Operational Standards

Parent Involvement Policy

As a Co-operative Day Care Centre, families are encouraged to participate in the children’s learning and development.

Section 6, article 2 of our bi-laws states that, “All members of the Co-operative shall be required to donate a minimum of one hour per month in such services to the Co-operative as shall be agreed upon by the directors”.

Parents are encouraged to maintain open and ongoing communication with staff. Families may participate in curriculum and volunteer in the program as needed adhering to the volunteer policy. The staff are responsible for the children at all times. If you have a concern please bring it to their attention.

Confidentiality and Discretion

People love talking about each other. In a child care setting, there is a lot to talk about. However, it is also a place where sensitive information is exchanged and emotions are close to the surface, especially when children are involved.

Observing confidentiality is one of the toughest problems a child care centre faces. Even two parents talking about the children in a school can inadvertently say something they’ll regret. We often remark on the personalities of the children in the school. It is hard not to notice if a child is developing differently from our own child or to comment on their behaviour, or a parent’s attitude. Noticing is fine, but learning how to talk about it in a respectful manner is something we have to work at.

Discretion is mostly an editing process – it’s learning how to think before speaking so that information is filtered or not even shared. It can also be learning how to manage conflict effectively because we all say things we regret when we are angry. If your editor fails, say “I’m sorry; I should not have said that. I was not thinking”. When you hear something about a family and a child, or a staff, consider first how to react and whether or not it is private information.

As members of a co-operative child care centre, it is imperative to be discrete. It is surprising sometimes how things get turned around. Remember that old game “Telephone” where you would whisper a secret to the person next to you and they would pass it on around the circle? By the time the message came back, it was inevitably different than what you had said. Unlike the game, gossip and hearsay can be detrimental to the Centre and those associated with it.

Taken from R. Lantz, P.C.P.O Nov. 3, 2000

Anti-Racism Policy

Anti-Racism Policy - Background

The St. Lawrence Co-operative Day Care is committed to fostering an environment free from racism. We firmly reject any expressions of discrimination or bias in any form. Our goal is to create a climate of mutual respect and understanding within our center and workplace. We strive to cultivate an inclusive and welcoming atmosphere where every individual is valued and treated with dignity.

Anti-Racism Policy - Purpose

The Anti-racism policy provides a list of guidelines to ensure that all the policies, procedures and practices of the St. Lawrence Co-operative Day Care comply with the anti-racism principles outlined below. Guidelines are given for all of the centre’s operations.

Anti-Racism Policy - Scope

St. Lawrence Co-operative Day Care acknowledges and appreciates the diverse racial and ethnocultural backgrounds of the community, staff, board, volunteers, and members. We recognize that racial, ethnocultural, and religious minorities may face barriers to employment, education, and other social and economic opportunities. We are dedicated to actively working towards eliminating these barriers. Our commitment is to foster an inclusive and equitable environment where all individuals have equal access to opportunities and resources, regardless of their racial, ethnocultural, or religious background.

St. Lawrence Co-operative Day Care maintains a zero-tolerance policy towards prejudice, racism, discrimination, and harassment in any form, whether systemic or personal. We are deeply committed to addressing and eliminating racism and racial conflicts within our center and the broader community. Our objective is to cultivate anti-racist values, attitudes, knowledge, and practices among our staff, board, volunteers, and members. To foster positive race and ethnic relations and eradicate discrimination based on race, culture, ethnicity, and religion, the Board of Directors takes a leadership role in developing and implementing anti-racism policies, practices, and programs.

To achieve these goals, the centre ensures that all staff, volunteers, and participants understand the anti-racism policy and make a commitment to implement and promote it. The board and staff are accountable to the membership and the community to ensure that the policy is implemented and the guidelines followed. Hence, the board and staff are committed to regularly evaluating and monitoring the goals, procedures, achievements, and implementation of the policy.

Anti-Racism Policy - Glossary

  • Race
    • A socially defined concept that changes constantly in time and context. In the present context, it refers
      to a classification of people according to skin colour.
  • Ethno culture (combination of the terms ethnicity and culture)
    • Another way of grouping people according
      to their common traditions, language, historic background, social and religious beliefs.
  • Minority
    • In the present context, it refers to groups that are excluded or are not represented in the social, economic and political power structure i.e., the decision-making structure of society.

Anti-Racism Policy - Policy & Procedures

Guidelines

  1. Internal and Community Assessment
    • Ongoing data collection is undertaken and maintained on the composition of staff, board, volunteers, and members. Re: ethnicity, race, and language.
    • A current selection of anti-racism resource materials is available for staff and board.
  2. Community Relations and Advocacy
    • Equitable representation of women and men from diverse racial and ethno-cultural backgrounds is ensured in all communication materials distributed within the centre.
    • Selection criteria and process for board members include recognition of and sensitivity to issues affecting racial and ethno-cultural groups.
    • Diverse racial, ethno-cultural, and religious groups are publicly notified of staffing vacancies in the agency.
    • Opportunities and support are provided for members of diverse racial and cultural communities to share their concerns and views and to have input into the decision making and priorities of the agency. When applicable, staff will endeavor to find translators.
    • Advocacy efforts of the diverse communities are supported.
    • An active advocacy role is taken for anti-racism organizational change.
  3. Human Resources
    • St. Lawrence Co-operative Day Care will promote equality of employment opportunities regardless of race, ethnic origin, place of origin, color, or creed (see Hiring Policy).
    • An Anti-violence, Harassment, and Sexual Harassment Policy is in place.
    • Staff, board, and volunteers are sensitive to religious and cultural practices.
    • Human resources practices are sensitive to religious and cultural practices.
    • All staff, board, and volunteers are recruited, selected, developed, evaluated, promoted, and rewarded in a fair and equitable manner.
    • A workforce audit is maintained to determine the racial and ethno-cultural composition of staff, board, and volunteers.
    • Criteria is established and reviewed for recruitment, selection, and promotion practices to increase the number of minority staff, board, and volunteers where there is under-representation.
    • Positions are advertised as widely as possible, such as advertising in local, racial, and ethnic minority media to increase the number of racial and ethno-cultural minority applicants.
    • All advertisements state that St. Lawrence Co-operative Day Care is an equal opportunity employer.
    • Hiring committees include members who demonstrate understanding of the policy and who represent the racial, ethno-cultural, and religious makeup of the community.
    • An effective mechanism is in place to appeal discriminatory practices in recruitment, selection, retention, evaluation, and promotion.

Human Resources Development/Education and Training

  • All board and staff demonstrate and promote an understanding of anti-racism.
  • All board and staff have the ability to confront instances of discrimination and racism.
  • Ongoing training and education of staff will be organized by each centre. Staff and board are encouraged to attend workshops to examine their own values and prejudices and to acquire relevant knowledge and skills enabling them to develop an anti-racist approach to their work.
  • All volunteer, staff, and board read, support, and promote the policy.
  • Orientation to the policy is in place for new staff, board, and volunteers.
  • Staff time and resources are allocated to facilitate anti-racism organizational change and to liaise with other organizations on the issue.
  • The Board of directors will set a time frame by which to accomplish the stated goals.

Program, Activities and Services

  • Programs and activities respond to the ethno-cultural, racial, and religious diversity of the community and promote respect and appreciation of differences.
  • Toys, books, and other resource materials such as posters and flyers are bias-free and actively promote respect for racial and ethno-cultural diversity.
  • Members and staff from diverse racial, ethno-cultural, and religious backgrounds are included and are equal members in planning and implementing programs and activities.
By Centre

Each centre develops actions plans and time frames to ensure that the principals of anti-racism and guidelines under each area are reflected in its operations and procedures.

Concerns

Any concerns and grievances about the policy are directed to the Program Supervisor and or parent representatives are addressed by the Board of Directors.

Procedure for Responding to Racial Incidents

The Target

In general, a response to someone (child or adult) who has been the target of racial aggression should provide emotional support, comfort and reassurance of their self-image and self-esteem. As the person responding, try to project understanding and empathy and to elicit the same from the group.

  • Provide comfort, security, and emotional support immediately or as soon as possible. This may be done by hugging/holding, standing next to the person, or otherwise expressing understanding and empathy; e.g., “I know that must really hurt (name). I’m sorry it happened.” Comforting the target person in the presence of the group is one good way of demonstrating your own empathy and eliciting the same from the target’s peers; (this is particularly important with children).
  • Ask for and really listen to the person’s side of the story.
  • If the child is very angry or upset, it may be best to remove them from the group and talk with and console them in private.
  • Explain that the aggressive behavior (comment, rejection, name, etc.) is not their fault, that it is mean and unfair, is not allowed, and that the aggressor will be dealt with.
  • If appropriate, compliment the child for not responding in kind, i.e., not hitting back or name-calling, etc.
  • Assure the child that you will try to make sure “it” won’t happen again and do your best to ensure that it doesn’t.
  • Reinforce the child’s racial/cultural identity by explaining that the offensive comment, joke, or graffiti is not true about the child or their community.
  • Reassure the child’s self-image and self-esteem, e.g., “I know you’re not like that. You don’t deserve to be treated like that.” Remind the child of their own positive achievements.
  • Follow-up. Check in with the child the following day(s) to get at any lingering feelings; “How are you feeling today, (name)? How do you feel about what happened yesterday, (name)?” Keep an eye on the child for the next few days.
  • Inform parents of the incident and how it was handled; you may explain the Centre’s policy regarding such occurrences.
  • Apologize to the parents on behalf of the Centre.

Responding to this person by saying, “its ok (name), don’t worry about it” or some equivalent, amounts to shirking responsibility on the part of staff. This type of response trivializes the incident as well as the child’s hurt and is neither supportive nor empathetic. No one learns anything positive from the experience or from the response.

The Aggressor

In responding to a racially aggressive child, the focus should be on trying to correct a wrong or inappropriate behaviour. One way of doing this is to get the child to understand what is wrong about the aggressive behaviour (including consequences) and to teach her/him acceptable ways of expressing feelings of anger, hurt, etc.

Note if there is any pattern to the child’s aggressive behaviour, e.g. has it occurred before? If it has, is the behaviour the same or is it more or less grievous? Is the target the same child or another child from the same racial or cultural group? Is the behaviour occurring on a particular day of the week or time of the day or around a particular activity? Any other obvious pattern should be noted in the incident report.

  • Remove the child from the group. Being corrected in front of her/his peers can be very embarrassing to a child and seem like severe or double punishment.
  • Ask for and really listen to her/his side of the story.
  • Tell her/him clearly that the behaviour is wrong and explain why, (because; it hurts someone, comment etc… is not true, everyone deserves to be treated with respect at all times, it is not permitted in the centre, there are better ways of expressing anger etc…).
  • Require that he/she apologizes for the behaviour and promises not to do it again.
  • Show the child appropriate ways of handling her/his anger, frustration etc… (e.g. walk away from the situation, tell the teacher when something is bothering you).
  • Inform the parents of the incident and how it was handled. Let them know that it will be recorded and alert them to any pattern(s) to the behaviour that have been identified.

It is not useful to respond to an aggressor merely by saying, “Don’t do that, it isn’t nice.” The child knows quite well that the behaviour is “not nice”. That’s probably why she/he did it. The child is not learning anything new or helpful from this response.

The Staff

Any staff person who witnesses or receives a report of an incident has primary responsibility to:

  • Resolve the original conflict. It may have to do with sharing or playing fair, etc.
  • Restore calm and normalcy to the group.
  • Respond to the persons involved. The target person has priority for your attention; get information from witnesses if necessary.
  • Inform the parents of both children about the incident and how it was handled.
  • Record the incident.
  • Handling racial incidents can be very stressful. Take time to look after your own feelings. Get support if you need it.
The Witnesses

Witnesses should not be considered as merely passive onlookers to racial incidents. Witnesses are an important aspect of responding because having seen or heard the offending behaviour; they are emotionally involved and also hurt and upset by it. Incidents can also disrupt their routine and sense of place. Along with the children’s emotions, these areas should also be attended to when bringing the place back to normal following an incident. Witnesses can also play a crucial role in verifying the facts of an incident when there are conflicting accounts of what actually took place. They should benefit from the teaching/learning opportunity an incident can create.

  • Talk with the witnesses as a group
  • Allow witnesses to say what they saw or heard in their own words and to express their feelings and opinions about what happened. Do not pressure anyone to give information or take one position or the other.
  • You may get several versions of an incident from the group and would need to sift and sort through them to get at the “truth”. Different versions do not necessarily mean that someone is not telling the truth, they may simply reflect how people experience and recall events differently.
  • Explain to the group what was wrong or inappropriate about the aggressive behaviour (it hurts, is false etc…) and why it is not allowed (disrupts the class, divides the group, makes someone feel picked on or left out). Give reasons appropriate for the age group and try to get their agreement on the importance of values such as including everyone treating each other with respect, etc.
  • Talk about your expectations of the group (playing fair, not hitting, no name-calling, etc.)
  • Encourage empathetic feelings for the target person.
  • Explain how the aggressor could have behaved more appropriately. Show them more than one way of handling their anger, frustration, etc.
  • After attending to the target person, the aggressor, and the witnesses, do an exercise or activity that brings the group together again. e.g. a non-competitive game or co-operative exercise. Include the aggressor and the target but do not insist if one or the other isn’t ready to participate. The person may need more individual attention.
  • Check-in with the group the following day to see if everyone is over the incident and perhaps to see what they learned from it.

Anti-Bias Policy

Anti-Bias Policy - Background

The St. Lawrence Co-operative Day Care adheres to the Human Rights Code of Ontario. Expression of discrimination in any form will not be tolerated. It is our mandate to treat every individual with respect, dignity and equality.

Anti-Bias Policy - Purpose

The Anti-Bias Policy provides guidelines to ensure that all the policies and procedures of the St. Lawrence Co-operative Day Care comply with the Anti-Bias principals outlined below.

Anti-Bias Policy - Scope

St. Lawrence Co-operative Day Care is committed to providing high quality childcare while consistently striving to eliminate barriers to equality. We believe all differences are inherent and value diversity, as it enriches the lives of all.

Our goal is to address barriers that would limit or deny services or participation in our organization and take reasonable measures to prevent harassment and discrimination in the daycare environment. St. Lawrence Co-operative Day Care acknowledges its responsibility within the organization and the community it serves to strive for the prevention of discrimination, whether intentional or not. We are committed to taking remedial action whenever instances of discrimination occur, ensuring a safe and inclusive environment for all.

Anti-Bias Policy - Glossary

  • Anti-racism
    • To confront different forms of racism and to eliminate racial discrimination.
  • Barriers to Access
    • Employment barriers that are hidden, usually unintentionally, in rules, procedures, and even in the facilities provided by employers and organizations, which may discourage or encourage individuals based on their membership in certain groups rather than their abilities or right to service.
  • Biases in programs
    • A bias that tends to represent or illustrate staff, children, or families of only one specific group.
  • Board of Directors
    • Those responsible for formulating policies, developing programs, and assuring financial support.
  • Program Supervisor
    • Responsible for the day-to-day operation of the Child Care Centre and reports to the Board.
  • Creed
    • One’s religious beliefs.
  • Cross-Cultural Training
    • Educational workshops dealing with the differences in cultures.
  • Cultural Events and Religious Holidays
    • Those that are celebrated by the community served.
  • Employment Equity
    • A practice designed to eliminate discriminatory barriers and provide equitable opportunities in employment.
  • Ethno-Cultural
    • The customs, traditions, languages, etc. specific to a certain ethnic group.
  • Families
    • Includes parents and children in care and their siblings.
  • Multiculturalism
    • The existence within one society or nation of two or more non-homogeneous, but equally recognized, ethnic origins, citizenships, or creeds.
  • Racial Incident
    • When a person discriminates against another person based on race, ancestry, place of origin, colour, ethnic origin, citizenship, or creed.
  • Race
    • As described by Webster’s Ninth New Collegiate Dictionary 1986: “2a: A family, tribe, people, or nation belonging to the same stock…b: A class or kind of people unified by community of interests, habits, or characteristics…3c: A division of mankind possessing traits that are transmissible by descent and sufficient to characterize it as a distinct human type.”
  • Staff Member
    • Includes all employees of St. Lawrence Co-operative Day Care Inc.
  • Visitor
    • One who does not work for St. Lawrence Co-operative Day Care Inc., such as a student from a community college, volunteer, or someone working with us to help with a special need from another organization.

Anti-Bias Policy - Policy & Procedure

Human Resources Practices

  1. Where candidates are equally qualified, opportunity will be given to underrepresented gender, racial and ethno-cultural minority candidates.
  2. Professional development programs encourage staff members to qualify and apply for promotions.
  3. Procedures enable candidates or staff members to address perceived discriminatory practices in recruitment, retention, evaluation, and/or promotion:
    1. The Board and centre Supervisor identify the ethno-racial groups underrepresented in their program by surveying the ethno-racial backgrounds of their staff and families, ensuring representation in the community staff.
    2. Vacant positions are posted at every St. Lawrence site to ensure staff awareness of new opportunities.
    3. St. Lawrence’s Anti-bias Policy is made known to all Board members, staff members, caregivers, families, and visitors, with policy statements posted in full view at every St. Lawrence Co-operative Day Care site.
    4. Racial incidents are considered Serious Occurrences, and St. Lawrence Co-operative Day Care is responsible for immediate and consistent response. Such incidents must be reported to The City of Toronto Children’s Service as per the reporting timeframe of 24 hours.
    5. Refer to the “Incident Resolution” section of this document for further information.

Recruitment

Please refer to the St. Lawrence Co-operative Day Care Hiring Policy.

Community Relation and Promotions

1. Members of our day care community who represent our diversity either racially or culturally are encouraged to participate on our Program or Board committees.
2. Barriers to access or biases in programs, activities and services are identified and addressed through ongoing monitoring and evaluation procedures.

Program and Services

St Lawrence Co-operative Day Care promotes a consistent effort to provide quality bias-free programs and services to the members and the community.

Objectives:
  1. All resources available to the Board, staff, and families undergo regular checks to ensure they are bias-free, up-to-date, and easily accessible.
  2. St. Lawrence Co-operative Day Care is dedicated to providing bias-free training to the Board members, staff, and the families we serve in our programs, promoting sensitivity to the community we serve.
  3. All activities planned at St. Lawrence Co-operative Day Care are conducted with consideration for religious holidays and cultural events.
  4. Staff actively reviews and adapts our program to ensure it is free from stereotypes, discrimination, and racism.
Procedures:
  1. St. Lawrence Co-operative Day Care makes a variety of resources on topics of anti-racism, multiculturalism and related information available to co-operative members and staff.

  2. The St. Lawrence Co-operative Day Care staff and Board members conduct annual reviews of resources to ensure they are up-to-date and free from bias.

  3. The St. Lawrence Co-operative Day Care offers a least one workshop annually to staff members on race relations and anti-bias issues.

  4. Members are encouraged to participate in the programs by sharing cultural information with staff and children particularly around cultural events, diversity and lifestyles.
  5. The St. Lawrence Co-operative Day Care takes part in community events that promote harmony in the community.
  6. The staff at St. Lawrence Co-operative Day Care is encouraged to participate in external seminars and workshops dealing with anti-racism, anti-bias attitudes and practices and equitable programs for children and families.
  7. When purchasing books for our programs, the staff will act responsibly, keeping in mind whether:
    • the story undermines any culture, gender, ability, race or age
    • that there is a balance of race and gender depicted in the story
    • that the character’s actions emphasize the importance of helping others and are able to
      solve their own problems
  8. When purchasing toys, staff will act responsibly ensuring that:
    • toys do not stereotype by gender, race, ethnicity or ability
    • toys do not have TV counterparts that may promote bias or violence or hidden messages
    • items are useful in several different situations and are equally available for all children
    • that items reflect the philosophy and goals of our program
    • that the toys as a whole promote cooperation and celebrate diversity in the program
  9. The St. Lawrence Co-operative Day Care programs will integrate the cultural and religious diversity of their children and families through specific programming. i.e. Menu planning, games from other countries or cooking activities with diverse foods.

Incident Resolution

Who can make a complaint?
  1. Anyone who is covered by the policy and expected to adhere to the policy and who feels that he/she has been harassed by the behaviors or conduct of a member of St. Lawrence Co-operative Day Care staff or community on the grounds outlined in this policy (in accordance with the Ontario Human Rights Code) can make a complaint.
  2. A person who sees another person being harassed can make a complaint. Permission must be obtained from the person before initiating a complaint unless because of their age or ability are unable to do so. I.e. an infant.
  3. The Board acting on behalf of the Day Care can make a complaint if the following is occurring (The Board must get written permission from the person(s) being harassed to make the complaint):
    1. Someone is allegedly harassing people in more than one situation.
    2. An individual or group is feeling discomfort in making the complaint themselves.
Informal Procedure

It is hoped that whenever possible, the attempt will be made to use the informal procedure to resolve complaints. It is expected that education, sharing experiences and an openness to discuss differences will, in many cases lead to constructive resolution.

The informal process is not meant to provide a forum to debate what is or is not discrimination or harassment. It is rather an opportunity to identify, clarify and examine the behaviour, action or concern with the goal to resolve the situation and ensure that it does not occur again.

An individual may choose to handle the situation by:

  1. Talking directly to the person whose behavior had been bias or harassing.
  2. Talking with someone else – a Program supervisor (care must be taken not to breach confidentiality or to ensure gossip).
  3. Request an informal mediation or request an investigation.
  4. Write down what happened:
    • Make a note of the date, time, and place.
    • Write down how you felt.
    • List names of people who may have seen what happened.
Formal Procedure

Detailed, accurate records must be kept of all formal and informal discussions, meetings and other communication, verbal and written, which are part of a formal complaint and investigation. Anyone receiving a complaint (Board member, Program Supervisor) will be responsible for keeping a confidential record of the complaint, in the event that the complaint or the Co-operative wants to act on it at a later date.

When a complaint is brought forward to the Board or Program Supervisor she/he will thoroughly document the whole process:

  • the issues and details of all conversations.
  • the actions taken by the employee or member or supervisor.
  • the recommendations and suggested courses of actions.
  • the issues and details of the investigation.
  • monitoring of agreements.

Signed documents that may be necessary to include in the file are:

  • complaint leading to mediation
  • request for an investigation
  • resolution agreements
  • decision of investigation team
  • request to withdraw complaint

Documentation should occur within 2-3 working days of the Board and Program Supervisor meeting with the employee or member.

A request for a meeting

A staff or member may request a meeting with the Board and Program Supervisor to discuss a situation when a staff or member felt she/he had experienced or witnessed discrimination or harassment. The following should guide meeting arrangements:

  • Staff or member and the designate (board or program supervisor) are encouraged to meet, bearing in mind operational demands.
  • If it is an emergency situation, then the designate and staff or member may meet briefly to determine the most appropriate course of action. If the situation requires immediate attention and the designate is unable to attend to it, then the designate may suggest the staff speak directly with the next available designate.
  • The designate will attempt to schedule meetings in a timely manner as addressing the issues may assist in effectively resolving the situation.

In the first meeting The Board and Program Supervisor will:

  • Explain the role of the designate, the process, agreements governing confidentiality and reporting responsibilities.
  • Listen to the details of the situation.
  • Clarify the information she/he is hearing by determining the details of the situation, such as were there witnesses, has the person spoken to anyone else about the situation, have they talked to the Program Supervisor or Board. Review and clarify what they have heard, the process and steps taken by the individual and determine whether or not they understand the policy.
  • Determine the next step and facilitate any required follow-up.
  • Thoroughly document:
    1.  The issues and details of the conversations.
    2. The actions taken by the individual and designate.
    3. The recommendations and suggested course of action.
    4. Follow-up and next step.
  • Forward the detailed notes for filing and documentation.

The designate can offer to:

  • role-play the approach
  • clarify what steps the person wants to take
  • help the person to be specific in terms of detail, action and how the situation has affected them

The designate will strongly encourage the person to report back to her/him on the process and whether or not the issue was resolved. If resolved, then the designate will complete the final documentation and forward the final report. If the issue was not resolved then the designate and individual will review what the next step should be.

Inclusion

Inclusion - Background

This policy outlines the St. Lawrence Co-operative Day Care objective of providing an environment that meets the needs of all children and families by delivering programs and services that are inclusive of children with special needs.

Inclusion - Purpose

A primary objective of St. Lawrence Co-operative Day Care is to meet the needs of children and their families through the provision of high quality child care services. We recognize that all children have unique needs. In partnership with parents, we are committed to meeting the developmental/educational needs of all children within our centre.

Inclusion - Scope

We endeavor to accept all children, regardless of the level of type of abilities. However, prior to confirming admission of a child with an identified special need, an assessment will need to be completed by the Resource Teacher to determine the child’s needs and assess whether the child care environment would be suitable and in the child’s best interest.

Our experience has demonstrated that, at any given time, approximately 10-20% of children within our
programs have challenging needs. Service to these children is our priority, and may limit our ability to
admit special need referrals.

All children will have the same range of options within our centres.

We will attempt to provide all reasonable modifications so that all children can participate fully within our centres.

Inclusion - Policy & Procedure

Procedures for Meeting the Needs of All Children

When there is a concern about a child who is enrolled in St. Lawrence Co-operative Day Care child care program, the following steps are recommended:
  1. Communicating Initial Concerns
    1. The childcare staff should bring their questions and/or concerns to the attention of the supervisor. The Program Supervisor may then bring the concern to the attention of the Resource Teachers, who may conduct an informal observation. The Resource teacher will inform the Program Supervisor of the issue/concern during regularly scheduled caseload update meetings or will consult with the Board as required.
    2. Child care staff will record observations and document specific incidents that clearly demonstrate the behaviour(s) of concern.
    3. Child care staff will communicate concerns regarding the child to the parents/guardians through daily conversations and updates.
  2. Creating an Action Plan
    1. The staff may determine that they need the assistance of the Resource Teacher. If the team decides to formally involve the Resource Teacher, the parents/guardians must give their written consent. Once consent is obtained, the Resource Teacher will consult with the child care staff and set up an initial meeting. The team may include child care staff, supervisor, parents/guardians, and the Resource Teacher. A profile of the child’s strengths and needs will be developed at the meeting and will be available for the team to review.
    2. The team will develop an action plan that will include:
      • Exploring existing resources within the centre relative to the needs of the child i.e.
        • modifications to the program,
        • formal Resource Teacher consultation/involvement,
        • short and long-term goals for work with the child,
        • identification of individual team members’ responsibilities,
        • identification of time frames.
      • Issues to Consider When Developing the Action Plan
        • Identification of resources (human or material) that will be required
        • Request for additional information (i.e. school or agency)
        • Consideration of physical layout of room/centre
        • Requests for child care staff to consult with other agencies or personnel
        • Request for assessments
        • Development of individual or family contracts.
    3. The team will nominate a “program supervisor” from the child care team who will be responsible for keeping all team members up to date with respect to the child’s progress, changes, and/or adaptations made by any of the team members. If the Resource Teacher becomes formally involved (i.e. we have written consent from the parent/guardian), she/he will become the “coordinator”.
    4. Ongoing communication between parents/guardians and the child care staff will continue and be documented regularly.
    5. Review of the action plan will take place regularly, as negotiated by the team (i.e. monthly, bi-weekly).
  3. Additional Support
    1. The team may decide that additional support, such as consultation and/or training, is necessary for the child to continue to participate in the child care program. The Resource teacher will facilitate referrals to the appropriate outside agencies and will coordinate their involvement.
    2. The team will continue to have regular meetings that will include the outside agencies or services as appropriate to evaluate the child’s progress.
  4. Alternative Child Care Solutions
    1. If all possible avenues have been exhausted and the team deems that the child care is unable to meet the needs of the child, other alternatives will be explored (i.e. modified attendance, program volunteer/assistant, individual or family contracts, withdrawal from the program).
    2. Program Supervisor or Resource Teacher must consult the Board prior to any decisions being made regarding alternatives.

Training Plan

This policy will be reviewed with new staff at their unit-specific orientation. Training in identifying/addressing/responding to special needs will occur throughout the unit in an on-going manner. Staff will be encouraged to attend external professional development opportunities. In addition, the Resource Teacher will coordinate appropriate in-house training and will serve as a resource to staff.

Communication Process

Team meeting are regularly scheduled with the Resource Teacher to provide assistance with children with special needs and to be resource to the staff.

Code of Conduct

Declaration

The St. Lawrence Co-operative Day Care is a “FRIENDLY ZONE” in which all members and staff collectively agree to communicate and act in a manner that emphasizes mutual respect, fairness and equality. Individual needs and differences are recognized as being part of this collective process, and all members and staff are required to seek out clear and reasonable ways of addressing concerns.

The Board of Directors and staff recognize that there are many stress factors that make individuals less able to deal with difficult situations, and therefore are committed to providing a supportive environment.

Purpose

Individuals are expected to abide by the Code of Conduct; and verbal, physical and gestural aggression is NOT permitted on the premises.

Policy

All members and staff are required to sign the Code of Conduct Agreement and to familiarize themselves with the terms of the agreement. Members of the Board of Directors at each centre are available to answer questions and to act as a liaison between the staff, parents and the Board of Directors.

Glossary

  • Friendly Zone
    • An environment in which individuals respect each others rights and where there is fairness and equality.
  • Verbal Aggression
    • Highly inappropriate language and/or methods of communication that make another person(s) feel threatened or out of control of the situation.
  • Physical Aggression
    • Any act taken to deliberately inflict physical hurt or injury upon another person(s) or
      herself/himself.
  • Gestural Aggression
    • Highly inappropriate gestures, body language or invasion of another person’s personal space causing the other person to fell threatened or out of control of the situation. 

Procedure

Expressing Concerns

  1. Avenues to address concerns:
    1. Directly with the person(s) involved
    2. Contact the Program Supervisor
    3. Contact a member of the Board of Directors and/or union representative
  2. How to address concerns:
    1. Carefully document concern
    2. Meet with the Program Supervisor / member of the Board of Directors / union representative to address concern
    3. Document all meetings
    4. Agree on a course of action to resolve the issue
    5. Follow the agreed upon course of action
    6. Attend follow-up meetings as required to review or revise the plan of action
    7. The Board of Directors will have the final input in order to bring closure to the issue

Terms

All members and staff agree to:

  • support a friendly and supportive environment
  • strive to ensure positive communication during interactions
  • follow the recommended procedures for addressing concerns
  • participate in all meetings and allow careful documentation of the meeting
  • abide by the final decision of the Board of Directors

If any member or staff fails to abide by the Code of Conduct the following procedure will apply:

  1. The concern and inappropriate behavior will be documented and presented by the parent/staff/Program Supervisor to a representative member of the Board of Directors.
  2. The member of the Board of Directors will set up an initial meeting as required with the parties concerned to gather more information and determine if the Code of Conduct was violated.
  3. The member of the Board of Directors will convey this information in written form to all members of the Board of Directors so that a collective decision may be made on how to deal with the problem.
  4. The Board of Directors reserves the right to do the following: issue a written warning, institute a probationary period, or revoke membership of any member of the Day Care.

Anaphylactic Policy

“Anaphylaxis” is a severe allergy that can be fatal. In order to reduce the risk of anaphylactic shock the following steps have been taken.

  1. Policy in place to reduce the risk of exposure to anaphylactic causing agents in the Day Care. (NUT FREE ZONE)
  2. Each site will be trained in the proper use of the epi-pen by the parent or guardian of the anaphylactic child. The epi-pen will be stored in a pouch that will be kept in a medication box in the child’s room and will follow the child throughout the day.
  3. As new staff are hired for the program, training will be administered by the supervisor.
  4. There will be regular First Aid training for all staff in direct contact with the children.
  5. A file will be kept on each child with an anaphylactic allergy. Parents/Guardians will need to supply an epi-pen that will remain at the Day Care and any information on life-threatening allergies. The file will include a copy of current emergency contacts and any prescriptions and instructions from physicians or parents/guardians with regards to a plan of action should the child experience an anaphylactic reaction. This plan will be reviewed by each staff, student, and volunteer commencing work with the Day Care and annually thereafter. It is the obligation of the parent/guardian to ensure this information is kept up to date.
  6. If a staff has reason to believe that a child is experiencing an anaphylactic reaction, the staff may administer an epi-pen or other medication prescribed to the child for the treatment of an anaphylactic reaction.
  7. Every attempt is made to avoid children from experiencing an allergic or anaphylactic reaction, but in the event one does experience an allergic or anaphylactic reaction, an epi-pen or other prescribed medication will be given and 911 will be called. A serious occurrence report regarding the incident will be made available to the Ministry of Education.
  8. A person with a nut allergy may have an immediate reaction or may react a few hours later. Some signs that a person is having an allergic reaction are:
    • Runny nose
    • Itchy skin rash
    • Hives
    • Tightness in the throat
    • Hoarse voice
    • Wheezing
    • Cough
    • Nausea
    • Vomiting
    • Stomach pain
    • Diarrhea

Nut Free Policy

In accordance with the Health and Safety Act “Nuts or Products containing Nuts” are NOT permitted at St. Lawrence Co-operative Day Care. Always read the label if you are unsure whether a product contains nuts.

Some items to avoid are;

  • Peanut butter, peanuts, and peanut oil
  • Mixed nuts, candied peanuts, beer nuts, and peanut brittle
  • Candy with nuts
  • Crushed nuts in sauces
  • Savory foods with nut-based sauce (e.g., satay and pad thai)
  • Pesto (an Italian sauce made with nuts)
  • Marzipan (paste made from ground almonds and sugar)
  • Health food bars, energy bars, and sports bars
  • All cakes and pastries with unknown ingredients, particularly carrot cake, pumpkin cake or pie, and fruit and nut rolls
  • Bouillon and Worcestershire sauce
  • Praline and nougat
  • Muesli and fruited breakfast cereals
  • Vegetarian casseroles prepared with nuts and some veggie burgers
  • Prepared salads and salad dressings
  • Gravy mixes

Part Time Care Policy

School Age Centre

Part-time spaces become available only as a result of vacancies in our full-time program. At the school age program, there is sufficient flexibility (we are rarely at 100% full capacity) that they may be offered to an existing full-time family that wishes to move to a part time space. (This may be reviewed in the future)

Part Time spaces are for continuous care during the term time and by the week during vacation periods. A part time
space during the term time does not guarantee a space during vacation periods.

Preschool & Infant Centres

For a temporary period, we may be able to offer a family part time space in the program. The parent must sign the form regarding conditional, temporary part time care.

Part time spaces become available only as a result of vacancies in our full time program. Should a family approach us that needs a full time space, the “part time” family will be given the option to take the space and make it a full time care arrangement. If they decide not to take the space they will be given two weeks’ notice that the arrangement for part time care is ending.

Workplace Harassment Policy

At St. Lawrence Co operative Day Care Inc (SLCD), the health and safety of our employees is paramount. Priority is given to protecting our employees and our visitors from Harassment and discrimination. Such conduct interferes with everyone’s ability to perform their job and is not in keeping with the Centre’s philosophy of trust and mutual respect. By working together, and giving the utmost attention to the safety and wellbeing of each other, we will meet our shared objective of a healthier and safer working environment for all.

SLCD employees and clients are entitled to be treated with dignity and respect and have a work environment free from harassment and discrimination as prescribed by the Human Rights Code in Ontario and the Occupational Health and Safety Act. This policy applies to all employees and agents/representatives of SLCD while in the workplace, during work-related field trips or travel, or during any work-related and or social functions.

Employees are expected to assist SLCD in its attempts to prevent and eliminate harassment in the workplace. SLCD will treat any form of harassment that occurs in the workplace seriously irrespective of the alleged perpetrator’s position. Nothing in this policy limits an individual’s right to file a complaint with the human Rights Commission or the Ministry of Labour should they feel the situation warrants such action.

Defining Workplace Harassment

The Occupational Health and Safety Act defines Workplace Harassment as “engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome”. Harassment and discrimination can take the following forms including:
  1. Discrimination-based Harassment Includes any verbal or physical conduct that may reasonably be perceived as denigrating or showing hostility or aversion toward an individual because of the individual’s race, colour, religion, gender, sexual orientation, national origin, age, disability, or other status protected by law, or because of the protected status of the individual’s relatives, friends, or associates. This type of harassment includes, but is not limited to:
    1. Epithets, slurs, negative stereotyping, demeaning comments, including comments pertaining to a person’s dress, accent, or other cultural differences, or intimidating acts that are based on an individual’s protected status.
    2. Written or graphic material (whether by printed or electronic media) circulated within or posted within the workplace that shows hostility toward or is demeaning to an individual or group because of their protected status.
  2. Sexual Harassment Generally, there are two types of sexual harassment:
    1. Repeated sexual advances or solicitations made by a person where such person knew or ought reasonably to have known that the advance was unwelcome.
    2. A reprisal or threat of reprisal for the rejection of a sexual solicitation or advance made by a person who is in a position to grant or deny a benefit.

Behaviours Constituting Harassment

  • Differential treatment of employees or co-workers based on race, gender, ethnicity, etc.
  • Verbal or written comments, jokes, teasing, and/or other communication of a sexual nature.
  • Demeaning language based on gender or sexual preference.
  • Graphic comments about an individual’s body.
  • The use of sexually degrading words to describe an individual.
  • The display of sexually suggestive objects and/or pictures in the workplace.
  • Foul or obscene language and/or gestures.
  • Unwanted physical conduct such as patting, pinching, and/or brushing up against another person’s body.
  • A promise of better treatment in return for sexual favors.
  • Indirect or expressed threats for refusal of a sexual request.

Responsibilities of Board Members and Supervisors

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Responsibilities of Employees

  • Compliance with this policy is the responsibility of all employees.
  • Employees must avoid any behavior or conduct that could reasonably be interpreted as a violation of this policy.
  • Employees must maintain a work environment free from discrimination and harassment.

Process for Making Harassment Complaints

For less serious incidents of harassment, if employees have witnessed or experienced conduct which they believe to be inconsistent with this policy, they have a responsibility to:

Step 1
  • Make the objection clearly known to the offender.
  • Ask the individual to stop the behavior.
  • Where an employee approaches another employee with a workplace harassment complaint/concern, they should clearly state that the perceived action/behavior is viewed as harassment under the terms of the Centre’s policy.
Step 2
  • In certain circumstances, it may be inappropriate or the employee may feel uncomfortable in asking the individual to stop. In this case, the behavior should be directly reported to their supervisor.
  • If the behavior continues after making the objection known, or is more serious in nature, contact your Board of Directors.
  • A written record of the action/behavior and complaint should be provided to your supervisor or the Board of Directors, including dates, times, nature of the action/behavior, and witnesses (if any).
Investigation Process
  1. All complaints will be investigated promptly.
  2. All those directly involved and any witnesses will be spoken with.
  3. Notes/statements will be prepared during each interview, reviewed by the person(s) being interviewed, and signed for accuracy.
  4. Records or other documents relevant to the incident being investigated (this may include work schedules, complaints, and observation notes and may also involve taking pictures of the scene) will be reviewed.
  5. Relevant collective agreement or employment contract language or organizational policies/procedures will be reviewed.
  6. Depending on the scope of the investigation, employees may need to seek the assistance of the supervisor or Board of Directors.
  7. A final summary/report of the investigation will be prepared.
Corrective Action
  • Any employee found to have engaged in conduct that violates this policy will be subject to discipline, up to and including termination of employment. Because allegations of harassment are very serious, frivolous complaints found to have been made for improper purposes will result in disciplinary action being taken against the complainant.
Confidentiality
  • Employees should feel secure in knowing that their concerns will be handled discreetly and sensitively. As such, employee issues will usually remain between the employee, and their Supervisor. On occasion, however, an investigation may require consulting with another employee, Supervisor, or the Board, in order to ensure an appropriate resolution. In such cases, the employee will be consulted prior to involving others.
Reprisals
  • This policy strictly prohibits reprisals against an employee because they have brought forward a concern or have provided information regarding a concern under this policy. Any employee who commits or threatens reprisal against another employee for following this, or any of the Centre’s policies in good faith, may be subject to discipline, up to and including dismissal for cause.

Workplace Violence Policy

Commitment Statement

At St. Lawrence Co-operative Day Care Inc. (SLCD), the health and safety of our employees is paramount. Priority is given to protecting our employees and our visitors from violence and/or intimidating behaviours. Such conduct interferes with everyone’s ability to perform their job and is not in keeping with the Centre’s philosophy of trust and mutual respect. By working together, and giving the utmost attention to the safety and wellbeing of each other, we will meet our shared objective of a healthier and safer working environment for all.

SLCD employees, clients, parent’s and Board are entitled to have a work environment free from violence and intimidating behaviours as prescribed by the Occupational Health and Safety Act. This policy applies to all employees and agents/representatives of SLCD while in the workplace during work-related field trips or travel, or during any work-related and/or social functions. Employees are expected to assist SLCD in its attempts to prevent and eliminate violence in the workplace. SLCD will treat any form of violence that occurs in the workplace seriously irrespective of the alleged perpetrator’s position. Nothing in this policy limits an individual’s right to file a complaint with the Ministry of Labour should they feel the situation warrants such action.

Defining Workplace Violence

The Occupational Health and Safety Act defines Workplace Violence as:

  • The exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker.
  • An attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker.
  • A statement or behavior that is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker.

Forms of Workplace Violence

  1. Violence by strangers

    • Usually enters the place of work on the pretense of being a customer.

  2. Violence by Customers/Clients/Parents

    • May be an expected or unexpected situation.

  3. Violence by Co-workers

    • Could include: current employee and manager, former employee and manager, a prospective employee, and may occur inside or outside the workplace.

  4. Violence by Personal Relations

    • This includes spouse, partner, relative, or friend and usually occurs when a personal dispute occurs with the worker and enters the workplace to harass, threaten, injure, or kill the employee.

Behaviours Constituting Workplace Violence

Such threats or acts include, but are not limited to:

  • Harming or threatening to harm any employee or guest.
  • Damaging or threatening to damage property or the property of any employee or guest.
  • Possessing a dangerous weapon or incendiary device on property without prior authorization.
  • Engaging in stalking behavior of any employee.

Responsibilities of Board Members and Supervisors

  • Assess risks of violence at St. Lawrence Co-operative Day Care Inc.
  • Promote a non-violent workplace.
  • Provide employees with information and instructions regarding the workplace policy and program with respect to workplace violence, including appropriate steps to be taken as well as investigation procedures.
  • Take every reasonable precaution for the protection of the worker.
  • Inform employees of potential situations with a risk of violence.
  • Ensure employees understand who to contact regarding concerns about the policy or when to report an incident.
  • Model behavior that helps support a positive work environment.
  • Ensure the workplace is free from violence.
  • Respond to complaints brought to their attention.
  • Respect the confidentiality and sensitivity of such issues.
  • Document all information and investigation results.
  • Request an investigation into allegations of violent situations be conducted.
  • If witnessing elements of a poisoned work environment, take action.

Responsibilities of Employees

  • Compliance with this policy is the responsibility of all employees.
  • Employees must avoid any behavior or conduct that could reasonably be interpreted as a violation of this policy.
  • Employees must maintain a work environment free from violence and/or intimidation.
  • Call 911 if the situation warrants it and you find a peer or yourself in immediate danger.

Process for Making Violence-Related Complaints

If employees have witnessed or experienced conduct which they believe to be inconsistent with this policy, they have a responsibility to:

  • Call 911 if the situation warrants it and you find a peer or yourself in immediate danger.
  • Make the behavior/actions known to your supervisor or the Board immediately.
  • A written record of the action/behavior should be provided to the supervisor, including the dates, times, nature of the action/behavior, and witnesses (if any).
 

Removal of a Person from the Workplace

Any person who makes substantial threats, exhibits threatening behaviour, or engages in violent acts against employees, visitors, guests, or other individuals while on St. Lawrence Co-operative Day Care property shall be removed from the premises as quickly as safety permits, and shall remain off the premises pending the outcome of an investigation. Employees are not to remove individuals from the premises. Assistance must be requested from the Police.

Investigation Process

  • All complaints will be investigated promptly.
  • All those directly involved and witnesses will be spoken with.
  • Notes/Statements will be prepared during each interview, reviewed by the person being interviewed, and signed for accuracy.
  • Records or other documents relevant to the incident being investigated (this may include safety reports, incident reports, work schedules, injury reports, complaints, and observation notes, and may involve taking pictures of the scene) will be reviewed.
  • Relevant collective agreement or employment contract language or organizational policies/procedures will be reviewed.
  • Depending on the scope of the investigation, employees may need to seek the assistance of the supervisor or Board.
  • A final summary/report of the investigation will be prepared.

Corrective Action

Any employee found to have engaged in conduct that violates this policy will be subject to discipline, up to and including termination of employment. Because allegations of acts of violence are very serious, frivolous complaints found to have been made for improper purposes will result in disciplinary action being taken against the complainant.

Confidentiality

Employees should feel secure in knowing that their concerns will be handled discreetly and sensitively. As such, employee issues will usually remain between the employee, and their Supervisor. On occasion, however, an investigation may require consulting with another employee, Supervisor, or the Board, in order to ensure an appropriate resolution. In such cases, the employee will be consulted prior to involving others.

Reprisals

This policy strictly prohibits reprisals against an employee because they have brought forward a concern or have provided information regarding a concern under this policy. Any employee who commits or threatens reprisal against another employee for following this, or any of the Centre’s policies in good faith, may be subject to discipline, up to and including dismissal for cause.

Waitlist Policy

St. Lawrence Co-operative Day Care Inc. has created and maintains a centralized waitlist for its four Centres. A child is added to the waitlist after contact is made online, over the phone, by email or in person. St. Lawrence Co-operative Day Care Inc. does not charge a fee to add a Child’s name to the wait list. All waitlist applications will be placed in a Waitlist Binder and stored in a lockable cabinet to secure and maintain the confidentiality of all applicants.

Children are accepted into the daycare on a first come, first served basis, based on the date of application. Priority is considered for siblings of children already in our Centres. When a spot becomes available, parents/ guardians are called in order of the placement on the waitlist. If a parent/guardian declines the spot then the next parent on the list is called until a parent accepts the spot and at that point the spot is considered filled. It is the responsibility of the parent/guardian to contact the Centre to confirm their spot every 6 months. This can be done in person, by phone or by email.

The waiting list will be made available to families in a manner that maintains the privacy and confidentiality of the children listed on it, but that allows the position of a child on the list to be ascertained by the affected persons or families. A child’s name is removed from the list when there has been no contact from the parent/ guardian in a 6 month period of time. It is also the responsibility of the parent/guardian to notify SLCD if any changes need to be made to their application (i.e. an address change, change of date of when care is required).

If a spot remains unfilled by following the above waitlist process, then parents/guardians on the City of Toronto
waitlist will be called in order based on the age group spot available on a first come, first served basis.

Parent Issues and Concerns Policy

The purpose of this policy is to provide a transparent process for parents/guardians, the child care licensee and staff to use when parents/guardians bring forward issues/concerns.

Glossary

  • Licensee
    • The individual or agency licensed by the Ministry of Education responsible for the operation and management of each child care centre it operates (i.e., the operator).
  • Staff
    • Individual employed by the licensee (e.g., program room staff).
  • Volunteer
    • An individual who voluntarily offers to work without being paid.
  • Student
    • A person who is studying at a school and who is doing a placement work experience without being paid.
  • Board Member
    • A parent who has been elected by the membership to jointly oversee the activities of the organization.

Policy

Parents/guardians are encouraged to take an active role in our child care centre and regularly discuss what their child(ren) are experiencing with our program. As supported by our program statement, we support positive and responsive interactions among the children, parents/guardians, child care providers and staff. We foster the engagement of ongoing communication with parents/guardians about the program and their children. Our staff are available to engage parents/guardians in conversations and support a positive experience during every interaction.

All issues and concerns raised by parents/guardians are taken seriously by the Program Supervisor or Identifiable Authority and will be addressed. Every effort will be made to address and resolve issues and concerns to the satisfaction of all parties and as quickly as possible.

Issues/concerns may be brought forward verbally or in writing. Responses and outcomes will be provided verbally, or in writing upon request. The level of detail provided to the parent/guardian will respect and maintain the confidentiality of all parties involved.

An initial response to an issue or concern will be provided to parents/guardians within 5 business day(s). The
person who raised the issue/concern will be kept informed throughout the resolution process. Investigations
of issues and concerns will be fair, impartial and respectful to parties involved.

Confidentiality

Every issue and concern will be treated confidentially and every effort will be made to protect the privacy of parents/guardians, children, staff, students and volunteers, except when information must be disclosed for legal reasons (e.g. to the Ministry of Education, College of Early Childhood Educators, Law Enforcement Authorities or a Children’s Aid Society).

Conduct

Our Centre maintains high standards for positive interaction, communication and role-modeling for children. Harassment and discrimination will therefore not be tolerated from any party. If at any point a parent/guardian, provider or staff feels uncomfortable, threatened, abused or belittled, they may immediately end the conversation and report the situation to the Supervisor and/or licensee.

Concerns about the Suspected Abuse or Neglect of a Child

Our Centre maintains high standards for positive interaction, coEveryone, including members of the public and professionals who work closely with children, is required by law to report suspected cases of child abuse or neglect. If a parent/guardian expresses concerns that a child is being abused or neglected, the parent will be advised to contact the local Child Welfare Agency directly. Persons who become aware of such concerns are also responsible for reporting this information to local Child Welfare Agency as per the “Duty to Report” requirement under the Child and Family Services Act. For more information, visit Child welfare and child protection services | Ontario.ca.

Nature of Issue or ConcernSteps for Parent and/or Guardian to Report Issue/Concern:Steps for Staff and/or Licensee in responding to issue/concern:
Program Room-Related

E.g.: schedule, sleep arrangements, toilet training, indoor/outdoor program activities, feeding arrangements, etc.		Raise the issue or concern to:
  • the classroom staff directly
  • or
  • the supervisor or licensee
  1. Address the issue/concern at the time it is raised or arrange for a meeting with the parent/guardian within 5 business days.
  2. Document the issues/concerns in detail. Documentation should include:
    • The date and time the issue/concern was received.
    • The name of the person who received the issue/concern.
    • The name of the person reporting the issue/concern.
    • The details of the issue/concern.
    • Any steps taken to resolve the issue/concern and/or information given to the parent/guardian regarding next steps or referral.
  3. Provide contact information for the appropriate person if the person being notified is unable to address the matter.
  4. Ensure the investigation of the issue/concern is initiated by the appropriate party within [insert number] business days or as soon as reasonably possible thereafter. Document reasons for delays in writing.
  5. Provide a resolution or outcome to the parent(s)/guardian(s) who raised the issue/concern.
General Centre- or Operations-Related

E.g.: child care fees, hours of operation,staffing, waiting lists, menus, etc.		Raise the issue or concern to:
  • the supervisor or licensee
Staff, Duty parent, Supervisor, and/or Licensee-RelatedRaise the issue or concern to
  • Raise the issue or concern to:
  • the individual directly
  • or
  • the supervisor or licensee
All issues or concerns about the conduct of staff, duty parents, etc. that puts a child's health, safety, and well-being at risk should be reported to the supervisor as soon as parents/guardians become aware of the situation.		Column #3
Student/ Volunteer-RelatedRaise the issue or concern to
  • Raise the issue or concern to:
  • the staff responsible for supervising the volunteer or student
  • or
  • the supervisor and/or licensee
All issues or concerns about the conduct of students and/ or volunteers that puts a child’s health, safety and well-being at risk should be reported to the supervisor as soon as parents/ guardians become aware of the situation.

Escalation of Issues or Concerns: Where parents/guardians are not satisfied with the response or outcome of an issue or concern, they may escalate the issue or concern verbally or in writing to the Board of Directors.

Issues/concerns related to compliance with requirements set out in the Child Care and Early Years Act., 2014 and Ontario Regulation 137/15 should be reported to the Ministry of Education’s Child Care Quality Assurance and Licensing Branch.

Issues/concerns may also be reported to other relevant regulatory bodies (e.g. local public health department, police department, Ministry of Environment, Ministry of Labour, fire department, College of Early Childhood Educators, Ontario College of Teachers, College of Social Workers etc.) where appropriate.

Contacts

Parent Contact

The conditions of this agreement protect both the parents and The St. Lawrence Co-operative Day Care Centre Inc. “the Centre”. It assures the Centre that you, the parents, will financially support the space guaranteed for your child. Such guarantees from the parents protect the financial stability of the Centre, and ensure it continues to provide child care for your family.

Agreement

I agree to:

  1. Accept membership in the St. Lawrence Co-operative Day Care Inc. upon my child’s enrollment in the program and I agree to resign membership upon my child’s withdrawal;
  2. Pay in advance, the designated fees, with no deductions for absences including holidays; (subsidy allows for a total 35 absences (20 consecutive days) which include absences, holidays and sick days, in a calendar year);
  3. Give the Centre one month notice, in writing, when my child is being withdrawn;

I understand that:

  1. The daily fees are set by the General Membership and reviewed annually;
  2. I am responsible to pay the full daily fee unless I receive a subsidy from the City of Toronto Community & Neighbourhood Children’s Services;
  3. If I receive subsidy for child care fees from the Children’s Services Department, I will be responsible for my assessed daily fee contribution;
  4. I am responsible to fulfill all the requirements of the Children’s Services Department, necessary to maintain the subsidy; and
  5. If I become ineligible for any subsidy, I am responsible for paying the full daily fee.

Canada Wide Early Learning Child Care System (CWELCC) Funding

SLCD applied for and now participates in the Canada Wide Early Learning Child Care system (CWELCC). The CWELCC Agreement will support Ontario families to achieve an average fee of $10 per day for children under the age of six. The implementation of the CWELCC System is a five-year plan which includes improving affordability, enhancing quality, increasing child care access, supporting inclusion and supporting data reporting.

What Does this mean for SLCD Families?

The Province of Ontario has committed to implementing a system in stages:

  • 2022: A fee reduction of up to 25% (to a minimum of $12 per day) for eligible children retroactive to April 1, 2022
  • 2023: A 50% fee reduction for eligible children
  • 2025-2026: Working towards an average fee of $10 per day per eligible child by the end of the fiscal year 2025-26

Who is eligible to have a fee reduction?

  • Your child must attend a licensed child care centre in Toronto.
  • Your child must be under the age of 6 or turning 6 between January 1 and June 30.
  • The child care centre must apply to opt into the CWELCC System by September 1st, 2022, and receive approval from Toronto Children’s Services to be part of the CWELCC System.

The Ontario child care fee subsidy program will continue to be available for eligible families. As we move forward, we will continue to communicate further details to families via email, based on the Ministry of Education guidelines

Parent Fee Policy

The following administration policies have been passed by the Board of Directors of St. Lawrence Cooperative Daycare Inc. Parents are strongly urged to read this section carefully. Please speak to the Centre Supervisor if you require further clarification.

  1. Parents/Guardians must complete Parent Personal Pre –Authorized Debit (PAD) Agreement or submit a series of post-dated cheques dated the first of each month or submit payment by the first week of the month. Fees must be paid for every day that your child is enrolled. This includes days absent and days on which the centre is closed. If parents/guardians have not paid the fee after one month, they will be asked to keep their child home until a payment schedule has been worked out between the St. Lawrence Co-operative Day Care Bookkeeper and/or Program Supervisors and the parents/guardians. If there is a default in a payment, the child can be withdrawn from the St. Lawrence Co-operative Daycare.
  2. All PAD payments will be collected by St. Lawrence Co-operative Day Care Inc. within the first 5 business days of the month. For all new families enrolled, PAD payments will start with the second month of enrollment, please pay by cheque/money order for the first month enrolled.
  3. A $25.00 fee will be placed on all NSF cheques or PADs. Fee rates are subject to change throughout the year should the need arise. A four week advance notice will be given before any increase takes effect. St. Lawrence Cooperative Day Care has an agreement with the Children Services Department, City of Toronto to provide services for families requiring financial assistance. Please speak to the Centre Supervisor for information on financial assistance. Parents receiving a fee subsidy are allowed up to 35 absent days in a calendar year (Jan-Dec). Absences are not to exceed 20 consecutive days. If a child exceeds the allowable number of absent days, the parent/guardian is responsible for the full fee for each day absent. Unpaid fees will also be reported to Toronto Children’s Services (Subsidy Office). This may result in an inability to get a day care space for the child or for other children that are not yet in day care, in the future.
  4. The fees are calculated by multiplying the number of billing days for the month by the daily rate.
    • Number of Billing days x daily rate = Monthly Fee
  5. A late fee of $25.00 per month will be charged on all overdue fees. Late fees will be accumulated on the last day of the month that the overdue balance remains. If fees are outstanding for 1 month, you will be contacted by the bookkeeper, advised of your balance owing and what is required to place your account in good standing. If fees are outstanding and a payment plan has not been discussed and approved by the Centre we will be unable to provide child care services until all outstanding fees are paid.
  6. One month written notice is required when withdrawing your child from the Centre.
  7. St. Lawrence Co-operative Day care is closed on the following days: New Year’s Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving day, Christmas Day, Boxing Day. On December 24th (Christmas Eve) the Centre is closed at 2:00 pm and on December 31st (New Year’s Eve) the Centre is closed at 2:00 p.m. If one of these days falls on a Saturday or Sunday then an alternative day that the Centre will be closed will be announced. Advance notice of any changes will be given to advise parents accordingly.
  8. Always notify the Centre immediately if any changes of information need to be made on your child’s forms.
  9. Income tax receipts will be issued once per year.
  10. The Board of Directors reserves the right to amend any of the foregoing policies and to change the fees charged to parents. Four weeks’ notice will be given to parents prior to any change in fees.

Emergency Closure Policy

St. Lawrence Co-Operative Day Care Inc. (SLDC) strives to ensure continuity of service for children attending the centre. On rare occasions, where the health and safety of children and staff may be at risk, it may be necessary to close SLCD for a full day or close SLCD early in the day. All decisions regarding SLCD closure (i.e., disruption to essential services such as heat, water, electricity, inclement weather, etc.) will be made at the discretion of the Chair of the Board of Directors in consultation with the Program Supervisors. However, SLCD will make the decision to close on days the Toronto District School Board or Toronto Catholic District School Board makes the decision to close.

Communication of Closures

SLCD will communicate a Centre Closure via the following:

  • Recorded message on respective centres’ landlines as early as possible.
  • Posting of a notice on respective centres’ main entrance or as close to the main entrance as is reasonable and safe. This notice shall inform parents of the need for an emergency closure or evacuation and direct them to where they can pick up their children (if they are present at the centre at the time of emergency evacuation/closure).
  • Due to the different geographical locations of each centre, it may be that one centre is closed while another is open. Due to the requirements of the Ministry of Education with regards to registration and group sizes, we are unable to move children between centres when this occurs.
 

Staff

  • During the time when SLCD is closed, staff will receive their full salary for their normal hours worked.
  • For an unlikely emergency that extends beyond one work day, staff will be expected to use paid time off (PTO) to cover additional days that SLCD may be closed to ensure that they continue to receive their pay. No overtime will be paid during this time period.
  • Program Supervisors are expected to work at home if feasible.
  • Program Supervisors will make every effort to notify the staff by phone of the closure with as much notice as possible.

Part-Day Closure

In the event of a closure, parents/guardians will be telephoned by a member of staff (whenever possible). Therefore, it is important for parents/guardians to ensure the centre has the most up-to-date contact details.

Staff will endeavour to make every effort to get into work however at times this may not be possible. Children will only be accepted by staff if the correct adult/child ratio can be maintained.

If an emergency event such as inclement weather or a power outage occurs, the Board of Directors may determine that the Centre will close mid-day. In the event the Centre closes mid-day, employees who live the furthest will be accommodated to leave first so that the conditions do not further deteriorate and affect their ability to travel safely.

Program Supervisors who are working at home or at the office on the day of the partial closure will be paid
their normal salary. Casual employees will be paid for their scheduled hours of work. No overtime will be paid.

Staff who had taken the day off will have the day subtracted from their allotted PTO as would have occurred
if the Centre did not close.

Individual Employee Circumstances

In the case that SLCD is open and an employee cannot get to work, these guidelines shall be followed:

  • Individual staff circumstances may affect a staff’s ability to come to work. The key to assessing the situation on a case-by-case basis is the communication between the staff and his or her Program Supervisor.
  • SLCD recognizes that in a severe national or regional disaster, all methods of communication may be unavailable, but staff should persist, by any method possible, to reach their Program Supervisor to discuss individual circumstances.
  • In the event that something happens which gives cause for concern – for example bad weather – please do the following:
    • Call your respective Centre before commencing your journey to ensure staff have arrived and that the centre is open. Visit our Contact Us page for more information.

Parent Fees

*Unless otherwise noted, the fees will not be refunded due to the centre’s early and emergency closures
resulting from circumstances beyond the centre’s control.