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:

Board will create a fundraising committee.

Procedure:

All Parents will be asked to help fundraise, but this will not be mandatory.

The fundraising committee will bring ideas to the Board for approval. After approved, the committee will oversee the fundraiser.

Gifts for Staff and Children

Policy:

Every time a child registered at Casper’s or a staff on payroll is hospitalized for more then 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 $50.00in the form of condolences 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

Policy:

The hours of operation are from 6:15 a.m. to 6:00 p.m., Monday through Friday, with the exception of Statutory Holidays.
The Board will consider extended hours of care if the need arises

Procedure:

If a family requests extended hours of care, the Board will assess if it will be financially feasible.

Incident Reports

Policy:

Incident reports must be completed as the incident(s) occur.

Procedure:

See CCA regarding what constitutes an incident

The Staff member that witnessed the incident, the Parent/Guardian and the Director must all sign incident reports the same day the incident occurs.

If the Parent/Guardian has someone else pick up the child that day, the pick up person must be notified of the incident, and the parent/guardian must sign the incident report the next day or as soon as possible.

If the Director is not at the Centre to sign the document, the Assistant Director can sign in her/his place. The Director should be notified of the incident as soon as she/he has returned to the Centre.

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:

We believe that children learn through play! Our goal is to provide an environment that encourages learning and growth. The daily programs 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 Centre. We will help to build each child’s self-esteem by providing developmentally appropriate activities to meet their individual needs.

We hope 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.

Procedure:

All decisions made by the Board, Director and Staff will be based on this Mission Statement. The Centre will be run with this statement in mind at all times.

Organization Chart

Policy:

Government Legislation (Early Learning Consultant)
Board of Directors
Director
Assistant Director
Early Childhood Educators
Client

Procedure:

The chain of command will be followed at all times

If someone approaches above or below the chain of command with a concern/complaint, the person who is approached will direct the person back to the correct person in the chain of command to talk to.

If the person who has a concern/complaint has talked to the correct person on the chain of command but the concern/complaint was not handled appropriately, the next person in command can take the concern/complaint.

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