Timber Tots Policies & Procedures
1. Timber Tots Child Care is a family daycare licensed by VIHA to provide care for up to 7 children. For this purpose, “daycare” means non-medical care for children who are in need of personal services, supervision, age-appropriate activities and education. Care provider, Erin Dahle, accepts children 1 to 8 years old.
I, ____________________________ (name), Parent/Guardian (circle one) of ______________________________ (child’s name), agree to comply with the following rules and regulations of Timber Tots Child Care beginning on ________________.
Hours of care are 8:00 a.m. to 5:00 p.m., Monday through Friday.
3. FEES (Please make cheques payable to: Erin Dahle, not Timber Tots Child Care. I will also accept
cash or email money transfers.)
Fees will be paid on or before the last day of every month, in advance for the following month. Deposit and fees for the first month are due upon the first day of care. You may choose to provide a group of post-dated cheques in advance or set up monthly email money transfers. If the last day falls on a weekend or holiday, payments are then due on the last day that the centre is open prior to the end of the month. Due dates apply regardless of attendance. Payments received after 5:00pm on the due date are considered late. Please see #11 “Cancellation of Care by Provider” for consequences of late payments.
Payment and care schedule are to be determined prior to the beginning of each month. One month’s notice must be given if there is a change in schedule and amendments must be made to the parent-provider contract and a new contract be signed by both parties. No refunds will be given if care needs are reduced mid-month. All rates are reviewed and subject to change annually on January 1st.
Financial Support: I will accept payment through Child Care Subsidy. Clients using subsidized care are required to make their entire co-payment on the 1st of each month. The application must be filled out and returned to your Financial Support Agency within 3 days of your child's enrollment. If care is started in the middle or end of the month, Child Care Subsidy-payment is paid at enrollment for that month. Parents will be responsible for any charges not covered by their Financial Support Agency such as overtime, late fees, damaged property, etc. Extra fees are due the week they were incurred.
Returned Cheque Fee: $ 40.00 plus any bank fee and/or additional costs incurred for a returned cheque. If two cheques bounce in a year's time, cash will then be required.
Full time care: $37.50 per day
Part time care: $40 per day
Part day: $30 (4 hours or less and is $30)Deposit: Half of monthly fee, paid at the time of enrollment.
The first month (30 calendar days) from the child’s first day of care is deemed as a trial period for each child joining the daycare. During that time the parent or provider may terminate the child care agreement with 24 hours notice.
5. ABSENCE POLICY
Full fee will be charged for all absences. Notification of daily absence is appreciated on day of absence. You can call, text or email me to let me know.
6. LATE POLICY
If a parent has not picked up a child or called by 15 minutes after the child’s pre-arranged pick up time, the provider will first try to contact the parent and then the alternative person(s) from the authorized pick up list. If that person is unavailable and the parent has not contacted the provider by 60 minutes after the regular pick up time, the provider is required to notify the Ministry of Children and Family Development. The late fee as explained below will be in effect.
A late pick-up fee has been established at $1.00 per minute per child. If a parent or alternate caregiver has an emergency, please contact the provider and let her know as soon as possible.
Late arrival does not justify late departure.
7. GUIDELINES FOR RELEASING CHILDREN
To ensure the safety of persons in care, the provider will only release a child to:
(1) The child’s parents or legal guardians.
(2) Anyone the custodial parent has authorized in writing by prior arrangement with the care provider. Verbal permission will not be accepted.
(3) Police, Emergency Paramedics, or welfare workers with proper authorization.
Authorized persons can change from time to time in accordance with changes in living arrangements, custody orders, etc. Photo I.D. will be required upon first time pick-up.
If there is a child custody or court order, the parent is required to provide a true copy of the child custody or court order to the caregiver. Without this on file, the caregiver cannot deny access to the parent who is not party to the Agreement. Written consent authorizations must be provided by the parent with custody according to the Agreement or court order.
A child will not be released to any person who appears to be incapable of providing safe care; behavior could potentially be harmful to the person in care, such as when the person appears to be intoxicated, medicated, or has just been in a stressful situation. In such case, the provider will offer to call a friend or relative to pick up the individual and the person in care. If the provider believes a child will be at risk, a report will be made to the Ministry of Children and Family Development immediately and reasonable effort will be made to stop the child from leaving with the individual. If an individual chooses to drive a vehicle while impaired, provider will report this to the police immediately. The occurrence will also be documented in the facility’s daily log book.
8. CHILD ILLNESS POLICY
Provider reserves the right not to provide care for a child who has an acute illness or whose condition, in the provider’s objective judgment, poses a direct threat (assuming it cannot be reasonably eliminated) to the health and safety of that child or other children or staff in the program. A child who has had a fever, severe cough, diarrhea, or has been vomiting within the last 24 hours is not well enough to attend daycare. The child must be fever and fever-reducing medication free for 24 hours to ensure that the fever has run its course and will not return. If a child is too sick to participate in normal activities at daycare, (s)he should not attend. If a child needs medication to make it through the day, (s)he should not attend. If a child becomes ill during the day, the provider will notify the parent at home or work. The sick child will need to be picked up immediately. If a child is sent home due to illness, this will be considered an absence in accordance with paragraph 4.
Timber Tots Child Care, its owner or employee(s) will not be held liable for any sickness/injury of either parent/guardian or child while on these premises, or while the child is accompanied during field trips or outings.
9. REPORTABLE DISEASES AND ILLNESSES
If a child has a disease, infection, or illness, especially if it is contagious, the parents/guardian must inform the provider. She is required to notify the Medical Health Officer, and whenever necessary and appropriate, notice will be given to all parents. (Example: Head Lice, Measles, Mumps, Rubella, Pink Eye, Diphtheria, Meningitis, Hepatitis, West Nile Virus, Chicken Pox, STDs, STIs, food-borne illnesses, etc.)
For more information, please see the BC Health Planning Pamphlet “Preventing Illness
in Child Care Settings” online at:
10. WITHDRAWAL OF CHILD BY PARENT.
Conditions: This contract may be terminated by the parent only upon one month prior written notice or if it is within the first 30 calendar days of child’s enrollment.
Deposit: On the date parent signs this contract parent shall pay provider a deposit of half the amount listed under monthly fee. Failure to provide two weeks prior written notice of termination will result in forfeiture of the deposit. In the event that a child is withdrawn from the program with at least two weeks notice as stated in the conditions above, and there is no outstanding fees owed to the daycare, the deposit will be refunded in full. If a child is absent because the parent is on vacation, and/or not working, fees will not be adjusted in order to hold the child’s space in the daycare.
11. CANCELLATION OF CARE BY PROVIDER.
a. Provider may terminate Child’s enrollment in provider’s program effective immediately upon
written notice to parent of such termination, if any of the following conditions arise:
(1) In the judgment of provider, Child’s behavior poses significant threat to the physical or mental health or well-being of one or more of the other children at the family child care home, and the provider is unable to reasonably eliminate the threat. Temporary suspension from the program may be necessary if the provider is unable to reasonably eliminate the threat, until such time as the threat can be eliminated;
(2) Any payment owed by parent to provider is not paid within seven (7) days after such payment is due;
(3) Child is picked up late more than three (3) times in any thirty (30) day period.
(4) Within the first 30 calendar days of child’s enrollment as per “Trial Period”
If provider terminates or suspends Child’s enrollment mid-month pursuant to any of the reasons set forth above, provider will refund a portion of the monthly fee paid by parent in advance for such month, prorated on a daily basis for the remainder of such month, less any amount still owed to the provider by the parent.
b. Provider may terminate Child’s enrollment in the family child care home effective upon at least
two (2) weeks prior written notice to parent if any of the following conditions arise:
(1) Any of the conditions listed under Section (a) above, provided that provider has not exercised
her right to terminated Child’s enrollment immediately;
(2) In the objective judgment of provider, provider’s program does not meet the developmental or
special needs of the child or of the child’s family;
(3) Parent fails to abide by any other terms of this agreement; or
(4) Provider ceases to operate a family daycare program in her home.
If provider terminates Child’s enrollment in the daycare for reasons not listed in this section, provider will refund a portion of the monthly fee paid by parent in advance for such week, prorated on a daily basis for the remainder of such month.
12. EMERGENCY SUPPLIES
In the event of an emergency in which parents cannot reach their child(ren), Timber Tots Child Care has created an emergency kit which includes items required for basic survival. Parents will be required to supply additional items to ensure children are safe and properly cared for in the 72 hours following a natural disaster or emergency (please see attached Emergency Bag Checklist). Items are to be brought the first day care is provided. I will check items on a regular basis to ensure expiry dates have not been reached and will inform parents when new items are needed. It is the parent’s responsibility to replace items such as food/water as needed.
13. HOLIDAYS, SNOW DAYS, other necessary unforeseen closures, SICK TIME, AND VACATION
No care will be provided on any statutory holidays. These holidays will be billed prorated based on the contract schedule for that month. There will also be no care provided between December 24th and January 1st. Parents do not pay for this time except their prorated portion of the statutory holidays (December 25th and January 1st). A holiday schedule for the current year will be provided upon enrollment of a child, and every January. Provider will reserve two weeks of paid vacation per year. At least two month’s notice will be given for vacation days.
For everyone’s safety, on days when Vancouver Island University is closed due to snowfall and/or road conditions, the daycare will also be closed. You can visit Vancouver Island University website or listen to local radio stations on such occasions to check for closures or call, text or email me directly. If there is a significant snowfall mid-day and provider believes it is best that children are picked up before road conditions become too dangerous, parents will be contacted and required to pick up their children. Parents must be aware that the roads leading to the daycare are steep and it may be difficult for some vehicles to travel on them during snowy days. Parents are advised to use an appropriate vehicle and/or pick up their children early. No refunds will be given if care is cancelled due to weather conditions. Likewise, no refunds will be given in the event of any other necessary daycare closures due to interruption of service (including power outage, water shut off etc). In these situations, as much notice as possible of a closure will be given to allow for alternate arrangements for your child(ren) to be made.
To ensure the best quality of care possible for your child(ren), the provider reserves five (5) paid sick days per year. Any unused sick days at the end of any given year do not roll over into the next year. Under severe circumstance, if the provider is unable to care for the children enrolled in the program, and has used up the allotted 5 days of sick time, parents will be refunded for the days missed. The refund will be a prorated amount based on the amount paid for the month divided by the number of days of scheduled care. Provider will make every effort to try to find substitutes before cancelling care.
14. DUTY TO REPORT CHILD ABUSE
The parent is hereby advised that under the terms of the family daycare license, the provider and its employees who have knowledge of, or reason to suspect that a child has been the victim of abuse, or neglect, will report the known or suspected instance of child abuse to a child protective agency.
15. FIELD TRIPS/OUT-TRIPS
Parents will be notified of fieldtrips and required to sign consent forms unless the trip is an impromptu trip to a park or other local destination. Parents are required to provide a safe car or booster seat for vehicle trips. Emergency information, cell phone and first aid kit will be taken on all out-trips. General consent forms will be signed upon registration of a child.
Care provider will supply 1 morning and 1 afternoon snack. Snacks will be healthy fruits, vegetables, crackers, etc. Tap water will be available and encouraged throughout the day. Parents are required to send their child(ren) with a nutritious lunch and drink every day. Please try to send whole foods from the 5 food groups. We use lunch time as an educational time to talk about nutrition and the food groups. Do not send more than ONE “treat” item per lunch (fruit snacks, juice, granola bars, sugary cereals, etc.). Please do not send pop, chocolate bars, chips and candies, unless it is a special holiday or birthday celebration. These items will be removed from your child’s lunch until home time. A list of healthy lunch ideas can be provided upon request. Copy of Canada’s Food Guide as well as other cultural food guides can be found on bulletin board in facility entrance way. Copies can be made on request.
Parents are required to send a reusable water bottle to stay at the center. If a child has allergies, supplied foods will be altered to limit the risk to the child.
I provide additional healthy foods for morning and afternoon snacks. Water is available and children are encouraged to drink it throughout the day. Milk or formula is to be provided by parents.
17. SMOKING ON PREMISIS
The property of Timber Tots Child Care is a smoke free environment. Smoking anywhere on site and at anytime is prohibited.
18. SUBSTITUTE CARE PROVIDERS
Provider retains the right to hire substitute care providers as needed. The chosen substitute will be accepted by the regulations of Child Care Licensing, as well as the care provider’s personal requirements. Experience in the field, as well as appropriate training is required as is character references, checked by the care provider. Substitutes will be used for appointments and sick days when they are available. Advance notice of a substitute will be given when possible. Permission forms will be signed by each parent upon enrollment.
19. TECHNOLOGY IN THE CENTER
The center does not permit the use of hand-held electronics (video games, IPods, etc) while the children are in attendance. Please do not send these items with your child. On occasion the children will have “Movie Days” and will watch part of, or a whole movie depending on the day. This will typically not happen more than once a week, does not substitute for outside play time, nor will it be used as a “babysitter”. Selected movies will be age-appropriate, not be violent, and will usually be animated “G” movies (Disney, Pixar, Nickelodeon etc.).
20. QUIET/NAP TIME
After lunch every day all children are required to have “Quiet Time”, in which they must lie down on a rest mat for at least 30 minutes. The children all get a quiet reading time, and then are required to lie down and rest their bodies. If your child does not need a nap, he/she will be permitted to do quiet activities after the others are all asleep, and after the 30 minutes of rest time. If your child falls asleep and you prefer that he/she does not sleep, he/she can be woken up after the 30 minutes on your instruction. Children will not be forced to stay awake during this time. Each family supplies a small pillow and pillow case and a small (toddler-sized) blanket to stay at the center.
21. ADDITIONAL CONSIDERATIONS, MODIFICATIONS/AMENDMENTS
Provider reserves the right to modify or amend this agreement upon two (2) weeks written notice of any changes in the basic rates or services with the exception that any changes in government-subsidized reimbursement rates shall be effective immediately and do not require any prior notice to Parent. No amendment or modification hereof shall be valid unless it is in writing and signed by all the parties.