Kingston Day Care Incorporated

Transcription

1 Kingston Day Care Incorporated Programs You Can Trust To Help Children Learn and Succeed in Their Early Years Norwest Road Kingston, Ontario K7P 2N3 St. Martha Child Care Centre Parent Information Package 2013

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3 St. Martha Child Care Centre 455 St. Martha Street Kingston, Ontario Welcome to Kingston Day Care, St. Martha Child Care Centre. The centre provides quality care for children from infancy through 12 years of age. These children come from diverse ethnic backgrounds, representing families of assorted creeds and varying socio-economic status in our community. This package is designed to provide you, the parent, with some general information about the centre. It also includes information about the daily operation, requirements for paying fees and polices regarding holidays, behaviour management, health and nutrition, illness as well as the administration of mediations regulatory amendments require that child care operators develop and expand anaphylaxis policies. Please reference the anaphylaxis policy included with this parent information package. Anaphylaxis is a severe allergic reaction that can be caused by food, insect stings, medications, latex or other substances. While anaphylaxis can lead to death if untreated, anaphylactic reactions and fatalities can be avoided. Our centre s anaphylaxis plan is designed to ensure that children at risk are identified and that strategies are in place to minimize the potential for accidental exposure and ensure that staff are trained to respond in an emergency situation. We feel the best way to reduce the risk of accidental exposure to these children is to ask for the cooperation of the parents/guardians within our centre. Please avoid sending peanut butter or products with peanut or nuts listed in the ingredients. We ask that children do not bring food with them to the centre. We ask that you advise the On Site ECE or the Supervisor in advance of sending in food to celebrate a child s birthday or other special occasion. We strive to reduce the risk for food allergies, creating an allergy-safe environment. It is unrealistic, however, to expect an allergen-free environment. Please review our anaphylaxis policy which assists us to provide an allergy-safe environment. In accordance with the Ontario Regulation 243/07 under the Safe Drinking Water Act, 2002, Kingston Day Care is in compliance with the Ministry of Environment s requirements for flushing frequencies and the sampling and testing for lead, which is carried out between May and Oct. 31. St. Martha Child Care Centre, Rideau Child Care Centre, Trillium Child Care Centre and Collins Bay Child Care Centre are subject to these requirements. If after reading this information package you should have any questions, concerns or general comments that you would like to share with us, we urge you to do so. Your input is important to us and will only further enhance what we believe is an excellent child care program. We have a complaints policy, which is posted on the parent bulletin board. St. Martha Child Care Centre 1 Parent Information Package

4 Programming Kingston Day Care strongly acknowledges the importance of offering structured early learning opportunities that support and enhance the child s school readiness. School readiness refers to a child s ability to cope with the challenges associated with the entry to formal schooling, and in turn, benefit from academic and social opportunities that school can provide. The domains of School Readiness are physical health and well being, social knowledge and competence, emotional health, language and cognitive development, communication and general knowledge. The ability to measure the level of excellence in our preschool programs will involve the use of the Preschool/Kindergarten Program Development Instrument (PKDI). We support the believe that the benefits of peer related experiences are essential for positive growth and development and we strive to be progressive in reviewing and modifying our educational and programming strategies to best meet the needs of all children at our centre. It is our responsibility to ensure that the service we provide reflects developmentally appropriate activities, thereby enhancing the total development of each child. Kingston Day Care s Early Learning Program supports the Early Learning for Every Child Today government framework for Ontario Early Childhood Settings, featuring a strong focus on phonics, early literacy, co-operative learning and the development of each child s overall independence. Where possible we will seek to have positive interactions with the seniors in our community. The Trillium Child Care Centre is located in a senior citizens residence (Trillium Centre) and the Rideau Child Care Centre is within walking distance to Fairfield Manor. Our child care program from time to time will involve inter programming with the seniors. We view this inter programming as a positive opportunity for the children and the seniors. General Information The centre is licensed by the Ministry of Education (MEDU), and our licence is posted by the entrance. Our program operates 52 weeks per year. Our hours of operation are 7:00 a.m - 5:30 p.m. Our Vision Statement We are in the business of encouraging people. We offer a caring and nurturing environment where all participants learn and grow to reach their full human potential. We work co-operatively and enthusiastically in an atmosphere of trust, confidence and mutual respect. We realize this objective by: Helping children discover and share the wonder of life by providing a nurturing environment where all can play, explore and be. Providing educational opportunities, training and an extended range of workshops for teachers and parents. Planning meetings with parents to share information in order to establish goals as the need arises. Providing a child care program in a multicultural setting where positive role modeling enables the child to learn and appreciate the differences possessed by all human beings irrespective of cultural, social and economic backgrounds or various levels of ability. Providing developmentally appropriate programming, thereby facilitating physical, emotional, social and intellectual development. St. Martha Child Care Centre 2 Parent Information Package

5 Mission Statement Our mission statement is the purpose of our existence and it is important that all staff develops an understanding of the statement and incorporate these principles into the day to day operations of the Centre. We help children discover and share the wonder of life by providing a nurturing environment where all can play, explore and be. Our belief in the mission and vision statements is demonstrated in our performance. Performance interviews measure our ability to work cohesively with the mission statement, thereby providing a service of excellence. The following policies assist us in the achievement of providing good quality care. Hours of Care A full day of care equals nine (9) hours. This includes one half hour for dropping off and picking up your child. If your child care needs exceed a nine-hour workday, you need to discuss this in advance with the general manager. In addition, if you wish to change the days your child attends day care, request a site change or place an additional child on our wait list, you must speak with the supervisor. As a parent or guardian in our program, your eligible hours of care are determined by your hours of employment or, if you are a student, the hours you attend an educational facility. Your hours of care are established at the time you enrol your child. For example, if your hours of employment are 9:00 a.m. to 5:00 p.m., your hours of care are 8:30 a.m. to 5:30 p.m. This reflects an eight (8)-hour workday, a half hour to travel from the centre to work and a half hour to travel from work to the centre. We ask that you adhere to this policy because staffing is planned around the hours agreed upon. If your needs for child care are not within the hours of operation (i.e care before 7:00 or after 5:30) please bring this to our attention. Fees Fees are established at the time of enrolment. The City of Kingston, United County of Leeds and Grenville and Prince Edward-Lennox and Addington offer child care subsidies for parents. Daily fees are based on your hours of care, as agreed to at the time your application for day care is received. (See Hours of Care above.) An extra fee may be charged for any portion of an hour your child is accommodated that exceeds the hours of care agreed to. (For example, if your hours of care are nine, divide your daily rate by 9: $37.00 divided by 9 = $4.12) Fees are payable monthly and are due at the first of the month for that month s day care. Failure to comply with the Fee Policy will result in a First Notice for Overdue Fees and finally a Second and Final Notice for Overdue Fees which will place your childcare space at risk of cancellation. If your child s first day falls on a statutory holiday, this fee is payable. When we receive your payment, we credit your account. All accounts must be clear at the end of each month. All fees must be paid by cheque; cash cannot be accepted. Post-dated cheques are accepted as long as fees are paid before care is provided. If your child s surname differs from yours, or if you are paying by money order, please note your child s name on the face of the cheque. NSF cheques will not be tolerated and will be subject to bank charges. If we receive an NSF cheque, we require that future payments be made in the form of certified cheque or money order. Delinquent payments will also not be tolerated and may result in the immediate termination of your child s child care space. Kingston Day Care reserves the right to obtain the services of a collection agency in order to pursue outstanding accounts. Tax receipts are prepared by February 28 for fees received during the previous calendar year. If you relocate, please provide a forwarding address. St. Martha Child Care Centre 3 Parent Information Package

6 City of Kingston, Community and Family Services Child Care Programs Fee subsidy information can be found in the City s Policies and Procedures Manual for Fee Subsidy Funding of Licensed Child Care Programs booklet; this document will be provided by the site supervisor to clients receiving subsidized child care. If you do not receive this information it is your responsibility to request it. Employer Child Care Support Plan Attendance Form If you require these forms to be completed they must be submitted before Jan. 20, after this date this service will no longer be provided. A service fee of $10 is due at the time this request is made and is payable to the Centre, this payment must be separate of child care fees. Pre-Registration Fees If your child (18 months to preschool) will not be starting care immediately, one week s fee is due to secure the space. (confirmation of space) The balance is due when your child starts care. If your child does not attend, the registration fee is not refundable. Care will not be provided in lieu if space is forfeited. Infant Program: (birth to 18 months) Two weeks fees are due upon confirmation of space. This fee will serve as the first two weeks fees following the confirmed start date and is non-refundable. In the event that the space ends up being declined by the client, child care for a 2 week period will not be provided in lieu. School Age Programs: Pre registration fees for all Before and After school programs are non-refundable. *Important Note: Clients accessing St. Martha Child Care Centre must not assume that they will automatically have a space in the Before and After School Program when required. If your child requires Before and After School care, please ensure well in advance that your child s name is on Kingston Day Care s Wait List for Before and After School care. September 2012, Kingston Day Care will be providing an Extended-Day Program for four (4) and five (5) year olds enrolled in the Full Day Early Learning-Kindergarten Program at St. Martha School. The program provided is consistent with the Ministry of Education Extended-Day program guide and will complement the regular school day, with children engaging in play-based educational activities. The program offers a mix of exploration, guided and independent activities, quiet times and outdoor play. Notice to Withdraw Families are asked to provide at least three (3) weeks notice to withdraw their child from KDC; in lieu of notice, payment for three (3) weeks of service will be required. A withdrawal from the program does not guarantee that space will be available if you wish to re-enter the program. Termination of Service KDC reserves the right to terminate its services to a family under the following circumstances: Child s documented disruptive behaviour and/or other needs that cannot be met by KDC Violation of the late fee policy or non-payment of fees Other attendant circumstances, to be determined by KDC on a case-by-case basis. Intervention Strategy and Termination Policy KDC is committed to delivering high quality care to children and their families, and all efforts will be made to accommodate a child s needs. There may be times when a child s needs cannot be met within the context of the child care centre, and as such KDC reserves the right to terminate services. KDC s intervention strategy and termination policy are as follows: The General Manager, program staff and parent(s) will meet to develop recording and monitoring strategies. Behaviour will be documented over a period of time by the program staff, with staff and parent(s) communicating regularly regarding the child s behaviour. All efforts will be made to accommodate the child s needs. During this time, parent(s) will be asked to provide staff with pertinent information that may help KDC support the child s development. Upon completion of the monitoring period, the General Manager and Executive Director will review the child s progress, and a meeting will be arranged to discuss those findings with the parent(s). If the Executive Director determines that despite all efforts a child s needs cannot be met within the child care centre s adult-to-child staff ratio, a meeting with the parent(s), General Manager and Executive Director will be held to address termination of service. If the Executive Director determines that it is in the best interest of the child that she/he be withdrawn from KDC, termination of services will be effective two (2) weeks from the date of the scheduled meeting. St. Martha Child Care Centre 4 Parent Information Package

7 2013 Fee Schedule for Kingston Day Care East Kingston: St. Martha Child Care Centre West Kingston: Collins Bay Child Care Centre Trillium Child Care Centre Full Time Part Time (6 hours or more) (less than 6 hours is up to 12:30pm or 11:30 pm on.) Full Time and Part Time care includes lunch FULL TIME PART TIME PROGRAM RATE PROGRAM RATE INFANT $ INFANT Not available (birth-18 months) TODDLER $ TODDLER $ (15 months-2.5 yrs) PRESCHOOL (2 yrs-school age) $ PRESCHOOL $ Site and Cost: St. Martha School Age Programs: Collins Bay Before School $ 9.00 Before School $10.00 After School $11.50 (2:30-5:30) After School $10.00 (3:30-5:30) Before and After$20.50 Before and After $20.00 All School Age Programs include a nutritional snack Kingston Day Care s curriculum for a high-quality program has been further enhanced with the introduction of an even stronger focus on developmental programming and child development that considers each child s strengths and needs. Our responsibility is to ensure that the service we provide reflects developmentally appropriate activities, thereby enhancing the total development of each child. If your child is in a program where his or her birth date exceeds the program age group range rest assured your child s developmental needs will be addressed. Children will chronologically move to the next age grouping however there may not be a space for your child in the next program group. This does not mean that your child care costs will be adjusted to match your child s chronological age as opposed to the program group they are enrolled in. Please note: All original immunizations records are to be photocopied and provided to the child care centre before the child begins. Once a child s first day is confirmed, payment is due immediately and will continue to be charged, it is therefore important to provide a copy of the original immunization record as soon as it is requested by the child care centre. St. Martha Child Care Centre 5 Parent Information Package

8 PAYMENT OF LATE FEES: An extra fee may be requested for pick up and departures after the Centre has closed. This late fee is to be paid directly to a teacher and is payable immediately upon arrival. Late payment fees are established as follows: Up to 15 minutes $15.00 Over 15 minutes but less than 30 minutes $20.00 Over 30 minutes $25.00 Excessive Lateness When a child has not been picked up from the child care centre a half hour or more past closing time, with no phone call being made to advise Kingston Day Care staff of the circumstances involved and none of the identified Persons Approved for Pick-up reachable or available to come and get the child, there will be no other option left for Kingston Day Care but to contact the Children s Aid Society of the City of Kingston and County of Frontenac. A notice will be placed at the entrance of the child care centre, with written instruction on how to contact the Children s Aid Society for further direction. Public Holidays The centre recognizes the following public holidays and will be closed on these days: New Year s Day Good Friday Easter Monday Victoria Day Canada Day Civic Holiday Labour Day Thanksgiving Christmas Day Boxing Day Family Day Full fees are required for each statutory holiday, the Civic Holiday and Easter Monday. (This policy applies to occasional, full-time and part-time programs.) Planned Holidays In order to maintain your day care space, you must continue to pay for the space when planning holiday time. We also ask to be notified by December 1 of holidays over the Christmas season and by June 1 of holidays over the summer. Before and After School Program Full day care required during Christmas and March Break must be confirmed in advance. If your child does not attend during these holiday periods, there is no charge because the Before and After School Program does not operate during Christmas and March Break. A day is defined as either half-day attendance or full-day attendance. If additional care is requested for occasions such as a PA day, March Break, etc., fees are payable whether or not your child attends because staffing has been planned in regard to Request for Care. Dropping Off and Picking Up Children When you arrive to pick up or drop off your child please be aware of where you may leave your vehicle. Vehicles must not be driven onto the school playground at any time. Please utilize designated areas for doing so. You must escort your child and leave him or her in the care of an employee. If you drop off or pick up your child at the playground, keep the playground gate closed and latched at all times. Our drop-off area is the children s playground at the back of St. Martha Catholic School, where there are two entrances. If you anticipate staying at the centre for any length of time, please find appropriate parking in our parking lot. Please ensure that you and your child depart the building before it closes so staff may secure the premises at the end of their shift. St. Martha Child Care Centre 6 Parent Information Package

9 Emergency Closure Announcements In the event of a public emergency, such as an ice storm, clients are requested to listen to local radio station announcements and call their child care centre site for an up to date voice message regarding the announced closure or delay in opening. Lockdown A lockdown is an emergency situation which prevents the safe evacuation of a school building and requires steps to isolate students and staff from danger by requiring everyone to remain inside the building. In all lockdowns, staff will establish communication with police, alert the Board Office and provide a crisis report as soon as possible. An internal lockdown procedure (an emergency situation where the danger is in the school) and an external lockdown procedure (an emergency situation where the danger exists immediately outside the school) are in place at St. Martha Catholic School and the child care centre follows these set procedures. Two (2) lockdown practices are held each year. After-School Program When you pick up your child(ren) from the after school care program, please do not drive up to the school building. The children use this area for their play yard, and we wish to ensure that it is a safe environment for them. You must use the area designated for school parking. Transportation You are responsible for making arrangements for your child s travel between his or her school and the After School Program. Such arrangements may be requested in writing and must specifically outline who is responsible for the safe conduct of your child between school and the After School Program. Copies of these arrangements will be kept in your child s file for administrative use as well as at the centre. Clothing Clothing should be appropriate for the planned physical activities, the season and anticipated weather conditions. Children should have sufficient changes of clothing, especially during times of toilet training. Diapers, creams, Vaseline, etc. shall be supplied by the parent(s). Parents are responsible for dressing and undressing their child/children when arriving and leaving the Centre. If children borrow clothes from the child care centre please ensure that the clothes are returned and clean. We do not encourage bringing toys from home. They tend to get misplaced, and this makes for a sad departure for the child. St. Martha Child Care Centre 7 Parent Information Package

10 Release of Children We request that all parents and guardians sign their children in and out of care. This procedure ensures that there is a clear understanding as to the supervision of children at any given time. It is essential for the protection of children that any child enrolled in a child care program be released only to those persons authorized by the parent(s) or guardian. Picture identification may be required of individuals picking up a child in care with Kingston Day Care. Authorization to release a child to individuals other than the parent(s) or guardian must be given either in writing or confirmed by telephone with the staff member. If this procedure is not followed, the child shall remain with the staff member until such time as a parent or otherwise authorized person is contacted. If you have sole custody of your child, you must provide a copy of the custody papers. (They may describe how the court defines the release of your child) These papers shall be kept in the child s file. The parent(s) or guardian must keep us informed of any changes in the enrolment information provided legal custody arrangements, address, business phone number for parent(s), authorization for pickup, emergency phone numbers, etc. Alcohol Consumption and/or Substance Abuse Should you or an authorized person arrive at the centre to pick up your child while you or the authorized person is under the influence of alcohol or any other drug that has apparently affected your judgment, in the opinion of the staff member, the interest of your child(ren) will be of primary consideration. If you or the authorized person is driving, the staff member shall assist you or the authorized person to find an alternate means of transportation. In the case of a dispute, the caregiver will contact the local police to discharge any legal obligation the staff member may have under the law. The Children s Aid Society (CAS) may also be contacted as per our obligation under the Child and Family Services Act (CFSA). Protection of Children Suspected Abuse The local CAS must be notified of all suspected abuse cases, as required by the CFSA, Section 72. Persons failing to report suspicion of child abuse are subject to legal action and a fine. Serious Occurrences If a serious occurrence is determined, appropriate reporting procedures have been established to ensure that the service provider (Kingston Day Care) and MCYS are made aware of the occurrence and in agreement as to any appropriate follow-up. Effective November 1, 2011 the posting of a Serious Occurrence Notification Form has been implemented. We recognize that parents benefit from information about the incidents that occur in licensed child care programs, the immediate actions taken to respond to incidents, and any long term actions that must be taken to minimize the reoccurrence of incidents. Serious Occurrence Notification Forms will be posted by our Licensing Inspection Summary and Annual License to Operate a Day Nursery. A copy of the Serious Occurrence Notification Form and Serious Occurrence Notification Guidelines are included in this booklet. St. Martha Child Care Centre 8 Parent Information Package

11 September 2011 SERIOUS OCCURRENCE REPORTING PROCEDURES CHILD CARE PURPOSE Service Providers delivering services that are funded or licensed by the Ministry of Children and Youth Services are responsible for delivering services which promote the health, safety and welfare of the children being served. This responsibility in turn requires the Service Provider to be accountable to the Ministry, specific to demonstrating that their service delivery is consistent with relevant legislation, regulations and/or Ministry policy. The Day Nurseries Act requires that: S.35 (a) there are written policies and procedures with respect to serious occurrences in each day nursery operated by the operator and in each location where private home day care is provided by the operator, and S.35 (b)'a Program Advisor' is notified of any serious occurrence in any day nursery operated by the operator or any location where private home day care is provided by the operator within twenty-four hours of its happening." DEFINITIONS Within the parameters of the following definitions, the service provider is responsible for determining whether an incident is deemed to be a serious occurrence as defined by these procedures and whether, therefore it must be reported to the Ministry. The following Serious Occurrences will be reported to the Ministry: 1. Any death of a child which occurs while participating in a service. 2.Any serious injury to a child which occurs while participating in a service (e.g. requires treatment by a medical practitioner, including a nurse or dentist). This includes: An injury caused by the Service Provider. A serious accidental injury received while in attendance at a Service Provider setting, and/or receiving service from the Service Provider. An injury to a child which is non-accidental, including self-inflicted, or unexplained. 3. Any alleged abuse* or mistreatment of a child which occurs while participating in a service. This includes all allegations of the abuse or mistreatment of a child. 4. Any situation where a child is missing. 5. Any disaster on the premises where a service is provided that interferes with daily routines, that is considered by the Service Provider to be of a serious nature (e.g. fire, flood, power outage, gas leak, infectious disease where the public health unit is involved, lockdown etc.). 6. Any complaint concerning the operational, physical or safety standards of the service, that is considered by the Service Provider to be of a serious nature, including any report of adverse water quality or a lead exceedance report for a flushed water sample. St. Martha Child Care Centre 9 Parent Information Package

12 7. Any complaint made by or about a child, or any other serious occurrence concerning a child, that is considered by the Service Provider to be of a serious nature. 8. Any use of physical restraint of a resident in a residence licensed as a children's residence under the Child and Family Services Act or in a residential program funded under the Developmental Services Act that provides group living supports to adults with developmental disabilities. The use of physical restraints is not permitted in programs under the Day Nurseries Act. *With regard to children, see CFSA Sections 37 and 72, with respect to a child in need of protection and the duty to report. PROCEDURES A. Serious Occurrence Response Immediate Actions by Service Provider Actions to be taken if a serious occurrence has occurred or is suspected include the following: 1. The child will be provided with immediate medical attention when warranted. 2. Appropriate steps will be taken to address any continuing risks to the child s and/or other children s health or safety. 3. If there is reason to suspect that a child has been abused and/or is in need of protection, the Supervisor/Director or designated person will ensure immediate contact with the Children s Aid Society, and/or police. It is the person who has reasonable grounds to suspect that a child is or may be in need of protection, who is legally obligated to make a report to the CAS. 4. In all cases involving death, regardless of the location or circumstances, the local Coroner is notified immediately. 5. The staff or any other person witnessing or having knowledge of the occurrence shall report the matter to the Supervisor/Director or the person designated by the Supervisor/Director to conduct a serious occurrence inquiry. 6. The Supervisor/Director or designated person shall immediately begin a serious occurrence inquiry, in accordance with the following steps. The purpose of the inquiry is to gather information regarding actual or alleged occurrence(s). 7.The inquiry information gathered by the designated person will form the basis of the later Serious Occurrence Initial Notification Report (IN) and the Inquiry Report (IR), and therefore should include as many of the following details as possible at this time: Description of the occurrence Person s allegation (if applicable ) Date, time, place where it occurred Time occurrence was reported Reason for the occurrence (if known) People involved Action taken Current status Parties notified (president, police, CAS, Coroner, parents/others as appropriate) Further action recommended - Specific to the immediate situation; and/or - Related to potential underlying factor (e.g. review of particular internal policy/procedure, review of program, staff training need, modification of physical plant etc.) St. Martha Child Care Centre 10 Parent Information Package

13 B.Enhanced Serious Occurrence Reporting Process Within 3 Hours Enhanced Serious Occurrence Reporting procedures (Appendix A) will be followed when; 1. Emergency services (i.e. police, fire and/or ambulance) are used in response to a significant incident involving a child and the incident is likely to result in significant public or media attention OR 2. An incident is likely to result in significant public or media attention. Note:For additional information/clarification, please refer to the Ministry s Enhanced Serious Occurrence Identification Tool. C. Normal Serious Occurrence Reporting Process Within 24 Hours When a serious occurrence is deemed to have taken place, the Service Provider shall ensure that: The parent or guardian of the child is informed immediately, unless the person to be notified is alleged to have abused the child. Within 24 hours inform the Ministry s regional office by completing and faxing the Serious Occurrence Reporting Form, Part 1 Initial Notification to or by calling , if there is no fax available. The Serious Occurrence Reporting Form, Part 1 Initial Notification Report (IN) and Part 2 Inquiry Report (IR) (see section E below) can be faxed at the same time if completed within 24 hours of the occurrence and all necessary action has been taken and documented. D.Serious Occurrence Notification Form Within 24 Hours Within 24 hours complete a Serious Occurrence Notification Form and post it near the child care license to communicate information to parents about the serious occurrence. The exception is in the case of allegations of abuse or unverified complaints, which are to be posted at the completion of follow up/investigation.* 2.Update the Serious Occurrence Notification Form as additional actions or investigations are completed. This form will be posted for a minimum of 10 business days. If the form is updated with additional information, it will remain posted for 10 days from the date of the last update.* *Note: Refer to Serious Occurrence Notification Form Guidelines in Appendix B attached. E.Serious Occurrence Reporting Process Within Seven (7) Business Days: 1.After the initial notification to the Ministry, the written Serious Occurrence Reporting Form, Part 2, Inquiry Report (IR), must be submitted to the Ministry within seven (7) business days. The report is to be submitted within seven days even if the information is incomplete and/or actions have yet to be completed. In such cases the report will indicate that a supplementary follow-up report will be forwarded to the Ministry and include the timeline for its submission. The report should be faxed to the Ministry at The report will identify any children involved by their first name and the first initial of their last name. Any other party should be referenced in as non-identifying terms as possible. 2.Upon a review of Part 2, Inquiry Report (IR), the Ministry may request additional information or a further review by the Service Provider of the incident. The Service Provider will then submit any related follow-up or outcome report(s) to the Ministry, in accordance with the timelines provided by the Ministry. If required, the Ministry may also initiate its own review St. Martha Child Care Centre 11 Parent Information Package

14 SUMMARY AND ANALYSIS A summary and analysis report will be submitted to the Ministry annually. It is required to be completed even if there have been no serious occurrences during the year. Reports, using the form called Serious Occurrence Reporting Procedures, Annual Summary and Analysis Report, will be submitted to the Ministry by March 31 st each year for the reporting period January 1 st to December 31 st of the previous year. The annual report will be reviewed by the Ministry as to the Service Provider s management of serious occurrences, including the Service Provider s analysis of any patterns which suggest a need for training, support or internal policy modifications, and the identified steps to address any of these needs. Upon reviewing the report, the Ministry may also identify possible issues or actions that could require follow-up by the Service Provider. In the event of any follow-up action being requested after review of the annual report by the Ministry, an outcome report must be submitted upon completion of the identified action within the timelines provided. ONGOING MONITORING Service Providers are expected to monitor their performance in-year, on an ongoing basis, with respect to the reporting, management, and follow-up of serious occurrences. Serious occurrence reporting is one of many tools that provides an effective means of monitoring the appropriateness and quality of service delivery. Monitoring also includes an ongoing review of practices, procedures, and training needs. Ministry staff will also monitor Service Provider performance and are available for support or assistance, where required. Compliance with Ministry requirements will be reviewed at license renewal time. STAFF TRAINING These procedures will be reviewed with all staff upon employment and at least annually thereafter. Please Note: The following serious occurrence forms are part of this policy and procedure package. Serious Occurrence Report Enhanced Serious Occurrence Report Serious Occurrence Notification Form Serious Occurrence Reporting Procedures Annual Summary and Analysis Report St. Martha Child Care Centre 12 Parent Information Package

15 APPENDIX A ENHANCED SERIOUS OCCURRENCE REPORTING PROCEDURES 1.Enhanced Serious Occurrence Reporting procedures will be followed when; i. Emergency services (i.e. police, fire and/or ambulance) are used in response to a significant incident involving a child and the incident is likely to result in significant public or media attention OR ii. An incident is likely to result in significant public or media attention. Note: For additional information/clarification, please refer to the Ministry s Enhanced Serious Occurrence Identification Tool. 2. Service Providers are responsible to ensure there is a Supervisor/Director or designated person available at all times who will determine when an incident requires Enhanced Serious Occurrence Reporting and will ensure that necessary actions occur. 3. In these circumstances, the Supervisor/Director or designated person will ensure that the Ministry s early alert system is notified within 3 hours of becoming aware of the incident. Notification will be by fax, or telephone if faxing is not an option, at the numbers listed in the following chart. Weekdays/Evenings/Overnight Fax Voice From Sunday 9:00pm to Friday 5:00pm Weekends and Government Holidays Fax Voice From Friday 5:00 pm To Sunday 9:00 pm The attached Enhanced Serious Occurrence Reporting (ESOR) Form will be used to fax the information. Ministry staff will review the ESOR Form, and will contact the service provider within the same business day, where possible, to confirm that the occurrence requires enhanced reporting. If the occurrence does not meet the enhanced reporting requirements, regional office staff will contact the service provided to explain the decision and will treat the incident as a serious occurrence. If providing a report by telephone, the Supervisor/Director or designated person will ensure the following information is given. Caller s name; name of service provider and site location; child s first name and first initial of their last name; date of birth and age; date and time of incident; and briefly what happened. Service providers will then follow normal Serious Occurrence Reporting procedures including filing a Serious Occurrence Initial Notification Report (IN) and a Serious Occurrence Inquiry Report (IR) to the Regional Office of the Ministry as outlined in the Serious Occurrence Reporting Procedures for Service Providers, August A Serious Occurrence Notification Form will also be prepared and posted as per Appendix B. St. Martha Child Care Centre 13 Parent Information Package

16 APPENDIX B SERIOUS OCCURRENCE NOTIFICATION FORM GUIDELINES Parents benefit from information about the incidents that occur in licensed child care programs, the immediate actions taken to respond to incidents and any longer term actions the Service Provider has taken to minimize the recurrence of the incident. For each serious occurrence reported to the Ministry, a high-level Serious Occurrence Notification Form will be posted at the child care centre. POSTING PROCESS AND TIMELINES 1. Following the submission of the Serious Occurrence Initial Notification Report (INR) to the Ministry and within 24 hours of becoming aware of an occurrence or when the Service Provider deems the occurrence to be serious, the Supervisor/Director or designated person will complete a Serious Occurrence Notification Form to communicate information to parents about serious occurrence that has occurred in the child care centre. The exception is in the case of allegations of abuse or unverified complaints, which will be posted at the completion of follow up / investigation (see page 7). 2. The Serious Occurrence Notification Form is to be posted in a conspicuous place in the centre at or near an entrance commonly used by parents. The form will be posted near the child care licence and Licensing Summary chart. 3. The Serious Occurrence Notification Form is updated as the additional actions or investigations are completed. 4. The Serious Occurrence Notification Form is posted for a minimum of 10 business days. If the form is updated with additional information such as additional actions taken, the form remains posted for 10 days from the date of the update. 5. Serious Occurrence Notification Forms will be retained for at least two years from the date of the occurrence. The forms will be available for current and prospective parents, licensing and municipal children s services staff upon request. PROTECTION OF PERSONAL INFORMATION AND PRIVACY Service Providers must ensure the information posted in the Serious Occurrence Notification Form protects personal information and privacy. To help support the protection of privacy and personal information, no child or staff names, initials, and age or birth date of child are to be used on the Serious Occurrence Notification Form. No age group identifiers are to be used, e.g. preschool room; toddler room. St. Martha Child Care Centre 14 Parent Information Package

17 INSTRUCTIONS FOR COMPLETING THE SERIOUS OCCURRENCE NOTIFICATION FORM The purpose of the Serious Occurrence Notification Form is to provide a brief overview of a serious occurrence for parents. The following are instructions for filling out the categories on the form. Category instructions: Program Name: Date: Date of Occurrence: Type: Description: Provide the name of the child care centre. Provide the date that the Serious Occurrence Notification Form is posted on site. Provide the date that the serious occurrence happened. Provide the type of serious occurrence, according to the definitions set out in the MCSS / MCYS 2009 Serious Occurrence Reporting Procedures. Use one of the following terms: Death of a child Serious injury caused by service provider Serious injury accidental Serious injury self-inflicted/unexplained Alleged abuse/mistreatment Missing child Disaster on the premises Complaint about service standard Other complaint made by or about a child, or any other serious occurrence Provide a non identifying one sentence description of the occurrence. Action Taken by Operator / Outcome: (add update if applicable) Signature: Provide a description of the action taken by the Service Provider. This section will include the longer term plans and additional outcomes to minimize recurrence of the occurrence. If an update is made to add additional actions taken/outcomes, the Service Provider will indicate the date of the update. The Service Provider or designate (e.g. the child care centre supervisor) signs the Serious Occurrence Notification Form. St. Martha Child Care Centre 15 Parent Information Package

18 ALLEGATIONS OF ABUSE Timing of posting: Serious Occurrence Notification Forms pertaining to allegations of abuse are posted when the following have been concluded: The Children s Aid Society (CAS) has concluded its investigation and the allegation is either verified or not verified; or CAS has determined that an investigation will not be conducted; and The Ministry has investigated any associated licensing non-compliances. Information to be included: Once investigations are completed, the form should provide clear, concise information for the parent. The Description section will include information about whether CAS conducted an investigation into the report, and identify that the ministry conducted an investigation into compliance with related licensing requirements. The form will identify whether: o CAS verified the allegation; o CAS has not verified the allegation; o The Service Provider has taken action on any other directions given by CAS, if applicable; o The Service Provider has addressed any associated licensing non-compliances identified by the Ministry, if applicable. COMPLAINTS Timing of posting: When the operator has filed a serious occurrence report about a complaint, verified the complaint and has taken actions to address the issue, the Serious Occurrence Notification Form is posted within 24 hours of the occurrence. When an operator has filed a serious occurrence report to the ministry about a complaint, but has not taken action because the complaint has not yet been verified, the serious occurrence will not be posted within 24 hours. Once the complaint has been verified or not verified, the Serious Occurrence Notification Form is posted. If Service Providers are unsure about when to post the Serious Occurrence Notification Forms, they are encouraged to contact their local Ministry office. St. Martha Child Care Centre 16 Parent Information Package

19 Meals and Nutrition Children receive a snack in the morning and afternoon and a full meal at noon. The weekly menu is posted. All meals and snacks are nutritious and follow Canada s Food Guide. We also prepare special treats (e.g., for birthdays, festive occasions, etc.). All food is stored, prepared and served to retain maximum nutritive value and to prevent contamination. Storage of Infant Food Foods that accompany your infant to the child care centre must be labelled to identify your child. These foods will be stored according to Kingston Frontenac and Lennox & Addington (KFLA) Public Health regulations. Feeding Instructions You must complete a schedule of feeding instructions (contained in the Application for Child Care) for children under one year of age and from 12 months to two years of age. You must also update this schedule as your child s food and drink types and amounts change. Your child s teacher will assist you with these forms; you must complete them before our employees can adjust your child s menu. Food Restrictions and Allergies The Kingston Frontenac and Lennox & Addington Public Health Unit restrict us from serving food to children that has not been prepared in a Health Unit approved kitchen. We therefore request that you not send food with your child to child care centre. This request does not include foods that accompany an infant. On the other hand, if your child has special dietary needs or must eat food alternatives, you must supply all necessary food items, presented in containers clearly marked with your child s name. We will assist with food alternatives where possible. It is common to have children who suffer allergic reactions to certain foods. The outcome of this may be serious. Be sure to advise us when your child has any type of food allergies or food restrictions. It is the parent s/guardian s responsibility to keep Kingston Day Care informed of any allergy that has become progressive in nature. We offer an Allergy-Safe environment at 3 of our locations. (St. Martha, Rideau and Collins Bay) Trillium Child Care Centre has food prepared off site in the kitchen facilities of Trillium Centre and therefore cannot be considered allergy-safe. Peanut and Nut Allergies If your child has been identified as having a peanut allergy, please reference our anaphylaxis policy. Please avoid sending peanut butter or products with peanut or nuts listed in the ingredients. We ask that children do not bring food with them to the centre. We ask that you advise the Supervisor in advance of sending in food to celebrate a child s birthday or other special occasion. We ask this because we have children with severe allergies to peanuts and other nuts, and this policy is a method of controlling food products on the premises, thereby protecting each child who may have a peanut or nut allergy. Please also ensure that your child has no peanut or nut products (e.g., peanut butter) on his or her hands, mouth or clothing when he or she arrives at child care centre. St. Martha Child Care Centre 17 Parent Information Package

20 We have a No Peanut policy in effect. Preventing Allergic Reactions The following procedures prevent allergic reactions from occurring: A list of known allergies is determined for each child at the time of intake. The known allergies are noted, and a list is prepared for the cook and for each program before the child attends. The known allergies of every child are readily available in areas of food preparation and consumption. Before preparing and consuming food, we check the list of known allergies for each child. St. Martha Child Care Centre 18 Parent Information Package

21 ANAPHLAXIS POLICY BACKGROUND Anaphylaxis is a severe, life-threatening allergic reaction that could result from food consumption, bee stings, medications, latex, or other factors. The most common triggers are food and insect stings. Kingston Day Care recognizes that parents/guardians and the medical profession have primary responsibility for the management of the medical condition(s) of children enrolled in its programs. However, the safety of anaphylactic children in a child care setting depends on the cooperation of all staff, students and volunteers in order to minimize risk of exposure, and to ensure rapid response to emergency. KDC s Anaphylaxis Policy is designed to ensure that children at risk are identified and that strategies are in place to minimize the potential for accidental exposure and ensure all volunteers are trained to respond to in an emergency situation. KDC is not expected to create an allergen free environment, but is responsible for reducing risk, and having a plan in place that allows the KDC to react appropriately when an emergency occurs. The contents of this policy have been reviewed within the context of Day Nurseries Act - R.R.O. 1990, Reg (1) Every operator shall ensure that each day nursery operated by the operator and that each location where private-home day care is provided by the operator has an anaphylactic policy that includes the following: 1. A strategy to reduce the risk of exposure to anaphylactic causative agents. 2. A communication plan for the dissemination of information on life-threatening allergies, including anaphylactic allergies. 3. Development of an individual plan, with input from the child s parent or guardian and the child s physician, for each child with an anaphylactic allergy that includes emergency procedures in respect of the child. 4. Training: ANAPHYLAXIS POLICY AMENDMENTS effective May 2, 2008 Amendment to 0.Reg.262 subsection 36.1 (1) clarifies that: Since there are standard methods of administering the two types of epinephrine auto-injectors, it may not be necessary for a parent to provide this training to every staff, student and volunteer in the centre. If staff members have already received training in the administration of an epinephrine auto-injector, training from a parent or physician may not be required provided that the child s individual plan and emergency procedure is consistent with standard administration. Epipen training may also be provided to staff by other individuals such as a designate of the local medical office of health, an individual who has certification as an epipen instructor/trainer, or other agencies that may provide this training. Amendment to 0.Reg.262 subsection 36.1 (2) clarifies that: All employees who provide care for a child for any period of time (sleeproom, lunch supervision, family grouping during arrivals and departures) must be aware of the details of the child s individual plan and be trained on the emergency procedures to be followed in the case of an anaphylactic reaction. Furthermore, when a child with anaphylaxis may be impacted by an employee who is not directly involved in providing direct care, the employee shall review the centre s anaphylaxis policy and the child s individual plan. (i.e cooks preparing the food, cleaners using cleaning products) The book keeper is exempt from this training requirement because no direct involvement with children occurs. St. Martha Child Care Centre 19 Parent Information Package