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Policy Manual

July 7, 2025
Posted by vmelc76

Val Marie Early Learning Centre

Policy Manual

Revised December 2024

Table of Contents

                                                                                                                                                        Page 

1.         Our Philosophy……………………………………………….………………………………..……………4

            a) Steps to Adhere to Our Philosophy……………………………………………………………………4                                                                                                                       

2.         General Information

            a)         Contacting the Centre ……………………………………………………………………………..5            b)         Hours of Operation……………………………………………….…………………………………5

3. Definitions…………………………………………………………………………………..………………..5

4.         Centre Information…………………………………………………………………………………………..6

            a) Parking………………………………………………………………………………………………6

            b) Smoking…………………………………………………………………………….………..…..…6

            c)         After Hour Use of Centre……………………………………………………………………………6

            d) Laundry………………………………………………………………………………………….…..6

            e)         Lost, Stolen, Broken Items………………………………………………………………..……….6

            f)          Violent Toys………………………………………………………….………………..…………….6

            g)         Student Internship…………………………………………………………………………..….…..6

5.         Using the Centre…………………………………………………………………………….………..…….7

            a)         Booking Care……………………………………………………………………….……………….7

            b)         Rates and Contract Options……………………………………………………………………….7 

            c)         Late Pick Up Fines…………………………………………………………………………………..9

            d)         Payment of Fees and NSF Charges…………………………………………………………….10 

            e)         Government Subsidy……………….…………………………………………….……………….10 

            f)          Change in Fees……………………………………………………………..……………………10 

            g)         Income Tax Receipts…………………………………………………..………….……………..10 

            h)         Application and Waiting List Procedures……………………………..……….……………….11 

            i) Priority……………………………………..…………………………………………..………..…11 

            j)          Failure to Attend on the First Day………………………………………………….……………12 

            k)         Child Withdrawal…………………………………………………..…………….…………..……12 

6.         Board of Directors……………………………………………………………………………..…………..12

            a)         Board Structure……………………………………………………………………………………12 

            b)         Board Responsibilities……………………………………………………….……………………13

7.         Early Childhood Educators (ECE’s)……………………………………………..………………..…….14

            a)         ECE Duties…………………………………………………………………….….….……………14 

            b) Qualifications……………………………………………………………………….…………..…14

            c)         Substitute or Casual Staff………………………………………………………………………..15

            d)         Hiring Procedures…………………………………………………………………………..…….15

            e)         Student Hiring Procedure………………………………………………………………………..15

8. Parents……………………………………………………………………………………….………….….15 

            a)         Parent Involvement……………………………………………………………..…………….….15 

            b)         Drop off……………………………………………………………………..………………………16            c)         Pick Up………………………………………………………………………………………….….16

            d)         Divorced/Separated Parents and Custody…………………………………………………..….16  

            e) Visitation…………………………………………………………………………………………..16

            f)          Impaired Pick Up Person………………………………………………………….………………17

9.         Grievance Procedures……………………………………………………..……….…………….……… 17

            a)         When a Parent has a Concern with an Early Childhood Educator (ECE)……………..….… 17

            b)         When an ECE has a Concern with a Parent…………………………………………….….…. 17

            c)         When a Parent has a Concern with the Director……………………………………….…..…. 17

            d)         When the Director has a concern with a parent………………………………………..…..…. 18

            e)         Serious Concerns or Allegations……………………………………………………….….…… 18

            f)          The Board Hearings Process…………………………………………………………….….…. 18

10.       While Attending the Centre……………………………………………………………………..….….… 18

            a)         Children’s Age Groupings and Supervisory Ratios……………………………….……..…… 18

            b)         Supplies and Clothing………………………………………………………………….…….…. 19

            c)         Nap/Quiet Time………………………………………………………………………….………. 19

            d)         Discipline Techniques…………………………………………………………………….….…. 19

            e)         Self Control Time ……………………………………………………………………………..…. 20

            f)          Potty Training………………………………………………………………………………….… 21

            g)         Children’s Records……………………………………………………………………….….….. 21

            h) Confidentiality……………………………………………………………………………….…… 22

            i) Meals…………………………………………………………………………………….…….…. 22

            j)          Nutritional Guidelines……………………………………………………………………………. 22

            k) Kitchen………………………………………………………………………………..…….……. 22

            l)          Allergy Policy……………………………………………………………………………..……… 23

            m)        Preventative Health Measures…………………………………………………………..……… 23

            n)         ECE Health Policy………………………………………………………………………..……… 24

            o)         Medication Storage…………………………………………………………………………..…. 24

            p)         Prescription Medication…………………………………………………………………….…… 24

            q)         Non-Prescription Medication……………………………………………………….………..…. 24

            r)          Specific Disease/Illness Procedures……………………………………………………..……. 25

            s)         Safety and Accident Response…………………………………………………………….…… 25

            t)          Outdoor Activity and Excursions……………………………………………………………….. 27

            u)         Children with Diverse Needs……………………………………………………………………. 28

            v)         Photo Consent………………………………………………………………………………….. .29

            w)        Social Media & Technology…………………………………………………………………..….29

11.       Child Abuse and Neglect…………………………………………………………………………………. 30

            a)         Suspected Abuse or Neglect by Someone Outside the Centre…….………………………. 30

            b)         Suspected Abuse or Neglect by an Employee of the Centre……………………..…………. 30

            c)         Course of Action by the Board………………………………………………………..………… 31

12.       Policy Manual Sign Off Form……………………………………………………………………………..32

 

 

 

 

 

 

 

1.       Our Philosophy

Our Goal is to provide an environment that empowers children to be

curious, to experiment, and to think for themselves.

a)         Steps to Adhere to Our Philosophy

The intent of the Val Marie Early Learning Centre is to ensure the safety and well being of every child in our care.  Our intent is to provide a warm, loving and inviting environment in which children are free to develop and emerge as individuals and to assist children in their exploration of the world around them through a variety of enriching experiences. 

In addition to the above, we also encourage and adhere to the following:

a)         Individuality, Creativity and Self-acceptance:

Children in the care of the Centre are provided many opportunities to express themselves in many forms of play and group activities.  Furthermore, co-operation and personal achievement are stressed instead of competition.

 b)        Offering Varied Experiences:

Children will have the opportunity to participate in many different activities such as crafts, circle times, drama, and gross motor play.  These activities are part of each daily program plan.

 c)        Acceptance and Open-mindedness:

Getting along with others is of paramount importance in the Centre. Children are encouraged to participate meaningfully in groups and to learn how to communicate with each other in a positive manner.

d)         Upholding the Policies and Guidelines of the Centre:

            All Early Childhood Educators (ECEs), parents and children are to follow the appropriate                         guidelines for behavior.  The Director of the Centre will make policies available to all parents                        and staff.

 e)        Equity:

The Centre is committed to the principles of equality and social justice.  Children are encouraged to learn about accepting all peoples.  No child, parent or ECE will be discriminated against by the Centre based on race, gender, age, creed, political or religious affiliation, marital status, or sexual orientation.

 f)         Fostering Parental Involvement and Governance:

            The Centre is committed to a fair and democratic structure that recognizes the parent’s role     and responsibility in determining appropriate care for their child.  Parents are encouraged     to serve on the Board of Directors.  Parents may attend any board meeting by notifying the     Director or the Chairperson 24 hours prior to the meeting.

2.       General Information

a)         Contacting the Centre:

            i)          Our telephone number is: (306) 298-2066

            ii)         Our email address is: vmelc76@gmail.com

b)         Hours of Operation:

            i)          Hours of operation are Monday to Friday 7:45 am – 5:00 pm. 

                        Child pick-up is 4:45, to allow time for clean-up. 

                        Late fees will apply at 5:01.

            ii)         The Centre will be closed all statutory holidays.

If a provincial Statutory Holiday lands on either a Saturday or Sunday the VMELC will observe the stat on the following Monday.

            iii)        The Centre will be closed up to 2 days per year for professional development.

On these days fees will be refunded, pro-rated based on the contract held. Prior to   closing, the parents must first be surveyed to see who will require care. If any parent requires care the centre cannot close and must staff accordingly to accommodate      these parents.

            iv)        If no children are booked into the Centre for care on a specific day, the Centre will be closed.  

 3.       Definitions

The following are terms commonly used at the Centre:

a)         Agreement for Child Care -The contractual agreement between parents and the Early Learning Centre that sets the terms of childcare.  This must be signed before a child may be accepted into the Centre.

b)         The Board of Directors (the Board) – the administrative body that governs the Centre and      may be party to settling disputes.   The Director is responsible to the Board.

c)         Child Care Attendance Sheets – monthly attendance sheets that record the total hours and           days a child was at the Centre.  This sheet is important in determining government childcare                     subsidies. 

d)         Daily Attendance Sheets (sign in/out sheets) – sheets that record the time the child was dropped off and time of pick up as well as the person who dropped the child off and picked them up. 

e)         Director – is the person who manages the day-to-day operation of the centre. The director reports to the board of directors, all staff report to the director.

f)          Early Childhood Educators (ECEs) – the centre employees who work with the children.

4.       Centre Information

The primary function of the centre is to provide quality childcare.  The Centre is licensed for infant care, as well as toddler, preschool, and school age for 15 children aged 6 weeks to 12 years old. 

a)         Parking:

When dropping off and picking up children you may park on Center Street and walk through the school playground.  You may also park on First Avenue (except in the bus loading area between 8:00 am and 4:00 pm).

 b)        Smoking:

Smoking or the use of electronic smoking devices is strictly prohibited in the centre and on school premises, inside and out.  This includes parents, visitors, and staff.  Smoking is strictly prohibited around children while staff and or parent volunteers are on off-premises excursions.  

 c)        After Hour Use of the Centre:

The Centre is available for use after regular operating hours for activities directly related to or in support of the Centre.  These activities can include (but are not limited to) ECE meetings, board meetings and in services.  After hour use of an exceptional nature must be approved by the Board of Directors.

 d)        Laundry:

The Centre washes all its sheets, blankets and linens daily, or as needed.  Parents must provide an extra change of clothing for their children as personal clothing will not be laundered in the case of accidental soiling.

 e)        Lost, Stolen and Broken Items:

The Centre assumes no responsibility for any money, jewelry, clothing, or any other item brought to the Centre.  Parents are encouraged to label all children’s belongings (such as clothing) and to leave toys at home.  However, any security items such as stuffed animals, blankets and pictures are allowed if they make the child feel more comfortable and secure.  Security items are welcome; however, they are required to be kept in their lockers and used only at quiet/nap time.

 f)         Violent Toys:

The goal of the Centre is to promote a co-operative and non-threatening play environment.  To meet this goal, it is our policy to prohibit toy guns and weapons or any other toy promoting violence from entering the Centre.  It will be the discretion of ECEs to decide what             constitutes a toy that promotes violence.  

 g)        Student Internship:

Parents will be informed of when students will be in the Centre on practicum’s or for observations.  If a student desires to work with a specific child, the parents must first sign a permission form to allow the student to do so.   ECEs will always be in attendance when students are with the children in the Centre and will be accountable for the conduct of each student.  A student will not count in the child/ECE ratios unless paid to substitute.

5.       Using the Centre

a)         Booking Care:

Drop–in and Before/After School Care can be booked by phoning the centre director or coming into the Early Learning Centre and booking with the director or the supervising staff member.  Care cannot be considered booked by leaving a message or by sending an email.  Once you have confirmed your spot with the director, you are considered to be booked for care and cancellation requirements as set out below apply.  Full and part–time care is set by contract and must be set-up by appointment with the director.

b)         Rates and Contract Options:

            All Full and Part-time fees are per month, drop-in fees are daily.

            All fees are payable in advance. 

            An additional fee of $10 will be added to the drop-in rate if advance notification is not                           received.

            All fees will be subject to an annual increase with 30 days notice.

            Reference to brochure/website for current fee rates.

            Age Groups:

                        Infant:                          6 weeks – 18 months

                        Toddler:                       19 months – 30 months

                        Preschooler:                31 months – 72 months

                        School Age:                6 years+

            a) If the child attends kindergarten, immediately following the end of the kindergarten                            school year.

b) If the child does not attend kindergarten, the day the child starts Grade 1; or

            c) If not attending school, September of the calendar year in which the child turns 7.

Children move into a different age category the month after their birthday.  i.e.: Your child’s birthday is April 13; the next age category rate would apply for May.  The Early Learning Centre director will automatically change the rate you are billed, there is no need to change your contracts.

Our rates all include meals while they are at the centre, early learning programming, and supervised access to many school facilities (gym, etc.). The centre will not provide diapers, wipes, formula, or special dietary food needs (i.e.: gluten free products, etc.).  We will provide regular balanced snacks, meals, and milk for all children at the Centre.

            Priority:  Priority for enrollment will be as follows.

            First, priority will be given to staff members children that are at the centre on days                                their parents are working.

            Second priority will be given to full time contracts.

Third priority will be given to part time contracts.

            Last priority will be for drop in contracts.

When priority for enrollment cannot be established by the list above we will then move to which child has held a contract in any form without a break in service the longest.

Drop in contracts that have not had any enrollment in 3 months will be considered inactive and for priority will be considered a break in service until the contract is used again.  Priority date will then be from first day of enrollment back at the centre following the break in service.

            i)          Full Time:

Hours: Full time rate includes a full day of care 7:45 am – 5:00 pm, Monday to Friday, except statutory holidays.  

Priority: Any child registered at full time rate has second priority, over part-time and drop in contracts.  If registering a child in full time causes a part-time spot to be dropped, you will be required to commit to and pay for a minimum of two months of care.  

Contract Terms/Cancellation Policy: Contracts are deemed to be month-to month, from the 1st to the 31st of each month.  To begin or change a full-time contract requires 30 days notice from the 1st of the month that you would like to begin or change.  

i.e.… to begin or change a contract effective March 1 notice would have to be given to the director of that change before February 1.

            ii)         Part Time:

Hours: Part time rate is for up to 25 scheduled hours per week or 104 scheduled      hours per month.  Part-time contracts must be approved by the director, as not all times/days may be available. A part time contract of 25 hours per week or 104 hours per month may include non-consistent days from week to week, providing the dates are specified for the whole month and indicated on your childcare agreement one week prior to the beginning of each month.  If at any time you require care outside of the days designated on your contract/childcare agreement, drop-in rates will apply. Advance notice is required for all drop-in rates.  An additional fee of $10 will be added to the drop-in rate if advance notification is not received.

Priority:  Part-time contracts are third in priority, and contracts may be cancelled by the director with 30 days notice (in order of seniority) if the times/days are needed for a full-time contract.

Contract Terms/Cancellation Policy: Contracts are deemed to be month-to month, from the 1st-31st of each month.  To begin or change a part-time contract requires             30 days notice from the 1st of the month that you would like to begin or change.  

i.e.… to begin or change a contract effective March 1 notice would have to be given to the director of that change before February 1

iii)        Drop-In Rate:

Booking: Drop–in care can be accommodated on a day-by-day basis as approved by the director.  We will do our best to accommodate drop-in care; however, not all drop-in requests can be accommodated depending on staff availability, planned programming, and the amount of notice given.  

Priority: Staff members children, Full-time, and Part-time Contracts have priority over Drop-in and Before/After School Care

Notice: A $20 walk-in charge will be added to your drop-in fee for in-person on the spot demand care with no prior approved care arrangement.

Cancellation Policy: Once care is confirmed with director (via telephone or otherwise) – a one-week notice must be given of cancellation or you will be billed for the day that was booked.

                        i.e.… Care is booked on Monday for Thursday, and you want to cancel on                                          Tuesday – you will be billed for the care regardless if you use it.

iv)        A calendar with dates of requested childcare must be submitted by the 20th of the month for the following month and will be approved no later than the 25th. Children booked after the 20th will be the first to be sent home in case of staff unavailability, regardless of where they fall on the priority list.

                                                            ~ Amended June 2, 2025

            v)         Employee Childcare Benefit:

Staff receive $2 per hour while child is in attendance at VMELC while employee is working. Up to a maximum of A) $217.50 for children under the age of 6. B) $300 for children 6 and older.

c)         Late Pick Up Fines:

i)          Late fines will apply to parents who have not exited from the Centre with their children by 5:00 pm.  This is noted on the Parent Agreement.

ii)         If the parent is a minute to 10 minutes late, they are fined $20.  After 10 minutes,        parents will be charged $1.00 per minute until the child is picked up. 

iii)        ECEs will note the time and date for each late arrival on the sign out sheet, and the sign out sheet must also be initialed by the parent or designated pickup person.  The director will bill the late fine according to those notes.

iv)        This is to act as documentation should a disagreement arise.  Even in the case of a disagreement, payment must still be made.  The parent may present his/her argument to the Board at the next  Board meeting. Documentation must be produced during the parent’s presentation to the Board to support his/her claims; and

v)         Should a parent arrive late more than once in a six-month period, the Board may       decide to suspend childcare privileges

d)         Payment of Fees and NSF Charges:

i)          The parent portion of fees is due on the first day of the month prior to care.  Cash or postdated cheques are both acceptable modes of payment.  

ii)         If a cheque is returned to the Centre due to nonsufficient funds, an additional $20 fee will be charged.  Should a cheque be returned NSF a second time, the parent will be put on a cash basis only for the next six months; and   

iii)        If full payment is not received by the seventh day of each month, the child will not be allowed to attend the Centre.  Accounts unpaid after thirty days will be sent to collections. If payment is not received within 30 days of the invoice due date your contract may be revoked. The board reserves the right to have discretion in this matter. 

e)         Government Subsidy:

i)          The Government of Saskatchewan offers a subsidy towards childcare fees in licensed childcare facilities.  This subsidy is based on the parent’s income.  Amounts vary according to the child’s age.  More information can be obtained from the Director or by calling the Regina Subsidy office (1-800-667-7155). 

ii)         Parents are responsible for the full fee charged on the first day of the month prior to care.  If part of that fee is subsidized, then the centre will apply that subsidy amount to the parents account once it is received.  The centre will not deduct the amount subsidized from rates due on the first of the month; once subsidies are received; they will be applied to the parents’ account. 

iii)        On a child’s last month of care, the Director will call the Subsidy office to ensure that the parent’s subsidy will be approved until the last day of care.  If the subsidy is not approved, the fees paid at the beginning of the month will be kept until the subsidy is sent to the Centre later.  Once a subsidy is received the Centre will reimburse the parent; and

iv)        All parents are required to sign the Child Care Attendance Sheet each month.  This sheet verifies the number of hours of attendance and the fee.  Failure to sign the sheets will result in no subsidy being received in future

f)          Change in Fees:

Any and /or all fees will be reviewed annually. Parents will receive at least one month’s written notice of the change of rates.  A new contract will be issued with each fee change.

g)         Income Tax Receipts:

Parents will receive official income tax receipts for fees paid.  A fee of $1.00 will be charged to issue a paper copy of the receipt

h)        Application and Waiting List Procedures:

            Waitlist/Contract Priority Policy

            Applications for a contract at the Val Marie Early Learning Centre will be reviewed as received. 

Please be aware that contracted spots are prioritized as follows (not necessarily listed in order):

  • Movement within the organization (When a child changes categories; eg. Toddler to Preschool)
  • Siblings of children already enrolled
  • Children attending or planning to attend Val Marie School
  • Current or previous clients in good standing

Note: Unborn infants can be accepted on the list but the contract cannot be offered until after birth.

Applications are available from the director.  Applications will be dated according to the date received. Spaces will be filled on a first come, first serve basis as according to the classification priority system outlined above.

Granting equality in access is important to the Centre.  To ensure that this goal is met, we have implemented the following procedure in determining how spaces are to be filled.

Parents must have dates wanted for the following month handed in by the 20th of each month.

Children booked after the 20th will be the first to be sent home in case of staff unavailability, regardless of where they fall on the priority list.

            Days can be exchanged only if they can be accommodated.

Extra days will be given after the 12 days have been allotted, based on priority.  Eg. If a parent

requests 15 days in a month, they will have to wait until all days have been scheduled for all other children, then will be given the extra days if they can be accommodated.  Last-minute requests will be scheduled only if staff are available.

Once the two children who currently hold the grandfathered full-time contracts move to any other contract, these contracts will cease to exist.

Agreement for Child Care Services:

            i)          The applicant may sign the Agreement for Child Care Services provided by the Centre to enroll                              his/her child. The agreement cannot be shared between children. At the time of signing, the                         applicant must provide the Centre with a current address and phone number.

            ii)         All parents must enter into an agreement with the Centre regarding hours of care and fee                                 payment. A Personal Information Disclosure Form will be a part of the contract agreement. 

                        All necessary forms must be on file before their child is permitted to attend the Centre.

            For more information on the contract, please ask the Management.

iii)        Obligations:

                        Also, at the time of signing, the applicant will be made aware of his/her legal and financial                            responsibility according to the terms of the contract.  If the applicant decides not to attend the                                Centre, they are still responsible for the first month’s fees and provide the Centre with a one                                     month written notice of their intention to leave.

iv)        Forms:

                        The applicant will also receive, at the time of signing, all necessary paperwork. The paperwork

                         is to be completed before the first day of attendance.

i)          Priority:

            If the commitment is not full time, priority will be given to a full-time applicant willing to commit to

            fulltime for a minimum of two months.  The applicant with the lower priority will be given the option to

            pay full time fees or be bumped. Priority is 1st- full time, 2nd -part time, 3rd – drop-in/before and

            after school care.

j)          Failure to Attend on the First Day:

            If a child, without any prior notification, does not attend the Centre on the first day of attendance,

the following steps will be taken:

  1. The Director or Supervisor will attempt to contact the parent by phone.  This will continue

for seven days after the first attempt to contact the parent.

            ii)         Should there be no contact by the second week, the Director will continue to call    as well as

draft a letter.  This letter will serve to remind the parent of the financial obligation he/she has

to the Centre.  The letter will also specify a cut-off date by which contact with the Centre

is necessary. This date will be seven days from the             date of the letter: and

  1. Should the cut-off date pass without contact the parent will lose the space in the Centre and

will be charged the first month’s fees as determined by the agreement for childcare.  The

collection of outstanding fees for the month they were charged will be forwarded to a

collection agency if needed.

k)         Child Withdrawal:

            One month written notice is required if a parent decides to remove his/her child from the             Centre. 

A fee covering one month of use can be paid in lieu of notice.

            i)          Asking a Child to Leave as a Result of a Problem:

                        The Centre will provide a parent with one month written notice of the withdrawal of his/her

child if it becomes necessary to have his/her child leave because of a problem with the child. 

Re-entry will be based on the Board’s approval.  

ii)         Asking a Parent to Leave as a Result of a Problem:

                        The Centre will provide a parent with one month written notice to withdraw all his/her children

who are enrolled in the Centre if it becomes necessary because of a problem with the

parent.   Re-entry into the Centre will be based on the Board approval.

                        The Board reserves the right to ask the parent to withdraw his/her child without notice if there

is found to be just cause.

6. Board of Directors

            The Val Marie Early Learning Centre is a non-profit organization governed by a Board of

            Directors. The Board of Directors is governed by their incorporating Bylaws.

a)         Board Structure:

            The Board of Directors consists of the following:

            1 Chairperson

            1 Vice Chairperson

            1 Secretary

            1 Treasurer

            3 Members at Large

            The Director will attend Board meetings; however, they cannot be present or vote       during the Annual Performance Appraisal of the Director.  

            All Board members are encouraged to attend all meetings.  Any member absent for     two consecutive meetings without prior notification to the Chairperson or the Director           is eligible to be removed from the Board by the other Board members.   

            Any parent may attend Board meetings if the parent who wishes to attend informs         the Director of his/her intention 24 hours prior to the meeting.  ECEs may send one    observer to any board meeting if the ECE who wishes to observe informs the        Director of his/her intention 24 hours prior to the meeting.   However, any parent or         ECE who is not on the Board may only attend the open agenda portion of any Board   meeting. Only the Board may be present for the closed agenda portion of meetings.  

            There will be time for two presenters at each Board meeting, should it be requested.           If a third person wishes to make a presentation the Director will bring his/her concern   to the Board.  

            The Board will meet on a monthly basis with the possible exception of July or August.

 b)        Board Responsibilities:

            i)          Fundraising: 

            The board organizes events and social functions to raise funds for the center. The money      raised is used for children’s toys, excursions, etc.

            ii)         Maintenance:

            The Board is responsible for the general upkeep of the Center.  Its main responsibility is         to organize any repairs or renovations that are required.

            iii)        Policy:

            The Board is responsible for keeping the policy manual up to date, the board meets            annually to review the manual and discuss any proposed changes.  The Board will review        the Employee Handbook as required.

iv)        Annual General Meeting:

            An Annual General Meeting of the Center will be held by April 30th. All parents are   encouraged to attend.  The Board of Directors is elected at the annual general meeting.          They each serve a one-year term.  The Vice or Acting Chairperson will stay on (if possible)             for a second term to ensure continuity.

            v)         Finances:

            Monthly Financial Statement:

            The Treasurers will prepare a monthly financial statement to be distributed                               to the Board on a monthly basis.

             Petty Cash:

            The Director is responsible for maintaining all petty cash and petty cash                                           records.  

 7.       Early Childhood Educators (ECEs)

a)         ECE Duties:

            The Centre understands that caring, responsive, and able ECEs are a crucial element in            creating a positive experience for the parents and their children during their involvement         with the Centre.  In order to create this positive experience, ECEs will be required to:

            i)          Maintain a good, open communicative relationship with the parents of children in                                the Centre.

            ii)         Help design an appropriate program to encourage and assist in the children’s                                    development while they are in the Centre, considering all foreseeable physical,                                emotional, and intellectual development needs.

            iii)        Provide adequate support to children and fellow ECEs in ensuring a safe learning                 environment.

            iv)        Maintain up to date standards and practices and continue to train and upgrade                                    skills and abilities.

            v)         Maintain a co-operative relationship with the community at large and participate in                   the community’s development.

            vi)        Maintain the physical space of the Centre so that it is free of hazards and potential              dangers.

            vii)       Document observations of children in order to monitor the development of children               in the Centre.

            viii)       Report all injuries, accidents, and health concerns immediately to the Director,

                        using the appropriate recording practices, and ensure that parents are informed of               incidents on the same day of the occurrence.

            ix)        Adhere to all procedures and policies of the Centre and Chinook School Division.

            x)         Report any suspected incident of child abuse to the Director; and 

            xi)        Have and maintain current First Aid/CPR qualifications.

b)         Qualifications:

            i)          The Director must have an ECE Diploma and other employees must have ECE I                          or II, or an approved exemption from the Government of Saskatchewan licensing                                   branch. Any exemptions must be passed through the centre board committee prior             to hiring. Staff will be required to enroll in classes immediately to complete the                                   qualifications required.

            ii)         The cook must have a valid Safe Food Handling course certificate        and a valid                              First Aid/CPR training.

            iii)        All employees must maintain a clear and valid criminal record search before being                hired and during employment. If the criminal record check comes back clear the                                Director may proceed with hiring.  If the criminal record check is not clear it must                               go to the Board for consideration.

            iv)        All ECE employees must attend two professional development sessions per year

c)         Substitute or Casual Staff:

            If an ECE is absent, the director will find someone to cover the ECE’s absence from the         list of casual staff. All persons on the casual staff list must be qualified as outlined by the licensing branch.  

d)         Hiring Procedures:

            Job requirements:

– Must be 18 years of age

– Standard First Aid CPR-B AED Training

– Criminal Record/Vulnerable Sector Check

– ECE Certification preferred

– Must be willing to acquire Level I pending position required.

Positions will be first offered internally then posted locally followed by posting to localjobshop.ca, saskjobs.ca, and canadajobs.ca

All interviews will be conducted by the Director and hiring approved by the Board of Directors.

e)         Student Hiring Policy:

            Students under the age of 18 can be hired without requiring First Aid Training, a Safe Food          Handling certificate, or a CPIC. They do not need to be working towards their ECE certification. They will always work with a certified ECE who is 18 years or older or an adult    employee who is working towards their ECE certification.

A student 18 years or older will require a current CPIC specific to our centre. If they have       or are working towards their ECE certification, they can work alone if they also have a            current First Aid certificate and Safe Food Handling certificate. If they do not yet have their ECE certification, an exemption will need to be in place.

8.       Parents

            Parents are an integral part of a child’s positive experience at the Centre.  The Centre, in     recognizing this, encourages parent’s participation to ensure that the Centre can provide   the best possible childcare for all children.   The Centre also encourages open             communication in expressing concerns so that they made be readily dealt with.  We want    to make the childcare experience a positive experience for everyone involved.

a)         Parent Involvement:

            i)          Parents are welcome at the Centre.  We invite parents to observe, share ideas and               see how their child is doing because parental involvement is an important part of                                   personal growth for children. 

                        We also encourage participation in committees or in other areas to keep our facility                       comfortable for the children (fundraising, repair and maintenance and cleaning                                     bees) as well as helping out with the operations of the Centre (serving on the                                    Board of Directors, being a volunteer for field trips); and 

            ii)          All parents, whether on the premises with their child or helping on       outings, must                          follow the Center’s guidelines on safety and behavior. 

b)         Drop Off:

            The Centre assumes no responsibility for children who are not signed in and out        daily.  Daily sign in sheets are provided for this purpose.  These sheets are used to             keep track of children in attendance as well as for fire drills. 

            When parents drop off their children they must: 

                        i)          Sign in at that time; and

                        ii)         Record the time of drop off.

            When parents pick up their children they must: 

                        i)          Initial the attendance sheet and note the time; and

                        ii)         Clearly verbally notify an ECE that they are picking up their children.

            The Centre assumes no responsibility for children who have not been left       with an            ECE at the time of drop off.  This includes children left inside the Center’s doors, the             school entrance or on the playground.  

 c)        Pick Up:

            The Centre prefers a child leaves with either a parent or an alternate who is listed in    the child’s file as an alternate pick up person or as an emergency pick person.  The     Centre will only allow a child to go with a person who is unlisted if the parent clearly informs the Centre that day that there will be a different pick up person.  That new      pick up person must be prepared to show identification to an ECE before the child      may be allowed to leave with him/her.

All persons who pick up a child must be 16 years of age or older, unless the parent      of the child gives prior written permission to the Centre to allow the child with that person.  The Centre will not allow anybody under 12 years of age to pick up a child        regardless of written permission.  

 d)        Divorced/Separated Parents and Custody:

            The Centre cannot forbid a parent to pick up his/her child unless that parent has no       custody rights.  If parents are divorced or separated, custodial parents must supply          the Centre with a copy of a legal custody order.  The Centre will not allow a             noncustodial parent to pick up the child.  If the parent becomes aggressive or violent,          the Centre will contact the police.  However, ECEs will not put themselves in physical           danger in order to prevent a release.

e)         Visitation:

            In centre visitations issued by the courts will be adhered to. Copies of visitation            agreements issued by the court will be kept in the children’s file and will be strictly    adhered to by the centre and parents.

            If no legal visitation order has been provided to the centre, visitation will be at the            discretion of the Director, pending agreement of both parents and        guardians.  The             Director will consider the previous visitation arrangements,            as well as the safety   and well-being of all children attending the centre, when making any decisions.

f)          Impaired Pick Up Person:

            If an impaired parent/pick up designate attempts to pick up a child and intends to        drive a vehicle, ECEs will call for an alternate pick-up.  Children will not be released   to an obviously impaired person who intends to drive. If this happens, contacts will    be called from the alternate or emergency list. RCMP will also be contacted and the            event will be reported. If the pick up person refuses to accept the alternate             arrangements, the event will be reported to Social Services.

 9.       Grievance Procedures

            Parent, ECEs and staff communications are extremely important to ensure the best   childcare and maintain a supportive relationship between all groups.  Mutual respect             is a key factor to promoting clear and meaningful communication.

            The following procedures will be carried out in the event of any grievance originating   from parents, ECEs or staff.

a)         When a parent has a concern with an Early Childhood Educator (ECE):

            i)          The parent is to have a private, informal discussion with the ECE; if either                   the ECE or the parent feels that the situation is of greater gravity, they can                         request the presence of the Director during the discussion; and  

            ii)         If not settled at step 1, the concern can go to the Board of Directors as per                   the Board Hearings Process (see end of this section).

 b)        When an ECE has a concern with a parent:

            i)          The ECE is to have a private, informal discussion with the parent.  If the                                     concern is of greater gravity, the ECE is to bring the problem to the attention                         of the director who will aid them in the grievance procedure. 

            ii)         If the matter is not resolved and if the problem continues, the Centre may                             provide that parent with one month’s written notice; and

            iii)        The parent may appeal the decision to the Board subject to the Board                            Hearings Process. If the parent addresses the Board as soon as possible                              after receiving notice, they can keep their child in the Centre until the end of                        the 30 days, or until the Board reaches its final decision, whichever is later.                          All Board decisions are final.

c)         When a parent has a concern with the Director:

            i)          The parent is to have a private, informal discussion with the director.  If the concern                 is of greater gravity, the parent may request the presence of the board member at               this first meeting or at a subsequent meeting; and

            ii)         If the matter is not resolved to the satisfaction of either party, it may go to the Board              subject to the Board Hearings Process.

d)         When the Director has a concern with a parent:

            i)          The director is to have a private, informal discussion with the parent.  If the concern                       is of greater gravity, the parent or the director may request the presence of a board             member at this first meeting.

            ii)         If the matter is not resolved and if the problem continues, the Centre can provide                             that parent with one month written notice.  The contact information for the                                        Chairperson of the Board should be given to the parent should the parent wish to                   appeal the director’s decision; and

            iii)        If the parent chooses to address the Board on the issue, they are to follow the                          Board Hearings Process.  If the parent addresses the Board as soon as possible                              after receiving notice, they can keep their child in the Centre until the end of the 30                         days, or until the Board reaches its final decision, whichever is later.

e)         Serious Concerns or Allegations:

            i)          In the event that a parent has a serious concern or allegation, they may be asked                        in writing to remove their child from the Centre until the situation is resolved.

            ii)         Within two days of the concern there should be a meeting between the director,                                    the parent, the Chairperson of the Board, and anyone else relevant to the                                     concern.  If all parties are not satisfied with the outcome, it          will be heard at the                             next Board meeting subject to the Board Hearings Process. 

            iii)        It is also an option to any parent, at any time, to contact our Early Learning and                                   Childcare Consultant, Jennifer Brown, at (306)741-6895.  The contact information                        will be posted inside the centre door; and

            iv)        Re-admittance of the child to the center is subject to Board approval.

 f)         The Board Hearings Process:

            Either disputant may take their concern, in writing, to the Board of Directors. The         Board will then hear a presentation from both disputants at the next Board meeting. Both parties   will then be asked to leave the meeting while the Board reaches its decision.  The Board             will inform both parties in writing of the decision.  One appeal is allowed which will follow         the same process at the next meeting.  The decision on appeal is final.  

10.      While Attending the Centre

            A child’s well being is the first and foremost concern of the Centre.  We strive to create a            positive, safe environment for all children so that they feel confident and secure.  

a)         Children’s Age Groupings and Supervisory Ratios:

            Children who attend the Centre are put into age groupings so ECEs can respond to a          child’s needs more effectively and sensitively. 

            In this way, ECEs can ensure a child receives appropriate care.  All supervisory ratios are        in Centre.  For excursion ratios, see Section R – Outdoor Activity.

            i)          Infants from 6 to 18 months of age.  In this group, the supervisory ratio is 1:3

                        (2 ECEs to 6 children).

            ii)         Toddlers from 19 months to 30 months of age.  In this group, the supervisory ratio                is 1:5 (2 ECEs to 10 children).

            iii)        Preschoolers 31 months to 6 years of age.  In this group, the supervisory            ratio is                         1:10 (2 ECEs to 14 children); and

            iv)        6 years of age or older.  In this group, the supervisory ratio is 1:15.

            For multi age categories the ratio is determined in accordance with the Licensing Manual.

b)         Supplies and Clothing:

            Parents are to provide the following items for their child: 

            i)          diapers (if used).

            ii)         wipes (if used).

            iii)        footwear that can be worn inside; and 

            iv)        appropriate outdoor clothing.  

            For winter and summer clothing requirements, see S. Outdoor Activity.  Parents are to          provide a complete change of clothing for their child as well.  This change of clothing is to be left at the Centre and is to include pants, top, underwear and socks.  Children’s clothing           will not be laundered if soiled.  

 c)        Nap/Quiet Time:

            Quiet time for all (older) children will be the one hour following lunch.  Naptime, for the          younger children, will be determined by their own individual scheduling needs.

            We recommend that parents bring their children in at least 20 minutes before lunchtime       so the child has time to play before the lunch and naptime or after 1:30 pm so that the         child will not have to nap.

d)         Discipline Techniques:

            The Centre disapproves of violence in any form.  This policy also applies to corporal          punishment of any kind.  Children at the Centre are encouraged to work out their       frustrations with constructive ways and communication, rather than aggressive behavior.         If the need to discipline a child arises, the following steps will be taken:

            i)          The child will be removed from a potentially hazardous situation and have his/her                  attention diverted elsewhere.

            ii)         This failing, the child will be placed in self control time until he/she is calm; and

            iii)        The ECE will then talk the child through the problem, assuring the child that the                              behavior is the problem, not the child.

e)         Self-Control Time:

            There are times when it helps a child to have the opportunity to be away from the hub of         activity and stimulation in the classroom to regain control over their responses and     emotions.  Self-control time differs from the more traditionally used time-out in that it allows             the child more power over how it is implemented.  It is not totally teacher controlled.      Whereas time-out often is used in a punitive way, self-control time allows the child to        regain their composure and return to classroom activities when they have done so.  The             emphasis is on child rather than on teacher control over the situation.

            Self-control time should be used sparingly and carefully.  It should be used primarily when           children hurt or potentially hurt others or themselves.  Aggressive behavior needs to be      stopped as quickly as possible, and self-control time is often, but not always, the best           method for doing so.  It should be used only when a child has repeated the aggressive     behavior more than twice and after the teacher has   discussed with the child that such      behavior is not acceptable.

            Before deciding to use self-control time, teachers need to agree to use this strategy      consistently and in the same way.  It is important that this be discussed by all involved             teachers beforehand to agree on a definition of the behavior for which self-control time will             be used, the place where it is to be carried out, and the actual approach they will use for       self-control time.

            Procedure for Self-Control Time:

            i)          Quickly make sure that the child against whom the aggression was aimed is not                          hurt.  If possible, another teacher should attend to the victim.

            ii)         Calmly take the aggressive child by the hand to the self-control time area.  Firmly                    but quietly say, “I cannot allow you to hurt other children.  Please stay here until                              you are ready to join your friends again.”

            iii)        Move away and do not talk with or look at the child during self-control time.  Verbal                     or visual contact may well serve as a reinforcer to the child for their behavior.

            iv)        If another child approaches, quietly move this child away.  Explain, _______ needs                     to be by herself/himself for a few minutes.  You can talk to her/him when she/he                              joins the class again.”

            v)         The child can rejoin classroom activities when they feel that they are ready to do                                so.  Do not lecture.  They know the reason for the isolation.  To channel the child                                into constructive behavior, you might suggest joining an ongoing activity.  It is                          especially important to reinforce the child as soon as possible for engaging in                                    appropriate activity.

            vi)        If the child rejoins the classroom before they are ready and again engages in the                               unacceptable behavior, say to them, “I guess you’re not quite ready to join us,” and                         take them back to the self-control area.  Again, allow them to determine when                                  they are ready to rejoin the group.

                        Self-control is not a punishment.  Rather, it is a time for the child to calm down and                 regain control over themselves.  Sometimes, aggressive behavior is a reaction to                  a general feeling of anger or       anxiety or unease and time to get away from the                                     stimulation of the class can help the child calm down.

 f)         Potty Training:

            The Centre understands how difficult potty training is.  We are also prepared to help with      the training process.  We suggest that parents begin training their child at home for about   4 weeks before starting at the Centre to make their child more comfortable with our efforts to help. 

            How to tell if a child is ready:

            i)          Some signs that show a child is ready for training is if he/she tells an ECE he/she                needs to go without being taken by the hand or prompted by any ECEs and if the                  child can, on his/her own, pull clothing up and down; and

            ii)         A child may not be ready if he/she cannot be accurate about body functions, cries                 or has tantrums when on or going to the toilet and/or has more than one accident                     a day. 

            Training:

            i)          Once a child starts training, we ask that parents provide several pairs of                                               underwear, socks and pants, disposable pull ups are allowed.  We will keep a few                         diapers of your child’s in the Centre in the case that your child does not succeed                               the first time.

            ii)         In training children, we encourage them to “try” to use the toilet.  They will not be                              forced to sit on it.  When they succeed, they will receive a positive response                          (stickers, stamps, clapping hands).

            iii)        There is no punishment for not using the toilet or not making it to the toilet.

            iv)        Children who are not ready but show interest will be encouraged to sit on the toilet;                       and

            v)         If a child is not trained after approximately a month, we will return the child to                          diapers.  When the child shows signs of interest, we will try again.

g)         Children’s Records:

            Each child’s record must contain the following information:

            i)          The child’s full name and date of birth.

            ii)         The names address and telephone numbers of the child’s parents, any person                             designated by a parent as a person to be contacted in an emergency if the parent               is unavailable and the child’s medical practitioner.

            iii)        The child’s medical history, including any allergy, illness, or any other medical                           condition disclosed by the child’s parent or medical practitioner.

            iv)        The child’s immunization status.

            v)         Any authorization provided by the parent of the child for an excursion involving the                  child’s transportation, either walking or riding.

            vi)        The Agreement for Child Care Services (which states the hours of     operation and                          the fees to be paid).  Also, the Personal Information Disclosure Form, which is a                         part of the contract agreement.

            vii)       Any medication forms giving ECEs permission to administer medication at the                          Centre.

            viii)       Any accident reports that occur while the child attends the Centre.

            ix)        Any copy of serious or unusual or unexpected occurrence involving the child; and

            x)         All records should be updated annually, including emergency and alternate pick-                                   up lists.

 h)        Confidentiality:

            Information in the children’s files is to be considered confidential and is only to be shared between the custodial parent, the ECEs and the Childcare Consultant from Community             Resources and Employment.  No part of a completed file may be removed without the          Director’s written consent.  No information may be released by the Centre without the        consent of the custodial parent. This confidentiality agreement extends to any personal          social media use.

 i)         Meals:

            The Centre provides two nutritious snacks and a lunch a day for children aged 18 months   to 6 years old.  A weekly menu plan will be posted by the entrance doors.

            Parents of children aged 6 months to 18 months will be expected to provide two snacks         and a lunch daily.  All formula bottle feedings must be supplied by the parent, as well as   pureed or strained baby foods. The Centre does not allow any child to be fed by means of         a propped bottle.  Specialized foods required for dietary needs, need to be supplied.

             Staff are to join children during lunch and snacks sharing child sized portions

             A 20-minute break will be granted to staff to have their own supplementary lunch at manageable times of the daily schedule

 j)         Nutritional Guidelines:

            All foods prepared at the Centre are in accordance with Canada Food Guidelines.  Snacks      will provide one serving from at least two of the four food groups.  Lunches will provide           one serving from at least three of the four food groups.  Food prepared at the Centre will             be served with the least amount of processing possible to preserve its nutritional value.  

 k)        Kitchen:

            Children are not allowed into the kitchen unless they are invited.  Parents who bring their         child into the kitchen will be held responsible for their child. 

 l)         Allergy Policy:

            i)          Parent’s Duty to Inform:

                        Parents must provide the Centre with information on all their child’s allergies.  This                 information will be posted in the kitchen, and in the office.  Parents must also inform                         the Centre of any changes in their child’s allergies or if new ones arise.

            ii)         Food Allergies:

                        The Centre will attempt to accommodate all food allergies during the planning,                         preparation and service of lunch and snacks by making substitutions when                           necessary.  Parents are not expected to provide an alternate food but may be                                  asked by the Director to do so in some instances.

            iii)        Medication:

                        Parents must provide medication if their child has any possibility of suffering severe                         reactions to his/her allergy.  This medication must always be available.

            iv)        Allergies and the Centre:

                        The Centre cannot guarantee that a child will not come into contact with an item or                 product that causes an allergic reaction.  If a child has an allergy to a product that               the Centre provides, we may not necessarily stop providing this product, but rather                         try to ensure that the child is not exposed to that product.  If the Centre decides to                   not allow this product, notice of this decision will be posted at the entrances.  All                           parents must respect any ban.  

 m)       Preventative Health Measures:

  1. No child may attend the Centre if they are ill or contagious. The Centre reserves the right to refuse to accept an ill child into care.
  2. No child shall attend the Centre if they cannot actively take part in all components of the Centre’s program.
  3. If a child becomes ill during the day, the parents will be notified and are expected to pick up their sick child right away. If a parent is unable to pick up their child quickly, they will be expected to send a designate. If this does not happen or the child is not picked up within 30 minutes, a substitute worker will be called in. The wages for this worker will be charged to the parent. The worker must be paid for a minimum of three hours and will be paid the maximum number of hours they are with the child. The workers wage payment must be made by the parent by the next working day or no childcare will be offered.
  4. If a parent is contacted to remove a child due to illness, a form may be sent at the time of dismissal to have a doctor confirm the child’s state of health before being accepted back into the Centre for care; and
  5. Parents are expected to notify the Centre if their child has been diagnosed with a communicable disease.

Amended on May 23, 2025

 n)        ECE Health Policy:

  1. No ECE, parent, student or volunteer may work at the Centre if ill or contagious.
  2. All ECEs must wear disposable gloves when handling bodily fluids, including when diapering.
  3. The Centre reserves the right to require ECEs to provide medical certificates indicating illness and/or fitness to return to work; and
  4. ECEs diagnosed with HIV/AIDS or any form of Hepatitis may continue working in the Centre as long as they are not ill, as defined in Specific Disease/Illness Policy.

Amended on May 23, 2025

 o)        Medication Storage:

            All medications, other than EpiPen’s and inhalers, must be stored in either a locked box, or the refrigerator. EpiPen’s and inhalers must be stored safely out of every child’s reach        but need to be readily available in case of an emergency asthma attack or allergic reaction.

 p)        PRESCRIPTION Medication:

            i)          ECEs are permitted to administer prescription medication to a child only if the                                  parent has properly completed and submitted to the Centre a medication                                             authorization form.  In completing the form, the parent must state the name of                                   medication, dosage to be given and the specific time(s) of day that the medication                         is to be given.  Parents must sign the form.  Once the medicine has been                                         completed, the parent must sign the form again to verify completion.

            ii)         Medication must be submitted in its original container with a pharmacist’s label                                stating the child’s name and dosage.

            iii)        ECEs cannot administer medication in excess of the stated dosage or medication              that has expired. Medication must be directly given to ECEs for proper storage.

            iv)        Immediately following the administration of medication, ECEs will record it on the                               child’s medication form; and

            v)         ONLY after the child has been on the medication for 24 hours can he or she return                 to the center.  The ECEs can administer the medication, providing all the                                       requirements from above are met.

                        If there has been an error in administering medication a report will be made to the                   Director as soon as the mistake is recognized.  The Director will contact the                          community health unit or a pharmacist to ask about the medication’s effects.  The                   parent will also be contacted.

 q)        NON-PRESCRIPTION Medication:

            i)          ECEs will NOT administer non-prescription medication to any child in the Centre’s                 care.  It is a parental responsibility to come in and administer proper dosages to                         their own child; and

            ii)         All non-prescription drugs, other than EpiPen’s and inhalers, must be stored in a                          locked box or the refrigerator.

r)          Specific Disease/Illness Procedures:

  1. Fevers – At the onset of any fever, the parent will be contacted to remove the child until well. As per Public Health, a fever is defined as 37.8C/100F oral/tympanic or 37.5C/99.5 axillary. The child must be free of fever for a minimum of 24 hours – without the use of fever reducing mediation – before they may return to the centre.
  2. Colds and Flu – Any child showing onset of a cold and/or flu (eg. Glassy eyes, watery eyes, sneezing, aches, chills, general malaise) will be sent home immediately and may return to the centre once they have had a minimum of 24 hours without new symptoms and marked improvement of existing ones.
  3. Diarrhea and Vomiting – Any child with diarrhea (3 consecutive loose stools) or who has once incident of vomiting must be removed from the Centre. As per SHA guidelines, children must be symptom free for at least 48 hours from the last incident of diarrhea or vomiting before being allowed to return. (ie. If a child vomits at 1:00 p.m. on Tuesday, they are not permitted to return to the Centre until Friday morning).
  4. Skin Rashes – If a child develops a skin rash due to allergies or medication, they will be allowed to stay unless more illness symptoms occur. If the cause of the rash is unknown the child must be removed from the Centre and assessed by a physician. The child may return to the Centre if the rash is determined to be non-communicable, is under treatment, or resolves itself.
  5. AIDS, HIV, Hepatitis – children diagnosed with these illnesses may continue to attend the Centre unless they are ill as defined in the above sections.
  6. Communicable Diseases – will be reported to the Public Health Nurse and the Centre will adhere to the regulations set by Public Health and Safety, as well as Infection Control for centres; and
  7. In the event of illness or suspected illness, the parent will be contacted, and if necessary, the child will be sent home at the Director’s discretion.

Amended on May 23, 2025

s)         Safety and Accident Response:

            General Precautions:

            i)          ECEs and all other adults in the Centre will follow all regulations to ensure that                               children can enjoy a safe environment.

            ii)         At least one qualified ECE will always be present and readily available that a child               is on the premise.

            iii)        Emergency phone numbers for the hospital, fire department, police, ambulance,                                 and poison control are posted by the telephone.

            iv)        All equipment in the daycare and play yard is age and size appropriate.    

            v)         Equipment is maintained as required to ensure safety.

            vi)        The Centre maintains a first aid kit approved by the local health department.

            vii)       The kit is to be taken on all walks and excursions; and

            viii)       Parents are asked not to allow their children to bring in coins or other small items                   into the Centre as they may pose a choking risk.  

            Fire Drills:

            i)          Monthly fire drills are to be held at the Centre.  Fire drill procedures are to be                          approved by the local fire marshal and posted at all major exits.  The Director will                   keep a record of all fire drills held; and

            ii)         During fire drills, children are encouraged to walk out of the building themselves                                  and be aware of all steps to be taken.  In case of a fire all children will be taken to                  the Village Office, Park Office, or the North Side of the School Yard.

            In the Event of Injuries/Occurrences:

            Non-serious Injury:

            i)          Should a child get injured while in the Centre, the parent will be called and asked                                 to pick up his/her injured child.

            Serious Injury:

            i)          If the injury is of a serious nature (including but not limited to a child banging                                his//her head, having his/her leg bent inappropriately, having his/her shoulder                              made uneven, extreme bruising or extreme bleeding), 911 will be called;

            ii)         If the injury is life threatening, the Centre will transport the child by ambulance.  A                 staff member will accompany the child and the Centre will call the parent to have                                him/her go.

            iii)        The parent will be responsible for the payment of the ambulance; and  

            iv)        A casual, parent or Alternate will be called in to take over the Val Marie Early                                 Learning Centre.

 Documenting the Injury/Occurrence:

            i)          A complete accident report is made as soon as possible after an accident         occurs.                        The report is to be signed by the parent before the end of the day         and, if                                      necessary, discussed with the Director. A copy of this report is kept in the child’s                                file; and

            ii)         If a serious accident occurs, a serious occurrence report is completed (as per                           Community Resources and Employment requirements).  This report requires a full                     explanation as to what happened, and the action taken in response.  The report is                     to be signed by the parent and then is sent to the Community Resources and                                  Employment Child Care Consultant.  The Consultant does a follow up to the report                         to verify the explanation.  A copy of the report is also kept in the child’s file.  

            iii)        Power Outages/Unforeseen Emergencies:

                        The Centre will close after one hour without power. Fees will not be refunded in                           the event the center is closed in an emergency or unforeseen emergency (i.e.:                               power outage, weather, sewer). If the Early Learning Centre needs to evacuate in              an emergency, children and staff will relocate to the R.M. Office or the Parks                                 Canada Admin Office and parents will be called from there.

 t)         Outdoor Activity/Excursions:

            Outdoor play is an important part of the Center’s program.  It is necessary for the        health and well being of all children. 

            Winter:

            i)          Children will not be taken outside when the temperature is colder than minus 20                                  degrees Celsius (ambient or with a wind-chill).  Children will only spend short                          periods of time outside in cold temperatures; and

            ii)         Parents will be responsible for providing appropriate clothing for their child.  This                            includes a toque, a warm jacket with a hood, ski pants, winter boots, a scarf and                                mitts or gloves. 

            Summer:

            i)          Children will only spend short periods outside if the temperature is above 25                                 degrees Celsius and/or the UVA reading is above 6.  Children will not be taken                                outside at temperatures above 35 degrees Celsius.  The Centre will provide                              sunscreen for all children when they are let outside.  A sunscreen/ insect repellent                 form must be signed by the parents.

            ii)         Parents will be responsible for providing appropriate clothing for their child.  This                            includes a sunhat, walking shoes (preferably sandals or running shoes and not                                   backless shoes), a swimsuit and a towel, light clothing, a raincoat, and rubber                                    boots when necessary and insect repellant if used; and

            iii)        Rollerblades may be used by the children at the Centre providing all the                                              appropriate gear is worn.  This includes a helmet, elbow pads, knee pads and wrist                 guards.  

Excursions (Outings):

            i)          General Excursion Information:

                        All excursions are to be approved by the Director.  Excursions may be cancelled                                     due to weather.  Parents will be given advance notice of outings whenever                           possible.  Emergency cards for each child going on the excursion will be taken on                  all outings as well as a first aid kit.  The emergency cards contain emergency                                  information for the children.

            ii)         Permission Forms:

                        Parents must fill out a general permission form before their child will be allowed to                go on any small or minor excursions.   Special excursion permission forms must                                be signed by the parent and filed prior to any major excursion.

            iii)        Excursion Supervisory Ratios (as per provincial regulations) laid out in CDC                           Licensing Manual.

u)         Children with Diverse Needs:

            i)          Children with Special Needs:

                        The Centre will accommodate children with Diverse Needs, provided the proper                            assessment procedure is followed and staff and conditions are available to                             accommodate the needs of that child.  However, children with chronic conditions                               that do not hinder their ability to participate in the Centre’s program will not be                                   denied care because of that condition.

            ii)         Behavioral Change at the Centre:

                        Once children have been admitted into the Centre, they are encouraged to become                a part of the regular program.  If a child’s behavior changes and they show signs                               of regression, delays in speech, aggression, or any other form of abnormal                                 behavior, the ECEs will approach the Director. The   Director will then observe the                         child and decide if this child needs more support and guidance.  The parent will be                    informed about any changes in his/her child’s behavior as well as the Directors                                  observations.

            iii)        Assistance Grants:

                        Ministry of Education has grant money available for children at the Centre who                             require additional support enrolled for more than 20 hours per month. If the Director                has observed a child and he/she decides the child could use additional support,                              individual grants can be set up with input from Speech and Language, Child and                             Youth and the parent of the child with the diverse needs.  These grants require the                   involvement of the Early Learning & Childcare Consultant. See the director for                             details regarding these grants.

iv)        Aggressive Children:

                        An aggressive child is defined as a child who compromises the safety of any                                  member of the Centre (this includes the child him/herself, other children or the                               ECEs) or a child who disrupts the Centre and compromises the ability of the ECEs             to provide a high quality program.  

                        The Centre’s Procedure for dealing with an aggressive child is as follows:

                        i)          Behaviors will be documented, and parents will be notified of the situation                              by the child’s primary caregiver and/or the Coordinator and/or the Director.

                        ii)         An individual plan will be implemented to improve the child’s behavior. This                              plan is to be first approved by the parent, the caregiver, the Coordinator or                            the Director, Speech and Language, Child and Youth and Community                                          Resources and Employment; and

                        iii)        After the plan is implemented, the child’s progress will be documented.

                                    The Board reserves the right to ask the parent to withdraw his/her child                                             from the Centre if the child does not improve significantly and to the                                        satisfaction of the Coordinator or the Director.  The parent will be given one                           month’s written notice of the Board’s decision.  

                        A parent who refuses to take part in this process may be asked to remove their                                child with a one month’s written notice.  

v)         Photo Consent:

            While in attendance at the Centre, children may have their photographs taken. For these            photographs to be displayed in the Centre, school and/or community, a Photo Consent       Form must be completed for each child by the parent.    

w)        Social Media:

            …is defined as any online community in which the exchange of information, opinions and       experiences occur to learn, entertain and socialize, such as social networks, blogs,

            platforms and chatrooms; which include but are not limited to examples such as Instagram,            Facebook, TicTok, Snapchat, Twitter and Pinterest. Furthermore, use of social media       refers to both approved business and personal social media accounts and platforms.

            Posting of photographic images or likeness’, names or other personal information of           specific children, families, staff or board members on personal or business social media        platforms is strictly prohibited and also regulated under federal legislation in the Canadian        Privacy Act of 1983.  Thus, action in contradiction of this policy will result in immediate             suspension and may result in dismissal and/or legal recourse. 

            Posts on personal social media platforms which may directly or indirectly negatively affect      children, families, business operations, staff, directors, or associates, such as defamatory,   offensive, abusive, derogatory, libelous, or discriminatory content is forbidden.

            Use of social media sites to discuss personal and confidential business matters which may jeopardize or alter the reputation of the business or put the business at a financial or            strategical disadvantage is strictly prohibited.

            Approved social media platforms should be monitored regularly for compliance of policy          and any outside posts in conflict of outlined policies should be immediately removed, with             explanation of how it is in violation of policy, keeping in mind we are here to inform, educate          and protect.

            Technology, Sensitive Information & Intellectual Property

            Personal technological devices are not permitted for use within the Centre during hours of      operation, unless it may be shown that it is being used for ELC business. Staff may have       their personal devices on their person while in the Centre to receive important calls or         messages but staff must excuse themselves from the Centre to do so, provided staff &            children ratios are maintained according to outlined policies, time taken to receive such         calls is considered as personal break time and thus will be deducted accordingly; abuse      of this policy may result in restriction on the             allowance of personal devices on one’s        person and/or suspension for repeated offence.

            Use of business computers or technological devices for personal use (i.e. emailing, social      media, online shopping, streaming etc.) is strictly prohibited, as it may result in security             breaches.

            Transfer of sensitive, personal, and confidential information must be transmitted along      secure networks as defined by information technology protocols.

            Intellectual property (i.e. trademarks, copyrights) may not be distributed or used for             anything other than business purposes, without written permission by the board of     directors.

             Passwords & Security

            Appropriate care must be taken to ensure that passwords are secured in a manner by          which others may not knowing or unknowingly obtain them and use this information ill to        obtain access to private and sensitive information.  Securities must be enforced to main         the integrity of the information and communications being circulated from within the                  business.  Precautions must also be taken to ensure only those in direct need of a given            password are provided it and that it is communicated in a manner which ensures the integrity of its security.  In the event of any security     breach the board of directors must    immediately be informed, to ensure every possible effort in further protecting sensitive             information.

          Disciplinary Consequences

            Discipline may include but is not limited to verbal/written warnings, restrictions,             suspensions, dismissal and/or legal recourse based on the severity of the offence,          re-offence, vulnerability, risk of identity loss, and risk of safety to the physical, emotional,       psychological and financial well-being of individuals and the business, unless otherwise          defined. 

            Appropriate Representation

            Mindfulness to ensure you are not also in violation of confidentiality, harassment     and      code of conduct policies by behaving in a responsible and respectful manner towards             colleagues, directors, children, families, board members, the ministry and    other business            relations on all social media platforms personally and professionally is in keeping with our             Centre’s standard of expectation for transparency and disclosure.

11.      Child Abuse and Neglect

a)         Suspected abuse or neglect by someone outside the Centre:

            i)          The Centre, like any other childcare facility, has the responsibility to ensure the                             protection of all children and is legally required to report any suspected cases of                               child abuse. Abuse is defined as any form of physical, emotional, sexual, or                          neglectful behaviors.

            ii)         The Centre will document and report any evidence indicating child abuse. This                            includes unusual forms of sexual behavior by the child, lack of cleanliness and                                    hygiene, lack of supervision by a parent or caregiver, unexplained physical bruising                        and violence, or severe treatment at home; and 

            iii)        If the ECEs feel a child needs protection, they will report any abuse to the director                    immediately.  The Director will then document the information from the ECE and                             look at or talk to the child for clarification.  Once this has been completed, the                                    Director will then call the Child Protection Intake Line (306) 778-8219 from the                                office.  If an ECE makes the call, she/he must notify the Director of the call made                                  immediately.  

 b)        Suspected abuse or neglect by an employee of the Centre:

            i)          Parents or caregivers will document and report any evidence indicating child                                abuse, as defined above.  They will report any abuse to the Director immediately.                    If the abuse is suspected at the hands of the Director, the parent or caregiver will                           report it to the Board immediately; and 

            ii)         In either case, the situation must be investigated further, and the child will be talked                 to for clarification. Once this has been completed, Child Protection Services are to                 be contacted by either an Early Learning Centre staff member, the board, or the                           parents.  

c)         Course of Action by the Board:

            In the case of suspected abuse or neglect by an employee of the Centre, the Board may     choose to implement one or more of the following precautions, depending upon the    circumstances:

            i)          Suspension with Pay; and or

            ii)         Suspension without Pay; and or

            iii)        Have employee work in different capacity in the Centre.

            Refer to Grievance Procedures Section for the proper procedure to resolve                           complaints / problems.

Val Marie Early Learning Centre

Policy Manual Sign Off

I, ________________________________________, declare that I have reviewed and fully understand the contents of the Val Marie Early Learning Centre Policy Manual.

Parent Signature ______________________________________   Date: ____________________

Director Signature: ____________________________________   Date: ____________________

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Welcome

June 23, 2023
Posted by vmelc76
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Age Categories

  • Infant: 6 weeks-18 months
  • Toddler: 19-30 months
  • Preschool: 31-72 months
  • School Age: 6 years +

Children move into a different age category the month of their birthday.

Val Marie Early Learning Centre Inc.

102 Centre St. Val Marie, SK S0N 2T0
Tel: 306-298-2066
Email: vmelc76@gmail.com

Hours of Operation: 7:45 am – 5:00 pm
Monday to Friday

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