EARLY CARE PARENT HANDBOOK
Welcome to the YMCA family. We’re glad you’re here!
Learn more about your participation in our Early Care programs.
WELCOME!
At the YMCA, healthy child development starts early. That’s why we offer early care and learning programs that help children learn the essential skills they will need to be ready for school. Our trained, supportive staff works to help children receive the best possible start to their education.
A PLACE TO STAY, A PLACE TO GROW
Early Learning fueled by FUN and powered by excellent teachers. Our program offers early childhood education for infants through preschool and experienced staff ensure a welcome, loving and educational environment at our early learning childhood center! We are committed to providing exciting learning opportunities that nurture cognitive, social-emotional, physical and creative aspects of child development. Please review our parent handbook policies below for further information on our program.
OUR POLICIES
PHILOSOPHY
School Readiness for all children is a core component of YMCA early care and learning. The YMCA of Greater Houston has chosen the Creative Curriculum to ensure that our children are prepared for school. Creative Curriculum provides an innovative and effective curriculum, assessment, professional development, and family connection resources to programs serving children from birth through kindergarten.
The YMCA of Greater Houston will also work with all children to make sure that they are physically active and healthy habits to support brain development. Physical activity strengthens children’s bones, muscles, heart and lungs as well as increasing balance and coordination.
In accordance with the mission of the YMCA of Greater Houston we are an inclusive, purpose-driven entity. The Y accepts children and families who may need additional accommodations to support home language, differing abilities and cultural backgrounds. The Y is committed to being a source of strength and encouragement to all we serve.
OUR STAFF
Our staff is here to help your child in meeting their developmental needs and goals. Questions about the facility can be directed to the Childcare Center management. All staff are trained and have knowledge of Early Childhood and specific training in developmentally appropriate practices related to the age of the children they care for. They are also trained in CPR/ First Aid for infants, children, and adults.
HOURS, DAYS AND MONTHS OF OPERATION
Our traditional Y programs are open year-round, Monday through Friday, from 6:30 am to 6:30 pm. During inclement weather, the program will adhere to the local school district or college campus calendar. For exact hours of operation and any closures for staff training, please contact your center director.
To ensure participants receive the full educational experience of the curriculum, we encourage families to drop off their children by 9:00 AM, when instruction begins.
Our program will be closed on the following days:
July 30 and 31, 2026
January 28 and 29, 2027 | July 29 and 30, 2027
January 27 and 28, 2028 | July 28 and 29, 2028
January 25 and 26, 2029 | July 26 and 27, 2029
January 24 and 25, 2030 | July 25 and 26, 2030
HOLIDAYS
Our program will be closed on the following holidays:
• New Year’s Eve
• New Year’s Day
• Martin Luther King Jr. Day
• Good Friday
• Memorial Day
• Juneteenth
• Fourth of July
• Labor Day
• Thanksgiving Day
• Friday after Thanksgiving
• Christmas Eve and Christmas Day
SCHOOL READINESS
The YMCA Children’s Academy programs are committed to preparing children for success in school and life by creating engaging, developmentally appropriate learning experiences. Our curriculum is designed to support social-emotional growth, language and literacy development, physical development, cognitive learning, and positive relationships with peers and adults.
Our programs utilize Early Learning Matters (ELM) Curriculum resources to provide hands-on learning experiences that encourage creativity, exploration, problem-solving, and kindergarten readiness. Classroom activities are aligned with the Texas Infant, Toddler, and Early Childhood Guidelines and the Texas Prekindergarten Guidelines to support children at every stage of development.
Teachers use ongoing classroom observations and developmental assessment tools to monitor each child’s growth and progress throughout the year. For infants, toddlers, and preschool-aged children, developmental milestone checklists and progress monitoring tools may be utilized to help guide instruction and ensure children are meeting developmental and school readiness goals. Assessment information is used to individualize learning experiences and support each child’s success in the classroom.
The YMCA Children’s Academy programs encourage family involvement through engagement opportunities and special events throughout the year, including fall festivals, family activities, and kindergarten graduation celebrations for children transitioning to elementary school.
Children are assessed two times per year, and families will receive updates regarding their child’s progress during scheduled conferences or assessment review periods. If developmental concerns arise for children up to 36 months of age, families may be referred to Early Childhood Intervention (ECI).
Services for additional support and resources. More information regarding ECI services can be found at:
https://www.hhs.texas.gov/services/disability/early-childhood-intervention-services
ARRIVAL AND DEPARTURE PROCEDURES
Parents/guardians must sign their child in and out each day.
Your child will only be released to the persons listed on the emergency or authorized pick-up section of the enrollment form. This person will be requested to show proper identification. Please bring your ID to the program. Only those designated on our enrollment form will be allowed to modify your information. All changes must be made with the program director.
In any case concerning a custody clause or dispute, court documents must be provided. These policies are in accordance with YMCA of Greater Houston and Texas Department of Family and Protective Service guidelines.
For security purposes, it is very important that you sign your child in and out every day by putting the time and your initials in the appropriate box. For safety reasons, all children must be signed in and out daily. Currently all Y programs utilize an app called Brightwheel. Upon enrollment parents will download the app to their phone/device or use the YMCA tablet. Parents will use their personal code to sign their child in or out. Parents may also scan their phone with a QR code.
Please let us know as soon as possible if your child has a communicable illness or infection. This will allow us to notify the parents of children attending our program. Children with communicable conditions may not return to care without a note from their physician.
For the success of our programs please respect the health of the other children in our care by cooperating with us on these state mandated rules, Article 746.3601, 746.3609, and 746.3611 Texas Minimum Standards of Child Care Centers.
A TYPICAL DAY IN OUR INFANT/TODDLER PROGRAM
Infants and toddlers need a schedule that is regular enough to be predictable but flexible enough to meet the needs of each child. Learning opportunities will emerge every day for each child.
• Arrival and wash hands
• Tummy time
• Enjoying stories and books
• Snack time
• Nap time
• Lunch
• Outdoor time
• Nap time
• Snack time
• Play time – music and movement on the floor
• Departure
A TYPICAL DAY IN OUR PRESCHOOL PROGRAM
A typical day will provide a balance between child-directed and teacher-directed activities. Core content curriculum areas include literacy, math, science, social studies, art, character development and healthy eating and physical activity.
• Arrival and wash hands
• Centers & Small Group Time
• Group Activities
• Snack Time
• Group Activities
• Outdoor Time
• Lunch
• Rest
• Group Activities
• Snack
• Outdoor Time
• Centers & Small Group Time
• Departure
CLOTHING GUIDELINES
Children should be dressed for active play. Since all children will be going outside twice per day, weather permitting, please ensure that they have weather-appropriate attire and sunscreen if needed. No open-toed shoes permitted. Each child needs a change of clothes for emergencies. This should include: pants/ shorts, shirt and underwear. Children being potty-trained may require more than one change of clothing.
Please bring a nap-mat, blanket and any item that soothes your child during naptime. Ensure that all items are labeled. Please refrain from bringing toys and other items from home. These will only be allowed on designated show-and-tell days. We are not responsible for any lost, stolen, or broken belongings.
TRANSITION PLANS
When your child is ready to move to a new classroom, we do all we can to make this transition a smooth and successful one. We will contact you when we feel your child is ready to move. The move will always be a collaborative decision among parents, teachers, and administrative staff. We recognize that transitions can be challenging, so we will consider each child’s temperament and adjust our transitions accordingly. Transition planning will be discussed in detail during the parent conference.
RATIOS
Age of Children staff to child ratio:
• 0-12 months 1:14
• 13-17 months 1:15
• 18-23 months 1:8
• 2 year olds 1:10
• 3 year olds 1:14
• 4 year olds 1:16
• 5 year olds 1:16
BEHAVIOR EXPECTATIONS
Self-management skills and positive social interactions among children and adults are encouraged and maximize everyone’s enjoyment of the program. Y programs use positive guidance methods including reminders, distraction, logical consequences and redirection. Self management skills are taught according to the following guidelines:
• Consistent rules are clearly stated. Children are expected to work and play within known limits.
• Behavior expected of children is age appropriate and based on developmental level.
• An atmosphere of trust is established in order for children to know that they will not be allowed to hurt others.
• Staff members strive to help children become acquainted with themselves and their feelings. This will help them learn to cope with their feelings and control them responsibly.
Children grow and develop as individuals during the early years. Challenging behaviors are a part of growing and learning. Our goal as we work through these periods of time will be for directors and teachers to have regular, ongoing conversations to express concerns and to discuss strategies for challenging behaviors with you to ensure that we are working together as partners to help your child. Parents will be kept informed of their child’s progress.
Child safety is the most important concern of the program; therefore, children whose behavior is dangerous or repeatedly disruptive must be immediately picked up from the program by someone designated through the departure and release procedures. Repeated disruptive or dangerous behavior will be discussed with the child’s parent and will result in loss of privileges or activities, suspension or termination from the program.
SPECIAL ACCOMMODATIONS
In order for us to provide the best care for each child, it is important that we have as much information as possible on all participants. If your child has any special concerns or needs including: allergies, existing illness, injuries, disabilities, long–term, continuous use medication, any limitations or need for special provisions etc., please set up a meeting with the Director and if we can accommodate the special provision, we will be happy to enroll your child.
Please notify the Director if either you or your child requires special accommodations. We will make every effort to meet the needs of your family. Accommodations may include support related to home language, differing abilities, cultural backgrounds, and communication needs. We partner with families by providing designated space for therapy sessions as needed and may participate in care meetings upon request.
Materials and resources can be provided in the parent’s or child’s primary language upon request. We also strive to promote cultural inclusiveness by hosting cultural activities and events throughout the year that celebrate the diverse backgrounds of the families we serve.
Parent Resources for Special Accommodations (Disabilities & Home Language)
• Texas Parent-to-Parent (Children Disabilities Resource)
https://www.txp2p.org/Media/resource-lists/Houston-Vicinity-2018-en.pdf
• Parent Companion: First Five Years
(A guide for Texas parents and caregivers of children with diagnosed or suspected disabilities from birth through 5 years of age)
http://www.parentcompanion.org/
• Bilingual Parent Resources – Help for Parents, Hope for Kids
English:
http://www.helpandhope.org/default.asp
Spanish:
http://www.helpandhope.org/Spanish/default.asp
Spanish Parent Resource Library:
http://www.helpandhope.org/Spanish/Consejos_para_Padres/parent-resource-library.asp
ENROLLMENT PROCEDURES AND NOTIFICATION OF POLICY CHANGES
All enrollment may be completed online at ymcahouston.org. A non-refundable registration fee must be paid at the time of enrollment. Online registration must be completed in one sitting, as the system will time out after 30 minutes. Please allow appropriate time to complete your online registration.
To begin the enrollment process, families must have a YMCA membership in order to create an online account. Memberships can be obtained by visiting ymcahouston.org and selecting the membership option that best meets your family’s needs. Once membership is established, families may create an online account to register for childcare programs.
Please note that paperwork processing may take up to 24 hours. All required paperwork must be fully processed before your child may begin attending the program. Enrollment information must also be updated annually each September.
The following items are needed to enroll:
• Child’s name, address, and phone number
• Emergency contact information for someone other than a parent or guardian
• Contact information for individuals authorized to pick up your child
• Payment information and registration fee
• Insurance information
• Doctor and hospital information, including addresses and phone numbers
• A copy of your child’s shot record and health statement from a physician prior to the first day of attendance
• Any additional forms required by the Texas Department of Agriculture or food program partners for meals and snacks
Parents and guardians may update their child’s information throughout the year by logging into their YMCA account or by submitting updated information directly to the Welcome Center staff. If assistance is needed, please contact a member of the Welcome Center team.
Please ensure your contact information remains current at all times, as it is critical for staff to reach you in the event of an emergency. Emergency contact update forms are available in the Parent Resource Area and may be completed anytime changes are needed. Updated forms should be submitted directly to the Director or placed in the designated Contact Form bin.
Any policy changes will be communicated to parents or guardians in writing.
PARENT ENGAGEMENT
As your child learns and grows with us, we encourage families to participate in parent engagement activities offered throughout the year. Activities may focus on healthy eating and nutrition habits, physical activity, literacy, family wellness, and opportunities for quality family time together. Families may also have opportunities to participate in:
• Parent meetings
• Class parties and celebrations
• Holiday and cultural events
• Annual fundraisers
• Graduation activities and ceremonies
Occasionally children will be absent due to illness or family vacations. Please let the director of the program know when your child will not be present. You may contact the director by phone or email.
*Please note we do not give credits to accounts for illness or vacations in normal situations.
Families are invited to participate in scheduled conferences twice each year, typically during the fall and spring. These meetings provide an opportunity to discuss your child’s progress, strengths, developmental milestones, and goals. Teachers and Program Directors are also available for additional conferences at any time upon request. If you have questions, concerns, or feel that a follow-up discussion would be helpful, we encourage you to reach out.
To keep families informed throughout the year, staff use a variety of communication methods, which may include:
• Daily communication
• Text messages
• Written notes
• Brief conversations during drop-off and pick-up
• Progress updates as needed
• Parent newsletters and program communications
This ongoing communication helps ensure families stay connected to their child’s learning, development, and classroom experiences. We appreciate your suggestions, ideas, compliments, concerns, and feedback regarding ways to improve our service to your family. Feedback may be shared with your child’s caregiver, teacher, Program Director, or YMCA leadership staff.
To ensure the safety of all children, volunteers must successfully complete YMCA Child Abuse Prevention Training and any required criminal background or FBI fingerprint checks prior to volunteering in the program. Parents and volunteers are never permitted to be alone with a group of children and must remain under the supervision of YMCA staff at all times.
EMERGENCY INFORMATION/UPDATING CONTACT INFORMATION
• Parent notifications may be made in writing via letters, app notifications, emails, fliers and/ or signage at the classroom door or reception desk. Notifications may also be made by phone calls or in person by site staff. Open communication is very important to the success of your child’s Y experience. Activity schedules, menus and other pertinent information will be available for your review. Please check daily for new information. Any policy changes will be provided to the parent or guardian in writing. Policies are reviewed annually for updates.
• Occasionally children will be absent due to illness or family vacations please let the director of the program know when your child will not be present. You may contact the director by phone or email. *Please note we do not give credits to accounts for illness or vacations in normal situations.
MEALS AND SNACKS
Nutrition and healthy eating are important parts of our programs and may vary by location. Please check with your local YMCA for specific meal and snack details. Children must not go more than three hours without a meal or snack being offered unless the child is sleeping. Program schedules are designed to reflect this guideline.
The YMCA of Greater Houston participates in the Child and Adult Care Food Program (CACFP) through the USDA Food and Nutrition Service. We offer a four-week rotating menu, with menus posted in classrooms and on parent boards for review. A nutritious breakfast, hot lunch, and afternoon snack may be provided daily depending on the program model and location. People participating in CACFP programs will not be
People participating in CACFP programs will not be discriminated against because of race, color, national origin, sex, age, disability, religion, or political belief. If you believe you have been discriminated against, you may contact the Director of Civil Rights, Texas Department of Human Services, M.C. E-609, 701 W. 1st Street, Austin, TX, or the Secretary of Agriculture, Washington, D.C. 20250.
For programs where families are required to provide meals or snacks, we encourage healthy lunch options that include fresh fruits and vegetables, whole grains, lean proteins, and reduced-fat dairy products. Water should be included daily, while sugary drinks should be limited. To support the health and safety of all children, families should refrain from packing fried foods or foods high in sugar and saturated fats, such as chips, cookies, gummies, candy, and fried chicken nuggets. Meals requiring refrigeration or heating are discouraged, as many locations are not equipped to refrigerate or heat food brought from home.
To inhibit the growth of harmful bacteria, lunches should be packed in insulated lunch bags with a freezer pack or frozen water bottle to help maintain safe temperatures. Employees are not permitted to heat meals brought from home.
For programs where the YMCA provides meals and snacks, all food is prepared in kitchens inspected by local health department officials or is commercially prepared through approved vendors. All meals meet USDA nutritional guidelines. Meals may include milk, fresh fruits, vegetables, whole grains, and enough food to allow additional servings from the fruit, vegetable, grain, and milk groups when available. Water is available throughout the day and served as the primary beverage during meals and snacks. When juice is served, it will be 100% fruit juice and limited to age-appropriate serving sizes. Milk served will be unflavored whole milk for children under two years old and low-fat (1%) or nonfat milk for children over two years old.
To ensure the safety and well-being of all children and staff, the YMCA of Greater Houston prohibits glass items in areas accessible to children. This includes glass bottles, drinking glasses, food containers, plates, bowls, and storage containers. Families are asked to use plastic, acrylic, or other shatter-resistant alternatives. Additionally, all foods and liquids hotter than 110 degrees Fahrenheit are kept out of the reach of children.
All kitchen personnel are required to maintain a current Food Manager’s Permit and follow City of Houston Health and Human Services guidelines for food preparation and storage.
Staff are trained regarding common food allergies, symptoms of allergic reactions, and proper allergy precautions. Families must note all allergies and dietary restrictions on enrollment forms to ensure appropriate accommodations can be made. Staff will not use food as a reward, nor will children be rewarded for cleaning their plates during meal times.
The YMCA also supports Farm to Early Care initiatives that encourage healthy eating habits and hands-on learning experiences. At select locations, children may participate in gardening activities where they help plant, water, and harvest fruits, vegetables, and herbs grown on-site. These experiences promote healthy eating practices and increase awareness of fresh foods from gardens and local farmers markets.
Additional Nutrition and Wellness Resources:
Child and Adult Care Food Program Best Practices
Sample Menus – CACFP
https://squaremeals.org/Portals/8/files/cacfp/CACFP%20Week/2021/CACFP%20Week%20Menus_Final.pdf
CACFP Cycle Menu Resources (Institute of Child Nutrition)
CACFP Cycle Menus Resources (Institute of Child Nutrition) (the link)
Oral Health Resource:
https://www.healthychildren.org/English/healthy-living/oral-health/Pages/default.aspx
Healthy Child Care Texas:
http://www.texasaeyc.org/programs/healthy_child_care_texas
Health Benefit Resources:
https://www.texaschildrenshealthplan.org/what-we-offer
Early Childhood Intervention Resources:
https://hhs.texas.gov/services/disability/early-childhood-intervention-services
Farm Fresh Resource:
https://squaremeals.org/FandNResources/TexasFarmFresh/GardenBasedLearning.aspx
WATER ACTIVITIES
Activities may include sprinklers, slip & slides, kiddie pools, splash pads and instructional swim lessons. Varies by location. Check with your local center for specific details.
ANIMALS
Classroom “pets” may be included in the learning environment. Please do not bring animals with you to the center.
INDOOR AND OUTDOOR PHYSICAL ACTIVITY/SCREEN TIME
The YMCA of Greater Houston is committed to supporting the physical health and well-being of all children. During the early years, children experience rapid physical growth and development. Our staff work to help each child build strength, confidence, coordination, and control of both large and fine motor skills through age-appropriate activities and active play.
Daily schedules include 90–120 minutes of physical activity, consisting of a balance of moderate to vigorous activities. Approximately half of the activity time will be teacher-led, while the remaining time will allow for supervised free play and exploration. Weather permitting, activities will take place outdoors. During inclement weather, activities may occur under covered play areas or in YMCA gymnasium spaces, when available. Closed-toe shoes are recommended for all indoor and outdoor physical activities.
Electronic media and technology are used only for educational and age-appropriate purposes. Screen time for children under two years old is prohibited. For children over two years old, screen time is limited to less than one hour per day and will not be used during mealtimes, snack times, or rest periods. All screen time activities are aligned with educational goals, age-appropriate, and ad-free. Television and movies are generally not utilized in the program.
At select preschool locations, children may use educational technology or computers two to three times per week. School-age children who require technology to complete homework assignments may be provided access to educational technology without time restrictions related to homework completion.
Additional resources regarding screen time recommendations and healthy media use can be found in the Parent Resource Binder or online at:
https://www.healthychildren.org/English/family-life/Media/Pages/Where-We-Stand-TV-Viewing-Time.aspx
INFANT AND TODDLER ITEMS
Parents are responsible for diapers, wipes, any diapering supplies and baby food. Parents are also responsible for any lotions or creams that your child may need. All supplies should be labeled with the child’s name.
Keeping children safe and comfortable is a priority of YMCA programs. Infants will not be left to sleep in car seats, bouncers or swings. In addition, infants will not be left in any restrictive device such as a car seat, bouncer or swing for more than 15 minutes. Infants will be placed in their designated crib on their back to sleep. No blankets or stuffed animals are allowed in an infant’s crib. It is strongly encouraged that pacifiers with any type of string or chain not be allowed in the crib either. Each infant will have his/her own crib labelled with their name. Infant cribs will meet the applicable federal rules of Title 16, Code of Federal Regulations, Parts1219 or 1220. Children will be placed in designated areas when resting.
The YMCA strives to keep a consistent staff team employed to care for our infants and toddlers. YMCA staff work with each infant at his/her level of development and individual schedule. The different activities that staff do with your child help develop hand-eye coordination, promote language development, motor development and sensory development.
LOST AND FOUND
It is important that each item brought from home is labeled with your child’s name to prevent them from being lost. Should an item of your child’s be misplaced, it will be placed in the lost and found. These items will be donated to a local charity if left at the center for more than two weeks.
BREASTFEEDING BENEFITS & POLICY
The YMCA supports and encourages breastfeeding families to continue their breastfeeding schedule as closely as possible while enrolled in our program. If your schedule permits, we will provide a comfortable, quiet, and private area for you to breastfeed your child. Parents are encouraged to visit and breastfeed or provide breast milk at any time during program hours. The YMCA can store up to a one-week supply of frozen breast milk. All bottles, pacifiers, lunches, breast milk, and drinks must be labeled with the child’s full name.
Breastfeeding education and support resources can be found at:
BABYSITTING
We are pleased that you feel comfortable and confident in our employees and that you want them to babysit or transport children after hours; however, it is against the YMCA’s policy and employees may be terminated.
FIELD TRIPS/SPECIAL EVENTS
Field trips and special events are fun and exciting learning opportunities that enhance your child’s experience. Most field trips will be in house. Any food shared with friends must be purchased from a store. Varies by location. Check with your local center for specific details.
TRANSPORTATION
If your child is attending a Y program that requires transportation, we ask that you speak with your child regarding proper safety guidelines. All children must stay seated with their seat belts fastened while the vehicle is moving and until the vehicle is completely parked.
Our primary goal when transporting children is to ensure their safety. The Y reserves the right to suspend or dismiss a student if a child is behaving in a way that is unsafe or inappropriate. If your child misses the bus to their Y program, staff will NOT be able to go back to the school to get your child.
ACCOUNTING POLICIES AND PROCEDURES
The YMCA of Greater Houston has balanced billing. Monthly fees are determined by the YMCA. A non-refundable registration fee will be due at the time of enrollment. Each September, a $100 supply fee will be charged to each child’s account.
Payments are due prior to the first of each month. To ensure a spot and to avoid late fees it is preferred that you schedule payments with an auto-draft. Your payment will be drafted from your account on the 1st of each month. Check with your YMCA for additional, drafting options. Drafting is available through a credit card or EFT. If payment is not scheduled to draft the participant must pay at the time of registration. Your scheduled payments may also be made in-person at the Y prior to the first of each month. Space is limited so your spot is not guaranteed until your payment is scheduled or paid in full. Cash, check, credit card, money order or cashier’s checks are accepted as forms of payment at your local YMCA.
In the event of program cancellations due to inclement weather or facility issues that prevent children from attending school, the YMCA Houston will not provide credits or refunds for missed days. Monthly fees are based on enrollment rather than daily attendance, allowing us to maintain consistent quality staffing and programming for all families.
When withdrawing from the program, written notice must be turned in to the director, and must be provided at least two weeks prior to your draft date. No refunds will be issued to anyone withdrawing after the first day of the month. All membership fees are non-refundable.
Payment is considered late after the 3rd of each month and your account will be charged a $30 late fee. If payment has not been received by the 10th of the month, your child will no longer be accepted into the Y program.
Accounts will be charged a $30 fee for insufficient funds.
Please call the child care center if an unexpected emergency will cause you to be late picking up your child. There is a $1 per minute charge for children not picked up by the program’s closing time. In the event that a child has not been picked up within one hour of the stated closing time, Y staff members have been instructed to call Children’s Protective Services and local police. In the event that a child is repeatedly left past the closing hour, the Y reserves the right to terminate the child’s enrollment in the program.
When making payment, you are able to print a copy of the receipt through your online account. Please retain all receipts and canceled checks for your records. The Y Tax ID number is 741109737.
The Y is a community-based organization and believes that its programs and services should be available to everyone regardless of age, background, ability or income. The Y offers financial assistance to participants which is designed to fit your individual financial situation. Limited financial assistance is available to individuals and families who substantiate a need. At this time there are no discounts for infant care due to the low staff : child ratio.
Due to the limited availability of funds for after school, families needing assistance should:
- Contact Workforce Solutions and complete paperwork to determine if qualified for public assistance. Call 713-334-5980 or visit https://www.wrksolutions.com/for-individuals/financial-aid/financial-assistance-for-child-care/parent-and-child-care-scholarships#Apply Families approved by Workforce solutions can transfer their funds to a new location by visiting https://app.smartsheet.com/b/form/14929e8a64f345fa9ba65423a3cc4fa3
- Apply to the YMCA for financial assistance until workforce solutions completes their approval process.
- Once Workforce Solutions has made a determination about assistance please provide an acceptance or denial letter to the YMCA
a. If accepted, provide the YMCA with a copy of your approval letter – 2450 form. The YMCA will adjust your account for NCI payments and parent co- payments. Families are responsible for suspending care and / or transferring care to a different facility when school is out of session. A Workforce Solutions Accounts Payable Representative can assist with task.b. If denied, the YMCA will reassess the original financial assistance application and increase percentage based on need and current availability of funds.
To begin the process you must have a Y membership to create an online account. You can become a member by visiting our website, ymcahouston.org and to become a member and register for program of interest. To learn more, visit https://ymcahouston.org/impact-membership.
After becoming a member, you can create an online account so that you can register for child care. Please note that it may take up to 24 hours for paperwork to be processed. Paperwork must be processed entirely before your child may begin the program.
If your child will be absent, please call or email the office and let us know. Tuition fees will not be waived for absences.
We reserve the right to terminate a child for the following reasons (but not limited to):
• Failure to pay (see tuition)
• Routinely late picking up child
• Lack of parental cooperation
• Serious illness of a child
• Physical or verbal abuse to any person on the property
• Our inability to meet the child’s needs
• Lack of compliance with regulations
• Failure of the child to adjust to the center after a reasonable amount of time
HEALTH AND SAFETY
The YMCA of Greater Houston does not mandate additional immunizations for child care staff beyond what is required. in order to work with children. To ensure the health and safety of all, employees who work directly with children adhere to strict procedures designed to prevent the spread of diseases. These protocols include rigorous hygiene practices, regular health checks, and comprehensive training in disease prevention. By following these guidelines, we aim to maintain a healthy and safe environment for every child in our care.
• Anyone with a temperature of 100.4 or higher will not be allowed to stay at the program;
• Hand hygiene at arrival for children and staff prior to entering the classroom. Intentional hand hygiene will be implemented throughout the day;
• Wearing gloves when handling or cleaning body fluids, such as after wiping noses, mouths, or tending sores;
• Specifying that an employee with open wounds and /or any injury that inhibits hand washing, such as casts, bandages, or braces, must not prepare food or have close contact with children in care;
• Removing gloves and washing hands immediately after each task to prevent cross-contamination to other children;
• Excluding the employee from direct care when the employee has signs of illness;
• Routinely cleaning, sanitizing and disinfecting surfaces and objects that are frequently touched, especially toys and games
In an effort to maintain a healthy environment, the following guidelines must be followed very strictly. Staff perform daily health checks to ensure children are healthy and to note any illness or injury. Children who become ill may not remain at the program, nor will an ill child be admitted. If a child becomes ill during the day, a parent will be notified to pick up the child immediately. If we are unable to reach the parents, we will then begin calling the persons listed on your enrollment form.
For the safety of your child as well as the other children in his/her class, you may not bring a child to the program for one business day after having any of the following symptoms:
• A fever above 100.4 degrees
• Intestinal disturbance accompanied by diarrhea or vomiting
• Any undiagnosed rash
• Sore or discharging eyes or ears
• Profuse, colored nasal discharge
• A communicable disease
Children must be free of all above symptoms and show no signs of illness when returning to the program. Please provide a note from your child’s doctor that your child is well to attend child care.
Please notify us if your child will be absent from the program. Children with allergies are required to provide a physician’s letter noting the allergy, causes, severity and treatment.
All children must be able to participate in their normal daily schedule (outdoor play included). Weather permitting, children will go outside every day. We cannot keep one child inside due to illness.
Please let us know as soon as possible if your child has a communicable illness or infection. This will allow us to notify the parents of children attending our program. Children with communicable conditions may not return to care without a note from their physician.
For the success of our programs please respect the health of the other children in our care by cooperating with us on these state mandated rules, Article 746.3601, 746.3609, and 746.3611 Texas Minimum Standards of Child Care Centers.
- Be in its original container
- Labeled with the child’s name (we cannot share medications among siblings)
- Labeled with the date that the prescription expires
- Labeled with the dosage and directions on how to administer the medicine
- Include the name of the physician prescribing the medication
Over the counter medication, including insect repellent and sunscreen, will also require an “Authorization to Administer Medication” form and signed doctor’s order outlining when the medication should be administered and in what dosage.
IMMUNIZATIONS, TB TESTS, HEARING AND VISION SCREENING
Children are required to have been examined within the past year by a licensed physician and have a yearly health statement on file. Children must be mentally and emotionally able to participate in the program activities. Current and up to date immunization records including a TB test if required by the local health authority at the time of enrollment.
The Special Senses and Communications Disorders Act, Texas Health and Safety Code, Chapter 36, requires a screening or a professional examination for possible vision and hearing problems for the following children who are enrolled in a child care center:
First-time enrollees, who are four years of age or older, and all children enrolled in programs, who are four years of age by September 1st of each year, will need to be screened for possible vision and hearing problems prior to completion of the first semester of enrollment or within 120 calendar days of enrollment, whichever is longest, or present evidence of screening conducted within one year prior to enrollment.
INJURIES AND EMERGENCY POLICIES AND PROCEDURES
In the event your child requires immediate medical attention, staff will call 911, provide first aid and/or CPR as needed, and then contact the parent or guardian. Emergency medical personnel will determine whether transportation to a hospital is necessary. We will provide your preferred hospital and physician as listed in your child’s records; if this information is not available, your child will be transported to the nearest hospital.
For emergency medications, such as an EpiPen, families must complete a Food Allergy & Anaphylaxis Emergency Care Plan (FARE) and an Authorization to Administer Medication form, which can be obtained from site staff. These forms must include the specific dosage and administration instructions and must accompany all medications. All medications must be in their original container, labeled with the child’s name, and include intact manufacturer labeling.
Over-the-counter medications require a completed Authorization to Administer Medication form, must be in the original container labeled with the child’s name, and must include a signed physician’s order specifying dosage and timing. Unassigned EpiPens are not available for use during medical emergencies.
Families needing assistance with medication costs are encouraged to consult their healthcare provider or visit the following resources:
The YMCA takes head injuries seriously. Any suspected head injury will result in a 911 call. Even minor bumps or blows to the head can cause significant injury, as rapid movement of the brain may lead to serious complications.
Staff members are trained in basic emergency procedures. Necessary responses to issues regarding natural disasters (floods, tornados, hurricanes, etc.), lockdown procedures for hostile situations and fire escape routes are addressed in staff training. Monthly fire drills, periodic severe weather drills and lockdown drills are conducted at centers. A detailed plan, including relocation, is available at each center for your review.
If evacuation is necessary, staff members will first move children to a designated safe area or alternate shelter known to all employees and volunteers. Evacuation procedures also address the care of children with limited mobility or who otherwise may need assistance in an emergency, such as children who have mental, visual or hearing impairments. Head counts and roll sheets will be utilized to account for children and be conducted by two or more staff. At all times, our emphasis will be on keeping children safe.
In cases of inclement weather, the Y program will follow local school district or college campus recommendations. If the local school or college is closed due to weather, the Y program will also be closed. If the weather begins to worsen during the day, we will ask you to pick up your child as soon as possible so your family and our staff members may get home safely.
Should your child’s center experience a facility emergency after the program opens, the center will be required to close. Examples of a facility emergency are gas leak, power outage, or no water.
In cases of inclement weather, the Y program will follow local school district or college campus recommendations. If the local school or college is closed due to weather, the Y program will also be closed. If the weather begins to worsen during the day, we will ask you to pick up your child as soon as possible so your family and our staff members may get home safely.
By choosing licensed child care, you and your child will have new experiences and relationships. You, the program director and the center staff have a responsibility to protect the health, safety and well-being of your child. Texas Health and Human Services (HHS) is also a part of this partnership.
A copy of the current Minimum Standard Rules for Licensing and an Inspection report can be found at www.hhs.texas.gov. You may also request a copy of the standards from your local child care licensing office. A list of the offices can be found on the HHS website (www.hhs.texs.gov), DFPS website (www.dfps.state.tx.us) or by calling the Child Care Information Line at 713-287-3238 or 1-800-862-5252. The operation’s most recent licensing inspection report is also available for our review at our program location.
YMCA staff members are trained annually to recognize and report suspected child abuse and neglect and are required by law to report suspected abuse or neglect. The 24-hour Child Abuse Hotline phone number is 1-800-252-5400 and their website is: www.txabusehotline.org.
The YMCA of Greater Houston participates in the Texas Rising Star program. It is a quality rating and improvement system (QRIS) for childcare, after-school and camp programs participating in the Texas Workforce Commission’s (TWC) Child Care Services program. Texas Rising Star certification is available to licensed centers and licensed/registered childcare home facilities that meet the certification criteria.
The Texas Rising Star program offers three levels of quality certification (Two-Star, Three-Star, and Four-Star) to encourage childcare and early learning programs to attain progressively higher levels of quality. These certification levels are tied to graduated enhanced reimbursement rates for children receiving childcare scholarships.
The YMCA of Greater Houston is committed to keeping all children safe and we make every effort to prevent child abuse. The Y recognizes that child abuse exists in a number of forms, including emotional, physical, and sexual abuse, as well as child neglect. As mandated reporters, it is our responsibility to recognize and report all suspected child abuse to the appropriate authorities.
To help prevent child abuse the YMCA of Greater Houston has implemented the following procedures:
1. For the safety of children entrusted in our care, the YMCA conducts and requires a background check and references for all childcare staff, as well as every person employed in or by our centers and programs.
2. The YMCA requires all staff to take Child Abuse Recognition, Responding, Reporting and Preventing Training annually.
3. Allegations or suspicions of child abuse are taken seriously and are reported to the police and state agencies for investigation. These reports may lead to investigations by state agencies or law enforcement, which can include children who are directly involved or who witnessed the incident. Investigators determine who is interviewed and provide contact information for guardians to follow up, if needed.
4. YMCA programs are structured and observed so that staff and volunteers are never the only adult present with children with the possible exception of emergency situations.
5. Evaluations are conducted with parents regarding day-to-day experiences, encouraging reports of any event out of the ordinary.
6. Staff are required to report all incidents and/or the disclosure of abuse.
A key to keeping children safe is a child’s ability to seek help. They need to know that there are adults at the Y, and at home, who will listen and respond in a supportive way. It is important to be aware that child abusers can be parents, caretakers, friends, neighbors or even other youth.
1. Talk to your child–Share with your child that he or she can say “NO” to an adult friend, family member or an older child, if they act inappropriately.
2. Be Proactive–Create an environment that encourages children to share their views and concerns. Then really listen to them. Establish safety rule online and offline.
If faced with your child disclosing abuse, or if there is a situation where you suspect abuse, but are not sure or don’t have proof, call the child abuse helpline and get support. Trust your gut and your instincts and take action immediately.
If you would like to report a suspicion that a child has been harmed or is at risk of being harmed by abuse or neglect, call the Child Abuse Hotline: 1-800-252-5400. IF YOU BELIEVE A CHILD IS IN IMMEDIATE DANGER OF HARM, CALL 911 FIRST. Thank you for helping us keep our children safe.
Under the Texas Penal Code, any area within 1000 feet of a child-care center is a gang-free zone, where criminal offenses related to organized criminal activity are subject to harsher penalty. A complete informational handout on this code is available at the Welcome desk for your review.
OPEN DOOR POLICY
Parents are welcome at the center at any time. We celebrate various activities throughout the year. We encourage parents to come and participate in any activity that our program hosts. Please see the “center happenings” board in the lobby for gentle reminders of upcoming events.
A parent has the right to:
• Enter and examine the child-care center without advance notice;
• File a complaint against the child-care center;
• Review the child-care center’s publicly accessible records;
• Review written records about the parent’s child;
• Receive from the child-care center:
• HHSC inspection reports regarding the center; and
• Information regarding how to access the center’s compliance history online;
• Have the child-care center comply with a valid court order signed by a judge that prevents another parent from visiting or removing the parent’s child from the center;
• Be provided with the contact information for CCR;
• View any available video recordings maintained by the center of an alleged incident of abuse or neglect involving the parent’s child, with certain restrictions;
• Obtain a copy of the child-care center’s policies and procedures;
• Review upon request:
• Staff training records; and
• In-house training curriculum, if any; and
• Be free from retaliation for exercising any of the parent’s rights.
FAMILY RESOURCES
UT Health McGovern Medical School
https://med.uth.edu/psychiatry/patient-care/adult-services/autism-spectrum-disorder/about/
Navigate Life Texas
https://www.navigatelifetexas.org/en/
PATH Project-Partners Resource Network
https://prntexas.org/texas-ptis/path-project/
Parent Companion: Resources for Families of Children with Disabilities & Professionals
https://www.txp2p.org/resources/resources
Bilingual Parent Resources
https://www.txel.org/Parents-And-Families
Meal Planning and Nutrition Resources
https://www.fns.usda.gov/nutrition-education
Professional Development Trainings on Health and Nutrition:
https://agrilifelearn.tamu.edu/catalog?pagename=Child-Care
https://www.houstonfoodbank.org/our-programs/nutritioneducation/
Healthy Child Care Texas Resource:
http://www.texasaeyc.org/programs/healthy_child_care_texas
Health Benefit Resources:
https://www.texaschildrenshealthplan.org/what-we-offer
ECI Resources:
https://hhs.texas.gov/services/disability/early-childhood-intervention-services
Farm Fresh Resource:
https://squaremeals.org/FandNResources/TexasFarmFresh/GardenBasedLearning.aspx
Oral health
https://www.healthychildren.org/English/healthy-living/oral-health/Pages/default.aspx
Additional resources on child oral health can be found by contacting dental@dshs.texas.gov.
CONTACT US!
Avenue Center
3517 Irvington Blvd. Houston, TX 77009
713-697-0648
The Woodlands Family YMCA
6145 Shadowbend Place
The Woodlands, TX 77381
281-367-3622
Wendel D. Ley Family YMCA
15055 Wallisville Rd.
Houston, TX 77049
281-458-7777
Texas Medical Center YMCA
5614 H. Mark Crosswell, Jr.
Houston, TX 77021
713-747-2173
Follow us on Facebook @YMCA Children’s Academy
QUESTIONS?
For questions about our program or the policies in this handbook, please email childrensacademy@ymcahouston.org.
