot return unless they have a note from that physician stating their return date. We are only allowed to use thermometers that are temporal or armpit.
• A temperature of 100.4
• 100.4°F (38°C) or higher: for a rectal, ear, or temporal (forehead) reading.
• 100°F (37.8°C) or higher: for an oral (mouth) reading.
• 99°F (37.2°C) or higher: for an armpit reading.
• Known communicable diseases such as cold, flu, or childhood virus (chicken pox) strep etc.
• Chicken pox must be scabbed over before returning to the center.
• Burning, tearing, itching and discharge that is greenish, yellow, redness of one or both eyes (conjunctivitis/pink eye).
• Sore throat/runny nose that may make it difficult to swallow (strep throat) a fine rash that goes along with untreated strap throat.
• A cough that is spasmodic or causes vomiting because of sickness, not from crying or playing too hard.
• Rash/lesions that may itch or drain, making it uncomfortable for children to sit through activities (impetigo).
• Sores or blisters that are open or draining. (Hand, foot and mouth disease)
• Vomiting or diarrhea 24 hours prior to arrival at the center; When a child has three loose bowel movements within an hour; Diarrhea within an hour after dropping the child off; Vomiting after arriving at the center that is not related to eating food or excessive amounts of hard play, if diarrhea cannot be contained in diaper or underwear.
• Overly tired or cranky or complains of not feeling well. Unable to participate in daily activities.
• Head or body lice.
• Any diagnosis from a physician, especially if contagious or requiring medication.

CHILD MAY RETURN BACK TO SCHOOL WHEN:

• Fever has been absent for 24 hours due to sickness, without fever reducing medication. (Must have Physician note to return)
• Nausea, vomiting, or diarrhea have subsided for 24 hours.
• If children are sent home due to illness for conditions that are serious. (Pink eye, strep throat, etc.,

Four doses of antibiotics have been given for known condition.

• The stage of contagion for communicable disease has passed according to a licensed physician, accompanying a note.
• Rashes or blisters must be dried up, nothing draining from them. Affected areas must be always covered with bandages. Childcare staff are not allowed to cover open sores.

If children are not picked up within the required time due to work location, we reserve the right to call 911 for assistance from EMS.

INFANTS AND ONE YEAR OLDS NOTE: We are aware that teething can cause a mild fever, and the center will meet with these parents at these times. Children that are teething will not have a temperature higher than 100.4, unless they are ill. The center requires that children with a temperature requires the child to be picked up from the center. If teething, it is unlikely that a child would have more than 2 stools that are not contained within a diaper within an hour’s time.

Ticks and Tick Bites

• If a tick is found on a child, the protocol is that the staff do not remove the tick.
• The staff will contact the parent or guardian immediately to notify them that a tick has been found on their child.
• The parent is required to come to the center to either remove the tick or take the child home until the tick is removed.

HEAD LICE: We have a NO nit policy.

• Teachers shall check the children for head lice every Monday or the first day the child attends during the week upon arrival.
• If nits or lice are found, the parent will be contacted to pick up the child immediately to prevent the spread to other children.
• Parents are responsible for the de-lousing treatment of the child. (getting the nits out of the hair)
• The child will not be allowed back into the center the day after nits or lice are found if they have not been treated. If the teacher finds lice or nits on their head, after treatment, child will be sent back home.
• Treatment shall be completed by the third day. The center shall allow the child back into the classroom upon recheck by the teacher.
• If there is a failure to treat the child or after several cases of nits/lice, the staff will ask that the parents bring in a doctor’s note that states there are no nits/lice visible. (Clearance of nits/lice)

HOW TO TREAT HEAD LICE

• Check everyone’s head in the household.
• Treat everyone in the household.
• Clean bed linens, carpets, pillows, sofas, vehicles, and car seats.
• If bed linens cannot be washed, put them in the dryer for about 45 minutes on high heat.
• Treat everything the children have had contact with such as blankets, cloth toys, and brushes, etc.
• Cloth seats in the car, strollers, car seats, swings, or store up in an air-tight bag for at least 24 hours.
• If you know you have gotten everything treated and all the nits are dead and gone,
• Recheck everyone in about two weeks to make sure they are all clean.
• The time for lice eggs to mature and hatch will be about 2 weeks.

REPORTING INJURIES AT THE CHILD CARE CENTER

Every teacher is required to have first aid and CPR certification. They will be responsible for the administering of first aid and CPR when needed. The classrooms and the office have all emergency numbers easily available to staff.

An incident report will be filled out at the time of injury and parents will be notified immediately if the child needs medical attention. All injuries related to head injuries must be reported to parents immediately. A first aid kit is available in the classrooms and emergency numbers are posted for easy access. An emergency medical plan is posted in every classroom and in the front office. The child’s teacher or a supervisor will go along with any child who needs to be transported to the emergency room, if parents are not available. If the child does not need immediate medical attention, the parent will be informed when they pick up the child, along with an incident form. This information is only allowed to be discussed with parent/legal guardians. If they do not pick up the child the same day as incident, parents/guardians will be notified by phone or text, either the same day or the next morning.

MEDICATIONS

Childcare Staff do not administer over the counter or prescription medications. Childcare centers are allowed to administer diaper rash ointment, teething gel, sunscreen and bug repellent with signed documentation giving us permission. We are not responsible for administering medications while children are at school. The parent may come and administer prescription or over-the-counter medications to the child as needed. Epi Pens for severe allergic reactions, Insulin for diabetes and emergency inhalers (for breathing difficulties) are the only types of medication (Physician directions, prescription, and original box) that the center can administer. These medications are considered life threatening.

Fall & Winter Reminders

Reminders for Winter weather: As we transition to colder temperatures, please keep the following things in mind:

• Hand washing is super important during this time of year with the increase of colds and runny noses. Please follow the handwashing schedules.
• Staff are to keep the children’s faces clean of food and nose drainage.
• Staff are to check every child before they are picked up by their parents to ensure they have a clean face and no food in their hair. Make sure children who are in diapers have a clean diaper before the child is signed out.
• As the temperatures drop, parents are to bring in socks and shoes for our children to start to walk to increase their stability and for outdoor time. The temperature is cold and the children need coverings for their feet.

All parents should bring shoes for stability and for outdoor time. Bring an extra pair of shoes for water day.

We will send reminders to our parents as it is getting cooler to please bring in coats, as well as a hat and gloves for the children for outdoor time.

Summer Reminders

Reminders for Warm Weather: As we transition to warmer temperatures, please keep the following things in mind:

• Bring a swimsuit or swim shorts to wear here. We will wash and dr them as needed.
• Because we have water play daily, we ask parents to bring extra clothes.
• Send an extra pair of water shoes, or shoes they can get wet.
• Fill out bug repellant and sunscreen forms and bring them with their child’s names labeling them.

In the case of an emergency evacuation, you may call the Boys Club main office for information. We will let you know as soon as possible where you can pick up your child. Because of the threat, we will keep evacuation location unknown. Parents calling for information will be asked to state their name and child’s name. You may even be asked personal questions, due to the severity of the threat. We ask that you pick your child up as quickly as possible, once the threat has expired. The purpose of this policy is to make sure we keep your children safe while the emergency evacuation is in progress.

Please keep your emergency numbers updated for the teachers.

Please refer to the pickup policy, if your child is not picked up, we will call the Sheriff’s Department and have them locate you or someone on your pickup list.

AGELINK CHILD DEVELOPMENT 828- 349-5550

CHEROKEE BOYS CLUB 828-497-9101

SNOWBIRD CHILD DEVELOPMENT 828-346-6995

SUPERVISORS HAVE PERSONAL CELL PHONES IN WHICH THE CHEROKEE BOYS CLUB CAN CONTACT ON A AS NEEDED BASIS. NO ONE CAN DISTRIBUTE PERSONAL STAFF PHONE NUMBERS

We welcome all children and do not discriminate due to disabilities or special needs. Our centers are dedicated to taking any child with special needs as long as we have sufficient staff to cover the whole classroom as well as meeting the needs of all children in the classroom. Upon consideration of admission, If the child development director believes that the center does not have the capabilities to meet the needs of the child, we can collaborate and refer the family to another service that can meet their needs.

The Snowbird Center have the following resources:

Graham County School – 828.479.9850

CDSA 828. 837.7496 – Grace Hedden

Graham Co. Health Dept. 828.479.7900

Moving Mountains Therapy – Grace Gunter – 828.735.0749

The Agelink Center have the following resources:

Cherokee Central School – 828.554.5000

CDSA – Swain – 828.350.3400 – Anne Lester

CDSA – Jackson – 828.350.3400 – Anne Lester

Swain County Schools – 828.488.3129

Jackson County Schools – 828.586.2311

HOPE Center – 828.497.3928 – LeeAnne Andrews

(PLEASE SIGN THIS PAGE AND RETURN BACK TO THE CENTER AS SOON AS POSSIBLE THIS WILL NEED TO BE IN THE CHILD’S FILE DURING OUR COMPLIANCE CHECK.)

Now that I have received and read the Parent Handbook, I will refer to policies and procedures when questions arise.

I understand I, as parent or legal guardian, can come into the center at any time to get to know the staff and let the staff know me. If I have a concern about the programs, it is understood that the Childcare Program is always available to parents and legal guardians to speak to the staff or management about any grievances.

I have read this parent handbook and agree with the policies that are explained, and I will comply with the guidelines.

I have also received a copy of the NC Child Day Care Law and Rules Summary.

Parent Signature:

Date Signed: ______

This policy establishes clear expectations and procedures to prevent and address bullying and other hurtful behavior in our after-school program. All children and adults share responsibility for creating a safe, welcoming, and respectful environment.

This policy applies to all program participants, staff, volunteers, and visitors during program hours; on program premises; during transportation provided by the program; and during program-sponsored field trips, events, and activities. It also applies to behavior using phones, computers, games, or online platforms when that behavior affects the program environment.

1. Definitions

• Bullying: Repeated or severe behavior that is intended to harm, intimidate, or control another person and involves a real or perceived imbalance of power (for example: size, age, social status, ability, group membership, or access to embarrassing information).
• Harassment: Hurtful or threatening behavior, words, or gestures that target a person or group and create an intimidating, hostile, or offensive environment.
• Cyberbullying: Bullying or harassment using electronic communication (texts, social media, email, messaging apps, gaming chat, photos/videos).
• Retaliation: Getting back at someone for reporting, helping with, or participating in an investigation of bullying or harassment.
• Conflict: A disagreement between children with relatively equal power. Conflict can still violate behavior rules, but it is not necessarily bullying.

2. Expectations: What We Do Here

• We treat others with respect; hands, feet, objects, and words are used safely.
• We include others and do not encourage others to exclude, embarrass, or gang up on someone.
• We let an adult know when we see bullying or unsafe behavior.

3. Prohibited Behaviors

• Physical aggression (hitting, kicking, pushing, tripping, spitting, taking or damaging belongings).
• Verbal aggression (name-calling, insults, teasing meant to hurt, threats, intimidation).
• Social/relational bullying (spreading rumors, exclusion, encouraging others not to play with someone, public embarrassment).
• Bias-based bullying or harassment (targeting someone because of who they are or are perceived to be, including race, color, national origin, religion, disability, sex, gender identity/expression, sexual orientation, or any other personal characteristic).
• Cyberbullying (posting/sharing hurtful content, impersonation, repeated unwanted messages, sharing private images or information).
• Retaliation against anyone who reports or helps address bullying.

4. Reporting Bullying

Children and families are encouraged to report concerns as soon as possible. Reports can be made even if you are not sure it is bullying.

• Tell any staff member (in person).
• Tell the Site Director/Program Leader (in person or by phone/email).
• Tell a trusted adult who can help you contact program staff.
• Anonymous reporting may be accepted when available; however, anonymous reports may limit the program’s ability to respond.
• Emergency situations: If there is an immediate threat of harm, staff will ensure safety first and contact emergency services and/or guardians as appropriate.

5. Staff Response Procedures

• Stop the behavior and ensure safety. Separate children involved and provide support.
• Check for immediate needs. Provide first aid if needed and notify the Site Director.
• Gather information. Speak privately with the child who was targeted, the child alleged to have bullied, and witnesses. Use age-appropriate questions and avoid public questioning.
• Document the report. Record what was observed/reported, dates/times, locations, involved children, and actions taken.
• Notify families/guardians. The program will inform guardians of children involved as soon as practical and share next steps.
• Decide and plan. Based on the information, staff will decide whether the behavior meets the definition of bullying and develop a safety and support plan.
• Follow up. Staff will check in with the child who was targeted and monitor the situation to ensure the behavior stops.

6. Confidentiality and No Retaliation

The program will respect privacy and share information only with those who need it to respond appropriately. Retaliation is strictly prohibited. Any retaliation will be addressed as a serious behavior violation.

7. Consequences and Restorative Supports

Consequences are developmentally appropriate and consider the child’s age, intent, history, and the impact of behavior. The goal is to stop the behavior, repair harm, and build skills.

• Immediate staff intervention, separation, and increased supervision.
• Restorative conversation, reflection activity, and/or written or verbal apology (when appropriate and not forced).
• Loss of privilege (technology, specific activity area, group choice) for a set time.
• Behavior support plan and skill-building (problem-solving, emotion regulation, empathy).
• Guardian conference and agreed-upon expectations.
• Schedule changes or assigned seating/grouping to improve safety.
• Suspension from the after-school program, or removal from the program for severe or ongoing behavior that threatens safety.

8. Support Given

Support for the child who was targeted may include a safety plan (safe adult, safe space, buddy system), increased supervision, check-ins, help with social connections, and referral to school or community supports when needed.

Support for the child who is bullied focuses on skill-building and accountability (clear limits, practice of replacement behaviors, repairing harm, and connection to counseling or additional supports as needed). The program addresses behavior does not label.

9. Family Partnership

• Families are encouraged to share concerns promptly and provide relevant information.
• The program will communicate with families/guardians of children involved and will work collaboratively on plans to stop bullying and support all children.
• To protect privacy, the program may not be able to share specific disciplinary actions taken with another family.

10. Staff Training, Supervision, and Prevention

• Staff will receive training on recognizing, preventing, and responding to bullying; de-escalation; and trauma-informed, culturally responsive practices.
• Staff will actively supervise children, especially in higher-risk areas (hallways, playgrounds, restrooms, transition times).
• The program will teach and reinforce expectations and social-emotional skills (kindness, inclusion, conflict resolution).
• Bullying prevention will be included in orientation for children and families and reinforced throughout the year.

11. Documentation and Policy Review

Bullying reports and responses will be documented and kept in program records. This policy will be reviewed at least annually and updated as needed to reflect program practices and applicable laws and guidance.

I have read and understand the Cherokee Boys Club After-School Program (Agelink) No Bullying Policy and agree to follow it.

Child Name: ____________________________________________________ Date: ____________

Parent/Guardian Name: _______________________ Signature: _______________________

Date: ____________

Policy:

The purpose of this policy is to ensure that students who need support with grooming-related tasks receive assistance in a safe, respectful, age-appropriate, and professional manner that protects student dignity and staff boundaries.

Definition of Grooming Assistance

Grooming assistance may include support with tasks such as:

Hair brushing or basic hair adjustment

Face washing

Hand and mouth wiping

Assistance with identifying appropriate clothing for school participation

Support with hygiene routines such as hair brushing, deodorant, shampoo, etc.

This policy does not include medical treatment, bathing, or any service requiring licensed medical care unless specifically authorized under another policy or care plan.

Procedures:

______________________________________________________________________________1. Student dignity, privacy, and safety must be protected at all times.

2. Assistance must be limited to what is necessary for the student’s health, hygiene, and comfort, we will not include grooming procedures that would remove anything from a child.

3. Support must be age-appropriate, disability-aware, culturally sensitive, and trauma-informed.

4. Staff must always maintain professional boundaries.

5. Parent/guardian knowledge and consent should be obtained when ongoing grooming support is anticipated.

6. Provide assistance in a manner that rewards positivity, compassionate, kind, and supportive.

7. Never be alone with a student in a secluded setting without justification and procedural safeguards

8. Staff may assist if the student is unable to complete the task independently due to age, disability, developmental need, illness, or temporary condition;

Authorization and Consent:

Parent/guardian consent must be obtained before providing ongoing assistance, unless it is related to a child’s health and safety and a report to Family Safety is considered.

When appropriate, the students’ preferences and consent should also be considered, for example, if they don’t want their hair brushed, sprayed with detanglers, etc.

Staff Requirements:

Only trained staff can provide grooming assistance (Staff trained by Assistant Manager). Staff training should include:

• Student Privacy and Dignity
• Appropriate touch and professional boundaries
• Infection control and glove use when needed
• Mandated reporting obligations
• Disability accommodations
• Documentation and incident reporting procedures

Privacy and Confidentiality:

All student grooming needs and related assistance must be handled confidentially in accordance with school policy and applicable law. Information should be shared only with personnel who have a legitimate educational or safety-related need to know. Communication between teachers and staff is considered breaking confidentiality. Any concern about inappropriate conduct, boundary violations, neglect, or abuse must be reported immediately in accordance with school policy, child protection laws, and mandated reporting requirements.