School-Age Child Care FAQs

What are the payment procedures?

• All fees must be paid via automatic bank or credit card draft.

• Drafts occur on Wednesdays of the current week.

• For your security, payments are not accepted at site locations.

• Annual tax statements are mailed each January.

• The YMCA’s tax ID number is 61-0444843.

• Keep your receipts and bank records for IRS purposes.

What if there are custody or enrollment issues?

• At enrollment, parents must provide all court-ordered custody documents if someone is restricted from contacting the child.

• The documents must specify the primary residential parent or outline shared custody arrangements.

• Notify the Site Director of any special circumstances.

• These measures help us maintain a safe and secure environment for your child.

What is the sign-in and sign-out policy?

• Drop-off and pick-up occur at the Parent Table at your child’s program site.

• All children must be signed in and out by a parent or authorized guardian (age 18 or older).

• You must include your initials, date, and time—written clearly and legibly.

• A photo ID may be requested at any time.

• Changes to the pick-up list must be made in writing. Phone calls are not accepted.

• Children will only be released to individuals listed on the enrollment form.

• If someone arrives who appears under the influence of drugs or alcohol, staff will:

  • Contact another authorized adult

  • If no one is available, notify law enforcement

• If your child arrives without an appropriate adult to sign them in, you will be called immediately.

What happens if I’m late to pick up my child?

• Our program ends at 6:00 pm.

• A late fee of $1.00 per minute, per child begins at 6:01 pm.

• Late fees are due at pick-up.

• Have a backup contact listed to avoid late charges.

• A phone call will not exempt you from the fee.

Is care available on snow days or in-service days?
Yes. Care is available during in-service and snow days and is included in your weekly tuition.

What about school breaks?
Many sites offer full-day care during school breaks. Separate registration is required.

What is the illness policy?

• Children must be picked up immediately if they exhibit:

  • A contagious illness

  • Infection

  • Fever of 100°F or higher

  • Head lice

• If your child has lice, we require a doctor’s statement confirming they are nit-free before returning.

How does the Y handle medication?
To administer medication, we require:

• A daily medication form, completed by a parent/guardian

• Medication must be in its original prescription container and labeled with the child’s name and exact dosage

• Parents must hand medication directly to the Site Director

• Over-the-counter meds require a physician’s note on letterhead, in addition to the daily form

What happens if my child is injured?
If your child is hurt, we take appropriate steps to ensure their safety, which may include:

• Contacting parents or guardians

• Contacting other emergency contacts listed on the registration form

• If needed, we may:

  • Call an ambulance or paramedic

  • Transport the child to the nearest emergency room with a staff member

Parents are responsible for any medical or accident-related costs.

How does the Y manage behavior?

• Our team works to redirect misbehavior in a positive way.

• In most cases, staff will attempt redirection or remove the child from the conflict.

• For ongoing issues, we’ll talk with you directly.

• If the problem persists, you’ll be asked to meet with the Site Director and staff to find a resolution.

What happens in extreme cases of misbehavior?
If a child:

• Repeatedly bullies others

• Threatens or harms staff or peers

• Commits a violent act

they may be suspended or removed from the program. This is a last resort, but necessary to maintain a safe environment for all.

What is the cell phone policy?

• Cell phones are not allowed in YMCA programs.

• Children with phones must turn them off during program hours.

• The YMCA is not responsible for lost or stolen phones.

How is screen time handled?
We limit screen use and only show movies or games when they:

• Support our weekly themes

• Allow for group participation and learning

• Encourage positive interaction between staff and children

How are field trips and transportation handled?

• Field trips take place during holiday break weeks.

• Trip costs are included in the weekly tuition.

• Children must be dropped off at the site before the trip begins.

• No pick-up or drop-off is allowed at the trip location.

• If you cannot drop off before departure or need early pick-up, you’ll need to arrange it at the site before or after the trip.

Who is watching my child?
Our staff are carefully selected and well-trained individuals who love working with children. Each program is led by experienced YMCA Site Directors and Program Directors who are available to support your family and ensure a safe, high-quality experience every day.

• All staff undergo reference checks, a criminal background check, and a mandatory drug screening.

• Staff are chosen for their professionalism, enthusiasm, and dedication to creating a fun, nurturing environment.

• Most importantly, they’re people who enjoy playing, leading, and engaging with children in meaningful ways.

What training do staff receive?
All YMCA child care staff receive over 40 hours of in-house training prior to working with children. Topics include:

• YMCA policies and procedures

• Check-in/check-out procedures and headcounts

• Positive guidance and discipline

• Child abuse prevention and reporting

• CPR and First Aid certification

• Interactive programming, including games, songs, and crafts

This training ensures staff are well-prepared to keep children safe while supporting their social and emotional development.

Can staff babysit?
YMCA staff are not permitted to babysit or spend time alone with children they meet through YMCA programs outside of program hours. This includes sleepovers, private lessons, or home visits—unless:

• The staff member had a relationship with the family prior to employment or enrollment.

• The staff member is a relative of the child.

Please notify the YMCA if you observe any violations of this policy. It exists to protect everyone involved and maintain professional boundaries.