ESE 2023-24 Parent/Guardian Guide

Extended School Enrichment is founded on the belief that each and every student is capable of success. We are committed to setting high expectations and assuring the development of a strong foundation in basic life skills.

ELIGIBLE STUDENTS

Extended School Enrichment (ESE) is open to all children enrolled in K–6 with Carmel Clay Schools.

PROGRAM COMPONENTS & LAYOUT

Each of the 11 elementary school sites will have the same core components of ESE, with each school customized to serve the best interests of the students and parents/guardians. The following is an example of a daily ESE program day:

AFTER-SCHOOL (Schedule will vary slightly from school-to-school)

2:20–2:45 p.m. Student Sign-In

2:45–3:15 p.m. Group A - Snack/Group B - Recess

3:15–3:45 p.m. Group B - Snack/Group A - Recess

3:45–4:30 p.m. Academic Assistance

4:30–5:30 p.m. Enrichment Clubs

5:30–6:00 p.m. Daily Wrap-Up

THINGS TO BRING EACH DAY

Please LABEL ALL ITEMS with your child(ren)’s full name to help reduce lost items.

• Your child(ren) will be participating in many outdoor activities. Be sure they are appropriately dressed for the weather.

• Extra snack if ESE provided snack is not enough food or undesired by participant.

• Leak-proof, unbreakable, refillable water bottle.

ITEMS TO LEAVE AT HOME

Our program is fully equipped with activities. Please do not allow your child to bring toys from home, eliminating unnecessary problems. Children may bring toys or items of special interest on sharing days or by special arrangement with staff. CCPR is not responsible for any lost, stolen, damaged, or traded items.

• We prohibit drugs, alcohol, guns, knives, weapons (real or fake), or other items relating to aggression and/or posing a potential safety concern.

• Any electronic devices brought in by a child or family is the responsibility of the child and the child alone. It is the family’s responsibility to retrieve confiscated property at sign-out. This includes cell phones and personal or school-issued tablets.

HOW TO PAY

Please note, ESE application for enrollment must be submitted a minimum of 2 business days prior to expected student attendance.

AUTO-PAY REQUIRED

Starting this school year, parents/guardians must sign up for auto-pay in the EZChildTrack system when enrolling for ESE after school. Parents/guardians must update account payment information, as needed, to avoid a declined payment.

ENROLLMENT OPTION

Varies by month, based on number of program days; average monthly fee is $315/participant

Able to attend every program day during calendar month

OCCASIONAL OPTION

$75/Participant

$81/Participant per month

Attend up to 3 times during program month for $81; invoiced at $27/visit after allotment of 3 visits

VARYING MONTHLY RATE

ESE offers a varying monthly rate, based on the number of program days in each month. Our monthly rate continues to be the most cost-effective option for participants attending most program days during a month.

*Camp will be hosted at monon Community Center

OUR ESE TEAM

Our Extended School Enrichment program is committed to the safety and well-being of your child. Our team of professional Site Supervisors oversee all staff working in our Extended School Enrichment after-school programs. These team members have been recruited for their enthusiasm, experience, and skill set. We place a serious emphasis on training efforts, requiring our Counselors to complete rigorous training in the areas of working with children, group dynamics, communicable disease mitigation, safety and programming. All staff go through background checks before hiring. CPR/AED and First Aid certification is required of all staff members as well as Stewards of Children (a child sexual abuse recognition and prevention program), QPR (suicide prevention training) and verbal de-escalation techniques (a Crisis Prevention Institute training). We take pride in the high expectations we set for our staff each year and evaluate them regularly.

COMMUNICATION

Before school starts and each month, your child’s ESE Site Supervisor will reach out to you by email with highlights and reminders regarding what to expect during the program month at ESE.

• Staff will email communication regarding any minor injuries requiring a band-aid or ice pack. More serious injuries will be communicated by phone call.

• Communication regarding behaviors that need improvement will be emailed. More severe cases, please expect a phone call.

• Prior to your child’s first day of ESE, we strongly recommend that you confirm your phone number and email address with your child’s Site Supervisor to ensure accuracy.

• Parents/guardians may reach out at any time by phone to their child’s ESE location. Emails are also a great way to communicate, although Site Supervisors have limited time while children are present to check email. The site cell phone will receive text messages, and many of our families like to communicate that way.

• Please feel free to call the site phone at any time to speak to your child (contact information can be found on the last page). Please note that children might be busy with an activity or outside playing, so they might need to give the parent/guardian a call back. Staff are always happy to relay any information to the child as well, if preferred.

• We love to communicate positive behaviors! Be on the lookout for a R.I.C.H.E.R. “Right”-Up communication email or note home.

• Email is the primary tool to communicate last minute changes to parents/guardians.

• If parent/guardian is contacted to immediately pick up their participant due to injury/illness/behavior, the expectation is that pick up occurs within one hour by an individual on their authorized pick up list. Failure to pick up within this time frame may result in out of program suspension.

BEHAVIOR EXPECTATIONS

We expect staff and participants alike to demonstrate the R.I.C.H.E.R. principles of RESPECT, INTEGRITY, CARING, HARMONY, EXCELLENCE and RESPONSIBILITY. Children who fail to exhibit these character traits will be counseled by our staff. We have trained all employees to use positive discipline approaches to modify behavior including redirection, personal reflection time, mindfulness exercises, and removal from activity until more positive choices can be displayed. We deeply respect children and will never participate in any forms of physical or corporal punishment, including spanking, hitting, using exercise as a punishment, etc.

Our goal is to keep you informed of your child’s behavior choices, both positive and areas for improvement. When a child makes a positive choice, they will receive a R.I.C.H.E.R. “Right”-Up and you will be notified with details. Chronic or severe behaviors that require improvement to safely participate in ESE programs will also be shared through an emailed behavior report and subsequent phone call, if warranted.

Please see our Behavior Consequence Rubric for a more thorough explanation of how we hold participants accountable for their actions.

ACADEMIC ASSISTANCE STATEMENT

The Extended School Enrichment program will provide time for your child(ren) to work on homework while at ESE. ESE will provide supplies and a quiet space to students during the academic assistance portion of the afterschool program. ESE will provide alternative activities and options to students who do not have homework or have already completed their homework.

Students are responsible for bringing the necessary homework with them to the ESE program. Trips back to the classroom to retrieve work that was left behind is not always an option. Students are responsible for knowing what homework needs to be completed. Please ask your child’s Site Supervisor about their policy on using Chromebooks during Academic Assistance time.

Please note that ESE does not offer one-on-one tutoring for participants. Parents and guardians, please check your child’s homework at home to ensure completion and accuracy of work. Communicate with your child’s ESE Site Supervisor if you have any questions or concerns regarding your child’s homework.

SCHOLARSHIPS

Beginning in the 2023–24 school year, ESE will honor CCS free and reduced lunch status as documentation of financial (scholarship) need, with students receiving free lunch qualifying for a 90% fee waiver and those receiving reduced lunch qualifying for a 45% fee waiver. Scholarship awards will be based on enrollment availability within the program as well as funding. The annual registration fee must be satisfied regardless of lunch status. Families who apply for financial assistance for ESE afterschool program must provide proof that parents/guardians are employed and/or are full-time students and need afterschool care while they work or go to school. If financial assistance is awarded, the ESE account must remain current. If not, services will be cancelled after 60 days, and future enrollment may not be possible.

ESE afterschool scholarship status does NOT include School’s Out camps or Summer Camp Series. Separate scholarship applications must be submitted for each of these programs.

CALL FOR IMMEDIATE PICK-UP

In the event a participant becomes ill or needs to be picked up for any reason (e.g. not meeting behavior expectations), the parents/guardians will be called and are expected to pick-up within one hour (60 minutes). If the parents/guardians cannot be reached, or have not arrived within an hour, staff will contact individuals on the participant’s authorized pick-up list, requesting immediate pick-up.

REQUESTING MODIFICATIONS

ESE is committed to being an inclusive program. We are dedicated to compliance with the Americans with Disabilities Act (ADA). By making reasonable modifications our inclusion model allows participants of many ability levels to join our ESE programs. Please visit our website to view our full inclusion statement and request a reasonable modificatio for your child.

For general questions about our program process and inclusive services, please contact Aimee Rich, Inclusion + Engagement Supervisor, at 317.843.3866 or arich@carmelclayparks.com

SIGN-IN/SIGN-OUT PROCEDURES

PICK UP/DROP OFF

• Drop Off: Please walk your child to the ESE parent table for drop off.

• Authorized Pick Up: CCPR recognizes the need to provide a safe and secure site for all children in our ESE program. As a result, CCPR will only release a child to an adult who is listed on the “Authorized Pick-up List” provided on EZChildTrack. Please ask your child’s Site Supervisor if you need to make any changes to your authorized pick-up list. All requests must be made through the EZChildTrack system. Authorized adults picking up children must provide picture identification that matches the name in the EZChildTrack system.

RETURN TO ESE DURING PROGRAM HOURS:

• Please see pick-up procedures above. We cannot allow a parent/guardian to remain on-site with their child once they have been signed out of ESE. If the child is picked up during the school day, they may be signed back into ESE except for illness or undesired behaviors.

• Please note that you are free to pick up your child at any point in time during hours of operation.

ADDITIONAL PROCEDURES

• In the event of a difficult/dangerous custody situation where a court order is in place, please contact the ESE Administrative Office or your child’s Site Supervisor. Our office must receive a copy of any court documents regarding the restrictions of release of children in our care. Parents/guardians are responsible for resolving any issues that may arise from their child’s participation in our programs. ESE will not get involved in financial, custody or personal disputes between parents/guardians.

• CCPR staff will encourage any adult who appears intoxicated or under the influence of drugs to call the emergency contact or a ride service to take the adult and child home. If the adult chooses to leave the program site, staff will call the police immediately.

IF LATE PICKING UP YOUR CHILD

• ESE parents/guardians are encouraged to be on time for pick up at the end of the day. Pick up time from ESE is no later than 6:00 PM on regular school days. If a parent/guardian is late picking up their child, there is an additional fee. All late fees are billed through the parent/guardian’s EZChildTrack account. The fee is $1.00 per minute, per child. The parent/guardian will receive an automatic email from the EZChildTrack system, if a late pick up fee is added to the account. After the fourth late pick up, the parent/guardian will be required to have a meeting by phone or in person with the ESE Director or Asst. Director. If the parent/guardian is late four times, ESE enrollment will be suspended until a meeting takes place and all late fees are paid. The child may no longer be allowed to attend ESE after the fifth late pick-up. Please note that if the parent/guardian asks someone else to pick up their child and that person is late, the parent/ guardian is responsible for the late fees and the late pick-up counts toward the allowed five incidents. Each semester and/or summer will start with a “clean slate,” and the late pick-up count will reset. ESE reserves the right to evaluate participation if the late pick-up count exceeds five incidents in two consecutive semesters or over the summer. If the participant is not picked up within one hour after the program ends, and all emergency contact attempts have been exhausted, the local police will be notified and the participant may be immediately expelled from the ESE program.

ADULT CODE OF CONDUCT

ADULT CODE OF CONDUCT

ESE requires adults of enrolled children to behave in a manner consistent with the R.I.C.H.E.R. principles. Our goal is to provide students with the most appropriate environment in which a child can grow, learn, and develop. Any violations to the stated code of conduct may result in adults being asked not to return to the program. ESE reserves the right to remove a participant from the program based on inappropriate behavior of the parent or guardian.

• Swearing/cursing: Adults must not curse or use inappropriate language in ESE programs, whether children are present or not. This includes phone conversations and written communication with staff.

• Threats: Threats of any kind toward staff, children or other adults will not be tolerated.

• Confrontational interactions: While parents may not always agree with staff or the parents of other participants, it is our expectation that all disagreements will be handled in a calm, respectful manner.

• Addressing program participants: Adults are prohibited from addressing, for the purpose of correction or discipline, a child that is not their own.

• Confidentiality: It is inappropriate for one adult to seek another adult to discuss their child’s inappropriate behavior. All behavior concerns should be brought to the attention of staff. Staff will address the issue with the other adult. Staff is strictly prohibited from discussing anything about another child with you.

• Violations of safety procedures: Adults are required to follow all safety policies and procedures as these are designed to protect the welfare and best interest of the children and staff.

REPORTING CHILD ABUSE OR NEGLECT

Staff are trained to look out for the signs and symptoms of child abuse or neglect. If abuse or neglect is suspected, CCPR staff are required to call the Department of Child Services to make a report.

ESE

REFUND/TRANSFER

POLICY

HOW DO I CANCEL OR TRANSFER MY ENROLLMENTS?

Due to limited space within ESE program, student enrollment cannot be put “on hold” due to family travel or extended absence. When a participant is enrolled in the ESE afterschool program, the parent/guardian is securing their spot for the entire school year. If de-enrolled from the program, the parent/guardian will be required to re-enroll, and there is no guarantee the spot will still be available.

All cancellation requests will require a 3-week notice. The effective date for any changes will coincide with the 1st of the following month and will allow for billing to be changed prior to any auto-payment.

All transfer requests must be submitted at least 3 weeks prior to the start of enrollment for a new calendar month. Transfer requests will be based on current openings and waiting lists for both school year and occasional care programs. Transfers between the two program options will be limited to once per semester. If transferring from school year to occasional care, the parent/guardian will be required to pay the $25/student difference between the registration fees. If transferring from occasional care to school year, no refund will be issued.

All cancellation/refund requests must be submitted via the form on our website, carmelclayparks.com/ese.

SCHOOL’S OUT + ENRICHMENT SPECIALS REFUND POLICY

• All cancellation/refund requests must be submitted via the form on our website, carmelclayparks.com/ese.

• CCPR will issue a full refund if the department cancels a camp/class.

• Cancellations for a camp date or class must be requested a minimum of three weeks from the respective start date. A refund of the camp fee, less a $10 service charge per cancellation, per participant will be issued.

• Daily camp or class fee will not be prorated.

• All refunds are subject to the State Board of Accounts claim procedure and may take three to five weeks. Refunds may be issued in the form of a check.

WEATHER POLICY+PROGRAM CLOSURE

STUDENTS REPORT TO SCHOOL, BUT SCHOOL IS CANCELED

ESE after school program will not run if school is canceled and will work closely with the school personnel to ensure all students are sent home by way of the method in which their parent/guardian has indicated.

SCHOOL IS CANCELED AND STUDENTS DO NOT REPORT

In the event of CCS school closure, the ESE program will not run.

SCHOOL’S OUT CAMP DELAYS AND CANCELLATIONS

Since School’s Out camps do not occur around the school day, the decision to delay or cancel rests with the ESE Director. ESE staff will alert families of enrolled participants via email and text message in the event of a delay or cancellation. Information can also be found on CCPR website and social media.

LOST + FOUND

If you suspect your child lost an item, please contact your Site Supervisor with a description of the lost item as soon as possible. We will make every effort to return lost and found items while your child is at ESE. Please mark all items with the child’s full name so they can easily be returned. If something is missing please contact us to check lost and found immediately.

RESTROOM NEEDS

Participants will take regularly scheduled restroom breaks. Restroom breaks are always monitored by staff, and participants will never be put in a one-to-one situation.

Our expectation is that participants are able to take care of their respective restroom needs.

PAYMENT RESPONSIBILITY + DELINQUENT ACCOUNTS

• All account holders are responsible for payment of fees + ensuring all balances are paid in full.

• There will be one account for the child attending our programs.

• If an account is delinquent past 30 days, the account will be placed in suspension, and student’s attendance will be prohibited until past due fees are paid in full. If the past due balance exceeds 60 days, the student will be de-enrolled.

POLICIES & PROCEDURES

EMERGENCY PROCEDURES

ESE staff and students will practice live emergency drills throughout the school year simulating various emergencies to ensure proper preparation in the case of an actual crisis during the ESE program.

MEDICATION PROCEDURE

Whether a participant needs to take a medication regularly after-school or needs their emergency medicine close at hand during the program, our staff have it covered. We will request a parent/guardian to complete our Medication Permission Log which will serve as the parents/guardians permission to give the medication as well as serve as a log for when staff administer the medication. Any medication participants need while enrolled in ESE should be provided in the original container. Unless the medication is utilized for quick-relief, emergency purposes, the medication will be locked and stored on-site at ESE. Emergency medications will stay with the adults supervising the child for whom the medication belongs. With the parents/guardians permission, older children may self-carry emergency medications. ESE must receive a child’s medication for exclusive use during the program. We are unable to access the nurse’s station after school hours.

Children’s allergies are disclosed by the parent/guardian at the time of enrollment. Staff keep a running list of all participants with allergies and are diligent in keeping these children safe by monitoring them and all their ESE activities.

Please contact the Site Supervisor if your child has any outstanding medical needs and/or allergies. We work with each family on a case-by-case basis to ensure safe participation.

ESE appreciates parents/guardians providing the Site Supervisor any school forms related to health (i.e., asthma action plan, seizure action plan, etc.).

ESE does not provide over-the-counter (OTC) medication (e.g. Benadryl, Tylenol, etc.). Parents/guardians may provide OTC medication for their child’s exclusive use at ESE with a completed Medication Permission Log.

RECOGNIZING + POLICY ON COMMUNICABLE

DISEASES

Communicable diseases are diseases that are transmitted from one individual to another and easily spread among children. Common communicable diseases among students are head lice/nits, pink eye, ringworm, and chickenpox. You will be contacted immediately in the event your participant shows signs or symptoms of communicable disease. A doctor’s note may be required for the participant to resume participation.

If staff suspect a child has contracted head lice, an immediate call for pick up will be placed to the parent/guardian to treat the infected child and protect all other children, staff, and parents/guardians. Infected children will be separated until pick up.

• In the event nits/head lice are found among your participant, a parent/guardian must pick up within one hour of the notification.

• The Site Supervisor will notify all parents/guardians of all head lice/nits cases when found or reported. CCPR staff will never release the name of the affected participant.

CONTACT INFORMATION

If you have questions during the school year, please reach out to one of our sta members for help. We are here to make your family’s time in our before and after school program the absolute best it can be!

General inFormation

317.843.3865

ese@carmelclayparks.com

site superVisors

Carmel Elementary

Jarred Crossley ∙ 317.258.8266

jcrossley@carmelclayparks.com

Cherry Tree Elementary

Monica Haddock ∙ 317.698.6579

mhaddock@carmelclayparks.com

Clay Center Elementary

Alyssa Holsten ∙ 317.679.9867

aholsten@carmelclayparks.com

College Wood Elementary

Allison Werich ∙ 317.418.5267

awerich@carmelclayparks.com

Forest Dale Elementary

Valeska Simmonds ∙ 317.258.6504

vsimmonds@carmelclayparks.com

Mohawk Trails Elementary Cyndi Canada ∙ 317.418.8475

ccanada@carmelclayparks.com

Prairie Trace Elementary

Joey Castillo ∙ 317.698.0816

jcastillo@carmelclayparks.com

Smoky Row Elementary

Graham Cecil ∙ 317.418.6917

gcecil@carmelclayparks.com

Towne Meadow Elementary

Amanda Craig ∙ 317.698.7950

acraig@carmelclayparks.com

West Clay Elementary

Jennifer Hammons ∙ 317.698.4966

jhammons@carmelclayparks.com

Woodbrook Elementary

Jennifer Gray ∙ 317.418.1396

jgray@carmelclayparks.com

jbrown@carmelclayparks.com