Policies and Procedures 2023-2024

Updated September 2023

The Creative Clubhouse is a small, play based, progressive inspired, educational program. We are child centered, with a focus on social and emotional development, process art exploration, and building connections with our natural environment.  

Classroom Management and Expectations

We strive to create a safe, inclusive, and engaging environment for our classroom community.

All children come to our program with individual needs and developmental capabilities. Our classroom management style reflects this diversity by embracing each child for who they are. Situations that arise in the classroom are managed to meet the needs of each child involved.

Our classroom expectations are developed with the children each year. For this reason they can change based on the needs of the group.

Classroom Communication

We use the Bloomz classroom communication app to communicate with families. (This app includes a desktop version available as well).  This communication tool keeps families up to date with classroom happenings, pictures, events and so much more. It is a free service.

We encourage you to keep in touch with your classroom teacher. Email is best to reach them to: discuss your child, check in, or ask questions. If you need to reach them before the school day is over, for example if you are running late or if someone else is picking up your child, please text them directly.  

Parent/Teacher Conferences

We have two scheduled 20 minute conferences during the year. They occur in the fall and spring. During this time we discuss goals and plans for your child.

What to wear to the Clubhouse?

Children should wear comfortable clothes that allow for freedom to explore and get messy. Sneakers (or similar type shoes) are best for running around and playing. Your child should be prepared everyday for messy fun and exploration. We are outdoors as much as possible.

Extra clothes: Every child keeps an extra set of seasonally appropriate clothes at the Clubhouse.  Please send an extra set of clothes in a ziploc bag with your child’s name on it. We never know when these will come in handy.

For outside play: always assume we will be going outside. Layers are best. Rain coats on rainy days. Hats and gloves for the winter (plan on a set of hats and gloves to remain at school through the winter). Snow pants and boots for snowy days.

Snacks and Lunch 

We provide a daily dry snack (crackers, pretzels, etc) for all children. Please let us know if your child has any food allergies or dietary restrictions.  Families sign up via the Bloomz app for our produce snack (fruit or vegetable) that is also provided daily at snack time.

Please pack your child a healthy lunch everyday. We do not have facilities for refrigerating lunches or microwaving foods.

Calendar

Our school year runs from Mid-September through the beginning of June.  We have Thanksgiving, winter and spring breaks. Our calendar is subject to change during the course of the school year when needed.  Our classroom calendar is posted in the Bloomz app as well.  

Our scheduled days off include:

  • Columbus Day Friday, October 6 and Monday, October 9 

  • Thanksgiving Break November 20-24

  • Winter Break December 18- January 2 (return on Jan 3)

  • Presidents Weekend February 16 and February 19

  • Spring Break  March 25-April 7 (back on April 8)

  • Memorial Day Weekend  May 24 and 27

First day of school: September 11.  

Last Day of school: June 5 

Snow Days Policy

Our priority is to open when conditions are safe for our whole community.  If the Haverford School district closes for inclement weather, we will be closed.  Decisions are typically made early in the morning.  Families should be prepared for weather related closures.   

An ALERT will be posted to Bloomz in the morning detailing any delays or closures for both the AM and PM programs 

  • Days missed will not be made up.

School Closures 

Unforeseen school closures can include, but are not limited to: snow days, power outages, staffing shortages, water main breaks, and mandatory closures issued by local, state, or federal government.  These closures can occur at any time, and without notice.  Families should be prepared for such closures with alternative childcare arrangements.  Covid/mandatory related closures can occur multiple times throughout the year, and will be managed on a case by case basis following the most current guidelines.  

  • Parents will be notified via the Bloomz app in the event of any closure

  • Closures of less than 10 days will result in our regular full tuition amount. *even if there are multiple shutdowns within a given school year as these are outside of our control

  • In the event of unforeseen and prolonged school closures of more than 10 consecutive days, a reduced tuition will be charged.  We will provide optional online activities during the shutdown.

Tuition/ Agreement and Obligation to Pay

Tuition is figured on a yearly basis for families. Fees are based on a full school year, and they do not reflect the number of days attended in a given month.  Families acknowledge and agree that the expenses of the school do not diminish with the departure of the child prior to or during the year, and that this agreement is made for the entire school year and is budgeted accordingly.  There will be no refunds, deductions or credits given by the school in the event of the withdrawal or absence of your child due to illness or vacation.  Monthly installment plans are optional for families to assist with the full tuition amount.   

Payments and Fee

  • Application Fee: This is a non-refundable $50 fee (per child) due with the application form.

  • Activities Fee: This $150 non- refundable fee (per child) secures your child’s spot in the classroom and is used for all on and off- site additional experiences throughout the year.

  • Tuition Payment Options: The first tuition payment is due September 1st. Tuition may be paid in one of three ways: [1] one yearly payment, [2] two half-yearly payments, or [3] ten (10) equal installments. 

    • Payments may be paid online by credit card, or by check made payable to Clubhouse Creative, LLC.  All first payments are due September 1st, and monthly installments thereafter until June 1st. For those paying in two half-yearly payments, the second payment is due February 1st.

    • A service fee of 3% swipe is applied to all credit card payments

  • Late Payments: A $25 late fee is charged for payments received after the 10th of the month.

  • Insufficient Funds: A $35 assessment fee is charged for returned checks or insufficient funds.

  • Unpaid Accounts: We use a collection agency for unpaid accounts. Parents are liable for reasonable attorney fees and collection costs.

Withdraw Policy

  • Parents must give the Creative Clubhouse 30 days’ written notice if they plan to withdraw their child from school.  This allows time for us to prepare the children for a departure.  

  • If you choose to withdraw your child from school you will owe the remainder of your full, yearly tuition. 

Holidays

Our focus is on the four seasons, rather than holidays. For this reason we do not celebrate or spend any classroom time on holidays. (This includes but not limited to Halloween, Christmas, Hanukkah, Valentines Day, St Patrick’s Day and Easter)

Birthday Celebrations

We are happy to celebrate your child’s birthday at school, by making a birthday treat with your child in class. Families provide all necessary ingredients for the children to create a birthday snack with their teachers and classmates. 

Please provide one week’s notice before their birthday so we can make arrangements. We do not have the ability to bake snacks.  They will need to be no-bake snacks such as: fruit pizza, yogurt parfaits, banana boats, no peanut trail mix, and we are open to other ideas as well.  We can discuss possible ideas as your child’s birthday approaches.

Arrival Procedures

We have a carline procedure for drop off and pick up. The carline is an essential transition tool for all of us. We want to establish an efficient routine as soon as we can. Please review this information to keep our line moving quickly and to keep all children safe. 

Your child will be collected by their classroom teacher only. This ensures we know who has arrived in each of our classrooms. 

Our procedure will focus first on car arrivals followed by walkers/bikers. 

For Drivers:

Please be mindful of the public alley, and keep it clear at all times. It is a very active alley.  We will only collect children on the Clubhouse side of the alley, and will not allow them to cross the alleyway.

For the safety of your child, please do not allow them out of the car prior to a teacher greeting them. 

  • Children should be placed on the driver's side of the car, and be unbuckled and ready to be collected.

  • Drivers should remain in their cars.

  • If you are the first in line, pull up to the furthest tree past our driveway -so several cars will fit before the  alleyway

  • We are located on a residential street, so please be aware of your surroundings and traffic coming down the street.  Please do not block Eagle Rd while waiting to turn down Hirst Terr.  If the carline is at Eagle Rd when you arrive, pull to the front of the line to avoid blocking Eagle Rd.    

  • A teacher will be outside to begin arrival.  We will direct you when to move up in line to allow for more cars to fit on the street.   

  • Late arrivals: If you arrive after carline is completed,  please park, walk your child to the door, and ring bell for your child’s classroom   

For Walkers: 

You can also park along the street, walk, ride a bike etc to the Clubhouse. We prefer walkers or bike riders to arrive towards the end of our carline to eliminate confusion in the arrival process. 

*Please be mindful that Clubhouse staff need clear access to open and close the gate as we move children in and out of the space. 

Dismissal Procedures

  • Drivers should remain in the cars.

  • As children exit the building they will be walked to your vehicle. At this time we ask you to buckle your child into their seats in a timely manner, so we can keep the carline moving.

Health and Cleaning Protocols

Our cleaning protocols: 

  • Children are taught how to wash their hands properly.  They are monitored daily to ensure they are following those steps. The children wash their hands upon entering the building, before and after eating, after using the bathroom, and before and after tactile activities, and as needed for any reason to address proper hygiene

  • Surfaces and toys are sanitized and disinfected frequently and as needed throughout the day. Including prior to and after eating, messy play, and general use. 

  • Sanitizing and disinfection of the bathroom occurs everyday and as needed to address any area that has been contaminated with urine, feces, vomit or any bodily fluid

  • All cups and plates are washed in the dishwasher 

  • Carpets are vacuumed daily and hard surfaces are cleaned daily

  • Toys that come in contact with a child’s mouth are immediately removed and disinfected prior to returning to the play area

If your child is sick/not feeling well:

  • Please err on the side of caution when deciding to send your child to the Clubhouse.  This is the best policy to ensure the health and well being of our community.

  • If your child experiences a fever (100.4 or above), vomiting, diarrhea, severe runny nose, or rash within 24 hours of their school day, please keep them home until they are symptom free for 24 hours, without medication. 

  • Parents/caregivers are to notify us if your child (or family member) has any communicable illness/disease i.e. strep throat, chicken pox, pinworm, impetigo, pertussis, Covid-19, Hand Foot and Mouth (HFM) This also includes lice, stomach virus and croup.  

  • Children who present with a fever, any symptom(s) listed above, or are presenting as unwell and unable to participate in all aspects of our daily routine, will be sent home from school to rest and recover. 

Immunization policy 

In order to provide maximum protection for every child, all children are required to be immunized and provide immunization records before the start of the school year. Medical exemptions must be physician authorized and are only for children with conditions in which immunizations may cause a threat to health.  Any medical exemptions must be discussed prior to acceptance into the program with Creative Clubhouse Directors. We follow the PA Dept of Health/ CDC guidelines for immunizations of children.  Our immunization policy is subject to change based on Pa Dept of Health/ CDC guidelines and families will be notified of any changes via email.  For our children who are under Kindergarten age, we recognize not all of these may be completed at the start of the school year.  We are asking families to provide their child’s most recent immunization record and agree to these conditions with the enrollment of your child.

Covid-19 vaccine (optional for children) 

If your child is vaccinated for Covid-19, please provide a copy of their vaccination card to the Clubhouse.

Clubhouse team members are vaccinated and will continue to update their vaccination status following CDC recommendations.

Outside Agencies

At times, it is necessary for outside agencies to visit our school.  This includes, but is not limited to, the Delaware County Intermediate Unit (DCIU), the Haverford School District (HSD), and private evaluators.  Many families utilize these services, as they are essential to their child’s growth and development.  We work closely with these agencies to accommodate the need for continuation of services for the child in attendance. Outside agencies will be subject to follow the same procedures we have in place for all other Clubhouse community members.