Section D: Management

A+ Program Policies

A+ ARRIVAL AND ATTENDANCE PROCEDURES

A+ Program Arrival

The A+ program starts immediately after the close of the school day. Children are required to report to the base site for the A+ Program at their school.  Attendance is taken daily by A+ program staff. The A+ program responsibility for your child begins when your child checks in with the A+ program staff.

A+ Program Attendance

If a child is to be absent from the A+ Program, the parent/legal guardian must call the A+ Program number to notify A+ staff of the absence prior to the end of the regular school day. If the child is absent on a day he or she is scheduled to be in the program and the school has received no prior notification, staff will follow up with a call to the parent/legal guardian or another adult designated as a contact in case of emergencies, to verify the child’s absence.

If, after a period of time, the parent/legal guardian is uncooperative with this notification procedure, or the child is habitually truant, it may be grounds for termination of the child from the program.

If the child is signed out of the A+ Program or during the school day, he or she cannot be resigned back in within the same day. If a child arrives late to A+ due to working with school staff, he or she must provide a note written by the school staff explaining the tardiness. 

A+ PROGRAM DEPARTURE AND RELEASE PROCEDURES

Pick Up Procedures

Children shall be picked up only by the parent/legal guardian or authorized adults on registration forms. The parent/legal guardian must give advance permission for any other type of arrangement, such as:

• If the child is to be picked up by someone else that day.
• If the child is to walk, bike, skateboard, or take other means home, A+ staff is authorized to dismiss the child.

Photo ID Requirement

A photo ID is required for the release of your child. The child will only be released to his/her parent/guardian and/or those adults whom the parent(s)/guardian specifically designate on the enrollment form. 

If a parent/legal guardian needs to have their child picked up by someone who has not yet been authorized for pick-up, the parent/legal guardian must:

1. Call the A+ site and provide his or her name and current ID information so that his or her identity can be verified.
2. Provide the name and current ID information of the alternate designated to pick up the child.

If a person not previously authorized or phoned in by the parent/legal guardian comes to pick up a child, A+ staff will not release the child until the parent/legal guardian or other authorized adult has been contacted to confirm the identity of the pick-up adult to approve the child’s release.

Procedures for Pick Up by Unauthorized Individuals

All A+ Programs follow the policies and procedures established by the Hawaii State of Education regarding working with families with custody issues. If a parent/guardian is not allowed to pick up a child, the A+ Program must have a copy of the court order signed by a judge. Without this documentation, we are obligated to release a child to either parent/guardian, if both are listed on the enrollment paperwork. The A+ Program will only follow what the court order states. In the unfortunate event of a difficult/dangerous custody situation where a court order is in place, please contact the A+ Site Coordinator to set up guidelines regarding the release of your child. You must have a copy of any court documents regarding the restriction of release of children in our care. Parents are responsible for resolving any issues that may arise from their child’s participation in the A+ Program. The Hawaii State Department of Education and their A+ providers will not get involved in disputes between parents.

Releasing Unaccompanied Students

If the parent/legal guardian wants A+ staff to release a child from school on his or her own, the parent/legal guardian must sign an “Authorization for Release of an Unaccompanied Child” form, releasing the A+ Program and staff of all responsibility once the child leaves the school.

When completing the form, the parent/legal guardian should select release times carefully. During the winter months, the sun may set before 6:00 p.m. Traffic may be heavier because of workers going home. When a child is released on his or her own, there will be fewer children on the streets than at the close of the regular school day. Upon completion of the form, the parent/legal guardian should consult with the A+ Site Coordinator.

A+ Sign Out Procedures

The parent/legal guardian or authorized adult must sign out the child on a sign-out sheet and note the time of departure. This procedure is essential for security purposes so that staff will have a record of when children have left. Attachment D2: Sample Sign-In and Sign-Out Sheet.

A+ Late Pick Up Policies

If for any reason the child cannot be picked up by the time the program closes, the parent/legal guardian should contact one of the designees previously authorized by them for pick-up of their child.

If the child is not picked up within 15 minutes after closing, the A+ Site Coordinator will try to contact the child’s parent/legal guardian first then other adults authorized to pick up the child. Children will only be released to authorized adults. In the event that parent/legal guardian cannot be reached the A+ Site Coordinator will contact the police for follow up.

There will be a late fee assessed for children who are picked up 5 minutes past the assigned pick-up time. The late fee is $15 for the first 5 minutes and $1 a minute thereafter. This fee will be charged to cover the cost of additional employees needed for this service. Repeated late pick-ups may result in the removal of the student from the program, with no refund.  Site Coordinators should document all instances of late pick ups using the Attachment D3: Late Parent Form.

A+ MEDICAL POLICIES AND PROCEDURES

Student Illness Procedures

Sick or moderately sick children should be kept at home so they can rest and are less likely to infect other children. Children kept at home during the regular school day should not be sent to the A+ Program. If a child becomes ill during the A+ Program, the Site Coordinator (or designee) will contact a parent/ legal guardian or other responsible adult named on the child’s registration form to pick up the child. Staff will have the child rest quietly until he or she can be picked up. Children with communicable diseases excluded from school as required by the Department of Health, also will be excluded from the A+ Program. Once readmitted to school, they may return to the A+ Program.

Medication Policy

A+ staff will not be responsible for storing, holding, dispensing, or administering medication to children. An exception may be made to administer medication in life-threatening situations as prescribed by the child’s physician and approved by the school principal with administration by the A+ staff person certified in first aid as well as special training related to the health condition.

EMERGENCY CARE AND FIRST AID PROCEDURES

All A+ programs ensure that a minimum of one staff person at each site is appropriately trained and certified in first aid. current certificate in first aid, including Cardiopulmonary Resuscitation (CPR) for children and adults. Where the number of staff exceeds 15, State Occupational Safety and Health guidelines recommend that there be at least two staff members on site with current first aid and CPR certification.  A current certificate means a certificate that is issued by the American Red Cross or any other certifying agency and is less than three years old for first aid; CPR certification must be renewed every two years.

Each A+ site shall have a first aid kit.  The Site Coordinator should make an A+ first aid kit box available to the School Health Assistant to furnish the items listed in Attachment D4: First Aid Kit or inform the Site Coordinator where it can be purchased if “extras” are not available in the school.  The School Health Assistant may bill the A+ Program for the items furnished.  Site Coordinators should work with the School Health Assistant in identifying a process to keep the kit supplied.  The first aid kit should be kept in a specified place out of the reach of children and should contain a first aid manual.

Group Leaders may be able to handle minor injuries. If a child is injured during the A+ Program, the person responsible for picking up the child at the end of the day should be informed. Any cases that cannot be handled by the Group Leader should be referred to the staff persons trained in first aid.

Serious injuries should be reported immediately to the Site Coordinator, who will contact parents/legal guardians or other persons designated by parents/legal guardians in case of emergency.  The program cannot transport children to out of area physicians, so if staff is unable to locate the parents/legal guardians or an “emergency” contact, staff will secure appropriate treatment at the nearest medical facility.

If the injury or illness requires an ambulance, the child will be transported to a designated site or physician. In all cases of injury or illness, attempts will be made to contact parents/legal guardians immediately and involve them in the decision regarding treatment. An adult staff member will accompany the child to the source of emergency care, if appropriate. The adult will stay with the child until the parent/legal guardian or parents’/legal guardians’ designee assumes responsibility for the child’s care. The selection of the adult shall not compromise the supervision of other children in the program.

The A+ Program does not have medical insurance for participating children. Parents or legal guardians are financially responsible for any medical care or special transportation incurred on the child’s behalf.

For reporting injuries, Attachment D5: Student Accident Report should be completed and a copy routed to the District Coordinator to file and use for future reference.

EMERGENCY PROCEDURES FOR CLOSING THE A+ PROGRAM

The A+ Program will follow the regular school procedures for closing school in case of emergencies such as flooded roads, heavy rains, earthquakes, breakdowns in utility services, etc. If school was closed earlier in the day before the start of the A+ Program, the A+ Program will also be closed. In the event of a site evacuation, children will be taken to a local emergency center. The location will be posted at the A+ site. Efforts will be made to contact the parent/legal guardian should evacuation be necessary. A+ staff will remain with the children until they are picked up by a parent/legal guardian or other authorized adults.

A+ Emergency Response/Action Plan 

All A+ Programs are located on Department of Education (DOE) Elementary School Sites. In the event of an emergency, DOE procedures and policies will be followed. Each program has an + A+ Emergency Response Plan binder that is customized to that school location and program. 

The A+ Program will follow the regular school procedures for closing school in case of emergencies such as flooded roads, heavy rains, earthquakes, breakdowns in utility services, etc. If school was closed earlier in the day before the start of the A+ Program, the A+ Program will also be closed. 

School administrators should notify Site Coordinators as soon as possible of school closings, to give Site Coordinators time to notify A+ staff.

If the emergency arises during A+ Program hours and the Principal or Vice Principal is not on the site, the Site Coordinator should contact the Principal, District Coordinator, and Complex Area Superintendent.

In the event of a site evacuation, children will be taken to a local emergency center. The location will be posted at the A+ site. Efforts will be made to contact the parent/legal guardian should evacuation be necessary. A+ staff will remain with the children until they are picked up by a parent/legal guardian or other authorized adults.

From time to time, different types of emergencies arise during the A+ Program hours. A+ Sites should reference A+ Emergency Response Action Plan binder for specific processes and procedures.

A+ sites are encouraged to use the plan to discuss and develop an Emergency Plan that is unique to each site and situation. The school Principal should be involved in the planning. A+ District Coordinators and Private Provider Directors may also assist the site coordinators.

The Principal of the school shall be informed whenever an emergency occurs, if he/she is present during the A+ Program hours.  He/She will assume the role of Administrator and the Site Coordinator shall be the assistant in charge of the program.

Transportation

Transportation to and from the A+ Program will not be provided as children are enrolled at their own school. Transportation arrangements are the parent/legal guardian’s responsibility. The parent/legal guardian must notify the A+ Program in advance of how children are to get home.

Proactive Student Behavior Policy

Self-management skills and positive social interactions among children and adults are encouraged and maximized. The A+ Program uses positive guidance methods including reminders, distraction, logical consequences and redirection. Self-management skills are taught according to the following guidelines:

• Consistent rules are clearly posted, stated, and enforced.
• Behavior expected of children is age appropriate and based on the developmental level. 
• A+ staff focus on developing relationships with students to build trust and connection.

In the event disciplinary actions do not result in the desired behavior, the child may be referred to the Site Coordinator. Parent conferences may be arranged where there are repeated offenses. If all efforts to control disruptive and/or abusive behavior are unsuccessful this may constitute grounds for termination from the program. For the success of the program, children must not be disruptive or abusive to themselves or to others. If necessary for the health and safety of the child or other participants in the program, Hawaii Administrative Rule Chapter 19 will prevail.

The parent/legal guardian of children who are guilty of vandalism, or the damaging of school property shall make restitution to the school.The parents or legal guardians of children who are guilty of vandalism or the damaging of school property shall make restitution to the school.  The Site Coordinator shall report any incidence of vandalism or negligence during A+ Program hours to the school principal for him or her to handle. If damages exceed $3,500, the matter is referred to the Complex Area Superintendent. The Principal or CAS responsible shall schedule the parent conference with advanced written notice to the parent mailed 15 days before conference and in the native language of the parent.

The Site Coordinator shall complete  Attachment D7: Discipline Report for any disciplinary action that necessitates A+ staff to call a parent conference, or that result in termination of a child from the A+ Program.  A copy is to be retained in the child’s A+ file.  Where disciplinary action results in a child’s termination from the program, copies should be forwarded to the Principal and District Coordinator. 

Behavior Management Procedures

The following procedures will be followed for behavior management. All A+ Discipline Reports will be discussed privately (in writing or verbally) with parents/guardians and a copy of each report will be kept in the student’s file.

1. In the event a child’s behavior is a repeated behavior and cannot be corrected by A+ program staff with a verbal warning or other form of behavior modification, a first incident report will be written to document and correct behavior. A copy of the report will be given to the parent/guardian the same day as the incident.
2. A second incident report will be written if the behavior is repeated by or new behavior problems occur with the same child. This report will follow the same process as the first incident. However, depending on the severity of the behavior the Site Coordinator could implement a one or two-day suspension from the A+ Program. No refund will be provided for suspended days. A copy of the report will be given to the parent/guardian the same day as the second incident.
3. A third incident report will be completed using the same process as the first two. A+ Program staff will write this report. Staff will provide this report to the parent/guardian. Behavior reports will be discussed privately with a parent/guardian by the Site Coordinator and school principal. Dismissal from a program can occur at this time. 
4. Immediate dismissal from the program can occur at any time given severe circumstances such as physical or verbal threats to another student or staff member. Refunds for missed days due to a discipline dismissal will not be granted.

TERMINATION FROM THE A+ PROGRAM

Termination from the program is determined by several factors. Each student’s circumstances are treated individually with respect to the reason for termination.  Students may be terminated from the program for the following reasons: 

1. failure to pay the monthly non-refundable fee (see A+ Program Fees section) or any outstanding fees (e.g., late payment fees, late pick-up fees, bad check fees, etc.) by the end of the month; 
2. chronic late pick-up (see late pick up policy). 
3. conduct which disrupts the program’s activities or jeopardizes the safety and welfare of the program’s staff or participants (see Behavior Management policy); or
4. the child is habitually truant 3 consecutive days or 5 days total.

Each A+ program follows the following termination process and procedures: 

• Prior to termination from the program, the Site Coordinator at the school site shall meet with student and parent/legal guardian of the student to apprise them of the problems and to afford them a reasonable time to take corrective action. 
• In an emergency situation, for health and safety reasons, a child may be immediately terminated from the program, and a follow-up meeting with the parent/legal guardian shall be offered.
• Parent/guardian receives written or verbal notification from the Site Coordinator of a student being terminated. 
• Termination from the A+ Program will apply to the remainder of the current school year. 
• Parent/guardians are able to reapply to the A+ Program in the new school year. 

PERSONAL ELECTRONICS POLICY

The personal electronics policy is determined individually by each school’s leadership in collaboration with the A+ Program. Rules regarding the use of electronics during the A+ program will be posted and shared with families at your site. For more information, please contact your Site Coordinator. Please remember the school will not be responsible for lost, misplaced, stolen or damaged cell phones smartphones or other personal electronics.

SAFETY AND SECURITY PROCEDURES

Procedures for reporting absences, staff follow-up on unreported absences, and daily sign-in and sign-out requirements are designed to maintain the safety and security for the children. Children will be accompanied by staff whenever movement from one area of the campus to another is necessary.

The staff is instructed to be aware of strangers. Strangers will be asked to leave the school premises if they have no legitimate reason for being there.