Family Handbook 2022 - Kids Care Academy
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Family Handbook 2022
3510 St Joseph Road 3416 Hamburg Pike
New Albany, IN 47150 Jeffersonville, IN 47130
(812)944-3200 (812)288-8000
Kids.Care.Academy.in@gmail.com
Hours of Operation:
Monday through Friday
6:30am-6:00pm
Visit us on Facebook and LIKE our page
Revised: 1/20/2021
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Welcome!
We welcome you to Kids Care Academy, and we feel privileged to
have the opportunity to work with you and your family.
Our program has been designed to provide a loving and caring
atmosphere for children while meeting their individual needs in all
developmental areas.
Our qualified staff will teach and guide your child by implementing
a curriculum that will encourage them to grow cognitively, socially,
emotionally, and physically.
We feel that good communication between your family and our
staff is essential in order to work as partners in guiding and
promoting your child’s development. We hope that you will be an
active participant in your child’s experience at KCA by sharing
information, asking questions, and joining classroom activities.
We look forward to working with you and your children!
Sherri Coffey
Owner
3 What makes us different from other daycares? 1. All of the Kids Care Academy staff members are certified annually in CPR and First Aid by the American Heart Association. 2. Kids Care Academy is one of the only licensed childcare centers in the surrounding communities that is licensed by the state of Indiana and insured to care for infants & toddlers. 3. Kids Care Academy welcomes families who receive vouchers from River Valley Resources through the CCDF and On My Way Pre-K Programs. 4. Kids Care Academy annually participates in Paths-to-Quality Educational Rating System, which helps ensure that the children that we care for are receiving above average care. Both of our locations are currently level 3. 5. Kids Care Academy utilizes Procare Connect, a parent engagement app that features a contactless curbside clock- in/out feature, direct messaging with staff, daily activities and more.
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Table of Contents
Our Purpose .................................................................................................................................................. 6
Our Vision...................................................................................................................................................... 6
Our Philosophy.............................................................................................................................................. 6
Admission Policies:........................................................................................................................................ 6
Enrollment .................................................................................................................................................... 7
Fees/Payment Contract: ............................................................................................................................... 7
Full-Time Rates.............................................................................................................................................. 7
Part-Time Rates/If Available Openings ......................................................................................................... 8
Cancellation of Child Care Services ............................................................................................................... 8
River Valley Resources or CCDF Vouchers .................................................................................................... 9
Holiday Closings ............................................................................................................................................ 9
Court Orders & Custody Battles Policy ......................................................................................................... 9
Weather ...................................................................................................................................................... 10
Vacations..................................................................................................................................................... 10
Discipline/Behavior Policy........................................................................................................................... 10
Confidentiality Policy .................................................................................................................................. 10
Babysitting .................................................................................................................................................. 10
Safety Policy ................................................................................................................................................ 11
Sick Child Policy ........................................................................................................................................... 12
Contagious Diseases and Pandemics .......................................................................................................... 12
Medication Policy........................................................................................................................................ 12
Food/Nutrition and Meal Plan .................................................................................................................... 13
Meal Times .................................................................................................................................................. 13
On My Way Pre-K ........................................................................................................................................ 13
Photography/Video Policy .......................................................................................................................... 13
Authorization for Child’s Release................................................................................................................ 14
Drop Off/Pick up Policies and Procedures .................................................................................................. 14
Parent Conferences/Communication Policy ............................................................................................... 15
Curriculum & Assessments ......................................................................................................................... 15
Classroom Assignments .............................................................................................................................. 15
Special Services and Needs ......................................................................................................................... 16
Contacts for Special Services ...................................................................................................................... 16
Clothing and Personal Items ....................................................................................................................... 16
5 Birthdays, Celebrations, and Decorations .................................................................................................. 17 Infant Care .................................................................................................................................................. 17 Volunteers ................................................................................................................................................... 18 Grievance Procedure .................................................................................................................................. 18 Staff ............................................................................................................................................................. 18 Paths to Quality........................................................................................................................................... 19 Family File Checklist .................................................................................................................................... 20 Child(ren) Information ................................................................................................................................ 21 Parent(s) / Guardian(s) Information ........................................................................................................... 22 Kids Care Academy Emergency Contact & Pick-Up Form ........................................................................... 23 Information for Marketing Purposes .......................................................................................................... 24 Record of Medication Order ....................................................................................................................... 25 Handbook Agreement ................................................................................................................................. 26 Photo Policy Agreement: ............................................................................................................................ 26 Licensed Child Care Center Consent ........................................................................................................... 27 Tuition Express Parent Letter...................................................................................................................... 28 Frequently Asked Questions ....................................................................................................................... 29 RVR Agreement ........................................................................................................................................... 31 Emergency Contact Information ................................................................................................................. 32 Emergency Medical Authorization.............................................................................................................. 32 Kids Care Academy Discipline Policy ........................................................................................................... 33 Safe Transportation of Food Responsibility ................................................................................................ 35 Breast Milk Procedure ................................................................................................................................ 36 Infant Feeding Plan ..................................................................................................................................... 37 Feeding Plan Guidelines .............................................................................................................................. 38 Special Dietary Needs ................................................................................................................................. 38 Parent Agreement Contract ........................................................................................................................ 41
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Our Purpose
Kids Care Academy offers support to the families in our community by providing quality early
childcare for children 6-weeks old to children up to Kindergarten age. We believe that a high-
quality early childhood program provides a safe and nurturing environment that promotes the
physical, social, emotional, and cognitive development of young children while responding to the
needs of families. A major indicator of our program quality is the extent to which knowledge of
child development is applied in program practices, particularly in the areas of curriculum, adult-
child interactions, and home-school partnership.
We want our families to feel that their children are safe, and KCA helps provide safety and
security through our camera system that families can log-in to view their children engaging in
the classrooms and our biometric entry system.
Our Vision
• To meet the developmental needs of each child through consistently high-quality care
and education; to help each child become school ready in preparation for Kindergarten.
• To respect each child for his or her own personality. Your child is held in high regard,
and he or she is encouraged to express his or her feelings.
• To provide a safe, warm, accepting environment and strong emphasis on family
partnerships.
Our Philosophy
We believe that…
• All children are unique.
• Children learn best by doing.
• Each child is able to succeed at learning.
• Daycare should be a safe and secure environment.
Admission Policies:
KCA accepts children 6 weeks old up to Kindergarten age. All paperwork is due no later than
noon on the Friday before the first date of enrollment. A health examination, including up-to-date
immunizations and child’s birth certificate, is required for each child within 30-days of admission
to KCA. Health examinations should be repeated annually. Immunizations need to be kept up-
to-date and copies should be given to us for our records.7
Enrollment
KCA does not discriminate on the basis of sex, ethnicity, religion, disability, or national origin.
Special needs or concerns should be discussed with the director prior to registering. KCA has
the option to decline or terminate enrollment of any child whose safety or education needs we
cannot meet or whose behavior would threaten the safety of other children in the program.
Please see our discipline policy for examples of behaviors that could lead to the expulsion of a
child from our program.
Fees/Payment Contract:
An annual non-refundable registration fee of $50.00 is due for each child upon the enrollment
and then prior to every January 1st. For families currently using Tuition Express the registration
fee will be pulled on the last Monday of December. Families who have enrolled on or after
November 1st will be exempt from this charge. Parents with children on a full-time or part-time
schedule are responsible for paying for holidays in which we are closed. Families who pay the
$50 registration fee have +/-30 days from their initial estimated start date to enroll. We cannot
guarantee your enrollment more than 30 days prior to or 30 days after your projected start date.
Full-Time Rates
Age Group Weekly Fee
Infants $200
Toddlers/ Not Potty-trained/ Walking $180
3, 4, 5 Year Olds $160
(Completely Potty-Trained)
• Toddler requirements include the following: 1 year old, walks across the room without
assistance, uses a sippy cup and on table food.
• Potty trained is defined as not having an accident within 30 consecutive days. This does
not include children who still need to wear a pull-up during rest times.
• If a child regresses and has more than two potty accidents within 30 days, your weekly
fee will be readjusted to the “not potty-trained fee” of $180 until the child has gone 30
consecutive days without an accident.
• Once a child has met the next room requirements, the weekly rates will change at the
first of the month.
• Payments are due Monday of the prior week. Payments made after 6:00pm Monday will
accrue a late fee of $25 per child that will be added to your account. If payments are not8
made by Friday at 6:00pm, your child will not be allowed to return to KCA the following
Monday.
• KCA uses Tuition Express to accept automatic payments. Fees are deducted from your
checking/savings account or from your credit/debit card. Applications for Tuition Express
will be given to you at the time of enrollment. If you choose not to enroll with Tuition
Express, you will be charged a $5 handling fee for each transaction.
• A $50 declined payment fee will be applied to your account when applicable. There will
be no exceptions to this rule. A year-end tax statement for tax purposes will be emailed
to you by January 30th. You may request a statement at any time.
Part-Time Rates/If Available Openings
Age Group Weekly Fee
Infants $75/day
One to Two Days $70/day
• Three or More Days is Considered Full-Time
• Part-time schedules must be a locked-in with days of the week.
• Part time families must give 30 days’ notice to change schedule.
• We do not allow for rotating schedules.
Cancellation of Child Care Services
Please notify the owner/director/assistant in writing at least two weeks in advance prior to
cancelling your family’s childcare services with KCA. There will be no refunds given at the time
of cancellation. Families are expected and required to pay even if the child/children do not
attend the two weeks. If you have an account balance at the time of your child’s unenrollment
from our program, you will have a bill sent to you stating your balance, and you will need to
have your bill paid within 10 business days. Please ensure that your address is current in our
system; we are not at fault if you do not receive your bill to notify you if you have failed to keep
your information up to date. If your balance remains unpaid for 30 days, it will be filed in small
claims court. Pre-judgment fees will be based on an interest charge of 8% each year that the
balance remains unpaid. Court costs charged will vary based on the county you reside in and
the number of people the filing is against. Court decisions made by a judge may change fees at
the time of judgement.9
River Valley Resources or CCDF Vouchers
For families who wish to apply for childcare payment assistance, River Valley Resources at
(812) 949-4381 is available for families who qualify financially.
• Co-pay’s are due on the 1st Monday of every month for the entire month.
• For families who receive RVR vouchers, you are responsible for swiping your card each
day to check your child in and out.
• If you have not swiped for hours or personal days equaling 25 hours or more per week,
your account will be charged a $25 late payment fee on the following Monday. Swiping
less than 25 hours causes us not to be paid on time by RVR, so you are charged the
same late payment fee as self-paid families. If you do not do previous check-ins and
check-outs within the 13 days that you are able to back-swipe, you will be charged a $5
fee per child, per day that we have to manually enter late attendance for you to approve.
If you fail to approve late attendance, you will be responsible for paying any remaining
balance not covered by RVR.
• If there are any gaps in your voucher dates, typically for those who have school and
breaks, you will be responsible for paying the weekly fee to keep your child enrolled.
• Please refer to separate RVR Agreement for further details regarding the policy.
Holiday Closings
Part-time families are required to pay for all Holidays that we are closed.
Both Kids Care Academy locations will be closed the following dates for holiday observances:
Holiday Observed 2022 2023
New Year’s Day n/a n/a
Martin Luther King Jr Day 1/17/22 1/16/23
Memorial Day 5/30/22 5/29/23
Independence Day 7/4/22 7/4/23
Labor Day 9/5/22 9/4/23
Thanksgiving & 11/24/22 11/23/23
Black Friday 11/25/22 11/24/23
Christmas Eve & 12/23/22 12/25/23
Christmas Day 12/26/22 12/26/23
New Year’s Eve n/a n/a
Court Orders & Custody Battles Policy
If a court order exists preventing an individual from having contact with a child, KCA will comply
with the order, and a copy of the court order will be placed in the child’s file.10
Weather
If there is inclement weather, it is up to your discretion to allow your child to attend our
programs. His/her safety is a priority. We will do our best to ensure that the building is open
promptly at 6:30am when at all possible. Drop off time during inclement weather is to be no later
than 10am as long as the office was notified by 8:30am of your late arrival. If road conditions
worsen throughout the school day, we may close both facilities early for the safety of our
employees and children.
Vacations
Each calendar year after your child’s first year of full-time enrollment at Kids Care Academy, he
or she has one consecutive week of vacation. This means your account will be credited the
amount that you pay out of pocket for weekly tuition. He or she must be in non-attendance.
Please notify the director four weeks prior to your child going on vacation.
Discipline/Behavior Policy
We use a positive disciplinary approach with the children, including positive reinforcement and
redirection to guide behavior. We will discuss concerns with parents of children who have any
on-going behavior concerns. If a child is continually verbally/physically abusive to another child
or staff, enrollment may be cancelled. Please see our Discipline Policy Agreement form for
further details.
Confidentiality Policy
All records will be maintained in a confidential manner, accessible only to authorized personnel.
Consent shall be obtained from the parent or legal guardian before confidential information can
be released to other referral sources. Teachers can not share family’s information that may
allude specifically to another child, especially in cases of incident/accident reports when one
child may cause harm to another. We ask that families do not contact employees outside of
business hours; any questions, comments or concerns may be addressed the following
business day. If it is an emergency, families are encouraged to contact the owner and/or
director.
Babysitting
Families are welcome to receive babysitting services from our teachers during times in which
KCA is closed. If you need help finding a babysitter, please contact a management member.
KCA is not liable for any actions of its teachers while engaged in babysitting services. Families
are not allowed to seek employees for employment for their personal nanny.11
Safety Policy
• The safety and welfare of each child is a primary concern. If your child becomes injured
while at KCA, we will administer first aid according to licensing policies if the injury is
minor. Minor injuries include small or slight cuts, bruises, and bumps. The family will
receive a report through the Procare Connect Parent Engagement App detailing what
happened, as well as the first aid and antibiotic ointment that was administered, if
needed. On occasion, a teacher or staff member may not see the injury occur. Children
move very quickly and do not always draw attention to an injury. We will do our best to
determine what happened. Your understanding is appreciated. If the injury is more
serious, a management member will call you.
• Infants enrolled at KCA will be in a classroom that provides a Safe Sleep environment;
doing so will help reduce the risk of Sudden Infant Death Syndrome (SIDS).
• Children are not allowed to bring gum, candy, coins, electronics, toys, or cosmetics into
the building.
• Children are not permitted to wear jewelry of any kind around their necks, including but
not limited to amber necklaces.
• We ask that no outside food be brought into the building, unless a doctor’s note is
provided, due to allergies of other children.
• Emergency evacuation routes are posted in each room at each door, as are location of
fire extinguishers, fire alarms, outdoor meeting locations, and fire hydrants.
• Upon enrollment, parents/guardians notify KCA of all individuals allowed to drop off or
pick up. This list can be modified at any time at the request of a parent. KCA reserves
the right to deny an individual access to the facility due to safety concerns.
• Anyone not on the pickup list will be denied entry into the building until parents can be
contacted to approve pickup. All persons picking up that does not have a biometric
fingerprint saved in our system must show a photo ID.
• For the privacy of children and staff; parents are not allowed in children restrooms during
business hours.
• Emergency drills will be held monthly in each room to acquaint the children with the
emergency evacuation and safety procedures. If the need for “Lockdown” should arise,
families will be promptly notified. During a lockdown every exterior door to our facility will
remain locked and no children or staff will be allowed to leave the building. Our staff are
fully trained on policies and procedures regarding drills and other safety concerns. Listed
below are a few drills we do onsite: -Lockdown - Tornado - Fire12
Sick Child Policy
• KCA takes many precautions to provide a healthy environment, including: regular
sanitation of toys and room surfaces, teaching and implementing frequent hand washing,
placing soiled toys in bins for sanitizing, following sanitary diapering and toileting
procedures, and enforcing health criteria for attendance. Despite our many precautions,
children who are in group settings are exposed to the illnesses of others. Parents play a
large and important role in keeping all of the children healthy.
• A child who has shown significant symptoms of illness (vomiting, diarrhea, any infection)
or who has run an above normal temperature within the previous 48 hours should not
attend school until they have been fever and symptom free without the use of fever
reducing medication for at least 48 hours.
• Children who were sent home to due to illness will not be allowed to attend for at least
48 hours without being approved by a doctor and providing written documentation of the
approval to return. Children with a contagious condition that required medical attention to
clear up (ex. lice infestations, conjunctivitis, etc.) must also bring in written clearance
from a physician or the health department to return to class.
• If a child exhibits symptom of illness, has a temperature of 100F or above, or is seriously
injured during the day, a parent will be contacted immediately. If parents cannot be
reached, emergency contacts will be called. If child sustains a minor injury during the
day, we will treat the injury and notify the parents with the Procare App.
Contagious Diseases and Pandemics
Due the current Covid19 pandemic, KCA is taking the precautions recommended to childcare
facilities by the state of Indiana and also the Center for Disease Control. Masks
and the drop-off and pick-up procedures will change as our recommendations do. We reserve
the right to change our policies as we see fit in the best interests of the families we serve and
our staff.
Medication Policy
The giving of medication, and carrying out medical procedures, shall be done only with a written
order or prescription from a physician to the parents to be given to the child’s teacher.
Medications prescribed for an individual child shall be kept in the original container bearing the
original label, showing the prescription number, dated filled, physicians’ names, directions for
use, and the child’s name. Only one dose per day is allowed. It will be accurately entered in the
child’s health record when the medication is given and by whom it is administered. If
acetaminophen, ibuprofen, or diaper cream needs to be given throughout the day families are13
welcome to bring in the medication or use the medication offered by KCA. A medication form
will need to be filled out upon drop-off in order for KCA to give any medication, including over-
the-counter.
Food/Nutrition and Meal Plan
Children are served nutritious food that will contribute to their learning experience. KCA follows
the food and nutrition guidelines given by the USDA and follows its regulations to offer your
child healthy meals. KCA also can accommodate some special dietary needs. Those needs
should be discussed with the Director during the enrollment process so that it may be decided
what the family needs to provide and what KCA can provide. A signed doctor’s note stating any
known allergies will need to be provided.
Meal Times
AM Snack- 7:00-7:30am
Breakfast- 9:00am
Lunch- 11:00am
PM Snack- 3:00pm
On My Way Pre-K
Childcare providers who meet the level 3 and level 4 requirements for Paths to Quality are
eligible to provide free Pre-K services to families who qualify. In order for children to benefit from
this service, they must be 4-years old by August 1st and their families must
meet the income guidelines set by the state of Indiana. Both of our locations are currently On
My Way Pre-K providers. If you or someone you know would like to take advantage of this
possible opportunity for free Pre-K services, please visit www.onmywayprek.org for more
information and the view the application process.
Photography/Video Policy
At times throughout the school year, we would like to share with you and your family what we
are doing throughout the program. Your approval signature on the Handbook Agreement form
allows or denies that we are able to take photographs and/or videos of your child/children for
school projects and social media. Management members are the only one to be able to post
videos/pictures on social media. If you do not wish for your child’s picture to be taken, please let
the director know at the time of enrollment. KCA does not allow employees to post pictures on
their personal social media.14
Authorization for Child’s Release
Children will be released only to a parent and/or guardian or a person named by the guardian.
Parents or persons named by the parent must make sure that a management member is aware
of the child’s arrival and departure. Designated persons for the pick-up must be 18-years or
older with a picture ID or driver’s license.
Drop Off/Pick up Policies and Procedures
Arrival
• Please ask about our current policies in regard to contactless curbside drop-off and pick-
up in accordance with the state and CDC recommendations.
• Students must be dropped off no later than 9:00am. KCA encourages a high-quality
environment where children receive a planned curriculum that provides opportunities for
children to grow socially and cognitively. Consistency and predictability provide the
children with a sense of security and control. While late arrivals may not appear to be an
issue on an individual level, they cause a great deal of disruption in the classroom
environment that may only be felt after the parent departs and can negatively affect
overall classroom behavior. The doors at Kids Care Academy will be locked promptly at
9am. If you are unable to drop off prior to 9:00am due to unforeseen circumstances or
previously schedule appointments, you must give us a courtesy call by 8:30am so that
your child’s teacher may be informed. We would like to be informed how many minutes
late you expect to be, and we may ask for a doctor’s statement if an appointment has
been made.
• If KCA does not receive notice that your child will be tardy before the 9:00am drop-off
time, we reserve the right to refuse service for the day. Repetitive and excessive
tardiness should be avoided.
• Children must be walked to their classroom by a parent/guardian.
• All children must be checked in at the time of drop off.
Departure
• Notify the supervising teacher that your child is leaving. Check his/her cubby for any
notices.
• You may call ahead for pick up. Call 30 minutes ahead and KCA staff will have your
child ready and by the entrance.
• In consideration of our staff’s other responsibilities, pick up your child no later than
6:00pm. A late fee of $5 per child will be applied for each minute for the first fifteen
minutes and $1 each additional minute that your child is picked up after 6:00pm.15
• At 6:00pm, if your child is still at KCA, we will begin to call emergency contacts. If no one
can be contacted, Child Protective Services will be contacted.
Parent Conferences/Communication Policy
Parent/teacher conferences are scheduled twice a year, fall and spring. In addition, time for
teacher communication may be scheduled at any time through your child’s teacher or the
director. Teachers are always available for on-going communication through KCA phone lines
and the Procare App. For longer conversations, you may call KCA to schedule a meeting.
Parents who wish to observe our program should call and speak to the Director.
Curriculum & Assessments
During the daily program, children experience opportunities to engage in activities that are
solely child-directed, as well as, activities that are teacher-directed. While maintaining a
predictable schedule, teachers provide classroom environments to stimulate and challenge
while also scheduling time to engage as a classroom community.
Each classroom is furnished with materials to provide inviting experiences with art, dramatic
play, blocks and table toys, science and math, and also books. We offer a variety of open-ended
materials in all of the above areas thus allowing for children to exercise their innate drive to
explore through hands-on approach. Lesson plans are typically bi-weekly and are posted in all
classrooms.
Each child is assessed using the Brigance Screening approximately 2-weeks after the child is
enrolled in our program. Once teachers have completed the screening, goals are set for each
child, observations are made, photos are taken of the child completing tasks, and examples of
the child’s work are accumulated for the child’s individual portfolio. These portfolios are made to
show each child’s progress while they are enrolled at KCA and are shared more formally with
families twice a year during Parent/Teacher Conferences.
Classroom Assignments
The rate of development is unique for each child. Placements for children will be decided
according to developmental milestones, chronological age, parent request, program ratios, and
program best practices. The owner/directors will determine any possible need for change in
classroom and will discuss with parents.16
Special Services and Needs
If you have notified the office in writing or verbally of any item (food, medication) to which your
child is allergic, KCA will also need a signed form from the doctor stating any allergies. Allergy
information may be posted in the classroom, kitchen, and office and may be visible to others
having access to those areas. Permission to post is assumed unless you specifically tell the
office not to post this information.
If a child is receiving special services (ex. Speech therapy, physical therapy, First Steps) with a
written individualized family and/or education plan (ISP/IEP) for the child, a copy of that plan is
required for the child’s file upon enrollment. A consultation with the parents may be requested if
deemed beneficial for the child and the classroom.
Contacts for Special Services
River Valley Resources (812) 948-4381
Head Start (812) 948-8600
First Steps Main (812) 738-1975 Toll Free (800) 941-2450
IN Child Abuse and Neglect Hotline (800) 800-5556
KY Child Abuse and Neglect Hotline (877) 597-2331
Clothing and Personal Items
• Mark your child’s name clearly on all personal belongings, since similar items are often
picked up by mistake. These items include bottles, blankets, clothes, etc. If items are not
labeled we are not responsible for lost, stolen or damaged items. KCA is not responsible
for reimbursement of lost or misplaced items.
• Bring multiples of clothing (socks, underwear, shirts, pants) in a bag clearly marked with
child’s name. This is important for all ages.
• Children not fully toilet-trained must wear pull ups that attach with Velcro on each side.
Encourage your child’s independence in the restroom by dressing him/her in loose
clothing (ex. elastic pants) that is easy for him/her to handle and avoid belt and overalls.
• Please do not bring toys from home; they may become lost, broken, or become property
of KCA.
• Outdoor play is an important part of our curriculum. State requires if above 32 degrees
children are permitted to go outside. Play clothes and sturdy play shoes are
recommended for your child’s comfort and safety; flip flops are not permitted.
• For colder weather, send a warm jacket, hat, gloves, and scarf if needed. (Above 32
degrees)17
• For warmer weather, use sunscreen before coming to class and a hat if needed.
• Children enrolled in KCA are required by state to have at least a 30-minute rest. Children
also need a labeled blanket each day. These items will be returned to you at the end of
every school week or when soiled to be taken home and washed.
• KCA is not held accountable for damages that occur during art and play time. Learning
through hands on experiences benefits your child’s full understanding of their five
senses.
Birthdays, Celebrations, and Decorations
KCA is an inclusive community and celebrates the diversity among its members. As such, KCA
does not endorse any single faith-based tradition as the central focus of the curriculum during
holidays. Our community will, however, enjoy and celebrate common themes that permeate
many cultures. When appropriate, some children may investigate a variety of traditions that
typically occur during the holiday season. Some familiar icons of the seasons may also be
displayed in our facility (ex. Santa Claus, decorated trees, bunnies, etc.)
It is our pleasure to celebrate birthdays at KCA. If you wish to provide a simple, preferably
healthy, snack to share with your child’s class, all foods must be purchased and brought in an
unopened, original store container and peanut free! We also ask that you speak to a
management member at least 24 hours in advance so they can make sure your planned snack
does not contain anything a child in the class may be allergic to.
Infant Care
Parents/guardians of infants shall follow these guidelines:
• Formula bottles will be premade or parents are responsible for bring in ready- made
formula.
• Breast milk should be brought in sterilized bottles.
• All breast milk and formula should be maintained at 41 degrees Fahrenheit or below.
• Bottles need to be labeled with the child’s name, date, and time made. If you do not
have labels, KCA will provide them for you.
• Bottles must be covered with caps.
• Baby food jars need to be labeled with the child’s name.
• Diapers brought in for the child should be in an unopened package and labeled with the
child’s name and date. This is a state mandated regulation and should be strictly
adhered to. Any child who does not have enough diapers for the day will be charged18
$2.50 for each diaper that KCA provides, which is due the same day and the child will
not be allowed entry until the fee is paid. Wipes should also be provided and labeled.
• At the time of enrollment, parents will create a feeding plan for their infant for infant room
teachers to post and follow. This feeding plan must be signed by a physician and
updated every 3 months.
Volunteers
Volunteers must have a criminal background check, CPS check, require a TB test and attend
volunteer orientation prior to working in the classroom to become familiar with the classroom
routines and our required standards.
Grievance Procedure
1. If you have a problem or concern relating to your child’s classroom, first
communicate your concern to a supervisor.
2. If you still have concerns, discuss it with the director.
3. If the situation is still not resolved to your satisfaction, communicate your concern in
writing, signed, dated, and submitted to the director who will meet with you and the
owner to discuss the issue.
4. You can also email kids.care.academy.in@gmail.com
Staff
• Our staff is experienced and screened carefully to assure we meet high KCA standards
and state regulations, as well as provide you and your child with safety assurance.
• All staff are required to attend annual training in CPR, First Aid, and Universal
Precautions. All staff are required to practice emergency monthly child protection
responsibilities, and on-going current best practices in early childhood education.
• All staff has annual state criminal/fingerprint history checks, initial and random drug
testing, physicals, and required TB testing. The owner, staff, and volunteers must have
an updated state criminal, fingerprint (FBI) and Child Protective Services (CPS) check.
• All staff are required to be current on shots including; Flu and Whooping Cough.
• All staff is highly encouraged to attend college and KCA provides scholarships.19
Paths to Quality
States across the nation are using Quality Rating
and Improvement Systems (QRIS) to improve the
quality of child care, preschool, and school-age
programs. Paths to QUALITY™ is the QRIS
system for early care and education programs in
Indiana. Like other QRIS across the country,
Paths to QUALITY:
• Assesses the quality of care and education
within a program.
• Helps professionals improve the quality of their program through professional
development opportunities, one-on-one coaching relationships, and other free
resources.
• Gives families an easy to recognize symbol that makes the difficult decision of
choosing a program easier, much like a star rating system for restaurants and
hotels.
• Makes quality programs affordable for families through tiered CCDF
reimbursement based on Paths to QUALITY level.
• Recognizes and awards professionals for quality improvement efforts.
• Provides an accountability measure for funding.
• Aligns State licensing, child care subsidy, and quality across child care,
preschool, and school-age programs
Each level of Paths to QUALITY builds on the foundation of the previous one, resulting
in significant quality improvements at each stage and in national accreditation at the
highest level, level 4. The system validates early care and education programs for
ongoing efforts to achieve higher standards of quality and provides incentives and
awards for success.20
Family File Checklist
Item Due by Received By & Date
Enrollment Form Start Date
Family Handbook Agreement & Photo Start Date
Agreement
Parent Agreement Contract Start Date
Discipline Policy Start Date
CACFP Enrollment Form Start Date
CACFP Application Form Start Date
Medical Dietary Needs (if needed) Start Date
Breast Milk Procedures (infants only) Start Date
Infant Feeding Plan (infants only) Start Date
Tuition Express Form Start Date
Child Care Center Consent Form Start Date
Safe Food Transportation Form Start Date
Emergency Medical Authorization Form Start Date
RVR Agreement (if needed) Start Date
Permission to Administer Medication Start Date
State Medication Form (if needed) Start Date
**IEP (if needed) 30 days
Child’s Birth Certificate 30 days
Annual Physical 30 days
Updated Vaccination Records 30 days
Dad Photo ID 30 days
Mom Photo ID 30 days
Child’s Insurance Card 30 days
In preparation for your child’s first day, remember to:
• Bring a blanket for your child to have while resting.
• Bring extra clothes to keep in your child’s cubby.
• Bring diapers/pull-ups and wipes in an unopened package. Single diapers will not be accepted.
• Obtain camera log-in information from a management member.
• Label all personal belongings with your child’s name and initials.21
Kids Care Academy
Child(ren) Information
2022-2023
Child #1
Child’s Full Name: Date of Birth:
First Middle Last
Gender: Male Female Start Date
Days Will Be Attending: M T W TH F
Concerns About Child’s Overall Health & Development:
Child’s Special Needs/Interests:
Allergies/Dietary Instructions:
Individualized Education Program (IEP):
Child #2
Child’s Full Name: Date of Birth:
First Middle Last
Gender: Male Female Start Date
Days Will Be Attending: M T W TH F
Concerns About Child’s Overall Health & Development:
Child’s Special Needs/Interests:
Allergies/Dietary Instructions:
Individualized Education Program (IEP):
Enrolling Parent/Guardian Signature:__________________________ Date____________22
Parent(s) / Guardian(s) Information
Parent/Guardian Full Name #1:
_____________________________________________________________________________
First MI Last
Physical Address:
City:__________________________________ State:_________ Zip:_________________
Date of Birth:_________________ Gender: M F SS# XXX-XX-____________
DL# EmailAddress @___________.com
Cell #:
Employer/School Phone #
Cell Phone Carrier: Sprint Verizon AT&T Other: _
Parent/Guardian Full Name #2:
_____________________________________________________________________________
First MI Last
Physical Address:
City:__________________________________ State:_________ Zip:_________________
Date of Birth:_________________ Gender: M F SS# XXX-XX-____________
DL# EmailAddress @___________.com
Cell #:
Employer/School Phone #
Cell Phone Carrier: Sprint Verizon AT&T Other: _23
Kids Care Academy Emergency Contact & Pick-Up Form
Contact Name:________________________________________________________________
First Name MI Last Name
Relationship to Child:___________________________Phone #:_________________________
City:____________________________State:__________ Lives with child: Yes No
____________________________________________________________________________
Contact Name:________________________________________________________________
First Name MI Last Name
Relationship to Child:___________________________Phone #:_________________________
City:____________________________State:__________ Lives with child: Yes No
____________________________________________________________________________
Contact Name:________________________________________________________________
First Name MI Last Name
Relationship to Child:___________________________Phone #:_________________________
City:____________________________State:__________ Lives with child: Yes No
____________________________________________________________________________
Contact Name:________________________________________________________________
First Name MI Last Name
Relationship to Child:___________________________Phone #:_________________________
City:____________________________State:__________ Lives with child: Yes No24 Kids Care Academy Family Enrollment Form Information for Marketing Purposes
25 Record of Medication Order
26
Handbook Agreement
I have read the 2022-2023 Kids Care Academy handbook,
I understand, and agree to the terms, conditions and contents of this handbook.
Child(ren)’s Name(s): __________________________________________________________
Parent/Guardian #1 Signature: ____________________________________________
Parent/Guardian #2 Signature: ____________________________________________
Date Signed by Parents/Guardians:____________________
Management Signature:________________________________ Date: __________________
Photo Policy Agreement:
We would like to take photographs and/or videos of your child/children for school projects
purposes and social media.
Please checkmark one box:
I agree.
I disagree with my child’s photo being on social media, but agree with my child’s photo being
hung in his/her classroom.
I disagree with my child’s photo being hung on the walls of his/her classroom.
Signature: _______________________________________ Date:__________________27 Licensed Child Care Center Consent
28
Tuition Express Parent Letter
Dear KCA Families,
We currently offer many ways to process payments. Our families are able to pay via cash,
check, credit card, but most preferably, Tuition Express. Tuition Express is an automated payment
system, which will make processing your payments quick and easy.
Tuition Express, part of our ProCare Software management system, will allow us to process
tuition and fee payments safely, quickly and efficiently. In a matter of minutes, we will accomplish
what has taken us hours to complete, leaving us more time to spend with your children.
Once enrolled in Tuition Express, your tuition and fee payments will be paid automatically
every Monday for each week or the first Monday of each month for the entire month. The choice if
yours! Kids Care Academy can produce a receipt for the payment or you can receive instant email
notification by signing up at www.tuitionexpress.com.
Your personal account information is safe with Tuition Express, safer, in fact, than paying by check.
Automated payment has proven safer than writing checks and eliminate potential check fraud or
identity theft.
By completing the Tuition Express enrollment form, you will help us take a gigantic step
forward in our payment processing, a step that will allow us to spend more time with your children
and less time processing payments and making trips to the bank. If you choose not to enroll in Tuition
Express, there is an extra $5 “handling fee”, per transaction, as we will be forced to continue
processing your payments by hand. Tuition Express is convenient for you and efficient for us.
Welcome Aboard!
Sincerely,
Kids Care Academy29
Frequently Asked Questions
When I pay my tuition automatically, how secure is my account information?
Very secure — more secure than when you write checks. The checks you write every day have your
name, address, phone number, and sometimes your driver's license number on them. With this
information, criminals have all they need to access your account or worse, steal your identity.
Automatic payments greatly reduce this potential problem by limiting the amount of information
available and who has access to it. Tuition Express also incorporates additional security procedures,
utilizing 128 bit encryption.
What if the childcare center makes a mistake and takes out too much money?
Report the error to your childcare center immediately — it was most likely an honest mistake. The
childcare center will then adjust your account accordingly.
What if my childcare center and I disagree about a payment?
If you feel that the payment should not have been made, you have the right to dispute the charge.
Contact your bank or credit card company. Tuition Express and your childcare provider will work
closely to resolve the issue in a timely manner. Does this form of payment give the childcare
center access to my account?
Nobody at the childcare center has access to your account. When you sign up for Tuition Express,
you only authorize your bank or credit card company to release the exact amount owed to your
provider when it is due and payable.
How will I know when a payment was taken out of my account?
Your childcare expenses will be taken out of your account on a schedule that you and the childcare
center agree upon. Your childcare center has the ability to print statements for your records prior to
the withdrawal of any money. Additionally, the charges will show up on your monthly statement as
"Tuition Express".
When I sign up for Tuition Express, how will this help my childcare provider?
Your childcare provider has chosen to offer Automatic Payments for several reasons. First, it will give
you the convenience of not having to write a check every time tuition and fees are due. Second, it
allows regular scheduling of your payments. Most importantly, Automatic Payments reduce the
amount of time your childcare center spends on management activities, giving staff more time to
spend with the children.
How do I get started?
Simply complete the "Payment Authorization" form and return it to your childcare provider. They will
do the rest! For more information on automatic payments, visit www.directpayment. org. This is an
excellent resource explaining the system and its benefits.30
31
RVR Agreement
If you do not swipe for hours or personal days equaling 25 hours or more per week,
your account will be charged a $25 late payment fee on the following Monday. Swiping
less than 25 hours causes KCA not to be paid on time by RVR, so you are charged the
same late payment fee as self-paid families. If you do not swipe for previous check-ins
and check-outs within the 13 days that you are able to back-swipe, you will be charged
a $5 fee per child, per day that we must manually enter late attendance. It is your
responsibility to approve late attendance online or by phone. If you fail to approve late
attendance, you will be responsible for paying any remaining balance not covered by
RVR.
You are also responsible for paying your co-payment for the entire month by the first of
every month. Get with management as soon as possible if you have questions
regarding the monthly co- payment.
If there are any gaps in your voucher dates, typically for those who have school and
breaks, you will be responsible for paying the weekly fee to keep your child enrolled.
If you have questions after reading this and going over the information you should have
received from RVR, please see a management member.
Parent Signature: _________________________________ Date:__________32
Emergency Contact Information
Physician’s Name:___________________________________________________________________
Physician’s Address:__________________________________________________________________
Physician’s Phone #:___________________________________________________________________
Dentist Name:________________________________________________________________________
Dentist Address:______________________________________________________________________
Dentist Phone #: _____________________________________________________________________
Emergency Medical Authorization
I agree, and by my signature, give consent, that in any case of an accident, injury, or illness of a serious
nature, my child will be given emergency medical care, such as CPR. I understand that I will be contacted
immediately, or as soon as possible should I be away from the phone numbers given with this application.
Printed Name:________________________________________________________________________
Signature:___________________________________________________________________________
Date:______________________________________33
Kids Care Academy Discipline Policy
Our discipline policy builds on mutual trust, with our teachers and children working together to help
children grow and mature. We encourage positive redirection. Positive discipline teaches children where
limits are set, how to maintain control of their bodies, and how-to problem solve in the event of their
actions. We discourage inappropriate behavior. No child is subjected to corporal punishment or physical
discipline at any time. Discipline shall never be related to food, rest or toileting.
We will make every effort to work with parents of children having difficulties in child care. Behavior of
children which disrupts normal classroom group activities on a frequent or extended basis indicate
physical or emotional problems requiring the attention of a professional specialist.
In most instances, children learn from their mistakes. However, in the event that child continues to display
inappropriate behaviors we analyze the situation and categorize the behavior into one of two categories.
Minor Misconducts
Minor misconducts are expected to occur from time to time. It is the KCA employees’ responsibility to
follow the above strategies to deal with minor misconducts and record any incidents that have occurred.
Once a written report is shared with the child’s family, they are to be filed in the child’s file for future
reference. The following are examples or minor misconducts:
a. Running in the center
b. Leaving the room or area that the class is in
c. Being excessively noisy while inside
d. Refusing to clean up or walking away from a mess a child has made in the center
e. Refusing to follow directions
Major Misconducts
Major misconducts rarely occur; however, in the event it does happen, it is taken seriously because it
impacts the safety in the room. The following are examples of major misconducts:
a. Bullying other children
b. Hitting, biting, scratching, pinching, punching, and pushing
c. Throwing objects that could potentially harm others
d. Swearing or using inappropriate language
e. Stealing from the center or another child
f. Behaviors that distract or ruin group activities
g. Property or equipment damageYou can also read
