• Policies and Procedures 
    Administrative Withdrawals
    Administrative Withdrawals are defined as a member of the Community Education Services team removing a child from a program, class, or athletic team for the duration of the school year and summer. Community Education Services reserves the right to withdraw children from any program when its Director or designee determines, in his/her sole discretion, that it would be in the best interest of the District and/or the child. The parent will be informed of the determination to withdraw in writing. There is no appeal process for Administrative Withdrawals. Refunds or credits are not issued if a child is administratively withdrawn from a Community Education Services program.

    A child is withdrawn if payment is not received from the financially responsible party prior to services being rendered. The family account is assessed any late charges or legal costs incurred in the collection of the balance due. Delinquent accounts may also be reported to Collections. (Please refer to Payment and Refunds section.) If registration was accepted for future programs, the family may receive an Administrative Withdrawal if the account becomes delinquent prior to the start of the program.

    No individual (adult or child) will knowingly be allowed to jeopardize the health, safety, learning, or working environment of others. A child may be withdrawn from a program if a staff member determines that a child cannot benefit from the program. All instances are situational and are documented according to behavior guidelines. A member of the Community Education Services team will include parents in situations involving behavior concerns and progressive consequences.
    Behavior Guidelines - General (back to top)
    Behavioral guidelines are established to maintain the physical and emotional well-being of each child and to teach self-discipline, judgment, and manners. Positive behavior management techniques are used to guide behavior. Parents and staff are viewed as partners in guiding each child’s development and will work collaboratively to establish consistency. Appropriate behavior is essential in learning and growing, and is based upon mutual respect for the rights and property of others. Children are expected to display responsible behavior and to take responsibility for their actions.
    A child’s choice may result in positive or negative consequences such as a reward, redirection, or loss of a privilege. For more severe or continuous incidents, one or more of the following may result: a behavioral report, conference with a parent/guardian to create a Positive Behavioral Support Plan, suspension, or removal from the program. Refunds or credits are not issued for services rendered if a child is suspended from a Community Education Services Program or from their school.

            Behavior Guidelines - Kids Club  (in addition to to the general guidelines)

    • Listen and follow directions the first time given.
    • Keep hands, feet, and all objects to self.
    • Respect others and equipment.
    • Use your words to solve a problem. Ask a staff member for assistance if that does not work.
    • Always be within sight and sound of a Kids Club staff member.
    • Follow the school rules unless they contradict DHS regulations.
    Please note: Kids Club rules may be modified to meet the individual needs of each child taking into account age, special needs, etc. Parent conferences may be scheduled with your child’s Program Coordinator to individualize the Kids Club expectations to better support your child’s development.
    Kids Club students are expected to follow all school rules.  Kids Club staff will also enforce other rules deemed necessary to ensure the safety of all students.  
            Behavior Guidelines - Summer Academy (in addition to to the general guidelines)
    • Students are expected to display responsible behavior at all times at Summer Academy or on the bus.
    • Students using private transportation may not be on campus more than 15 minutes before or after Summer Academy hours. After one occurrence of an early arrival or late pick-up, we reserve the right to administratively withdraw a student from Summer Academy without a refund.
    • Students are not allowed to bring guests onto campus.
    • Running, pushing, shoving, and other inappropriate or unsafe behaviors are not permitted.
    • Gum, candy, etc. is not permitted.
    • Roller skates, roller shoes, in-line skates, skateboards, etc. are not permitted.
    • Bikes and scooters are to be kept in the bike compound and locked with a lock provided by the student.
    • No student may leave the campus, other than at the designated dismissal times, without prior approval.
    Preschool Conferences
    Conferences between parents of students in our Preschool programs and the Program Specialist/Coordinator can occur at the parent's request.  ELC staff can work with the parent around their schedule for a time that is convenient for the family.  During the Conference, Preschool Staff will share child's work, discuss behavior concerns/progress, share child's journal as well as their developmental growth.  
    Attendance (back to top)
    • Daily attendance is taken and recorded.
    • Individuals are required to show picture identification until staff members can positively identify individuals authorized to pick up children. While it may not always be apparent, please be assured that staff members verify if an individual is authorized to pick up the child. To ensure your child will be released without issue, parents/guardians are expected to bring a Photo ID every day.
    • A child will not be released to an individual refusing to show identification.
    • DHS licensed programs require that a parent or authorized party sign a child in and out each day by signing a full first and full last name or a first initial and full last name. Only persons listed on the child’s Emergency Information Card will be allowed to sign children out of a licensed program.
    • School-age programs, including but not limited to Kids Club, After Hours and Youth Enrichment classes, are generally open to all students regardless of whether they are currently enrolled in Kyrene. If absent from school due to an illness or school suspension, the student may not attend any after-school programs offered by Community Education Services.
    Homework Policy - Kids Club (back to top)
    Homework Club is offered Monday through Thursday for one hour each day. During Homework Club, a staff member is available to assist children with any questions they may have.  If you would like your child to attend Homework Club, please complete a Homework Club Contract available at the Parent Table or by speaking with your Program Coordinator at your school. The Study Studio Center is always available to children in the MPR and provides an area dedicated for homework completion. In order to participate in Homework Club, your student must agree to attend Homework Club as designated on the Contract, bring the materials needed to complete their work, try his/her best to understand the assignment, be quiet in the area, and ask for help when needed. Parents must also agree to check their child's homework at home, support their child with unfinished or difficult homework and communicate with Kids Club staff about issues regarding homework. Please understand, Kids Club staff are unable to provide one-on-one attention for your child and will not check their homework for accuracy.
    Field Trips (back to top)
    Summer:  All children and staff attend their age appropriate field trips therefore there will be no supervision provided at the site during scheduled field trip times. Student counts are submitted to field trip venues prior to field trip dates. Field trips are staffed and paid for prior to field trip date; due this necessary pre-planning we are unable to accommodate day change requests the week of a field trip. Students are required to wear their Kyrene summer program T-shirt on all field trips as well as closed toe shoes.  We encourage children to apply sunscreen before arriving and bring a labeled water bottled. If you would like your child to apply sunscreen during program, please drop off a labeled bottle of sunscreen to the parent table. Please refer to field trip permission slips for important field trip information. Field trips may be cancelled or changed at the discretion of the school district. Trips may be rescheduled when possible but may be a different trip, day, date and time. No refunds will be given for cancelled or rescheduled trips.
    Program Changes (back to top)
    School Year: Cancellations for monthly tuition based programs (Kids Club, ELC and After Hours) should be submitted five (5) business days prior to the effective date. Changes to these programs should be submitted two (2) business days before effective date.
    Summer: Cancellations for Kids Club, ELC, After Hours and Kyrene Adventure Tours should be submitted five (5) business days prior to the effective date. Changes to a program (changing the days of attendance on a three-day program and/or adding a week to your schedule) need to be received no later than Thursday at noon the week previous to the week being changed and are subject to program availability. Please note that our Service Center is closed on Fridays during the Summer.
    For School Year, children enrolled in the three or one day programs must have a consistent schedule (for example, the three days each week are Monday, Wednesday, Friday or the one day is Wednesday).  Any changes to the schedule must be approved at least one week in advance by the Program Coordinator.
    Personal Belongings (back to top)
    Community Education Services programs are equipped with many toys, games, and other activities for children to enjoy. Because we offer children so many choices, we do not allow toys, games, etc. from home to be played with during program time. We are not responsible for personal property that is lost, stolen, damaged or destroyed.

    Late Pick-Up (back to top)
    Children must be picked up at the end of the scheduled program. A family account may be charged up to $5/minute per child and/or the child may be withdrawn from the program when a child is not picked up by the program’s end time. Please refer to program-specific sections for more information on program end times. Staff will contact parents and authorized emergency contacts if a child remains at a program after the program’s end time. If contact cannot be made with parents or other authorized emergency contacts one hour after the program’s end time, the police will be contacted for assistance.

    Missing Child Procedure (back to top)
    It is crucial to inform an after school program (i.e., Enrichment or Kids Club) of a child’s absence. If a child does not arrive to the program, Missing Child Procedures are initiated until the child is located. Staff will determine if the child attended school and contact the child’s teacher, enrichment instructors, on-site childcare, and parents for information. If necessary, police will be notified for assistance. Timely notification of an absence is important as it prevents staff from engaging in this time-consuming procedure. After three preventable occurrences (i.e., on or after the fourth incident) we may administratively withdraw the child from the program. Please also see information regarding applicable Locator Fees in the Kids Club section.
    Transportation (back to top)
    Transportation of students is a privilege extended to students in the District, and is not a statutory requirement. An exception is the necessary transportation of students with disabilities as indicated in their respective Individual Education Plans.
    Kyrene School District Board Manual, Section E Support Services, E-1950, EE Transportation Services
    Volunteers (back to top)
    We appreciate and encourage parents and community members to volunteer. Volunteers who are not the parent/guardian of a program participant and who are not under the direct supervision of a certificated employee are required to obtain fingerprint clearance (ARS 15-512). DHS licensed programs require volunteers be at least 16 years old, obtain a negative tuberculosis test, and not be left unsupervised with children. Kyrene School District will incur all related costs of fingerprinting. If a volunteer has a DPS clearance card, a copy of the card must be provided to the District prior to volunteering.
    Disabilities Act (back to top)

    The Kyrene School District requires users of District facilities to fully comply with the requirements of Section 504 of the Rehabilitation Act of 1973 and Title II of the American with Disabilities Act of 1990. Section 504 provides, “No qualified handicapped person, shall on the basis of handicap, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity which receives benefits from Federal financial assistance.” See 29 USC 12131-12161, 29 CFR Part 35.

    Students with disabilities who meet essential eligibility will be permitted to participate in the program. Reasonable modifications will be provided to afford a student with a disability meaningful access to the program, unless the District can demonstrate that the modification would be a fundamental alteration in the nature of the program, or constitute an undue financial and administrative burden. Any student, including students with disabilities, may be removed from a program if that student, even with reasonable modifications, is disruptive to the program such that other students cannot participate in the program or are put in danger.
    Information Sharing and Dual Notification (back to top)
    Internal Information Sharing: As District employees, Kyrene programs may share information about your child with (or receive information from) other Kyrene programs.
    External Information Sharing (Dual Notification): Unless court mandated otherwise, any request for written information by a parent/guardian will be provided to both parents (if their separate addresses have been provided). It is the responsibility of the parent/guardian to provide us with all pertinent court documents. Requested documents may include registration forms, Arizona Department of Health Services Emergency Information and Immunization Record Cards (DHS Emergency Cards), and sign-in and out sheets. Financial statements and information will not be shared. DHS Emergency Cards must be completed by the enrolled child's parent/guardian. Unless court mandated otherwise, either child's parent/guardian has access to the DHS Emergency Card and may update it as often as necessary.

    Medical Disclaimers (back to top)
    Authorization and consent is given by the parent, parents, or legal guardian of an attending minor in a Community Education Services program for any x-ray examination, anesthetic, medical or surgical diagnosis rendered under the general or special supervision of any member of the medical staff or emergency room staff licensed under the provisions of the Medicine Practice Act or a dentist licensed under provisions of the Dental Practice Act and of the staff of any acute general hospital holding a current license to operate. It is understood that this authorization is given in advance of any specific diagnosis, treatment or hospital care being required, but is given to provide authority and power to render care which the aforementioned physician in the exercise of his/her best judgment may deem advisable. It is understood that effort shall be made to contact the parent/guardian prior to rendering treatment to the patient, but that any of the above treatment will not be withheld if the undersigned cannot be reached. It is also understood that the undersigned will be liable for any and all costs incurred in the treatment of the minor. Consent or declination information will be required by you prior to submitting your contract for ELC, Kids Club, or After Hours.
    Permission for Use of Images (back to top)
    Kyrene School District may photograph my family (parents, children, etc.) and/or use our image for publicity/media purposes in newspapers, on-line, TV, brochures, District reports, news releases and videos at the discretion of the Kyrene School District Administration. Consent or declination information will be required by you prior to submitting your contract for ELC, Kids Club, or After Hours.
    Department of Health Services (DHS)
    The following apply to programs licensed by the Arizona Department of Health Services (DHS):
    Arizona Department of Health Services
    150 N. 18th Ave., 4th Floor,
    Phoenix 85007
    School Information (back to top)
    Click here for address and contact information for all Kyrene schools.
    Liability Insurance (back to top)
    Per the DHS regulation R9-5-308, documentation of our liability insurance coverage is available for review on the facility premises.
    Inspection Reports
    Inspection Reports are available on-site at each location.  The specific location on the inspection reports can be found posted at each site. 
    Pesticide Application
    Parents are notified at least 48 hours before a pesticide is applied on a facility’s premises by any of the following including but not limited to: posting the notice on the main door to the facility, posting the notice at the parent table, in-person communication, via e-mail, over the phone, etc.
    Immunizations (back to top)
    Maricopa County Department of Public Health’s immunization requirements for children enrolled in childcare programs call for missing doses of vaccines to be administered within 15 days of enrollment. As immunizations are updated, parents must provide the program with a copy of the updated records.
    Children may not attend any program if immunizations are not current. Additionally, we require that current copies be provided annually for re-enrollment. For further information about immunization requirements, please contact your physician or the Arizona Immunization Program at 602-364-3630.
    Medication (back to top)
    Per the DHS regulation R9-5-516, program staff will administer only physician-prescribed medication in its original prescription container. The container must be labeled by the pharmacist and include the name of the child, date, dosage, name of the medication, and method of administration. Old medication containers may not be refilled with new medication.
    Consent forms for the administration of medication are available at the program site and need to be completed by the parent/ guardian and remain on file. Per DHS regulations, program staff will return all unused prescription medications when the medication is no longer being administered to the child.
    Program staff will dispose of medications after two (2) weeks of the expiration date or after two (2) weeks of a child’s withdrawal from the program. It is the parent’s responsibility to supply the program site with medication to the Non School Day site and Summer Options Program site. Program staff will not transfer medication from the program site to the Non School Day site and Summer Options Program locations. 

    DHS requires that program staff inform families of potentially infectious illnesses. To assist our compliance with this regulation, please notify the Program Coordinator when a child’s absence is due to a potentially infectious illness. Children who are ill with diarrhea, continuous cough, vomiting, red throat, unexplained rashes, swollen glands, head or stomach aches, have had a fever within the last 24 hours, or who did not attend school that day should not attend a licensed program. If a child becomes ill while under the care of Community Education and Outreach Services staff, the parent/guardian will be promptly notified and asked to pick up the child. The parent/guardian will need to pick up the child within one (1) hour of receiving notice. After one (1) hour, authorized individuals listed on the DHS Emergency Information Card will be contacted to come pick up the child.
    In the case of an emergency and/or serious injury, as determined by the program staff, paramedics may be called and the parent/guardian will be notified immediately. The parent/guardian will be responsible for all costs incurred in such emergencies.
    Health Records (back to top)
    Changes to emergency information and revisions of immunization records presented to the school office are not forwarded to Community Education Services programs. All records must be updated with the program.
    DHS Emergency Information Cards are submitted electronically when you complete your contract.   Any changes or revisions to health records need to be made at the program site, online,  or at the Service Center at one of the self-service kiosks.
    Field Trips (back to top)
    Field trips are based upon the availability of school buses. Parents will be notified prior to the field trip so that a written permission slip may be signed. In order to attend, children must have a signed permission slip from a parent or legal guardian. Kyrene Kids Club summer programs include field trips and on-site special events. All children attend the field trip. (All staff attend field trips; therefore, supervision is not provided at the site during a scheduled field trip.) Per the Department of Health Services’ regulations (R9-5-518) parent/guardians must provide written permission (i.e., Field Trip Permission Slip) prior to a child’s participation in a field trip.
    Buses for the field trips leave promptly at the designated times. Please keep a list of the scheduled field trips for your reference and make certain to prepare your child for special events on the designated dates and times. We request that children wear a Kyrene Kids Club T-shirt (issued the first day at the site) to all scheduled field trips.
    Please note that family members may not ride the bus with children and if they choose to attend the field trips, all admission fees associated with the family member must be paid by the family.
    Parent Involvement (back to top)
    Kids Club encourages and welcomes parent participation. Opportunities for your involvement include, but are not limited to:
    • Visiting your child’s program
    • Attending special events
    • Volunteering in your child’s program
    • Donating supplies, resources, skills and talents
    • Accepting membership on program evaluation teams
    • Providing input on the Kids Club program policies
    • Reading newsletters and the Parent Board
    Parents and family members are always welcome at any time to visit, observe, share, and participate in their child’s program. New families can receive a New Family Orientation by contacting the Program Coordinator at the site they are interested in having their child attend. Check the Parent Board often, read site newsletters, and share celebrations and concerns with your Program Coordinator. A partnership with our families ensures quality services are being provided to you and your children.