Policies and Procedures

The primary purpose of the AmeriKids Preschool is to provide quality early childhood education
for each child enrolled in the school.  Every effort is made to recognize each child's abilities and to
create a caring environment where children can grow and develop.  Parents are always encouraged to
share information with teachers regarding their child's experiences at home.  Many things can have an
effect on a child's day at the school, such as, a new pet, a birthday, sleeping poorly, relatives visiting,
or a parent out of town.  In addition, parents are welcome to discuss any concerns they might have about
their child's day at the school.

          Personal information about children and families is considered confidential.  If, for any reason, a
parent is concerned about their child's well being, it is recommended that they first discuss this with the
child's teacher.  If the issue is a serious one, or if the parent prefers, he or she may choose to bring the
matter to the attention of the Chair of the Board of Directors. 

All children are encouraged to talk things out with other children when settling a dispute. Adults
will tell children to "use words," "tell him/her that you don't like that," etc.  In keeping with this
philosophy of trying to resolve conflicts peacefully, toy weapons are not permitted in the AmeriKids
Preschool.

 When children are having difficulty dealing with other children, such as hitting or biting, and
redirection is not successful; they are removed from the situation by an adult and spend a period of time
sitting quietly:  time-out.  When the child is ready to communicate, reasons are given for their temporary
exclusion from the group.  Corporal punishment is a method of discipline we would never choose at the
AmeriKids Preschool.

 Biting is common for toddler-aged children and is considered a normal developmental stage for
some children.  However, biting behavior is unacceptable and steps will be taken to prevent and reduce
the number of biting incidents.  Teachers will design the classroom to reduce toddler frustration and to
give the children choices.  Teachers will help children work on building verbal skills and using words to
express feelings and solve disputes.

 If a child is bitten, the teacher will wash the area with soap and warm water, and ice will be
applied if indicated.  On the rare occasion that the bite breaks the skin, the child will be taken to the
Medical Unit and parents will be notified.  An incident report will be written as with any injury requiring
first aid.  The "biter" will be told firmly that biting is not okay and that it hurts people.  We also
encourage the child who was bitten to express his feelings to the child who bit.

1. Diapers are changed soon after they have been wetted or soiled;
2. After use, disposable diapers and wipes are wrapped and disposed of promptly;
3.   Containers for diapers are emptied and sanitized daily;
4.  After diapering or toileting a child the child's hands are washed;
5.  All children and staff members are required to wash their hands after toileting and before eating;
6.  Staff members wash their hands after diapering or toileting each child;
7.  Bathroom fixtures, door knobs, floors, cubbies, table surfaces, musical instruments, and plastic toys are disinfected with Lysol Disinfecting Spray daily;
8. Bedding will be sent home to be washed when soiled;
9. AmeriKids Preschool is a smoke-free environment;
10.  Keep your child’s immunizations up to date and a current copy of his/her immunization record should be on file at the medical unit;
11. Paper towels and liquid soap are provided in our rest room at all times;
12. Children are prevented from sharing straws, drinks, and utensils;
13. Children are prevented from biting from the same piece of snack;
14. Washable items such as puppets, art smocks, and pillow covers are sent home monthly (or more frequently if necessary) to be laundered while other items such as the drapes are sent home for laundering every six months.

 A morning snack is also scheduled.  Parents are expected to send a nutritious snack for their child
each day.  The school encourages low-sugar, low-sodium food.  Gum, candy, and soda are not permitted.  It
is special for a child to bring a snack to share from time to time.  We are aware that parents may differ in what they feel are appropriate foods for their children.  Some popular special snacks are bagels, muffins,
fruit, vegetables, and cheese.  Feel free to ask teachers for other suggestions.

Research shows that force-feeding by any means is detrimental to children’s attitudes toward food
and it will not be used at any time.  Children will not be required to "clean their plates." 

        Children will participate in many activities throughout the day that will probably soil their
clothing.  Children should be dressed in comfortable, play clothing.  We encourage children to feel
free to experiment with and experience different "messy" tactile activities without feeling nervous
about spotting their clothes.

 Please anticipate seasonal weather changes by keeping appropriate clothes in the cubby.  Extra
clothes are also needed in case of toilet accidents or if clothes get wet in an activity.  Please be sure
that all clothing and belongings are labeled with the child's name.

Latex Balloons

 Parents should check in with teachers to let them know the child is present and to share any
information they should have for the day, especially permission for another person to pick up a child,
a different emergency number where the parent can be reached, or any other comments.   

 It is common for a child to have difficulty separating from his/her parent in the morning.  There
are several steps a parent can take to ease separation.

1. Talk with your child about school before you come;
2. When you leave, it is important to tell your child that you are leaving, and that you will come back to pick him/her up;
3. Help your child to become interested in an activity;
4. Talk about what will happen in your child's day;
5. Try to keep arrival consistent by following the same routine every day. Young children  appreciate knowing what will happen next;
6. Do not hesitate to ask a teacher for assistance when your child is having trouble separating.  They will be happy to assist and offer suggestions.

 The teachers are prepared and able to help a child deal with separating from his/her parents.  
Also, parents should feel free to call during the day to see how their child is doing.  The teachers are
always  happy to help in any way they can to ease in the transition to preschool.

 A child will be released only to his or her parent, legal guardian, yaya, or driver unless prior
arrangements have been made with the AmeriKids staff authorizing release to other specified individuals.  Children will not be released to siblings or other children under the age of 14 unless approved by the
Board of Directors.

At the end of the day, every child's cubby should be checked for messages, lunch boxes, soiled
clothes and artwork.  Teachers need to be informed when a child is going home for the day.

Signal Number 1:  School is in session;
Signal Number 2:  School is closed if other public and private schools are closed.  If they are
open,  we’re open;
Signals Number 3 and 4:  School is closed!

The determination to close school shall be made by the Board Chair in consultation with the Teacher
as early in the morning as possible.  In the event that school is canceled, the Teacher shall be responsible
for calling the parent whose name is first on the Contact List.  At that point, the phone tree system will
take effect and each parent is responsible for notifying the parent whose name is beneath their own on
the Contact List.  If a parent cannot be reached, the Teacher must be notified immediately so that she
may continue contact efforts.

If the students are already in school, they will remain there until the streets are clear and it is
safe for them to go home.  When weather conditions make traveling difficult, parents will need to use
their best judgment.  Extra travel time should be allowed when coming to pick up children and understand
that road conditions may impact the arrival of staff members at school.

 The children participate in the program by removing the tabs from aluminum cans for donation
to charities which make wheelchair parts out of the recycled material.  They also assist a teacher with
crushing the aluminum cans.

Deposits, Fees, and Tuition

 Tuition is due on the first business day of each month and must be paid in cash, U.S. dollars, and in exact change.  Payments should be placed in an envelope marked with the child’s name and given to any  member of the Board of Directors. 

Withdrawal

 Parents wishing to withdraw their child are required to give the preschool one month’s notice in writing.  The family will be responsible for tuition the entire month from the day of such notice, regardless
of whether the child attends school during that period.  If a family is required to leave Manila on short notice, the family is responsible for one month’s tuition from the time of written notice.

Currency

       The business of AmeriKids Preschool is conducted primarily in U.S. dollars.  Tuition is paid in U.S. dollars, in cash, and in exact change.  The teachers’ salaries, as well as much of the school’s equipment and supplies, are also paid for in dollars and in many cases, in cash.  In addition, the school’s checking account with the State Department Federal Credit Union (SDFCU) is based in the  and operates in dollars.  Checks from the SDFCU are written infrequently, usually to pay for the school’s annual liability insurance premium and on occasion, to reimburse a Board member for supplies ordered online and paid for with a credit card in U.S. dollars.

          Although much of the school’s business is conducted in dollars, the Philippine peso is also frequently used to pay for materials and supplies bought locally.  Some products and services, such as our teachers’ annual health insurance premiums, can only be paid for in pesos.  When pesos are needed, U.S. dollars are withdrawn from the school’s Dollar Petty Cash account and exchanged for pesos at the bank. 

Transaction Records

       Transaction records, including all deposits and debits, must be recorded in a board approved financial software program such as Quicken.  Using financial software assists tremendously in the
record keeping process and facilitates the generation of many different types of financial reports.

          Transaction records must be maintained for each account:  the SDFCU checking account, the Peso Petty Cash account, and the Dollar Petty Cash account. 

Purchases

At the beginning of each new school year, the Board will provide the Teacher with a monthly budget amount with which to purchase all necessary instructional materials and supplies.  Single purchases over $50 (or the equivalent in pesos) require written board approval.

When needed, the Treasurer may provide cash for the purchase of Board-approved school
materials and supplies up-front.  Typically, however, purchases are made on a reimbursable basis
upon the provision of receipts.

Account Balance Limits

The minimum SDFCU checking account balance limit is $3,000 or 3-4 months operational
expenses.   Since the school does not have check cashing privileges at the embassy bank, a good
rule of thumb is to always keep enough cash on hand in both the Dollar Petty Cash account and the
Peso Petty Cash account to pay for one month’s salaries and supplies.  This avoids potential inconveniences and problems with not having enough cash on hand to make the aforementioned
payments.    

Deposits

       When the amount of cash on hand in the Dollar Petty Cash account exceeds the amount of one
month’s salaries and supplies, and no other major expenses are expected in the near future, a deposit
to the SDFCU checking account should be made.  This is done by purchasing a cashier’s check from the embassy bank, completing a SDFCU checking account deposit slip, and mailing both the cashier’s check and the deposit slip the SDFCU.

Receipts

       Documentation for all funds incoming and outgoing shall be provided in the form of a written receipt.  Receipts for all purchases of Board-approved equipment, supplies, and materials are maintained by the Treasurer and are required for reimbursement. 

Reimbursement

       Teachers and Board members will be reimbursed for Board-approved, school-related expenses
as well as for the purchase of Board-approved, school-related equipment, toys, materials, and/or supplies.  Receipts documenting the purchased item or service provided, total amount, location, and
date are required for reimbursement.

Gifts/Donations

       AmeriKids Preschool is very fortunate to receive donations and gifts from generous members
of our community.  Since most donations are made at the AmeriKids classroom and in the presence of
the teaching staff, it is necessary that the teachers notify the Board of Directors of all donations promptly.  This enables the Board to formally thank the donor(s) as well as record the donated item(s) in the Physical Inventory.       

Physical Inventory

       A Physical Inventory of the property owned by the AmeriKids Preschool, including classroom furniture, electronics, toys and equipment, etc. should be conducted annually by the Treasurer and
updated as needed.  To the extent possible, dollar values should be assigned to each item. 

The purposes for maintaining an accurate Physical Inventory include preventing the
unnecessary duplication of equipment, toys, materials, and supplies; assisting the teachers and the
Board in identifying the school’s toy and equipment needs; differentiating property owned by the AmeriKids Preschool from that owned by the mission; as well as for insurance purposes.    

Maintenance of Space

       Regulations allow the mission to pay for some limited maintenance of the classroom.  Generally, the mission will pay for repairs that fall within the “fair wear and tear” category such
as flooring problems, faulty plumbing, electrical problems, etc.  When such a repair is needed, the
teaching staff should notify the Chair of the Board of Directors, or another Board member if the
Chair cannot be reached, so that a completed Facility Maintenance Request Form may be submitted to the Facility Maintenance Office as soon as possible.

          Similarly, the Property and Supply Office is willing to supply the school with limited furniture and appliances.  When a classroom need is noted, a completed Property/Supply Request Form should be submitted to the Property and Supply Office by a member of the Board.

Roles and Responsibilities

        The responsibilities of the Teacher, Assistant Teacher, and Teacher’s Aide are varied and include, but are not limited to:

1. Implementing indoor and outdoor activities that support children’s physical, social, emotional, and intellectual development;
2.  Role modeling appropriate communication and interaction skills;
3.  Extending children’s knowledge of concepts appropriate to their developmental level;
4.  Teaching children age-appropriate basic skills;
5.   Preparing the children for formal schooling;
6.   Supervising children’s daily routines such as meals and personal hygiene.

1. Communicating with parents regularly regarding the children’s experiences within the  program;
2.  Evaluating the children’s developmental progress;
3.  Conducting parent-teacher conferences.

 The Teacher, Assistant Teacher, and Teacher’s Aide will also be responsible for overseeing the school building and grounds.  Daily safety checks of the building and grounds will be conducted.  Any substances or materials not appropriate for handling by or are dangerous to the children attending AmeriKids Preschool will be safely stored out of the children’s reach.  If there is any damage to the
building or grounds or if there are any safety hazards, the Teacher, Assistant Teacher, and/or
Teacher’s Aide will promptly notify the Chair of the AmeriKids Board of Directors.  If the Chair cannot be reached, other Board members will be contacted.

 The Teacher, Assistant Teacher and Teacher’s Aide shall attend those AmeriKids Board meetings that the Board deems necessary.  Additionally, the Teacher, Assistant Teacher, and Teacher’s Aide shall participate in AmeriKids open houses, fund raising events, and related events. 

The Teacher and Assistant Teacher shall maintain a folder for each student enrolled at AmeriKids,
with written evaluations performed two times per school year.  Other evaluation and notations may be
made at the Teacher’s discretion.  The folders remain the property of AmeriKids and will be stored on
the premises.

Other additional responsibilities or changes to the above may be developed during the course of
the school year in consultation with the Board of Directors and the AmeriKids teaching staff.

Confidentiality

        Teachers maintain confidentiality for the families at the AmeriKids Preschool.  The children will
not be discussed outside the AmeriKids classroom.

Staff Absences

            If a teacher is ill and unable to come to work, he or she should call the Chair of the Board of Directors by 7:30 am to let him/her know.  If the Chair cannot be reached then it will be necessary
to continue calling members of the Board until one is contacted and informed of the situation.  If a
teacher is unable to work, for whatever other reason (besides illness), the Chair of the Board of
Directors will need to be notified in advance.

 Staff Selection

 Members of the staff are selected on the basis of educational and work experience with young children.  It is preferred that the Teacher hold a Bachelor's degree, plus have two year's experience with young children in a school setting. The Teacher must be knowledgeable in all areas of child development and must plan and implement developmentally oriented curriculum.  The Teacher is expected to assess and record each child's growth and development.  In addition, he or she should be qualified to supervise and train the Assistant Teacher and Teacher’s Aide effectively.

 As needed, staff openings are advertised.  Resumes are reviewed by the Board of Directors and interviews are scheduled with appropriately qualified candidates.

 Health Exams

           Once an applicant has received an offer for employment, he or she will be required to pass a general physical examination, chest x-ray, complete blood count, routine urinalysis, and a stool examination.  Other tests such as a visual acuity test, dental examination, or other miscellaneous tests
may be required by the Board of Directors. 

 The physical examination shall be conducted by medical service providers designated by the Board of Directors prior to the starting date of employment and annually thereafter.  Such an examination, provided at the Board of Directors’ expense, shall include the physician’s release verifying that the employee is healthy and fit for work.  Examination expenses shall not exceed 600 pesos unless written permission is provided by the Board prior to the examination.  Receipts are required for reimbursement.  Documentation of the exam results and the physician’s release must also be provided to the Board of Directors.

 If the employee’s physical examination reveals evidence of a medical problem and further evaluation or treatment is required, the employee shall pay the cost of the additional tests, treatment, and/or examination.  Employees must pass their physical examinations to maintain employment.

Medical examinations and test results shall be maintained confidentially, however, results may be communicated to others on a need-to-know basis for matters such as decisions regarding continuation of employment.

 Probation Period

        Once an applicant has received an offer of employment and has passed the health exam as described above, he or she may begin working under a probation period lasting two months.  During the two month probation period, new employees will be adequately oriented to the program philosophy, goals, policies, and operating procedures.

 This two month period is also the time during which the Board of Directors decides if the new  employee should continue as a regular member of the staff.  This decision is made based on an assessment of the employee’s work performance, aptitude, attendance, conduct, cooperativeness, and other characteristics which may deem the employee either suitable or unsuitable for the job.  If, at any time during the probation period, the Board of Directors decides that the new employee should not continue as a member of the staff, the Board may terminate his or her employment without notification.  

 Contract for Teaching Services

        If, at the end of the probation period, the Board of Directors decides that the new employee should continue as a member of the staff, the Board will offer the employee a Contract for Teaching Services.  The contract will specify the terms of employment, compensation information, entitlement to personal leave, description of job responsibilities, explanation of liability coverage, and terms of termination.  By signing the contract, both the Board of Directors and the employee agree to the terms specified in the contract.   

 Staff Schedule

          All staff members are required to arrive at school at 8:00 am and stay as late as 1:30 pm to prepare for lessons, communicate with parents, evaluate students, plan for parent-teacher conferences, and arrange for school-related field trips or other activities.  On occasion, staff members may have to remain in the AmeriKids facility after school hours in order to perform school-related activities.

 Professional Development

 Staff members are required to participate in educational opportunities geared toward enhancing their professional development. They may choose to attend conferences, workshops, seminars or college classes to gain new skills, refresh existing skills, meet with peers, etc.

 The AmeriKids Preschool may fund the membership of the Teacher to a Board-approved professional organization. The Board also funds the school's subscription to magazines for early childhood educators.  CPR and First Aid training are available to all staff members once per year.

 Evaluation

        Written evaluation of all employees shall be required.  This evaluation shall provide the basis for recognizing employee accomplishments, improving individual performance, and identifying professional growth activities.  Evaluation shall be used, along with other factors, in decisions regarding promotions, terminations, or continuation of employment.

 Social Security, Philhealth, and Pag-IBIG Benefits

        In addition to receiving salary payments, teachers will employer contributions for the Philippines Social Security, Philhealth (the National Health Insurance Program), and the Pag-IBIG Fund (Republic Act No. 7742 – “Home Development Mutual Fund Law of 1980) in the amounts required by law.  The employees are responsible for making Social Security, Philhealth, and Pag-IBIG payment arrangements him/herself and must submit receipts to the Treasurer indicating that the payments were made. 

Health Insurance

        In addition to contributing to Philhealth, or the National Health Insurance Program, the Board of Directors offers its teachers access to private health insurance.  The Board will pay a percentage of the annual premium for a Board-approved private health insurance plan.   

 Leave

       Teachers are entitled to personal leave each school year.  Teachers should refer to their contracts for the exact number of days to which they are entitled.  Compensation for leave in excess of the amount stated in the contract must be negotiated with and approved by the Board of Directors. 

 Salary Increases

        In order to keep teachers’ salaries competitive with the market, the Board of Directors will make every effort to afford teachers with annual salary increases, prior to the first day of each new school year.  Raises will be based on multiple factors including economic conditions, merit, or the Board’s ability to pay, annual cost of living increases, employee seniority, and performance evaluation information.

 Meals

       Teachers will be reimbursed for their meals purchased at the American Recreation Club restaurant when they take the children out to eat for their monthly “Club Lunch”.  The spending limit is 500 pesos to include the meals for all three teachers one time per month only.  Receipts are required for reimbursement.

 Termination

1. To enhance school-to-home communication;
2. To showcase student learning;
3. To recognize student achievement.

1. Student work published on the WWW must support the school's educational goals, objectives, activities and curriculum guidelines and will only be included with written parental consent;
2. Each school year, a specific webmaster will be identified within the Parent Board of Directors.  He or she will be responsible for authoring and regularly maintaining the school's web site content and information;
3. Photographs of students will only be included with written parental consent;
4. First names of students will only be included with written parental consent;
5. Personal information will never be included (phone numbers, addresses, e-mail addresses, last names, etc.).