HTSACC Registration Materials

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1 HTSACC Registration Materials September 2017-June 2018 NEW for the School Year: To secure enrollment for September, registration materials must be received by Monday, July 31, Registration received after that date will be put on a waitlist, and you will be contacted letting you know of the availability, if any, for September. Confirmation paperwork will be sent within two weeks of receiving your registration packet. If you do not receive the confirmation paperwork, call the office immediately! Your cashed registration fee check is another form of confirmation that we ve processed your registration packet. Electronic Payment Option: Set up monthly payments through your bank and rest easy that your account is always up to date! When setting up automatic payments, include the name(s) of your child/ren along with their school on the memo line and be sure payments are scheduled for the 15 th of the month prior to service. Friday Programs will continue this year, along with adding HTSACC Clubs for children to participate in! WE DID NOT INCREASE FEES FOR THE SCHOOL YEAR! 1

2 Hanover Township School Age Child Care 61 Highland Avenue, Whippany, NJ Phone: Fax: District Web-site - Program September 2017 June 2018 Registration Materials Please carefully read all enclosed materials and keep pages 1-5 for your records. HTSACC will strictly adhere to the policies within. Thank you. To secure enrollment for September, registration materials must be received by July 31, Registration received after that date will be put on a waitlist and contacted soon after with availability. Confirmation paperwork will be sent out within two weeks of receiving your registration forms. If you do not receive your confirmation packet within 2 weeks, call the office! Registration submitted must include the School Year Registration Fee of $35 per family. Registrations are processed as they are received, providing all required materials are enclosed and correct, and your check for the registration fee is included. Missing materials will delay the registration process. PLEASE DO NOT SEND IN MONTHLY PAYMENT WITH ENROLLMENT FORMS. Wait to receive your invoice and Coupon Booklet before making your first payment. 2

3 HANOVER TOWNSHIP PUBLIC SCHOOLS Office of the Superintendent ADOPTED CALENDAR FOR PUPILS AND STAFF MONTH DATE DAY EVENT PUPIL DAYS September 4 Monday Labor Day Schools Closed 5-6 Tuesday & Staff In-Service Days Wednesday 7 Thursday First Day of School 21 Thursday Rosh Hashanah Schools Closed 16 October 9 Monday Columbus Day Staff In-Service Schools Closed 21 November 9-10 Thursday & NJEA Convention Friday Schools Closed Thursday & Thanksgiving Holiday Friday Schools Closed 18 December 25 Monday Christmas Day Monday- Winter Recess Friday Schools Closed 16 January 1 Monday New Year s Day Schools Closed 15 Monday Martin Luther King, Jr. Day Schools Closed 21 February 19 Monday Presidents' Day Schools Closed 19 March 30 Friday Good Friday Schools Closed 21 April 2-6 Monday - Friday Spring Break Schools Closed 16 May 28 Monday Memorial Day Schools Closed 22 June 21 Thursday Last Day of School 15 Total 185 NOTE: If we experience more than three (3) emergency school closings, the following procedure will be put into effect. First, school will be extended to Friday, June 22, Next, Spring Break will be reduced beginning with Friday, April 6 th, then Thursday, April 5 th, etc. until we meet the contractual obligation of 185 work days. Unused emergency closing days will be deducted from the calendar. 3

4 *****Keep this page for your records***** Hanover Township Public Schools 61 Highland Avenue Whippany, New Jersey School Year Welcome to the Hanover Township School Age Child Care program! This will be the 21 st year that HTSACC has been providing quality childcare programs to families of Hanover Township. You should know that your child will find their time in HTSACC safe & enjoyable. Please be aware that there is a minimum of one month of enrollment. If you are interested in starting in the programs after 9/7/17, you must wait until the start of the next new month. This registration packet contains the materials you need to register for the programs below. Program Descriptions: Early Birds and After School Kids are held in the cafeteria of your child s school. 7:30-8:45 Earlybirds (K-5) provides fun, low-stress activities such as board games, puzzles, cards, simple arts/crafts and serves a light breakfast. 3:05-6:00 After School Kids (K-5) is designed to allow the children to explore their own interests through the various materials and activities that are made available to them each day. Activities include arts and crafts, board games, science projects, and organized indoor and outdoor games. Homework Club is available each day for the children to begin their homework with supervision in a quiet atmosphere. An afternoon snack is provided by HTSACC at 3:05 and again at 5:00 PM. PLEASE READ THE ENROLLMENT AGREEMENT CAREFULLY, your signature indicates your full understanding of, and agreement to, the HTSACC enrollment policies. Enrollment Procedures Enclosed are the school calendar, fee schedule, enrollment agreement, family information, and health forms for up to two children. Please complete and return: 1. Enrollment Agreement (front & back) with signature 2. Family Information (front & back) 3. Health Information -1 per child (front) with signature 4. School Year Fee $35 per family (September-June, regardless of when you enroll) Registrations are processed as they are received, with all required materials enclosed. Missing materials will delay the registration process. If desired days are full, you will be waitlisted on a first come first serve basis. PLEASE DO NOT SEND IN MONTHLY PAYMENT WITH ENROLLMENT FORMS. Within two weeks of receiving enrollment forms, a copy of your registration will be mailed back to you as your confirmation, along with a coupon book to make your first payment. In order to secure enrollment for September, please submit the enclosed forms by July 31, If you are enrolling after this date, paperwork must be received before the cutoff dates posted on the school calendar and at to be effective the first day of the next new month. We look forward to providing your child with the best child care program possible. Best wishes to you and your family in the new school year! 4

5 *****Keep this page for your records***** Fee Schedule and Additional Program Fees Effective September 1, 2017-June 30, 2018 Below is the fee schedule for Hanover Township School Age Child Care (HTSACC) elementary school programs. A reduction in fees is available to families who qualify (contact the HTSACC office for more information). You will not receive a monthly bill from HTSACC. All payments are to be made using the coupon book. Please retain this schedule for your records. Enrollment in the HTSACC program is for a minimum of one month. Once your child/ren is enrolled, we will consider enrollment to be the same each month for the year unless you indicate otherwise in writing. Schedule changes may be made to your child s schedule once per month for the upcoming month of service. Schedule changes incur a $20 processing fee and are honored only if space is available on the requested days. Cut-off dates for schedule changes are posted in the School Calendar that you receive in September and at For information on calculating fees for program enrollment not listed below, please contact the HTSACC office. Earlybirds One Child Two Children 5days/wk 4day/wk 3days/wk 2days/wk 1day/wk $130 $250 $115 $222 $95 $184 $70 $136 $40 $78 After School Kids One Child Two Children $280 $550 $240 $472 $195 $384 $140 $276 $75 $148 Earlybirds& After School Kids One Child Two Children $397 $775 $344 $672 $280 $550 $203 $398 $111 $218 Additional Program Fees School Year Registration Fee: $35.00 per family September-June, paid regardless of month registration begins. Late Payment Fee: $25 per week late. Payments for services are due by the 15 th of the month prior to the month of service. Payments are considered LATE after the 1 st of the month and will incur a $25 late fee for each week that the payment is late. Schedule Change Fee: $20. Changes to your child/ren s schedule are effective the first of the month for the entire month. Changes in scheduling must be received in writing and on or before the posted monthly deadline. All changes must be made in writing, no exceptions. Late Pick Up Fee: $15 for each 15 minute increment or part thereof, per child, Maximum 4 occurrences, additional late pick-ups will be grounds for cancellation of program services. Unscheduled Attendance Fees Before Care - $10.00 per day, After School Kids - $30.00 per day, Half Day (12:45 6:00 PM) - $45.00 per day Electronic Payments: Set up monthly payments through your bank! When setting up automatic payments, include the name(s) of your child/ren along with their school on the memo line, and be sure payments are scheduled to be deducted from your account the 15 th of the month prior to service. The bank will process and mail the check directly to our office! HTSACC TAX ID #: NEED A RECEIPT FOR CHILDCARE PAYMENTS? Please send in a self-addressed/stamped envelope with your request stating the month you need the receipt for. You may also have a receipt faxed to you. Please state the request on the coupon and provide your fax. 5

6 HANOVER TOWNSHIP AFTER SCHOOL CHILD CARE PROGRAM ENROLLMENT AGREEMENT PLEASE FILL OUT THIS FORM NEATLY & IN PEN. PLEASE PRINT! IT WILL BE RETURNED TO YOU AS CONFIRMATION OF ENROLLMENT WITH A COUPON BOOK TO MAKE YOUR MONTHLY PAYMENT. CHILD ONE: Last Name: First Name;. School Name: Grade in Sept. 2017: Earlybirds (EB) Monday Tuesday Wednesday Thursday Friday Total Days: After School Kids (ASK) Monday Tuesday Wednesday Thursday Friday Total Days: Beginning Month:. READ & SIGN REVERSE SIDE CHILD TWO: Last Name: First Name:. School Name: Grade in Sept. 2017: Earlybirds (EB) Monday Tuesday Wednesday Thursday Friday Total Days: After School Kids (ASK) Monday Tuesday Wednesday Thursday Friday Total Days: Beginning Month:. READ & SIGN REVERSE SIDE Reminder: Send in forms with $35 school year registration fee (September-June) Below is for HTSACC office use only: Registration Check list Registration Bookkeeping Roster/Attendance New Family Medical Alerts Registration Fee Family/Health Info Invoice Memo of Attendance Confirmation to Family Site information Confirmation of Enrollment Enrollment has been confirmed: Monthly fees for the program are: $ Prior Credits $ Deduct from first payment Payments are due the 15 th of the month PRIOR to the service month Use coupon book for accuracy of payment 6

7 HTSACC Enrollment Guidelines and Agreement By my signature, I confirm that I have read the entire enrollment packet and understand the following policies regarding my child/ren s enrollment in the HTSACC programs: 1. The child care programs are open according to the official school calendar of the Hanover Township Public Schools 2. You must submit the NON-REFUNDABLE $35 School Year Enrollment Fee along with the registration materials to validate enrollment, regardless of when you enroll. 3. There is a monthly service fee payment for the HTSACC programs. The monthly service fee is determined by dividing the cost for the entire year into ten equal monthly payments. Therefore, regardless of the number of school days in a particular month, or the month that your child begins the program, the monthly service fee is always the same. 4. Enrollment in the HTSACC programs is for a minimum of one month and once child/ren are enrolled, HTSACC will consider enrollment to be the same each month, unless indicated otherwise in writing, no later than the monthly cut-off date posted on the school calendar and at 5. You will not be billed. You are responsible for payment of monthly fees using the coupon book that will be provided upon confirmation of enrollment. 6. Fees are due on the 15 th of the month prior to the month of service. A late fee of $25 should be included if postmarked later than the first day of the month of service. A $25 fee will be posted each week payments are late. Non-payment of fees will result in termination of program services for your child/ren. 7. You must give notice in writing prior to withdrawal from the program, following the posted schedule change cut-off dates. Withdrawal will be effective the 1 st day of the following month and no credits or refunds will be issued for the program. You are responsible for fees for the month reserved until withdrawal is effective. 8. There are no refunds, credits or make up days due to absence, illness, vacation or activities, you are responsible for fees for time reserved, not actual time spent at the program. 9. Changes to your child/ren s schedule are effective the first of the month for the entire month. 10. Changes in scheduling must be received in writing by close of business the day due, no exceptions. Cutoff dates for schedule changes/registration will be posted on the school calendar and at The deadline applies to changes made via US Mail, fax, drop-box or . There is a $20.00 fee for each monthly schedule change made. 11. On days that school is closed or closes early due to emergency conditions, there will be no HTSACC program and there will be no credits, refunds, or switching of days of attendance as a result of missed attendance in the program due to school closing. 12. HTSACC provides full day child care at an additional fee on some holiday and vacation days. Enrollment forms available one month prior to holiday/vacation at the sites or on-line. 13. You must keep your Family/Health information up to date and complete for safety/emergency purposes. 14. The Program staff will assume full responsibility for your child from the time he/she arrives at the program until your child leaves the program. You may not sign your child back into a program once they have been signed out for the day. 15. HTSACC will follow the Health Guidelines and Procedures as outlined in the Health Information form in the event of accidents/emergencies. 16. The Earlybirds program opens at 7:30AM. Do not drop your children off prior to 7:30 AM. After the 2 nd occurrence of drop off prior to 7:30 AM, enrollment will be terminated. 17. Children must be signed into Earlybirds and signed out of the After School Kids each day by an authorized adult or sibling. All additions to the original list must be received in writing to the office, prior to a pick-up. 18. Closing time for After School Kids is 6 PM sharp and you will be responsible for a fine of $15.00 per 15 minute increment or any part thereof, per child, for any time you pick up later than 6 PM. More than 4 late pick-ups are grounds for cancellation of services. 19. If your child is absent from school, you should contact the program at If your child is in school but will not attend the HTSACC program on a scheduled day, you must notify the school that your child will not attend by written notification sent directly to the school through your child s teacher, as well as calling/ ing our office. 20. All payments and transactions regarding your child should be mailed or dropped off directly to the HTSACC office. Office hours are 9:00AM until 3:30PM. A secure drop box is available outside of the HTSACC office. At no time should payments/transactions be sent in with the child or given to the staff. 21. HTSACC will send a monthly newsletter. Information is also available on the web at I agree to adhere to the stated policies and procedures of the Hanover Township School Age Child Care program as stated here, and give my child/ren permission to participate fully in this program. Signature Printed Name Relationship to Child Date All Program Policies & Procedures are available at & in the Family Policies and Procedures Handbook, available upon request. 7

8 In preparation for the upcoming school year, we want to be sure we re giving the kids what they want! Please talk with your child/ren and fill out the information below, which will be used to help us plan for the year! What activities does your child/ren want to do while in HTSACC? What adjustments could be made to our daily schedule that would fit your needs? What goals do you have for your child/ren s experience in HTSACC? We are thinking about introducing Clubs to After Care. What options, from the list below, would your child/ren be interested in participating in? Science Club explore science related topics and processes through fun, hands on experiments Cooking Club learn about different ingredients and measurements while cooking up no-bake recipes Nature Club get outside and observe the world around us through engaging, nature related (plants, animals, bugs, etc) games and activities Drawing Club through step-by-step instructions, create hand drawn masterpieces Literacy Club have fun reading picture books and/or novels that are accompanied by themed projects Jewelry Club create beautiful pieces of jewelry with colorful beads and stones Culture Club learn and celebrate cultures from around the world Math Club participate in hands on math games and activities that explore numbers in a fun way Community Service Club assist others through various community service projects Does your child/ren have any suggestions for other clubs? Is there any additional information about your child/ren that we should be aware of: Is there any information you can share about your family culture and/or traditions with us? 8

9 Hanover Township School Age Child Care~ 61 Highland Avenue ~Whippany, NJ FAX: Family/Child Information Form Child 1 Name: School: Grade in Sept. 17: Child 2 Name: School: Grade in Sept. 17: PRIMARY CONTACT -*Relationship *Name: *Address: *Cell Phone: Employer: * ****Items with *stars are REQUIRED to complete registration *Home Phone *Work Phone SECONDARY CONTACT -*Relationship *Name: *Address: *Cell Phone: Employer: * *Home Phone *Work Phone Do both people listed above have custody of the child(ren) named above? YES NO If no, please provide court order information regarding custodial rights of both parties. Individuals Authorized for Pick-up: (Besides primary/secondary contact) Parents, emergency contacts and authorized adults or siblings under 18 years of age will be the only individuals permitted to pick up your child from the program. If an individual s name is not on the list, they will not be allowed to pick up your child(ren). Any additions or deletions must be made in writing and ed or faxed to the office. Emergency changes must be called or faxed into the office PRIOR to 1:00 PM that day. ***HTSACC reserves the right to request photo identification from anyone picking up a child at our programs. If the Group Leader has a concern with the pick-up person, they will call the child s contacts, beginning with the Primary and going down the list before releasing the child. This is for the safety and security of your child/ren! Person s Name Under 18? Relationship Telephone #s Emergency Contacts (At least 2-please do not list yourself) Person s Name Under 18? Relationship Telephone # s

10 Hanover Township School Age Child Care~ 61 Highland Avenue ~Whippany, NJ FAX: Health Information Form One Form Per Child PLEASE NOTE THIS IS A 2 PAGE FORM - BOTH PAGES MUST BE FILLED OUT COMPLETELY AND SIGNED ON PAGE 2! Child s Name: Age: Date of Birth: Gender: Last First Height: Weight: Eye Color: Grade in Sept Home Address: Town: Zip: Primary Contact in Emergency: Name: Phone: Secondary Contact: Name: Phone: Health Guidelines/Procedures: HTSACC staff is trained in First Aid and CPR and will administer first aid for minor injuries. Parents will be notified by HTSACC of injuries that require extensive first aid or additional observation by a physician. There is no nurse on duty at anytime during the program. HTSACC staff do not administer any form of medication at any time, with the exception of EpiPens. In the case of a major medical emergency, 911 will be called. You will be contacted immediately afterward. HTSACC operates under the guidelines of the Hanover Township Public Schools Communicable diseases policy, all of which applies to Camp HTSACC. I hereby give permission for my child, named above, to be transported by emergency vehicle to the hospital emergency room for necessary treatment. I understand that an HTSACC staff member will accompany my child. Check One: YES NO *Does your child have an Individual Health Care Plan on file with the school nurse? YES NO If yes, do we have permission to view the plan? YES NO Initials of Parent/Guardian Chronic Illnesses (seizure disorder, asthma, etc) Describe illness and management: Allergies: (list all known; use extra paper if needed). Being very specific, describe allergic reaction and management (i.e. apples rash on face develops if eaten, no treatment, call parent): Medications for Chronic Illness: 10

11 Medication for Allergies*: *If medication for allergies includes an EpiPen, please read and sign the following statement: If my child has an allergy requiring the use of an EpiPen and has an Individual Health Care Plan on file for such with the School Nurse, I give my permission for a designated member of the HTSACC staff to administer the EpiPen to my child if it is deemed necessary. I understand that this employee is not a trained health care professional, but a designee of the School Nurse and has been trained to administer the EpiPen by the School Nurse. I also understand that I will be responsible for providing the HTSACC program with a separate EpiPen, in its original box with the original prescription. The pen will be labeled for your child (same procedure as used by the school nurse) and kept in a secure location in the main site for HTSACC. If my child s allergy requires the need for an EpiPen, and I do not agree to these terms, my child will not be permitted to participate in the HTSACC program. Parent or Guardian Signature (only if child requires EpiPen) Does your child have an inhaler for asthma at their school? Yes No **If yes: Carries own inhaler Inhaler with nurse Does your child take medication for any Behavioral Issues? Yes No Dietary Restrictions: **If yes, will your child have an inhaler available for use at HTSACC (note must be self-administered with Dr. order) Yes No Other Restrictions: Child s Primary Care Physician: Phone: ( ) Insurance Provider: Policy # Group # Signature : Date: 11

12 Hanover Township School Age Child Care~ 61 Highland Avenue ~Whippany, NJ FAX: /17 Health Information Form One Form Per Child PLEASE NOTE THIS IS A 2 PAGE FORM - BOTH PAGES MUST BE FILLED OUT COMPLETELY AND SIGNED ON PAGE 2! Child s Name: Age: Date of Birth: Gender: Last First Height: Weight: Eye Color: Grade in Sept Home Address: Town: Zip: Primary Contact in Emergency: Name: Phone: Secondary Contact: Name: Phone: Health Guidelines/Procedures: HTSACC staff is trained in First Aid and CPR and will administer first aid for minor injuries. Parents will be notified by HTSACC of injuries that require extensive first aid or additional observation by a physician There is no nurse on duty at anytime during the program. HTSACC staff do not administer any form of medication at any time, with the exception of EpiPen In the case of a major medical emergency, 911 will be called. You will be contacted immediately. HTSACC operates under the guidelines of the Hanover Township Public Schools Communicable diseases policy, all of which policy applies to Camp HTSACC. I hereby give permission for my child, named above, to be transported by emergency vehicle to the hospital emergency room for necessary treatment. I understand that an HTSACC staff member will accompany my child. Check One: YES NO *Does your child have an Individual Health Care Plan on file with the school nurse? YES NO If yes, do we have permission to view the plan? YES NO Initials of Parent/Guardian Chronic Illnesses (seizure disorder, asthma, etc) Describe illness and management: Allergies: (list all known; use extra paper if needed). Being very specific, describe allergic reaction and management (i.e. apples rash on face develops if eaten, no treatment, call parent): Medications for Chronic Illness: 12

13 Medication for Allergies*: *If medication for allergies includes an EpiPen, please read and sign the following statement: If my child has an allergy requiring the use of an EpiPen and has an Individual Health Care Plan on file for such with the School Nurse, I give my permission for a designated member of the HTSACC staff to administer the EpiPen to my child if it is deemed necessary. I understand that this employee is not a trained health care professional, but a designee of the School Nurse and has been trained to administer the EpiPen by the School Nurse. I also understand that I will be responsible for providing the HTSACC program with a separate EpiPen, in its original box with the original prescription. The pen will be labeled for your child (same procedure as used by the school nurse) and kept in a secure location in the main site for HTSACC. If my child s allergy requires the need for an EpiPen, and I do not agree to these terms, my child will not be permitted to participate in the HTSACC program. Parent or Guardian Signature (only if child requires EpiPen) Does your child have an inhaler for asthma at their school? Yes No **If yes: Carries own inhaler Inhaler with nurse Does your child take medication for any Behavioral Issues? Yes No Dietary Restrictions: **If yes, will your child have an inhaler available for use at HTSACC (note must be self-administered with Dr. order) Yes No Other Restrictions: Child s Primary Care Physician: Phone: ( ) Insurance Provider: Policy # Group # Signature : Date: 13

14 Hanover Township Public Schools Hanover Township School Age Child Care/ Camp HTSACC 61 Highland Avenue Whippany, New Jersey FAX Child Behavior Policy The child behavior policy is in place to assure that there are uniform guidelines for behavior management within all HTSACC programs. It is expected that all families enrolled understand the policy that HTSACC follows when dealing with matters regarding inappropriate behavior. It is the goal of the HTSACC staff to set appropriate limits for the children to succeed within. Staff will give acknowledgement to children when they cooperate, share and participate. The staff will also encourage children to resolve their own conflicts using conflict resolution methods and will intercede when needed. When inappropriate behavior occurs and/or persists, HTSACC staff will help a child modify this behavior by talking with the child to help them understand why the behavior is not acceptable. They will also discuss the consequences of that behavior, as well as alternatives to use in the future. It is required that HTSACC staff document any inappropriate behavior that results in physical or verbal harm to a child s peers, staff or themselves. Parents will be notified and required to sign the incident report. After two documented incidents, the family of the child will be contacted for a meeting with the Program Coordinator and Camp Coordinator. The desired outcome from a meeting is to produce positive behavior guidelines for the child with the staff and families in agreement. The behavior guidelines should then be met and improvements seen within a pre-determined period of time. After this period, the decision will be made for the continuation or discontinuation of the child s enrollment in the HTSACC program. If enrollment is cancelled, the Program Coordinator will decide the length of time that suspension is necessary. There will be no refund of fees paid if a child is suspended from a program. The Program Coordinator has the discretion to temporarily or permanently remove a child from the program if documented behavior problems persist or if immediate action is necessary. It is the discretion of the Camp Coordinator if a child s behavior requires that a family member pick up a child earlier than time of program closing. Enrollment in all HTSACC programs requires agreement to the behavior policy. I have read and understand the HTSACC Child Behavior Policy and by my signature, accept the policy as stated. Child 1 Name: Child 2 Name: Child 3 Name: Grade in Sept. 17: Grade in Sept. 17: Grade in Sept. 17: Parent Signature: Date: PLEASE SIGN AND RETURN WITH COMPLETED REGISTRATION MATERIALS 14

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