Policies and Procedures

Section 1 - Administration

Accounts Receivable

Policy:

All accounts 30 days overdue, will receive the first notice regarding accounts receivable and subsequent notices until accounts are paid in full.
A $15.00 late fee will be charged to all accounts that are 30 days overdue. Even if alternate payment arrangements have been made with the Director, the $15.00 late fee will still be in effect.
Payment arrangements, consisting of dates and amounts, will need to be signed by both the Director and the parent or guardian.

Procedure:

If an account is 90 days past due and no payment arrangements have been made; a final letter of payment will be sent out. This account will then be sent to collections with Board approval

If the account is one month overdue, childcare will not be provided until the account is paid in full. If payment arrangements have been made with the Director and are being accurately followed, then care may resume.

If the signed payment arrangements are not being followed, this will result in immediate termination of care until payments are paid in full. Upon discretion of the Director, the parent or guardian will be put on a prepaid list for any further care required.

Board of Director Training

Policy:

Casper’s Board Members are required to attend and complete official Board Training within 6 months of stepping onto the Board of Directors. Board members should always strive to obtain and continue their knowledge about sitting on a Board of Directors.

Procedure:

Board training is offered free by the Saskatchewan Ministry of Education where online and in-person trainings must be completed by all Board Members.

New Board Members will be provided the free online Board training modules.
Casper’s Board of Directors will have their Early Learning and Child Care Consultant come into the centre to facilitate in-person Board training and Employer training every year.
For best practice, online and in-person training will be held after the Annual General Meeting (AGM) and in the month of January annually.
Casper’s Board of Directors are not required to travel to attend the in-person board training.

Board Orientation:

Board Members will receive a New Board of Director’s Checklist & Welcome Bundle with additional information and resources.
Board Member’s will receive orientation on elected officer duties and responsibilities (President, Vice President, Treasurer, and Secretary).

Budget

Policy:

The Treasurer shall prepare an annual operating budget with expenditures/month as explicit as possible.

Procedure:

The Board will approve the budget.

Bylaws

Policy:

Casper’s Early Learning Co-operative Centre will act accordingly with the Co-operative Act and the Bylaws of Casper’s Early Learning Co-operative Centre.

Procedure:

Bylaws will be reviewed annually by the Board of Directors.
Bylaws can only be changed at the Annual General Meeting.
Best practice is to give notice of proposed changes along with the meeting notice.

Donations

Policy:

Donations of money, equipment, food, ECT. will be accepted, subject to the approval of the Supervisor, with written notes to thank the donor.

Procedure:

Home prepared food items, eggs, meat, and fish will not be accepted – as per Sanitation Code.

Donations of fresh fruits and vegetables may be accepted for use by the centre.

All donated fruits & vegetables must be cleaned thoroughly before use.

Acceptance of donations of food will depend on the requirements, storage facilities, and quality of the donations.

Equipment - Capital

Policy:

Casper’s Early Learning Co-operative Centre will supply and maintain necessary/required equipment for the efficient operation of the Centre.

Procedure:

The Board must approve items over $300.00

The Director, with consultation of the Treasurer will price out and purchase necessary capital equipment.

Ethics - Confidentiality

Policy:

Early Childhood Educators promote the health and well-being of all children.
Early Childhood Educators enable children to participate to their full potential in environments carefully planned to serve individual needs and to facilitate the child’s progress in the social, emotional, physical and cognitive areas of development.
Early Childhood Educators demonstrate caring for all children in all aspects of their practice.
Early Childhood Educators work in partnership with parents, recognizing that parents have primary responsibility for the care of their children, valuing their commitment to their children and supporting them in meeting their responsibilities to their children.
Early Childhood Educators work in partnership with colleagues and other service providers in the community to support the well-being of children and their families.
Early Childhood Educators work in ways that enhance human dignity in trusting, caring and cooperative relationships that respect the worth and uniqueness of the individual.
Early Childhood Educators pursue, on an ongoing basis, the knowledge, skills and self-awareness needed to be professionally competent.
Early Childhood Educators demonstrate integrity in all their professional relationships.

Procedure:

Director will ensure all Staff follows the Code of Ethics.

Fees

Policy:

Fees are charged according to the amount set by the Board and are payable on an once/month basis. The fee schedule shall be the same for all parents whether they are in receipt of subsidy or not in receipt of subsidy. (CCA 24)
If an account is 90 days past due and no payment arrangements have been made, the account will then be sent to collections with Board approval.
A $15.00 late fee will be charged to all accounts that are 30 days overdue. Even if alternate payment arrangements have been made with the Director, the $15.00 late fee will still be in effect.
All accounts 30 days overdue, will receive the first notice regarding accounts receivable and subsequent notices until accounts are paid in full.
Payment arrangements, consisting of dates and amounts, will need to be signed by both the Director and the parent or guardian.
Parents are required to pay 25% of their full fee while they are in the process of applying/re-applying for subsidy or subsidy is on hold. Once the centre receives payment from Subsidy, parent fees will be adjusted accordingly.
Parents are required to provide the centre with their childcare schedule including the dates and times care is needed one week before the last day of the previous month. For each day a childcare schedule/calendar is late a $5.00/day penalty fee will be charged.
Parents are required to call by 8:00 a.m. to cancel children out of care for the day or they will be charged for that day.
There will be a $25 charge on all NSF cheques.
A penalty fee of $40.00 will be charged every time a child/children are brought to and/or picked up from the Centre 15 minutes outside times specified in the submitted childcare schedule.

There will be a $1.00 late fee per child for every minute child/ren are in the building after 6:00 p.m. according to the time on the iPads used for sign in and sign out.
All Parents must provide a Social Insurance Number or they will be required to pay their childcare fees in advance.
There will be a penalty fee of $40 for each day that a child is scheduled in and does not show up without any form of communication from the parents

Procedure:

Cheques are to be made payable to “Casper’s Early Learning Co-operative Centre”.

Parents will be billed at the end of the month.

If the account is one month overdue, childcare will not be provided until the account is paid in full. If payment arrangements have been made with the Director and are being accurately followed, then care may resume.

If the signed payment arrangements are not being followed, this will result in immediate termination of care until payments are paid in full. Upon discretion of the Director, the parent or guardian will be put on a prepaid list for any further care required.

If an account is 90 days past due and no payment arrangements have been made; a final letter of payment will be sent out. This account will then be sent to collections with Board approval

The director will present all overdue accounts to the board. The board will approve sending overdue accounts to a collection agent.

Parents will be asked to pay the ECE who stayed late the late pick-up fee.

If Parents do not call by 8:00 a.m. they will be charged for the contacted hours for that day indicated on the agreement for childcare services or the submitted calendar for that month.

If a child is dropped off later than the time specified in the care schedule you will not be charged the $40.00 penalty.

If a child is picked up earlier than the time specified in the care schedule you will not be charged the $40.00 penalty.

If a child is dropped off more than 15 minutes earlier than the time specified in the care schedule you will be charged the $40.00 penalty.

If a child is picked up more than 15 minutes later than the time specified in the care schedule you will be charged the $40.00 penalty.

Children may be turned away from the centre if they arrive outside of the times specified in the submitted childcare schedule until enough staff are present to meet regulated staff/child ratios.

If parents do not book out their child that is scheduled and they do not show up for the day, they will be charged a penalty fee of $40 for not showing up for their scheduled day.

Fundraising

Policy:

At Caspers, fundraising is an essential part of our community efforts to enhance programs, improve facilities, and provide enriching experiences for the children in our care. This policy outlines expectations for fundraising participation and provides an opt-out option for families. The Board will appoint a committee and reach out to parents, staff, and/or community members. Parent participation is an essential part of running our daycare. Fundraising events will be held throughout the year to help with the daycare’s operational development. Participation in the fundraising is expected of all families attending the daycare. Non-participation will result in a $200 fee.

Procedure:

Families are encouraged to participate in daycare fundraising events and activities throughout the year. These initiatives help keep childcare costs manageable and support special projects, equipment, and resources that benefit all children.
We understand that some families may prefer not to participate in fundraising activities. In such cases, families may choose to opt out by contributing a one-time payment of $200 per year. This contribution helps ensure that our fundraising goals are met and that all children continue to benefit from the centres programs and improvements.
The fundraising committee will bring ideas to the Board for approval. After approved, the committee will oversee the fundraiser.

Expectations & Guidelines

Families who choose to participate in fundraising are expected to contribute their time, effort, or resources to support events and initiatives.
Families who wish to opt out must notify the daycare administration in writing and submit their $200 contribution by January 1st. If parents do not do pay $200 fee will be added to their bill.
All funds raised through fundraising efforts or opt-out contributions will be allocated to initiatives that directly benefit the children and daycare environment.
The daycare administration will provide regular updates on fundraising goals, events, and how funds are utilized.

Acknowledgment & Agreement
All families will be required to review and acknowledge this policy upon enrollment and annually thereafter. By choosing to participate in fundraising or making the opt-out contribution, families play a vital role in maintaining a high-quality learning environment for all children.

With any questions or further information regarding fundraising efforts, please contact the Fundraising Committee.

Thank you for your support and commitment to our daycare community!

Gifts for Staff and Children

Policy:

Every time a child registered at Casper’s or a staff on payroll is hospitalized for more than 3 days, a gift up to $50.00 will be sent to them. Also, anytime there is a death of an immediate family member of a staff on payroll or of a child registered at Casper’s, a gift of $50.00 and card will be sent to the family.

Procedure:

The director will purchase and confirm delivery of the gift.

Harassment

Policy:

Harassment of Employees will not be tolerated. The Occupational Health and Safety Act, 1996 requires all employers to ensure that their workers are not exposed to harassment at their place of employment.

The definition of Harassment according to the NESD’s Administrative Procedures Manual is:
- a. Personal harassment is any objectionable behaviour, comment, or display by a person that:
  - i. is directed at another employee, student or volunteer
  - ii. is based on, but not limited to race, creed, gender, physical appearance, age, sexual orientation, marital status, family status or disability. Examples of such harassment may include unwanted physical contact, inappropriate jokes or teasing, display of derogatory materials, or conduct which may reasonably cause hurt, humiliation, or awkwardness so as to negatively affect an individual’s well-being, work relationships, or job performance
  - iii. Constitutes a threat to the health or safety of the worker
- b. In addition, under Harassment we believe that the concept of bullying needs to be addressed. The North East School Division defines bullying as a situation where one or several individuals persistently over a period of time perceive themselves to be on the receiving end of negative actions from one or several persons, in a situation where the target of bullying has difficulty in defending him or herself against these actions.
- c. Reasonable supervisory practices towards employees and students are not to be construed as personal harassment.

Procedure:

If a written warning is issued and not followed, the person will not be allowed in the building or to have contact with staff or parents who are victims of the harassment

Any harassment issues will be brought to the attention of the Director. The Director will attend to the matter in the appropriate manner.

The director will follow disciplinary procedures for all forms of harassment. Verbal and written warnings will be issued and signed

Hours of Operations and Statutory Holidays

Policy:

Casper’s hours of operation are from 6:15 a.m. to 6:00 p.m., Monday through Friday
Casper’s is closed on weekends and statutory holidays.
Staff will be supplied with statutory holidays according to the Saskatchewan Employment Standards Act

The Board will consider extended hours at Casper’s if the need arises

Procedure:

Hours of operation (6:15am to 6:00pm) will be always staffed where staff to child ratios are met throughout the day. There will always be one director, assistant director, or team lead/supervisor during daily hours of operation.
If a family requests extended hours of care, the family must provide a request in writing to the director, and the Board of Directors will assess if it will be financially feasible. Examples of potential extended hours of care:

Opening the centre earlier than 6:15am if there is a community/family need
Extending hours passed 6:00pm for harvest season

In case of short staff - If no children are scheduled for 6:15am, we will open at 7 am – if you are needing time changes, please give us one or two days’ notice and we will open for you at 6:15am.

Statutory Holidays

Staff will be supplied with Statutory holidays according to the Saskatchewan Employment Act.
The following days are considered Statutory Holidays for which staff receive paid regular salary without being required to work.

New Year’s Day
Family Day
Good Friday
Victoria Day
Canada Day
Saskatchewan Day
Labour Day
Thanksgiving Day
Remembrance Day
Christmas Day
Boxing Day

Where a statutory holiday falls within the work week or falls on a day which the centre is scheduled to be closed, the employee’s work week is reduced by day. Take home pay is not reduced. If the statutory holiday falls on a weekend, the centre will be closed on the prior Friday or the following Monday in accordance with other local businesses.

December hours:

The centre is closed at 4pm on the following two dates:

Christmas Eve (December 24th)
New Year's Eve (December 31st)

If there are minimal families booked in over the Christmas Holiday Break Days, The Board of Directors and Director may ask families to book out children due to finical feasibility.

Incident Reporting

POLICY:

This policy was created to ensure appropriate action is taken in cases of incidents that do not fall under an unusual occurrence or requires medical attention at the Centre. The following incidents must be reported:

A child purposefully damaging Centre property, other children’s or staff’s belongings.
A child involved in a potential hazard or incident that could have resulted in injury (i.e. unsteady furniture, inappropriate use of scissors, uneven flooring).
A child’s behavior that does not constitute as an unusual occurrence (locking themselves in a bathroom, forms of non-physical bullying, verbal abuse, concerning repetitive behaviours, etc.).
A child experiencing extreme emotional distress or discomfort (display anxiety, panic attack, etc.) or a concerning “melt-down” that does not require medical attention.
A child’s reoccurring aggressive behaviours towards other children and/or staff (biting, hitting, kicking, punching, pulling hair, throwing items, causing minor to severe injuries etc.).
An incident where a child was fed a known food allergen at the Centre that did not require medical attention.

PROCEDURE:
If a child(ren) attending the Centre is/are involved in any of the above incidents, but not limited to, the Centre will do the following:

Staff must complete an ‘Incident Report Form’ as the incident(s) occur.
The Staff member that witnessed the incident, the Parent/Guardian, and the Director/ Assistant Director (or ECE Room Supervisor/Team Lead in the absents of a director) must all sign incident reports the same day the incident occurs.
If the parent/guardian has someone else pick up the child(ren) that day, the pickup person must be notified of the incident, and the parent/guardian must sign the incident report the next day or as soon as possible.
Depending on the severity or frequency of the incident(s), the Director/or Assistant Director will contact the parents/guardians the day of the incident occurred and when appropriate will document and track behaviours in the “Behaviour of Concern” App.
If the Director is not at the Centre to sign the document, the Assistant Director can sign in their place. The Director should be notified of the incident as soon as they have returned to the Centre.
If the incident was a near miss (a child in a situation that could have resulted in an injury) Casper’s OH&S Committee will assess the situation, discuss appropriate recommendations for environmental changes, and provide this information to the Board.
All Incident Reports will be placed in children’s records.

Aggressive Behaviours:

The staff member who witnessed the aggressive behavior will document the behaviour by completing an ‘Incident Report’ and document in the “Behaviour of Concern” App.
The documentation must include information about the circumstance around the behavior, time and place. This will help determine patterns or reasons behind a specific behavior.
Staff will determine the reasons behind the aggressive behavior to determine the type of child guidance techniques to use.
Staff will stay updated on acceptable age/developmentally appropriate child guidance that is within the scope of the Centre
If Casper’s Early Learning Co-operative Centre is not able to provide the care needed for a child, the Director will meet with the parents/guardians to discuss the situation, documentation of incidents/Behaviour of Concern App tracking, and offer a referral for the child to a specialist. The specialist will guide staff on how to best care for this child.
If the parent/guardian does not agree with the referral or does not co-operate with the staff and specialist, the parent/guardian will be informed that Casper’s Early Learning Co-operative Centre cannot provide the care needed for this child (see ‘Termination of Enrollment’ policy).

*Developmentally appropriate reasons for children to express aggressive behavior:

Hungry
Do not have words yet to express feelings
Tired
Illness
Teething
Not feeling safe or secure in their environment

Biting:

Staff are to follow the Aggressive Behavior Procedure above.
Procedure if the Skin is Broken:
- Notify parents/guardians of the child with bite(s) wounds
- Staff will inform the parents/guardians that they can pick up their child for medical attention, if they feel it is needed to do right away. Staff will offer to send pictures to parents/guardians in a private message (i.e. Lillio App, cell phone, email).
- The Director/or Assistant Director will notify Public Health and complete the “Bite Incident in a Child Care Facility Notification Form to Public Health.”
- If the child with a bite wound remains at Casper’s, staff will complete a ‘Minor Injury Report’
- If the child with a bite wound is taken for medical attention, the Director will fill out an ‘Severe Injury/Unusual Occurrence Report.’
- The child who did the act of biting, staff will complete an ‘Incident Report’ and track behaviour on the “Behaviour of Concern” App for that child.

See ‘Biting in Child Care Settings Info Sheet’ (Saskatchewan Health Authority, 2024) in the appendix for further information on children biting and child bites.

Inspections

Policy:

Public Health, the Childcare Consultant and the Fire Commissioner inspect the Day Care annually.

Procedure:

All reports will be kept by the Director and shown to the Board.

Insurance

Policy:

Board insurance
Director and officer insurance
Content insurance
Sewer back up, liability and building

Procedure:

The Director will make sure insurance bills are paid on time every year.

Every year the Board will look at and compare insurance costs.

Maintenance - General

Policy:

General maintenance shall be completed according to need and availability of funds.
A tool kit will be kept on hand at the centre (hammer, screwdrivers, plunger…)

Procedure:

The Board must approve items that cost over $300.00
The Director will update the Board on maintenance that is required.
The Director, with consultation of the Treasurer, will price out general maintenance items required.

A supply of light bulbs and other minor maintenance items will be kept on hand.

Manuals

Policy:

The following list of Manuals shall be the reference manuals for the Day Care.

Board Manual
Child Care Act
Child Care Regulations
Handbook for Co-operatives (Bylaws)
Human Rights Code
Infection Control Manual
Occupational Health and Safety
Policy and Procedure Manual
Sanitation Code
Workers Compensation Manual

Procedure:

All manuals must be available at the Centre.

Membership

Policy:

Anyone can apply for a membership to Casper’s Early Learning Co-operative Centre
Parents of children enrolled in Casper’s Early Learning Co-operative Centre are encouraged to become members of the Co-operative.

Procedure:

A membership application must be filled out and submitted to the Board of Directors. The Board of Directors will approve the memberships at board meetings.

The Director is responsible for notifying the approved/disapproved member with written notification. The written notification will include the approved members number.

Staff members cannot purchase memberships or have the privilege to vote at the Annual General Meeting unless they have a child enrolled in the Centre

Mission Statement

POLICY:

Casper’s Mission Statement

We believe that children learn through play!
Our goal is to provide an environment that encourages learning and growth.
The daily learning centres will be enriched with activities to stimulate social, physical, intellectual, creative and emotional development.
We want all children to feel safe and comfortable in our care.
We will help build each child’s self-esteem by providing developmentally appropriate activities to meet their individual needs.

PROCEDURE:

All decisions made by the Board of Directors, Director, and Staff will be based on the above Mission Statement.
Casper’s will operate with this statement in mind at all times.
Casper’s goal is that each day when parents drop their children off into our care that their day is made better knowing that their children are in a safe and caring environment.

Organization Chart

INTENT:

The purpose of this policy is to establish an overview of the overall functioning of the Casper’s Early Learning Co-operative Centre. Casper’s recognizes the importance of establishing an organizational framework to support effective and efficient operations of the Centre. The Organizational Chart for Casper’s is as follows:

Government Legislation (Early Learning Consultant)
Board of Directors
Director
Assistant Director
Room Supervisor/Team Lead
- Early Childhood Educators
- Part Time Childcare Providers
- Cook & Cleaner
- Casual/Relief /Part Time Workers
- Contractors

*For a visual please see the appendix for an Organizational Chart.

This policy applies to the following Team Members:

Casper’s Staff
Parents/Guardians
Memberships
Volunteers
Board of Directors

POLICY:

Organizational Framework

Ministry of Education, Early Childhood Learning Branch:
- This branch of the Ministry of Education governs the operations of Casper’s through the Child Care Act (2014), Child Care Regulations (2015), Child Care Licensee Manual (2015), and Ministry Directives.
Board of Directors:
- Is the governing body appointed to oversee the activities and strategic direction of Casper’s.
- The Board of Directors shall consist of a minimum of 5, to a maximum of 12 Directors.
- A minimum of 51 percent of Board Members Must be a parent/guardian of a presently enrolled child(ren) at Casper’s or had enrolled child(ren) at Casper’s within the past 12 months.
- Remaining Board Member spots may be filled with individuals from the community.
- The primary responsibilities of the board include setting Casper’s mission, vision, and strategic goals, providing oversight and governance, hiring and evaluation of the Director, fostering financial sustainability, representing stakeholders, and providing strategic guidance and support.
Director:
- Responsible for the day-to-day management and operations of Casper’s Early Learning Co-operative Centre.
- Duties include overseeing staff, financial accountability, development and implementation of learning plans and programs, parent/guardian management, marketing, risk management, strategic planning, and ensuring compliance with ministry objectives and regulations.
Assistant Director:
- Assists Casper’s Director in daily operations, staff management, learning plans and program development, financial tasks, parent/guardian communication, marketing, risk management evaluations, and strategic planning insight.
Room Supervisor/Team Leads:
- The Room Supervisor/Team Lead is an Early Childhood Educator that plays a crucial role in creating a safe, nurturing, and stimulating environment where children can develop wholistically, physically, emotionally, intellectually, socially, and creatively.
- There is at least one Room Supervisor/Team Lead in each room of the Centre (i.e. infant, toddler, preschool, or school-age rooms).
- Responsible for reporting to the Director/Assistant Director, the Room Leader ensures proper ratios, compliance with regulations, and the smooth daily operation of all childcare rooms.
Early Childhood Educators (ECE)/Childcare Providers:
- Responsible for planning and implementing age-appropriate childcare activities and programming, familiarizing themselves with each child’s individual requirements, completing paperwork as required, maintaining open communication with the management team, other staff members and parents/guardians and all other duties outlined in the job description.
  - Early Childhood Educators: Levels 1, 2 and/or 3 completed education
  - Childcare Providers: Employees with no completed early childhood education
Cook:
- Responsible for following Canada’s Food Guide and Public Health guidelines while planning, sourcing, securing, preparing, serving, and cleaning up after all snacks/meals, and all other duties outlined in the job description.
Cleaner:
- Cleaner in childcare facilities play a crucial role in maintaining a clean, safe, and hygienic environment for children and staff. Their duties typically include cleaning, sanitizing, floor maintenance, waste removal, stocking supplies, minor repairs, disinfecting toys etc.
- Responsible to be compliant with Centre standards and following health and safety protocols to ensure a secure, clean, and safe environment conducive to children’s growth and development.
Causal/Relief/Part time workers:
- Responsible for filling in for the cleaner, cook, or Early Childhood Educators when needed.
Highschool Workers:
- Highschool individuals must be at least 16 years of age.
- Responsible for tasks that help with the ECE’s and Janitor when needed.
- 18 to be considered as an independent childcare provider.
Summer Students:
- Summer students are employed between the months of April to August as fulltime relief for early childhood educators.
Contractors:
- Responsible for the duties and responsibilities outlined in their contracts, job descriptions and/or quotes they have been hired to complete (i.e., Bookkeeping, consultant, general contractor, plumber, etc.).

Services

Childcare Services:

Casper’s has 41 licensed spots that provides full-time, part-time, and casual childcare services for infants, toddlers, preschoolers, and school-aged children at one location. There are a few childcare spaces that are deemed flexible, which gives Casper’s the ability to move children in extenuating circumstances.
*Please see ‘Enrolment & Waitlist Policy’ for additional information.

Age Groups:

Infants: 6 weeks to 18 months of age (1.5 years)
Toddlers: 18 months (1.5 years) to 30 months (2.5 years) of age
Pre-schoolers: 30 months (2.5 years) to 5 years of age
School-aged children: 6 years of age to 12 years of age

Supervision:

Childcare supervision requirements for children will follow the ‘Child Care Licensee Manual, Section 52 Supervision at Centres; The current staff-to-child ratios for when children are awake are as follows:

1:3 in the case of infants
1:5 in the case of toddlers
1:10 in the case of preschoolers
1:15 in the case of school-age children

The staff-to-child ratio that applies to a group of children containing more than one age category is 1:15, where one infant is equivalent to five children, one toddler is equivalent to three children, one preschooler is equivalent to 1.5 children and one school-age child is one child.
Children with diverse needs will be taken into consideration when determining supervision ratios and staff hired as one-on-one (inclusion supports) will not be counted in staff-to-child ratios when the child with diverse needs is in attendance.
Staff-to-child ratios are reduced by half during naptime, provided that one staff member is present in the same room with the children, see all supervision policies for additional details.

* Please see all related Policies for further detailed information.

Location:

1 Main Street, Carrot River, SK S0E 0L0
This centre accommodates 41 children from 6 weeks to 12 years of age.
The after-school program operates before/after school, during school breaks and summer holiday (as per the North East School Division calendar).
Additional operational days may be available at an additional expense.

*Please see ‘ for additional details.

*Please see’ , for additional information.

Early Childhood Education:

Our curriculum focuses on promoting the physical, cognitive, social, and emotional development of children through age-appropriate activities and learning experiences.

Nutritious Meals:

Nutritious meals and snacks are provided daily, following guidelines for balanced nutrition (Canada’s Food Guide) and accommodating dietary restrictions and preferences when possible.
*Please see ‘Nutrition Policy’ for additional information.

Enrichment Programs:

We offer enrichment programs such as music, art, and physical education to enhance children's learning and creativity.

Parent Communication:

Casper’s maintains open communication with parents through daily updates via Lillio (Formerly, HiMama), in-person meetings with staff/management as requested, and monthly newsletters to keep parents/guardians informed about past and upcoming events.
*Please see ‘Line of Communication and Access to the Board Policy’ for additional information.

Safety and Security:

The safety and security of children is our top priority. We implement strict safety protocols, conduct regular safety drills, and ensure that all staff members are trained in emergency procedures.

Roles and Responsibilities

Team Members:
- Parents/ guardians and volunteers are encouraged to be familiar with all Casper’s policies and procedures pertaining to their responsibilities and communicate any needs to the Director to follow up on.
  *Please see ‘Parents Responsibilities/Parent Handbook & Volunteers Policy’ for additional information.
- All staff members and contractors are responsible for fulfilling the duties of their position as outlined by their job descriptions and/or contracts.
Director:
- Responsible for fulfilling the duties of their position as outlined in their job description or directed by the Board of Directors.
- Understand, train, educate, and enforce this policy to team members
Assistant Director:
- Responsible for fulfilling the duties of their position as outlined in their job description or directed by the Director/ Board of Directors.
- Assist the Director with follow-up concerns brought forward related to this policy.

Petty Cash

Policy:

There shall be a $200.00 float provided for the use of Casper’s Early Learning Co-operative Centre.

Procedure:

The Director will have access to $200.00 for emergency purposes.

The Director must have receipts for items purchased with petty cash.

Quality Assurance, Risk Management and CQI

Policy:

E.C.E.R.S.R 3

Procedure:

The Early Childhood Environment Rate Scale will be used to ensure safety.
The Director, Staff and Board will continually strive to improve on the childcare centre’s rating.

Signing Authority

Policy:

Three people will have signing authority. Dual signing authority for cheques.

Procedure:

The Director and Treasurer must have signing authority. The third person must be a board member that uses the Centre on a regular basis.

Smoking, Vaping, & Chewing Tabaco

Policy:

Smoking, Vaping, and chewing tobacco is not permitted on the childcare centre’s property at any time.
Staff are not permitted to smoke, Vape, or chew tobacco where children can see them.

Procedure:

If children can see staff members smoking, vaping, or chewing tobacco; these staff will be asked to move out of the child’s view.

Staff who smoke, vape, or chew tobacco must consume said products away from the children’s view.

Subsidy

Policy:

Casper’s Early Learning Co-operative Centre is government subsidized.

Procedure:

It is the responsibility of the parent to apply and reapply for the Government Subsidy from Saskatchewan Social Services. The required forms are available from the Director.

With the parent’s permission, the Director or Assistant Director can submit forms for the family

Tenders

Policy:

All work/equipment over $300.00 shall be tendered, with the lowest tender not necessarily accepted.

Procedure:

The Director will be required to collect the tenders and the Board will make the final decision.

Volunteers

Policy:

A childcare worker must be present when a volunteer is in attendance with the children (CCA 39)

Procedure:

All volunteers, except parent volunteers, must have a Criminal Record check completed before volunteering.

Wages

Policy:

The Board must approve wages
Referral Bonus Program – Based on the workforce enhancement grant

Procedure:

Wages will be reassessed yearly before annual general meetings and bonuses will be paid based on assessment & availability of funds.

Referral Bonus Program – Any current employee that makes a referral to the hiring committee at Casper’s Early Learning Cooperative Centre for an individual to the Centre and that individual meets the criteria for the position being applied for and passes the probationary period. The referring employee (only if still actively employed at Casper’s) will receive a $200 bonus.

Access to the Board of Directors

Policy:

Complaints or problems that cannot be resolved with the Director or Assistant Director will be directed to the Board.

Procedure:

The process of communication will be followed as outlined in the ‘Line of Communication’ Policy:

Parent complaints or concerns should be discussed directly with the staff member involved.
f they are not satisfied with the outcome of that discussion, they should bring their concern to the Assistant Director/Director so it can be addressed.
If an understanding still cannot be reached, then the parent concern should be brought in writing to the Board for discussion. The Board email will be administered by the Secretary and accessed by the President and Vice President.

Board Members Consist of:

President/Chair
Vice President/Vice Chair
Secretary
Treasurer
Members at Large

Where to find out who the Board Members are:

Casper’s website
Posted at Casper’s Daycare

Board of Directors Email:

Board of Directors email: Caspers.Board@outlook.com
Email account is monitored by the Board’s President, Vice President, and Secretary

Termination of Enrolment

POLICY:

As per the Child Care Regulations (2015) Casper’s Early Learning Co-operative Centre must enter into a written agreement with the parent/guardian(s) of the child(ren) receiving childcare services from Casper’s. This written agreement, along with Casper’s policies, procedures, and parent handbook outlines the childcare services provided, and will be updated as changes occur (i.e., change in childcare fees or hours of care). This policy outlines the circumstances that Casper’s may encounter which could lead to the suspension or termination of childcare services and childcare agreement. Casper’s only considers suspension or termination of childcare services after all reasonable efforts have been explored to rectify the area of concern at hand.

Casper’s Maintains the Following Principles:

Casper’s is committed to creating and maintaining a safe, respectful, and positive learning environment for all team members in support of Casper’s vision, mission, and values.
All Team Members (Casper’s, Staff, Directors, Parents/Guardians, the Board etc.) will ensure that they are informed regarding current safety policies and procedures, along with developmentally appropriate behaviours in children’s age groups.
Casper’s will collaboratively work with staff members, parents/guardians, children, and directors to address any areas of concern and develop a plan to provide the best learning environment to provide high-quality childcare services.
Casper’s will provide consistent, transparent, and appropriate communication that will maintain privacy and confidentiality.

PROCEDURES:
Casper’s does not consider suspensions or terminations lightly and will only do so once all other resources/solutions have been explored.

Enrollment and Casper’s Trial Period:

Parents/guardians must complete Casper’s child enrollment orientation process prior to childcare services being offered to their child(ren).
After a child is successfully enrolled, their start date will be confirmed and noted on the ‘Agreement for Childcare Services’.
Occasionally, a child may experience some challenges adapting to Casper’s Centre setting or abiding by the Centre’s expectations or rules of behaviour.
The first 30 days after the initial start date at the Centre is considered a “trial period.” This trial period will provide a good indication if a child is a good fit or not for the Centre. Childcare services may be terminated by either Casper’s or the parent/guardian(s) during this trial period without advance notice.
After the trial period has passed, childcare services may be terminated by the parent/ guardian(s) only by providing the other party with 30 days advance written notice. If the parent/guardian(s) fails to provide 30 days advance written notice, the parent/guardian(s) agree to pay the regular scheduled fees for the month immediately after such notice was required (i.e., written notice was provided to Casper’s on the 15th of any month, the parent /guardian would be responsible for the childcare fee for the entire following month).
Casper’s retains the right to terminate childcare services effective immediately without notice (with no reimbursement) at the discretion of the Board of Directors.

Reasons for Termination of Childcare Services:

Casper’s will consider termination of childcare services outside of the trial period if there is a contractual, policy, procedure, or guideline infraction, such as:

Late Payment: If childcare fees are not paid on time and/or are routinely late, please refer to the ‘Fee Structure Policy’ (this will outline when payments are due, when late fees are issued, and it will set a limit as to how many times payments will be received late). The Centre cannot sustain itself without a consistent revenue stream.
Late Pick-ups: Continual disregard for Casper’s hours of operations and repeat offences.
Continuous Violation of Policies, Procedures, & Parent Handbook: It is important for parents/ guardians to recognize that the Centre's policies and procedures are in place for a reason. Usually, they are to either stay in compliance with licensing mandates or are specific to the needs of the Centre. The Centre will not entertain constant requests to provide services outside of these rules and if continually broken they have the right to terminate service (i.e., non-compliance in relation to the ‘Sick Child Policy’, ‘Fee Structure Policy’, etc.).
Parent/ Guardian Frustration: If a parent/guardian(s) behaviour is threatening or abusive to the other children, parent/guardians, or staff at the Centre. If a parent/guardian is disparaging the Centre and affecting its reputation/standing within the community.
Out of Scope of Care/ Taking Away from Other Children and Safety Concerns: If a child has additional needs that are out of the Centre’s scope of care and cannot be provided safely or consistently. If the child’s behaviours are destructive, uncontrollable, violent, or threatening to the other children or staff at the Centre. If the child is hampering the atmosphere and making it difficult for everyone else. It is the responsibility of the Centre to maintain the well-being of all the children and staff present.
Parents/ Guardians will not Provide for Child’s Needs: The child is not provided essential goods, services, or given the skills required to attend the Centre (age dependent). These essential areas include whole milk, formula, diapers/wipes, weather-dependent clothing, nail trimmings, preparing the child before they come into the Centre by ensuring they can take a bottle, nap independently, etc., (age dependent).

Other: Any other areas of concern brought forward that the Board of Directors determine is grounds for termination.

*All terminations related to any of the items above can be made effective immediately (with no reimbursement) and at the sole discretion of Casper’s Director and Board of Directors.

Termination Process:

This procedure sets the expected process for violating Casper’s written agreement, policies, guidelines and/or procedures for childcare services. Casper’s only considers suspension and/or termination of childcare services after all reasonable efforts have been explored to rectify the area of concern(s). After an area of concern is brought to the Director’s attention, they will review the information provided and determine if the area of concern falls within a circumstance that is governed by the ‘Termination of Enrollment Policy.’ If needed, the Director will investigate for additional details. In any circumstances that fall within the terms outlined in the ‘Termination of Enrollment Policy’, the following steps will be completed, with no undue delay:

Step 1: Communication

The Director will contact the parent/guardians and explain the standards of behaviour that are expected in relation to the area of concern.
If the behaviour or area of concern persists then the Director will contact the parent/guardians to schedule a one-on-one meeting and issue a verbal warning. Casper’s believes it is inappropriate to allow others to witness the communication related to an area of concern so all meetings will be held in private and scheduled in advance to provide an opportunity for the parent/guardians to reflect and prepare. The verbal warning will be given in private and will address the area of concern including the possible outcome if the area of concern is not corrected.
For any cases related to a child’s behaviour Casper’s will provide supporting documentation, including but not limited to:
- Incident Reports are used for any incidents a child may be involved in that does not fall under criteria for a minor injury report or serious injury/unusual occurrence report.
- Minor Injury Reports are used when there is a minor injury, which leads to a slight injury such as a scraped knee, bruise, cut, etc.
- ABC Reports are used when a serious incident or injury occurs from one child to another or staff. These are used to assist the Centre in determining if there is a destructive behavioural pattern that is occurring and needs to be addressed (i.e. biting/ hitting).
- Serious Injury/Unusual Occurrence Reports are used for major uncommon injuries, which usually require a trip to the hospital or a serious behaviour correction, such as large falls with perceived unknown head or internal injuries, allergy attack, anaphylaxis, inappropriate sexual or physical play (i.e. exposing genitals/private areas or touching another child’s genital or private areas, etc.).
- Other, such as staff feedback.
The parent/guardians is/are provided with the opportunity to discuss their perspective and provide any additional details. The Director will document and take notes of all discussions and meetings related to the area of concern and place this record in the child’s file. These notes will not be used for any other purpose than refreshing the Director’s memory or escalating the area of concern to the next step. The Director and parent/guardians will collaboratively discuss the area of concern and determine an appropriate path forward with all expectations outlined with a proposed timeline.

Step 2: Implementation

The Director will work with the parent/guardians and staff to implement any changes required and a timeline to address the area of concern brought forward.
If a referral to a specialist is deemed appropriate as the behavioural, cognitive or other areas of concern are outside the Casper’s Early Learning Co-operative Centre’s Scope of Care, then the Director will request the parent/guardians’ consent prior to sending the referral forward (i.e. speech-language pathologist, autism support, etc.).

Step 3: Evaluation

The Director and parent/guardians will work within the established timeline for when to evaluate the processes/strategies being implemented and their effectiveness.
If needed, this step can be repeated or sped up (i.e., if it is a reoccurring area of concern) until the area of concern has been resolved or needs to be escalated to the next step.
The Director will request another one-on-one meeting with the parent/guardians to advise that if the undesired area of concern(s) continues then the following action would be undertaken (i.e. suspension or termination).
The parent/guardians are given the opportunity to provide their perspective again and any additional relevant information.
The longer it takes for the area of concern to be addressed, the more corrective action will be imposed with the increase of each incident.

Step 4: Escalation

If the area of concern is not being addressed or corrected, then an ‘Escalation Letter’ by the Director will be issued to the parent/guardians.
If the area of concern is not resolved within the agreed-upon timeframe then the Director will bring the case forward to the Board of Directors at the next available board meeting.
The Board of Directors will review the area of concern and then determine the appropriate next steps. They will consider the following factors:
- The length of time Casper’s had a relationship with the affected individual(s).
- Any past area of concern(s) and documentation on file.
- The seriousness of the current behaviour or area of concern(s) being addressed.
- The circumstances surrounding the behaviour or area of concern(s) and explanation provided.
- Recommendation from the Director and/or Assistant Director.
- Any other pertinent facts provided.

* Please refer to the appendix for ‘Termination Scenario Guideline Examples’. Please note not all scenarios are listed and each case will be reviewed for consideration in its entirety.

The Next Step(s) the Board of Directors Could Consider Implementing Include:
- Extending, the initial timeframe and continuing to utilize the previously agreed upon processes and strategies with a new Evaluation timeframe.
- Suspension, which would be applied progressively and appropriately to the seriousness of the area of concern (i.e., the first suspension is for one day, the next incident would be for 3 days, etc.). After a final suspension, dismissal would be considered.
- Dismissal, which could be immediate (only considered in circumstances where a continued presence is not advisable or poses a risk to any involved team members). Such removals do not affect childcare fees and must be paid in full to Casper’s.
All decisions from the Board of Directors will include an explanation of the area of concern, an expectation of the expected behaviour, a summary of all steps taken to rectify the situation, an explanation that all documentation will be placed in the child’s personnel file, and their decision on how to move the file forward.
No suspensions or terminations can be implemented without the Board of Directors approval.

Step 5: Appeal

If a team member wishes to appeal a suspension or termination decision, they must write a letter to the Board of Directors within 14 days of receiving the Board of Directors decision letter stating why they do not agree with the outcome.
The Board of Directors will review the letter within 7 business days and issue a response. If deemed appropriate, the Board of Directors will request that the individual requesting the appeal present their case at the next Board meeting.
The parent/guardians have two options for their child’s Centre spot during the appeal process:

Continue paying for the childcare spot(s) until the appeal process is complete, however the child(ren) cannot attend until the appeal process is complete and there are no refunds if unsuccessful in the appeal.
Relinquish the childcare spot(s), it will then be filled as per the ‘Enrollment & Waitlist Policy.’ If the parent/guardians is/are successful in their appeal, then they will be placed at the top of the waitlist and given the next available spot(s) in the corresponding age group(s).

*Once a final review and response is issued then the decision cannot be appealed again.

Roles and Responsibilities

Team Members

Assist with educating other team members related to expected behavioural guidelines (utilize the Parent Handbook as needed).
Engage the Director or Assistant Director proactively to address any areas of concern. Utilizing ABC, Incident, Minor Injury, and Unusual Occurrences Reports as required.
Monitor children receiving childcare services for any outlier behaviours or actions (i.e., actions not deemed developmentally appropriate (prolonged biting or hitting, curse words, bullying, repeat offensives, etc.).
Ensure a safe childcare environment and re-establish a safe environment when any unsafe behaviours occur.
Meet with Director to discuss any areas of concern that need to be addressed and provide follow-up support as required (i.e., permission for referrals, implementing behavioural strategies at home, etc.).
Report breaches of this policy to the Director or Assistant Director.
Maintain work standards to align with Casper’s policy and procedure.

Director

Understand, train, educate, and enforce this policy to team members.
Offer ongoing guidance to team members regarding the application or interpretation of this policy.
Follow-up on all concerns brought forward related to this policy, resolve situations within their scope of accountability, and escalate to the Board of Directors if necessary.
Ensure timely action and communication with all team members.

Assistant Director

Provide support to the Director during the implementation, training, and application of this policy.
Assist the Director with follow-up on concerns brought forward related to this policy.

Board of Directors

Review reports provided by the Director on cases related to areas of concern that require escalated steps to resolve.
Provide Director support as requested (i.e., attend meetings, provide feedback, etc.).

Scheduling Childcare - Calendars

POLICY:
The Centre must be prepared one months’ time ahead when scheduling daily childcare for all enrolled children. Monthly childcare Calendars are used to ensures quality care and regulations are being met at Casper’s. Parents/guardians are required to provide the Centre with their childcare schedule on a calendar, which includes the dates and times when childcare is needed. Monthly Calendars are required to be submitted in by parents/guardians to the Centre to ensure the following:

All licensed spots are filled
Scheduling casuals and parttime spots
Staff scheduling to meet Staff to Child ratios
Nutrition and mealtime planning
Program planning
Parents/guardians to find alternate childcare if needed

Monthly Calendars will be provided by the Centre for parents/guardians to submit in. Calendars are due one week before the last day of the previous month (the 24th) to ensure regulations are being followed. For each day a childcare schedule/calendar is late a $5.00/day penalty fee will be charged.

PROCEDURE:
For each month a Calendar with children’s childcare needs must be submitted in by the 24th of the previous month (i.e. February’s Schedule must be submitted in by January 24th). When submitting your child(ren)s monthly Calendar the following must be included:

Child’s first and last name.
Drop off times.
Pick up times.
If your child(ren) are in preschool outside of Casper’s, indicate which days and times they will be gone.
If your child(ren) are School-Age, indicate which days they will need before and after school childcare.
Days your child(ren) does not need childcare.

Late Calendars:

For each day a Calendar is submitted after the 24th of each month are considered late
A $5.00 fee per day a Calendar is late will be invoiced
For late Calendars handed in later than the 24th of the month may not guarantee a childcare spot for that month.

Meeting Ratios:

In the case where the Centre needs to book out children to meet Staff to Child ratios or to follow regulations of licensed spot numbers, If the Centre must cancel children to meet ratios for a day, order of cancellations will be as followed:

Those who have not submitted a Calendar in for the month
Those who submitted a Calendar late
Those enrolled in Casual Spots
The last calendar(s) handed in.

Not Submitting Calendars:
All families are required to submit a monthly calendar, if calendars are not submitted in with dates and time of care required for a period of 2 months, the following steps will be taken:

The Director/Assistant Director will send out a letter to communicate with the Centre.
If no contact has been made by parents/guardians, it will be up to the Director’s discretion to move the enrollment spot to a causal.

For the month of December:
To prepare for the month of December all families are required to submit their Calendar by November 15th. This will help the Centre plan for the Holiday Break and ensure proper staff-to child ratios. The Director will provide a reminder on the November Calendar.

Serious Injury & Unusual Occurrence Reporting

POLICY:

This policy was created to ensure that appropriate action is taken in cases of injury or unusual occurrences at the daycare. The following serious injuries, unusual, or unexpected occurrences must be reported:

Any serious injury to a child while attending the daycare (i.e. broken bone(s), concussions, child bite that broke the skin, etc.).
Any serious injury or circumstance where medical attention is required by staff or called in health professionals.
When a child experiences a serious allergic or anaphylaxis reactions that requires medical attention or an EpiPen to be administered (see the ‘Allergy and Anaphylaxis Policy’ for further information).
Any instance where a child is administered the incorrect dosage or type of medication by staff (medication that has been approved by parents/guardians as per the ‘Medication Policy.’
Any instance of a child becoming lost, missing, left behind, or running off daycare property while the child is in attendance at the daycare.
Any allegations of corporal punishment, physical, verbal or emotional abuse, isolation, or denial of necessities to or on the child while the child is in attendance at the daycare.
Inappropriate sexual or physical play.
The death of a child while attending the daycare.

The ‘Serious Injury/Unusual Occurrence Report’ will be filled out following any of the occurrences listed above, but not limited to. Events applicable to this policy have significant impact on the participant, are not viewed as normal occurrences, and/or result in the participant(s) being taken to a medical professional.

PROCEDURE:

If a child attending the daycare sustains an injury requiring medical treatment or is involved in an unusual or unexpected occurrence, the daycare will:

Determine if emergency medical services (911) need to be called, based on urgency of care.
Ensure the safety of all other children/staff members and take the appropriate steps to reduce/eliminate further immediate incidents.
Contact the Director and/or Assistant Director and inform them of the incident. If the incident occurred under the supervision of the Assistant Director, then the Director must be notified.
Once notified, the Director/or Assistant Director will take the lead of any situation that falls under the above listed Serious Injuries/Unusual or Unexpected Occurrences.
In the occasion where the Director and Assistant Director are absent, the employees in the Team Lead ECE roles will take charge and then contact the Director and/or Assistant Director as soon as possible.
The Director/or Assistant Director will notify the parents/guardians of the child or, if the parent/guardian is not immediately available, any person designated by the parent/guardian as an emergency contact.
The Director/or Assistant Director will inform the Consultant through the Ministry of Education within 24 hours of the occurrence. If needed, any staff members can seek guidance/feedback on how to handle the occurrence.
The Director and/or Assistant Director will speak with and gather all details from every staff member who witnessed the incident.
Each staff member must fill out an incident report or write a statement of their accounts of the incident and where they were at the time of the incident.
The Director/or Assistant Director must contact the Board of Directors Chairperson/President by the end of day (the day of the incident) and provide an overview of the situation.
Within 12 hours the remaining Board of Directors must be contacted and provided an overview of the situation, along with the next steps being taken to address the situation.
Within 7 days after the occurrence, the Director/ or Assistant Director must complete a ‘Serious Injury/ Unusual Occurrence Report’ (supplied by the Ministry of Education), explaining the details of the injury or occurrence and submit the report to the Ministry. (A copy must also be provided to the Board of Directors for review and a copy kept on file at the daycare).
The Director will produce an outline of short-term and long-term procedures for preventing the incident from reoccurring, along with a timeline of when these preventative measures will be implemented.
Safety is a top priority and must be enacted upon in a timely manner.

Minor Injury Reporting

Policy:

Casper’s Early Learning Cooperative Centre is responsible for objective, timely, and comprehensive reporting of minor injuries involving the children at the Centre. A minor injury does not require professional medical attention and can be managed by the staff at the facility.

Reportable injuries applicable to this policy include, but may not be limited to:

Minor Cut
Minor Stabs
Abrasions
Bruises
Bug Bites/Stings
Child bite(s) that do not break the skin
Sunburns and other minor burns involving a small area of the body
Slivers

Procedure:
If a child attending the Centre sustains a minor injury that does not require professional medical treatment, the Centre will do the following:

The witnessing staff member with the most information will fill out a ‘Minor Injury Report’ as soon as possible after the incident, but also no later than end of day (of the day the incident occurred).
If it is determined that the injury was caused or contributed by a concerning or preventable behaviour should be documented using the ‘Behaviour of Concerns’ App as soon as possible. Behaviour tracking can serve as a way of understanding and preventing harmful behaviours.
The staff member will notify the Director or Assistant Director during the Centre’s hours of operation and have him/her sign the report.
The staff member will review the report with the parent/guardian at pick up. The child’s parent/guardian may be notified earlier than at the planned pickup time if the child is unable to settle following the injury. The parent/ guardian will need to sign off on the report indicating they have been informed of the incident.
If the parent/guardian is concerned or not at ease with the situation, they must contact the Director or Assistant Director immediately to discuss their concerns/ uneasiness.
If applicable and under the supervision of the Director or Assistant Director, the staff member is encouraged to take proactive steps to help prevent minor incidents from reoccurring.
The Director and/or Assistant Director will sign the report and ensure all ‘Minor Injury Reports’ are kept in the child’s file for the life of their enrollment/involvement at the Centre, in case of inspection by the Ministry.
If the Director or Assistant Director are not at the Centre to sign off on the reports, the ECE Supervisor/Room Leader(s) will sign the injury report and leave the document for the Director or Assistant Director to put it into the child’s file.