KidsCare Hours
Before School Program:
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Open from 5:30 am to the start of school.
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KidsCare sites open promptly at 5:30 am. Please do not plan on dropping your child off before this time.
After School Program:
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Open from the end of school until 5:30 pm.
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Sites close promptly at 5:30 pm, there is a penalty fee for children who are not picked up by 5:30 pm.
Late Start & 2 Hour Delay Days:
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Open from 5:30 am until the start of school.
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Please see the payment section to see options for Late Start and 2-hour Delay days.
Early Release Days:
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Open from the end of school until 5:30 pm.
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Please see the payment section to see options for Early Release days.
Membership Requirements
KidsCare is open to children ages 5-12 years old. Membership applications can be completed by a
parent or guardian at any of our locations or on our website. Parents are asked to complete the application and pay the enrollment fee of $30.00 upon completion of the application. It is important that KidsCare has updated membership information. Please notify your KidsCare site staff of any changes of address or phone numbers.
It is important to note that KidsCare cannot accept:
• Children who are not potty trained
• Children with one on one needs
• Children who fight, bite, or flight
*All Kindergartners are on a probationary period of thirty days each school year.*
(Individual cases will be determined by leadership groups.)
Change of Enrollment Status and Program Withdrawal
During enrollment, parents indicate their child's enrollment status for the year. Parents may change their child’s enrollment status by notifying KidsCare of the change at least one week in advance of when the new enrollment status should begin. Once your status changes, your billing, and payments will change accordingly.
Withdrawing from the program is a discontinuing of services for a period of 2 weeks or longer. To withdraw from the program, you must fill out a completed withdrawal form at the site and return to KidsCare staff 1 week prior to the intended withdrawal date. Failure to provide the completed form with a one-week notice will result in being charged for the following week. Payments are non-refundable without the completed form and notice.
Late Pick-Up Policy
We understand that problems arise from time to time that could prevent you from
picking up your child on time. In that event, please call your KidsCare location as
soon as you know you may be late and identify who will be picking up your child.
If we have not heard from you by closing time, the person(s) listed on your authorized pick-up list will be contacted to pick up your child immediately. In the event that we are unable to contact you or your emergency contacts after closing time, the police or Department of Child Services may be contacted. Please discuss any questions about the late pick-up policy with your KidsCare Site Coordinator.
KidsCare closes at 5:30 pm. Those parents whose children remain after KidsCare closes may be subject to the following late fees:
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Late Pick-up (5:31-5:35) $5.00 per occurrence
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Late Pick-up (5:36-5:40) $10.00 per occurrence
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Late Pick-up (5:41-5:45) $15.00 per occurrence
Every 5-minute increment after 5:45 will accrue another $5 until pick-up.
*KidsCare site computer/tablet will be used to determine correct time of pick-up. Dismissal from the program may be deemed appropriate after the 5th late pick-up offense. Two written warnings will be provided to parents; fees will be assessed for any late pick-ups after that point. It is critical that parents ensure we have correct and updated phone, address and emergency contact information.
Receiving Invoices
KidsCare programs operate on a pre-paid weekly fee basis. Your first invoice will be emailed on
or before your child(ren)’s initial start date and then every following Friday for the upcoming week.
KidsCare uses an online billing system. Through the online billing system you can:
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View invoice balance and account balances with payment portal
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Have immediate access to all account activity
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Add payment methods and make payments on invoices
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Direct message KidsCare with your billing questions
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Send us files or paperwork
Automatic withdrawal payments and/or one-time payments can be made through our online payment portal using Credit Card, Debit Card, or ACH-Checking. Cash, Check, or Money Order payments will be accepted at your KidsCare location; however, we encourage you to take advantage of the online payment portal!
You will receive instructions to set up your online account with your first weekly emailed invoice.
Behavioral Policy
Our goal at KidsCare is to provide a safe environment for all our members.
Every member is responsible for treating the site, team members, equipment, and other members with respect. Inappropriate behavior will be dealt with quickly, professionally, and with compassion. Below is a list of examples, but not limited to, inappropriate behaviors and their possible consequences.
Absence
We ask that all parents and guardians make KidsCare staff at your site aware if your child(ren) is not going to be present that day.
Why Notify?
– KidsCare wants to ensure your child is accounted for at all times. If you don’t let your site staff know about the absence, staff will call you to try and locate your child’s whereabouts. Please help us to make sure your child is safe by following this guideline. Safety is our first priority.
Who To Notify?
– Please call or email the KidsCare site your child(ren) attends. If you call and there is not a direct line associated with your school site, please leave a message with the school or the KidsCare Administrative Office.
All email addresses and phone numbers associated with your KidsCare site can be found in the extra information portion of this handbook.
Inclement Weather
2-Hour Delays
– If your school system calls for a 2-hour delay KidsCare is still open at 5:30 am
and is open an extra two hours. Please keep an eye out for any 2-hour delays that turn into closings. Please note: that if there is closing after a 2-hour delay has been called, parents are required to retrieve their child(ren) already dropped off by 8 am.
School Closure
– If it becomes necessary for schools to close due to weather, KidsCare will also be closed.
Closed Door Policy
KidsCare is a closed-door program which means that we do not accept drop-ins and every KidsCare
member that enters our program must be signed in/out by their parent or guardian. KidsCare also monitors
who comes in or out of our program area.
Release of Children Policy
– Members will only be released to the primary parent/guardian (whoever filled
out the registration form), and anyone the primary parent/guardian has put down as an emergency contact
or alternative pick-up. Please keep this information up to date so there are no issues when it comes to picking up your child(ren). *Please note that all Parents/Guardians or emergency contact/alternative pick-ups will be asked for proof of identification when they pick up the first few times until staff is familiar with that person.
Parent Expectations
Just as our members must observe specific rules in KidsCare, so too must all adults who enter our
facilities. As role models, we expect that all adults entering our KidsCare program respect our rules. Profanity and/or inappropriate language will not be tolerated nor will violence or intimidation against staff, members, or other parents. We ask that parent complaints are handled in writing and directly with the Site Supervisors. If these rules cannot be followed KidsCare reserves the right to remove you or your child from the program.
Parent Involvement & Visitation
We encourage parents to get involved in all aspects of their children’s lives. Parents are welcome to
visit KidsCare at any time, but to enter our programs to participate they must seek approval from Area Manager/Area Director. In a similar way, a completed volunteer application is required if parents wish to interact with their children during program hours. The volunteer application requests consent for a background check. All adults who interact with any child during program hours must observe this policy to protect children.
Parent Concerns & Suggestions
We strive to exceed each parent’s expectation of our program by providing quality and structure in a
safe and caring environment for your child(ren). If you have a concern or suggestion to improve our
programs, please speak with the Site Supervisor. If you feel your concerns were not appropriately addressed, please call the Administrative Office at 574-534-5933.
Member Expectations for Program Participation
KidsCare positively impacts its members by offering a set schedule of fun & educational programming
for all members. Participation in varied daily programming is expected by all members. As a member,
your child is granted access to regular programming as well as various specialized programs. Additional release forms may be provided for specialized programs. Additional explanation of any of our programs is available by request.
Outside Contact/Conflict of Interest
Boys & Girls Clubs of Elkhart County limits team members from forming any relationships with parents
or families outside of our program that may be considered inappropriate. It is our policy that team members do not provide transportation to members in their personal vehicles without prior approval of the Area Director or higher. We inform our team members that they are not allowed to communicate with members on social media. Please respect the professional boundaries of team members. If you have questions or concerns regarding this, speak to your KidsCare Site Supervisor.
Personal Belongings
Personal toys, video games, electronic devices, cameras, and any other personal belongings will be
left in a member’s backpack unless given permission by KidsCare site staff for a scheduled activity such as parties or weekly fun days. Items used as coping tools will have to be approved by the KidsCare Area Director before implementation.
KidsCare and team members are not responsible for lost or stolen items.
Electronics
- All members are responsible for personal belongings. Valuables such as iPads, smartwatches, headphones, speakers, and game systems should be left at home. Any such items may be held by the staff and returned to the parent upon leaving KidsCare. On scheduled days your child is permitted to use electronics, KidsCare staff reserve the right to check the electronic is being used appropriately, including checking in on the games/videos being played. No sharing of electronics of any form.
Cell Phones
- We suggest that cell phones be turned off and placed in members’ backpacks. If a child’s cell phone interrupts programming, the phone may be retained by staff and returned to the child’s parent upon pick-up. We are not responsible for lost, stolen, or damaged cell phones. Disciplinary actions including suspension will apply for frequent violations of this policy. Exceptions can be made at Area Director’s discretion. Members do not have permission to take photos and/or videos while at KidsCare.
Movie Policy
- It is our policy that KidsCare members watch movies that are only “G” or “PG” rated. Anything PG-13 or higher would be provided to you as a parent and would require your signature for approval.
Toy Policy
– Toys need to be left in backpacks or in lockers unless specified by KidsCare staff depending on parties and fun days. KidsCare does not allow any member to bring more than two toys to the KidsCare site for any occasion.
Transportation
Please contact your community school's transportation department insuring your child gets onto the correct bus for KidsCare. Please do so at least 3 business days prior to attendance.
The above information applies only to those that ride the bus to a HUB site. If you have any questions regarding the above policy, please ask your site coordinator or call the KidsCare Administrative Office.
KidsCare Health
Medication Policy:
Boys & Girls Clubs of Elkhart County staff members may not store or
administer any medication at any time
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If your child takes any prescription or non-prescription
medications, it is the parent’s responsibility to make sure that child takes their medicine. Please contact the Area Director with any concerns. Parents and/or emergency contact must be available and will be expected to immediately pick up their child if there is a medical concern.
*Please note that at no time is KidsCare responsible for your child’s prescription(s). KidsCare will not take prescriptions meant for the school nurses into our custody and give them to the school nurse upon their arrival. Any and all medications apply.
Medical Emergencies:
Basic first aid supplies are available at each KidsCare site, and staff is trained in CPR/first aid. Parents/Guardians will be called if a child requires emergency care. In the case of an extreme emergency, KidsCare’s first call will be to 911 and the child will be taken directly to the Emergency Room. Parents will be notified directly after or in tandem with the emergency call.
Allergies:
If your child has an allergy, please make sure to fill that information out on your child’s membership registration form so that we take the correct precautions when it comes to your child’s health. Please be aware that some of our sites may have a child that has peanut allergies, so please do not pack your child a snack that contains nuts. If there is ever any change in your child’s allergies, please update this information with your KidsCare site as soon as possible.
Illnesses:
Children may become sick during their time at KidsCare. If your child becomes ill at KidsCare and we think it is better for him or her to go home rather than be in contact with other KidsCare participants, we will call and ask that you pick your child up within 1 hour of being contacted by KidsCare. This is for your child’s health as well as others in the program.
Temporary Exclusion
: To reduce the spread of illness and maintain the health of all children at KidsCare, we may temporarily exclude your child from attending KidsCare. Please refer to the following section of illnesses that we cannot support at KidsCare, as well as the criteria required for return to KidsCare.
In addition to the illnesses referenced in the following table, we may require health care provider clearance for other illnesses at our discretion.
ILLNESS OR HEALTH CONCERN
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CRITERIA FOR RETURN TO KIDSCARE
Influenza/Flu accompanied with fever |
Signs of fever must be resolved for 24 hours without the use of fever-reducing medications.
Vomiting |
When symptoms are no longer present.
Strep Throat or other streptococcal infection |
24 hours after initial antibiotic treatment and when fever is no longer present.
Covid 19 |
Follow school district guidelines for quarantine.
Head Lice/Nits or other infestations |
When all signs of lice/nits or other infestations are absent for a period of 24 hours.
Conjunctivitis (eye discharge) or Pink Eye |
When symptoms of red, watery eyes are resolved.
Fifth Disease (Human Parvovirus) accompanied by fever or behavioral change. |
When symptoms are no longer present.
Hand-Foot-and-Mouth Disease accompanied by either mouth ulcers or blisters, no control over drooling, fever, or behavioral change. |
When your child has stopped drooling and does not have exposed open sores.
Ringworm |
After treatment has started.
Meningitis (Viral & bacterial) |
Health Care Provider Clearance.
Scabies |
After treatment has started.
Fever ≥ 100oF (oral) If a child has signs or symptoms of illness their temperature will be taken orally to make sure your child is okay to continue their day at KidsCare. |
Signs of fever must be resolved for 24 hours without the use of fever-reducing medications.
Soiled Clothing – Please note that KidsCare members cannot ride the bus to their home school with soiled clothes due to health concerns. |
When the child is clean and has changed out of their soiled clothing.
FEES & PAYMENTS
If no payment is received and/or you withdraw your child(ren), your child(ren)’s spot will be forfeited and will be given to the next child on the waiting list.
Enrollment Fee:
$30 per school year
The enrollment fee is due upon registration and is non-refundable
Weekly Fees based on Status:
KidsCare programs operate on a weekly fee basis. Weekly Fees are based on the member status selected. Fees are based on enrollment, not attendance, or whether the school is in session; the exception being Spring Break, Winter Break, and those districts who participate in a week-long Fall Break. Fees will begin based on the start date provided. KidsCare does not pro-rate partial weeks. An invoice will be emailed on or before the initial start date and every Friday for the upcoming week. Payments are due in advance on Friday to pay for the upcoming week. Your child(ren) will not be able to attend without payment.
AM or PM Care:
$55 per week per child
AM & PM Care:
$75 per week per child
Wednesday AM Late Start Care for Middlebury Community Schools:
$15 per week per family. No additional fee is charged for members already paying for AM care.
2 Hr. Delay Care:
$15 per family when utilized. No additional fee is charged for members already paying for AM care.
*There is a 5% discount for all families where at least one parent works for one
of our 5 school districts. (Concord, Elkhart, Goshen, Middlebury, & Wan-Nee)*
Financial Aid
Limited Financial Aid is available for each school year and you must re-apply each year.
Ask your Site Program Coordinator for a Financial Aid application or call KidsCare at 574-533-4590.
Income restrictions apply.
If no payment is received and/or you withdraw your child(ren), your child(ren)’s spot will be forfeited and will be given to the next child on the waiting list.
