ADMISSION 

License Terms

Grace Family Center is a state-licensed group daycare in Wisconsin serving children aged 6 weeks to 12 years. Our regular hours of operation are 7:00 a.m. to 5:30 p.m., Monday through Friday, year-round. On a temporary basis, service during the 6:00 a.m. to 7:00 am, is available only to a limited number of currently enrolled families who are in the process of transitioning to the new established schedule. This temporary accommodation will be gradually phased out.  The 6:00 a.m. to 7:00 a.m. timeframe is primarily used for administrative duties and facility preparation.

 

We are licensed by the State of Wisconsin, Department of Children and Families, to care for up to 50 children at any one time. We are regularly inspected to ensure that licensing standards are met.

 

Limitations

Families should notify the Program Director if the child has any limitations in walking, toileting, etc., before registering. 

Closed days

Grace Family Center is open year-round except for the following holidays:

• Memorial Day

• Independence Day (4th July)

• Labor Day 

• Thanksgiving Day and the next day (Thursday and Friday)

• Christmas Eve

• Christmas Day

• December 31

• New Year’s Day

If a holiday falls on a Saturday, the center will be closed the previous Friday. If the holiday falls on a Sunday, the center will be closed the following Monday. 

All normal fees apply.

Emergency Shutdown Procedures

There may be times when an emergency arises that forces the child care center to close. If this occurs, we will send an email and/or text message to parents or guardians to let them know as soon as possible. Regular tuition applies to all emergency closures.

Articles published for families

The Grace Family Center license is posted in the side entrance next to the office. Any stipulations, conditions, exemptions, or exceptions affecting the License shall be posted with the license, as well as the results of the most recent license inspection visit (Declaration of Noncompliance and Plan of Correction or Declaration of Compliance), any enforcement order action, fine, temporary suspension, refusal, or revocation issued by the Department as soon as received. These articles will remain published until the violations are verified as corrected and the action is closed. 

A comprehensive set of center policies and state licensing standards, available for your reference, and that parents sign in the logbook. Other published articles:

Note: Families can view DCF’s licensing rules here.

No-show without notice

If a child will be missing Grace Family Center for any reason or will arrive later than usual, the parent must call the center by 9:00 a.m. A certified staff member will do their best to contact you if the child does not arrive at the scheduled time. All attempts, successful or unsuccessful, will be documented. 

If your child is going to be dropped off before the scheduled time, please give at least one day’s notice.

Attendance

Each child will be marked in a weekly written record of attendance by the teacher who receives the child. Parents or guardians must accompany their child to their classroom and have the teacher’s acknowledgement that the child is present.

Full-Time Care: Defined as attending Grace Family Center at least 4 days a week, with a minimum of 4 hours a day and a maximum of 9.5 hours a day. 

Part-time care: Defined as attending Grace Family Center 2-3 days a week, with a minimum of 4 hours a day and a maximum of 9.5 hours a day.

*Each family agenda situation will be discussed individually. 

Confidentiality

To protect the confidentiality of each family, Grace Family Center will not disclose personal information about a child or the family of a child to any person who is not authorized to receive this information. All communication between parent(s) and staff about specific children must be done in private.

Parents, upon request, have access to all records and reports maintained about their child, unless restricted by court order.

Child abuse and neglect

Grace Family Center is a mandatory notification center. This means that we must report any suspected child abuse or neglect to the Department of Social Services and/or law enforcement. 

Each caregiver and all surrogates will receive training at least every 2 years on child abuse and neglect laws; how to identify children who have been abused or neglected; and the procedure for ensuring that all known or suspected cases of child abuse or neglect are promptly reported to the appropriate authorities.

 

 

Administrative structure 

The administrative structure is as follows for all operating hours:

The director is responsible for the following:

• Management, finances, physical plant and daily operations of the center.

• Supervision of the planning and implementation of the center’s developmentally based curriculum that meets the emotional, physical, cognitive, and social needs of the individual child and group.

• Supervision of the center’s staff, including:

o Orient each employee to their applicable job description, personnel policies, and leave rules

o Ensure staff compliance with continuing education requirements

• Supervise the work of all teachers and assistants.

 

The director and administrator know how to cook.

Position Details

Director/Administrator/Licensee Can cook

Administrator Can cook

Teaching staff

Assistants, Volunteers & Substitutes

 

 

 

Inscription

Enrollment is determined by availability and by the principal, in accordance with state licensing rules and regulations regarding child-to-staff ratios and maximum class sizes. 

Families are asked to read this handbook in its entirety, agree to the basic philosophy, rules, regulations, policies, and guidelines of Grace Family Center, and agree to abide by and support them.

Families interested in enrolling their child(ren) will receive a binder with all forms, policies, and additional information on their first visit or in-person visit to the Center.

Required Forms and Filing Deadlines

The following forms and items must be completed for each child on or before the first day of attendance:

 

• DCF-62 Form, Child Care Enrollment 

• Emergency card (must be kept in your child’s room to take with you in case of emergency, e.g. fire, tornado, also on a hike)

• DCF-44 Form, Health History and Emergency Care Plan 

• DCF-61 Form, Child Care Intake for Children Under 2 Years of Age (if applicable) 

• DCF-60 Form, Report of Child Health signed by a medical professional (Physical exam must be completed within 6 months prior to enrollment or within 30 days from the date of enrollment

• Form DPH-419, Immunization Record in Child Care (or an electronic record of your child’s immunizations) Must be submitted within 15 days of the child’s first day of attendance) 

• Form DCF-104, Alternative Arrival/Release Agreement (if applicable)

• Sunscreen Application Authorization

• Insect repellent application authorization

• Special Dietary Needs Form (if applicable)

• Photo Release Form

• First week’s tuition and registration fee (paid prior to registration to secure a spot)

• Signed contract and payment agreement

• Signed copy of policies and parent handbook

 

These items will remain in your child’s file and will be kept confidential. 

Children will not be considered enrolled until all registration packet forms and all applicable fees are returned to the office.

Registration method

Prior to enrollment, families must visit the center by appointment and by agreement with the director. The purpose of the visit is to showcase what we offer.

Parent/Center Provided Items

Article Parents Center

DiapersX

Bottles and pacifierX

Baby wipesX

Sleeping mat X

Water bottleX

Complete change of clothes, including underwear and socksX

SunscreenX

RepellentX

Diaper CreamX

Milk or special formulaX

Sheet (standard crib size) and blanket OR sleeping bag

Pillowcase (for placing the child’s sleeping objects)

Small pillow (optional) (for children 2 years and older)

X

Family photoX

Breakfast X

Lunch X

Snack (afternoon snack) X

Crockery (plates, cutlery, glasses) X

Other Special Needs ItemsX

 

*Please make sure all items bear your child’s name. 

Open Doors Programming

Parents can go to this nursery at any time during working hours, unless parental access is prohibited or restricted by court order. If so, a copy of the order will be needed. It is understood that access to a parent cannot be legally limited if there is no copy of a court order on file at the center. If possible, try to restrict visits during naps, as they usually include nap times, as this can affect the children’s day.

Objects brought from home

To ensure a safe, inclusive, and distraction-free environment for all children, this policy sets out guidelines for personal items brought from home.

Acceptable Items

Children may bring the following items with prior approval from staff:

• Comfort objects (e.g., a small stuffed animal or blanket) for nap or emotional support

• Seasonal equipment (e.g., hats, mittens, sunscreen) labeled with the child’s name

• Special items for display and counting (designated days only)

Prohibited items

To maintain security and minimize disruption, the following items are not allowed:

• Toys with small parts that pose a choking hazard

• Electronic devices (e.g., tablets, phones, handheld games)

• Weapons or toys similar to weapons (e.g., swords, guns, slingshots)

• Objects of significant monetary or sentimental value

• Food or snacks (unless medically necessary and approved)

Labelling and responsibility

• All permitted items must be clearly labeled with the child’s full name.

• The center is not responsible for lost, damaged or stolen items.

• Items left overnight can be deposited in lost property.

Special days

• On designated “Show and Tell” or themed days, children may bring specific objects as communicated by staff.

• Parents will receive advance notice with guidelines for these events.

Staff discretion

Staff reserve the right to:

• Inspect items brought from home

• Temporarily withholding or returning items deemed inappropriate

• Communicating with parents about recurring problems

Parental Cooperation

We ask parents to:

• Review this policy with your child

• Support staff decisions regarding personal belongings

• Encourage children to enjoy shared toys and activities at the center

Pets

Grace Family Center does Not have pets and does not allow the presence of animals in the center.

Child Records

Each child will have a separate file kept in a safe place. 

Each file must include the following:

one. The child’s name and date of birth. 

b. The full names of the child’s parents. 

c. The address and telephone number of the child’s domicile.

d. An address and telephone number where the parents can be reached while the child is in custody.

and. The name, address, telephone number, and relationship to the child of a person to be notified in an emergency when the parents cannot be reached immediately.

f. The name, address, and telephone number of a doctor or medical facility caring for the child.

g. The names, addresses, and telephone numbers of people other than the parents are authorized to call or agree to drop off the child.

h. The first day of the child’s attendance at the center.

Medical Record Book Procedure

Any medication administered, accidents or injuries occurring on the spot, marked changes in a child’s behavior or appearance, or any observation of injuries to a child’s body received outside of the center’s care will be recorded in the center’s medical record book. The director will review the medical record book with staff every six months and document this procedure.

Philosophy of the Center

Grace Family Center’s philosophy is focused on providing a welcoming and safe environment for children ages 6 weeks to 12 years old. The center emphasizes the importance of supporting each child’s individual needs and development. Their goal is to create a welcoming environment where children can grow, learn, and thrive. The school values open communication with parents and encourage their involvement in the care and education of their children.

 

Non-Discrimination Statement 

Grace Family Center is committed to providing an inclusive and welcoming environment for all children and families. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other characteristic protected by law. Our center values diversity and strives to ensure that every child feels respected and valued.

 

 

Americans with Disabilities Act Statement

Grace Family Center is committed to complying with the Americans with Disabilities Act (ADA). We strive to provide an inclusive and accessible environment for all children, families, and staff members. Our center ensures that reasonable accommodation is provided to support the needs of people with disabilities.

Access to child records

We keep an up-to-date file on every child at the center.  Child records should be available to the licensing representative if needed. 

Credentialing staff (if applicable) and WECA-WEESSN (WI Early Childhood Education Association) may be used for consultations on a confidential basis in order to improve the quality of the program and support staff, in order to better meet the needs of children in the classroom. Wisconsin childcare licensing specialists and staff from other regulatory agencies (Reach Dane-Satellite, Youngstar, 4C, USDA Food Program) routinely visit the program and may, on a confidential basis, consult children’s records, observe in the classroom, and offer consultation, if requested, unless restricted by court order. 

The records are accessible to the child’s parents, if requested, unless restricted by a court order.

Parents must give written permission to Grace Family Center if they request that someone else review their child’s file or records to be transferred, by completing a DCF-F-369-E Release of Confidential Information Authorization form that we will keep on file.

Photo Permit

Parents must give written consent for their child’s photograph to be taken and used by the center. These photos may be used for a variety of purposes, including, but not limited to, classroom exhibitions, newsletters, and the school’s website. The center ensures that all photos are used with respect and in a way that protects the privacy and safety of children. If a parent does not wish to have their child’s photo used, they can indicate this preference on the consent form and the school will fully respect their decision. 

 

 

REGISTRATION OF REGISTERED CHILDREN

 

Communication of Child Progress 

Child communication between the school and parents can take place in the following ways:

• Junta General

• Daily face-to-face conversations

• Text messages (if applicable)

• Calls, Emails

• App (if you are in the USA)

 

Availability of Parent Policies and Standards

Policies and policies are given to parents/guardians at the time of enrollment and are available to them at any time upon request from the center director.

Circumstances and procedures for completion of enrolment

Parent-Initiated:

Grace Family Center requires families to provide a minimum of two weeks’ written notice of the child’s last day in the program. Payment must be for this notice period, whether or not the minor continues to attend. Verbal notices will not be accepted.

Mutual decision:

There may come a time when both the center director and the parent/guardian decide that termination of enrollment is in the best interest of the child and/or the program. A two-week written notice is required from the director of the center, and all fees will be charged during those two weeks, even if the minor is no longer attending.

Grace Family Center, initiated by the center

strives to provide an environment that respects the fact that all children are individuals with different needs and desires; at the same time, we need to have harmony and mutual understanding between children, parents, and staff. 

Conflicts are addressed with friendly guidance. It is important that we receive support and parental involvement to maintain balance in our groups. Every effort will be made to correct a situation before a final decision is made (i.e., behavioral plan, parent meetings, community resources, outside intervention, transferring a student to another class, redirecting behaviors, providing options, separating students who don’t get along, or other interventions). 

With parental consent, we may seek help or outpatient consultation from community support agencies. All interventions will be documented. If we feel that we are unable to meet the needs of your family or child, we reserve the right to withdraw. The Director will make the final decision based on documentation, needs and circumstances.

If at any time on any day it is determined that a child’s actions are unacceptable or in danger to themselves, another child, or a staff member, the child’s parent may be called, and the child may be removed from the center to remember the day. 

If the child’s behavior does not change, the administrator may suspend or dismiss the child from the program; A two-week written notice will be given. If parents decide, at the time of termination, that they wish to withdraw their child, there will be no outstanding enrollment of the two weeks’ notice. 

This policy is not intended to be a form of punishment at all. We strive to make sure that your child and the children of others feel safe and secure while at the center. 

 

Other possible reasons for termination may include, but are not limited to the following: 

• Inability of the childcare program to meet the child’s needs. The principal will consult with the parents about how any issues might be resolved before terminating the care agreement. The family may be referred to other community resources.

• Late or repetitive pending payments. 

• Lack of cooperation between parents and the school in efforts to resolve differences between children, parents and/or staff.

• Verbal threats or abusive behavior by parents toward staff, other parents, or children. 

• Repeated failure to drop off and/or pick up the child at the scheduled time.

• Failure to complete/update and return required forms by the deadline.

• Behaviors that may threaten or cause physical harm (grounds for immediate termination)

• Failure to pay tuition and other fees on time (reason for immediate dismissal, without prior notice).

• Any family member or representative who treats facility staff with disrespect, abusive language, violence, or threat of violence (grounds for immediate termination, without notice).

• The decision of the administrator will be final. 

External agency involvement

Before any child is discharged, efforts can be made to request additional services from other service agencies to address the problem. For example, children may be referred to a doctor for vision or hearing screening. From birth to age 3, speech and language screenings are some of the outside services that can be used. If the child needs additional services that are not available directly through us, an external agency can be contacted to meet those needs. Staff will consult with parents or guardians before contacting any outside agency. Before any referral is scheduled at the center, parents or guardians will need to complete and sign the authorization form for an agency to make a servant of their child while in care. The authorization form can be found here. 

Pre-download steps and process documentation

Every effort will be made to develop a behavior management plan between staff and parents/guardians to see if challenging behaviors can be managed and/or corrected. The teacher will ask for a parent/guardian/teacher meeting to discuss the behaviors in detail. The opinion of parents or guardians on behavior management is essential. If, after two weeks, behaviors have not improved, another conference will be scheduled to review the action plan or to end care and refer the child to other services. All meetings, behavior plans, and outcomes will be documented and stored in the child’s file.

 Dismissal is not taken lightly. Grace Family Center understands the impact of expulsion on young children. More information about expulsion can be found here: https://wisconsinwatch.org/2023/08/wisconsin-preschoolers-expelled-k-12-students/ 

 

Issues of discrimination

Grace Family Center will not fire any child based on sex, race, color, creed, disability, sexual orientation, national origin, ancestry, or anything else.

If you believe your child or family has been discharged due to discrimination, please bring these concerns to the principal for a thorough review. It is our policy to never refuse to enroll a child based on race, sex, color, creed, political orientation, national origin, disability, ancestry, sexual orientation, or any other state or federal protected class.

Appeal Process

If you do not agree with the end of enrolment for any reason, please do not hesitate to contact the director of the center to express your concerns. The director will make the final decision.  

 

FEE PAYMENTS AND REFUNDS

All policies regarding the payment of fees and refunds are included in this policy manual.

For current rates, please refer to the Fee Sheet attached at the end of this manual.

 

All financial terms will be finalized when the contract and payment agreement are signed.

Parents and children are required to attend the program before enrolling. At this time, families can observe, meet the staff, and talk about any special concerns or needs of their child. 

A fee is required at the time of registration or prior to filling a vacancy. 

“Rates will/may increase annually.”

 

 

Registration/Tuition: Grace Family Center will set a regular rate based on your child’s age and contracted care hours/days.

 

Tuition: must be paid every Friday in advance during the following week of service.

Enrollment fee

Grace Family Center charges a one-time registration fee when a child first enrolls.

Deposit Rate

One week of enrolment is required at the time of enrolment. To maintain the site and covers the first week of care.

Payments and co-payments to third parties

If there is payment from third parties, such as an employer or the County, a special payment schedule will be arranged and detailed in your contract. Parents/guardians will be responsible for any co-payments or specified amounts that are not fully covered by the third party. Co-payments must be advanced on Fridays, as noted above. 

Late payment

A late penalty will be applied to all late payments.  Payment is considered late when it is not received before the end of the day on Mondays.

NFS/Bounced Checks

If a check is returned as “non-sufficient funds,” a fee is charged. Any bank fees incurred for a return payment will also be charged to the family.

 

Early deliveries and late pickups

A fee will be charged for late pickups and early deliveries. Any outstanding fees will be billed at the end of each month, where applicable.

Absences due to illness

If a child is absent due to illness, rates are charged on these days (unless approved vacation days are used, see below)

Children’s holidays

Each child enrolled at Grace Family Center is entitled to one (1) week of vacation per calendar year at no cost. This policy is designed to support families while maintaining consistent operations and staffing.

 

 

 

 

 

Eligibility and Conditions

· A week of vacation is defined as five (5) consecutive days, depending on the attendance schedule contracted by the child. For example, a part-time child enrolled on Mondays, Wednesdays, and Fridays must take a vacation on those same scheduled days.

· Vacation time can only be used when the child is not present at the center for the entire week.

· Vacation requests must be submitted at least two (2) weeks in advance and must be approved by the director/administrator. 

· Families will not receive credit for vacations unless prior communication and approval have been made.

 

 

Tuition Guidelines

· During the approved holiday week, no tuition will be charged.

· Families must continue to pay full tuition for all other absences, including individual vacation or sick days that do not constitute a full week of vacation.

· No tuition deductions will be granted for unapproved or partial absences.

 

Use in case of illness

· If a child is on sick leave for a full week (based on their contracted days), the family may choose to apply their single week of vacation to cover that time, provided it has not already been used. It is necessary to notify the principal/principal. 

Additional Notes

· Holidays are non-refundable and do not carry over to the following calendar year.

· If a child is discharged or absent for four (3) or more consecutive weeks, this vacation policy is voided, and any absences during that time will be considered the vacation assigned to the family.

· The vacation credit will not be applied retroactively.

 

Supplies

All materials for your child’s education are included in the tuition fee.

Refunds

Grace Family Center does not offer refunds. Days when children are absent due to illness or other reasons will not be returned. Severe weather closing will not be refunded to you in the form of a credit for future charges.  

Excursion fees

Additional fees may be charged for some planned excursions, and families will be informed in advance.

 

 

 

Discounts

A 15% discount will be granted to families with two or more children enrolled. The discount will apply only to the enrolment of the eldest child. This policy goes into effect when the youngest child turns 2 years old. There are no discounts on part-time care. 

Methods of Rate Determination (Full/Part-Time Attendance, Parent Registration) Methods of Rate Calculation (Hourly, Daily, Sessions)

Grace Family Center charges fees based on your child’s enrollment hours. A written contract will be signed with the weekly/monthly tuition for your child’s care. Any additional fees may be charged for additional hours beyond those provided in the parent/guardian contract.

Bad weather

The safety of our children, their families, and our staff is our priority when we experience severe weather conditions. Grace Family Center will be closed if the Monona Grove School District is closed during the day due to Nevada or hazardous driving conditions during the winter season. We encourage families to watch the news in the morning to see if Monona Public Schools are closed for the winter.

 

EARLY CHILDHOOD EDUCATION

 

Religious education and practices

Grace Family Center Include religious instruction or practices in my daily activities. We offer prayers before meals and snacks. We offer a religious education program or curriculum.

We celebrate the following occasions: Valentine’s Day, St. Patrick’s Day, Easter, Thanksgiving, and Christmas. the birthday of each child, among others.

 

Parties and celebrations are an opportunity to learn about the traditions and values of our families. We strive to provide an unbiased learning environment that reflects the ethnic, cultural, and economic diversity of our community. We do not limit our celebration to these. The children’s birthdays will be recognized, and the teacher must be informed in advance so that they can be incorporated into the plans. 

 

Early morning and evening care

Groups of children can be combined at the beginning and end of any day. Because Grace Family Center is open first thing in the morning and late afternoon, we have a written plan for activities that respond to the individual needs of children during those periods. Activities at the beginning and end of the day will be designed for a wide range of children who work and play together. Children will have the opportunity to rest, eat, use materials and carry out activities that do not replicate the activities planned for the rest of the day. Rooms can be combined at the beginning and end of the day, and staff-to-child ratios are always maintained according to the age of the youngest child in the group. 

There is a childcare teacher assigned to each classroom in the center, and the relationship between the staff and the children is always maintained. Depending on the number of children present on any given day, there may also be a child care assistant teacher in the classroom. Each group or classroom of children is supervised by a teacher who is in sight and hearing of the children to guide their behavior and activities, prevent harm, and ensure safety.

Outdoor Play 

Outdoor playtime is very important for toddlers’ development and is planned daily. There is a clean and organized outdoor play space on the premises of the center. Equipment suitable for all ages is provided for exploring, playing, and learning. 

It is our policy that children who are well enough to attend daycare should feel well enough to go out, except in extreme cold or hot conditions. Please dress your child according to the weather and wear the appropriate clothing necessary for them to play outside, including sturdy shoes or boots.  

Teachers always supervise and interact with children while they are outdoors. Children, including infants and toddlers, will be outside daily when time permits. 

Children will stay indoors during bad weather, including any of the following:

• Heavy rain

• Temperatures above 90 degrees F

• Wind chill of 0 degrees F or below for children 2 years and older

• Wind sensation of 20 degrees F or less for children under 2 years old

• Bad air quality alert days

 

When the weather does not allow for outdoor play, children will have the opportunity to engage in indoor physical activity.

Developmentally appropriate programming 

The daily program is designed to incorporate a variety of themed activities that enhance the child’s development, learning about themselves and the world around them. The curriculum is based on our knowledge of child development and learning, as well as individual needs and interests. The curriculum is inclusive and tailored to each child’s development and abilities. 

Daily routines include: 

• Transitions (limited) 

• Meals and snacks 

• Diapers & Toilet 

• Sleep and rest 

• Activities for small and large groups 

• Outdoor activities 

• Excursions 

• Discovery Time (child-initiated choice)

*See the attached calendar for more information.

Infant and Toddler Programming 

Children under the age of two will have a flexible schedule that reflects the child’s individual needs. Adults respond quickly to a child’s crying needs. Each child will receive physical contact and individual attention, including plenty of time to talk. The body position of non-mobile infants and their location in the center will change frequently. Safe and open spaces are provided for children who crawl and crawl. Infants and toddlers will be encouraged to play with a variety of safe toys and objects.

A written or digital report will be kept daily, documenting what and when each child ate, when they slept, and when they wet or soiled a diaper. We will use this report to share information with parents and guardians about the child’s activities and disposition each day that they are present.

Potty training

We strive to support your efforts in potty training at home throughout the day here at the daycare. However, there are a few key signs to look out for before we can help you train your child in our program.

These signs include:

• The child can pull up and down pants and underwear/diapers on their own, with little or no help.

• The child can communicate when he or she needs to go to the bathroom.

• The child’s diaper dries after nap and for long periods during the day.

• Your child can hold his or her guts and bladder until he or she reaches the potty and realizes he or she needs to.

If these signs aren’t present, your child isn’t ready for potty training at daycare. We will always encourage children to use the potty regularly and start introducing sitting.

When your child is ready for potty training, we ask that you provide extra clothes and remove dirty clothes daily.

Preschool Programming 

Preschoolers are offered opportunities to play and explore their environment. They will be offered many learning experiences in various areas of development appropriate for their age.

School-Age Programming 

School-age children will have a quiet place to study or relax, access appropriate materials and activities, and have plenty of time for large muscle activities. 

 

 

Night Nursery

We are not allowed to provide care outside of our regular hours.

Rest or nap

Rest or nap will be provided for all children under the age of five who are in care for more than four consecutive hours. Children who do not sleep can get up after 30 minutes, and those who wake up early will be allowed to get up when they wake up. A teacher will help wake up the children to find suitable activities.

Children under one year old sleep in a crib or playpen. Children over the age of one sleep in a name about the type of sleeping object to be used, such as bed, cot, padded mat, sleeping bag, crib, or playpen. Parents will wash bedding or sleeping bag at least every five users or as soon as possible if it is wet or dirty.

Communication with families 

It’s important that there is daily communication about your child’s needs and interests. If there are issues or concerns that need to be addressed, please contact us to arrange a convenient time to speak on the phone so that the topic receives the attention it deserves. 

We offer a daily report with information about your child’s day at Grace Family Center

 

Center Calendar

Each classroom will have its own detailed daily schedule posted on the parent/guardian notice board and in your classroom. This schedule will include outdoor playtime, meal times, nap and rest time, special activities, and other structured and unstructured times. 

 

Coordinating Home Programming with Programming

Grace Family Center considers it essential to develop a plan with families about coordinating a child’s family schedule with our center’s programming to ensure continuity of care.  To improve and support child development, center staff will work with families to create a plan that includes coordination with the following:

 

• Meals/snacks

• Types of foods that have been introduced and timing of novel foods

• Nap/rest/sleep

• Diapers/toilet

• Family traditions

• Children’s preferences (comfort items, likes, dislikes, additional need-to-know information)

• Any additional information relevant to the child’s well-being and development

 

Grace Family Center staff will use family engagement to plan activities and offer children a variety of experiences.   

Cultural diversity 

Our curriculum offers exposure to a wide variety of cultures through music, storytelling, gaming, and art. We celebrate how we are equal and how we are different from each other. 

We invite families to participate and share their traditions, including typical foods and costumes during the events we organize throughout the year.

Transitions

Waiting can be hard for kids during routines like going to the bathroom, eating, washing their hands, and the intervals between activities. Our teachers use a variety of techniques to minimize the uncertainty that some children may experience when moving from one activity or area to another. Transitions are also limited to help maintain consistency and stability in the child’s day-to-day life.

Excursions

Field trips are a fun and educational part of our program and are organized regularly. We will notify parents in advance of any upcoming excursions in the future. Parents are welcome to join. Please let us know in advance if you attend. We will provide transportation from a local bus company. Fees may apply.

Walking tours

From time to time, we can take walks around the neighborhood. Emergency information for each child will be collected each time children leave the facility.

Daily activities

Learning through play is a fundamental component of our program. Enough time, materials, and space will be provided for children to actively explore the world around them.

Grace Family Center ensures that weekly activity planning covers all areas of child development, supporting each child’s growth and readiness for school. Lead teachers are responsible for creating weekly, monthly, and annual curriculum plans, which are developed under the supervision of the school principal. These plans are designed to foster cognitive, emotional, social, and physical development, preparing children for a successful transition to school age

Center for Educational Philosophy

Our mission is to ensure that all children in our care are educated and cared for in a safe and loving environment that supports their healthy growth and maturity in all areas of development.

The caregiver’s routine is the kind and compassionate care of children in a safe and loving environment, empowering and encouraging individual development by recognizing the diversity and individuality of each child.

Routines are a special opportunity to improve the relationship between caregiver and child, providing consistency, confidence, a sense of value, security, and a sense of belonging to the child. Routines are an important opportunity to make a positive difference in a child’s life.

Learning and Development Philosophy 

We believe in the importance of a positive environment and a stimulating curriculum that fosters children’s creativity and intellectual abilities appropriate to their stage of development. Our goal is to foster self-esteem and independence, and to prepare the foundations for future learning through a positive first experience at school. Social development is emphasized through play and the company of children of the same age. We believe that learning should be fun and emphasize hands-on experiences.

 

CHILD GUIDANCE

Appropriate ways to handle crying, whining, or distressed children

We understand that there will be times when a child feels distressed, upset, or won’t stop crying. The first action in these situations will be to try to determine the cause of the discomfort. It may be related to a basic need such as hunger or comfort, or it may be that the child simply needs a little more time and attention. It is understood that crying is normal and that all babies will have moments when they cannot stop crying. During these times, we will remain calm and do our best to calm your child. Sometimes this can mean just letting the child cry for a few minutes and then trying again. However, there may also be times when you need their advice or help, and parents won’t hesitate to call if they feel it’s necessary.

 

Time-Out and Calm Policy

At Grace Family Center, we view behavior as a form of communication and believe that children learn best when they are supported with patience, understanding, and consistency. Our goal is to guide children in developing self-regulation skills and positive social behaviors.

 

Our Approach: Put Your Mind at Ease

We use time-outs not as punishment, but as a strategy to calm down and help children take a break, reflect, and regain control of their emotions. We call it a “quiet space” or “peace corner,” and it’s a safe and comforting space where a child can go (or be gently guided) to relax when they feel overwhelmed, frustrated, or unable to safely interact with others. Time-out is never used with children under 3 years of age and typically lasts one minute per year of age.

How it works:

1. Prevention First: We strive to prevent challenging behaviors by providing engaging activities, clear expectations, and plenty of positive reinforcement.

2. Guidance and choice: If a child is struggling, a teacher may offer a choice:

 “Would you like to take a break in a quiet space or sit with me for a moment?”

3. Calm time: The child is encouraged to use the calm zone for a few minutes, usually one minute per year of age (e.g., 3 minutes for a 3-year-old). They may have access to stuffed animals, calming visuals, books, or sensory tools.

4. Support and reflection: A teacher follows up during and after the break, helping the child express their feelings and talk about what happened using simple, supportive language.

5. Rejoining the group: Once the child is calm, we help him to play again or do activities in a positive way. We don’t shame, point fingers, or punish kids for needing time to reset.

 

We do not use:

• Time-outs as punishment or threats

• Isolation or forced separation

• Embarrassing or labeling children

 

Collaboration with families:

We believe in open communication with families. If a child needs frequent breaks, we work with parents or guardians to understand the behavior and develop support strategies together

 

Positive Guidance Techniques

At our childcare center, we are committed to offering positive guidance and reorientation by setting clear and consistent boundaries that help children feel safe and supported. Our approach encourages the development of self-control, self-esteem, and respect for the rights and feelings of others. Staff model respectful behavior, use calm and constructive language, and offer options to empower children in decision-making. When challenges arise, we guide children to appropriate behaviors through redirection and problem-solving, helping them understand the impact of their actions. This welcoming environment fosters emotional growth, social responsibility, and a strong foundation for lifelong learning and relationships. 

Children’s behavior will be guided by setting clear limits or rules for them. The expected behaviors will be discussed with the children and modeled consistently. What children can do will be expressed in a positive way, using specific terms (e.g., “you need to walk” instead of “don’t run”). The unwanted behavior is redirected to another activity. Children will be offered a wide variety of age-appropriate activities to choose from and the attention they need before demanding it. Behavior management will aim to help children develop self-control, self-esteem, and respect for the rights of others.

Prohibited actions 

Under DCF Licensing Standards 251 for Group Child Care Centers, actions that may be psychologically, emotionally, or physically painful, uncomfortable, dangerous, or potentially harmful are prohibited. Prohibited actions include whipping, hitting, pinching, shaking, slapping, twisting, throwing, or inflicting any other form of corporal punishment on the child; verbal abuse, threats, or derogatory comments about the child or the child’s family; physical restraint, tying the child to restrict movement; locking the child in a small space, such as a closet, a closed room, a box, a cubicle or similar; withholding or forcing meals, snacks, or naps; cruel, aversive, humiliating or frightening actions for the child; Or punish a child for suspending potty training. These forms of punishment will never be used, not even at the request of the parents.

Transitions

To ensure smooth and developmentally appropriate transitions in our child care setting, staff will use strategies that minimize waiting for children in large groups or standing in long lines. Transitions will be staggered in small groups with visual or auditory cues, and children will be engaged through songs, movement games, or silent activities such as books and puzzles. Visual schedules will help children anticipate changes, and staff will assign roles or offer options to keep children engaged. The environment will be prepared in advance to avoid delays, and staff will coordinate closely to support individualized needs, ensuring transitions are calm, efficient, and supportive of positive behavior.

Classroom layout and environment

The organization of classrooms, materials, and programming help to provide clear guidelines and promote positive behaviors. Classrooms are organized appropriately to develop each area and are available whenever the child wants access; there are posters indicating how to behave or patterns to learn a procedure appropriately; teachers will be the main guides to teach good manners and good behavior. 

In each classroom, we strive to provide a welcoming and safe environment that stimulates growth and development, while supporting each child’s creative independence and self-expression.

The environment is open to exploration with soft zones, high motor areas, and quiet and active zones, and offers a variety of equipment suitable for the development of children in care. The equipment is appropriately sized for the needs and independence of the children. Some of the activities include:

• Language development: books, music, finger play, stories, tabletop stories.

• Gross motor: balls, hula hoops, swings, outdoor play.

• Fine motor skills: blocks, crafts, stringing beads.

• Creative expressions: puppets, music, dramatic play.

• Self-help skills: Help with meal prep and how to dress to go outside.

• Literacy skills: books, scripts, alphabets, and writing games.

Parental involvement

Parents are encouraged to follow the same behavioral techniques that we use in the center and will be guided in any case of misbehavior by offering information resources and working on behalf of the child. 

Unwanted behaviors

An unwanted behavior like biting will always be treated by disapproving of the behavior and not the child; First we will attend to the victim if there is one and calm them down, then we will talk to the child who has bitten and explain that the other child is crying because that has been done to them and that what they have done is not right.

We are happy to provide information about children’s challenging behaviors, such as biting. For example, you can find information at: https://www.naeyc.org/our-work/families/understanding-and-responding-children-who-bite 

Toy Day 

is every Friday. We encourage your child to bring a toy related to the weekly theme. Please label your toy with your child’s name.

. No toy guns, no noisy toys; They can promote aggressiveness 

 that is not suitable for group situations. We ask that children do not bring toys on any other day. 

 

EMERGENCY PLANS 

Grace Family Center conducts fire and tornado drills monthly, ensuring that the needs of children under the age of 2 and children with disabilities, as well as staff with disabilities are met in the event of an evacuation. The completion of all practice exercises will be documented.

In case of emergency, parents will be contacted as soon as possible. Emergency forms are made on field trips and during evacuation during fire drills. 

In each classroom there is a sign with all the emergency telephone numbers that teachers should know.

 

 

Drills

Fire evacuation drills will be conducted monthly, and tornado drills will be conducted from April through October. The completion of all practice exercises will be documented. Parents, staff, and students will not be informed of the dates or times of drills, as this is the most effective way to assess the success of fire and emergency/evacuation plans.

Written Plan for Responding to a Fire 

In the event of an actual fire, children will be taken to Cottage Grove Elementary School, across from Grace Family Center. The staff is trained in the use of fire extinguishers. 

Written Plan for Responding to a Tornado

Children will be taken to the assigned areas for each classroom. And for children 3.5 years and older with the assistance form and emergency contact information. Blankets, a portable radio and a flashlight with extra batteries are always kept in each classroom.

 

 

Written plan for responding to a lost or missing child 

It is Grace Family Center’s policy that each child be closely monitored by staff, but in the event of a child loss we will immediately notify law enforcement and parents. 

 

Written Plan for Responding to a Flood

In the event of flooding, children will be moved to the highest part of the building or, if necessary, evacuated by the nearest safe exit; Each classroom has an evacuation plan. 

If the building loses services, including heat, water, electricity, or telephone

In the event of a loss of electricity or emergency in a building, parents can be contacted and demand that they pick up their child; Portable radios and a flashlight with extra batteries are always kept in each classroom.

If the center loses use of heat, water, or electricity before it opens, it will remain closed. We will contact the parents and close the center. We will keep parents informed about when the center will reopen.

If the facility loses heat, water, or electricity while children are around, we will contact the Middleton Water Utility Company or the MGE Company to find out how long it will be before water, heat, or electricity is restored. If it takes longer than 1 hour to restart, we will contact the parents and close the center. We will keep parents informed about when the center will reopen. 

In case of an emergency requiring an evacuation

Children will be evacuated through the nearest safe exit; Each classroom has an evacuation plan. The attendance form and list of phone numbers for parents and emergency contacts will be taken to ensure that all children are contacted and all families are notified. Children exit through the safest exit and meet at Cottage Grove Elementary School, across from the Center.

If it is necessary to evacuate the building on a rainy or very cold day, we will take children to families who will be called and asked to pick up their children as soon as possible.

If we can’t get back into the building 

After a necessary evacuation, children will remain in the car park in front of the building, and we will contact parents or legally authorized people to pick them up. 

 

If the facility receives a threat to the building or its occupants (e.g., bomb threat, bodily injury, etc.)

 

The police department will be contacted immediately to inform them of the threat. Depending on the nature of the threat, it may be necessary to evacuate and/or close the facility. Families will be contacted immediately when possible and in a considerably secure manner.

 

 

Medical Emergency

Grace Family Center staff have been trained in infant first aid and cardiopulmonary resuscitation (CPR), which includes training in the use of an automated external defibrillator (AED) and will follow standard emergency medical procedures to treat injuries. Grace Family Center will call 112 when deemed necessary. 

By enrolling your child in Grace Family Center, you are giving permission to staff or emergency personnel to perform CPR, first aid, or transportation (by ambulance if possible) to UW Children’s Hospital; parents will be responsible for any costs involved. If medical professionals sent to Grace Family Center deem it necessary to transfer a child to an urgent care center for treatment, a staff member will accompany the child, and parents will be notified immediately after contacting 911. 

If possible, ambulance personnel will be encouraged to transport your child to the emergency medical center you designated on the enrollment form.

A second adult will always be available in less than five minutes to reach the center, as an emergency contact person if needed.

 

Written parental consent for emergency medical care or treatment

The licensee may use the department’s Child Care Enrollment form or the form itself to obtain consent from the child’s parents for emergency medical treatment, which is available on the department’s website, http://dcf.wisconsin.gov, or at any licensing office.

 

 

Head injury

A head injury will be treated as a serious injury, and parents will be notified as soon as possible. The injury will also be documented in the center’s incident register. If professional medical treatment is needed, an accident report will be sent to the childcare licensing office.

Minor injuries

Grace Family Center teaches children about safety awareness; however, accidents can occasionally occur while running, playing, etc. First aid supplies are available at the Centre.  

Superficial wounds are washed with soap and water and covered with a bandage or treated with ice. 

If your child is injured while at the Center or off the premises during a field trip, they will receive immediate medical attention and be treated with care. Parents will be notified immediately if the Director deems it necessary; Otherwise, parents will be informed of the minor injury when the child is picked up from the facility or released to the parent or other authorized person. In addition, an Incident Report will be completed, a copy will be given to the injured child’s parent, and a copy will be kept in the main office. The injury will also be documented in the center’s incident register. 

 

Motor Vehicle Availability

There is always a vehicle available in the building’s parking lot for any emergency. There is a first aid kit in the vehicle.

Daily attendance records and ensuring the whereabouts of children at all times

Teachers are required to record each child’s arrival and dismissal times daily. Teachers will recount children before and after each transition to make sure everyone is present. No child will be left unattended.

To ensure that the number, names and whereabouts of children in custody are always known to the teacher, staff will carry each child’s information card and programme attendance registration form each time they take them off the premises (playgrounds, neighbourhood walks, etc.). The information card should include a second adult contact person available for cases where, if we cannot locate the first person, we have quick access to a second adult.

Release of a child

Children will only be released to the people listed on the registration form. If someone other than the child’s parent or someone listed on the registration form is required to pick up a child, there must be prior notice in writing or by telephone. The person picking up the child may need to show a driver’s license or other photo ID.

 

 

Under the influence

If a parent or other authorized person arrives to pick up a child and that person appears to be intoxicated or under the influence of drugs (at the discretion of staff), all reasonable steps will be taken to prevent that person from leaving with the child, including calling another contact person. Although we cannot legally retain a child from their legal guardian, we will not hesitate to call the local authorities if we believe the child is in danger.

 

Dispute over custody issues

Parents have equal rights over their children unless a court has limited their rights. This means that a parent cannot limit the rights of another parent or vice versa. If a parent does not want the other parent to pick up the child or vice versa, Grace Family Center should require the parents to provide a copy of a court order stating that the parents’ rights are restricted. Grace Family Center needs to have a copy of any court order so it can follow what it says. 

 

Health

 

Smoking

Smoking is not permitted on the premises of the facility during licensed nursery hours.

 

Radon

As a state-regulated child care center, we test for radon. This test is done every 5 years. Test results are available for your consultation.

Sudden Infant Death Syndrome (SIDS)

All employees and volunteers will receive information about SIDS and SIDS risk reduction procedures.

To reduce the risk of SIDS, the following will be done. 

For children under one year of age:

• The child will be placed on his or her back to sleep in a crib unless the child’s physician authorizes another position in writing.

• The child does not sleep in a crib or portable crib that contains materials such as sheepskins, pillows, fluffy blankets, protective pads, or stuffed animals.

For all children under the age of two:

• Cribs and portable crib contain a snug mattress, and any covers should fit snugly over the mattress. Waterbeds cannot be used.

• Sheets or blankets are stored under the mattress and kept away from the child’s mouth and nose.

• If the child falls asleep on a swing or car seat, he or she will be taken off the swing and placed to sleep on his or her back in a crib.

Sick child, care, isolation and withdrawal

If a child is too sick to go out or participate in regularly scheduled activities, they may not attend Grace Family Center until their condition improves. If the child becomes ill, the administrator can determine if he or she is too sick to continue attending. Any child with the following symptoms while in the center will be isolated on a mat in the office area; The parents will be contacted, and the child must be picked up within one hour. 

 

Below are examples of sick children:

• Vomiting

• Diarrhea three times in 2 hours or running out of the diaper

• Nit or head lice 

• Contagious infection such as pink eye

• Fever of 101 degrees or higher 

• A contagious disease such as chicken pox and strep throat

• An unidentified rash

• The child has not taken the medicine prescribed by the doctor for at least 24 hours, or the child continues to have symptoms of illness

• Have a constant, thick, and colored nasal discharge

• An undiagnosed rash or symptoms of broken skin

• The child’s eyes are glued shut, bright red, and/or oozing yellow or green discharge. These symptoms indicate the highly contagious bacterial form of Pink Eye (Conjunctivitis), and the child should stay home until they have received treatment for 24 hours or until the sensation of dryness subsides.

*Staff follow the same health requirements

 

Communicable diseases

Children with untreated symptoms that may indicate (at the discretion of the Center) the presence of a communicable disease should not come to childcare. Examples of communicable diseases include, but are not limited to: chickenpox/flu/conjunctivitis/impetigo/pertussis/mumps/strep throat/scarlet fever/measles/lice/others.  Click to open the table and learn more about communicable diseases.

Certain communicable diseases must be notified, when necessary, to the Department of Children and Families’ regional licensing office, the local health department, and the parents of all enrolled children. If there is exposure to a communicable disease at the facility, we will notify parents or guardians. 

 

Medical Record, Entry, and Review Responsibilities

Grace Family Center maintains a medical record book that collects information about:

• Any evidence of unusual injuries to the child’s body (bruises, cuts, etc.)

• Any injury a child sustained while at the facility, entries must include the child’s name, the date and time of the injury, and a brief factual description of the situation

• Any medication dispensed to a child and the date it is administered, with all entries including the child’s name, the date and time it was administered, the type of medication, the dose, and the signature of the person administering it

• Any incident or accident that occurs when a child is in the care of the facility and needs professional medical attention

 

 

Medication Administration and Storage

The medication will be administered under the following conditions:

Prescription and nonprescription medications will only be administered to children if the parents have completed the authorization form provided. All medications must be in their original container labeled with the child’s name, dosage, and instructions for administration. The age-related dose listed on the label of any medication will not be exceeded without written authorization from a physician. General authorizations, such as dispensing painkillers at my discretion, are not permitted. If medicine is missing, we will contact the parents and ask them what they want us to do.

Dosing of missed medications or other errors in distribution  

If the center staff does not administer the medication correctly, either in the dose or at the time, the child’s parent or guardian will be contacted immediately and notified of the error. The facility staff will document the conversation and the error or missed dose in the medical record book.

Insect repellent and sunscreen

Before applying sunscreen or insect repellent to a child, we must have written authorization from the child’s parent on file. The authorization must include the brand and description of the product.

Disposal of dirty diapers, wet or dirty clothes, bedding    

Dirty diapers are kept in a bag and thrown away in the diaper trash; Dirty or wet clothing and/or bedding will be sent home weekly or sooner if needed. Parents are responsible for replacing their children’s clothes, diapers, and bedding. and so on.

Cleaning and Sanitation

Surfaces and toys will be disinfected daily with a sprayer containing water and chlorine, in a proportion of 10 ml of chlorine in a liter of water, and a deep cleaning of the entire nursery, including common areas, inside and outside the building, will be carried out weekly. There will be accessible sanitizer for teachers and staff, and there will also be reinforced handwashing routines for children.

 

 

Use of universal or standard precautions    

Grace Family Center uses universal precautions listed below:

1. Body secretions, such as runny nose, eye drainage, and cough, should be wiped off with a once-used tissue and placed in a plastic-lined container.

2. Surfaces exposed to bodily secretions, including walls, floors, toys, equipment, and furniture, should be washed with soap and water and disinfected. The disinfectant solution must be registered with the U.S. Environmental Protection Agency as a disinfectant and have instructions for use as a disinfectant on the label. The solution should be prepared and applied as directed on the label.

3. When appropriate, children should protect themselves from sunburn and insect bites with protective clothing, sunscreen, or insect repellent. Sunscreen and insect repellent can only be applied with written permission from the parent. If the parent provides sunscreen or insect repellent, the sunscreen or repellent should be labeled with the child’s name.

4. Center staff should adopt and follow universal precautions when exposed to blood and body fluids and shocks from injuries.

5. Single-use, disposable gloves should be worn if there is contact with blood, body fluids, or tissue spills. Gloves should be disposed of in plastic bags.

6. Your child’s hands should be washed with soap and warm water before meals and snacks, after handling a pet or animal, and after using the bathroom or changing diapers. A child’s hands and face should be washed when they are dirty. For children under one year of age, they can wash their hands with soap and a damp cloth or paper towel that is used once and discarded.

7. People who work with children should wash their hands with soap and warm water before handling food, before and after assisting with bathing and diapering, after cleaning a child’s body secretions with disposable paper, and after exposure to blood or body fluids. If gloves are worn, they will wash their hands after removing the gloves.

8. Personal use of objects, such as glasses, utensils, toothbrushes, combs and towels, cannot be shared and must be kept in sanitary conditions.

9. Wet or soiled clothes and diapers should be changed quickly from the available stockpile of clean clothes

Health Form Updates

Documentation of each child’s most recent physical exam should be filed and updated according to the following schedule:

Children under 2 years of age will need to have an initial medical exam no more than 6 months before or more than 3 months after being admitted to the center, and a follow-up exam at least once every 6 months thereafter.

Children who are at least 2 years old but not 5 years old or older than 3 months after being admitted to a facility, and a follow-up medical exam at least once every 2 years thereafter.

Children 5 years of age and older are not required to undergo a medical examination.

 

A health examination report shall be prepared on an electronic printout from a licensed physician, physician assistant, or other Health Check provider, or on a form provided by the department signed and dated by a physician, physician assistant, or other licensed Health Check provider.

 

Each child must have a current immunization record on file. Immunization records should be updated each time a new vaccination is received. Parents must notify the administrator and add dates to the immunization form and initials.

Health (physical) reports must be renewed every 2 years for children ages 2 to school age. Children younger than 2 years old need one every 6 months.

Health Procedures for Biting Children

If a child is bitten by another child at Grace Family Center, we will proceed as follows:

a) If the skin is not damaged, clean the wound with soap and water. Apply a cold compress and gently soothe your child. It must be recorded in the logbook.

b) If the skin is damaged, the center staff should adopt and follow universal precautions when exposed to blood and body fluids and discharges of lesions. It must be recorded in the logbook. The parent of the child is bitten and the child who bit will be informed.

GRACE FAMILY CENTER is not trained to care for mildly ill children.

NUTRITION

At Grace Family Center, we are committed to providing safe and nutritious meals and snacks in a nurturing and developmentally appropriate environment. This policy details our practices regarding food preparation, feeding routines, hygiene, and dietary accommodations.

• Meals are included in tuition.

• Weekly menus are posted in the center and kitchen area.

• All meals and snacks comply with USDA and State licensing guidelines.

• If your child has special dietary needs, please let us know so we can tailor meals accordingly.

Meal Schedule 

• Breakfast: Served from 7:30 a.m. to 8:30 a.m.

• Lunch: Served from 11:00 to 12:00 p.m. in the classroom. Food is a time to socialize; Teachers sit and chat with children during meals.

• Afternoon snack: Provided after siesta, around  2:00 pm.

Lunch Procedure

• The manager, the cook, or the licensed catering service provider will heat and serve the food.

• Our lunch is prepared and delivered daily by Peca’s Food LLC.

• Staff should be aware of any special dietary needs or allergies of children in their group.

• Tables are cleaned and sanitized before each meal.

• Children over 2 years old can help prepare the ground.

• Tables should be set before children sit down to eat.

• The food is served family-style, allowing the children to serve themselves.

• While the tables are being set, children should wash their hands and engage in quiet activities.

Socializing during meals

To promote a positive and welcoming environment during meals, the following practices are implemented:

• Staff involvement: Teachers are encouraged to sit and eat with children during the meal to model healthy eating habits and encourage social interaction.

• Positive atmosphere during meals: Staff engage children in pleasant conversation, encourage them to try new foods, and reinforce good table manners.

• Child autonomy: Children are never forced to eat. The staff respects each child’s individual appetite and preferences.

Infant and Toddler Feeding

Special attention is paid to ensuring the safety and developmental appropriateness of feeding practices for infants and toddlers:

• Individual feeding schedules: Infants are fed on their own schedules to support their unique developmental and nutritional needs.

• Food preparation: Children under the age of 2 are served food in dishes that have already been rationed and prepared by staff. Food is cut into safe, age-appropriate sizes to avoid choking hazards.

• Bottle feeding: Staff always hold bottles during feedings. It is strictly forbidden to support the bottle to ensure safety and encourage bonding during feedings.

• Labeling: All bottles and food should be clearly labeled with the child’s name to ensure proper handling and avoid cross-contamination.

Heating solid foods

• It is not recommended to heat baby food in jars in the microwave. The food should be transferred to a plate before heating.

• Food should not be heated above 90°F to 120°F.

• To reach this temperature, heat 4 oz of solid food on a plate for about 15 seconds on high power.

• Always stir, let the food sit for 30 seconds, and taste before serving. Food should feel warm to the touch.

Food Safety and Storage

Grace Family Center maintains a clean and organized kitchen with:

• Suitable areas for storing food.

• A refrigerator and freezer for cold and frozen foods.

• A dishwasher for washing dishes and utensils.

• A sink for washing larger objects.

• Open food containers are labeled with the child’s name and date and sealed properly for freshness.

• Raw fruits and vegetables are washed before serving or cooking.

• Leftover food from individual plates or tables is discarded.

• Foods prepared but not served are refrigerated and used within 36 hours or frozen for use within 6 months.

Dishwashing procedure

1. Clean and disinfect all kitchen utensils and food contact surfaces after each use.

2. Shave, sort and pre-wash dishes under running water.

3. Use the dishwasher method.

4. Disinfect using an EPA-registered product according to label directions.

5. Allow to air dry.

Handwashing Guidelines

Proper hand hygiene is essential to prevent illness.

How we wash our hands:

• Rub your hands vigorously for at least 20 seconds with soap and warm water.

• Wash under your fingernails, between your fingers, the backs of your hands, and your wrists.

• Rinse under running water.

• Dry with a single-use paper towel.

• Use the towel to turn off the hand faucets.

When staff should wash their hands:

• When you arrive at work.

• After using the bathroom or helping a child.

• After each diaper change.

• After cleaning a child’s nose.

• After caring for a sick child.

• Before and after preparing or eating.

When children should wash their hands:

• After using the bathroom or changing my diaper.

• After being in contact with a sick child.

• After wiping your nose.

• Before and after eating or participating in food-related activities.

• Before and after using the water table.

Special diets and allergies

• If your child has a special diet or food allergy, this information will be posted in the kitchen and classroom.

• A daily food report will be provided.

• Allergies and dietary needs are shared with all staff and volunteers.

• For acute allergies, families should provide necessary medications (e.g., EpiPen, Benadryl) and/or alternative foods (e.g., soy milk, egg-free products).

• Special diets that are not medically required (e.g., vegetarian, kosher) will be respected if parents provide the necessary food to ensure compliance with the diet, if these differ from those on the Center’s menu.

• Outside feeding is not permitted, except in special circumstances approved by the center.

Food Procurement

• Weekly food orders are placed at Sysco, Costco, Aldi, to provide breakfasts and snacks.

• Meals are prepared according to the daily menu.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TRANSPORTATION: 

Public transportation will be used for excursions. 

You will be notified in advance of the date, time, and destination of any excursions that require transportation.

Children will never be left alone in any vehicle.

In order to track children who are transported and to ensure that their whereabouts are documented from the time the child is picked up until the child is released to the responsible caregiver, a written attendance checklist will be kept to ensure that all children are accounted for by name and sight at each transition,  even every time you get out of any vehicle. If you transfer the children to another responsible adult, we will make sure that the adult acknowledges the transfer before leaving the child.

 

All vehicles will be visually checked upon arrival at a destination to ensure that all children have exited. Any vehicle that has a manufacturer’s seating capacity of 6 or more passengers, in addition to the driver, has a child safety alarm that is in good repair. This does not include public transportation.

All vehicles used to transport children in care are covered by liability insurance.

 

Annually, I will obtain and review the driving record of anyone who will be transporting children and obtain an inspection for each vehicle used to transport children. This does not include public transportation.

 

PERSONNEL POLICY

The personnel policy will be available to all employees of the center. 

 

Feature Description

Licensee: Licensee is responsible for the following:

• Management, finances, physical plant and daily operations of the center.

• Supervision of the planning and implementation of the center’s developmentally based curriculum that meets the emotional, physical, cognitive, and social needs of the individual child and group.

• Supervision of the center’s staff, including:

o Implement and maintain written job descriptions

o Implement and maintain written personnel policy

o Orient each employee to their applicable job description, personnel policies, and leave rules

o Hold staff meetings at least 9 times a year and document that meetings have taken place

o Ensure staff compliance with continuing education requirements

 

Child Care Provider: The child care provider is responsible for the following:

• Provide a warm, safe, and caring environment that is kept tidy, clean, and engaging and that allows the child to explore and grow.

• Greet each child in a friendly manner; interact with each child and encourage participation

• Maintain files according to licensing rules

• Stay familiar with each child’s medical and developmental history

• Plan, prepare, and implement daily activities (indoor/outdoor) that relate to the curriculum

• Provide general supervision of grooming and bathing time

• Prepare meals and snacks and oversee associated record-keeping

• Maintain daily attendance log and medical record book

• Keep a “portfolio” of each child’s progress that includes photographs, artwork, writing, etc. 

• Maintain good communication with parents on a daily basis using the logbook, notes, and verbal communication

• Work with the licensee and parents to form a positive and supportive environment

• Ensuring the confidentiality of privileged information

• Comply with facility policies and procedures and licensing rules.

• Work all assigned days and hours; perform all assigned tasks and responsibilities; Be punctual

• Perform any additional program tasks assigned by the licensee in accordance with the needs of the center.

• Attend all scheduled staff meetings

 

 

Substitute Child Care Provider: “Surrogate” means a provider who replaces another provider on a pre-arranged basis.

 

Emergency Backup Child Care Provider: “Emergency Backup Provider” means a designated adult available within 5 minutes of the facility who can provide assistance in the event of an emergency that requires a provider to leave the facility occasionally for a short period of time.

 

Professional Conduct

Employees shall be physically, mentally, and emotionally capable of providing responsible care to all children, including children with disabilities, and shall be at least 18 years of age. The employee must always comply with DCF 250 Licensing Rules for Family Child Care Centers.

 

Personnel may not be under the influence of alcohol or any controlled non-prescription substance during working hours.

 

Smoking is not permitted anywhere on the premises or in a vehicle used to transport children while children are in care. This includes the building and all surrounding property.

 

Employees should come to work in professional, casual, weather-appropriate clothing. No references to alcohol, drugs, violence, or sex on clothing are allowed.

 

Staff are always expected to behave in a positive and respectful manner. Staff are expected to come to work prepared to play, teach, and interact happily with children and should always model positive behaviors.

 

Reporting requirements

The employee is required to notify the licensee as soon as possible, but no later than the next business day, when any of the following occur:

• The employee has been convicted of a crime.

• The employee has been or is being investigated by any government agency for any other act, offense, or omission, including an investigation related to abuse or neglect or threatened abuse or neglect, toward a child or other customer, or an investigation related to the misappropriation of a customer’s property.

• The employee has substantiated governmental judgment against him or her for abuse or neglect of a child or adult or for misappropriation of a customer’s property.

• A professional license held by the employee has been denied, revoked, restricted, or otherwise limited.

 

Probationary period

Staff will be conditionally recruited for a probationary period of 3 months during which they will perform the usual functions of the position. At the end of the probationary period, the employee will meet with the license for a performance evaluation to determine if permanent employment will be offered.

 

Performance Reviews

Performance evaluations will be completed by the licensee at the end of the probationary period and annually thereafter. The results of the evaluations will be discussed privately between the employee and the licensee. Both the licensee and the employee will sign a written copy of the assessment and future goals and they will be placed in the staff file. The assessment will include the following areas:

• Compliance with employment obligations

• Compliance with state regulations

• Compliance with program objectives and goals

• Physical, mental, and emotional competence to care for children

• Reliability and reliability

• Initiative in the implementation of the program

• Willingness to share the workload

• Staff, Parent, and Child Relations

• Assistance, promptness

• Suitability of appearance

 

Disciplinary Process

As an employee, you are expected to accept certain responsibilities, follow acceptable business principles of conduct, and always demonstrate professional behavior. This requires the employee to show respect for the rights and feelings of others and to refrain from behaviors that may be seen as unfavorable.

 

Employees will be notified of any actions that do not comply with the behavior requirements. If the employee fails to improve their conduct after 2 written disciplinary actions, it may result in termination.

 

The following actions will result in written disciplinary action. A copy will be provided to the employee and a copy will be placed in the employee’s file.

• Excessive absence or tardiness.

• Taking more than 3 consecutive days off without a written excuse from a doctor.

• Exhibiting inappropriate language or behavior in front of children.

• Misuse of program materials.

• Ignoring safety or security regulations.

• Insubordination.

• Lack of confidentiality of the company and the client.

 

The following actions will result in immediate termination.

• Arriving at your scheduled work hours while under the influence of alcohol or drugs.

• Endangering children or staff.

 

Termination and Discontinuation of Employment

Employment is at-will and may be interrupted at any time by the employer or employee. The leaver requests two-week written notice in cases of employee resignation and will endeavor to provide appropriate notice if a staff member’s employment needs to be terminated.

Grievance Procedures

All staff members should reflect on a level of maturity and provide a respectful example to children and their families. Complaints will be resolved in a mature and productive manner through: Firstly, the person who has the complaint will be spoken to with respect and politeness, in order to reach agreements, if this first phase does not work, an email will be sent to notify the complaint in writing, and if no agreements are reached, the Administrator will be notified to reach an agreement,  and if no procedures work, the policies of the center will be followed and the corresponding legal action will be executed.

Working hours

Employees are expected to sign in and out quickly upon arrival and departure each day. Employees must report to work at the scheduled time.

 

Every effort will be made to keep each employee’s work schedule as consistent as possible; However, changes can be made to accommodate variations in children’s schedules, staff vacations, and sick days. No individual provider may care for children for more than 16 hours in a 24-hour period.

Scheduled staff hours are between 7:00 am and 5:30 pm

 

Scheduled time off for appointments, personal reasons, etc. is possible if hours can be accommodated by substitute providers. This means that sometimes they may not be able to be accommodated without notice, so it’s best to plan ahead. Please submit your requests in writing and we will try to include them in the calendar. Keep in mind that changes in caregiver are harmful to children and should be limited.

Lunch and Breaks

Childcare providers have lunch with children as part of the “family” experience of eating together. Lunch is generally between 12:30 pm – 2 pm and will be 30 minutes Breaks of one minute in the morning and one in the afternoon can be taken, when possible, given the needs of the children. It is left to the discretion of providers to determine when that may be, and it is expected that the timing may vary from day to day. During breaks, providers remain responsible for the safety and care of children. The provider cannot leave the premises because they are required for the licensing ratios. During siesta (12:00-2:00 pm) is the optimal time for a provider to have some personal time to read, make phone calls, relax with a cup of tea, etc.

 

Vacation

No service will be provided on Martin Luther King Jr., Memorial Day, July 4, Labor Day, Thanksgiving Day and the following Friday.  Childcare will not be available during the Christmas holidays (we will be closed during Christmas week, collective holidays), 31st December and 1st January. If a public holiday falls on a Saturday, we will be closed the Friday before If a public holiday falls on a Sunday, we will be closed on the following Monday. Staff receive paid for these vacations.

Vacation:

After completing the probationary period, employees have 5-day collective vacation in the week of Christmas.

 

Casualty:

In the event of illness, the employee must notify the leave holder as soon as possible, but no later than 2 hours before the start of the scheduled shift so that backup caregivers can be contacted in time to cover the shift. It is optimal if the employee can provide 24-hour notice. Employees will only receive pay for 2 sick days throughout the year.

 

 

 

Leave of absence:

Unpaid leave may be taken on medical recommendation, subject to notice and approval by the licensee. License details may vary from situation to situation. If it can be accommodated, it will be. However, if it is not feasible, the leave of absence will be denied.

 

Staff meetings:

Staff meetings will be held at least 9 times in a calendar year. The content and dates of staff meetings will be documented. Staff are required to attend. Any employee can request that an item be included in the agenda.

 

Continuing education:

Staff will receive 15 hours of continuing education annually in any of the following: infectious disease prevention and control; administration of medications; prevention and response to emergencies due to food and allergic reactions; hazard identification and protection; security of buildings and physical facilities; emergency preparedness and response planning; handling and storage of hazardous materials; management and elimination of biopollutants; child growth and development; the care of children with disabilities; guide children’s behavior; nutrition; physical activity; transport security; identification and reporting of child abuse or neglect; cardiopulmonary resuscitation; first aid; commercial operation; or any other issue that promotes child development or protects the health or safety of children. This training may include attendance at training events, workshops, conferences, consultations with community resource people, web-based training resulting in a certificate of completion, or observation of childcare programs. Up to 5 hours of independent reading, viewing educational materials, internet searches, or completion of a web-based course that does not result in a certificate of completion can be used to meet continuing education requirements. Documentation of completion of continuing education will be kept in the center’s staff file.

 

Each provider will be required to maintain an up-to-date certificate of completion of a department-approved course in cardiopulmonary resuscitation for infants and children, including training in the use of an automated external defibrillator (AED).

 

 

 

 

 

RATE SHEET  

Rates at Grace Familia Centro are effective from March 2026, they are as follows:

Children under 2 years old

Full-time care/week $375 per week

 Part-time                                   $305      per week

Children from 2 to 3 years old

Full-time care/week $345 per week

Part-time/weekly care $275       per week

Children from 3 to 4 years old

Full-time care/week $335      per week

Part-time/weekly care $265      per week

K4 Kids and School age

Full-time/weekly care $295      per week

Part-time/weekly care $225      per week

Before and After School

Full-time/weekly care $200 per week

Part-time/weekly care $180 per week

Only after-school care$170 per week

Part-time/weekly care    $150 per week

Fee for late pick-up of a child $20 per 15-minute interval (or any fraction thereof) per child.

Registration Fee (No-Refundable) $50

Fees are due in advance on Friday for the following week’s services. If there will be a third-party payment, either from an employer or the county, a special payment schedule will be arranged and detailed in the contract. Parents will be responsible for any specified co-pays or unpaid amounts.

Late fee. If a payment is more than two weeks late or 10 days, not including weekend days, a mandatory daily rate of $10 will be charged for each day that payment is not made. This fee will be charged for each day that payment is not made (including any 10 days or 2 weeks already due). The parent or legal guardian is 1 week (5 days) behind schedule, and the child will not be received until the parent makes full payment, and the space will be honored for an additional 1 week, otherwise that space will be given to another child.

Non-sufficient funds (NSF) or overdraft fee. An additional fee of $50 will be charged if an NSF check fee is not cashed at the bank.

The financial terms will be finalized with the signing of the parent-supplier contract.

If the parent or legal guardian is under the age of 18, a cosigner must sign the contract to act as a guarantor for the contract and agree to be bound by all financial terms.

Families will receive a minimum of 1 month Watch when a rate increase is planned.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Parent/Center Provided Items

Article Parents Center

DiapersX

Bottles and pacifierX

Baby wipesX

Sleeping mat X

Water bottleX

Complete change of clothes, including underwear and socksX

SunscreenX

RepellentX

Diaper CreamX

Milk or special formulaX

Sheet (standard crib size) and blanket OR sleeping bag

Pillowcase (for placing the child’s sleeping objects)

Small pillow (optional) (for children 2 years and older)

X

Family photoX

Breakfast X

Lunch X

Snack (afternoon snack) X

Crockery (plates, cutlery, glasses) X

Other Special Needs ItemsX

 

 

 

 

 

 

 

 

 

 

 

 

 

SCHEDULE OF DAILY ACTIVITIES –  March 2026

 

 

Daily routines include:

 

 

• Circle Time

• Transitions (limited) 

• Bible/Music & Movement

• Meals and snacks 

• Diapers & Toilet 

• Hand washing

• Sleep and rest 

• Activities for small and large groups 

• Reading

• Outdoor activities 

• Excursions 

• Discovery Time (child-initiated choice)

 

* Infants and toddlers stay on their own feeding and sleeping schedule. Tummy time will be provided periodically for infants during their waking hours.

 

 

 

ATTESTATION AND SIGNATURE OF PARENTS OR GUARDIANS

If a parent or legal guardian is under the age of 18, a co-signer must sign the contract to act as a guarantor and agree to be bound by all financial terms. 

I, the parent or guardian, with my signature below, attest that I have received a copy of the childcare center’s policies. Effective date as of today. 

I further confirm that I have read and understand these policies and agree to abide by them.

Program Policy and Parent Handbook Acknowledgment of Receipt

 

Please sign this acknowledgment, unattached or print this entire page of the handbook and return it to the Administrator prior to registration. 

This manual may be updated from time to time, in which case the Administrator will notify you of the implemented updates. 

Please understand that the policies and procedures in place are for the safety and well-being of the children in my care. I look forward to meeting you and your family.