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After School Care Program Policies and Procedures

Purpose

Apex Park and Recreation District provides a safe, healthy, and fun recreational experience for children. Working parents can feel confident that children are being supervised in a fun and relaxed social setting.

Goals and Objectives

The After School Care program is designed to provide an enriching and well-structured curriculum for students during after-school hours. The program is geared towards creating a safe and enjoyable learning atmosphere where students can participate in activities that promote their intellectual, creative, and healthy development. Our licensed staff aims to foster youth development by providing a secure and engaging environment for students to explore their potential, especially after a long day of school.

Hours of Operation

After School Care at the Apex Center and Secrest Recreation Center is open from 2:35-6 pm

Locations

Apex Center, 13150 W. 72nd Ave

Secrest Recreation Center, 6820 W. 66th Ave

Age of Children

Students aged 5-12 years are accepted.

Program Ratios

Programs shall follow the state licensing enrollment limit for each site. The number of participants in attendance shall not exceed the allotted amount that licensing has established. The ratio is 1 staff member to 15 children. Staff members are always monitoring participants' levels. Special activity ratios are 1 staff member to 10 children.

Registration and Permissions

An orientation packet is available online through ePACT. It includes forms for the child’s health history and emergency notification numbers. It also includes a Permission for Medication Authorization form signed by a pediatrician for children requiring medication during After School Care hours.

Before a child can attend After School Care, current immunization records, a physician statement form, and emergency information must be given to the staff.

Registrations are accepted online or over the phone. If you have any registration questions, call 303.467.7115. Payments must be automatically deducted monthly (Visa, Mastercard, Discover, or bank debit card) or paid in full at time of registration.

Immunizations

After School Care is required to comply with the immunization requirements as stated in 6 CCR 1009-2. Documentation of school-required immunization status or Certificate of Medical or Nonmedical Exemption is required by the Colorado Board of Health. Up-to-date school-required immunizations must be documented as specified on the Colorado Department of Public Health and Environment (CDPHE) Certificate of Immunization or on an “approved alternate” Certificate of Immunization. Colorado law requires proof of immunization status or exemption to be provided prior to or on the first (1st) day of admission. Colorado Department of Public Health and Environment regulation at 6 CCR 1009-2:VI(A), (May 15, 2023), no later editions or amendments are incorporated. These regulations are available from the Colorado Department of Public Health and Environment at no cost at Colorado Secretary of State CCR website. These regulations are also available for public inspection and copying at the Colorado Department of Early Childhood, 710 S. Ash St., Denver, CO 80246, during regular business hours.

  • If the parents or guardians of a child want a nonmedical exemption from the immunization requirement based on a religious belief whose teachings are opposed to immunizations or a personal belief that is opposed to immunizations, the child’s parents or guardians must:
  • Submit the certificate of Nonmedical Exemption with a signature from an immunizing provider in Colorado or
  • Submit the Certificate of Nonmedical Exemption received upon the completion of CDPHE's Online Immunization Education Module. The Certificate of Nonmedical Exemption and Education Module are herein incorporated by reference; no later editions or amendments are incorporated.

The Certificate and Education Module are available at no cost from the Colorado Department of Public Health and Environment at CDPHE vaccine exemptions website The Certificate is available for public copying and inspection at the Colorado Department of Early Childhood, 710 S. Ash St., Denver, CO 80246, during normal business hours.

After School Care Program Fees

All registration fees are nonrefundable.

Registration fee: Res. $68 (non-res. $78) per school year

After School Care: Res. $26 (non-res. $28) per day

After School Care Cancellations

Parents wishing to cancel After School Care should provide written notification via email to Melinda at [email protected]. You must include your child’s full name, school, and the dates you wish to cancel. There are no refunds for missed or sick days.

Cancellations must be made 15 business days in advance to be considered for a full refund. Please do not cancel dates online.

After School Care Schedule

Each afternoon includes snacks, dedicated homework time, and a variety of arts and crafts and planned enrichment activities.

Apex Center

  • Yoga: Monday
  • Silent disco: Tuesday
  • Swimming: Wednesday
  • Rock climbing: Friday – additional registration required

Secrest Recreation Center

  • Yoga: Wednesday
  • Silent disco: Thursday

Transportation

Students participating in After School Care will be transported directly from their school to the district site for which they are registered. Transportation will be conducted by a designated district vehicle. An After School Care staff member will meet the vehicle to discharge the students upon arrival at the designated site.

  • Apex Center – Fremont, Lincoln Academy, Meiklejohn, Stott and West Woods Elementary Schools.
  • Secrest Recreation Center – Hackberry Hill and Sierra Elementary Schools.

Transportation will not be provided during half days: school testing, school vacations, or snow days.

Emergency Contact Information

Emergency contact information is important; it allows staff to reach someone more easily in an emergency. Please make sure all emergency contact information provided is accurate.

Communication

After School Care uses ePACT, Rec, text messages, and email to communicate program updates, activity information, and other important information to parents and guardians. ePACT will email and text families with real-time updates. For in-person communication, contact the recreation manager:

Melinda Roy at [email protected] or 303.467.7115

Attendance

Be advised that we respectfully request advance notice if your child will not be attending the After School Care program on a date they are enrolled. This is to ensure that our staff is informed and can make any necessary arrangements for transportation. You may email [email protected] and [email protected] if your child will not be attending day of.

Late Pick-Up Policy

Parents will be charged $2 for every minute a child is left at the center after 6 pm. At 6:15 pm, staff members will begin calling those authorized to pick up the child as listed on the emergency card. If no one has arrived or been contacted by 6:30 pm, the Arvada Police Department will be called, as the child will be considered an abandoned minor. A district staff member will be assigned to watch the child until a designated person assumes responsibility. The staff members will do as much as possible to comfort and reassure the child of their safety. Fees must be paid before the child can return.

Repeated Late Pick-ups

If a parent or guardian is late for pick-up more than three (3) times during an After School Care session, your child may be dismissed without a refund, or you may be required to meet with the recreation manager before your child can continue attending. We appreciate your cooperation and respect for our staff’s time and commitment. If you anticipate being late, please contact us as early as possible.

Closing Procedures

Before closing the building, a staff member will search all rooms used by the child care program, including bathrooms, to ensure that no child remains in the building or on the playground. Staff will review sign-in and sign-out records to confirm that every child who was signed in was signed out by an authorized person. If questions arise, staff will first call the parent or guardian and then contact authorized pick-up persons to confirm the child’s safety and location.

Disability and Inclusion Policy

Apex Park and Recreation District is committed to making reasonable accommodations so that all children can safely and successfully participate in camp programs. Families are encouraged to make contact as early as possible, ideally before registration, to discuss a child’s needs. This allows the district to plan appropriate support, staff training and any necessary individualized health care plan before the child’s first day.

Each accommodation request is reviewed individually in collaboration with the family and, when applicable, the child’s health care provider. Apex PRD will determine what support can reasonably be provided based on staff training, program structure and applicable licensing requirements.

If a child’s needs are identified or change after enrollment, notify Apex PRD as soon as possible. Staff will work with the family to update the child’s individualized health care plan and arrange necessary support within the timeframes required by the Children With Special Needs Policy.

Children With Special Needs

The admission of children who have special health care needs, disabilities, or developmental delays, including children with social, emotional, and behavioral needs, must be in alignment with the staff's training and ability and in compliance with the Americans with Disabilities Act. Services offered must show that a reasonable effort is made to accommodate the child's needs and to integrate the child with other children.

Apex PRD will inform its department-approved childcare health consultant prior to the first (1st) day of care of the enrollment of a child with special health care needs, if known, so staff receive training, delegation, and supervision by the department-approved childcare health consultant as indicated by the child’s individualized health care plan.

For a child with special health care needs requiring intervention and/or medication, Apex PRD must obtain written instructions for providing services from the child's parents or guardians, as well as the health care provider. If an existing individualized health care plan is provided for the child, it must be reviewed and followed by district staff when caring for the child. If the child does not have an existing individualized health care plan, the individualized health care plan must be obtained by the child’s first (1st) day of care.

For an enrolled child with a newly identified special health care need, the district must obtain written instructions for providing services from the child's parents or guardians and the health care provider. If the child with special health care needs does not have an existing individualized health care plan, the plan and all associated medications and/or equipment must be provided within thirty (30) calendar days of the child's identified need.

The individual health care plan must be updated at least every twelve (12) months from the date of the initial plan and as changes occur. The plan must include all information needed to care for the child, must be signed by the health care provider and parents or guardians, and must include, but not be limited to, the following:

  • Medication and dosing schedule
  • Nutrition and feeding instructions
  • Medical equipment or adaptive devices, including instructions
  • Medical emergency instructions
  • Toileting and personal hygiene instructions
  • Behavioral interventions
  • Medical procedure or intervention

Personal Belongings

Items brought by the children should all be clearly labeled with the child’s name. Items should be easy to store and move. Please encourage your child to leave valuable items at home. Apex PRD is not responsible for lost or stolen items. We will clear the lost and found on the first of the month and donate all items.

Items that should NOT be brought to the program include personal game systems, iPads, cellphones, gum, candy, energy drinks, matches, lighters, knives, weapons, toys, over-the-counter medication, illegal drugs or alcohol.

If any child brings inappropriate items to the program, these items will be confiscated and returned directly to the guardian only. Repeated offenses of dangerous items will be grounds for removal from the program.

Movies, Videos, and Television Viewing

Movies selected are rated G or PG. Television broadcasts are not available for viewing. Screen time is not permitted at After School Care other than as planned within the program's activities. We may use virtual field trips, Cosmic Kids Yoga, and GoNoodle activities during scheduled times.

Internet and Mobile Device Use

Students do not have access to Wi-Fi during After School Care unless access is approved for homework.

Social Media

Staff and volunteers are not allowed to “be friends” with parents or participants on any social media site. Please assist us by not requesting this from staff.

Health and Medication

First Aid Care

All staff members are certified in first aid and CPR.

Illness

According to state licensing requirements and for the protection of all children, After School Care cannot accept children with the following symptoms:

  • Elevated temperature (100.4°F and above).
  • Diarrhea or vomiting (return to After School Care 24 hours after the last incident)
  • Undiagnosed rash.
  • Sore or discharging eyes or ears, profuse nasal discharge.
  • Diagnosed contagious diseases such as strep throat or chickenpox.

Sick children will be provided with a place to rest comfortably until they go home. Parents will be notified to come and pick up their child within the hour.

Please notify the After School Care program if your child is exposed to or contracts a contagious disease, such as whooping cough, measles or COVID. It is a licensing requirement that signs be posted to notify families.

Children Becoming Ill or Injured During After School Care

Emergency services will be obtained through 911 for any illness or injury the staff feels unable to handle with their first aid training. Attempts to reach a parent or others designated on the emergency card will continue until someone is reached. A parent or other designated person will be requested to come pick up a child who is ill or who has an injury requiring treatment by a physician. Parents are encouraged to make a habit of letting someone know where they can be reached when away from their desk or office. If the parent or guardian cannot be reached, the emergency contact will be notified. Staff will document all injuries and illnesses.

Medications

All students needing medications will need to speak to our nurse consultant BEFORE arriving on-site. Students may not attend without speaking to our nurses.

All medications needed by a child during operating hours must be delivered to a staff member in the original container that shows:

  1. prescription #
  2. name of medication
  3. date filled
  4. physician’s name
  5. child’s name
  6. directions for dosage

A medical authorization form with written consent signed by the parent and doctor must accompany the medication, indicating the times that medication should be given. All medications will be stored in a locked area. Parents should reclaim medications daily. Only staff that have received the Medication Administration Certification will be allowed to carry and dispense medications. This staff will obtain delegation for distributing medications annually by a registered nurse. The registered nurse is responsible for withdrawing delegation if the delegate is not performing the task according to protocol.

Procedure for Administration of Medication

Only staff who have received the Medication Administration Certification will be allowed to carry and dispense medications. This staff will obtain delegation for distributing medications annually by a registered nurse.

  1. Identify the participant
  2. Identify the medication.
    1. Note the participant’s name on the original container.
    2. Note and compare the picture (if available) to the participant.
    3. Note the date of medication on the original container.
    4. Note the name of the medication on the original container.
    5. Note the dosage of medication on the original container.
    6. Note any special instructions on the original container for giving medication.
  3. Have staff wash their hands and put on gloves.
  4. Have the child wash their hands.
  5. Compare information on the original medication container with the medication authorization.
  6. Check to see that another individual has not already been given the medication for that day and time.
  7. Administer medication to the participant as directed by written order.
  8. Initial and record the time the medication was given on the participant’s medication log.
  9. Return medication to a secure location.

Behavior and Discipline

Misconduct

Corrective methods chosen for inappropriate behavior will be constructive and educational. Discipline methods can include talking about the situation, separation from the situation, and natural consequences (i.e., cleaning up any messes resulting from the behavior).

Guidance and Behavior Expectations

Positive guidance will be conducted to educate and redirect rather than punish. The techniques used will include talks, mild reprimands, and time away from the activity (within the room). We emphasize thinking about what they did and what they will do differently next time.

Our procedure on positive guidance, behavior expectations, positive instruction, supporting positive behaviors, as well as the strategies and techniques for supporting children with challenging behaviors, the district will promote responsive and positive child, staff and family relationships and interactions, create and maintain a program-wide culture that promotes children’s mental health, social, and emotional well-being. The district will implement teaching strategies supporting positive behavior, pro-social peer interaction and overall social and emotional competence in young children; and provide individualized social and emotional intervention supports for children who need them, including methods for understanding child behavior; and developing, adopting and implementing a team-based positive behavior support plan with the intent to reduce challenging behavior and prevent suspensions and expulsions.

How decisions are made and what steps are taken prior to the suspension, expulsion, or request to parents or guardians to withdraw a child from care due to concerns about the child’s behavioral issues. These procedures must be consistent with the center’s policy on guidance and positive instruction and include documentation of the steps taken to understand and respond to challenging behaviors, including:

  • Accessing an early childhood mental health consultant, as defined in section 26.5-3-701, C.R.S., or other specialists as needed.
  • Hitting, fighting, and inappropriately touching another person will result in an immediate 1 to 3-day suspension from the program.

All other incidents will be handled as follows:

  • 1st Incident: Verbal warning
  • 2nd Incident: Written warning and parent contact
  • 3rd Incident: 1 to 3-day suspension and parent meeting

Depending on the severity of the situation, participants will start with a clean slate each day unless they have a current action plan. Then, the action plan will be followed. More than three incidents will be subject to dismissal from the program.

Apex PRD staff reserve the right to bypass any of the steps due to the severity of the behavior. If a child threatens another person’s well-being or creates an unsafe environment for our participants and/or staff, they will be suspended from attending After School Care on their next scheduled day without a refund. Apex PRD staff reserve the right to permanently suspend a participant, depending on the severity of the situation, from all district programs or facilities.

Children suspended from the program will not qualify for a refund.

Emergency Situations

Specific instructions have been listed for fire, tornadoes, hail, and police emergencies. Flood danger at Secrest Recreation Center and Apex Center is minimal due to its elevation relative to the surrounding area. Parents are reminded not to call due to news reports of an emergency in the area. Phone lines must be free for staff use. Parents may call the Secrest Recreation Center at 303.403.2555 for information during emergencies.

Fire

Participants will be evacuated immediately through the most accessible door. The fire department (911) will be called. All participants and staff will be evacuated and will be kept at least 100 feet away from the building.

Tornado or Heavy Hail

Tornado warnings will be announced throughout the facility over staff radios. All staff and participants will move to the aquatic area locker rooms or ice arena locker rooms.

Fire, Natural Disaster, and Emergency Drills

Emergency drills, lockdown, and active shooter on-premises drills must be held at least quarterly but often enough so that all occupants are familiar with the drill procedure, and their conduct during a drill is a matter of established routine. Fire drills must be held monthly and be consistent with local fire department procedures. Tornado drills must be held monthly from March to October. A record of all emergency drills held over the past twelve (12) months must be maintained by the facility or center, including the date and time of the drill, the number of adults and children participating, and the amount of time taken to evacuate.

Adverse Weather

Adverse weather means weather that poses a significant health risk, including wind chill factor below -15°F (-26°C) and heat index at or above 94°F (32°C), as identified by the National Weather Service (NWS). When temperatures are above 90°F, school-age childcare centers must monitor children for signs of overheating and ensure children have access to shade and water at all times.

During adverse weather, participants will be kept inside the building. Alternative activities have been planned for these times, including games, crafts, etc. We ask that each child arrive with appropriate attire for short outdoor activities in 40-50°F weather (i.e., coats, hats, gloves, boots). When participating, please note that if the Apex Park and Recreation District closes or has a delayed opening, staff will contact participants through ePACT. If you have any questions about closures, please contact 303.403.2555 or a specific site coordinator:

Air Quality Index Advisory: Unhealthy for Sensitive Groups

Air Quality Index Advisory Unhealthy for Sensitive Groups means an air quality index value of 101 to 150. People with asthma, children, and older adults are the groups most at risk, as defined and explained by the Environmental Protection Agency.

Reporting Child Abuse

Any staff member of a childcare center who has reasonable cause to know or suspect that a child has been subjected to abuse or neglect or who has observed the child being subjected to the circumstances or conditions that would reasonably result in abuse or neglect shall immediately report or cause a report to be made of such fact to the County Department of Human Services or local law enforcement agency.

Should you suspect child abuse at our facility, a report of suspected child abuse must be made to the county department of social services, police department, or other law enforcement agency in the community or county in which the facility is located, the telephone numbers to report abuse are as follows:

We hope you and your child have a wonderful time with us. Should you have any concerns or complaints about the district’s programs, feel free to talk to the site director. You can contact Melinda Roy at 303.467.7115. You may also contact the Colorado Department of Early Childhood at 710 S. Ash St., Denver, CO 80246. 1.800.799.5876.

FEMA: Basic Emergency Plan

Secrest Recreation Center

To the Parents or Guardians of Hackberry Hill and Sierra Elementary After School Care,

This letter is to assure you of our concern for the safety and welfare of children attending After School Care at Apex Park and Recreation District’s Secrest Recreation Center.

Our emergency plan provides a response to all types of emergencies. Depending on the circumstance of the emergency, we will use one of the following protective actions:

  • Immediate evacuation. In the event of a fire, etc., participants are evacuated to a safe area on the facility's grounds.
  • In-place sheltering. Sudden occurrences, weather, or hazardous materials related, may dictate that taking cover inside the building is the best immediate response.
  • Total evacuation. This may become necessary if there is danger in the area. In this case, children will be taken to a relocation facility at Community Recreation Center, 6842 Wadsworth Blvd, Arvada, CO 80003.
  • Modified operation. This may include canceling, postponing, or rescheduling normal activities. These actions are normally taken in case of a winter storm or building problems (such as utility disruptions) that make it unsafe for children, but they may be necessary in a variety of situations.

Please listen to local news stations, call 303.403.2555, or check ApexPRD.org(opens in new tab) for announcements relating to any of the emergency actions listed above.

We ask that you not call during an emergency. This will keep the main telephone line free to make emergency calls and relay information.

We specifically urge you not to attempt to make different arrangements during an emergency. This will only create additional confusion and divert staff from their assigned emergency duties.

We ask for your understanding and cooperation to ensure the safety of your children and our staff. If you have additional questions regarding our emergency operating procedures, contact Melinda Roy at 303.467.7115.

Sincerely,

Hillary Roemersberger, Director of Recreation Services

FEMA: Basic Emergency Plan

Apex Center

To the Parents or Guardians of Fremont, Lincoln Academy, Meiklejohn, Stott and West Woods Elementary After School Care,

This letter is to assure you of our concern for the safety and welfare of children attending After School Care at Apex Park and Recreation District’s Apex Center. Our emergency plan provides a response to all types of emergencies. Depending on the circumstances of the emergency, we will use one of the following protective actions:

  • Immediate evacuation. In the event of a fire, etc., participants are evacuated to a safe area on the facility's grounds.
  • In-place sheltering. Sudden occurrences, weather, or hazardous materials related, may dictate that taking cover inside the building is the best immediate response.
  • Total evacuation. This may become necessary if there is danger in the area. In this case, children will be taken to a relocation facility at Simms Street Recreation Center, 11706 W. 82nd Ave., Arvada, CO 80005.
  • Modified operation. This may include canceling, postponing or rescheduling normal activities. These actions are normally taken in case of a winter storm or building problems (such as utility disruptions) that make it unsafe for children, but they may be necessary in a variety of situations.

Please listen to local news stations, call 303.403.2555, or check ApexPRD.org(opens in new tab) for announcements relating to any of the emergency actions listed above.

We ask that you not call during an emergency. This will keep the main telephone line free to make emergency calls and relay information.

We specifically urge you not to attempt to make different arrangements during an emergency. This will only create additional confusion and divert staff from their assigned emergency duties.

We ask for your understanding and cooperation to ensure the safety of your children and our staff. If you have additional questions regarding our emergency operating procedures, contact Melinda Roy at 303.467.7115.

Sincerely,

Hillary Roemersberger, Director of Recreation Services

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