St. Martin
Early Childhood Learning Center
Policy Manual
St. Martin Lutheran Church Mission:
Preaching, Teaching and Reaching with GOD’S Word!
St. Martin Lutheran Church and School is people who have gathered together under the cross of
Jesus Christ to glorify His Name and extend His Kingdom.
(Revised December, 2015)
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ST. MARTIN EARLY CHILDHOOD LEARNING CENTER (ECLC)
POLICY MANUAL
STATEMENT OF PURPOSE
St. Martin Early Childhood Learning Center is a self-supporting organization
providing programs, enrichment experiences and academic excellence with a Christian
environment to children 2 year old to12 years old or the start of 6th grade of St. Martin
Lutheran Church and the Clintonville community.
In recognition of the need for childcare in the community, especially during the
hours before and after school, St. Martin ECLC is established to provide a safe, secure
Christian environment for children to spend the hours before, during and after school as
needed.
Parents of children in the center will be encouraged to actively participate in their
child's learning, extended learning and in the center programs.
EDUCATIONAL POLICY
Our childcare experiences for children will consist of learning centers geared
toward developmentally age appropriate enrichment activities for the children served.
Our programs will develop the "whole" child, with an emphasis on spiritual, social, and
emotional development skills that coincide with the child's development rate, giving each
child a sound base for decision making and problem solving in adulthood.
Our curriculum is The Creative Curriculum. The curriculum is based on 38
objectives for development and learning, which are fully aligned with the early learning
standards. Using this program offers daily opportunities to individualize instruction,
helping the teacher meet the needs of every type of learner, addressing all the important
areas of learning, from social-emotional, math and technology, and the arts. Using
exploration and discovery as a way of learning, The Creative Curriculum enables
children to develop confidence, creativity, and lifelong critical thinking skills.
ADMISSION POLICY
St. Martin ECLC opens its doors to all children 2 years old to 12 years old or the
start of 6th grade. We do not discriminate on the basis of race, creed, religions, sex or
national origin in either our enrollment or hiring practices. Members of St. Martin
Lutheran Church seeking care for their child(ren) are given first priority for available
openings. All other requests for enrollment are considered on a first come, first served
basis depending on the openings available. St. Martin ECLC follows teacher:child ratio
guidelines recommended by the state.
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ENROLLMENT PROCEDURE
To enroll a child in St. Martin ECLC, parents may call the center at (715) 8232424 and/or pick up an enrollment packet at the center weekdays between 6:00 a.m. and
6:00 p.m. All forms, including the Enrollment Agreement, must be completed and fees
paid (registration and key fee). A face to face interview is required before enrollment is
finalized and before the first day of enrollment.
HOURS AND DAYS
St. Martin ECLC is open Monday through Friday, year round, from 6:00 a.m. to
6:00 p.m. The Center will be closed the following holidays: New Year's Day, Memorial
Day, Fourth of July, Labor Day, Thanksgiving, the day after Thanksgiving, Christmas
Eve, Christmas Day, and Good Friday. St. Martin ECLC reserves the right to close due to
low enrollment, such as the week between Christmas and New Year’s. Notice will be
given 72 hours in advance. Calendar with closing dates will be handed out to parents
with the beginning of September billing or at admittance.
FINANCIAL
Registration Fee:
An initial non-refundable/registration/administration fee of $25
will be collected from new or re-enrolled family that registers at the St. Martin ECLC.
Payments: Payment for childcare is due according to your Enrollment Agreement you
signed during registration. A $15 late fee will be charged when your payment is not made
on time. We reserve the right to deny daycare for your child(ren) if your payment is more
than 2 weeks late. St. Martin ECLC has the right to turn any delinquent bills over to a
collection agency.
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SCHEDULING
Schedules are an essential part of an efficiently run center. With that in mind, St.
Martin ECLC is requesting ALL parents to have their child’s(ren) schedules in no later
than the Thursday PRIOR to the week of care. If you know your schedule further in
advance than that, feel free to drop the schedule off earlier. Any changes to your
schedule must be approved by the childcare director. This will insure proper teacher :
child ratio.
The parent will be responsible for signing children in and out of the center.
Should a child not be picked up as scheduled within a reasonable amount of time and the
center has not been notified, the parent or emergency contact person will be called by the
center.
Parents of school age children will be required to complete a school-age release
form for St. Martin ECLC, which will indicate your child’s procedure for
arrival/departure. Any changes must be approved by the childcare director.
CANCELLATION NOTICE: Cancellations do happen. PLEASE notify us no later
than 7:00 am of the day of cancellation. You may also leave a message at 715-823-2424
as soon as you know of a cancellation. However, changes to your schedule can be made
with the childcare director approval. Any changes not approved by the director will be
billed according to your submitted schedule.
Part-time:
According to our policy, all part-time child (ren) will be charged according to the
schedule submitted the Thursday prior to the week of childcare.
Before/After School:
According to our policy, before/after school child(ren) will be billed a minimum of 1
hour per day according to the schedule submitted the Thursday prior to the week of
childcare.
Full-time:
Please see the Enrollment Agreement for Child Care Services for detailed cancellation
information in the forms at the back of the policy manual.
DROP-IN:
Drop-In is considered a child not schedule for a certain day by a current enrolled
child(ren). All Drop-in child(ren) MUST be approved by the childcare director.
Any request for service without a minimum of 24 hour notice will be deemed a "drop-in"
and charged the current hourly rate. We can no longer guarantee drop in service.
Showing up with no advanced call will no longer be acceptable. You MUST call ahead
to see if space is available.
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SCHOOL CLOSING/EMERGENCY DAYS:
If school is closed due to a weather or emergency, St. Martin ECLC will try to remain
open. St. Martin ECLC reserves the right to close. If school closes due to illness ECLC
will be CLOSED as well. We will do our best to accommodate additional childcare as
needed for school age children. All children not scheduled but needing care need to call
for availability before coming to the Center. If you decide to keep your child(ren) home,
you will not be charged for that day (this includes Full time) if you call in by 7:00 am.
“No School” means School is closed for the day.
All cancellations will be advertised on Channel 2, 5, and 1l.
EXTENDED LEAVE
When your child will not be attending the center for an extended period of time (4 weeks
to 3 months) you can hold your spot for a non-refundable fee of $50.00 per month per
child. Once this leave has exceeded 3 months, enrollment will be terminated. The reenrollment process must be completed before the child will be able to attend St. Martin
ECLC.
HEALTH POLICY
Immunizations and Physicals
An immunization record must be on file for each child within 30 business days of
the child's first day of attendance at St. Martin ECLC. This immunization history must
indicate that the child has received the required doses of vaccine appropriate to their age,
or that the immunization requirement is to be waived for the child by a compliance
alternative. Waived immunization requirements require the signature of the parent.
Children who have not received the required doses of vaccine appropriate to their age
must receive those doses within six months of the first day of attendance. St. Martin
ECLC must be notified in writing of such updates. Any family who fails to comply with
immunization requirements will be discharged from the center until such time as
requirements are met.
Children must have a Child Health Report Form filled out by a licensed physician
not more than one year prior to or 90 days after admission to the center, and every two
years thereafter. A child's health history completed by the child's parent will be on file at
the center by the first day of attendance. Forms are provided by St. Martin ECLC in
registration packet.
Childhood Illness
Your child's health is important to us. Keeping an ill child home helps protect
everyone. Your child should be willing enough to participate in all daily activities
(including outdoor play). If the following symptoms are evident, your child will need the
recuperative environment of your home:
 A Fever
 Yellow or green nasal discharge
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



Draining eyes or ears
Diarrhea or vomiting
A rash
Head lice
Parents should be alert to other possible symptoms of illness as well. If your child has
been exposed to or shows signs of a contagious disease (such as strep or staph infections,
bacterial diarrhea infections, pinworms, head lice, chicken pox, measles, whooping
cough, etc.), the center must be notified and proper treatment sought.
YOUR CHILD MUST BE SYMPTOM FREE FOR 24 HOURS BEFORE
RETURNING TO THE CENTER. Highly contagious illnesses require a doctor's
permission to return. St. Martin ECLC reserves the right to deny daycare services if child
has not been symptom free for 24 hours.
Should your child begin to exhibit any of the above symptoms while at the center,
he/she will be isolated from the other children and the parent or an emergency contact
person will be called to make arrangement to have them removed from the center.
Medications
NO MEDICATION WILL BE ADMINISTERED TO A CHILD UNLESS: the
child's parent completes a Medicine Authorization Form. These forms are available from
your child's teacher. The medication is in its original container labeled with the child's
name, doctor's name (if prescription), dosage information, and current date. NO COUGH
DROPS WILL BE ADMINISTERED!
A written report including the type of medication given, dosage, time, date, and
name of person administering the medication will be kept in the child's file and the
medicine log. Any reactions to medication will also be recorded. Medication requiring
refrigeration will be kept in a designated covered container clearly labeled "Medication
Refrigeration". Other medicines will be kept in a place inaccessible to the children. At no
time should a child have medication in their possession. Parents are responsible for
turning medicines into the teachers and for retrieving them to go home.
Emergency Medical Procedures
Simple injuries such as scrapes, bruises, or small cuts will be cleaned with soap
and water and protected with a Band-Aid. An accident form will be completed and
presented to you. Parents will be notified when injuries are serious in nature.
In the event of an emergency, staff personnel will notify the parents and request
an emergency vehicle to the nearest emergency medical facility or parent request on the
emergency card. If a parent cannot be reached immediately, we will call the emergency
contact number listed at enrollment. A staff member will remain with the child until a
parent or guardian arrives. Your Emergency Medical Treatment Form completed at
enrollment will accompany the child to the medical facility.
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NUTRITION POLICY
Children attending St. Martin ECLC may purchase meals from an outstanding
food program run by St. Martin Lutheran School and governed by the U.S.D.A. Our
breakfast, lunch and snacks will meet your child's daily nutritional and energy needs.
Special dietary needs must be discussed with our staff. Weekly menu is posted on the
parent board, and only birthday and holiday treats are allowed from home. Meal prices
are as follows: Breakfast and snack-no charge; lunch is charged according to the St.
Martin Lutheran School Lunch Program. All children present at lunchtime will be
charged for a lunch unless the child brought a cold lunch.
Breakfast ~ They have a choice of milk or juice along with breakfast.
Served daily ~~7:00 to 7:30 am ~ school age children
8:00 to 8:30 am ~ daycare children
Lunch ~ Served daily at 11:00 am
If you know that your child will not eat a specific food on the menu, you may
pack a lunch. If you bring a cold lunch, you will not be charged for lunch on that
particular day. Lunches are charged weekly along with the childcare bill.
Snacks ~ Served daily at 2:30 pm and after school at 3:30 pm
Along with your child’s snack, milk, juice or water will be provided. If you
choose to bring a snack for the group, please talk to staff member to make sure
that you bring enough.
CHILD GUIDANCE
Our policies and staff believe strongly in the positive guidance of children. The
child care staff employees are the only people responsible for disciplining of the children.
All form of punishment including corporal punishments that are humiliating or
frightening to a child are prohibited. Our methods (consistently evaluated to ensure that
they are positive and productive) will provide for the setting of clear-cut limits, positive
guidance and redirection.
1. SETTING CLEAR-CUT LIMITS: Setting clear-cut limits and rules with the
child participation establish each child's awareness of safety for all. Rules then
become important and meaningful; limits are discovered to be flexible as the
children become more independent and self-disciplined. This process involves
clear, concise, positive, and honest communications between our staff and the
children. Listening is imperative on the part of both parties. Our process of setting
clear-cut limits enhances the prevention of inappropriate behaviors.
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2. POSITIVE GUIDANCE: Children imitate adults. The staff of St. Martin Child
Care Center will set positive examples for the children to imitate and will always
use a positive approach in their interactions with the children. Staff members
respect the basic rights of the children. They strongly believe in positive
prevention through the establishment of environments and activities conducive to
conflict-free learning and play.
3. REDIRECTION: This is an interference behavior modification approach to
inappropriate behaviors. When a staff member cannot accept the child's choice,
alternative activity will be offered. This allows children to be involved in the
discipline process and enhance his or her problem solving abilities.
The TIME-OUT procedure maybe offered to a child an opportunity to evaluate and vent
personal feelings in a manner safe to all and to consider other options. No child is
humiliated in front of others and no child leaves a time-out without discussion.
ABUSE AND NEGLECT
The board and all personnel of St. Martin ECLC are required by law and morally
bound to report any children who APPEAR to be emotionally, physically, or sexually
abused or neglected to the County Child Protective Service, County Sheriff, or City
Police. Suspicions of abuse or neglect will be documented and maintained in confidential
record.
Personnel receive annual in-service training about indicators or abuse or neglect,
reporting laws and documentation methods. Anyone who shows up to pick up a child and
is suspected to be under the influence will be asked to call someone else. If they disagree,
be aware that the authorities will be called.
EMERGENCY EVACUATION PROCEDURE
Fire drills are performed on a monthly basis, along with tornado and severe weather
procedures being practiced every other month. Lock down procedures are also being
practiced.
AFTER SCHOOL PROGRAM
If your child attends public school, a teacher will pick up your child in front of the
kindergarten doors. Your child must meet our teacher and they are responsible for their
own backpacks and other gear. Upon arrival to the St. Martin ECLC, children will have a
snack and have free play in the gym, outside or rooms provided.
TERMINATION OF ENROLLMENT
At any point in which termination of enrollment on the part of the parent is sought, St.
Martin ECLC must be notified at least two weeks in advance of the last day. Parents are
responsible for the last two weeks of tuition.
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At any point in which termination of enrollment on the part of St. Martin ECLC
becomes necessary, the parent will receive a maximum of two weeks to find alternative
child care. St. Martin ECLC may terminate a child's enrollment for the following reasons;
non-payment, absence of two weeks without notifying the center, consistent behavioral or
emotional disturbances which may endanger the child or other. A child will be given two
warnings regarding behavioral problems before dismissal and Parent will be notified.
St. Martin ECLC staff may assist parents in finding appropriate additional service for
special needs if such referrals are deemed necessary.
LATE FEES
Parents who arrive after 6:00 p.m. to pick up their child(ren) will be charged a late
fee. Exceptions will be made for poor weather or emergencies. If this is the case, the
parent is to call the center and give an estimated time of pick-up.
The late fee is as follows:
 Late fee charge is $15 for every 5 minutes.
 This fee must be paid by next bill.
Our employees work very hard all day and it is not fair to them to have to delay any plans
they have previously made for their evening.
DAMAGED EQUIPMENT OR PROPERTY
If a child deliberately breaks or damages toys, equipment, or school property, the
family will be responsible to reimburse the center in a way believed appropriate by the
director. Failure to do so will result in termination of enrollment.
TOYS FROM HOME
Bringing toys or playing cards from home is not allowed. We will not be held
responsible for damaged or lost toys brought into the center.
DRESS CODE
We follow along with the St. Martin Lutheran School dress code with the following
exception. There is absolutely No Heely's, flip-flops or open-toed shoes. Crocs are
allowed and any sandal that their toes are covered. We do allow tank tops in the summer
and warmer months, but please make sure they cover the child’s body appropriately. Our
room has a mind of its own, sometimes hot and sometimes cold. Please dress your child
in layers when the weather changes, so they are able to adjust to the temperatures. Feel
free to bring a sweatshirt to leave in their cubby to help with the fluctuating temperatures.
NAP TIME:
Parents are responsible to supply items and wash weekly.
1. Crib sheet and/or sleeping bag for cot
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2. Small child size blanket
3. Travel size pillow
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Enrollment Agreement for Child Care Services
I understand that my child/ren ___________________________________________________________ is/are
enrolled in St. Martin Early Childhood Learning Center, scheduled to begin on _________________________.
I have elected the following enrollment option at St. Martin Early Childhood Learning Center:
_______ Hourly ~ $3.50 per hour

1 hour minimum on first hour of care
_______ Half Day ~ 2-5 hours – includes breakfast or snack ~ $12.50 per half day
_______ Full Days ~ 5+ hours per day – includes breakfast and snack ~ $25.00 per day
_______ Before and/or After School ~ $3.50 per hour

1 hour minimum on first hour of care
_______ Full Time Childcare (30+ hours per week)….$110 per week

All full time enrolled children will receive 3 and 4 year old preschool services as part of their enrollment
plan.

Full time enrolled children will be charged the weekly rate regardless of hours of attendance.

Breakfast and snack are included with full time enrollment (an additional fee of $2.20 will be charged per
lunch).

10 vacation/sick days will be granted to all full time enrolled child/ren after an initial 90 day probationary
period.

A two week written notification must be provided to the center for scheduled vacations that affect
child/ren attendance at the center. This includes scheduled vacations when planning to utilize
sick/vacation days.

Absences due to illness need to be phoned into the center by 7:00 am on the day of attendance in order to
utilize a vacation or sick day for that day.

Changes to regular weekly schedule need to be made the Thursday before the following week of care for
staff scheduling purposes.

Vacation days and Holidays will be prorated on a daily basis ($110/5=$22 per day).

Once all vacation/sick days have been used according to this agreement, the regular weekly rate of $110
per week will be charged regardless of hours of attendance.

A two week written notice must be provided to the center with changes to enrollment status or withdrawal
of children from St. Martin Early Learning Center. The full time rate of $110 per week will be charged
during the two week period. Fee changes will take place after the two week notification period and
preschool charges will be added as needed.

5% discount on 2nd or more children, if attending at full time rate.
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Payments being made:
_______ Weekly
_______ Biweekly
Payments made after this time will be subject to the late fee amount.
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 Weekly schedules for all enrollment options other than “full-time” need to be submitted by the Thursday prior
to the next week of care.
 Any changes to weekly schedules need to be authorized by the childcare director or interim director prior to
child/ren drop off in order to ensure the center is able to meet child to staff ratio guidelines.
 Lunch charge ~ $1.60 per lunch
 NSF Fee ~ $25.00
 Late Payment Fee ~ $15.00 per week until balance is paid in full
 Registration Fee (non-refundable) ~ $25.00 due upon enrollment
 Late Pick-up Fee ~ $15.00 for every 5 minutes past 6:00 p.m.
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My child/rens regular weekly schedule:
Day of Week
Monday
Tuesday
Wednesday
Thursday
Friday
Morning Start Time:
Evening Pick Up Time:
Parent/Guardian Signature______________________________________ Date _______________________
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Supply List for New Families
Diapers
Wipes
Wet Ones
Kleenex
In a labeled zip lock bag:
Pants
Shirt
Socks
Underwear
Please remember appropriate outside wear:
Sunscreen
Boots
Snow pants
Mittens
Hat
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I, ___________________________________, parent(s)
of________________________________, have read the St. Martin
Child Care handbook. I fully understand the contents of the
handbook and have asked any questions I may have.
Parent’s Printed Name
Parent Signature
Date
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