Policies and Procedures

Administrative Withdrawals are defined as removing a child from a program, class, or athletic team for the duration of the school year and summer. Community Education reserves the right to withdraw students 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 student. 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 Refunds or credits are not issued if a student is administratively withdrawn from a Community Education program.

Non-Payment:

A student is withdrawn if payment is not received from the financially responsible party prior to services being rendered.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. 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.

Behavior:

No individual (adult or student) will knowingly be allowed to jeopardize the health, safety, learning, or working environment of others. A student may be withdrawn from a program if a staff member determines that a student cannot benefit from the program. All instances are situational and are documented according to behavior guidelines. A member of the Community Education team will include parents in situations involving behavior concerns and progressive consequences.

• Students may not be dropped of before their scheduled program start time.
• Daily attendance is taken and recorded.
• If your child is going to be absent, please call the school's attendance line.
• Individuals are required to show picture identification until staff members can positively identify individuals authorized to pick up students. While it may not always be apparent, please be assured that staff members verify if an individual is authorized to pick up the student. To ensure your child will be released without issue, parents/guardians are expected to bring a Photo ID every day.
• A student will not be released to an individual refusing to show identification.
• We require that a parent or authorized party sign a student 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 student’s Emergency Information will be allowed to sign students out of a 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 afterschool programs offered by Community Education.

Remember: Throughout the school year and summer, it is the parent/guardian’s responsibility to maintain current emergency information and enrollment records in both Arux and ParentVue.

Field trips may be offered year round including Non-School Days and summer 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, students must have a signed permission slip from a parent or legal guardian. All students attend the field trip. All staff attend field trips; therefore, supervision is not provided at the site during a scheduled field trip. Parent/guardians must provide written permission (i.e., Field Trip Permission Slip) prior to a student’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 students wear a Community Education T-shirt (issued to participants at the site) as well as closed toe shoes to all scheduled field trips. We encourage students 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 note that family members may not ride the bus with students and if they choose to attend the field trips, all admission fees associated with the family member must be paid by the family.

Student counts are submitted to field trip venues prior to field trip dates. Field trips are staffed and paid for prior to the field trip date. Therefore, we are unable to accommodate day change requests the week of a field trip. Field trips may be cancelled or changed at the discretion of Community Education. Trips may be rescheduled when possible, but could result in a different destination, day, date and time. No refunds will be given for cancelled or rescheduled trips.

The option to complete homework is always available to students during program. Homework Club is offered Monday through Thursday for up to 45 minutes each day. During Homework Club, a staff member is available to assist students with any questions they may have. If you would like your student to attend, please complete a Homework Club Agreement available at the Parent Table or by speaking with your Program Coordinator at your school. 

Students should bring the materials needed to complete their work, be respectful of others working in the area, and ask for help when needed. Access to computers may be limited for any online assignments. As part of the Agreement, your student should attend Homework Club as designated; however, this Agreement does not force students to do so. 

Please understand, program staff are unable to provide one-on-one attention or tutoring for your child and will not check their homework for accuracy and/or completion. 

Students must be picked up at the end of the scheduled program. A family account may be charged a Late Pick-up Fee per student and/or the student may be withdrawn from the program when a student is not picked up by the program’s end time. Staff will contact parents and authorized emergency contacts if a student 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.

It is crucial to inform an after school program (i.e., Enrichment or Kids Club) of a student’s absence. If a student does not arrive to the program, Missing Child Procedures are initiated until the student is located. Staff will determine if the student attended school and contact the student’s teacher, enrichment instructors, onsite 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. Repeat occurrences may result in a charge of applicable Locator Fees. After three preventable occurrences (i.e., on or after the fourth incident), we may administratively withdraw the student from the program.

We encourage and welcome 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 program policies

Parents and family members are always welcome at any time to visit, observe, share, and participate in their child’s program. A partnership with our families ensures quality services are being provided to you and your children.

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 email, over the phone, etc.

Please review the appropriate sections outlined in the Kyrene Family Handbook.