Letter of Understanding

Site Assistant

Letter of Understanding

2007-2008 School year

  • I have received an Adventure Club Site Assistant Handbook.
  • I am responsible for reading and following all the rules and guidelines displayed in the Adventure Club Site Assistant Handbook.
  • It is my responsibility to read in the handbook the policy regarding incentive pay.
  • I have also read my elementary school's handbook and will comply with their building and playground rules for consistency between the school and Adventure Club.
  • I will adhere to all licensing regulations and accreditation standards and requirements.
  • I need to be at my site in the morning from 6:45 a.m. - 8:30 a.m. and in the afternoon from 3:15 p.m. - 6:00 p.m. If I am running late or will be absent for any reason I will speak to my Site Facilitator in person or by phone to make him/her aware of the situation. I will not call the office or email in the event of my absence. I understand consistent lateness or absences will result in dismissal.
  • I understand that the MU and CPS schedules may differ.I understand, and will work days that MU is not in session but CPS is in session.This includes holidays and end of the semester breaks.
  • I will regularly check and respond to all Adventure Club emails.
  • I realize that I will be asked to work on Early Release Days from 1:00 p.m. - 6 p.m. I will not schedule meetings or appointments during that time.
  • During my employment, I will conduct myself in a professional manner, follow the dress codes, watch what I say and how I act in front of the children, and treat everyone (i.e. parents, children, school officials, staff, Site Facilitator and peers) with respect.
  • I am responsible for helping with set up, preparing and leading club/activities, and will help to clean up the areas of use.
  • I am responsible for working all my shifts. This means that if I am unable to find a sub I will inform my Site Facilitator of the situation three days before the shift needing coverage. If I miss a day due to illness, it is my responsibility to get a doctor's note. More than three absences without prior approval is a reason for dismissal.
  • I am required to work at least one morning shift unless other arrangements have been made prior to employment.
  • I understand that I will be evaluated at the end of each semester and I will be required to fill out evaluations as requested.
  • It is my responsibility to sign my timesheet every pay period (every two weeks). Failure to do so may result in my paycheck being delayed by two weeks.
  • I must complete at least 4 hours of training per semester. I will progressively obtain training throughout the semester and not wait until the last month of the semester to complete the four hours. Failure to complete required trainings will result in dismissal.
  • I must be certified in Adult and Child CPR/1stAid within three months of my start date. I will ensure that I maintain certification throughout my employment with Adventure Club. Failure to complete required trainings will result in dismissal.
  • In adherence to the state licensing laws, Adventure Club is required to conduct a background check.I will provide a copy of my social security card and complete a Family Registry form. If required I will provide an FBI fingerprint screening. Failure to do so may result in a class E misdemeanor with the state.
  • I will obtain a TB test (once a year) and a physical within two weeks of employment. I will renew my TB annually and provide Adventure Club with the results.
  • I am required to provide transcripts, evaluate the program, and fill out all necessary paperwork in order to comply with accreditation requirements.
  • I am responsible for assisting with the safety of each child in the program and will adhere to all guidelines stated in the "Site Protocol" section of the handbook and discussed below

Signing Children In Protocol

It is vital to follow these instructions regarding signing children in during the afternoon session

  • Sign children in as they enter.
  • Put the time and your initials.
  • If a child is missing, follow the "No Show to Afternoon Adventure Club Protocol".
  • If a child is at another activity, make a note of that. When the child does come (for example, comes after choir practice at 4:30), sign that child in at 4:30.
  • A list of children attending other after school activities such as choir, safety patrol, etc should be kept with the sign in sheets. An attendance waiver should be on file as well.
  • After you have signed in and located all the children, count the number of children you signed in.
  • Count the number of children present.
  • The number you signed in and the head count must match.
  • If it matches, write the number down on the sign in sheet under that date’s column. That is your starting point that you can use to head count throughout the afternoon.
  • If the number does NOT match, re-count the sign in sheet and the children present.
  • If it still does not match, you need to roll call to find the discrepancy.
  • Do not move to any other area until you figure out the discrepancy.

Head Counting Through the Morning & Afternoon

In both the morning and afternoon session, it is essential to head count periodically (typically every 15 minutes or when transitioning).

  • In addition to head counting and cross checking when the children first arrive in the afternoon, you must head count periodically in the mornings and in the afternoon as well.
  • These headcounts must match how many children you currently have in the program's care. Cross check it with the sign in sheets.
  • If children are in different areas, each area can count and get back to the person in the cafeteria, who can count on the sign in sheets to ensure the total numbers match.
  • If the numbers do not match, there is a problem.
  • Recount the sign in sheet and the children.
  • If need be, have them all come to a central location and roll call.
  • It is also important to head count in the morning. Head count several times during the morning hours and then again before dismissal.
  • If a child has left the morning session to attend another activity, remember to sign the child out with your initials and time.

Pick up Time

If an adult comes to pick up a child that you do not know or recognize, you MUST take the following steps.

  • Greet that person; find out the person's name.
  • Let them know you need to check the child's file to ensure he/she is on the approved list to pick up.
  • Request ID. Check the person's ID with the file to ensure he/she is on the approved list.
  • If the person is on the list, then say thanks, have a great night.
  • If the person has no ID or is not on the list, then you must call the parents.Let the parent know that "Bob" is here to pick up the child, but he is not on the list or does not have ID. Ask if they approve the pick up (can have the pick up person talk on the phone so the parent can verify that it is actually the correct person if no ID). Also ask if they would like us to add that person to the approved list.
  • If you cannot reach a parent at all the phone numbers, let that pick up person know that you cannot approve him/her taking the child.
  • Continue to try to contact the parents, leave messages.

No Show to Afternoon Adventure Club Protocol

When a child does not show up to afternoon Adventure Club, you will need to follow certain steps in locating the child to ensure he/she is safe. THIS MUST OCCUR EVERY TIME A CHILD DOES NOT SHOW TO ADVENTURE CLUB.Unless you have a note or phone call from a parent excusing a child, you are liable.

  • Check his/her file or the area designated for parent notes/phone calls to see if the child was excused for that day.
  • Ask the office staff and/or check the office forms to see if that child was absent or signed out early.
  • NEVER TAKE A CHILD'S WORD, WHETHER IT'S THE CHILD THAT YOU ARE LOOKING FOR OR A CHILD WHO SAYS THE MISSING CHILD WAS PICKED UP BY A PARENT. You must follow up with a teacher, office staff or parent.
  • If possible, check with the child's teacher to see if he/she has information. If the teacher says the child went home on the bus or with someone other than the parent, ask if a note was sent from the parent or a phone call made to verify where the child is to be. If not, pull the child off the bus or pick up line, make a phone call to the parent to see what the deal is.The child must not ride bus or leave with someone unless parent has given a note or a phone giving permission. If the child has already left, you must call the parent immediately.
  • Check with other after school activities to see if that child is participating in any of them.
  • You will want to check with the buses to make sure the child did not accidentally board the bus.
  • If all of these have failed, you will need to call the parents.
  • If a child were to call you from another place, for example, saying they walked home to grandmothers or to their home, you must call the parent to confirm that it was okay with them.
  • If you are unable to reach parents, try emergency contacts to find out where the parents are.
  • Let the principal know of the situation.
  • If you have exhausted all avenues of locating the child or by 4:30 p.m. you have not been able to reach anyone with any information (which ever happens first), call the Assistant Director (or Part-time Site Facilitator Mentor for the part-time sites) or the Director or Program Coordinator if the Assistant Director is unavailable. Then call the police's non-emergency number.Let them know that you are a child care provider at ______ School and that a child did not show up. You have contacted the school office, teacher, and have not been able to reach the parents. You are not sure where the child is and you need their assistance.Keep in contact with the Adventure Club administrative staff and the principal.
  • If you have a situation you are unsure of what to do, ask the Site Facilitator or call the Assistant Director, Program Coordinator, Part-time Site Facilitator Mentor, or Director.
  • Staff and parent must fill out an Absent Without Notification form. The parent and the staff will need to sign and date it. Document the details of tracking the child down. Note who you spoke to and called. If it gets to the point of having to call the police, the parents need to know that their enrollment with Adventure Club will be evaluated, as this is very serious.
  • Every time a parent does not give notification of an absence you need to document the incident.
  • Paperwork needs to be turned in to the administrative office.
  • It is not just okay for parents to call the school's office regarding absences.Parents must call Adventure Club as well.

I have read, understand and will adhere to the above expectations during my employment with Adventure Club. Failure to do so may result in suspension or termination.

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Staff Name Printed                                     Site Location

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Staff Signature                                                   Date