1. Welcome and Introduction

Welcome to the Sackville Family Day Care Association, which manages the Family Home Day Care agency. This Parent/Provider handbook has been designed to provide you with information about the program and policies. Please read it and keep it for future reference. As well, you are encouraged to access referenced material noted herein and to visit our website – www.memorylanefamilyplace.com Open communication is important to the success of caring for and educating children. If you have any questions, concerns, ideas or comments regarding the program, please feel free to speak to us or put your thoughts in writing.

1.1 Agency Contact Information

The Sackville Family Day Care Association is governed by volunteer board of directors. The Chairperson (2010/2011) is Alex Hancox. The Agency/Centre Manager is Joyce Beaudry.Mailing/Civic Address is –

Memory Lane Family Place 22 Memory Lane,Lower Sackville, N.S. – B4C 2J3Telephone – 864-6363Fax – 864-4998Email – children@accesswave.caWebsite – www.memorylanefamilyplace.com 1.2 Family Home Consultant Contact Information

Shelley Mills is the Home Consultant and can be contacted at the information as outlined above. Shelley’s job is to support parents, providers and children in the program.

1.3 Parent/Child Care Provider Contact Information

Parents and providers will be given each other’s names, addresses and telephone numbers, prior to starting the day care arrangement. All other pertinent information will be made available at the parent/provider match meeting.

2. Mission and Vision Statements

Mission

“To provide preventative programs and services to children and families in our community that are strength-based and promote healthy family development.”

Vision

“Happy, healthy children and families living in a connected and supportive community.”

3. Administrative Structure and Personnel

The Sackville Family day Care Association is a non-profit organization, governed by a volunteer board of directors. The board conducts general meetings and an annual general meeting (AGM). Parents and providers are encouraged to attend this meeting to become more involved in the overall operation. The board also has various sub-committees to carry out its activities. One of the committees is the family day care parent advisory committee. This committee is responsible to conduct parent meetings. Providers strike advisory committees on an ad-hoc basis, when the need arises.

The staff of the agency consists of the agency director and the home consultant.

A variety of programs and services are offered from the Memory Lane Family Place. These include (but not limited to) parent education programs – parent/child drop-in programs – coffee chat mornings – outreach programming – cooking programs – fathers’ and children’s playgroups – a lending library – swap shop – clothing depot – baby groups and a provincially-licensed pre-school programs for children the year prior to starting school. This program operates on a sliding-fee scale. Transportation is provided for children, who would have no means of getting to preschool. Periodic newsletters are sent to parents and providers to keep everyone abreast of centre activities.

3.1 Organizational Chart

Following are additional details on the board and staff.

3.2 Board of Directors and Committees

Board of Directors

The Board of Directors consists of parents, providers, interested community members and professionals in the early childhood field. Elections to the Board occur annually at the AGM. Parents are welcome to become members of committees. The Board is governance in nature.

Duties of the Board

Ensure regular planning of board and agency activities is carried out

Ensure the agency meets all legal requirements

Ensure a high quality child care and education program is in place and is in accordance with the associations Philosophy and Mission Statement

Develop policies, make informed decisions and oversee the agency’s operations, in accordance with the association’s Philosophy and Mission Statement

Ensure favourable external relations for the agency

The board has several standing committees. We refer you to the Association’s by-laws for complete details on the Board of Directors (found on our website). Below is a brief outline of the roles of some of the committees.

A. Personnel Committee

The Personnel Committee is responsible for overseeing, selecting, hiring and disciplining staff of the agency, in conjunction with the Executive Director. The committee consists of a Chairperson and two other members, one of whom is the E.D. Salaried and/or contracted persons do not serve on this committee.

Duties of the Personnel Committee

Ensure the employment of the most suitable, qualified staff in an unbiased, consistent process

Ensure fair personnel policies are established and maintained

Ensure staff performance evaluations and program reviews are conducted and reviewed

Define staff job descriptions

B. Finance Committee

The Finance Committee is responsible for monitoring and informing the Board of Directors about the financial viability of the agency. The committee consists of an accountant/bookkeeper, the Executive Director and one other member. The Personnel and Finance Committees may act as one entity.

Duties of the Finance Committee

Ensure the financial resources are sufficient to meet operational requirements

Ensure the development and regular review of the annual budget

Update and make recommendations to the Board regarding all other sources of income

Monitor the financial situation monthly and make proposals to the Board regarding income, expenditures and assets

Be knowledgeable about all previous financial reports

C. Fundraising Committee

In consultation with the Board, this committee is responsible for formulating, recommending and implementing programs which help support the agency’s financial needs. The fundraising committee also increases public awareness of the agency and raises public support through campaigns recommended and approved by the Board. Memberships of this committee include staff, parent and provider representatives.Duties of Fundraising Committee

In consultation with the Board, devise potential fundraising campaigns

Implement and oversee approved, viable fundraising campaigns

Identify potential funding sources and assist in preparation of grant applications

D. Building and Maintenance Committee

The purpose of this committee is to maintain the physical structure of the agency and its surroundings. The members of this committee include staff, parent and provider representatives.

Duties of Building and Maintenance Committee

Ensure the physical structure and environment owned by the agency are in good repair and in compliance with the current rules and regulations set by the Day Care Act, Family Home Day Care regulations and the municipality guidelines

Review licensing reports and recommendations in consultation with the Board

Plan, recommend and implement any improvements to the agency’s structure and property

E. Program Committee

This committee is responsible for ensuring the agency provides a high quality Family Home Day Care and education program in accordance with the Philosophy and Mission Statement. The members of this committee include the E.D., parent, provider and staff representatives.

Duties of Program Committee Annual review of program evaluations conducted by the staff and E.D.

Make recommendations in consultation with the Board, staff and E.D. regarding the program at the agency and in the family day care homes.

F. Publicity/Advertising Committee

This Standing Committee is responsible for raising public awareness of the agency and its programs, in consultation with the Board and the Fundraising Committee. The members of this committee may include parent, staff and community representatives.

Duties of Publicity/Advertising Committee

Development of external materials for the purpose of raising public awareness of the programs offered and the clientele served, reaching potential clients, widening clientele base, and the recruitment of volunteers as needed for the operations of the agency

Annual review and evaluation of the Parent Policy Manual in consultation with the Director of the Board.

G. Evaluation Committee

This committee is responsible for ensuring programs/management and partner practices are evidenced based. Members of this committee include the evaluation clerk, director, parent, provider and staff representatives.

Duties of the Evaluation Committee

Design and implement various evaluation tools

Collect, collate and collapse data into reports

Use findings for ongoing program development

The Executive Director and the Board Chairperson are ex-officio on these committees.

H. Nominations/Admissions Committee

This committee has a two-fold responsibility. Firstly, it is responsible to identify and recruit volunteers to serve on the Board of Directors, in accordance with by-law composition. Members include the chairperson and any other two board members. Staff do not sit on this committee. Secondly, the committee is responsible to ensure families are admitted into programs, based on the association’s admission criteria. Staff may serve as support.

Duties of the Nomination/Admissions Committee

Ensure a board membership is presented to the board prior to the annual general meeting for general membership approval and adoption

Meet, as requested, to determine admission of families into programs

The Association has position (job) descriptions for its staff. Parents and providers are always welcome to view these documents.

4. Area Served

The Sackville Family Day Care Association serves the catchment area of the Cobequid Community Health Centre – Bedford, Sackville, Waverly, Wellington, Fall River, Beaver Bank, Lucasville and Mount Uniacke.

5. Number and Ages of Children The FDC agency serves children ages 8 weeks to 12 years. Each provider accommodates a slightly different age group and mixture of children, based on various factors (provider choice, needs of children and families, etc.). By law, each approved provider is permitted to care for a maximum of 6 children at a time, including their own children, and must not have any other children in their care, subject o the following restrictions:

a) No more than 2 of the 6 children may be infants (0-17 months inclusive)b) No more than 3 of 6 children may be toddlers or younger than toddlers (0-35

months inclusive) and,c) No more than 5 children under the age of 5

Providers caring for school-aged children only can accommodate for a maximum of 6 of this age at a time, including their own school-aged children and must not have any other children in their care. A total of 8 school-age children may be approved under extenuating circumstances and as approved by the administration.

If a provider is looking after infants only, then the provider may care for a maximum of 3 infants at a time, including their own infants, and must not have any other children in their care.

Children move in and out of family day care homes for various reasons (parents move and children transfer and/or parents leave the area and the program). It is not possible to include a listing of approved day care homes, including the numbers of children in the provider’s care, due to constant changes. Names are often exchanged for the purpose of alternate care arrangements (when the prime provider is not available) and this is left up to the individuals involved.

6. Programs and Services

Parents and providers are encouraged to discuss programming in the day care homes on a daily basis. The agency provides support to providers for developmental programming for children and is pleased to continue its practice of having a home visitor fulfill these duties. Weekly playgroups offered from the Memory Lane Family Place serve as an opportunity for children to come together in small group settings, as well as for providers to interact with each other. Parents are always welcome to join these groups.

7. Special Needs Services

The Sackville Family Day Care Association is inclusive and makes every effort to provide services for children with varied needs. Please contact the agency for information on special needs services offered by the providers.

8. Fee Structure

Parent portion of fees are charged directly to parents by the providers. Fees are payable directly to the provider and terms are outlined on the parent billing form. Overtime fees are negotiated during the match meeting between parents and providers and are documented on the parent/Provider Agreement. We do stress that parents will not be transferred to another day care home within the Sackville Family Home Day Care program, unless they’re in good financial standing with their current provider.

8.1 Fee payments:

Providers set their own daily/monthly fees and the fees should be competitive with similar programs in the community.

Fees are payable as outlined on the parent billing.

Method of payment is as agreed upon by the parent and provider (cash/cheque/money order, etc.).

If a provider is not available at any point during the month and the parent has already paid his/her fees, adjustments will be made on the following month’s billing, unless alternate care is provided.

All fees are payable directly to the provider.

In a case where the provider is giving care to families with portable subsidized spaces, payment is claimed from the agency to the Department of Community Services for the parent’s “subsidy” portion.

Time sheets, meeting all requirements, are the agency’s authorization to

requisition payment to providers.

Parents must ensure all codes on the provider’s time sheet are correct, as these time sheets subject to audit.

Time sheets are submitted after the end of the month and cheques are made available to providers at the monthly meetings/workshops (first Wednesday of the following month). The agency, in turn, claims this money from the Department of Community Services.

All fees collected from the Department on behalf of families are given to the provider.

8.2 Late Payments:

Late fee policies are determined by the provider and communicated to parents.

8.3 Early Drop-off and/or Late Pick-Up Fee:

Providers strive to provide flexible child care services. The daily/monthly fees are based on child care being provided during the hours of operation set out in the Parent/Provider Agreement. Any other fees are negotiated between the parent and provider and the agency has no involvement.

8.4 Fees During Vacations:

Subsidized families are entitled to 15 vacation days per year. Should parents require care while they are on vacation, they must notify their provider.

Providers will be paid while parents are on vacation, but must be available to claim wages.

Providers are not paid for subsidized families while they (provider) are on vacation. Child care must be provided in order to claim the parent’s portion from Community Services. If alternate care is provided, the alternate provider is paid.

Fees on behalf of non-subsidized families are determined by the parents and providers. Arrangements with non-subsidized families are made between parents and providers.

9. Hours of Operation

The family day care agency operates from 8:30 a.m. to 4:30 a.m. Providers set their own hours of operation. Nine (9) hours constitutes a full day – any time over and above the 9 hours constitutes overtime. All of this is negotiated and determined when making the parent/Provider Agreement. Parents are asked to respect provider’s personal time, when requesting any time over and above the agreed-upon hours of care.

10. General Holidays

The agency will be closed and providers will not provide child care services on designated holidays. If any day designated as a holiday falls on a Saturday or

Sunday, then the holiday will be observed on the Monday immediately following. Designated statutory holidays are:

New Year’s Day – Good Friday – Canada Day – Victoria Day – Labor Day and Christmas Day

The agency will also be closed on the following holidays:

Easter Monday – Boxing Day – Civic Day (first Monday in August) – Thanksgiving Day and Remembrance Day

Provider homes will not be open on these days. Parents are billed – providers are paid. Should a provider choose to provide care, additional fees will be charged to parents, as set by the provider.

11. Storm Days

The agency does not close when schools are closed for winter storms. The agency and family day care homes will be open during these days. If parents decide to keep their child at home, providers must be notified. Child care fees are payable when the provider is available. It should be noted that, if the day care home is not suitable for children to attend because of weather conditions (example – loss of power/water), providers are considered unavailable and parent fees do not apply nor is the provider paid. Alternate care will be provided, if possible. If parent fees have been paid, they will be credited on the next month’s billing. This same practice applies whenever a provider is unavailable.

12. Provider/Family Illness

Policies and procedures in effect when the provider and other household members are too ill to permit care for children are:

Providers are self employed and are not paid for theirs or their family’s sick days. In the case of provider/family illness providers must notify agency staff and parents as soon as possible. Efforts will be made to arrange alternate care. If alternate care is not available, parents will be required to make their own child care arrangements. Fees will not be charged, when care is not provided. Providers must code their time sheets with a “U” code, whenever they are unavailable. Parents are responsible to ensure proper coding on time sheets.

13. Child Attendance

Providers must complete daily time sheets, which are submitted to the agency after the end of each month. All children (subsidized and non-subsidized) are to have daily codes recorded on the sheet for present full/part-day, absent, sick, vacation, holiday and unavailable. Subsidized children are entitled to 15 vacation days per year. As well, they are entitled to 3 absent days and 5 sick days per month. What this means is the Department of Community Services will provide subsidy for this non-attendance.

Any days over and above these entitlements warrant the parent paying full daily per diems to the provider.

In extenuating circumstances, children may exceed the 5 sick days per month and be subsidized. A physician’s medical certificate must be produced. Also, in the case of joint custody, one extra week is vacation may be granted/subsidized annually, if a court order is produced.

13.1 Child’s First Day

A meeting between the parents and provider must take place before children attend the day care homes. This is generally arranged by the Home Consultant, who facilitates the meeting. If the arrangement is a transfer and both the parent and provider are familiar with the process, they may conduct their own meeting. Policies are reviewed at this meeting; and, as well, the formal agreement between the parent and provider is completed.

Children are expected to attend this meeting, if possible. If not, they must be introduced to the day care home, prior to starting. Efforts are made by the agency

to have additional staff on hand to work with the children, so they are not involved in adult conversations but are still part of the process of the meeting.

The first day a child attends the family day care home is a very important day for children. Children who are introduced to a child care setting with the help of their parents tend to adjust better to their new situation. The introduction helps to open lines of communication between parents and providers, so that special information about the child can be shared. In addition, parents and children become familiar with the environment, the provider, her family, the routine and activities.

13.2 Withdrawal

We hope child(ren) will be part of our family for many years; however we understand that children will leave from time to time. If a parent plans to withdraw children from the family day care home, a 2-week notice, in writing is required. If children are transferring to another home, the same respect will be given to the child as if he/she were entering the program for the first time. Likewise, a 2-week notice is expected from providers, if an arrangement is being terminated. This time frame will help in transitions and especially for the children.

13.3 Arrival

Children must be brought directly into the homes. They cannot enter the home alone. His/her outerwear must be removed in the designated area. As children are escorted into the home, they must be greeted by the provider. Responsibility for the child does not begin until he/she is in the care of a provider. Children are not to be left at the door or any unsupervised area.

The provider will note the child as being present on the time sheet. This information is necessary to see who is on the premise during fire drills and emergencies, and maintaining attendance records for payment purposes to the provider (subsidized families).

Parents are expected to advise the provider of any special circumstances that may affect their child’s behaviour or well-being that day. For infants and toddlers, these are noted in the daily records, which parents are entitled to view. Daily records are not maintained for children over 3 years, unless there is an identified need.

Children are expected to be at the family day care homes by 9:00 a.m. This enables your child to take part in any planned activities.

Parents are asked to please notify the provider if your child will not be attending, or will be late. If it will be after 9:00, the provider has the right to leave the home for any planned children’s activities.

13.4 Departure

Children must be picked up by the closing time as defined on the Parent/Provider agreement.

If, due to unforeseen circumstances, parents will be late picking up children, they must call the provider in advance. Note that a late pick-up fee, due immediately, may be charged.

Parents of infants and toddlers should review the daily activity log to see if any unusual occurrences impacted their children during the day.

Children must be picked up by an authorized parent or guardian. In the event parents are unable to pick up their child, they must notify the provider in advance regarding who will be coming for their child, and an approximate pick-up time. The provider reserves the right to ask for any identification.

If a parent wants someone not listed on the agreement form to pick up the child, the provider must be informed in writing and/or amend the parent/Provider Agreement. If this is not done, the agency must be able to contact parents for authorization, or the child will not be released to the person. No child will be released to anyone under the age of 18 years.

13.5 Sobriety

If anyone, including the child’s parent(s), arrive under the influence of alcohol or substance abuse, the provider has to release the child. Providers will make every effort to detain the individual and to negotiate alternate arrangements. If this is not possible, the provider will immediately call the RCMP, once the child leaves the home.

13.6 Accessed Visitation

Any access visits must be arranged between parents/partners, etc. They cannot be arranged through the provider. Children may be picked up by a recognized designated person and returned to the home. Providers will not release a child for access visit purposes, unless this has been identified beforehand and included in the Parent/Provider Agreement.

13.7 Vacation

Providers and parents must notify each other in advance of any vacations. If parents require alternate care, while the provider is on vacation, it is the parent’s responsibility to contact the agency to see if this can be arranged. It is not the responsibility of the provider to do this. Please refer to 8.4 regarding fees during vacations.

14. Children’s Needs

The ultimate goal of the child care arrangement is to have children comfortable, happy and safe in the family day care home. Our agency’s programs are designed to encourage and facilitate active learning and development through exploration and play. To ensure children get the most out of the program and are safe, comfortable and happy throughout the day, the following guidelines have been developed –

Children will need the following personal items, which should be kept at the family day care home (and replaced with clean items when required):- A small blanket, pillow and sheet for rest period – a toothbrush – indoor shoes (sneakers are best, but no slippers please) and a complete change of clothing (underwear, socks, pants, shirt, etc. – just in case!).

Children’s possessions will be stored in a storage bin marked with their name. The bin will also contain notices, artwork, soiled clothes, etc. Parents are asked to check it daily to collect any items which need to be taken home and to ensure that spare clothing and bedding are clean and in good condition.

If children are being toilet-trained, parents are responsible for providing approximately 20 or more diapers per week and any special toileting supplies

the child needs (the provider will keep parents updated on children’s diaper needs).

Children may bring a safe, soft plush toy for rest period, such as a stuffed toy, a doll or a favourite nap time blanket.

Children should wear comfortable clothing so they can participate in all aspects of the program and wear appropriate outdoor clothing for the day. Providers are expected to go outside at least once a day to a playground, for walks or field trips, and in all kinds of weather.

Following are suggested lists of seasonal outerwear your child may require (parents and providers may identify other items).

Spring/Summer – Sun hat – summer jacket – water-proof rain boots – outdoor sneakers – swimsuit – sunscreen – light sweater – shorts – rain jacket

Fall/Winter – Wool hat – snowsuit (snow pants/coat) – scarf – winter boots – 2 pair of mittens – warm sweater - pants

- All items of clothing should be clearly labelled with the child’s name or initials.- While every effort is made to protect children’s clothing and possessions from

loss of damage, we cannot guarantee this will not happen. Please check with providers for lost items.

- We remind both parents and providers of our clothing depot. Parents are welcome to visit the depot. Staff can work with providers around any extra clothing needs for the children in their care.

15. Health Policies

The health and safety of all children is paramount, as well as the health and safety of staff and providers. Staff and providers are strict about enforcing health regulations. Infections can spread rapidly within a family home, so universal precautionary measures are to be taken at all times.

15.1 Illness

If a child is going to be absent due to illness, the provider must be notified of the condition of the child.

Children cannot be sent to the day care home, if there is any question of illness, as providers are not equipped to accommodate sick children.

Children who exhibit the following will not be accepted for care:

- Conditions of illness which makes him/her unable to cope with the regular activities of his/her program.

- Symptoms of a contagious or transmittable illness (i.e. – fever, diarrhoea, vomiting, infection, persistent coughing, swollen glands, unidentified rash, pain/aches, chicken pox, etc.

- If a child becomes ill while attending the family day care home, parents will be notified immediately and will be expected to have an authorized person pick up the child as soon as possible. Depending on the situation, the child may have to be picked up immediately.

- Please inform the provider if your child has a contagious condition which has been diagnosed by a medical doctor.

- Parents will be informed of any contagious condition their child may have been exposed to while at the family day care home.

- Once diagnosed with a contagious condition, the child is not permitted to return to the family day care home without a letter from his/her doctor stating that she/he is past the contagious period of the condition and able to participate in activities.

- In the event a child has been hospitalized for any reason, she/he will require a note from the doctor stating the child is ready to return to the family day care home. Parents and providers are asked to keep their agreements handy at all times, as policies are outlined on it. The most important thing to remember is that children want to be in their own home when they are sick. We do appreciate this is challenging for parents; but this is a time when children need you the most.

During any times of extreme health outbreaks (ex. – H1N1), additional policies may be implemented.

15.2 Medication

Providers are only permitted to give prescription medication as authorized by a physician. Records of administration must be completed and submitted to the office. Providers can make their own decisions around non-prescribed medications and must have parent authorization.

All medication must be in the original container, with a readable label.

Parents will be asked to complete an authorization form for each new medication (or provide a written letter of consent), stating the child’s name, date, nature of and reason for the drug, complete instructions on administration and dosage and any special instructions.

Over-the-counter medication will not be given by the provider, unless written

instructions are received from the parent or the child’s doctor. These instructions are to include the child’s name, date, nature of and reason for the drug, complete instructions on administration and dosage, any special instructions and the parent or doctor’s signature.

Sending measuring utensils along with the child’s medication is encouraged.

All medications are to be given directly to the provider. For safety reasons, it must not be left with child’s spare clothing and bedding or in a cubby area.

It is required that a child who has been prescribed an antibiotic take it for 24 hours before returning to the family day care home.

Certain medical procedures can only be done with special training. If a child has special medical needs, these cases will be covered by an Individual Care Plan.

15.3 HIV and AIDS Policies

HIV (Human Immunodeficiency Virus), the virus that leads to AIDS (Acquired Immune Deficiency Syndrome), is not transmitted through everyday contact. No confirmed cases of transmission through casual contact or biting have been reported. HIV is transmitted from one person to another by sperm, vaginal secretions, breast milk, blood and from mother to child during pregnancy. HIV is considered a disability and by law, discrimination on the basis of disability is illegal.

Parents have no obligation to tell the agency or the provider if they are aware their child is HIV-positive. If such information is disclosed to a member of the agency staff or provider, she/he has an ethical obligation to keep the information confidential. It should be noted that providers have the right to accept any child they choose into their homes. As well, staff can decide to admit children who they feel the provider is best equipped. If staff determine that a placement is not suitable, it could be based on the provider’s space – the behaviour/temperaments of all children in the home – age – special needs, etc. These decisions would never be based on discrimination; but rather, what is in the best interest of everyone.

15.4 Universal Health Precautions

Those who work at our agency or are associated with the agency such as providers, help control the spread of infections by practicing proper hygiene and universal precautions.

Children, providers, agency staff and volunteers wash their hands thoroughly with warm water and soap before meals, after toileting, before and after administering first aid, and throughout the day as required.

Dishes, eating surfaces and diapering areas are sanitized after each use; toys are checked for breakage daily and sanitized at least twice each week.

Floors are cleaned daily and/or as required throughout the day.

The laundry, kitchen and bathrooms are maintained in a clean and organized manner.

Universal precautions adapted by the family day care home include:

- Hands are washed immediately after exposure to blood and all other bodily secretions.

- All cuts are covered with a sterile bandage until healed.- Disposable latex gloves are disinfected with bleach, which kills HIV.- Laundry stained with blood and other bodily secretions is washed separately

in hot, soapy water.- Materials stained with blood and other bodily secretions are placed in sealed

garbage bags and discarded in a lined, covered plastic container.

15.5 Emergency Preparedness

The agency inspects all of the family day care homes on an annual basis to ensure that the premises are safe.

The agency and each family day care home must have an emergency evacuation plan and practice fire safety procedures during a monthly fire drill.

Agency staff and providers have been trained in First Aid and infant CPR and are required to keep their training up to date.

Providers are given periodic training on E.P. practices.

Parents are asked to inform the provider and the agency staff of any changes to address, place of work, telephone numbers, authorized list and any injuries their child receives outside the program.

15.6 Accident Reports

Agency staff and providers are required to complete an accident report form for any incident or accident, which requires first-aid treatment. It will be signed by the person who administered treatment and by a representative of the agency then placed in the child’s file. Parents are informed of any injuries while the child is in the child care arrangement. Maintaining confidentiality regarding any concerned parties is a priority.

15.7 Emergency Medical Treatments

Emergency medical treatment will only be provided by agency staff or the provider if their first-aid training gives them the skills required to do so. If a child requires emergency medical treatment that cannot be safely provided by staff or the provider, the parent will be called to take the child for professional medical attention.

If the parent cannot be reached, an authorized person will be called to fulfill this responsibility and efforts to contact the parent will continue. If no one can be reached and emergency care is required, 911 will be called.

Any extraordinary costs associated with transporting the child for emergency medical care (such as ambulance) will be paid by the parent of the child.

15.8 Emergency Evacuation

In the event the family day care home has to be evacuated, due to fire or any other emergency and the home is not fit for immediate habitation, the parents or an authorized person will be contacted immediately and expected to pick up the child immediately at the designated emergency location. Parents are encouraged to keep themselves informed of the provider’s evacuation procedures.

16. Nutritional Information

Providers offer balanced and varied menus that utilize nutritious foods and health and allergy requirements. The provider may plan meals in advance and must post menus for parents.

Providers offer a nutritious morning and afternoon snack and for children who stay at lunch hour, a full lunch is provided which included 1/3 of the daily nutrient requirement for the children.

If a child requires supplements or special foods due to a medical condition, parents will be responsible for providing them. The provider eats with the children to help model appropriate eating behaviours and positive food habits. The provider does not force children to eat or withhold favourite foods for inappropriate behaviours, but will encourage children through positive modeling and reinforcement to try new or other foods.

Please keep us informed about any food allergies.

**Please Note – Food Safety

Child care programs can only purchase or receive donations of food or beverages from an establishment permitted by the Department of Agriculture.

Staff must create a relaxing and enjoyable meal environment as per regulation. Regulated child care settings welcome mothers to breastfeed anywhere in the

facility or when requested, regulated child care settings provide a comfortable space for breastfeeding mothers.

Staff allows infants to explore their food, feed themselves and respond to hunger and fullness cues.

Staff is responsive to children’s cues around hunger and provides snacks and meals outside of the regular schedule

Staff encourages children to respond to hunger and feelings of fullness and children are not forced to finish food that has been served.

17. Rest Period

Infants sleep according to their own individual schedule and must be in the cribs as required by the FHDC regulations. For children under school age, a rest period is a part of the day’s schedule. During rest period all children under school age are required to rest on their mats for a minimum of one half hour. This includes children who do not sleep. After this half hour, any children who are not sleeping may engage in quiet activities until the rest of the children wake up.

18. Policy on Reporting Suspected Child Abuse

As per the protocols outlined by the department of Community Services for the prevention and reporting of child abuse, the agency staff and the provider are legally required to report cases of suspected child abuse. The agency and the provider must follow the law, regarding Child Protection/RCMP protocol. For example, if authorities show up at the day care home, the provider must release the child.

19. Behaviour Guidance Policy

The agency has a written behaviour guidance policy with respect to permitted and prohibited behaviour guidance practices. The policy applies to all agency staff, volunteers and providers. Providers, for the most part, have adopted this policy for their own use.

Staff, volunteers and providers and all household members are required to follow the guidelines at all times.

A copy of the behaviour guidance policy is posted on the parent bulletin board in the family day care home and is also posted at the agency facilities. A copy may be obtained from the agency.

The written behaviour guidance policy is reviewed with staff, providers and other household members and volunteers prior to the start of their employment or their interaction with the centre or agency and annually thereafter to ensure that staff, providers and volunteers understand and are able to apply the policy.

The written behaviour guidance policy is reviewed with the parents of each child when they are first enrolled in the family day care program. Parents are expected to respect the policies, while in the day care home, as well. The following provisions are included in the Day Care Regulations and must be followed by every agency and must be included in the agency’s behaviour guidance policy:

6C No operator shall(a) Permit corporal punishment, including but not limited to – - striking a child directly or with any physical object;

- shaking, shoving, spanking or other forms of aggressive physical contact;(b) Require or force a child to repeat physical movements;(c) Use harsh, humiliating, belittling or degrading responses of any form,

including verbal, emotional or physical;(d) Confine or isolate a child; or(e) Deprive a child of basic needs including food, shelter, clothing or bedding.

20. Parent Involvement and Communication

The agency is extremely interested in having parents involved in the family day care program. Communication with parents and receiving feedback from them are key to success. The agency will communicate with parents or through the provider and when required, directly by regular mail and/or email, where possible.

Parents will be contacted by the agency’s staff from time to time, regarding the development of their children. The agency also has established a website, which also contains information important to parents. Check us out at www.memorylanefamilyplace.com

Periodic evaluations are done on the overall program with both parents and providers. Feedback from these are critical to the future growth of the program.

20.1 Parent Bulletin Board

The agency and each provider must have a parent bulletin board that contains information of interest to parents. Information required by the regulations must be posted (see list below). The bulletin board must be posted in a conspicuous place in the family day care home and also the agency.

Besides the required information, the bulletin board should also include program information that may be of interest to parents, notices regarding up-coming meetings and activities, as well as parenting and community information that may assist parents.

Parents should make sure to check the bulletin board regularly. In addition, the home is identified with a Provincial sticker, as being approved under the Family Home Day Care program.

The regulations state that the parent bulletin board must include the following information:

The agency license A copy of the behaviour guidance policy, signed and dated A list of the names of the current members of the parent advisory committee

The following is a list of documents available for viewing in a caregiver home:

A copy of the Day Care Act Regulations A copy of the parent handbook A copy of the most recent minutes of the parent advisory committee meeting A copy of the report of the most recent inspection of the family day care home

by the agency A copy of the guidance policy, signed and dated A copy of the current menu

20.2 Critical Issues Notification

When critical issues arise which could impact the way the family day care home is run or managed, the agency must provide notice in writing to parents. In particular, the agency must notify the parents if any of the following occur:

I. the approval of a provider or a family day care home they manage is or will be revoked;

II. a family day care home or agency is closed or sold;III. conditions are imposed upon the agency’s license or any written information

about the agency’s license or program has been given to the agency by the Director of early Childhood Development Services;

IV. the police or an agency established under the Children and Family Services Act are investigating a matter involving a provider or other person associated with the family day care home, unless the police or the agency established under the Children and Family Service Act directs otherwise. The administration reserves the right to immediately close the family day care home temporarily while any matter involving child welfare is under investigation. The parties involved have the right to follow the grievance procedure (#22) if dissatisfied with any administrative decisions.

Notice of a closure or sale under (II) above must be given at least 2 weeks before the date of the closure or sale. Any notices under this section must be in writing and must be:

- sent by registered mail to the last known address of a person who is required to be notified;

- posted in a conspicuous location in the family day care home.

21. Parent Advisory Committee

Another method of communicating with parents is the parent advisory committee. Each agency must establish a parent advisory committee to provide a forum for parents to have input into, and receive notice of, any matters of interests or concern to parents.

The parent advisory committee is also a body that will be utilized by the Department of Community Services to communicate directly with the parents, if there are issues with the agency’s license. This communication will come from the Director of Early Childhood Development Services (referred to as “the Director” in the regulations).

Parents and providers interested in being a representative of the parent advisory committee are encouraged to contact staff.

Below are the relevant parts of the regulations, as related to the Parent Advisory Committee –

Membership of parent advisory committee –

(1) An agency’s parent advisory committee must be composed of at least 5 members, as follows:

(a) at least 3 parents of children currently enrolled in the agency’s family home day care program;

(b) at least 1 provider;(c) 1 non-voting representative of the agency, who must attend each meeting

of the committee, generally a staff person

(2) The majority of the voting members of an agency’s parent advisory committee must be parents of children currently enrolled in the agency’s family home day care program.

(3) An agency’s parent advisory committee must be open to all parents of children enrolled in the agency’s family home day care program.

(4) An agency must give the Director all of the following information for each member of the agency’s parent advisory committee:

(a) name;(b) mailing address;(c) email address, if any;(d) telephone number

(5) An agency must notify the Director annually of any changes in the composition if its parent advisory committee or any changes in the information required by subsection (4). Director must provide information about agency to committee.

(6) The Director must give a copy of any notice or written information about the status of the agency’s license to each member of the agency’s parent advisory committee at the same time that the Director gives it to the agency.

(7) The parent advisory committee must meet at least twice a year.

(8) At least 2 weeks before the date of an agency’s parent advisory committee meeting, written notice of the meeting must be:

(a) given to the parents of all children enrolled in the agency’s family home day care program; and

(b) posted in a conspicuous location in each family home day care home the agency manages

(9) A notice of a parent advisory committee meeting must inform the parents that they may place items on the meeting’s agenda.

(10) An agency must ensure the agency’s parent advisory committee has an opportunity to discuss any matters of interest or concern to the parents, including all of the following:

(a) the safety, care and well-being of the children;(b) the agency’s license;(c) the services provided;(d) the equipment and materials available for the children;(e) staffing patterns and staff qualifications.

Parent advisory committee minutes

1. No later than 2 weeks after the date of an agency’s parent advisory committee, the agency must:

(a) produce minutes of the meeting and,(b) post a copy of the minutes in a conspicuous location in each family day

care home the agency manages

2. A copy of the minutes from an agency’s parent advisory committee meeting must:

(a) remain posted in accordance with clause (1)(b) until the minutes of the next meeting are posted; and(b) be kept on file by the agency for inspection by the Director, as required

22. Grievance Procedure

Although the family home day care agency, through approved providers, makes every attempt to offer the highest quality care to all children and families, there may be occasions when parents and providers have concerns about particular events or situations.

If any of this occurs, parties are encouraged to talk to each other as a first point of contact. It is best to have this discussion after regular hours, one-on-one, when the provider is not looking after children.

If the parent or provider is not able to address the concern satisfactorily or if the concern is serious enough to warrant immediate review, parties are encouraged to contact the agency’s director or home consultant at the numbers listed at the front of the handbook.

The concern/situation will be investigated and meetings as deemed necessary will be scheduled with appropriate parties to gather relevant information. Work will be done to resolve the issue.

Parent and the provider will be kept informed throughout the process (within confidentiality requirements). If no resolution is reached and/or either party is not satisfied with the administrative decisions, the Association’s Grievance Policy will be followed. This policy is reviewed on enrolment and copies are given to parents and providers.

Procedure is parent or provider (person grieving) contact their respective board designate, who does fact finding and brings the information to the appropriate board’s subcommittee (Personnel, etc.).

If still no resolution, the matter goes to the full board. If parent or provider is not identified/represented at the meeting, they will be presented as a case/file number and remain anonymous. Outcomes will be communicated to relevant parties.

Our goal is to provide quality child care. We encourage parents and providers to being their concerns to each other, initially, for resolution. The agency staff is available to mediate, where and when necessary. By working together, we can resolve issues quickly without impacting the quality of the care provided.

We wish all of our child care providers and their families, as well as our parents and children using the service, the very best during your time with the family day care program. We want to remind you we are always available for your convenience and support.

If there is anything not covered in this manual, please feel free to contact us.

In the meantime, thank you very much for being part of the Sackville Family Day Care Association and its programs.