Frequently Asked Questions & Policy and Procedures
1. What is your teaching philosophy?
Behind every fun and enriching Letgo Your Mind program is our commitment to provide children with an opportunity to grow more competent in the important STEM subjects (science, technology, engineering and math), to become more confident in their ideas and abilities, and to provide the guidance to develop the important life skills of cooperation and collaboration.
2. Who are your teachers?
Our teachers are currently teaching in public or private schools or are graduates or undergraduates involved in college programs relating to education or technology. All of our staff go through reference checks, a background screening process, and a thorough training program.
3. Are there any other staff members present during your programs?
Along with our program teacher, there is always at least one other staff member present during each of our programs. Summer programs also have high school and/or college aged students who work with the children in small groups. In addition, a director is present at each location for the entire week..
4. What is the student to staff ratio at your summer program?
Our ratio is between 9:1, depending on the age of the students and the material being presented.
5. What is your student supervision policy?
We ensure that there are always two staff members present at our programs at all times. Students are accompanied to the bathroom area, as well as any other time that they may need to leave the classroom.
6. Are the courses and themes the same each year?
Our summer themes change every year, as do our courses and activities.
7. What do students need to bring to our program?
Everyone should bring a lunch, snack and beverage every day. Water is typically available at each site, so a refillable bottle is a good idea. More information is sent out prior to the start of the program.
8. Are there prerequisites for any classes?
The answer is no. Children may sign up for any course designed for their age group.
9. Why can’t my 8 year old register for the Minecraft course?
The Minecraft course is designed with higher level math and a lot of abstract thinking that an 8 year old would probably not be able to grasp. We want all children to enjoy the courses and not feel left out.
10. Do students get time outside every day?
Weather permitting; students are taken outside every day during their lunch break. An additional outside break may be taken, as well. Children should come prepared with the proper clothing and shoes for active play.
11. What does a typical day look like?
We create a different theme for each summer season, allowing us to design new challenges and building projects for the students. Our days are structured so that there is adequate time to encourage spontaneous creativity and fun. The program for younger students are a combination of short instruction periods followed by hands on application, frequent group discussions and sharing periods, and time for unstructured, individual creativity. Activities are changed frequently, and modified as necessary. Older children are taught the basics of robot building and programming, along with stop motion animation. They spend the majority of their time working in small groups to enable their robots to perform a series of tasks, and also to create an original video. Students are gathered together throughout the day for instruction as the need arises. Each program has a number of enthusiastic, motivating and knowledgeable counselors working with the teacher to encourage and help the students.
12. What type of students do best in your program?
Our programs are enjoyed by kids with a wide range of interests. Prior experience with LEGO bricks or computers is not necessary, and both boys and girls do equally well.. We find that students who are not as interested in sports or fine arts program do quite well and seem to find a niche in our STEM based activities. It’s very rewarding to see each child leave with a new sense of accomplishment and self esteem.
13. Will the students get to take home the things that they build?
Unfortunately, no. As we all know, LEGO elements are very expensive. However, each child will be emailed pictures of their creations and their activities during the week. The older children will also get a copy of the stop motion animation video created by their individual groups.
14. What are your safety/emergency policies?
A staff member accompanies each child whenever he/she leaves the classroom for any reason. A first aid kit, list of parent contact numbers and any pertinent medical information is kept by the director and teachers and is readily accessible at all times. Pickup by anyone other than a parent needs to be provided in advance, in writing. Parents must accompany their children and sign in each morning and out each afternoon. Staff members at each camp location have been trained in CPR and First Aid. All of the camp’s safety and emergency policies are available at each camp location and are also available by e-mail.
15. What do parents need to do to enroll their child our program?
A link to our online registration system can be found on each individual program page.
16. What is the tuition for the program?
Tuition varies due to venues from $300 to $325. Half day courses of 4+5 year olds are $160 per week.
17. Are refunds provided?
Yes, we understand that sometimes situations arise which require you to change plans. We offer a full refund less $75 per class (for processing) if you request a refund before May 1. If you need to request a refund after June 1, we will refund 50% of the tuition. There are no refunds within 30 days of the start of a class or, if the child is removed from a program due to behavioral issues.
18. Are there any types of discounts?
We offer a $25 discount for siblings and multiple weeks
19. Is before or after care available?
At certain locations. All location pages will have information if available there.
20. Do you carry insurance?
Yes. We carry a $100,000 policy.
LetgoYourMind does not share any personal information, including email addresses, with third parties, under any circumstances.
22. Do you offer programs other than summer programs?
We also offer in-school and after-school programs, as well as one to three day long programs and Saturday workshops.
Policy and Procedures
Mission and Philosophy
To provide high quality innovative and challenging programs that encourages creativity and higher level thinking skills while fostering self-confidence in a fun and safe environment.
All of our programs and programs are run with a director and a program teacher present at all times. Summer programs also have high school and/or college aged students who work with the children as counselors in small groups complying with all state mandated ratios.
Owners: Jim & Kathy Harvey
Regional Directors: Eric Penniman, Caroline Keane, Sheila Morris, Kathy Harvey, Will Walker
Reports to Owners
Oversees the Site Directors by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining children and employees; developing, coordinating, and planning policies. Maintains communication between parents, program staff and owners.
Reports to Regional Director
Responsible for managing all aspects of the program location: procedures, policies and documents. Site Director is CPR and First Aid trained and will review all health records, and deal with all health and safety issues. Director will also handle all issues which involve parental notification.
Manages teachers, counselors and children. Oversees the implementation the weekly program curriculum; remains flexible and adapts to the needs of each child; and ensures the safety of all children; communicates concerns and the needs to the Regional Directors and/or owners in a timely manner. Directors are responsible for all program materials and will review all site teachers and counselors and report back to Regional Directors and or Owners.
Reports to Site Director
Implement the weekly program curriculum; remains flexible and adapts to the needs of each child; and ensures the safety of all children; communicates concerns and the needs to the Site Director in a timely manner. Teachers oversee the program counselors and give instruction and direction where needed. Teachers are to remain with students at all times and communicate with site director and parents about each child’s day.
Reports to teachers and Site Director
Counselors will ensure the safety of all children; assist the teacher throughout the day; inform the Teacher or Site Director of any concerns or issues. Counselors will support and encourage children on an individual basis throughout the day.
Copies of background checks, health care and discipline policies and grievance procedures are all either included in this packet or available upon request.
Background review of staff
Program Staff are required by law to have background checks performed including SORI, CORI and Juvenile Checks. All background checks are completed and kept in a locked file in the LEtGO Your Mind Business Office. Also all resumes and references have been checked and filed. Copies of background checks, health care and discipline policies and grievance procedures are all either included in this packet or available upon request.
Upon application for employment, LYM program Owners will secure applicant’s signatures that will provide permission to conduct CORI and SORI background checks. The background of each person to whom the program considers offering employment will be checked as follows:
— CORI and SORI background checks – All offers of employment and all continuing employment are contingent upon the company’s satisfaction with and approval of any background information requested or delivered after the employment offer.
— Each offer to hire is made contingent upon the applicant’s understanding and agreement that any information arriving at any time that would indicate that a person does not meet the hiring or employment criteria established by the program is grounds for immediate dismissal.
— Criminal Record Check: A search of criminal records databases will be conducted. Where the criminal record findings indicate conviction or would otherwise raise concerns, the potential employee will be given reasonable time to review and correct any errors in this report. Findings deemed to jeopardize the health and well-being of participants will be discussed and may impact employment. Any applicant who is on any of the state wide Sexual Offender lists and who it may reasonably be assumed poses any level of risk to the general public or to the children will be denied employment
— Employment Verification: Verification of claimed previous employment will include verification of dates employed, positions held, reasons for departure, rehire status as well as any performance information and general comments that can be learned.
–Personal & Professional References: The program will check personal and professional references provided by the applicant. A minimum of three references will be required.
Background information is maintained for 3 years at the LEtGO Your Mind office.
Staff Qualifications and age requirements:
Experience/Age of Counselors: Each counselor must have at least four weeks experience as a participant in structured group program and/or in a supervisory role with children or have satisfactorily completed the origination program. Each junior counselor must have satisfactorily completed a junior counselor orientation program.
The age of counselors shall be as follows:
– counselors shall have attained 16 years of age;
– junior counselors shall have attained 15 years of age.
– all counselors and junior counselors shall be at least three years older than the children whom they supervise.
– age shall be determined at the start of the program season.
Experience/Age of Owner/Program Director: The program director/owner must have completed a course in programming administration or have at least two seasons’ previous experience as part of the administrative staff of a recreational program for children. The director, or a similarly qualified designee of the director, must be present at the program at all times.
All staff and volunteers of LEtGO Your Mind are required to attend a day long training held in the spring designed to acquaint staff members with staff policies and procedures, aspects of the daily program, counselor responsibilities, approaches to child management, and techniques for problem solving. It’s also an opportunity for everyone to meet other staff and ask questions. Training is not limited to this one day. Counselors and teachers can expect continuous “on the job training” as new challenges are sure to present themselves throughout the summer. A full staff policies and procedures/training manual is provided to each LYM employee and volunteer at the spring training.
The goal of this program is to provide a safe, non-threatening, fun environment for all children and staff. On occasion, disruption may occur by a child who is acting inappropriately. All children will be informed of the disciplinary policies of our program. While we expect any disciplinary actions to be rare events, we have developed this policy so that all students are treated fairly and equally, and to provide a safe, collaborative environment for everyone.
We reserve the right to remove a child from the program if, in our discretion, it is advisable to ensure the safety or welfare of themselves or children. Any intentional physical harm, aggression or intentional destruction of equipment or property, safety concerns to the child, other children or staff, and all forms of violence will not be tolerated.
Student Safety and Violence Prevention Policy
LEtGO Your Mind is committed to providing all students with a safe program environment in which all members of the LEtGO Your Mind community are treated with respect. We believe that protecting against and addressing bullying and/or inappropriate words and actions is critical for creating and maintaining a safe, secure and positive climate and culture.
Our policy is intended to comply with RSA 193-F, which specifically prohibits all forms of bullying. Such conduct shall not be tolerated and is prohibited by this policy.
Bullying is defined as a single significant incident or pattern of incidents involving a written, verbal or physical act, or gesture, or any combination thereof directed at another student, or any electronic communication that:Physically harms a student or damages the student’s property;
Causes emotional distress to a student;
Interferes with a student’s educational opportunities;
Creates a hostile educational environment; or
Substantially disrupts the orderly operations of the program
Any incident that falls under these guidelines shall result in the immediate separation of the child from the group, directly followed by a discussion with staff regarding the nature and seriousness of the incident. LEtGO Your Mind shall then inform parents/legal guardians of any and all infractions to this policy by their child, with expulsion from the program as the end result. Parents will be asked to pick up their child as soon as possible, and no refund will be issued. LEtGO Your Mind will inform the parents/guardians of any aggrieved child of the incident; however names will not be divulged.
Progressive Discipline Steps
Counseling: When a discipline incident occurs, the student will be counseled and given a description of the behavior change required.
1st offense – Program Director will ask the child to take walk with him/her and take a break. If subsequent incidents occur the student may be asked to take another break. In both cases the child then rejoins the group and after a break. A written description will be kept on file. The parent will be notified.
2nd offense Program Director will ask the child to take walk with him/her and take a break. If subsequent incidents occur the student may be asked to take another break. In both cases the child then rejoins the group and after a break. A written description of the offense will be kept on file and the parent will be provided a copy.
3rd offense- Suspension: a student who continually disregards instructions will be suspended for minimum of 1 day. The parent / guardian will be advised. Termination: If the child’s behavior remains unacceptable then the parent or guardian will be informed and the child will be dropped from the program.
Discipline related absences are not eligible for refunds. Major first time incidents may progress the student directly to suspension or expulsion. Examples of such incidents include bullying, fighting, vandalism, safety concerns to the child or other children or staff, ditching, and insubordination. A suspension or expulsion shall involve the program director.
While we expect any disciplinary actions to be rare events, we have developed this policy so that all students are treated fairly and equally, and to provide a safe, collaborative learning environment for everyone.
Children with Special Needs:
We gladly welcome children with special needs and health conditions into our programs and we will accommodate children with special needs as best we can. We do ask for full disclosure in written form about a child’s challenges in order for us to create the best possible experience for them and to properly prepare our staff.
Whistle: Three consecutive and repeated whistle blows will be used to notify Staff and
Children of a general emergency, ie…Fire, Missing Child, Dangerous Weather.
If a situation arises that warrants a call to a child’s parents ie.: medical emergency, lost lunch, behavior issue, the staff will inform the director or head teacher of the situation. The director or head teacher will call the parents from their cell phone and inform them of the issue. No other staff member will make calls to a child’s family.
Because no one staff member will have all the correct facts, no staff member should make statements or comments to any media or news person. All media should be referred to the Program Director without exceptions. The media will be given information as soon at all facts have been gathered and confirmed. If the media should contact a staff member, the staff member should say “we have just learned that there may be a possible situation and are currently working to obtain more information”. The staff member should give the media the Program Director’s phone number and take their phone number so that the Program Director can call them back. No staff member should give the answer “no comment”.
Fire Evacuation Plan and Drills:
Fire drills will be conducted the first day of program at each location.
A floor plan of the building and site which indicates emergency exit routes, utility shut-offs, fire extinguishers, AEDs and emergency equipment and supplies, will be maintained and updated, as necessary. The floor plan will also indicate outdoor assembly area(s) and evacuation route(s) from the site. A copy of the plan will be posted at each program site and will be kept with this manual.
In any fire situation, it is important to act quickly and decisively in order to contain the spread of
the fire. All doors leading to the fire should be closed. Do not re-enter the area for belongings. If
the area is full of smoke, students and employees should be instructed to crawl along the floor,
close to walls, thus making breathing easier and providing direction. Before opening any door,
place a hand one inch from the door near the top to see if it is hot. Be prepared to close the door
quickly at the first sign of fire.
Sound building fire alarm. This will automatically implement action to leave the building.
Notify Fire Department – 911 (Fire Department is to be notified of any fires larger in size than a waste basket) Provide the following information:
– Building address, including nearest cross street(s)
– School or building name
– Exact location within the building
– Your name and phone number
Attempt to extinguish fire with fire extinguisher only if it is a small, incipient fire.
Evacuate to outdoor assembly area. Remain at a safe distance from the fire and away from firefighting equipment.
Render first aid as necessary.
Check attendance. Remain with students.
Clear access routes for emergency vehicles.
Keep staff and students at a safe distance from the fire and away from firefighting equipment
Fire Department officials will determine when the building is safe for re-entry.
Severe Weather Threat
Severe Weather Threat is defined as floods, tornado threat, thunderstorms, and torrential rains
If a Severe Weather Watch has been issued in an area near the school:
— Monitor NOAA Weather Stations (National Weather Service, Weather Channel, local television, radio and websites, or television).
— Bring all persons inside building(s).
— Be prepared to move students from outdoor areas into the permanent
— Close windows and blinds and stay clear of windows.
— Review procedures and location of safe areas. Severe weather safe areas are under desks or tables,
in hallways and interior rooms away from windows.
— Avoid gymnasiums and Multiuse rooms with wide free-span roofs and large areas of glass windows.
— Review “DROP COVER and HOLD” procedures with students.
— Assign support staff to monitor all entrances and weather conditions.
1) Lightning: If lightning is predicted at any point during Summer Program, all outdoor activities and will be suspended. If lightning begins unexpectedly, all children involved in outdoor activities on the property will be brought inside immediately.
2) Hurricane: If a hurricane is predicted well in advance and seems to be very probable, LYM Program will be indefinitely suspended until the threat is over and all parents will be individually notified. If any children become stranded at our facility, all children would continue to be supervised by program staff.
3) Tornado: If a tornado is predicted well in advance all outdoor activities will be suspended indefinitely until the threat is over. If a tornado arises unexpectedly any children who are engaged in outdoor activities will return to the building immedia
Lost Child Plan
The search for a missing child is facilitated as follows:
The Program Director take charge as the key people to which/through all information and developments are disseminated.
Upon report of the missing child, all staff/personnel shall gather in the designated classroom space. A roll call will be done at this time to account for all other children, and the following information will be collected regarding the missing child:
–Missing child’s name and age
–Last location the child was seen
–Description of clothing worn by child
–And any other identifying characteristics or other information helpful to the search.
Local Police will be notified and called to the meeting location.
Staff shall check office records to ensure the child was not picked up by a parent and/or family member.
The child’s parents shall be contacted by phone of the child’s absence if the child is not immediately located.
Traffic Control Plan- Each LEtGO Your Mind program location will have a traffic control plan created and it will be distributed to all parents prior to the start of the program session. Copies of all traffic control plans will be kept on file at the LEtGO Your Mind office and with this manual
Day Program Contingency Plan
Child doesn’t show up:
LEtGO Your Mind requires a phone call if a child will be not be attending the program for the day. If a child who is registered for program does not show up for the day, without prior notice of their absence, LYM staff will phone the child’s parent or guardian in order to find out when the child will be returning to the program and insure and confirm children safety.
Child doesn’t show up at time of pick-up
In the event that a child does not show up at the time of pick-up the LYM Lost Child Plan will be followed.
Child not registered arrives
In the unlikely event that a child comes to program who is not registered and we are not able to notify the parent or guardian before they leave the premises we will provide supervision for that child and begin calling the parent or guardian both at home and at work until we are able to contact them. If we are unable to reach the parent LEtGO Your Mind will have no choice but to call the local police and/or the Department of Children and Families (DCF) 1-800-792-5200.
Child shows up without snack or lunch
If a child who is staying for a full day does not arrive with a lunch, parents will be notified and reminded that students who are staying for the full day need to bring a bag lunch from home. LEtGO Your Mind will make every effort to have the parent bring a lunch but if the parent cannot be reached, a healthy bag lunch will be provided .
Two staff members will meet all arriving children each morning. These staff members will have alphabetized master sheets containing the names of all children who are registered for the week.
There will be a “check-in” column on the roster next to each child name. Upon a child’s arrival, a staff member is to place a check mark next to their name and note the time of check-in. Parents are not to “sign” their names at check-in. At this time, the staff will check photo Id’s and ask the parent to verify the authorize pick up people and the contact information, and best contact number to reach them at. The rosters remain at the program or with Program Director.
Remember: If a child leaves program early, you must relay this information to the Director or Teacher so that their departure is noted on the roster.
Check-out staff must also take note of who can and cannot pick up children. Ask all people picking up children for photo identification. They must also physically “sign out” all children by initialing under the time of departure and a signature is required at the end of the week only. The list of who can pick-up children is located on the “Emergency Information” sheet.
Child Release- For parents
Picture Identification must be shown at pick-up to ensure the safety of every child in attendance. Until staff members become familiar with you and all authorized pick up persons, you will be asked for identification to cross reference names on your child’s registration forms. Your child will only be released to authorized individuals. Please inform all persons who will pick your child up to carry photo identification. Any changes or additions to your authorized pick up list must be in writing and dated.
Parents who have shared or joint custody must agree upon the persons allowed to pick up their child from program. Both parents’ signatures are required on all registration forms in shared custody situations. Any changes made must have both parents’ signatures. It is the responsibility of the parents to review this information together before it is handed in to LEtGO Your Mind.
Child Emergency Information
The program will have, on hand, detailed information on each child. This includes parent/guardian names, emergency contact phone number, who can or cannot pick up the child and health concerns including allergies. This information is considered “privileged” or “private” meaning other child’s will not have access to it. You must read through this information otherwise you would not be aware of important child details such as allergies. This is also where you find information about who can or cannot pick up a child. It is imperative that you are aware of this for each child under your care.
Any parent or legal guardian of a child wishing to file a grievance must first approach the Program Directors and state his or her complaint. The Director will immediately investigate and address the situation and make an assessment according to the nature of the grievance. If the parent feels the program has not addressed the matter to his/her satisfaction, the parent has the right to remove the child from the program.
Lunch and snack guidelines and policies:
All children will bring a bag lunch and snack as well as drinks for the day. A cold pack should be provided if the lunch requires refrigeration. LEtGO Your Mind does not have refrigeration at every program location. If a child arrives without a lunch, LYM will make every effort to contact the parent so that a lunch can be brought to location of the program. If a parent cannot be reached, we will provide a healthy bag lunch and drink and the parent will be responsible for reimbursing the program for the lunch.
Child code of conduct:
- I will treat everyone in the program community with respect at all times, including showing respect for other’s personal belongings, privacy and feelings. I will try to be a friend to all.
- I understand that harassment based upon race, color, religion, creed, sex, national origin, age, sexual orientation or disability is a form of discrimination in violation of federal and state law and/or the LYM policy, and will not be tolerated.
- I will respect the program’s facilities and equipment and not take or destroy program property. I will not misuse program equipment and materials.
- I will not use obscene or foul language or gestures and I will not bring music with lyrics, which contain obscene or foul language or make reference to violent offensive actions.
- I will not engage in any activity, which may put myself, other children or staff at risk.
- I agree to abide by the rules and regulations of the program and understand that I am expected to follow directions and guidance provided by the staff.
- I will not bring radios, cell phones, video games or other expensive items to Day Program. I acknowledge that LYM will not be responsible for loss or damage to personal property.
Program Rules: These rules have been created to ensure a safe program environment for everyone.
- Name tags are to be worn at all times.
- Children will participate in the “buddy system” during walking field trips (if applicable). The “buddy system” consists of pairing 2 or more children with an adult to maximize the safety of the child. (See details below).
- Children may not leave the facility unless they are accompanied by a staff member. (rest room)
- All children are expected to participate in all activities, unless they are physically unable.
- Theft, vandalism, illegal drugs, and /or alcohol are not permitted.
Assign each child a partner buddy with whom he or she is to remain throughout the activity.
Assign partners who are compatible and will not present a problem of being accountable for each other.
Activate the Buddy System after each rest and activity, and whenever potential problems concerning accountability for the presence of each child may arise. Utilize the Buddy System during traveling throughout the program, during lunch and snack time.
Instruct counselors to carry a buddy roster to account for children. When a child is missing, use the roster to verify the name of the missing buddy.
Tell children to immediately tell the group’s counselor when their buddy is missing.
Attire: All children should wear casual comfortable attire.
- Closed-toe shoes must be worn at all times in program. No flip flops, sandals or crocs allowed.
- Shorts or skirts must be fingertip length (when arms are straight down at sides) or longer.
- Tank tops or revealing clothes are not to be worn.
- Shirts must completely cover the torso. Shirts or caps cannot promote alcohol, tobacco and drug use or display undesirable messages. LYM T-shirts are perfect attire for program!
- Pants and shorts must cover underwear and be able to stay up without the use of hands.
- Attire must allow for easy, comfortable movement for program activities.
Health Care Policy
Staff immunizations: Staff must have proof of having required immunizations and, any staff under age 18 also should have proof of immunization for polio (if born after 1/1/92) , Hepatitis B and 2 doses of MMR. All staff must also have had a Tetanus shot within the past 10 years. The program must keep health records for staff on file.
Child immunizations: Children must have proof of required immunizations (measles, mumps, rubella, Diphtheria, Varicella and Tetanus and, if under age 18, polio and Hepatitis B). (Must have had 2 doses of MMR and Varicella) The immunizations must be signed by an authorized medical professional.
A physical exam is requested within the 24 months prior to program. Immunizations must meet the requirements of the Massachusetts Dept. of Public Health. A copy of the child’s Allergy and/or Asthma Action Plan must also be provided if the child has these.
Health Records: The program must maintain a health record for each child and each staff member under 18 that includes:
the persons name and home address;
the name, address and phone number of parents/guardians
a written authorization for emergency medical care signed by a parent/guardian
the travel locations and phone numbers of parents/guardians if they will be traveling during the time program is in session
name, address and phone numbers of health care provider or HMO, if any
if the child or staff member brings a prescribed medicine to program, a written authorization to administer the medication signed by parent/guardian and also signed by their health care provider.
copy of injury reports
certificate of immunization
health history and report of physical examination.
Health Care Policy
Health and First Aid Staffing:
At every LYM location has a site Director who will be the health supervisor.
The health supervisor is at least 18 years of age and is trained in both First Aid and CPR.
LYM Program Health Care Consultant is Emily Chin, MD/MPH. She can be reached, during normal business hours at 781-517-3116.
Arrangements for Emergencies and Emergency Transportation
Emergencies are handled by each town’s emergency services dept. by calling 911.
Health Care Supplies and First Aid kits.
All medical supplies are stored in the First Aid backpack which is kept accessible to the health supervisor and staff at each LYM location.
First Aid Kits can be re-stocked by the health supervisor at each location.
Each first aid kit will contain: Non-perfumed soap, sterile gauze squares, compresses, adhesive tape, bandage scissors, triangular and rolled bandages, CPR mask, tweezers, cold packs and gloves,
All accidents involving staff and/or children must be reported immediately to the health supervisor who will make a record of it in the Health Log. All staff/children must fill out an accident report form and give a copy to the health supervisor. LYM program emergency procedures will be followed.
Administration of Medications and Prescription Drugs
Any child taking prescription or any over-the-counter products must have the medication section of the medical form completed by the Health Care Provider and Parent and must have a signed permission form to administer medications.
(A) Medication prescribed for children shall be kept in original containers bearing the pharmacy label, which shows the date of filling, the pharmacy name and address, the filling pharmacist’s initials, the serial number of the prescription, the name of the patient, the name of the prescribing practitioner, the name of the prescribed medication, directions for use and cautionary statements, if any, contained in such prescription or required by law, and if tablets or capsules, the number in the container. All over the counter medications for children shall be kept in the original containers containing the original label, which shall include the directions for use.
(B) All medication prescribed for children shall be kept in a locked storage cabinet used exclusively for medication, which is kept locked except when opened to obtain medication. The cabinet shall be substantially constructed and anchored securely to a solid surface. Medications requiring refrigeration shall be stored at temperatures of 38 to 42F in a locked box, used exclusively for medications, and physically affixed to the refrigerator.
(C) Medication shall only be administered by the health supervisor or by a licensed health care professional authorized to administer prescription medications. If the health supervisor is not a licensed health care professional authorized to administer prescription medications, the administration of medications shall be under the professional oversight of the health care consultant. The health care consultant shall acknowledge in writing a list of all medications administered at the program. Medication prescribed for children brought from home shall only be administered if it is from the original container, and there is written permission from the parent/guardian.
(D) When no longer needed, medications shall be returned to a parent or guardian whenever possible. If the medication cannot be returned, it shall be destroyed as follows:
(1) Destruction of prescription medication shall be accomplished by the health care consultant, witnessed by a second person and recorded in a log maintained by the program for this purpose. Said log shall include the name of the child, the name of the medication, the quantity of the medication destroyed, and the date and method of destruction. The health care consultant and the witness shall sign each entry in the medication destruction log.
(2) The medication log shall be maintained for at least three years following the date of the last entry.
Asthma Inhalers and Epi -Pens
The asthma inhaler or Epi-pen must be in the original package, showing the physician’s name and instructions. The parent must fill out and sign the program medical release form in its entirety. The program Director or Health supervisor must also sign the form, indicating agreement.
The Health Care Supervisor will document the child’s name, date and time administered in the daily log. The trained staff member will administer the inhaler/epi-pen according to the physician’s instruction, and record the date, time, dosage and signature on the medical release from, signed by the parent. The inhaler/epi-pen will be stored in the director First Aid kit (which is carried with them at all times), and will be returned to the child’s parent/guardian at the end of the program session(s).
A written account with dates, times and dosages of all medications given will be signed by the health supervisor and kept on file at LYM.
Procedures for Daily Observation of Children
It is the director’s teacher’s and counselor’s responsibility to be aware, on a daily basis, of each child’s physical condition. Any changes in appearance, appetite, activity level, or health habits are to be reported to the health supervisor. Appropriate measures should be taken and the emergency medical plan should be followed if necessary.
Health Care Policy
First Aid is the immediate care of persons who are injured or ill. It is a way to manage an illness or injury until further medical care can be obtained. Emergencies can happen to anyone at any time and in any place and they require quick action and judgment. First Aid treatment is essential within the first few minutes. It is also vital to secure professional assistance as soon as possible. As a result of an accident or injury, a minor may need emergency medical care. In this situation, every effort should be mare to get in touch immediately with the parents or guardians. In all injury/illness/incident situations an incident/accident report must be filled out.
- All Directors and Teachers are required to hold current certification in CPR and Community First Aid. Each group has a First Aid kit with them at all times
- If a child is hurt, the Director or Teacher will assess the injury/situation and administer first aid as needed. If the injury is more serious than a minor scratch or cut, the Director or Teacher will send the Counselor (or designated person) to get the: Teacher and or Program Director
At this time, the child (if possible) should be brought into a quiet area within the building.
Assess the injury
- Find out what happened. What caused the injury? Who is hurt? How many victims are there? Is there still danger? Who can help? Remain calm and reassuring to the victim and other children.
- Check for life-threatening problems. If the victim is not conscious, is the person breathing? If not, begin rescue breathing. Is there a pulse in the neck? If not start CPR.
If there is a life-threatening problem have someone call 911 immediately.
- Severe bleeding. Apply pressure with a clean cloth or gauze pad and call 911.
- Minor bleeding. If bleeding is minor or has stopped, wash the wound before bandaging it. Wear disposable non-latex gloves when assisting someone who is bleeding.
- Broken bone. Do not move the injured part. Make the person comfortable and call 911.
For all injuries greater than a minor scratch/cut, an accident form must be filled out and filed in the program office.
Injuries greater than a minor scratch/cut, but not an obvious serious injury:
The counselor will notify the Head Teacher or Health supervisor. That person will:
- Call the child’s parent/guardian and describe the injury, child’s behavior, etc. then follow the parent’s instructions.
- If the parent is unreachable, and not sure how serious the injury is, call 911 and describe the situation, follow the instructions giv
Health Care Policy
In the event of an accident, emergency situation, or extreme injury, the local EMT or Fire Dept/Ambulance will be contacted immediately and if necessary, the child will be transported to the closest hospital. Every effort will be made to contact the parent or guardian by calling home, work, or cell phone. If parental contact cannot be made, a call will be made to the emergency numbers listed on the child’s record.
- Notify the Director or Teacher
- Call 911
- Director will call the parent/guardian to notify them. If they are unreachable, call the emergency numbers listed on the child’s record.
- The Director will accompany the child in the ambulance to the hospital, bringing the child’s medical authorization forms with her/him.
Getting permission to give care: Before first aid or any care can be given, you must have the victim’s permission first. To get permission, you must tell the victim who you are, how much training you have, and how you plan to help. Only then can a conscious victim give you permission to help. Do not give care to a conscious victim who refuses it. If the conscious victim is an infant or child permission to give care should be obtained from a supervising adult when one is available. If the condition is serious, permission is implied if a supervising adult is not present. Every effort must be made to contact the parent or guardian.
Mildly Ill Children
It is the policy of the program that children may not attend the program while ill.
Parents are responsible for picking up the child from program as soon as possible.
Children should not attend program if they have a temperature of 100F or more, have vomited within a 24 hour period of attending program, have diarrhea, bloody stools, mouth sores and drooling and/or if the may be at all contagious.
If a child becomes mildly ill during program, he/she will be made comfortable in a quiet, separate place in the Program Office, which also serves as the Program Infirmary. The child will be made comfortable by meeting his/her needs (food, water, rest, comfort, appropriate indoor activities).
Parent/guardian will be notified immediately
If parents cannot be reached, persons identified as emergency contacts on the child’s form will be notified. In the event that a parent cannot arrange for the child to be picked up from program in a timely manner, the child will stay with the Program Director as described above until pick-up occurs.
AMERICANS WITH DISABILITIES ACT POLICY
Letgoyourmind, LLC is committed to providing equal employment opportunities to qualified individuals with disabilities, which includes providing reasonable accommodation to qualified applicants to allow them to perform essential job duties. In general, it is your responsibility to notify James or Kathleen Harvey of the need for an accommodation of any physical or mental disability which substantially limits a major life activity. When appropriate, we may need your permission to obtain additional information from your physician or other medical or rehabilitation professionals to document that you have a disability and to assist us in assessing any functional limitations for which a reasonable accommodation may be needed. All medical information will be treated as confidential in accordance with the Americans With Disabilities Act (and/or RSA 354-A). We will take all requests for accommodations seriously and will promptly determine whether the employee is a qualified individual with a disability and whether a reasonable accommodation exists which would allow the employee to perform the essential functions of the job without imposing an undue hardship on the company or other employees.
Letgoyourmind, LLC will not discriminate against any camper because of race, color, sex, sexual orientation, marital status, national origin, religion/creed, age, physical or mental disability, or any other characteristic protected by law.
If you have any questions or concerns regarding this policy, please contact James Harvey.
REASONABLE ACCOMMODATION OF CAMPERS
Letgoyourmind, LLC is committed to providing children with learning, mental health, and/or physical disabilities with the same rights to attend summer camp as their non-disabled peers. Disabled children will not be denied admission to our programs based upon their disabilities. We will provide reasonable modifications of our policies, practices and procedures when necessary to enable campers with disabilities to participate fully in camp programs, unless doing so would fundamentally alter the nature of the services and activities we offer.
In general, it is the child (or child’s parent’s) responsibility to notify us of the need for a modification. We will evaluate each child on an individual basis. We will not charge parents for the cost of the reasonable modifications. We have trained our staff on the requirements of the Americans with Disabilities Act and on working with children with disabilities. We will also employ staff members who are trained to administer daily medications required by children with disabilities and to monitor children with disabilities when appropriate.
If direct any questions regarding this policy to James Harvey.
ANTI-HARASSMENT AND NON-DISCRIMINATION POLICY
EQUAL EMPLOYMENT OPPORTUNITY
Letgoyourmind LLC will not discriminate against any employee or applicant for employment because of race, color, sex, marital status, sexual orientation, national origin, religious creed, age, physical or mental disability, genetic information, or veteran status, or any other characteristic protected by law.
The Company has established the following Complaint Procedures to address all types of discrimination complaints. Employees have the right to use these procedures without jeopardizing their current or prospective employment status.
Letgoyourmind LLC believes that each individual employed by us has the right to be free from illegal discrimination or harassment because of race, creed, color, religious creed, national origin, age, sex, marital status, sexual orientation, physical or mental disability, genetic information or veteran status. All employees should be able to work in an environment free from all forms of discrimination, intimidation and harassment, including sexual harassment. All employees must treat each other with courtesy, consideration and professionalism.
To achieve our goal of providing a workplace free from sexual and other illegal harassment and discrimination, the conduct that is described in this policy will not be tolerated and we have provided a procedure by which inappropriate conduct will be dealt with. Where inappropriate conduct is found, we will act promptly to eliminate the conduct and impose such corrective actions as are necessary including disciplinary action or termination where appropriate.
Please note that while this policy sets forth our goals of promoting a workplace that is free of sexual or other illegal harassment, the policy is not designed or intended to limit our authority to discipline or take remedial action for workplace conduct which we deem unacceptable, regardless of whether that conduct satisfies the definition of illegal or sexual harassment or discrimination.
DEFINITION OF SEXUAL AND OTHER ILLEGAL HARASSMENT
Harassment refers to unreasonable conduct or behavior which is personally offensive or threatening, impairs morale, or interferes with the work effectiveness of employees. Examples of harassment include conduct or comments that threaten physical violence; offensive, unsolicited remarks; unwelcome gestures or physical contact, display or circulation of written materials, items or pictures degrading to any gender, racial, ethnic, religious, age, disability or other group listed above; and verbal abuse or insults about or directed at any employee, or group of employees because of their relationship in any of the groups listed above.
Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and verbal or physical conduct of a sexual nature when: submission to or rejection of such advances, requests or conduct is made either explicitly or implicitly a term or condition of employment or as a basis for employment decisions; or, such advances, requests or conduct have the purpose or effect of unreasonably interfering with an individual’s work performance by creating an intimidating, hostile, humiliating or sexually offensive work environment.
Under these definitions, direct or implied requests by a supervisor for sexual favors in exchange for actual or promised job benefits such as favorable reviews, salary increases, promotions, increased benefits, or continued employment constitutes sexual harassment.
The legal definition of sexual harassment is broad and in addition to the above examples, other sexually oriented conduct, whether it is intended or not, that is unwelcome and has the effect of creating a workplace environment that is hostile, offensive, intimidating, or humiliating to male or female workers may also constitute sexual harassment.
While it is not possible to list all those additional circumstances that may constitute sexual harassment, the following are some examples of conduct which, if unwelcome, may constitute sexual harassment depending upon the totality of the circumstances including the severity of the conduct and/or its pervasiveness:1. Verbal: sexual innuendos, racial or sexual epithets, derogatory slurs, off-color jokes, propositions, threats or suggestive or insulting sounds;2. Visual/Non-verbal: derogatory posters, cartoons, or drawings; suggestive objects or pictures; graphic commentaries; leering; or obscene gestures;3. Physical: unwanted physical contact including touching, interference with an individual’s normal work movement or assault; and 4. Retaliation: making or threatening reprisals as a result of a negative response to harassment.
Each employee must exercise his or her good judgment to avoid engaging in conduct that may be perceived by others as harassment.
Harassment can come from superiors, fellow employees, clients, visitors or vendors. Men as well as women can be victims of sexual or other harassment. It cannot be stressed enough that Letgoyourmind LLC will not tolerate any form of illegal discrimination or harassment. Violations of this policy, whether intended or not, will not be permitted.
All employees should take special note that retaliation against an individual who has complained about sexual or other harassment or discrimination, and retaliation against individuals for cooperating with an investigation of a sexual or other harassment or discrimination complaint is unlawful and will not be tolerated by this company.
HARASSMENT/DISCRIMINATION GRIEVANCE PROCEDURE
Should you feel that you are being harassed or discriminated against or that you have observed harassment or discrimination, please follow these guidelines to help us remedy the problem.
Harassment or discrimination by other employees or by clients or vendors should immediately be brought to the attention of James Harvey or Kathleen Harvey. These individuals are also available to discuss any questions or concerns you may have and to provide information to you about our policy on sexual or other illegal harassment and discrimination and our complaint process.
Do not allow an inappropriate situation to continue by not reporting it, regardless of who is creating the problem. No employee in this organization is exempt from this policy.
If, at any point in the process, a complaining employee is dissatisfied with the investigation being conducted, the employee should bring it to the attention of the individuals listed above.
When we receive a complaint of harassment or discrimination, we will promptly investigate the allegation. Complaints will be kept confidential to the extent consistent with our obligation to look into and remedy any harassment or discrimination. For most matters, the investigation will include an interview with the person filing the complaint, an interview with the person alleged to have committed the harassment, and to the extent necessary, interviews with co-employees or other witnesses. All employees are expected to be truthful, forthcoming and cooperative in connection with a complaint investigation.
Once the investigation is complete, we will, to the extent possible, inform the person filing the complaint and the person alleged to have committed the conduct of the results of the investigation.
If it is determined that inappropriate conduct occurred, we will act promptly to eliminate the offending conduct, and where it is appropriate, we will impose disciplinary action.
There may be instances when, depending upon the nature of the allegations of harassment or discrimination, an alleged wrongdoer will be suspended, with pay, pending investigation. Suspension pending investigation should not be considered as a conclusion of wrongdoing.
Letgoyourmind LLC will not condone, permit or tolerate unlawful harassment or discrimination in any manner whatsoever. Any employee who is found to have engaged in harassment or discrimination contrary to this policy will be subject to disciplinary action, up to and including suspension or termination, depending, among other things, on the nature of the conduct. As stated previously, this sexual and anti-harassment and discrimination policy is not designed or intended to limit our authority to discipline or take remedial action for workplace conduct which we deem unacceptable, regardless of whether that conduct satisfies the definition of illegal or sexual harassment or discrimination.
Letgoyourmind LLC also prohibits any form of retaliation against any employee for filing a good faith complaint under this policy or for assisting in a complaint investigation. Anyone found to have engaged in such retaliation against a person who has registered a complaint under this policy or to have retaliated against anyone for assisting in the investigation of a complaint, will be subject to disciplinary action up to and including suspension or termination. Any employee who believes that he or she is being retaliated against should bring it to the attention of James Harvey or Kathleen Harvey, so that appropriate action may be taken.