After School Information Booklet

Report
The Douglass School
After School Program
Sponsored by
D.O.O.R.S.
The Douglass After School Program
The Douglass After School Program is a program provided by the Douglass Organization for
Occupational and Related Services (D.O.O.R.S.), the parent-professional organization affiliated
with the Douglass Developmental Disabilities Center (DDDC). As an independent 501(c)
charitable organization, D.O.O.R.S. collects donations and organizes fund raising events to
support the DDDC’s Adult Program, the After School Program, the After Work Program for
adults, the summer camp, other student/client related special activities , events and services,
and staff appreciation.
The D.O.O.R.S. executive board has oversight of the After School Program, and partners with the
DDDC to manage the program. A DDDC senior staff person, typically the Adaptive Physical
Education Teacher, is the on site coordinator, and other DDDC staff , Rutgers University
undergraduate students and volunteers implement the program. DDDC staff in supervisor rolls
are CPR trained and experienced in managing seizures. The After School Program runs 3 days a
week (MWF) for approximately 10 weeks in the fall and 10 weeks in the spring. The program
provides 1 to 1 supervision for most participants. Most activities are community-based, but
occasionally an activity will be center-based (i.e., music with a music teacher). DDDC vans with
drivers who have taken defensive driving courses, transport students to and from communitybased activities .
Activities may include:
 bowling
▪ art
▪ gymnastics-like activities (i.e., Jumping Jungle)
 roller skating
▪ cooking
▪ holiday shopping
 community trips (i.e., book stores, hay rides, trick or treating)
 swimming (when available)
Applicants’ families must be active D.O.O.R.S. members. Participation is based on meeting
DOORS requirements and availability.
After School Policies and Procedures
•
•
Enrollment Process and Payment Policies
o
The After School Program (ASP) is open to any DDDC student who meets eligibility requirements and whose family is an active
members of D.O.O.R.S. Registration forms are distributed at the end of the extended school year program and/or early September for
the fall session, and in mid-December and/or January for the spring semester. D.O.O.R.S. provides the funding for the ASP to the extent
possible based on the success of their fund-raising efforts each year; however, in most years parents and/or school districts (where
school districts have agreed to fund the ASP) are responsible to pay a portion. The fee structure is determined by the D.O.O.R.S. Board
based on their fiscal budget. Payment is expected to accompany registration forms (payments exceptions are made for school
districts). Scholarships may be available through D.O.O.R.S. Scholarship allocations are determined on a semester by semester basis.
Emergency contact information must be submitted with application.
o
Once enrolled, participants are committed for the entire session.
o
Payments must be made by check or money order – cash cannot be accepted. Checks/Money Orders must be made payable to The
DDDC After School Program.
o
Registration forms always have a due date and the due date is strictly adhered to for processing purposes (e.g., staff recruiting, fingerprinting, paperwork, and training).
o
The ASP ends promptly at 5pm. Transportation is the responsibility of parents/guardians or school districts. Each child must be picked
on time. If a child is picked up late, staff must be compensated for their time. There will be a fee if this unexpected expense is incurred.
A bill will be sent home to the families requesting compensation. The late charge is $40 per hour (based on a 2 staff minimum).
Payments must be made within 10 days of the bill or the student may be terminated from the after school program without refund.
WE WILL NOT BILL THE SCHOOL DISTRICTS OR BUS COMPANIES. It is each family’s responsibility to pay the late charges or get
payment from the school district or bus company.
o
If a participant needs medical attention at the Rutgers Health Center, the parents/guardians of the child being treated will be billed by
the Health Center for services provided. Any charges can, of course, be submitted to individual health insurance carriers.
Schedule and Transportation
o
The program runs approximately 10 weeks in the fall and 10 weeks in the spring every Monday, Wednesday, and Friday when school
is opened. An ASP calendar is provided to all participants. Typically, the fall session starts in October, and the spring sessions starts in
February, but this varies per calendar year. There is no ASP when the DDDC has an early dismissal or prior to significant holidays (e.g.,
Thanksgiving). In addition, the After School Program may be canceled due to inclement weather (weather advisory in effect). If the
program is canceled due to an inclement weather event or unexpected early dismissal at the DDDC, both the family and school district
will be contacted to make arrangements for transportation.
o
The program is in session from 2:45 – 5:00pm. Parents/Guardians may choose to send their child one day, two days, or all three days
per week (see fees on application form) pending enrollment. The program has an enrollment cap of 25. If more families apply then
there are slots, there will be a lottery for those days where we have more students then staff.
o
It is the family’s responsibility to provide transportation home for each child. If parents are not picking up their child , then
he/she must make other arrangements (e.g., school district bussing, car pool, grandparent, etc.). If a driver other than the parent
or pre-arranged bus driver is picking up a child, the parent and/or the bus company must send a note to the Coordinator of
the ASP stating the driver’s name, phone number, and any other pertinent information. The ASP staff will request to see
identification. PLEASE NOTE THAT PICKUP IS AT 25 GIBBONS CIRCLE.
After School Policies and Procedures continued…
Student Eligibility
•
Students must have been enrolled at the DDDC at least 3 months prior to registering for the ASP to insure staff familiarity
with students.
o To preserve the integrity of the program, to insure continued community access and the safety of all participants D.O.O.R.S.
has the following additional requirements:
• Participants are able to ride in a van safely and appropriately with up to 9 people
• Participants are able to participate in community-based activities for up to 2 hours
• Participants are able to be supervised safely in a 1:1 ratio**
** Some applicants may present with special behavioral needs requiring extraordinary supports. The D.O.O.R.S. After
School Program Coordinator will consult with DDDC staff to asses manageability, and he/she will make every effort
to recruit staff accordingly. Please be advised, that despite best efforts, there may be times when the nature of an
individual’s needs may preclude him/her from participating in the After School Program experience due to an
inability to recruit appropriately trained staff.
o
o
Other Information
o
o
There is typically a 1:1 staff ratio. Staff assigned will be either a DDDC staff member or a student of Rutgers University.
Student to staff assignments are made at the discretion of the ASP coordinator and supervisors.
The ASP is a community-based program that incorporates social, athletic, and recreational activities including, but not
limited to gymnastics, music, bowling, trips to the mall, Barnes and Noble, etc. The students are grouped by age and visit
local places such as sports centers, roller skating, malls, etc. Participants receive an activity schedule from the afterschool
program director indicating planned activities once registration is complete.
Supervisory Oversight for the After School Program
D.O.O.R.S.
Board
After School
Coordinator
Supervisors
Other DDDC
Staff/Student
Workers
Financial Oversight for the After School Program
D.O.O.R.S.
• Treasurer
prepares a yearly
budget with
proposed costs
and including a
finite contingency
fund
• Submits budget
to Board
After School
Coordinator
• Send out notices
• Accepts
checks/money
orders from
parents/districts
and submits them
to DDDC Budget
Specialist
• Contracts for
services, logs
receipts and staff
hours
• Copies D.O.O.R.S.
Treasurer and the
DDDC
DDDC
D.O.O.R.S.
• Business
Specialist
oversees
payroll/monitors
budget /receipt
log
• Confirms
expenses with
D.O.O.R.S.
Treasurer at end
of each session
• Reconciles
budget before the
end of the fiscal
year
• Any
overage/deficit
applied to new
budget
Job Descriptions
DDDC Senior Staff Person
• Reports to D.O.O.R.S. Board
• Contracts for activities/services/logs receipts
• Advertises for and hires staff and arranges for
finger printing
• Trains staff
• Coordinates DDDC Vans; school district / parent
transportation
• Provides onsite supervision; manages payroll
• Contacts parents in the event of a community
incident
• Manages Medical/Behavioral Crisis
• Organizes staff evaluations after each semester
• Meets bi-annually with DOORS treasurer to
establish budget for each session
• Creates and sends home afterschool program
registration, calendar of activities and
transportation forms
• Provides office staff with student enrollment so
then can mail to individual student case
managers
• Coordinate staff/student assignments
• Interviews and hires supervisor as necessary
• Communicates with and monitors busses during
dismissal
After School Coordinator
DDDC Staff person
• Reports to the AS Coordinator
• Assists with hiring process (interviews)
• Assists with staff training
• Supervises community activities
• Completes daily attendance sheets
• Assumes responsibility in the absence of the AS
Coordinator
• Completes community incident reports
• Assists with Coordinating staff/student
assignments
• Manages Medical/Behavioral Crisis
Supervisor: Younger Students
Supervisor: Older Students
RU Students/Volunteers:
▪ Reports to the AS
coordinator/Supervisors
▪ Work 1:1 or 1:2 with DDDC students
•Communicate with parents through
communication logs
•Monitor students so that they behave in
a safe and appropriate manor
Other DDDC Staff/Student Workers
Other DDDC Staff/Student Workers
Managing Crisis Events
Medical/Behavioral Crisis Event: ASP
Coordinator or Designee directs
action, re-assigns staff as necessary to
the individual in crisis; Coordinator or
designee assures other individuals are
appropriately monitored; notifies all
appropriate parties and writes
incident report.
As soon as it is safe to do so, the
individual in crisis will be moved from
the community setting and returned to
the DDDC. ASP Coordinator will
contact a parent/guardian and discuss
the problem. A missed phone contact
will be followed by an incident report.
Two or more incident reports may
require a meeting with the
parents/guardians. If a child’s After
School Program participation is in
jeopardy, the ASP Coordinator will
advise the DOORS Board and he/she
will have a face to face meeting with
the parents/guardians prior to any
formal discontinuation of services.
DDDC staff/ASP workers will follow
appropriate community protocol for
managing crisis situations (see Crisis
Intervention Manual); will carry
community ID/Information cards for
local authorities
(police/security/community member)
Sample Calendar of Activities
Group 1 - April
Sunday
Monday
Tuesday
Wednesda
y
Thursda
y
1
Friday
Saturday
2
3
Music
4
5
6
Bowling
11
12
19
13
26
Skating
14
20
21
15
28
Jumping
Jungle
10
16
17
art
22
music
27
9
Skating
Barnes and
Noble
Mall trip
25
8
Park
Jumping
Jungle
18
7
23
Bowling
29
30
Park
24

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