This staff training and personnel Policies Manual contains the policies and procedures of Community Day Care and Preschool Center Inc., hereinafter sometimes referred to as "Employer" and "CDC" in summary form. It is only meant to serve as a reference guide. The policies and benefits described do not reflect a contract between the Employer and an employee. The Employer reserves the unilateral right to add, delete, or amend the policies and benefits provided for in this Manual. Employees should feel free to contact their supervisor or the Executive Director with any questions concerning the contents of this Manual. CDC is an equal opportunity employer and complies with all federal, state and local laws regarding discrimination and hiring practices.
Community Day Care's mission is to educate, guide and nuture each child, while supporting families and creating community.
Community Day Care (CDC) is a private, non-profit charitable organization committed to offering stimulating, child centered, play based programs. CDC is governed by a board of directors made up of current families as well as alumni parents and other members of the community. CDC is determined that our programs should reflect the broad diversity of our community, and that quality care should be available to all families regardless of their financial means. CDC is proud of its scholarship programs and sliding scale at the preschool. CDC was started in the spirit of giving to, and sharing with, the broader community. We work hard to keep that spirit alive every day.
Our Philosophy: We believe in providing all children a choice based engaging environment that fosters all areas of development and growth. Children are allowed to explore their environment in a way that is meaningful to them, research shows children learn through their play. We are sensitive and cater to each child’s developmental needs, and we strive to create an atmosphere that encourages self-confidence and a positive self-image. The mission of the organization is to be “community based” and inclusive to all families and provide a safe, affordable and enriching childcare experience.
Our Preschool, founded in 1972, educates children 2 ½ through 5 years. It is a mixed aged, choice based, NAEYC accredited school. The program values an environment where children can explore and expand their developmental knowledge by directing their own play. Staff are here to help foster the interests of the children, engaging them in “play with a purpose”. We strive to create a supportive community where children’s own growth and strengths can be expanded and provide them with the skills and independence to succeed as they grow as individuals.
Our School Age Programs, founded in 1984, Community Day Care piloted a before school program at Burns Park Elementary for the Ann Arbor Public Schools. Since 1985 we have run school age programs at Lawton and Burns Park Elementary Schools. In the fall of 2009, we were excited to start before and after school programming at Ann Arbor Learning Community (AALC). The school age programs provide a stimulating, enriching experience where children’s ideas and interests are nurtured and encouraged. Children can choose from a variety of activities including, art, science, dramatic play and interest based clubs.
Our School Age Camp, founded in 1984, offers all of the traditional camp arts, crafts, games, swimming and sports to children who are kindergarten graduates through 5th grade . Campers take a chartered bus to Buhr Pool each day for swimming. Children are encouraged to participate in the planning of activities in order to accommodate their individual and group interests; camp activities include choice time in a mixed age setting as well as a group time based on age. This gives the younger children a much needed opportunity to connect with a single teacher, and the older children a chance to work on more advanced long term projects. We are committed to a quality and fun summer camp program!
Community Day Care adheres to a policy of equal employment opportunities and will maintain and conduct all practices relating to recruitment, hiring, discipline, and other terms and conditions of employment in a manner which complies with federal, state, and local laws.
Under Michigan law, anyone needing accommodations for employment must notify the employer in writing within 182 days after the need is known, or reasonably should have been known. Failure to notify the employer may result in loss of your rights. Should you have any questions or concerns on your rights, please contact the Executive Director immediately in writing.
An employee who, following a medical examination or the administration of tests, is found to have symptoms of a physical, emotional or mental condition which could be hazardous to the children or to other staff members or which prevents the employee from performing the duties of his or her employment, shall be relieved of his or her assignment and shall be required to furnish a certificate of recovery by a qualified physician before he or she will be permitted to return to work.
CDC shall follow the intent of all federal, state and local employment law and is committed to equal employment opportunity. To that end, the Board of Directors and Executive Director of CDC will not discriminate against any employee or applicant in a manner that violates the law.
CDC is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, national origin, sex, age, marital status, sexual orientation, disability, political affiliation, personal appearance, family responsibilities, matriculation or any other characteristic protected under federal, state or local law. Each person is evaluated on the basis of personal skill and merit. CDC’s policy regarding equal employment opportunity applies to all aspects of employment, including recruitment, hiring, job assignments, promotions, working conditions, scheduling, benefits, wage and salary administration, disciplinary action, termination, and social, educational and recreational programs. The Executive Director shall act as the responsible agent in the full implementation of the Equal Employment Opportunity policy.
CDC will not tolerate any form of unlawful discrimination. All employees are expected to cooperate fully in implementing this policy. In particular, any employee who believes that any other employee of CDC may have violated the Equal Employment Opportunity Policy should report the possible violation to the Executive Director.
If CDC determines that a violation of this policy has occurred, it will take appropriate disciplinary action against the offending party, which can include counseling, warnings, suspensions, and termination. Employees who report, in good faith, violations of this policy and employees who cooperate with investigations into alleged violations of this policy will not be subject to retaliation. Upon completion of the investigation, CDC will inform the employee who made the complaint of the results of the investigation.
CDC is also committed to complying fully with applicable disability discrimination laws, and ensuring that equal opportunity in employment exists at CDC for qualified persons with disabilities. All employment practices and activities are conducted on a nonâ€discriminatory basis. Reasonable accommodations will be available to all qualified disabled employees, upon request, so long as the potential accommodation does not create an undue hardship on CDC. Employees who believe that they may require an accommodation should discuss these needs with the Executive Director. If you have any questions regarding this policy, please contact the Executive Director.
Community Day Care and Preschool’s (CDC) Employee Handbook has been developed to provide general guidelines about CDC policies and procedures for employees. It is a guide to assist you in becoming familiar with some of the privileges and obligations of your employment, including CDC’s policy of voluntary at will employment. None of the policies or guidelines in the Handbook are intended to give rise to contractual rights or obligations, or to be construed as a guarantee of employment for any specific period of time, or any specific type of work. Additionally, with the exception of the voluntary at will employment policy; these guidelines are subject to modification, amendment or revocation by CDC at any time, without advance notice.
The personnel polices of CDC are established by the Board of Directors, which has delegated authority and responsibility for their administration to the Executive Director. The Executive Director may, in turn, delegate authority for administering specific policies. Employees are encouraged to consult the Executive Director for additional information regarding the policies, procedures, and privileges described in this Handbook.
Questions about personnel matters also may be reviewed with the Executive Director. CDC will provide each individual a copy of this Handbook upon employment. All employees are expected to abide by it. The highest standards of personal and professional ethics and behavior are expected of all CDC employees. Further, CDC expects each employee to display good judgment, diplomacy and courtesy in their professional relationships with members of CDC’s Board of Directors, committees, membership, staff, and the general public.
A. Definition of Terms
1. Employer: CDC is the employer of all full time, part time and temporary employees. An employee is hired, provided compensation and applicable benefits, and has his or her work directed and evaluated by CDC.
2. Full Time Employee: A Full Time Employee regularly works at least 32 hours per week
3. Part Time Employee: A Part Time Employee regularly works less than 32 hours per week
4. Exempt Employee: An Exempt Employee is an employee who is paid on a salary basis and meets the qualifications for exemption from the overtime requirements of the Fair Labor Standards Act (“FLSA”).
5. Non Exempt Employee: A Non Exempt Employee is an employee who is paid an hourly rate and does not meet the qualifications for exemption from the overtime requirements of the Fair Labor Standards Act (“FLSA”). For Non Exempt Employees, an accurate record of hours worked must be maintained. CDC will compensate Non Exempt employees in accordance with applicable federal and state law and regulations.
6. Temporary Employee: An individual employed, either on a full time or part time basis, for a specific period of time less than six months. Temporary employees are entitled only to those benefits required by statute or as otherwise stated in the CDC Employee Policy Manual. All employees are classified as Exempt or Non Exempt in accordance with federal and state law and regulations. Each employee is notified at the time of hire of his or her specific compensation category and exempt or non exempt status.
Hiring & Terms
As the organization continues to expand and grow, it is the policy of Community Day Care to endeavor to fill new job opportunities internally, from among its own employees. Employees desiring to be considered or promotion should notify the Executive Director in writing. The following areas will be evaluated for persons desiring consideration, but not limited to: skills, abilities, education, seniority, attendance, willingness to accept assignment, dependability and quantity and quality of work accomplished. Promotion is based on the Executive Director's discretion and the availability of fully qualified internal candidated. Community Day Care reserves the right to hire outside its current staff.
Staff Meetings/Training – mandatory – 16 clock hours of training – ongoing training and meetings throughout the year
Upon accepting employment with the employer, you assumed the personal responsibility of being on the job each scheduled shift on each scheduled day.
Tardiness is defined as the failure to report to work at the time scheduled.
- Excessive tardiness is defined as being late more than three (3) times. Excessive tardiness will result in termination. If the employee is late more than 15 minutes, the employer may, at it's sole discretion, remove the employee from the schedule for the rest of the shift.
Absenteeism is defined as a failure to meet a scheduled shift exclusive of approved leaves.
- If an employee fails to notify a supervisor the night before for a morning shift, and at least three hours prior to the start of the day shift, the employee forfeits paid sick time.
- Absences for more than two (2) consecutive days because of illness will require a statement from your doctor covering the days absent, diagnosis and ability to return to work.
- Any employee who is absent two (2) consecutive scheduled work days without reporting their absence to the employer will be considered a "voluntary quit". When an employee does not notify the supervisor, and does not report to work, this is termed a "no call, no show". This policy covers the entire work tenure of the employee, and does not provide the opportunity to erase "no call, no show" incidents through good attendance. Two "no call, no show" occurrences will result in termination.
- Excessive absenteeism is defined as being absent more than three days within a 30 day period. Excessive absence may result in termination.
Immediate Dismissal: The employer reserves the right to terminate employment at any time for any reason with or without notice. The following is grounds for immediate dismissal:
- Any employee or volunteer who strikes a child or another adult, subjects a child to any form of corporal punishment or exhibits inappropriate behavior in sole judgment of the Executive Director shall be subject to immediate dismissal.
- Subjecting a child or an adult to humiliation or ridicule, abusive language, depriving a child of a meal, or jeopardizing the children's safety shall be considered a grave error in judgment and shall constitute grounds for immediate dismissal.
In accepting employment at with CDC, you are placed in a position of trust in regard to information about the children enrolled. Employees must be constantly aware of the confidential nature of all information regarding the children. All reports, and data are confidential which pertain to testing, care treatment, reporting, and research associated with the serious communicable diseases of HIV infection, AIDS, and AIDS related complex. Any employee who releases information, in any form, about a child pertaining to the child's HIV status may be guilty of a misdemeanor, punishable by imprisonment for not more than one year or a fine of not more than $5,000 or both, and is liable in a civil action for actual damages or $1000 whichever is greater, and cost and reasonable attorney fees. If anyone contacts you about a child for which this section may be applicable, immediately direct the person to the Executive Director. The employee should also advise the Executive Director of the contact.
Information concerning children or staff is not to be discussed outside the facility. Information concerning children or staff should not be released under any circumstances to any individual or agency without the approval of the Executive Director.
At the Preschool, should reduction of staff be required by: declining enrollment, for the summer semester, or any other non-disciplinary reason, staff with least seniority within categories will be laid off first. Categories are:
- first: teacher aides
- second: substitutes
- third: teachers
Within aforementioned categories, layoffs shall be made according to seniority, starting with the least senior employee. Seniority is determined by first date of work excluding leaves of absence.
Reductions at the School-age programs will be made the discreation of the Site Director.
An employee may terminate employment for any reason at any time with or without notice. Employees are encouraged to give at least 10 business days of written notice. Since a longer period is desired in order to allow for time to hire new personnel, the intention to resign should be made known as far in advance as possible. Pay will include work through the date of termination; qualified employees who resign are entitled to receive accrued, unused vacation benefits.
Community Day Care expressly retains and reserves, including but without limiting the generality of the foregoing, the right to:
- Hire, terminate employeement, and otherwise discipline its employees as the employer, in its sole discretion, deems advisable.
- Determine starting and quitting times, and the number of hours to be worked by employees.
- Assign, reduce work hours, transfer, and lay off the employee as the employer, in its sole discretion, deems fit.
- Determine the job classifications and duties of each employee, subject to change without written notice to the employee.
- Manage its affairs efficiently and economically, including the determination of quantity and quality of services to be rendered, the control of equipment to be used, and discontinuance of any services or methods of operation.
- Produce new equipment, methods, or processes, change or eliminate existing equipment, and institute technological changes, decide on supplies and equipment to be purchased.
- Subcontract or purchase the construction of new facilities, or the improvement of existing facilities, as the employer, in its sole discretion deems advisable.
- Determine the number, location and type of facilities, to direct the work force, to assign the type and location of work assignments, and determine the number of employees assigned to operations.
- Close or otherwise reduce the scope of operation of any or all facilities.
- Establish and change work schedules, work standards, and the methods of processes and procedures by which such work is to be performed by employees.
- Select employees for promotion or transfer to other supervisory positions, and to determine the qualifications and competencies of the employees to perform the available work.
- CDC reserves the right at any time to require the employee to submit to a medical examination from a physician selected by the employer, verifying that the employee is physically and emotionally capable of performing the employee's job responsibilities.
The employer assumes your honesty and integrity are of the highest level. Property, equipment, or supplies of CDC are not to be removed from CDC without express permission from your Program Director, or the Executive Director. If any employee takes or misuses any property of CDC without authorization, it is grounds for immediate dismissal.
All new employees will have a 90 day introductory period in which no benefits will be paid or accrued, including paid holidays. Once the 90 days have passed, the employee is entitled to all benefits as described in the personnel policies. The successful completion of the introductory period does not give rise to any expectations or right to continued employment, or in any way alter the at-will relationship.
It is the policy of Community Day Care to conduct a criminal history check through the Michigan State Police and other state police agencies where appropriate. Since this information may not be available until after an applicant has been hired and assumed responsibilities, it may be necessary to conduct a post-hire good moral character assessment which includes information found in the criminal history report. If the employer substantiates that the employee provided dishonest or false answers on the job application or during all pre-hire interviews the employee will be terminated immediately. The employer reserves the right to terminate employment if:
- a criminal history report includes information which suggests the employee is inappropriate to work with children,
- the employee is convicted of a felony, a serious misdemeanor or any other serious crime, the nature of which implies that the employee is incapable of performing his or her job with honesty,
- the employee is convicted of a crime that shows a lack of a good moral character, as determined by the department of Social Services Rules on Good Moral Character.
An employee who is under investigation or is charged with a crime may be subject to suspension without pay or reassignment until the investigation or charge is resolved.
If the charge is not conclusively resolved in the court system, the employer reserves the right to determine the employee's continuation of employment with employer. In addition, if the employee is determined not to be guilty but the trial, publicity or knowledge among coworkers is such as to create a negative atmosphere, the employer reserves the right to terminate employment.
Any open positions at the various programs within CDC, will be posted internally to the entire staff, as well as externally.
A personnel file will be maintained for each employee. The personnel file of each employee may contain his/her application for employment, Federal and State tax forms, evidence of education, resume, training and previous experience, records of hiring, job assignments, work schedules, salary, job performance evaluations, correspondence relating to the employee, reprimands and other discipline information. The file may contain other information not prohibited by law.
For purposes of maintaining complete and accurate personnel files, employees are required to report any changes in their status to the Employer. Updates in information regarding:
- Change of Address or Phone
- Any change affecting your tax withholding status
- Legal change of name
- Change of persons designated to call in an emergency
Personnel files are kept in a locked file cabinet at the site. You may see your personnel file during Kids Club hours.
You may also photocopy the contents of your file upon; you are responsible for the cost of the photo copies as needed.
Community Day Care is licensed by the State of Michigan Department of Human Services, Bureau of Children and Adult Licensing. State and federal laws require that all employees go through a screening process which includes the completion of the following forms which will be kept on file with the employer:
- Notice of a negative TB test verified within 1 year before employment must be on file before the first day of employment
- Federal and State Withholding Tax Forms.
- Employment Immigration Eligibility Form. Must be completed within three (3) days of hire.
- Signature acknowledging receipt of this Personnel Manual.
- An emergency card with names of persons to contact in the event of an emergency.
- Current certification of First Aid training shall be on file within 3 months of employment and shall be renewed before expiration. The Center pays for First Aid class and materials.
- Current certification for CPR shall be on file within 3 months of employment and shall be renewed before expiration. The Center pays for CPR class and materials.
- Certificate of completion for Blood Borne Pathogen training shall be on file before the employee has contact with children. The Center pays for Blood Borne Pathogen class and materials.
- Each employee will submit her/his name, social security number, driver's license number, fingerprints (if required) and a signed consent form for the purposes of a criminal history check with the Michigan State Police or other out of state law enforcement agency. If consent is refused, employment will be terminated. All of this information must be turned into the office before the employee has contact with children.
- State of Michigan New Hire Reporting form.
- Documentation from the Department of Human Services stating that the employee has not been named in a central registry case as the perpetrator of child abuse or neglect. This documentation shall be on file before the employee has contact with children.
- Verification of 16 clock hours of training annually
This information, except for reference letters and medical records, will be kept in the employee's personnel file/record.
The work of each employee is reviewed on an ongoing basis with the supervisor to provide a systematic means of evaluating performance. The annual performance review is a formal opportunity for the supervisor and employee to exchange ideas that will strengthen their working relationship, review the past year, and anticipate CDCÊ¹s needs in the coming year. The purpose of the review is to encourage the exchange of ideas in order to create positive change within CDC. To that end, it is incumbent upon both parties to have an open, and honest discussion concerning the employee’s performance. It is further incumbent upon the supervisor to clearly communicate the needs of CDC and what is expected of the employee in contributing to the success of CDC for the coming year.
Both supervisor and employee should attempt to arrive at an understanding regarding the objectives for the coming year. This having been done, both parties should sign the performance review form, which will be kept as part of the employee’s personnel record and used as a guide during the course of the year to monitor employee progress relative to the agreed upon objectives.
The Executive Director reviews the work of all supervisors. Work reviews for other staff are the responsibility of the appropriate supervisor, subject to confirmation by the Executive Director.
A performance evaluation process will be used to help with the growth and development of personnel. The evaluation will consist of observations, a check list, conferences and written goals. Part of the procedure will include assessment of the employee's progress towards meeting personal teaching goals. Administration and teacher will meet to discuss the evaluation and to set goals. After being signed, the evaluation will be placed in the staff member's file. The signature constitutes acknowledgment that the evaluation is received only. The staff member may add additional comments for her/his file.
Under certain circumstances, the termination or lay off of an employee may be necessary. Qualified employees who are terminated or laid off are entitled to receive accrued, unused Vacation benefits.
- The Executive Director has authority to discharge an employee from the employ of CDC. As stated above, all employment at CDC is “at will.” This means that employees may be terminated from employment with CDC with or without cause, and employees are free to leave the employment of CDC with or without cause. Reasons for discharge may include, but are not limited to:
- Falsifying or withholding information on your employment application that did or would have affected CDC’s decision to hire you (this conduct will result in your immediate termination);
- Falsifying or withholding information on other personnel records including personnel questionnaires, performance evaluations or any other records;
- Performance at work below a level acceptable to CDC or the failure to perform assigned duties;
- Failure to complete required time records or falsification of such time records;
- Negligence in the performance of duties likely to cause or actually causing personal injury or property damage;
- Fighting, arguing or attempting to injure another;
- Destroying or willfully damaging the personal property of another, including CDC’s property;
- Breach of confidentiality;
- Using or appearing to use for personal gain any information obtained on the job, which is not readily available to the general public or disclosing such information that damages the interests of CDC or its customers or vendors;
- Placing oneself in a position in which personal interests and those of CDC appear to be in conflict or might interfere with the ability of the employee to perform the job as well as possible;
- Using CDC property or services for personal gain or taking, removing or disposing of CDC material, supplies or equipment without proper authority;
- Gambling in any form on CDC property;
- The possession, use, sale or being under the influence of drugs or other controlled substances or alcoholic beverages during working hours or on the CDC premises at any time in violation of CDC’s policies.
- Carrying or possessing firearms or weapons on CDC’s property;
- Excessive tardiness or absenteeism whether excused or unexcused;
- Unauthorized absence from work without proper notice;
- Engaging in discriminatory or abusive behavior, including sexual harassment.
At the sole discretion of the Executive Director, the employee may be asked to leave immediately or, be given a period of notice.
Employees may request a review of a personnel action or an unsatisfactory performance review. Employees are expected first to discuss their concern with their immediate supervisor.
If further discussion is desired, the employee may then discuss the situation with the Executive Director. The decision of the Executive Director is final.
Individuals employed by CDC may hold outside jobs as long as they meet the performance standards of their job with CDC. Employees should consider the impact that outside employment may have on their ability to perform their duties at CDC. All employees will be evaluated by the same performance standards and will be subject to CDC scheduling demands, regardless of any outside work requirements.
If CDC determines that an employee’s outside work interferes with their job performance or their ability to meet the requirements of CDC, as they are modified from time to time, the employee may be asked to choose between their outside employment or remaining with CDC.
Outside employment that constitutes a conflict of interest is prohibited. Employees may not receive any income or material gain from individuals or organizations for materials produced or services rendered while performing their jobs with CDC.
Child Care Provider Common to ALL members of the CSACC staff are the following responsibilities:
Child Care Provider Job Description: provider duties include but are not limited to the following:
- Be a positive role model and mentor for children.
- Coach, motivate and encourage.
- Be energetic
- Develop and maintain positive relationships with children and families.
- Guide children in solving their own problems and conflicts. Serve as a neutral third party when necessary and encourage children to talk to each other to work out disagreements.
- Be actively involved in making sure each child who enters the program is given a warm welcome as well as help getting involved in an activity.
- Maintain staff to child ratio of 1:12.
- Share skills and talents with the children by leading clubs and be prepared for club meetings.
- Implement activities in a positive, enthusiastic, orderly manner and engage the children in conversation about their projects.
- Actively supervise all areas of the room. Share in the responsibility to see that all areas are adequately supervised at all times and to be aware of that is happening in other areas of the program.
- Position yourself so that you can easily see all areas of the room. Your back should never be toward the children.
- Talk with families on an informal day to day basis, sharing information about their child’s day
- Share in the responsibility of keeping supplies neat and organized.
- Setup and cleanup of materials and tables each day.
- Participate in the team teaching style of the program, asking for help when needed and being willing to assist others.
- Attend center functions including all staff meetings and trainings as required
Works at the preschool
Scope of the Executive Director's job:
Qualifications: Bachelor Degree in Elementary Education, ZA Endorsement, Credits towards Master in Educational Leadership
Hours a day/week: M-F 9:30am-5:30pm, Committee Meetings with Board, Bi-Monthly Board Meetings, Monthly with Full Board Attendance, all Potlucks & Parent Events for the Organization
Duties and responsibilities: Executive Director Job Description
I. Responsibility to programs.
A. Program Content (propriety and quality): The Director shall oversee all programs to ensure standards of excellence, and continuity of philosophy. The Director shall continuously administer, monitor and evaluate the programs to ensure the standards are met or exceeded.
B. Program Execution (results and feedback): The Director shall visit all sites regularly to observe program operations. The Director shall render all final decisions regarding the daily operations of all programs. The Director shall give feedback to the appropriate staff on overall program execution and developmental appropriateness. The Director shall conduct annual evaluations of all programs with input from staff and parents, and report the results to the Board.
C. Physical Condition (sites, safety, and materials): The Director shall maintain all sites in a clean, safe and orderly manner. The Director shall ensure that materials and the building are updated and kept in good repair.
D. Enrollment Figures, Financial Records and Performance against Budget: The Director shall maintain current enrollment figures of all sites and report this status to the Board. The Director shall maintain financial records, past and current, of the Center and shall make financial reports to the Board in a timely manner, (as requested by the board.) The Director shall prepare a projected budget for the Board's approval. The Director shall monitor the budget and make any adjustments to – Program spending deemed appropriate or necessary to keep with in budgetary constraints. The Director shall get Board approval for any capital expenditures or indebtedness encumbrance of more than $2500.00. The Director shall ensure execution of; biweekly payroll, monthly tuition statements, delinquent account collection, bank deposits, bill payments, and cash flow monitoring.
E. Charitable Goals (monitoring and achievement) The Director shall preserve and carry out the charitable mission of the organization. This means that projected budgets shall include line item allocation of scholarship funds, a commitment to affordable tuition and realistic tuition increases when necessary. The Director shall be knowledgeable of competitive child care costs in Washtenaw County.
II. Responsibility to Staff
A. Supervision and Control: The Director shall be present for hiring interviews and render final decisions. The Director shall explain the teacher employment agreement to all staff at the start of the new fiscal year (September) or when necessary. The Director shall maintain and keep confidential all employment records including criminal history, health and evaluation reports.
B. Discipline (problem identification and resolution): The Director shall render all decisions regarding the termination of an employee.
C. Guidance and Promotion (employee evaluations, salary Recommendations turnover rates, esprit de corps, and continuing education) The Director shall conduct annual administrative staff evaluations, and make salary increase recommendations to the Board. The Director shall strive for a low staff turnover rate by ensuring competitive salaries in the childcare profession, and increased staff benefits. The Director shall strive to present a positive attitude and professional role model to staff, and be aware of staff morale fluctuations. The Director shall be present at all staff meetings.
III. Director/Parent Relations
A. Communication: The Director shall report to the Board the results of annual program evaluations completed by parents. The Director shall be available during working hours for all parent questions and or concerns and provide feedback to parents in a timely manner.
IV. Director/Community Relations: The Director shall be present at all staff meetings. The Director shall act as a representative of Community Day Care to outside agencies such as: the Ann Arbor Public Schools, the Early Childhood Director's Association, the Bureau of Regulatory Services and the County Health Department.
V. The Board of Directors/Director Relations: The Director shall report to the Board all pertinent information needed for the Board to render policy-making decisions. The Director shall report to the Board any changes that arise in the needs of families, children, staff, or program. The Director shall maintain the record keeping and filing system of the organization to ensure efficient and easy access by any Board member at any time. The Director shall participate as an ex-officio member of the Board and any sub committees excluding any sub committed involved in the Director's evaluation process.
VI. Director's Self Development Goals
A. Personal and Professional Goals
B. Community Involvement
C. Professional Organization Involvement
VII. Crisis Management: The Director is responsible for taking action needed in a crisis situation and renders all final decisions. The Director must strive for sound judgments, rational behaviors, fairness, willingness to compromise, and a positive attitude that reflects the excellence of CDC, in all decision-making processes.
Teacher duties include but are not limited to the following:
- To be actively involved in making sure each child entering the program is given a warm welcome and help in entering an activity.
- To share in the procedures to ensure each child's physical and psychological safety and comfort.
- To plan and prepare developmentally appropriate activities for choice time, and group time. Plans are to be posted for parents on Monday mornings. Plans will be reviewed by the administration on a weekly basis.
- To utilize planning time to include room set up, posting plans, gathering materials, and room clean up.
- To evaluate children and conduct twice yearly parent teacher conferences.
- To actively supervise your area, and be aware of what is happening in other areas of the program. This requires flexibility of program planning and ability to communicate with other teachers.
- Share anecdotal information and talk informally with parents daily.
- To be responsible for preparing and serving snack in rotation with other teachers. To encourage the children's participation in snack preparation and cleanup.
- To leave lesson plans for substitutes as well as a listing of daily job responsibilities.
- To supervise all volunteers.
- To keep supplies organized and maintain general clean up of the building.
- To participate in the team teaching style of the program.
- To accept responsibility for one's own work and, whenever possible, to help other staff members who need assistance.
- To work towards achieving program goals, as expressed in the philosophy, and personal teaching goals established during individual evaluations.
- To attend Center functions as indicated:
- Parent Potlucks.
- Parent Orientation Meetings.
- Attend all in service activities as scheduled/required.
As a staff member you are responsible for posting your plans on the planning board at each site by Monday for that week. Planning books will be checked weekly to ensure plans are timely and appropriate. Staff members will plan for a particular curricular area each week in rotation with the other teachers.
The site supervisor works directly with the site director to comply with all program guidelines. The site supervisor is in charge in the absence of the site director. The site supervisor should report all concerns, problems and safety issues directly to site director.
At Will Status of Employment: The employee must understand that the nature of employment is at will. This means that at the discretion of either the Employer or the employee, any staff member may be terminated at any time, with or without notice. Personnel practices, including the right to hire, fire, transfer, suspend or discharge and maintain discipline and efficiency of employees rests exclusively in the sole discretion of the employer
Employees must note that nothing in this Manual operates to change the status the employment relationship from at-will to any other status. Employees should understand that all disciplinary provisions in this manual are advisory, and that they have no right to exhaust any single or progressive disciplinary procedure prior to termination. Any representations that change the employee status from an at-will employment status must be in writing and signed by the Executive Director of the organization. Any other purported changes in the at-will nature of the employment relationship are without any effect.
Offers of employment will be extended to only those applicants that can demonstrate that they meet all of the CDC’s employment requirements and qualifications. Applicants will be evaluated based on the position for which the applicant has applied. CDC reserves the sole discretion to define the required qualifications for each category of staff positions. The minimum requirement for our preschool teachers is a two year Associates Degree in child development or early childhood education. A teacher in the school age program must have 12 college credit hours of child development or early childhood education. CDC employs people based on education and experience criteria, regardless of race, sex, religion, marital status, sexual preference, height, weight, disability, ethnic or national origin. The CDC staff includes:
- Executive Director
- Director of Preschool Programs
- Director of Development & School Age Programs
- Site Directors
- Teachers, both full and part time
- Permanent Sub
- Teacher aides
- Kids Club Activity Specialists/Counselors
- Cleaning Person
CDC also occasionally has student interns (who work 4 to 6 hours/week) from University of Michigan Psychology classes or Project Outreach; these students are screened, provided with orientation and are closely supervised during their internships. The students add diversity to our staff, bring enthusiasm and new ideas, and provide opportunities for one on one interactions with the children. We also have student teachers from Eastern Michigan University and Washtenaw Community College.
For the purposes of administration and eligibility for overtime compensation, the Employer classifies its employees as follows:
Full Time Employee: Employees hired to work the Employer’s normal full time week (of at least 37.5 hours) on a regular basis. Such employees me be exempt or nonexempt for overtime purposes as defined below.
Part Time Employee: Employees hired to work fewer than 37.5 hours per week on a regular basis.
Hourly Nonexempt Employees: Employees who are required by law to be paid overtime at the rate of one and one half their regular rate of pay for all hours worked over 40 in a work week.
Salaried Exempt Employees: Employees who are not required by law to be paid overtime for work performed beyond 40 hours in a work week.
Executive, professional, administrative may be exempt, if their duties meet applicable U.S. Dept of Labor standards. Our work period for overtime calculations is based upon a 7 day work period beginning on Monday and ending on Sunday. All hours worked over 40 in this work period will be compensated at time and a half their regular rate of 52 weeks of the year.
Site Director Job Description
All stated responsibilities described will adhere to CDC and State Licensing policies and rules.
Each position shall have a written job description. In general, the description will include the: purpose of the position, areas of responsibilities, immediate supervisor(s), qualifications required, salary range, and working conditions affecting the job, (e.g., working hours, use of car, etc.) The supervisor(s) or the Executive Director shall have discretion to modify the job description to meet the needs of CDC.
The purpose of the time sheet is to ensure an accurate record of all worked. Employees are responsible for filling out their time sheets accurately and promptly, bearing in mind that programs do not follow the University schedules.
To receive correct payment of wages, employees are required to fill out their own time sheets. All employees will be paid for the time they actually worked, according to their work schedule. Any time worked beyond the work schedule must be authorized and approved by a Director.
Part time employees DO NOT accrue compensation time. This means that if you were 2 hours late for your shift, you may not come in 2 hours early the next day to make up your lost time, you must record it on your time sheet.
Within two weeks of receiving a paycheck, employees must notify their supervisor of any discrepancies in hours worked or amount paid. If no notification is made within the two week period, the hours and pay listed will be deemed accurate. Community Day Care issues paychecks on the 15th and the last day of each month (30th or 31st).
It is the policy of Community Day Care to comply with all of the State Worker's Compensation laws and regulations. All employees, full and part time, are protected while on the job by Workers' Compensation Insurance. This insurance will provide coverage for you if you are injured, suffer an occupational illness at work or have a prolonged absence due to such injury. In case of an accident, no matter how slight, notify the Director and fill out an accident report immediately. ayments for medical expenses and lost time at work are determined by State law. This insurance also provides death benefits to your dependents (if any) in case of death caused at work. CDC pays the full cost of the protection. Failure to promptly report an injury may result in loss of benefits.
Any regular employee who reports for jury duty shall be compensated by the employer for the difference between their regular pay and the jury fee received for each day of jury duty performed on which the employee otherwise would have been scheduled to work, not to exceed eight (8) hours at straight time on any given day. Such compensation shall be payable only if the employee:
- gives the employer prior notice of such jury duty call, and
- presents proper evidence of performance of jury duty and the amount paid by the court.
Employees who have been employed a full contract year will receive a salary increase effective on the first day of the first semester of the next fiscal year. For employees hired after the beginning of the contract year or who have taken a leave of absence during the contract year, increases are discretionary and are determined by the Executive Director and Board of Directors.
Pay periods are twice a month; the 1st-15th and the 16th-30th or 31st. Paychecks are distributed on the 15th and the last day of each month (30th or 31st) , except when either of those days falls upon a weekend or holiday, in which case paychecks will be distributed on the preceding workday. All salary deductions are itemized and presented to employees with the paycheck. Approved salary deductions may include: federal and state income taxes; social security, Medicare, and state disability insurance; voluntary medical and group hospitalization insurance premiums (if in force and if paid by employee) and other benefits (e.g., life insurance, retirement).
FAMILY AND MEDICAL LEAVE POLICY
This policy shall apply to all eligible employees of Community Day Care and Preschool Inc. (CDC)
Family and Medical Leave
- In accordance with the Family and Medical Leave Act of 1993 ("FMLA"), employees of
CDC entitled to up to 12 weeks of unpaid leave during any calendar year.
Leave may be granted for any of the following reasons:
- Birth of a child and in order to care for a child, provided any such leave concludes
within 12 months of the birth of the child;
- The placement of a child with the employee for adoption or foster care, provided any
such leave concludes within 12 months of the placement of the child;
- The care of an employee's spouse, child, or parent with a serious health condition
- The employee's own serious health condition that makes the employee unable to
perform the essential functions of the position.
Leaves covered by this policy will be referred to as "FMLA" leave. Any leave taken by an eligible employee for any of the reasons covered by this policy will be considered FMLA leave and will be credited as such in CDC’s records, even if the employee does not specifically identify it as FMLA leave.
To be eligible, employees must have been employed by CDC for at least 12 months and have worked at least 1300 hours (25 hrs per week x 52 weeks) during the 12 month period immediately preceding the commencement of the leave.
- FMLA leave may last for a total of up to 12 weeks during any calendar year.
- Alternatively, leave taken for the serious health condition of a spouse, child, parent, or the employee may be taken intermittently or on a reduced schedule, if medically necessary. This means, where appropriate, taking leave in blocks of time, or by reducing the normal weekly or daily work schedule, so long as FMLA leave does not exceed a total of 12 weeks during the calendar year.
- Leave for the birth, adoption, or placement of a child may be taken on an intermittent basis only by prior arrangement with CDC.
- An employee and spouse both working for CDC who are eligible for FMLA leave are permitted to take only a combined total of 12 weeks if the leave is for the birth, adoption, or placement for foster care of a child or to care for a parent with a serious health condition.
Covered health conditions
In accordance with the FMLA, a "serious health condition" means one of the following conditions affecting the employee or the employee's child, spouse, or parent:
- Illness, injury, impairment, or physical or mental condition involving inpatient care in a hospital, hospice, or residential medical-care facility;
- Any period of incapacity requiring absence of more than three calendar days from work, school, or other regular daily activities for a condition that also requires continuing treatment (that is, being treated two or more times, or one treatment resulting in a regimen of continuing medication or therapy) under the supervision of a health care provider (i.e. doctor, dentist, clinical psychologist);
- Continuing treatment by or under the supervision of a health care provider for a chronic or long-term health condition that is incurable or so serious that, if not treated, would likely result in a period of incapacity of more than 3 calendar days
- Prenatal care.
- Employees should submit a letter of “leave application” to the director, who if necessary, will forward it on to Executive Director and/or board of directors.
- In instances where leave is foreseeable, employees must provide 30 calendar days advance notice of the leave request. In cases of planned medical treatment, the employee should consult with the director in an attempt to schedule the leave so as not to disrupt unduly CDC’s daily operations.
- Where leave is not foreseeable, such as during a medical emergency, notice must be given as soon as practicable, and ordinarily within one or two business days of when the employee learns of the need for the leave.
- Where the leave is for the serious medical condition of the employee or the employee's spouse, child, or parent, the employee must submit a medical certification form supporting the need for the leave filled in by the employee's health care provider. In certain instances, a second or third medical certification may be required. An employee will not be permitted to commence or remain on a FMLA leave unless a valid medical certification form is provided.
- In the case of a foreseeable intermittent leave for planned medical treatment or during a period of recovery from a serious health condition, CDC may require an employee to transfer temporarily to an available alternative position, at the equivalent pay, for which the employee is qualified and which better accommodates recurring periods of leave than does the employee's regular position.
Pay during leave
- CDC will pay the employee up to a total of three weeks of their normally scheduled time.
- In addition, an employee may use accrued vacation uncovered FMLA leave.
- Accrued sick days may also be used for FMLA leaves if the employee has their own serious health condition, or family member is sick such as a spouse, child or parent.
Benefits during leave
- CDC will maintain health insurance coverage during a covered FMLA leave on the same terms as if the employee had continued to work.
Communication By Employee During the Leave
- CDC may require the employee to submit medical recertifications during a leave at 30 calendar day intervals, and it may require an employee to report periodically on their status and intent to return to work.
- In cases of leaves due to the employee's own serious health condition which exceed 60 calendar days, employees must establish their fitness to return to job performance prior to leave.
Reinstatement following leave
- Employees who return from covered FMLA leaves will be reinstated to their same or equivalent job with equivalent pay, benefits, and other employment terms and conditions.
Coordination with other statutes
- The FMLA does not supersede any provision of state law that provides greater family or medical leave rights than the rights established under the federal law. Leave entitlements under state law and the FMLA run concurrently where both laws cover the same type of leave. For example, state law provides maternity/adoptive leave; time spent on such leave will simultaneously be counted toward FMLA leave eligibility.
The Board of Directors of Community Day Care and Preschool Inc. are hereby delegated authority to implement, amend, or modify this policy for employees of CDC.
An employee may take a leave of absence at the sole discretion of the Executive Director. Medical or maternity leave may be granted, with documentation of condition from a qualified physician. Vacation, sick and personal time. holidays and seniority are not accrued or paid during a leave of absence. Prior to a leave of absence an employee must exhaust all accrued personal, sick and vacation time, all leaves of absences are unpaid. A position will be held for the employee; however, the same hours are not guaranteed upon return to work. The returning employee shall be scheduled in a way least disruptive to the program. Health insurance benefits shall cease to be provided to any employee who has been terminated. COBRA rules allow an employee to pay for medical benefits for up to 18 past termination. Request for COBRA benefits must be writing no less than two weeks past termination. These benefits shall cease three months from the date that any leave commenced if an employee does not return to work at that time. These benefits shall also cease if an employee is unable to work for any reason, including a work related injury, when three (3) months have elapsed since the last date the employee worked for the employer. If an employee accepts another job or position while on a leave of absence his or her employment shall be terminated and all benefits will cease immediately.
Leave will be granted in the following way: In the case of the death of an immediate family member (spouse, child, parent or sibling), an employee shall be granted a maximum of five (5) paid leave days. For other family members, an employee shall be granted a maximum of two (2) leave days.
All full time staff and administrators accrue 9 days sick leave and 9 days of personal time at the beginning of each fiscal year. (September) Part time preschool staff accrue sick and personal leave prorated to the average number of hours worked per week after one full year of employment. When a staff member is sick for an entire day the number of sick hours declared will equal the number of hours worked per day.
During the first 90 days of employment, the introductory period, any absence will be unpaid. Paid time off is being accrued during this this period, and my be used after the introductory period (first 90 days) is over.Sick and personal time doesn't carry over form year to year, it starts over at the beginning of each fiscal year.
Personal leave must be scheduled not less than two weeks in advance and is granted at the sole discretion of the Director. Only one employee will be granted a personal day at a time. Only one personal day per month is available for any teacher or administrator at any time. Personal leave may not be taken in conjunction with vacation leave or paid holidays.
All hourly employees, after 90 days of continuous employment with CDC, will be paid one shift for the following holidays (if the holiday falls on a day the employee is usually scheduled to work): Labor Day, Memorial Day, Independence Day, Thanksgiving and the Friday after, Christmas Eve, Christmas Day and New Years Day.
All teachers and administrators, after 90 days of continuous employment with CDC, will be paid one shift for the following holidays: Labor Day, Memorial Day, Independence Day, Thanksgiving and the Friday after, and Christmas Eve through New Year’s Day
Time off must be cleared by your Director and documented on the calendar. At the Preschool: no more than one person off at a time; sub plans should be made for teachers who are taking time off. At the School-Age Programs: Staff must work to cover shifts they are taking off by getting a sub; consult a sub list if applicable and consult your Director after exhausting all options, as a last resort.
Overtime pay, which is applicable only to Non Exempt Employees, is for any time worked in excess of 40 hours in a work week. Only the Executive Director or site director may authorize overtime. Overtime rate is one and one half time (1½) the employee’s straight time rate. Payment of overtime will be provided in the pay period following the period in which it is earned.
After the 90 day introductory period, full time staff will begin to accrue vacation time. Each staff member who qualifies, will receive the number of hours the employee works per day every month. For example, a staff member who works for 8 hours a day will receive 8 hours of vacation at the completion of every month employed. 3 vacation bonus days will be awarded to an employee after the completion of one year of service and thereafter on the anniversary of employment. Employees will not accrue more than 200 hours total. Payout of these hours will be awarded upon leaving the position with the organization.
- Only full time teachers and administrators may accrue vacation time.
- Vacation time is accrued at the rate of one day per month and is calculated by the average number of hours worked per week divided by five (5) days.
- Vacation time is not accrued during the 90 day introductory period.
- Vacation time can only be accrued up to 25 days or 200 hours. To receive vacation pay you must take time off from work.
- Vacation time cannot be taken before earned. Any unused vacation time will be paid to the employee upon resignation or termination from the Center.
- Employees working twelve (12) contiguous months will receive three (3) bonus days upon rehire.
- Vacation leave is not accrued during a leave of absence.
- Vacation time may be used for an illness when all sick and personal time has been exhausted.
- In addition, one week of accrued vacation time may be taken any time during the year from September through mid-June except during the first six weeks of the fall semester.
- The employer reserves the right to deny a specific vacation period based on scheduling needs.
- All vacation time is approved on a first come first served basis.
- Only one employee may be on vacation at any time.
- Vacation leave may not be taken during any introductory period.
- No more than 5 consecutive days off without prior permission from the director. Employees who do not accrue vacation time are allowed up to 5 consecutive days of unpaid time off.
Scheduling of VACATIONS for Preschool Staff:
- For time off during the school year:
- Granted by seniority first Scheduled by September 30
- For time off during summer (July & August)
- By seniority first
- Scheduled by March 15th
- One Week at a Time
- After everyone submits time, seniority first for any other available time left
Employees are responsible for CDC equipment, property and work products that may be issued to them and/or are in their possession or control, including but not limited to:
- Credit cards •
- Identification badges
- Office/building keys
- Payment Box and Cupboard Keys
- Computers, electronic/voice mail codes, and
- Intellectual property (e.g., written materials, work products).
In the event of separation from employment, or immediately upon request by the Executive Director or his or her designee, Employees must return all CDC property that is in their possession or control. Where permitted by applicable law(s), CDC may withhold from the employee’s final paycheck the cost of any property, including intellectual property, which is not returned when required. CDC also may take any action deemed appropriate to recover or protect its property.
CDC will pay for membership to National Association for the Education of Young Children (NAEYC) for all full time teachers, the Preschool Director, as well as the Executive Director.
All full time (32 hours per week) Administrators and Teachers are eligible for health care benefits. CDC pays for the cost of health, dental and vision care for the employee only. A life insurance policy is also paid for the employee only. An employee may choose to include a family member on the health care plan however; the employee is financially responsible for the extra cost. If an eligible employee decides not to enroll in the health benefits, they then qualify to submit insurance reimbursement from payments made by the supplier of the insurance. Reimbursements are paid out after the completion of the month of service. Payments are NOT to exceed what CDC pays out for each employee.
This policy establishes guidelines for staff members who wish to bring their young children to work. As an organization devoted to quality child care and education, CDC recognizes the value of infants/ toddlers remaining with their parents, and the need for flexibility in child care arrangements for working parents. Toward that end, CDC allows staff members to bring their under age children to work under the following conditions:
- The child must remain the sole responsibility of the parent at all times.
- The presence of the child must not interfere with job performance as determined by the Executive Director. It is the responsibility of all staff members to perform their job duties for the entire regularly scheduled shift. If the presence of a staff member's child interferes with job performance, then that staff member must seek other child care arrangements.
- The presence of the child must not compromise the safety of the currently enrolled children, as determined by the Executive Director. It is the responsibility of all staff members to first ensure the safety of the currently enrolled children. It is also necessary to adhere to the child/teacher ratio stated in the BCAL licensing book, and the accreditation guidelines. If the presence of a staff member's child jeopardizes either the safety or the child/teacher ratio, then that staff member must seek other child care arrangements.
- Staff may not bring their infants or toddlers to work.
- CDC reserves the right to limit the number of staff children per program if the number would significantly impact the FTE for that program. Staff members would then have the option of paying full cost to have their child attend CDC. If the staff member has two children of appropriate ages, the second child is charged at the D category rate. Staff can enroll their children in the regular program at age 2 and 1/2 and adhere to the following guidelines:
- Your child may only attend the program if you are present. If you are absent your child may not attend.
- Under emergency circumstances and at the discretion of the Executive Director your child may be allowed to attend the program if you are not present.
Teachers and Administrators are entitled to enroll one eligible child (2 and 1/2 – 5 years of age) at CDC free of charge, AFTER they have completed one FULL year of employment. All other children will be charged the regular fees in the income category in which the employee falls.
Employees may occasionally bring school age children to CDC when necessary. This benefit is at no charge, but is at the Executive Director's discretion.
Staff may be granted professional time to attend conferences, workshops, or visit other centers. Professional time is granted at the sole discretion of the Program Director OR Executive Director. It is expected that the information gained from seminars, conferences, or workshops, be shared with other staff during a formal staff meeting.
The board of directors determines the budget allowance for tuition reimbursements available for staff annually.
Staff receive breaks in accordance with Michigan State Law. Exact times of breaks will depend on scheduling needs.
STAFF TRAINING PLAN
- PRE-TERM PLANNING DAYS: Three full days of teacher training and orientation each year. Our center is closed TWO days before the beginning of fall term, and ONE day before the start of summer term. During these days the teachers receive new training or review on the following topics:
- Our daily schedule and routine
- Center philosophy
- Safety, health and accident procedures
- Emergency evacuation procedure
- Expectations and behavior guidelines for children
- Group assignments and individual children's needs
- Teacher responsibilities
- Cleaning and reorganization
- Abuse and neglect reporting
- Blood bourne pathogens
- INFANT/CHILD CPR TRAINING: A CPR trainer comes to the center every year to provide training for our entire staff.
- RED CROSS FIRST AID TRAINING: Each year an instructor comes to the center to certify the staff in first aid. Topics covered include: controlling emergency bleeding, treatment for shock, emergency choking procedures, treatment for eye injuries and heat exhaustion.
- CONFERENCES AND WORKSHOPS OF EARLY CHILDHOOD PROFESSIONAL ORGANIZATIONS: Each teacher is required to spend 16 hours per year in professional conferences, workshops, or other professional development meetings.
- STAFF MEETINGS: All teachers attend in service staff meetings twice per month. Throughout the year the following topics are included in staff meetings:
- Individual children and their needs
- Safety guidelines and health
- Fine-tuning the daily schedule
- Planning for special events field trips, special days
- Focal points developing and planning
- Curriculum development
- Team Building
- Teacher evaluation process
- Storytelling, Get together ideas
- Choice time planning guidelines
- Peer conflict resolution techniques
- Parent teacher communications
- Math, Art, Science, Music, Language ideas
- Developing snack menus
- The verbal environment and its effect on children
- Supervising interns and student teachers
- Evaluating Children
- Child development issues
- Promoting children's self-esteem
Employees are expected to maintain high standards of neatness, cleanliness, and personal hygiene. All employees shall arrive for work in neat, clean clothing that is appropriate for the occasion. All employees should always be aware that they act as role models for the children and are a reflection of our organization. Clothing that is inappropriate includes:
- spaghetti strap tank tops,
- shorts that are too short,
- any clothing that shows a midriff,
- low-cut tops (including bathing suits for camp) or
- clothes that show too much of the torso.
School-age staff should remember that you are working with school age children. Your clothing needs to be appropriate. Any staff member who wears inappropriate clothing WILL BE SENT HOME.
Disputes and conflicts should first be addressed directly to the persons involved.
If there is no resolution in a timely manner the procedure should be :
- Employee is encouraged to express their concerns to the Site Director
- If after verbally expressing the concern to the director the issue is not resolved, employee should put their dispute in writing.
- Any active employee's written grievance may be brought to the Director within 2 weeks of the occurence.
- The Director will meet with all parties involved in the grievance.
- The Director will then make a formal plan of action to resolve the issue and or concern and reserves the right to render any final decisions.
If you are calling in sick, call your Program Director and then try the Executive Director as soon as you think you will not be into work. Please try to cover your shift. You MUST speak to an administrator directly by PHONE or IN PERSON about your absence! E-mail, texting and voice mail are considered a NO CALL NO SHOW absence.
When calling in sick, employees must contact their Director the night before for a mornings shift; and at least 3 hours prior to the start of an afternoon shift. As much notice as possible is appreciated.
In the event that a person can not find a substitute for their shift an administrator will work in their place to maintain ratios.
While with children, employees are to use the telephone for CDC business purposes only, or in case of an emergency. Personal calls are not to be received or made at any time except while on break. Texting, voice mail, and gaming use is prohibited while with children or during working hours.
Cell phone and camera use for photos and video is permitted with Director permission and used for CDC purposes only. Photos and videos must be deleted from the personal device after submission to the Director. Photos and videos are the property of CDC and are not allowed to be used, shared, copied, distributed, uploaded or printed for personal use.
Harassment Policy: Community Day Care (CDC) is committed to providing a work environment that is free of unlawful discrimination. In keeping with this objective, CDC maintains a strict policy prohibiting unlawful harassment, including harassment based on any of the following categories: race, color, religion, sex, pregnancy, disability, national origin, ethnicity or ancestry, age, or any other protected category.
Sending letters that make romantic suggestions;
- Commentary about an individual’s body;
- Complaint Procedure
The Employer is responsible for fostering a workplace free from harassment, for discouraging employment related harassment and for implementing and enforcing this policy. This responsibility is continuing, whether or not complaints of harassment have been brought to the attention of the Employer.
Any person who feels that he or she has been subjected to harassment, who is aware of conduct prohibited under this policy, or who feels that he or she has been retaliated against for having brought a complaint of or having opposed harassment and/or for having participated in the complaint process is encouraged to bring the matter to the attention of the Employer.
The Employer will investigate all allegations of harassment promptly. To protect the interests of the complainant, the person complained against, witnesses, and any other person who may report an incident of harassment and all other persons affected confidentiality will be maintained to the extent practicable and appropriate under the circumstances.
The Employer will conduct a prompt, thorough and impartial investigation using the following procedures:
Employer Responsibilities: CDC will inform and educate its employees about its sexual harassment policy and ensure that the appropriate authorities know how to handle sexual harassment complaints. Suggestions and complaints regarding CDC’s sexual harassment policy as well as the communication and implementation of this policy are welcome
- Interviewing the complainant, both at the time the complaint is initially presented and at the time the complaint is reduced to writing;
- Interviewing all witnesses identified by the complainant and reducing their statements to writing, either by requesting that the witnesses do so or by reducing their statements to writing to be signed or otherwise acknowledged by the witnesses;
- Reviewing any documentary or other evidence submitted by the complainant;
- Interviewing the alleged harasser and reducing his or her statement to writing;
- Interviewing all witnesses identified by the alleged harasser and reducing their statements to writing, either by requesting that the witnesses do so or by reducing their statements to writing to be signed or otherwise acknowledged by the witnesses;
- Interviewing other potential witnesses who may have observed the conduct alleged or who may possess knowledge regarding the allegation under investigation and reducing their statements to writing, either by requesting that the witnesses do so or by reducing their statement to writing to be signed or otherwise acknowledged by the witnesses;
- Reviewing any documentary or other evidence submitted by the alleged harasser;
- Informing all witnesses including the complainant and the alleged harasser of the confidentiality of the investigation;
- Completing a written determination of the validity of the complaint.
- Resolving the Complaint
POLICY AGAINST WORKPLACE HARASSMENT
CDC is committed to providing a work environment for all employees that is free from sexual harassment and other types of discriminatory harassment. Employees are expected to conduct themselves in a professional manner and to show respect for their coâ€workers.
CDC’s commitment begins with the recognition and acknowledgment that sexual harassment and other types of discriminatory harassment are, of course, unlawful. To reinforce this commitment, CDC has developed a policy against harassment and a reporting procedure for employees who have been subjected to or witnessed harassment. This policy applies to all workâ€related settings and activities, whether inside or outside the workplace, and includes business trips and businessâ€related social events.
CDC’s property (e.g. telephones, copy machines, facsimile machines, computers, and computer applications such as eâ€mail and Internet access) may not be used to engage in conduct that violates this policy. CDC’s policy against harassment covers employees and other individuals who have a relationship with CDC which enables CDC to exercise some control over the individual’s conduct in places and activities that relate to CDC’s work (e.g. directors, officers, contractors, vendors, volunteers, etc.).
Prohibition of Sexual Harassment: CDC’s policy against sexual harassment prohibits sexual advances or requests for sexual favors or other physical or verbal conduct of a sexual nature, when: (1) submission to such conduct is made an express or implicit condition of employment; (2) submission to or rejection of such conduct is used as a basis for employment decisions affecting the individual who submits to or rejects such conduct; or (3) such conduct has the purpose or effect of unreasonably interfering with an employee’s work performance or creating an intimidating, hostile, humiliating, or offensive working environment.
While it is not possible to list all of the circumstances which would constitute sexual harassment, the following are some examples: (1) unwelcome sexual advances; whether they involve physical touching or not; (2) requests for sexual favors in exchange for actual or promised job benefits such as favorable reviews, salary increases, promotions, increased benefits, or continued employment; or (3) coerced sexual acts. Depending on the circumstances, the following conduct may also constitute sexual harassment: (1) use of sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life; (2) sexually oriented comment on an individual’s body, comment about an individual’s sexual activity, deficiencies, or prowess; (3) displaying sexually suggestive objects, pictures, cartoons; (4) unwelcome leering, whistling, deliberate brushing against the body in a suggestive manner; (5) sexual gestures or sexually suggestive comments; (6) inquiries into one’s sexual experiences; or (7) discussion of one’s sexual activities.
While such behavior, depending on the circumstances, may not be severe or pervasive enough to create a sexually hostile work environment, it can nonetheless make coâ€workers uncomfortable. Accordingly, such behavior is inappropriate and may result in disciplinary action regardless of whether it is unlawful.
It is also unlawful and expressly against CDC policy to retaliate against an employee for filing a complaint of sexual harassment or for cooperating with an investigation of a complaint of sexual harassment.
Prohibition of Other Types of Discriminatory Harassment: It is also against CDC’s policy to engage in verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his or her race, color, gender, religion, sexual orientation, age, national origin, disability, or other protected category (or that of the individual’s relatives, friends, or associates) that: (1) has the purpose or effect of creating an intimidating, hostile, humiliating, or offensive working environment; (2) has the purpose or effect of unreasonably interfering with an individual’s work performance; or (3) otherwise adversely affects an individual’s employment opportunities. Depending on the circumstances, the following conduct may constitute discriminatory harassment: (1) epithets, slurs, negative stereotyping, jokes, or threatening, intimidating, or hostile acts that relate to race, color, gender, religion, sexual orientation, age, national origin, or disability; and (2) written or graphic material that denigrates or shows hostility toward an individual or group because of race, color, gender, religion, sexual orientation, age, national origin, or disability and that is circulated in the workplace, or placed anywhere in CDCs premises such as on an employee’s desk or workspace or on CDC’s equipment or bulletin boards. Other conduct may also constitute discriminatory harassment if it falls within the definition of discriminatory harassment set forth above. It is also against CDC’s policy to retaliate against an employee for filing a complaint of discriminatory harassment or for cooperating in an investigation of a complaint of discriminatory harassment.
Reporting of Harassment: If you believe that you have experienced or witnessed sexual harassment or other discriminatory harassment by any employee of CDC, you should report the incident immediately to your supervisor or to the Executive Director. Possible harassment by others with whom CDC has a business relationship, including customers and vendors, should also be reported as soon as possible so that appropriate action can be taken.
CDC will promptly and thoroughly investigate all reports of harassment as discreetly and confidentially as practicable. The investigation would generally include a private interview with the person making a report of harassment. It would also generally be necessary to discuss allegations of harassment with the accused individual and others who may have information relevant to the investigation. CDC’s goal is to conduct a thorough investigation, to determine whether harassment occurred, and to determine what action to take if it is determined that improper behavior occurred. If CDC determines that a violation of this policy has occurred, it will take appropriate disciplinary action against the offending party, which can include counseling, warnings, suspensions, and termination. Employees who report violations of this policy and employees who cooperate with investigations into alleged violations of this policy will not be subject to retaliation. Upon completion of the investigation, CDC will inform the employee who made the complaint of the results of the investigation. Compliance with this policy is a condition of each employee’s employment. Employees are encouraged to raise any questions or concerns about this policy or about possible discriminatory harassment with the Executive Director. In the case where the allegation of harassment is against the Executive Director, please notify the staff member designated as grievance officer.
Smoking, drugs and alcohol are strictly prohibited at all locations and at all times.
Employees are prohibited from soliciting (personally or via electronic mail) for membership, pledges, subscriptions, the collection of money or for any other unauthorized purpose anywhere on CDC property during work time, especially those of a partisan or political nature. “Work time” includes time spent in actual performance of job duties but does not include lunch periods or breaks. Nonâ€working employees may not solicit or distribute to working employees. Persons who are not employed by CDC may not solicit or distribute literature on CDC’s premises at any time for any reason. Employees are prohibited from distributing, circulating or posting (on bulletin boards, refrigerators, walls, etc.) literature, petitions or other materials at any time for any purpose without the prior approval of the Executive Director or his/her designee.
Any information that an employee learns about CDC, or its members or donors, as a result of working for CDC that is not otherwise publicly available constitutes confidential information. Employees may not disclose confidential information to anyone who is not employed by CDC or to other persons employed by CDC who do not need to know such information to assist in rendering services.
The protection of privileged and confidential information, including trade secrets, is vital to the interests and the success of CDC. The disclosure, distribution, electronic transmission or copying of CDC’s confidential information is prohibited. Such information includes, but is not limited to the following examples:
• Compensation data.
• Program and financial information, including information related to donors, and pending projects and proposals.
Employees are required to sign a nonâ€disclosure agreement as a condition of employment. Any employee who discloses confidential CDC information will be subject to disciplinary action (including possible separation), even if he or she does not actually benefit from the disclosure of such information.
Discussions involving sensitive information should always be held in confidential settings to safeguard the confidentiality of the information. Conversations regarding confidential information generally should not be conducted on cellular phones, or in elevators, restrooms, restaurants, or other places where conversations might be overheard.
CDC has provided access to the Internet for authorized users to support its mission. Each user is personally responsible to ensure that these guidelines are followed. Serious repercussions, including termination, may result if the guidelines are not followed.
CDC’s connection to the Internet may not be used for any of the following activities:
• The Internet must not be used on the premises to access, create, transmit, print or download material that is derogatory, defamatory, obscene, or offensive, such as slurs, epithets, or anything that may be construed as harassment or disparagement based on race, color, national origin, sex, sexual orientation, age, disability, medical condition, marital status, or religious or political beliefs.
• The Internet must not be used to access, send, receive or solicit sexuallyâ€oriented messages or images.
• Downloading or disseminating of copyrighted material that is available on the Internet is an infringement of copyright law. Permission to copy the material must be obtained from the publisher. For assistance with copyrighted material, contact computer support or the Executive Director.
• Without prior approval of the Executive Director, software should not be downloaded from the Internet as the download could introduce a computer virus onto CDCs computer equipment. In addition, copyright laws may cover the software so the downloading could be an infringement of copyright law.
• Employees should safeguard against using the Internet to transmit personal comments or statements through eâ€mail or to post information to news groups that may be mistaken as the position of CDC.
• Employees should guard against the disclosure of confidential information through the use of Internet eâ€mail or news groups.
• Employees should not download personal eâ€mail or Instant Messaging software to CDC computers.
• The Internet should not be used to send or participate in chain letters, pyramid schemes or other illegal schemes.
• The Internet should not be used to solicit or proselytize others for commercial purposes, causes, outside organizations, chain messages or other nonâ€job related purposes.
• The Internet should not be used to endorse political candidates or campaigns The Internet provides access to many sites that charge a subscription or usage fee to access and use the information on the site. Requests for approval must be submitted to your supervisor.
If you have any questions regarding any of the policy guidelines listed above, please contact your supervisor, or the Executive Director.
Health and Safety
Food Preparation and Service:
Storage: Food must be put away in a cabinet containing only food and cooking supplies. Do not store food with cleaning products or toys. Refrigerator thermometer must be visible and temperature must be kept at 40 degrees or colder.
Dishwashing: 1) wash in soapy water 2) rinse 3) sanitize dunk in mixture of 50-100 ppm of bleach 4) air dry Table tops and counter surfaces should also be sanitized prior to serving food
Hand washing: Hands must be washed before preparing and eating snack. Staff should supervise children to make sure this requirement is met. Use liquid soap for hand washing.
Snacks: Light snacks of a high nutritional value and milk or water will be provided in the morning and afternoon. We serve food from at least 2 food groups at every snack.
Determining when to report situations of suspected child abuse/neglect can be difficult. When in doubt, contact the local DHS office for consultation. Below are some of the commonly accepted physical and behavioral warning signs associated with various forms of child abuse and neglect. Note that the physical and behavioral indicators below, in themselves, are not the only indicators of child abuse and neglect and, if present, do not always mean a child is being abused or neglected.
- Bruises more numerous than expected from explanation of incident.
- Unexpected bruises, welts, or loop marks in various stages of healing.
- Adult/human bite marks.
- Bald spots or missing clumps of hair.
- Unexplained fractures, skin lacerations, punctures, or abrasions.
- Swollen lips and/or chipped teeth.
- Linear/parallel marks on cheeks and/or temple area.
- Crescent-shaped bruising caused by pinching.
- Puncture wounds that resemble distinctive objects.
- Bruising behind the ears.
- Self-destructive/self mutilation.
- Withdrawn and/or aggressive-behavior extremes.
- Uncomfortable/skittish with physical contact.
- Arrives at school late.
- Expresses fear of being at home.
- Chronic runaway (adolescents).
- Complains of soreness or moves uncomfortably.
- Wears clothing inappropriate to weather to cover body.
- Lacks impulse control (e.g., inappropriate outbursts).
- Distended stomach, emaciated.
- Unattended medical needs.
- Lack of supervision.
- Consistent signs of hunger, inappropriate dress, poor hygiene.
- Sudden or unexplained weight change.
- Regularly displays fatigue or listlessness; falls asleep in class.
- Steals, hoards or begs for food.
- Reports that no caretaker is at home.
- Pain or itching in genital area.
- Bruises or bleeding in genital area.
- Sexually transmitted disease.
- Frequent urinary or yeast infections.
- Sudden or unexplained weight change.
- Pregnancy 12 years or under.
- Withdrawal, chronic depression.
- Sexual behaviors or references that are unusual for the child’s age.
- Seductive or promiscuous behavior.
- Poor self-esteem, self devaluation, lack of confidence.
- Suicide attempts.
- Hysteria, lack of emotional control.
- Habit disorders (sucking, rocking).
Minor Injury or Accident: Injuries should be washed with soap and water and covered with a clean bandage. A thermometer should also be available on site so that parents can be notified if their child develops a fever. ALWAYS fill out an accident report no matter how minor the injury may seem and place it in the child's mail box to be signed by the parent and returned to the child's file. ANY Head injury CALL PARENTS immediately.
In the event of an emergency situation or injury, the child's parents must be contacted immediately if the parents can not be reached, then the child's physician and the emergency contact person listed on the child's emergency card should be notified. In the event that neither of these contacts are possible, or in the case of serious emergency, call 911 and have the child taken to University of Michigan Hospital if no other parental preference is indicated on the emergency card. One staff member should accompany the child to the hospital taking one of the emergency cards along and remain with the child until his/her parents arrive. The other staff should stay at the site, and continue to try to notify the child's parents. The Executive Director and/or Program Director should be notified immediately and an account of the accident/injury should be recorded. A serious accident/injury or incident report form must be completed and filed at the office within 24 hours of the incident and the incident shall be reported to the program’s licensing consultant.
Mandated reporters are always required to report suspected child abuse and neglect to the Department of Human Services (DHS).There are civil and criminal penalties for a mandated reporter’s failure to make a report. Likewise, there is a civil and criminal immunity for someone making a report in good faith.
Mandated reporters often have an established relationship with child clients, patients, students, etc., which may give them the advantage of being able to have a conversation with a child using terms the child will understand. When child abuse and/or neglect is suspected, mandated reporters need to only obtain enough information to make a report.
If a child starts disclosing information regarding child abuse and/or neglect, mandated reporters should proceed by moving the child into a private environment. This will avoid distraction of the child and provide privacy for a potentially sensitive conversation.
During disclosure, mandated reporters should maintain eye contact and avoid displaying any signs of shock or disapproval. Mandated reporters should only ask open-ended questions that allow the child to freely discuss the incident without being led during the conversation. For example, “how did you get that bruise?”. Again, these discussions should only proceed to the point needed to determine whether a report needs to be made to DHS.
A child may want to tell what has happened but may also want to maintain loyalty to their parent(s). If a report is going to be made, maintain the trust with the child by explaining the reporting process, if appropriate.
The Child Protection Law requires mandated reporters to make an immediate verbal report to DHS upon suspecting child abuse and neglect, followed by a written report within 72 hours (see page 4). The reporter is not expected to investigate the matter, know the legal definitions of child abuse and neglect, or even know the name of the perpetrator. The Child Protection Law is intended to make reporting simple and places responsibility for determining appropriate action with the Children’s Protective Services (CPS) division of the Department of Human Services. The authority and actions of CPS are based on requirements in the Child Protection Law.
Mandated reporters must also notify the head of their organization of the report. Reporting the suspected allegations of child abuse and/or neglect to the head of the organization does not fulfill the requirement to report directly to DHS.
WRITTEN REPORT: Within 72 hours of making the verbal report, mandated reporters must file a written report as required in the Child Protection Law. DHS encourages the use of Report of Suspected or Actual Child Abuse or Neglect (DHS-3200) form, which includes all the information required under the law. Mandated reporters must also provide a copy of the written report to the head of their organization. One report from an organization will be considered adequate to meet the law’s reporting requirement. Mandated reporters cannot be dismissed or otherwise penalized for making a report required by the Child Protection Law or for cooperating with an investigation. Even though the written process may seem redundant, the written report is used to document verbal reports from mandated reporters. Access the form at www.michigan.gov/mandatedreporter under Important Links and Documents.
<u style="\\"line-height:" 1.6em;\\"="">CONFIDENTIALITY: Strict state and federal confidentiality laws govern CPS investigations. The identity of a reporting person is confidential under the law. The identity of a reporting person is subject to disclosure only with the consent of that person, by judicial process, or to those listed under Section 5 of the Child Protection Law (MCL 722.625). The alleged perpetrator may infer from the information in the report who made the complaint and confront mandated reporters, however, CPS will not disclose the identity of a reporting person.
Blood Borne Pathogens: In the event of a blood exposure incident as described by OSHA, all OSHA guidelines shall be followed. These guidelines include the following:
- Gloves must be worn when it can be reasonably anticipated that you may have hand contact with blood, bloody fluids, mucous membranes, non-intact skin and when handling or touching contaminated items and surfaces. Gloves are in all first aid kits.
- Dispose of waste in a waste receptacle with a plastic liner. Close and remove bag as soon as all waste is deposited and take outside. Wash area with general purpose cleaner. Disinfect with appropriate disinfectant.
- If the employee is exposed to blood, a blood exposure report is to be completed. All employees are encouraged to receive the Hepatitis B vaccine. This vaccine is provided at no cost to the employee. If the employee has declined the vaccine, and is involved in a blood incident, a new declination form and or a consent form must be completed by the employee.
Medicine Permission Slips: We must have a permission slip completed by the parent in order to administer any medication. We will not administer first dose of any medication. Written instructions for the use of the medication must be printed on the label. Medications must be in the original container. CDC will not follow instructions from a parent which contradicts the instructions from the doctor.
We discourage the use of over the counter medication such as cough medicine and aspirin and Tylenol as they simply mask symptoms. Written instruction for use of over the counter medication must be received from the parent, however CDC will not follow instructions from the parent which contradict the instructions on the medication itself.
All medication needs to be kept in the refrigerator out of reach of the children. One staff member will be assigned to administering medication, with a back-up assigned in case that person is absent.
Dealing with a Sick Child: If you think a child is sick the following procedures should be followed: Check for a fever (use an oral thermometer under arm the and add 1 degree to result); if 100 or higher, call parents. The parents of any child who is vomiting or has diarrhea more than once should be notified immediately. Always check with a Director before calling a parent or sending a child home. Children who are ill should be given a quiet place away from other children to rest.
Children are released ONLY to parents and individuals specified on the child’s emergency card. Any exceptions must be authorized by the parent either in writing or by phone. If there is written permission, the note must be dated and signed. If the person picking up is not recognized by any of the staff, the person must have photo ID which verifies they are safe to pick up the child based on the child’s emergency card or a note or phone call from a parent. If there is no photo ID, and the person is not recognized by the staff, we cannot release the child.
Instructions for fire and severe weather procedures are posted in each room the program uses.
Steps to be taken are the following:
- At least one staff member must check the room and other places where children might be (bathrooms, hallways, etc.) before leaving the building.
- Take attendance once the entire group has gathered at the meeting place.
- <li style="\\"margin-left:" 27pt;\\"="">DO NOT reenter the building for missing children. Notify firefighter of any missing children.
In the event that we need to evacuate the site, each school has a safe meeting place. Once the entire group has made it to the meeting place, take attendance and call parents to let them know where we are. ALL staff members must stay until every child is picked up.
SEVERE WEATHER PROCEDURES:
At the first sign of thunder, all children and staff are to be moved indoors. In the event of a severe weather watch, each site should monitor radio reports for warnings and instructions. In the event of a warning, the entire group should be taken to the designated severe weather safety spot and attendance should be taken. Children should remain in the safety area for the duration of the warning.
Watch: Staff will be notified. Continue program as usual but be ready to seek shelter. Field trips may be postponed.
Warning: All staff interns and children seek immediate shelter. Office personnel will take the emergency cards, first aid kit and attendance sheet with them. Shelter must be sought in the designated area and no one should be positioned in the doorways or in the pathways of a doorway or near windows. Listen for updates on the radio. Attendance should be taken as soon as possible. Assume the safe position, if necessary. Kneeling in a crouched position with hands clasped over the back of the neck, head and face down.
Warnings While on a Field Trip: IN A VEHICLE: If a tornado is sighted, immediately leave the vehicle and seek shelter in a building, if possible, in an inner room with no windows or in the designated shelter. Keep away from windows.
If in an open field area, immediately leave the vehicle and seek shelter in a ditch or low lying area. Assume the safe position. WALKING: Seek shelter in a building as above or in a ditch or low lying area.
Severe Thunderstorms and Lightning: Seek cover immediately in a building. Do not stand under a tree or near hazardous areas.
Guidelines for Supervising Children in Public Places: When children are taken off site for any reason the following guidelines will apply:
- There will be a maximum of a 1:10 teacher to child ratio at all times. A minimum of 2 staff will accompany children on all field trips. While walking, one staff will be in front of the group and one staff in the rear of the group. Each staff member is responsible for his/her own group of children.
- Children should be instructed by a staff member to go to a designated meeting place in the event of accidental separation from the group. If there should be case of accidental separation from the group, one staff member should remain with the children while the second staff member goes to the designated meeting spot to rendezvous with the separated child. If the child does not arrive at the designated meeting place with in 10 minutes, notify local security and the main office. After 30 minute, notify police and parents. Be sure to follow up with appropriate incident report with in 24 hours.
- Children and staff should be instructed to avoid contact with strangers. A stranger is anyone who is not a parent or a staff member. If a child is approached by a stranger the staff person present will politely state that our children are not allowed to talk to strangers for safety reasons and then remove the child from the situation.
- When using public rest rooms the buddy system should always be used. Also a staff person should either go inside the rest rooms with the children or remain out side the door and available if necessary.
- While walking in public the group will stay together with a staff person in front and a staff person in the rear.
- When using public transportation children should sit together whenever possible and a staff member should be at each egress to ensure no child accidentally exits at the wrong time.
You Tube Video link for BLOODBORNE PATHOGEN TRAINING
CDC makes every effort to maintain safety. Safety is also the responsibility of every individual. Always use your best judgment and avoid carelessness and risky situations.
All employees are expected to practice excellent hygiene when visiting and working in the center. Children are susceptible to diseases and may even be carriers of various diseases which are easily transmitted when poor hygiene is practiced. We urge you to become aware of the safety procedures necessary to avoid either contracting or spreading disease. If you have special medical risks or problems yourself, you must educate yourself to deal with the special risks of the center. It is not the responsibility of the employer to transfer employees or to relieve the employees of their duties for child care based on the medical risks of the employees. The primary responsibility of the employer is the care and protection of the children. We make every effort to provide adequate training and information for the employees, and we urge that employees make every effort to practice safe procedures and good hygiene. All incidents and accidents involving a child, visitor, or staff must be reported.
If you are aware of any medical or health problems which pose a direct threat and result in a significant risk or substantial harm to you or someone else, it is necessary that the matter be discussed with the Executive Director. CDC reserves the right to request medical evaluation including drug screens, at the employee’s expense when it appears, in the Executive Director’s judgment, that the employee has a condition that is potentially dangerous to children or staff.
You have a right to know about the chemicals and materials found in your work place. CDC must identify hazardous chemicals/materials, label containers, secure Material Safety Data Sheets and train all employees with regard to the safe utilization of all hazardous chemicals /materials in the work place.
If an accident involving staff members should occur, or should you be injured or otherwise hurt on the job, report it immediately to the Executive Director, who will then make certain that all necessary steps are taken. If your injury requires a doctor's attention, the Executive Director will arrange to send you to the employer's doctor. Sign your time sheet, note time of departure, and indicate the nature of your injury. If, according to a doctor, an injured employee can return to work during that same shift, CDC expects that employee to return to work as soon as possible. If, according to a doctor, an employee cannot return to work, that employee will suffer no loss of pay for the balance of his or her shift.
As a licensed child care provider we are obligated to comply with the abuse and neglect reporting laws of Michigan. Employees should comply with the following procedures: You DO NOT have to tell anyone you are making the report, but if comfortable, inform your director or the Executive Director. If you suspect abuse or neglect, call 855-444-3911 any time day or night. This toll-free phone number allows you to report abuse or neglect of any child or adult to the Michigan Department of Human Services.
One number. One call. One person can make a difference.
R 400.5113b Medication; administrative procedures. Rule 113b.
- Medication, prescription or nonprescription, shall be given to a child by an adult caregiver only.
- Medication, prescription or nonprescription, shall be given or applied only with prior written permission from a parent.
- All medication shall be its original container, stored according to instructions, and clearly labeled for a named child.
- Prescription medication shall have the pharmacy label indicating the physician's name, child's name, instructions, and name and strength of the medication and shall be given according to those instructions.
- All medication shall be kept out of the reach of children and shall be returned to the child's parent or destroyed when the parent determines it is no longer needed or it has expired.
- A caregiver shall give or apply any prescription or nonprescription medication according to the directions on the original container unless authorized by a written order of the child's physician.
- Topical nonprescription medication, including, but not limited to sunscreen and insect repellant, requires written parental authorization annually.
- The center shall maintain a record as to the time and the amount of medication given or applied, with the exception of subrule (7) of this rule, on a form provided by the department or a comparable substitute approved by the department. The signature of the caregiver administering the medication shall be included.
SWIMMING R 400.5501 Definitions. Rule 501. (1) As used in this part: (a) Lifeguard‚ means a person who meets the following criteria: (i) Possesses an appropriate and current life guard training and certifi cation by Red Cross, YWCA, YMCA, or equivalent in 1 of the following: 24 (A) Basic lifeguard for pool only. (B) Full life guarding for pool and all other water activities. (ii) Is dressed suitably to act in an emergency. (iii) Is providing constant supervision. (b) Public swimming pool‚ means an artifi cial body of water used collectively by a number of individuals primarily for the purpose of swimming, wading, recreation, or instruction and includes related equipment, structures, areas, and enclosures intended for the use of individuals using or operating the swimming pool such as equipment, dressing, locker, shower, and toilet rooms. Public swimming pools include those which are for parks, schools, motels, camps, resorts, apartments, clubs, hotels, mobile home parks, subdivisions, and the like. A pool or portable pool located on the same premises with a 1-, 2-, 3-, or 4-family dwelling and for the benefi t of the occupants and their guests, a natural bathing area such as a stream, lake, river, or man-made lake, an exhibitor's swimming pool built as a model at the site of the seller and in which swimming by the public is not permitted, or a pool serving not more than 4 motel units is not a public swimming pool. R
400.5502 Swimming caregiver-to-child ratio. Rule 502. (1) The center shall obtain and keep on fi le written parental permission regarding their child's participation in swimming activities. (2) A lifeguard shall be on duty at all swimming activities and shall not be included in the caregiverto- child ratio. (3) For children under 3 years of age, there shall be an in-the-water ratio of 1 caregiver to 1 child. (4) For all nonswimmers 3 years of age and older, there shall be an in-the-water ratio of 1 caregiver to 4 children when the water level is at the child's chest height or lower. When the water level is above the child's chest height, there shall be an in-the-water ratio of 1 caregiver to 1 child. (5) For swimmers 3 years to 4 years of age, there shall be an in-the-water ratio of caregivers to children as required by R 400.5105(3). (6) For swimmers school-age and older, there shall be an in-the-water ratio as required in R 400.5303a. R 400.5502a Swimming activity supervision. Rule 502a (1) All caregiving staff counted in the caregiver-to-child ratio shall be both of the following: (a) Actively engaged in providing direct care, supervision, and guidance. (b) Physically able to assist children quickly. R 400.5502b Instructional swim. Rule 502b. (1) Instructional swim shall be conducted under the supervision of a qualifi ed water safety instructor (WSI), in an organization such as the ymca or ywca, and where instructional swim is part of the organized program. (2) The ratio of caregivers to children under R 400.5105(3) and R 400.5303a shall be maintained. The instructor shall not be included in the ratio. R
400.5502c Swimming activity area. Rule 502c. (1) All swimming areas shall be maintained in a clean and safe condition. (2) When a swimming pool is utilized by children while under the care of a center, it shall be constructed and operated in compliance with 1978 PA 368, MCL 333.1101 et seq. 25 (3) A public or private pool used for swimming shall be inspected and issued a permit for operation by the environmental health authority. (4) Before using a public or private beach, the center shall assure that the water has not been deemed unsafe by the environmental health authority. (5) A working telephone shall be accessible on the premises. (6) All of the following safety equipment shall be readily accessible: (a) First aid kit. (b) Rescue pole or throwing rope and ring buoy. (c) Signaling device. (7) The use of private wading pools and hot tubs is prohibited.
R 400.5902 Food preparation areas. Rule 902
- Food contact surfaces are to be smooth, nontoxic, easily cleanable, durable, corrosion resistant, and nonabsorbent.
- Carpeting is prohibited.
- Mechanical ventilation to the outside is required for all commercial cooking equipment, which includes but is not limited to stoves, ranges, ovens, griddles, and fryers.
- If residential hood ventilation is used, then cooking equipment shall be limited to a stove/oven combination.
- Mechanical ventilation to the outside may be required if a problem is evidenced.
- The use of deep fryers is prohibited.
- Live animals shall be prohibited from food preparation and eating areas.
It is important to move away from children while on your break – that's why it's called a break. Everyone gets 1/2 hour of prep time and 1/2 hour for lunch each day. Prep time gives you the opportunity to gather your materials for group, make camper awards and do any preparations necessary for you duties at camp. Lunch time is a good time to get ready for the pool. Please make sure you are dressed to swim by the end of your break.
We need to be flexible on field trip days. We do our best to get back to the school at 12:00. Please be conscientious about starting and ending on time so the next person can start her break on time. We work as a team. (Please note that on the two all day field trips we do not get breaks…we are with the children all day).
No visitor other than parents or guardians of enrolled children or government officials are allowed in the facility without permission from the Executive Director. Visitors other than parents or guardians of enrolled children must have prior authorization to visit.
Rules should be few and concise. They should cover the basic philosophy that kids may not do anything that will hurt themselves, another child or property. Staff should use positive methods of discipline that encourage self control, self direction, self esteem and cooperation. Staff should function for the most part as a FACILITATOR, encouraging children to come to solution on their own through discussion and negotiation with their peers. Let THEM decide how they are going to solve their problem, don=t decide for them. Make sure you know how to head off problems BEFORE they start! Community Day Care does not use punishment as a means to get children to comply, rather we work with children to create opportunities for learning to take place. Our ultimate goal is for children to be intrinsically motivated to behave appropriately.
CONFLICT RESOLUTION STEPS
- Approach calmly, stopping any hurtful actions. Place yourself between the children, on their level; use a calm voice and gentle touch; remain neutral rather than take sides.
- Acknowledge children's feelings. Say something simple such as “You look really upset;” let children know you need to hold any object in question.
- Gather information. Ask “What's the problem?” Do not ask “why” questions as young children focus on that what the problem is rather than understanding the reasons behind it.
- Restate the problem: “So the problem is…” Use and extend the children’s vocabulary, substituting neutral words for hurtful or judgmental ones (such as “stupid”) if needed.
- Ask for solutions and choose one together. Ask “What can we do to solve this problem?” Encourage children to think of a solution but offer options if the children are unable to at first.
- Be prepared to give follow-up support. Acknowledge children’s accomplishments, e.g., “You solved the problem!” Stay nearby in case anyone is not happy with the solution and the process needs repeating.
Talking with parents on a daily basis is a BIG part of your job. It is necessary to pass on important information about the children (changes in emotional and physical state, problems etc.) and to establish a rapport on a more informal level. It is important to share information about a childs day, to discuss upcoming events, to talk about program goals and school activities. Occasionally, parent contact may be minimal. A special effort to insure information regarding CSACC activities reaches these parents needs to be made. <em style="\\"line-height:" 1.6em;\\"="">All formal communication with parents to discuss behavior issues or concerns must be first discussed with a Director.
- chairs down
- AM Snack
- clothes pins for pool
- greet parents and children – remind parents to look at the information board – welcome each child by name; note they are entering the program, let them know what choices are available to them
- T-shirts back in basket
- bring in portable phone (if applicable)
- check voice mail -save or delete messages as needed
- easy activities to keep children busy until choice starts
- give parents information about child's day
- put stuff away
- chairs up
- garbage can inside
- equipment out of gym
- bag up excess trash and take out
- fans off
- wipe off tables
- phone on chargers
- walkie talkies away
- make sure all kids are signed out
- close windows
- lights out
- Sun screen *Reapply this to faces during the adult swim at 2:50 and as needed.
- Emergency cards
- First Aid Kit
- "Shoebin" lives at the pool
- Basket with
- attendance sheet
- check in clothes pins
- buddy check sign
- Lanyards, embroidery thread, games etc.
- Graham crackers
- SUN SCREEN -Reapply this to faces during the adult swim at 2:50 and as needed.
- EMERGENCY CARDS -Take book to ensure that none of them get misplaced.
- FIRST AID KIT -Must take in case of any accidents
- WAGON WITH FOLLOWING:
- Attendance Sheet
- Check In Clothespins
- Buddy Check Sign
- Graham Crackers
- Games (Connect Four, Jenga)
- BASKET -for shoes when children get to the pool
- 2 emergency cards Every box must be completed
- Signed permission slip
- Child history form
- Statement of good health (Preschool: Health Exam and Immunization Records)
- Consent Form
- Licensing Book Notice
- Telephones (And how to use the phone system.)
- First Aid kits (Go outside & on Field trips)
- Emergency cards and children files (Cards Go on Field trips)
- Meeting sites for fire drills and severe weather drills
- Accident Reports
Things to Post: Each site will have the following posted in a conspicuous place:
- List of children and their allergies.
- Emergency instructions for fire and severe weather.
- Emergency phone numbers. (fire, police, poison control center, sheriff, CDC office, Administrations home phone numbers)
What to Take on Field trips/Outside:
- Emergency Cards
- First Aid Kits
- Epi Pens/other meds
- Cell phone (field trip)
- Extra clothes
- Hand wipes
- Bag for wet items
Light snacks of a high nutritional value and will be provided in the morning and afternoon. We serve food from at least 2 of the 4 food groups at every snack time.
School Age: Snacks are served at both the before school program and the after school program.
Camp: Snacks are served both morning and afternoon as well as a light snack at the pool
Preschool: Snacks are served both morning (9:00am – 10:30am) and afternoon (2:30pm – 3:30pm). Morning snack consists of a breakfast choice (eggs, bagels, waffles, pancakes, etc.). Afternoon snack consists of pasta, veggies and dip, yogurt, soup, etc.). Fresh fruit and water are always available for snack.
As a courtesy to our neighbors do not turn around in their driveways or block their driveway when dropping off or picking up children.
Parking is only allowed on CDC's side of Westminster Pl.; always park facing the proper direction on our side of the street. At 5:00 parking can sometimes be a issue; please be patient and drive around the block or park on Henry St. as needed. Remember, children are exiting the building and there is always the possibility of someone darting into the street. Treat Westminster as a one way street and do not turn around in the middle of the street; circle around the block.
- Greet and say goodbye to ALL parents and kids
- Child directed activities should be encouraged, with the child care provider participating as a facilitator. Projects are for the children, not for staff. Staff attention will be aimed at talking with the children about what THEY are doing.
- Kids Club does not plan or organize and structured activities are planned around holidays. However, parents and children are welcome to share their own family traditions, and parent participation is welcomed. (example, we would never make turkeys for Thanksgiving, but we might talk about friendship that time of year without relating it back to the holiday.)
- Kids are NOT to pet ANY dogs or other animals while at Kids Club unless their parents are present.
- At the School Age Programs, we keep our ratios inside at 1:12 and outside at 1:10.
- Play with and interact with lots of children, not just 1 or 2
- The storage room is not a kid space. Adults should get whatever materials children need from that room, including balls, cushions, art supplies etc.
- The kitchen is not a kid space. If a child wants to help wash dishes etc, he/she MUST be accompanied by a staff member.
- Help kids solve their own problems
- Check the planning board and snack menu in hallway for the day so you know what is planned
- Do the kindest thing
- Keep it light…inject humor whenever possible
- Enlist kids' help in clean up process
- Phrase directions in the positive ("walk inside, outside is for running")
- Always deal with problem behavior, NEVER ignore it for any reason enlisting another staff member's help if necessary
The following are two brief examples of both our before and after school program. Remember that there are different spaces open for different activities such as art, science, dramatic play, gross motor, relaxing/reading, games, manipulatives and snack.
AM Sample Before School Schedule
7:15 YOU ARRIVE: Set up spaces, prepare snack, set up activities
7:30 Kids arrive: Relaxed quiet time, individual games, reading, drawing, homework. During winter months 2-3 days should involve hot snacks such as pancakes, oatmeal, biscuits.
8:00 Gym is opened: Free time, organized games
8:20 A Last call for snack is announced: Children who arrive after 8:20 should be offered cereal bars, graham crackers etc. NEVER send a child off to class hungry!
8:25 Snack is cleaned up
8:35 Gym is closed, start to clean up room, prepare for class
8:48 When the bell rings, escort ALL KINDERGARTNERS to their classroom.
PM Sample After School Schedule
3:00 or 3:15 YOU ARRIVE: Set up rooms and activities, prepare snack.
3:37 Bell rings and attendance is taken. Snack is OPEN, arts and crafts space is OPEN and science space is OPEN.
4:00 Gym/outside is OPEN
4:00 Attendance is complete, all children accounted for
5:20 Clean up spaces. Close gym/outside and prepare children to go home
6:00 If there are any children left, 2 staff MUST stay until parents pick up!
Holidays are not emphasized in our program. Instead, we encourage parents and children to share their family traditions and celebrations with CDC. We also recognize seasons of the year with festive center activities including potlucks etc. We may incorporate some of the less commercial and nonreligious aspects of the holidays into our curriculum when suggested by the children. For example, we may carve pumpkins around Halloween, but the children do not come to the center in costume. We may dye eggs in the spring, but we do not talk about the Easter Bunny.
Occasionally Kids Club will take field trips. Any walking trip will be posted to parents prior to the excursion. If a group plans of traveling by bus, notice must be provided to parents 24 hours before the event takes place. All Kids Club field trips use AAPS or Ann Arbor city busses if the trip is further than walking distance. Strict safety rules and regulations are observed.
Birthdays are important events in children’s lives and we like to help celebrate them at CDC. At the Preschool, each child will be recognized and will receive a birthday bag to take home ahead of their birthday to put in any books that they would like read. The child also will have a birthday crown made for them to wear. At the School-age programs, each child will receive a birthday bag in recognition of their birthday. Treats from home are discouraged.
Positioning Yourself (inside and outside) – make sure you are facing most of the kids…never put your back to the room – SPREAD OUT – Staff should not be sitting at the same table! Outside, staff must spread out to closely monitor each game/activity – go where most of the kids are – remember 1:10 outside, 1:12 inside – be aware of every situation in your space
Positioning Yourself (inside and outside) – make sure you are facing most of the kids…never put your back to the room – SPREAD OUT – Staff should not be sitting at the same table! Outside, staff must spread out to closely monitor each game/activity – go where most of the kids are – remember 1:10 outside, 1:12 inside – be aware of every situation in your space
As an additional safety protocol every child must have a "buddy" when leaving the main space to use the bathroom. Pairs of children may go to the bathroom but not groups of 3-4.
Walkie Talkies – used to track kids when they go outside or to the bathroom – make sure your walkie talkie battery meter has at least two bars – walkie talkie should not say scan – respond to each other when kids are going to another space – if you didn't understand or hear what someone said, ask them to repeat
Tracking Sheet – wipe off sheet hanging on arts and crafts cabinet in back room – how we keep track of kids who are outside or in the gym – cross off all kids who are not in the program that day – make a dot in the box by each child's name if they are going outside – use Vis A Vis wet erase markers – keep total number of kids written somewhere on sheet – MUST know the EXACT number of kids in your space AT ALL TIMES
Logging Late Parents – Parents who pick up after 6:00 PM will get charged. – On the attendance sheet under late pick up/no call, log the child, day, and time the parent arrived.
Check Box is for families to use to put in their tution payments – Director empties it 2-3 times per week – Keep check box in freezer – PLEASE don't take checks from families, make sure the family puts in their payment themselves. This eliminates the problem of checks being lost, misplaced and forgotten.
Turn off cell phones and leave in purse, bag or in a safe place.
- Kids Club phone is not for personal use.
- CDC phone is for emergency use only and to be used only during break time.
Please make sure that you are answering the phone in a professional manner:
- Identify CDC, Burns Park Kids Club, etc., and yourself politely.
- Example: "Community Day Care and Preschool, this is Sally, may I help you?"
Staff members will be reimbursed for supply purchases under $20.00. ANY purchase OVER $20.00 MUST have the prior approval of the Site Director. To insure a full reimbursement, these steps must be taken:
- Make sure it is tax-free. You will ONLY be reimbursed for the actual cost.
- Our Tax Exempt number is 38-1982635
- Save all receipts
- Fill out reimbursement form, attach receipts, and turn into the office.
Occasionally there are days that school is closed and we provide all day and half day care. These days are called reporting days and are contracted separately from regular Kid's Club and we typically combine sites and rotate back and forth between Burns Park and Lawton. We always schedule a field trip or special activity for reporting days. Please note that we do not hold reporting days on national holidays or during winter, mid-winter and spring breaks.
The program director will post a schedule for staff to sign up to work for these days. It is an opportunity to get more hours for those who'd like them. If needed, staff will be required to work their usual Kids Club shift for the day.
It is the policy of Community Day Care and Preschool Inc. that all programs and individual staff members adhere to all rules set forth by the State of Michigan Department of Human Services Bureau of Children and Adult Licensing.
Upon arrival at morning Kids Club, please park in the spots furthest from the building. Do not park in the spaces marked for the secretary, custodian or principal or other marked spaces.
Please remember that you represent Community Day Care while you are in the parking lot and your actions are directly reflected on our organization. Keep parking lot conversations/language school-appropriate and refrain from talking about children.
While at our administrative office, as a courtesy to our neighbors, please do not turn around in the neighbor’s driveways.
Volunteers: Each volunteer will submit her/his name, social security number, driver's license number and a signed consent form for the purposes of a criminal history check with the Michigan State Police or other out of state law enforcement agency. All of this information must be turned into the office before the volunteer has contact with children.
Volunteers must also submit documentation from the Department of Human Services stating that the volunteer has not been named in a central registry case as the perpetrator of child abuse or neglect. This documentation shall be on file before the volunteer has contact with children.
At no time will a volunteer be alone with a child or group of children. Volunteers will remain in an area that is easily supervised by staff and the director.
Media Releases: Information is not to be given to the media. Staff should never release the home phone number of any other staff member including the supervisory staff or any parents. No member of the press should be allowed in the program without the express approval of the Executive Director.
Financial Policies - Staff
A reduction in schedule requires a ONE MONTH notice given to the program director or executive director. Additions to schedules can be made at any time if space is available. You must first inform the main office. You will be charged a progressive fee for each schedule change: $5.00, $10.00, and $15.00 successively. More than three changes will be assessed a $25.00 processing fee each time.
Camp is contracted time and will not refunded. Familes have the option to "trade" time with other familes is reduce time requested.
Employee Signature of Agreements
EMPLOYEE RECEIPT AND ACCEPTANCE
I hereby acknowledge receipt of the Community Day Care and Preschool Inc. (CDC) Employee Handbook. I understand that it is my continuing responsibility to read and know its contents. I also understand and agree that the Employee Handbook is not an employment contract for any specific period of employment or for continuing or longâ€term employment. Therefore, I acknowledge and understand that unless I have a written employment agreement with CDC that provides otherwise, I have the right to resign from my employment with CDC at any time with or without notice and with or without cause, and that CDC has the right to terminate my employment at any time with or without notice and with or without cause.
I have read, understand and agree to all of the above. I have also read and understand the CDC Employee Handbook. I agree to return the Employee Handbook upon termination of my employment.
Print Name ____________________________________________
CONFIDENTIALITY POLICY AND PLEDGE
Any information that an employee learns about Community Day Care and Preschool Inc. (CDC), or its members or donors, as a result of working for CDC that is not otherwise publicly available constitutes confidential information. Employees may not disclose confidential information to anyone who is not employed by CDC or to other persons employed by CDC who do not need to know such information to assist in rendering services. The disclosure, distribution, electronic transmission or copying of CDC’s confidential information is prohibited. Any employee who discloses confidential CDC information will be subject to disciplinary action (including possible separation), even if he or she does not actually benefit from the disclosure of such information.
I understand the above policy and pledge not to disclose confidential information.
Print Name ____________________________________________
Please sign and return to your Site Director