Kyrene Kids Club Staff Procedure and Training Manual

 Revised September 2007

Table of Contents

Disclaimer, Beginnings & Kids Club Mission & Vision                           

Kids Club Philosophy                                                                                  

Program Descriptions                                                                                 

Locations of Program Offerings                                                                 

Organizational Chart                                                                                    

What is a Kids Club Staff Member?

Training Opportunities

Evaluation System

Knowledge and Skills Based Pay System for Club Leaders/Club Leaders in Training

Staff Job Descriptions                                                                                 

            Club Leader/Club Leader in Training                                            

            Instructional Lead                                                                 

            Program Specialist                                                                          

            Program Coordinator/Roaming Specialist                                               

Staff Expectations and Procedures

Site assignments

Arriving/departing from work

Breaks/absences

Dress code

Record keeping

Staff relationships

Communication

Planning

Classrooms/supplies

Behavior management

Safety

Rosters

Signing children in/out

Missing child procedures

Quiet time

Diapering procedures

Field trips

Kids Club area set up guidelines                        

Ethical Responsibility                                                                                  

Staff Discipline Procedures                                                                        

NAA & NAEYC Process and Expectations (NAA & NAEYC Standards)

Videos                                                                                                           

Threat / Interference to an Educational Institution                         

Notification of Abuse or Neglect

Training Modules

Child Development                                      

Play-Based Learning                       

Developmentally Appropriate Practice                                                     

Age Appropriate Groups                                                                                                    

Lesson Planning

School-Age Club Building                                                                                                   

Leading Children in Activities                                                                     

Running Group Meeting/Circle Time                                                                                 

Outdoor Safety                                                                                             

Behavior Management Techniques                                                                                               

New Staff Walk Through

10 Day New Employee Checklist

Disclaimer    Return to Table of Contents

Please read the following closely:

The material contained in this procedures manual does not constitute a contract between the Kyrene School District and its employees. The material is provided as a service for employees and administrators to outline personnel procedures. The employee needs to understand that the information contained in this handbook may be modified unilaterally without prior consent or agreement from the employee.

The Meet and Confer Agreements set forth those items of employment, salary, and benefits which have been agreed upon by the Governing Board of the Kyrene School District and the various employee organizations for each school year. To the extent that there is a conflict between information contained in this handbook and the applicable Meet and Confer Agreement, the Meet and Confer Agreement will prevail.

All employees are encouraged to read and become familiar with the relevant employee agreements.

Beginnings    Return to Table of Contents

Kyrene Kids Club services have been provided by the Kyrene School District since 1993.  Kids Club began by providing childcare at four Kyrene schools in an effort to meet the needs of Kyrene families.  As community demands increase, the program offerings and locations are expanded.  In 2007 – 2008, Kyrene Kids Club services are available in 17 Kyrene schools and are serving children from infancy through middle school. 

Kyrene Kids Club Mission    Return to Table of Contents

“We provide quality programs that positively impact Kyrene communities.”

 As an employee of Kyrene Kids Club, your mission needs to align with Kids Club!

Kyrene Kids Club Vision    Return to Table of Contents

“We champion our community’s identified needs by providing a program rooted in best practices backed by research, using available resources to positively impact the lives of others, and creating an enjoyable work environment. We are committed to forming a system of relationships where individuals experience support, strive for optimum performance, celebrate resident strengths, view accountability as a discovery process and engage in activities that promote continuous improvement.”

Kyrene Kids Club Philosophy    Return to Table of Contents

Kids Club is committed to offering quality programs that are safe and enriching.  Kids Club hopes to foster a “lifetime love of learning” in participants by:

• Providing consistent, year-round, full-day programs for children.

• Providing high-quality programs that positively impact student achievement.
• Designing programs wherein children come first.

• Creating an environment where parents are viewed and treated as partners.

• Offering children choices in their daily activities and behaviors.
• Maintaining an accessible and affordable program.
• Offering a program where children have fun and enjoy their childhood.
• Providing well-trained staff that create a child-centered environment and experience.
• Providing smooth transitions between school, childcare, and home.
• Using national organizations’ standards (like NAC, NAA & NAEYC) to assess the quality of our programs.
• Preparing children to make valuable contributions to society.
• Involving communities in the Kyrene Kids Club programs.

Kids Club staff members are active participants in a child’s life. Staff are role models that positively impact children through mentoring, leading by example, and providing children with daily learning experiences that will ensure their readiness to become contributing members of society.

Remember…

 Parents are entrusting their children’s safety and well being to YOU!

 Program Descriptions    Return to Table of Contents

Kyrene Kids Club Early Learning Centers 

Early Learning Centers incorporate age appropriate activities that help children reach their full potential cognitively, emotionally, physically, and socially.  Our approach is hands-on, child-centered and encourages children to learn at their own pace.  We base our developmentally appropriate, emergent curriculum on a philosophy of learning through guided play.  Our vision is that all Early Learning Centers are daily practicing the standards of best practice as outlined in NAC and NAEYC and that they may even be working toward receiving National Accreditation.

 KinderClub 

KinderClub is offered to children who attend half-day kindergarten.  Children attend KinderClub during the school day when they are not in their regular kindergarten classroom. This program accommodates children until the regular school dismissal time, providing a full school day experience. (Childcare before and after the school dismissal time is not included in this program.) The philosophy and content of this program is consistent with all Kids Club programs and incorporates developmentally, age-appropriate activities that enhance the kindergarten day. Many times, because interest in the program is so limited, Kinder Club participants are integrated into a 3 or 4 year old program.

School - Age Programs

Kindergarten through eighth grade students participate in School-Age programs.  The programs incorporate choices in activities that highlight children’s self-awareness, cognitive expression, physical development, creative expression, and recreational pursuits. Our approach is hands-on and child centered.  Our vision is that all School-Age Programs are daily practicing the standards of best practice as outlined in NAA and that they may even be working toward receiving National Accreditation.

Before School and After School 

Kids Club offers school-age children a variety of planned activities before school, after school, and on early release days. Children may choose from numerous activities including cooking, science exploration, board games, creative expression, drama, story telling, indoor and outdoor active games, and homework time.

Club Kyrene 

Club Kyrene is a before and after school center that provides a place for middle school children to come together. The club offers children an opportunity for interaction with caring adults who assist and guide the children through a variety of activities based on their interests. Club Kyrene also sets aside time each day for children who wish to complete their homework. (Note: this is not a tutoring program).

Between Schools

Between Schools program is a five-day per week program offered as a safe alternative for elementary children to wait for their older middle school siblings to be released from school.  In this program, children will find a safe environment to visit with their friends or choose from various activities such as homework, creative expression, or outside play until their older sibling arrives 15 minutes after the middle school dismisses or one hour after their elementary school dismissed.

Summer Adventure Programs

Early Learning Center and School-Age programs are also offered during the summer at select locations. 

What is a Kids Club Staff Member?    Return to Table of Contents 

You are a very important piece of the whole that is Kids Club!  You interact directly with the children everyday and are integral in the process of improving the quality of those children’s childcare experience each day.  Click here to view our Department’s organizational chart.  Following is also a description of the many individuals working together to help operate Kyrene Kids Club effectively and efficiently.

Kyrene Kids Club employs two groups of individuals who are part of a larger employee classification. Coordinators, Specialists, and Instructional Leads are defined by the Kyrene School District as Term Employees (Support Staff who sign a contract with the District) and Club Leaders and Club Leaders in Training are defined by the Kyrene School District as At Will Employees (Support Staff who sign a notice of employment).  All Kids Club staff will receive multiple training opportunities, evaluations, and opportunities to advance.  We believe that training staff will help them better prepare and deliver quality programs, that evaluations help staff monitor progress and continuously improve so that they may advance within the organization. 

Club Leaders in Training (implement lesson plans with children, ensure children’s emotional and physical safety at all times, not left alone with children)

Club Leaders (implement lesson plans with children, ensure children’s emotional and physical safety at all times)

Senior Instructional Assistants/Leads (direct the work of staff in a given classroom or activity area; lead homework clubs; ensure the quality of lessons implemented)

Program Specialists (assist the Coordinator in leading the program, acts as the Coordinator in his/her absence)

Program Coordinators (coordinate the program at one school, supervise all staff associated with the program at that school)

Program Supervisors (supervise specific Kids Club sites/regions as well as other programs like Montessori, CASA Vida, Youth/Adult Enrichment, etc.)

Tuition/Alternative Programs Manager (leads the team of Program Supervisors, Customer Service Center, Summer Academy, Collections and Contests)

You can make a career out of working with Kids Club!

Training Opportunities

Kids Club staff are required to attend all monthly staff meetings and trainings, and must come prepared to participate in these meetings and trainings. All staff must attend the Fall and Summer program trainings as well as the minimum number of additionally required training hours per year.  

Evaluation System    Return to Table of Contents

Club Leaders and Club Leaders in Training are evaluated at least twice per year by a Program Coordinator and/or Specialist.  The evaluation process ensures that proper communication, feedback, and support are being provided and employees are successful in their jobs.  Additionally, satisfactory evaluations are folded into our performance based pay system! Coordinators, Specialists, and Leads are evaluated according to the Support Staff Professional Growth and Evaluation System which can be found online at www.kyrene.org/hr/Evaluations/evaluations.htm.  Club Leaders and Club Leaders in Training are evaluated using the same system but use a different tool. Please click here to view the Club Leader/Club Leader in Training Evaluation Tool to help you better understand what will be expected of you.

Knowledge and Skills Based Pay System (CL/T)    Return to Table of Contents

Kyrene Kids Club believes that staff should be rewarded financially for performing their jobs well and meeting criteria above and beyond minimum expectations.  Kids Club’s performance pay plan criteria include education, years of experience, professional development, satisfactory performance evaluation, S*CCEEDS participation, and Champion Awards.  Click here for a packet that explains the details of the system and what you need to submit to get a raise!

Club Leader/Club Leader in Training Job Description    Return to Table of Contents

Kids Club staff are expected to support the Kyrene Kids Club and Kyrene School District’s missions.  Following are general expectations and responsibilities that depict the standards by which the performance of Club Leaders and Club Leaders in Training are evaluated.   

Supervision and Facilitation

• Include learning experiences that are developmentally appropriate for students and provide changes to the learning experiences when there is a change in the environment.

•  For example, when children lose interest in an activity or the developmental age level changes, adjust the learning climate.

• Establish and maintain a safe and interactive environment for learning.

• For example, when a lesson plan is completed and there is still time remaining in the schedule, provide continuous activities.

• Be sure that children have something to do in between activities so that they are moved smoothly from one activity to another without waiting.

• Talk with children, ask them questions about their work, and be observant of the children in your area as well as the whole group.

• Demonstrate effective classroom management.

  • For example, ensure that the children are engaged in activities and that you are providing clear expectations for their behavior as well as reasons for why they should comply.

• Provide a motivating learning environment.

• For example, be aware of the children’s activity and interest level; continue to bring uninvolved children back into the group activities; plan activities with them. 

• Provide equal attention to all children in the Kids Club program.

• Take an active part in all planning of activities.

  • For example, turn in completed, detailed lesson plans by the deadline assigned.  These plans should provide youth with a variety of activities to choose from that include active, physical play, creative arts, dramatic play, quiet activities, and socializing activities.

• Ensure that children in the Kids Club program are benefiting from the activities provided.

• For example, do not overtake the activity for your own benefit or enjoyment.

• Ensure that the Program Coordinator/Specialist is informed when there is a shortage of supplies.
• Ensure all equipment and supplies needed for lesson plans are used efficiently.

• Demonstrate effective written and oral communication skills.
• Ensure that children are always in sight and sound of a Kids Club staff member.

• No child should ever be alone (i.e., they may not walk to the restroom or another activity space unaccompanied by a staff member).

• Be consistently aware of the number of children in your care and maintain accurate activity rosters.
• Utilize effective classroom management by consistently roaming, interacting and monitoring all children.
• Communicate clear expectations to the children.
• Model appropriate behavior.
• Manage children using proactive techniques.

• For example, plan out your activities in advance and have your materials ready when the children enter the room. Also, look for signs that the children are becoming bored or frustrated and provide alternate activities.

• Communicate with positive choice of words, tone of voice, and gestures.

• For example, give directions and praise more than redirections.  Tell children what to do (instead of what not to do).   “Please walk” or “Thank you for cleaning up” are examples.

• Ensure that inappropriate behaviors are redirected in an effective, immediate, and positive manner.

 

Communication & Teamwork

Club Leaders/Club Leaders in Training are responsible for taking an active part in collaborating with colleagues, parents, school staff, and the community to design, implement, and support the quality of Kids Club programs.  Staff working for Kids Club are expected to maintain professional working relationships.  (Our expectations of staff relationships are in alignment with the NAA and NAEYC standards of practice.)

• Communicate with staff members while the program is in session to ensure that the program flows smoothly.
• Demonstrate cooperation and respect with other staff members.
• Communicate professionally with other staff members.

 

Parents and Families  

Club Leaders/Club Leaders in Training ensure that staff and families interact with each other in a positive manner.  Staff will:

• Ensure that families feel welcomed and comfortable by verbally welcoming (by name) the children and parents each day.

• For example, every individual (child, parent, visitor) entering the program should be greeted within 5 seconds.

• Ensure families are treated with respect.
• Provide positive reinforcements to children.

• Catch the students doing something right and praise them for it!

• Provide clear expectations to all children.
• Ensure that inappropriate behavior results in logical consequences.
• Ensure that conversations with and between children are kept at an appropriate level including word choice and content.

 

School Staff

Club Leaders and Club Leaders in Training are responsible for demonstrating a clear understanding that the Kids Club program is a “guest” on the school campus by maintaining a professional image of the Kids Club program to all individuals at the school.

Safety and Health Standards

Staff are responsible for ensuring that the Kids Club program is a safe and healthy environment for youth to learn and play.  Staff will:

• Ensure that the youth are secure and protected from harm’s way.
• Ensure that there are no observable safety hazards in the program space.
• Ensure that all equipment for active play is safe.
  • Discontinue use of equipment that is not safe.
  • Inform the Coordinator or Specialist immediately.
• Ensure that children are not released to unauthorized people.
  • Confirm by cross-referencing the person’s identification to the child’s Emergency Information and Immunization Record Card.
• Enforce Kids Club rules on a consistent basis.

• Ensure that program sites are kept clean and safe and looking professional.
• Ensure that supplies are kept in proper locations when not in use.
• Provide children with clean and safe toys by disinfecting the toys at least once per week.
• Ensure children and staff are washing their hands before and after eating or handling food.
• Ensure tables are cleaned and disinfected before and after meal times, including cooking activities.

• Maintain clean program space, including the kitchen.
• Inform the Program Coordinator/Specialist of any occurrence in which a child was injured or engaged in behavior that required redirection.

 

Instructional Lead Job Description    Return to Table of Contents

 

Supervision and Facilitation

Instructional Leads are responsible for providing a learning environment that promotes the growth and development of all children and reflects the mission of Kyrene Kids Club.  Leads demonstrate a working knowledge of the stages of child development and educational techniques best suited to the developmental level of students in their care.

• Plans and implements learning experiences that are developmentally appropriate, child-centered, and hands-on.

• Observes and implements activities considering children’s changing interests.

• Recognizes and respects that children’s unique families, cultures, and experiences mean that they do not learn things at the same time.

He/she facilitates access to a variety of materials and activities throughout the day in order to promote growth and development in all domains of learning.

• Sets up classroom to support areas for fine motor development, gross motor development, quiet time, and social interaction with small and large groups as well as individual teacher-to-student interactions.

• Provides for interaction with the natural world, construction materials, counting and sorting materials, dramatic play, musical exploration, and early literacy activities.

• Fosters a participatory learning environment, involving children in basic classroom functions such as snack and clean-up.

• Includes outdoor play as a part of the everyday activities, weather permitting.

The Instructional Lead establishes a classroom environment founded on respect, safety, choice, and comfort in order to promote a healthy self-esteem and sense of self-control in each child.

• Decorates classrooms with children’s original artwork, written creations, and other images that reflect the culture and individual interests of every child as well as the current curriculum topic.

• Offers children a variety of activity choices and provides adequate time for child-paced exploration of materials and/or completion of projects.

• Takes an active part in the facilitation of activities.

• Mentors Kids Club staff in Developmentally Appropriate Practice activity planning.

The Instructional Lead sets clear, appropriate behavioral expectations using positive words, tone of voice, and gestures, with consistent steps for managing and redirecting behavior as needed.

• Models appropriate behavior, language, non-verbal signals, and relationships at all times.

• Helps to ensure that conversations with children are kept at an appropriate level including word choice and content at all times.

• Develops a caring, comfortable relationship with each child.

• Helps to ensure all equipment or supplies needed for lesson plans are used efficiently and maintained properly.

Parents and Families

The Instructional Lead helps to ensure that families feel welcome, comfortable, and respected in the classroom.

• Maintains an open-door policy and invites families to participate in all classroom activities.

• Reflects the uniqueness and diversity of the families in the program when planning and in the environment.

• Maintains accurate and detailed informal documentation on communications with parents and families.

Communication

The Instructional Lead is responsible for taking an active part in collaborating with colleagues, parents, school staff, and the community to support the quality of the program.  Instructional Leads communicate with families daily about activities taking place in the classroom, and utilize the Program Specialist and Program Coordinator as a facilitator for discussions regarding parent and Kids Club staff concerns and program policy and procedure issues.  Leads also provide input on evaluation of and training needs of staff.

School Staff

The Instructional Lead is responsible for understanding that the Kids Club program is a “guest” on the school campus.

• Maintains a professional image of the program to all school site staff.

• Helps by cooperating with school site staff to maintain the quality and care of shared space and equipment, and providing activities that prepare children for Kindergarten.

Community

The Instructional Lead is responsible for fostering a sense of community within the classroom.

• Works with the Program Specialist and Program Coordinator to include community service experiences into activity planning.

• Welcomes guest speakers and community representatives into the classroom at appropriate opportunities.

Safety and Health Standards

The Instructional Lead is responsible for helping to ensure that the Kids Club classroom is a safe and healthy environment for children to learn and play, and helping to ensure compliance with Kyrene School District and the Department of Health Services (DHS) standards.

• Helps to ensure there are no observable safety hazards in the program space.

• Helps to ensure that children are always in the sight and sound of the Kids Club staff.

• Is continuously aware of the number of children under his/her supervision.

• Helps to ensure that all equipment for active play is safe and age appropriate.

• Maintains accurate room rosters at all times.

• Helps to ensure that children are released only to those people authorized on the child’s DHS Emergency Information and Immunization Record Card.

• Helps to document all student incident and accident reports.

• Utilizes Universal Safety Precautions.

• Helps to ensure that the program space is kept clean.

• Assists the children with clean-up after meals, spills, and messes.

• Helps to maintain a clean multi-purpose room and kitchen area; wipes tables and mops floors as needed.

• Cleans and sanitizes toys according to a weekly schedule.

• Helps to ensure that supplies are kept in designated locations when not in use.

Program Specialist Job Description    Return to Table of Contents

Planning and Facilitation

The Program Specialist is responsible for assisting the Program Coordinator in creating and maintaining a learning climate that promotes the development of all youth and reflects the mission of the Kyrene Kids Club program through adequate lesson planning.

• Ensures all DHS and NAA/NAEYC/NAC standards are met.
• Provides and maintains a leadership role for Kyrene Community.

• Collects, monitors, places into grids for posting, and compiles a supply list for age appropriate lesson plans that align with the curricula and comply with NAA or NAC or NAEYC standards.

The Program Specialist assists the Program Coordinator in providing training opportunities by recommending appropriate training topics for staff development.  The Program Specialist assists the Program Coordinator in providing training opportunities and staff meetings on a monthly basis to all staff members.

• Assists in ensuring that a minimum of a one-hour meeting and one-hour training is provided to all staff members each month.
• Assists in developing and delivering the agenda for meetings and trainings.

 

Communication, Parents and Families

The Program Specialist assists in the responsibility of collaborating with colleagues, parents, school staff, and the community to support the quality of the Kids Club program.

• The Program Specialist models appropriate interactions between staff and families.
• Assists the Program Coordinator in making families feel welcome and comfortable by verbally welcoming the children and parents each day.
• Assists the Program Coordinator in ensuring that staff treat families with respect.
• Assists the Program Coordinator in providing families with a monthly newsletter to inform them of the activities taking place.
• Assists the Program Coordinator in ensuring that staff works with families to provide a smooth transition between home and the Kids Club program.

Kids Club Staff

The Program Specialist assists the Program Coordinator in ensuring that the program staff works together to meet the needs of the youth attending the Kids Club program.

• Assists in ensuring that the staff communicates with each other while the program is in session to ensure that the program flows smoothly.
• Assists in ensuring that the staff cooperates and respects one another, and that they model appropriate and positive relationships.
• Mentors and redirects staff.
• Holds the staff accountable for all program expectations and provide input on their evaluation.
• Keeps the Program Coordinator informed at all times (e.g., of parent concerns and needs, actions taken with staff or children, health and safety issues).

The Program Specialist will assist the Program Coordinator in supervising the Kids Club program and ensuring they meet and exceed standards in the areas of staff professionalism.

• Demonstrates effective written and oral communication skills.
• Assists in maintaining consistent documentation of all staff members in the areas of tardiness, absences, conferences and dress code.
• Conducts daily communication with staff members to celebrate strengths and identify weaknesses.
• Demonstrates skills in promoting club leader self-assessment.
• Communicates clear expectations to staff members and holds staff accountable for meeting and exceeding them.
• Assists in maintaining staff records to use as a tool for growth and staff development.
• Assists in ensuring that the entire Kids Club staff follows the identified dress code.
• Assists in ensuring that the Kids Club staff is respectful to students, parents, school staff, Kids Club staff and the community.
• Models appropriate behavior management and manages children using proactive techniques.
• Communicates with positive choice of words, tone of voice, and gestures.
• Assists in ensuring that inappropriate behaviors are redirected in an effective, immediate and positive manner.

• In the absence of the Program Coordinator, acts as the Program Coordinator and fulfills his/her duties.

School Staff

• The Program Specialist is responsible for ensuring that Kids Club staff members maintain a professional image and collaborates with all school staff.

In the absence of the Program Coordinator the Program Specialist will assume the role of the Program Coordinator and engage in all duties outlined in the Program Coordinator job description.

Record Keeping and Program Evaluation

The Program Specialist will assist the Program Coordinator in ensuring that accurate and efficient records are kept in the areas of Child Behavior/Accident Reports, Employee Incident Reports, enrollment, Department of Health Services (DHS), and student and staff files.

• Assists in ensuring that updated, accurate contracts (DES) and registrations are in every student’s file receiving a DES subsidy. 
• Assists in maintaining documentation of all behavior and accident reports on both students and staff members.
• Assists in ensuring that all staff files contain current information that is required by the Department of Heath Services.
• Assists in ensuring that the individual Kids Club program site is kept within DHS standards through the day-to-day activities of keeping the site clean, DHS postings, staff and child files and lesson plans.
• Assists in ensuring that the Fire Drill Reports are accurate and maintained.
• Responsible for knowing where all DHS documentation is located in the event of a DHS visit.
• Coordinates with the assistance of the Program Coordinator that any and all deficiencies, under DHS guidelines, at the program site are addressed and brought to standard.
• Assists in ensuring that all DHS Emergency Information and Immunization Record Cards and immunization records are complete, accurate, and updated regularly.

• Participates and assists in the collection of the needed data for program evaluation.
• Assists in ensuring that the needed and appropriate parent contact takes place for program evaluation.
• Participates as an active partner in the identification of key Accreditation Team members.

 

Safety and Health Standards

The Program Specialist assists the Program Coordinator in ensuring that the Kids Club program is a safe and healthy environment for children to learn and play.

• Assists in ensuring that the children are secure and protected from harms way.
• Assists in ensuring that there are no observable safety hazards in the program space.
• Assists in ensuring that all equipment for active play is safe.
• Assists in incorporating a system to keep unauthorized people from taking children from the program.
• Assists in ensuring that the program's indoor and outdoor space meet the needs of children served by the Kids Club program.
• Assists in ensuring that the program space is arranged well for a range of activities including physical games, sports, creative expression, dramatic play, quiet games, enrichment, eating, and socializing.
• Assists in providing space to allow the children to take the initiative to explore their interests.
• Assists in ensuring that the staff to child ratios and group sizes permits the staff to meet the needs of the children.
• Assists in maintaining a plan to provide adequate staff coverage in case of an emergency.
• Assists in ensuring that when fewer children attend than planned, staff is reduced appropriately.
• Maintains regular communication with custodial staff to address issues around health and safety.
• Assists Kids Club staff in maintaining compliance with DHS regulations (e.g., ratios, coverage, cleanliness, etc.).

 

Program Coordinator & Roaming Specialist Job Description    Return to Table of Contents

Planning, Facilitation, and Communication

The Program Coordinator and Roaming Specialist are responsible for creating and maintaining a learning climate that promotes the development of all children and reflects the mission of the Kyrene Kids Club program through adequate lesson planning. 

The Program Coordinator and Roaming Specialist are responsible for ensuring fiscally responsible programming.

• Monitors all expenses at the program site.
• Tracks expenses and when expenses are over the allocated amounts, reductions are made.
• Ensures all equipment and supplies needed for lesson plans are purchased.
• Ensures that daily staff schedules meet appropriate class ratios.

The Program Coordinator and Roaming Specialist are responsible for providing training opportunities and staff meetings on a monthly basis to all staff members.

• Ensures that a minimum of a one-hour meeting is provided to all staff members each month (with the assistance of the Program Coordinator’s direct supervisor).
• Ensures that the Program Supervisor is aware of the scheduled meeting/training dates in advance so that he/she may attend.

The Program Coordinator and Roaming Specialist is responsible for collaborating with colleagues, parents, school staff, and the community to design, implement and support the quality of the Kids Club program.

 

Families and Community

The Program Coordinator and Roaming Specialist ensure that staff and families interact with each other in a positive manner.

• Ensures that staff make families feel welcome and comfortable.
• Ensures that staff treat families with respect.
• Provides families with a monthly newsletter to inform them of the activities taking place.
• Ensures that staff works with families to provide a smooth transition between home and the Kids Club program.

• Provides parents with various community resources.
• Serves as a liaison between Kids Club and any community program with whom we interface.
• Encourages community networking.

 

Kids Club Staff

The Program Coordinator and Roaming Specialist are responsible for ensuring that the program staff works together to meet the needs of the children attending the Kids Club program.

• Ensures that the staff communicates with each other while the program is in session to ensure that the program flows smoothly.
• Ensures that the staff cooperates and respects one another.
• Ensures that the staff models appropriate and positive relationships.

 

School Site Staff

The Program Coordinator and Roaming Specialist are responsible frequently contacting the administration on the school campus.

• Provides the school administration with a monthly bulletin to inform them of the programs’ activities.
• Provides an open invitation to the school staff to participate in Kids Club training sessions.

·    Encourages the school administration to visit the Kids Club program by inviting him or her to participate in program activities.

 

District Office Staff

The Program Coordinator and Roaming Specialist are responsible for ensuring that proper and effective communication takes place between the program site and the district office staff.

• Provides the Supervisory Team with a weekly report, staff time cards and a weekly lesson-planning calendar every Monday.
• Provides the district office with approved DES sign in/out sheets and rosters on appropriate dates.
• Provides individual Program Change Request Forms to the district office on a weekly basis.
• Provides the Supervisory Team with a copy of each parent newsletter and purchase record on the assigned date.
• Provides the Supervisory Team with two electronic copies of completed lesson plans each month to be placed on the Kids Club webpage.
• Provides the Supervisory Team with copies of all Behavior/Accident/Incident Reports, Late Pick Up Notices, receipts, etc. within 24 hours.

 

Program Evaluation

The Program Coordinator and Roaming Specialist share the responsibility with the Supervisory Team to evaluate the program on a biannual basis. 

• Participates and assists in the collection of the needed data for program evaluation.
• Ensures that the needed and appropriate stakeholder contact takes place for program evaluation.
• Participates as an active partner in the identification of key Accreditation Team members.

 Record Keeping

The Program Coordinator and Roaming Specialist is responsible for ensuring that accurate and efficient record keeping is kept in the areas of Child Behavior/Accident Reports, Employee Incident Reports, enrollment, Department of Health Services (DHS), and student and staff files.

• Maintains accurate weekly attendance reports and provides them to the Supervisory Team.
• Provides Program Change Request Forms to the parents and turns in copies of these forms into the district office on a weekly basis.
• Ensures that the individual Kids Club program site is kept within DHS standards through the day-to-day activities of keeping the site clean, DHS postings, staff and child files and lesson plans.
• Ensures that Fire Drill Reports are accurate and maintained.
• Maintains all current DHS inspection reports.
• Coordinates with the assistance of the Supervisory Team that any and all deficiencies, under DHS guidelines, at the program site are addressed and brought to standard.
• Ensures appropriate change in program adjustments is reflected in all daily paperwork.
• Ensures that completed, accurate, and updated immunization records, contracts (DES), registrations, and copies of DHS Emergency Information and Immunization Record Cards are in every student’s file (original blue cards should be kept in an emergency book).
• Maintains documentation of all behavior and accident reports on both students and staff members and this documentation is kept in the individual staff or student file.
• Ensures that all staff files contain current information that is required by the Department of Heath Services.

 

Supervising

The Program Coordinator and Roaming Specialist are responsible for supervising the Kids Club program and ensuring it meets and exceeds the Kyrene School District standards in the areas of staff professionalism.

• Demonstrates effective written and oral communication skills.
• Maintains consistent documentation of all staff members in the areas of tardiness, absences, conferences and dress code.
• Conducts daily communication with staff members to celebrate strengths and identify weaknesses.
• Demonstrates skills in promoting staff members’ self-assessment.
• Communicates clear expectations of staff members and holds staff accountable to meet and exceed them.
• Maintains staff records to use as a tool for growth and staff development.
• Ensures that the entire Kids Club staff follows the identified dress code.
• Ensures that the Kids Club staff is respectful to students, parents, school staff, Kids Club staff and the community.
• Models appropriate behavior management.
• Manages children using proactive techniques.
• Communicates with positive choice of words, tone of voice, and gestures.
• Ensures that inappropriate behaviors are redirected in an effective, immediate and positive manner.
• Evaluates staff.

• Ensures that the program's indoor and outdoor space meet the needs of children served by the Kids Club program.
• Ensures that the program space is arranged well for a range of activities including physical games, sports, creative expression, dramatic play, quiet games, enrichment, eating and socializing.
• Provides space to allow the children to take the initiative to explore their interests.
• Ensures that the staff to child ratios and group sizes permits the staff to meet the needs of the children.
• Maintains a plan to provide adequate staff coverage in case of an emergency.
• Ensures that when fewer children attend then planned, staff is reduced appropriately.
• Maintains regular communication with custodial staff.

 

Safety and Health Standards

The Program Coordinator and Roaming Specialist are responsible for ensuring that the Kids Club program is a safe and healthy environment for children to learn and play.

• Ensures that the children are secure and protected from harms way.
• Ensures that there are no observable safety hazards in the program space.
• Ensures that all equipment for active play is safe.
• Incorporates a system to keep unauthorized people from taking children from the program.

Site Assignments    Return to Table of Contents

As a Kids Club Staff member you will be held accountable to high expectations and must follow the Kids Club policies and procedures at all program sites.  As a staff member it is important to remember that you are an employee of Kyrene Kids Club.  Although you may be assigned to a site where you work on a consistent basis, you will be required to meet staffing needs at other Kids Club programs.  This could mean filling in on a temporary basis or permanently transferring sites.  Remember: we work as a team, which means we work for the entire Kids Club program and all of its locations.

Arriving and Departing from Work    Return to Table of Contents

 

• Arrive to work on time (i.e., 5-10 minutes before your scheduled shift starts).
• Arrive ready to work (e.g., be dressed appropriately, done eating).
• Take care of personal issues during a break or before or after work.
• Punch in on Kronos (time clock) when you arrive to work, punch out when you leave.  Check in with the site leader (i.e., Program Coordinator, Program Specialist) when you begin working and before you leave.

 

Breaks and Absences    Return to Table of Contents

• Club Leaders and Club Leaders in Training are allowed five (5) approved absences per season (Fall, Spring, and Summer).  Only a Program Coordinator or Program Specialist may approve absences.  In order to close down sites for the school year, set up summer sites, close summer sites, and reopen school year sites, no absences will be approved the first and last weeks of school, the first and last weeks of summer program, and the first week before school starts in the Fall.

• All personal electronic devices including cell phones, games, portable music devices, etc. will be turned off and put away during your shift.  Pages and voice messages can be returned on breaks or lunch unless you notify the Program Coordinator or Program Specialist of a special circumstance and he/she grants you special permission to use it.

• Breaks and lunches will be scheduled with the Coordinator/Specialist.  If you have a personal need, inform the Program Coordinator or Program Specialist that you need a break.
• The standard workday for a regular work schedule is eight (8) hours per day excluding any meal period. Meal periods are normally thirty (30) uninterrupted minutes in length and are not considered part of the workday.  Breaks may be available but are not mandatory and cannot be combined with the meal period to extend its length. Special or split shifts may be arranged when needed, provided the total number of hours worked by an employee does not exceed forty (40) hours per week.

# HOURS/DAY                # BREAKS                #MEAL PERIOD

0 to less than 4                0                                             0

4 to less than 6                1 - 15 minutes                        0

6 to less than 8                1 - 15 minutes                        1 - 30 minutes

8                                        2 - 15 minutes                        1 - 30 minutes

Note:  The thirty (30) minute meal break is not a part of the workday.

• Staff members are required to work at least their normal schedule, if not more hours on school-closure days.  Staff that may be unable to work during school closure days must officially request time off and receive approval from their direct supervisor. (Please note that time off requests for camp days count towards your five approved absences per season.) In the event that a staff member is not selected to work during a camp day, the “day off” is not counted as one of the five approved absences permitted per season.
• When you are unable to work (you are sick, or have a personal problem that prevents you from working), adhere to the following guidelines:

• Morning staff (staff who are scheduled to arrive to the site between 6:30am and 12:00pm) will speak with the Program Coordinator or Program Specialist (in person) the night before their scheduled shift.
• Afternoon staff (staff who are scheduled to arrive to the site after 12:00pm) will speak to the Program Coordinator or Program Specialist (in person) by 9:00 am on the day of the scheduled shift.
• If a Program Coordinator or Program Specialist cannot be reached, the Kids Club employee will speak with the Program Supervisor (in person). 
• If the Program Supervisor cannot be reached, the Kids Club employee will speak with the other Program Supervisor.
• If both Program Supervisors cannot be reached, the Kids Club employee will speak with the Assistant Director.

Dress Code    Return to Table of Contents

Staff will adhere to the following parameters of the Kids Club dress code at all times:

• Wear a Kids Club staff t-shirt and/or apron. Staff t-shirts may not be gathered and/or tied in the front or the back. Shirts must be worn at all times (men too) even during the summer.
• Wear a Kids Club identification badge above the waist.

·        Wear close-toed shoes with full backs or at least straps around the heel.

• Only modest shorts may be worn (i.e., the bottom of the shorts must fall at or beyond the person’s fingertips when arms are fully extended at sides). Shorts and pants must stay above the waist area (i.e., waist bands are not being rolled down, no low-rise shorts or pants are being worn, undergarments are not visible).
• Only modest tank tops may be worn (i.e., the straps are at least the width of two fingers).
• Articles of clothing that display inappropriate words or pictures will not be worn (when in doubt, don’t wear it).
• One-piece bathing suits are the only acceptable type for ladies.  Men may not wear racing-type shorts (e.g., Speedos), or cut-offs.
• Hats are not to be worn inside District buildings.

Remember that when you are at work, you are a representative of the entire program as well as the entire Kyrene School District. Therefore, you should dress accordingly by making sure that your clothing is clean and in good repair, that your clothes provide freedom of movement, and by making sure that your clothing is not too revealing (bare midriffs or underwear showing). Be professional, be respectful and your attitude will follow.

Record Keeping    Return to Table of Contents

Per DHS, several Kids Club records must be kept on file for anywhere from 3 to 36 months depending on the record. Staff should not throw any paperwork away without checking with the Program Coordinator/Specialist first (click here for a complete list).

Staff Relationships    Return to Table of Contents

• Maintain professional working relationships. 
• Keep social conversations limited to out-of-work time.
• Be respectful to other staff when they are speaking to a group of children.  Do this by modeling quiet, respectful behavior for the children. 
• Communicate with all staff on a daily basis to inform each other of decisions made, schedule changes, daily activities, and issues with individual children.
• Work as a team to accomplish the common goal of making this a successful, fun, enriching place for children.  Any issues that might arise that would interfere with us accomplishing this goal will be addressed at appropriate times, away from the children.
• Praise and encourage the children and team members in public, every day.

·        Address problems and issues in private.

 Communicating with Children     Return to Table of Contents

• Demonstrate respect for all children.

• Genuinely listen to children.

• Address children by their name.
• Speak to every child, every day. 
• Greet each child enthusiastically as they enter the program for the day and as they join you for an activity.
• Use clear and positive language.  Do not use sarcasm or yell.
• Speak to children at their eye level.
• Speak calmly to groups of children.
• Walk over to a child you wish to talk to rather than speaking loudly from across the room.
• Tell children clearly and respectfully what you expect.
• Lead children by example.
• Praise children’s positive behavior frequently.
• Address concerns with individuals away from other children.
• Do not make judgments regarding children’s behavior.  Do not speak about one or more children in front of other children.

 Communication with Families

• Be courteous and respectful to all families at all times.
• Learn and consistently address family members by name.
• Introduce yourself to each family.  Establish eye contact and greet them within five seconds of their entrance into the program area; this also applies to outside activity areas.
• When families arrive to pick up a child outside, wave, smile, and call out to ensure that they know that you are aware of their presence and recognize who they are and whom they are picking up.
• Share celebrations and successes of a child’s day with his or her family.
• Assist families in obtaining information about camps, days off, registration, fees, etc.
• Staff members are not permitted to fill out accident and incident reports.  These reports are the sole responsibility of Program Coordinators and Program Specialists.
• Staff members should inform the Program Coordinators and Program Specialists of accidents or incidents IMMEDIATELY and should NOT address incidents with parents.

• All staff members are expected to log accidents, illnesses and first aid treatments in the logbook (which should be located in a central area).

Planning    Return to Table of Contents

• All staff members will take an active part in lesson planning.
• Lesson Plans will be created and implemented for every activity (including computer activities), choice, active game, etc.
• A Program Coordinator and/or Program Specialist must approve each lesson plan.
• Staff will facilitate prepared lesson plans; staff will not always facilitate plans that they prepared themselves.  Staff will ask team members for clarification, if needed, before beginning to implement a lesson plan.

 

Classrooms and Supplies    Return to Table of Contents

Kids Club programs are housed in schools throughout the Kyrene School District.  As a guest in these schools, we must ensure that shared spaces between the school and Kids Club are maintained in good condition. 

• Classrooms will be organized in a way that is inviting to the children, staff, and parents, with places to relax and play. 
• NAA/NAC/NAEYC guidelines for indoor and outdoor environments will be followed.
• Parent information boards will be updated weekly with lesson plans and rosters, and monthly with snack calendars, special events, and parent newsletters in order to meet DHS regulations (click here for a list).
• Supplies will be stored in an organized manner (i.e., in designated areas).  Read the postings on bins and shelves to ensure that items are stored properly.
• Staff will keep the Program Coordinator/Specialist updated on supply shortage/breakage and needs.
• Staff will ensure that classrooms are kept clean and in good condition.  The Program Coordinator/Specialist needs to be notified immediately if any issues arise with the facility.
• Staff will share ideas/supplies with other staff.