Enrollment Policy
1 POLICY
1.01 This policy provides transparency to families regarding the process BBE uses to enroll and allocate child care spaces to its current and future members.
2 PURPOSE
2.01 The purpose of this policy is to:
3 SCOPE
3.01 This policy applies to children, staff and families in all of BBE’s programs.
4 RESPONSIBILITY
It is the responsibility of the Executive Director (ED) to ensure that this policy is followed and that all staff are aware of, and in adherence to, the procedures herein.
5 DEFINITIONS
5.01 Infant Child Care Program:
Care provided to children between the ages of 12 weeks old and 2 years of age (Community Child Care Standards Act, Regulation 1). BBE operates an infant child care program at the Monterey Centre.
5.02 Toddler and Preschool Child Care Program:
Child care provided to children between the age of 2 and 6 (Community Child Care Standards Act, Regulation 1). BBE operates a toddler and preschool child care program at the Monterey Center.
5.03 Kindergarten Child Care Program:
Child care provided to children who attend kindergarten (Community Child Care Standards Act, Regulation 1). BBE operates the kindergarten child care program at the School Age Centre.
5.04 School Age Child Care Program:
BBE operates a school age child care program for children in grades 1 to 5, or up to the age of 12 (grade 6). This program is operated at the School Age Centre.(Community Child Care Standards Act, Regulation 1).
5.05 Full-time Infant, Toddler and Preschool Child Care:
A minimum of 5 days a week and over 4 hours of child care each day. Child care fees apply as outlined in BBE’s fee structure.
5.06 Full Time School Age Child Care:
5 days per week. Families with school age children are required to pay full fees on days their children are not in School i.e. spring break, summer and winter holidays, inservice days and stat holidays..
5.07 School Age Centre:
The school age centre is located in Phoenix School. This is where BBE operates the kindergarten and school age child care programs (Community Child Care Standards Act,Regulation 1).
6 REFERENCES and RELATED STATEMENT of POLICY and PROCEDURE
6.01 BBE is a licensed child care centre in Manitoba and must follow Manitoba’s Community Child Care Standards Act,and the regulations that fall under this Act. All BBE’s policies and procedures are in alignment with the Act and regulations. In the event, that they are not, the Act and regulations supersede BBE’s policies and procedures.
6.02 The Province of Manitoba encourages licensed child care centres to use the Provincial Online Child Care Registry waitlist. BBE has adopted the use of the Provincial Online Child Care Registry waitlist and will utilize the waitlist in the applications of this policy and procedure. BBE will fulfill all its obligations as it relates to the use of this tool, which includes, but is not limited to, noting on the waitlist when spots are offered to families and deleting families when they accept a spot, or ask to be deleted from the Provincial Online Child Care Registry waitlist
6.03 BBE will maintain an internal enrollment list for the following purposes only:
a. To assist BBE, when BBE goes into the Provincial Online Child Care Registry waitlist, to manually flag Headingley residents who are already on the Provincial Online Child Care Registry waitlist waiting for a child care space at BBE;
b. As a quick reference, when BBE is determining which Headingley family is next to receive the child care space that
is available. BBE must confirm this information on the Provincial Online Child Care Registry prior to offering a child care space; and
When all the child care needs of a family currently enrolled in any of BBE’s existing programs cannot be met (i.e two families are sharing a child care space and now they both require full-time child care).
In the case of a and b the information in the Provincial Online Child Care Registry waitlist will always take precedence over the information on the internal enrolment list.
6.04 BBE is licensed by the Province of Manitoba to provide child care in mixed age groupings; therefore, BBE must maintain the staff to child ratios and maximum group sizes for each program room, as outlined in the Community Child Care Standards Act, Regulation 8(2).
Maximum Age of Child Ratio Group Size
Age Staff Child Group Size
12 weeks – 2 years. 1 4 8
2 – 3 years 1 6 12
2 – 6 years 1 8 16
5 – 6 years 1 10 20
6 – 12 years 1 15 30
6.05 BBE has a contractual agreement with the Rural Municipality of Headingley that priority for enrollment at BBE will be given to residents of Headingley over residents from other communities.
6.06 For the kindergarten and school age child care programs, in-service days, December holiday break, spring break and summer break are defined by the St. James Assiniboia School Division on their website. Full day fees are in effect, regardless of whether or not the space is used.
6.07 Each year, BBE receives a letter from the Province of Manitoba outlining the days on which the center can choose to close and observe a holiday, as well as how subsidies can be charged during these closures. BBE must follow the Manitoba Employment Standards in making these decisions. Within this letter, the Province of Manitoba requests that BBE review the information provided and follows up with a list of closure days. Daily child care fees are charged for days where BBE is closed because it is a statutory holiday or a closure day. Closure dates will be communicated to families on BBE’s monthly calendars and through posting closure notices at both centers a minimum of 1 week prior to the closure date.
BBE will be closed for the following holidays:
News Years Day
Louis Riel Day
Good Friday
Victoria Day
Canada Day
Terry Fox Day
Labour Day
Truth and Reconciliation Day
Thanksgiving
Remembrance Day
Christmas Day
Boxing day
A day in lieu will be taken for holidays that fall on a weekend except for Remembrance Day and Truth and Reconciliation Day. Four weeks’ notice will be given to allow for alternate child care arrangements to be made.
7 ENROLLMENT PROCEDURE
7.1 Procedure for New Enrollment in All Programs
7.1.1 When a family contacts BBE requesting a child care space, BBE will direct that family to place their name and contact information on the Provincial Online Child Care Registry waitlist. If that family is a Headingley resident, BBE will note the name of the family on an internal enrollment list so that BBE can flag that family on the Provincial Online Child Care Registry at a later date.
7.1.2 Priority for enrollment will be given to those children on a full-time schedule (as defined in section 5). A family can choose to pay for full time care but not use the care on a full-time basis. If part time child care is requested, families will be required to pay for a full-time schedule until the ED can match another family’s part time schedule with the original request (see section 7.2).
7.1.3 When a child care space becomes available at BBE, the ED or their designate will draw names from the Provincial Online Child Care Registry waitlist, starting with the name that has been on the waitlist the longest appropriate to the space that is available. Spaces will be offered based on the following priorities:
7.1.4 BBE will make 1 attempt by phone and email (if available) to make contact with the family, to inform them that a space is available, and that the family has 1 business day to confirm with BBE if they wish to accept the child care space. If confirmation is not received, the ED, or their designate, will complete procedure 7.03 again.
7.1.5 BBE will complete the notes section on the Provincial Online Child Care Registry waitlist (see section 6.02), where BBE documents when child care spaces are offered and the response from the family (i.e. child care space was declined on x). BBE will only remove the name of a family off the online waitlist, if the family accepts the child care space at BBE or requests that they be removed from the online waitlist. BBE will remove duplicate or triplicate names off the list, once it has been confirmed that the names are the same.
7.1.6 When a family accepts the child care space, the family is responsible for completing the registration form and submitting a refundable deposit, equal to 2 weeks of child care fees, to BBE’s Office at the Monterey Centre within two weeks of confirmation of the child care space, or before the child’s first day, whichever comes first. If payment is not received, the ED, or their designate will complete procedure 7.03 again. Proof of residency is required prior to registration being finalized (examples: drivers license, medical card, tax bill, utility bill). Failure to do so will void the acceptance and the registration will begin as per 7.03.
7.1.7 If the family declines the child care space, the ED, or their designate, will offer the available space to the next eligible family. The family who declined will maintain their position on the Province of Manitoba’s Online Child Care Registry.
7.1.8 A child entering the program will be assigned a specific room by the ED or designate. Room changes may be made to meet the needs of a child, for ratio reasons or when entering the kindergarten year and the proposed changes will be discussed with the parents prior to making the changes and may not be optional.
7.1.9 When the family submits the registration form and refundable deposit, the ED will provide the family with the following information:
7.2 Procedure for Sharing A Full Time Child Care Space in All Programs
7.2.1 Priority for enrollment will be given to those children on a full-time schedule (as defined in section 5). A family can choose to pay for full time care but not use the care on a full-time basis. If part time child care is requested, families will be required to pay for a full-time schedule until the ED can match another family’s part time schedule with the original request, following section 7.13.
7.2.2 If a match is found, both families must sign a form (attachment #2) agreeing to share the space and if the other family no longer requires the child care space, the other family will be responsible for paying for full time care until another match can be found.
7.2.3 In the event that both families require full time care, they continue to share the space until another full-time child care space becomes available. The next available space will be given.
7.3 Procedure for Accommodating Summer Only and Short-Term Child Care
7.3.1 Summer only child care spaces and short-term child care spaces will be accommodated by the ED on a first come, first serve basis, if space allows.
7.3.2 The ED will assess the child care spaces available and notify a family if the requested time limited child care space can be accommodated. Requested space is not guaranteed until notice is received from the ED. Allocation of summer only or short-term care requires confirmed absence of another child or an open space.
7.3.3 Child care fees will apply for the child absent from BBE and the child receiving summer only or short-term child care.
7.3.4 Summer only or one day child care requests will only be granted to a child if two confirmed child care spaces are available for the requested time. This requirement exists to ensure ratios are maintained if the absent child returns without notice. In the event that child care cannot be provided, the ED will notify the family and the Board of Directors at an upcoming meeting.
8 PROCEDURE FOR MONTEREY CENTRE (INFANT THROUGH PRESCHOOL PROGRAMS)
8.1 Procedures for Transitioning A Child Into The Infant Program
8.1.1 Upon acceptance into the infant child care program, families are encouraged to make arrangements with the ED to have the parent and child visit the infant room prior to the child beginning full-time care. The parent must stay with the child during these visits.
8.1.2 The Infant Room leader or designate will assign the child to a specific staff member, who will become that child’s primary caregiver. Room or primary caregiver changes will only be made to meet the needs of a child, and the proposed changes will be discussed with the parents prior to making the changes.
8.2 Procedures for Transitioning Infant Children to Preschool Program
8.2.1 When a child turns 2 years of age, the child will be transitioned into the toddler or
preschool program and the family will be required to pay the preschool child care fee. In the event that there isn’t a space in the toddler or preschool program for the child, the child will remain in the infant program until a space becomes available and programming will be adapted to meet the needs of the child. Preschool rates will apply when the child turns 2. At any time, the child may visit other rooms prior to moving permanently, according to our Mixed Age Policy.
8.2.2 The ED, in conjunction with the family, may choose to move a child to the toddler or preschool program before the child turns 2 years of age only if the child is at least 22.5 months old. In order to do this, the ED must request an age exemption from the Provincial Child Care Coordinator. If this does occur, preschool child care fees apply.
8.2.3 Prior to moving a child to the toddler or preschool program, each child will be given opportunities to visit the new room to build a relationship with the staff and the children of the room to ease the transition. BBE strives to ensure each child is afforded several opportunities to visit their new room before moving permanently to their new space, as long as ratios and space allows.
8.2.4 Two weeks prior to their child transitioning to a new room, the ED or designate, will notify families of the impending move, including timelines and identifying new staff members therein. Parents will also be offered an opportunity to tour the room.
9 PROCEDURE FOR SCHOOL AGE CENTER (KINDERGARTEN AND SCHOOL AGE PROGRAMS)
9.1 Procedures for Transitioning Preschool Children to Kindergarten Program
9.1.1 Early in the new year, the ED will send out a preliminary survey to existing families who have preschool children eligible to enter into kindergarten in the upcoming fall intake. They will be asked to confirm whether or not they will require child care in BBE’s kindergarten program for their child, as well as what school their child will be attending (i.e. Phoenix School or another school). This information is being collected for the purpose of Centre projections at the kindergarten and school age child care programs. Projections for the kindergarten and school age programs will be presented to the Board of Directors on an annual basis.
9.1.2 The ED will work with Phoenix School to create a kindergarten classroom list that meets the licensing needs of BBE's physical space. Prior to kindergarten registration at Phoenix School, the ED will inform families that they should advise the school that their child is part of the BBE program.
9.1.3 The ED will confirm kindergarten spaces with families as soon as advised by Phoenix school. Parents will be notified from the School of their child's acceptance.
9.1.4 For children registered to attend kindergarten at Phoenix school, BBE will work with the family to deliver child care either at the School Age Center if capacity allows or through the Monterey Centre. The placement of children at the School Age centre will be based on the following:
If capacity at Monterey Centre allows, child care can only be accommodated as long as the child is still defined as a preschool age child (section 5.02) (up to age 6 only/kindergarten) and transportation arrangements can be made by the family for the child to travel between BBE and Phoenix school as per the St. James School Division travel policy.
If the child is located at the Monterey Centre, BBE cannot guarantee a school age child care space at the School Age Center for the child when they begin the Grade 1 year.
If school age child care is required beyond the kindergarten school year, your name can be placed on the provincial waitlist and care will no longer be available for your child after August 31.
9.1.5 For children registered to attend kindergarten at a school other than Phoenix, BBE will work with the family to deliver child care either at the School Age Center or at the Monterey Centre. The family will be responsible for making transportation arrangements for the child to travel between BBE and their school, as per the St. James School Division travel policy. Care at the School Age centre will only be offered if space is available according to section 7.13 and if approved by the Phoenix School Principal. In either situation, care is not availableafter August 31 of the year the child is entering Grade 1.
9.1.6 In the event a family who is eligible for a kindergarten space in the kindergarten child care program declines the space, they will be required to initial and date the space on the Kindergarten BBE information document A copy will be given to the family and a copy will be placed in the child’s file.
9.1.7 Any Kindergarten children, who remain at the Monterey Centre for their kindergarten year, may be required to move to a different preschool room than the one that they are currently in so that the kindergarten children are able to spend time together, for centre operational logistics, and for ratio reasons. Placement to another room will be mandatory. Prior to moving a child to another location, each child will be given opportunities to ease the transition by visiting and building a relationship with the staff and the children therein. BBE strives to ensure each child is afforded opportunities to visit their new room before moving permanently to their new space, as long as ratios and capacity allow.
9.1.8 Kindergarten children, who have received confirmation from BBE to move to the School Age Center (Phoenix School), will move to the school age site during the summer. Information will be shared with families prior to June 30. Preschool fees are in effect for the kindergarten year.
9.1.9 In the event capacity is full at the School Age Center and Monterey Centre and BBE is not able to provide space and/or transition kindergarten children, the ED is responsible for bringing this to the attention of the Board of Directors no later than the end of February. The ED and Board of Directors will explore other available options. Options mayinclude the following:
9.2 Procedure for transitioning children from Kindergarten Program to School Age Program
9.2.1 Only children attending Phoenix School are eligible for a school age space, if one is available.
9.2.2 The ED will inform families by the end of June, or sooner, if their child will have a space in the school age program.
9.2.3 A child who does not receive a school age space can be placed on the waitlist at the parents’ discretion and would be given priority based on current family enrollment date for the next available school age spot until Oct 31 of that school year, after which normal enrollment priority outlined in section 7.1.3 will also apply.
10 NOTICE OF CHANGE OF CARE – All Programs
10.1 A family must notify the ED, in writing, a minimum of two weeks prior, if any changes are required to their child care schedule.
10.2 Any family who chooses to give up or cancel their child's spot in the School Age Program then wants to resume care, and subsequently places their name on the waitlist for the School Age Program, will not be eligible for sibling priority as outlined in section 7.1.3. The family will be placed at the bottom of the waitlist and their new priority date will be based on their most recent request for care.
1 POLICY
1.01 This policy provides transparency to families regarding the process BBE uses to enroll and allocate child care spaces to its current and future members.
2 PURPOSE
2.01 The purpose of this policy is to:
- Ensure enrollment for child care is granted without discrimination regarding: gender, race, creed, religion or political belief.
- Ensure guidelines are adhered to when children are enrolled into BBE and move across the various programs of BBE (ie. infant to preschool to school age).
- Ensure that BBE is striving to meet the child care needs of families in the community.
- Ensure that BBE is operating within its capacity.
- Ensure that BBE is honoring its obligations regarding enrollment and use of space outlined in the Lease Agreement contracted with the RM of Headingley.
- Ensure that BBE is honoring its obligations regarding enrollment and use of space, as agreed upon with the St. James School Division and/or Phoenix School.
- Ensure that BBE is providing continuity of care to its families to the best of its abilities.
3 SCOPE
3.01 This policy applies to children, staff and families in all of BBE’s programs.
4 RESPONSIBILITY
It is the responsibility of the Executive Director (ED) to ensure that this policy is followed and that all staff are aware of, and in adherence to, the procedures herein.
5 DEFINITIONS
5.01 Infant Child Care Program:
Care provided to children between the ages of 12 weeks old and 2 years of age (Community Child Care Standards Act, Regulation 1). BBE operates an infant child care program at the Monterey Centre.
5.02 Toddler and Preschool Child Care Program:
Child care provided to children between the age of 2 and 6 (Community Child Care Standards Act, Regulation 1). BBE operates a toddler and preschool child care program at the Monterey Center.
5.03 Kindergarten Child Care Program:
Child care provided to children who attend kindergarten (Community Child Care Standards Act, Regulation 1). BBE operates the kindergarten child care program at the School Age Centre.
5.04 School Age Child Care Program:
BBE operates a school age child care program for children in grades 1 to 5, or up to the age of 12 (grade 6). This program is operated at the School Age Centre.(Community Child Care Standards Act, Regulation 1).
5.05 Full-time Infant, Toddler and Preschool Child Care:
A minimum of 5 days a week and over 4 hours of child care each day. Child care fees apply as outlined in BBE’s fee structure.
5.06 Full Time School Age Child Care:
5 days per week. Families with school age children are required to pay full fees on days their children are not in School i.e. spring break, summer and winter holidays, inservice days and stat holidays..
5.07 School Age Centre:
The school age centre is located in Phoenix School. This is where BBE operates the kindergarten and school age child care programs (Community Child Care Standards Act,Regulation 1).
6 REFERENCES and RELATED STATEMENT of POLICY and PROCEDURE
6.01 BBE is a licensed child care centre in Manitoba and must follow Manitoba’s Community Child Care Standards Act,and the regulations that fall under this Act. All BBE’s policies and procedures are in alignment with the Act and regulations. In the event, that they are not, the Act and regulations supersede BBE’s policies and procedures.
6.02 The Province of Manitoba encourages licensed child care centres to use the Provincial Online Child Care Registry waitlist. BBE has adopted the use of the Provincial Online Child Care Registry waitlist and will utilize the waitlist in the applications of this policy and procedure. BBE will fulfill all its obligations as it relates to the use of this tool, which includes, but is not limited to, noting on the waitlist when spots are offered to families and deleting families when they accept a spot, or ask to be deleted from the Provincial Online Child Care Registry waitlist
6.03 BBE will maintain an internal enrollment list for the following purposes only:
a. To assist BBE, when BBE goes into the Provincial Online Child Care Registry waitlist, to manually flag Headingley residents who are already on the Provincial Online Child Care Registry waitlist waiting for a child care space at BBE;
b. As a quick reference, when BBE is determining which Headingley family is next to receive the child care space that
is available. BBE must confirm this information on the Provincial Online Child Care Registry prior to offering a child care space; and
When all the child care needs of a family currently enrolled in any of BBE’s existing programs cannot be met (i.e two families are sharing a child care space and now they both require full-time child care).
In the case of a and b the information in the Provincial Online Child Care Registry waitlist will always take precedence over the information on the internal enrolment list.
6.04 BBE is licensed by the Province of Manitoba to provide child care in mixed age groupings; therefore, BBE must maintain the staff to child ratios and maximum group sizes for each program room, as outlined in the Community Child Care Standards Act, Regulation 8(2).
Maximum Age of Child Ratio Group Size
Age Staff Child Group Size
12 weeks – 2 years. 1 4 8
2 – 3 years 1 6 12
2 – 6 years 1 8 16
5 – 6 years 1 10 20
6 – 12 years 1 15 30
6.05 BBE has a contractual agreement with the Rural Municipality of Headingley that priority for enrollment at BBE will be given to residents of Headingley over residents from other communities.
6.06 For the kindergarten and school age child care programs, in-service days, December holiday break, spring break and summer break are defined by the St. James Assiniboia School Division on their website. Full day fees are in effect, regardless of whether or not the space is used.
6.07 Each year, BBE receives a letter from the Province of Manitoba outlining the days on which the center can choose to close and observe a holiday, as well as how subsidies can be charged during these closures. BBE must follow the Manitoba Employment Standards in making these decisions. Within this letter, the Province of Manitoba requests that BBE review the information provided and follows up with a list of closure days. Daily child care fees are charged for days where BBE is closed because it is a statutory holiday or a closure day. Closure dates will be communicated to families on BBE’s monthly calendars and through posting closure notices at both centers a minimum of 1 week prior to the closure date.
BBE will be closed for the following holidays:
News Years Day
Louis Riel Day
Good Friday
Victoria Day
Canada Day
Terry Fox Day
Labour Day
Truth and Reconciliation Day
Thanksgiving
Remembrance Day
Christmas Day
Boxing day
A day in lieu will be taken for holidays that fall on a weekend except for Remembrance Day and Truth and Reconciliation Day. Four weeks’ notice will be given to allow for alternate child care arrangements to be made.
- BBE will be open on Easter Monday.
- The Centre will close at 3:00 p.m. on Christmas Eve.
- The Centre will close for the period from December 27 up to and including December 31. Families will only be billed for holiday dates that fall within this period i.e. If Boxing Day falls on Sunday, December 27ththe day in lieu for billing would be Monday, December 28th which is during the closure period.
- The Center may close at 5:00 p.m. on annual general meeting day.
7 ENROLLMENT PROCEDURE
7.1 Procedure for New Enrollment in All Programs
7.1.1 When a family contacts BBE requesting a child care space, BBE will direct that family to place their name and contact information on the Provincial Online Child Care Registry waitlist. If that family is a Headingley resident, BBE will note the name of the family on an internal enrollment list so that BBE can flag that family on the Provincial Online Child Care Registry at a later date.
7.1.2 Priority for enrollment will be given to those children on a full-time schedule (as defined in section 5). A family can choose to pay for full time care but not use the care on a full-time basis. If part time child care is requested, families will be required to pay for a full-time schedule until the ED can match another family’s part time schedule with the original request (see section 7.2).
7.1.3 When a child care space becomes available at BBE, the ED or their designate will draw names from the Provincial Online Child Care Registry waitlist, starting with the name that has been on the waitlist the longest appropriate to the space that is available. Spaces will be offered based on the following priorities:
- Siblings of registered children prioritized based on the start date of the eldest child that is currently receiving services
- Headingley Residents
- Non Headingley Residents
7.1.4 BBE will make 1 attempt by phone and email (if available) to make contact with the family, to inform them that a space is available, and that the family has 1 business day to confirm with BBE if they wish to accept the child care space. If confirmation is not received, the ED, or their designate, will complete procedure 7.03 again.
7.1.5 BBE will complete the notes section on the Provincial Online Child Care Registry waitlist (see section 6.02), where BBE documents when child care spaces are offered and the response from the family (i.e. child care space was declined on x). BBE will only remove the name of a family off the online waitlist, if the family accepts the child care space at BBE or requests that they be removed from the online waitlist. BBE will remove duplicate or triplicate names off the list, once it has been confirmed that the names are the same.
7.1.6 When a family accepts the child care space, the family is responsible for completing the registration form and submitting a refundable deposit, equal to 2 weeks of child care fees, to BBE’s Office at the Monterey Centre within two weeks of confirmation of the child care space, or before the child’s first day, whichever comes first. If payment is not received, the ED, or their designate will complete procedure 7.03 again. Proof of residency is required prior to registration being finalized (examples: drivers license, medical card, tax bill, utility bill). Failure to do so will void the acceptance and the registration will begin as per 7.03.
7.1.7 If the family declines the child care space, the ED, or their designate, will offer the available space to the next eligible family. The family who declined will maintain their position on the Province of Manitoba’s Online Child Care Registry.
7.1.8 A child entering the program will be assigned a specific room by the ED or designate. Room changes may be made to meet the needs of a child, for ratio reasons or when entering the kindergarten year and the proposed changes will be discussed with the parents prior to making the changes and may not be optional.
7.1.9 When the family submits the registration form and refundable deposit, the ED will provide the family with the following information:
- Parent Policy Manual
- If applicable, the room their child has been assigned to.
- Which staff work in the child’s room
- Welcome Package if applicable
7.2 Procedure for Sharing A Full Time Child Care Space in All Programs
7.2.1 Priority for enrollment will be given to those children on a full-time schedule (as defined in section 5). A family can choose to pay for full time care but not use the care on a full-time basis. If part time child care is requested, families will be required to pay for a full-time schedule until the ED can match another family’s part time schedule with the original request, following section 7.13.
7.2.2 If a match is found, both families must sign a form (attachment #2) agreeing to share the space and if the other family no longer requires the child care space, the other family will be responsible for paying for full time care until another match can be found.
7.2.3 In the event that both families require full time care, they continue to share the space until another full-time child care space becomes available. The next available space will be given.
7.3 Procedure for Accommodating Summer Only and Short-Term Child Care
7.3.1 Summer only child care spaces and short-term child care spaces will be accommodated by the ED on a first come, first serve basis, if space allows.
7.3.2 The ED will assess the child care spaces available and notify a family if the requested time limited child care space can be accommodated. Requested space is not guaranteed until notice is received from the ED. Allocation of summer only or short-term care requires confirmed absence of another child or an open space.
7.3.3 Child care fees will apply for the child absent from BBE and the child receiving summer only or short-term child care.
7.3.4 Summer only or one day child care requests will only be granted to a child if two confirmed child care spaces are available for the requested time. This requirement exists to ensure ratios are maintained if the absent child returns without notice. In the event that child care cannot be provided, the ED will notify the family and the Board of Directors at an upcoming meeting.
8 PROCEDURE FOR MONTEREY CENTRE (INFANT THROUGH PRESCHOOL PROGRAMS)
8.1 Procedures for Transitioning A Child Into The Infant Program
8.1.1 Upon acceptance into the infant child care program, families are encouraged to make arrangements with the ED to have the parent and child visit the infant room prior to the child beginning full-time care. The parent must stay with the child during these visits.
8.1.2 The Infant Room leader or designate will assign the child to a specific staff member, who will become that child’s primary caregiver. Room or primary caregiver changes will only be made to meet the needs of a child, and the proposed changes will be discussed with the parents prior to making the changes.
8.2 Procedures for Transitioning Infant Children to Preschool Program
8.2.1 When a child turns 2 years of age, the child will be transitioned into the toddler or
preschool program and the family will be required to pay the preschool child care fee. In the event that there isn’t a space in the toddler or preschool program for the child, the child will remain in the infant program until a space becomes available and programming will be adapted to meet the needs of the child. Preschool rates will apply when the child turns 2. At any time, the child may visit other rooms prior to moving permanently, according to our Mixed Age Policy.
8.2.2 The ED, in conjunction with the family, may choose to move a child to the toddler or preschool program before the child turns 2 years of age only if the child is at least 22.5 months old. In order to do this, the ED must request an age exemption from the Provincial Child Care Coordinator. If this does occur, preschool child care fees apply.
8.2.3 Prior to moving a child to the toddler or preschool program, each child will be given opportunities to visit the new room to build a relationship with the staff and the children of the room to ease the transition. BBE strives to ensure each child is afforded several opportunities to visit their new room before moving permanently to their new space, as long as ratios and space allows.
8.2.4 Two weeks prior to their child transitioning to a new room, the ED or designate, will notify families of the impending move, including timelines and identifying new staff members therein. Parents will also be offered an opportunity to tour the room.
9 PROCEDURE FOR SCHOOL AGE CENTER (KINDERGARTEN AND SCHOOL AGE PROGRAMS)
9.1 Procedures for Transitioning Preschool Children to Kindergarten Program
9.1.1 Early in the new year, the ED will send out a preliminary survey to existing families who have preschool children eligible to enter into kindergarten in the upcoming fall intake. They will be asked to confirm whether or not they will require child care in BBE’s kindergarten program for their child, as well as what school their child will be attending (i.e. Phoenix School or another school). This information is being collected for the purpose of Centre projections at the kindergarten and school age child care programs. Projections for the kindergarten and school age programs will be presented to the Board of Directors on an annual basis.
9.1.2 The ED will work with Phoenix School to create a kindergarten classroom list that meets the licensing needs of BBE's physical space. Prior to kindergarten registration at Phoenix School, the ED will inform families that they should advise the school that their child is part of the BBE program.
9.1.3 The ED will confirm kindergarten spaces with families as soon as advised by Phoenix school. Parents will be notified from the School of their child's acceptance.
9.1.4 For children registered to attend kindergarten at Phoenix school, BBE will work with the family to deliver child care either at the School Age Center if capacity allows or through the Monterey Centre. The placement of children at the School Age centre will be based on the following:
- according to enrollment preferences outlined in 7.13
- other special circumstances.
If capacity at Monterey Centre allows, child care can only be accommodated as long as the child is still defined as a preschool age child (section 5.02) (up to age 6 only/kindergarten) and transportation arrangements can be made by the family for the child to travel between BBE and Phoenix school as per the St. James School Division travel policy.
If the child is located at the Monterey Centre, BBE cannot guarantee a school age child care space at the School Age Center for the child when they begin the Grade 1 year.
If school age child care is required beyond the kindergarten school year, your name can be placed on the provincial waitlist and care will no longer be available for your child after August 31.
9.1.5 For children registered to attend kindergarten at a school other than Phoenix, BBE will work with the family to deliver child care either at the School Age Center or at the Monterey Centre. The family will be responsible for making transportation arrangements for the child to travel between BBE and their school, as per the St. James School Division travel policy. Care at the School Age centre will only be offered if space is available according to section 7.13 and if approved by the Phoenix School Principal. In either situation, care is not availableafter August 31 of the year the child is entering Grade 1.
9.1.6 In the event a family who is eligible for a kindergarten space in the kindergarten child care program declines the space, they will be required to initial and date the space on the Kindergarten BBE information document A copy will be given to the family and a copy will be placed in the child’s file.
9.1.7 Any Kindergarten children, who remain at the Monterey Centre for their kindergarten year, may be required to move to a different preschool room than the one that they are currently in so that the kindergarten children are able to spend time together, for centre operational logistics, and for ratio reasons. Placement to another room will be mandatory. Prior to moving a child to another location, each child will be given opportunities to ease the transition by visiting and building a relationship with the staff and the children therein. BBE strives to ensure each child is afforded opportunities to visit their new room before moving permanently to their new space, as long as ratios and capacity allow.
9.1.8 Kindergarten children, who have received confirmation from BBE to move to the School Age Center (Phoenix School), will move to the school age site during the summer. Information will be shared with families prior to June 30. Preschool fees are in effect for the kindergarten year.
9.1.9 In the event capacity is full at the School Age Center and Monterey Centre and BBE is not able to provide space and/or transition kindergarten children, the ED is responsible for bringing this to the attention of the Board of Directors no later than the end of February. The ED and Board of Directors will explore other available options. Options mayinclude the following:
- approaching the Province, Phoenix School and the St. James School Division for approval to operate additional spaces providing the program is financially and operationally viable
- building a partnership with another community organizations that meets licensing regulations in order to operate a satellite location for a kindergarten/school age program if financially and operationally viable
- informing families that at this time, BBE is not able to transition over any additional children into the kindergarten program due to capacity issues by the end of April.
9.2 Procedure for transitioning children from Kindergarten Program to School Age Program
9.2.1 Only children attending Phoenix School are eligible for a school age space, if one is available.
9.2.2 The ED will inform families by the end of June, or sooner, if their child will have a space in the school age program.
9.2.3 A child who does not receive a school age space can be placed on the waitlist at the parents’ discretion and would be given priority based on current family enrollment date for the next available school age spot until Oct 31 of that school year, after which normal enrollment priority outlined in section 7.1.3 will also apply.
10 NOTICE OF CHANGE OF CARE – All Programs
10.1 A family must notify the ED, in writing, a minimum of two weeks prior, if any changes are required to their child care schedule.
10.2 Any family who chooses to give up or cancel their child's spot in the School Age Program then wants to resume care, and subsequently places their name on the waitlist for the School Age Program, will not be eligible for sibling priority as outlined in section 7.1.3. The family will be placed at the bottom of the waitlist and their new priority date will be based on their most recent request for care.