School-Age Program

· Excused Absence – Notice was given at least 24 hours prior, or the participant was called out sick. (Sick- For 3 consecutive days or more a doctor’s note must be provided. If a participant is in/out 2 or more times in a 2-week period due to illness, then a doctor’s note must be provided.) Participants may be excused for a MAXIMUM of 24 business days in one calendar year (January-December). Any absences beyond that are required to be paid out-of-pocket and are NOT covered by San Diego Regional Center, CDA, YMCA, etc. · Vacation time – Participants can be excused for up to 10 consecutive business days for a vacation. Participants wishing to take a vacation for longer than 10 consecutive business days may do so, but are required to pay out-of-pocket for additional days PRIOR to leaving. Any participant who does not pay to hold their slot prior to leaving will be removed from our roster and may be added back to the waitlist when they return. Our current rate (as of summer 2024 is $71.51/day). Failure to pay prior to departure (of a vacation longer than the 10 days) will result in a $50 fee plus the fees for additional days the participant was absent. All fees MUST be paid by the time the participant is dropped-off on the day they return to the program. (See excused absence policy above if additional vacation days are needed throughout the year.) · Unexcused Absence – Notice was provided the day of, or not at all. · Late Pick-Up (after program closes at 6:00 for ADP or 6:30pm for SAP) – Participants families are charged $5 for the first 5 minutes then $5 per minute after. Payments for late pick-up MUST BE PAID PRIOR to the next day of care and are not the responsibility of Regional Center, YMCA, CDA, etc. Parents/Guardians are held responsible for late pick-up payments. •Solo Time – Prearranged time when a participant will be alone with 1:1 care outside of normal operating hours. •Set Hours – The hours a participant/family/caregivers set for care. These hours are used to plan staffing accordingly. A participant who leaves 15 minutes or more prior to their set departure is still responsible for hours of care up to set time. (Ex: if a participant has hours set from 3pm-6pm and leaves at 5pm on any given day without 24-hour advanced notice then he/she is still responsible and charged for the missing hour until 6pm). (Set hours apply to SAP and after care for ADP. ADP participants are required to be on-site from 10am-3pm on their scheduled days.) •If a participant does NOT have set hours staff must be notified prior to the participant’s arrival. Unannounced drop-offs are prohibited because of our staffing ratios and planned activities. If a participant shows unannounced, then the participant may be turned away at the door or Emergency Staffing rates apply (Rate for payment is double time PER participant PER hour. Payments for emergency staffing MUST BE PAID PRIOR to the next date of care and are not the responsibility of Regional Center, YMCA, CDA, etc.; Participants/Parents/Guardians are held responsible for emergency staffing payment). •ADP Community Outings – Community outings will be during set times and any changes to the schedule will be relayed to participants/families/care providers. No participant arrivals/drop-offs will be permitted during community outings unless agreed upon prior with Care Programs Manager. •Sick participant – if a participant becomes ill during care hours. The participant’s parent/care provider is notified, and the parent/care provider has ONE HOUR to pick-up participant. If a participant is left more than an hour, then Emergency Staffing rates apply (Rate for payment is double time PER participant PER hour. Payments for emergency staffing MUST BE PAID PRIOR to the next date of care and are not the responsibility of Regional Center, YMCA, CDA, etc.; Participants/Parents/Guardians are held responsible for emergency staffing payment.). •Emergency Staffing – Staff makes emergency staffing plan to care for participant(s). ADP - When participants are left at Ivey during a community outing (example: participant’s arrival was expected at 10am and participant is dropped off, or arrives on transportation, at 11:30am during an outing, WITHOUT prior notice to care staff, care will not be available until ADP returns or emergency staffing arrangements can be made). SAP – (example: If a participant is not picked-up to go to school. Emergency staffing will take effect, and accommodations will have to be made to care for the participant until schools are released or a care provider arrives for pick-up.) - Rate for payment is double time PER participant PER hour. Payments for emergency staffing MUST BE PAID PRIOR to the next date of care and are not the responsibility of Regional Center, YMCA, CDA, etc.; Participants/Parents/Guardians are held responsible for emergency staffing payment. - Ivey Ranch reserves the right to increase the emergency staffing rate for any participant who requires emergency staffing 2 or more times per year. Ivey Ranch reserves the right to terminate a participant from the program after their 3rd time. - If a participant arrives during an outing without notice, the participant/family/guardian may choose to leave and return when ADP returns OR they can choose to not return that day, but their absence will be considered Unexcused. •Attendance must be regular, with any changes to days and times communicated to staff to remain enrolled. •If a participant is absent for two consecutive days without notification, then a program staff member will reach out to check in with the participant/family/guardian and discuss when participant will be returning to the program. If a participant is absent/no show for 5 consecutive days, IRPA is required to notify Regional Center. •Part time enrollment is allowed if days are pre-determined and scheduled with staff. Parents/guardians are responsible for all scheduled days unless otherwise discussed. REMINDER – You must call or text the Care Programs Manager the day prior to an absence for it to be excused. Calls or emails to office personnel are NOT a valid callout. Office personnel is not always available or able to notify program staff early enough to excuse an absence and adjust staffing ratios. Care Programs Manager: Christina@iveyranch.com (619)922-0919