Community Before & After School Child Care Program

REGISTER 2017-2018

Open Enrollment Begins August 1, 2017

Program Information:
CAP is a safe, structured, quality environment for elementary age children and their families in the Albany area. CAP is a private, non-profit organization that is governed by a Board of Directors. Additionally, CAP is a peanut, tree nut, and seafood free program accommodating children with severe food allergies. Staff is trained in proper methods of epi-pen administration and use. We are looking forward to meeting your child care needs and hope to provide a positive experience for children and their parents. The Oregon Office of Child Care (OCC) licenses the CAP program. This yearly certification process includes fire and sanitation inspections and on-site visits by OCC to ensure state guidelines are being met throughout the program. Staff qualifications and safety & child development training requirements are monitored through this same yearly certification process.

Staff & Program Activities:
Certified, competent and caring CAP staff are committed to providing quality care. Each site will offer a variety of age-appropriate activities that are enjoyable and stimulating for your child. Our sites offer homework assistance, reading centers, games, crafts, indoor/outdoor play and more. Please understand that CAP is not a tutoring program. We are continually seeking ways to improve our program and always welcome new ideas. CAP staff responsibilities do NOT include the transporting of any form or written communication to the CAP office. Parents are solely responsible for the delivery of all communication to the CAP office by way of scan/email, fax, mail or hand delivery.

Site Locations/Times:
CAP serves all fifteen (15) elementary schools in the Greater Albany Public School (GAPS) District at eight (8) site locations. We offer child care before school starting at 6:45am and after school until 6:00pm. CAP offers full-day care on school vacation days, in-service days, and winter, spring and summer breaks.

 

CAP SITE
SERVICE CHILDREN FROM
Clover Ridge
Clover Ridge
Timber Ridge
Timber Ridge and their Clover Ridge Siblings
Lafayette
Lafayette, Oak and Sunrise
Liberty
Liberty and Tangent
North Albany North Albany
Oak Grove Oak Grove and Fir Grove
Periwinkle Periwinkle, South Shore and Waverly
Takena Takena and Central

 

Program Fees:

Sliding Fee Scale and Program Rates 2017-2018

Registration and Fees:
All prior program balances must be paid in full before registration forms will be approved.  Registration for the 2017-2018 school year is completed online through EZChildTrack Parent Portal via the CAP website at www.cap.peak.org.  If you already have an existing EZChildTrack account, please log in and select CAP 2017-2018 Program to register.  A yearly registration of $45 per child or $75 per family must be paid at the time of registration.  The yearly registration fee ensures your child’s enrollment in the CAP program and is non-refundable.

EZ Child Track

Enter EZChildTrack

Admission/Withdrawal:
Once your child’s registration has been approved, CAP requires one (1) business day to process mandatory forms before your child may begin attendance with the CAP program.  Failure to provide necessary forms, i.e., food allergy, proof of income and medical authorization forms, will delay registration approval.  Parents must keep registration information up-to-date including any changes in address, phone numbers, email, place of employment, etc.

Written notification must be received by the CAP office if for any reason you wish to withdraw your child from the program.  Failure to notify the CAP office in writing will require continued monthly payments for the minimum 0-5 hour block. As a courtesy, we would appreciate understanding the reason for your child’s withdrawal from the CAP program.

Arrival and Departure:
Parents are required to accompany their child to and from the CAP site location as well as sign their child in/out each day.  Additionally, parents must inform CAP staff of their arrival and departure as teachers may need to communicate important information regarding program changes, behavioral concerns, etc.  A child will not be released to any person who is not authorized. Photo Identification will be required to ensure the safety of your child.

It is a State of Oregon Office of Child Care (OCC) requirement that parents accompany their child to and from the CAP site each day.  However, an allowance can be made for children to arrive and depart unattended by way of a signed Visual Release Agreement.  Failure to complete this mandatory waiver puts your child in noncompliance with Oregon Administrative Rule (OAR) 414-300-0050 and will result in dismissal from the CAP program.

Payment/Fees Policy:

Advance-Payment Program:  CAP operates under an advance-payment program and offers a sliding fee scale as well as a discount for enrolling more than one child.  Monthly charges are based on the estimated days/block of hours of program usage needed, the number of family members, and the gross family income.  Flat rate tuition is available for before school care only.  Billing statements are produced on the 5th of each month and are due and payable by the 15th of that same month.

Late/Non-Payment Fees: Failure to clear the current balance by the 25th of the month will result in terminated services until payment is received in full.  Recurrent late/non-payments will result in dismissal from the CAP program and are subject to a re-enrollment process and fee of $35 per child.  Re-enrollment may not be possible, however, if a spot is no longer available.  A $25 late fee will be assessed on payments not received by the due date—late fees also apply to partial payments.  There is a $25 fee on all non-sufficient funds payments.

Unpaid balances that exceed 30 days will be reported to collection services after which CAP will no longer be responsible for receiving payments.  All correspondence and inquiries must be directed to the collection agency and are no longer eligible for future program use.

Determining Monthly Estimated Hour Blocks:  It will be your responsibility to determine and select the predetermined hour block that best meets your monthly child care needs.  Your monthly bill is produced from the hour block you select.  When calculating hours, please keep in mind the one-hour minimum charge each time your child is signed in/out.  Please see “One-Hour Minimum Charges” in the Parent Handbook for more information.

Hour block changes can be made by contacting the CAP office before the 25th of the current month for next month’s billing cycle.  Changes requested after the 25th of the current month will not take effect until the following billing cycle.

Using Less or More Hours:  A month-end reconciliation of actual hours used will determine if your child(ren) used more or less hours than predetermined.  If an adjustment is necessary, your account will be billed or credited the difference on your next month’s invoice.

Using 0-5 Hours of Care:  A minimum of $35 will be billed each month to ensure your continued use of the program and to ensure that CAP has adequate staff coverage.

Forms of Payment: CAP accepts cash, check, debit cards and Visa or MasterCard payments.  Additionally, parents have the option to enroll in automatic monthly payments through the Parent Portal using their credit card or bank account.  A two (2) percent discount will be applied to automatic payments received on the scheduled payment due date.

In-Service and Vacation Days:
One or more program sites will operate during vacation and non-school days.  The hours for these days are 6:45 am to 6:00 pm. Your child will be required to bring a peanut, tree nut, and/or seafood free sack lunch. CAP will provide drinks and morning and afternoon snacks. All vacation and in-service days are enrolled for and prepaid separately through the EZChildTrack Parent Portal.  Notifications of upcoming non-school days will be included in billing statements one month in advance.  Space is limited and is filled on a first-come/first-served basis. Credits will not be given for absence or illness after the vacation day has past.  NOTE: State-assisted families will be billed for days registered but not attended.  See Sliding Fee Scale and Program Rates 2017-2018.

 

IMPORTANT REGISTRATION POLICIES

Please read and understand the following highlighted CAP policies.  You will be required to sign a statement of understanding of these highlighted policies as well as all CAP policies contained in the CAP Parent Handbook during the 2017-2018 Registration process through EZChildTrack

AGREEMENT TO PARTICIPATE/CAP PROGRAM EXPECTATIONS:  Parents/Guardians can expect that CAP and/or staff will care for their child(ren) in a safe, supportive environment, have a site staff available to voice concerns related to their child(ren) and/or program, and communicate significant misbehavior on the part of their child(ren) and work in conjunction with staff to improve the situation.

CAP expects parents/guardians to encourage their child(ren) to follow the rules, notify site staff when there is a concern regarding their child(ren) or the program, show respect for all teacher and office staff, demonstrate polite, courteous and respectful communication to all teacher and office staff, keep their child(ren)’s records current, pick-up their child(ren) by the program’s closing time, inform CAP if attendance will change at any time, pay program fees on time, and work with staff to make improvements in their child(ren)’s behavior if needed.  Parents/guardians agree to understand all of CAP’s policies contained in the Parent Handbook.

Children can expect that CAP and/or staff will provide a safe, supportive and consistent environment, offer nurturing care and be actively involved with them, treat them with respect, offer choices of fun, enriching recreational and educational activities, implement discipline that is fair and non-punitive and make program equipment, material and facilities available on an equal basis.

CAP expects children to show respect for all teacher staff and program rules.  Each child is expected to:

  • Participate appropriately in planned activities,
  • Cooperate with transitions in activities and locations,
  • Properly care for materials and equipment and return them to their place when finished,
  • Clean up after his or herself,
  • Remain with the CAP group and CAP staff at all times,
  • Be courteous and play cooperatively with other children
  • Demonstrate appropriate and acceptable behavior (i.e., no hitting, punching, kicking, biting, slapping, pinching and/or spitting, etc.),
  • Keep hands and feet to self,
  • Respect the rights and property of others,
  • Walk in school buildings,
  • Communicate with CAP staff when issues or concerns arise,
  • Use appropriate language (i.e., no profanity or obscene and abusive language/gestures),
  • Participate in a manner that is safe and does not pose an unsafe situation for themselves, other children or staff including dangerous behavior and/or rough and tumble play which could cause harm, and
  • Be responsible for their actions

Children who demonstrate a pattern of disrespect to teacher staff and program rules will be subject to CAP’s Disciplinary Policy and potential dismissal from the CAP program.

DISCIPLINARY POLICY:  The CAP Disciplinary Policy is one that emphasizes both fairness and the development of a courteous, polite and responsible child.  The philosophy behind CAP’s Discipline Policy is that each child is responsible for him or herself. Setting limits, giving choices, providing natural and logical consequences, positive redirection, encouragement and time-outs are used to foster CAP’s discipline philosophy.  CAP staff members strive to help children learn life skills, build a sense of personal responsibility, and develop appropriate resolutions for conflicts. CAP wants participants to look forward to attending CAP, but understands no one is perfect and that children will have breakdowns in the areas of responsibilities and behavior.  It is CAP’s goal to have a Disciplinary Policy that is both fair and firm when these situations arise.

Concerns arise when a child demonstrates a pattern of irresponsibility or misbehavior.  When this occurs, consequences are invoked.  These consequences will be reasonable, as well as valuable in teaching children important life lessons.  CAP firmly believes that no child has the right to deprive other children of their opportunity to learn and participate in the program.   When staff members have to constantly stop to correct children who are misbehaving, all children in the program are negatively impacted.  We expect all children to treat others with respect. 

CAP strives to keep an open line of communication with parents/guardians. If a child demonstrates a breakdown in his or her behavior, CAP staff will talk with parents/guardians, verbally communicate the issue and seek parent/guardian input in devising solutions to the problem.  If the misbehavior continues, a written notification will be given to the parents/guardians.  The notification is for informational purposes and is to keep parents/guardians aware of their child’s behavior and actions. The notification must be signed by a parent/guardian.  The issuance of a notification is not intended as a punitive measure.  Parents/guardians will be notified in writing of any subsequent behavioral incidents.

A minimum one-day suspension will result from serious misconduct including, but not limited to, property damage, inappropriate language and/or conduct (i.e., any behavior that is inappropriate with regards to the physical body either in drawings, discussion, or gestures), or physical harm (i.e., hitting with hand or instrument, kicking, biting, slapping, pinching and spitting) to children and/or staff.  A second serious misconduct behavior will result in a suspension from the CAP program for a period of two (2) weeks.  When a pattern of irresponsibility or misbehavior continues to present itself, removal from the program will be necessary.  The Executive Director reserves the right to dismiss a child at any time if (1) the child exhibits disruptive or inappropriate behavior that interferes with the quality and/or success of the program, (2) if the safety and welfare of the child, staff and/or other CAP children is at risk, and (3) if other children are deprived of their opportunity to learn and participate in the program and/or are unusually and negatively impacted.  Once a child has been dismissed from the CAP program, a review process for future program use (i.e., summer/school year) will be required.

FOOD ALLERGY POLICY:  CAP has established guidelines to accommodate children with both mild to severe food and milk allergies.  A severe allergy is defined as an allergy that would pose a life threatening danger without immediate medical assistance.  All staff exercise reasonable care to ensure that no child is exposed to an allergen for which a child’s parents/guardians have provided notice.  Due to rising food allergies specifically related to nuts, CAP has become a peanut, tree nut, and seafood free program.  It is imperative to remember that products containing any nuts or peanut products are not permitted in the CAP space.  For some children with severe food allergies or nutritional requirements, it may be necessary for parents to provide their child’s snack while attending the CAP program.  Both CAP and the USDA have mandatory forms required for children with all types of food and milk allergies.  Please see the Food Allergies page on our CAP website for all required forms for your child’s particular food allergy needs.  Applicable forms must be completed, signed, and returned to the CAP office prior to registration approval.

PEANUT, TREE NUT, AND SEAFOOD FREE PROGRAM FOOD POLICY:  “CAP is a peanut, tree nut, and seafood free program which exercises reasonable care to ensure that no child is exposed to those allergens.  CAP cannot, however, provide a guarantee that sites are allergen free due to the usage of, and control exercised over, those sites by the schools at which they are located.”  We recognize that food allergies can cause serious, life-threatening conditions for some children.  To keep all our children safe, the Community After School Program will aim to eliminate those foods that have been determined to cause serious allergic reactions in children.  We appreciate your support in providing a safe environment for children in our program.  No food items containing peanuts, tree nuts or seafood will be allowed in the program including products manufactured in a plant that processes peanuts.  Due to continual changes in manufacturer packaging, no homemade or purchased snacks are permitted for birthdays or other celebrations.

PRESCRIPTION MEDICATION POLICY: When children attending CAP require prescription medications, written instructions and signature of a parent/guardian must be on file. A Medication Authorization Form must be completed for each medication given. All medications must be stored in their original prescription containers. The label qualifies as authorization to give the medication.  Staff members will keep all medication in a specified locked container. Medications will not be administered if the expiration date has passed. All medications must be clearly marked with the (1) child’s name, (2) physician’s name, address and phone number, (3) name and strength of medication and (4) directions, time and method of administration.  Please see the CAP office for this required form.  All Medication Authorization Forms must be completed, signed, and returned to the CAP office prior to registration approval.

SPECIAL NEEDS, IEP’S & 504 PLANS POLICY:  The Community After School Program is a non-profit organization and is not affiliated with the Greater Albany Public School District.  CAP does not have access to Individualized Education Plans (IEP’s), 504 Plans, and the like.  The decision to accept a child with special care needs shall be made on an individual basis.  After the child’s specific needs have been assessed, using information provided from parents, a determination is made regarding the Program’s ability to meet those needs.  CAP makes every reasonable accommodation to encourage full and active participation of all children in our program based on his/her individual capabilities and needs.

As parents, you know your child best.  Sharing key information about your child will assist CAP staff to make a positive connection and better manage your child’s care.  If appropriate, please take a moment to communicate any information about your child that would be beneficial to CAP staff, as well as other conditions affecting behavior (i.e., stress, anxiety, depression, family matters, etc.).  CAP relies on parents to provide their child with the best care experience possible.

IMPORTANT REGISTRATION FORM INFORMATION

PARENT PIN CHECK-IN/CHECK-OUT:  A PIN # is mandatory and will be used to sign your child in and out of CAP each day through the site iPad.  On the registration form you will be asked to please select a PIN # for yourself and for all individuals who will be dropping off or picking up your child—ideas include the last 4 digits of your cell phone or driver's license number, house number, or one of your own!  As soon as possible, please set up your emergency/authorized contacts with a PIN # of their choosing and notify the CAP office as soon as possible with this information.    If for any reason you wish to change your PIN #, you can always call the CAP office at any time.

DHS BILLING POLICY:  Under DHS status, CAP requires ONE of the following documents before providing child care:  1) DHS Child Care Provider letter, or 2) approved status DHS Billing Form.

Copay:  A copay is the family’s required share of the cost for child care.  All copays must be paid directly to the CAP office and are due and payable on the 1st of each month.  Any unpaid copay will be reported to the Direct Pay Unit which could result in terminated services until copay is received.  CAP is not responsible for copayments.  If you have any questions, please contact your caseworker.  NOTE: If the amount billed to DHS is less than the copay, payment will be denied and will be the parent’s responsibility to pay the billed amount.  Any balance not covered by DHS is due on the 1st of the following month.

DHS Billing Forms:  A DHS Billing Form is sent to CAP each month.  This form requires signatures from both the child care provider AND parent.  Upon receipt, CAP will sign and forward the DHS Billing Form to the parent via the United States Postal Service.  It will be the parent’s responsibility to sign, date, and return the completed form to the Direct Pay Unit.  Failure to do so could result in loss of child care services.  Parents are responsible to notify the CAP office immediately of any changes in address or DHS status.

Billing Non-School/Vacation Days:  Non-school and vacation days are scheduled only at the request of parents.  Once care has been requested, CAP will bill DHS for the selected child care days regardless of a child’s absence.  Please note that DHS will not pay for more than five (5) consecutive scheduled non-school day absences.  Parents will be responsible for the remainder of the bill and any copay that may accrue.

A DHS Billing Policy Agreement must be completed, signed, and returned to the CAP office prior to registration approval.

SCHOLARSHIPS:  Scholarship money is available for working parents/guardians that demonstrate a financial need. Scholarships will be provided based on family need, household income, and in some cases principal and/or counselor recommendation.  Applicants need to complete all pages of the Scholarship Application Form Packet.  All questions on the application must be addressed as well as all required information provided before CAP will review the application.  Please allow two (2) weeks for processing.

VISUAL RELEASE:  It is a State of Oregon Office of Child Care (OCC) requirement that parents accompany their child to and from the CAP site each day.  However, an allowance can be made for children to arrive and depart unattended by way of a signed Visual Release Agreement. Failure to complete this mandatory waiver puts a child in noncompliance with Oregon Administrative Rule (OAR) 414-300-0050.  A noncompliance first offense is subject to a $25 penalty fee.  A second reported offense will result in dismissal from the CAP program.  The safety of your child is of highest priority. CAP staff cannot be responsible for transporting this form to the CAP office.  It is the parent’s responsibility to scan/email, fax, mail, or hand deliver a Visual Release Agreement to the CAP office.

 

“The USDA, the State of Oregon and the Greater Albany Public School District are equal opportunity providers and prohibit discrimination in all USDA programs and activities on the basis of race, color, national origin, sex, religion, age or disability."

“CAP is a peanut, tree nut, and seafood free program.”

 

Thank you for choosing CAP to meet your child care needs!


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