ENROLLMENT

Eligibility

Enrollment is open in the following categories:

• A Team Member family includes one parent employed by St. Joseph’s Hospital, St. Joseph’s Home Health, Diagnostic Center or Same Day Surgery.
• An Affiliate family includes one parent employed by Healthpoint Management, South Florida Baptist Hospital, John Knox Village or other BayCare facilities.  Affiliates include physicians with privileges at these facilities.
• A Community family is a customer not employed by any of the agencies listed above.  Community spaces are available only for full time, 6:30 am – 6:00 pm, Monday – Friday attendance.

Children with special needs will be accepted as long as we can fully meet the child’s needs and the needs of the group with reasonable accommodations.  In all cases, they must be able to participate and substantially benefit from our program without risk to themselves or other children.  No child will be denied enrollment on the basis of race, color, religious belief, national origin, disability, gender, or any other legally protected category.  Nor shall any child be subjected to discrimination or excluded from participation in any program or activity.

Offers of enrollment are made by telephone and confirmed by submitting the enrollment fee and completion of enrollment forms.  If there is a waiting list for the age group in which you require care, enrollment will be offered to the team member parent with the earliest date of application (the date the Center receives the application).  However, priority will be given to children whose siblings already are enrolled at the Center. Full time children have priority over part time and drop-ins.

Registration Procedures

Upon acceptance of an enrollment offer, parents will complete a registration packet to provide the following information that will help us help your child adjust to out-of-home care:

Enrollment Application*

Copy of the child's physical examination * {HRS Form # 3040)

Copy of the child's immunization record * (HRS Form # 690)

2 Emergency contact cards*

Infant Sleep Policy (if applicable)

Developmental information form

Allergy alert form*

Parental Agreement form*

Parent Consent form

Payroll Deduction Authorization form

Enrollment fee

(*Required by the Hillsborough County Licensing' Program, which monitors and licenses child care centers.)

Each year during the month of September, you must re-register your child(ren) to review your child's records and update information as necessary. 

To ensure that our computerized records remain up-to-date, parents must advise the Center of any changes to the following information:

• Phone numbers where you can be reached during the day,
• Home and work addresses,
• Names of persons authorized to pick up your child in the event you are detained,
• Names of authorized persons to be contacted in the event your child becomes ill or injured,
• Changes to your child's schedule,
• Any information that would help your child’s teacher provides the best care possible for your child.

Orientation Tours

No one knows more about the children we care for than their parents do. Therefore, we schedule an orientation tour with each parent to obtain important information that will help us best care for your child. During the tour, you will spend time with your child's primary teacher, tour the facility, complete any necessary paperwork, and review Center procedures.

Please be candid regarding your expectations and provide as much information as possible about your child that will help us meet his or her needs. Your input is both welcome and vital.

Waiting List

When the Center reaches maximum capacity enrollment for each age group, we will implement a waiting list. Applications for enrollment will be placed in the order that they were received. Priority will be given according to the following criteria:

St. Joseph's Team Members will receive priority on the waiting list. Affiliates (other Bay Care Network facilities, etc.) will receive second priority. Community families will receive third priority.

Within each of these priority groups, priority enrollment will be granted on the following criteria:

1^st - Siblings of children already enrolled

2^nd- Full time care needed

3^rd - Part-time care needed

When a space becomes available, the Center will notify you, after which you will have 48 hours to complete enrollment. If you cannot complete enrollment within 48 hours, you may opt to pay the enrollment fee and the appropriate weekly tuition rate to guarantee the space.

If you decline an offer of enrollment, you will be moved to the end of the waiting list. If you decline a second time you will be removed from the list and another enrollment application with a new inquiry date will be required if you are still interested in enrolling your child at another date.

LEVELS OF CARE

The Center offers many levels of care to meet the diverse child care needs of parents.

• Full-time care (up to 50 hours of care weekly)
• part-time care
• back-up/drop-in care (up to 12 hours in one day)

Full Time

Full-time care is defined according to your work schedule.

4-5 days/8 hour shifts. Care cannot be extended beyond 50 hours a week.

or

3 days/12 hour shifts. Care cannot be extended beyond 50 hours a week.

Part-Time

Our part-time scheduling is as follows:

3 days per week at 8-hour shifts                     or                     2 days per week at 12-hour shifts

Part time is offered only if there is availability in the center.  Part time is set days each week.  If you use days other than those scheduled, they will be considered “drop in” and you must call to determine if space is available and pay the daily drop in fee for that day.  At the time the center becomes full and full time spaces are needed, part time families will be given the option of converting to full time status or relinquishing the space.  There is no family discount for part time enrollees.

Drop In/Back Up Care

Based on space availability, "temporary" or "emergency care" is arranged for all parents. You should call ahead for reservations, but you also may inquire about same day availability. Children must be pre-registered, have a signed part time policy statement and have all health records up-to-date to participate in the Drop In/Back-Up Care program.  If you expect to use this service, please ensure you have completed this requirement in advance. This is only available to children ages one year and older. The enrollment fee per child/per year is required to enroll in this program.

TUITION, FEES & DISCOUNTS

Tuition

Check with the Center administration to obtain the most current full-time, part-time and drop in/back up tuition rates for the various levels of care.

Enrollment and Registration Fees

A $75 non-refundable enrollment fee is due upon enrollment. In addition, an annual non-refundable re-enrollment fee is due by October 1 every year.

Sibling Discount

Parents with more than one child enrolled in the Center will receive a sibling discount for each additional child after the first enrolled.

Payment Methods

Payment for full or part-time care will be made by payroll deduction, check or money order. Tuition is collected 52 weeks of the year. There are no reductions for vacations, absences, etc.

Payment is due weekly on Monday upon drop off by 10:00 am or the first day the service is provided, whichever applies. A daily late fee will be assessed for all payments received later than Tuesday. A fee is charged for returned checks. Checks or money order are to be made payable to St. Joseph's Child Care Center.

Payroll deduction is optional unless we receive 2 NSF checks. If that is the case, you will be required to use payroll deduction.

Payroll deduction covers tuition for the week you receive your St. Joseph's paycheck and the following week. Payroll deductions are implemented at the start of a payroll cycle only. Therefore, any charges incurred prior to the payroll period must be paid by check or money order.

Tax Statements

Each year we provide a statement of the amount you paid the previous year for childcare.  This is a free service to our clients whose accounts are current.  Any delinquent accounts will be gladly accommodated as soon as you account is current with us.  We are required by the Internal Revenue Service to provide you with our name and federal identification number.  These are posted in the front office lobby. 

ABSENCES & WITHDRAWALS

Vacation and Absence Policy

The center budgets for tuition on a year-round basis, therefore there is no reduction for holidays, absences, or vacations.  Center costs continue for these days, and you must keep your child’s tuition payments current in order to hold your child’s space for your return after an absence.  If you choose to withdraw your child due to an extended absence, we cannot hold your space.  Your child will be placed on the waiting list according to the date of notification of intent to withdraw.

Termination of Child Care

Please provide at least two weeks written notice (four weeks, if possible) of your intent to withdraw your child from the Center. If timely notification is not received, a fee equal to the rate

for two weeks of care will be assessed.   If you notify us of intent to withdraw, and another parent has paid the registration fee for that space, you cannot rescind your date of withdrawal.

The Center may require parents to withdraw their children when:

• Parents abuse the Policies & Procedures of the Center i.e., failure to pick up an ill child within one hour of time notified, negligence in updating medical records, or failure to pay all tuition and late fees, etc.
• The child's physician recommends withdrawal
• Parents are unwilling to cooperate with the Center staff in the best interest of the child as determined by the Director and the Administrative staff member
• After repeated attempts to correct inappropriate behavior, a child continues to disrupt the learning process of the group and/or poses risk of harm to self or others
• The child purposely and maliciously damages Center property
• The child is verbally abusive including repeated use of inappropriate and offensive language;
• Other circumstances deemed justified by the Center staff

If withdrawal is deemed necessary due to one of the reasons listed above, the Center Director will provide parents two weeks notice of termination of care whenever practically feasible, except in instances of involuntary dismissal of an employee.

When a St. Joseph's Hospital team member leaves employment with the hospital, they may be subject to withdrawal from the center.  Team Resources will make that decision. If they are allowed to continue enrollment in the center, they must immediately begin paying the Community rate.

OPERATING PROCEDURES

Hours of Operation

The Center is open Monday - Friday from 6:00 a.m. to 8:00 p.m. for team members and 6:30 a.m. to 6:00 p.m. for affiliates and community parents 52 weeks per year, with the exception of established holidays.  :

Center Holidays

• New Year’s Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day, Friday after
• Christmas Eve
• Christmas Day

Holiday care is offered for Team Member parents who are required to work at St. Joseph’s on the holiday.  A minimum of 10 families is needed in order to open the center on a holiday.  Sign up sheets for holiday care will be posted, and must be completed one week in advance in order for the center to schedule staff to work the holiday.  You must be working at St. Joseph’s to use this service.

A drop in fee will be charged for all NO SHOWS on Holidays and children signed up for drop in care.  A 24-hour cancellation notice is required to avoid a charge.

Please make arrangements to pick up your child before closing time.  If you are going to be late due to unforeseen difficulties, please notify the Center as soon as possible.  A back-up system for pick-up is recommended and very useful during those times when you get detained.  Be sure to notify the Center in writing in advance of anyone authorized to pick up your child.

A late pick up fee will be charged for each 15-minute period beyond the stated closing time in order to ensure on-time closing.  We appreciate our teachers who work later shifts and intend for them to go home at their scheduled time.

Weekly Care Schedule

Each week it is important to sign up for the hours you need to use the center. All children, regardless of FT/PT status must sign up every Monday or Tuesday for the following week. The center uses this information to create a staffing pattern to meet our low child-teacher ratios and maintain accreditation quality standards.

Security

The Center is protected by a security access system. Upon enrollment, you will receive instructions on clocking in/out on the computer and all persons picking up and dropping off must initial in the enrollment book on the front counter.  All hospital team members will be provided with security access badges. Parents who do not work at St. Joseph's will need to ring the doorbell for access. Please review and inform anyone you authorize to pick up children about the following rules, which are designed to ensure the safety of all the children in the Center:

• All children must be signed in and out on the computer and in the sign-in book.  All parties that you have authorized to pick up your child will need to initial the book and clock the child in or out.
• All persons entering the Center may be asked to show photo identification.
• Always notify the Center in advance and in writing if an adult who is not on our pick-up list is to pick up your child. Include the adult's name and the date and time the adult will pick up your child.
• All persons (other than the parent/guardian) authorized to pick up your child will be asked to check the child out in the office before picking up the child. They will be required to show their driver's license if the management doesn’t know them.
• Whenever exiting or entering the building if you do NOT know the person behind you, DO NOT LET THEM ENTER. Close the door and let them ring the bell. This protects all children from potential harm.

 Keep your child's emergency information up-to-date and let the Center know if your daytime phone number has changed, even if it is a temporary change.

If an unauthorized person attempts to pick up your child, you will be called. If this person acts suspiciously or is hostile, Security will be called. No child will be released to an unauthorized person without written parental or guardian consent.

In the case of separated or divorced parents, the law stipulates we cannot determine which parent may pick up the child. We must release children to either parent regardless of which parent has enrolled the child unless the custodial, enrolling parent has a court order. Copies of court orders must remain in the child's file at the Center. Please inform the Center about any problems related to the custody of your child.

Children will not be released from the premises without an adult escort. Do not send an older sibling in to pick up your child in your place.

Safety and Emergency Procedures

We do everything possible to minimize accidents through various safety programs, facility inspections, routine maintenance and consistent policies and procedures. We will provide you with written documentation in the event your child is injured while in the Center's care.

Emergency drills for evacuation and severe weather are conducted monthly and plans are posted in each classroom of the Center. In the event of a sudden storm or emergency that prevents you from getting to the Center, we are prepared to care for the children for extended periods. In the unlikely event the Center is damaged and declared unsafe, evacuation plans are in place to enlist the appropriate professional authorities (fire, police, medical) and move the children to safety where they will await your immediate arrival.

Smoking

Smoking is prohibited in the Center and on the grounds. For the safety of the children, please refrain from tossing cigarette or cigar butts on the grounds or in the parking lot.

Parking

Parking is available near the entrance for drop-off and pick-up. Please do not use the handicapped spaces unless you are authorized to do so. Parking along the red fire lane in the circular driveway is prohibited.

Licensing and Accreditation

St. Joseph's Child Care Center complies with city and state, health, fire and building regulations and adheres to State of Florida and national accreditation standards for room and playground space, staff to children ratios, and program equipment and learning materials. Licensed by the Hillsborough County Child Care Licensing Program, the Center meets accreditation standards for early childhood programs as identified by the National Association for the Education of Young Children.

STAFF

Teacher/Child Ratio

Group                         Age                 Teacher/Child            Group Size     Total spaces in                                                                               Ratio                                           each age group

Infant                          6 wks-l yr                    1:4                               8                      16

Young Toddler           1-2 yrs                          l:4                               10                    20

Older Toddler                         2-3 yrs                         1:7                               14                    14

Young PreK                3-4 yrs                         1:10                             20                    20

Older PreK                  4-5 yrs                         1:10                             20                    20

Director's Role

The Director is responsible for the overall administration of the Center.

Assistant Director's Role

The Assistant Director is responsible for the overall administration of the Center in the Director's absence.