Policies and Procedures

Section 2 - Child Care

Policy:

Procedure:

Policy:

Procedure:

Allergies

Policy:

All allergies will be posted in the kitchen.
The Centre is a Peanut & Fish Free Facility

Procedure:

All Staff must be aware of what the allergies are and how to administer First Aid for each allergy.
All Staff is required to be aware of all children with allergies.

Child Care Act

Policy:

The Child Care Act will be the reference manual for the Casper’s Early Learning Co-operative Centre.

Procedure:

The Childcare Act will be kept at Casper’s Early Learning Co-operative Centre.

Child Management

Policy:

An incident report will be written up for all children who have hurt or injured another child example: biting, deliberately hitting or pushing. The report must be signed by the attending Caregiver, Director and Parent/Guardian
The following methods of guiding children’s behavior will be used in the childcare centre

Infants/Toddlers child management:

Redirect children to another space or activity (distract them).
Make sure there are a sufficient number of toys to avoid conflict.
Remove the toy or change the activity, which is causing the problem.

Preschool/school-age child management:

Encourage socially acceptable behavior (reward and acknowledge good behavior).
Teach the children problem solving skills and self-responsibility.
Teach the children to recognize their feelings and learn self control
Provide a developmentally appropriate curriculum and environment to promote self-esteem and keep the children busy.
Staff will express themselves with clear expectations and always inform the children of the rules ahead of time.

Procedure:

At no time will humiliation, degrading or physical punishment be used!

We feel that time out can be over used or misused; therefore, we prefer to use a form of redirection with children as a last resort. If a child refuses to listen to words he/she will be asked to leave the play area or the situation to calm himself/herself down and think about what has happened. The child may be asked to find something quiet to do until he/she feels ready to join in acceptable play.

Our goal is to never use the word “NO” in front of children unless it is a life-threatening situation. Rather, expectations will be stated (tell the child what he/she should do) or he/she will be given reasonable choices for a more acceptable form of behavior.

Pick up/drop off

Policy:

Parents are responsible to bring their children into the centre during drop off.
Parents are responsible for assisting their children in putting away their outdoor clothing during drop off.
Parents are responsible for putting on their indoor shoes during drop off.
Parents are responsible for getting children into their outdoor clothing during pick up.
Parents are responsible for providing the centre with written notice if the child is walking alone from school/extracurricular activities
Parents of school age children can write a letter stating that their child is allowed to walk to and from the centre without supervision.

Procedure:

Parents are responsible for their children’s transition to and from the centre in the morning and during pick up.
It is the parent’s responsibility to make arrangements with the Director if their children need to get ready for an extracurricular activity at the centre (e.g. Dance, gymnastics ect)
Parents are responsible to provide written permission if children walk from school/extracurricular activities by themselves to the centre
If a parent requests that their school age child walks to or from the centre without supervision, the parent must write a letter removing all liability from the centre.

Enrolment & Waitlist

POLICY:

Casper’s Early Learning Co-operative Centre is a government licensed and subsidized childcare centre that operates with a total enrolment of 41 full time childcare spaces:
- 6 Licensed Spaces for Infants
- 5 Licensed Spaces for Toddlers
- 15 Licensed Spaces for Preschoolers
- 5 Licensed Spaces for School-Age
Casper’s Early Learning Co-operative Centre accepts children from the ages of 6 weeks to 12 years.
Casper’s has 10 flexible childcare spots for causal enrolment when space permits, this includes:
- 2 Flexible Spaces for Toddlers
- 5 Flexible Spaces for Preschoolers
- 3 Flexible Spaces for School-Age
The Director must ensure enrolment does not exceed licensed spaces in each age group.
Enrolment must be based on sufficient staffing available for each day.
*See ‘Supervision: At the Centre Policy’ for additional information.

*See Appendix for a ‘Glossary of Terms’ related to this Policy.

-Casper’s Early Learning Co-operative Centre provides the following enrolment type for childcare:

Full-time: Monthly rate with a schedule of 10 days or more per month
Part- time: Daily rate with a schedule of a maximum of 9 days per month
Casual: Daily rate with a schedule when space permits

PROCEDURE:

Waitlist Submission:

To be placed on the waitlist, you must contact Casper’s Director or Assistant Director and provide the following information accurately and in its entirety:

Full Name(s) of Parent/Guardian(s)
Parent/Guardian(s) Contact Information (Phone Number and Email)
Child’s Name (we will put To Be Announced [TBA] if the baby is not born yet)
Child’s Date of Birth (or due date)
Enrolment Type (Full-time, Part-time, or Causal)
Ideal Start date (Month/Year)
Date when childcare request was made

*Please note: If all the information requested above is not provided, then you will not be added to the waitlist.
*See appendix for the ‘Waitlist for Enrolment Form’

Waitlist Administration and Priority:

When Casper’s receives a waitlist submission, the Director/Assistant Director files the information on the comprehensive master waitlist. The waitlist is organized using the following information:

Submission Date
- The date when the ‘Waitlist for Enrolment Form’ was completed and submitted to the Director/Assistant Director
Age Group
- Infant: from 6 weeks to 18 months
- Toddler: from 18 months to 30 months
- Pre-schooler: from 30 months to 5 years of age
- School-age: from 6 years to 12 years of age
Priority Group
- Full time spaces have priority over Part time spaces (max 9 days/month)
- Part time spaces have priority over Casual spaces (when space permits)

Wait Times:

Spaces are created when a family or child leaves the daycare. Only once a withdrawal is confirmed can the daycare begin to find a child for the vacated space.
When a space does become available, the Director/Assistant Director assigns the space to the first child on the waitlist who meets the criteria listed above (Submission Date, Age Group, Priority Group).
It is impossible for Casper’s to predict how quickly our wait list will progress; therefore, we cannot provide an approximate entry date when you apply.
We recommend registering on the waitlist as soon as possible.
Casper’s does Not accept submissions prior to becoming pregnant.

Updating Information:

Casper’s understands that plans and family situations can change.
If you need to adjust your originally requested childcare start date or contact information, simply send an email to the Director/Assistant Director as soon as possible.
*Please see ‘Casper’s Enrolment Checklist’ for contact information.
If you have previously completed a waitlist submission, please continue to email your confirmation every six (6) months to remain on the waitlist. If we do not hear from you within 6 months of your waitlist submission, your name will be removed.
If you no longer require childcare, please send an email for your submission to be removed from the waitlist.

Notification of a Childcare Space:

Please ensure the contact information provided remains current so that we can reach you when a space becomes available. When a space becomes available:

The Director/Assistant Director will notify you by phone and/or email.
You must respond confirming your acceptance of the space within two (2) business days. If we do not hear back from you within this timeframe, we will move on to the next family on the list.
If you miss the two business days window, you will maintain your existing spot on the wait list for the next available space.
You will remain on the waitlist until:
- Your child has aged out
- There have been three unsuccessful attempts to contact you (with no response from you)
- You have asked to be removed from the waitlist.
If you are offered a space earlier than your requested start date or it does not meet your criteria, you reserve the right to decline and Casper’s will maintain your spot on the waitlist for the next age-appropriate opening, although we cannot guarantee when that may be.
If you decline a space three times, and it is after your requested start date then you will be moved to the bottom of the waitlist.

Enrolment:

Once a child is officially offered a space and the space is accepted, required enrolment paperwork will be completed.
Casper’s Early Learning Co-operative Centre and the parents/guardians of the enrolled child(ren) will both be protected with a legally binding agreement, the ‘Agreement for Child Care Services’ form and a common understanding respecting the services provided at Casper’s.

*Please see Casper’s Policy and Procedure ‘ for additional required forms to be completed by parents/guardians upon enrolment.

Tolerance:

Childcare is an instrumental and sensitive topic for families, and we recognize the challenges of securing quality childcare for your family; however, Casper’s has a zero-tolerance policy for inappropriate behaviour such as, bullying, intimidation, and/ or verbal abuse. Parents/Guardians who demonstrate these types of behaviours will be removed from Casper’s waitlist and will not be permitted to add their name in the future (as per the Director’s discretion).

Equipment - Furnishings & Play

Policy:

The Furnishings and play equipment shall be supplied by Casper’s Early Learning Co-operative Centre with the best interest of the facility and the children in mind
All new equipment or furniture must be added to the inventory list immediately.

Procedure:

Casper’s Early Learning Co-operative Centre shall provide furniture, equipment, indoor and outdoor play equipment and materials in the facility that are:

Of a size that can be safely and independently used by children;
Non-toxic, washable, sturdy, and safe;
Of adequate quality and appropriate to the developmental capabilities of the children attending the facility;
In sufficient quantities for the number of child care spaces;
All unsafe equipment or furnishings must be repaired immediately or removed from the children’s play area.

All furniture, equipment, indoor and outdoor play equipment and materials must be removed from the inventory list if removed or discarded from the Centre

Field Trips

Policy:

Outings will be provided for the children at Casper’s Early Learning Co-operative Centre to promote physical activity and to help teach the children about new things.

Procedure:

The Parent signs a transportation consent form giving permission for their child to go on outings.
Outings are (but are not limited to) going for a walk, to the park, on a field trip, or to and from school.
Parents will be required to sign an excursion consent form, if the field trip requires transportation in a vehicle.
Field Trips will be approved one month in advance to be included in the newsletter except under special circumstances.
All drivers for field trips must provide a valid driver’s license and a copy of their vehicle package policy
Ratios for child/adult are:

Infants are worth 5 points

Toddlers are worth 3 points

Preschoolers are worth 1.5 points

School Age is worth 1 point

Each caregiver can take 10 points on neighborhood walks.

Illness

Policy:

Casper’s Early Learning Co-operative Centre shall inform the parent if their child should become ill during their stay at Casper’s Early Learning Co-operative Centre

Procedure:

Casper’s Early Learning Co-operative Centre is not equipped to look after ill children.
If your child becomes ill during the day, the Staff will notify you to take your child home.
If the parent or legal guardian cannot be reached, Staff will contact the emergency contact to take your child home.
All cases of communicable diseases (measles, chicken pox, pink eye, etc.) must be reported to the Director so other parents may be informed. A posted notice will inform all parents when an infectious disease has broken out in Casper’s Early Learning Co-operative Centre.
Children must be sent home if he/she displays infections or:
- Symptoms of communicable disease
- Temperature over 101.9 degrees Fahrenheit
- Chronic diarrhea of at least three runny bowl movements
- Is extremely uncomfortable or unhappy
- Severe cold or cough
- Vomiting within last twelve hours
- Undiagnosed skin or eye infections
See infection control

Kitchen & Dinning

Policy:

Sufficient kitchen and dining facilities are available to provide food for the children attending Casper’s Early Learning Co-operative Centre.
Doors of rooms housing toilet facilities shall not open directly into rooms where food is stored, prepared, or served.

Procedure:

Medication

Policy:

Casper’s Early Learning Co-operative Centre staff with First Aid shall be allowed to give medications to children upon authorization from the parent.

The parent must hand the medication to a staff member and complete the necessary paperwork.

Procedure:

Casper’s Early Learning Co-operative Centre shall ensure that:
- Prior written authorization to administer the medication is obtained from the child’s parent;
- Written records of each dose of medication administered to a child are maintained;
- Medication containers are labeled with the child’s name, dosage, time, and method of administration;
- Medications are stored in a place inaccessible to children, under lock and key.

Music

Policy:

All music played when there are children at the Centre must be child appropriate music or instrumental music

Nap Time

Policy:

Every child is required to rest for at least one half of an hour.

Procedure:

Upon written request from the Parent, the Staff will wake the child at a designated time and the child will engage in quiet activities.

If the Child should wake before their designated time, they will engage in quiet activities.

If a Child does not sleep, a cot is not required.

Nutrition

Policy:

The Child Care Centre provides three snacks and a hot lunch as per Canada’s Food Guide

Procedure:

The Child Care Centre shall ensure that:

Menus are prepared according to Canada’s Food Guide
Menus are planned and parents are informed of the menu in advance
All home baked foods made at the centre will use whole wheat flour (rather than white)
All pastas and rice will be brown, unless not available
Food is served within three hours of the facility opening each day
Not more than three hours elapse between provision of food to children in the facility
Food is served to school-age children where the child attends the facility during the noon lunch period; before school and for more than one hour after school hours
Parents may bring a treat for all the children such as cake, cookies, etc. on a special occasion (Halloween, birthday’s). The Director should be notified if this is planned
Gum & Candy will not be served at the Centre. Children will be asked to dispose of it or send it home with his/her parent.
Children will be encouraged to try a little bit of all food served to encourage healthy, well-balanced eating.
The children, ages 2 to 12 will be encouraged to scoop their own food to help develop these skills. The Staff will supervise the children to make sure food is not spoiled or wasted.
Children are encouraged to clear away own dishes after snacks or meals
Children will encouraged to clean up their own spills, with assistance from an adult
Where a child requires a special diet, the child’s food shall be prepared by the Child Care Centre or the parent, at the discretion of the Child Care Centre
Children that require specialty foods because of allergies/sensitivities will have charges on their monthly bill for items necessary to provide daily nourishment for their child, receipts showing the purchases will be attached.

Outside Time

Policy:

Children are required to play outside everyday unless the weather is colder than minus 20 degrees Celsius with the wind chill factor for Infants and Toddlers and minus 25 degrees Celsius with the wind chill factor for Preschool and School age children.
Parents will provide sun screen & bug spray for their children
We will not accept aerosol sunscreen and aerosol bug spray
All staff will follow our Sun Safe Policy

Procedure:

If the Children are not dressed for the weather, Staff will dress the children in spare clothing stored at the Centre.
If children do not have sun screen, clothing will be used to cover the children’s skin. The children will be provided with long sleeves
All wet or soiled clothing will be hung to dry or stored in plastic bags for the parents to take home to wash.

Parent Responsibility, Parent Handbook

Policy:

Casper’s Early Learning Co-operative Centre shall have a current Parent Handbook, which will be provided to all parents at the time of child enrolment.
Parents are asked, but not required, to fundraise.
Parents are responsible to read parent boards and newsletters for announcements.
Parents are required to supply for their children: diapers; wipes; baby food (if the child can not eat what is on the menu); change of clothes; milk or formula for bottles; inside and outside footwear.
Bring all concerns to the Director immediately.

Pets

Policy:

We do allow pets in the centre as long as there will be no negative impact on the children’s lives.

Procedure:

Anyone can request to bring an animal, reptile, fish or bird to the Centre. The Director will determine if a child is in attendance that could potentially have an allergic reaction.

Physical Activity

Policy:

All children aged one to twelve shall accumulate at least 180 minutes of physical activity of any intensity throughout the day
Children shall not be sedentary for periods longer than 60 minutes unless sleeping
Screen time is not permitted for children under age of two, and should be limited to less than 20 minutes per da for children aged two to four
Appropriate training and education for ECEs to implement this policy will be provided

Procedure:

Casper’s Early Learning Co-operative Centre shall follow the Canadian Physical Activity and Sedentary behavior guides for healthy growth and development for children

Canadian Physical Activity Guidelines

Infants (aged less than 1year) should be physically active several times daily particularly through interactive floor-based play
Toddlers (aged 1-2 years) and preschoolers/school age (age 3-12 years) should accumulate at least 180 minutes of physical activity at any intensity spread throughout the day including:
- A variety of activities in different environments
- Activities that develop movement skills
- Progression toward at least 6 minutes of energetic play by 5 years of age

Canadian Sedentary Behavior Guidelines:

Minimize the time infants (aged less than 1 year), toddlers (aged 1-2 years) and preschoolers/school aged (3-12 years) spend being sedentary during waking hours. This includes prolonged sitting or being restrained (ex – stroller, highchair) for more than one hour at a time
For those under 2 years, screen time (ex – tv, computer, electronic games) will not be used

For children 2-12 years, screen time will be limited to under 20 minutes and will only be used for educational purposes

Exceptions will be made for Movie/Tv days. These days will only be offered once or twice a year for special activities and must be approved by the director

Pick up

Policy:

The only people allowed to pick up children are legal parents or guardians and listed emergency contacts.
Children are not permitted to leave the Centre with a person who is intoxicated.
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 iPads used for sign in and sign out.

Procedure:

Picture identification will be required if Staff do not know the person picking up.
If a person intends to drive with a child intoxicated, the child is not permitted to go. Instead, legal parents or guardians or emergency contact will be called.
Parents will be asked to pay the ECE who stayed late the late pick-up fee.

Reflection Time/Responding to children’s interests

Policy:

Programming will encourage the children to learn through play.
Programming will encourage children to develop socially, physically, intellectually, creatively and emotionally.
Programming will stimulate the children’s senses and be developmentally appropriate.
Programming will be modified to engage all ages of those attending the centre.
Programming will respect all religious beliefs. EXCEPTION: on themed holiday parties, families may be asked to find alternate care.

Procedure:

The Director will oversee all programming.
When a child is attending the centre that does not believe in specific themes or holidays, the programming must be changed or modified to respect those beliefs.

Records - Child

Policy:

Every licensee shall maintain records pertaining to children attending Casper’s Early Learning Co-operative Centre.

Procedure:

Upon admission Parents are required to fill in the following forms which will be provided by Casper’s Early Learning Co-operative Centre:
- Agreement for Child Care Services,
- Child’s Health and Social Resume,
- Permission for Off-Premises Excursions, (outings)
- Record of Immunization (optional)
- Emergency Card,
- Parent Handbook Acknowledgement.
The Parent must sign a transportation release form when a child requires transportation on a regular basis, including to and from school; and in the case of a special excursion arranged by Casper’s Early Learning Co-operative Centre.
Parents will have access to:
- Casper’s Early Learning Co-operative Centre by-laws
- Saskatchewan Child Care Regulations
- Casper’s Early Learning Co-operative Centre Policies and Procedure manual
- Application for Co-operative Memberships
The Director will keep daily attendance records.
Serious occurrences and minor injury reports will be kept in the child’s file.
All complaints will be recorded by the Director and kept in a child or staff’s file.
The records referred to in section 21, subsection (1) of the Child Care Act shall be retained for a period of six (6) years after the child ceases to attend Casper’s Early Learning Co-operative Centre.

Separation Area

Policy:

A separate area in the Centre for the purpose of separating a child from other persons if required for medical reasons.
Appropriate equipment and furnishings in the separation area will be provided.

Procedure:

The child will be placed in the office with the Director.

Sun Safety

Policy:

A combination of sun protection measures are used for all outdoor activities from September to the end of April and whenever UV levels reach 3 and above.
Children will be kept indoors between 11:00 am & 3:00 pm when UV levels are 6 and higher.
All babies under 12 months are kept out of direct sun when UV levels are three and above.

Procedures (QA 1, 2, 4, 6, 7)

1. Seek shade

A shade audit is conducted regularly to determine the current availability and quality of shade.
The availability of shade is considered when planning all outdoor activities and excursions.
Children are encouraged to choose and use available areas of shade when outside.
Children who do not have appropriate hats or outdoor clothing are asked to choose a shady play space or a suitable area protected from the sun.

2. Slop on sunscreen (QA 1, 2, 4, 5)

SPF 30 or higher broad spectrum, water resistant sunscreen is supplied by the families.
Sunscreen is reapplied every TWO hours if outdoors.
With parental written consent, children with naturally very dark skin are not required to wear sunscreen or the recommended amount of sun screen.
Staff will apply all sun screen, but children are encouraged to rub in their own sun screen to help develop independence and application skills.

3. Slip on sun protective clothing

When a child has no sun screen, the child is required to wear loose fitting clothing that covers as much skin as possible. Clothing made from cool, densely woven fabric is recommended. Tops with elbow length sleeves, and if possible, collars and knee length or longer style shorts and skirts are best.

4. Slap on a hat

All children are required to wear hats. It is recommended that the hat protects their faces, neck and ears, i.e. Legionnaire, broad-brimmed or bucket hats.

5. Slide on sunglasses [if practical]

Where practical, children are encouraged to wear close fitting, wrap-around sunglasses and cover as much of the eye area as possible

Supervision

Policy:

Supervision of Children shall be provided according to the Child Care Act.

Procedure:

The Director will ensure adequate supervision is provided at all times.

Caregiver to child ratios

Infants 1:3 Infants are worth 5 points

Toddlers 1:5 Toddlers are worth 3 points

Preschool 1:10 Preschoolers are worth 1.5 points

School Age 1:15 School Age are worth 1 point

Each caregiver can have 15 points total.

Use this point system when in mixed age groups

Each caregiver can take 10 points on neighborhood walks.

Town Square

Policy:

Preschool aged children and older can attend town square with staff ratio plus one additional staff member (+1) for boundary monitoring. Maximum number of children in town square should not exceed 12. Children on EA (enhanced accessibility) grant will require their support staff to be in attendance when the child is in the town square; this staff member is not included the group ratio.

Procedure:

Preschoolers can go to town square with staff within ratio
Have an extra staff member that is not in ratio to watch the perimeter of the town square, to ensure no children run into any of the roads.
Maximum number of children at once is 12.
EA children need to have their one on one and not in ratio with the other children.
No infants or toddlers are allowed to go because there are no fences.

Transportation

Policy:

Transportation to and from school for kindergarten and school age children is provided as needed.
Preschool children will be transported to school if arrangements have been made with the Director. The hours of preschool do not always work with the routine at the childcare centre. If transporting the children will interrupt the routine of all the other children, we will not transport.
Transportation for fieldtrips is provided as needed for all children.

Procedure:

Parents must sign an Off-Premises form for allowing transportation of children.

Toys from Home

Policy:

Children will not be allowed to bring toys from home. We will make an exception when a child has a special toy for naptime.

Procedure:

If a special toy is brought from home for nap time, the child must keep it in his/her locker until quiet time
If a child does bring a toy into the centre, we will ask the parent to keep it in his/her vehicle until the end of the day.

Driving/Walking in the Cold

Policy:

When Temperatures are -32°C or colder, Casper’s staff will not walk children to school.

Procedure:

If the temperature is -32°C or colder with the wind chill (feels like) then Casper’s will not walk the children to school.
When it is -32°C or colder (feels like), Director or staff member who has been pre-approved by the board will drive children to school with written permission from the parents. If there is no written permission, the parents are required to find alternate transport arrangements.
The vehicle will have a $2,000,000 liability package policy as per Childcare Regulations. Confirmation will be kept on file.
Director and Approved Staff Member will have a driving abstract done and keep a copy in their file. If there is a fee associated with this, it will be reimbursed by Casper’s.
Children must use a booster/car seat in the vehicle, as required by law.
The use of a seatbelt will always be used in a moving vehicle.
Director and Approved Staff Member will have a valid driver’s license.
Families will be required to leave their child’s car seat/booster seat to be used.
Vehicle used will be reimbursed for $5 per day for warm up time and transporting children.
Parents will be advised by 8:00am if there are too many school-aged children to transport in two trips. In this case, parents will be required to find alternate transportation for their child(ren).

Child Endangerment

Policy:

Though committed to a progressive approach to corrective actions, Casper’s considers certain rule infractions and violations of standards as grounds for immediate termination of employment.

Conduct that is detrimental to the welfare of the children including, but not limited to:

Corporal punishment or physical abuse (striking, spanking, whipping, hitting, paddling, etc.)
Confinement or isolation of a child (in a room, closet, box, outside, etc.)
Denial or neglect of necessities (with holding food, water, physical activity, toiletry care, medical care etc.)
Inappropriate physical or mechanical restraint that binds or restricts a child’s movement
Verbal and/or emotional abuse (threats, belittling, name calling, shaming etc.)
Inappropriate touching (patting on the buttocks, fondling/molestation of child’s genitalia, forcing hugs, forcing goodbye kisses, tickling for prolonged periods, etc.)
Inappropriate exposure of children (taking pictures of children with personal phone or camera without written parental consent)

Conduct that is detrimental to the welfare of Casper’s quality childcare practices including, but

not limited to:

Blatant and intentional failure to work within Casper’s Policies & Procedures
Untruthfulness about personal work history skills, or training.
Insubordinate behavior
The use of company equipment and/or company supplies without prior authorization by the Director
Theft in any form
Drinking on the job
Illicit substance use on the job

Procedure:

The Director and Board of Directors are to ensure that all employees and volunteers who provide any kind of childcare services at the Centre to comply with Child Endangerment Policy. This will be done by the following steps:

For Staff:

Upon hiring staff, the Director will review the Child Endangerment Policy once a letter of offer has been signed.
Staff will sign off on the Staff Orientation List that the Director explained the Child Endangerment Policy and that the staff member explicitly understands the policy.

For Volunteers:

the Director will review the Child Endangerment Policy once a volunteer has been cleared with a criminal record check and vulnerable sector check.
Volunteers will sign a contract stating volunteers have read and explicitly understand the Child Endangerment Policy.

When an infraction or violation of standards occurs with grounds for immediate termination of employment:

The Director will terminate the employee or volunteer immediately where the individual will be asked to leave the premises.
The Director will inform the Board of Directors immediately.
The Director will complete all required documentation and forward to the Board of Directors.

In the case of an emergency:

The Director, Assistant Director, or Supervisors/Team Leads will contact the appropriate authorities.