Policies and Handbook

Arrival Procedures

It is mandatory that the Jax State CDC maintain a signature record of all children’s arrivals. It is the responsibility of the parent to make sure they are signing the ipad daily before proceeding to the classroom.

Children must be escorted by a parent/guardian/caregiver to join their class each day upon arrival. Upon joining the class, the parent/guardian/caregiver must ensure one of the Jax State CDC staff acknowledges the arrival prior to leaving their child.

Car Line

We offer a car line drop-off Monday-Friday for morning arrival. Parents of Pre-K students may drop off in the carpool area behind Pod 2. The teachers will be in the carpool lane to help unload in the mornings from 7:30am to 7:45am. If you arrive after 7:45 am, you must escort your child into the school building.

Late Arrival

All children should be signed in no later than 9:00am (signature timestamps are recorded at sign-in). We realize that sometimes circumstances arise that may cause a child to be late for school, but consistent tardiness affects the entire class and is not fair to the teacher or other students. Please be respectful of the classroom routines and drop your child off no later than 9:00am every morning. In the event that a late drop off occurs, parents will be asked to say their goodbyes at the front desk and a staff member will walk your child to class to minimize disruptions.

The Jax State CDC will allow for three unexcused/unnotified “tardies” per year. After that, the Administration of the Jax State CDC reserves the right to refuse admittance to the classroom for the day.

Release of Children

When a child is enrolled in the Jax State CDC, administrators will share ProCare login information with the family. The family will provide updated contact information and share emergency contact information and names of approved pick-up persons for their child in ProCare. This will be the system CDC staff uses to ensure safe pick-ups for all children.

Only a child’s parent/guardian or adults previously approved by the parents/guardians will be permitted to take a child from the Jax State CDC. Parents/guardians may update the initial information provided at the time of enrollment when necessary. All adults picking up children will be asked to provide photo identification and pick-up authorization will be confirmed by a Jax State CDC Administrator prior to the release of a child. If a family experiences a change in marital status and/or custodial rights, appropriate legal documents must be provided to the Jax State CDC Director/Assistant Director. Personal information pertaining to children and families is protected by the University confidentiality policies and kept secure in a locked cabinet in the offices of the Jax State CDC Administration. Should any unfamiliar or suspected unauthorized individual request the release of a child, the Jax State CDC staff will implement the following guidelines:

• Require review of photo identification
• Confirm the individual’s pick-up authorization status in the family database and/or child’s file. If a certified copy of a court order or separation agreement shows that the unauthorized person does not have custody, we will advise the person and not release the child.
• Notify the child’s other parent/guardian or other authorized person as soon as possible.

Notify the Jax State Police Department, if necessary, at (256)782-5050.

Departure

We encourage families to check and empty their child’s file folder and cubby daily. Parents/guardians/caregivers are responsible for signing out their child from the ipad before proceeding to the classroom. Children are signed out with a signature and the time at which they are signed out is documented. Parents/guardians/caregivers must ensure a staff member knows they are taking their child prior to leaving for the day.

Aftercare is available for all Pre-K students. There is a charge of $20 per day. The children will be signed into aftercare and charged starting at 2:30pm.

Inclement Weather Advisories/Early Dismissal Notification

The Jax State CDC will follow the University’s decision on inclement weather closings. Families will be alerted via their preferred method of contact (as listed in ProCare) and may call the center at 256-782-8656 for additional information. If Jax State closes early due to weather, families must pick up children within 60 minutes of notification or no later than the University closure. All families must designate individuals authorized to pick up their child if they cannot reach the Jax State CDC.

Absences on inclement weather days do not count towards a child’s attendance record.

Power Outage

The Jax State CDC adheres to the following state guidelines regarding operating a childcare center during a sustained power outage:

• The center must have proper ventilation and heating/cooling to maintain comfortable temperatures (68-82 degrees Fahrenheit) in the building.
• The center must have an operating phone line dedicated to the center at all times.
• Access to warm water at all times.
• Lighting to be maintained at a level to allow children to participate in center activities.

The Jax State CDC reserves the right to delay opening or dismissing children early due to a power outage. If the power is anticipated to be out for a prolonged time (2 hours or more), the Jax State CDC will notify parents through ProCare as soon as possible with a revised opening/dismissal time.

Student Confidentiality

The Jax State CDC observes both the Alabama DHR Minimum Standards requirement and Jacksonville State University’s written policies regarding the protection of confidentiality and the disclosure of children’s records. Disclosure of children's records beyond family members, program personnel, and consultants having an obligation of confidentiality requires parental consent (except in the case of abuse or neglect).

We carefully maintain confidentiality and respect each family’s right to privacy, refraining from disclosure of confidential information and intrusion into family life. Exceptions to this policy occur only when we have reason to believe that a child’s welfare is a risk, and it is permissible to share confidential information with agencies as well as with individuals who have legal responsibility for intervening in the child’s interest. All employees of Jacksonville State University are mandatory reporters within the State of Alabama.

Photo Release

Photographs, videos, and audio recordings of children are taken occasionally to benefit the program. During the registration process, parents are asked to complete a release form for their child to be photographed, videoed, and recorded while at the Jax State CDC. Parents who disagree may indicate so on the form. Administrators and teachers are aware of children who do not have permission to be photographed, videoed, and recorded and will ensure that decision is enforced. The Jax State CDC will not sell any child’s likeness without prior permission from the family.

All children will be photographed/videoed as part of the TS Gold milestone documentation process. This is confidential and between the teacher and parent only. No images captured for TS Gold will be distributed or used for marketing purposes.

Camera Access

The Jax State CDC is equipped with security cameras in all classrooms and common areas. Camera footage is only viewed by Jax State CDC administrators and University Police due to the privacy of our children and families. The Jax State CDC does not offer camera access for families.

Parent/Teacher Communication

We value and facilitate frequent communication between families and teachers and consider this exchange an important contribution to the planning and implementation of the program. Teachers and administrators use ProCare to communicate with families. ProCare is both a browser-based and app communication tool created for childcare centers. The Jax State CDC uses ProCare for tuition payments, attendance, notifications, and messaging. It can message one parent or a group. Jax State CDC teachers use ProCare to share classroom updates and pictures. It is a secure platform for communication and has a social media-type format available within the system, so all photos and information remain private.

Communication includes monthly newsletters for the entire Jax State CDC, weekly classroom updates, and daily reports from each child’s lead teacher in the infant to two-year-old classrooms. A daily report is completed for each child prior to their departure each day in ProCare. Here teachers highlight the basic activities of the day, such as mealtime, toileting/diapering, rest, and details related to the curriculum. The report aims to give you a snapshot of your child’s day and support conversation with you about school each day.

Conferences

Family-teacher conferences will be scheduled twice a year, typically in the Fall/Winter and Spring, to discuss your child’s developmental progress. Additional conferences may be scheduled with your child’s teacher as needed at any time throughout the school year.