Gripes and Grievances
Not that you’ll ever have any :) but if you do please
respect the following protocol:
If you have any questions or concerns please speak to the
teachers or administrators as the situation dictates. If the
situation is not resolved to your satisfaction you may discuss
the issue with a board member or request that the issue be
discussed at a monthly board meeting. All concerns will be
heard, addressed and resolved, in keeping with the mandates as
set out by our governing agencies.
If a board member is approached by a parent regarding a
staff or programming complaint, the following procedure will be
- The board member will suggest that the parent speak
directly with the Centre Director.
- Or at the parent’s request, the board member will offer
to speak with the Director on the parent’s behalf.
- Failing these options, the board member will bring the
issue to the attention of the board at the parent’s
As it in everyone’s best interest to maintain harmony and
good-will in the Centre, the Board of Directors reserves the
right to ask a family to withdraw from the Centre should a
parent’s behaviour be threatening or continually challenging
to the staff, children or program.
When children arrive for the day, staff will ensure that the
child is able to attend the program and is free from any
illness or communicable disease. If the child shows symptoms of
illness, the staff will refer to the Medical Policy and ask the
parents to take the child home until the symptoms have
In order to allow time for your child to settle into the
program and to maintain the continuity and smooth operation of
the planned activities, please bring your child in by 9:30 a.m.
Arrival after 11:30 is strongly discouraged as
a transition directly to lunch and sleep time is extremely
difficult for the children.
If your child has an appointment
through the day or will be absent for the day please notify the
teachers as soon as possible. This allows the cook to obtain
a more accurate count for lunches and snacks and assists us in
planning our staffing needs.
The spaces at the front of the building are for short-term
parent drop-off and pick-up. The “reserved” spots at the
side of the lot are paid for by the staff and therefore should
be available for their use. Due to the limited number of parent
spaces, we ask that everyone be patience.
Do not park in the parking space for individuals with
disabilities unless permitted to do so or you can expect to be
ticketed by the Guelph police.
Clothing, Diapers and
Please ensure an extra set of clothing is available for your
child each day - creative experiences, outdoor play, mealtimes
- can all result in the need for a change of clothing. Extra
pants, shirts, underwear, socks should be kept in your child's
cubby. For outside play provide a sweater, splash pants, snow
pants, mittens, hat, as weather dictates. If in doubt, provide
it all and we will dress your child accordingly. And remember:
label, label, label!!
To help keep the Centre clean and dry, each child should
have a pair of indoor and outdoor footwear. Slippers, sandals
or shoes are welcome for inside. For outside play; shoes, rain
boots or winter boots are recommended. We discourage the use of
sandals outside as the children can trip more easily.
There is storage space in the classrooms for bags of diapers
and your child's creams and change pads. If your child is low
on diapers, creams, etc. a note will be placed on your child's
cubby indicating it is time to stock up. As we are not
permitted to rinse or launder dirty or soiled clothing due to
Ministry regulations, such items will be bagged and placed in
your child's cubby to be taken home and laundered.
You are welcome to leave a special sleep toy and/or blanket
in your child's cubby for sleep time. At times children may
bring a home toy to ease with transition and to share with
others. Please note that staff are not responsible for missing
toys. The Centre does not permit offensive or violent toys at
Lunch, morning and afternoon snacks are provided by the
Centre. Menus are set in accordance with the Canada Food Guide.
Our menu is reviewed annually at the time of licensing.
We do have some children with severe allergies and enforce a
Centre policy that no outside food can be brought into the
Centre. The exception to this is if your child has special
dietary needs and is not able to eat what is on our menu. In
this case, you should arrange with the cook or program staff to
bring the food in with a complete ingredient list. On your
child's birthday a special cupcake will be prepared in the
kitchen for his/her afternoon snack.
We are able to administer prescribed medications when:
- It is in the original container
- It is labelled with the pharmacy instructions, doctor’s
- It has not expired
- You have filled out and signed a “medication consent
Over the counter medications (e.g., Tylenol) can
only be administered when accompanied by a signed and
dated note from your doctor.
Please refer to the “Medical Policy” for information on
specific illnesses and exclusionary guidelines.
Care of a Sick / Injured
When a child becomes ill during
the course of the day, staff are required to contact the parent
to pick up their child as soon as possible. All attempts will
be made to remove the child from the program either with a
staff member, Director or Supervisor in the office or parent
lounge. Please note that the centre does not have a ‘sick
room’ for children and our best is done to accommodate any
sick children while keeping in mind the health and safety of
the rest of the children.
For minor medical accidents i.e.
scraps, cuts, and bumps, staff will provide the appropriate
first aid and an accident form will be filled out. The
parents will not be called unless the staff feel the injury
requires non-emergency medical attention. If a child does
require immediate medical attention due to injury or illness,
the staff will call 911 and the child will be transported to
the hospital accompanied by a staff member. The parents will
be notified by staff or management regarding the situation.
If your child has a life –
threatening allergy/illness please advise management and fill
out the necessary forms and provide any medication needed.
We are required by the Day Nursery Act to have two outdoor
play times - morning and afternoon. The exceptions to this are
for the infants and in the event of severe weather. The infants
are outside at least once a day and possibly a second depending
on their schedules.
We do not go out when:
Winter cut-off (including wind chill)
- Colder than -14 degrees C. Teachers will use their
discretion to assess the conditions of sidewalks and
road. Wind gusts should not exceed 40 km/hour.
- Colder than –14 degrees C. Temperatures between –15
and –20 degrees C. – teachers will use their
discretion regarding the length of time outside, wind
gusts, sunshine and how the children are able to
- Preschool - SK
- Colder than -17 degrees C. Temperatures between -18 and
-20 degrees C.
- - teachers will use their discretion with the same
criteria as the Toddler group.
Summer cut-off (including humidex)
- Hotter than +25 degrees C. when on a walk. However, if
the temperature readings are between +25 and +28 degrees
C. teachers will use their discretion when using the
playground (seek shade, offer water and water play and
limit time outdoors).
- Older Groups
- Hotter than +32 degrees C. (during the hotter months
please ensure that you have water ready to go out with
you). However, if the temperature readings are between
+32 and +35 degrees C, teachers will use their discretion
(limit time outdoors, seek shade, offer water and water
play, squirt bottles, etc.).
We also exercise caution when the air quality is poor. All
children will remain indoors when the air quality index is
The use of sunscreen is encouraged throughout the year as
the weather dictates. Please apply it to your child in the
morning and the teachers will apply it in the afternoon (as
long as you have signed the permission form in the room). A
bottle of sunscreen can be labeled and kept at the Centre.
Please check the expiry dates on the sunscreen.
See also Inclement Weather / Snow Day
Policy and Procedures.
Payment of Fees
Parents will receive an invoice in their mailbox at the end
of the month indicating fees due for the following month.
Payments are due in full on the first Friday of each month. For
example, at the end of September you would receive an invoice
for October fees with payment due the first Friday in October.
No refund is made for statutory holidays, absences due to
holidays, illness or for any other reason. One receipt for
child care expenses is issued at the end of each fiscal year.
Payment can be made by cheque or money order to “CCCCG”.
A locked “fee drop box” is located on top of the mailboxes.
Please do not give payments directly to the staff.
Parents who are eligible for provincial fee subsidies should
speak with the Director for policy specifics.
Other Fees, Fines and Penalties
$200.00 payable upon acceptance of a space (per child).
Refunded at time of withdrawal provided that two months written
notice of withdrawal is received and your account is paid in
full. ($20.00 per key is deducted in the event your security
key is not returned.)
A $2.00 fee required for our co-operative
status payable upon acceptance of a space (per family).
Late Payment Fee
$25.00 if monthly fee payment is not received
by 5:30 on the due date.
Late Pick-up Fine
The Centre closes at 5:30 and all children
should be dressed and off the premises by that time. If late,
you will be asked to sign the late fine book by a staff member.
The charge is $5.00 for the first minute, and $1.00 for each
subsequent minute. If in disagreement, please speak with the
Director; the teachers are simply doing their job
$20.00 fine for any cheque returned marked
“not sufficient funds”.
Missed Meeting Fines
As a member of the co-operative, attendance
by one parent at parent meetings is required. The fine for
absence is $20.00 or $10.00 with regrets. If 3 meetings are
missed within 1 year, the fine will be $50.00 and you may be
asked to leave the centre.
Parent Involvement Fine
$100.00 for the first term, $200.00 for the
second term and $300.00 for the third consecutive term missed.
The family must complete 3 consecutive terms before the fine is
lower to $100.00.
Child Care During Meetings
childcare is available at the Centre for the
duration of a parent meeting at a cost of $5.00 per child.
Parents must sign up prior to the meeting.
Withdrawal / Changes to Scheduled Attendance
Parents are required to give two months written notice of
withdrawal. If notice is received and your account is paid in
full, your $200.00 deposit will be refunded on your child's
last day. In the event that your security key is not returned
$20.00 (per key) will be deducted from your deposit refund.
Please note that two months written notice is also required
in the case of requests for changes to your child’s scheduled
attendance. That is, if you wish to switch from full-time to
part-time care or the reverse, this notice period is
What You Can Expect From Us
Our primary goal is to provide the safest, happiest, and
developmentally appropriate environment for your child. All
activities are planned based on sound theories of early
childhood education. Outside each room is a bulleting board
listing the daily schedule, activities that have been planned,
what actually happened (‘cause it doesn’t always go as
planned!), eating and sleeping info, and any other pertinent
information. Each room also has a memo board for daily
reminders, staff shifts, etc. Monthly programming calendars are
also made available to you as well as white boards outside each
classroom where you will find important reminders and notes.
Communication between parents and staff is key to a
successful child care arrangement. Recognizing that drop off
and pick up times can be busy times of the day and therefore
not always a good opportunity to discuss your child, you are
always welcome to request one on one time with staff. Upon such
a request a mutually convenient time can be set up to meet.
Part of our role is to be available to you as a resource ...
don’t hesitate to ask lots and comment lots. We are thrilled
to have you join the Campus Child Care Co-operative of Guelph
and thank you for sharing your child with us. We will all
benefit from the journey!
Inclement Weather / Snow Day Policy and Procedures
Closure prior to the opening of the Centre
If inclement or severe weather occurs prior to the opening
of the centre, the Snow Day Committee will make a collective
decision based on the specific criteria outlined below. Once
a decision has been made to close the centre, staff will
proceed to follow the staff tree to inform all staff members of
the closure. Management will also change the voice messages
at the centre and announcements will be made on the local radio
station Magic FM 106.1 as soon as possible. The
responsibility lies with the parents to either call into the
centre for updates or listen to the local radio station.
Closure of the centre during normal operating hours
If the centre is open and weather conditions quickly
deteriorate, the staff and management will ask parents to wait
at the centre until we can ensure that proper ratios are in
effect prior to the parents leaving. Management will continue
to monitor and assess the conditions and take into account the
safety of staff and families in returning home. In the event
that Management determines that the centre must close during
normal hours of operation, parents will be called and required
to pick up their children as soon as possible.
Please be aware that if the centre is closed or should close
prior to regular closing hours, there will be no reimbursement
or credit of childcare fees.
Criteria Used to Determine a Closure
- The Upper Grand District School Board is closed
- No City of Guelph buses in operation
- Staff unable to make a safe drive to work
- No power or water at the centre
Important Numbers to Remember
- Director’s Office – 519-826-6927
- Main Office – 519-822-1280
- Radio Station 106.1 Magic FM – 519-824-7000
Criminal Reference Check Policy
Implemented July 8, 2005
Effective March 1, 1995, all agencies funded or licensed by
the Ministry of Community, Family and Children’s Services
providing direct service to children, including Child Care are
required to have criminal reference check policies and
procedures in place.
Campus Child Care Co-operative of Guelph requires that all
applicants (for positions who have direct contact with the
children, including but not limited to employees (Early
Childhood Educators, cooks, Teachers Assistants) participating
parents, students and volunteers must undergo a criminal
reference check. Staff that started their employment prior to
March 1, 1995 are not required to have a Criminal Reference
Check on file.
- The applicant, when a resident of the City of Guelph,
must attend the office of the City of Guelph Police Service
to complete the application for Police Records Check
form. Any payment required will be the responsibility of
- The police will conduct a record search through the
Canadian Police Information Computer system based on the
information provided on the consent form.
- The applicant will be contacted by the city of Guelph
Police Services when the Records Check is complete and
asked to arrange a time when it can be picked up. The
applicant shall then submit a copy of Police Records Check
to the Supervisor or Director. To be acceptable, a police
records check must be dated no earlier than one month prior
to the date it is submitted by the applicant.
- If there is a delay in the Police Records Check report
coming back from the police, and if for some reason the
applicant must start work before it is received, this
individual’s hiring is conditional on the receipt of the
report, and subject to current policies regarding
acceptance and exclusion of staff.
Exclusion of Applicants
Campus Child Care Co-operative of Guelph understands its
obligation to Section 5, paragraph (1) of the Ontario Human
Rights Code, which prohibits discrimination against an
individual for purposes of employment by reason of a pardoned
Criminal Code conviction or a standing conviction for a
provincial offence. This agency will not discriminate against
an individual in this situation , unless there is a bona fide
reason related explicitly to the position being applied for,
and with due consideration given to the need to accommodate
applicants where possible.
Individuals with outstanding Criminal Code convictions, five
years old or more recent, or charges pending, for certain
offences will not be accepted by this agency for a direct
service position with vulnerable clients. These offenses
include, but are not necessarily limited to, the following:
- Physical or sexual assault
- Current prohibitions or probation orders forbidding the
individual to have contact with children under that age of
- Offenses under the Child and Family Services Act relating
to abuse of children
- Outstanding convictions or charges pending for any
offense deemed violent, whether or not it involved
Individuals may be excluded from positions within this
agency as a result of other information gained during the
police records check and/or through the screening process as a
whole, or as a consequence of other factors identified through
the screening process. The applicant has the right to know
why he or she is being refused, and may appeal to the Board of
Directors for a review of the matter.
To guard the confidentiality of personal information, the
following policies will apply:
- A copy of the Criminal Reference Check will be kept in
the individual’s personnel file in a locked cabinet for
the duration of the applicant’s employment with Campus
Child Care Co-operative and only accessible by the
Administration. Information from this check will only be
used in the process of determining if an applicant is
suitable for a specific position and to meet requirements
of the Day Nurseries Act. Confidential information is
shared with Board members only if it is necessary to the
performance of the individual's essential duties.
- All copies of Police Record Checks of unsuccessful
applicants will be immediately destroyed.
- All copies of Police Record Checks for staff no longer
employed or students/volunteers whose placement has ceased
will be destroyed upon termination.
High School Students
Photocopied CRC from students coming from a recognized
institution are permitted.
Conditional job offers may be necessary during the time it
takes to obtain the CRC. Individuals that produce a receipt
for their criminal reference check may be allowed to start
their position or volunteer immediately. These individuals
will at no time be permitted to be alone with the children
until the CRC has been submitted. If within eight weeks from
the date on the criminal reference check receipt a criminal
reference check has not been submitted to the centre,
privileges will be severed until a CRC has been produced.
We will accept originals of the CRC or a photocopy. The
Director or Supervisor may take a photocopy from the original
and record on the front of the CRC “true copy of the
original” including the current date along with the signature
of the Supervisor or Director and a witnesses signature.
Volunteer Criminal Reference Checks will be considered valid
for 1 year from the date on the CRC. This means that if a
volunteer has obtained a CRC within the last year we will
consider it valid as long as we see the original. Volunteer
CRC’s will remain valid with the centre as long as the
volunteer continuously volunteers with the centre. If more
than 1 year passes since an individual has volunteered, that
individual must apply for another CRC to volunteer again.
Criminal Reference Checks from parents who wish to volunteer
will remain valid from the date on the CRC through the duration
of their time with the centre. If a parent leaves the centre
and then joins again later with a sibling a new CRC will be
* For parents who are already attending the Campus
Child Care Co-operative: If you still have the original copy
of a CRC that has been done between the time your child started
at the Child Care and now we will accept that as a valid