Afterschool Parent Handbook

Afterschool Operations

Afterschool Hours of Operation

Monday – Friday: 2:30pm - 6pm

*Full Day Program Hours of Operation: 7:30am-6pm

Please speak with your branch’s program director regarding program holidays and full-day operations.

Admissions Criteria

Children must be in kindergarten and can be up to age 12* to be accepted into the YMCA of Greensboro’s afterschool. Families can visit the program and meet with available staff prior to registration. Please contact your branch director for a program tour.  

The Hayes-Taylor Y location requires a copy of current immunization records to accompany all registrations.

We will notify families of any changes to our operation policies in writing.

Enrollment

Online enrollment is required, printed applications are available upon request. A non-refundable $50.00 registration fee is required for enrollment ($30 for Rockingham County Ys). Any past due payments made after the due date can result in a $20 late payment fee and can result in possible loss of secured spot. All outstanding Y fees from any YMCA program must be paid in full before registration in the afterschool program.

Payment

Payments for afterschool are due on the 1st of each month. Non-payment by the 5th of the month is subject to a $20 late payment fee and suspension from the program until full payment, including late fee, is made.

Non-payment by the 15th of the month will result in removal from the program and will require a new non-refundable $50.00 registration fee for re-enrollment. 

Past due balances or non-payment will prevent your child or any other family members from participating in any future Y programs until all past due balances are paid in full. 

Children with past due balances cannot ride on the YMCA bus from school or participate in YMCA programming.

Cancellation of Services

If services need to be canceled, a full 2 weeks’ notice is required to be provided in writing to the branch Youth Development Director.  If the last day of afterschool services occurs after the 15th of the month, the full month must be paid in full.  Cancellations between the 1st and 14th of the month will be prorated.  

If a full two weeks’ notice is not provided in writing to the Youth Development Director, the caregiver is responsible for the full month’s fee.

Afterschool Program Fees

Afterschool Registration Fees
Hayes-Taylor, Ragsdale, & Spears: $50
Eden & Reidsville YMCA: $30

Monthly Member Rate (Afterschool Only)
Hayes-Taylor, Ragsdale, & Spears: $250
Eden & Reidsville YMCA: $230

Monthly Community Guest Rate (Afterschool Only)
Hayes-Taylor, Ragsdale, & Spears: $290
Eden & Reidsville YMCA: $270

Monthly Afterschool with All Days Rate (Spears & Reidsville Locations Only)
Spears YMCA: $270 Members | $315 Community Guests
Reidsville YMCA: $250 Members | $295 Community Guests

Teacher Workdays Price (Individual Days)
Hayes-Taylor, Ragdale & Spears: $30 Members | $35 Community Guests
Eden & Reidsville: $25 Members | $40 Community Guests

It is our goal for ALL children to be able to experience the YMCA!

Through our Annual Giving Campaign, we are able to offer financial assistance to individuals who may be in financial hardship. If you are experiencing financial difficulties, please contact your branch’s Youth Development Director.

Financial Assistance is offered on a first come, first served basis. Please allow 15 business days for processing. To receive aid, you must submit a complete a financial assistance application with additional documents attached. Financial Assistance is provided on a first come, first served basis.

Financial Assistance applications without the necessary documents will cause a delay in processing.

We cannot guarantee program spaces will be available while awaiting application approval. Nor can we guarantee all families will receive financial assistance regardless of being already registered for the youth program. 

For the safety of all children, please sign them in and out of the program daily.

To ensure the safety of youth, staff and families, we are eliminating the need for families to come into the facility, unless for a late drop off or early pick up. Please review the details below so that you can help us maintain a safe environment for everyone. Please follow directional signs located in the parking lot.

All individuals authorized to pick up children must be at least 16 years old, show ID, and be listed on the registration form or the child will not be released to that person.  No child can leave the YMCA premises without a parent/guardian or any other authorized individual. No child will be able to walk/or ride a bicycle home without an authorized individual.

Full Day

Ride In Car Side Drop-off | Ride in car side drop off ends at 9am

• Parent/Guardian remains in their vehicle
• Parent/guardian will complete check child in with YMCA staff member
• Youth will wash hands or use hand sanitizer before entering the building
• After 9am, the child must be walked into the building and checked in 

Ride Out Car Side Pick-Up | 4pm-6pm Only

• Parent/guardian remains in their vehicle
• Parent/Guardian will complete check out procedure by providing your pick-up password (where applicable) or identification card
• Youth will be escorted to their vehicle by program staff  

Before 4pm, child must be picked up from inside the building. 

Late Drop-Off/Early Pick-Up
Camp and full day drop off ends at 9am and pick up begins at 4pm.  YMCA camp and full day programs designate arrival and departure staff for dedicated times. Between the hours of 9am and 4pm, program staff are engaged in other YMCA operations.

Late Pick-Up Policy
YMCA youth programs end at 6pm. The YMCA allows a 5-minute grace period before late fees begin to accrue. Please speak with your branch for specific late fee amounts. Caregivers are responsible for making arrangements for youth to be picked up by another authorized person should they be delayed.

These late fee payments are due upon pick up. Children cannot return to the program unless late pick up fees are paid.  

Please note that YMCA program participation may be discontinued if lateness becomes excessive, and the 5-minute grace period can be discontinued if it becomes the regular pick-up time.

Questions

Questions or concerns about the policies and procedures of the Youth Development program can be directed to any of the YMCA program directors. Your questions will be answered in a timely manner. 

Caregiver Visitation

Parents and guardians are always welcome to visit our program any time during our hours of operation. Just stop by the director’s office to check in. 

Caregiver Participation

Parents must have a volunteer application on file and comply with minimum standards that apply to staff, including having a criminal history check before they can participate in YMCA youth program operation.  For more information, please contact the Youth Development Director.

Caregiver Review of Licensing Report (Hayes-Taylor Y)

Minimum standards are available at the entryway bulletin board.  The most recent licensing certificate is posted on our site information board. 

Caregiver Rights

Parent’s/Guardians, upon presentation of identification, have the right to enter and visit the YMCA, without advance notice to the program, but must inform staff of their arrival.  The law prohibits discrimination of retaliation against any child or parent/guardian for exercising their rights to visit.

The law authorizes the person in charge of the YMCA facility to deny access to the parent/guardian under the following circumstances:  

The parent/guardian is behaving in a way that poses a risk to the children in the facility or the adult is a non-custodial parent and the facility has been requested in writing by the custodial parent to not permit access to the non-custodial parents. Court documents must be on file as well.

Under no circumstances should a parent/guardian approach another child other than their own.  While in the facility caregivers are always expected to act appropriately by speaking in an appropriate tone using appropriate language.  Any parent/guardian who behaves inappropriately will be asked to leave the facility and their child’s space in the program can be forfeited without a refund of fees paid.

Child's Personal Rights

Each child receiving services from YMCA Youth Development programs shall have rights, which include but are not limited to the following: 

• To be treated with dignity in his or her personal relationship with staff and other persons and have their personal boundaries respected.
• To be accorded safety, healthful and comfortable accommodations furnishing and equipment to meet his or her needs
• To be free from corporal or unusual punishment, infliction of pain humiliation, intimidation, ridicule, coercion, threats, mental abuse, or other actions of a punitive nature including but not limited to interference with the daily living functions, such as eating, sleeping, toileting, or withholding of shelter, clothing, food or medication. 

It is the YMCA’s intent to meet the needs of children, especially when the parents may be experiencing difficult situations such as a divorce, separation, or remarriage. However, the YMCA cannot legally restrict the non-custodial parent from visiting the child, reviewing the child’s records, or picking the child up unless the YMCA has been furnished with current legal documents. Copies of these court documents must be kept in the child’s file.

This organization has zero tolerance for abuse and will not tolerate the mistreatment or abuse of youth in its programs. All Y staff are mandated reporters and are required by law to report any suspicions of abuse or neglect by a caregiver, a Y staff member or a Y volunteer. 

Any mistreatment or abuse by an employee or volunteer will result in disciplinary action, up to and including termination of employment or volunteer service and cooperation with law enforcement.

The YMCA also has zero tolerance for abuse, mistreatment, or sexual activity among youth within the organization. This organization is committed to providing all youth with a safe environment and will not tolerate the mistreatment or abuse of one youth by another youth. Conduct by youth that rises to the level of abuse, mistreatment, or sexual activity will result in intervention or disciplinary action, up to and including dismissal from the program.

In addition, the YMCA will not tolerate any behavior that is classified under the definition of bullying, and to the extent that such actions are disruptive, the organization will take the necessary steps to eliminate such behavior. 

At the Y, we believe that youth can contribute to their safety if they know what is acceptable and what to expect from YMCA staff, volunteers and other youth. If youth know that violations have occurred or that personal boundaries are crossed, they can spot them and be empowered to let a trusted adult know. 

The YMCA will provide youth with age and developmentally appropriate information explaining our organization’s policies and procedures related to abuse prevention. In our youth programs, we discuss the following:  

• Appropriate and inappropriate displays of physical affection.  
• Appropriate and inappropriate verbal communication.  
• Appropriate interactions between employees/volunteers and youth.  
• Appropriate electronic communication between YMCA staff and youth.  
• Appropriate gift giving and receiving.
• Appropriate and inappropriate youth-to-youth interactions and understanding of personal boundaries.
• How to report concerns, complaints or grievances to a trusted adult.

Electronic Communication

Direct or text messaging between youth and employees/volunteers is not allowed unless approved by a program supervisor and administrator. Employees and volunteers are not permitted to befriend/follow youth on social networking or social media sites. Youth will comply with the organization’s policies governing the use of personal mobile communication devices while in programming.  

Reporting

Because our organization is dedicated to maintaining zero tolerance for abuse, it is imperative that everyone actively participates in the protection of youth. If a child observes any suspicious or inappropriate behaviors and/or policy violations on the part of other employees, volunteers, or another child, it is their personal responsibility to immediately report their observations. At the YMCA, the policies apply to everyone.

Physical Contact Policy

The YMCA’s physical contact policy promotes a positive, nurturing environment while protecting youth, employees and volunteers. The YMCA encourages appropriate physical contact with all youth and prohibits inappropriate displays of physical contact. Any inappropriate physical contact by employees or volunteers towards youth in the YMCA’s programs will result in disciplinary action, up to and including termination of employment. 

The YMCA’s policies for appropriate and inappropriate physical interactions include but are not limited to:

Verbal Contact Policy

Employees and volunteers are prohibited from speaking to youth in a way that is or could be construed by any observer, as harsh, coercive, threatening, intimidating, shaming, derogatory, demeaning, or humiliating.  

Employees and volunteers must not initiate sexually oriented conversations with youth Employees and volunteers are not permitted to discuss their own sexual activities with youth.  

The YMCA’s policies for appropriate and inappropriate verbal interactions include but are not limited to:

*Immunization Requirements (Hayes-Taylor Y)

Immunization records are required for children to attend youth programs at the Hayes-Taylor Y. Immunization records must be on file by the first day of program operations.

Illness and Exclusion

If a child cannot go outside or participate in the program due to illness, the child needs to remain at home. Children may not attend if they are not feeling well. If a child vomits for any reason they must be picked up by a parent/guardian or authorized individual within 1 hour of notification.  No child may attend a youth program if they have ringworm, pink eye, flu, or any other communicable illness. A doctor must treat any contagious infection, virus or fever and the child can return 24 hours after a doctor’s note has been issued.

Procedures for Notification

Families will be notified in person, over the phone, or in writing of any special discipline problems with a child. If there are any life-threatening emergencies, families will be notified after emergency care has been called and provided. We do not make phone calls because of meal aversion or to provide swim clothes. Parents/guardians are only notified for true emergencies or behavior support.

Procedures for Dispensing Medication

The Y will not administer any medication unless the parent or guardian completes a medication form and the medication is in its ORIGINAL container. Medication that is not in its original container or labeled with a pharmacy prescription will be confiscated and returned to the parent at the end of the day. The container must include the child’s name, the type of prescription and the dosage. If it is an over-the-counter medication that the doctor has prescribed, a doctor’s prescription must accompany it.

Topical Ointments (Lotion, Sunblock, Deodorant, etc.)

Any topical ointments are to be kept in the child’s activity area or home base. *Ointments will not be carried around the facility. Aerosol sunblock, lotions, bug sprays or deodorants are not allowed. Failure to adhere to this policy will result in the removal of the aerosol item.  

*Youth at the Hayes-Taylor Y cannot keep any topical ointments in their bags or pockets. A topical ointment form must be completed and provided to the program director.

Procedures for Handling Medical Emergencies

If a child becomes injured or ill (vomiting or a fever of 100 degrees or higher) while in the YMCA care, staff will do the following:

1. In extreme emergencies, 911 will be called and first aid and/or CPR will be administered.  
2. Contact the parent or guardian.  
3. Contact a YMCA Director/Coordinator  
4. If necessary, have a child transported to the nearest medical facility.  
5. Complete necessary paperwork for Y as required by our Y and/or the NC childcare licensing policy.

Emergency Drills

The YMCA conducts fire emergency evacuation, lost child, and lockdown drills. Parents/guardians, program staff and children may or may not be made aware of drill dates or times, as this is the most effective way to assess the success for fire and emergency/evacuation plans.

During a fire/emergency drill, parents/guardians may not sign children into or out of the YMCA but must wait until the drill is complete and children have returned to the building. Parents/guardians can wait with their child until the drill is over and can sign them out after.

Behavior Support

Praise and positive reinforcement are effective methods of behavior management for children. When a child receive positive, non-violent and understanding interactions from adults and others, they develop good self-concepts, problem-solving abilities and self-discipline. Based on this belief of how children learn and develop values, the YMCA will practice the following behavior guidance techniques and policies.

Children are expected to adhere to all YMCA expectations and rules.

The following procedures are used when working with unacceptable behavior:

• Clear warning, including a discussion of the problem that occurred with the child.
• If problems are reoccurring, age-appropriate renewal time will be used as needed and repeated renewal time as needed.
• Behavior management report and student journal will be completed and the child will meet with the branch Youth Development Director. The parent will receive a behavior management form to sign and date.  
• After two behavior management reports, a parent meeting with the site director will be arranged.
• Three write-ups, persistent problems or situations that endanger the child or others in the program could result in suspension or termination from the program.  
• Fighting results in an automatic suspension without a refund of fees.

If a child is suspended or terminated from the program, the current week will not be refunded.

Disruptive Behavior

Children are entitled to a pleasant environment at the YMCA; therefore, the YMCA cannot serve children who display chronic disruptive behavior. Such behavior is defined as verbal or physical activity that may involve but is not limited to bullying behavior or behavior that requires constant attention from the staff, inflicts physical or emotional harm on other children, abuses the staff and /or disobeys the rules that guide behavior.

If a child cannot adjust to the YMCA setting and behave appropriately, the child may be discharged.  Reasonable efforts will be made to help children adjust to the YMCA setting.

The YMCA reserves the right to suspend a child for behaviors that cause physical or mental harm to themselves or other children. 

Bullying

Our organization will not tolerate the mistreatment or abuse of one youth by another youth. Bullying is aggressive behavior that is intentional, is repeated over time, and involves an imbalance of power or strength. Bullying can take on various forms including physical bullying, verbal bullying, nonverbal or relational bullying, cyberbullying, sexualized bullying, and hazing.  

Anyone who sees an act of bullying, and who then encourages it, is engaging in bullying. This policy applies to all youth, employees, and volunteers.

Termination of Services

Program services can be terminated for, but not limited to:  

• Consistent late pick-ups
• Failure to pay tuition promptly
• Failure to comply with the facility’s policies concerning ill children
• Being unreachable and out of touch by phone
• Failure to provide documentation requested by the YMCA
• Failure to keep records current
• Failure to provide emergency contact updates
• Extreme behavior that prevents youth from participating safely with peers

Staff Hiring

All staff are screened and trained through the following process:

1. Selected candidates are interviewed one on one with the Youth Development Director.
2. Candidates are selected based on their childcare experience, attitude, references and display of YMCA values.
3. 3 reference checks and a drug screen are conducted on each candidate.
4. A completed criminal history check. 

Youth Development Leader Training

Extensive 2-hour orientation that addresses policies and procedures of YMCA programming: Training covers the YMCA code of conduct, child abuse and neglect, and YMCA HR policies. All staff are certified in CPR/AED, First Aid and receive Bloodborne Pathogen training.

Staff also receive 32 hours of on-site and online trainings focused on youth development that cover topics such as:

• YMCA Values  
• Social and Emotional Development
• Inclusive Practices
• Effective Group Management  
• Behavior Management
• Bullying  
• Water Safety
• Games, Skits, Songs

Monthly and/or weekly in-service trainings are required for all staff.

Afternoon snack is provided for all children at Greensboro YMCAs.

We will not be able to make accommodations for specific eating habits without medical or allergy documentation from your child’s doctor.  

Parents/guardians will not be contacted to bring children meals for items they choose not to eat. The YMCA will not provide meals that include pork or nuts.  

All meals meet the USDA standards for healthy meals for children. Your child can bring their own lunch or snacks. Meals cannot be heated. We ask that all meals contain a dairy, grain, protein, fruit and vegetable to ensure a well-rounded and healthy lunch.

Please provide a water bottle each day.

We do not call home if a child does not like a particular meal or snack that is provided by the YMCA. Families are welcome to send their child a snack or meal each day.

Youth in a YMCA program are not allowed to use the YMCA vending machines.

Prohibited Foods

YMCA youth programs are nut-free.  

We request that caregivers no send fried foods, cookies, cakes, swiss rolls, cinnamon buns, fried potato chips, candy, soda of any kind to YMCA programs. Please see HEPA (Healthy Eating and Physical Activity) Standards in the Appendix Section. 

Field Trips

Children may go on an on-site or off-site field trip during the program. Examples of on-site field trips are magic shows or Mad Science presentations.  

Money is not needed on field trips.  

Attending trips and riding on the YMCA bus is a privilege. The YMCA reserves the right to not allow a child to attend the program on a field trip day or attend the field trip due to behavior/safety concerns.

ALL children MUST obey the following transportation rules:

• Enter and leave the vehicle on the curbside of the road on the side of the vehicle.
• Remain seated with all parts of their bodies in their seats.  
• Face forward with hands and feet out of the aisles.
• Keep hands and feet to themselves and use appropriate language.
• Listen to instructions of all staff.

The following procedures are followed when transporting children:

• One or more staff member(s) will carry emergency contact information for all children on the bus
• First Aid kits will be on all buses
• Buses will be in good working condition without any obvious hazards
• Drivers will be 18 years old and have emergency medical consent forms  
• All proper loading and unloading procedures are followed
• Drivers have a clean driving record with no DWI or DUI

Animals

Animals other than fish are not a regular part of the youth programs. If there is an occasion for animals to be present at the program, families will be given written notification at least 48 hours in advance.

Lesson Plans and Calendars

Weekly activity plans and monthly calendars with special events and other important information are developed weekly and are available upon request. If you have any questions about the week’s activities, please contact the Youth Development Director.

Dress Code

At the Y, we sweat, run, jump, swim, paint and much more. Sneakers are preferred during afterschool but closed-toe shoes are acceptable. Flip flops and sandals are not appropriate YMCA activity shoes. Shorts must be fingertip length or longer and shirts must cover the child’s entire upper torso. 

Electronics and Toys

Please keep all electronics and toys at home. While at the Y, we want youth to engage with activities and their peers. Electronics such as gaming devices, phones, tablets, etc. should remain at home. Toys, cards, fidgets will also need to remain at home. These items can be confiscated by staff if they are discovered. The YMCA has plenty of toys and cards for youth to enjoy!

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

Swimming

Swimming is offered weekly during YMCA programs. Please check with your branch’s Youth Development Director to determine when your child will swim.

All children will be required to wear a life vest unless a swim test is passed. Swim tests are administered by the lifeguard on duty.  *See swim test policy in the appendix.

Swim Attire

• Girls: one-piece swimsuit.  
• Boys: wear swim trunks.  

Basketball shorts or t-shirts are not allowed in the pool.

Pool Expectations

Swimming is a privilege. Staff may take away swimming or swim time for misbehavior. 

Staff members will have a first-aid kit and emergency contact information for each child.

Staff members with training in CPR and first aid will be present.

At the YMCA of Greensboro, we are committed to providing a safe, nurturing, and inclusive environment where all children can thrive. Our programs are designed to meet the diverse needs of the children and families we serve, and we strive to offer reasonable accommodations for children with disabilities, as outlined by the Americans with Disabilities Act (ADA).

We welcome all children, including those with disabilities, and will make every effort to provide reasonable accommodations to support their participation in our programs. However, our foremost priority is to ensure the safety and well-being of all participants. Therefore, we must establish certain behavioral expectations to maintain a safe environment for everyone.

Behavioral Expectations

Children participating in our programs are expected to adhere to basic behavioral guidelines that ensure the safety of themselves and others. These expectations include:

1. Staying with the Group
   Children must remain with their assigned group at all times. Running off or leaving the group without permission poses significant safety risks and will not be tolerated.
2. Respectful Interactions
   Children are expected to follow instructions from staff and interact with peers and staff in a respectful manner. Extreme defiance that significantly disrupts the program or requires disproportionate attention from staff, diverting them from supervising other children, will not be accommodated.
3. Aggressive Behavior
   Physical aggression, including hitting, kicking, biting, or any other form of violence, is strictly prohibited. Such behaviors threaten the safety of other participants and staff and will not be tolerated.

Self-Care Expectations

Children participating in our programs are expected to be able to manage their basic self-care needs independently. These self-care needs include:

1. Toileting
   Children must be able to use the restroom independently, including managing clothing and personal hygiene.
2. Eating
   Children must be able to eat independently, including opening containers and feeding themselves.
3. Changing Clothes
   Children must be able to change their clothes independently, including managing any necessary clothing changes throughout the day.
4. Other Relevant Self-Care Needs
   Managing personal belongings

Reasonable Accommodations

In accordance with the ADA, we are committed to providing reasonable accommodations for children with disabilities. These accommodations may include but are not limited to:

• Modifications to program activities and schedules
• Additional support from trained staff if available
• Adaptive equipment and materials
• Individualized support plans

Limitations to Accommodations

While we strive to accommodate the needs of all children, there may be instances where a child's behavior poses a significant risk to their safety or the safety of others, or where the necessary accommodations would fundamentally alter the nature of our programs. In such cases, we may determine that we are unable to meet the needs of the child within our program. Examples of such behaviors include, but are not limited to:

• Running off or consistently attempting to leave the supervision of staff
• Extreme defiance that severely impacts the staff's ability to manage the group and ensure the safety and engagement of other participants
• Physical aggression towards others that cannot be safely managed within the program setting
• The inability to care for oneself and meet basic personal needs without the help of a YMCA staff member.

The YMCA of Greensboro is dedicated to fostering an inclusive environment and will make every effort to provide reasonable accommodations for children with disabilities. However, the safety and well-being of all participants are paramount. If a child's behavior consistently threatens the health and safety of themselves or others, we may be unable to accommodate their participation in our programs.