Indian Boundary YMCA Summer Camp 2021
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Indian Boundary YMCA Summer Camp 2021
“We are a powerful association of men, women and children joined
together by a shared commitment to nurturing the potential of kids,
promoting healthy living and fostering a sense of social responsibility.”
WELCOME
Thank you for being a part of our Summer Camp staff! We take great pride that our camp is accredited
by the American Camp Association. Therefore, we maintain the highest standards regarding program
quality. We believe that the most important elements of a positive day camp experience are the safety
and well-being of the children and the supervision from our quality day camp staff.
Our YMCA Summer Camp Programming provides children with summer adventures that promote
health, physical activity, friendships, and group participation. This summer we will find new and
exciting experiences that will provide challenges and will help build the YMCA values of Responsibility,
Respect, Caring and Honesty. Children will spend time indoors and outdoors while you, as experienced
staff, lead campers in a wide variety of activities each day including games, creative arts, songs,
sports instruction, recreational swimming and field trips.
You, our camp staff, have been chosen on the basis of maturity, patience, leadership qualities,
education and experience. You as trained staff help to teach and promote these values to our children.
We expect you to be a role model for these kids to look up to. We are glad to have you as a part of our
program!
ORIENTATION
Program Focus
We are a powerful association of men, women and children joined together by a shared
commitment to nurturing the potential of kids, promoting healthy living and fostering a sense
of social responsibility.
YMCA 4 Core Values
Respect, Responsibility, Caring, and Honesty.
Goals and Objectives
At the YMCA, we know that children can never have too many positive experiences. We know
that building assets in youth is vital as they grow and develop. Our programs are designed to
develop the whole child – spirit, mind, and body.
Program Objectives:
Site
● Provide a warm, caring environment where children are safe and have fun.
Stimulate an awareness of emotions and feelings, as well as, offering positive role models to
help the children understand appropriate and positive ways of expression.Create a family
atmosphere amongst site staff to foster creativity, accountability, and teamwork.
Children
● Encourage children to develop an awareness of human diversity, to appreciate andaccept the differences in others.
● Increase self-confidence and independence by strengthening leadership skills
through teamwork activities.
● Learn and use effective conflict resolution.
Staff
● Make a strategic effort to aspire to the standards set by the definition of
Professional Role Model.
● Promote character values by demonstrating and encouraging acceptance of the
values of honesty, respect, caring, and responsibility.
● Encourage and support open communication with children and parents and/or
camp leads.
Failure to follow program policies:
In instances where staff fail to live up to the responsibilities outlined in this handbook,
progressive discipline will follow.
INTRODUCTIONS
Program Staff
Indian
Boundary Program Manager (630) 432-3210 jmeeker@ymcachicago.org
Jessica Meeker
Staff Handbook…
It is your responsibility to read, understand, and follow the staff manual. We strongly encourage
anyone who has questions or needs clarification on any of our policies or procedures to ask their
program supervisor. All staff are required to sign the staff handbook receipt sheet.
STAFF STANDARDS & EXPECTATIONS
Professional Role Model
Wearing your staff shirt distinguishes who you are and what you are about. By wearing that shirt you
are committing to:
● the YMCA that you will uphold our focus, goals, and objectives;
● the parents that you can be trusted to treat their child with respect, communicate
appropriately, and be honest;
● the Summer Camp program that you will be responsible for the program and participants,
ensuring safety, appropriate actions and cleanliness;
● the fellow staff that you will uphold the values and policies put in place to support each otherand the program;
● the program participants that you will do your best each day to be a values-based role model
they can look up to and imitate through your words, actions, attire, and attitude.
● being a professional role model is more than working the shift assigned; it’s coming every
day with an attitude ready and willing to make a positive difference to build strong kids,
strong families and strong communities
Mandated Reporter…
● All staff shall provide a signed statement acknowledging their status as mandated
reporters of suspected child abuse and neglect. As a mandated reporter you are
responsible for reporting any abuse or suspected abuse of a child. Staff will work with
their supervisor to ensure all reports are filed correctly and documented in
accordance with the Department of Children and Family services and the YMCA of
Metro Chicago.
● All Y Staff are responsible for visually examining each child daily, upon arrival for
indications of illness, injury abuse and neglect. The Y Staff will immediately report any
incidence of suspected abuse or neglect to their supervisor.
● Child Abuse Hotline: 1-800-252-2873
Personal Cell Phones & Other Electronic Devices…
● Staff Cell Phone Policy: No Y staff may use their cell phones to call, text, take and/or post
photos during working hours unless it is directly related to their job functions, at the
discretion of their supervisors.
● Please use the site specific cell phone for family members to get a hold of you in case of
an emergency.
Indian Boundary Tradition Camp Phone: 312-672-9927
Traditional Camp Phone: 312-696-9263
● If you are observed using your personal cell phone or any electronic devices during program
time, progressive discipline will take place. This includes talking, texting, emailing, internet use,
etc. including both work and nonwork related topics.
Site Cell Phones…
● Site cell phones are available at every site and are only to be used to contact the YMCA or
the Program Director and/or Site Coordinators and for emergencies (calling 911, etc.).
● When answering your phone at your site, please answer with, “Hello, this is at
.”
● Please treat your site phone with respect and do not toss it around, do not let kids play with
it, keep the battery charged, etc. Also make sure to turn off your phone at the end of your
shift and lock it up in your cabinet properly; it should never be taken home with you.
● No changes should be made to the site phone including ringtones, background pictures,
etc. unless approved by your supervisor.
● No personal calls, text messages or media downloads are to be made or received through this phone.● Your site phone is also our way to reach you about important information regarding kids,
alternate pickups, etc., and should be on you at all times. Please make a note to check the
site phone for missed calls every ten minutes. If your site phone does not work or receive
service, please notify your supervisor.
● Any updates necessary for the site phones are to be completed by the Site Coordinator
and should follow the instructions provided by your supervisor.
● The phone number of your program supervisors’ cell phone should NOT be given out to
anyone, including parents. Please give them the site phone or the IBY membership desk,
630-968-8400 for questions or needed information.
Tobacco, Alcohol and Drugs…
The YMCA of Metro Chicago is committed to maintaining a drug/tobacco/alcohol-free workplace.
● Smoking,vaping and other use of tobacco products, or drugs is prohibited in facilities,
vehicles and any property where YMCA programs, meetings or training are being conducted.
● Possession, use, dispensing, distributing, and manufacturing illegal drugs is prohibited on
Y premises, during work hours, and while conducting Y business (including travel)
● Smoking while on the clock or in your staff shirt while not working and coming into work
smelling of cigarette smoke are not acceptable.
● Any use of alcohol and/or drugs during work hours or 4 hours preceding work hours is not
permitted.
● Consuming alcohol in your staff shift during off-hours is not permitted.
● Arriving at work appearing to be under the influence of alcohol or drugs or smelling like either
is not permitted.
● The YMCA of Metro Chicago reserves the right to require staff to submit to a controlled
substance drug test for cause.
Staff Trainings
● YMCA Praesidium Child Abuse Prevention mandatory training must be completed at the
time of hire.
● There are mandatory trainings that must be completed as part of your camp training.
These trainings include: (1) Regional Camp Training (2) First Aid, (3) CPR/AED, (4) DCFS, (5)
Bloodborne Pathogen, (6) Emergency Response Plan training (7) Risk Management training
for camps (8) Aquatic Training (9) Handbook and other camp related trainings.
● Dates/times for these trainings will be offered to you at Indian Boundary YMCA and/or
other branches of the YMCA of Metro Chicago.
● Additional mandatory training may be added as required.
● Other optional opportunities for training and sharing with other staff may be offered from
time to time.
● All staff are paid their training pay rate for any association-wide required trainings (Y Regional
Training, first aid, CPR, etc). Staff are paid a stipend based on what was offered to them when
they were hired. Training hours are included in their stipends.
Staff Health – Personal Information Data Sheet
● All staff is required to have this form completed and included with emergency numbers of
all campers in case an emergency develops.
Staff Meetings
● Staff meetings are held monthly. These meeting times are purposely planned out to go over
announcements, important information, prepare for upcoming events, training, new ideas from
other staff, and recognition. You will be communicated when these trainings are so you can
plan accordingly.
● Staff attendance is mandatory. If you absolutely cannot attend a staff meeting, you must giveat least a 2 week request off just as you would when taking a regular shift off. If you have
another job or a class on the night of the meeting, you will need to provide appropriate
documentation to your program supervisor (i.e. copy of class schedule, etc.).
● For any meetings missed, you are required to contact your supervisor and schedule a time to
meet personally to go over information missed within one week of the staff meeting.
Attendance
Advance Notice Absence Request…
● You must request your time off in Ultipro. Your stipend was based on the days you told us
that you needed off. You still need to put these days and times as requested time off in
ultipro.
● Please make sure that your supervisor is aware of your requests.
● Days off will be granted on a first come, first served basis and only when it minimally
affects participants.
● Staff are not paid for days not worked.
● For any schedule or availability changes, please let your Program Director know.
● No call, no shows have many negative effects on our sites and children, they are
unacceptable and will not be tolerated.
Last Minute Calling Off (illness & emergencies)…
● Calling off last minute should be avoided as much as possible.
● If you find out about a potential reason you may need to miss work less than two weeks prior,
please let your supervisor know as soon as possible, even if there is only a possibility that you
may need to miss work and contact other staff to sub for you that day.
● If you are very sick or have a communicable illness, you should not come in to work.
Some examples of communicable illnesses include fever (over 99.9), flu, strep
throat, head lice, chicken pox, etc. You may be required to provide documentation in the
case of a last minute call off.
● You must call your program supervisor before 9:00 pm the night before or between
5-5:30am.
● You must speak directly to a program supervisor. If you do not reach your supervisor, please
wait a few minutes (or a little while if it’s still early) then try again. If that fails, you must
attempt to call all other program supervisors until you get a hold of someone. If you have not
talked to a program supervisor directly you are not excused and are expected to be at work.
Leaving a message will not excuse your absence.
● Upon taking the day off, you must then send an email to your supervisor confirming the date,
shift, and reason for the last minute call off (within a 24 hour period). In addition to this you
must compose a message in ultipro regarding missed day.
● Excessive absences will affect evaluations.
Being on Time…
● All program staff are required to clock-in at their scheduled times
● If you are running late for your shift, you should contact your Program Director.
Uniform
● All staff are required to wear the shirts provided to them when hired.
● All shorts or pants must be black and can not be denim and can’t have a color on theside, etc. ● Shorts must be no less than 2 inches above the knee (no daisy dukes, no torsos showing).
● No sagging pants, pajama bottoms, pants with holes, form fitting pants or writing on the
backside of pants or shorts.
● Gym shoes or appropriate closed toed shoes. must be worn in order to be actively involved
with the children. Or appropriate closed toed shoes.
● Your YMCA name tag must be worn at all times.
● Piercings need to be appropriate and are based on the discretion of the program directors.
● All visible tattoos must be shown to your program director prior to starting work to determine
if they will need to be covered during program time.
● When wearing your Y shirt and/or name tag, you are expected to exhibit behaviors consistent
with those of a Professional Role Model, regardless of if you are on the clock or at a Y
location.
Communication
● General information communicated between staff and supervisors can be done via phone,
email, texting or in person. However, CALLING OFF, CALLING IN LATE OR EMERGENCY
SITUATIONS MUST BE COMMUNICATED DIRECTLY BY PHONE OR IN PERSON to your program
supervisor or site coordinator.
● Email is the method most often used by program supervisors to get information to you. Please
make certain that your supervisor has your correct and current email address and that you are
checking your email consistently. Occasionally you will be asked to respond back to an email
message, please do so promptly.
● To reach your program supervisor, you can call their cell phone. When leaving a message,
please be specific for the reason of your call. In situations that require immediate attention, you
must call your supervisors cell phone. Supervisor cell phones are only for site staff to reach
program staff; cell phone numbers are not to be shared with anyone including parents, school
staff, etc. Always direct them to call the “site” cell phone or Director’s office phone number.
● Suggestions and/or ideas are welcomed and strongly encouraged to be shared with
your program supervisor.
● Any questions, issues, or concerns regarding sites, kids, parents, school staff or other staff
should be discussed directly with program supervisors. Attempts will be made by the supervisor
to resolve matters in a way that is beneficial for all involved.
● The following is a reference for the most appropriate form of communication for various
issues that may arise
Email Appropriate Cell Phone Appropriate Office Phone Appropriate
→Requests off →Site Emergencies →Parent Referrals
→Site/Curriculum Questions →Last Minute Call Offs →Site phone isn’t
working properly
→non-emergency child →Extreme child behavior issue →Billing questions
behavior issues/notes
*if you need a quick response to an email label it “IMPORTANT” in the subject line. If the staff member
is dissatisfied with the resolution, he/she needs to continue up the appropriate chain of command.
● Communication between the AM program, Day Staff and PM program at a site should be done in
the communication log. This communication could include, a note on a child, information from a
parent, or supplies needed.
● If there is a minor concern with a coworker, address the concern with that staff member before
or after the program if possible (not in front of kids or parents) and update your supervisor if
necessary.
● If there is a concern or situation that you are not comfortable addressing with your co-
worker, please contact your supervisor.
● Report all behavior issues with children as soon as possible if not immediately depending onthe situation.
● If there is a major concern or safety issue, please contact your supervisor.
Injury on the Job
● If you are hurt while on the job, immediately report worker compensation injury to your
direct supervisor.
● An Employee Accident/Illness Report needs to be filled out and turned in to your
supervisor within 24 hours of the incident.
● Your hospital visit and all medical expenses are covered by workman’s comp even if you do
not have insurance through the Y and the injury is the result of on the job activities.
● PLEASE NOTE: IF THE INJURY WAS A RESULT OF “HORSE-PLAY” BETWEEN STAFF, OUR
INSURANCE COMPANY MAY DENY THE WORKERS’ COMP CLAIM AND THE INJURED
STAFF WOULD BE RESPONSIBLE FOR ALL RELATED MEDICAL BILLS.
STAFF ROLES & RESPONSIBILITIES
All Site Staff
● Supervision of children at all times.
● Ensuring safety and protection of all children.
● Knowing the number of children in the program at all times.
● Participating in program activities/Being active with kids.
● Praising children and disciplining appropriately as needed.
● Enforcing program expectations and program guidelines by example.
● Being proactive in updating program supervisors on happenings at their site, staff, kids, etc.
● Make sure to relay any messages given to you from the office to the rest of the site staff.
Site Coordinator
● Establishing a safe, positive atmosphere for your site. (including moving your group if
atmosphere is compromised and notifying supervisors when needed)
● Setting clear expectations with the kids from the beginning.
● Developing a daily schedule based on requirements.
● Planning and preparing monthly curriculum.
● Creating a monthly curriculum calendar to post at site and turn into supervisor each month by
due dates.
● Taking the lead role in planning and organizing special events at the site.
● Implementing a behavior/reward system and remaining consistent when managing behaviors.
● Checking mailbox and turning in forms in a timely manner.
● Making sure information on sub information sheet, parent boards, site binders, etc. are current
and IBYupdated.
● Most parent communication.
● Missing children.
● Overseeing program and other site staff; ensuring policies are being followed.
● Leading staff under your supervision by example, proper direction, and with positive attitude
and intentions.
● Overall responsible for what happens at their site.
● Meeting with program supervisor every week to go over changes needed, supplies, situations, etc.SITES
PROTOCOL FOR PROCEDURES AT IBY SUMMER CAMP
1) Procedures at AM check in:
a) Before Camp Care
● Arrive at 6:30am, clock in and get supplies for planned activities ready.
Before camp care come up with themed crafts / games based on the theme
for the week.
● Grab walkie talkie
● Grab phones and put on table
● Set rules for children arriving and where they put the book bags, etc.
● Engage with kids
● We will be reviewing emergency procedures on Mondays
● After children leave with day counselors need to ensure that all equipment is
properly stored
b) Day Counselor check in
● Arrive at time assigned on staff schedule – clock in; get assigned list of
kids for day; get first aid kit; walkie-talkie.
● GLG Keeper of camp phones – make sure that you have phone before the bus
takes off
● GLG-Keeper of box – makes sure that they take the box on bus with them
Sign In/Out Procedures
● It is mandatory for parents (or authorized persons) to sign their children in for the a.m.
program and out for the p.m. program by writing their signature and the time. Make sure
you have the sign in/out sheets with you at all times.
● Parents must show a picture ID. NEW – Once you learn who the parents are and you know
them you do not have to ask for ID. However, if you are unsure or if it is someone new – you
must ask for ID.
● Sign in/out sheets are an important part of our program. This is how we verify a child’s
attendance record and billing. Please make sure that all sign in sheets are dated (each page)
and that they have your site name on them.
● All AFC families must sign a separate attendance sheet that is required by the state.
● If a child shows up and is not on the roster, immediately call the Program Director to
verify that they are in fact registered, do not turn away or accept a child not on the roster
without checking with the Director’s office.
● Be familiar with the names on the authorized pick up list so that you know who can pick up the
children in your program. Check the child’s paperwork to be sure. Remember the person who is
picking up must have a picture ID until you get to the know them. This is for the safety of the
child.
● If someone who is not authorized comes to pick the child up, please call the parent authorized
to pick up about the situation. You must get something in writing in order to have the child go
home with that person. If unsure please contact the Program Director’s office and/or cell phone
so that we can verify status of that pick up.
● In the case of custody disputes, we will release children to either parent of record or legal
guardians (who must be listed on the registration form) unless we have a court order stating
otherwise. (Any court order or documentation must be given to the program
directorimmediately.)
● If you suspect that a guardian is intoxicated, you are not to release the child to their
care-whether they are walking or driving home. If you do encounter this situation, contact your
program director immediately for them to call 911 and do not release the child.
Bathroom Policies
● Take scheduled group bathroom breaks throughout the program hours. This is also a good
time to have kids wash hands before snack. Always take a bathroom break before going
outside to limit having to come in later.
● Items that must be with your group at all times: 1. Site Phone 2. First Aid Kit 3. Sign
in & out sheets 4. Binder/Authorized pick up list.
● Please inspect the bathrooms before letting the children enter to check for other people or
potential dangers. (Please do not let children into the bathroom while other children or
adults are in the bathroom.)
● Do not allow anyone to enter the bathroom while our children are in the bathroom.
● While waiting outside the door to the bathrooms, verbally check to make sure everything
is okay. If there is a delay, check it out immediately.
● Make sure that children use separate stalls. Number of children in the bathroom should equal
or be less than the number of stalls available. Urinals are not to be utilized.
● Check the bathrooms after each use for any mess the children might have made and make
the children responsible for cleaning it up.
● Do not put yourself in the position where you are the only adult in the bathroom with one
child. Never enter a bathroom stall with a child.
● Taking a small/partial group bathroom break: This is only possible with at least
4 staff members present. Two (2) staff members must accompany at least three children to the
bathroom, leaving the remaining children under the supervision of at least two other staff
members. This must be communicated to all staff members. The buddy system is not allowed,
for any age. If there are less than four staff all the children must go on a group bathroom
break.
● DO NOT SEND A CHILD TO THE BATHROOM WITHOUT ADULT
SUPERVISION. Sending them with other children is not okay.
ATTENTION: ALLERGIES
While in Indian Boundary is committed to ensuring the safety of all children in our programs, we are
not able to guarantee that our sites are peanut and tree nut free at all times. Please review the
points below outlining our policies regarding allergens on site.
● All allergies must be listed on the child’s paperwork. Additional medication, (Epi-pen, inhaler,
etc) must be provided for a child in the case of a reaction or episode during program hours.
(See section on medication for more information on medications)
● We will take measures to ensure that program provided snacks are free from peanuts and not
produced in factories that contain peanuts, however with our snacks being delivered, there
may be instances where afternoon snacks do contain or are produced in factories that contain
peanuts or tree nuts. Please make sure labels are checked before distributing snacks for the
day.
● We request that parents do not provide snacks for their child that contains peanuts/tree nuts.
If there is an allergy onsite and an outside snack contains an allergen, that child with the snack
will be instructed to eat in a designated area. That area will be cleaned thoroughly and hands
● will be washed following snack time.Daily/Weekly Schedule
● The weekly curriculum is provided to all day staff and that schedule is to be followed
weekly. Any changes in the activities schedule will be communicated with you directly.The
following components are required to be implemented into the daily and weekly schedule.
Handouts/Letters…
● Any letter, flyer, or handout developed by site staff to be distributed to the parents
must first be approved by your program director and must contain the official
YMCA logo and marketing criteria.
● Please allow at least 48 hours for review and return.
Movies, Music & Games…
Please keep in mind the focus of our program is nurturing the potential of kids, promoting
healthy living, and fostering a sense of social responsibility. This focus is implemented through
our daily schedules and curriculum. Movies shown at programs should only be used as a
special event and to enhance the weekly themes and/or curriculum.
● All movies must be rated G or PG.
● Sites that want to show a movie must give two days notice to their supervisor and be
in good standing to get approval to show a movie.
● If last minute/day of circumstances (under the weather staff, unannounced location
change, rainy day, etc) make showing a movie a reasonable activity for the day,
you still must call your supervisor and get their approval. The movie must be rated
G.
● Radio stations are not allowed to be played at sites.
● We appreciate any donations of kid friendly G/PG movies, music as we continue to
grow our media library.
Toys from home & instruments…
● In general, toys from home are not permitted at program; Special circumstances may
dictate their use but must be approved by a Program Director.
● Video game systems from home are not permitted at the program.
● Instrument usage at the site is at the discretion of the Site Coordinator but should be in
an area where children are not running around and should NOT be at a time when other
kids at the site are working quietly.
● Rule of thumb is NO ELECTRONICS.
Health and Safety notes…
● Items that must be with your group at all times:
1. Walkie 2. First Aid Kit (maintained by staff only) 3.Group Rosters & Schedule
● Staff and children must keep their shoes on at all times.
● Staff and children should be wearing appropriate clothes for weather conditions.
● In the case of a blood accident or incident, all staff should routinely use appropriate
barrier precautions (learned at the Bloodborne Pathogen Training) to prevent skin
and mucous membrane exposure to blood and body fluids. Latex free gloves areavailable upon request.
● in the case of an accident including body fluids—please use the Blood and bodily
fluid spill kits that have been provided and follow directions as specified on the kit
and in your training.● Medications should be locked in medical containers marked appropriately and kept in
a safe and accessible place
● No home baked goods are permitted in the program.
Emergency Procedures
Emergency preparedness….
● Emergency evacuation plans are site specific. These plans specify the location to report
to in case of a tornado and the exit to use in case of a fire.
● Fire and tornado drills must be conducted monthly and recorded on the
fire/tornado drill log.
● Lock down drills should be conducted every semester
● The log should be kept in the Staff Binder and drills should be posted on the
calendar on your parent board; this will be checked when supervisors visit.
● Keep stairways, hallways, and fire escapes clear of obstructions and blockages.
● In case of a fire, call 911 immediately. After you have all children safe then notify
your supervisor.
● In the case of a tornado, or a similar type of emergency please follow the plan that
the school has in place. All children and staff should be in the cover position. (“fetal
position” with hands clasped behind head, head tucked into knees and eyes closed.)
● In the case of a safety concern, notify your supervisor immediately, maintain
supervision of the group during the call, remain calm and discreet, do not discuss
with parents or anyone else unless directed by your supervisor, fill out an incident
report with the facts.
● Take your site cell phone, sign in/out sheets, site binder and first aid kit with you
and contact the office. Stay where you are until cleared to leave.
● Please refer to the Emergency Crisis Plan (red flip book) in order to become
familiar with different scenarios. This will be located at each site and in each
classroom.
Health and Accidents
● Any time an injury occurs it must be documented with an ouch report and/or incident
report. Medical log book should be used for documentation.
● Medical Logbook is used to document any incident and anytime medicine is being
administered. This is in addition to the incident report that needs to be filed and
provided to the Program Director.
● If a serious injury occurs (but is not life threatening), immediately contact your
Program Director to let them know a child has been seriously injured. Provide your
name and site, the child’s name (first & last), brief description of what happened,
the current situation and the person to start contacting (if known). The office will
begin calling to notify the parents.
● Any neck or head injury, even minor ones, need to be taken seriously and
communicated to the parent upon pick up. An incident report also needs to be filled
out and given to your program director within 48 hours for all head injuries. A call
must also be made to the Program Director so he/she can let parents know that the
incident occurred, even if the child says they are fine.
● Always remain calm in any emergency and do not alarm the other children. Stay with
the injured child. The other staff member should move the other children away from
the injured child and keep the other children engaged, while still in view of the otherstaff member and child. ● If an injury is serious enough that 911 needs to be called (potentially life threatening),
call 911 from your site cell phone and notify the program director immediately
afterwards.
● Incident reports of accidents resulting in a child going to the hospital or doctor must
be filled out and turned into the program director the same day and the program
director must be verbally notified as soon as possible.
● Should an accident attract media attention, only the CEO or communications
director has the authority to speak on behalf of the organization.
● For staff injuries, you must let your supervisor know immediately. Please see
previous discussion on work related injuries.
Staff Participation
● It is required that all staff actively participate in all activities with children on a
daily basis.
● Staff will also encourage the children to participate in activities by having a positive
and supportive attitude about all activities.
● Staff are encouraged to participate at some level without it compromising
supervision of all children at all times.
Clean Up Time
● Children should be responsible for keeping their area clean and for picking up
after themselves. Staff needs to be responsible for picking up after themselves.
● Staff are also responsible for holding children accountable for cleaning up after
themselves. This not only reinforces the 4-Core Values but also enables staff to
provide proper supervision which would otherwise be impeded if they were to spend
time/attention cleaning up after the kids.
● When transitioning into clean up time, make sure the children are given fair warning of
when activity time will stop and clean up will begin. Please make clean up fun and not
a chore.
● Check bathrooms each day when you arrive to determine cleanliness and check
again before you leave and clean up any messes created by the children.
● All food should be picked up and thrown away and all spills should be mopped up.
● Make sure that if you use glue that all glue residue is cleaned off the tables.
● Use newspaper or table cloths for painting projects, if applicable.
● Keep the supply cabinets and the area around the supply cabinets organized.
● Staff are responsible for making sure that the site is as clean when you leave as it
was when you arrived.
Supplies/Resources
Site Cabinets…
General Craft & Other Supplies…
● Staff are responsible for exercising good care and judgment with all supplies and
materials (i.e. making sure marker caps are on, keeping game pieces together,
keeping board game boxes in good condition, etc.)
● Any type of craft materials, school supplies or other supplies needed can be
requested to the Program Director. Please allow a 2 week turn around. Plan
accordingly.
● Please remember that supplies are shared so take only what you really need
and in appropriate amounts. If that is questionable, please consult with the SupplyCoordinator or your Program Director. ● When picking up supplies, please allow the Supply Coordinator or your Program
Director to assist you. Do not order or buy supplies on your own.
Specialty Supplies…
● Special supplies for projects that are not openly available may be requested to order
or purchase. Approvals for these requests will be made based on price and advance
notice.
● To request special supplies, please fill out a supply request sheet located in the Forms
Manual and return to the Supply Coordinator or Program Director with at least 2 week
notice.
● Careless use of materials, games or equipment will not be rewarded with new ones,
so please make sure supplies/equipment are taken care of and kids understand and
appreciate what they use and play with.
● Coloring sheets should only be copied from (and not torn out of) the coloring books
Child Abuse Prevention
● The YMCA of Metro Chicago maintains a “zero tolerance” policy for abuse.
● There is a mandatory child abuse prevention training that must be acquired in the
camp training
● The YMCA has a comprehensive pre-employment screening in place for staff
members and volunteers, including reference and criminal background checks.
● The YMCA has standards and rules for staff members and volunteers that must
be followed because of its concern for the safety of all children in its programs.
● Two staff must be present with any children at all times
Appropriate Contact….
● Giving high fives
● Thumbs up
● Side hugs
● Saying, “Good job!”
● Saying, “Appreciate you!” or “I appreciate that you did…”
Inappropriate Contact….
● Front to front hugs
● Piggy back rides
● Having a child sit on your lap
● Allowing a child to cling to you
● Any sort of massage or back rub
● Tickling of any kind in mid section / trunk area
● Any sort of “flying” when one arm and one leg is held
Procedure in Case of Suspected Child Abuse or Neglect…
(Suspicions of child abuse are confidential.)
● If you suspect a report of possible misconduct of a child: Remain calm, report it
immediately to your program director and please document details. The program
director will review the evidence and notify authorities.
● If you receive a report of possible misconduct of/by a child: Remain calm, be discreet
so you don’t embarrass the child. Ask how long the misconduct has been going on. Let
the child know that we care about their safety (do not say you will keep a secret!).Report it immediately to your program director and document all details (specifics if there are any visible indicators). The program director will review the evidence and
notify authorities.
● If you receive a report of possible misconduct by other site staff, parents, or another
adult: Remain calm and professional, be discreet (move away from the group), let the
person know that you take this information seriously and that you will contact your
supervisor. Encourage them to also contact the program director. Let them know that
we also have procedures in place to protect children at the YMCA. Call your Site
Director and/or Program Director immediately following the conversation. Do not
speak with other staff members about the situation. It is not your responsibility
to assume the information is true or untrue. Please stay professional. Keep an extra
watch and listen to the staff member. Fill out and turn in an incident report that day.
● No one is to talk with the press or anyone else regarding suspicions of abuse.
● If the allegation involves a staff person, that person will immediately be placed
on suspension and an investigation will be conducted.
● Be conscious that it is important to never be alone with one child.
● If there are occasions when you find yourself alone with one child, you must move to a
highly visible area, i.e. the area just inside the doors where parents enter to drop off or
pick up their children. Take books, games, etc. for an activity. Make sure you have a
site phone, FA kit, Sign in & out sheets and binder/authorized p/u list. YMCA policy is
to have 2 staff with children at all times.
● Never take a child in your car.
● Staff are not allowed to babysit for children who are participants in the program or
have involvement with the children in our programs outside of program hours, including
during the summer if the staff member plans on returning in the fall.
● Staff must make program directors aware of any gifts or gratuities that they
receive from program participants or their families.
● Staff that maintain personal web pages (including facebook and twitter) should set
restrictions to private and be aware that YMCA participants may be able to access
your web page. Anything seen on a staff web-page that poses a threat to the YMCA’s
integrity or is not in line with our Professional Role Model expectations can be grounds
for progressive discipline.
● Phone numbers and screen names or any other personal information should NOT
be shared with participants or parents.
Child Supervision
Indoors…
● Make sure that you have all children in your sight at all times; take the
word “supervision” very literally.
● Remember to take the phone, the first aid kit, and the sign in/out sheets
with the authorized pick up list with you when you go to different areas of
the building.
● Always put up a sign letting the parents know where to find the program.
Outdoors…
● Remember to take the site phone, first aid kit, sign in/out sheets,
and authorized pick up list with you when you go outside.
● Rules should be communicated clearly and reviewed with the children before going
outside. This is especially true when it has been a long time since the kids have gone
outside at the program (i.e. beginning of the school and early spring)
● Count all the children before going out and then count every few minutes when outside.Take counts before going inside and count once again when you get inside.
● Please place yourself where you can see all the children at all times. Being outside is
not a time for socializing.
● Stay active with the children while outside. DO NOT sit down when outside, in
addition to continuing to develop a relationship with your kids it also prevents
staff from becoming complacent in their supervision.
● Watch strangers closely. Keep children away from strangers and prevent strangers
from talking to the children (this includes teens). It is better to err on the side of
caution when you have even minor concerns; be polite but firm.
● Children should not play with/on bikes and other toys.
● When you are outside with the children set boundaries. You should be able to see
every child.
● When playing organized games outside, for the safety of all involved, no children
but those in the program should participate in the activity.
● If a situation arises that you do not feel comfortable with, take the children inside. It is
better to err on the side of caution.
● Keep children away from stray dogs or dogs being walked. Be mindful of all unleashed
dogs even if they are initially far away.
● If you are taking a walk one staff person should be at the beginning of the line and
one should be at the end. When crossing the street, cross at crosswalks and one staff
person should remain standing in the crosswalk until all the children have crossed.
● If leaving the property, parents must all sign off on a permission slip and
supervisors must be notified in advance.
● Always post a sign that communicates with the parents where the group is located.
Weather…
● Please refer to the bad weather plans located in your activities book if the
weather requires you to go inside during the day.
Playground Rules…
Safety Playground Checklist done daily
● Staff members should always check playground equipment for loose parts, broken
glass or debris in the area before children use it.
● Do not allow children to use wet or broken equipment.
● Please use the equipment in the way it is intended to be used- NO acrobatic stunts.
● Some examples the policies that should be in place include: one person on a swing at
a time; no jumping off swings; monkey bars are for kids that can reach them on their
own; no climbing on top of monkey bars; one kid on a slide at a time; no games with
closed eyes (including wood chips/cherry bomb/lava monster)
● Wood chips are not allowed to be thrown.
● Children must take turns on all equipment.
● All participants should be visible to site staff at all times.
Child Accountability
● The YMCA of Metro Chicago demands staff member accountability for all participants
in the programs. Please use the following procedures to ensure participant tracking.
1. Make frequent face counts. If someone appears to be missing, ask all children to
stop what they are doing and do a quick roll call.
2. All staff should have at least 3 participants and one other staff member with them atall times (so for bathroom breaks, both the group going and the group left in
the room)
3. Make sure all areas are in full view of at least one staff member. This includes play
spaces, playgrounds, entrances, and exits.
Lost Child Procedure…
● Perform a quick, thorough search of grounds and building. If you do not locate the
child then ask the other participants if they have seen the child.
● If you still have not located the child within 2-5 minutes, call your program director.
● Never leave remaining participants unattended.
● An online incident report must be completed with the Program Director the same day.
Visitors
● Make sure you greet everyone who comes into the program; this includes,
parents, visitors and program staff from the office.
● Parents are welcome to come and observe the program.
● If someone arrives at the site that you do not know, please acknowledge them and
find out why they are there. Do not be afraid to ask someone to leave if they are not
authorized to be there.
● If an unwanted visitor or “intruder” arrives at the program please follow the
procedure listed “Emergency Procedures”.
● Make sure to monitor any staff that stop by the program while still treating
them politely and respectfully.
● If a potential family wants to visit the program they are to contact the Program
Director prior to the visit. On the day of the visit, the Program Director will inform you
of the names. Please check a photo ID when they arrive, and they may observe. If
their child is with them, they can also observe but are not able to participate.
Medications for Children at Site
For children who need to take medication during program time…
● The parent must fill out the medication release portion of the Registration Form.
Storage ….
● All medications are stored under lock and away from children. Medication requiring
refrigeration will only be accepted given accommodations for refrigeration.
Dispensing ….
● Only site coordinator’s can administer medication to a child at the program.
● The medication must be in the original container, with the prescription name,
dosage amount, date, and doctor’s name.
● Over the counter medication may be dispensed (with parent written permission and
direction) to participants by authorized personnel only. Time and amount dispensed
must be documented on the medication log form for that child. At no time, other than
in the case of an inhaler, will staff allow children to administer their own medication.
● When administering the medication, give it to them discreetly and make sure that
after giving them the medication, you return the bottle to the locked storage
container.
● After returning the bottle to the cabinet, please fill out the medication log form.Medication Log ….
● The YMCA of Metropolitan Chicago medication permission and log is used for
all medication dispensed.
● Non-prescription medications cannot be given unless accompanied by a doctor’s
note and come in the original container.
● At no time, other than in the case of an inhaler, will staff allow children to get
or administer their own medication.
● Epi-pens must always be in the first aid kit and go with the child everywhere during
the program (i.e. playground, gym, library, etc).
Ill Children
● If a child arrives at the program or becomes ill while at the program, assess the
situation to determine what should be done: Does the child need a drink of
water? Need to use the bathroom? Need to relax for a few minutes? After trying
these options, if the child still feels ill, then call the Safe ‘n Sound Program office
and they will contact the parents. Until the parent arrives make the child as
comfortable as possible, but separated from the group.
● If you have a sick or hurt child waiting to be picked up try to keep the rest of
the group doing a low-key, quiet activity and remember to be sensitive to the
child’s needs.
● For the protection of all the children, we ask that you call the Indian Boundary
or Greater LaGrange Program office to contact parents to pick up children who
show any of the following symptoms:
● A temperature of 100 degrees Fahrenheit or higher
● Any undiagnosed rash
● Symptoms of a communicable disease
● Profuse nasal discharge (green or yellow)
*if a child shows up to the AM program with any of these symptoms, they are
not allowed to attend program that day
● All cases of chickenpox, fifths disease, and head lice should be reported to your
Program Director immediately.
Administering First Aid…
● The first aid kit must be with you and with the group at all times.
● Each site will have a first aid kit containing the following items:
1. Ice Packs 7. Thermometer
2. Mouthpieces for CPR 8. Sterile Wipes
3. Non-Latex Gloves 9. Tweezers
4. Band Aids (2-sizes) 10. Roller Gauze & Pads5. Roller Gauze 11. Triangular Bandage
6. Medical tape
● First Aid Manual will also be kept in the site cabinet.
● Please keep your first aid kit replenished with first aid supplies at all times and
keep the first aid kit in good condition. Additional supplies can be found at
Indian Boundary or Greater LaGrange YMCA main location.
● Please use ice packs with discretion. We want to make sure we have enough to
provide for all sites. If a cold wet paper towel works, please use that for those
minor injuries.
● When administering first aid please be sure to follow all the guidelines for
protecting yourself and the child.
● Any time First Aid or CPR is administered an incident report needs to be filled
out and turned into the Indian Boundary or Greater LaGrange YMCA Program
Office within 48 hours.
Picture-Taking Policies
● No photos will be allowed to be taken by site staff at any time for any reason.
● Pictures can only be taken by a program director or by the Marketing
Department.
● If hosting an event where parents may want to take pictures, parents may do so
but only of their child and not other children unless parents of the other children
are present and give consent.
● No outside participants of the Indian Boundary or Greater LaGrange YMCA
program may take pictures of any children in the programs.
Sensitive Issues There are a number of sensitive issues that may arise
throughout the school year. Family structures differ and the information available to
children is increasing. There are issues that are not appropriate and can make
individuals involved feel uncomfortable, embarrassed, frustrated, angry, and upset.
Sensitive issues may also surface that can isolate a child from the rest of the group
and affect self esteem. There are steps we can take as staff to prevent these issues
from even coming up at the site. It is important, however, to be prepared when they
do arise and addressing them properly is necessary.
Sensitive Issues (some examples)…
● Race, Religion, Sexuality, Disabilities, Physical Features
● Divorce, Non-Traditional Families
● Horror Stories (personal)
● Gender Identity
Topics not tolerated (some examples)…
● Drinking, Smoking, and Drugs
● Tattoos and Body Piercing● Dating ● Violence
● Horror Stories (media)
Questions you can ask yourself for each of these issues…
● How can I recognize this issue in a program setting?
● How do I prevent this from becoming a problem?
● How do I respond to this issue when it does happen?
Recognition…
It is important to be active and involved with the children to notice visible, physical or
verbal signs that may precede a sensitive issue. Also, read over the participants’
information in the site binder to gain a better understanding of some sensitive issues
within your program.
Prevention…
Remaining professional is number one. Personal lives and choices need to remain
personal and not shared with the participants or with other staff members during
program hours. This includes but is not limited to sharing information about personal
habits (drinking, smoking), tattoos (should remain covered), current events/news
(murder, rape).
Setting a tone that is welcoming of all individuals and removes negative comments is
vital. Site staff need to create a safe environment by communicating the expectations
clearly to fellow staff and the participants. Negative comments are not acceptable and
there is zero tolerance for bullying.
Response…
If a topic or issue arises that is of a sensitive nature, remaining professional and calm
is necessary. Redirection and a follow up discussion (or apology) based on the age
and intent of the participant(s) involved may need to take place.
Progressive discipline will take place based on the content and the intention of those
involved. It is important to properly document inappropriate activity- including
language, gestures or discussions. Supervisors need to be informed in these situations
the same day and an incident report needs to be filled out and given to the supervisor
within 24 hours.
Behavior Management/Positive Reinforcement
It is the goal of the YMCA to guide children to be happy, responsible and respectful.
The character development program is instrumental in our behavior management
. A behavior system will be provided. This system is in place in order to provide
consistency for both the staff and the children.
● As staff we will make reasonable adjustments to accommodate all children’s
needs.
● A plan will be developed by the program director when necessary, to have
specific accommodations made.● The Y expects full cooperation of parents to ensure that any behavior management plan developed to support their child will be successful. ● Staff are encouraged to work on the prevention of negative behaviors and to set
the children up for success, which may result in changing behavior/reward
systems or adapting activities.
● Behavior and reward systems should be used consistently and fairly for all the
children.
Respect the child’s feelings.
1. Gather Information: All youth involved in the conflict need to be heard.
Take turns, help other youth to listen when others are talking.
2. Restate the problem: Make sure you have the story right. This is an
opportunity for the youth to hear that you understand the conflict and are
listening to all sides.
3. Ask for Solutions/Choose one together: Allow all the youth involved to
offer solutions. Staff can ask leading questions, or give a choice of
solutions.
4. Be prepared to give follow up support: Development of problem solving
skills will vary by child, check in with the child/children to see how it is
going.
Steps to be taken when a child does not follow the behavior
guidelines…(Q 1 2) Question, warning, discipline
● Redirect the child to more appropriate behavior.
● Remind the child of the behavior guidelines and rules. This will be a verbal
warning, done by clearly communicating to the child (on their level) the specific
behavior that needs to be corrected. The goal is for staff to try to work out
issues and problems with the child first before having to get parents involved.
● If the child continues to make poor choices, the child will need to take a break
from the group (minutes of time= age of the child). Along with the break, a
discussion should happen at this time about the behavior.
● The third step if behavior has not been corrected is to document behavioral
concerns on a Behavior Report. The Behavior Report is used when a child is
consistently exhibiting inappropriate behavior.
● Always explain the behavior report to the parent and turn in the office copy to
your supervisor.
● Note: For cases involving a child becoming physically aggressive toward anyone,
including themselves “OR” children displaying inappropriate behavior in
speaking or touching; an incident report must be filled out and turned into the
office within 24 hours of the incident and the program supervisor needs to be
notified before the end of the program that day.
● If the problem persists, notify your program director. A conference will be set
up with the parent, child, and program director. The program director will need
all documentation and reports. A behavior contract will be established by the
program director with a copy going to the parents and the site coordinator.
● If a problem persists and a child continues to disrupt the program, notify your
program director. The child may be suspended from 1-5 day period.
● Expulsion from the program will be considered only in extreme situations.The following behaviors are not acceptable and should be
reported immediately to your program director…
● Endangering the health and safety of children and/or staff (ex. Physical
aggression, biting, spitting etc).
● Theft or damage to YMCA, school or personal property.
● Leaving the child care program without permission.
● Lewd or obscene behavior, touching and/or language.
● Possession of and/or use of tobacco, knives, alcohol, illegal drugs, firecrackers,
firearms, or explosives.
● All reports need to be written and communicated to the parent the day of the
incident or behavior.
PARENTS
Parent Communication
● Parents are an important part of our program. Please acknowledge all parents
with a smile and a hello when they enter the room. Also greet children when
they arrive and acknowledge them when they depart.
● New staff and subs should either be introduced to parents by existing staff or
introduce themselves if they are there without a permanent staff member.
● Please share positive remarks about the child’s day with the parents. Limit
negative remarks to significant behavioral concerns.
● Staff are responsible to read and adhere to the expectations set forth in the
Parent Handbook.
● Parent communication should only take place at sites. Do not exchange personal
information with parents (phone numbers, email addresses, etc.)
● Staff are not able to babysit for families in the program or do any other personal
favors for parents.
● The YMCA believes in parental involvement in the programs. Parents of
participants are encouraged to visit programs at any time without prior notice.
Parents are seen as program partners.
● Parents know more about their kids than anybody else; use their input and
feedback as a resource and tool to help their child be successful in our program.
● Have a supply of Program Director business cards available for parents.
Late Pick-Up…
● If a parent has not arrived by 5 minutes past the end time, please contact the
Program office. They will begin trying to make contact with the parents. The
office will call you back and let you know their findings.
● Play a game with the child(ren) to keep them entertained until the parent
arrives.
● If a parent is late, staff must fill out a late pick-up form, and have the parent
sign. Parents are charged $1 per minute for every minute they are late. They
are allowed a 5 minute grace period, but after 5 minutes, they are charged $1 aminute.
● Late pick up forms should always be filled out and turned in, this documents site
staff clock out time and verifies time in building.
● When the child gets picked up YOU MUST CALL AND CHECK OUT WITH THE
OFFICE- desk staff continue attempting to reach contacts until they are
informed that the child has been picked up.
● Late pick-up forms are due each Thursday to the program office.
● The office staff will notify the supervisor again at 20 minutes past that end time
if they still are not picked up.
● We will continue to try and locate someone to pick up the child until 30 minutes
after the end time. By that time, if no contact is made, the police may be
contacted by your supervisor.
● You are never allowed to transport children in your vehicle.
● We do NOT collect money on site. Let parents know that they will be billed the
late charges through the Program Office.
● Only Program Directors are allowed to approve or waive late pick up fees.
Fee Assistance…
● Scholarships are available for those who qualify. Percentages are based on
family annual gross income and the number of people in the household. Parents
should pick up applications at and return them to the Safe ‘n Sound Office.
“Subject to available YMCA resources and program space, no person will be denied
participation because of an inability to pay.”
Refund/Credits/Withdrawal Policies…
● No credit is given for days missed due to illness or vacation.
● A 2 week notice is required when dropping the program. No refunds will be
given for Y without 2 weeks written notice.
*NOTE: This is why the parents must inform the Y program office if they are
dropping the program.
● Registration Fees are not refundable.
● If the child drops the program, then returns to the program the parents will
need to pay the registration fee again.
● Refer parents to the Program office to communicate a change in schedule or
status in the program.
● NOTE: Refer parents to the Program Office for further explanation of billing and
cancellation policies.
STAFF & SITE EVALUATIONS
Staff and Site Evaluations…
● Staff will be visited at their site by their program supervisors consistently
throughout the summer. Occasionally other program staff will visit the sites as
well. During visits, staff and program observations will be documented..
● Program supervisors will conduct formal STAFF evaluations and SITE evaluationsYou can also read
