Charlottesville After-School Recreation and Enrichment (CARE)

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Time will be allotted for eating a snack (if your child has brought one with them), doing homework, crafts and/or games and activities, and our dinner program.

Communication

The primary means of communication regarding the CARE program is via email. Please submit all changes of any phone numbers, emails, work history, emergency contacts, etc. to program management staff.

If your child is experiencing problems during the program, we will call the phone numbers you have submitted on your Emergency Contact Form. Please email your completed emergency contact forms to jonest@charlottesville.org

Arrival

CARE does not provide any transportation to Crow Rec Center. It is the parents’ responsibility to arrange for transportation. Children attending Walker Upper Elementary School can walk to Crow Rec Center.

Walking Arrival

Children that arrive that walk to Crow Rec Center will be greeted by a staff member. Staff will mark each camper as “Present” on the Daily Attendance Sheet. If your child is arriving by walking, please communicate this with program staff so we know to wait for your child outside until they arrive.

Parent/Guardian Drop-Off

If a child is dropped by a parent/guardian, you must walk your child into the building and mark your child present by signing your name on the Daily Attendance Sheet located at the welcome table. The welcome table is where you will sign your child in and out each day and receive important information regarding your child and the program.

Departure

Parent/Guardian Pick-Up

Children may only be picked up by parent/guardians or an authorized person listed on their Emergency Contact Form. If a staff member is unsure of who you are, you will be asked to show a photo ID when picking up your camper.

Late Pick-Ups

CARE ends promptly at 6:00 pm or 5:30 pm on teacher workdays. You are considered late when you have not picked your child up by 6:00 pm or 5:30 pm on teacher workdays. If one hour or more has passed after the end of CARE and you have not picked up your child and you and all emergency contacts are unreachable, police will be contacted. The following procedures are in effect if you do not pick your child up by the end of CARE:

  • 1st Offense. If you are late you will receive a verbal warning for your first offense. The instance will be documented on the Late-Pick Up Form. The form will then be attached to your child’s Emergency Contact Form.
  • 2nd Offense. The instance will be documented on the Late Pick-Up Form and you will be charged a late fee at $1 per minute past closing. Payment is due at the time of pickup.
  • 3rd Offense. You will be issued a letter from the Program Management office discussing the issue of late pickups and your program status will be evaluated.

Dinner

A nutritious dinner will be provided for each camper through the USDA Food Service Program at no additional charge. If for any reason a child is unable to eat the meal provided by the program, it will be necessary for you to provide your child with dinner, either at CARE or after CARE. December Menu

Meals will start September 9.

Refunds

  1. If the program is cancelled by Parks & Recreation staff, a refund for the full amount will be issued via the customer’s choice of refund options (see below).
  2. If an individual chooses to cancel his/her enrollment in a program, the following rules shall apply:
    1. If the cancellation is requested at least five business days prior to the customer’s first class date, a refund for the full amount will be issued via the customer’s choice of refund options (see below).
    2. If the cancellation is requested less than five business days prior to the first class date or is made after the first class date but prior to the second class date, a household credit only will be issued in the amount that the customer paid for the program.
    3. If the cancellation is requested after the beginning of the second class date of the program, no refunds or credits will be issued.
Refund Options
  1. Household Credit – Household credits can be used toward the payment of future Parks & Recreation classes, programs, passes and facility rentals. The credit will remain on the customer’s account for one year date from the date of issuance. Any unused credits after one year will be refunded via check to the address on file.
  2. Check Refund – If the customer paid by cash or check and would like a check issued from the City Finance Department, a check will be issued within three weeks.
  3. Credit Card Refund – If the customer paid by credit card, he/she can have the refund applied to the credit card that was used during the registration. Credits may take three to five business days to appear on the customer’s statements after processing.

Rules & Safety

Rules

CARE rules will be established and taught to children at the beginning of each week and are regularly reviewed to ensure the safety of participants. There are three basic rules which should be followed by all participants. Please review the following list of rules with your child:

  • Remain in sight and sound of staff./li>
  • Respect others and the property of others.
  • Keep hands and feet to themselves.

Examples of behavior concerns may include a child who: disrupts the smooth flow of the program; requires constant one-on-one attention and correcting; inflicts physical or emotional harm on other participants; physically and/or verbally abuses other participants or staff; damages, steals, or destroys property; or is unwilling to conform to the rules and guidelines of the program.

We have zero tolerance policy for bullying at CARE. If your child is reported to be bullying another child, we will investigate the incident. If it is found that your child is bullying at CARE, they will be dismissed from the program.

Discipline

We believe in the power of positive reinforcement to encourage appropriate behavior.  Children are successful when limits are explained and staff members model appropriate behaviors.

The following disciplinary steps serve as a guideline. Depending on the severity of the behavior, staff may need to start with step two.

  1. Step One - Warning. A child whose behavior is in violation of program rules will be spoken to by staff and given a warning. Behavior modification techniques will be used to teach the child appropriate behavior. If the child’s behavior does not change with reminders, staff will follow up with time out or loss or privilege. In addition, you will be notified at pick-up time and asked to assist the staff by discussing and reinforcing the rules with your child. A Behavior Log will be established for the child. Examples of behaviors that warrant a warning include:
    • Name calling and teasing
    • No profanity or inappropriate language
    • Arguing or talking while a counselor/adult is speaking
    • Not following instructions, using loud voices inside, or disrupting the group
    • Play fighting or using physical contact during games
  2. Step Two - Time Out or Loss of Privilege. If behavior concerns continue after a warning has been issued and you have been informed and had the opportunity to discuss it with your child, an Incident Report that documents the behavior will be completed. You will be asked to sign the report and speak with your child. A summary of the incident report will be noted on the child’s Behavior Log. Behaviors that are an automatic timeout and loss of privilege include:
    • Leaving sight and sound of staff
    • Pushing, shoving, or wrestling
    • Behavior that causes injury
  3. Step Three – Discussion with Facility Manager. If behavior does not improve or continues to escalate, the child will have a discussion with the Facility Manager. At pick-up you will have a discussion with the Facility Manager and your child to create an action plan. The discussion and action plan will be documented on the camper’s Behavior Log. Behaviors that result in a visit to the facility manager are:
    • Repeated time out behaviors
    • Disrespect or deliberate disobedience towards staff
    • Actions or threats that cause someone to be hurt
    • Continued use of profanity or offensive language
    • Stealing or destruction of other’s property
    • Leaving the program without consent
  4. Step Four - Dismissal from the Program. If your child's behavior is not corrected within specific time outlined in the action plan, the Program Management office will notify you of further disciplinary action up to and including suspension or expulsion from the program.

CARE Sample Daily Schedule