Parent Handbook and Our Proud History

Hours	Taxes	Medication	Sick Policy	Pick-Up
Food	Parties	Field Trips	Withdrawal	Property
Discipline	Weather	Vacation	Contract	Communication

Licensure

Both of the schools are fully licensed by the state and county and are staffed with teachers, teaching assistants, administration, dieticians, bus drivers, and a maintenance crew. The state’s required staff to child ratio is dependent upon the age of the class; however, our schools exceed these requirements in most instances.

Hours of Operation

Our doors are open between the hours between 6:30 a.m. and 6:30 p.m. Monday through Friday.

Special Tax Benefits

To obtain a letter stating your yearly total for child care, please submit a written request to the office which includes the following information: your name, child’s name, and current address. Please allow two weeks for processing. For information regarding tax benefits, please contact the IRS or your tax representative.

Procedures for Medication

We do administer prescription medicine accompanied by a doctor’s note for up to ten days; however, a non-prescription medicine may be given for one day only. Parents must sign and fill out a medical authorization for all medication (incl. Desitin). Please include the amount and time it should be administered (e.g. 1 tsp. at 10:00 a.m. and 2:00 p.m.). Parents must also provide a medicine cup or spoon.

All medications must be in their original container and checked in with your child's teacher or a morning staff member. Medications must also be picked up from the school after the authorization form has expired. Three days after the medical authorization has expired all remaining medications will be thrown out.

Sick Policy

Please do not bring your child when they are running a fever or showing other signs of illness, such as, vomiting or diarrhea. When a child is brought to school ill, they run the risk of becoming more ill and may infect other children. If your child becomes ill or appears to be contagious, you will be expected to pick him/her up or arrange for someone else to do so. Upon returning to school, your child will be sent home at the first sign of illness.

Parents must notify the school at once if a child has been diagnosed with any communicable disease. A satisfactory proof of health is required before a child having a communicable disease may re-enter the schools. With respect to the common childhood diseases such as measles, mumps, chicken pox, etc., the recommendations for exclusion as contained in the communicable disease chart issued by the Virginia State Department of Health shall be followed. A copy of this chart is posted at the schools.

If your child has an illness/accident requiring immediate medical attention, you will be notified, and we will meet you at the doctor's office or at the hospital noted on the registration form.

Delivery and Pick-up

Classes begin promptly at 9:00 a.m. Kindergarten, First, Second, and Third Grades are required to be in their classes at this time. Preschool students are encouraged to be at school at this time.

When delivering children to school they must be personally delivered to the teacher every morning. This is for their safety.

Anyone who is not authorized by the parent to pick up the child will not be allowed to take the child from the school. Written authorization must be given in advance. Anyone not listed on the child’s registration form will not be allowed to take the child until written notification is received from the custodial parent. Virginia law does not allow us to refuse a non-custodial parent from taking the child unless we have a court order barring the parent from taking the child. We will attempt to delay his/her departure until the custodial parent can be notified.

All children must be picked up by 6:30 p.m. Late fees will be assessed at rates listed below. After 7:00 p.m., our staff will be instructed to notify the Department of Welfare of the situation if no response has been received from the parent.

LATE FEES - For parents arriving anytime after 6:30 p.m., a $10.00 late charge will be assessed for every 15 minutes late and $10.00 for every 15 minutes thereafter. All late fees are assessed in 15 minutes increments to be paid directly to the attending staff member. (Example: Parents arriving between 6:31 - 6:45 pay $10.00, Parents arriving between 6:46 - 7:00 pay $20.00, etc...) Fees are on a per child basis; regardless of the number of children in the same family. If fees are not paid to attending staff member, your account will be charged the appropriate fees.

Food Policies

Nutritious snacks and hot lunches are served at the schools. A monthly menu of meals is posted on the bulletin board and is available in the office at the first of the month. Special diets may be provided upon doctor's orders.

Breakfast is served at Springfield Academy from 7:00 a.m. to 7:20 a.m. for an additional charge of $25.00. This fee is paid at the first of every month by a separate check.

Food or candy may not be brought from home except in sack lunches or treats for the class on birthdays or holidays. State Law requires that any food from home be store bought and prepackaged. Please notify the teacher if you intend to bring in special treats. Any food brought from home will be protected against contamination and spoilage. The food will be covered, refrigerated, and any unused food will be returned to you at the end of the day.

Birthday Parties

Each child will receive recognition on his/her birthday. If the parent wishes to send birthday cookies or cupcakes, please inform the staff a day or two in advance. Any items brought in for a party must be brought from a bakery or store. Parents or guardians may help in the classroom during your child's birthday party.

Field Trips and Transportation

Field trips will be planned throughout the year. A field trip permission clause is enclosed in the contract, and must be signed by the parent before the child can be enrolled in the schools. Each trip is publicized at the school prior to the trip. Some of these may require a minimal fee of $1.00 to $5.00 for admission. Only children enrolled in the classes that are going on the field trip may attend.

Transportation for all field trips will be provided at no cost through the schools. Our bus is equipped for transporting the children and is operated by a properly licensed bus driver. Children have first priority for travel on field trips. Space will be provided for parents based on availability. Parents’ and staff vehicles may be used to car pool parents to the field trip locations. These same vehicles may be used to transport the children back to the school in the event of a bus malfunction.

During transport, all children are to remain seated and will only be loaded and unloaded with a staff member present at the door. A staff member will be located at the rear end of the bus near the emergency door at all times.

Discipline

Primarily, redirection is used for the correction of inappropriate behavior. After verbal reasoning has been deemed unsuccessful, time out may be used. No physical punishment is administered. All discipline is in accordance with Virginia State standards 6.15-23.

Merit Education, Inc. reserves the right to dismiss any student found to be unmanageable with said disciplinary procedures. Parent(s) may also be required to discipline their children at school should other methods fail.

Severe Weather Conditions

On days that are considered Snow Days by the Fairfax County Public Schools, we will make every attempt to be open with as many staff as possible. On such days, there will be no academic classes. Please tune to Radio station WTOP AM for school closing information. If the Federal Government closes down for weather, we will close an hour and a half after the last shift release of the Federal Government’s Staggered Leave Program. If the Federal Government is closed due to weather, we may be also closed. Please call (703) 256-0002 for an update.

Communication Between Parent and School

Communication between the classroom and the parents is of utmost importance if the needs of the children are to be served. By keeping in close contact with the parent or guardian, we can know how to best understand, communicate, educate, and have fun with your child. We encourage communication between parents and school staff. Most communication should be brought to the attention of your child's teacher. However, additional questions can be referred to the center's director (i.e. Marci J. Burke - Springfield Academy, Karen A. McClellan-Spring-N-Dale, or Mr. Jack Merritt, Jr.- Administrator).

We ask that you keep your child's teacher informed of any changes that may affect your child’s behavior. Please let the teacher know if you see any needs in your child that should be addressed in the classroom.

You will receive a newsletter "The Nutshell" every other month during the school year, which we hope will fill you in on all of the school's special activities and events. The Nutshell includes some of the educational goals being set within the class, information about field trips, Show and Tell, and other information.

Toys and Personal Property

We encourage children to bring in something special of theirs from home on Mondays, which is the school's Show and Tell day. It must be brought on Monday morning and carried in a brown bag marked with your child's name. No toys from home may be brought at any other time without permission from the office. It is essential that your child leave toys, food, candy, gum, and money at home. WE ARE NOT RESPONSIBLE FOR ANY PERSONAL PROPERTY ON THE PREMISES.

Withdrawal

When withdrawing a child from enrollment at either Spring 'N' Dale or Springfield Academy, two weeks written notice is required prior to withdrawing. This is necessary for both the child and the school. Your child needs to prepare for leaving and say good-byes, and the school needs the two weeks to make final evaluations and collect all records for future use in your child's new school. In lieu of this two-week notice, two weeks tuition will be required at the established tuition rate.

Vacation

One week of vacation will be granted after your child has attended school regularly for six months. This tuition-free week may be taken at any time you wish, but the Director must have written notice two weeks prior to such vacation. One free week per calendar year (January 1 through December 31st) is granted. If you plan to be gone for more than one week, it will be necessary prior to your leave to re-register your child and pay the first week’s tuition to ensure your child’s position in his/her class.

Licensing Information for Parents about Child Day Programs

The Commonwealth of Virginia helps assure parents that child day programs that assume responsibility for the supervision, protection, and well-being of a child for any part of a 24-hour day are safe. Title 63.1, Chapter 10 of the Code of Virginia gives the Department of Social Services authority to license these programs. While there are some legislative exemptions to licensure, licensed programs include child day centers, family day homes, child day center systems, and family day systems. The state may also voluntarily register family day homes not required to be licensed.

Standards for licensed child day centers address certain health precautions, adequate play space, a ratio of children per staff member, equipment, program, and record keeping. Criminal record checks and specific qualifications for staff and most volunteers working directly with children are also required. Standards require the facility to meet applicable fire, health, and building codes.

Compliance with standards is determined by announced and unannounced visits to the program by licensing staff within the Department of Social Services. In addition, parents or other individuals may register a complaint about a program which will be investigated if it violates a standard.

Three types of licenses may be issued to programs. Conditional licenses may be issued to a new program to allow up to six months for the program to demonstrate compliance with the standards. A regular license is issued when the program substantially meets the standards for licensure. A provisional license, which cannot exceed six months, is issued when the program is temporarily unable to comply with the standards. Operating without a license when required constitutes a misdemeanor which, upon conviction, can be punishable by a fine of up to $100.00 or imprisonment of up to 12 months or both for each day's violation.

If you would like additional information about the licensing of child day programs or would like to register a complaint, please contact the Regional Office of Social Services closest to you.

As a state licensed facility our staff are required by law to report any suspected child abuse to Child Protective Services.

Fairfax Licensing Office: 3959 Pender Drive, Suite 320, Fairfax, VA 22030. (703) 934-1505

Proud History Agreement

By signing below, I hereby acknowledge that I have read, understood and agree to all the policies set forth in the school information packet, also acknowledging receipt of the same.

Date:

Mother:

Father:

Registration Agreement

AGREEMENT

I. The child/children listed below is/are enrolled in either Spring "N" Dale and/or Springfield Academy and the following establishes the guidelines for much of the conduct of the child/children in the School(s).

II. PERMISSION. I grant to Spring "N" Dale and/or Springfield Academy permission for my child/children to take part in all School activities, including bus trips, sports activities, and School sponsored trips away from the School's premises.

Spring "N" Dale and/or Springfield Academy is/are authorized to obtain immediate medical care for my child/children if an emergency occurs and I cannot be located immediately. I understand that the School will notify me immediately whenever my child becomes ill and I will pick up the child from School as soon thereafter as practicable.

I give permission for my child's teacher or another School official to make and enforce classroom regulations in a manner consistent with the School's policy and good discipline. I understand the school reserves the right to dismiss my child/children at any time if my child/children become unmanageable or disrupt the promulgation of the academic program(s) in the classroom.

III. PAYMENT. I agree to pay the established tuition on either a monthly/bi-weekly or weekly basis, in advance, payable on the first (1st) day of the payment schedule which I choose. I understand that there will be no deductions from the tuition for absences of my child/children. If I decide to withdraw my child/children, I agree to give two (2) weeks written notice before such withdrawing, provided in lieu of this two (2) weeks notice, two (2) weeks tuition will be paid at the established tuition rate.

A service charge of Twenty Dollars ($20.00) will be paid by me if my monthly tuition is not paid on or before the fifth (Th) day of the due month. If I pay other than monthly, I agree to pay the established service charge set forth in School policies if my tuition payment is not made on the first (1st) day of the payment schedule which I choose. This payment will be due regardless of the cause for delay.

In the event a check of mine is returned by my bank for any reason, I agree to pay a processing charge to the School of Thirty Dollars ($30.00) for such returned check and to immediately replace the check with cash or its equivalent. The enrollment fee which I have paid, I understand to be non-refundable.

IV. INDEMNIFICATION. I agree to indemnify and hold the School and all of its employees and agents harmless for any liability whatsoever, to my child or any guardian or any parent thereof because of any injury or alleged injury to my child. In the event legal action is instituted against the School or any employee or agent thereof and the person instituting such action is not the prevailing party, I agree immediately upon demand to reimburse the School, its agents, and employees for all attorney's fees, costs and other expenses incurred by the School and its agents in defending any action against them. I also agree to pay reasonable attorney's fees and other costs and expenses incurred by the School in collecting or attempting to collect any obligations which I owe to the school.

By signing below, I hereby acknowledge that I have read, understood and agree to all the policies set forth in the school information packet, also acknowledging receipt of same.

This Agreement shall be in effect for as long as my child/children is/are enrolled at either of the Schools.

List Child/Children's Name(s):	Parent(s)' Signature(s): (both parents must sign)