Open communication between parents and staff is key to ensuring the success of each child. The staff at Once Upon a Time will provide information to parents daily regarding infants and toddlers. A Communication Board located in each classroom will keep parents informed each day as to what older children did each day. Teachers and Staff will be available to speak with parents anytime. Staff will also have e-mail available as another communication tool. Once Upon a Time will have parent/teacher conferences twice a year and parents can request a conference or a meeting at any time.
A “Friday Folder” system will ensure that at the end of each week, each child’s cubby is cleaned out and parents receive all important messages and paperwork. Children’s artwork, paperwork, any notes from teachers, financial information, newsletters from the Center Director, etc. will be placed in the Friday folder. In the event there is information which must be shared with parents prior to Friday, that information will be placed in each child’s individual cubby or in a designated area for parents to see and pick up at the end of the day.
All data and records in the children’s files are kept confidential. Federal and state law allows parents and guardians to inspect and review their child’s file upon request. A copy of admission information for infants and toddlers will be kept in the classroom and be known by all caregivers. A copy of emergency contact information will be kept in all classrooms and a 2nd copy will also be kept in a box to be used on field trips.
All Center policies and a copy of the State of Wisconsin Child Care Licensing Rules are located in the reception area and are available for review. Most Center policies can also be found in either the Parent Handbook or the Staff Handbook. Monthly menus, parent information, newsletters, field trip notices, etc. are also located in the reception area.
The Group Child Care License issued by the State Department of Health and Family Services – Licensing Division is displayed at the reception area of the Center. Posted near the license will be any rule violations sited by the State in its most recent inspection and the method used by Once Upon a Time to correct the violation. A copy of the State of Wisconsin Licensing Rules is available and is also located in the reception area.
If a parent or guardian wishes to view a child’s records, that parent or guardian should speak to the child’s teacher, the Center Director or Administrator.
It is required that children be signed in and out each day with the corresponding times and parent initials. The attendance monitor is located at the reception counter near the main entrance to the Center. Children should be signed in prior to coming to the classroom. This is our legal record that the child is in our care for the day and an acknowledgement that a parent or guardian has regained responsibility for the child at the scheduled pick-up time at the end of the day.
As a safety measure, Once Upon a Time will contact a parent/guardian by telephone within one hour after a child’s scheduled arrival time if a child has not checked in by their scheduled arrival time on a scheduled attendance day (without prior notification of an absence).
To ensure that all children are safe and accounted for at all times, staff members will mark each child present when they arrive at the center each day. Head counts will be done at major transition times throughout the day (mid-morning; lunchtime; mid-afternoon). Staff will count and log in the number of children they have in their care on their classroom attendance sheet. Following outdoor activity time, a teacher will also walk the play areas to ensure all children are accounted for and not left behind. At the time of departure from a field trip location and upon returning to the Center, teachers will perform head counts, roll calls and do a sweep of the bus or transportation vehicle to ensure all children have been accounted for and that no one has been left behind.
Anytime one of the authorized persons on the child’s list is picking up your child, he/she must show proper identification, such as a valid driver’s license, before we will release your child. This request for identification can be somewhat embarrassing for some, so please inform the persons picking up your child that we will ask for this. That will alleviate some of the embarrassment on both the teacher’s side as well as that of the person picking up.
No one under 16 years of age is permitted to pick up a child from the Center. In circumstances where a custodial agreement is in place, it is important that you indicate on your enrollment form who the custodial parent is and who may pick up your child. Children will not be released to non-custodial parents/guardians unless the Center has documentation allowing this. The parent with custody is required to provide a copy of the notarized custody declaration, which will be kept in your child’s confidential file.
All visitors to the Center will be greeted and asked to sign in to the Visitor’s Log and to state the purpose of their visit. While in the Center, visitors will be required to wear a name tag which identifies them as a visitor.
All volunteers at the Center will be asked to sign in to the Volunteer Log. While in the Center, volunteers will be required to wear a name tag which identifies them as a volunteer.