Haven Family Handbook

Coggeshall Club and Haven Middletown

2023 Edition - Update effective December 1st, 2022.

Welcome to our community! The Family Handbook includes all of the most up to date information on our policies and procedures as well as our general operating policies and procedures. Please review the handbook policies in its entirety as many of our policies and procedures have been updated.

We hope this will give you all of the insight you need to have a successful family membership experience!

As always, thank you for being a part of our community!

-Britt, Morgan, Christy and the entire Coggeshall Club and Haven Team

Club Contact Information

Coggeshall Club: 82 Valley Road, Middletown RI 02842

Main Phone Number: 401-236-4755

FAX number: 1-401-246-8122
Main Email: info@coggeshallclub.com

Hilary Krieger: General Manager
Phone: 401-314-5879
Email: hilary@coggeshallclub.com

Christine Corriera Child Development Director

Phone: 401-314-5877
Email: director@coggeshallclub.com

Haley Manning: Nurse

Phone: 401-324-5897
Email: nurse@coggeshallclub.com

Haven Middletown: 1066 Aquidneck Ave, Middletown RI 02842

Main Phone Number: 401-324-5897

2022-2023 Holiday Closure Schedule 

The club will be closed on the following holidays. In some cases we have substituted National holidays for other days off based on staff needs and extra time needed to deep clean the Club.

We offer the highest quality care for our children because of our dedicated teachers and staff. Paid holidays, as well as other benefits, allow us to be competitive with other childcare facilities and retain high-quality individuals.

Families are expected to pay the full monthly tuition even if their scheduled day falls on a holiday. You will not be given a tuition credit for any holidays.

2022 remaining

November 24th - 25th, 2022 - Thanksgiving Break

December 23rd: Early Dismissal 11:30 AM

December 26th - 30th 2022 - Winter Break

2023

January 2nd, 2023 New Year’s Day

February 20th President’s Day

April 7th 2:30 pm early dismissal, Good Friday

May 26th Early Dismissal, Art Show+Picnic: 2:30 Dismissal. Art Show and Picnic 2:30 - 4:30 PM at 82 Valley Road (all classrooms)

May 29th -Memorial Day

June 19th Juneteenth

July 3rd - 7th - Summer Break

September 1st: 11:30 AM early closure for Professional Development

September 4th - Labor Day

November 10th - Veteran’s Day Observed (Friday)

November 23rd - 24th - Thanksgiving Break

December 25th - 29th - Winter Break

January 1st, 2024-New Year’s Day

Hours of operation

Early drop offs are not permitted unless otherwise arranged.

Monday - Friday

7:30am - 5:30pm

Faculty arrive earlier, but we are busy getting ready for our day prior to that time. Please wait until 7:30am to enter the building. The club closes promptly at 5:30 pm in order to provide ample time for cleaning and sanitation and any late pickup will be penalized. Please see Enrollment Policy and Procedures section for late pickup fee details. Note that you may drop off or pick up your child anytime during the day as needed during your child's scheduled day, but it is appreciated if you let the front desk know what time your pickup and drop off will be if it varies from the usual schedule.

Half day morning pickups are by 12:30 PM. No pick ups and drop offs are permitted during scheduled nap time, from 12:30 - 2:30.

Drop off and Pickup Procedures

  • Use your key FOB to open the door and enter with your child(ren). You do not need to message at the morning drop off.
  • Type your code into the iPad to check in. If the door is open, you may take them directly into their classroom
  • For pick-ups: Please message upon arrival so we can get your child ready. You will enter your code into the iPad and your child will be brought out to you.

NOTE- All non-parent visitors will be required to sign in at the front desk.

What to Bring


Our new What to Bring guide can be found here:
https://www.coggeshallclub.com/what-to-bring

Please remember to label anything you bring in for your child especially food and drink containers and water bottles. Milk or breast milk in bottles, including frozen in bags is required to be labeled with child name and date.

Note About Food Allergies: Haven is a tree nut and peanut free environment. As for other allergies and food sensitivities, we work one on one with parents to create a safety plan based on the individual needs of their child and the severity of the potential reaction to allergens. This may require parents providing specific diet items for meals and snacks.

Child Illness Policy

Parents are encouraged to be on alert for signs of illness in their children and to keep them home when they are sick. Please use the below symptom list as a guide and seek medical advice from your child's doctor if you are unsure. Your child will not be admitted with any of the below symptoms unless a medical diagnosis from a health care provider in writing, or verbally with a written follow up, indicates the child poses no serious health risk to himself or herself or to other children.

Symptoms of illness shall include, but not be limited to, any of the following:

  • Severe pain or discomfort
  • Acute diarrhea, characterized as twice the child's usual frequency of bowel movements with a change to a looser consistency within a period of 24 hours, or bloody diarrhea
  • Two or more episodes of acute vomiting within a period of 24 hours
  • Elevated oral temperature of 101.5 degrees Fahrenheit or over or axillary temperature of 100.5 degrees Fahrenheit or over in conjunction with behavior changes
  • Lethargy that is more than expected tiredness
  • Yellow eyes or jaundiced skin
  • Red eyes with discharge
  • Infected, untreated skin patches
  • Difficult rapid breathing or severe coughing
  • Skin rashes in conjunction with fever or behavior changes
  • Weeping or bleeding skin lesions that have not been treated by a health care provider
  • Mouth sores with drooling
  • Stiff neck

If your child is diagnosed with a highly contagious illness such as (but not limited to) COVID, RSV, Conjunctivitis, etc, please notify us as quickly as possible so we may notify affected children's parents and clean and sanitize accordingly. In some cases, there may be a specific requirement to remain out of school for longer periods such as with COVID and this is handled on a case by case basis, based on the recommendations of their doctor, and State and CDC recommendations. Please contact us for guidance if your child tests positive for COVID. In some cases, rapid testing may be required in order for your child to return to school after a known exposure.

Note: If a child has chickenpox, a note from the parent stating that all sores have dried and crusted is required.

A child or staff member who contracts an excludable communicable disease may not return to the center without a health care provider's note stating that the child presents no risk to himself/herself or others.

Return to the Club after illness:

24 hour rule: If a child has been diagnosed with any illness aside from COVID-19 (strep, stomach bug, flu etc) and it is no longer contagious, we will need a doctor's note before they are allowed to return or the child must be symptom free without medication for 24 hours before they can return. We may exclude a child whose illness prevents the child from participating comfortably in activities or results in greater need for care than the staff can provide without compromising the health and safety of other children at the center.

Masking

Masks are not required for children or parents while at the Clubs. In some cases when recommended by the State, Haven may require children over the age of two to wear a mask while at the center. Haven will not be forcibly replacing masks which kids remove themselves and we will not be creating a stressful environment for your child if they are having trouble keeping their masks on. We will be consistent with our current approach to behavior management with kids. Masks on kids may be removed for eating, sleeping, exercising or any outdoor activities, or any activity which may preclude mask usage. The requirement for mask wearing can be waived for children with a documented medical condition or disability. Teachers will assist the kids in removing and putting masks back on as needed. We will have disposable masks available for kids (and any parents as needed) at the front desk. If required, please send your child in wearing a mask, and pack one or two clean spare masks in their bags.

If you are called to pick up your sick or symptom presenting child: 

If your child exhibits symptoms of illness, we will remove the child from the group of well children to a separate room or area which is generally the administration office located near the gym. It is imperative that you make your best effort to pick up your child within one hour of being notified that they are ill. This is in order to prevent as much spread of illness as possible. In some cases, the child may be allowed to remain if the director or designee, has communicated verbally with a health care provider, who indicates that the child poses no serious health risk to themselves or other children, at which time, the child may return to the group.

Communications: The Coggeshall Club follows the RI DHS State licensing guidance which requires us to notify (in writing via Brightwheel Message) the parents in the classroom (or those children who may have been directly exposed) if there is a highly contagious communicable disease outbreak within the classroom (Hand Foot and Mouth Disease for example, or Pink Eye). We will notify the parents of those classrooms as soon as we learn that there might be any potential for exposure. Some diseases and illnesses can spread before a child even shows symptoms. In some cases, we may include all rooms (entire school) in communications if it is recommended by RIDOH and/or necessary, based on the nature of the illness.

Medication Administration

We are not able to administer over the counter (OTC) medications (such as Tylenol, Ibuprofen, Benadryl, etc) on an as needed basis, or prescribed medications, to children while in our care.

The only medication that will be given as needed will be an inhaler and epinephrine pen for students with allergy plan or other documentation from a health care provider forms on file. Epi pens are to be stored in their original boxes with the child’s name and prescription on the box. 

If a student is showing signs of discomfort while in our care, our staff will communicate with you about the symptoms displayed, such as a mild fever from teething. At that time, parents are welcome to come in person and dispense medication to their child. If symptoms persist, students will be asked to be picked up. Parents will be asked to dispense prescription medications to their child if necessary while in our care.

Allergy Plans

Required health forms are included in the Enrollment package. If your child has a known allergy, it should be indicated on the health record form submitted to us at enrollment, and an allergy plan should be filled out and submitted to us.

Policy for missed days due to illness:

We does not offer tuition credits or refunds for a child's absence due to unplanned illness.

If we are is forced to close a room due to a COVID or other communicable disease outbreak:

In the event that the closure (or number of missed days for your child) should last for more than 5 business days, then you will not be charged from day 6 onward. If your tuition is prepaid, it will be credited to your future tuition.

First Aid/Minor Injuries

We are required by the State to maintain on file a written record of each incident resulting in the injury of a child. This form will require a signature by the staff witness, the director and the parent. Signing this form is an acknowledgment that you have been informed that the incident occurred, how it was treated and by whom.

Parents will be notified by Brightwheel messaging, and a copy of the report will be uploaded into the Brightwheel feed. In some cases, we may call a parent, or speak with the in person if they are on site.

If your child experiences a minor injury at the club we will take immediate action to protect the child from further harm and administer basic first aid. We will immediately notify the parent(s) when one of the following occurs (but not limited to): When a child is bitten and the skin is broken; When a child sustains a head or facial injury, including when a child bumps his or her head; When a child falls from a height greater than the height of the child; When an injury requiring professional medical care occurs.

Hand washing Guidelines

The following policy and implementation of hand washing guidelines are in effect for all families and team members.

Staff:

  • Staff must wash their hands with liquid soap and warm running water as needed and:
    • Before and After each diaper change
    • After personal toileting
    • After assisting a child with toileting
    • After wiping a runny nose
    • After touching any bodily fluid
    • Before and after using water, sand, or other sensory tables
    • After any messy play
    • Before and after any food preparation or service
    • All staff members will use a new pair of gloves before assisting each child with their food
    • All staff members will use a new pair of gloves before assisting any children with their bathroom routines or diapers
    • Hand sanitizer will be provided in each room

Children:

  • Staff ensure that children wash their hands with liquid soap and warm running water as needed and:
    • After each toileting
    • Before each meal or snack
    • After wiping or blowing their nose
    • After touching any bodily fluid
    • Before and after using water, sand, or other sensory tables
    • After messy play
    • Upon entry from the outdoors 
    • Hand sanitizer will be provided in each room as well.

Staff will supervise children when they use hand sanitizer to prevent ingestion.

Attendance Policy

Unexpected absences: If your child is going to be unexpectedly absent (such as sick), please telephone the office, send a Brightwheel message or email the office as soon as possible to let us know. Tuition credits for missed days will not be given.

Planned absence such as vacation: You are expected to pay full months tuition. No credits or makeup days will be given for any time missed due to vacation and/or illness. As a courtesy, please inform us as far in advance as possible of the days you will not expect to be attending.

Extended absence or membership holds: If you are going to be out for more than two weeks at a time, you can inquire with the membership manager about placing a hold on your membership. This will require 50% payment of tuition for up to three months in order to retain your space.

Final month: Your deposit is intended to be applied to your final month of membership. You must give 60 days notice of your intention to withdraw prior to your projected final day, in order to have your deposit applied to your final month. If your original deposit amount is not enough to cover your final month, your deposit will be applied and your balance will still be due via Brightwheel Billing.

Safety and Security

We have installed electronic locking systems on all doors. Only authorized staff will be have access to the child care access doors. You will be given 2 FOBs per family and a $25 charge applies for additional required or misplaced FOBs. Parents working upstairs and dropping off/picking up will have access to unlocking the front door during business hours. Video recording may be in use in communal areas, entrances and classrooms for the safety and security of all staff, parents and children. Audio will not be recorded.

Our Privacy Policy is available on our website:

Our Terms of Use Policy is available on our website:

Nap Time Policy

Nap time will be held from 12:00 pm - 2:30 pm for Coggeshall Club and 12:30-2:30 at Haven Middletown. Infant naps are as needed and arranged with the room providers.

We will offer additional rest periods for children in our Yearling program who may be transitioning to a single nap per day. All children are required to take part in quiet time for at least 1 hour in order to create a no stimulation environment. Children who do not nap or wake up early will be allowed to participate in quiet activities during the nap time/quiet hours. 

Use of Shared WorkSpaces and Fitness facilities

Parent use of shared workspace and fitness facilities are at your own risk. You must sign a waiver in the acknowledgment signature page of this handbook in order to use.

Children of all ages are prohibited from the gym areas for safety. Breastfeeding and bonding will have its own designated room which may be upstairs, but otherwise children are not to be brought upstairs.

Booking Shared Workspace spaces and Fitness:

Booking your space is easy with DeskBee! You can book online in advance to guarantee a spot, or you can walk-in and scan a code on the desks! With our new booking platform, you can choose your desk from a visual layout of workspace and fitness options. Make, manage and view your bookings in your own personal account.

Watch this video to see how to book on your computer!

Watch this video to see how to download and book on the App!

Option1: We sent all existing members a DeskBee email invite to set up an account, but if you did not receive it, just email info@coggeshallclub.com.

Option 2: Scanning a code on the desk: If you are looking to book last minute, watch the video for the app instructions, then within the app, scan the code on an empty desk to see if it is available to book! You can reserve it right there!

Office facilities:

Our printers are wireless and office supplies and monitors are available for your use. You may need to provide your own adapters.

Phone and Video calls:

If you need to take a phone call, please do so quietly as practicable and using a headset or book the private Pod Room (phone booth). As ever, we recommend noise cancelling headphones. It really is worth the investment!

Refreshments and kitchenette:

Hep yourself to refreshments provided by us including coffee, tea, and snacks!

Please wash any dishes and return them to the kitchenette which you use that are provided by us. Please wipe down any commonly touched surface such as fridge, coffee maker etc (wipes are provided). You are still welcome to bring your own food and drink, and store in the mini-fridge but please remove any personal items daily.

Bathrooms:

Bathrooms for parents are upstairs. A Shower is available at 82 Valley road, but you must provide your own towel.

Fitness facilities:

You are responsible for wiping down equipment with provided cleaning supplies before and after use. We also have professional cleaning daily. Towels will not be provided, please bring your own and bring it home with you.

Enrollment and Fees

Enrollment Procedure and Policies

Full days are 7:30 AM - 5:30 PM;

Half days are sort of different between buildings. 12PM pick up for CC and 12:30 for HM

Half day options: 8AM - 12:30 PM and 2 PM - 6 PM. Pre-school/PreK day: 7:30 - 3:00

Requirements for Enrollment - Parents will be sent enrollment and other required forms from our office electronically by email. All required paperwork must be received by the office prior to your child's first scheduled day, or they will not be permitted to start. Parents are given the option to have a pre-enrollment conference with the Director of Childcare or with their room teacher, either remotely or in person. During the pre-enrollment conference, parents are encouraged to share information about their child, voice their expectations of the program, and ask questions. There is a pre-enrollment questionnaire which is shared with your teachers for their information.

We are required by law to obtain medical and emergency information for each child. Upon enrollment you will receive the necessary forms which may be completed by you and your child's doctor.

Paperwork - Vaccinations are required and we require proof that all immunizations are up to date by the time the child enrolls. Parents must submit a medical examination report and a current immunization report for their child prior to the first day of attendance along with the required documents sent in the enrollment welcome email. It is the responsibility of the parent to report to the office any change of address, telephone numbers (home or work), employment, emergency contact person and medical information.

Security Deposit - During the application process there will be a security deposit required equal to one month of membership which is due in order to secure a space in our program for all first time members. The deposit will be used for the final month of membership when given 60 days notice prior to your expected final day. The first month of tuition is non-refundable. As long as the club is open and operating, we will require your deposit to be applied to your final month. If you decide to cancel your membership, for any reason, without the required notice, your deposit will not be refunded.

Monthly Tuition Payments - Brightwheel will email a monthly tuition statements 3 days prior to the 1st of the month for your review. Any questions should be sent to the office during this time, as payments are due on the 1st of the month. You will receive an invitation to set up Auto-Pay via Brightwheel. Setting up automatic payments and making payments via ACH bank transfer is encouraged. You may pay by check as well if that is preferred.

Payment Processing Fees: Transaction fees are passed onto payers and the rates are set by Brightwheel.

  • Bank Transfers (ACH): 0.6% – with a new minimum fee of $0.25 and maximum of $2
  • Credit/Debit Card: 2.95%

Payment fees are a representation of the fees charged by banks and credit card companies, as well as the investments brightwheel makes in security, payment operations, and payment support for schools and families.

Late payment may be penalized with an $18/day fee. The Club may suspend services if tuition is two weeks or more delinquent. Once this suspension occurs, the child's space will be offered to another child. Please note- the full month's tuition will still be due, regardless of whether a child missed days due to this policy.

Siblings will each be billed on their own accounts.

Questions about your invoice can be emailed to: accounting@yourhaven.life or to info@coggeshallclub.com

Memberships are subject to annual price increases with notice at our discretion.

Late Pickup Fee will be charged a fee of $3 per minute if the child is picked up after the club hours of operation. The first incident of lateness will be excused.

Returned Checks result in a $28.00 service charge for all returned checks, in addition to an $18.00 late payment fee. When the club receives three or more returned checks from a client, we will no longer accept checks as a method of payment from that client. Returned checks must be paid out before another check is taken.

Cleaning and Sanitization

The Club is cleaned each night by professional cleaners. In addition, we post and train employees on a regular cleaning and sanitation schedule. Additional deep cleaning and sanitation is completed professional as needed during periods of higher than normal levels of colds and other viruses.

Our team will follow a posted schedule and will work individually in their rooms to routinely clean, sanitize and disinfect surfaces and objects that are frequently touched, especially toys and tactile objects, including all craft and art boxes which will be individually appropriated and labeled for each child’s ongoing personal use.

We use EPA-registered for disinfecting all surfaces and will use as many non-toxic cleaning solutions as possible while still maintaining the highest level of sanitation and safety. 

Whenever surfaces are dirty they will be cleaned using a detergent or soap and water prior to disinfection. We will follow all manufacturer’s instructions for concentration, application methods and contact time for all cleaning and disinfection products. 

All cleaning materials will always be kept secure and out of the reach of children. 

Cleaning products will not be used near children, our staff will ensure that there is adequate ventilation when using these products in order to prevent children from inhaling fumes. 


Non- Discrimination Policy

In providing services to children and families, we do not discriminate on the basis of race, gender, religion, disability, cultural heritage, political beliefs, marital status, national origin or sexual orientation.

Curriculum Approach 

Play Based and Child-led Curriculum

Play based curriculum allows children the freedom to have fun while discovering and exploring the world and their interests. Children will be able to explore through individualized centers and play opportunities. With children’s minds expanding at such a rapid pace during the beginning years of life, incorporating play and budding curiosity to expand their imaginations is a large part of successful growth. Children learn best through doing, which includes playing, engaging in hands-on activities, or experiencing everyday aspects of life. Between having opportunities to make believe they are astronauts, chefs, doctors and more they are exploring various roles they see in the real world. Learning through play with child-led initiatives in mind allows children to learn from one another and gain social skills which are needed to succeed while fulfilling the most important goal, a love for learning.

To support child-led learning through play:

Fun, hands-on activities that allow children to learn through experience.

Customized lesson plans that teachers develop based on children’s interests and adapt to the children’s developmental needs.

Warm, nurturing classrooms that promote exploration through literacy, science, arts, and mathematics.

A daily schedule in each classroom that ensures children have time for independent exploration and discovery every day.

Encouraging teachers to support the children to make their own choices, to explore their own passions and interests and to bounce back from obstacles that they might encounter, and to help children learn to succeed in all environments.

We allow our children to overcome failure to develop confidence, resilience, determination and self-awareness.

Research and Scholarly Articles: https://www.naeyc.org/resources/topics/play

Outdoor Time: "The Garden"

The kiddos will be outside as much as possible throughout the day and will have the opportunity to explore "the garden", our hands-on Montessori style outdoor play environment. This will be a time when children are encouraged to use their social skills and interact with their peers. Physical play will be a key aspect in our daily schedule. Throughout the year we will have various outdoor activities which may require additional clothing and or permissions from parents in order to participate. These include but are not limited to seasonal play such as water-play, gardening, snow-play, and mud-play. We will let you know ahead of time if we are planning activities of this nature in order to be sure parents have time to both sign any permissions necessary and send your kiddo in with the appropriate clothing/gear.

There are a few times when we will not go outdoors on any given day based on weather related restrictions, these include temperature index: if the "feels like" heat is over 90 degrees or under 32 degrees we will not go outdoors until it rises or falls. Thunderstorms, heavy rain storms and similar weather based events will also cause the clubhouse to play indoors for the day. A slight drizzle will not stop us from splashing in puddles!

Policy for the use of electronic learning aids in the classroom:

The use of a television, computers, and other video equipment shall be limited to educational and instructional use, and will be age and developmentally appropriate for children only over the age of two. It will never be used as a substitute for planned activities or for passive viewing. The use of television, computers, and other video equipment for chilren under two is prohibited. Ipads will be used in classrooms for the use of photos and Brightwheel, and music, only.

On occasion, we may offer special events for children with prior parent approval or to enrich learning which may involve the use of television, computers, and other video equipment.

Toilet Training Policy

At some point, the days of changing diapers will be behind you and we are here to help you get there. In order to begin the potty training process at the club, we require open communication between yourself and staff. It is crucial we are on the same page prior to you beginning at home, if you expect them to attend without a diaper/pull-up on. When you feel it is time, for both you and your child, please set up a meeting with your child's teacher prior to beginning at home. During this time we will discuss the readiness signs shown by your child and if deemed appropriate, create an individualized plan for potty training them at home and school.


Please keep in mind, we do not require children to be potty trained before entering any of our programs. Additionally, we are unable to potty train any child under the age of 2 or child who is in our infant or yearling classrooms. It is important to note that in our school environment we do not use potty seats, but do have child sized toilets. Our methods for potty training will never punish, demean, or humiliate. We will never force the child to sit on the toilet, but will encourage them to try periodically or when showing signs they have to go. Teachers will not reward children with incentives, but will provide subtle praise to increase self-pride. As well, supervision by staff will be based on appropriateness, considering the age and developmental needs of the child.


Guidance and Discipline Policy 

Our educators understand the importance of Maria Montessori’s statement, “the child is in a continual state of growth and metamorphosis, whereas the adult has reached the norm of the species” (Gartrell, 1994, p.7). Young children have a limited number of experiences with only a few years of life lived. As they juggle the inevitable hurdles of building life skills, conflict will arise. Our teachers see such conflicts as mistakes, not misbehaviors, and an opportunity for the child to learn and grow with guidance. 

We have adopted the National Association for the Education of Young Children’s (NAEYC’s) definition of challenging behaviors as provided below. In a text provided by the NAEYC, Kaiser & Rasminsky (2021) share that, challenging behaviors are defined as any behavior which:

  • Interferes with the learning, development, and success of children. 
  • Harms the safety and well being of the child, other children, or adults. 
  • Puts a child at risk for social problems or school failure later in life.

This can be direct (i.e. hitting, pushing, biting, kicking) or indirect (teasing, ignoring rules/instruction, excluding, name calling, destroying objects, having temper tantrums) (Kaiser & Rasminsky, 2021).

The root meaning of the word discipline is instruction; leading us to our practice of providing guidance, rather than punishment. As early childhood professionals, we utilize various approaches to manage challenging behaviors with considerations for age, development, and family values. Below, we provide a few of our approaches.

Modeling by adults

As adults we model positive behaviors through the acceptance, control and expression of our own emotions. We experience a range of emotions ourselves, it is important to acknowledge this, while also holding an awareness that it is what we do in those moments that matter. By telling children, “I am feeling frustrated right now, I am going to go take some calm down breaths in cozy corner and then I'll come back to play with you,” we are further modeling to children what to do in their own moments of big emotions. Moreover, we show children in our care that we are there for them always, particularly through their intense emotions. Most importantly, ensuring they know we will not punish or withdraw from them, but continue to love them endlessly. 

Designing the physical environment

In addition to providing multiples of toys and materials, we also divide the classroom and outdoor spaces to ensure areas for both quiet and active learning. Acknowledging that over stimulation in a classroom can cause conflict and difficulty learning, we strive to incorporate various means for creating a calm space. This includes elements such as music, lighting, and mindfulness activities. 

Age-appropriate expectations 

We organize our classroom schedule and routine to minimize any unreasonable wait times or transitions. Additionally, we hold an awareness of attention levels in each of our age groups, ensuring teacher-directed instruction and guided play activities are of an appropriate length. We also ensure a copious amount of free play time is provided to each class. 

Simple rules

Early in the school year, our Preschool and Pre-k classes will participate in activities to make sense of our school wide rules. They will be prompted to explain the actions which exemplify our rules, “Be safe, Be kind, Be respectful.” All classrooms will be introduced to these rules as a means to guide children towards what to do positively and consistently. 

Supervision and observation 

Our low ratios and class sizes provide for a greater level of attentiveness and ability to complete meaningful observations. Teachers are often, but not always, able to intervene and guide children prior to conflict escalating. When applicable, teachers will collect data in order to recognize any patterns in behavior, help the child, and improve the program. 

Support in problem solving 

When big emotions and challenging behaviors arise, we name them. Opposed to saying, “you’re okay,” we provide acknowledgment and reassurance for what they are feeling while maintaining expectations and developing healthy ways to express themselves. Statements such as, “I see you're frustrated, it is okay to be frustrated but it is not okay to hit your friend. Would you like to try painting or reading a story with me?” are heard in our rooms. 

We want all of our students to value collaboration and cooperation. We place a heavy emphasis on teamwork and positive problem solving. With the support of teachers and peers, we build problem solving skills in our classrooms and within our students. When conflict arises, we will help children describe the problems and generate solutions for them. Furthermore, we will think through the logical consequences of their actions, together, as a team. We know that skills such as these are critical to healthy prosocial behaviors and are there alongside them as they navigate each new situation.  

Cozy Corner

When a child's behaviors are at risk of endangering themselves or others, they may need to be supervised away from other children temporarily. The adult will help the child move away from the group but remain with them as they process the conflict. When children are having big emotions and require space, the adult will remain in a close proximity. Otherwise, the adult will stay directly next to the child. Adults will model calm down strategies such as breathing exercises or provide positive physical contact when appropriate. 

Cozy corner is a safe area in the classroom where any child can take time to calm their body and mind. Cozy corner is not time out, but a tool used by both children and adults when conflict or dysregulation occurs. With the consistent modeling of calm down strategies, and redirection to cozy corner, when applicable, children develop a means to regain composure in a positive and productive manner. 


Personalized Care 

We value culturally responsive teaching and its capacity to provide children feelings of acceptance and ability. With that, we strive to work with all families to embed their expectations and values, culture, and language within our program. In order to stay consistent with the child's home life, our head teacher will discuss personalized care with each parent regarding their child. There are many different parenting tactics and we want to do our best to mirror the care they would have at home. During this meeting we will discuss and come up with a plan that benefits both your child and the other children in the classroom.   

Our plan will include:

  • Cultural and linguistic considerations
  • Developmental stages
  • Conflict resolution
  • Challenging behavior
  • Napping/Quiet time
  • Eating schedule
  • Toilet training
  • Any other concerns you have


Hands on Policy

In order to ensure each child feels safe and comfortable in our care we practice a hands on policy that allows the teachers to integrate positive physical contact into their childcare. Appropriate touching includes hugs, reassuring touches on the shoulder or back, nap time back rubs for a child who might be tense or upset, holding the hand of a child gently during a tantrum. We understand that positive physical contact may not be seen as appropriate for some families for either personal or cultural reasons. If that is the case or at any point becomes the case, we ask that you discuss other means for positively connecting with your child with the director and child's teacher.  

Guidance and discipline

No child in our care will be subjected to any form of corporal or physical punishment, verbal or physical abuse, or otherwise demeaning, humiliating, coercive, or isolating actions by staff members or volunteers. Children will not be disciplined for failing to eat, sleep, or soiling themselves. Additionally, the withholding of active playtime will not occur, unless the child’s behaviors or actions present a danger to themselves or others. Members of our staff understand and follow our approach to discipline and guidance in addition to those outlined in the state licensing regulations. 

We work intensely with our teachers, both full and part time, to provide the tools to act responsively and uphold our mission to guide children through mistakes and triumphs. Any faculty member suspected of inappropriately touching a child will be removed from direct care of the children and/or may be suspended entirely with or without pay pending further investigation. If a faculty member is found to be guilty of child abuse or neglect his/her employment will be immediately terminated and they will be investigated by the police and DCYF. 

All information about children and families is confidential. If you have concerns about the impact another child's behavior may be having on your own child, we will be happy to discuss the measures taken to ensure the safety of all children in the class. 

Expulsion Policy 

Our goal is to work diligently with families in order to prevent the expulsion of a child or family, on either a short or long term basis, from our center. At times, there may be immediate causes for expulsion, including, the child being at risk of causing serious injury to other children or themself, parental threat of physical or intimidating actions towards staff members, or the parent exhibiting verbal abuse to staff in front of enrolled children. Some additional examples of parental actions that can lead to expulsion include but are not limited to, failure to pay or habitual lateness of payments, failure to complete required forms (including the child's immunization records), habitual tardiness in picking up their child, and verbal abuse of staff. Lastly, children's actions that can result in expulsion include but are not limited to, failure of child to adjust after a reasonable amount of time, uncontrollable tantrums/angry outbursts, ongoing physical or verbal abuse to staff or other children, or excessive biting. 

Parents will be notified verbally, during a conference, as well as in writing of the behaviors which warrant an expulsion. When a pattern of behavior is present and persists after remedial actions, and such behavior presents a risk to self, others or property, or causes significant disruptions to the program, we will discuss possible solutions with the family during this time. These solutions may include a referral for outside services or expulsion from the program. We will include a specific date for expulsion, approximately one to two weeks, pending the risk to other children's welfare or safety. Our actions will always comply with federal and state civil laws. 

We can consult with a Behavioral Specialist as well as Special Needs Certified advisor who is available to help families with early intervention as well as with challenging behaviors as needed. We will make the referrals for families to work directly with these specialists as needed and any additional costs incurred from that provider will be the responsibility of the family.


References

Kaiser, B. & Rasminsky, J. (2021). Addressing Challenging Behavior in Young Children: The Leader’s Role. The National Association for the Education of Young Children.

Gartrell, D. (1994). A Guidance Approach to Discipline.



Reporting Abuse & Neglect

Our center is required by law to report any suspected case of child abuse and/or neglect to the Rhode Island Department of Children, Youth and Families’ Child Protective Services (CPS) hotline (1-800-RI-CHILD/1-800-742-4453) within twenty-four (24) hours in accordance with State law and Department policy. 

If the suspected case occurred at the program, the program must report to the Department’s licensing unit after reporting to the CPS hotline 



Release of children

Policy on the Release of children

As required by the Rhode Island Office of Childcare Licensing (Title 218 Chapter 70), our release of children policy is below:

Parents are asked to fill out an “Alternate Pick Up Authorization Form” at enrollment. Individuals listed on this form have permission from the parent to pick their child up from the Club at any time without an additional notification required. (Photo ID will still be required at the door). This person should be added in Brightwheel and should have their own PIN code. Check in and out will be electronically time stamped using Brightwheel.

If someone other than you is picking up your child they are required to ring the doorbell in order to come in if they do not have the proper key. Children will only be released to a parent or to an alternate person with the consent of the parent. You will have been assigned a PIN from the Brightwheel app in order to check your child in and out. Children will not be released to anyone not listed on the pickup list. 

Each child may be released only to the child's parent(s) or person(s) authorized by the parent(s) 18 years of age or older, to take the child from the center and to assume responsibility for the child in an emergency if the parent(s) cannot be reached.

If the parent(s) or person(s) authorized by the parent(s) appears to be physically and/or emotionally impaired to the extent that, in the judgment of the director and/or staff member, the child would be placed at risk of harm if released to such an individual, the center shall ensure that:

  1. 1.The child may not be released to such an impaired individual;
  2. 2.Staff members attempt to contact the child's other parent or an alternative person(s) authorized by the parent(s); and may contact local police
  3. 3.Contact the Rhode Island Department of Children, Youth and Families’ Child Protective Services (CPS) hotline (1-800-RI-CHILD/1-800-742-4453) 

Change in Pick up

If someone who is not authorized on the Emergency Contact Form is to pick up the child, the parent must write a note or send a Brightwheel message. Phone and email are accepted as long as the person is on your list of accepted pickups (with a phone number) in Brightwheel, has your code and their ID.

On the note should be the full name of the alternate pick-up person (as it will appear on the photo ID), the date, and the parents signature. The note should be brought to the office (not classroom). It is your responsibility to make sure that your alternate pick-up person brings a photo ID (as well as a car seat). If the pick up person does not have a photo ID, or if we have not received permission as indicated in one of the accepted forms above, your child will not be released.



Car seats

Children under four years old, weighing under 40 pounds and under 40 inches in height, must ride in an approved car seat while being transported in a vehicle. All children attending must be transported to and from in a car seat or a booster seat. If someone other than yourself comes to pick up your child, it is your responsibility to be sure that that person has appropriate car seat or booster seat with them. You may leave car seats with us in the morning; labeling the car seat is highly recommended. 

Club staff members will not place your child in your car seat or buckle them into your car seat upon pickup, this is the parent responsibility.



Emergency Preparedness 

We conduct one fire drill per month; two shelter in place drills every 12 months and a record of these drills are kept on file for our license requirements at each building.

Everyone must leave the building in the event of a fire drill or follow the procedures for evacuations and lock down drills- parents, teachers, children, and visitors alike. All may enter the building again once the person in charge of the drill gives the all clear signal. 

Fire drills - evacuation plans and fire drill plans will be communicated prior to the date of the drill. All rooms have clearly marked exits and fire exit maps.

Emergency evacuation procedures can be printed and given to members prior to their first drill if needed.


Closures due to weather or extraordinary events

Every effort will be made to be open during inclement weather in order to accommodate the needs of child, parent and staff. A Brightwheel and email message will be sent out if the Club is closed due to inclement weather. Every effort will also be made to make the call about closing as early in advance as possible, however, the call may have to be made that morning. We will also try and make the decision to close, based on the local school systems’ decision, however in some cases, we may be open, while local schools are closed, if it is safe to be open. Communications about our closures will be sent out via Brightwheel. If warranted, we may need to close early due to weather or other unplanned events, and it is expected that parents will come pick up their child in a timely manner after the notice is released.

Missed days due to school closures due to weather events cannot be made up and will not be credited or refunded.

In the case of natural disasters or extraordinary weather which may cause us to close for more than 10 business days, then you will not be charged from day 11 onward. If your tuition is prepaid, any number of missed days over the 10, will be made up if we have space in the same month or be credited to your future tuition.


General Policy Information 

Babysitting

Some of our teachers offer babysitting services outside of their scheduled time at the Club. If one of our faculty members cares for your child(ren) outside of the Club, we are in no way liable or responsible directly or indirectly for the care of your child under those circumstances. Parents are asked to sign a disclosure to this effect when hiring our faculty to care for their child outside of the Club. Please ask our administrator for this form. 

All Coggeshall Club member families agree to not solicit any employees of The Coggeshall Club for full or part time employment outside of their occasional, evening or weekend babysitting. By signing this family handbook you agree to this policy as disrupting the operations of the Coggeshall Club by hiring an employee full time or part time in your home would violate this policy.

Pets

We love pets, but in order to respect the various allergies and phobias of some children and adults, please no pets inside the Club except service animals. We will not allow animals to be left in cars in extreme temperatures while you use the Club services, so please plan accordingly.

Parking and Parking Lot Safety

There is plenty of parking on site for drop offs or long stays but please do not leave cars overnight without prior permission from one of our staff members. Please park in the designated parking areas.

Please do not let your child out of your watch when transitioning from the parking lot to the front door of our building. We request the child be carried, or hands held.

Family Involvement

Ages and Stages Questionnaire (ASQ)

To ensure that our work is more closely aligned with your child’s unique developmental milestones, we have adopted an assessment tool that will be used in a collaborative fashion between you and your child’s teacher. The Ages to Stages Questionnaire (ASQ) is a screening instrument that allows our teachers to assess how your child is progressing towards their developmental milestones and then we’ll develop tailored lesson plans to build towards each child’s personal goals. The areas that will be assessed will include your child’s communication skills, gross motor skills, problem solving skills, and personal-social emotional skills.

Parent-teacher conferences

Parent teacher conferences are available in the fall and spring for all children. They can also be requested at any time by emailing the Child Development Director.

Parent teacher conferences will allow our teachers to give a thorough evaluation of the development of your child, provide feedback, and answer any pressing questions your family may have about the academic and social emotional growth of your child. During this time the parents will meet with the teacher and Director to review your child's developmental folder that will consist of the data relating to your child’s development and work samples from when your child started to the date of the conference. These can be scheduled to be virtual or in person.

Parent Faculty Communication

Brightwheel is our communication tool which we use to send updates about your child daily. Our staff will respond as promptly as possible to messages during the work day (7:30 AM - 5:30 PM, M-F) but please note that staff is not required to respond to messages outside of business hours. If you need immediate response to a question outside of normal business hours please phone the office number.

Communication plays an integral part in the development of successful home/school relationships. The joint effort for children requires collaboration between home and school. This can only be achieved through open, honest, and continual communication between you and your child's teacher.

A brief report will be filled out and sent to your device using our app Brightwheel daily including a synopsis of the day for the individual kiddo such as napping patterns, diaper changes, their appetite and overall wellness.

Any questions or concerns regarding your child's report is extremely important to us so we encourage you to schedule an appointment with your child's teacher to discuss any issues. Please keep in mind that drop off and pick up is a hectic time for teachers and parents, so this is not an appropriate time to discuss your concerns.

Photo Consent Form

In order for us to send you images of your children and/or use those images on our social media pages, you will need to sign a photo consent form on your first day.

Thank you for reviewing and accepting (below), our family handbook.

Please acknowledge receipt and review of this document, once you accept you are welcome to download a PDF version of the document otherwise we are also happy to print on for you. If you would like us to email you a copy of your accepted handbook just let us know via info@coggeshallclub.com