Procedures

Arrival/Departure Safety Procedures

Arrival at school and separating from parents is frequently a difficult transition for young children. Parents and teachers can make this time easier by helping children transition to the classroom.

For safety purposes, parents (or other adults) are required to sign-in their child upon arrival and sign-out their child at dismissal.

Parents must inform the teacher if someone else is going to pick up a child. The person is required to show photo identification. A copy of their photo I.D. is made and put in your child's file. Children will not be released to people who are not listed on the Child Information Record (BRS-3731).

Importance of Promptness

The educational program begins at 8:30 a.m. Children who arrive to school on time get the benefit of everything that is planned within the classroom. Each part of the day's routine is designed with specific goals for enhancing your child's total development and learning. Furthermore, when children are not picked up on time, they become anxious and begin to worry.

Promptness is also important for all staff. In addition to providing a quality program for children, they have other responsibilities. They may be responsible for teaching courses, attending meetings, and working with student teachers or practicum students. After the dismissal of children, time is set aside for Lead Teachers to assist student teachers and practicum students with planning and to answer their questions.

Communicating with Families

Procedure for Welcoming Children and Families

Upon accepting a position for a child, parents will be contacted to schedule an appointment for an initial interview with the child's teacher. At this initial meeting, parents will complete the paperwork for enrollment. This is also an opportunity for parents to have questions answered.

The child comes with the parent on this day so he/she has an opportunity to meet the teacher and see the classroom before the first day of school. This initial meeting helps children become more comfortable with their new school and makes the first day of school less stressful.

First Day of School

The transition from being at home to being at school all day can be very stressful for children and their families. In order to ease the transition, parents are encouraged to talk to their child about what is going to happen at school and reassure her that they will be coming back to pick her up at the end of the day. The visit to the school with the child before enrollment also help him/her feel comfortable and ease the transition.

Communicating With Families

Communication between parents and teachers is very important. Many formal and informal opportunities are available for teachers and parents to exchange information about the curriculum and children's development and to update each other about children's recent experiences. These opportunities include but are not limited to newsletters, monthly parent meetings, notes from teachers/parents, calls from teachers/parents, and conversations during arrival or dismissal times. If parents need information translated into their native language, it is possible to have this done.

Parent-Teacher Conferences

Two formal parent-teacher conferences are scheduled for the school year. The first is the initial interview/conference that occurs at the time of enrollment. This is an opportunity for the parent to meet the teacher, ask questions about school routines and policies, and an opportunity for the teacher to become acquainted with the parent. The second parent-teacher conference occurs in April or May. At this conference, the teacher shares information about the child's growth and development and provides parents with a progress report. It is also an opportunity for the teachers to seek input from parents about the program and the child's development. In addition to these two formal parent-teacher conferences, progress reports will be sent home twice per year.

If parents have any questions or concerns, they may request a meeting with their child's teacher at any time during the course of the school year by contacting their child's teacher and scheduling a time that is convenient.

Enrollment

Enrollment Records and Forms

All enrollment forms and documents are completed and turned in before a child starts school. Families that do not turn in their paperwork will be disenrolled from the program.

State of Michigan regulations require maintaining a medical record on each child and that all children have physical examinations within six months of admission. Immunizations must be up-to-date in order for a child to be admitted into any child care facility.

Additional documents and forms are required for families receiving tuition assistance through the Great Start Readiness Program or the CCAMPIS grant. All forms must be completed and returned before your child begins school.

Photo/Video/Digital Image Release

Teachers frequently take pictures of children during classroom and school activities. Photographs help to document children's learning experiences in a visible way. They also encourage children to develop language skills as they recall and share their experiences with others. Teachers' and children's work and photos are used for educational training purposes. All parents will be given a PHOTO/VIDEO/DIGITAL IMAGE RELEASE FORM to fill out at the time of enrollment.

Any photographs to be used for research or publication would require an additional written permission form from parents. A separate letter and release form is sent home for parents' approval.

Confidentiality Policy

The COE-ECC ensures that all information about children and families remains confidential. The center adheres to the National Association for the Education of Young Children's Code of Ethical Conduct.

Payment Procedures

The registration fee is due upon enrollment. Payments are due once a month and can be made by check, money order or credit card.

Late Pick-Up Fees

There will be a $5.00 charge for every 10 minutes after the contracted time. Occasional mishaps do happen and that is taken into consideration.

Withdrawal Policy

A written notice is required two weeks prior to withdrawing a child from the program. Parents who fail to provide this notice will be liable for payment for the two week period following the last day of attendance.

Exclusion from Program Policy

Families will be excluded from the program when they:

  • Fail to provide all necessary enrollment documents and paperwork.
  • Fail to pay tuition in a timely manner.

Transitioning Children

Children who attend the COE-ECC for more than one year will remain with the same teacher unless parents request otherwise.

A variety of transitioning activities are provided for children and parents who leave our program to go on to kindergarten. The following kindergarten transitioning activities for parents are planned collaboratively by the executive director, center directors, teachers, and parents:

  • A January parent meeting entitled "Transition to Kindergarten: Is My Child Ready?" Topics covered include – What Factors Contribute to Children's Success in School? What Can Parents Do to Prepare Children for Formal Schooling? Transition to Kindergarten: How Can Parents Help Children Adjust? What are the Characteristics of a Good Kindergarten Classroom? Application Process for Schools of Choice in Detroit Public Schools, Public School Academies (Charter Schools), and Private Schools.
  • A March parent meeting entitled "Transition to Kindergarten: The Dialogue Continues". Guest speakers at this meeting include a kindergarten teacher and current and former parents of our program who have children in kindergarten. This is an open forum where parents can ask questions of the kindergarten teacher and the other parents.
  • Parents form groups and set up visits to various kindergarten programs rather than visiting the programs individually.
  • Formation of an email group and blog so that parents can network and have another forum to ask questions, discuss concerns, and support each other during this transition.

The following kindergarten transitioning activities for children have been planned collaboratively by the executive director, center directors, teachers, and parents:

  • Classroom discussions about going to kindergarten.
  • Gathering children's questions/concerns about going to kindergarten.
  • Reading stories about going to kindergarten.
  • Engaging in conversations with a kindergarten classroom via mail, email, or Skype.
  • Inviting former students who are currently in kindergarten to come in and talk to the children about what it is like to go to kindergarten.