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The Douglass School After School Program Sponsored by D.O.O.R.S.

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Presentation on theme: "The Douglass School After School Program Sponsored by D.O.O.R.S."— Presentation transcript:

1 The Douglass School After School Program Sponsored by D.O.O.R.S.

2 The Douglass After School Program The Douglass After School Program is a program provided by the Douglass Organization for Occupational and Related Services (D.O.O.R.S.), the parent-professional organization affiliated with the Douglass Developmental Disabilities Center (DDDC). As an independent 501(c) charitable organization, D.O.O.R.S. collects donations and organizes fund raising events to support the DDDCs Adult Program, the After School Program, the After Work Program for adults, the summer camp, other student/client related special activities, events and services, and staff appreciation. The D.O.O.R.S. executive board has oversight of the After School Program, and partners with the DDDC to manage the program. A DDDC senior staff person, typically the Adaptive Physical Education Teacher, is the on site coordinator, and other DDDC staff, Rutgers University undergraduate students and volunteers implement the program. DDDC staff in supervisor rolls are CPR trained and experienced in managing seizures. The After School Program runs 3 days a week (MWF) for approximately 10 weeks in the fall and 10 weeks in the spring. The program provides 1 to 1 supervision for most participants. Most activities are community-based, but occasionally an activity will be center-based (i.e., music with a music teacher). DDDC vans with drivers who have taken defensive driving courses, transport students to and from community- based activities. Activities may include: bowling art gymnastics-like activities (i.e., Jumping Jungle) roller skating cooking holiday shopping community trips (i.e., book stores, hay rides, trick or treating) swimming (when available) Applicants families must be active D.O.O.R.S. members. Participation is based on meeting DOORS requirements and availability.

3 After School Policies and Procedures Enrollment Process and Payment Policies o The After School Program (ASP) is open to any DDDC student who meets eligibility requirements and whose family is an active members of D.O.O.R.S. Registration forms are distributed at the end of the extended school year program and/or early September for the fall session, and in mid-December and/or January for the spring semester. D.O.O.R.S. provides the funding for the ASP to the extent possible based on the success of their fund-raising efforts each year; however, in most years parents and/or school districts (where school districts have agreed to fund the ASP) are responsible to pay a portion. The fee structure is determined by the D.O.O.R.S. Board based on their fiscal budget. Payment is expected to accompany registration forms (payments exceptions are made for school districts). Scholarships may be available through D.O.O.R.S. Scholarship allocations are determined on a semester by semester basis. Emergency contact information must be submitted with application. o Once enrolled, participants are committed for the entire session. o Payments must be made by check or money order – cash cannot be accepted. Checks/Money Orders must be made payable to The DDDC After School Program. o Registration forms always have a due date and the due date is strictly adhered to for processing purposes (e.g., staff recruiting, finger- printing, paperwork, and training). o The ASP ends promptly at 5pm. Transportation is the responsibility of parents/guardians or school districts. Each child must be picked on time. If a child is picked up late, staff must be compensated for their time. There will be a fee if this unexpected expense is incurred. A bill will be sent home to the families requesting compensation. The late charge is $40 per hour (based on a 2 staff minimum). Payments must be made within 10 days of the bill or the student may be terminated from the after school program without refund. WE WILL NOT BILL THE SCHOOL DISTRICTS OR BUS COMPANIES. It is each familys responsibility to pay the late charges or get payment from the school district or bus company. o If a participant needs medical attention at the Rutgers Health Center, the parents/guardians of the child being treated will be billed by the Health Center for services provided. Any charges can, of course, be submitted to individual health insurance carriers. Schedule and Transportation o The program runs approximately 10 weeks in the fall and 10 weeks in the spring every Monday, Wednesday, and Friday when school is opened. An ASP calendar is provided to all participants. Typically, the fall session starts in October, and the spring sessions starts in February, but this varies per calendar year. There is no ASP when the DDDC has an early dismissal or prior to significant holidays (e.g., Thanksgiving). In addition, the After School Program may be canceled due to inclement weather (weather advisory in effect). If the program is canceled due to an inclement weather event or unexpected early dismissal at the DDDC, both the family and school district will be contacted to make arrangements for transportation. o The program is in session from 2:45 – 5:00pm. Parents/Guardians may choose to send their child one day, two days, or all three days per week (see fees on application form) pending enrollment. The program has an enrollment cap of 25. If more families apply then there are slots, there will be a lottery for those days where we have more students then staff. o It is the familys responsibility to provide transportation home for each child. If parents are not picking up their child, then he/she must make other arrangements (e.g., school district bussing, car pool, grandparent, etc.). If a driver other than the parent or pre-arranged bus driver is picking up a child, the parent and/or the bus company must send a note to the Coordinator of the ASP stating the drivers name, phone number, and any other pertinent information. The ASP staff will request to see identification. PLEASE NOTE THAT PICKUP IS AT 25 GIBBONS CIRCLE.

4 After School Policies and Procedures continued… Student Eligibility o Students must have been enrolled at the DDDC at least 3 months prior to registering for the ASP to insure staff familiarity with students. o To preserve the integrity of the program, to insure continued community access and the safety of all participants D.O.O.R.S. has the following additional requirements: Participants are able to ride in a van safely and appropriately with up to 9 people Participants are able to participate in community-based activities for up to 2 hours Participants are able to be supervised safely in a 1:1 ratio** ** Some applicants may present with special behavioral needs requiring extraordinary supports. The D.O.O.R.S. After School Program Coordinator will consult with DDDC staff to asses manageability, and he/she will make every effort to recruit staff accordingly. Please be advised, that despite best efforts, there may be times when the nature of an individuals needs may preclude him/her from participating in the After School Program experience due to an inability to recruit appropriately trained staff. o Other Information o There is typically a 1:1 staff ratio. Staff assigned will be either a DDDC staff member or a student of Rutgers University. Student to staff assignments are made at the discretion of the ASP coordinator and supervisors. o The ASP is a community-based program that incorporates social, athletic, and recreational activities including, but not limited to gymnastics, music, bowling, trips to the mall, Barnes and Noble, etc. The students are grouped by age and visit local places such as sports centers, roller skating, malls, etc. Participants receive an activity schedule from the afterschool program director indicating planned activities once registration is complete.

5 D.O.O.R.S. Board After School Coordinator Supervisors Other DDDC Staff/Student Workers Supervisory Oversight for the After School Program

6 Financial Oversight for the After School Program D.O.O.R.S. Treasurer prepares a yearly budget with proposed costs and including a finite contingency fund Submits budget to Board After School Coordinator Send out notices Accepts checks/money orders from parents/districts and submits them to DDDC Budget Specialist Contracts for services, logs receipts and staff hours Copies D.O.O.R.S. Treasurer and the DDDC DDDC Business Specialist oversees payroll/monitors budget /receipt log Confirms expenses with D.O.O.R.S. Treasurer at end of each session D.O.O.R.S. Reconciles budget before the end of the fiscal year Any overage/deficit applied to new budget

7 Job Descriptions RU Students/Volunteers: Reports to the AS coordinator/Supervisors Work 1:1 or 1:2 with DDDC students Communicate with parents through communication logs Monitor students so that they behave in a safe and appropriate manor DDDC Staff person Reports to the AS Coordinator Assists with hiring process (interviews) Assists with staff training Supervises community activities Completes daily attendance sheets Assumes responsibility in the absence of the AS Coordinator Completes community incident reports Assists with Coordinating staff/student assignments Manages Medical/Behavioral Crisis DDDC Senior Staff Person Reports to D.O.O.R.S. Board Contracts for activities/services/logs receipts Advertises for and hires staff and arranges for finger printing Trains staff Coordinates DDDC Vans; school district / parent transportation Provides onsite supervision; manages payroll Contacts parents in the event of a community incident Manages Medical/Behavioral Crisis Organizes staff evaluations after each semester Meets bi-annually with DOORS treasurer to establish budget for each session Creates and sends home afterschool program registration, calendar of activities and transportation forms Provides office staff with student enrollment so then can mail to individual student case managers Coordinate staff/student assignments Interviews and hires supervisor as necessary Communicates with and monitors busses during dismissal After School Coordinator Supervisor: Younger Students Other DDDC Staff/Student Workers Supervisor: Older Students Other DDDC Staff/Student Workers

8 Medical/Behavioral Crisis Event: ASP Coordinator or Designee directs action, re-assigns staff as necessary to the individual in crisis; Coordinator or designee assures other individuals are appropriately monitored; notifies all appropriate parties and writes incident report. DDDC staff/ASP workers will follow appropriate community protocol for managing crisis situations (see Crisis Intervention Manual); will carry community ID/Information cards for local authorities (police/security/community member) As soon as it is safe to do so, the individual in crisis will be moved from the community setting and returned to the DDDC. ASP Coordinator will contact a parent/guardian and discuss the problem. A missed phone contact will be followed by an incident report. Two or more incident reports may require a meeting with the parents/guardians. If a childs After School Program participation is in jeopardy, the ASP Coordinator will advise the DOORS Board and he/she will have a face to face meeting with the parents/guardians prior to any formal discontinuation of services. Managing Crisis Events

9 Sample Calendar of Activities Group 1 - April SundayMondayTuesdayWednesda y Thursda y FridaySaturday 12 Music 3 45 Bowling 67 Park 89 Skating Jumping Jungle 1314 Barnes and Noble 1516 art Mall trip 2021 music 2223 Bowling Skating 2728 Jumping Jungle 2930 Park

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