Enrollment & Registration
We will offer before and after school programming at all 5 elementary school locations in the Elmbrook School District to provide ease and convenience for every family.
PROGRAM MAIN LOCATION
2530 N Brookfield Rd
16185 Burleigh Pl
2400 Pilgrim Square Dr
305 N Calhoun Rd
13605 Underwood River Pkwy
Our school year programs are in session from September 1, 2016 through June 8, 2017, and coincide with the Elmbrook School District 2016-2017 school year calendar.
School’s Out Fun Day Programming is offered at the West Suburban YMCA branch, located at 2420 N 124th St, Wauwatosa, on Elmbrook School District off-days and inclement weather emergency closings.
Full-day, summer day camp opportunities will be available at the West Suburban YMCA.
Care is available both before and after school from 6:30 AM-8:50 AM and 3:43 PM-6:00 PM when the Elmbrook School District is in session. Care is also provided on early release days.
Any child in kindergarten through fifth grade that attends an elementary school in the Elmbrook School District is welcome.
Program availability varies based on each site’s licensed capacity. Capacities will be posted at each location.
- Parents must keep the information on all forms updated and notify us immediately of changes.
Families must complete all paperwork and can submit paperwork at the West Suburban Y Business Desk, via email at email@example.com or to your school’s administrative assistant.
All submitted registration information will be kept confidential and will only be shared with necessary Y staff. When necessary, Y staff will be informed and updated on each child’s special health needs; all information will be shared in a private setting.
Authorization to Administer Medication
Y Before and After School Enrichment Registration Form
Y Before and After School Enrichment Change/Cancellation Form
Actions required for enrollment:
- Completed School Age Registration Form
- Immunization Record
- Dates of Requested Programming
- Parent Handbook Acknowledgement
Actions required by first day of attendance:
- Authorization to Administer Medication
- Alternative Arrival/Release Agreement
- First Tuition Payment
- Additional forms as necessary
To provide as much flexibility as possible, you and your family will be able to choose the amount of days that you need care based on your varied schedule and needs. See detail below:
|AM & PM
*additional $4/day fee if registered on early release days
*additional $11/day fee if registered on half days
To give you the flexibility to change your schedule if needed (with two weeks’ notice to our registrar) we will collect tuition on a bi-weekly basis – on the Wednesday prior to the enrolled two week period.
- Payment must be made in full no later than the date listed on the tuition sheet, prior to service
- Returned checks will result in a $10 charge.
- No refunds will be given.
- There are no multiple child discounts or referral bonuses.
- Supplementary fees for additional time added to your child's schedule including School's Out Days, early releases, and late starts will be added to your regular bi-weekly payment
Tuition Payment Schedule
- Bi-monthly payments can be made over the phone or at the West Suburban YMCA Business Desk.
- The Y will not distribute payment reminders.
- We strongly encourage you to auto pay with a credit card/bank account draft.
2 WEEK SESSION
TUITION DUE DATE
|September 15-October 7
|October 24-November 4
|November 21-December 2
|January 30-February 10
|February 27-March 10
|March 27-April 7
|April 24-May 5
|May 22-June 2
|June 5-9 (1 week only)
|*Denotes different tuition due date because of no school
Individuals and families may apply for financial assistance for School Age programs. Assistance is based upon a number of factors, including total household income and number of dependents. The process is confidential and application forms and brochures about the program are available online here or at the West Suburban YMCA.
In addition to excellent curriculum, we will implement choice based programming. While homework, physical activity and interest centers are all incorporated into the daily schedule, it will be up to the children to decide, as a group, the order in which to complete them. As a result of a schedule with moveable parts, students have ownership in and responsibility for their own learning, and this is what helps keep them motivated and engaged. Program transitions will be staff and student led to minimize stagnant time. Outdoor space will be utilized when weather permits. Please dress your child for the weather.
Below are sample before and after school schedules:
- Upon dropping off your child, you must sign him/her in on the tablet provided by the program.
- Children must be escorted by an adult to the classroom when being dropped off for AM care.
- To best serve your child’s needs, please communicate any necessary, daily information about your child to the Y staff.
- If there is a custody agreement, the YMCA is legally bound to respect the wishes of the parent with the legal custody. The School Age Director may ask for a certified copy of the most recent court order. If there is no court order, the YMCA will not accept responsibility for deciding which parent has legal custody.
- A list of persons authorized to pick up your child must be noted on the enrollment form.
- For your child’s protection, only authorized persons may sign a child out of the program. Anyone unfamiliar to Y staff will be asked for photo identification. There are no exceptions.
- No child will be released to the care of anyone less than 16 years of age.
- Upon picking up your child, you must sign him/her out on the tablet provided by the program
- EXCEPTION: If a child is to sign him/herself out of the program because he/she is staying after school or walking home at the end of the program, a signed alternative arrival/release form must be on file.
- Y Staff will, at minimum, verbally communicate with the authorized pick up person an update on your child’s progress.
- If you are running late, please call us so we can plan appropriate staffing and reassure your child.
- A fee of $1 will be charged for every minute after 6:00 PM that your child is not picked up.
- Chronic late pickups will be grounds for dismissal.
- If your child has not been picked up by 6:30 PM, or 30 minutes after the program he/she is in ends, the local authorities will be called.
Impaired Pick Up
In the event that the authorized pick up appears to be impaired by drugs or alcohol, Y staff will ask the adult to arrange alternative transportation. If the adult is unwilling to do so, the matter will be referred to local authorities. The Y recognizes that this is a stringent policy, but we are morally and legally responsible if we release a child to an impaired person.
- Please notify us if your child will not be attending on a normally scheduled date by calling our general School Age line, 414-454-4625 or emailing firstname.lastname@example.org. Please be sure to state your full name, your child’s full name and their school on the message.
- Due to the varied arrival schedule for our morning programming, Y staff may give a list of absent students to each school’s administration by 9 AM. From that point it will be determined which party follows up with the absent students.
- For evening programming, each school’s administration will share with Y programming the list of absent students. Both the school and Y programming will make every effort to know the whereabouts of children enrolled in that day’s programming.
Credits/refunds will not be given for an absence.
The West Suburban YMCA reserves the right to withdraw a child from the program if, at the Y’s discretion, the enrollment of the child negatively affects the integrity of the program and/or the Y’s legal obligations through and under the Division of Children and Family Services.
At Parent's Request
- Two-week notice of withdrawal is required in writing to the School Age Director. Verbal notice is not acceptable.
- No refunds or credits will be issued.
- Your signature on the enrollment form verifies your agreement and understanding of this policy.
At Y's Request
- Notification period prior to withdrawal is not required if the withdrawal is requested by the Y program. Withdrawal will be in writing.
- The Y reserves the option to withdraw a child for any of the following reasons:
- Non-payment of fees as agreed upon.
- Repeated failure of parents to pick child up on time.
- Failure to provide program with forms or current medication information as stipulated by state licensing and this handbook.
- Hostility by parents towards Y staff/volunteers
- Repeated, continuous bad behavior by the child (Please see Child Guidance section).
Submitting Schedule Changes
- If you wish to make a change to your child’s schedule, two weeks written notice is required to the School Age Director.
- You may need to complete additional paperwork.
- No refunds or credits will be issued for days not attended.
School's Out Fun Days
We offer School’s Out Fun Days on most of the days the Elmbrook School District is closed. Parents will be notified of these programs in advance and allowed to enroll for an additional fee. This program is separate from our regular before and after school program. Children must bring a healthy bag lunch and a backpack along with a change of clothes, water bottle, swim suit, towel, and appropriate outdoor attire. The Y will provide 2 healthy snacks. See our School’s Out Fun Day schedule here.
Emergency School Closings
The Y BASE School Age Program is closed when the Elmbrook School District closes due to inclement weather. School’s Out Fun Days may be offered, but only at the West Suburban YMCA.
The West Suburban YMCA will make every effort to stay open to meet your needs. Please do not hesitate to call the Y to verify closings. There will be an additional fee for emergency School’s Out Fun Days. If your child was scheduled for care on that day, we will subtract that amount and charge the difference.
The Y does not provide sick care. Please do not bring a child that is ill to the program. Upon arrival at the program, each child will be observed for symptoms of illness which include but are not limited to:
- A fever 100º F or above
- Congestion, nasal discharge or coughing serious enough to hinder the child from participating in normal routines
- Any rash or sore throat that is undiagnosed
- Eye inflammation
- Uncontrollable, inconsolable crying or lethargy
- Suspected lice or ringworm
- Stomach flu, vomiting or diarrhea
- Any other suspicious signs which might indicate the beginning of illness
If a child is prescribed antibiotics, they cannot return to the program for at least 24 hours without a health professional’s authorization. If a child has a fever, they cannot return to the program until they have a fever less than 100º F for 24 hours, uncontrolled.
Illness Onset During Programming
If your child becomes ill while in the program, the child will be kept isolated, within sight and sound of an adult, and we will notify you and/or the emergency contact. Because we are not licensed to provide sick care, a parent or authorized pick up must pick up the child within one hour of being contacted.
To ensure proper staff/child ratio, ill children may not stay inside during outdoor play time.
If your child leaves school early and they are enrolled in our after school programming, please follow our absent child policy.
The YMCA Healthy Eating and Physical Activity (HEPA) standards teach children how to make healthy food choices and to enjoy physical activity, contributing to their social and physical development.
Children in our before and after school program will engage in a minimum of 30 minutes of moderate to vigorous physical activity, screen time will be limited only to homework use, and our snack and beverage choices will support the state guidelines and HEPA initiatives.
- Children and Y staff will was their hands with soap and running water before and after eating, preparing food, and toileting.
- Cups and eating utensils will not be shared and will be sanitized.
- Eating surfaces will be sanitized before and after each use.
- Water is always available; to ensure your child stays well hydrated please provide a water bottle they can fill (labeled with their name).
- Snacks may include whole grain crackers, fresh fruit and vegetables, string cheese, whole grain cereal or popcorn and a beverage of 1% milk or cold ice water. The schedule will be posted.
- Snacks are peanut-free and are labeled with ingredients to ensure safety for our participants with food allergies.
- If parents wish to provide snacks for their child or bring in treats, they must comply with state guidelines. In addition, all treats given to the group must be store bought and packaged (no homemade snacks are allowed.)
- Snack will be offered to all children in both the before and after school programs.
- No child will go without nourishment for longer than 3 hours.
- Foods shall be stored at temperatures which protect against spoilage. Food will be stored in a clean area on shelves that are at least 8 inches above the ground. All opened foods will be kept in air-tight containers or zip-closure bags and will be labeled and dated.
Nutrition & Food Allergies
The YMCA will adhere to all nutrition requirements for snacks/supplements outlined in DCF 251.
All staff having direct contact with children will be informed of food and other allergies of the children. Allergies must be communicated on the child’s enrollment form and updated at least annually. We are not able to accommodate special diets.
Children are encouraged to assist in snack preparations, clean up, and to engage in organic socialization. Staff will sit with the children during snack to model behavior. Food will not be used as a reward or punishment.
We will follow a similar routine each snack time to create a familiar environment for all students. This may look like: handwashing, preparing food, passing food – family style, clean up, and handwashing.
Y Staff are responsible for monitoring and engaging students enrolled in the before and after school program. Y Staff will know the whereabouts of children they are responsible for at all times. Each site will have a child tracking procedure in place that will let staff know which children are in the program that day. Y Staff will possess all pertinent information to the child’s safety including name and phone number.
If the event that an additional adult is needed, each site will reach out to an Elmbrook School District custodian staff member to act as support staff. This staff should be able to respond within 5 minutes of being called.
- Y staff will use posted emergency procedure plans. These plans address overall precautions when exposed to blood and blood-containing body fluids, as well as procedures for wearing gloves, hand washing and dealing with body secretion.
- Everyone exposed to blood or body fluids containing blood will wash their hands immediately with soap and warm running water.
- Disposable gloves will be worn if there is contact with blood or body fluids or tissue containing blood. Gloves will be disposed of after one use into plastic bags and hands will be washed with soap and warm running water after removal of gloves.
- For vomit, urine, feces, blood or other body fluid spills, staff will clean and disinfect the area affected.
All cleaning chemicals and supplies will be kept out of the reach of children in a locked area. Bathroom areas and common school areas will be kept in good, clean condition in conjunction with the Elmbrook School District. Y furnishings, toys, etc. will be washed and cleaned at least weekly or whenever they become soiled.
Emergency Medical Treatment
The West Suburban YMCA has complete first aid kits in each program area. All staff is trained in CPR, AED, and First Aid procedures. A daily record of all injuries will be kept in the Medical/Injury Log Book, which is located in each classroom. Accident reports will be filled out, and reviewed by the School Age Director, and a copy will be placed in the child’s file. The child’s file will be reviewed by the School Age Director every 6 months, at minimum. Any injury to a child or evidence of unusual bruises, contusions, lacerations or burns, in or out of our care, shall be recorded in the Medical/Injury Log Book and reported immediately to the School Age Director; this includes serious injuries as well as any injury that leaves a mark on the skin. The following procedures will be utilized for onsite and any offsite injuries.
If your child suffers a minor injury, such as a scratch, bump or bite, our first step is to administer first aid if necessary. Superficial wounds shall be cleaned with soap and water only and protected with Band-Aids and ice packs for comfort. Parents will be informed of injury when they arrive.
Serious injury is defined as one that requires professional medical treatment such as, but not limited to, burns, concussions, wounds, poison and broken bones. In case of serious injury, the staff person in charge shall make an immediate assessment of the condition of the child and the decision for treatment. If paramedics are to be called, parent(s)/guardian(s) will be notified and a staff member will ride in the ambulance to the hospital and stay with the injured child until the parent/guardian arrives.
If a child needs immediate professional medical assistance, we will make every effort for the child to be taken to Children’s Hospital, 9000 W Wisconsin #410, Wauwatosa, WI 53226; their phone number is 414-266-2000. Any injuries resulting in hospital care will be reported to our state licensure.
Any time your child is involved in an incident or accident while at the YMCA, our staff will inform you at the close of the day. If staff will not see you, they will complete a form to give to you.
Y BASE staff will give prescription or non-prescription medications to a child only when there is signed written authorization that includes:
- Child’s name and birth date
- Name of medication
- Administration instructions
- Medication intervals
- Dates for beginning and end of authorization
All medication must be in the original container. Staff may only administer medication as directed by the parent, not to exceed labeled information. Authorization to Administer Medication forms can be picked up at your site or on our website here.
Upon administering medication, staff will record in the medication log the child’s name, the type of medication given, dosage, time, date and their initials.
Missed medicine dosages or other problems related to medication will be communicated to the parents immediately. Medication is kept in a labeled lock box onsite. No medication will be kept in the lock box without current medication authorization. All medication information will be kept confidential.
In the event a communicable disease breaks out, we will post notifications providing the necessary information for the situation. All necessary communicable diseases will be reported to the Health Department and state licensing officials.
Pets on Site
The Y will not keep any pets on site. If pets are present, they will be treated and kept in a manner that protects the well-being of the child and animal. Any animal that poses a risk to children shall be restricted from areas occupied by children. Parents will be notified in writing if pets are in the classroom that their children are in. Parents will be surveyed before a pet is included for children’s allergies.
The Y will comply with and submit all required reports listed in state licensing code DCF 251.04(3). Reports will be filed in writing within 5 business days.
The goal of the YMCA is to guide children in becoming cooperative, happy and responsible participants through positive, non-threatening teaching techniques.
Child Guidance Facilitators
Modeling by Y Staff
Demonstrate calm demeanor, politeness and gentleness through actions and tone of voice.
Provide optimal space for children to become involved in both group and solitary play. Rooms will be arranged into specific areas, each with set limits and will be visually accessible to Y staff.
Provide optimal amount of activities to keep each child involved at his/her developmental level. Schedules will be followed to provide consistency and to help children thrive and trust their leaders.
Ongoing Scheduled Evaluations
Examine daily routine and evaluate transitional activities with to better accommodate all children.
Redirection Rather Than Time Outs
Be informed of family situations and conscious of classroom climate. Give choices and encourage communication and negotiation skills between children. Time outs will not be used.
Setting Clear Limits
Discussion with children on what is expected and what is considered appropriate behavior. Safety and respect for others are the main concern.
Development of Children's Self-Image
In order to make guidance a learning experience and enhance the child's self-esteem, the Y Staff will:
- Utilize positive guidance to appropriately manage children who are crying, fussing or distraught.
- Allow children to express their feelings by providing acceptable avenues: physical activities, discussion, group activities and communication.
- Allow children to express their feelings by learning words to identify feelings, increasing their vocabulary and showing that all people have emotions and must use self-control.
Behavior Modification Program
Among other behavioral issues, this program may be used to control unwanted behaviors such as biting.
A Y staff member will address and document the issue directly with the child. The child may be removed from part of a whole activity in order to discuss the incident. Parents will be contacted during the day or at pick up depending on the incident.
A Y staff member will address and document the issue directly with the child. The parent or guardian will receive a phone call and be asked to pick up their child within the hour. The child will not be allowed to attend Y BASE the next day that he/she is registered.
A staff member will address and document the issue directly with the child. Parents will be contacted immediately to pick up their child from Y BASE. A conference will be scheduled with the School Age Director and the parent(s) to discuss a plan of action regarding the poor behavior. The child may be suspended from Y BASE for up to a week. A behavior plan will be made with the family before the child can return to the program.
Child will be dismissed from the Y BASE program for the remainder of the school year.
During this entire process our staff will work with families through:
- Observation and documentation of behavioral problems.
- Parent/staff conferences to identify possible solutions.
- Referrals to outside resources such as doctors or counselors.
- Withdrawal from the program (see discharge policy).
Americans With Disabilities Act
The Y complies with all aspects of the Americans with Disabilities Act and state handicap laws, and will, afford any reasonable accommodations to children with known disabilities, unless such accommodations would cause an undue hardship to the Y. Staff will meet individually with parents to develop a program that works for the child and the program. If we cannot meet a child’s special need, the School Age Director will help families find another source.
Child Abuse Prevention
The health and well-being of your child is essential to the Y. The Y has developed a policy on Child Abuse Prevention that includes the following provisions:
- Parents will be informed about their child’s program participation
- As Mandated Reporters, staff and volunteers will be alert to the physical and emotional state of all children. When any sign of injury or suspected abuse is detected, the School Age Director will be notified immediately and a report will be made.
- The Y will offer and post information on Child Abuse, including resources.
- Y staff will not release a child to anyone other than those listed on the registration form.
- Children will never be alone without staff supervision, observation and interaction.
- Y Staff will not discipline children by use of physical punishment or by failing to provide the necessities of care such as food or shelter.
- Y Staff will register with the state fingerprinting database prior to employment. Receipt of this will be documented and filed.
- Training on Shaken Baby Syndrome will be provided to all staff that provides care to children under the age of 5.
- Y Staff will receive a biannual training on child abuse and neglect.
Under no circumstances should a staff/volunteer member interrogate the child or cause them to feel responsible for the abuse/neglect. The staff/volunteer person’s responsibility is to report and cooperate with the investigation.
Confidentiality is of utmost importance. Details of the situation will only be discussed with the School Age Director, Camp & Family Director, and Site Coordinator.
We believe that parent involvement is crucial to having a successful program. We will communicate with parents in several ways.
- Program newsletters, special events and family nights will be regularly communicated.
- On site staff is available daily to discuss any parent concerns. The site-specific delegation of administrative authority can be found on your school’s parent board.
- We celebrate many holidays throughout the school year; we follow an anti-bias curriculum and wish to include many cultural and holiday celebrations. We will notify families of such events and about opportunities to contribute.
- Parents wishing to observe their child’s program will need approval from the School Age Director. Parents cannot show up unannounced to visit the program for observation.
- All adults wishing to volunteer must have an annual background check on file and a completed volunteer file.
- Site supervisors will have tablets on site to record and communicate student progress with parents. Tablets will contain the most up-to-date program details and upcoming events for parents.
- All required state licensing materials, emergency numbers, and parent information will be posted at each site. Ask your specific site for its parent board location.
Parent Advisory Board
- The West Suburban YMCA will establish a Parent Advisory Board for the before and after school program consisting of West Suburban YMCA staff, Elmbrook School staff as appropriate, and parents/guardians. An on-going meeting schedule will be determined during the first gathering.
- Please do not bring any personal items of yours from home. Personal electronics may not be brought to any of our programming.
- Please label your child's items (jacket, backpack, lunch box, boots, snow pants, etc.) If your child has lost an item, please ask the staff to look for the item. Unclaimed items left for more than 30 days will be given to charitable organizations.
We are always very appreciative of any donations received. Most useful items are books, blocks, hot wheels, board games, puzzles, etc. We are always appreciative of items such as disinfecting wipes, paper towels, and teacher supplies. All donations are tax deductible. Donations of recyclable/reusable items such as toilet paper rolls, paper towel rolls, plastic containers and other unique items for the children to create with are always appreciated.
Thank you for choosing the West Suburban YMCA to be your partner in the care and education of your child. If we can be of any assistance to you and your family, please feel free to contact us any time. Helpful, up to date information can always be found on the Parent Communication Board at each site.