Afterschool Program Parent Handbook - Washington, District of ...
Afterschool Program Parent Handbook - Washington, District of ...
Afterschool Program Parent Handbook - Washington, District of ...
You also want an ePaper? Increase the reach of your titles
YUMPU automatically turns print PDFs into web optimized ePapers that Google loves.
<strong>Afterschool</strong> <strong>Program</strong>s<br />
<strong>Parent</strong>/Guardian <strong>Handbook</strong><br />
2012–2013<br />
Photo by Michael DeAngelis<br />
1200 First Street NE | W ashington, DC 20002 | T 202.442.5002 | F 202.442.9488 | dcps.dc.gov
Table <strong>of</strong> Contents<br />
A message from the <strong>Afterschool</strong> <strong>Program</strong>s Manager ................................................................................... 5<br />
Office <strong>of</strong> Out-<strong>of</strong>-School Time <strong>Program</strong>s Mission .......................................................................................... 6<br />
The <strong>Afterschool</strong> Cluster Coordinator ............................................................................................................ 6<br />
OSTP <strong>Afterschool</strong> <strong>Program</strong>ming ................................................................................................................... 7<br />
<strong>Afterschool</strong> Hours and Dates <strong>of</strong> Operation .................................................................................................. 9<br />
<strong>Afterschool</strong> Enrollment Procedures ............................................................................................................ 10<br />
Missing Enrollment Documentation Procedures (for Subsidized <strong>Program</strong>) ............................................... 10<br />
<strong>Afterschool</strong> Payment Procedures ............................................................................................................... 11<br />
Non Co-Payment Policy ............................................................................................................................... 13<br />
Dismissal and Pick-Up Procedures and Policies .......................................................................................... 14<br />
Student Policies and Procedures ................................................................................................................ 17<br />
List <strong>of</strong> OSTP-Managed <strong>Afterschool</strong> <strong>Program</strong>s ............................................................................................. 18<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 3 <strong>of</strong> 19
A message from the <strong>Afterschool</strong> <strong>Program</strong>s Manager<br />
Welcome to the DCPS Office <strong>of</strong> Out-<strong>of</strong>-School Time <strong>Program</strong>s (OSTP) afterschool program for the 2012–<br />
2013 school year!<br />
Research shows that quality afterschool programs improve children’s personal, social, and academic<br />
skills, as well as their self-esteem. According to the Harvard Education Innovation Lab, for two years<br />
(2008–2010), <strong>District</strong> <strong>of</strong> Columbia Public Schools (DCPS) elementary students who participated<br />
consistently in afterschool programs had higher math and English pr<strong>of</strong>iciency on the DC CAS. DCPS<br />
middle and high school students in afterschool programs had higher attendance, higher grade point<br />
averages, higher graduation rates, better attitudes towards learning and fewer behavior problems.<br />
What should you expect from us?<br />
<strong>Afterschool</strong> time in DCPS is more than supervised study time. Your school’s afterschool program is<br />
designed to align with the students’ work in the regular school day. DCPS teachers and aides,<br />
community and neighborhood based organizations (CBOs and NBOs) and your school’s staff work<br />
together to implement the program at your child’s school.<br />
What’s new?<br />
Your school’s needs and resources largely drive afterschool programming, so there is variety in<br />
programming <strong>of</strong>fered from school to school. However, some features should be evident in all programs<br />
that are managed by OSTP.<br />
� The Academic Power Hour leverages reading and math curricula aligned to the Common Core<br />
State Standards; supplemental curricula for science and art; and computer-based learning in<br />
addition to traditional instruction.<br />
� <strong>Program</strong>s are supported not only by an administrative aide (AA) at each school, but also by a<br />
cluster coordinator (CC) with experience in program management and youth development.<br />
Each CC will work closely with up to three schools.<br />
How can you contact us with questions or concerns?<br />
Your cluster coordinator’s contact information can be found at the bottom <strong>of</strong> the afterschool page <strong>of</strong><br />
the DCPS website (dcps.dc.gov/DCPS/afterschool). You can also contact OSTP directly by calling (202)<br />
422-5002 or emailing <strong>Afterschool</strong>.DCPS@dc.gov.<br />
We hope this guide is a helpful reference for you throughout the school year.<br />
Jennifer Nelson<br />
Manager, <strong>Afterschool</strong> <strong>Program</strong>s<br />
Office <strong>of</strong> Out-<strong>of</strong>-School Time <strong>Program</strong>s<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 5 <strong>of</strong> 19
Office <strong>of</strong> Out-<strong>of</strong>-School Time <strong>Program</strong>s Mission<br />
OSTP’s mission is to expand opportunities for positive youth development through high-quality,<br />
affordable academic, enrichment, and wellness programming outside <strong>of</strong> the traditional school day.<br />
Fun Fact:<br />
Attending the Academic<br />
Power Hour every day<br />
<strong>of</strong> the school year is<br />
equivalent to obtaining<br />
26 extra days <strong>of</strong><br />
school!<br />
The <strong>Afterschool</strong> Cluster Coordinator<br />
The <strong>Afterschool</strong> Cluster Coordinator’s (CC) job is to<br />
collaborate with all parties involved in afterschool<br />
programs—the principal, parents, students, CBOs,<br />
NBOs, teachers, teacher aides and OSTP—to enable<br />
the afterschool programs in a set <strong>of</strong> two or three<br />
schools to function efficiently, safely and with a high<br />
standard <strong>of</strong> quality. The coordinator also handles<br />
administrative tasks related to the afterschool<br />
program, including:<br />
� Enrolling students and maintaining attendance<br />
� Managing and supporting afterschool staff<br />
� Monitoring the program and reporting successes and<br />
issues<br />
� Collecting, storing, and providing OSTP with copayments<br />
to be used to enhance programming<br />
� Implementing OSTP policies<br />
� Engaging with the local community concerning<br />
afterschool needs<br />
� Attending trainings and meetings at the school and with<br />
other coordinators<br />
On a day-to-day basis, the CC receives assistance at<br />
each school from an Administrative Aide (AA) who<br />
ensures the smooth functioning <strong>of</strong> the program.<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 6 <strong>of</strong> 19<br />
Photo by Bel Perez-Gabilond
OSTP <strong>Afterschool</strong> <strong>Program</strong>ming<br />
Academic Enrichment<br />
OSTP afterschool programs include an hour<br />
focused on academics called Academic<br />
Power Hour (APH). This year, OSTP has<br />
developed a reading and a math curriculum<br />
aligned to the Common Core State<br />
Standards recently adopted by the <strong>District</strong>,<br />
along with a supplemental curriculum for<br />
science and art. Your school may also<br />
determine which academic resources and<br />
curricula best support instruction. Half <strong>of</strong><br />
the Academic Power Hour focuses on<br />
reinforcing lessons from the school day.<br />
Teachers provide homework assistance<br />
during the other 30 minutes. To support your child’s experience, please:<br />
� Ask about what s/he learned in afterschool. Ask your child how what s/he learned during the<br />
APH relates to what s/he is learning during the school day.<br />
� Provide time and space for him/her to complete homework at home. Understand that since the<br />
Academic Power Hour combines time for homework and for targeted instruction, your child<br />
likely will need additional time at home to complete his/her homework.<br />
� Review the homework that was completed in afterschool so you know what your child is<br />
working on.<br />
“The students are learning in a controlled environment with<br />
adequate supervision and we are already seeing results in the<br />
classroom on a daily basis, both behaviorally and academically.”<br />
Enrichment<br />
DCPS staff members, along with CBOs, provide enrichment<br />
activities for students after the Academic Power Hour. Activities<br />
vary by school and may include science, arts and crafts, music,<br />
dance, theater and more. Please talk to the administrative aide<br />
or cluster coordinator from your child’s school to learn about<br />
the program <strong>of</strong>ferings at your child’s school.<br />
Photo by Michael DeAngelis<br />
—An <strong>Afterschool</strong> Coordinator<br />
Photo by Michael DeAngelis<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 7 <strong>of</strong> 19
Wellness<br />
DCPS staff, as well as CBOs, will also provide wellness activities. While specific programming varies by<br />
school, activities range from structured athletic events to free play in the gym or outdoors, to programs<br />
that promote healthy eating and lifestyles. Contact your school’s administrative aide or cluster<br />
coordinator for more information.<br />
Special Events<br />
The afterschool program staff or the CBOs and NBOs that are involved at a particular school may<br />
sponsor special events during the year. Please contact your cluster coordinator for more information on<br />
dates/times for these events. <strong>Parent</strong> participation in special events is encouraged and we hope you will<br />
take part!<br />
Supper or Snack <strong>Program</strong><br />
DCPS will provide a nutritious supper or snack for every afterschool student each day that afterschool is<br />
in session. Your child school’s administrative aide will make the supper menu available each month so<br />
that you know what your child will be eating. This meal will be provided at no additional cost to your<br />
family. If your child has any special dietary needs, please request a form that will be used to notify the<br />
cafeteria manager at your school.<br />
DCPS Athletic <strong>Program</strong><br />
The Department <strong>of</strong> Athletics provides a comprehensive Interscholastic Athletic <strong>Program</strong> for DCPS.<br />
Students in grades 6–12 who meet the athletic eligibility requirements are able to participate. In grades<br />
4–5, schools <strong>of</strong>ten <strong>of</strong>fer sports clubs that compete against other schools. See your cluster coordinator<br />
and/or athletic director to learn more details.<br />
Other Beneficial <strong>Program</strong>ming<br />
<strong>Afterschool</strong> program participants also perform community service, go on field trips, and enjoy other<br />
meaningful activities. Your administrative aide or cluster coordinator will provide details about<br />
opportunities planned for your child.<br />
“Students participated in making baskets for the homeless this year.<br />
Through this activity, they perceived the importance <strong>of</strong> developing a<br />
broader sense <strong>of</strong> community, and the ability to work as a community to<br />
support others within and outside <strong>of</strong> the surrounding neighborhood.”<br />
—An <strong>Afterschool</strong> Coordinator<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 8 <strong>of</strong> 19
<strong>Afterschool</strong> Hours and Dates <strong>of</strong> Operation<br />
<strong>Afterschool</strong> program days and hours <strong>of</strong> operation are Monday through Friday, from 3:30–6:00 p.m.<br />
unless otherwise specified by the school. During school year 2012–2013, the program runs from August<br />
27, 2012 through June 19, 2013, except for the days listed below.<br />
There is no afterschool programming on half days, holidays, parent-teacher conference days, canceled<br />
days (such as days with inclement weather/”snow days”) or pr<strong>of</strong>essional development days as well as<br />
November 21 and December 21, 2012. Therefore, the OSTP afterschool program is not scheduled to<br />
occur on the following dates, which are subject to change:<br />
Monday, September 3:<br />
Labor Day<br />
Monday, October 8:<br />
Columbus Day<br />
Friday, October 19:<br />
Pr<strong>of</strong>essional Development<br />
Monday, October 22:<br />
<strong>Parent</strong> Conference Day<br />
Friday, November 2:<br />
Records Day<br />
Monday, November 12:<br />
Veterans Day<br />
Wednesday, November 21:<br />
Day before Thanksgiving<br />
Thursday, November<br />
22/Friday, November 23:<br />
Thanksgiving Break<br />
Friday, December 14:<br />
Pr<strong>of</strong>essional Development<br />
Friday, December 21:<br />
Day before Winter Break<br />
December 24–January 4:<br />
Winter Break<br />
Monday, January 21:<br />
Martin Luther King Jr. Day<br />
Friday, January 25:<br />
Records Day<br />
Friday, February 15:<br />
Pr<strong>of</strong>essional Development<br />
Monday, February 18:<br />
Presidents’ Day<br />
Monday, February 25:<br />
<strong>Parent</strong> Conference Day<br />
Friday, March 29:<br />
Records Day<br />
April 1-April 5:<br />
Spring Break<br />
Monday, April 15:<br />
Pr<strong>of</strong>essional Development<br />
Tuesday, April 16:<br />
Emancipation Day (observed)<br />
Monday, May 27:<br />
Memorial Day<br />
Monday, June 3:<br />
<strong>Parent</strong> Conference Day<br />
Thursday, June 20:<br />
Last Day <strong>of</strong> School, Dismissal<br />
at 12:15 p.m.<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 9 <strong>of</strong> 19
<strong>Afterschool</strong> Enrollment Procedures<br />
The OSTP afterschool program generally serves students in Grades PS–8. <strong>Afterschool</strong> programs are<br />
open to DCPS-enrolled students who want to participate and who are able to do so safely and<br />
responsibly, as long as there is space available. Space availability is determined on a first-come firstserved<br />
basis dependent on staff-to-student classroom capacity.<br />
Enrolling My Child In An OSTP <strong>Afterschool</strong> <strong>Program</strong><br />
<strong>Parent</strong>s/guardians must complete an enrollment application. Only if applying for a free or reduced rate<br />
(also known as subsidized programming or subsidy), the parents/guardians must also provide:<br />
� Pro<strong>of</strong> <strong>of</strong> relationship to the child(ren)<br />
� Pro<strong>of</strong> <strong>of</strong> DC residency*<br />
� Pro<strong>of</strong> <strong>of</strong> income in order to be considered for the subsidy*<br />
* Items used to prove DC residency and income must be dated within 30 days <strong>of</strong> application to the<br />
afterschool program.<br />
The CC will review your completed enrollment packet and accompanying documentation with you to<br />
confirm that all documentation is in order. S/he will determine your eligibility for the program and<br />
calculate your daily co-payment, if applicable. S/he will also help you complete all co-payment<br />
information in the enrollment packet.<br />
You are responsible for completing the enrollment packet, providing the corresponding documents and<br />
agreeing to the necessary co-payment prior to your child/children attending the program. Students will<br />
not be considered fully enrolled in OSTP’s afterschool program until ALL enrollment documents have<br />
been submitted and approved by the cluster coordinator.<br />
Missing Enrollment Documentation Procedures (for Subsidized <strong>Program</strong>)<br />
DCPS receives a federal grant from the Office <strong>of</strong> the State Superintendent <strong>of</strong> Education (OSSE) in order<br />
to allow eligible students to participate in the OSTP afterschool program at a reduced co-payment rate.<br />
Families must complete all parts <strong>of</strong> the enrollment application and submit additional documentation<br />
beyond the standard application to qualify for this subsidy. This is consistent with prior school years.<br />
OSTP completes internal auditing to determine if documentation is missing from the files <strong>of</strong> subsidyeligible<br />
students and to hold staff and families accountable for submitting any missing information.<br />
Missing documentation will result in students being charged the full standard rate <strong>of</strong> $10.00 per day.<br />
Steps taken if subsidy documentation is missing:<br />
1. Notification <strong>of</strong> Missing Documentation Sent Home via Backpack (the day school is audited)<br />
Family is sent notification describing in detail the missing documentation/action, which gives<br />
them 10 business days to correct the issue, or they will be charged standard rate <strong>of</strong> $10.00 per<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 10 <strong>of</strong> 19
day going forward. No student would be removed from the program for incomplete<br />
information.<br />
2. Notice <strong>of</strong> <strong>Afterschool</strong> Rate Change Sent Home via Backpack (10 days after audit)<br />
If documents are not received within 10 business days <strong>of</strong> the school’s audit, the family will be<br />
sent confirmation that their child’s co-payment rate has increased to the standard payer rate <strong>of</strong><br />
$10.00 per day. The student’s rate will be reset to the subsidized rate immediately upon receipt<br />
<strong>of</strong> the missing documentation.<br />
After this rate change is processed, families will be charged the standard payer rate <strong>of</strong> $10.00 per day on<br />
all future invoices. Failure to pay any applicable fees on time and in full will result in student’s removal<br />
from the afterschool program (see “Non Co-Payment Policy” on page 11 for more details).<br />
<strong>Afterschool</strong> Payment Procedures<br />
Payment Types<br />
Families may apply for free or reduced OSSE-subsidized programming if the family’s adjusted gross<br />
income falls within the established range on the sliding fee scale for the family’s size. All applicants<br />
must be income eligible to receive the reduced rate. If you have questions, contact your school’s CC or<br />
OSTP at 202-442-5002.<br />
Families may also opt to pay the standard fee. A standard-paying family is one that exceeds OSSE’s<br />
specified income limit or simply chooses this option, which does not require the submission <strong>of</strong> pro<strong>of</strong> <strong>of</strong><br />
residency, pro<strong>of</strong> <strong>of</strong> income or pro<strong>of</strong> <strong>of</strong> relationship. (Standard-paying families are required only to<br />
submit the <strong>Afterschool</strong> <strong>Program</strong> enrollment application.) Each family paying the standard rate will be<br />
assessed a fee <strong>of</strong> $10.00 per day for the first child enrolled. There is a discount for standard-paying<br />
families with more than one child enrolled in an OSTP-managed afterschool program. The second child<br />
will be assessed at the rate <strong>of</strong> $7.40. Any additional children will be admitted free <strong>of</strong> charge.<br />
Middle School Students and Athletes<br />
Do middle school students have to pay?<br />
Yes, families <strong>of</strong> middle school students will be required to pay. The amount (if any) is based on each<br />
family’s income and family size and can range from zero to $10.00 per day.<br />
Do middle school athletes have to pay?<br />
Athletes will not be required to pay during the season in which they play a sport. If these students<br />
decide to participate in afterschool programming during the <strong>of</strong>f-season, they will be assessed the<br />
appropriate fee.<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 11 <strong>of</strong> 19
Co-Payment Overview: Payment Requirements<br />
In order for your child to participate in the OSTP afterschool program, you need to make monthly<br />
payments prior to the start <strong>of</strong> each month. Money orders, certified checks and cashier’s checks made<br />
payable to DC Treasurer are accepted. Below is the payment schedule:<br />
Co-pay Payment Schedule<br />
Month Date Due Days <strong>of</strong> <strong>Program</strong>ming<br />
September No payment required 19<br />
October September 28 20<br />
November October 31 17<br />
December November 30 13<br />
January December 21 17<br />
February January 31 17<br />
March February 28 20<br />
April March 28 15<br />
May April 30 22<br />
June May 31 12<br />
A monthly invoice will be sent to the parent/guardian indicating the amount due for the coming month.<br />
It is the parent/guardian’s responsibility to make monthly payments. If the full amount is not paid by<br />
the due date, you will not be charged a late fee, but failure to pay in a timely manner will result in the<br />
temporary removal <strong>of</strong> your child(ren) from the afterschool program until payment is submitted.<br />
Furthermore, parents/guardians with an outstanding balance on their account at the end <strong>of</strong> the year are<br />
not eligible to participate in the afterschool program for the following school year until payment is<br />
satisfied.<br />
The afterschool program is not a “drop-in” service. Enrollment in the afterschool program is based on a<br />
five-day schedule with the exception <strong>of</strong> half-days and school holidays. However, if a parent/guardian<br />
provides notice at the time <strong>of</strong> enrollment that the child(ren) will attend the program on a set schedule<br />
(for example, three days a week instead <strong>of</strong> five) this will be noted and reflected on your account. No<br />
refunds are possible once co-payment has been made. This is true even if a child withdraws from the<br />
program or school and days, weeks or months <strong>of</strong> programming have already been paid.<br />
If a family’s financial circumstances change in any way, please contact your CC to re-calculate your copayment.<br />
This will require new pro<strong>of</strong> <strong>of</strong> income, as when the child(ren) first enrolled. Families are<br />
encouraged to notify the coordinator <strong>of</strong> a significant change in financial status within three days so that<br />
new calculations can be made right away.<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 12 <strong>of</strong> 19
Non Co-Payment Policy<br />
As a condition <strong>of</strong> participating in afterschool programs operated by OSTP, families must pay a co-pay fee<br />
unless they are eligible for a full subsidy provided by OSSE. This is consistent with prior years.<br />
OSTP is distributing these procedures to ensure that all sites collect co-pay fees and that the<br />
consequences for non-payment are clear, consistent, and known. OSTP will be closely monitoring the<br />
payment <strong>of</strong> these fees and will hold families accountable to submit their monthly payments (if<br />
applicable) on time and in full. Delinquent payments will result in a student’s removal from the<br />
afterschool program.<br />
Steps taken prior to payment deadline:<br />
1. <strong>Afterschool</strong> Enrollment Application<br />
<strong>Parent</strong>s are required to complete all parts <strong>of</strong> the enrollment application. The <strong>Afterschool</strong><br />
Payment Requirements form specifically requires parents to initial beside the following<br />
statement: “I understand that delinquency in payment may result in removal <strong>of</strong> my child(ren)<br />
from the program or denial <strong>of</strong> afterschool program participation in a future year.”<br />
2. Invoice<br />
<strong>Parent</strong>s responsible for making payments receive a monthly invoice outlining the process for<br />
payment and payment due date. This invoice is mailed to the address provided during the<br />
afterschool enrollment process.<br />
3. Robo-Call<br />
Two days before monthly payments are due parents/guardians receive a robo-call reminding<br />
them about the upcoming payment deadline.<br />
Steps taken if payment is not received on time:<br />
1. Warning Letter Sent Home with Student via Backpack (2 business days after deadline)<br />
If payment is not received within two (2) business days after the monthly due date, a warning<br />
letter will be sent home by the coordinator/administrative aide with the student that day.<br />
Families will be informed in this letter that if payment is not received within three (3) business<br />
days (one week after the initial due date) the student(s) will be suspended from programming<br />
until the payment is made.<br />
2. Follow-Up Call or In-person Conversation (4 business days after deadline)<br />
If payment is not received within four (4) business days after the monthly due date, the CC/AA<br />
will make a follow-up call to the family to confirm receipt <strong>of</strong> the warning letter and to remind<br />
them that if payment is not made by the end <strong>of</strong> the 5 business day grace period, their child will<br />
no longer be allowed to participate in the program until payment is received.<br />
3. Letter Confirming Removal from <strong>Program</strong> (5 business days after deadline)<br />
A removal letter will be sent home with the student if payment is not received by 6:00 p.m. on<br />
the final day <strong>of</strong> the 5 business day grace period. This letter will inform the family that the child<br />
will no longer be allowed to participate in the program until payment is received. Participation<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 13 <strong>of</strong> 19
can resume immediately upon receipt <strong>of</strong> full payment. A copy <strong>of</strong> the parent/guardian’s signed<br />
afterschool enrollment form will also be included with this letter.<br />
4. Student will be referred to the DC Child and Family Services Agency (CFSA) if the student is left<br />
in afterschool unattended after removal from program (6 or more business days after<br />
deadline).<br />
Once a student is removed from afterschool programming, the following steps will be<br />
implemented in the event that the student is left at the school after school dismissal:<br />
� The student will remain in the main <strong>of</strong>fice once school is dismissed (beginning at 3:15 p.m.).<br />
� <strong>Afterschool</strong> staff will call the parent/guardian after dismissal to request immediate pick up<br />
from school (at or prior to 3:30 p.m.).<br />
� If the student is not picked up within 30 minutes, a second call will be made to the<br />
parent/guardian and emergency contacts on the student’s afterschool enrollment form (at<br />
or prior to 4:00 p.m.).<br />
� If a student is not picked up within an hour <strong>of</strong> the first call, CFSA will be contacted and asked<br />
to take custody <strong>of</strong> the student (at or prior to 4:30 p.m.).<br />
Dismissal and Pick-Up Procedures and Policies<br />
Student Dismissal Procedures<br />
1. Students must be picked up or walk home by 6:00 p.m. each day (unless otherwise specified by the<br />
school). A student may be picked up by any <strong>of</strong> the people listed on the first page <strong>of</strong> the OSTP<br />
<strong>Afterschool</strong> Enrollment Application or a signed copy <strong>of</strong> the Addition/Revision Form (please see your<br />
CC or AA for this form).<br />
2. A student may be picked up by another person if and only if the parent/guardian has sent written<br />
authorization for that other adult to pick up the student, and the AA or CC (or another adult in<br />
charge <strong>of</strong> afterschool programming at the school) has called to confirm receipt <strong>of</strong> the written<br />
authorization. The written authorization should be retained in the student’s afterschool program<br />
file.<br />
3. A student may walk home alone if the parent/guardian has noted on the first page <strong>of</strong> the OSTP<br />
<strong>Afterschool</strong> Enrollment Application that this is acceptable.<br />
4. A student may walk home alone earlier than the time stated on the first page <strong>of</strong> the OSTP<br />
<strong>Afterschool</strong> Enrollment Application if and only if the student’s parent/guardian has signed and given<br />
to the cluster coordinator or administrative aide a written authorization expressing his/her desire to<br />
have his/her student leave at the earlier time. The written authorization should be retained in the<br />
student’s afterschool program file.<br />
Any and all written authorizations updating the people who may pick up a student and/or the time at<br />
which a student walks home should be retained in the student’s afterschool program file.<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 14 <strong>of</strong> 19
Steps taken if a parent/guardian does NOT pick up their child:<br />
1. If a student is not picked up by the end <strong>of</strong> the program, the cluster coordinator or administrative<br />
aide will call every phone number listed in the child’s enrollment application to locate an adult who<br />
can pick up the student.<br />
2. In the event that the student’s parent, guardian or emergency contact(s) cannot be reached after<br />
sixty or more minutes after the end <strong>of</strong> programming, the coordinator will call Child and Family<br />
Service Agency (CFSA) at 202-671-7233.<br />
3. If the parent, guardian or other approved adult arrives prior to the CFSA representative, CFSA will be<br />
contacted again to report the update.<br />
4. The cluster coordinator or administrative aide will stay with the student until a CFSA representative<br />
has arrived, has gathered all necessary information and has left the building with the student.<br />
5. The student may not return to the afterschool program until the cluster coordinator and/or the<br />
principal has spoken with the parent, guardian or case worker and all parties have agreed to a plan<br />
by which the student will be picked up on time.<br />
Late Pick-Up Policy<br />
While DCPS understands occasional tardiness may be inevitable, regular extended late pickups cannot<br />
be tolerated. Therefore, afterschool program participation will be terminated for students whose<br />
parents/guardians are more than 60 minutes late picking up their students on more than three (3)<br />
occasions.<br />
� On the first two occurrences, the cluster coordinator or administrative aide will issue a standard<br />
written notice to the parent/guardian, identifying the first and second late-pick up dates.<br />
� On the third occurrence, the cluster coordinator or administrative aide will issue the standard<br />
written notice to the parent/guardian indicating that afterschool program participation has<br />
been terminated for that child(ren).<br />
In the event that the student(s) return to the program after the dismissal notice has been issued, the<br />
cluster coordinator or administrative aide will attempt to contact the parent/guardian <strong>of</strong> the student. If<br />
the parent/guardian does not arrive to pick up the student(s) within an hour <strong>of</strong> the coordinator’s<br />
initial attempt to reach them, the cluster coordinator or administrative aide will call Child and Family<br />
Service Agency (CFSA) at 202-671-7233 to retrieve the student(s) from the afterschool program site.<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 15 <strong>of</strong> 19
Supporting Your Child<br />
Your involvement with your child’s school<br />
and afterschool programming is critical for<br />
his/her success. You should receive regular<br />
updates from your cluster coordinator or<br />
administrative aide; please use these<br />
updates as a way to engage with both your<br />
school and your child. Your support at<br />
school—giving your afterschool leaders<br />
feedback, <strong>of</strong>fering to volunteer in the<br />
school—will bolster program quality. In<br />
addition, your support at home—working<br />
with your child on academic skills,<br />
homework and behavior—will enhance<br />
your child’s afterschool experience and will<br />
increase his/her success in school. We<br />
particularly encourage parents/guardians to have students participate in the first full hour so they can<br />
receive the maximum benefit from the Academic Power Hour. Thank you for your involvement!<br />
<strong>Parent</strong> Satisfaction and Communication<br />
If you have a question, concern or an idea for the program, contact your cluster coordinator. His or her<br />
schedule should be available at your site so you will know on which days and times each week you can<br />
meet in person. If you have problems or questions related to afterschool overall, please contact the<br />
OSTP at (202) 442-5002. Your voice matters! Open communication with your afterschool program<br />
leaders helps the program run well, so please keep in touch!<br />
<strong>Parent</strong> Survey<br />
Once a year, you will receive a parent survey on the afterschool program. Your opinions matter to us<br />
and help us shape programming for the year to come. Your cluster coordinator will have more<br />
information.<br />
Current Contact Information<br />
Photo by Bel Perez-Gabilondo<br />
Your child’s safety is important to us. Updated contact information is essential to ensure your child’s<br />
safety in case <strong>of</strong> an emergency and to keep you updated on your child’s progress. If your contact<br />
information changes throughout the school year, please inform your cluster coordinator or<br />
administrative aide. <strong>Parent</strong>s are urged to inform the afterschool program <strong>of</strong> any changes within three<br />
days following the change.<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 16 <strong>of</strong> 19
“We have a big test in social studies tomorrow about the explorers. We’re<br />
working on our study guides. I think I’m ready for the test now!”<br />
-A 4 th grade student interviewed during the Academic Power Hour at Francis-Stevens<br />
Education Campus<br />
Student Policies and Procedures<br />
Rules in the <strong>Afterschool</strong> <strong>Program</strong><br />
All DCPS-level and school-wide rules apply during afterschool programming as in the regular school day.<br />
All students are expected to meet behavioral standards. The discipline procedures and consequences<br />
detailed in the DCPS OSTP Guidance for the Student Discipline Policy, Chapter 25 <strong>of</strong> the <strong>District</strong> <strong>of</strong><br />
Columbia Municipal Regulations (DCMR) apply during the afterschool program. These are available in<br />
detail on the DCPS website: dcps.dc.gov/DCPS/afterschool.<br />
Attendance<br />
Attendance records are maintained for every day<br />
<strong>of</strong> afterschool programming. During pick-up, all<br />
students must be signed out by a parent/guardian<br />
or another adult approved by the parent/guardian.<br />
Students who have permission to walk home can<br />
sign out themselves. Students will benefit from<br />
afterschool only with consistent attendance,<br />
whole-hearted commitment and effort. In<br />
particular, we encourage students to stay for a<br />
whole day if they need extra support in academics.<br />
We particularly encourage parents/guardians to<br />
have students participate in the first full hour so they can receive the maximum benefit from the<br />
Academic Power Hour.<br />
Removal <strong>of</strong> Students from the <strong>Program</strong><br />
Photo by Bel Perez-Gabilondo<br />
There are generally two conditions under which students are removed from the program. First,<br />
students may be suspended or terminated from the program if they demonstrate severe behavioral<br />
issues. (Reference the OSTP Guidance for Chapter 25 mentioned above). Second, students whose<br />
families have not paid in full the applicable fees as specified in the Non Co-Payment Policy will also be<br />
removed from afterschool.<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 17 <strong>of</strong> 19
List <strong>of</strong> OSTP-Managed <strong>Afterschool</strong> <strong>Program</strong>s<br />
Elementary Schools Education Centers Middle Schools<br />
1. Aiton<br />
2. Bancr<strong>of</strong>t<br />
3. Barnard<br />
4. Beers<br />
5. Bruce-Monroe<br />
6. Burrville<br />
7. Cleveland<br />
8. Davis<br />
9. Drew<br />
10. Ferebee-Hope<br />
11. Garfield<br />
12. Garrison<br />
13. HD Cooke<br />
14. Hendley<br />
15. Houston<br />
16. Kenilworth<br />
17. Ketcham<br />
18. Kimball<br />
19. King<br />
20. Leckie<br />
21. Ludlow-Taylor<br />
22. MC Terrell-McGogney<br />
23. Maury<br />
24. Miner<br />
25. Patterson<br />
26. Payne<br />
27. Plummer<br />
28. Powell<br />
29. Randle Highlands<br />
30. Marie Reed<br />
31. Seaton<br />
32. Smothers<br />
33. Thomas<br />
34. Thomson<br />
35. Tubman<br />
36. Turner @ Green<br />
37. Watkins<br />
38. JO Wilson<br />
1. Brightwood<br />
2. Brookland<br />
3. Burroughs<br />
4. Francis-Stevens<br />
5. Langley<br />
6. Langdon<br />
7. Mamie D. Lee<br />
8. Raymond<br />
9. Takoma<br />
10. Truesdell<br />
11. West<br />
12. Whittier<br />
1. Columbia Heights—Lincoln<br />
2. Eliot-Hine<br />
3. Hart<br />
4. Jefferson<br />
5. Johnson<br />
6. Kramer<br />
7. MacFarland<br />
8. Ron Brown<br />
9. Shaw<br />
10. Sousa<br />
11. Stuart Hobson<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 18 <strong>of</strong> 19
Highlights from <strong>Afterschool</strong><br />
SY 2011—2012<br />
� Citywide Scrabble<br />
Tournament involved<br />
students in elementary<br />
schools through high school.<br />
� Peace Zone anti-bullying<br />
campaign helped raise<br />
awareness and improve<br />
school climate.<br />
� <strong>Parent</strong>s signed Lights on<br />
<strong>Afterschool</strong> petition and<br />
presented to the Mayor’s<br />
Office.<br />
� <strong>Parent</strong>s/students organized<br />
an end <strong>of</strong> year potluck<br />
dinner.<br />
� “Go Green” project focused<br />
on conservation and<br />
recycling.<br />
� Friday movie nights sold food<br />
and beverages as an<br />
afterschool fundraiser.<br />
� The Humane Society brought<br />
animals and prompted<br />
students to discuss the<br />
proper care and treatment <strong>of</strong><br />
animals.<br />
Photo by Michael DeAngelis<br />
Photo by Michael DeAngelis<br />
<strong>District</strong> <strong>of</strong> Columbia Public Schools | SY 2012–2013 Page 19 <strong>of</strong> 19