Youth Development Program Guidelines

Registering for Programs

Click here to search and register for programs online.

Fees and Deposits

Child Care, Early Learning and After School Programs
There is an annual registration fee for Child Care and the After School Program. The registration fee varies by program and is non-refundable.

Day Camp
For each child attending Day Camp, there is a $20/week deposit. Camp deposits are non-refundable, but can be transferred as a deposit for a different week of camp. Transfers require two week notice and are subject to space availability.

 Overnight Camp
For each child attending an overnight camp at YMCA Camp Campbell, a $150 deposit is required to reserve your space for each camp. The balance is due in full by the first weekday in June for summer resident camps. Please note that the deposit to hold space in a camp is non-refundable and non-transferable.

Payments

Child Care, Early Learning and After School Programs Fees must be paid by the 20th of the month prior to service. For example, fees for September child care are due by August 20th.
Fees are based on number of service days each month and therefore each month the fees will differ based on the actual number of school days in each month.
Day Camp Fees are due in full two weeks prior to the start of the session.
Summer Overnight Camp Payments for summer overnight camp at YMCA Camp Campbell or another YMCA of Silicon Valley resident camp are due in full by the first weekday in June.

Ways to Pay – All Youth Development Programs

Program fees can be paid by check, automatic bank withdrawal, or automatic credit card payments. The Y will give 30 days’ written notice in advance of any fee changes.
Checks should be made payable to YMCA of Silicon Valley and should note your child’s name in the memo section on the check. All checks should be mailed to: YMCA of Silicon Valley, 550 S. Winchester Blvd, Ste. 250, San José, CA 95128.
Automatic bank withdrawal or credit card payments for after school programs will take place on the 20th of the month prior to service. Day camp balances are charged two weeks prior to the start of camp. Rejection of payment from your bank or credit card, or a returned check, will result in a $20 service charge added to your account.
If you are paying with automatic withdrawals from your bank account or credit card, please ensure that you notify the Y of any change in your account or credit card. Change notifications should be made in writing a minimum of 15 days in advance to: YMCA of Silicon Valley, 550 S. Winchester Blvd, Ste. 250, San José, CA 95128.
Please note it is your responsibility to contact Member Support at 408-351-6400 to resolve payment issues.

Late Payment Fees

Child Care, Early Learning and After School Programs

For payments received after the 1st day of the month, a late fee of $35 may be applied to your account. If a payment is not received by the 5th day of the month, your child’s enrollment may be suspended.

Day Camp

If day camp fees are not paid in full two weeks prior to the start of the session, your child’s registration will be cancelled. If you are struggling to pay the fees in time, please notify our staff. Financial Assistance is available for those who need help to pay. Once your camp balance is paid in full, your child can attend if space is still available.

MANAGING YOUR PROGRAMS

Changes and Transfers

Child Care, Early Learning and After School Programs
To request a change or transfer in Child Care or the After School Program, please provide a written request two weeks or more prior to the start of the program. The change will be made if space is available.

Requests for a reduction from five days to fewer days per week can only be made after October 1.

To add a drop-in-day to your account, a 48 hour written notice is required. Approvals will be dependent on space at the site on that day.

Day Camp
Day Camp transfers may be requested in writing up to two weeks prior to the start of the session. Transfers will be accepted if space is available. Day Camp transfers requested within two weeks from the start of the session will be charged a $15 processing fee.

Child Pick-up Guidelines

After School Programs
All children must be picked up by the end of their contracted program time. If you arrive after the end of your contracted program time, a late fee may apply, and your child’s enrollment may be suspended or terminated.

Day Camp
All children must be picked up by the end of their contracted program time. If you arrive after the end of your contracted program time, you will be charged $1 per minute per child.

Wait Lists

When you register yourself or your child for any Y program, if it is full, a waitlist confirmation will be sent out. We will contact you to confirm status prior to the start of the program. If a space becomes available, you will be notified. If you are still interested, payment will be collected at that time.

Cancellations and Refunds

CHILD CARE, EARLY LEARNING AND AFTER SCHOOL PROGRAMS
Cancellations may be made in writing with a two-week notice. Your registration fee is non-refundable, and you will be charged for the two-week cancellation period. Once the cancellation period is paid, if there is an overpayment of fees, you will receive a refund. Cancellation requests should be emailed to [email protected].

DAY CAMP
 Cancellations made in writing up to two weeks prior to the start of the session will receive a refund, minus the $20 deposit. Cancellations requested less than two weeks prior to the session start date are non-refundable. Cancellation requests should be emailed to [email protected].

OVERNIGHT CAMP
 Cancellations for overnight camps may be made in writing 30 days prior to the start of the session. You will receive a refund, minus the deposit, which is nonrefundable. If the camper becomes ill or injured, a refund will be processed if a doctor's note is provided. Cancellation requests should be emailed to [email protected].

YOUTH SPORTS AND SWIM LESSONS 
Cancellations made 14 days or more before the program start date will receive a full refund. Cancellations made within the 14-day period will receive a refund less the cancellation fee of $20. Once the program begins, no refunds will be issued unless a doctor’s note if provided. Cancellation requests should be emailed to [email protected].

SWIM TEAM 
Cancellations made 14 days or more before the program start date will receive a full refund. Cancellations made within the 14-day period will receive a refund, less the cancellation fee of $20. Once the program begins, no refunds will be issued unless a doctor’s note is provided.

ADVENTURE GUIDES
 Cancellations made 14 days or more before the program start date will receive a full refund. Cancellations made within the 14-day period will receive a refund, less the cancellation fee of $20. Once the program begins, no refunds will be issued. NOTE: Cancellations for overnight events must be made at least 20 days in advance of event date. Cancellations within 14 days of overnight events are subject to 50% cancellation fee.

KEEPING OUR CHILDREN SAFE

Welcome to our Y programs. We consider parents/guardians as our partners in protecting children in our programs. Below is a summary of our key policies and procedures. We welcome your feedback and participation in our most critical and important job – providing quality care and ensuring your child’s safety at all times. At the Y, we promise a sense of belonging, creating programs and services where all children feel welcomed and valued. The Y will make reasonable accommodation to fully include every child in activities.

Hiring and screening process:

All new hire candidates are interviewed by multiple Y supervisors.
A minimum of three references are checked before an offer is made.
All Y staff are fingerprinted and cleared through the Department of Justice (DOJ). The Y will be notified immediately if there is an arrest of any employee thereafter.
In addition, all Y staff working on a school campus are fingerprinted and cleared through the Federal Bureau of Investigation (FBI). No staff members may start work until their fingerprints are cleared.

Children will be supervised at all times by YMCA staff unless self-supervision for middle school students is in place.

At no time during a Y program will a staff person be alone with one or two children where the child(ren) cannot be observed by others.
Two staff members working in a program may each supervise their own group of three or more children in separate spaces.
When a staff member is supervising a group of children in a building or classroom, window blinds or doors will never be shut for privacy.

We will always meet our ratio requirements and there will be a minimum of two staff working at all times.

In the event that one staff member arrives late or is absent for unforeseen circumstances, the other scheduled staff will open all doors and blinds and remain near the doorway in full sight (while still supervising the child). A substitute supervisor will immediately be called.
There are self-supervision practices in place for middle school and high school youth on very specific field trips. YMCA staff are on site and have specific check-in protocols and procedures.
Self-supervision is planned ahead and only permitted when a parent signs a permission slip.

Staff will make sure the restroom is not occupied by suspicious or unknown individuals before allowing children to use the facilities.

Staff will stand in the open doorway of the restroom while children are using the restroom. This allows for audio supervision of children, privacy for children and protection for staff (not placing them in the position of being alone with a child).
In case a younger child needs assistance, doors to the facility must remain open and a second staff is asked to be present.
No child, regardless of age, should ever enter a bathroom alone on a school campus, field trip or at another off-site location. Children must always be sent in threes (known as the rule of three) with a staff member.

Other than diapering, medical emergencies, or in parent approved special needs situations, children will not be touched on areas of their bodies that would be covered by a swimsuit (the majority of the torso). Staff is trained how to deliver appropriate touch (as long as the child is comfortable) including high fives, a gentle hand on a shoulder, or a shoulder-to-shoulder side hug, if a hug is initiated by the child.
Y staff will not be in contact with participating children outside of the program for any reason.
Y staff will not babysit participating children outside of the program. Please support this policy by not asking Y staff to care for your child outside of the program.
Y staff members are not allowed to communicate or engage with participating students via Facebook or any other form of social media.
Y staff will not take photos of children under 18 in our programs on any personal electronic devices.

If a staff member wants to take participant photos for Y communications, the camera must be owned by the Y (or a professional photographer may be engaged).
Staff will check for the photo/video release on the signed Health History form.

Staff will not sit in seats with students on field trip buses.

Staff either sit together or by themselves.
Staff will spread out on the bus for supervision.
Staff will visually supervise students at all times.

Cleaning practices

End-of-day facility cleaning will only be done by staff that are not supervising children.
On-going cleaning (i.e. wiping a table before and after snack) will continue over the course of the day as long as supervisory responsibilities are not interrupted.

There will be a designated program supervisor on campus at all times.
Parents/guardians of our program participants are invited and encouraged to observe our operations at any time, ask questions, provide feedback and suggest improvements as appropriate.

Marketing After school Website

OUR MISSION

WHO WE ARE

OUR STAFF

ABSENCES

ATTENDANCE REQUIREMENTS

SCHOOL DISMISSAL/ SIGN-IN

ON CAMPUS PARALLEL PROGRAM PROCEDURE

PICKING UP YOUR CHILD

DISCIPLINE
YMCA OF SILICON VALLEY

PROGRAM BEHAVIOR GUIDELINES

SUSPENSION*

IMMEDIATE EXPULSION

VIDEOS

STAFF BABYSITTING

CELLPHONES

OUR SHARED RESPONSIBILITY

OUR FEES

HEALTH AND SAFETY

OUR COMMITMENT TO YOUTH SAFETY

OUR MISSION

To strengthen our community by improving the quality of life and inspiring individuals and families to develop their fullest potential in spirit, mind and body.

WHO WE ARE

Our Cause
The Y is the nation's leading nonprofit committed to strengthening communities through youth development, healthy living and social responsibility.

Our Approach
We believe that all children and youth should be given the opportunity to reach their full potential in spirit, mind
and body. We engage young people in opportunities and experiences that stimulate their physical, intellectual, emotional and social development. We believe that each child develops at his or her own pace. Our programs focus on the needs of each child.
We help kids discover their unique talents and respect and appreciate the differences in others. We help children and their families discover ways to incorporate healthy habits at home. We integrate our values of caring, honesty, respect and responsibility in everything we do.

Our Impact
Through the Y, thousands of youth today are cultivating the values, social skills and relationships that lead to positive behaviors, better health and educational achievement. That creates confident kids today and healthier, caring and responsible adults tomorrow. Every day our impact is felt when an individual makes a healthy choice, when a mentor inspires a child, and when a community comes together for the common good.

Our Commitment
At the Y, we work side-by-side with our neighbors to make sure that everyone-regardless of age, income or background-has the opportunity to learn, grow and thrive. That's why we offer financial assistance to families who need help paying for membership or programs.
Our Annual Giving Campaign raises money for financial assistance to ensure that no one is turned away due to an inability to pay. To apply for financial assistance or to make a donation, go to www.ymcasv.org or visit the Y today. We handle all applications confidentially.

Visual add the YD wheel (does marketing have a cleaner version?)

OUR STAFF

Grant Funded: All staff members must meet the school district education requirements for their positions and have a minimum of 48 college units or have passed the district’s paraprofessional test. In addition to their formal education, the YMCA After School program staff have an additional 40 hours of in-service training their first year and more than 20 hours each consecutive year. All our staff are certified in CPR and First Aid. All staff are background check by the DOJ and against the national sex offender registry.

ABSENCES
To ensure your child's safety, if your child is absent from school or will not be attending our program that day, be sure to call us before their scheduled arrival time to let us know.

ATTENDANCE REQUIREMENTS
Depending on the school district and State/Federal funding, your program may have additional requirements. Please check with your after-school director for additional details.

SCHOOL DISMISSAL/ SIGN-IN
Upon dismissal, your child must meet Y staff at the designated check-in area.
We will take roll to confirm attendance and sign children in five minutes after school dismissal. For the safety of your child, please notify us in advance if your child will not be attending that day. If your child is not at our program by the time roll is completed, we will contact the office to confirm your child's school attendance.
If your child was at school, we will contact your child's teacher and search the school grounds. If your child is not located, we will call you. If you expect your child to be in our care and we are not able to locate your child, we will call the police to initiate a neighborhood and community search.

SIGN IN PROCEDURE

All children must meet YMCA staff at designated check-in location immediately after school for sign-in.
If your child is not going to attend the Y program you must notify your after-school staff.

ON CAMPUS PARALLEL PROGRAM PROCEDURE

If your child has an on-campus extracurricular activity/Parallel program that begins directly after school, they must check in with the after-school program first to verify attendance before leaving for their activity.
If the extracurricular activity starts later in the afternoon, your child must sign in at the Y program immediately after school and remain there until it is time for their activity.
- After the extracurricular activity ends, the child is expected to return and sign back in to the after-school program immediately.
If the child is being picked up from the extracurricular activity, parent/guardian must sign-out at the Y program as well.
Please provide written notice in advance if your child participates in any extracurricular activities that occur during after-school hours, so staff can anticipate when to expect them.
Parents are responsible for ensuring that the program is informed of any schedule changes or cancellations for extracurricular activities.

PICKING UP YOUR CHILD

Parents must sign their child out each day. The sign out sheet is a record of your child's attendance. For your child's safety, only you or the person you designate on your child’s Emergency Contacts section of the Health History form may pick up your child from the YMCA After School program. Everyone, including primary parent/guardian who picks up your child, must present a valid photo ID. We will deny access to anyone who is not on the Child Release Authorization forms or does not present a valid photo ID. If you would like another adult to pick up your child, be sure to update your child’s approved pick-up list in advance.

Divorce/Separation
If the contracting parent wishes a divorced/separated spouse to pick up their child, the contracting parent must list that person on the form. If the contracting parent chooses not to list the divorced/separated parent, we cannot release the child to the parent. However, without a court-signed order, we cannot deny access to a biological parent. If the non-custodial, biological parent arrives to pick up their child and they are not listed on the form, and whether a court order is on file with the Y, we will:

Call the contracting/primary parent
Explain to the non-custodial, biological parent that we can not release the child to them and explain the release procedure to the non-custodial parent.
Call the police to release the child to the police. The police will then confirm the identity of the non-custodial, biological parent.

This scenario can place all parties in a very difficult situation. Often times, the person who will have the most difficult time is the child. Please discuss these implications with the non-custodial parent, so that they will not show up at the site without prior arrangements.

Concerns for Safety
Safety is our number one priority. If we have reason for concern regarding the safety of a child's release to a parent or other adult, we may call the police. Cause for this course of action includes:

Parent/adult suspected to be "under the influence" or “impaired”
Parent/adult is abusive or threatening to the child or our staff

DISCIPLINE

Student Behavior Management Procedures
It is the goal of the YMCA of Silicon Valley to provide a healthy, safe, and secure environment for all School Age Child Care and After School Program participants. The YMCA teaches the core values of Respect, Responsibility, Honesty and Caring. Children attending the program are expected to follow the behavior guidelines and appropriately interact in a group setting.

PROGRAM BEHAVIOR GUIDELINES

People are RESPONSIBLE for their actions.
RESPECT each other and the environment.
HONESTY will be the basis for all relationships and interactions.
We will CARE for ourselves and those around us.

WHEN A CHILD DOES NOT FOLLOW THE BEHAVIOR GUIDELINES, THE FOLLOWING STEPS WILL BE TAKEN:

Staff will redirect the child to more appropriate behavior.
The child will be reminded of the behavior guidelines and rules, and a discussion will take place.
The parent will be notified of the problem.
The staff will document the situation. This written documentation will include what the behavior is, what provoked the problem, and corrective action taken.
A conference with the parent and staff will occur to determine the appropriate action.
A progress check or follow up will occur.
If the problem persists, a conference will occur with the parent, child, staff and Program Director. The Program Director will have all documentation, and conference notes for review. Future participation may require counseling.
If a child’s behavior at any time threatens the immediate safety of self, other children or staff, the parent will be notified and expected to pick up the child immediately.
If a problem persists and/or a child continues to disrupt the program, the YMCA reserves the right to suspend the child from the program.
Expulsion from the program will be considered in situations involving violent acts, threats or after all alternatives have been attempted to resolve the problem.

SUSPENSION*

Children suspended from school are not permitted to attend the School Age Child Care and After School Program for the duration of the suspension.
Children expelled from school are not permitted to attend the School Age Child Care and After School Program unless notified by the school authorities.
Endangering the health and safety of the children and/or staff.
Threats made to children and/or staff regarding firearms, knives, firecrackers or explosives.
Theft or damage to YMCA, school, or personal property.
Leaving the program without permission.
Continuous disruption of the program.
Refusal to follow program behavior guidelines and/or school rules.
Use of profanity, vulgarity, and/or obscenity.
Lewd behavior.
(* If any of the behaviors listed above persists, a second suspension may occur pending expulsion.)

IMMEDIATE EXPULSION

Possession of and/or use of tobacco, knives, alcohol, illegal drugs, firecrackers, firearms or explosives. Threats of violent acts will not
Inappropriate interaction by parents, tutors or family towards other parents, participants or staff. (example: fights, hostile, etc.)

If inappropriate behavior continues, or if your child’s actions endanger their own safety or the safety of others, your child may be suspended or expelled from the program. This includes any threats, actions, or behaviors by youth, parents, tutors or family that compromise the safety of participants, staff, or others, including the possession or threat to use of weapons, explosives, or acts of violence.

VIDEOS
At times, we may show documentary videos to support our curriculum. These videos will be quality programming.

STAFF BABYSITTING
Our staff cannot baby-sit program participants during non-program hours, according to the YMCA Child Abuse Prevention Policy and Code of Conduct

CELLPHONES

Youth in our YMCA After School program may possess cell phones and electronic signaling devices, but to avoid disruption, the device must be turned off and unable to receive a signal during program hours.
No child shall be prohibited from possessing or using a cell phone or electronic signaling device that is determined by a licensed physician or surgeon to be essential for the child's health.
The phone at our site is only for business and emergency use. We encourage parents to communicate all needs to their child prior to coming to our site.
Your child is solely responsible for the storage and safekeeping of devices, so that it is not visible during our program hours.
We are not responsible for lost, stolen or damaged devices.
Taking pictures with a cell phone is strictly prohibited.

If your child does not adhere to these guidelines, we will remove the electronic device from his or her possession and give it to the parent at the end of the program day. Repeated occurrences may result in taking away the privilege of bringing the device to our program.

OUR SHARED RESPONSIBILITY
We hope that your child will come to our site each day appropriately dressed for the weather and daily activities. For safety and fun, please see to it that your child wears shoes with rubber soles.
We incorporate our values of caring, honesty, respect and responsibility in all Y programs. Please help us by encouraging your child to help put away games, toys, supplies and equipment before leaving each day.

We reserve the right to end your child's enrollment for the following reasons:

If you pick up your child after the program closes on three consecutive days
If there are repeated occurrences of absences without notification
If there are disciplinary problems with your child that put other children at risk physically and/or emotionally
Parent/Guardian is abusive or threatening to staff or program participants

OUR FEES

Fees
Depending on the school district, site location and type of program (Grant-funded or Fee-based) fees may or may not apply. Please work directly with your program staff to review fees and eligibility.
For Grant-Funded Programs, qualifying students will not be turned away from the program because of an inability to pay the fee. Please see the After School Director to discuss individual special circumstances.

Refunds
All fees are charged on the basis of enrollment, not attendance. Refunds/prorates cannot be granted for absences due to illness or vacation. When you enroll, you are reserving time, space, staffing and provisions, whether or not your child attends. Refunds will be given for overpayment of fees or for fees you've paid in advance of a two-week program cancellation notice by the Y. Refunds will not be given if your child is suspended or terminated from the program or during the suspension period from the school.

Cancellations
We must have a minimum number of participants to operate our program and reserve the right to cancel any program due to low enrollment. To avoid cancellations, we will make every effort to accommodate parents wishing to enroll their child and may combine programs that are not full. If we cancel a program, we will contact you at least two weeks in advance to inform you. If no alternative can be arranged, we will fully refund your registration and monthly fee or you may choose to credit your registration and monthly fee toward another YMCA program.

Terms of Agreement
If you want to cancel your child's enrollment or change your child's scheduled attendance, please submit written notification using our change and cancellation forms at least two weeks in advance. You can get the forms at your site.

You are bound to the terms of the admissions agreement until we receive (in our YMCA After School program main office) written notification of any scheduling changes, including withdrawal from the program. This written notice must be received a minimum of 2 weeks in advance of the desired change. The After School Directors will have change and cancellation forms for your use.

The YMCA After School program does not offer drop-in services.

HEALTH AND SAFETY

Illness
Be sure to call us or leave a voice mail message if your child is ill and will be absent from our program that day. For
the health and well-being of all our children and our staff, please do not allow your child to attend our program if he or she becomes ill during the regular school day. If your child becomes ill during our program hours, we will call you or an authorized person to pick up your child within one hour.

Communicable Diseases
If we notice a contagious illness affecting children in our site, we will notify you immediately and encourage you to consult your family doctor. We report major outbreaks to our local health authorities. If your child is absent due to a contagious illness or communicable disease, he or she can return to our program with a signed doctor's note indicating that your child is no longer contagious and is ready to return to activities.

Lice
In the event that your child has lice while at the after school program, we will refer to your school district policy. For more information, please speak with your After School Site Director.

Medication
If your child needs medication during our program, we can only administer medication prescribed by a doctor and in its originally labeled and dated packaging. If your child needs medication, be sure to complete the Medication Disbursement Authorization section on the Health History form authorizing us to administer medication and give it, with the medicine, to your After School Director or After School program teacher. For your child's health and safety, children cannot administer their own medicines.

Accidents
We want to ensure a safe environment for your child; however, accidents sometimes happen. We have staff certified in First Aid and CPR on site at all times. For minor things such as scraped knees, a bump or scratch, we will treat the incident and record it in our injury log. You will be notified about the minor injury and the type of medical attention that was given. In case of a serious medical or dental emergency, we will first call 911 for medical assistance, then notify you. If we cannot reach you, we will notify the person designated on your emergency form.

Child Abuse Prevention (Insert NEW statement)

OUR COMMITMENT TO YOUTH SAFETY

Protecting the youth in our programs is our top priority. We maintain rigorous procedures and policies related to hiring, training and supervising staff, and caring for children of all ages. Parents/guardians are essential to this shared commitment, and we invite you to review our written standards and to engage with us in the care and development of your children. If you observe/learn of inappropriate behaviors and/or policy violations by YMCA staff, volunteers, or other adults in Y program spaces, please report your observations immediately to a YMCA director or our Chief Operating Officer. An option for anonymous reporting is also available online.