Acres Of Fun

STAFF HANDBOOK, HEALTH CARE POLICY, EMERGENCY PLAN

Acres of Fun

Staff Handbook

Note: The contents of this handbook are represented as a matter of information only. Acres of Fun reserves the right to modify, suspend, or terminate any or all plans, policies or procedures described herein, in whole or in part, at any time, with or without notice. The language used in this handbook is not intended to create, nor is it to be construed to constitute, a contract between Acres of Fun or any other party. 

Throughout this manual Acres of Fun will be referred to as “The Program.”

Administration of The Program

Sandra Habe Owner/Director/Licensee/BRC

Alyson Beauregard, Co-Director

Jen Mitton, Site Coordinator

Program Purpose

The Program provides school year quality care for children. The school year program, which runs from the first day of school through the last day of school for that year, serves children enrolled in 2.9 years (Preschool), kindergarten through grade eight. 

Program Philosophy/Mission 

The Program’s mission is to provide a safe, warm, and supportive environment for children. Daily activities provide enrichment and recreational opportunities. Acres of Fun employs qualified staff members who support the goals of social well-being and growth, meeting the developmental needs of children.

Staff Orientation

All staff members receive orientation at the beginning of their employment. On acceptance of a position, new staff members are supplied with a copy of the staff handbook. They are instructed to read the handbook, and the director will go over specific topics listed below. New staff members are given a tour of the buildings, introduced to other occupants, and then shadow a veteran staff member for a minimum of one week. New staff members meet with the Acres of Fun personnel administrator to receive information concerning benefits.

Topics included in the orientation provided by the director or senior group leaders:

• Job description

• Personnel policies

• Statement of Purpose

• Statement of non-discrimination

• Health Care Policy

• Staff mandated reporting and procedures per the Department of Social Services

• Information in children’s records and confidentiality policy

• Behavior management plan

• Termination and suspension Policy

• Emergency and evacuation procedures

• Program plan

• Referral plan

• Transportation plan

• Procedures for parent visits, input, conferences and communication

• Identification of the Office of Early Education and Care as the licensing authority

• Availability of the Office of Early Education and Care standards for the licensure or approval of Group day care and school age programs

• EEC required training for “new” staff  

Orientation is covered over the course of two or three sessions for a total of approximately three hours. New staff members do not participate formally in the activity room settings until they have completed the orientation.

Orientation through the personnel administrator covers

• Benefits

• Policies

Confidential information   

Any document that has personal information about a child should never be posted in an area accessible to the public.  

Allergy and Medication Lists will, however, be posted in the following locations:

• In the director’s office

• Group Leaders notebook or cell phone

Staff/Child Ratios and Group Size

• State required ratio is 2:20/2:26. Depending on the activity and the ages and needs of children involved, this ratio will vary with our typical range being 2:20 to 2:26.

• As needed, a staff member may be required to move either temporarily or permanently to another age group in order to maintain the above ratios.

Duties of Reception Staffer

Attendance

The attendance sheets are provided to the reception area staffer by the office. The Assistant Director will sign the children in using Jumbula.  The staffer assigned to the reception area will record the following:

• Any needed changes to the attendance sheets and to the checklist copy

• Absences or late arrivals for that day that are noted in the Message Log

• Notation on checklist that a child arrives late 

• Write the names of all staff working with each group on that day at the top of the group’s attendance sheet. 

All information from parent notes must be written into the Message Log and filed in the child’s office file. Once attendance has been taken, the reception staff will call the respective parent to determine the location of any child scheduled to attend AF on that day who did not arrive. 

Total the number of children in each group and write the number at the bottom of each sheet. Keep a separate tally sheet for the day and update it continuously. Put the total number of children for each age group on the sheet and continually update this number as children are signed in and out of the program. The list would start with #1 when the first child arrives and change as children arrive/leave. The reception staff will put the checklist and the attendance sheets together in the current year’s attendance book by group (starting with Group 1) during prep time the following day. 

Activity Book

This book is the responsibility of the receptionist on duty and is used to list the whereabouts of any children that temporarily leave the immediate care of Acres of Fun, and may be returning before the end of the day. For example, some children take music lessons at Good Pickin’ Farm one day each week. Parents must complete an “Outside Activity Form” before their child may take part in any outside activity. This form requires the child’s name, grade, destination, time of departure, and time of return. 

Once you have transferred the information from this form to the Outside Activities Book, file the form in the back of the Activity Book, record how the child will be transported (walked by ____, picked up by___, etc.). There is a separate Outside Activities list for each day of the week.

When you are aware a child has an activity, such as music, you should walkie down to their Acres of Fun area 15 minutes prior to the activity to make sure they are ready to go. 

Child(ren)’s Absences during the school year program

The office will write the child’s name on the “No Call” log to indicate that the office was not notified by a parent /guardian that the child would be absent/late for care. The office will continue to call until a parent or a responsible adult is reached. Leaving a voicemail message for a parent is not sufficient contact. 

Note: The first time a child is absent and a parent has not notified Acres of Fun.  The fee will be $20.

Other reception area responsibilities:

While working, you are responsible for monitoring the children who may be leaving their programming to go to the bathroom. Make sure children know where the bathroom is and that they are not fooling around in there. Also, it is good to remind the children they should wash their hands before exiting the restroom. 

You will be responsible for any adult who enters the Acres of Fun property . Please ask anyone you don’t recognize “How may I help you?” If the person does not stop or is acting suspicious, tell them they need to stop and check in with you prior to entering the program area. If the person is still non-compliant or acting unusually, inform the director immediately. 

At the end of each day, the desk staff will put out the late sign-out sheet for any parent who picks up after 5:30. Please make sure they write their name and the time they are picking up. They must use the clock to determine how late they are. 

Once all children have been dismissed, double check your attendance records to ensure they are accurate and that there is no possibility of a child remaining at Acres of Fun. Once this is done, please make sure the buildings are locked.

Child(ren)’s Files

• An individual folder for each child containing all required forms, reports, and notes is located in the small file cabinet in the directors’ office.  

• Folders are in alphabetical order by last name.

• Staff are encouraged to read the child(ren)’s files.

• All notes from parents must be kept in the child(ren)’s files. These notes might include requests for children to leave early, walk home, etc. Put information in the message log and file the original note.

Procedure for Dispensing Medication

• A “Medication Consent” form must be completed by a parent/guardian. 

• The receptionist will send the parent/guardian to one of the following for arrangements when they arrive with meds: director, site coordinator, administrative assistant, reception staff.   

• Read the Health Care Policy and Parent Handbook for specific information regarding medications.

• All  medications are kept locked in the director’s office in a locked storage cabinet. 

 Injury, Illness, and Incident Reports

• Reports must be completed, by staff, in the following situations:

• An Injury Report must be completed when you provide medical care, including an ice pack, band aid, bumps and bruises, etc.  Spontaneous nosebleeds are reported as an injury (you must note if the nosebleed was spontaneous or caused by contact). Serious injuries require a call to a parent or guardian.

• An Illness Report must be completed when a child becomes ill and/or tells us they are feeling ill. Illness reports immediately trigger a call to a parent or guardian.

• An Incident Report must be completed when it is necessary to discuss a child’s behavior with a parent. This includes behavior problems, behavior changes, or any other FYI. Phone calls home require incident reports.

• The report needs to be written the same day unless the director grants an extension of time, of no more than 24 hours of the occurrence; the parent(s)/guardian(s) need to be informed the day of the injury, illness, or incident. Reports should be emailed if the child is not picked up by a parent or legal guardian.

• Reports must be professional – spelling, grammar, punctuation should be thoroughly checked.  Reports must also be objective and maintain confidentiality, according to EEC regulations.  

• When a report needs to be written, the staffer(s) who witnessed the occurrence should write up the report and then submit it to the director or administrative assistant, for review. Once reviewed, the director will make two copies, one for the parent to sign and one for the parent to keep.

• The parent will keep one copy and sign one, which the receptionist will put in the director’s mailbox. The director will log the report and file the signed copy in the child(ren)’s file. 

Cubbies/Hooks

The children’s cubbies must be labeled. Cubbies must be maintained in a clean and orderly fashion throughout the year. Full-time children should have their own cubbies when possible and part-time children may share. Children and staff are responsible for keeping the cubbies clean. Fridays are designated as “Cubby Cleaning Day”.

Staff’s Daily Safety Checklists 

Indoor Safety Checklist

• Electrical cords should be taped down.

• Nothing should be piled on any cabinets that could fall.

• Sharp objects should be locked in a cabinet or closet.

• All hazardous items should be stored in a locked cabinet or closet.

• Broken toys/equipment are fixed or disposed of properly.

• Carpets with curled corners are taped down so children/staff do not trip.

Outdoor Safety Checklist

• All play equipment should be in good repair.

• Play areas should be free of broken glass, debris (ex: trash).

• Space for the day’s activities is adequate and arranged to avoid collisions.

• Safety zones are marked in areas where active sports are played (waiting area for next batter).

Emergency Plan

       See the Health Care Policy Section.   

Integrated Pest Management Policy

See the Health Care Policy Section.

Emergency Procedures, Fire Drill Instructions, Exit signs, No Smoking signs 

• Post Evacuation Plans signs by exits of all areas.

• Exit signs must be above every doorway.

• Buildings are smoke free. You may not smoke or vape within 15 feet of a Building or on any fields or paddocks.  Remember – you are role models for children.

First Aid Supplies/Emergency Notebooks

• A set of first aid supplies is kept in a plastic box marked with a red cross in the closet in each room (Classroom Kit).  

• In addition, portable (first aid) Kits are used for field trips, the paddocks and the fields .  You must take a portable kit/backpack with you.

• Any medications for children leaving the building must be packed in a kit.  NOTE: A child’s medication must follow the child.

• Inventory classroom kits and portable kits every day and replenish supplies!  See list below.

First Aid Supplies – Assorted Band-Aids (Jr. strips, 1”X3”, and Jumbo), first aid tape, disposable gloves, tweezers, eye wash cup, Sm. and Lg. Sterile pads, rolled gauze, garbage bag, cold packs (3), blunt scissors, thermometers, CPR shield.

• Reminder: Kits contain items children should not have access to. Keep kits away from the children and do not leave the kits unattended.

Child Information Sheet Notebooks

• Contain essential information for each child.  

• The office updates the forms in notebooks at all locations, as needed.

• Staff should become familiar with accessing files.

 Fire Drills/Disaster Plan

• Fire drills will be conducted monthly.

• In addition, the administration will hold random additional fire drills.  Drills are documented with the following information: date, time, groups, and how long it took to evacuate each group.

• Full instructions are in the Health Care Policies and Procedures section. 

Program Records

• Records must be kept accurate and up to date. 

• This includes attendance and checklists, reports, planning books, emergency contacts, children’s schedules, and posted activities.

Late Pick-up Policy

Staff must be available to stay late if all children are not picked up by 5:30 PM.

• Staffing is designated in advance.   

• The late pick-up group at the school house starting at 5:30 PM. 

• The late pick-up list clipboard is located at the school house. The receptionist writes each child’s full name legibly and the parent will sign the child out when they arrive. Make sure the parents write the time of pick up legibly.  

• During the first week of school, remind parents who pick-up late of our late pick-up policy and fee.   

• If you do not hear from a parent by 5:30 PM:

1. Start calling cell #’s, work #’s, and home #.  

2. If there is no answer and you still have not heard from the parent, call all emergency contacts/designated pick-up people until you reach someone.  

3. If you do not reach anyone by 5:45 PM call:

Sandra Habe 978-302-7579

• If you have followed all of the above and still you are unable to reach anyone you are to call the police. At this point the situation could be perceived that the child has been abandoned.

Abuse and Neglect Policy

PREVENTION OF ABUSE AND NEGLECT (Mandated by the Massachusetts Department of Early Education and Care (EEC) 

No child shall be subjected to abuse or neglect, cruel, unusual, severe, or corporal punishment including: any type of physical hitting inflicted in any manner upon the body; punishments which subject the child to verbal abuse, ridicule, or humiliation; denial of food, rest, or bathroom facilities; punishment for soiling, wetting, or not using the toilet; or punishment related to eating or not eating food.  Use of this type of punishment will mean immediate dismissal of the employee.

State law requires professionals whose work brings them in close contact with children to notify the Department of Children and Families (DCF), formerly known as the Department of Social Services (DSS), if they suspect that a child has been, or is at risk of being, abused or neglected.  Acres of Fun staff members are mandated reporters of abuse and or neglect.  If you suspect a child in your care is at risk you should immediately contact the director and put your concerns in writing. The report should be dated and signed and true to the best of your knowledge. DCF is then contacted.  

During orientation staff receive a copy of “The Warning Signs of Child Abuse and Neglect” taken from the DCF web site and added to this handbook. 

If a case of suspected abuse has allegedly occurred while the child was under the care of Acres of Fun, the director will immediately notify the program administrator who will then immediately notify DCF and EEC.

When a staff member has been accused of abuse or neglect of a child in the program and is under investigation he/she will be immediately removed from direct contact with the children in the program until the DCF investigation is complete and for such further time as the office requires.

• The staff member will be immediately suspended without pay until the investigation is completed by all agencies.

• If the charge is founded the staff member will be immediately terminated.

• If unfounded the staff member will be returned to their position.

• A staff member, once returned to the position, will be compensated for lost time based on their typical schedule.

Acres of Fun will cooperate in all investigations of abuse and neglect. Cooperation will include identifying parents, disclosing information to the office and other persons or agencies specified by the office necessary to the prompt investigation of allegations, and the protection of the child.

Acres of Fun Approach to Child Guidance and Behavior Management Plan

Acres of Fun provides positive and consistent guidance to children based on their individual needs and development. Staff members at Acres of Fun constantly strive to learn about all of the children and how they interact with each other. We gain understanding of each child through observation and interaction. 

Staff will meet regularly and discuss the needs of children in the program, to ensure consistency in care. 

Acres of Fun has basic expectations of children which include keeping body parts to themselves, walking indoors, respecting others, and using equipment the way it was intended. Children meeting expectations and displaying positive behavior will be acknowledged and praised by staff; they may be given special responsibilities or privileges, or a small tangible reward. By publicizing positive behavior, we build a supportive community. 

Staff members facilitate conflict resolution between children. Staff will help children develop such skills to promote discussion, compromise, and cooperation.  Children who do not follow expectations will be asked a reasonable number of times to improve their behavior. Positive behaviors are encouraged through redirection of negative behavior. Staff will ensure that children understand what expectation they did not follow and what positive choices they can make to improve behavior. 

E.E.C. Regulation: No child shall be subjected to abuse or neglect, cruel, unusual, severe or corporal punishment including: any type of physical hitting inflicted in any manner upon the body; punishments which subject a child to verbal abuse, ridicule or humiliation; denial of food, rest, or bathroom facilities; punishment for soiling, wetting or not using the toilet; or punishment related to eating or not eating food. 

The rules, policies, and procedures for behavior management of the children uphold the standards of being consistent, reasonable, and appropriate to the age and understanding of the children. 

If behavior does not improve, the following measures may be used: 

1. • Redirection from an activity or from peers 

2. • A “time out” of no more than 5 minutes 

3. • The completion of an Incident Report in order to keep parent/guardians informed 

4. • Removal of certain privileges 

Staff members make every effort to keep parents informed about positive and negative behaviors. Parents will receive written notification of behavior problems or concerns in the form of an Incident Report. Parents will sign a copy to be kept on file at Acres of Fun, and they will receive a copy. If negative behavior continues to cause concern and is consistent, the director will discuss it with the parents. Documentation of all discussions will be placed in the child’s file.

If the director determines that a child’s behavior is endangering themselves or others, parents will be called immediately, and the child will not be permitted to return until a conference has been held. Documentation of this conference will be maintained in the child’s file. A copy will be given to the parent. In the event of termination from the program, the child shall be prepared in a manner consistent with the child’s ability to understand.

A suspension from the program of up to three days may then be implemented if the behavior does not improve. If disruptive behavior continues, the child will be asked to leave the program for the remainder of the school year. Re-admittance for the following year will be conditional, and must be discussed with the director at time of enrollment.

ANY OF THE FOLLOWING MAY RESULT IN SUSPENSION OF SERVICES: 

1. 1. Continued aggressive behavior of child 

2. 2. Bullying, both emotional and physical 

3. 3. Continued use of inappropriate language 

4. 4. Bringing any type of weapon to Acres of Fun

1. 5. Continued lack of respect – not meeting Acres of Fun behavioral expectations 

2. 6. Destruction of property 

3. 7. Payment for services is in arrears 

4. 8. Parental behavior that is inconsistent with proper behavior 

5. 9. Any situation that, at the director’s discretion, is deemed inappropriate 

Normal discipline is the responsibility of the staff. Severe breaches should be referred to the director. As parents are seen daily, staff should utilize this time to discuss not only “bad days” but “good days” as well.

Restraining a Child  

The EEC prohibits the use of physical restraint in any school-age program licensed by the EEC. The only exception to this rule is in a situation when there is imminent danger to the child or to others.

Referral Policy/Resource List

If a staff member suspects a social, mental health, medical, dental, vision, hearing, or educational problem, he will notify the program director. Written observations and concerns will be noted in child(ren)’s files. Parents will be contacted and given, in writing, a brief summary of The Program’s observations related to the referral and any efforts The Program may have made to accommodate the child(ren)’s needs. The Acres of Fun works in conjunction with the Westford Board of Health and the Westford Public Schools.

Resource List

Westford Board of Health 978-692-5509

(Provides information and referrals)

Poison Prevention Center 800-222-1222

Emerson Hospital, Concord 978-369-1400

Lahey Clinic, Burlington 781-273-5100

Federation for Children with Special Needs 617-482-2915

Lowell General Hospital                                                                                        978-937-6600

School Closing, Delayed Opening

Acres of Fun is closed if the Westford schools close for a snow day. When closed for a snow day, staff are not paid their regular hours.

Emergency Closing Policy

In the event that Acres of Fun must close due to an emergency see the Acres of Fun emergency plan in the Health Care Policy section.

Staff Involvement & Staff Training 

Staff meetings are held for a minimum of two hours per month as required by the Department of Early Education and Care (EEC). In the event there is a need for an additional meeting during the day or after hours, every effort will be made to give as much advance notice as possible. Staff meetings are mandatory due to the importance of the information to be provided and discussed. If you have any questions or concerns that you feel need to be addressed at a formal meeting, inform the director.  

It is important to gather all staff together in a formal meeting to ensure continuity of the program, policies, and for staff training.  If for some reason you do not attend, you are responsible for obtaining the information that was discussed.

During the course of the year the following topics will be included as part of the staff meeting agendas:

1. How to meet the needs of the children (developmentally appropriate activities, how to plan activities.)

2. Updates on policies and procedures 

3. Parent communication

4. Emergency procedures 

5. Specialists to address issues such as stress, red flags, and integration of special needs children

6. Training in control of infectious diseases

To keep staff informed during the summer months Staff Updates will be used. Staff Updates are written notifications delivered to staff members via their email. All staff are responsible for knowing this information.

Staff Involvement in Setting Program Policies

Staff is encouraged to make suggestions for changes to policy. The director will take suggestions under advisement and, if needed to make a decision, meet with the whole staff to discuss potential changes.  The director/personnel manager may have input to any changes.

In-Service Training

Throughout the year In-Service trainings are held or offered during staff meetings and other times to address topics of interest. Topics that may be included are behavior management, conflict resolution, death/dying, stress management, programming for all ages. Trainings are provided by the directors and/or outside contractors. The staff will be notified of trainings and workshops in the area and are encouraged to attend. Acres of Fun uses EEC training requirements as a minimum. Additional training may be conducted when deemed necessary or when opportunities arise.

EEC Training Requirements are as follows: If an employee works less than 10 hours per week, 5 hours of training is required yearly. If an employee works at least 10 hours/week and less than 20 hours/week, 10 hours of training is required yearly. If an employee works 20 or more hours/week, 20 hours of training per year is required. EEC also requires an additional on-line training for new staff who have never worked in the childcare field.  

Activity Planning

Adequate time is scheduled during work hours for staff to develop activity plans. Activities and activity centers are offered on a daily basis for each group. Children have the opportunity to choose from a variety of activities every day. All activities will reflect the mission of the program and the developmental level of the children. These activities will meet the children’s need for choice, recreation, enrichment, and understanding of diversity. Multicultural activities encourage the celebration of differences and foster the appreciation of others. Plans for the day will include activities that promote physical, intellectual, emotional and social well-being; growth, and literacy. They will also include community service projects, math and science, and games that foster cooperation and conflict resolution. Activities are posted on the website and outside of each classroom.

Programming

Grades K-8

Children are offered several choices after school including: homework time, outdoor play, planned activities, and “free play.” Activity plans are flexible to allow for the interests of this age group and the children are involved in the planning of activities. By interacting throughout the day with various small informal groups, staff members learn the children’s interests and plan accordingly.

Birthdays

Due to numerous food allergies Acres of Fun does not allow food to be brought in and shared to celebrate a child’s birthday. If parents wish to have a tangible way to recognize the birthday we suggest donating a book or game to Acres of Fun in their child’s name (this is noted in the Parent Handbook). Make sure the group recognizes the contribution and inform the office staff so a “Thank You” note can be sent.

Each group may recognize children’s birthdays each month in their own way. Suggestions for recognizing birthdays:

• During the first week of school have the children make a Birthday Bulletin Board and update it as new children enter your group

• Make a special card for the child signed by all of their group leaders

• Make an autograph book for the birthday child(ren) to receive written wishes from their friends and group leaders

• Whatever you choose, you must make sure you do it for all children in the group- don’t forget birthdays during vacations and summer as well!

Holidays

Children in the program are of different faiths and family structures. This must be kept in mind when celebrating holidays and planning projects.  

Nutrition and Snacks 

Children must bring a healthy snack from home to be eaten at snack time.

Children are not allowed to share food items from home due to food allergies and parent preferences.

Withholding food is not to be used as a method of behavior management. 

Daily Clean-up and Maintenance of the Facility

Our bleach solution (2 drops of bleach to 1 quart of water) needs to be made fresh every morning because bleach degrades in the solution and needs to be new to be an effective disinfectant.

• Bleach tables and chairs before the program starts every day.  

• Bleach tables before and after snacks and lunch.

• Food spills must be cleaned up immediately. When a child spills something you should involve the child in this cleanup without it being punitive. Do not yell across the room to a child. Walk over to them and explain quietly what they need to do and help them with the clean-up and gently explain why.

• Floors must be swept at the end of each snack time, lunch time, and at the end of the day.

• Children should help with clean up chores (age appropriately).  

• Staff members are responsible for maintaining a safe and clean environment while children are on site. This includes bathrooms, classrooms, halls, and outdoor areas. This includes picking up the paper towels, toilet paper, etc. that are on the floor or ground. Wipe down counters in the bathroom when they are messy throughout the day.  

• When you are unable to fix a broken piece of equipment yourself, you should notify one of the directors. The director will rectify the situation immediately, staff members are responsible for keeping the children away from the hazard. 

• All cleaning supplies need to be put away on high shelves in the classroom closets after use.

Cell-Phones

• Every staff person is expected to have a working cell phone for communication.

• Always have your cell phone with you and the ringer on.

• You are responsible for your phone and to respond when called. 

• Only use cell phone when necessary. Avoid lengthy discussions.

Parent Communication/Involvement/Conferences/Child Evaluations/Observations

Parent(s)/Guardian(s) and their child(ren) are encouraged to meet with the director before registering. At this time, we will answer any questions, we will give a tour of the farm, and we will instruct on how to register a child. In some cases, parents will register their child before meeting with a director. In these cases, we strongly recommend that the parent make an appointment with one of the directors to visit Acres of Fun before the child attends for the first time. 

The Acres of Fun newsletter is distributed on a weekly basis by e-mail. 

During February of each year, every family will receive a report on their child as required by EEC. A conference or written report may be scheduled at any time upon request of the parents or the staff. Parents are welcome at any time to contact the program director, site coordinator, or the program administrator. Ongoing communication between parents and staff is important and is available on a daily basis. As the staff’s primary function is the care of the children, lengthy conversations may not always be possible at drop-off or pick-up time. If possible, the discussion should be scheduled in advance.

Suggestions and comments regarding the program and its policies are always welcome. Parents may email or speak with the program directors, or the administrator. A formal written program evaluation will be distributed to all parents at least once per year. Acres of Fun has an “open door” policy for Parents/Guardians of registered members.

Reminders for written and verbal communication with parents(s)/guardian(s):

• Be professional at all times.

• Honor confidentiality of children, colleagues, and the program in general.

• Do not let parent communication distract you from your main responsibility of caring for the children who are still on site.

• Do not have discussions with parents involving sensitive information in public.   

• Complete a child evaluation form for every child using information from reports written throughout the year and input from the staff. 

• Information in the evaluation should not come as a complete surprise to parents. 

• All concerns should be reported, using the proper form, to the directors and parents as they arise.  

Inclusion Policy/Intake Procedure for Child with Disabilities

Inclusion Policy:

Acres of Fun ensures the inclusion of children with disabilities under the Americans with Disabilities Act (ADA). Children are admitted under the following conditions: there is no undue financial burden on the Program and that the nature of the program will not be altered. Placement decisions will be made in consultation with parents, and parents will be informed in writing. The application process is outlined below.

1. Accept application

2. Ask parent to request information that may be of help from

• Local education agency

• Early Intervention

• Health/service providers

            3. Identify in writing with parental input:

                 Accommodations:

• Change/modification in child’s participation

• Size of group to which child is assigned and staff/child ratio

• Any special equipment, materials, ramp, or aides

4. Send written notification to parent, within (30) days of receipt of information, if accommodations cause undue burden. Include reasons for decision, and inform the parent that they may contact the office for determination of compliance. Maintain a copy of letter to parents for file.

5. In making determination, consider

• Nature and cost

• Ability to secure funding

• Licensee financial resources

• Number of people employed

• Effect on expenses/resources, other impact

• Toileting needs are not considered an undue burden

6. With parental permission

• Participate in development/review of child’s program plan with LEA, EI, or other health and service providers.

• Inform administrator of special education in writing (re: serving a child with special needs).

Staff Supervision

• All staff is supervised by Sandra Habe, the Director, and/or site coordinator(s).

• The directors will meet with each staff member at least twice during the year for informal evaluation and goal setting.

• A formal evaluation of each staff member is completed by the program directors once per year.  

• The formal evaluation will be used as a factor in pay rate if appropriate.

Staff Illness Call-in Procedures

You must text or call the director if you will not be coming to work. The director, or morning staff, will make arrangements for coverage. While you may arrange for coverage on your own with other staff, those arrangements must be approved by the director.

Dress Code

Our goal is to reflect a professional image and to be dressed for all activities that take place at Acres of Fun. Sandals and other open toed shoes are not appropriate for safety reasons. Sneakers, boots and other closed-toe shoes are acceptable. Staffers should be dressed to work outside every day.         

Phone/computer use while at work

As a general rule, use of cell phones and laptops for personal use is not allowed during working hours. Lesson planning or work-related use of technology is permitted but casual use of phones and laptops while caring for children is not. Personal phone calls should be made from the director’s office at necessary times. 

Children’s Cell Phone Policy

For reasons of privacy and for the safety of all attending Acres of Fun, the use of personal cell phones by children, including text messaging, camera features, and any other visual or audio recording device is not allowed at Acres of Fun. Children who bring cell phones to Acres of Fun are expected to store them in a backpack, book bag, or cubby. If a child wishes to call their parent from their cell phone, they must do so with staff permission. Children who do not adhere to this policy will have their cell phone confiscated by the Acres of Fun staff to be returned to a parent upon their arrival at the end of the day. Parents needing to speak to their child(ren) during Acres of Fun operational hours are asked to call the Director and they will be put in touch with their child. As always, any child that wishes to speak to his/her parent is welcome to ask permission from a staff member who will see that they are allowed to call their parent.

PERSONNEL POLICIES

1.     a. Hiring: Applicants must meet EEC requirements and pass a pre-employment physical. 

        b. Promotion: All members of the staff are provided an annual performance evaluation.  The director will meet two times each year to evaluate and discuss performance as well as to establish goals and objectives. The director is responsible for recommendations for promotion, with the program director and program administrator making the appointments.

        c. CPR/First Aid Certification: At the completion of the course, submit a copy of certificates to the director. At times, the directors are able to schedule certification classes to be held at Acres of Fun. In this case, the new staffers will be notified of the time and date of the class. Once certified, the directors will keep track of certification expiration dates and schedule recertification classes accordingly.  First Aid and CPR certification needs to be renewed annually.

        d. Discipline: The director is responsible for handling staff discipline, and for providing the program administrator with verbal and written communication regarding such incidents.

        e. Suspension: The director will make a recommendation to the program administrator for suspension of any member of the staff.  The administrator will notify such employees, in writing, of their suspensions. 

        f. Dismissal: Based upon the recommendation of the director, should an employee not be meeting the expectations of the job, notice of dismissal will be given.

2. Procedure for handling staff complaints: The director is always available to consult with any member of the staff regarding a complaint. Should the staff member not be satisfied with the Director’s decision, the Owner is available for further consultation.

3. Procedure for handling complaints about staff: Verbal complaints/comments regarding any individual staff member are to be shared with the director. Written complaints about staff members should be provided to the director who will investigate.

4. Job descriptions: See page 23 of this publication.  

5. Compensation Increases:  Staff members perform a variety of functions. The procedure for determining salary increases is based upon the performance evaluation for hourly employees.

6. Payroll: Staff members are responsible for writing their hours daily. There is a file folder with staff names on a payroll sheet, located in the office. Payroll is weekly. Payday is Friday. 

7. Hours and absenteeism: Staff members are expected to be on time as determined by the director and remain on duty until the end of their shift. When working the last shift of the day, staff members are expected to stay until all children have been picked up, unless otherwise approved by the director. The program operates during the school year.  

8. Vacations and Personal Time: Vacation and personal time requests must be made via the director, who will approve vacation time based on staffing, enrollment, and program needs. Make sure that you have approval for your time before you finalize any plans. You must have accrued time to take paid time off but the director may approve unpaid time off if you do not.

When multiple requests are made at the same time or for the same time off, it will generally be granted on a seniority basis. 

9. Per policy, staff may not care for children enrolled in Acres of Fun during non-work hours. 

10. Background checks will be performed on all staff members, volunteers and interns.

11. Volunteers and interns will be required and held to the same standards and policies as paid staff. 

Professionalism

Staffers at Acres of Fun work as a team. We work together to provide fun, enriching, and safe activities for children during their time with us. In order to successfully work as a team, the following are the expectations set for all staff:

1. When you are at work you must put all of your energy into being here for the children. Do your job to the best of your ability and make sure that the children in your care have a fantastic day. Sit with them at snack time, ask them about their day, and interact with them. During times when the children are actively engaged in an activity together, staffers are expected to be nearby. Also, there are Acres of Fun matters that should never be discussed in front of children, including opinions on policies, behavior issues of children, and other matters not directly associated with the children currently in your care. Discussion on these types of issues must only occur during staff meetings or in the office with a director. 

2. All private information about other staffers, program children, or their family members is considered confidential. 

3. Be on time. When you are late to work it affects the other staff members and the program’s operation. Plan to arrive a few minutes early so that you are ready to work at your scheduled start time.

4. Stay until the end of your shift. Even if the children are all gone at 5:30, your shift may end at 6:00 pm. Just as there are always things to do during prep time (see next section), there are always things that need doing at the end of the day as well.

5. Use prep time effectively. On any given afternoon, staff may have 30-90 minutes before children arrive. This time will be spent organizing rooms, cleaning, re-labeling bins, refilling bins, prepping projects for the day or week, checking first aid containers and initialing daily logs, doing safety checks of the outdoor and indoor areas, setting up outside equipment in the play yard, sanitizing legos and other toys. If you find yourself with nothing to do, ask the office staff what needs doing.

6. Treat other staff members with respect and be professional.

1. If you have a problem with another staff member, you should address it in a timely manner with that staff member, professionally and in private (not in front of children or other staff members). If you have trouble resolving the issue, the director is available to help or mediate. You may also request a meeting with the director at any time.

2. Cooperate and help each other. Depending on the age group with which you are working, you may have more prep time than someone else. Ask others if you can help them prepare for an activity, clean an area, etc. Work together when planning activities, even in different rooms, so that the entire team knows what is going on, and can fill in if another staff member is absent, etc.

3. Clean up after yourself. Any activity should include clean up by the children, as developmentally appropriate. Often there are adult cleaning jobs, and you should be able get to it right away. Let the other staffers you are working with know that you plan to do it later, and ask for help when you need it.

1. When you use materials or equipment, put them back where you found them when you are finished. This ensures that everyone will be able to find materials when needed. Also, we can avoid running out of supplies by informing the office staff as items appear to be running low.

Employees’ Benefits – School Age Care

All Part time Employees 

For every 30 hours worked 1 hour of sick time is accrued up to 40 hours. No health care benefits. Not eligible for Good Pickin’ Farm paid holidays.  

Full - time employees (35 -40 hours a week, 12 months a year)

For every 30 hours worked 1 hour of sick time is accrued up to 40 hours. Health care stipends are available for Full-Time staff after they have successfully completed a 3 month probation period.  

For every month worked, after the 3 month probation period, Full-Time staff accrue 3.334 hours per month (up to 40 hours per year) of vacation time.  Vacation time must be used in the year it is accrued or it will be forfeited, unless an agreement is made with administration.

Please contact the director if you have any additional questions regarding benefits.

Good Pickin Farm’s official holidays are listed below:

Indigenous People’s Day 

Veterans’ Day 

Thanksgiving Day 

Christmas Day

Bereavement

An employee shall be granted bereavement leave without loss of pay as follows:

1. In the event of the death of a spouse or child of an employee - four (4) consecutive days.

2. In the event of the death of a mother, father, sister, brother of an employee – three (3) consecutive days.

3. In the event of the death of grandparents, in-laws, or other members of the immediate household of an employee - two (2) consecutive days.

Jury Duty

If an employee is called to jury duty, he/she shall receive an amount equal to the Massachusetts State Guidelines. 

Breaks       

Employees working more than six consecutive hours receive a 30-minute break. Please plan break schedules so that the children receive consistent care and ratios are not compromised.

• Employees working a full eight-hour shift and taking a 30-minute break may take an additional 15-minute break if there is coverage and ratios are not compromised. 

Job Descriptions and Classification Wage Schedule

POSITION DESCRIPTIONS

School Age Child Care Director

Job Title:  School Age Child Care Director

Program: Acres of Fun

Location: 5 Gould Road, Westford, MA  01886

DESCRIPTION 

Under the general direction of Good Pickin’ Farm’s Owner, the School Age Child Care Director provides supervision and direction for all staff associated with Acres of Fun and the School Age Child Care program.

SUPERVISION RECEIVED

The School Age Child Care Director works under the general supervision of the Owner.

INDEPENDENT ACTION

The Director works independently within the broad scope of established Good Pickin’ Farm policies and goals; referring major problems, recommendations to terminate personnel, or problems involving other Good Pickin’ Farm Programs to the Owner for clarification of policies or procedures.

SUPERVISION EXERCISED

The Director is responsible for all Acres of Fun personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Director performs the following duties:

• Interviews, hires, and supervises all staff and volunteers

• Performs record-keeping for the program

• Maintains records mandated by the Department of Early Education and Care

• Oversees program policies and procedures, and makes updates when necessary

• Issues program reports to the Good Pickin’ Farm Owner

• Maintains all departmental files

• Communicates with parents on all matters regarding Acres of Fun

• Communicates with other programs to provide services to families when necessary

• Plans and develops new activities for the program

• Supervises the safety and well-being of all children in the program

• Monitors and assists with the development of the program’s budget

• Monitors all supplies and orders when necessary

• Acts as editor of the program newsletter

• Trains all staff

• Participates in required training each year

• Remains accessible during the hours Acres of Fun is open for business

• Performs miscellaneous related duties as required

• Maintains license with the EEC 

QUALIFICATIONS:

ESSENTIAL KNOWLEDGE

Employee must have knowledge of the following:

• Good Pickin’ Farm policies and procedures

• Child Care Services policies and licensing requirements

• Child psychology and early childhood development

• Report writing and preparation

• Applicable federal, state, and local laws, codes, regulations

ESSENTIAL FUNCTIONS OF THE JOB

Due to the nature of this position, the candidate must have the following abilities:

• Enforce all Good Pickin’ Farm regulations

• Interpret and apply relative state and local laws

• Prepare written reports and maintain efficient and effective records

• Respond to general public requests

• Clear and concise written and oral communication

• Stand or sit for extended periods of time

• Tolerate a moderate level of noise

ADDITIONAL FUNCTIONS OF THE JOB

• Attend meetings as requested.

• Lift and carry objects.

PHYSICAL AND ENVIRONMENTAL DEMANDS

The physical and environmental demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job.

• Tolerate moderate to severe noise levels.

• Tolerate interruptions to assist staff and/or citizens.

• Spend extended periods at computer, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.

• Lift and carry files, documents, records, etc.

• Travel by personal automobile to neighboring towns.

EXPERIENCE AND TRAINING GUIDELINES

The employee must possess any combination of experience and training that would likely provide the required knowledge and abilities. Typically that combination would be:

Experience:

A minimum of three years of child care program oversight is required.

Formal Education:

Bachelor’s Degree in one of the following disciplines; Child Development, Early Childhood Education, Elementary Education, Child Guidance, Human Services, Psychology, Physical Education, Recreation, Child Psychology, Social Work, Sociology, or Child Care and have six (6) months working with school age children; or

Bachelor’s Degree in any field or an Associate’s Degree in any field of study listed above and have nine (9) months of experience working with children; or High School diploma or equivalent and have one (1) year of experience working with children.

Training:

Supplemental courses, training and or education in a related field is highly desirable.

SPECIAL REQUIREMENTS

Three months of experience with preschool and/or kindergarten age children.

Certification in CPR and First Aid are required.

Successful completion of one course in child growth and development offered by an institution of higher education or approved by the Office for Child Care Services.

Must possess, or be able to obtain by hire, a valid Class D State Driver’s License.

TOOLS AND EQUIPMENT USED

Telephone, personal computer, scanner, photocopy machine and other appropriate equipment

SECTION GUIDELINES 

Formal application; review of education and experience; appropriate testing; oral interview; background check; final selection

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Assistant Director

Reports to the Director

Supervises: Staff and Children

Requirements: Shall be at least 20 years of age and meet one of the following sets of requirements:

1. Have a Bachelor’s Degree in Child Development, Early Childhood Education, Elementary Education, Child Guidance, Human Services, Nursing, Psychology, Physical Education, Recreation, Child Psychology, the Arts, Social Work, Sociology, or Child Care; and have six months of experience working with children or

2. Have a Bachelor’s Degree in any field or an Associate’s Degree in any field of study listed above; and have nine months’ experience working with school age children: or

3. Have a high school diploma or equivalent; and have one-year experience working with school age children

4. First Aid/CPR certificate; documentation of physical and TB immunization

And in addition meet the following:

• College-level course in Child Development/Child Psychology/Conceptual Development

• Must be a sensitive and mature individual who relates well to children and adults

• Experience in use of computer programs to include: Word, Excel, Outlook, and database software

Responsibilities include but are not limited to:

• Assume responsibility for The Program in the absence of the director

• Assist with administrative duties

• Supervision of safety and well-being of children

• Maintain the database for The Program

• Participation in required training each year

• Maintenance of current First Aid and CPR

• Accessibility to The Program during operating hours when the director is away.

• Submit updated physical and TB documentation every two years

Site Coordinator

Reports to: Program Director

Supervises: Staff and children

Requirements:  

Shall be at least 20 years of age and meet one of the following sets of requirements:

1. Have a Bachelor’s Degree in Child Development, Early Childhood Education, Elementary Education, Child Guidance, Human Services, Nursing, Psychology, Physical Care, Recreation, Child Psychology, the Arts, Social Work, Sociology, or Child Care; and have six months’ experience working with children: or

2. Have a Bachelor’s Degree in any field or an Associate Degree in any field of study listed above; and have nine months’ experience working with school age children; or

3.  Have a high school diploma or equivalent; and have one year of experience working with school age children.

In addition, meet the following:

• College level course or workshop in Child Development and/or Child Psychology

• One year of experience as an experienced group leader

• College level course or workshop approved by OCCS in behavior management

• Must be a sensitive and mature individual who relates well to children and adults.

Responsibilities include but are not limited to:

• Assist other staff during prep time by organizing prep time schedules

• Supervision of staff, children 

• Overall supervision of The Program in the absence of the director, assistant director

• Participate in required training

• Parent communication

• Program planning, development, and implementation

• Overall supervision of safety and well-being of children

• Record keeping

• Attendance at all staff meetings as determined by the director

• Maintain up to date First Aid and CPR certifications

• Must submit updated physical and TB documentation every two years.

Group Leader

Reports to: Program Director  

Supervises: Children, Assistants

Requirements: 

1. Must be at least eighteen (18) years of age and have either a Bachelor’s Degree or Associate’s Degree and three months experience working with school age children, or 

2. Have a high school diploma or equivalent; and have six months experience working with school age children including three months supervised experience at a school age child care program. Group Leaders must be sensitive, mature individuals who are able to relate well to both children and adults.

Responsibilities include but are not limited to:

• Supervision of children

• Record keeping - daily attendance

• Program planning, development, and implementation

• Supervise the safety and well-being of children

• Maintaining a developmentally appropriate setting

• Communicate with parents on a daily basis

• Attendance at all staff meetings as determined by the director/group leader

• Maintain of current CPR and First Aid Certifications

• Once hired and required documentation has been submitted, staff must submit updated physical documentation every two years.

Assistant Group Leader

Reports to: Program Director and Group Leader

Supervises: Children

Requirements: Must be at least sixteen (16) years of age and have a current high school diploma, or be sixteen (16) years of age and currently enrolled in high school program or equivalent, or be eighteen (18) years of age or older. Assistant Group Leaders must be sensitive, mature individuals who relate well with children and adults.

Responsibilities include but are not limited to:

• Supervision of children

• Assist in the planning, development, and implementation of The Program activities.

• Supervision of safety and well-being of children

• Assist in the maintenance of a developmentally appropriate setting

• Participation in required training each year

• Attendance at staff meetings as determined by the director/group leader

• Maintenance of current First Aid and CPR certifications

• Must submit updated physical documentation every two years.

Acres of Fun Health Care Policy and Procedures

Updated 12/2/21

TABLE OF CONTENTS

EMERGENCY PHONE LIST   

EMERGENCY EVACUATION

PROCEDURES FOR EMERGENCIES AND ILLNESS

First Aid and Transportation to the Hospital

Emergencies While on a Field Trip

PLAN FOR INJURY PREVENTION

Storage of hazardous material

Procedures for informing parents when first aid is administered to their child

Procedure for informing the Department of Early Education and Care (EEC) of serious 

injury, in-patient hospitalization, or death of child while in program care

ASSESSING INJURIES TO CHILDREN IN CARE

PLAN FOR MANAGING INFECTIOUS DISEASE

Conditions that necessitate a parent to pick up ill child

Conditions under which a child may return to the program

Procedures for parent notification in accordance with the Department of Public Health

PLAN FOR INFECTION CONTROL

Hand washing

Disinfectant

Contact with blood or other bodily fluids

Health care requirements for children

Health care requirements for staff

PROCEDURES FOR USING AND MAINTAINING FIRST AID EQUIPMENT

Location of First Aid Kits: backpacks/boxes

First Aid Kits maintenance

Contents of First Aid Kits

PLAN FOR ADMINISTRATION OF MEDICATION

Procedure for proper intake of medication in pill form

Administering medication

Leftover medication

PLAN FOR MILDLY ILL CHILDREN

PLAN FOR MEETING INDIVIDUAL CHILDREN’S SPECIFIC HEALTH NEEDS                   

PROCEDURE FOR IDENTIFYING AND REPORTING SUSPECTED CHILD ABUSE AND

NEGLECT                                                                                                                                  

If a staff person suspects abuse or neglect the following procedures will be followed

When a staff member has been accused of abuse or neglect of a child in the program

ATTACHMENTS               

EMERGENCY PHONE LIST

7.06 (10) (b)

This phone is located at: Good Pickin’ Farm

Phone Number: 978-302-7579

Directions & Location of the program: Good Pickin’ Farm 

5 Gould Road, Westford, MA

Health Consultant: Renee Laurencelle, NP

5 Gould Road

Westford, MA   01886

Work: 978-995-5089

Emergency Numbers: DIAL 9 BEFORE EACH PHONE CALL (e.g. 9-911)

For all emergencies, you may press the direct dial 911 button on the upper left corner of the phone

Fire: 911

Police: 911

Ambulance: 911

Poison Control: 800-222-1222

(Non-emergency situations) Westford Fire Dept: 978-692-5542

(Non-emergency situations) Westford Police Dept: 978-692-2161

Nearest Medical Facilities: Emerson Hospital Lowell Generell

133 Old Road to Nine Acre Corner 295 Varnum ave

Concord, MA Lowell, MA

978-369-1400 978-937-6000

Always give the following information in emergencies: Your name, nature of emergency, victim information, telephone number, address, exact location of injured person (e.g., School House).  

        DO NOT HANG UP BEFORE THE OTHER PERSON DOES

Reminders:

• Designate one staff person to meet emergency personnel at the end of the driveway

• Call parent(s)/guardian(s) after calling 911

• Pull out child’s file to have available for emergency personnel

EMERGENCY EVACUATION

Emergency Evacuation Plans are posted at all exits. See Emergency Plan for detailed evacuation and emergency procedures. 

Acres of Fun is ready at all times to evacuate the buildings or areas. Accurate attendance is maintained continuously and Acres of Fun has emergency bags with medical supplies, parent contact information (located at sign-out Area), food, blankets, flashlights, radios, and other provisions.

Fire drills will be conducted quarterly under the supervision of the Westford Fire Department.  In addition, the directors will hold additional random fire drills that are documented with the following information: date, time, groups, and how long it took each group to evacuate.

PROCEDURES FOR EMERGENCIES AND ILLNESS

First Aid and Transportation to the Hospital

In the case of an emergency or illness (such as a seizure, a serious fall, or serious cut):

• One adult (director or group leader) will administer emergency first aid until qualified help arrives.

• Second adult calls for emergency care, 911

• Third adult moves other children to another area or room

• Parents of injured child are notified immediately.  When parents cannot be reached, emergency contacts will be called as a further attempt to reach parents.  In the event a parent cannot be reached immediately, a designated staff person will continue to attempt to reach parents.

• If no contact can be made with parents or emergency contacts, the child’s pediatrician will be contacted.

• Transportation is by ambulance.  Director/Group Leader will accompany child if transported by ambulance.

• The child’s complete file, including permission forms, must be taken on ambulance.

• Acres of Fun will immediately report to the Department of Early Education and Care any injury to, or illness of, any child which occurs during the hours while the child is enrolled in care and which requires hospitalization or emergency medical treatment.

Emergencies While on a Field Trip

The same procedure is followed as above. At least two adults are always present when a group is off the premises. Staff members carry a cell phone and a copy of each child’s First Aid and Medical Care Consent Form, Medical Information, and Parent/Emergency Contact Information.  

PLAN FOR INJURY PREVENTION

To prevent injury and to ensure a safe environment, staff members survey rooms and outdoors daily for safety hazards such as dangling electric cords, broken equipment, sharp protrusions, and other situations that may present a safety hazard to children. When staff are unable to fix a broken piece of equipment themselves, please notify one of the directors. The director will notify the appropriate people depending on the problem. If the situation cannot be taken care of immediately, staff are responsible for keeping children away from the hazard until it can be rectified.

Storage of hazardous material

• Toxic substances, sharp objects, matches, and other hazardous objects will be stored out of the reach of children.  

• In all areas, toxic materials will be stored in directors office

• All medication in director's office

• Staff personal items (i.e. backpacks, pocketbooks) must be kept in the director’s office, or on the top shelf of a closet.

Procedures for informing parents when first aid is administered to their child

An Injury Report must be completed when staff provide medical care to a child. Parents are informed the day of the injury and a report must be completed within 24 hours of the injury. Parents review, sign, and keep a copy of the report. The director notes the report in the Injury Report Log and then the original report is added to the child’s file. If it‘s a serious injury, parents should be called immediately.

Procedure for informing the Department of Early Education and Care (EEC) of serious injury, in-patient hospitalization, or death of a child while in program care

The director will call the Department of Early Education and Care immediately if a child requires hospitalization.  Within three business days the director will submit a completed EEC Illness/Injury Report (see attached) to the EEC.

ASSESSING INJURIES TO CHILDREN IN CARE

All staff members are trained to perform CPR and basic First Aid.

When a child is injured, staffers fully access the child’s injury and follow proper first aid procedures.  When an injury occurs, staffers ask the child questions and observe to make sure the child is okay. After assessing the injury, staff will monitor the child throughout the day and continue to assess the child’s injury to make sure what was first observed and treated is still the appropriate course of action. 

To better understand the injury and the cause of the injury staffers gather additional information: What was the child doing? What equipment was involved? Was another child involved? Were any hazards involved? Were there any witnesses? What did they see?

All information about the child’s injury and treatment is reported to the parents verbally and by Injury Report.

Any time staffers believe the child’s life may be at risk or believe there is a risk of permanent injury, staff seek immediate medical treatment following the procedures listed above (First Aid and Transportation to the Hospital)

PLAN FOR MANAGING INFECTIOUS DISEASE

Conditions that necessitate a parent to pick up an ill child

Children who exhibit symptoms of the following types of infectious diseases, such as gastrointestinal, respiratory and skin or direct contact infections, may be excluded from Acres of Fun if it is determined that any of the following conditions exist:

• Fever (temperature of 100 or more) 

• Unusual lethargy, irritability, persistent crying

• Difficult breathing

• Diarrhea

• Vomiting

• Mouth sores, unless the physician states that the child is non-infectious

• Rash with a fever or behavior change, until physician has determined that the illness is not a communicable disease

• Purulent conjunctivitis (defined as pink or red conductive with white or yellow discharge, often with matted eyelids) until examined by a physician and approved for re-admission, with or without treatment

• Tuberculosis, until the child is non-infectious

• Impetigo, until 24 hours after treatment has started or all the sores are covered

• Strep infection, until 24 hours after treatment and the child has been without fever for 24 hours

• Chicken pox, until last blister has healed over

Children that do not display the symptoms noted above may need to be sent home if the illness requires greater care than staff can provide without compromising the health and safety of the other children.

Conditions under which a child may return to the program

For communicable diseases, if the child has been readmitted to school in the morning, they may attend Acres of Fun.  

Procedures for parent notification in accordance with the Department of Public Health

Parents are notified of communicable disease by a notice posted at the parent sign-out area.

PLAN FOR INFECTION CONTROL

Each staff member will be trained in Infection Control Procedures upon employment and before working with the children and annually thereafter.

Hand washing

All staff members are instructed in the proper way to wash their hands and they instruct children of the same.  Hand washing takes place 

• Before eating or preparing food

• After toileting 

• After coming into contact with bloody fluids and discharges 

• After handling program animals or their equipment 

• After cleaning

Disinfectant

• Acres of Fun staff clean rooms and bathrooms at Good Pickin’ Farm daily. Staff disinfects all toilets and toilet seats, sinks, and faucets. They also vacuum all rugs and mop all floors with disinfectant.

• Staff at Good Pickin’ Farm make fresh bleach solution (2 drops of bleach and 1 quart of water) every morning. Staff use bleach solution or an EPA-approved disinfectant product to disinfect tables before and after food is served.  Staffers also disinfect tables and chairs at the beginning and end of every day.

• Rest mats are sprayed with Lysol or wiped down with an EPA-approved disinfectant product after each use.

• Blankets are laundered at least once a week.

• Small toys are washed in the disinfectant buckets at least once a month. Legos and other small manipulative toys are soaked in bleach solution at least once weekly during prep time.

• Used dishes are washed in the disinfectant buckets at the end of each day.

• Door knobs, bathroom door hand plates, drawer handles, and adjacent areas are sprayed and wiped with bleach solution on a daily basis.

Contact with blood or other bodily fluids

Disposable gloves are used in treatment of children/adults when there is possible contact with blood spills and/or bodily fluids. Contaminated areas are disinfected with a bleach solution made for the clean-up of bodily fluids (1 Tablespoon of Bleach added to 1 quart of water). Used gloves are thrown away in plastic garbage bags along with any materials used to clean up the spill. The bag is then sealed, labeled with a hazardous waste sticker, and discarded immediately. Staff members wash their hands with soap and water after cleaning the area. Bloody clothing is sealed in plastic bags, labeled with the child’s name and returned to the parent at the end of the day. Bags for this purpose are kept in the First Aid Kit.

Health care requirements for children

Upon registering their child, parents certify that documentation of immunizations in accordance with public school health requirements and lead poisoning screening in accordance with public health requirements is on file at the child’s school. If not on file at the child’s school, parents must provide documentation of a physical, immunization, and lead poisoning screening dated within one year of the registration date.

The Massachusetts Immunization Program provides free childhood vaccines. The toll-free telephone number is 1-888-658-2850.

Health care requirements for staff

Located in each staff person’s file are the following:

• Evidence of physical exam within one year prior to employment and a new physical every two years thereafter.

• Evidence of immunity for measles, mumps, rubella.

• Statement of physical limitations in working with children, if applicable.

See following attachments

• Universal precautions

• Disinfectant solutions

• Daily cleaning

• Clean-up of blood and bodily fluids

• Hand-washing poster(s)

Procedures for using and maintaining first aid equipment

Location of first aid kits: backpack/boxes 

• A set of first aid supplies is kept in a plastic box marked with a red cross in the closet in each room (Classroom Kit).  

• In addition, portable (first aid) Kits are used for field trips, the paddocks and the fields .  You must take a portable kit/backpack with you.

• Any medications for children leaving the building must be packed in a kit.  NOTE: A child’s medication must follow the child.

• Inventory classroom kits and portable kits every day and replenish supplies!  See list below.

First Aid Supplies – Assorted Band-Aids (Jr. strips, 1”X3”, and Jumbo), first aid tape, disposable gloves, tweezers, eye wash cup, Sm. and Lg. Sterile pads, rolled gauze, garbage bag, cold packs (3), blunt scissors, thermometers, CPR shield.

• Reminder: Kits contain items children should not have access to. Keep kits away from the children and do not leave the kits unattended.

First aid kits maintenance

Every day, staffers check each first aid kit and initial and date the enclosed checklist booklet during prep time, before the children arrive.  

Contents of first aid kits

(Extra supplies are in the director’s office)

Small sterile pads

2 cold packs

Assorted Bandages

Disposable gloves

Small plastic garbage bags

First aid tape

3”X3” gauze pads

Large 2”X 3” bandages

Digital thermometers with probe covers

CPR shield

Tweezers

Eye wash cup

Hazardous waste stickers

Blunt scissors

Disposable gloves

Plan for administration of medication

Parental authorization is required to administer medication. Medication consent forms (see attached) are available at our website to print and at the reception area. This form is required for prescription and non-prescription medications.  Children may not self-administer medication, unless approved by the director. 

Prescription medicine must be in the original pharmacy container, labeled with the child’s name, name of the drug, and directions for its administration and storage. If necessary, ask the pharmacist for a second labeled bottle to be safely stored at Acres of Fun.

Non-prescription medication may not be administered without a written order from the child’s doctor.  (Ex. Tylenol, cough medicine, cough drop, and antiseptic cream such as Neosporin).  A medication consent form must be completed and signed by a doctor or a note must be written on a doctor’s script or letterhead. The note must specify the child’s name, name of the non-prescription medication, dosage, and under what conditions the medication may be administered. The medication must be in the original container. The medication consent form or doctor’s note may be blanket permission for the program year, or can specify dates.

Procedure for the proper intake of medication in pill form

First, staff ensures that the medication consent form is filled out completely and correctly. When receiving medication in pill form, a “medication received” form is completed (see attached). Staff completes the form as follows using one form for each child: child’s name, date, name of medication, # of pills received (staff must count the pills in front of the parent) then both staff and the parent sign the form.

Administering medication

The staff is required by the Commonwealth of Massachusetts to take the EEC medication administration on-line training upon being hired. 

• Office staff or a staff member designated by the director will distribute medications. 

• Administering staff must wash their hands/wear gloves before dispensing medication. 

• An accurate form of measurement must be used and is usually provided with medication. See office staff if a medication spoon is needed. Everyday kitchen spoons may not be used. 

• Medications must be dispensed in a private area, out of the sight of others.       

• Administering staff must check the label on the medication to match the name of the child and medication.

• Staff administering medication will strictly follow directions indicated on medication consent form.

• Administering staff must record the date, time, and dosage delivered along with their signature on the medication consent form. 

• The first dosage of any new medication must be administered by the parent at home in case of an allergic reaction.

• Sunscreen (with written parent permission) will be kept in the child’s cubby/hooks and the child will be supervised by a staff person when applying sunscreen.

Leftover medication 

Leftover medication is given back to the parent. If parents do not take the medication home, Acres of Fun will dispose of it as follows:

• When parents do not pick medication, the director will notify the health care consultant who will destroy the medication. The health care consultant will dispose of any sharps through local Board of Health or her current place of employment. Until arrangements have been made for the health care consultant to take possession of the medication, the medication is kept in the locked closet in the director’s office in a bin marked “expired meds”.  A “medication picked up by the health care consultant” form (see attached) will be completed and signed by both the health care consultant and the director or staff person designated in her absence.

Plan for mildly ill children

Children rest on a rest mat/couch in the room for that group. If there is a need to separate the child from the group at Acres of Fun, they are made comfortable in the cider house with staff supervision until they are picked up.  Children are provided with a book to read or other quiet activity until someone arrives to take them home. If a child is not feeling well, although able to remain at Acres of Fun, he or she is directed to quieter activities. Any toys, blankets, or mats used by an ill child will be cleaned and disinfected before being used by other children.

Parents will be requested to pick up their child as soon as possible if 1) the illness requires greater care that staff can provide without compromising the health and safety of others, 2) the child's condition worsens, or 3) it is determined that the child poses a threat to the health of the other children.

Plan for meeting individual children’s specific health needs

• During registration, parents record any known allergies and/or medical conditions on the forms submitted to the office. Allergy and medical information for children in the program are compiled in the allergies and medication Report. This report is posted in the following places:

• School House

• In the director’s office

• Cider House

• Barn Acres of Fun Locker

• Staff must refer to allergy and medication report before starting any cooking project. 

• If a child is allergic to a planned snack or cooking activity, Acres of Fun will offer the child an alternative.

• Due to food allergies, children are not allowed to share food from home.

• Due to allergies and sensitivity to products, children may not share sunscreen/insect repellant.

Toothbrushing policy

• Staff will assist children, if requested by parent/guardian, in brushing their teeth whenever they are in care for more than four hours or whenever they consume a meal while in care. Disposable toothbrushes will be provided.  

Procedure for identifying and reporting suspicious child abuse and neglect

All staff members are mandated reporters according to Massachusetts General Law C119, Section 51A. This means that if a staff member has a reasonable suspicion of abuse or neglect of a child he/she must file a report with the Department of Children and Family Services (DCF), formerly Department of Social Services (DSS). 

*See attachment for “Warning Signs of Abuse and Neglect” taken from the DCF Web Site

If staff suspects abuse or neglect the following procedure will be followed:

1. A staff member who suspects abuse or neglect must document his/her observations including the child's name, date, time, child's injuries, child's behavior, and any other pertinent information. The staff member will discuss this information with the program director.

2. The program director, or the staff member with the assistance of the program director, will make a verbal report to DCF, to be followed by a required written report 51A within 48 hours. Department of Child and Family Services Telephone # is 800-792-5202.  A copy of the 51A report is given to the recreation department director.

3. If a staff member feels that an incident should be reported to DCF, and the program director disagrees, the staff member may report to DCF directly.

4. All concerns of suspected abuse and neglect that are reported to DCF will be communicated to the parents by the program director unless such a report is contra-indicated.

When a staff member has been accused of abuse or neglect of a child in the program

• Any report of suspected abuse or neglect of a child will be immediately reported to the DCF and the Department of Early Education and Care (EEC). A meeting will be held with the staff member in question to inform him/her of the filed report.

• The staff member will be immediately suspended without pay until the investigation is complete by all agencies.

• If the charge is founded the staff member will be terminated immediately.  If not founded the staff member will be returned to his or her position, and compensated for time loss during the investigation.

Acres of Fun will cooperate in all investigations of abuse and neglect. Cooperation will include identifying parents, disclosing information to the EEC and other persons or agencies specified by the EEC necessary to the prompt investigation of allegations and the protection of the child.

Acres of Fun Emergency Plan

Table of Contents

Introduction             

Facility organization

Chain of command

Evacuation plan

Relocation

Where will the program be relocated?

Transportation

Supplies needed during relocation                         Emergency closing              

Emergency situations

Natural hazards             

Severe weather             

Snow and ice storms

Tornados and wind storms

Hurricanes

Earthquakes

Flooding

Technological hazards

Fire

Utility disruption Hazardous materials

Aviation disaster

Personal safety                             

Medical emergency

Bus accident

Missing child

Emergency security lockdown             

Civil disturbance

Out of control parent or other adult

Unauthorized/suspicious person              

Pick-up person determined unfit to be with child              

Bomb threats

Out of control child

Recovery and restoration operations               

Information release

Notifying the parents/guardians about incidents               

Notifying the public about incidents              

Notifying the EEC about incidents

Physical recovery

Counseling

Attachments

Introduction

Acres of Fun could be subject to an emergency situation affecting the facility or as part of a larger scale event. The director and staff are responsible for the safety of children, and will coordinate actions and/or requirements with community public safety officials and parents/guardians. The impact of an emergency on children can have lasting effects on their well-being. Acres of Fun will manage the response to the emergency as well as help children cope with their feelings, fear and needs during and after the emergency. The intent of this plan is to assist the staff in responding to emergency situations, provide information to family members concerning emergency program planning, and provide a basis for restoration of services. 

Facility organization

Acres of fun is located at Good Pickin’ Farm, 5 and 6 Gould Road, Westford, MA. Copies of the maps of Acres of Fun are on file at the Westford Police and Fire Departments.

Acres of Fun is equipped with emergency lighting, blankets, battery operated radio, flashlights, emergency medical supplies, and food.

Chain of command

Owner

Director

Coordinators

Group leaders

Assistant group leaders

Evacuation plan

• Emergency evacuation plans with primary and secondary escape routes and basic instructions are posted at all exits (see attached).   

• Acres of Fun’s emergency bag in the director’s office.

• At the sign out area, there is the child information sheets book. The office staff continuously updates this book when pertinent information changes.

• Accurate attendance is maintained continuously and simultaneously by the reception staffer and the teachers.

• Fire drills are conducted monthly. Drills are documented with the following information: date, time, groups, and how long it took to evacuate each group.

When the fire alarm sounds or if a director orders an immediate evacuation of the building, the staff follows instructions listed below:

1. The director or designated person calls 911 to verify the alarm.

2. If no fire, smoke, or hazards are visible, the staff will lead all children out of the building using the primary exits. If the primary exit is unavailable, the secondary exit is used. The reception staff person brings out the K-8 attendance list.

3. The first person out at each exit takes out the emergency bag.

4. The assistant director or designated person checks bathrooms for anyone left behind. 

5. If possible, the staff turns off all lights and closes all classroom doors.

6. Children and staff gather silently by group at the Pergolas near the chicken coop.

7. Staffers organize children by group, maintaining silence at all times. The reception staff person gives the attendance checklist to a staff member for each  group and that person takes the role. Attendance is immediately reported to the director. 

8. Staff and children do not re-enter the building until emergency personnel authorize re-entry. The director will notify staff when it is safe to re-enter the building.

9. Once children re-enter the building, attendance is taken again. The fire drill is not completed until attendance is taken a second-time.

Contingency plans

• If children are playing outside when the alarm sounds, outside staff will lead them to join those at the pergolas near the chicken coop. Silence is maintained. 

• In inclement weather, every effort will be made to move children inside to the Barn or to the Greenhouse or another safe place designated by the emergency personnel after attendance has been verified.  

Relocation

Relocation guide sheets, which include important phone numbers and addresses, are located in the director’s office and the emergency bag by the main entrance.

If the directors and owner deem conditions at Acres of Fun to be unsafe due to a variety of reasons, the program will be temporarily relocated. The following must be informed by phone when Acres of Fun relocates:

• Owner

• Westford Fire and Police Departments

• Parents/guardians of children attending the program

Along with phone calls to the people listed above, office staff will e-mail parents/guardians, when possible, and post relocation information on the main entrance.  The following information will be provided when informing people of relocation:

• Reason for relocation

• Address and phone number of temporary location

• Sandra Habe phone number

• Additional contact phone numbers (director’s or assigned staff members’ cell phones). 

The director will change the outgoing message on the Acres of Fun phone with all of the necessary relocation information. Directions for changing outgoing messages are posted by phone on the director’s desk, in the emergency bag, and on the relocation guide sheet.

Where will the program be relocated?

See attached Relocation Guide for phone numbers and addresses of potential relocation sites.  The Program director will call the locations listed in the Relocation Guide to check for availability.

Transportation

Dee Bus Services will provide necessary transportation.

Supplies needed during relocation

• Main emergency bag, child information sheet book, first aid, and emergency medical care consent forms book (both books at sign out desk), food, and other provisions.

• Water and cups

• Paper towels

• Snacks

• Additional games and art supplies

• Staff cell phones

• Children’s medications

• Attendance and checklist sheets

Emergency closing

If relocation is not possible or if Acres of Fun is unable to maintain state mandated 1:10/1:13 staff to child ratio, Acres of Fun will close. The director, along with the owner, will determine if Acres of Fun needs to close. Office staff will call parents/guardians and send out a mass e-mail. Parents or authorized pick-up people must pick up their children as soon as possible. All available staff will stay with children until the last child is picked up.

Emergency Situations

Many events can be emergency situations.  We will list a few here but it should be recognized that there are many potential situations that will not be specifically identified.  

Natural Hazards 

Severe weather

Severe weather may be predicted over several days in advance in the case of hurricanes and winter storms or within a few hours or less for tornados and other wind, rain, or ice storms. The directors track current weather and predicted weather so that the program is prepared for severe weather.

Snow and ice storms

Severe snow and ice storms can result in the shutdown of facilities, closed roads, and damage to power lines and structures. Meteorological advances have made surprise storms rare.  

• If there is a declared Massachusetts State of Emergency or if the directors deem it unsafe for children and staff to arrive to Acres of Fun, the program will be closed.

• Otherwise, Acres of Fun is prepared to provide a safe place for children to wait out a storm if necessary. Acres of Fun is always supplied with an adequate supply of food, water, and medical supplies.

• Good Pickin’ Farm will plow the Acres of Fun parking lot and will keep the walkways free of snow and ice.

Tornados and wind storms

Tornados are unlikely to hit this region according to the American Red Cross. Severe windstorms are more likely. In this situation, children will be moved to a safe location in the basement of the barn.

Hurricanes

Hurricanes are predicted by meteorologists, so there is usually time to prepare. In this situation, Acres of Fun will close and parents will be contacted to make arrangements for pick-up.

Earthquakes

Earthquakes are always potential threats. If indoors when an earthquake begins, everyone will stay indoors under sturdy furniture or against a wall away from the windows. Heads and necks should be protected. If outdoors, everyone should attempt to move towards an open area away from buildings, street lights, utility wires, etc. After an earthquake, everyone should stay away from windows and objects that may fall.

Flooding

Westford is not in danger of flash flooding. According to the Flood Insurance Rate Map #2552090003C, Westford is not in any flood zone.

Technological Hazards

Fire

Fire is perhaps the most common hazard. Fire can occur for many reasons, including as a result of damage from an earthquake, damaging wind or water damage to electrical equipment, etc. If there is a fire or a threat of fire at Acres of Fun, staff will lead children out by following the procedures listed in the Evacuation Plan. Acres of Fun takes several precautions to prevent fires and to be prepared if there is fire.

• Staffers conduct daily safety checks to look for fire hazards. During safety checks, staffers make sure that flammable objects are kept away from heat sources, radiators are clear of all objects, wires are undamaged, and outlets are not overloaded.

• Classrooms are organized so there are unimpeded walkways to exits.

• Fire extinguishers are located in each room and the hallway. Extinguishers are inspected yearly by the Fire Safe Corporation (www.firesafecorp.com).

• Staffers will use fire extinguishers only after children are safely away from danger and if the staffers’ safety is not jeopardized.

• All exits are clearly marked and the Evacuation Plan is posted by each classroom exit.

• If the fire alarm sounds, Acres of Fun will evacuate the building, even when staffers believe the alarm was not set off by smoke.

• Fire drills will be conducted monthly. Drills are documented with the following information: date, time, grades, and how long it took to evacuate each group.

• The Westford Fire Department conducts annual inspections for the Acres of Fun building.

Utility Disruption

Loss of sewage

Staff will walk children to use restrooms in the school house, cider house, barn or portable toilets. Ratta Corp (978-772-6199) provides Good Pickin’ Farm with port-a-potties.  If the nearby restrooms cannot accommodate the needs of Acres of Fun and port-a-potties cannot be obtained in a reasonable amount of time, the program will close or relocate.

Loss of water

The loss of sewage procedure above will be followed for bathroom needs. Acres of Fun will also use the nearby bathrooms for hand washing. Also, disinfectant wipes and hand sanitizer will be available for handwashing.  Acres of Fun is supplied with bottled water for drinking.

Loss of phone service

Acres of Fun has multiple cell service providers: Verizon, T-mobile, AT&T. A designated staff person will stay in the Director’s office to answer and make phone calls. The director’s cell phone will be designated as the contact number for parents and necessary community members. Office staff will give any new contact phone numbers to the following people by phone and email: 

• The Westford Police and Fire Department 

• Parents and/or designated pickup people of children attending the program

Loss of electricity

Acres of Fun locations are equipped with emergency lights that automatically turn on upon the loss of electricity. The emergency lights remain on for two hours after the loss of electricity. Additionally, Acres of Fun is supplied with flashlights and a battery-operated radio to be used during the loss of power. If the director determines that the loss of electricity creates an unsafe environment (i.e. darkness), the program will relocate or close.

Hazardous Materials 

Hazardous materials are substances that are flammable, combustible, explosive, toxic, noxious, corrosive, can oxidize, can irritate or are radioactive. Staffers prevent problems caused by hazardous materials by following the Acres of Fun storage of hazardous material protocols listed in the health care policies and procedures. If a hazardous materials accident occurs at Acres of Fun, such as a natural gas leak or spilling of a solvent, Acres of Fun will call 911 and follow evacuation procedures and relocation procedures if necessary. If a hazardous materials accident occurs outside the facility, such as a roadway accident or local chemical spill, Acres of Fun will follow the instructions of the proper authorities. The Town of Westford has an Emergency Plan for regional nuclear accidents or other wide scale environmental emergencies. In these cases, Acres of Fun will follow the instruction of the proper authorities.

Personal safety

Medical emergency

Procedures for medical emergencies are listed in the “First aid and transportation to the hospital” section of Acres of Fun health care policies and procedures. 

Bus Accidents

Staffers will follow the instructions of the bus driver. The bus is supplied with first aid equipment and Acres of Fun staffers bring a first aid backpack for each bus used on all field trips.

Missing child

The most common cases of missing children are when children do not arrive to Acres of Fun school.  In these cases, the Acres of Fun office calls the schools, parents, the bus company, and emergency contacts until it is known the child is safe. The police are contacted if the people listed above cannot determine the child’s whereabouts. The Acres of Fun Staff Handbook has more detailed protocols for children who unexpectedly do not arrive to Acres of Fun.

If a child becomes missing on Acres of Fun premises or in the outdoor areas adjacent to Acres of Fun, the director will be immediately notified. The reception staffer will check attendance lists and the sign out list to see if the child has been signed out of the program. The director and other designated staff will do a thorough search for the child. If the child is not found during the initial search, the police will be called for assistance. Parents will also be called to inform them of the situation and to confirm that the child is not with them.

On field trips, staff members are assigned to keep track of a specific group of children. Additionally, the site coordinator in charge of the trip keeps an accurate count of all children and takes attendance before leaving the field trip. If a child becomes missing, the staff in charge of the missing child and the trip coordinator (in charge of the trip) will look for the child. The coordinator will also request help from employees of the field trip location. If the child is missing for more than ten minutes, local police will be called to assist.

Each child’s weight, height, eye color, hair color, and identifying marks are listed in their file. This information will be provided to the police when a child is missing. If a photo of the child is on file or on the assistant director’s computer, it will also be provided to police. When children are off site, a director or an employee of the Good Pickin’ Farm will gather information from the child’s file to share with police.

Emergency security lockdown

If a staff person determines that children’s safety may be threatened, they will enact an emergency lockdown. Procedures for emergency lockdown:

• Staff announces over the two-way radio, “CODE RED”

• Any staff person near a phone dials 911 and tells the dispatcher that emergency assistance is required.  

• Staff lock all classroom doors.

• Staff move away from the doors and windows.

• No child or adult enters or leaves the classroom until a director announces that the emergency is over.

Civil Disturbance

The Westford Police Department will inform  Acres of Fun if there is a civil disturbance or other dangerous activities occurring nearby. Acres of Fun will follow the instructions of the Westford Police Department, enacting an emergency security lockdown if necessary. Also, the director or assigned person will make sure that all doors and windows are locked. The Westford Police Department will determine when it is safe to end an emergency security lockdown. 

Out of control parent or other adult

If an adult is determined to be out of control, staff will calmly approach the adult and attempt to move him or her away from the children. If any staff determines that the safety of children or staff member may be in danger, they will announce “CODE RED” over the two-way radio. Any staff person near a phone dials 911 and tells the dispatcher that emergency assistance is required.

Unauthorized/suspicious person 

Reception staff identifies each person who enters the farm. If staff does not recognize the person, he or she will immediately say, “Can I help you?”  

If the reception staff person determines that a person should not be at Acres of Fun, staff will follow the procedures listed below until the person leaves the building:

1. Reception staff person will ask the person to leave.

2. Reception staff person will call a director for assistance.  

3. The director will say, “If you do not leave, I will call the police.” 

4. The director announces “CODE RED,” over the two-way radio.

5. The director, or another staffer near the phone, calls 911 and tells the dispatcher that emergency assistance is required.

The reception staffer will call 911 and/or announce “CODE RED” at any time he or she determines it necessary. 

The Westford Police Department provides Acres of Fun with Level 3 and Level 2 sex offender information.  Pictures and information about Level 3 sex offenders are posted in the office staff area. Level 2 sex offender information is kept in the director’s office. The information is available to staff or parents who request it.

If a staff person sees a reported sex offender in the vicinity, he/she will call the director. The director will monitor this person and call the police if warranted.

Pick-up person determined unfit to be with child

Staff must be aware of situations when it is problematic for a child to be released to an authorized person.  Examples of this situation could be when an adult appears to be in an altered state (drug or alcohol induced), angry, despondent, depressed, or over-fatigued.

When staff determined that a child could be unsafe being released to an authorized pick up person, staff will follow the procedures listed below:

• Staff will notify a director.

• The director will determine if child should be released to questionable pickup person

• The director will inform the questionable pickup person that Acres of Fun will have another authorized pickup person come for the child.  

• The director will call other authorized parent(s) and emergency contact people until a new pickup arrangement is made.

• If the questionable pickup person accepts the director’s decision:

• and the director determines that it is unsafe for this person to drive, the director will offer to call for a cab or for another person to drive this person home.

• the person will wait in the Main Office until alternative transportation arrives.

• If the questionable pickup person does not accept the director’s decision:

• the director will calmly direct the person away from children.

• if the person attempts to take the child, the director or any other staff person will announce “CODE RED.” 

• the director or another staffer near a phone will immediately call the police.

• Staff will not physically try to prevent a person from taking a child. If a person takes a child without authorization, the police will immediately be called. If possible, staff will provide a detailed description of the car and license plate number.

Bomb threats

All threats will be taken seriously, recorded on the bomb threat checklist (attached) and immediately reported to the Westford Police Department.

The person who receives the bomb threat will:

• Keep caller on the line as long as possible

• Do not transfer the call or interrupt the caller

• Follow the Bomb Threat Checklist

• Notify the director

The director will:

• Notify police and follow the specific directions of the Bomb Squad/Police

• Enact evacuation procedures

Additional information:

• Direct staff and children not to touch or move any suspicious device or object found on the premises

• Turn off two-way radios

• Restrict the use of telephones

Out of control child

The Acres of Fun behavior management plan (detailed in the parent and staff handbooks) has been developed to decrease the chance of a child becoming out of control.  However, if a child does become out of control, staff will:

• Remain calm and speak in a slow, calm voice

• Ask the director and/or other staff for assistance

• Isolate the child by sending all other children to another room or area

• Move away any objects that the child could use to hurt others or him or herself

• Call parents and/or emergency contacts for immediate pick-up

Restraining a child

The EEC prohibits the use of physical restraint in any school-age program licensed by the EEC. More information on this topic can be found in the EEC handout – Child Guidance Frequently Asked Questions.  If a child needs to be restrained because of safety concerns of the child or other people, the police must be contacted.