Parent Handbook Elementary & Middle School 2021-2022 - James ...
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2021-2022
Elementary & Middle School
Parent Handbook
Before & After School
and Summer Camps
Parks & Recreation
jamescitycountyva.gov/recreation under “Recreation & Programs”
2021 is a big year for REC Connect as we will celebrate
35 years of excellent service in the community!
REC Connect started in the summer of 1986 as Total Rec
Camps, which provided the community with a safe and fun
program that included community service, arts and crafts,
recreational games and other learning opportunities.
Table of Contents Location Key
Program Philosophy and Goals ........................................... 2 • Abram Frink Jr. Community Center – 8901 Pocahontas Trail
• Berkeley Middle School - 1118 Ironbound Road
Program Description, Hours and Registration .................3 • Clara Byrd Baker Elementary School - 3131 Ironbound Road
• Chickahominy Riverfront Park - 1350 John Tyler Highway
Fees, Discount Program and Payment Information…….4 • D.J. Montague Elementary School - 5380 Centerville Road
• Freedom Park Interpretive Center - 5537 Centerville Road
COVID-19 Health & Safety Measures…………………...5
• J. Blaine Blayton Elementary School - 800 Jolly Pond Road
Program Attendance Policies and Punch Card Use..….6 • James Blair Middle School - 117 Ironbound Road
• James City County Library (JCCL) - 7770 Croaker Road
Program Pick-Up, Cancellation Policies and
• James City County Recreation Center - 5301 Longhill Road
Inclement Weather Cancellation………………...……….7
• James River Elementary School - 8901 Pocahontas Trail
General Program Policies, Parent Responsibilities and • Laurel Lane Elementary School - 112 Laurel Lane
Refund Policy …………………………….……………...8-9 • Lois S. Hornsby Middle School - 850 Jolly Pond Road
• Matoaka Elementary School - 4001 Brick Bat Road
Behavior Management Policy………………………………..…..10
• Matthew Whaley Elementary School - 301 Scotland Street
Behavior Consequences ....................................................... 11-17 • Norge Elementary School - 7311 Richmond Road
• Satellite Services Office - 3127 Forge Road, Toano
Elementary REC Connect Summer Camp Schedules ........ 18 • Stonehouse Elementary School - 3651 Rochambeau Road
• Toano Middle School - 7817 Richmond Road
Elementary REC Connect Before & After
School Calendar ................................................................. 19 • Upper County Park - 180 Leisure Road, Toano
• Veterans Park - 3793 Ironbound Road
Elementary REC Connect Weekly Registration • Williamsburg Library (WL) - 515 Scotland Street
Numbers……………………………………………………...20
Middle School T.O.P Summer Camp………………….….21
Middle School T.O.P After School Calendar…………..…22 NEW: Kick-Off to Summer Drive-Thru
Meet the staff & pick up Summer Camp T-shirt and
Middle School T.O.P Weekly Registration Numbers ...23
goodies.
June 5 from 10 a.m. to 12 noon in the parking lot
NEW: Virtual Parent Q & A Sessions of JCCRC
Check out our Parent Orientation Slides available on our REC
More information will be emailed.
Connect/T.O.P webpage.
Summer Camp 2021 on June 3 at 6:30 p.m.
Before & After School 2021-22 on Aug. 25 at 6:30 p.m.
Zoom Login information will be emailed.
Site and Payment Locations Phone
Numbers
Elementary School Program (REC Connect) Payment Locations
Clara Byrd Baker ................................................... 757-221-0782 Abram Frink Jr. Community Center....................... 757-887-5810
757-592-3461 Chickahominy Riverfront Park ............................... 757-258-5020
D.J. Montague ............................................................. 757-592-3464 Freedom Park...................................................................757-259-4022
James River................................................................. 757-592-3460 James City County Recreation Center............... 757-259-4200, Ext. 0
J. Blaine Blayton........................................................... 757-592-3643 Satellite Services...........................................................757-564-2160
Laurel Lane ............................................................... 757-259-3667
757-592-3468 Need Help?
Matoaka ....................................................................... 757-592-3463 Administrative Office....................................................757-259-5351
Matthew Whaley ................................................... 757-220-1289 Discount Program/Financial Information..............757-259-5414
757-592-3461 REC Connect/T.O.P Information/Inclement
Norge ............................................................................ 757-592-3466 Weather Hotline ............................................................757-259-3170
Stonehouse.................................................................. 757-592-3465
Middle School Program (T.O.P – Teens On Point) 757-592-3466 JCCRC-James City County Recreation Center
1
Dear Parent/Guardian: About Our Staff
Weather/Emergency
Our primaryUpdates
concern is the safety
Thank you for choosing James City County’s REC Connect and Teens and well-being of each child in the
On Point (T.O.P) School Age Programs. For 35 years, JCC has provided School/program
program. closings
Staff are selected basedoron
safe and enjoyable Before & After School and Summer Camp delays
their will bebackground,
educational announced on:
experiences, and this year promises to be no exception. Youth programs experience and commitment to
• Radio station: WTAR (AM/790)
working with children. In addition,
will feature educational opportunities, community partnerships, exciting
field trips and a variety of fun recreational activities. staff are requiredstations:
• Television to have completed
criminal history
- WTKR (3) checks, FBI
This parent handbook will familiarize you with payment options, fingerprint checks,
operating hours, schedules, activities, policies and procedures. We - WAVY (10) a drug screening,
a TB test, Occupational Safety and
encourage you to take time to review the parent handbook and - WVEC (13)
Health Administration (OSHA)
become familiar with the information provided. • Local
training andschool channel
training (47).
in policy and
If you have questions or suggestions, please call us at 757-259-5351. We procedures, safety, child
look forward to your participation in our fun and exciting youth REC development, behavior management
Connect and T.O.P Programs. You can also
and programming. All call
sitesthe
are also
required to have
School at least
Closing one staff
Hotline at
Sincerely, member trained in CPR, First Aid,
757-603-6483
Daily
or theHealth
REC Observation (DHO)
Connect Information/
Katrina York, Program Coordinator (Teen/Youth) and Medicine Administration
Inclement Weather Hotline at
Zollie Hayes, Interim Program Coordinator (Teen/Youth) Training (MAT).
757-259-3170.
At least two staff members must
be present at all times during
hours of operation. Our counselor
to child ratio will not exceed 1:18;
Purpose and Program Features however, our goal is not to exceed
Each child will have the daily 1:15.
Philosophy opportunity for:
James City County Parks & Recreation
Creative Time: supervised arts and
works in partnership with our families
and community to provide safe and
crafts, drama or music activities to Partnership Program
promote imagination and originality
responsive programs that meet the Features
Our primary concern is the safety and
diverse needs of our children in a fun Play Time: active games, sports and
well being of each
Environmental child in the
Education, program.
provided by
and caring environment. fun fitness that help each child build
Staff
the are selected
Chesapeake Baybased on theirFund,
Restoration
knowledge, confidence and fitness
educational
includes background,
fun, hands-on, experience
outdoor
levels
Core Values and and commitment to working
educational experiences. Children withwill
Project Time: task-oriented activities to children.
learn In addition,ofstaff
the importance are required
the world
Objectives stimulate creativity and challenge skills to havethem
around completed
and of criminal history
the conservation
Nutritional Time: healthy and preservation of the Bay and aitsdrug
checks, FBI fingerprint checks,
Personal and Character screening,
natural a TB test,
resources and Occupational
watershed.
snacks, lunch and
Development Safety and Health Administration
nutritional education to Williamsburg-James
To promote an appreciation of self, (OSHA) training andCity County
training in School
foster healthy choices and Health
family, school, community, country and policy Initiatives incorporates
and procedures, daily
safety, child
lifestyles messages of healthy eating, active play
the world. development, behavior management
and
andpositive leisure choices
programming. through
All sites are alsofun
To enhance the development and and interactive
required to haveactivities.
at leastThrough
one staff
improvement of personal and components
member trainedof the in
FAB Five
CPR, Physical
First Aid,
character skills such as safety, good Education Curriculum,
Daily Health Observationchildren
(DHO) learn
and
health, respect, responsibility, caring, Discount Program interpersonal skills as well as
Medicine Administration healthy
Training
fairness, trustworthiness and James City County and nutritional
(MAT). and fitness habits.
citizenship. Williamsburg residents may apply Williamsburg Regional
At least two staff Library
members mustprograms
be
for a discount on Parks & include
Social Development presentaatone-month Bookshours
all times during for Breakfast
of
Recreation program activities. program during the schooltoyear, a six-
operation. Our counselor child
To facilitate the development and Residents wishing to apply for the week
ratiosummer reading1:18
will not exceed program and
– our goal,
improvement of social skills such as discount will be required to weekly visits from the mobile
however, is not to exceed 1:15.library
acceptance of others, cooperation and complete a Parks & Recreation service vans during summer camp
conflict resolution. discount application form and programs.
provide proof of income annually.
FUN! Discounts of 20, 50 or 75% are
available based on household total
To increase exposure to and knowledge gross income.
of a variety of recreational and For more information, call
leisure activities. 757-259-5414 or 757-259-4091.
2
Program Description, Hours and Registration
All programs and dates are subject to change based on WJCC School’s 2021-2022 Academic School Calendar,
CDC, VHD, Virginia Governor’s guidelines and the Department of Social Services Licensure guidance.
Summer Camps General Program Consolidation
Information (grades K-8) (Full Days Only)
Requirements for
Five-year-olds must have completed To ensure adequate site staffing, full-
kindergarten. day programs will combine on each Registration
full-day (teacher workday) as listed REC Connect and T.O.P requires
Parents of 10-year-old rising 5th below: that each child be up-to-date on
graders (current 4th graders) have the immunizations and physicals.
choice of selecting either an Elementary • Clara Byrd Baker combines with
Matthew Whaley at Matthew Registrants not enrolled in the
REC Connect or T.O.P Summer Camp.
Whaley current Before & After School
Parents of rising 6th graders (current program or the past Summer Camp
5th graders) must register under the • D.J. Montague and Matoaka combine 2020 are required to provide a copy
T.O.P Summer Camp Program. with J. Blaine Blayton at J. Blaine of his/her child’s birth certificate or
Blayton 2020-21 Virginia school report card,
Sites • Laurel Lane combines with James and his/her child’s most recent
Ages 5-10: Clara Byrd Baker, J. B. River at James River physical and immunization records
Blayton, Laurel Lane and Stonehouse (must be on Commonwealth of
• Stonehouse combines with Norge
Ages 10-14: Berkeley Middle Virginia School Entrance Health Form:
at Norge
MCH213G).
Dates
Applications are accepted year-
June 21-Aug. 20, 2021
Lunch is needed round on a first-come, first-served
(no program July 5)
for all full-day basis according to postmark date
programs. and space availability.
Hours
Application packets are available
9 consecutive weeks: 7 a.m. - 6 p.m.
at the James City County
Recreation Center, the Abram
Special Programs Frink Jr. Community Center,
Before/After School Offered (grades K-8) Chickahominy Riverfront Park,
Freedom Park, Satellite Services in
General Information Elementary & Middle School Toano and online at
jamescitycountyva.gov/recreation.
Sites
Winter Break Program 2021:
Before & After School for grades K-5: 5 days (Dec. 20-22, 27-29) All applications and forms can
Clara Byrd Baker, D.J. Montague, J. Registration deadline is Dec. 17 by 12 be mailed to:
Blaine Blayton, James River, Laurel noon
Lane, Matoaka, Matthew Whaley,
James City County Parks &
Norge and Stonehouse Spring Break Program 2022: Recreation REC Connect Program
5 days (April 4-8) 5301 Longhill Road
T.O.P After School for grades 6-8: Registration deadline is April 1 by 12 Williamsburg, VA 23188
James City County Recreation Center, noon
Room D (Berkeley, James Blair, Lois S. OR
Hornsby and Toano students will be Dropped off in NEW Drop Boxes
transported to the JCCRC). Site located in front of:
operation is dependent on daily James City County Recreation
attendance and maintaining minimum Center (beside library drop box)
enrollment numbers. and
No regular REC Abram Frink Jr. Recreation
Dates Connect or T.O.P Center (curb near door 7)
Aug. 30, 2021 to end of the school year programs Aug. 23-27 due
to annual school OR
Hours maintenance, equipment Dropped off to Walk-In locations
inventory, staff hiring (see page 4) during regular
Before School: 7 a.m. - school start time and training. business hours.
After School: school dismissal - 6 p.m.
Half Days: school dismissal - 6 p.m.
Full Days (teacher workdays): 7 a.m. - 6 p.m.
3
Fees, Discount Program and Payment Information
Fees Elementary and Middle Note: Service is subject to suspension
for non-payment of services. All
Summer Camps School Punch Cards
payments, late charges and re-enrollment
2021 Registration Deadline: May 21 Punch cards not valid for use during fee of $25 must be made before
Applications accepted after deadline on a Winter or Spring Break programs. services can resume. (MasterCard,
space available basis. Punch cards must be purchased at Visa, American Express and Discover
Weekly Fees payment center location and expire the accepted).
• Part-time (three days or less) – $90 last day of school for the current year.
Please note that a 2.95%
week • After School = one punch (one visit) convenience fee will be added to
• Full-time (four or five days) - $110 • Half Day program = one punch your bill total. The fee will appear
week (half days as noted on school calendar) as a separate charge on your
credit/debit card statement. If you
• $10 discount available for second • Full Day program = two punches
prefer to avoid the fee, please visit
and subsequent children in same (one before school & one after school
one of our payment locations and
family attending full time. Pay at visit)
pay by check or cash.
or call JCCRC for payment.
• After 12 noon on Friday’s, the Discount Program Not all flexible spending cards are
accepted.
weekly fee plus a late payment James City County and Williamsburg
must be made before child can residents may apply for a discount on
attend the program. Parks & Recreation program activities. Payment Methods
Field Trip Fees (Included in weekly fee.) Residents wishing to apply for a Online
discount will be required to complete
Elementary REC Connect a Parks & Recreation discount
Before & After School application form and provide proof of
income annually. Discounts of 20, 50 or
2021-22 Registration Deadline: Aug. 13
75% are available based on household
Applications accepted after deadline on a
space available basis. total gross income. To make an online payment, have your
Perfect Mind password, weekly camp
For more information, call
Weekly Flat Fees number/dates, and a MasterCard, Visa or
757-259-5414 or 757-259-4091.
• Before School* – $40 American Express credit card. Use a laptop
or desktop computer for online payments.
*Weekly Before School rate does not See page 20 or 23 for instructions.
include half or full days. Payment Procedures
Phone-in
• After School – $50 Payment Options and
Deadlines Payments (using a credit card only) should
• Before/After School – $65 be phoned in on weekdays to the Abram
• 10-Visit Punch Card – $125 Cash, money order, check or credit Frink Jr. Community Center at 757-887-
(non-refundable if lost or stolen) card accepted. 5810 between 4-8 p.m. or to the James City
Checks should be made payable to County Recreation Center at 757-259-4200
Middle School “Treasurer, James City County.” between 8 a.m.-8 p.m. On weekends, please
T.O.P After School call the JCCRC at 757-259-4200, Ext. 0
Payments are due on Friday by 12
between 1-5 p.m.
2021-22 Registration Deadline: Aug. 13 noon for the following week. A non-
Applications accepted after deadline on a refundable processing fee of $25 will be Walk-in
space available basis. charged on all late payments made Payments can be made at James City County
Weekly Flat Fee after the Friday deadline and must be Recreation Center, Abram Frink Jr.
paid before participant can be Community Center, Chickahominy
• After School – $50
accepted into program. Pay at or call Riverfront Park, Freedom Park and Satellite
• 10-Visit Punch Card – $110 the JCCRC for payment if you have Services in Toano.
(non-refundable if lost or stolen) more than one child in Summer Camp.
Mail-in
Payments can also be mailed to:
Prorated Week: Nov. 22-26 James City County Parks &
Recreation REC Connect Program
(No Program Nov. 24-26)
5301 Longhill Road
Before School - $13 Williamsburg, VA 23188
After School - $16
Before/After School - $26 Weekly Registration Information
REC Connect – pages 18-20
4 Middle School T.O.P – pages 21-23COVID-19 Health & Safety Measures
1. Limited Registration: Registration is accepted on a first-come, first-serve and space available basis: Based on
COVID-19 impacts, there will be a limited number of sites and reduced capacity of participants per site. Weekly
registration may be limited.
2. Increased Safety Practices: Handwashing, cleaning and sanitation practices will be increased. All participants
will be expected to practice proper hand-washing techniques. Social distancing practices will take place on site.
Handwashing times include but are not limited to: entry into the program, before and after activities and
before leaving program.
3. Health Screenings: Temperature and health check will be performed daily before participants can enter our
programs. Participants with fever of 100.4° F or higher, cough, shortness of breath or have a household member
who are known to have COVID-19 will be excluded from the program.
If a participant develops symptoms, the participant will be separated from other campers. Parents will be
required to pick-up immediately.
4. New drop-off and pick-up procedures: Participants sign-in and check-out will take place directly outside the
program entrance.
A staff member will be present to conduct temperature and health checks.
Parents/guardians and participants must wear a mask when entering the building.
Please have your ID in hand at pick-up.
Please allow extra time for drop-off and pick-up. Program hours will remain 7 a.m. – 6 p.m.
5. Face Coverings/Masks: Participants will need to wear face coverings/masks throughout the day. Exceptions
include: when outdoors and proper social distancing can be maintained, during specific activities where wearing
a mask prohibits the ability to do the activity (e.g. swimming, eating meals/snacks, exercising) and anyone who
has trouble breathing or is unconscious or if there is a medical reason for non-use of the face covering
6. Site-based/Local Field trips: To ensure participant and staff safety, site-based fun activities and local field trips
will be replacing traditional out of the area fieldtrips.
7. Cohorts/Groups: Participants will be placed into groups/cohorts by age each morning and remain with the same
group throughout the day.
8. Outside Time: Increased outdoor play will occur daily pending appropriate weather conditions.
9. Meals and Snacks: All participants will be socially distanced from one another during meal and snack times.
Increased pre-packaged morning and afternoon snacks will be offered daily.
10. Parent Responsibility: Please provide lunch and water bottle daily (label with child’s first and last name).
Water stations will be set up for refilling water bottles. Water fountains will not be used.
11. Communication: Primary form of communication will take place through email. Please let staff know if you are
not receiving emails. Feel free to contact staff via the site phone number.
12. Staff: Staff will follow same safety measures as participants.
5Program Attendance Policies and Punch Card Use
Entrance to Site Before School, Full Consequence for
Locations/School Days and Summer Non-communication of
Security Camps Punch Card Use
For the safety of all site participants If a child’s name does not appear Be advised that your child will not be
and to comply with the security on the weekly payment roster:
measures of the schools, all REC accepted into the program without a
Connect site entrance doors will have • Parents/legal guardians will parent's notification of your child's days of
an installed keypad. be asked for a receipt or
attendance to site staff.
punch card (Before/ After
At the beginning of each program School only) or parents/legal If communication is not made before the
period, registered users will be given a guardians will be asked for a day of attendance, the following
keypad code that will allow them access receipt for summer camp. consequences will occur:
to designated program entrance doors.
It is the responsibility of the parents/ 1st Time: Verbal warning from site
legal guardians to keep this code After School supervisor/staff
confidential to maintain the security If the child’s name does not 2nd Time: A written warning from site
of the system. appear on the weekly payment supervisor/staff
roster or a parent has not
Misuse of keypad may lead to contacted the site supervisor to 3rd Time: A written warning and no
suspension from program. Keypads are communicate the use of the punch services provided for that day
only to be used during REC Connect card and attendance of his/her Each additional instance after the
program hours – at all other times, child for that day: 3rd time will result in no services for
parents must report to the school front that day and may result in
• The child will not be accepted and
entrance. suspension or termination of
will be taken to the school office.
services.
• Parents/legal guardians will be
contacted by Parks &
Sign in and out Policy Recreation staff.
Due to our state licensing standards,
parents/authorized persons must sign
their child in and out each morning
Punch Card Users
and afternoon (with the time in or time For a child to attend by punch
out as well). card, parents must ensure the
following:
This ensures the safety of the child,
consistent communication between • Before School: Parents must
staff and parent and accurate record have the punch card each
keeping/payment data. morning at time of drop-off.
• Children will only be allowed to • After School: Parents must
leave the program with someone call the site supervisor to
other than the parent/legal communicate their child’s
guardian if advanced, written attendance and must present
notification from the parent/legal the coupon punch card at
guardian is provided. time of pick-up.
• All adults should be prepared to
show pictured identification.
A child will be released only to Child Acceptance/
the persons who are listed on the Punch Card Policy
authorized pick up section of the
registration form. In emergency Any child whose parent/legal
situations only, changes in guardian has not prepaid for the
authorization may be taken over current week or does not present a Punch cards are non-refundable if lost
the phone. punch card at the time of arrival or stolen and are not valid for use
(Before School) or at the time of pick
James City County Parks & during Winter or Spring Break
up (After School) will not be
Recreation is not liable for any permitted to attend the program. programs.
child not signed in by an
authorized adult. In this
Punch cards must be purchased at
situation, parents will be called
to pick up their child. If the payment locations and expire the last
problem persists, services will day of school for the current year.
be suspended.
6Program Pick-up and Cancellation Policies
Participant’s Release Late Pick-up Policy Stranded Child Policy
to the After School and Procedures Parents/legal guardians are encouraged
to arrange a “back up” person to pick-
Program If a child is picked up after 6 p.m., the
up their child in case of circumstances
parent/legal guardian will be asked to
Before the school can release a child to when they cannot make it by 6 p.m.
sign and date the late pick up form.
an After School Program, the parent/ Children not picked up on time will be
legal guardian must follow the school’s Each form will include the Child’s
considered “stranded” and a late fee
policy for releasing children. Name, Time of Arrival, Date and Parent
will be charged.
Signature.
Parents must send a signed note If a parent/guardian or emergency
to their child’s homeroom teacher A late fee of $5 for the first five
contact cannot be reached and the
authorizing release to the after school minutes and $2 for each additional
site location has not heard from the
program by the first day of attendance minute after 6:05 p.m. will be assessed
parent/guardian by 6:30 p.m., staff will
to ensure their child will not be placed after the first instance of late pick up.
request the services of Child Protective
on the bus at the end of the school day. This payment must be made with a
Services and/or the James City County
parent’s next payment. No money will
If attendance days change, parents are or Williamsburg Police department.
be accepted at the site. Suspension or
responsible for notifying school and termination from the program may
after school program staff. result, if a parent consistently arrives
after 6 p.m. Consequences for late pick- Inclement Weather/
Pick-up Policy up are as follows:
Undue Circumstances
and Procedures 1st Time: verbal warning
All Before & After School and 2nd Time: written warning from site Policy
Summer Camp programs close at 6 supervisor/staff* (includes but is not limited to snow,
p.m. 3rd Time: written warning and hurricane, tornado, power outage)
Each child must be picked-up at conference with site If school is delayed: The Before School
or before that time. Refer to the supervisor* Program is closed
following for site pick-up procedures 4th Time: written warning and three- If school is dismissed early: the After
for Inclement Weather/Undue day suspension from the School Program is closed – parents will
Circumstances: program* be responsible for coordinating pick-up
• Inclement Weather/Undue 5th Time: one-week suspension from arrangements with the WJCC School
Circumstances – immediate pick up the program and optional staff.
of program participant. conference with site When school-related after school
• School in Session – if school is supervisor and program activities are canceled, REC Connect
delayed, dismissed early or closed coordinator or a signed and T.O.P programs may still operate
for the day, no program will be written waiver of agreement* on normal schedule. In case of
offered. Parents are responsible for 6th Time: termination from the program* adjusted hours of operation parents
coordinating pick-up arrangements would be notified by phone.
*Late pick-up fee charged
with school staff. When school If school is closed: the Before & After
related after school activities are Readmission to the program may be School Program is closed.
canceled, REC Connect and T.O.P reviewed after 30 days.
If school is out of session (i.e. during
may still operate on normal All payments and late charges and a Summer Camp, Winter or Spring
schedule. In case of adjusted hours re-enrollment fee of $25 must be Break): Parks & Recreation staff will
of operation, parents would be made before services can resume. make a decision on program operation
notified by phone.
as soon as possible.
• School Not in Session
Parents should call the REC Connect
(Summer Camp, Winter Break or
Information/Inclement Weather
Spring Break) – pick-up child
Hotline at 757-259-3170 for program
within one hour of notification by
operation updates.
staff.
If already at program, parents
must pick-up child within one
hour of notification by Parks
& Recreation staff.
7General Program Policies and Parent Responsibilities
Credit Policy Due to Program Policies and a particular day, does not show and staff have
not been notified of the absence, it is the
Weather and School Parent Responsibilities responsibility of site staff to call the
Emergency Closings Medication Policy – An “authorization parents/guardians to inform them of the
to give medication” form must be situation.
If there is no program due to inclement
completed by the parent/legal guardian
weather/emergencies (snow, ice, Limitations on Attendance –
of a child who requires medication while
tornado, hurricane, power outages, Limitations may be placed on a child’s
in the program. The parent/ legal
etc.) then a credit, not a refund, will attendance and/or immediate (within
guardian must state the type of
be issued for missed days that the one hour) pick-up may be required if
medicine, the amount and the specified
participant was scheduled to attend for the following condition exist:
times it is to be given.
the week.
Medicines must be in their original • Child’s temperature is 100 degrees
A credit will be applied to household or more.
containers and give specific
accounts within two weeks of the
instructions. If medication is to • Child has a contagious or serious
missed time.
continue for more than 10 days, a letter illness (examples include, but are not
Parents are still responsible for weekly from the physician is required. limited to Chickenpox, E Coli,
payments during this time, regardless Medication Authorization Forms are only Streptococcal Disease, Hepatitis,
of the expected household credit. valid for one year from the date they Influenza, Lyme Disease, Measles,
Completion of a credit request form for were authorized and are available online Meningitis, MRSA, Mumps,
inclement weather/emergencies is not at jamescitycountyva.gov/recreation. Salmonella, Tuberculosis, etc.).
required.
When an authorization for medication • Child has uncontrollable, aggressive
form is due for renewal or the medication or unresponsive behavior(s).
Refund Policy Due to will soon be expiring, the parent shall be
Mandated Reporting – James City
notified that the authorization form must
Injury, Illness or Family be renewed or the medication needs to
County Parks & Recreation staff is
responsible for reporting all suspected
Emergency be picked up 14 days before expiration
abuse or neglect to Social Services.
(for Before & After School, Winter and of the form/medication. If not picked up
Spring Break and Summer Camp Programs) before expiration, the parent must
renew the authorization and update the
• A refund, not a credit, will be medications. Medications not picked up
issued if there is a change of payment by the parent within the 14 days will be
status or no services were rendered returned to the parent or disposed of by
due to injury, illness or family
emergency. Allow 7-10 business days
the site. Weather/Emergency
for processing. In cases of severe and life threatening Updates
illness, where medications could be
• The Before & After School is a flat required, failure to provide them may
fee rate program – a credit will only School/program closings or
result in refusal of child acceptance into
be issued if a child misses the full delays will be announced on:
the program.
week. • Radio station: WTAR (AM/790)
Services for Special Needs –
• Refunds will not be given for Participants with special needs will be • Television stations:
missed days due to suspension referred to our Inclusion Coordinator to
or temporary removal from the
- WTKR (3)
ensure successful participation in the - WAVY (10)
program. program. Parents should allow staff at
- WVEC (13)
• A Refund Request form must be filled least three weeks before the program
out within seven days of missed time start date to make reasonable • Local school channel (47).
(hand-stamped or postmarked). accommodations.
• Refund forms are available at Contact Information Changes – It
is the responsibility of the parent/legal
You can also call the
payment locations and online at
jamescitycountyva.gov/recreation. guardian to keep proper registration School Closing Hotline at
Completed forms can be turned in at information and current phone 757-603-6483
any of the payment locations, numbers in their child’s permanent or
faxed to 757-259-5420 or mailed to: records. Services may be withheld if REC Connect Information/
James City County Parks & Recreation this information is not provided or Inclement Weather Hotline at
Attention: Refund Office updated when changes occur. 757-259-3170.
5320 Palmer Lane, Suite 2A Schedule Changes – If a parent wishes
Williamsburg, VA 23188
to change the days their child attends a
• Refunds will be assessed a 10% program from what they originally
processing fee. A refund will be registered, they should notify the site
given for relocation over 35 miles supervisor. If that child is registered for
from JCCRC.
8Weather/Heat Advisory – When Movie/Video Policy – The program
Snack/Meal Policy – Snack menus temperatures approach 100 degrees, will occasionally show movies or videos
are posted at each site for the or there is an existing heat advisory, at their sites. Each site location is currently
week/month. One snack is provided at parents are encouraged to send water licensed through Swank Movie Licensing
each site during the after school and with their children and dress them in to show videos in our program. Schedules
half-day programs. Two snacks are lightweight/light colored clothing and/ of upcoming movies will be posted at each
provided during full day and summer or hats. site. Parents/guardians may opt their
camp programs. No snacks are child out of a particular movie showing
provided for before school programs. Staff will monitor weather reports
and make adjustments to outdoor site by notifying the site supervisor in advance.
Parents are encouraged to notify the activities/trips, as appropriate. Staff Open Invitation for Visitation –
site supervisor of any known food may increase breaks, adjust outdoor Parents/guardians are welcome at the
allergies of their child. All snacks meet play time, rotate in/out of shaded sites at any time to observe and
the nutritional needs of children as areas, move activities inside, and/or participate. If a parent has a special
established by the U.S. Department of reschedule activities to another day. talent or craft they would like to share, they
Agriculture and snack portions are Parents will be given as much notice are encouraged to let the site supervisor
appropriate for the age of the child as possible if any changes to scheduled know about their interest.
(additional servings may be permitted as trips are made. If trips cannot be
supplies last). Children are encouraged, rescheduled, staff may adjust the
Parent Involvement – Parent sign
but not forced, to try new foods. in and out areas are located at each
scheduled time of the trip to minimize
site and provide program
Children are responsible for bringing exposure to heat, implement steps listed
information, publications and special
their own lunch on full days and during above as well as carry water coolers
notes for parents to stay up-to-date
summer camps. Microwaveable and/or spray misters to cool children off.
on site activities. Signs and literature
and/or refrigerated meals are not Swim Policy – All REC Connect include important announcements
permitted. Parents are encouraged to elementary and T.O.P middle school and should be reviewed regularly.
provide a healthy lunch. participants wishing to swim in the
Parents have the right to request and
Because Parks & Recreation does deep end of the pool must take the
view our latest reviews. Parents may
not supply food for special diets for swim test. The swim test consists of
occasionally be asked to donate time or
religious or medical reasons, parents swimming from one side of the pool to
the other and back. The result of the items for projects, parties or special events.
are required to provide such food
for their child and documentation swim test is determined by JCC pool Communication – Ongoing
identifying the reason for the special lifeguards. Elementary school communication between parents,
diet. Food must be brought in airtight participants who do not pass or staff and children is key for providing
containers or the original containers. choose not to take the test must quality care to program participants.
Leftovers will be discarded. remain in the shallow end of the pool We ask that parents make themselves
and wear a life vest at all times while available to site staff on a regular basis
Staff members are not responsible for
in the water. Middle school to address any concerns or for updates
feeding children that are able to do so
participants do not have to wear a life on their child’s progress. We encourage
themselves. Children in the elementary
vest but must remain in the shallow parents to provide regular feedback to
programs are not permitted to use
end of the pool at all times. site staff as well.
vending machines during program
hours. Children are encouraged “Free Play” Toy Policy – Toys Program Evaluation – To enable
to choose healthy options when brought from home are considered continuous improvement, parents
purchasing food on trips. “free play” toys. Free play toys will only are strongly encouraged to complete
be permitted one day a week during program evaluations offered at the end
Clothing Policy – Children should
camper’s choice time and specified field of each of the Before & After School
dress appropriately for the weather
trips. Please see the site supervisor and and Summer Camp program.
and scheduled activities of the day.
“parent wall” at each site for more Comment cards are also available
Shorts must reach mid-thigh; shirts
details. year-round at payment locations and
must cover midriff; no spaghetti straps
Personal Belongings – online.
or halter-tops allowed. Staff members
possess the authority to call parents to Participants’ personal belongings Withdrawal Policy – If a parent/
request a change of clothes if deemed will be stored in individual storage guardian decides to remove their
inappropriate. Athletic shoes are baskets at the site. Parks & child from our program, they must
required daily for participation. All Recreation is not responsible for any immediately notify the
Summer Camp participants must damaged, lost or stolen items. administrative office at 757-259-5351
wear the provided camp T-shirt on all Participants are strongly encouraged (at least two weeks in advance of
field trips; certain other field trips may to leave items of value at home. removal).
also require a bathing suit and towel Personal Phone Calls – Children
or other special requirements. The may not receive calls, call out, or text
weekly camp schedule will reflect any message on personal phones during
special information about field trips. program hours. In emergency situations
the site phone will be used to contact
parents. We encourage parents to use
the site telephone to contact children or
staff (see Site Phone Numbers on page 1).
9Behavior Management Policy
Any participant, or guardian of that 8. Counselors are not to be
Parks & Recreation participant (if under the age of 18), climbed upon.
Code of Conduct may request a review of a disciplinary
consequence at any time. If given a 9. You mess it up, you clean it up.
• Show respect to all participants, staff mandatory expulsion, the participant, 10. Have fun! Participation
and officials. or guardian of that participant (if under is the key.
age 18), may request a review of their
• Refrain from causing harm (bodily or disciplinary consequence beginning
verbal) to others. one year from the expulsion date.
Participants with
• Refrain from using foul language. Special Needs
• Show respect of all property including
Forms of Behavior Behaviors associated with a disability
equipment, supplies and facilities. Management Used do not exclude youth with special needs
• Redirection: Providing an from the behavior management process.
alternative activity We will do our best to work closely with
Behavior Management parents of youth with challenging
• Time-out: Temporarily separating
Policy for Participants a child from an environment behaviors to be proactive and preventative;
Parks & Recreation reserves the right to where inappropriate behavior however, we expect parents’ full
call parents/guardians to pick up their occurred. (If a child does not cooperation when incidents do occur to
child if their child is having trouble respond positively to separation, ensure the safety of all youth in the
cooperating with others, is unable to they may be restricted from program.
participate in group exercises, or is participation in specific activities.)
Without cooperation, our ability to
threatening their own safety or the • Alternative Behavior make accommodations is limited.
safety of others. Management Techniques: Such In the case of youth with very
If selected techniques of our Behavior as restricted privileges, writing or challenging and/or aggressive
Management Policy do not correct the drawing assignments, leadership behaviors, hours of participation
child’s behavior, then the child may be opportunities, etc. may be modified for full day, half day
temporarily or permanently removed • Written Discipline Reports and/ and summer programs.
from the program with less than 24 or Suspension: Reports will be
hours’ notice. completed for severe or repeated Behavior Guidelines
Each child’s participation in the infractions of program rules and
program depends upon his or her consequences given based on for Parents
behavior. To ensure all children have the behavior management grid.
• Participants and parents are
the ability to enjoy and benefit from Immediate termination may occur
requested to address staff
our programs, we require parents/ if staff feels that they cannot
respectfully and courteously at
guardian to: maintain the safety and welfare of
all times.
the child and/or other children in
• Review this handbook’s basic rules the program. • Horseplay, fighting, bullying or
regarding safety and conduct. rough behavior of any kind is
• Ensure both parent and child are not allowed.
aware of and understand the rules. Rules Translated in • Use of profanity or obscene
• Be aware that parents may be Kids’ Terms gestures is not tolerated.
contacted by phone, in writing or • Parents are not permitted to
through parent/staff conferences 1. Safety first. Ask permission
address or reprimand another
if a child continues to display before leaving any area.
child on our premises or while in
poor behavior. 2. Keep all body parts (hands, feet our care. Please address staff with
• Understand that behavior and teeth) to yourself. any concerns.
management techniques and 3. Respect others and their • Smoking and possession of
consequences may be progressive. property. Friendly words only. alcoholic beverages or illegal
The Department uses a tiered system 4. 1-2-3: Stop, sit and listen. Follow drugs are not permitted on
of consequences for inappropriate instructions. the premises.
behavior based on the severity of the • Dangerous toys or weapons such
5. Eat only at snack and
violation and the age of the participant. A as knives, firearms, bows and
lunch times.
detailed list of violations and associated arrows, slingshots, sharp objects,
consequences is on pages 10-15. 6. Walk always. etc. are not permitted.
Participants who are suspended for ten 7. Use your inside voices.
days or more will be “suspended” from
all Department programs and facilities
during the suspension.
10Category 1 Behavior Consequences
Youth (ages 3-15) Category 1
Violation 1st Offense 2nd Offense 3rd Offense 4th Offense
Disruptive Behavior
• horseplay (including pushing/shoving) • 3 to 30 days • 10 to 90 days
• 1-2 days minimum
• use of profanity and vulgarity suspension suspension • mandatory expulsion
suspension
• refusal to follow policies • parent notification • parent notification • parent notification
• up to 10 days
• refusal to follow adult authority and meeting and meeting and meeting
suspension
• attempted abuse of equipment • behavior modification • behavior modification • review after 1 year
• parent notification
• running from area/leaving area without and/or restricted use and/or restricted use
• behavior modification
permission and/or restricted use
Dress
• wearing clothes, considered • 3 to 5 days • 10 to 90 days • up to 6 months
• change clothes or
inappropriate by staff suspension suspension suspension
leave property
• display of gang-related or inappropriate • leave property • leave property • leave property
• parent notification
symbols/sayings • parent notification • parent notification • parent notification
• not covering necessary body parts
• 7 to 10 days • 10 to 30 day
• up to 5 days suspension suspension
• make payment or no
Failure to pay for program or services suspension • no acceptance • no acceptance
acceptance
(parent or legal guardian) • no acceptance • suspension of • suspension of
• parent notification
• parent notification services services
• parent notification • parent notification
Adult (ages 16+) Category 1
= denotes under the age of 18 or legal age for action
Violation 1st Offense 2nd Offense 3rd Offense 4th Offense
Disruptive Behavior
• horseplay • up to 30 days
• use of profanity and vulgarity • up to 6 months up to 12 months
suspension
• refusal to follow policies suspension suspension N/A
• leave property
• refusal to follow adult authority parent notification parent notification
• parent notification
• attempted abuse of equipment
Dress Considered Inappropriate by Staff
• display of gang-related or inappropriate • up to 10 days • up to 6 months • up to 12 months
• change clothes
symbols/sayings suspension suspension suspension
• leave property
• not covering necessary body parts • leave property • leave property • leave property
• verbal warning • leave property • leave property
• leave property • up to 30 days • up to 12 month
Tobacco Use or Possession • possible suspension suspension suspension N/A
police notification police notification police notification
parent notification parent notification parent notification
• up to 6 months • leave property
Failure to pay for program or services • make payment or
suspension • up to 3 months
leave property N/A
• leave property suspension
parent notification
parent notification parent notification
11Category 2 Behavior Consequences
Youth (ages 3-15) Category 2
Violation 1st Offense 2nd Offense 3rd Offense 4th Offense
• 7 to 90 days • 1 to 12 months
• 3 to 30 days
suspension suspension
suspension • mandatory expulsion
• parent notification • parent notification
Verbal Threat (to cause harm or damage • parent notification • parent notification
and meeting and meeting
against any individual) • behavior and meeting
• behavior • behavior
modification and/or • review after 1 year
modification and/or modification and/or
restricted use
restricted use restricted use
• up to 90 days • 1 to 6 months
Falsifying Information • 3 to 30 days
suspension suspension
suspension • mandatory expulsion
• deception • parent notification • parent notification
• parent notification • parent notification
• forgery and meeting and meeting
• behavior and meeting
• use of someone else’s identity • behavior • behavior
modification and/or • review after 1 year
modification and/or modification and/or
restricted use
restricted use restricted use
• up to 30 days • 1 to 12months
• 3 to 5 days
Breach of Security (sharing of confidential suspension suspension
suspension
information and building access codes/ • parent notification • parent notification • mandatory expulsion
• parent notification
cards) and meeting and meeting • parent notification
• behavior
• behavior • behavior and meeting
modification and/or
modification and/or modification and/or
restricted use
restricted use restricted use
• up to 90 days • 1 to 12 months
• 3 to 30 days
suspension suspension
suspension • mandatory expulsion
• parent notification • parent notification
• parent notification • parent notification
Harassment, Hate Crimes/Verbal and meeting and meeting
• behavior and meeting
• behavior • behavior
modification and/or • review after 1 year
modification and/or modification and/or
restricted use
restricted use restricted use
• up to 90 days
• 3 to 30 days suspension • 30 days to 12
suspension • parent notification months suspension • mandatory expulsion
• parent notification and meeting • no acceptance • parent notification
Vandalism or Property Destruction
• behavior • behavior • suspension of and meeting
modification and/or modification and/ services • review after 1 year
restricted use or restricted use • parent notification
restitution
• 7 to 3 months
• 30 days to 12 • Mandatory
suspension
Trespassing (coming onto property/ months suspension expulsion
• make payment or no • no acceptance
entering facilities without payment) • no acceptance • no acceptance
acceptance parent • suspension from
• suspension of • suspension of
notification services
services services
• parent notification
• parent notification • parent notification
youth (ages 3-15) category 2 continued on next page
12Category 2 Behavior Consequences
Youth (ages 3-15) Category 2 (continued)
Violation 1st Offense 2nd Offense 3rd Offense 4th Offense
• 7 to 30 days • 1 to 12month
• 3 to 5 days suspension suspension
• mandatory expulsion
suspension • parent notification • parent notification
• parent notification
Tobacco Use or Possession • parent notification and meeting and meeting
and meeting
• behavior • behavior • behavior
• review after 1 year
modification modification and/or modification and/or
restricted use restricted use
• suspension for same • suspension for same • suspension for same • suspension for same
Temporarily Suspended
period period period period
from School
• parent notification • parent notification • parent notification • parent notification
Temporarily Suspended from Another • suspension for same • suspension for same • suspension for same • suspension for same
Recreation Program for Longer than 7 Days period period period period
• parent notification • parent notification • parent notification • parent notification
13Category 2 Behavior Consequences
Adult (ages 16+) Category 2
= denotes under the age of 18 or legal age for action
Violation 1st Offense 2nd Offense 3rd Offense
Verbal Threat • up to 6 months suspension • mandatory expulsion
(to cause harm or damage police notification police notification N/A
against any individual) parent notification parent notification
• review after one year
Falsifying Information
• up to 1 year suspension or
• deception • up to 3 months suspension • up to 6 months suspension mandatory expulsion
• forgery police notification police notification police notification
• use of someone else’s parent notification parent notification parent notification
identity • review after 1 year
• up to 12 months suspension or
Breach of Security (sharing of • up to 3 months suspension • up to 6 months suspension
mandatory expulsion
confidential information and police notification police notification
police notification
building access codes/cards) parent notification parent notification
parent notification
• review after 1 year
Harassment, Hate • up to 90 days suspension • mandatory expulsion
Crimes/Verbal parent notification parent notification N/A
• review after 1 year
Vandalism or Property • 1 year suspension • mandatory expulsion
Destruction police notification police notification N/A
parent notification parent notification
• review after 1 year
• up to 1 year suspension or
Alcohol Use, Possession or • up to 30 days suspension • up to 90 days suspension
mandatory expulsion
Under the Influence police notification police notification
police notification
parent notification parent notification
parent notification
• review after 1 year
• mandatory expulsion
Controlled Substance/Drug • up to 1 year suspension
police notification N/A
Paraphernalia Possession or Under police notification
parent notification
the Influence parent notification
• review after 1 year
• up to 6 months suspension
Trespassing • make payment or no • up to 12 months suspension
• no acceptance
(coming onto property/entering acceptance • no acceptance
• suspension from services
facilities parent notification • suspension of services
parent notification
without payment) parent notification
• 1 year suspension • mandatory expulsion
Fire Alarm Activation parent notification parent notification N/A
• review after 1 year
14Category 3 Behavior Consequences
Youth (ages 3-15) Category 3
Violation 1st Offense 2nd Offense 3rd Offense
• 10 to 12 months suspension
• 5 to 90 days suspension • mandatory expulsion
Theft
• parent notification/meeting
• parent notification/meeting • parent notification
• behavior modification/
• behavior modification/ • review after 1 year
restricted use
restricted use
Physical Altercation
• up to 90 days suspension • 1 to 12 months suspension • mandatory expulsion
• unwanted physical contact
• parent notification/meeting • parent notification/meeting • parent notification
• fighting
• behavior modification/ • behavior modification/ • review after 1 year
• throwing a punch
restricted use restricted use
• throwing someone to the floor
• inappropriate touching
• 5 days to 12 months suspension
• mandatory expulsion
Assault/Battery (against any • parent notification/meeting N/A
• police notification
staff member) • police notification
• parent notification
• behavior modification/
• review after 1 year
restricted use
• 5 days to 6 months suspension
• mandatory expulsion
Robbery/Extortion • parent notification/meeting N/A
• police notification
(person to person contact) • police notification
• parent notification
• behavior modification/
• review after 1 year
restricted use
Controlled Substance/Drug Paraphernalia • 5 days to 6 months suspension
• mandatory expulsion
Possession or Under the Influence • parent notification/meeting N/A
• police notification
• alcohol • police notification
• parent notification/meeting
• controlled substance • behavior modification/
• review after 1 year
• sales of controlled substance restricted use
• drug paraphernalia
• 5 days to 6 months suspension
• mandatory expulsion
Fire Alarm Activation/ • parent notification/meeting N/A
• police notification
False 911 Calls • police notification
• parent notification
• behavior modification/
• review after 1 year
restricted use
• 5 days to 3 months suspension
• mandatory expulsion
Harassment, Sexual
• parent notification/meeting N/A
• police notification
• police notification
• parent notification
• behavior modification/
• review after 1 year
restricted use
youth (ages 3-15) category 3 continued on next page
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